Okaloosa County BOCC — January 21, 2014 — Judge Ben Gordon Jr Family Visitation Center Subagreement

| RECEIVED DEC 10708 9% | CONTRACT 8. LEASE INTERNAL COORDINATION SHEET 808- 14. | \. Sion Funclet Yee No oO GREATER THAN #20000; aa ‘B. a, GREATER THAN $25.0 500 yy! 3 AS sabomontt US ; Conkactiecs number, . Tracking Number: O&O nth ctorilesses Nams ay Counly Aifarney Review. : bate: f ; : cof atoney.. La 2. Dee “ ” Boltowirig-Okcloosa County approval: . Contracts & Grants ‘ Doeument has been recelved: * Date: ‘| @onttacts & Grants Manager. vet OKALOOSA COUNTY BOARD OF COMMISSIONERS TO: FROM: DATE: SUBJECT: DISTRICT: BACKGROUND: -AGENDA REQUEST- HONORABLE BOARD OF COUNTY COMMISSIONERS CATHERINE WHITE, DRUG COURT MANAGER FANUARY 72044 Janary oll, Adl+4 SUBAGREEMENT BETWEEN OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS AND JUDGE BEN GORDON, JR. FAMILY VISITATION CENTER RELATING TO THE EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT PROGRAM SUBAGREEMENT BETWEEN OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS AND EMERALD COAST CHILDREN’S ADVOCACY CENTER RELATING TO THE EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT PROGRAM ALL On July 16, 2013, the Board of County Commissioners approved funding for the Emerald Coast Children’s Advocacy Center and the Judge Ben Gordon, Jr, Family Visitation Center through the Edward Byrne Memorial Justice Assistance Grant (JAG) Program - JAG Countywide - Federal Fiscal Year 2014. The Judge Ben Gordon, Jr. Family Visitation Center has been awarded funding in the amount of $10,097 through Grant No. 2014-JAGC-OKAL- 6-E5-082. This award will provide services of supervised visits and monitored exchanges in Okaloosa County. The project will also refer clients to community resources including by not Simited to, charitable organizations, counseling services, and domestic violence shelters. The Emerald Coast Children’s Advocacy Center has been awarded funding in the amount of $10,097 through Grant No. 2014-JAGC-OKAL- 7-E5-167. This award will provide initial and ongoing mental health counseling in Okaloosa County for child victims of physical and sexual abuse. The subagreements have been reviewed and approved by the Contracts and Grant Manager, Contract and Lease Coordinator, Risk Management Director, and the County Attorney. RECOMMENDATION: That the Board of County Commissioners take the following actions: A. Approval of the Subagreement Between Okaloosa County Board of County Commissioners and Judge Ben Gordon, Jr. Family Visitation Center, Grant No. 2014-JAGC-OKAL-6-E5-082, and authorize the Chairman to sign all related documents. B. Approval of the Subagreement Between Okaloosa County Board of County Commissioners and Emerald Coast Children’s Advocacy Center, Grant No. 2014-JAGC-OKAL-7-E5-167, and authorize the Chairman to sign all related documents. RECOMMENDED BY: aan Catherine A. White Drug Court Manager SUBAGREEMENT BETWEEN OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS AND JUDGE BEN GORDON, JR. FAMILY VISITATION CENTER , daly This subagreement is made and entered into this. day of _.. ads by and between the Judge Ben Gordon, Jr. Family Visitation Center, (hereinafter referred to as Subrecipient), and the Board of County Commissioners of Okaloosa County, (hereinafter referred to as the County or Recipient). WHEREAS, t he C ounty has received grant funding fromthe Florida D epartment of Law Enforcement, under the Edward Byrne Justice Assistance Grant Program, grant number 2014-JAGC-OKAL-6-E5-082, WHEREAS, the County’s ¢ ffort requires the participation of S ubrecipient as set forth inthe proposal which resulted in the above referenced award. NOW THEREFORE, in consideration of the mutual promises set forth below, the County and the Subrecipient agree as follows: ARTICLE L. STATEMENT OF WORK Subrecipient shall carry out the scope of work as described in Exhibit A, which is incorporated herein and made an intergral part of this agreement. ARTICLE I, PERIOD OF PERFORMANCE The authorized period o f performance o f this subagreement is from September 30, 2014. ARTICLE IL QUARTERLY REPORTING, COST, BILLING AND PAYMENT A. (i) This subagreement provides for payment on a cost reimbursement basis. The total cost shall be in general accordance with the budget attached as Exhibit A. October 1, 2013 through (ii) The amount authorized for expenditure (under this allotment) is $10,097. This amount shall not be exceeded u nless t his s ubagreement is a mended to add additional funds. B. Subrecipient may bill the County monthly for reimbursement of actual paid costs incurred in the performance of the subagreement. Invoices shall be num bered, dated, c ite t his s ubagreement, s how c ost i neurred b y expenditure c ategory (salaries, fringe benefits, travel, etc.) for the current billing period and cumulative to date with supporting documentation sufficient for a pre and post audit function. Each Invoice s hall in clude th e following certification s tatement signed by the authorizing a gent: “I certify that the invoice is correct and that it does not duplicate reimbursement of costs or services received from other sources. In addition, I certify that reimbursement is requested only for expenditures on items approved by the terms and conditions of the agreement with the County.” Exhibit B Invoice and supporting documentation js to be submitted to: Catherine White, Drug Court Manager, 100 West Maxwell Street, _ Pensacola, Florida, 32501. C, The County will make provisional payment on all invoices submitted in accordance with the terms of this agreement. The final invoice, clearly marked “Final,” must be submitted within twenty-five (25) days after the expiration date of this agreement. The final invoice shall include the following certification: “Payment of this final invoice shall constitute complete satisfaction of all of the County’s obligations under this agreement and Subrecipient releases and discharges the County from all further claims and obligations upon payment hereof.” D. Subrecipient will generate Quarterly Financial Reports and remit them to: Catherine White, Drug Court Manager, 100 West Maxwell Street, Pensacola, Florida 32501, on a calendar quarter basis no later than ten (10) days following the end of the previous quarter even when no reimbursement is being requested. Report due dates are: January 10, 2014, April 10, 2014, July 10, 2014, October 10, 2014, and FINAL REPORT, October 25, 2014. E. Subrecipient will generate Quarterly Project Performance Reports and remit to: Catherine White, Drug Court Manager, 100 West Maxwell Street, Pensacola, Florida 32501 on a calendar quarter basis no later than ten (10) Days following the end of the previous quarter. Report due dates are: January 10, 2014, April 10, 2014, July 10, 2014, October 10, 2014, and FINAL REPORT, October 10, 2014 ARTICLE IV. RECORDS AND AUDITS Subrecipient shall maintain accurate records of all costs incurred in the performance of this work and agrees to allow representatives of the County, the Florida Department of Law Enforcement, and the U.S. Department of Justice reasonable access to its records to verify the validity of expenses reimbursed under this subagreement. Subrecipient hereby warrants that it conducts audits as required by OMB Circulars, federal cost principles, or cost accounting standards applicable to its performance as a recipient of U.S, government funds and that such audit has revealed no material findings. Subrecipient also agrees to submit a copy of their most recent annual financial statement audit no later than twenty (20) days from date of issuance to the following address: Okaloosa County Clerk of Courts Contracts & Grants Manager 1804 Lewis Turner Blvd., Suite 206 Fort Walton Beach, FL 32547 Subrecipient shall maintain financial records, supporting documents and other records pertaining to this agreement for a period of five years from the termination date of this agreement, ARTICLE V. PUBLICITY AND PUBLICATION Subrecipient shall not, without the prior written consent of the County, issue any press releases or in any manner advertise the fact that Subrecipient has entered into this subagreement. All publications resulting from the work under this agreement will acknowledge that the project was supported by the federal award identified in the recitals of this subagreement. ARTICLE VI. SUBCONTRACTING AND ASSIGNMENT Subrecipient shall perform the work contemplated with resources available within its own organization and no portion of the work shall be subcontracted, nor shall this subagreement be assigned, without the prior written authorization of the County. Nothing contained in this subagreement shall create any contractual or agency relationship between a lower tier subrecipient or assignee and the County. ARTICLE VU. TERMINATION A. Either party may terminate this subagreement upon thirty (30) days written notice to the other party. In the event of termination, Subrecipient shall be entitled to reimbursement for all costs incurred to the date of termination and for all uncancelable obligations. In no event, however, shall the termination cause the total amount paid to Subrecipient to exceed the estimated cost set forth in Article I, Paragraph A (ii) above. B, Within sixty (60) days of the effective date of termination, Subrecipient shall submit to the County a final report, a final financial report and final invoice. ARTICLE VHI. CHANGES The County, within the general scope of this subagreement, may, at any time, by written notice to Subrecipient, issue additional instructions, require additional services, or direct the omission of services covered by this subagreement. In such event, there will be made an equitable adjustment in price and time of performance, but any claim for such an adjustment must be made within thirty (30) days of the receipt of said written notice. ARTICLE IX. INDEMNIFICATION Subrecipient shall defend, indemnify and hold the County, its officers, employees, and agent harmless from and against any and all liability, loss, expense (including reasonable attorney’s fees), or claims for injury or damages arising out of the performance of this subagreement, but only in proportion to and to the extent such liability, loss, expense, attorney’s fees or claims for injury or damages are caused by or result from the negligent or intentional acts or omissions of the Subrecipient, its officers, agents, or employees. ARTICLE X. INSURANCE REQUIREMENTS A. The subrecipient shall not commence any work in connection with this subagreement until he/she has obtained all required insurance and such insurance has been approved by the Okaloosa County Risk Management Officer. B. All insurance policies shall be with insurers licensed to do business in the State of Florida, and any insuring company is required to have a minimum rating of A, 3 Class X, in the Best Key Rating Guide published by A.M. Best & Co., Inc. Cc, The County shall retain the right to reject all insurance contracts that do not meet the requirement of this Subagreement. Further, the County reserves the right to change these insurance requirements with a sixty (60) day notice to the Subrecipient. D, The insurance definition of Insured or Additional Insured shall include Subcontractor, Sub-subcontractor, and any association or subsidiary companies of the Subrecipient, which are involved, and which is a part of the contract. E, The County reserves the right, at any time, to require the Subrecipient to provide certified copies of any insurance policies to document the insurance coverage specified in this Agreement. F, The designation of Subrecipient shall include any associated or subsidiary company involved in the project and must be named in the Workers’ Compensation coverage. G. All policies shall be written so that the County will be notified of cancellation or restrictive amendments at least thirty (30) days prior to the effective date of such cancellation or amendment. Such notice shall be given directly to the Okaloosa County Risk Management Officer. H. All insurance contracts, with exception of Workers’ Compensation, shall list Okaloosa County as an Additional Insured. Subrecipient shall provide the County with current Certificates of Insurance for all policies at least ten (10) days before commencing work. Workers’ Compensation Insurance: A. The Subrecipient shall secure and maintain, during the life of this agreement, Workers’ Compensation insurance for all employees employed including supervision, administration, and management personnel. In case any work is sublet with the approval of the County, the Subrecipient shall require theSubcontractor to provide Workers’ Compensation insurance for all employees. Evidence of such insurance shall be furnished to the County not less than ten (10)days prior to the commencement of any and all subcontracted work. B. Such insurance shall comply with the Florida Workers’ Compensation Law, Cc. Coverage shall include a waiver or subrogation clause in favor of Okaloosa County. Also, this endorsement must be indicated on all Certificates of Insurance. Business Automobile and Public Liabitity Insurance: A. The Subrecipient shall maintain Business Automobile liability insurance coverage ‘throughout the life of this Agreement. The insurance shall include Owned, Non- Owned & Hired motor vehicle coverage, B. The Subrecipient shall carry other Public Liability insurance against all other Bodily Injury, Property Damage and Personal and Advertising Injury exposures. Cc. In addition to the required coverage in B above, Public Liability coverage shall include the following: (1) On and Off Premises Operational Liability; (2) Personal Injury Liability Insurance; (3) Independent Contractor Liability; (4) Completed Operations and Products Liability; and (5) Pollution Liability. D. All liability insurance shall be written on an occurrence basis and shall not be written on a claim-made basis. If the insurance is issued with an aggregate limit of liability, the aggregate limit of liability shall apply only to the locations included in this Agreement, If, as the result of any claims or other reasons, the available limits of insurance reduce to less than those stated in the LIMITS OF LIABILITY, the Subrecipient shail notify the County Risk Manager in writing, The Sub-recipient shall purchase additional liability insurance to maintain the requirements established in this Subagreement. Umbrella or Excess Liability insurance can be purchased to meet the Limits of Liability specified in this Subagreement. Limits of Liability The insurance required shall be written for not Jess than the following limits unless law requires higher amounts: COVERAGE LIMIT 1, Workers’ Compensation a, State Statutory b. Employers Liability $1 million each accident 2. Business Automobile $1 million each occurrence (Combined Single Limit) 3. Commercial General Insurance $1 million each occurrence (Combined Single Limit) 4. Personal and Advertising Injury $250,000 Notice of Claims or Litigation: The Subrecipient agrees to report any incident and or claim that results from performance of this Subagreement. Within ten (10) days of the Sub-recipient’s knowledge, the County Risk Manager shall receive written notice describing the incident or claim. In the event such incident or claim involves injury or property damage to a third party, verbal notification shall be given the same day the Subrecipient becomes aware of the incident or claim. A detailed wtitten report is to be made within ten (10) days. Certificate of Insurance A. All insurance shall include the interest of all entities named and the respective agents, consultants, servants and employees of each and all other interests as may be reasonably required by Okaloosa County as Additional Insured. The coverage afforded the Additional Insureds under this policy shall be primary insurance. If the Additional Insureds have other insurance that is applicable to the loss, such other insurance shail be on an excess or contingent basis. The amount of the company’s liability under this policy shall not be reduced by the existence of such other insurance. B. Certificates of insurance, in duplicate, indicating the subagreement and evidencing all required coverage must be submitted to and approved by Okaloosa County prior to commencement of any work. The certificate holder(s) shall be as follows: Okaloosa County 602-C North Pearl Street Crestview, Florida 32536 Cc. All policies shall expressly require thirty (30) days written notice to Okaloosa County at the address set out above, or the cancellations of material alterations of such policies, and the Certificates of Insurance, shall so provide. The certificate, if on a Standard Accord, shall not include language such as “if any” or “but.” Failure to mail such notice shall impose no obligation or liability of any kind upon the county, its agents or representatives. ARTICLE XI. DISPUTES Any dispute arising under this subagreement which is not settled by subagreement of the parties may be settled by mediation, arbitration, or other appropriate legal proceedings. Pending any decision, appeal or judgment in such proceedings or the settlement of any dispute arising under this subagreement, Subrecipient shall proceed diligently with the performance of this subagreement in accordance with the decision of the County. ARTICLE XII. INDEPENDENT CONTRACTORS Subrecipient and its employees, consultants, agents or independent contractors will perform all services under this agreement as independent contractors. Nothing in this agreement will be deemed to create an employer-employee or principal-agent relationship between the County and Subrecipient’s employees, consultants, agents, or independent contractors. Subrecipient and its employees, consultants, agents, and lower tier Subrecipients will not, by virtue of any services provided under this agreement, be entitled to participate, as an employee or 6 otherwise, in or under any employee benefit plan of the County or any other employment right or benefit available to or enjoyed by employees of the County. ARTICLE XU. GENERAL PROVISIONS AND CERTIFICATIONS If this subagreement is a subaward under a federal grant or cooperative agreement, Subrecipient certifies that: 1. It is not delinquent on the repayment of any federal debt. 2. It is presently not debarred, suspended, proposed for debarment, declared ineligible nor voluntarily excluded from covered transactions by any federal department or agency. 3. Tt is in compliance with the Drug-Free Work Place Act of 1988. 4. It is in compliance with P-L. 101-122, Section 1352, which covers restrictions regarding lobbying. ARTICLE XIV. PRIME AWARD PROVISIONS AND ATTACHMENTS The following provisions of the prime award to Okaloosa County Board of County Commissioners are incorporated by attachment, and are applicable to Subrecipient and Subrecipient’s lower tier subagreements, See Exhibit A. I have been informed, understand and agree to comply with the applicable compliance requirements. ARTICLE XV. INTEGRATION This subagreement states the entire contract between the parties in respect to the subject matter of the subagreement and supersedes any previous written or oral representations, statements, negotiations, or agreements. This subagreement may be modified only by written agreement executed by authorized representatives of both parties. IN WITNESS WHEREOF, the parties hereto have caused this subagreement to be executed by their duly authorized representatives. FOR Judge Ben Gordon, Jr. Family Visitation Center Okaloosa County Board of County th Commissioners By: haan ag rN By: Name: Sharon Rogers, Name: Ben-R-Amunds,. Charles K. Winds Tr. Title: Executive Director Title: Chairman Date: loi /20 5 Date: WITNESS“: ATTEST: Don W. Howard, Clerk of Circuit Court EXHIBIT A FDLE Grant # 2014-JAGC-OKAL-6-E5-082 Don W. HowarpD CLERK OF THE Circuit Court, OKALOOSA County, FLORIDA October 28, 2013 Florida Department of Law Enforcement Office of Criminal Justice Grants Attn: Petrina Tuttle Herring, Administrator Post Office Box 1489 Tallahassee, FL 32302-1489 RE: FFY 2013 Edward Byrne Memorial Justice Assistance Grant (JAG) Program — JAG Countywide — State Solicitation - Okaloosa County Certificate of Acceptance of Subgrant Award: 2014-JAGC-OKAL-6-E5-082 Dear Ms. Herring: We have enclosed one executed original certificate for the above captioned grant on behalf of Okaloosa County. If I may be of further assistance, please call me at (850) 651-7200 ext # 4381 or email me at bbailey@clerkofeourts.cc. Sincerely, Brenda L. Bailey Contracts and Grants Manager Enclosures cc: Cathy White Stacy Roberts (2 101 E. James Lee Bivp. © Cresrvinw, Forma 32536 © (850) 689-5000 Repty To: ( SHauimar ANNEX * 1250 N. EouN Pawy, Surre B~110 © SHALIMAR, FLoripa 32579 © (850) 651-7200 2 Brack Buona * 302 Nort Witson St., Surre 203 * Crestview, FLoripa 32536 * (850) 689-5000 State of Florida Office of Criminal Justice Grants Florida Department of Law Enforcement 2331 Phillips Road Tallahassee, Florida 32308 CERTIFICATE OF ACCEPTANCE OF SUBGRANT AWARD The subgrantee, through its authorized representative, acknowledges receipt and acceptance of subgrant award number 2014-JAGC-OKAL-6-E5-082, in the amount of $ 10,097.00, for a project entitled, CHILDREN EXPOSED TO CRIME PREVENTION PROJECT, for the period of 10/01/2013 through 09/30/2014, to be implemented in accordance with the approved subgrant application, and subject to the Florida Department of Law Enforcement’s Standard Conditions and any special conditions governing this subgrant. (Signature of Subgrantee's Authorized Official) Don R. Amunds, Chairman (Typed Name and Title of Official) Okaloosa County Board of County Commissioners (Name of Subgrantee) [0-26-2003 (Date of Acceptance) Rule Reference 11D-9.006 OCJG-012 (rev. June 2012) SUBGRANT AWARD CERTIFICATE Subgrantee: Okaloosa County Board of Commissioners Date of Award: {sft 3/M2 Grant Period: From: 10/01/2013 TO: 09/30/2014 Project Title: CHILDREN EXPOSED TO CRIME PREVENTION PROJECT Grant Number: 2014-JAGC-OKAL-6-E5-082 Federal Funds: $ 10,097.00 State Agency Match: Local Agency Match: $ 0.00 Total Project Cost: $ 10,097.00 CFDA Number: 16.738 Award is hereby made in the amount and for the period shown above of a subgrant under Title | of the Omnibus Crime Contral and Safe Streets Act of 1968, P.L, 90-351, as amendad, 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 ts 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 or A-102, as applicable, and A-21, in their entirety. It is also subject fo 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. 100-680. 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. “| tetpoV- Hetige Authorized Official Petrina Tuttle Herring Administrator UWU1FlAS Date Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County-wide Subgrant Recipient Organization Name: Okaloosa County Board of Commissioners County: Okaloosa Chief Official Name: Don Amunds Title: Chairman Address: 302 North Wilson Street Suite 203 City: Crestview State: FL Zip: 32536 Phone: 850-651-7105 Ext: Fax: Email: damunds@co.okaloosa _fl.us Chief Financial Officer Name: Gary Stanford Title: Financial Officer Address: 101 East James Lee Boulevard Room 118 City: Crestview State: FL Zip: 32536 Phone: 850-689-5801 Ext: Fax: . Email: gstanford@clerkofcourts.cc Application Ref # 2014-JAGC-2229 Section #1 Page 1 of 2 Contract 2014-JAGC-OKAL-6-E5-082 Rule Reference 11D-9.006 OC JG-005 (rev. October 2005) Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County-wide Implementing Agency Organization Name: First Judicial Circuit County: Okaloosa Chief Official Name: Robin Wright Title: Court Administrator Address: 100 West Maxwell Street City: Pensacola State: FL Zip: 32501-1719 Phone: 850-595-3055 Ext: Fax: 850-595-3059 Email: robin.wright@flcourts1 .gov Project Director Name: Catherine White Title: Drug Court Manager Address: Court Administration 100 West Maxwell Street City: Pensacola State: FL Zip: 32501 Phone: 850-595-3055 Ext: Fax: 850-595-3059 Email: cathy. white@flcourts1.gov Application Ref # — 2014-JAGC-2229 Section #1 Page 2 of 2 Contract —2014-JAGC-OKAL-6-E5-082 Rule Reference 11D-9.006 OCJG-005 (rev. October 2005) Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County-wide General Project Information Project Title: CHILDREN EXPOSED TO CRIME PREVENTION PROJECT Subgrant Recipient: Okaloosa County Board of Commissioners Implementing Agency: — First Judicial Circuit Project Start Date: 10/1/2013 End Date: 9/30/2014 Problem Identification Problem Description: The children of Okaloosa County need a place which provides a safe and nurturing environment for victims of domestic violence and child abuse to fulfill Court-ordered supervised visitation and monitored exchanges. Problem Significance: Children from families are often presented to the Court where there has been an act of domestic violence or the threat of domestic violence exists. The children may be placed in the custody of the state or with the non-offending parent under an Order of Protection. Other children are removed from their parent's home because of a variety of reasons, including physical abuse, sexual abuse, and neglect, and placed in the custody of the state. Often the parent(s) will be given a plan to correct any problems with the reunification of the famify as the final goal. During that time the family bonds will need to be maintained by regular visitation. For a variety of reasons, the Court is asked to address the issue of visitation balanced with ensuring the child?s safety. It is important that all of these children's physical and emotional safety is protected during what may be a time of chaos and uncertainty for this family. The children in this community need the services of a Family Visitation Center to give them an advocate and maintain a safe, secure place to visit without fear of exposure to emotional and/or physical harm. Additionally, victims of domestic violence need the services of a Family Visitation Center to safely fulfill court ordered shared parenting time by means of supervised visitation or monitored exchanges with an abusive partner without fear of exposure to their victimizer. Needs Assessment: There is an ongoing need for the services of supervised visits and monitored exchanges in Okaloosa County. Project Summary (Scope of Work) The Family Visitation Center serves as a source of referral for alf of Okaloosa County. The purpose of this program is to protect children by Enforcing child abuse and neglect laws, including flaws protecting against child sexual abuse, and promoting programs designed to prevent child abuse and neglect. The project will refer to community resources including, but not limited to, charitable organizations, counseling services, and domestic violence shelters. The project will provide documentation to the Court as is required. This project is intended to follow the Florida Supreme Court Standards and Guidelines for Safe Application Ref# 2014-JAGC-2229 Section #2 Page 1 of 3 Contract -JAGC-OKAL- - - Rule Reference 11D-9.006 OCJG-005 (rev. October 2005) Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County-wide Supervised Visitation. The ultimate goal of the project is to provide a safe and nurturing site for children to visit without fear of revictimization, This project will enable the Family Visitation Centers to provide additional hours of security for supervised visitation and monitored exchange services in Okaloosa County. Service Provider: The Judge Ben Gordon, Jr. Family Visitation Center has been operating in Shalimar for sixteen years. The Center has conducted more than 9,000 monitored exchanges and scheduled over 15,500 supervised visits, without one serious incident. The Judge Ben Gordon, Jr. Family Visitation Center meets and exceeds the Minimum Standards outlined by the FCSC's Mode! Court Subcommittee and approved by the Florida Supreme Court. The Center is a member of the Supervised Visitation Network, with the Executive Director serving two terms on the board of directors. The Center is also active in the Florida Chapter of the Supervised Visitation Network, with the Executive Director serving two terms as president. Security: The Judge Ben Gordon, Jr. Family Visitation Center (JBGJFVC) will provide off-duty Officers onsite as needed. All domestic violence cases will be screened and thoroughly reviewed for potential danger. Target Group: This project serves all children exposed to family violence from infants to 18 years old and all victims of domestic violence without regard to age or gender. Project Activities: When the Court orders a non-custodial parent into supervised visitation, the Visitation Center provides a safe and nurturing environment for these visits to occur. An off duty law enforcement Officer is on site when safety indicates and a trained monitor is in constant supervision of the children. All visitors are thoroughly advised of the Centers numerous rules and restrictions and must sign an agreement to abide by the rules before any visit is scheduled. Visits are scheduled for one and one-half hours and staggered arrival and departure times protect victims from a possible confrontation with perpetrators. The children visiting are unaware of all of our precautions and rules and generally enjoy their time with their non-custodial parent. In every case, the child is safe due to constant monitoring. Additional restrictive policies and rules are enforced for anyone accused of, or convicted of, sexual abuse. A Visitation Center also meets the needs of domestic violence victims referred by the Family Law Division of the Circuit Court and ordered to exchange the children with an abusive spouse for regular visitation. The Center provides for the emotional and physical safety of these children and abuse victims. This is accomplished by providing a secure, child-friendly setting and a strictly enforced staggered schedute of times for the delivery and pickup of children. The monitored exchanges have proven to meet a critical need in the Courts efforts to protect children from witnessing conflict which would often turn violent. Application Ref # 2014-JAGC-2229 Section #2 Page 2 of 3 Contract -JAGC-OKAL- - - Rule Reference 11D-9.006 OCJG-005 (rev. October 2005) Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County-wide Section Questions: Question: Does the Subgrantee receive a single grant in the amount of $500,000 or more from the U.S. Department of Justice? Answer: No Question: Does the Implementing Agency receive a single grant in the amount of $500,000 or more from the U.S. Department of Justice? Answer: No Question: Part 1: In your business or organization's preceding completed fiscal year, did your business or organization (the subgrantee) receive (1) 80 percent or more of your annual gross revenues in U.S. federal contracts, subcontracts, loans, grants, subgrants, and/or cooperative agreements; and (2) $25,000,000 or more in annual gross revenues from U.S. federal contracts, subcontracts, loans, grants, subgrants, and/or cooperative agreements? If yes, answer “yes” or "no" to Part 2, below. Answer: No Question: Part 2: Does the public have access to information about the compensation of the executives in your business or organization (the subgrantee) through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. 78m({a), 780(d)} or section 6104 of the Internal Revenue Code of 19867 if answer to Part 1, above, was "no," answer N/A. Answer: N/A Application Ref# 2014-JAGC-2229 Section #2 Page 3 of 3 Contract = -JAGC-OKAL- - - Rule Reference 11D-9.006 OCJG-005 (rev. October 2005) Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County-wide General Performance Info: Performance Reporting Frequency: Quarterly Federal Purpose Area: 007 - Crime Victim and Witness Programs State Purpose Area: A- Accomplishments: Includes any accomplishments during the reporting period. Activity Description Activity: Supervised Visitation Target Group: Families Geographic Area: Rural Location Type: © Community-based organization Address(es) : Judge Ben Gordon Family Visitaiton Center 41 Old Ferry Road, Rm. 23 Shalimar , FL 32579 Objectives and Measures Objective: A1 - Report on program accomplishments Measure: Part 1 Please briefly describe what your program's accomplishments will be. Please include any benefits or changes to be observed as a result of JAG-funded activities, such as program completion, or changes in attitudes, skills, knowledge, or conditions. [500-character limit] Goal: *This program will be paying for trained staff. *This program will provide a safe site for children to receive supervised visitation. *This program will provide additional hours of security for supervised visitation. Objective: A2 - Report on usage of crimesolutions.gov Website Measure: Part 1 Will you be using the crimesolutions.gov website? Goal: Yes Objective: A3 - Report on subgrants from grantees other than FDLE Measure: Part 2 if yes, enter grantee organization or agency name. Application Ref # — 2014-JAGC-2229 Section #3 Page 1 of 3 Contract = -JAGC-OKAL- - - Rule Reference 11D-9.006 OCJG-005 (rev. October 2005) Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County-wide Gaal: No State Purpose Area: VM - Crime Victim and Witness Programs: Includes activities where individuals are served, directly or indirectly. Programs may include one- time events, services, or events and services that occur on a continual basis. Activity Description Activity: Crime Victim and Witness Protection Programs Target Group: Crime Victim and Witness Protection Programs Geographic Area: Rural Location Type: § Community-based organization Address(es) : Judge Ben Gordon Family Visitaiton Center 1 Old Ferry Road, Rm. 23 Shalimar , FL 32579 Objectives and Measures Objective: VM1 - Report on JAG funding allocated for crime victim and witness protection services Measure: Part 1 How much JAG funding has been allocated for crime victim and witness protection services? Please report in dollars ($). Goal: $ 10,097.00 Objective: VM2 - Serve crime victims and/or witnesses Measure: Part 1 How many crime victims and/or witnesses will be served? Goal: 20 Objective: VM3 - Refer crime victims or witnesses clients for additional services Measure: Part 1 How many crime victims and/or witnesses clients will receive referrals for additional services? Goal: 20 Application Ref # —2014-JAGC-2229 Section #3 Page 2 of 3 Contract = -JAGC-OKAL- - - Rule Reference 11D-9.006 OCJG-005 (rev. October 2005) Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County-wide Section Questions: Question: _ If "other" was selected for the geographic area, please describe. Answer: N/A Question: __ If "other" was selected for location type, please describe. Answer: N/A Application Ref# = 2014-JAGC-2229 Section #3 Page 3 of 3 Contract —-JAGC-OKAL- - - Rule Reference 11D-9.006 OCJG-008 (rev. October 2005) Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County-wide General Financial Info: Note: All financial remittances will be sent to the Chief Financial Officer of the Subgrantee Organization. Financial Reporting Frequency for this Subgrant: Quarterly Is the subgrantee a state agency?: No FLAIR / Vendor Number: 596000765 Budget: i Budget Category Federal Match Total Salaries and Benefits $0.00 $0.00 $0.00 i Contractual Services $10,097.00 $0.00 $10,097.00 Expenses $0.00 $0.00 $0.00 Operating Capital $0.00 $0.00 $0.00 Outlay indirect Costs $0.00 $0.00 $0.00 - Totals -- $10,097.00 $0.00 $10,097.00 Percentage 100.0 0.0 100.0 Project Generated Income: Will the project earn project generated income (PGI) 7 No i 1 Application Ref# 2014-JAGC-2229 Section #4 Page 1 of 4 Contract -JAGC-OKAL- - - Rule Reference 141D-9.006 OCJG-005 (rev. October 2005) Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County-wide Budget Narrative: Contractual service The unit of cost used at the Judge Ben Gordon, Jr. Family Visitation Center is one supervised visit. These services include the provision of trained staff, security if needed and a nurturing setting. Grant funds will provide for units of service at the current level of staff and facility. 1 Unit = $ 95.00 $95.00 per unit @ 106.28 units = $10,097 Application Ref # = 2014-JAGC-2229 Section #4 Page 2 of 4 Contract -JAGC-OKAL-- - Rule Reference 11D-9,006 OCJG-008 (rev. October 2005) Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County-wide Question: Answer: i Question: Answer: Question: Answer: Question: Answer: } Question: Answer: i i [ Section Questions: If salaries and benefits are included in the budget as actual costs for staff in the implementing agency, is there a net personnel increase, or a continued net personnel increase from the previous Byme program? NIA If benefits are to be included, are they reflected in the budget narrative? NIA indicate the Operating Capital Outlay threshold established by the subgrantee or implementing agency, if it is the sheriff's office. N/A if indirect cost is included in the budget, indicate the basis for the plan (e.g. percent of salaries and benefits), and provide documentation of the 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 Benefits) $ 94,024 Rent and MaintainanceO 2,573 SecurityStaff and Equip 6,752 Travel, Training, Screening( 2,681 Utilities/Phone/internetl4, 709 Liability Insurance 1,853 ContractedServices;Accounting/ Marketing;Dues/Fees{]_ 12,785 Printing,postage, computer supplies 5,711 General office supplies/ Visitation Room supplies ,302 Totalll $ 132,390 The compieted 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 Section #4 Page 3 of 4 Contract -JAGC-OKAL- - - Rule Reference 11D-9.006 OC.JG-005 (rev. October 2005) 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 criminaljustice@fdle.state.fl.us Edward Byrne Memorial Justice Assistance Grant (JAG) Program STANDARD CONDITIONS SFY2014 JAG Standard Conditions Page 1 of 22 Rev. 09/2013 Conditions of agreement requiring compliance by units of local goverment (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. 1. All Subgrant Recipients must comply with the financial and administrative requirements set forth in the current edition of the U.S. Department of Justice, Office of Justice Programs (OJP) Financial Guide (Financial Guide) (www.ojp.usdoj.qov/financialguidefindex.htm) and the Edward Byrne Memorlal Justice Assistance Grant (JAG) program guidance (www.bia.gov/ProgramDetails.aspx?Program_]D=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 Principites for Educational Institutions” o = 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” oO ¢ Code of Federal Regulations: www.gpo.gov/fdsys/ o 2CFR 175.15(b), “Award Term for Trafficking in Persons” o 28 CFR 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 CFR 83, “Government-Wide Requirements for Drug-Free Workplace (Grants)” o 28CER 18, 22, 23, 30, 35, 42, 61, and 63 * Public Law 109-162, Title XlI—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 i Enforcement Block Grant Program: ywww.bja.gov/ProgramDetails.aspx?Program ID=59. E ¢ 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 | Agencies: dlis.dos.state.fl,us/barm/genschedules/GS1-SL.pdf. 1 2. Requirements for Contractors of Subgrant Recipients The subgrant recipient assures the compliance of all contractors with the applicable provisions of q Title t 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.htm); 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 Financia! Guide, U.S. Department of Justice Common Rule for State And Local Governments 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 for any procurement shall be according to U.S. Department of Justice Common Rule for State and Local Governments, or OMB 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. tn addition, if the subgrant award period is extended, additional Project Expenditure Reports shall be submitted. (b) All project expenditures for reimbursement of subgrant recipient costs shall be submitted on the Project Expenditure Report Forms prescribed and provided by the Office of Criminal 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 resuit 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 PG] Earnings 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 Earnings 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 reasonably required by the Department. §. Fiscal Control and Fund Accounting Procedures a. All 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 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 completed 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 request must be electronically signed by the subgrant recipient or implementing agency's Chief Financial Officer or the Chief Financial Officer designee. 9. Trust Funds a. The unit of locat government must establish a trust fund in which to deposit JAG funds. The trust fund may or may not be an interest bearing account. b. The account may earn interest, but any earned interest must be used for program purposes and expended before the federal grant period end date. Any unexpended interest remaining at the end of the federal grant period must be submitted to the Office of Criminal Justice Grants for transmittal to the Bureau of Justice Assistance. 10. Travel and Training The cost of ail travel shall be reimbursed according to the subgrant recipient's written travel policy. if the subgrant recipient does not have a written travel policy, cost of all travel will be reimbursed according to State of Florida Travel Guidelines § 112.061, Fla. Stat. 11. Program income (also known as Project Generated Income) a. All income generated as a direct result of a subgrant project shall be deemed program income. b. Any project that will potentially earn PGI must submit an Earnings and Expenditures Report fo report how much PGI was earned during each quarter. A report must be submitted each quarter even if no PGI was earned or expended. PGI Earnings and Expenditures reports must be electronically signed by the subgrant recipient or implementing agency’s Chief Financial Officer or the Chief Financial Officer designee. c. PGI expenditures require prior written approval from the Office of Criminal Justice Grants. Program income must be used for the purposes of and under the conditions applicable to the award. if the cost is allowable under the federal grant program, then the cost would be allowable using program income. PGI budget requests must be signed by the subgrant recipient or implementing agency's Chief Financial Officer or the Chief Financial Officer designee. d. Program income should be used as earned and expended as soon as possible. Any unexpended PGI remaining at the end of the federal grant period must be submitted to OCJG for transmittal to the Bureau of Justice Assistance. 12. Approval of Consultant Contracts The Department shall review and approve in writing all consultant contracts prior to employment of a consultant when the consultant's rate exceeds $450 (excluding travel and subsistence costs) per eight-hour day. A detailed justification must be submitted to and approved by FDLE prior to obligation or expenditures of such funds. Approval shall be based upon the contract's compliance with requirements found in the Financial Guide, the Common Rule, and in applicable state statutes. The Department's approval of the subgrant recipient agreement does not constitute approval of consultant contracts. If consultants are hired through a competitive bidding process (not sole source), the $450 threshold does not apply. SFY2014 JAG Standard Conditions Page 5 of 22 Rev, 09/2013 13. Property Accountability a. The subgrant recipient agrees to use all non-expendable property for criminal justice purposes during its useful life or dispose of it pursuant to § 274, Fla. Stat. b. The subgrant recipient shall establish and administer a system to protect, preserve, use, maintain and dispose of any property furnished to it by the Department or purchased pursuant to this agreement according to federal property management standards set forth in the Office of Justice Programs Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments or the federal OMB Circular A-110 or A-102, as applicable. This obligation continues as long as the subgrant recipient retains the property, notwithstanding expiration of this agreement. . 14, 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 Office of Justice Programs Financial Guide (as amended), and the U.S. Department of Justice Common Rule for State and Local Governments, or the federal OMB Circular A-110 or A-102, as applicable. 15. Copyright The awarding agency reserves a royalty-free non-exclusive, and irrevocable license to reproduce, publish, or otherwise use, and authorize others to use, for federal government purposes: a. The copyright in any work developed under an award or subaward, and b. Any rights of copyright to which a subgrant recipient or subrecipient purchases ownership with support funded under this grant agreement. 16. Patents If any program produces patentable items, patent rights, processes, or inventions, in the course of work sponsored by the federal award or subaward funds, such facts must be promptly and fully reported to the awarding agency. a. Unless there is a prior agreement between the subgrant recipient and the Department on disposition of such items, the Department may determine whether protection on the invention or discovery will be sought. b. The Department will also determine how rights in the invention or discovery (including rights under any patents issued) will be allocated and administered in order to protect the public interest consistent with “Government Patent Policy” (“President's Memorandum for Heads of Executive Departments and Agencies,” dated August 23, 1971, and statement of Government patent policy, as printed in 36 Federal Register 16839). c. Government regulations have been issued in Title 37 CFR Part 401 by the U.S. Department of Commerce. 17. Publication or Printing of Reports The subgrant recipient shall submit for review and approval one copy of any curricula, training materials, or any other written materials that will be published, including web-based materials and web site content, through funds from this grant at least thirty (30) days prior to the targeted dissemination date The subgrantee understands and agrees that any training materials developed or delivered with grant funding must adhere to the OJP Training Guiding Principles for Grantees and Subgrantees available at www.ojp.usdoj.gov/funding/ojptrainingguidingprinciples.htm SFY2014 JAG Standard Conditions Page 6 of 22 Rev. 09/2013 All materials publicizing or resulting from award activities shall contain the following statements: “This project was supported by Grant No. [contact the Office of Criminal Justice Grants for award number} awarded by the Bureau of Justice Assistance. The Bureau of Justice Assistance is a component of the Office of Justice Programs, which also includes the Bureau of Justice Statistics, the National Institute of Justice, the Office of Juvenile Justice and Delinquency Prevention, the Office for Victims of Crime, and the Office of Sex Offender Sentencing, Monitoring, Apprehending, Registering, and Tracking. Points of view or opinions in this document are those of the author and do not necessarily represent the official position or policies of the U.S. Department of Justice.” 18. Audit a. Subgrant recipients that expend $500,000 or more in a year in federal awards shalt have a single or program-specific audit conducted for that year. The audit shall be performed in accordance with the federal OMB Circular A-133 and other applicable federal law. The contract for this agreement shall be identified in the Schedule of Federal Financial Assistance in the subject audit. The contract shall be identified as federal funds passed through the Florida Department of Law Enforcement and include the contract number, CFDA number, award amount, contract period, funds received and disbursed. When applicable, the subgrant recipient shall submit an annual financial audit that meets the requirements of § 11.45, Fla. Stat. , "Definitions; duties; authorities; reports; rules.”; § 215.97, Fla. Stat., “Florida Single Audit Act"; and Rules of the Auditor General, Chapter 10.550, “Local Governmental Entity Audits” and Chapter 10.650, “Florida Single Audit Act Audits Nonprofit and For-Profit Organizations.” 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) 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. c. The subgrant recipient shall have all audits completed by an Independent Public Accountant (IPA). The IPA shail be either a Certified Public Accountant or a Licensed Public Accountant. d. The subgrant recipient shail take appropriate corrective action within six (6) months of the issue date of the audit report in instances of noncompliance with federal laws and regulations. e@ The subgrant recipient shall ensure that audit working papers are made available to the Department, or its designee, upon request for a period of three (3) years from the date the audit report is issued, unless extended in writing by the Department. f. Subgrant recipients that expend fess than $500,000 in federal awards during a fiscal year are exempt from the audit requirements of OMB Circular A-133 for that fiscal year. In this case, written notification, which can be in the form of the “Certification of Audit Exemption” form, shall be provided to the Department by the Chief Financial Officer, or designee, that the subgrant recipient is exempt. This notice shall be provided to the Department no later than March 1 following the end of the fiscal year. g. If this agreement is closed out without an audit, the Department reserves the right to recover any disallowed costs identified in an audit completed after such closeout. ' h. A scanned copy of the completed audit reports or a fink to the electronic audit report should be sent via email to criminaljustice@fdle.state.fl.us or mailed to the following address: Florida Department of Law Enforcement Office of Criminal Justice Grants Post Office Box 1489 SFY2014 JAG Standard Conditions Page 7 of 22 Rev. 09/2013 i { f i | Tallahassee, Florida 32302-1489 19. Performance of Agreement Provisions In the event of default, non-compliance or violation of any provision of this agreement by the subgrant recipient, the subgrant recipient's consultants and suppliers, or both, the Department shall impose sanctions it deems appropriate including withholding payments and cancellation, termination, or suspension of the agreement in whole or in part. In such event, the Department shall notify the subgrant recipient of its decision thirty (30) days in advance of the effective date of such sanction. The subgrant recipient shail be paid only for those services satisfactorily performed prior to the effective date of such sanction. 20. Commencement of Project a. If a project is not operational within 60 days of the original start date of the award period, the subgrant recipient must report by letter to the Department the steps taken to initiate the project, the reasons for delay, and the expected start date. If a project is not operational within 90 days of the original start date of the award period, the subgrant recipient must submit a second statement to the Department explaining the implementation delay. 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 adjustment to this agreement. 21. Excusable Delays a, Except with respect to defaults of consultants, the subgrant recipient shall not be in default by reason of any failure in performance of this agreement according to its terms (including any failure by the subgrant recipient to make progress in the execution of work hereunder which endangers such performance) if such failure arises out of causes beyond the control and without the fault or negligence of the subgrant recipient. Such causes include, but are not limited to, acts of God or of the public enemy, acts of the government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather, but in every case, the failure to perform shal! be beyond the control and without the fault or negligence of the subgrant recipient. if failure to perform is caused by failure of a consultant to perform or make progress, and if such failure arises out of causes beyond the control of subgrant recipient and consultant, and without fault or negligence of either of them, the subgrant recipient shall not be deemed in default, unless: (1) Supplies or services to be furnished by the consultant were obtainable from other sources, (2) The Department ordered the subgrant recipient in writing to procure such supplies or services from other sources, and (3) The subgrant recipient failed to reasonably comply with such order. Upon request of the subgrant recipient, the Department shall ascertain the facts and the extent of such failure, and if the Department determines that any failure to perform was occasioned by one or more said causes, the delivery schedule shall be revised accordingly. 22. Written Approval of Changes in this Approved Agreement (Grant Adjustments) a, Subgrant recipients must obtain prior approval from the Department for major substantive changes such as changes in project activities, target populations, service providers, SFY2014 JAG Standard Conditions Page 8 of 22 Rev. 09/2013 implementation schedules, project director, and designs or research plans set forth in the approved agreement and for any budget changes that will transfer more than 10% of the total budget between budget categories. b. Subgrant recipients may transfer up to 10% of the total budget between current, approved budget categories without prior approval as long as the funds are transferred to an existing line item. c. Under no circumstances can transfers of funds increase the total budgeted award. d, Requests for changes to the subgrant agreement must be electronically signed by the subgrant recipient or implementing agency's chief official or the chief official's designee. e. Any certifications required for the requested changes, such as Sole Source, ADP Justification, Privacy Certification forms, and Confidential Funds certifications, must be signed by the subgrant recipient or implementing agency chief official or someone with formal, written signature authority for the chief official. 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 shail distribute its response to all concerned parties. The subgrant recipient shall proceed diligently with the performance of this agreement according to the Department's decision. b. If the subgrant recipient appeals the Department's decision, the appeal also shall be made in writing within twenty-one (21) calendar days to the Department's clerk (agency clerk). The subgrant recipient's right to appeal the Department's decision is contained in § 120, Fla. Stat., 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 § 120, Fla. Stat. 24, 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 right of visiting the project site to monitor, inspect and assess work performed under this agreement. 25. Access to Records a. The Florida Department of Law Enforcement, the Auditor General of the State of Florida, the U.S. Department of Justice, the U.S. Comptroller General or any of their duly authorized representatives, shall have access to books, documents, papers and records of the subgrant recipient, implementing agency and contractors for the purpose of audit and examination according to the Financial Guide and the Common Rule. b. The Department reserves the right to unilaterally terminate this agreement if the subgrant recipient, implementing agency, or contractor refuses to allow public access to all documents, papers, letters, or other materials subject to provisions of § 119, Fla. Stat, and made or received by the subgrant recipient or its contractor in conjunction with this agreement. c. The subgrant recipient will give the awarding agency or the General Accounting Office, through any authorized representative, access to and the right to examine all paper or electronic records related to the financial assistance. 26. Retention of Records The subgrant recipient shall maintain all records and documents for a minimum of five (5) years from the date of the final financial statement and be available for audit and public disclosure upon request SFY2014 JAG Standard Conditions Page 9 of 22 Rev. 09/2013 of duly authorized persons. The subgrant recipient shall comply with State of Florida General Records Schedule GSi-SL for State and Local Government Agencies: dlis.dos. state. fl.us/barm/genschedules/GS1-SL.pdf. 27. Personnel Changes Upon implementation of the project, in the event there is a change in Chief Officials for the Subgrant recipient or Implementing Agency, project staff must notify the help desk for FDLE’s online grants management system, SIMON (Subgrant Information Management Online) so that the organization can be updated in SIMON. if the project director changes, a grant adjustment must be entered in SIMON to reflect the change. 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 § 435, Fla. Stat. 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 § 435, Fla. Stat., using the tevel 2 standards set forth in that chapter. b. All employees in positions designated by law as positions of trust or responsibility shall be required to undergo security background investigations as a condition of employment and continued employment. For the purposes of the subsection, security background investigations shall include, but not be limited to, employment history checks, fingerprinting for all purposes and checks in this subsection, statewide criminal and juvenile records checks through the Florida Department of Law Enforcement, and federal criminal records checks through the Federal Bureau of Investigation, and may include local criminal records checks through local law enforcement agencies. (1) | Any person who is required to undergo such a security background investigation and who refuses to cooperate in such investigation or refuses to submit fingerprints shall be disqualified for employment in such position or, if employed, shall be dismissed. (2) | Such background investigations shall be conducted at the expense of the employing agency or employee. 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 Drug Court Project must comply with § 397.334, Fla. Stat., “Treatment-Based Drug Court Programs.” SFY2014 JAG Standard Conditions Page 10 of 22 Rev. 09/2013 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 subgrant recipient agrees that any information technology system funded or supported by the Office of Justice Programs funds will comply with 28 C.F.R. Part 23, Criminal Intelligence Systems Operating Policies, if the Office of Justice Programs determines this regulation to be applicable. Should the Office of Justice Programs determine 28 C.F.R. Part 23 to be applicable, the Office of Justice Programs may, at its discretion, perform audits of the system, as per 28 C.F.R. 23.20(g). Should any violation of 28 C.F.R. Part 23 occur, the subgrant recipient may be fined as per 42 U.S.C. 3789g(c)-(d). The subgrant recipient may not satisfy such a fine with federal funds. b. The subgrantee understands and agrees that no awarded funds may be used to maintain or establish a computer network unless such network blocks the viewing, downloading, and exchanging of pornography. In doing so the subgrantee agrees the these restrictions will not limit the use of awarded funds necessary for any federal, state, tribal, or local law enforcement agency or any other entity carrying out criminal investigations, prosecutions, or adjudication activities. 32. Confidential Funds A signed certification that the project director or the head of the Implementing Agency has read, understands, and agrees to abide by all of the conditions for confidential funds as set forth in the effective edition of the Office of Justice Programs Financial Guide is required from all projects that are involved with confidential funds. The signed certification must be submitted at the time of grant application. 33. Civil Rights Compliance a. Federal iaws prohibit recipients of financial assistance from discriminating on the basis of race, color, national origin, religion, sex, disability, or age in funded programs or activities. All subgrant recipients, implementing agencies, and contractors must comply with any applicable statutorily-imposed nondiscrimination requirements, which may include the Omnibus Crime Control and Safe Streets Act of 1968 (42 U.S.C. § 3789d); the Victims of Crime Act (42 U.S.C. § 10604(e)); The Juvenile Justice and Delinquency Prevention Act of 2002 (42 U.S.C. § 5672(b)); the Civil Rights Act of 1964 (42 U.S.C. § 2000d); the Rehabilitation Act of 1973 (29 U.S.C. § 7 94); the Americans with Disabilities Act of 1990 (42 U.S.C. § 12131-34); the Education Amendments of 1972 (20 U.S.C. §§1681, 1683, 1685-86); the Age Discrimination Act of 1975 (42 U.S.C. §§ 6101-07); and Department of Justice Non-Discrimination Regulations 28 CFR Part 42; see Ex. Order 13279 (equal protection of the laws for faith- based and community organizations). b. FDLE does not discriminate on the basis of race, color, religion, national origin, sex, disability, or age in the delivery of services or benefits or in employment. The subgrant recipient must notify program participants and beneficiaries that it does not discriminate on the basis of race, color, national origin, religion, sex, disability, and age in the delivery of services or benefits or in employment practices. c. Subgrant recipients are responsible for ensuring that contractors, vendors, and agencies to whom they pass-through funds are in compliance with all Civil Rights requirements and that the contractors, vendors, and agencies are aware that they may file a discrimination compiaint with the subgrant recipient, with FDLE, or with the Office for Civil Rights and how to do so. SFY2014 JAG Standard Conditions ; Page 11 of 22 Rev, 09/2013 d. Equal Employment Opportunity Plans (1) A subgrant recipient or implementing agency must develop an EEO Pian if it has 50 or more employees and it has received any single award of $25,000 or more from the Department of Justice. The plan must be prepared using the on-line short form at www.ojp.usdoj.gov/about/ocr/eeop_comply.htm, must be retained by the subgrant recipient or implementing agency, and must be available for review or audit. The organization must also submit an EEO Certification to FDLE. (2) If the subgrant recipient or implementing agency is required to prepare an EEO Plan and has received any single award of $500,000 or more from the Department of Justice, it must submit its plan to the Department of Justice for approval. A copy of the Department of Justice approval letter must be submitted to FDLE. The approval letter expires two years from the date of the letter. (3) A subgrant recipient or implementing agency is exempt from the EEO Plan requirement if it is has fewer than 50 employees or if it does not receive any single award of $25,000 or more from the Department of Justice or if it is a nonprofit organization, a medical or j . educational institution, or an Indian Tribe. If an organization is exempt from the EEO : Plan requirement, it must submit an EEO Certification to FDLE. (4) The subgrant recipient and implementing agency acknowledge that failure to comply with EEO Requirements within 60 days of the project start date may result in suspension or termination of funding, until such time as it is in compliance. e. In the event a federal or state court or federal or state administrative agency makes a finding of discrimination after a due process hearing on the grounds of race, color, religion, national origin, sex, or disability against a recipient of funds, the recipient will forward a copy of the finding to FDLE and to the Office for Civil Rights, Office of Justice Programs. f. In accordance with federal civil rights laws, the subgrant recipient shall not retaliate against individuals for taking action or participating in action to secure rights protected by these laws. g. Subgrant recipients must include comprehensive Civil Rights/Nondiscrimination Provisions in all contracts funded by the subgrant recipient. h. If the subgrant recipient or any of its employees, contractors, vendors, or program beneficiaries has a discrimination complaint, they may file a complaint with the subgrant recipient, with FDLE or with the Office for Civil Rights. Discrimination complaints may be submitted to FDLE at Office of the inspector General, Post Office Box 1489, Tallahassee, Florida 32302-1489 or on-line at www-fdle.state.fl.us/contacts/comment form.html. Discrimination complaints may also be submitted to the Office for Civil Rights, Office of Justice Programs, U.S. Department of Justice, 810 7" Street, Northwest, Washington, D.C. 20531, or by phone at (202) 307-0690. i. The subgrant recipient must have procedures in place for responding to discrimination complaints that employees and clients, customers, and program participants file directly with the subgrant recipient. j. The subgrant recipient must have written policies or procedures in place for notifying program beneficiaries how to file complaints alleging discrimination by the subgrantee/implementing agency with FDLE or the OCR, k. Any discrimination complaints filed with FDLE will be reviewed by FDLE’s Inspector General and referred to the Office for Civil Rights, the Florida Commission on Human Relations, or the Equal Employment Opportunity Commission, based on the nature of the complaint. |. Americans with Disabilities Act SFY2014 JAG Standard Conditions Page 12 of 22 Rev. 09/2013 Subgrant recipients 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 |), state and local government services and transportation (Title II), public accommodations (Title tl), and telecommunications (Title [V). m. Rehabilitation Act of 1973 (28 C.F.R. Part 42, Subpart G) If the subgrant recipient has 50 or more employees and receives DOJ funding of $25,000 or more, the subgrant recipient must take the following actions: (1) Adopt grievance procedures that incorporate due process standards and provide for the prompt and equitable resolution of complaints alleging a violation of the DOJ regulations implementing Section 504 of the Rehabilitation Act of 1973, found at 28 C.F.R. Part 42, Subpart G, which prohibit discrimination on the basis of a disability in employment practices and the delivery of services: (2) Designate a person to coordinate compliance with the prohibitions against disability discrimination contained in 28 C.F.R. Part 42, Subpart G. (3) Notify participants, beneficiaries, employees, applicants, and others that the subgrantee/implementing agency does not discriminate on the basis of disability. n. Limited English Proficiency (LEP) | In accordance with Department of Justice Guidance pertaining to Title VI of the Civil Rights : Act of 1964, 42 U.S.C. § 2000d, recipients of federal financial assistance must take reasonable steps to provide meaningful access to their programs and activities for persons with LEP. For more information on the civil rights responsibilities that recipients have in providing language services to LEP individuals, please see the website at www.lep.gov. FDLE strongly encourages subgrant recipients to have a written LEP Language Access Pian. 0. Title IX of the Education Amendments of 1972 (28 C.F.R. Part 54) lf the subgrant recipient operates an education program or activity, the subgrant recipient must take the following actions: (1) Adopt grievance procedures that provide for the prompt and equitable resolution of complaints alleging a violation of the DOJ regulations implementing Title IX of the Education Amendments of 1972, found at 28 C.F.R. Part 54, which prohibit discrimination on the basis of sex. (2) Designate a person to coordinate compliance with the prohibitions against sex discrimination contained in 28 C.F.R. Part 54. (3) Notify applicants for admission and employment, employees, students, parents, and others that the subgrantee/implementing agency does not discriminate on the basis of sex in its educational programs or activities. p. Equal Treatment for Faith Based Organizations The subgrant recipient agrees to comply with the applicable requirements of 28 C.F.R. Part 38, the Department of Justice regulation governing “Equal Treatment for Faith Based Organizations" (the "Equal Treatment Regulation"). The Equal Treatment Regulation provides in part that Department of Justice grant awards of direct funding may not be used to fund any inherently religious activities, such as worship, religious instruction, or proselytization. Recipients of direct grants may still engage in inherently religious activities, but such activities must be separate in time or place from the Department of Justice funded SFY2014 JAG Standard Conditions Page 13 of 22 Rev. 09/2013 program, and participation in such activities by individuals receiving services from the grantee or a sub-grantee must be voluntary. The Equal Treatment Regulation also makes clear that organizations participating in programs directly funded by the Department of Justice are not permitted to discriminate in the provision of services on the basis of a beneficiary's religion. The subgrantee also understands and agrees that award funds may not be used to discriminate against or denigrate the religious or moral beliefs of students who participate in programs for which financial assistance is provided fram the award, or the parent or legal guardian of such students. Notwithstanding any other special condition of this award, faith- based organizations may, in some circumstances, consider religion as a basis for employment. See www.ojp.gov/about/ocr/equal_fbo.htm. 34. 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. 35. National Environmental Policy Act (NEPA) a. The subgrant recipient agrees to assist FDLE in complying with the NEPA, the National Historic Preservation Act, and other related federal environmental impact analyses requirements in the use of subgrant funds by the subgrant recipient. 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 subgrant recipient 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; (3) Arenovation, 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. , (5) Implementation of a program relating to clandestine methamphetamine laboratory operations, including the identification, seizure, or closure of clandestine methamphetamine laboratories. b. The subgrant recipient understands and agrees that complying with NEPA may require the preparation of an Environmental Assessment and/or an Environmental Impact Statement, as directed by the Bureau of Justice Assistance. The subgrant recipient further understands and agrees to the requirements for implementation of a Mitigation Plan, as detailed by the Department of Justice at www.bja.gov/Funding/nepa.html, for programs relating to methamphetamine laboratory operations. c. For any of a subgrant recipient's existing programs or activities that will be funded by these subgrants, the subgrant recipient, upon specific request from the Department and the U.S. Department of Justice, agrees to cooperate with the Department of Justice in any preparation by Department of Justice of a national or program environmental assessment of that fiinded SFY2014 JAG Standard Conditions Page 14 of 22 Rev, 09/2013 program or activity. 36. Mitigation of Health, Safety and Environmental risks dealing with Clandestine Methamphetamine Laboratories if an award is made to support methamphetamine laboratory operations the subgrant recipient must comply with this condition, which provides for individual site environmental assessment/impact statements as required under the National Environmental Policy Act. a. General Requirement: The subgrant recipient agrees to comply with federal, state, and local environmental, health and safety laws and regulations applicable to the investigation and closure of clandestine methamphetamine laboratories and the removal and disposal of the chemicals, equipment, and wastes used in or resulting from the operation of these laboratories. . b. Specific Requirements: The subgrant recipient understands and agrees that any program or initiative involving the identification, seizure, or closure of clandestine methamphetamine laboratories can result in adverse health, safety and environmental impacts to (1) the law enforcement and other governmental personnel involved; (2) any residents, occupants, users, and neighbors of the site of a seized clandestine laboratory; (3) the seized laboratory site's immediate and surrounding environment of the site(s) where any remaining chemicals, equipment, and waste from a seized laboratory’s operations are placed or come to rest. Therefore, the subgrant recipient further agrees that in order to avoid or mitigate the possible adverse health, safety and environmental impacts from any of clandestine methamphetamine operations funded under this award, it will (1) include the nine, below listed protective measures or components; (2) provide for their adequate funding to include funding, as necessary, beyond that provided by this award; and (3) implement these protective measures directly throughout the life of the subgrant. In so doing, the subgrant recipient understands that it may implement these protective measures directly through the use of its own resources and staff or may secure the qualified services of other agencies, contractor or other qualified third party. (1) Provide medical screening of personnel assigned or to be assigned by the subgrant recipient to the seizure or closure if of clandestine methamphetamine laboratories; (2} Provide Occupational Safety and Health Administration (OSHA) required initial and refresher training for law enforcement officials and other personnel assigned by the subgrant recipient to either the seizure or closure of clandestine methamphetamine laboratories; (3) As determined by their specific duties, equip personnel assigned to the project with OSHA required protective wear and other required safety equipment; (4) Assign properly trained personnel to prepare a comprehensive contamination report on , each closed laboratory; (5) Employ qualified disposal contractors to remove all chemicals and associated glassware, 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; (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 SFY2014 JAG Standard Conditions Page 15 of 22 Rev. 09/2013 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 federal and state requirements; and (3) Have in place and impiement a written agreement with the responsible state or local service agencies to properly respond to any minor, as defined by state law, at the site. This agreement must ensure immediate response by qualified personnel who can (i) respond to the potential health needs of any minor at the site; (ii) take that minor into protective custody unless the minor is criminally involved in the meth lab activities or is subject to arrest for other criminal violations; (iit) ensure immediate medical testing for methamphetamine toxicity; and (iv) arrange for any follow-up medical tests, examinations, or health care made necessary as a result of methamphetamine toxicity. 37. Non-Procurement, Debarment and Suspension The subgrant recipient agrees to comply with Executive Order 12549, Debarment and Suspension and 2 CFR 180, “OMB Guidelines To Agencies On Governmentwide Debarment And Suspension (Nonprocurement)” These procedures require the subgrant recipient to certify it shall not enter into any lower tiered covered transaction with a person who is debarred, suspended, declared ineligible or is voluntarily excluded from participating in this covered transaction, unless authorized by the Department. If the subgrant is $100,000 or more, the subgrant recipient and impiementing agency certify that they and their principals: a. Are not presently debarred, suspended, proposed for debarment, declared ineligible, sentenced to a denial of federal beriefits by a state or federal court, or voluntarily excluded from covered transactions by any federal department or agency; b. Have not within a three-year period preceding this application been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or focal) transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; c. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (federal, state, or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and d. Have not within a three-year period preceding this application had one or more public transactions (federal, state, or local) terminated for cause or default. 38. Federal Restrictions on Lobbying a. Each subgrant recipient agrees to comply with 28 CFR Part 69, “New Restrictions on Lobbying” and shail file the most current edition of the Certification And Disclosure Form, if applicable, with each submission that initiates consideration of such subgrant recipient for award of federal contract, grant, or cooperative agreement of $100,000 or more. 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 31 USC 1352. Any person who fails to file the required certification is subject to a civil penaity of not less than $10,000 and not more than $100,000 for each failure to file. c. As required by 31 USC 1352, and implemented at 28 CFR 69, for persons entering into a grant or cooperative agreement over $100,000, as defined at 28 CFR 69, the applicant certifies that: SFY2014 JAG Standard Conditions Page 16 of 22 ‘Rev. 09/2013 (1) (2) (3) No federai appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the making of any federal grant, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal grant or cooperative agreement; If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this federal grant or cooperative agreement, the undersigned shall complete and submit Standard Form - LLL, "Disclosure of Lobbying Activities,” in accordance with its instructions; The undersigned shail require that the language of this certification be included in the award documents for all subawards at all tiers (including subgrants, contracts under grants and cooperative agreements, and subcontracts) and that all subgrant recipients shall certify and disclose accordingly. 39. State Restrictions on Lebbying In addition to the provisions contained in Item 36, above, the expenditure of funds for the purpose of lobbying the legislature or a state agency is prohibited under this contract. 40. Additional Restrictions on Lobbying ; The subgrant recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or policy, at any level of government, without the express prior written approval of the Office of Justice Programs. 41. “Pay —to~- Stay” Funds from this award may not be used to operate a “pay-to-stay” program in any local jail. Furthermore, no funds may be given to local jails that operate “pay-to-stay” programs. “Local jail,” as referenced in this condition, means an adult facility or detention center owned and/or operated by city, county, or municipality. It does not include juvenile detention centers. “Pay-to- stay” programs as referenced in this condition, means a program by which extraordinary services, amenities and/or accommodations, not otherwise available to the general inmate population, may be provided, based upon as offender's apparent ability to pay, such that disparate conditions of “confinement are created for the same or similar offenders within a jurisdiction. 42, The Coastal Barrier Resources Act The subgrant recipient will comply and assure the compliance of all contractors with the provisions of the Coastal Barrier Resources Act (P.L. 97-348) dated October 19, 1982 (16 USC 3601 et seq.) which prohibits the expenditure of most new federal funds within the units of the Coastal Barrier Resources System. 43, Enhancement of Security If funds are used for enhancing security, the subgrant recipient agrees to: a. Have an adequate process to assess the impact of any enhancement of a school security measure that is undertaken on the incidence of crime in the geographic area where the enhancement is undertaken. : b. Conduct such an assessment with respect to each such enhancement; and, submit to the Department the aforementioned assessment in its Final Program Report. SFY2014 JAG Standard Conditions Page 17 of 22 Rev. 09/2013 45. 46. 47. 48. 49. 50, 51. Environmental Protection Agency’s (EPA) list of Violating Facilities The subgrant recipient assures that the facilities under its ownership, lease or supervision which shall be utilized in the accomplishment of the Program Purpose are not listed on the EPA's list of Violating Facilities and that it will notify the Department of the receipt of any communication from the Director of the EPA Office of Federal Activities indicating that a facility to be used in the project is under consideration for listing by the EPA. Flood Disaster Protection Act The subgrant recipient will comply with Section 102(a) of the Flood Disaster Protection Act of 1973, Public Law 93-234, 87 Stat. 975, requiring that the purchase of flood insurance in communities where such insurance is available as a condition of the receipt of any federal financial assistance for construction or acquisition purposes for use in any area that has been identified as an area having special flood hazards. National Historic Preservation Act It will assist the Department (if necessary) in assuring compliance with section 106 of the National Historic Preservation Act of 1966 (16 U.S.C. § 470), Ex. Order 11593 (identification and protection of historic properties), the Archeological and Historical Preservation Act of 1974 (16 U.S.C. § 469 a-1 et seq.), and the National Environmental Policy Act of 1969 (42 U.S.C. § 4321). Human Research Subjects. Subgrant recipient agrees to comply with the requirements of 28 C.F.R. part 46 and all Office of Justice Programs policies and procedures regarding the protection of human research subjects, including obtainment of Institutional Review Board approval, if appropriate, and subject informed consent. : Global Standards Package In order to promote information sharing and enable interoperability among disparate systems across the justice and public safety cormmunity, OJP requires the grantee to comply with DOW's Global Justice Information Sharing Initiative (DOJ's Global) guidelines and recommendations for this particular grant. Grantee shall conform to the Global Standards Package (GSP) and all constituent elements, where applicable, as described at: www.it.ojp.gov/gsp grantcondition. Grantee shall document planned approaches to information sharing and describe compliance to the GSP and appropriate privacy policy that protects shared information, or provide detailed justification for why an alternative approach is recommended. Reporting, Data Collection and Evaluation The subgrant recipient agrees to comply with ail reporting, data collection and evaluation requirements, as prescribed by the Bureau of Justice Assistance in the program guidance for the Justice Assistance Grant (JAG). Compliance with these requirements will be monitored by FDLE. Privacy Certification The subgrant recipient agrees to comply with all confidentiality requirements of 42 U.S.C. section 3789g and 28 C.F.R. Part 22 that are applicable to collection, use, and revelation of data or information. Subgrant recipient further agrees, as a condition of grant approval, to submit a Privacy Certificate that is in accord with requirements of 28 C.F.R. Part 22 and, in particular, section 22.23, State information Technology Point of Contact The subgrant recipient agrees to ensure that the State Information Technology Point of Contact teceives written notification regarding any information technology project funded by this grant during the obligation and expenditures period. This is to facilitate communication among local and state governmental entities regarding various information technology projects being conducted with these grant funds. In addition, the subgrant recipient agrees to maintain an SFY2014 JAG Standard Conditions Page 18 of 22 Rev. 09/2013 52. 53. 54. 55. 56. “57. 58. 59. 60. administrative file documenting the meeting of this requirement. For a list of State Information Technolagy Points of Contact, go to www.it.ojp.gov/default.aspx?area=policyAndPractice&page=1046. Interstate Connectivity To avoid duplicating existing networks or IT systems in any initiatives funded by the Bureau of Justice Assistance for law enforcement information sharing systems which involve interstate connectivity between jurisdictions, such systems shall employ, to the extent possible, existing networks as the communication backbone to achieve interstate connectivity, unless the subgrant recipient can demonstrate to the satisfaction of the Bureau of Justice Assistance that this requirement would not be cost effective or would impair the functionality of an existing or proposed IT system, Supplanting The subgrant recipient agrees that funds received under this award will not be used to supplant state or local funds, but will be used to increase the amounts of such funds that would, in the absence of federal funds, be made available for law enforcement activities. Conflict of Interest The subgrant recipient and implementing agency will establish safeguards to prohibit employees from using their positions for a purpose that constitutes or presents the appearance of personal or organizational conflict of interest, or personal gain. Uniform Relocation Assistance and Real Property Acquisitions Act The subgrant recipient will comply with the requirements of the Uniform Relocation Assistance and Real Property Acquisitions Act of 1970 (42 U.S.C. § 4601 et seq.), which govern the treatment of persons displaced as a result of federal and federally-assisted programs. Limitations on Government Employees Financed by Federal Assistance The subgrant recipient will comply with requirements of 5 U.S.C. §§ 1501-08 and §§ 7324-28, which limit certain political activities of State or local government employees whose principal employment is in connection with an activity financed in whole or in part by federal assistance. Certification for Employees Working Solely on a Single Federal Award For any position that works 100% of its time on a single federal award, the employee must certify that 100% of his or her time was spent working on that federal award. This requirement applies to both full time and part time positions regardless of the percentage of the position’s salary that is charged to the grant, The certification must be signed by both the employee and the employee’s direct supervisor having firsthand knowledge of the work performed by the employee. The forms must be submitted semi-annually and may not be signed prior to the end of the reporting period. Certifications must be provided to cover the entire grant period. Timesheets Timesheets must be kept for all project staff whose hours will be charged to the project, The timesheets must be signed by the supervisor and clearly indicate hours spent on project activities. Additional Documentation of Personnel for Department of Financia! Services In accordance with Section 215.971, Florida Statutes, the Florida Department of Financial Services may require documentation vatidation that personnel services were performed on project-related activities in accordance with the contract agreement. Reporting Potential Fraud, Waste, Abuse, and Similar Misconduct The subgrant recipient must promptly refer to the Florida Department of Law Enforcement, Office of Criminal Justice Grants any credible evidence that a principal, employee, agent, contractor, subcontractor, or other person has either 1) submitted a false claim for grant funds under the SFY2014 JAG Standard Conditions Page 19 of 22 Rev. 09/2013 61. 62. 63. 64. 65. 66. False Claims Act; or 2) committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar misconduct involving grant funds Task Force Training Requirement The subgrant recipient agrees that within 120 days of award, each member of a law enforcement task force funded with these funds who is a task force commander, agency executive, task force officer, or other task force member of equivalent rank, will complete required online (internet- based) task force training, The training is provided free of charge online through BJA's Center for Task Force Integrity and Leadership (www.ctfli.org). All current and new task force members are required to complete this training once during the life of the award, or once every four years if multiple awards include this requirement. This training addresses task force effectiveness as well as other key issues including privacy and civil liberties/rights, task force performance measurement, personnel selection, and task force oversight and accountability. When FDLE award funds to support a task force, the subgrant recipient must compile and maintain a task force personnel roster along with course completion certificates. Additional information is available regarding this required training and access methods via BJA's web site and the Center for Task Force Integrity and Leadership (www.ctfli.org). Funds to Association of Community Organizations for Reform Now (ACORN) Unallowable Subgrant recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of any contract or subaward to either the Association of Community Organizations for Reform Now (ACORN) or its subsidiaries, without the express prior written approval of OJP, High Risk Subgrant Recipients The subgrant recipient agrees to comply with any additional requirements that may be imposed during the grant performance period if the U.S. Department of Justice determines that the subgrant recipient is a high-risk grantee. Cf. 28 C.F.R. parts 66, 70. Text Messaging While Driving Pursuant to Executive Order 13513, "Federal Leadership on Reducing Text Messaging While Driving,” 74 Fed. Reg. 51225 (October 1, 2009), the subgrant recipient is encouraged to adopt and enforce policies banning employees from text messaging while driving any vehicle during the course of performing work funded by this subgrant and to establish workplace safety policies and conduct education, awareness, and other outreach to decrease crashes caused by distracted drivers. System for Award Management (SAM) The subgrant recipient must maintain current information in SAM until it submits the final financial report required under this award or receives the final payment, whichever Is later. This requires that the subgrant recipient review and update the information at least annually after the initial registration, and more frequently if required by changes in its information or another award term. Maximum Allowable Salary No portion of these federal grant funds shall be used towards any part of the annual cash compensation of any employee of the subgrant recipient whose total annual cash compensation exceeds 110% of the maximum salary payable to a member of the Federal government's Senior Executive Service at an agency with a Certified SES Performance Appraisal System for that year. (The salary table for SES employees is available at http://www.opm.gov/oca/payrates/index.asp. A subgrant recipient may compensate an employee at a higher rate, provided the amount in excess of this compensation limitation is paid with non-federal funds.) This limitation on compensation rates allowable under this award may be waived on an individual basis at the discretion of the OJP official indicated in the program announcement under which this award is made. , SFY2014 JAG Standard Conditions Page 20 of 22 Rev. 09/2013 67. DNA Testing of Evidentiary Materials and Upload of DNA Profiles to a Database If JAG program funds will be used for DNA testing of evidentiary materials, any resulting eligible DNA profiles must be uploaded to the Combined DNA Index System (CODIS), by a government DNA lab with access to CODIS. No profiles generated with JAG funding may be entered into any other non-governmental DNA database without prior express written approval from BJA. For more information, refer to the NIJ FY 2012 DNA Backlog Reduction Program, available at nejrs.gov/pdffiles | /nij/sl0Q0989.pdf. $8. Interoperable Communications Guidance Subgrant recipients that are using funds to support emergency communications activities must comply with the current SAFECOM Guidance for Emergency Communication Grants, including provisions on technical standards that ensure and enhance interoperable communications. Emergency comrnunications activities include the purchase of Interoperable Communications - Equipment and technologies such as voice-over-internet protocol bridging or gateway devices, or equipment to support the build out of wireless broadband networks in the 700 MHz public safety band under the Federal Communications Commission (FCC) Waiver Order. SAFECOM guidance can be found at www.safecomprogram.gov/library/lists/library/DispForm.aspx?7ID=334. Subgrant recipients Grantees interested in developing a public safety broadband network in the 700 MHz band in their jurisdictions must adhere to the technical standards set forth in the FCC Waiver Order, or any succeeding FCC orders, rules, or regulations pertaining to broadband operations in the 700 MHz public safety band. The subgrant recipient shall also ensure projects support the Statewide Communication Interoperability Plan (SCIP) and are fully coordinated with the full-time Statewide Interoperability Coordinator (SWIC). If any future regulatory requirement (from the FCC or other governmental entity) results in a material technical or financial change in the project, the recipient should submit associated documentation, and other material, as applicable, for review by the SWIC to ensure coordination. Subgrant recipients must provide a listing of all communications equipment purchased with grant award funding (plus the quantity purchased of each item) to FDLE once items are procured during any periodic programmatic progress reports. 69, Ballistic-Resistant and Stab Resistant Body Armor Subgrant recipients that wish to purchase armor with JAG funds must certify that law enforcement agencies receiving vests have a written "mandatory wear" policy in effect. This policy must be in place for at least all uniformed officers before funding can be used by the agency for vests. There are no requirements regarding the nature of the policy other than it being a mandatory wear policy for al! uniformed officers while on duty. FAQs related to the mandatory wear policy and certifications can be found at www.bja.gov/Funding/JAGFAQ. pdf. JAG funds may be used to purchase armor for an agency, but may not be used as the 50% match for purposes of the Bulletproof Vest Partnership (BVP) program. Body armor purchased with JAG funds may be purchased at any threat level, make, or model from any distributor or manufacturer, as long as the vests have been tested and found to comply with applicable National institute of Justice ballistic or stab standards and are listed on the NIJ Compliant Body Armor Model List (http://nij.gov). In addition, body armor purchased must be American-made. The latest NIJ standard information can be found at: www.nij.gov/topics/technology/body-armor/safety-initiative.htm. 70, BJA or FDLE Sponsored Events The subgrant recipient agrees to participate in BUA- or FDLE-sponsored training events, technical assistance events, or conference held by FDLE or BJA or their designees, upon FDLE’s or BJA’s request, 71. Expenses Related to Conferences, Meetings, Trainings, and Other Events The subgrant recipient agrees to comply with all applicable laws, regulations, policies, and guidance {including specific cost limits, prior approval and reporting requirements, where SFY2014 JAG Standard Conditions Page 21 of 22 Rev. 09/2013 applicable) governing the use of federal funds for expenses related to conferences, meetings, trainings, and other events, including the provision of food and/or beverages at such events, and costs of attendance at such events. Information on pertinent laws, regulations, policies, and guidance is available at www.ojp.gov/funding/confcost.htm. 72. Environmental Requirements and Energy For subgrants in excess of $100,000, the subgrant recipient must comply with all applicable standards, orders, or requirements issued under section 306 of the Clean Air Act (42 U.S.C. 1857(h)), section 508 of the Clean Water Act (33 U.S.C. 1368), Executive Order 11738, and Environmental Protection Agency regulations (40 CFR part 15). The subgrant recipient must comply with Mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with ! the Energy Policy and Conservation Act (Pub. L. 94-163, 89 Stat. 871), if any. 73, Other Federal Funds The subgrantee agrees that if it currently has an open award of federal funds or if it receives an award of federal funds other than this award, and those awards have been, are being, or are to be used, in whole or in part, for one or more of the identical cost items for which funds are being provided under this award, the subgrantee will prompily notify, in writing the grant manager for this award, and, if so requested by OCJG seek a budget modification or change of project scope grant ! adjustment notice (GAN) to eliminate any inappropriate duplication of funding. ' 74, Monitoring The recipient agrees to comply with FDLE’s grant monitoring guidelines, protocols, and procedures, and fo cooperate with FDLE on all grant monitoring requests, including requests | related to desk reviews, enhanced programmatic desk reviews, and /or site visits. The recipient { agrees to provide FDLE all documentation necessary to complete monitoring of the award. : Further, the recipient agrees to abide by reasonable deadlines set by FDLE for providing requested documents. Failure to cooperate with FDLE grant monitoring activities may result in sanctions affecting the recipient's award, including, but not limited to: withholding and/or other restrictions on the recipient's access to funds referral to the Office of the Inspector General for audit review, designation of the recipient as a FDLE High Rick grantee, or termination of an award(s). 75. Unmanned Aerial Vehicles The recipient agrees that awarded funds may not be expended on unmanned aircraft, unmanned aircraft systems, or aerial vehicles (US, UAS, or UAV) unless the BJA Director certifies that extraordinary and exigent circumstances exist, making them essential to the maintenance of public safety and good order. Additionally, any funding approved for this purpose would be subject to additional reporting, which would be stipulated by FDLE post award. SFY2014 JAG Standard Conditions Page 22 of 22 Rev. 09/2013 SOLE SOURCE JUSTIFICATION FOR SERVICES AND EQUIPMENT REQUEST FOR APPROVAL FORM Florida Department of Law Enforcement Edward Byrne Memorial Justice Assistance Grant Program Name of Subgrant Recipient: Okaloosa County Board of County Commissioners Authorized Official for Subgrant Recipient or Implementing Agency Typed Name of Authorized Official: Don Amunds Typed Title: Chairman, Okaloosa County Board of County Commissioners Signaturg? re ma p C A d. Lfoency SEAL] Telephone Number (850 ) 651-7105 at Date: July 5 2013 1. Briefly describe the proposed contractual services and/or equipment and how it relates to your program. 2. Explain your reasons for proposing to contract with, or purchase from, a non-competitive sole source. Address the expertise of the contractor, management, responsiveness, program knowledge and experience of contract personnel. Also provide the results of a market survey to determine competition availability or address why a market survey was not conducted. 3. Indicate the contract period and explain the potential impact on contract deliverables if due dates are not met. Relate this information to the approval period for your grant award. Estimate the time and cost to hire a competent replacement should the current contractor default. 4, Describe what is unique about the project and the proposed sole source contractor that would warrant a sole source contract. 5. Explain any other points you believe should be covered to support your request for a sole source contract. 6. Make a declaration that the action to be taken is in the "best interest” of the subgrant recipient and the implementing agency. 7. Address the Conflict of interest Review (i.e. proposed contractor is not excluded or debarred and was not Involved in development of the procurement) NOTE: e If sole source procurement of contractual services and/or equipment is $100,000 or more, justification for sole source procurement must be submitted to the Department of Law Enforcement for approval. e Allthe foregoing components must be addressed. Start on the next page and use continuation pages as necessary. « if the sole source procurement is less than $100,000, the applicant should complete this form and maintain it in the program files available for monitoring and for audit. FOLE JAG Grant Application Package Sole Source Form ; Page 1 of 3 Rule Reference 11D-9,006 OCJG-011 (Rev. May 2012) SOLE SOURCE JUSTIFICATION FOR SERVICES AND EQUIPMENT REQUEST FOR APPROVAL FORM Florida Department of Law Enforcement Edward Byrne Memorial Justice Assistance Grant Program (Continuation Page 2) 1. When the Court orders a non-custodial parent into supervised visitation, the Ben Gordon, Jr. Family Visitation Center (“Center”) provides a safe and nurturing environment for these visits to occur. An off-duty law enforcement officer is on site, and a trained monitor is in constant supervision of the children. All visitors are thoroughly advised of the Center’s numerous rules and restrictions and must sign an agreement to abide by the rules before any visit is scheduled, Visits are scheduled for 1% hours and have staggered arrival and departure times in order to protect victims from possible confrontation with perpetrators. The children visiting are unaware of all precautions and rules and generally enjoy their time with their non-custodial parent. In every case, the child is safe due to constant monitoring. Additional restrictive policies and rules are enforced for anyone accused of, or convicted of, sexual abuse. The Center also meets the needs of domestic violence victims referred by the Family Law Division of the Circuit Court when a custodian is ordered to exchange the children with an abusive spouse for regular visitation. The Center provides for the emotional and physical safety of these children and abuse victims. This is accomplished by providing a secure, child-friendly setting and a strictly enforced staggered schedule of times for the delivery and pickup of children. The monitored exchanges have proven to meet a critical need in the Court’s efforts to protect children from witnessing conflict, which would often turn violent. 2. The Center has been operating in Shalimar for 14 years. The Center has conducted more than 8,000 monitored exchanges and scheduled over 14,500 supervised visits without one serious incident. The Center meets and exceeds the Minimum Standards outlined by the FCSC's Model Court Subcommittee and approved by the Florida Supreme Court. The Center is a member of the Supervised Visitation Network, with the Executive Director serving as a member of the Board of Directors, The Center is also active in the Florida Chapter of the Supervised Visitation Network, with the Executive Director serving as current board member and past president. The ultimate goal of the Center is to provide a safe and nurturing site for children to visit without fear of re- victimization. A market survey was not conducted due fact that the services provided by the Ben Gordon, Jr. Family Visitation Center are unique and one-of-a-kind. There are no other businesses in the area which provides these services FDLE JAG Grant Application Package Sole Source Form Page 2 of 3 Rule Reference 11D-9.006 OCJG-011 (Rev, May 2072) SOLE SOURCE JUSTIFICATION FOR SERVICES AND EQUIPMENT REQUEST FOR APPROVAL FORM Florida Department of Law Enforcement Edward Byrne Memorial Justice Assistance Grant Program (Continuation Page 3) 3, The contract period will be from October 1, 2012 to September 30, 2013. The Center has always been timely with filing the appropriate Financial and Performance Reports, Should the Center be delinquent in meeting the due dates, they will be contacted in order to reinforce the need to have their reports filed. In the event the Center cannot carry out the services of this grant, the grant funding will be transferred to the ECCAC to provide counseling services to child victims of abuse and/or neglect. 4. There services provided by the Center are unique and one-of-a-kind. There are no other businesses in the area which provides these services 5. The Center serves all children of Okaloosa County who are exposed to family violence from infants to 18 years old and all victims of domestic violence without regard to age or gender. The Center meets and exceeds the Minimum Standards outlined by the FCSC's Model Court Subcommittee and approved by the Florida Supreme Court. The Center’s purpose is to protect children by enforcing child abuse and neglect laws, including laws protecting against child sexual abuse, and promoting programs designed to prevent child abuse and neglect. 6. It is of the upmost importance for the safety and well-being of child victim’s in Okaloosa County that the Center be utilized for supervised visitations and/or monitored exchanges. The Center provides a safe and nurturing site for children to visit without fear of re-victimization. The Center has conducted more than 8,000 monitored exchanges and scheduled over 14,500 supervised visits without one serious incident. 7. The Center is not excluded or debarred and was not involved in the development of the procurement of funding. FDLE JAG Grant Application Package Sole Source Form Rule Reference 11D-9.008 Page 3 of 3 OCJG-011 (Rev, May 2012) CERTIFICATION FORM Compliance with the Equal Employment Opportunity Plan (EEOP) Requirements Please read carefully the Instructions (see below) and then complete Section A or Section B or Section C, not all three. Recipient’s Name: Okaloosa County Board of County Commissioners | DUNS Number: AT TTOYF Address: 1840 Lewis Turner Boulevard, Fort Walton Beach, Florida 32547 Grant Title: Children Exposed to Crime Prevention _| Grant Number: 2014-JAGC-2229 | Award Amount: $10,097 Name and Title of Contact Person: Catherine A. White, Drug Court Manager Telephone Number: (850) 595-3055 E-Mail Address: Cathy. White@ficourts1.qo’ Section A—Declaration Claiming: Complete Exemption from fl the EEOP Requirement, Please check all ihe 2 following boxe. ha appl o Reeipient is an Indian tribe . DRecipient is'a 4 modiga a Recipient is'an educational institution, Recipient j is reoeiving an award ess than $ 25, 000° nn . . on . : : __ [responsible off cially certify that” : ae : ~__ [recipient] is not required to prepare’ ‘an 1 EEOP for the son) checked above, pursuant to 38 CBR § 42. 308 . I further certify that: = [recipient] will comply with applicable federal civil rights laws that prohibit serimination 1 in saploien and | in the delivery of. , services, : . . . BO & Print o or "Die Narne and Tile Sigatire = Section B—Declaration Claiming Exemption from the EKOP Submission Requirement and "Certifying That an EEOP Is on File for Review Ifa recipient agency has fifty or more employees and is receiving a single award or subaward of $25,000 or more, but less than $500,000, then the recipient agency does not have to submit an EEOP to the OCR for review as long as it certifies the following (42 CFR. § 42.305): 1, Don Amunds [responsible official], certify that _ Okaloosa County Board of County Commissioners [recipient], which has fifty or more employees and is receiving a single award or subaward for $25,000 or more, but less than $500,000, has formulated an EEOP in accordance with 28 CFR pt. 42, subpt. E. 1 further certify that within the last twenty-four months, the proper authority has formulated and signed into effect the EEOP and, as required by applicable federal law, it is available for review by the public, employees, the appropriate state planning agency, and the Office for Civil Rights, Office of Justice Programs, U.S. partment 2 of J lice. The EEOP is on file at the following office: Okaloosa County Human Resources S [organization], 1 [address]. Don Amunds, Chairman /. ) July % \ pn EM Faaetengt, ‘ Print or Type Name and Title Ce jenn pt : Date Ya recipient agency has fi Ai iy or or more amployées ‘and i is recéiving a single award or subaward of $506, 000 or more, then the recipient agency anust send an EEOP. Short Fe ‘arm fo the OCR for review. we : . [responsible official], 4 : 4 : 3 : : [recipient], which has fifty: or more employees and is receiving a single award of 3500; 090 or more, has formulated an‘EEOP in accordance with 28 CFR pt. 42, subpt: “E, and sent it for review’on (date} to the Office for Civil Rights, Office of Justice Programs, US, Department of Justice, Fino or Type Name and Tile 7 Signature a no : Date OMB Control No. 1121-0340 Expiration Date: 05/31/2014 CERTIFICATION FORM Compliance with the Equal Employment Opportunity Plan (EEOP) Requirements Please read carefully ihe Instructions (see below) and then complete Section A or Section B or Seetion C, not all three. Recipient’s Name: Court Administration, First Judicial Circuit, State of Florida | DUNS Number: [294° F3574 Address: 100 West Maxwell Street, Pensacola, Florida 32507 Grant Title:Chiidren Exposed to Crime Prevention Project | Grant Number: 2014-JAGC-2229 | Award Amount: $10,097 Name and Title of Contact Person: Catherine A, White, Drug Court Manager Telephone Number: —_ (850) 585-3055 E-Mail Address: Cathy. White@flcourts1 gov Section A~Deél ‘ation Claiming Complete’ ‘Exemption; from the EOP. Reg i¥ément * certify tha : wot not required to prepare an n FEOF for ‘the reasoii frecipiont] i is % [recipient} Ley of Section B—Declaration Claiming Exemption from the EEOP Submission Requirement and Certifying That an EEOP Is on File for Review fa vecipient agency has fifiv or more employees and is receiving a single award or subaward of $25,000 or mare, but less than $500,000, then the recipient agency does not have to submit an EEOP to the OCR for review as long.as it certifies the following (42 CFR. § 42.305): L Robin M. Wright {responsible official], certify that __ Court Administration, First Judicial Circult, State of Florida. ___—.... recipient, which has fifty or more employees and is receiving a single award or subaward for $25,000 or more, but less than $500,000, has formulated an EEOP in accordance with 28 CFR pt. 42, subpt. E. | further certify that within the last twenty-four months, the proper authority has formulated and signed into effect the EEOP and, as required by applicable federal law, it is available for review by the public, employees, the appropriate state planning agency, and the Office for Civil Rights, Office of Justice Programs, U.S. Department of Justice. The EEOP is on file at the following office: Human Resources [organization], 501-B Pearl Street, Crestview, Florida 32536 [address]. Rabin M. Wright, Court Administrator Ritu mwas, hd July 12 2013 Print or Type Name and Title Signature * Date Section ‘C—Declar on: Stating that" an EEOP Short Form Has Been Submitted: Rights for- Revi Ww Office for Civil é of ficial} “ Trecigient, sformulated.an EROP in [daie} do the Print or Type Name and Tile Date OMB Contel No. Tar 0340 Tater Date: 05/31/2014 Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County-wide 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 duty authorized officers on the date, month and year set out below. Corrections on this page, including Strikeovers, whiteout, etc, are not acceptable. Signature: } Okey oT Hee | Petrina)t. Herring, Administrator Typed Name and Title: Date: Lot: f exh CAA Typed Name of Subgrant Recipient’ Okaloosa County Board of County Commissioners | Signature: COLk ab Typed Name and Title: Don R. Amunds, Chairman Date: September £7 , 2013 Typed Name of Implementing Agency: Court Administration, First Circuit Signature: d MLL a Typed Name and Title: Robin M. Wright, Court Administrator Date: September AT , 2013 Application Ref # — 2014-JAGC-2229 Section #6 Page 1 of 1 Contract 2014-JAGC-OKAL-6-E5- Rule Reference 11D-9.006 OCJG-005 (rev. October 2005) EXHIBIT B Invoice Date I, Sharon Rogers, Executive Director of the Judge Ben Gordon, Jr. Family Visitation Center, certify that the Invoice is correct and that it does not duplicate reimbursement of costs or services received from other sources. In addition, I certify that reimbursement is requested only for expenditures on items approved by the terms and conditions of the agreement with the County. Signature Date