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

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