Fort Walton Beach Resolution — 2008-18-Acceptance of 07/08 Byrne Grant — reading text

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. Answer: N/ A Application Ref # 2008- JAGC- 837 4 Page 3 of 3 Section # Contract 2008- JAGC-OKAL- 5- Q9- Rule Reference 11 D- 9. 006 OCJG- 005 ( rev. April 2005)  Edward Byrne Memorial Justice Assistance Grant ( JAG) Program Florida Department of Law Enforcement I Standard Conditions Conditions of agreement requiring compliance by units of local government ( subgrant recipients), implementing agencies and state agencies upon signed acceptance of the subgrant award appear in this section. Upon approval of this subgrant, the approved application and the following terms of conditions will become binding. Failure to comply with provisions of this agreement will result in required corrective action up to and including project costs being disallowed and termination of the project, as specified in item 17 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 and Edward Byrne Memorial Justice Assistance Grant (JAG) Program Guidance as well as Florida laws and regulations including the Florida Administrative Code Chapter 11 D- 9, Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program. Further, the Subgrant Recipient agrees to comply with all Federal statutes, regulations, policies, guidelines and requirements, including OMB Circulars A- 21, A- 110, A-102, A- 122, A- 133, A- 87, as applicable; E. O. 12372 and Uniform Administrative Requirements for Grants and Cooperative Agreements 28 CFR, Part 66, Common Rule and Part 67, Drug- free Workplace, Equal Treatment Regulation 28 CFR, Part 38. 2. Allowable Costs a. Allowance for costs incurred under the subgrant shall be determined according to the general principles of allowability and standards for selected cost items set forth in the OJP Financial Guide, U. S. Department of Justice Common Rule for State And Local Governments and federal OMB Circular A-87, " Cost Principles for StateJ. Local and Indian Tribal Governments", or OMB Circular A-21 , " Cost Principles for Educationallnstitutions". b. All procedures employed in the use of federal funds for any procurement shall be according to U. S. Department of Justice Common Rule for State and Local Governments, or OMB Circular A- 11 0, or OMB Circular A- 1 02, and Florida law to be eligible for reimbursement. 3. Reports a. Project Performance Reports - JAG Countywide Only 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, by February 1, May 1, August 1, and within forty- five ( 45) days after the subgrant termination date. In addition, if the subgrant award period is extended beyond the " original" project period, additional Quarterly Project Performance Reports shall be submitted. Failure to submit Quarterly Performance Reports that are complete, accurate and timely may result in sanctions, as specified in item 17, Performance of Agreement Provisions. 2) Report Contents: Performance reports must include both required sections, the quantitative response ( in response to specific objectives and measures) and the qualitative narrative. The narrative must reflect on accomplishments for the quarter, incorporate specific items specified for inclusion in performance measures, and also identify problems with project implementation and address actions be"ing taken to resolve the problems. SFY 2008 Page 1 Rule Reference 110- 9. 006 OCJG- 005 ( rev. October 2005)  Edward Byrne Memorial Justice Assistance Grant ( JAG) Program Florida Department of Law Enforcement b. Financial Reports 1) Project Expenditure Reports a) The JAG Countywide subgrant recipient shall have a choice of submitting either a Monthly or a Quarterly Project Expenditure Report to the Department. Monthly Project Expenditure Reports ( 1- 11) are due thirty-one ( 31) days after the end of the reporting period. Quarterly Project Expenditure Reports ( 1- 3) are due thirty-one ( 31) days after the end of the reporting period. In addition, if the subgrant award period is extended, additional Project Expenditure Reports shall be submitted. b) The JAG Direct subgrant recipient shall submit one Project Expenditure Report for the. entire subgrant period. c) 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 ( OCGJ). d) All Project Expenditure Reports shall be submitted in sufficient detail for proper pre- audit and post- audit. e) Before the "final" Project Expenditure Report will be processed, the subgrant recipient must submit to the Department all outstanding project reports and must have satisfied all special conditions. Failure to comply with the above provisions shall result in forfeiture of reimbursement. f) Reports are to be submitted even when no reimbursement is being requested. 2) The Closeout Documentation shall be submitted to the Department within forty-five ( 45) days of the subgrant termination period. 3) If applicable, the subgrant recipient shall submit Quarterly Project Generated Income Reports to the Department by February 1, May 1 , August 1, and within forty-five ( 45) days after the subgrant termination date covering subgrant project generated income and expenditures during the previous quarter. ( See Item 10, Program Income.) c. Other Reports The recipient shall report to the Uniform Crime Report and other reports as may be reasonably required by the Department. 4. Fiscal Control and Fund Accounting Procedures a. The subgrant recipient shall establish fiscal control and fund accounting procedures that assure proper disbursement and accounting of subgrant funds and required non- federal expenditures. All funds spent on this project shall be disbursed according to provisions of the project budget as approved by the Department. b. All expenditures and cost accounting of funds shall conform to OJP Financial Guide ( as amended), U. S. Department of Justice Common Rule for State and Local Governments, and federal Office of Management and Budget' s ( OMB) Circulars A- 21 , A-87, and A- 11 0, or A- 1 02 as applicable, in their entirety. c. All funds not spent according to this agreement shall be subject to repayment by the subgrant recipient. SFY 2008 Page 2 Rule Reference 11 D-9.006 OCJG- 005 (rev. October 2005)  Edward Byrne Memorial Justice Assistance Grant (JAG) Program Florida Department of Law Enforcement 5. 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. 6. Obligation of Subgrant Recipient Funds Subgrant funds shall not under any circumstances be obligated prior to the effective date or subsequent to the termination date of the subgrant period. Only project costs incurred on or after the effective date and on or prior to the termination date of the subgrant recipient' s project are eligible for reimbursement. 7. Advance Funding a. JAG Countywide - Advance funding may be authorized for up to twenty-five (25) percent of the federal award for each project according to Section 216. 181 ( 16)( b), Florida Statutes, the OJP Financial Guide, and the U. S. Department of Justice Common Rule for State and Local Governments. Advance funding shall be provided to a subgrant recipient upon a written request to the Department. This request, shall be either enclosed with the subgrant application or submitted to the Department prior to the first request for reimbursement. Justification should address a 30/ 60/ 90-day need for cash based on the budgeted activities for the period. b. JAG Direct - The Department shall award program funds to the recipient in a single, lump sum payment. 8. Trust Funds a. The unit of local government must establish a trust fund in which to deposit JAG funds. The trust fund mayor 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 subgrant end date. 9. Travel and Training a. All travel expenses relating to field trips with youth requires written approval of the Department prior to commencement of actual travel. c. The cost of all travel shall be reimbursed according to local regulations, but not in excess of provisions in Section 112. 061, Florida Statutes. d. All bills for any travel expenses shall be submitted according to provisions in Section 112. 061, Florida Statutes. 10. Program Income (also known as Project Generated Income) Program income means the gross income earned by the subgrant recipient during the subgrant to period, as a direct result of the subgrant award. Program income shan be handled according the OJP Financial Guide and U. S. Department of Justice Common Rule for State and Local Governments ( reference 31 CFR Part 206 - Management of Federal Agency