HomeMy WebLinkAboutBack-up DocumentsTO: Johnny Martinez
City manager
FROM Marie1 Orosa
Chie of Police
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
DATE : September 20, 2012
SUBJECT VOCA 2012-2013 Grant
REFERENCES:
ENCLOSURES:
FILE :
The purpose of this memorandum is to request that the VOCA 2012 — 2013 Grant be placed as a
pocket item on the agenda for the September 27, 2012 City Commission Meeting.
The urgency of this matter is due to the fact that the current funding for the Victim Advocate
position will expire on September 30, 2012. -We have been awarded the VOCA 2012 — 2013
Grant, but unless the documents are signed by the City Manager and approved by the City
Commission prior to October 1, 2012, the funding will not be provided to the City.
The delay in receiving the final contract was due to the fact that there has been a considerable
amount of communication between the Attorney General Office and the City of Miami Police
Department Grant writer. This has been in an effort to comply with the grant requirements as well
as Florida State Statute 960. The Attorney General Office requested a number of changes due to a
new State grant administrator that was not familiarize with the grant procedures.
As a result, if this item is not heard until the October, 2012 City Commission Meeting, there will
be no funds to retain the employment of the current Victim Advocate. This will directly impact the
services provided to the victims in the City of Miami, along with the interruption of providing
efficient and proper services by the current Victim Advocate. Given the financial circumstances of
the City of Miami, it is of the utmost importance to retain this funding and submit the
approved/signed document in a timely manner.
If you need any additional information regarding this matter, please contact me at extension 6020.
RR:mc
Doe urne ntS
CITY oF MIAMI,FLORIDA
INTER -OFFICE MEMORANDUM
TO : Johnny Martinez
City manager
FROM:
el Orosa
Chief of Police
DATE : September 20, 2012
SUBJECT:VOCA 2012-2013 Grant
REFERENCES
ENCLOSURES:
• FILE :
The purpose of this memorandum is to request that the, VOCA 2012 — 2013 Grant be placed as a
pocket item on the agenda for the September 27, 2012 City Commission Meeting.
The urgency of this matter is due to the fact that the current funding for the Victim Advocate
position will expire on September 30, 2012. 'We have been awarded the VOCA 2012 — 2013
Grant, but unless the documents are signed by the City Manager and approved by the City
Commission prior to October 1, 2012, the funding will not be provided to the City.
The delay in receiving the final contract was' due to the fact that there has been a considerable
amount of communication between the Attorney General Office and the City of Miami Police
Department Grant writer. This has been in an effort to comply with the grant requirements as well
as Florida State Statute 960. The Attorney General Office requested a number of changes due to a
new State grant administrator that was not familiarize with the grant procedures.
As a result, if this item is not heard until the October, 2012 City Commission Meeting, there will
be no funds to retain the employment of the current Victim Advocate. This will directly impact the
services provided to the victims in the City of Miami, along with the interruption of providing
efficient and proper services by the current Victim Advocate. Given the financial circumstances of
the City of Miami, it is of the utmost importance to retain this funding and submit the
approved/signed document in a timely manner.
If you need any additional information regarding this matter, please contact me at extension 6020.
RR:mc
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Manuel Orosa
Chief of Police
FROM :pjcar5j Roque
Assistant Chief of Police
Criminal Investigations Di
DATE' September 20, 2012
Office of the
Chief of Police
Miami, Fla
SEP 2 1 2012
SUEJ
RECEIVED
ECT:VOCA 2012-2013 Grant
RENCES
OSURES:
FILE :
The purpose of this memorandum is to request that the VOCA 2012 — 2013 Grant be placed as a
pocket item on the agenda for the September 27, 2012 City Commission Meeting.
The urgency of this matter is due to the fact that the, current funding for the Victim Advocate
position will expire on September 30, 2012., We have been awarded the VOCA 2012 — 2013
Grant, but unless the documents are signed by the City Manager and approved by the City
Commission prior to October 1, 2012, the funding will.not be provided to the City.
The delay in receiving the final contract was due to the fact that there has been a considerable
amount of communication between the Attorney General Office and the City of Miami Police
Department Grant writer. This has been in an effort to comply with the grant requirements as well
as Florida State Statute 960. The Attorney General Office requested a number of changes due to a
new State grant administrator that was not familiarize with the grant procedures.
As a result, if this item is not heard until the October, 2012 City Commission Meeting, there will
be no funds to retain the employment of the current Victim Advocate. This will directly impact the
services provided to the victims in the City of Miami, along with the interruption of providing
efficient and proper services by the current Victim Advocate. Given the financial circumstances of
the City of Miami, it is of the utmost importance to retain this funding and submit the
approved/signed document in a timely manner.
If you need any additional information regarding this matter, please contact me at extension 6020.
RR:mc
Carbana, Martha (Sgt.)
From: Roque, Ricardo (Assistant Chief)
,nt: Thursday, September 20, 2012 12:31 PM
Carbana, Martha (Sgt.)
Subject: FW: VOCA 2013-13 Award Contract
Importance: High
FYI
From: Gonzalez, Maria
Sent: Thursday, September 20, 2012 12:04 PM
To: Roque, Ricardo (Assistant Chief); Bigles, Tania
Cc: Shepherd, Mae C; Saunlett, Joy; Pedrajo, Maria; Llanes, Rodolfo (Assistant Chief); Wysong, George
Subject: RE: VOCA 2013-13 Award Contract
Importance: High
Please note the following:
If this item is going to be handled as an emergency item for the first City Commission meeting in
October, then Joy can handle that matter by preparing a memorandum.
However
If this item is going to be handled as a pocket item at the September 27, City Commission meeting,
then as Maria P. stated below, that will require a memorandum to the City Manager advising/justifying
why we need this pocket item approved at the 09/27 CC meeting. If that is the route that we are going
to follow, then my suggestion is for A/C Roque to prepare a memorandum from Chief Orosa to the City
Manager and another memorandum from A/C Roque to Chief Orosa again advising/justifying why we
need this pocket item approved at the 09/27 CC meeting. Once executed, originals/copies of these
memos can be given to Joy for her to incorporate them as part of the package going to the agenda
office.
If everyone agrees with this interpretation of what needs to be done, then please advise as to which procedure
we are going to pursue and follow up with whatever paperwork is necessary. Thank you!
Maria.
From: Pedrajo, Maria
Sent: Thursday, September 20, 2012 11:33 AM
To: Roque, Ricardo (Assistant Chief)
Cc: Wysong, George; Gonzalez, Maria; Saunlett, Joy; Llanes, Rodolfo (Assistant Chief)
Subject: RE: VOCA 2013-13 Award Contract
Importance: High
not know if the Manager would approve a pocket item - the CC members usually do not like to be presented with
.is on the day of the meeting. However, if you think you can make a "miracle" happen — you need to get with Maria
in Business Management so she can give Joy the contract and Joy can prepare the legislation and forms for this CC item,
In addition, need a memorandum to the City Manager advising/justifying why we need this pocket item approved at
09/27 [[ meeting. As soon as | receive the [[ package and justification memorandum' | will process /or[hief's
signature and return to Joy so she can process in compliance with city procedures.
Good luck —
Maria Pedrajo
Office o(the Chief
Miami Police Department
4DONVV2Avenue
Miami, Hnrida331JO
From: Roque, Ricardo (Assistant Chief)
Sent: Thursday, September20,Z0121O:45AM
To: VVvsong,George; Pedrajo, Maria
Good morning! The City Manger office received the contract for the VO[AGrant. This contract needs to be sign by the
City Manager and goinfront ofthe commissioner meeting tobeapproved. Unti/the contract isexecuted the Vlchm
Advocate cannot start working. |tbmyunderstanding that there iscommission meeting nnSeptember the 27*'
2012, George or Maria could we make a miracle happen and have the VOCA Grant in front of the next commission
meeting to avoid losing the employee, She isanexcellent employee which is making things happen in that unit. If
necessary | could call the City Manager let meknow.
From. Rivera, Sandra
Sent: Thursday, 3eptember2D, 2012 8:27AM
To: VVestaU,Lvnn; Gonzalez, Maria
Cc: Shepherd, MaeC; EUg|es,Tania; 8|DOdet, Lillian; Williams -Brewster, Janet
Subject- RE: VOCA 2013-13 Award Contract
Good morning,
Yna' we received this package and I forwarded it back to Qiuo yesterday morningShe should be receiving it.5mnedmc/oduy,
Thank you,
Sandra 1?,JVC7-a
r���,~ 't�"��,o C� ,�urt��c�
~~ ~ � " - '
3
From: VVeshd|,Lynn
Sent: Wednesday, September 19, 20125:01 PM
To: Gonzalez, Maria
Cc: Shepherd, Mae C; 8ig|es, Tania; 8|Ondet, Lillian; VViUiams'BrewSter, Janet; Rivera, Sandra
Subject: RE: VOCA 2013-13 Award Contract
Ok|have also copied Sandra asshe receives the mail and can keep aneye out.
2
Many thanks,
/vnnVVestaU
�ninrAssistant tothe City Manager
City ofMiami
35O0Pan American Drive
Miami FL33233
305'250'5407(nffice)
305'250'5410(fax)
From: Gonzalez, Maria
Sent: Wednesday, September 19, 20124:58 PM
To: VVesLaU, Lynn
Cc; Shepherd, Mae [; Bio|es, Tanio; B|nndot Lillian; VV|Uion1s Brewster, Janet
Subject: RE: V0CA2O1]'l]Award Contract
Importance: High
�
Ms. N/psto8 �he �wxzrd/e�erobted May2-91h, Was addressed to the City &Yonogec / thank you forchecking
ondfor/orN/ording the inquiry toMs. 8/ondet. She has already responded and she will keep nneposted. Once
again, thank you!
Fromn/VVestaU, Lynn
—`nt Wednesday, September19,ZO124:49RM
/Gonza|ez, Maria; B|ondet,0|ian
Cc: Shepherd, MaeC; Bio/es,Tanio; WilliamsBrewster, Janet; Rivera Sandra
Subject: RE: VOCA 2013-13 Award Contract
I don't recall seeing any such document. Do you know if its directed to the City Manager at City Hall or the department
liaison? If our office receives anything grant re|ated—vvewou|dforward to Lillian &/ondet. | have copied her herein to
see ifshe has seen any such dncument.
Many thanks,
LynnVVes\aU
Senior Assistant bzthe City Manager
City ofMiami
3SDOPan American Drive
Miami FL33I33
305'250-5407 (office)
305-250'5410(fax)
From: Gonzalez, Maria
Sent: Wednesday, September l9,Z0124:]DPM
To: VVestaU, Lynn
Cc: Shepherd, Mee {; Big|es, Tania; Williams -Brewster, Janet
� 'bject: VOCA2O1]'1JAward Contract
Ms, Westall, good afternoon,
On September 12th I received an e-mail (see below) from Ms. Jamie Bailey, Grants Manager at the Office of the
Attorney General in Tallahassee, Florida, advising me that our recently awarded VOCA Grant contract was on
its way. Ms. Bailey is on vacation until September 24th, and as of this date, I have not received the contract. I
was wondering if it would be possible for you to check and see if you have received such a document. I
appreciate it.
Thank you!
Maria Gonzalez
Grants Coordinator
City of Miami Police Department
Tel: 305-603-6201
E-Mail: Maria.GonzaIezPmiami-police.orq
Original Message -----
From: Jamie Bailey fmailto:Jamie.Baileymyfloridaleqal.com1
Sent: Wednesday, September 12, 2012 8:21 AM
To: Gonzalez, Maria
Cc: Shepherd, Mae C; Bigles, Tania
Subject: Re: FW: V12185 / 12-13 LO1 revisions / Miami PD
Your LO1 was approved and the contract is on its way.
Jamie Bailey
Grant. Manager
Office of the Attorney General
Bureau of Advocacy & Grants Management
Phone: 850.414.3339 Fax: 850.487.3013
Jamie. Baileloridale com
From: "Gonzalez, Maria" <Maria.GonzalezMmiami-oolice.orq>
To: Jamie Bailey <Jamie.Baileymyfloridalegal.com>
Cc: "Shepherd, Mae C" <Mae.ShepherdAmiami-police,orq>, "Bigles,
Tania" <Tania.BiglesPmiami-police.orq>
Date: 09/11/2012 05:43 PM
Subject: FW: V12185 /12-13 LOI revisions / Miami PD
Ms. Bailey, good afternoon. Please advise as o the status of the Miami
Police Department's VOCA 2012-2013 Grant # V12185. Thank you! Maria.
Date.
2012
AGENDA ITEM SUMMARY FORM
FILE ID:
Commission Meeting Date: / /
Type: X Resolution Ordinance
Other
Subject: Resolution acce
Requesting Department: Police
District Impacted: All
Emergency Ordinance
Discussion Item
Law Department
Matter Ill No.
award of $40,309 from the State of Florida,
Office of the Attorney General for the Victims of Crime Act (VOCA) program
Purpose of Item:
A Resolution of the Miami City Commission, with attachments, establishing a new Special Revenue
Project entitled: "2012-2013 Victims of Crime Act (VOCA)," consisting of a grant award from the
State of Florida, Office of the Attorney General, Division of Victim Services, in the amount of $32,247,
and the City of Miami's required matching funds in the amount of $8,062, in -kind services from the
City of Miami Police Department, for a total amount of $40,309; authorizing the City Manager to
accept said grant award and to execute the grant agreement, in substantially the attached form, to
implement the acceptance and administration of said grant.
Background Information:
The Victims of Crime Act (VOCA) Grant program provides funds to support the provision of direct
services to crime victims. Services are defined as those efforts that respond to the emotional and
physical needs of crime victims, assist victims of crime to stabilize their lives after victimization, assist
victims to understand and participate in the criminal justice system and provide victims with a
measure of safety and security. Funds from this grant will be used for the continued funding of a
Victims Advocate's position for the duration of one year to coordinate services for the victims of
crime.
Budget Impact Analysis
NO Is this item related to revenue?
YES Is this item an expenditure? If so, please identify funding source below.
Genet -al Account No:
Special Revenue Account No: TBD by Finance
CIF Project No:
NO Is this item funded by Homeland Defense/Neighborhood Improvement Bonds?
Start Up Capital Cost:
Maintenance Cost:
Total Fiscal Impact:
CIP
If using or receiving c
Grants
p
N/A
funds
$8,062.00 (In -kind match)
Final Approvals
(SIGN AND DATE)
Budget
Risk Management N/A
Dept. Director
spp 2 ) 7flu2 City Manager
Purchasip.g. A N/A
Chief
Page 1 of
..TITLE
A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENTS, ESTABLISHING
A NEW SPECIAL REVENUE PROJECT ENTITLED: "2012-2013 VICTIMS OF CRIME ACT
(VOCA)" CONSISTING OF A GRANT AWARD FROM THE STATE OF FLORIDA, OFFICE OF
THE ATTORNEY GENERAL, DIVISION OF VICTIM SERVICES, IN THE AMOUNT OF $32,247,
AND THE CITY OF MIAMI'S REQUIRED MATCHING FUNDS IN THE AMOUNT OF $8,062, IN -
KIND SERVICES FROM THE CITY OF MIAMI POLICE DEPARTMENT, FOR A TOTAL
AMOUNT OF $40,309, AUTHORIZING THE CITY MANAGER TO ACCEPT SAID GRANT
AWARD AND TO EXECUTE THE GRANT AGREEMENT, IN SUBSTANTIALLY THE
ATTACHED FORM, TO IMPLEMENT THE ACCEPTANCE AND ADMINISTRATION OF SAID
GRANT.
..Body
WHEREAS, the City of Miami submitted a grant application to the State of Florida, Office of the
Attorney General, Division of Victim Services, to fund services provided to crime victims; and
WHEREAS, the City received notification that said application was approved for funding in an
amount not to exceed $32,247, for Fiscal Year 2012-2013 to fund said services; and
WHEREAS, the City of Miami Police Department will provide the required twenty percent (20%)
match of an amount not to exceed $8,062, in the form of in -kind personnel services towards the
operation of this program; and
WHEREAS, funds from this grant will be used for the continued funding of a Victims Advocate's
position for the duration of one (1) year to coordinate services for the victims of crime; and
WHEREAS, it would be appropriate for the City Manager to accept said grant and to establish a
new Special Revenue Project for the appropriation of said award;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI
FLORIDA:
Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted
by reference and incorporated as if fully set forth in this Section.
Section 2. The following new Special Revenue Project is established and resources are
appropriated as described below:
FLIND TITLE: 2012-2013 Victims of Crime Act (VOCA) Grant
RESOURCES: State of Florida, Office of the Attorney
General, Division of Victim Services $32,247.00
City of Miami's Department of Police
in -kind services $ 8,062.00
APPROPRIATIONS: Victims Advocate Program $40,309.00
Section 3. The City Manager is authorized {1) to accept said grant and execute the necessary
documents, in substantially the attached form, to implement acceptance of said grant.
Section 4. This Resolution shall become effective immediately upon its adoption and signature
of the Mayor.{2}
APPROVED AS TO FORM AND CORRECTNESS:
JULIE a BRU
CITY ATTORNEY
..Footnotes
{1} The herein authorization is further subject to compliance with all requirements that may be
imposed by the City Attorney, including but not limited to those prescribed by applicable City Charter
and Code provisions.
{2} If the Mayor does not sign this Resolution, it shall become effective at the end of ten calendar
days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become
effective immediately upon override of the veto by the City Commission.
PAM BONDI
4TTORNEY GENERAL
STATE OF FLORIDA
OFFICE OF THE ATTORNEY GENERAL
Division of Victim Services
Christina F. Harris, Bureau Chief
Advocacy and Grants Management
PL-01 The Capitol
Tallahassee, FL 32399-1050
Phone (850) 414-3300 Fax (850) 487-3013
http://www.myfloridalegacorn
September 11, 2012
Mr. Johnny Martinez, City Manager
City of Miami Police Department
MRC Building
444 Southwest Second Avenue, 10th Floor
Miami, Florida 33130-1910
Dear Mr. Martinez:
Two original 2012/2013 Victims of Crime Act (VOCA) Agreements are enclosed. The
Agreement is the contract that will make funds available for your program. To execute
the VOCA Agreement, please complete the following:
1. Have the authorizing official sign the agreement on the last page and each of
the attachments.
2. Include the Federal Employer Identification number of your agency, and if you
are a public agency, include your SAMAS (FLAIR) code, if applicable.
3. Retain an original of the Agreement for your files,
4. Return an original to the Bureau of Advocacy and Grants Management, Office of
the Attorney General, PL-01, The Capitol, Tallahassee, Florida 32399-1050.
No grant expenses for the period of October 1, 2012, through September 30, 2013, may
be incurred until the agreement has been signed by all parties. Please do not make
any alterations to the Agreement. Any delay in execution will delay the availability of
grant funds. Grant expenses will not be processed for reimbursement until the signed
original agreement has been received in this office.
I look forward to working with you during the coming year. If you have any questions
regarding your VOCA Agreement, please call me or Melissa Hendershot, Program
Administrator, at (850) 414-3300.
Sincerely,
Christina Harris, Bureau Chief
Advocacy and Grants Management
CH/bls
Enclosures
2012/2013
AGREEMENT BETWEEN THE STATE OF FLORIDA
OFFICE OF THE ATTORNEY GENERAL
AND
City of Miami Police Department
GRANT NO. V12185
THIS AGREEMENT is entered into in the City of Tallahassee, Leon County, Florida by
and between the State of Florida, Office of the Attorney General, the pass -through agency for the
Victims of Crime Act (VOCA), Catalog of Federal Domestic Assistance (CFDA) Number -
16.575, hereafter referred to as the OAG, an agency of the State of Florida with headquarters
located at PL-01, The Capitol, Tallahassee, Florida 32399-1050, and the City of Miami Police
Department, MRC Building, 444 Southwest Second Avenue, 10th Floor, Miami, Florida 33130-
1910 hereafter referred to as the Provider. The parties hereto mutually agree as follows:
ARTICLE 1. ENGAGEMENT OF THE PROVIDER
The OAG hereby agrees to engage the Provider and the Provider hereby agrees to
perform services as set forth herein. The Provider understands and agrees all services are to be
performed solely by the Provider and may not be subcontracted or assigned without prior written
consent of the OAG. The Provider agrees to supply the OAG with written notification of any
change in the appointed representative for this Agreement. This Agreement shall be perfoimed
in accordance with the Victims of Crime Act (VOCA), Victim Assistance Grant Final Program
Guidelines, Federal Register, Vol. 62, No. 77, April 22, 1997, pp. 19607-19621 and the U.S.
Department of Justice, Office of Justice Programs, Financial Guide, incorporated herein by
reference.
ARTICLE 2. SCOPE OF WORK
For the 2012/2013 grant period, the Provider will maintain a victim services program that
will be available to provide services to victims of crime that are identified by the Provider and/or
are presented to the Provider, as outlined in the 2009/2010 grant application approved by the
OAG, and the approved service and budget changes for 2012/2013, incorporated herein by
reference as the 2012/2013 Letter of Intent Revisions, unless otherwise approved by the OAG in
writing.
ARTICLE 3. TIME OF PERFORMANCE
This Agreement shall become effective on October 1, 2012, or on the date when the
Agreement has been signed by all parties, whichever is later, and shall continue through
September 30, 2013. No costs incurred by the Provider prior to the effective date of said
Agreement will be reimbursed and Provider is solely responsible for any such expenses. The
original signed document must be returned to the OAG by October 15, 2012, or within 15 days
of signature by all parties. or the Agreement shall be voidable at the option of the OAG.
1 of 12
ARTICLE 4. AMOUNT OF FUNDS
The OAG agrees to reimburse the Provider for services completed in accordance with the
terms and conditions of the Agreement. The total sum of monies reimbursed to the Provider for
the costs incurred under this Agreement shall not exceed $32,247. The Provider agrees not to
commingle grant funds with other personal or business accounts. The U.S. Department of
Justice, Office of Justice Programs, Financial Guide does not require physical segregation of
cash deposits or the establishment of any eligibility requirements for funds which are provided to
a recipient. However, the accounting systems of Providers must ensure OAG funds are not
commingled with funds on either a program -by -program or a project -by -project basis. Funds
specifically budgeted and/or received for one project may not be used to support another. Where
a Provider's accounting system cannot comply with this requirement, the Provider shall establish
a system to provide adequate fund accountability for each project.
In accordance with the provisions of Section 287.0582, F. S., if the terms of this
Agreement and reimbursement thereunder extend beyond the current fiscal year, the OAG's
performance and obligation to reimburse under this Agreement are contingent upon an annual
appropriation by the Florida Legislature. This Agreement is contingent upon the OAG's Victims
of Crime Act award funded through the U.S. Department ofJustice, Office for Victims of Crime
formula grant program.
ARTICLE 5. E-PROCUREMENT
Prior to execution of this Agreement, the Provider shall be registered electronically with
the State of Florida at MyFloridaMarketPlace.com. If the parties agree that exigent
circumstances exist that would prevent such registration from taking place prior to execution of
this Agreement, then the Provider shall so register within twenty-one (21) days from execution.
The online registration can be completed at:
http ://dms.myflorida. com/dm s/purchasing/myflori damarketpl ace.
ARTICLE 6. AUTHORIZED EXPENDITURES
Only expenditures which are detailed in the approved budget of the grant application, a
revised budget, or an amended budget approved by the OAG are eligible for reimbursement with
grant funds. Any modification to the budget must be requested in writing to the OAG and will
require prior approval by the OAG. Modification approval is at the discretion of the OAG. The
Provider acknowledges and agrees any funds reimbursed under this Agreement must be used in
accordance with the Victims of Crime Act, Victim Assistance Grant Final Program Guidelines,
Federal Register, Vol, 62, No. 77, April 22, 1997, pp. 19607-19621, and the U.S. Department of
Justice, Office of Justice Programs, Financial Guide, incorporated herein by reference.
The Provider and the OAG agree VOCA funds cannot be used as a revenue generating
source and crime victims cannot be charged either directly or indirectly for services reimbursed
with grant funds, Third party payers such as insurance companies, Victim Compensation,
Medicare or Medicaid may not be billed for services provided by VOCA funded personnel to
clients. Grant funds must be used to provide services to all crime victims, regardless of their
2 of 12
financial resources or availability of insurance or third party reimbursements. The OAG and the
Provider further agree that travel expenses reimbursed with grant funds will be in accordance
withal] Section 112.061, F.S. requirements.
Expenditures of state financial assistance must be in compliance with all laws, rules and
regulations applicable to expenditures of State funds, including, but not limited to, the Reference
Guide for State Expenditures.
Only allowable costs resulting from obligations incurred during the term of the
Agreement are eligible for reimbursement, and any balances of unobligated cash that have been
advanced or paid that are not authorized to be retained for direct program costs in a subsequent
period must be refunded to the State.
The Provider shall reimburse the OAG for all unauthorized expenditures and the Provider
shall not use grant funds for any expenditures made by the Provider prior to the execution of this
Agreement or after the termination date of the Agreement. If the Provider is a unit of local or
state government, the Provider must follow the written purchasing procedures of the government
agency. If the Provider is a non-profit organization, the Provider agrees to obtain a minimum of
three (3) written quotes for all single item grant -related purchases equal to or in excess of one
thousand dollars ($l ,000) unless it is documented that the vendor is a sole source supplier.
ARTICLE 7. PROGRAM INCOME
Providers must provide services to crime victims, at no charge, through the VOCA
funded project. Upon request, the Provider agrees to provide the OAG with financial records
and internal documentation regarding the collection and assessment of program income,
including but not limited to victim compensation, insurance, restitution and direct client fees.
ARTICLE 8. METHOD OF PAYMENT
Payments under this Agreement shall be made on a cost reimbursement basis.
Reimbursement shall be made monthly based on the Provider's submission and OAG approval
of a monthly invoice and monthly performance report. The Provider will be held responsible for
meeting the deliverables and the performance standards as outlined in Part 4 of the VOCA Letter
of Intent Revisions and approved by the OAG, incorporated herein by reference as Attachment
A, unless otherwise approved by the OAG in writing. The monthly invoice may include the
VOCA Personnel Spreadsheet (VPS), Match Personnel Spreadsheet (MPS), and Actual Expense
Report (AER), if applicable.
Monthly performance reports must be completed and received with the monthly invoice
to document the provision of the project deliverables. Reimbursement of a monthly invoice is
contingent upon OAG receipt of the corresponding monthly performance report, and approval of
the level of service provided during the report period.
3 of 12
The monthly invoice, with applicable VPSs, MPSs and AERs, and the monthly
performance report must be submitted to the OAG by the last day of the month immediately
following the month for which reimbursement is requested. The Provider shall maintain
documentation of all costs represented on the invoice. The OAG may require documentation of
expenditures prior to approval of the invoice, and may withhold reimbursement if services are
not satisfactorily completed or the documentation is not satisfactory. The final invoice is due to
the OAG no later than 45 days after the expiration or termination of the Agreement. If the
complete and correct invoices are not received within these time frames, all right to
reimbursement may be forfeited, the OAG may not honor any subsequent requests, and the OAG
may terminate the Agreement.
Any reimbursement due or any approval necessary under the terms of this Agreement
may be withheld until all evaluation, financial and program reports due from the Provider, and
necessary adjustments thereto, have been approved by the OAG.
The Provider agrees to maintain and timely submit such progress, fiscal, inventory, and
other reports as the OAG may require pertaining to this grant.
The Provider is required to match the grant award as required in the VOCA Federal
Guidelines. Match contributions of 20% (cash or in -kind) of the total cost of each VOCA project
(VOCA grant plus match) must be reported monthly to the OAG. All funds designated as match
are restricted to the same uses as the VOCA victim assistance funds and must be expended
within the grant period. Unless otherwise approved by the OAG, match must be reported on a
monthly basis consistent with the amount of funding requested for reimbursement.
ARTICLE 9. VENDOR OMBUDSMAN
Pursuant to Section 215.422(7), F.S. (2011), the Agency of Financial Services has
established a Vendor Ombudsman, whose duties and responsibilities are to act as an advocate for
vendors who may have problems obtaining timely payments from state agencies. The Vendor
Ombudsman may be reached at (850) 413-5516.
ARTICLE 10. LIABILITY AND ACCOUNTABILITY
The Provider, if a non-profit entity, agrees to provide continuous and adequate director,
officer, and employee liability insurance coverage against any personal liability or accountability
by reason of actions taken while acting within the scope of their authority during the existence of
this contract and any renewal(s) and extension(s) thereof. Such coverage may be provided by a
self-insurance program established and operating under the laws of the State of Florida.
ARTICLE 11. INDEPENDENT CONTRACTOR
The Provider agrees that it is an independent contractor and not an officer, employee,
agent, servant, joint venture or partner of the State of Florida, except where the Provider is a state
Agency. Neither the Provider nor its agents, employees, subcontractors or assignees shall
represent to others that the Provider has the authority to bind the Agency. This contract does not
4 of 12
create any right to any state retirement, leave or other benefits applicable to State of Florida
personnel as a result of the Provider performing its duties or obligations under this contract. The
Provider agrees to take such actions as may be necessary to ensure that each subcontractor of the
Provider will be deemed an independent contractor and will not be considered or permitted to be
an employee, agent, servant, joint venturer, or partner of the State of Florida. The Agency will
not furnish services of support (e.g., office space, office supplies, telephone service, secretarial
or clerical support) to the Provider, or its subcontractor or assignee, unless specifically agreed in
writing by the Agency.
All deductions for social security, withholding taxes, income taxes, contributions to
unemployment compensation funds and all necessary insurance for the Provider, the Provider's
officers, employees, agents, subcontractors, or assignees shall be the sole responsibility of the
Provider.
ARTICLE 12. DOCUMENTATION AND RECORD RETENTION
The Provider shall maintain books, records, and documents (including electronic storage
media) in accordance with generally accepted accounting procedures and practices which
sufficiently and properly reflect all revenues and expenditures of grant funds.
The Provider shall maintain a file for inspection by the OAG or its designee, Chief
Financial Officer, or Auditor General that contains written invoices for all fees, or other
compensation for services and expenses, in detail sufficient for a proper pre -audit and post -audit.
This includes the nature of the services performed or expenses incurred, the identity of the
person(s) who performed the services or incurred the expenses, the daily time and attendance
records and the amount of time expended in performing the services (including the day on which
the services were performed), and if expenses were incurred, a detailed itemization of such
expenses. Documentation, including audit working papers, shall be maintained at the office of
the Provider for a period of five years from the termination date of the Agreement, or until the
audit has been completed and any findings have been resolved, whichever is later.
The Provider shall give authorized representatives of the OAG the right to access, receive
and examine all records, books, papers, case files, documents, goods and services related to the
grant. If the Provider fails to provide access to such materials, the OAG may terminate this
Agreement. Section 119.071, and Section 960.15 F.S., provides that certain records received by
the OAG are exempt from public record requests, and any otherwise confidential record or report
shall retain that status and will not be subject to public disclosure. The Provider, by signing this
Agreement specifically authorizes the OAG to receive and review any record reasonably related
to the purpose of the grant as authorized in the original grant application and or the amendments
thereto. Failure to provide documentation as requested by the OAG shall result in the suspension
of further reimbursements to the Provider until requested documentation has been received,
reviewed, and the costs are approved for reimbursement by the OAG.
The Provider shall allow public access to all documents, papers, letters, or other materials
made or received in conjunction with this Agreement, unless the records are exempt under one of
the provisions mentioned in the paragraph above, or are exempt from Section 119.071 F.S. or
5 of 12
Section 24 (a) of Article I of the State Constitution and Chapter 119, Florida Statutes. Failure by
the Provider to allow the aforementioned public access constitutes grounds for unilateral
cancellation by the OAG at any time, with no recourse available to the Provider.
ARTICLE 13. VICTIM ADVOCATE DESIGNATION
The Provider agrees to have at least one staff member complete training through the
OAG's Victim Services Practitioner Designation Training.
ARTICLE 14. PROPERTY
The Provider agrees to be responsible for the proper care and custody of all property
purchased with grant funds and agrees not to sell, transfer, encumber, or otherwise dispose of
property acquired with grant funds without the written permission of the OAG. If the Provider is
no longer a recipient, all property acquired by grant funds shall be subject to the provisions of the
U.S. Department ofJustice, Office of Justice Programs, Office of the Comptroller Financial
Guide.
ARTICLE 15. AUDITS
The administration of funds disbursed by the OAG to the Provider may be subject to
audits and or monitoring by the OAG, as described in this section.
This part is applicable if the Provider is a State or local government or a non-profit
organization as defined in OMB Circular A-133, as revised.
In the event the Provider expends $300,000 ($500,000 for fiscal years ending after
December 31, 2003) or more in Federal awards of any type in its fiscal year, the
Provider must have a single or program -specific audit conducted in accordance
with the provisions of OMB Circular A-133, as revised. Article 4 to this
Agreement indicates the amount of Federal funds disbursed through the OAG by
this Agreement. In determining the Federal awards expended in its fiscal year,
the Provider shall take into account all sources of Federal awards, including
Federal resources received from the OAG. The determination of amounts of
Federal awards expended should be in accordance with the guidelines established
by OMB Circular A-133, as revised. An audit of the Provider conducted by the
Auditor General in accordance with the provisions OMB Circular A-133, as
revised, will meet the requirements of this part.
2. In connection with the audit requirements addressed in this part, the Provider shall
fulfill the requirements relative to auditee responsibilities as provided in Subpart
C of OMB Circular A-133, as revised.
3. If the Provider expends less than $300,000 ($500,000 for fiscal years ending after
December 31, 2003) in Federal awards in its fiscal year, an audit conducted in
accordance with the provisions of OMB Circular A-133, as revised, is not
6 of 12
required. In the event the Provider expends less than $300,000 ($500,000 for
fiscal years ending after December 31, 2003) in Federal awards in its fiscal year
and elects to have an audit conducted in accordance with the provisions of OMB
Circular A-133, as revised, the cost of the audit must be reimbursed from non -
Federal funds (i.e., the cost of such an audit must be reimbursed from Provider
resources obtained from other than Federal entities).
ARTICLE 16, AUDIT REPORT SUBMISSION
Audits must be submitted no later than 180 days following termination or expiration of
the Agreement, but may be submitted at a later date upon written approval of the OAG.
Copies of audit reports for audits conducted in accordance with OMB Circular A-
133, as revised, and required by this Agreement shall be submitted, when required
by Section .320(d), OMB Circular A-133, as revised, by or on behalf of the
Provider directly to each of the following:
A. Office of the Attorney General
Bureau of Advocacy and Grants Management
PL-01, The Capitol
Tallahassee, Florida 32399-1050
B. The Federal Audit Clearinghouse designated in OMB Circular A-133, as
revised (the number of copies required by Sections ,320(d)(1) and (2),
OMB Circular A-133, as revised, should be submitted to the Federal Audit
Clearinghouse), at the following address:
Federal Audit Clearinghouse
Bureau of the Census
1201 East 10`" Street
Jeffersonville, IN 47132
C. Other Federal agencies and pass -through entities in accordance with
Sections .320(e) and (f), OMB Circular A-133, as revised.
2. In the event that a copy of the financial reporting package for an audit required by
ARTICLE 15 of this Agreement and conducted in accordance with OMB Circular
A-133, as revised, is not required to be submitted to the OAG for the reasons
pursuant to Section .320(e)(2), OMB Circular A-133, as revised, the Provider
shall submit the required written notification pursuant to Section .320(e)(2) and a
copy of the Provider's audited schedule of expenditures of Federal awards
directly to the OAG,
Any reports, management letters, or other information required to be submitted to
the OAG pursuant to this Agreement shall be submitted timely in accordance with
OMB Circular A-133, as revised, as applicable.
7 of 12
4. Providers should indicate the date the financial reporting package was delivered
to the Provider in correspondence accompanying the financial reporting package.
ARTICLE 17. MONITORING
In addition to reviews of audits conducted in accordance with OMB Circular A-133, as
revised, monitoring procedures may include, but not be limited to, on -site visits by OAG staff or
its designee, limited scope audits as defined by OMB Circular A-133, as revised, and/or other
procedures. By entering into this Agreement, the Provider agrees to comply and cooperate with
any monitoring procedures/processes deemed appropriate by the OAG. The Provider further
agrees to comply and cooperate with any inspections, reviews, investigations, or audits deemed
necessary by the OAG, Chief Financial Officer or Auditor General.
The Provider may not accept duplicate funding for any position, service or deliverable
funded by the OAG. Duplicative funding is defined as more than 100% payment from all
funding sources for any position, service or deliverable. If there are multiple funding sources
and a program is funded by the OAG, the OAG or its designee has the right to review all
documents related to those funding sources to determine whether duplicative funding is an issue.
If duplicate funding is found, the Agreement may be suspended, terminated or both while the
extent of the overpayment is determined. Failure to comply with state law, or the U.S.
Department of Justice Programs, Financial Guide, may also result in the suspension, termination
or both of the Agreement while the extent of the overpayment is determined. Absent fraud, in the
event that there has been an overpayment to a Provider for any reason, including the afore-
mentioned, if the amount of the overpayment cannot be determined to a reasonable degree of
certainty, both parties agree that the Provider shall reimburse to the OAG one half of the monies
previously paid to the Provider for that line item for the grant year in question.
ARTICLE 18. RETURN OF FUNDS
The Provider shall return to the Agency any overpayments made to the Provider for
unearned income or disallowed items pursuant to the terms and conditions of this contract. In
the event the Provider or any outside accountant or auditor determines that an overpayment has
been made, the Provider shall immediately return to the Agency such overpayment without prior
notification from the Agency. In the event the Agency discovers that an overpayment has been
made, the contract manager, on behalf of the Agency, will notify the Provider and the Provider
shall forthwith return the funds to the Agency. Should the Provider fail to immediately
reimburse the Agency for any overpayment, the Provider will be charged interest at the lawful
rate on the amount of the overpayment or outstanding balance thereof
ARTICLE 19, PUBLIC ENTITY CRIME
Pursuant to Section 287.133, F.S. (2011), the following restrictions are placed on persons
convicted of public entity crimes to transact business with the Agency: When a person or
affiliate has been placed on the convicted vendor list following a conviction for a public entity
crime, he/she may not submit a bid on a contract to provide any goods or services to a public
8 of
entity, may not submit a bid on a contract with a public entity for the construction or the repair of
a public building or public work, may not submit bids on leases of real property to a public
entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with any public entity, and may not transact business with any public
entity in excess of the threshold amount provided in section 287,017, F.S. (2011), for
CATEGORY TWO for a period of thirty-six (36) months from the date of being placed on the
convicted vendor list.
ARTICLE 20. GRATUITIES
The Provider agrees that it will not offer or give any gift or any form of compensation to
any Agency employee. As part of the consideration for this contract, the parties intend that this
provision will survive the contract for a period of two years. In addition to any other remedies
available to the Agency, any violation of this provision will result in referral of the Provider's
name and description of the violation of this term to the Department of Management Services for
the potential inclusion of the Provider's name on the suspended vendors list for an appropriate
period. The Provider will ensure that its subcontractors, if any, comply with these provisions.
ARTICLE 2] . PATENTS, COPYRIGHTS, AND ROYALTIES
The Provider agrees that if any discovery or invention arises or is developed in the course
of or as a result of work or services performed under this contract, or in any way connected
herewith, the discovery or invention shall be deemed transferred to and owned by the State of
Florida. Any and all patent rights accruing under or in connection with the performance of this
contract are hereby reserved to the State of Florida.
In the event that any books, manuals, films, or other copyrightable materials are
produced, the Provider shall identify all such materials to the Agency. Any and all copyrights
accruing under or in connection with performance under this contract are hereby reserved to the
State of Florida.
The Provider shall indemnify and save the Agency and its employees hainiless from any
claim or liability whatsoever, including costs and expenses, arising out of any copyrighted,
patented, or unpatented invention, process, or article manufactured or used by the Provider in the
performance of this contract, The Provider shall indemnify and hold the Agency and its
employees harmless from any claim against the Agency for infringement of patent, trademark,
copyright or trade secrets. The Agency will provide prompt written notification of any such
claim. During the pendency of any claim of infringement, the Provider may, at its option and
expense, procure for the Agency, the right to continue use of, or replace or modify the article to
render it non -infringing. If the Provider uses any design, device, or materials covered by letters
patent, or copyright, it is mutually agreed and understood without exception the compensation
paid pursuant to this contract includes all royalties or costs arising from the use of such design,
device, or materials in any way involved in the work contemplated by this contract.
Subcontracts must specify that all patent rights and copyrights are reserved to the State of
Florida.
9 of 12
ARTICLE 22. INDEMNIFICATION
The Provider shall be liable for and indemnify, defend, and hold the Agency and all of its
officers, agents, and employees harmless from all claims, suits, judgments, or damages,
including attorneys' fees and costs, arising out of any act or omission or neglect by the Provider
and its agents, employees and subcontractors during the performance or operation of this contract
or any subsequent modifications or extensions thereof.
The Provider's evaluation or inability to evaluate its liability shall not excuse the
Provider's duty to defend and to indemnify the Agency within seven (7) days after notice by the
Agency. After the highest appeal taken is exhausted, only an adjudication or judgment
specifically finding the Provider not liable shall excuse performance of this provision. The
Provider shall pay all costs and fees including attorneys' fees related to these obligations and
their enforcement by the Agency. The Agency's failure to notify the Provider of a claim shall
not release the Provider from these duties. The Provider shall not be liable for any sole negligent
acts of the Agency.
ARTICLE 23, TERMINATION OF AGREEMENT
This Agreement may be tell iinated by the OAG for any reason upon five (5) days written
notice via certified mail.
In the event this Agreement is terminated, the Provider shall deliver documentation of
ownership or title, if appropriate for all supplies, equipment and personal property purchased
with grant funds to the OAG, within 30 days after termination. Any finished or unfinished
documents, data, correspondence, reports and other products prepared by or for the Provider
under this Agreement shall be made available to and for the exclusive use of the OAG.
Notwithstanding the above, the Provider shall not be relieved of liability to the OAG for
damages sustained by the OAG by virtue of any termination or breach of this Agreement by the
Provider. In the event this Agreement is terminated, the Provider shall be reimbursed for
satisfactorily performed and documented services provided through the effective date of
termination.
ARTICLE 24. AMENDMENTS
Except as provided under Article 6, Authorized Expenditures, modification of any
provision of this contract must be mutually agreed upon by all parties, and requires a written
amendment to this Agreement.
ARTICLE 25. NONDISCRIMINATION
The Provider agrees not to discriminate against any employee in the performance of this
contract or against any applicant for employment because of age, race, religion, color, disability,
10 of 12
national origin, marital status or sex. The Provider further assures that all contractors,
subcontractors, sub -grantees, or others with whom it arranges to provide services or benefits to
clients or employees in connection with any of its programs and activities are not discriminating
against those clients or employees because of age, race, religion, color, disability, national origin,
marital status or sex. This is binding upon the Provider employing fifteen (15) or more
individuals.
Subcontractors on any discriminatory vendor list may not transact business with any
public entity, in accordance with the provisions of Section 287.134 F.S. (2011).
ARTICLE 26. ACKNOWLEDGMENT
All publications, advertising or written descriptions of the sponsorship of the program
shall state: "This project wassupported by Award No. awarded by the Office for
Victims of Crime, Office ofJustice Programs. Sponsored by (name of Provider) and the State of
Florida."
ARTICLE 27, EMPLOYMENT
The employment of unauthorized aliens by the Provider is considered a violation of
section 274A(e) of the Immigration and Nationality Act. If the provider knowingly employs
unauthorized aliens, such violation shall be cause for unilateral cancellation of this Agreement.
Any services performed by any such unauthorized aliens shall not be paid.
The Provider shall utilize the U.S. Department of Homeland Security's E-Verify System
to verify the employment of all persons employed during the contract term by the Provider to
perform employment duties within Florida.
ARTICLE 28. ASSURANCES
Attachment "B" Assurances is hereby incorporated by reference.
ARTICLE 29. CERTIFICATION FORM
Attachment "C" Certification Form is hereby incorporated by reference.
ARTICLE 30. CONTROLLING LAW AND VENUE
This Agreement shall be governed by the laws of the State of Florida, Any and all
litigation arising under the Agreement shall be instituted in the appropriate court in Leon County,
ori da.
ARTICLE 31. AGREEMENT AS INCLUDING ENTIRE AGREEMENT
This instrument and the grant application embody the entire Agreement of the parties.
There are no provisions, terms, conditions, or obligations other than those contained herein. This
Agreement supersedes all previous communications, representations or Agreements on this same
subject, verbal or written, between the parties.
The Provider's signature below specifically acknowledges understanding of the fact that
the privilege of obtaining a VOCA grant is not something this or any Provider is entitled to
receive. This Agreement is for one time funding only. There is absolutely no expectation or
guarantee, implied or otherwise, the Provider will receive VOCA funding in the future. The
OAG strongly encourages the Provider to secure funding from other sources if the Provider
anticipates the program will continue beyond the current grant year.
IN WITNESS WHEREOF, the OFFICE OF THE AI FORNEY GENERAL and the City
f Miami Police Department, have executed this Agreement
Authorizing Official
D. ctor of Administration
John L. Hamilton
Print Name Print Name
Date Date
FEID # of Provider
SAMAS Code
12 of 12
ORIGINAL
Agency Name: City of Miami Police Department
2012~2013 LO| FORMS
PART4. VICTIMS SERVED AND TYPES OF SERVICES
ATTACHMENT A
ncli-ate the number of victims provided services by VOCA-funded and matching sTatT during the grant period. The
lL, ,aindicated are projections besedonhiatohoa|datgand/ortheandcipahednuedoythopopu|adonoen/ed
hnmUgh the V[)CA project. It is anticipated that the categories indicated for Victim populations and/or services
)rovided may be expanded or narrowed depending on the needs of the victims identified during the grant period, At
xminimum, the agency will provide services tmnoless than90 percent mfthe total number wfprojected
:-ach victim should be counted only once unless there is a separate instance of victimization, For eXaFOD|e. a V1otiOl
)fspouse abuse assault should be counted one time during the grant period unless he/she is victimized as o result
A separate and unrelated crime,
2012-2013 VOCA Grant Award
#mf Victims
:nheServed
Tv�mq���i�brn
'
$ Amount per
Category
��mfTotal
Grant Amount
#mYOther Types
of Victims to be
Gmn/ed'
For other types oyuhmea.'
identify and list each
separately below.
B
Child Physical Abuse
$ 136
0.42Y6 .
20
,
Child Sexual Abuse
$ 341
1.0696
1
Child victims ofcvberohnne
5
[JUVOVV|Cnsshes
$ 85
026Y6
1
Victims ofchild pornography
1,500
Domestic Violence
`
$ 2S583
'
7�.3796
1
|nnvoen��chmoof
gang violence
15
Adult Senua|Assault
$ 266
0.7996
2
Hit &run
10
Elder Abuse
$ 171
0.5396
-
2
Adults Molested as Children
$ 34
0.11Y6
_
15
Survivors of Homicide Victims
$ 256
0.78%
10
Robbery
$ 171
0.5396
300
Assault
$ 5.119
15.87%
,'1,8WO
$ 32.2�7 ./�
/{
1OO.D096
5
�n�w4�n�0n
� S5�31
O2G��
id)catethe number ofvictims projected toreceive the following oemica(a). (See Definitions for adescription ofeach uewioc.)
#ofVictims
o be Served
Type wfService
#ofOther Types
of Services to be
Provided
For other types of
services, identify and list
each separately below,
U
Crisis Counseling
1.890
Follow-up Contacts
1'890
VVdtten/maUconboct
D
Therapy
�
D
Support Groups
'
O
Crisis Hotline Counseling
O
She |ber/Safehouse
OR
���
1.890
InformationandReferro|(|n'person)
R(���K�6/�.
Q
O
Criminal Justice Support/Advocacy
D
Emergency Financial Assistance
/ O
Emergency Legal Advocacy
/
~ 390
Assistance Filing Compensation Claims Mandatory
200
Personal Advocacy
1.890
Telephone Contacts
9.660
1.890
ATTACHMENT B OMB APPROVAL NO. 1121-0140
EXPIRES 06/30/Z009
STANDARD ASSURANCES
The Applicant hereby assures and certifies compliance with all applicable Federal statutes, regulations,
policies, guidelines, and requirements, including OMB Circulars A-21, A-'87, A-102, A-110, A-122, A-
133; Ex, Order 12372 (intergovernmental review of federal programs); and 28 C.F.R. pts. 66 or 70
(administrative requirements for grants and cooperative agreements). The applicant also specifically
assures and certifies that:
. It has the legal authority to apply for federal assistance and the institutional, managerial, and financial
capability (including funds sufficient to pay any required non-federal share of project cost) to ensure
proper planning, management, and completion of the project described in this application.
2. It 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.
3. It 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.
4, It will comply with all lawful requirements imposed by the awarding agency, specifically including
any applicable regulations, such as 28 C.FR. pts. 18, 22, 23, 30, 35, 38, 42, 61, and 63, and the award term in
2 C.F.R. § 175.15(b).
5. It will assist the awarding agency (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),
6. It will comply (and will require any subgrantees or contractors to compl)') 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 At 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. §§168 1 ,
1683, 1685-86); and the Age Discrimination Act of 1975 (42 U,S.C. §§ 6101-07); see Ex. Order 13279
(equal protection of the laws for faith -based and community jorganizations),
7. If a governmental entity —
a) it will comply with the requirements of the Uniform Relocation Assistance and Real Property
Acquisitions Act o(I 9/0 (42 U.S,C. § 4601 et seq.), which govern the treatment of persons displaced as a
result of federal and federally -assisted programs; and
b) it 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.
Signature Date Date
ORIGINAL
ATTACHMENT C
CERTIFICATION FORM
Recipient Name and Address:
Grant Title; Grant Number:
Contact Person Name and Title:
Award Amount:
Phone Number: )
menmoor
Federal regulations require recipients of financial assistance from the Office of Justice Programs (OJP), its component agencies, and the
Office of Community Oriented Policing Services (COPS) to prepare, maintain on file, submit to OJP for review, and implement an Equal
Employment Opportunity Plan (EEOP) in accordance with 28 C.F.R §§ 42.301-.308. The regulations exempt some recipients from all of
Ilie EEOP requirements, Other recipients, according to the regulations, must prepare, maintain on file and implement an EEOP, but they
do not need to submit the EEOP to OJP for review, Recipients that claim a complete exemption from the EEOP requirement must
complete Section A below. Recipients that claim the limited exemption from the submission requirement, must complete Section Et
below, A recipient should complete either Section A or Section B, not both. 'Ea recipient receives multiple OJP or COPS grants,
please complete a form for each grant, ensuring that any EEOP recipient certifies as completed and on file (if applicable) has been
prepared within two years of the latest grant. Please send the completed form(s) to the Office for Civil Rights, Office of Justice Programs,
U.S. Department of Justice, 810 71h Street, N,W., Washington, D.C. 20531. For assistance in completing this form, please call (202)307-
0690 or FI Y (202) 307-2027.
Section A- Declaration Claiming Complete Exemption from the EEOP Requirement se check all the boxes !hat
apply.
1,
O Recipient has less than 50 employees, 0 Recipient is an Indian tribe,
O Recipient is a non-profit organization, 0 Recipient is an educational institution, or
O Recipient is a medical institution, 0 Recipient is receiving an award less than $25,000
[responsible official], certify that
[recipient] is not required to
prepare an EEOP for the reason(s) checked above, pursuant to 28 C.F.R §42.302. I further certify that
[recipient] will comply with applicable Federal civil rights
laws that prohibit discrimination in employment and in the delivery of services.
Print or type Name and Title
Signature Date
Section B- Declaration Claiming Exemption from the EEOP Submission Requirement and Certifying That an
EEOP Is on File for Review.
if a recipient agency has 50 or more employees and is receiving a singlc award or subaward for 525,000 or more, but less than 5500,000,
then the recipient agency does not have to submit an EEOP to OJP for review as long as it certifies the following (42 C.F.R. § 42.305):
the
S
[responsible official], certify that
irecipient],which has 50 or more
employees and is receiving a single award or subaward for 525,000 or more, but less than $500,000, has formulated an
EEOP in accordance with 28 CFR §42.301, et seq., subpart E. I further certify that the EEOP has been formulated and
signed into effect within the past two years by the proper authority and that it is available for review. The EEOP is on file in
the office of: organization],
at [ddress],for review by the public and
employees or for review or audit by officials of the relevant state planning agency or the Office for Civil Rights, Office of
Justice Programs, U. S. Department of Justice, as required by relevant laws and regulations.
Print or type Name and Title
Signature Date
OMB Approval No. 1121-0140 Expiration Date:01/31/06
ORIG NAL
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO:
FROM:
Johnny Martinez
City Manager
ChiefjManuel Oros
Chieit of Police
DATE : FEB 0 3 2012
SUBJECT: VOCA 2012-2013 Grant
Letter of Intent
REFERENCES
ENCLOSURES:
FILE :
The Office of the Attorney General (OAG) has announced the availability of Victims of Crime Act
(VOCA) grant funds. These are federal funds awarded by the United States Department, of Justice;
Office for Victims of Crirne to the states to provide direct services to victims of crime. The
funding cycle under this notice is October 1, 2012, through September 30, 2013. Agencies such as
the City of Miami Police Depaitnient that have a current VOCA (2011-2012) Grant must submit a
Letter of Intent along with the required Budget to apply for funding. The deadline for applying
under this notice is no later than 5:00 p.m. EST on Friday, February 24th, 2012,
Our current VOCA grant award, in the amount of $32,247.00, is used to fund the salary of one (1)
Victim Advocate part time position. Attached is the Letter of Intent which serves as our request
for continued VOCA funding to pay for Victim Advocate's salary and FICA. Also, attached is the
completed budget form.
The Letter of Intent must be signed by you. Due to the short turn around time, please, once you
have signed the letter, have your staff contact Maria Gonzalez, Grants Coordinator, at (305)-603-
6201 so that she may pick up the documents and submit them.
Should you have any questions, or need additional inforrnation, please contact me at 305-603-
6100. Your prompt attention to this matter is greatly appreciated.
Attachments
MO :RL:MCS :mlg
OFFICE OF THE ATTORNEY GENERAL (OAG)
2012-2013 Letter of Intent for Continuation of Victims of Crime Act (VOCA) Funding
PART 1. APPLICANT INFORMATION
Name of Applicant Agency: City of iami Police Deatrtment
Federal Data Universal Numbering System (DUNS) Number:
Completed Federal Central Contractor Registration (CCR)?
Judicial Circuit to be Served:
072220791
YES
CCR Expiration:
9/25/2012
Agency Director: Prefix (Mr., Ms., Dr., etc.)
Name:
Telephone #:
Mailing Address:
(Street, P.O. Box, etc.)
City:
E-Mail Address:
Performance Report Contact:
Mr.
Title:
City Manager
Johnny Martinez
305-41 6-1 025
Fax #:
305-416-1019
RC Building, 444 S 2nd Avenue, l0th Floor
Miami
State:
Fl
9-Digit Zip Code:
130-1910
Prefix (Mr., Ms., Dr., etc.)
Ms.
Title:
Violent Crime Administrator
Name: Tania Bigles
Telephone #:
Mailing Address:
(Street, P.O. Box, etc.)
City:
E-Mail Address:
305-603-6291
Fax#:
305-583-7246
City o
lami PoFice Department, 400 NW 2nd Avenue, h F oor
Miami
State:
FI
9-Digit Zip Code:
Tar
le ia .o
33128-1786
Financial Contact:
Name:
Telephone #:
Mailing Address:
(Street, P.O. Box, etc.)
City:
E-Mail Address:
Prefix (Mr., Ms., Dr., etc,)
ae Catherine Shepherd
Mrs,
Title:
udget and Finance Manager
305-603-6198
Fax #:
305-579-6634
City of Miami Police Department, 400 NW 2nd Avenue, 4 h Floor
Miami
State:
Fl
9-Digit Zip Code:
33128-1786
hepherd
i-pi e.org
PART 2. 2012-2013 VOCA GRANT REQUEST
2011-2012 VOCA Grant Number
2012-2013 Continuation Budget with Anticipated Increases Budget Reques
May include an increase to the 2011-2012 VOCA grant award (if increases are needed) 2,247
V11185
2012-2013 Required Match for the Budget Reque
8,062
y submitting this Letter of Intent, the agency isted as the applicant commitscornmits to continuing to provide sery ces to victirr
crime through a VOCA award. We understand that funding through this Letter of Intent process is contingent upon the
OAG's VOCA award funded through the U.S. Department of Justice, Office for Victims of Crime formula grant program.
The DAG's performance and obligation to reimburse under an Agreement with.the agency is contingent upon an annual
'ropriation by the Florida Legislature, Further, we understand that the submission of this Letter of Intent does not
6_,...irantee funding, is not legally binding, and that we are not required to submit an application. This Letter of Intent must
be signed by an agency official who is authorized to enter into contractual agreements.
Signature of Agency Director:
Date: Z
OFFICE OF THE ATTORNEY GENERAL (OAG)
2012-2013 Letter of Intent for Continuation of Victims of Crime Act (VOCA) Funding
#DIV/0!
#DIV/0!
Name of Applicant Agency: City of Miami Police Department
2012-2013 VOCA CONTINUATION BUDGET WITH ANTICIPATED INCREASES REQUEST - The budget section is a listing, by budget category, of
proposed costs for the VOCA project. This budget may include an increase to the 2011-2012 VOCA grant award (if increases are needed) as a result of
increases to employee benefit expenses, e.g., an increase to health insurance premiums. This option is not intended to expand the VOCA project or
to provide salary increases to VOCA funded staff. Provide a narrative detailing the increases to the contractual, equipment and operating categories.
2011-2012 APPROVED BUDGET
2012-2013 BUDGET REQUEST
PERSONNEL DETAIL
PERSONNEL DETAIL
Position
2011-2012
Total Agency
Cost
2011-2012
VOCA Funded
Amount
2011-2012
VOCA
Funded
Percentage
2012-2013
Total Agency
Cost
If Total Agency Cost is higher
than the 2011-2012 approved
Total Agency Cost, provide the
reason (additional may be
noted in the narrative box)
REQUESTED
2012-2013
VOCA Funded
Amount
P/T Victim Advocate Temp.
Match Amt./Supv. Position
$ 8,062.00
$ 32, 247.00
#DIV/0!
0.00%
#DIV/0!
$ 8,062.00
$ 32,247.00
REQUESTED
2012-2013
VOCA
Funded
Percentage
#DIV/0!
0.00%
#blV/0!
#DIVIO!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
2011-2012 Personnel TOTAL
2011-2012 Contractual Services TOTAL
2011-2012 Equipment TOTAL
2011-2012 Operating Expenses TOTAL
2011-2012 BUDGET TOTAL
$ 32,247.00
$ 32,247.00
2012-2013 Personnel TOTAL
2012-2013 Contractual Services TOTAL
2012-2013 Equipment TOTAL
2012-2013 Operating Expenses TOTAL
2012-2013 BUDGET REQUEST TOTAL
Increase/Decrease
Narrative detailing reasons for increases to the personnel (if needed), contractual, equipment and operating budget(s):
$ 32,247.00
$ 32,247.00
#DIV/0!
#DIV/0I
PAM BONDI
ATTORNEY GENERAL
STATE OF FLORIDA
Offkjr o the
Chief of Police
Fla
JAN 1 2 20 2
RECEIVE
OFFICE OF THE ATTORNEY GENERAL
Division of Victim Services
Bureau Chief of Advocacy and Grants
Management
PL-01 The Capitol
Tallahassee, FL 32399-1050
Phone (850) 414-3300 Fax (850) 487-3013
idip://www.myloildalegaLcom
January 2012
NOTICE OF AVAILABILITY
VOCA Grant Funds
Announcennent: The Office of the Attorney General (OAG) is pleased to announce the
availability of Victims of Crime Act (VOCA) grant funds from the U.S. Department of
Justice. The purpose of VOCA grant funds is to support the provision of services to
victims of crime. Services are defined as those efforts that respond to the emotional
and physical needs of crime victims, assist victims of crime to stabilize their lives after
victimization, assist victims to understand and participate in the criminal justice system,
and provide victims of crime with a measure of safety and security, Eligibility to apply
for VOCA funds is limited to victim assistance programs administered by state or local
government agencies or not -for -profit corporations registered in Florida, or a.
combination thereof. The funding cycle for the VOCA grant funds under this notice is
October 1, 2012, through September 30, 2013.
Organizations currently funded through a VOCA grant (2011-2012): may submit a
Letter of Intent. The Letter of Intent may be accessed at the Office of the Attorney
General's website: http://mvfloridalecal.com, under the heading of Programs, click on
Crime VictimsServices, then click on Advocacy and VOCA Grants.
Agencies that wish to expand services to additional judicial circuits rnust submit an
application for each judicial circuit. The VOCA application may be accessed at the
Office of the Attorney General's website: http://myfloridalegal.com, under the heading
of Programs, click on Crime Victims' Services, then click on Advocacy and VOCA
Grants.
Organizations not currently funded through a VOCA grant (2011-2012): may
participate in the annual competitive grant process which involves submission of an
application followed by an application review. An application may be accessed at the
Office of the Attorney General's website: http://mvfloridaleoal.com, under the heading
of Programs, click on Crime Victims' Services, then click on Advocacy and VOCA
Grants.
Deadline: The deadline for applying for a VOCA grant under this notice is no later than
5:00 p.m. Eastern Standard Time on Friday, February 24, 2012. Required
documents submitted by fax or e-mail will not be considered.
2012-2013 Victims of Crime Act (VOCA) Letter of intent (LOI) Forms
Grant Awards made for the 2012-2013 grant period are for the continuation of projects funded during the
2011-2012 grant period.
Submit the following items:
1. Part 3: Funding Source Chart and Program Staff
2, Part 4: Victims Served and Types of Services
3. Part 7: Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion, Lower
Tier Covered Transactions
4. Part 8 (A-E): VOCA Budget Request reflecting the amount listed in the award letter (itemized
description for each budget category).
* Unless instructed otherwise, the budget for InVEST Advocate positions must include an
allocation, in the personnel budget, at a level equal to or greater than the amount funded in 2011-
2012 VOCA grant.
1-* Budgets that include SUTA/FUTA, Worker's Compensation, or lease expenses (office space)
must be accompanied by documentation to support the expenses/rates listed.
5. Part 9: Program Match
6. Job descriptions (with percentages of time listed for each duty) for all positions in the VOCA and/or
Match budgets. Job descriptions must include 100% of the job duties.
7. Supplanting Certification Form: This form must be signed by an agency official who is authorized to
enter into contractual agreements. Public agencies only.
8. Related Parties Questionnaire: This form must be completed and signed by the Executive Director
or an agency official who is authorized to enter into contractual agreements.
Submit the forms to your current OAG VOCA Grant Manager by either email, fax or U.S. mail.
FAX NUMBER: (850) 487-3013
Using the U.S. Postal Service:
Office of the Attorney General
Bureau of Advocacy and Grants Management
PL-01, The Capitol
Tallahassee, Florida 32399-1050
Using other mail carrier services such as Federal Express, UPS, etc., please use the Collins
Building address:
Office of the Attorney General
Bureau of Advocacy and Grants Management
Collins Building
107 West Gaines Street
Tallahassee, FL 32301
Questions? Call the Bureau of Advocacy and Grant Management at (850) 414-3380
http://www.myfloridaledal.com/
Agency Name: City of Miami Police Department
2012-2013 LOI FORMS
ART 3. FUNDING SOURCE CHART AND PROGRAM STAFF
In the following table, provide the victim services budget as well as the total agency budget for the agency's
current fiscal year. Round amounts to the nearest dollar. The victim services budget should include all
expenses which are budgeted for victim services (i.e., personnel costs which include salaries for directors,
clerical/support staff, victim advocates, counselors, etc.; training costs; equipment such as computers, fax
machines, printers, copiers, telephones, and furnishings, etc.; operating costs such as utilities, postage,
printing, office supplies, travel, counseling supplies, etc.). Contact your agency's finance or budget office for
assistance in completing this information, Please note: Do not include in -kind match.
The amounts listed for state, local, public, private and/or other funding must be equal to or greater than the
amount shown as cash match in the Match Budget (Part 9).
Funding Source
2012-2013
Total Agency Budget
2012-2013
Victim Services Budget
% of Total Budget
that is Victim
Services
Federal Funding *Describe below
11,707,600.00
-
2012-2013 VDCA grant award
(excluding match)
32,247,00
32,247.00
100%
State Funds
-
-
#DIV/0!
Local, Public or Private Funds
$ 184,036,353.00
$ -
0 C YO
F
Other:
(Descnbe at (ight)
$ 8,062.00
#DIV/01
TOTAL
195,776,200.00
40,309.00
Oc/o
* For the judicial circuit you are requesting funding with this application
*If the applicant agency currently receives federal funding, indicate the source(s) and the use of those funds.
(Response is limited to 1000 characters.)
Please note that the 2012-2013 City of Miami Police Department budget described under the Total
Agency Budget column above is in its proposed stage. Budget hearings will be held during the
month of September at the City Commission meetings. The federal funding received was from the
COPS Hiring grant
Agency Name: City of Miami Police Department
2012-2813LO|FORMS
PART 3. FUNDING SOURCE CHART AND PROGRAM STAFF
How many victim advuogteS/directvict)m service providers does your
agency staff? Expressed infull time equivalents (FTEs)
Of those, how many are you requesting from V{}CA? Expressed in FTEs.
e.g.. 8 program with one position (2080 hours annU@||y)funded byY0CAfor
7596 ofthe total cost is.75 FTE
Of those, how many are you reporting as matching expenses? Expressed
in FTES, e.g., a p[DgFann with one position (2O8Ohours annually) used as a
matching expense for25% ofthe total cost is .25 FTE
Total Number ofVOCA project staff (yOCAfunded staff + Match staff)
2.00
0,75
0.25
Agency Name: City of Miami Police Department
2012'2013LC]| FORMS
PART4. VICTIMS SERVED AND TYPES OF SERVICES
Indirate the number of victims provided services by VOCA-funded and matching staff during the grant period. The
b, Sindicated are projections ba8edDDhiskJriC@|d8tagnd/Drthe8DdCipatednemdDfthepDpu|a1iOnSe[Ved
through the VOCA project. It is anticipated that the categories indicated for victim pnpu|odoDS and/or services
provided may be expanded or narrowed depending on the needs of the victims identified during the grant period. At
a minimum, the agency will provide services to no less than 90 percent of the total number of projected
victims.
Each victim should be counted only once unless there is osepanate instance of victimization. For example, o victim
of spouse abuse assault should be counted one time during the grant period unless he/she /s victimized as a result
afaseparate and unrelated ohrne.
2012'2013 VOCA Grant Award
$ 32.247
#ofVictims
tobeServed
Typemf�ictinn
%An�nuntper
Category
�6mfTotal
Grant Amount
#ofOthmrTvpes
pfVictims
'
tobe
Forothe/typeonfchmeo
'
identify and list each
separately below,
8
Child Physical Abuse
$ 136
0.42Y6
Served
20
Child Sexual Abuse
$ 341
1.06%
1
Child victims ofcybe,crime
5
DU|/DVV|[�nashes
$ 85
O2O96
'
1
v/cum/u u/ �mm
o*v
1,500
'
Domestic Violence
� 25 5Q3
'
78 3796
�
1
^^'~`~''^
wi,om� ,f nzann
15
Adult Sexual Assault
$ 255
0.7996
2
Hit & run
10
Elder Abuse
$ 171
0,53Y6
2
Adults Molested aaChildren
$ 34
O.iiY&
'5
Survivors ofHomicide Victims
$ 256
0.7996
18
Robbery
$ 171
0�5396
300
Assault
$ 5.119
15.8796
1,890
$ 32.247
100,0096
5
85.31
0.26Y6
ndicate the number of victims projected to receive the following serviCe(s), (See Definitions for a description of
/eohsan/ice.
' I
#ofVictims
o he Served
Type
'
#ofOther Types
of Services to be
For other h/peoof
aen/icee, identify and list
each separately below.
U
Crisis Counseling
Provided
1.890
Follow-up Contacts
1.890
VVri#en/nnoi|nnntaot
0
Therapy
0
Support Groups
O
Crisis Hotline Counseling
O
Shelter/Safehouee
1.890
Information and Referna|(|n-Paraon)
O
Criminal Justice Support/Advocacy
0
Emergency Financial Assistance
O
Emergency Legal Advocacy
_
90
Assistance Filing Compensation Claims ' Mandatory
200
Personal Advocacy
1.800
Telephone Contacts
TOTAL
-^'
SERVICES
S.G5O
1 '890
Subtotal
� Services:.- -^-
PART 7. CERTIFICATION REGARDING DEBARMENI
Instructions for Certification
1. By signing and submitting this proposal, the prospective lower tier participant is providing the
certification set out below,
2. The certification inthis clause is a material representation of fact upon which reliance was cJooed when
this transaction was entered into. |fit|s later determined that the prospective lower tier participant
knowingly rendered an erroneous certification, in addition to other remedies available to the Federal
Government, the department or agency with this transaction originated may pursue available remedies,
including suspension and/or debarment.
3. The prospective lower tier participant shall provide immediate written nodme to the person to which this
proposal is submitted if at any time the prospective lower tier participant learns that its certification was
erroneous when submitted or has become erroneous by reason of changed circumstances.
4. The terms "covered transaction," 'debarred," "suspended," "Ineligible," 'lower tier Covered transaction,"
.,participant," "persmn.""primary covered transaoUon.'"p[ncjpm|.""propoaa|."and "voluntarily e%cluded."
as used in this clause, have the meanings set out in the Definitions and Coverage sections of rules
implementing Executive Order 1254S.
5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed
covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction
with o person who is debmrrod, suspended, declared |ne|igib/a, or voluntarily excluded from participation
in this covered transaction, unless authorized by the department or agency with which this transaction
originated.
6. The prospective lower tier participant further agrees by submitting this proposal that it will include the
clause title "Certification Regarding Debarment. Suspension, Ineligibility and Voluntary Exclusion -Lower
Tier Covered Transaohona.^without mod|ficat|on, in all lower tier covered transactions and in all
solicitations for lower tier covered transactions.
T. K participant in a covered transaction may re|y,upon a certification of prospective participant in a lower
ter covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the
covered transaction, unless itknows that the certification is en'oneous. Aparticipant may decide the
method and frequency by which it determines the eligibility of its principals. Each participant may check
the Non -procurement List.
8. Nothing contained in the foregoing shall be construed to require establishment ofn system of records in
order torender ingood faith the certification required bvthis clause. The knowledge and information of
a participant is not required to exceed that which is normally possessed by a prudent person in the
ordinary courseofbusiness dealings,
9. Except for transactions authorized under paragraph (5) of these instructions, if a participant in a covered
transaction knowingly enters into o lower tier covered transaction with a person who is suspended,
debarred. |ne|igjb|e, or voluntarily excluded from participation in this transaction, in addition to other
remedies available tothe Federal Government, the department oragency with which the transaction
originated may pursue gvoUob}e remedies, including suspension and/or debarment.
U. S. DEPARTMENT OF JUSTICE
OFFICE OF THE COMPTROLLER
OFFICE OF JUSTICE PROGRAMS
Certification Regarding
Debarment, Suspension, Ineligibility and Voluntary Exclusion
Lower Tier Covered transactions
(Sub -Recipient)
This certification is required by the regulations implementing Executive Order 12549,
Debarment and Suspension, 28 CFR Part 67,510, Participantsresponsibilities, The
regulations were published as Part VII of the May 26, 1988 Federal Register (pages 19160 B
19211).
The prospective lower tier participant certifies, by submission of the proposal, that neither it
nor its principals are presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from participation in this transaction by any Federal
department or agency.
2. Where the prospective lower tier participant is unable to certify to any of the statements in
this certification, such prospective participant shall attach an explanation to this proposal.
Mr. Johnny Martinez, City Manager
Name and Title of Authorized Representative
ign
e
Date
City of Miami
Name of Organization
3500 Pan Ainerican Drive, Miami, Florida 33133-5595
Address of Drganization
Agency Name: City of Miami Police Department
2012-2013 LO!FORQ8S
PART8A. VOCA BUDGET
The Budget section is an itemized description by budget category of proposed coots for VC)CAfunding. The
budget categories are personnel, contractual sarvioea, equipment and operating. Provide o detailed
(itemized) list and narrative for every budgeted item. See Final Program Guidelines for specific details
regarding Allowable and Won-4||owob|eCosts, Attach additional page/s\asnecessary,
To maximize the availability of services to all victims of chnne. the C)AG discourages the use ofVC>CA
funding to provide services that are eligible for payment through the Victim Compensation Program.
JuobhnoUon that demonstrates the effectiveness of any such duplication is required as port of the budget
narrative. Failure to submit a justification may result in removal of the budget request. Budget categories
must berounded tothe nearest whole dollar, e.g,$U.0O1.43= $8.081 or$O.OD178= $8.082.
Budget Summary BwCategory ' Provide the subtotal for each budget
category for the Total VC)CA Budget Request. Amounts must be
rounded to the nearest whole dollar.
TOTAL VOCABU0GET
Personnel
$
52.247
Contractual Services
Equipment
Operating Expenses
TOTAL
$
32.247
REQUIRED MATCH (use this total amount in Part 9 - Match Budget)
$8'OO2
If applicable, provide justification for not billing Victim Compensation for services that may be funded
through Victim Compensation, For example, therapy services requested as part of the personnel or
contractual budgets, (Response is limited to 1000 characters.)
N/A.
Agency Name: City of Miami Police Department
2012-2013LO|FORMS
Part 86. VOCA PERSONNEL BUDGET
Provide a job description for all proposed VOCA-funded staff and indicate the percentage of time by each job duty.
T obdescription must include 18OY6ofthe job duties.
Budgets that include GUTA/FUTAond Worker's Compensation expenses must beaccompanied by documentation to
support the expenses/rates listed.
Personnel:
Position
Total Actual Cost
(from chart below)
Total Amount
VDC4Funded 2O12-2O1J
PermsntageVOC8
Funded
Victim Advocate Temporary P/T
$
32.247
$
32.247
100.00Y6
D
$
'
#D/y/O!
N/A.
$
'
#O|VY0!
O
$
'
#D|V/O!
O
$
'
#D|V/O|
O
$
'
#[}|\VO!
N/4
$
-
#[]|V/D!
O
$
-
#C>|V/O!
O
$
'
#[)|V7O!
D
$
'
#[J|V/0!
Subtoto|
$
32.247
$
32,247
$ -
Pay schedule (choose one from the drop -down menu):
bi-weekly
Complete the table ba|oxv for each position requested (adding additional pages if necessary). In the
explanation section indicate if the salary/benefit expenses listed include costs that are anticipated during the
13 -)nth period. For example, raises and increases in benefit costs.
:RATE: A percentage should be indicated for those benefits that are calculated by using a percentage of the gross
3g|ary. e.g.. retirement is often calculated in this manner. FR (flat rate) should be indicated for those benefits that are
za|cu|ated based on a fiat rate regardless of salary, e.g., health insurance is often calculated in this manner,
,usbionHequeomg:
Victim Advocate lemponury PIT
Hours per week =
34452
RATE
Employer
Cost
| Per Pay
| Period
Approved
Budget
Hourly Rate =
$ 18,00
�nnua|Gross Salary
$ 32.247
.��� �
� 32.247
$ 1.240,27
-|CA
�efinement
$
$ �
-loaKh|n:.
$ '
jte|ns,
��''���°^�
$ �
)enta||nx
� .��� `'
$ -
'VorKmrs Comp
��� �� '
S
$ /
)oampinyment
1st $8K
�
$
$
Ahor(pmvide
!xplanudonbeNw):
^`
'
$ �
|
_xr -itmn (if applicable):
_
\c,'.ding to City of Miami enno/oyn1ert guidelines, Port
Firne Temporary Employees do not receive any benefits
Position Requested:
/
Hours per week =
|
RATE
Employer
Cost
Per Pay
Period
Approved i
Budget
Hourly Rate =
Annual Gross Salary
$
FICA
,� ,�
$ -
$
Retirement
$
$ -
Health Ins.
$ ' |
Life Ins.
$
Dental Ins.
Workers Comp
��',
$ '
$
Unemployment
(1at $8K)
`�'�/- �
$ '
$ -
Other (provide
explanation below):
|
$
TOTAL
$ -
o
Explanation (if applicable)�
sthis position used osamatching expense? NO |athis position used asamatching expense? YES NO
Agency Name: City of Miami Police Department
3013'2013LO| FORMS
Part 8B.VOCA PERSONNEL BUDGET
!Position Requested:
N6A�
Hours per week =
Employer
Cost
Per Pay
Period
Approved
Budged
Hourly Rate =
RATE
Annual Gross � ua6a|a
$
$ '
$ -
FICA
$ '
8 -
Retirement
�
/
Health Ins.
$ -
Life Ins.
$ '
Dental Ins.
$ '
Workers Comp
$ '
$ '
Unemployment
(1st $8K)
$ '
% '
Other(pmv�o
exp|anahunbe|o�)�
$ '
�
Explanation (it applicable):
s this position used as a matching expense? YES NO
zouhionRoquestod:
Hours per week =
RATE
Employer
Cost
Per Pay
Period
Approved
Budge!
Hourly Rate =
\nnua|Gross Salary
$ '
��� ,�
$ -
$ -
qCA
$ _
$
�ebremen|
$ '
$Ar
-lealthks.
$
'ife|ns.
� |
)emtalba'
$ '
workamCump
$ '
$ '
)nmnploymeni
1st $8K)
'
$
$
)thor(pmvde
mlplanaUnnbelow)!
$
TOTAL
$ -
$ -
Aplanahnn(if apphmble):
Position Requested:
Hours per week =
Employer
Coot
Per Pay
Period
Approved
Budget
Hourly Rate =
RATE
Annual Gross Salary
$ -
$ -
$
FICA
$ '
$ '
Retirement
0 '
$ -
Health Ins.
%
Life Ins,
$ '
Dental Ins.
mom$
'
Workers Comp
$ '
% -
Unemployment
(1st $8K)
$ '
$ -
Other (provide
explanation below):
$
TOTAL
$ '
$ '
Explanation (if app
able):
Is this position used as a matching expense? YES NO
Position Requested:
Hours per week =
RATE
Employer
Coot
Per Pay
Period
Approved
Budget
Hourly Rate =
Annual Gross Salary
$ '
��'`��'�$
'
$
FICA
$
$ -
Retirement
$
$ -
Health Ins.
$
Life Ins.
$ '
Dental Ins.
$ -
Workers Comp
Unemployment
(1ai*8K)
—41
$ '
$
Other (provide
explanation below):
$ '
TDTAL$
$ -
Explanation (if app|,uau|a):
s this position used as a matching expense? YES NO Is this position used as a matching expense? YES NO
Agency Name: City of Miami Police Department
2012-2013 LOI FORMS
Part 8B. VOCA PERSONNEL BUDGET
TP- )n Requested:
N/A
Hours per week =
Employer
Cost
Per Pay
Period
Approved
Budget
Hourly Rate =
RATE
Annual Gross Salary
3.
$ -
$ -
FICA
$ -
.
Retirement
7-:Fla
-
-
Health Ins.
,-,,,• - 4-- .. . .._.
-
Life Ins.
fA4ii-ki•mi%4
. ..,,„ .
-
Dental Ins.
.i,,--.,i,i•.---,--..-•ip.----.
.
Workers Comp
,
, ,',4
$ -
$ -
Unemployment
(ist $8K)
-
$ -
Other (provide
explanation below)
._
-
TOTAL
-
-
Explanation (if applicable):
Is this position used as a matching expense? YES NO
Position Requested:
Hours per week =
Employer
Cost
Per Pay
Period
Approved
Budget
Hourly Rate =
RATE
annual Gross Salary
-
•,- .-:-
-
$ -
=ICA
'•:...•z : -: 'l-
$ -
$ -
Retirement
$ -
$ -
-lealth Ins
— — -
$
_ife Ins.
$ -
)ental Ins.
$ -
Norkers Comp
$ -
$ -
Jnemployment
1st $8K)
, -
,--.,-• . ,
$ -
-
)ther (provide
ixplanation below):
','.„:•!--,:----7,..Tt
TOTALS -
Explanation (if applicable):
Position Requested:
Hours per week =
Employer
Cost
Per Pay
Period
Approved
Budget
Hourly Rate =
RATE
Annual Gross Salary
-
--;•: ti
-
-
FICA
..,...,i.,„ __._i-. - i
ii
-
-
Retirement
...
-
Health Ins.
-
Life Ins.
--Sit0;rz.;-;404.4:Aiit
% 21C.Oivz
$
Dental Ins,
•
-
Workers Comp
','.f„.c-'.A1`:Z:.11':',
-
-
Unemployment
(1st $8K)
-
-
Other (provide
explanation below):
.
$ .
TOTAL
-
$ -
Explanation (if applicable):
his position used as a matching expense? YES NO
Position Requested:
Hours per week =
RATE
Employer
Cost
Per Pay
Period
Approved
Budget
Hourly Rate =
Annual Gross Salary
-
<-!--- ::,..i.,
-
$
FICA
.
$ -
$ -
Retirement
::', .--,:,,',.:::•:•
-
$ -
Health Ins
$ -
Life Ins
_
Dental Ins.
-
Workers Comp
--. - -:,:-:;!-• :-.
$ -
.
Unemployment
(1st $8K)
,
:-1---::-...'
-
-
Other (provide
explanation below).
,iii•-,1.•:1-i...,..--,ivi;'i
,,,,, ,•,.
$ -
TOTAL
-
-
Explan
on (if applicable):
s , position used as a matching expense? YES NO Is this position used as a matching expense? YES NO
Agency Name: City of Miami Police Department
2012-2013 LOI FORMS
PART 8C. VOCA CONTRACTUAL BUDGET
For each contractual service listed, include a description of the service to be provided, the business name of
the contractor, the cost per unit of service, and the estimated units of service to be used. Indicate in the
narrative section how the number of services requested was determined. Also, give a description of a unit of
service, e.g., a 60 minute unit of legal services, a 60 minute individual therapy session, a 90 minute group
therapy session. Attach additional page(s) if needed.
EXAMPLE - Budget Narrative:
Therapy, Inc., will provide therapy for adult survivors of incest. It is anticipated that this service will be used
approximately 10 times during the year,
Contractual Services - Contracts for specialized services:
Name of Business or Contractor
Cost Per Unit of
Service
Estimated Units of
Service
Total
N/A.
$
2
$
3
$
4
$
5
$
6
$
Contractual Subtotal
...
...
$
Budget Narrative:
2.
4.
5.
6.
N/A.
Agency Name: City of Miami Police Department
2012-2013 LOI FORMS
PART 8D. VOCA EQUIPMENT BUDGET
.,ems included in this section must be furniture and/or equipment costing $1,000 or more. If awarded funds
in this category, prior approval is required before purchasing items. Provide a justification for the
equipment purchase requests. Attach additional page(s) if needed.
EXAMPLE - Narrative Response:
The computer will increase the advocate's ability to reach and better serve crime victims. The cost listed
above is for a complete computer package which includes the computer, monitor, software and printer.
Equipment:
Description
Number
Cost Per Item
Total
1N/A.
_
2
-
3
$ -
4
$
5
_
6
I
-
Equipment Subtotal
...
•••
$ -
Budget Narrative:
1. N/A.
Agency Name: City of Miami Police Department
PART 8E. VOCA OPERATING BUDGET
Office supplies such as papC[, penoUD, toner, printing, boohs, poa1aQe, transportation for victims; monthly
service costs for telephone or utilities; staff travel (for direct service to chnnw victims only), etc. Furniture and
equipment costing less than $1,000 should be requested from this budget category. |nthe narrative section,
provide a brief description of the operating expenses and note if the cost is pro -rated, Indicate how the
number and cost of services requested were determined (by FTE? by 96 use? by aq/ft?). Attach additional
page(s) if needed.
EXAMPLE- Narrative Response:
The Victim Advocate will need monthly telephone service calculated at $20 per month, which is the standard
rate budgeted for new positions inthis agency.
Budgets that include lease expenses (office space) must be accompanied by documentation to support the
axpanoaa/rateahstsd.
Operating Expenses:
Description
Number
Cost Per Item
Total
1
N/A.
$ |
2
$ '
3
$ -
4
$ '|
5
$ '
O
$ -
7
$ -
O
$ -
Budget Narrative:
PART 9. VOCA MATCH BUDGET
Program Match: The Final Program Guidelines require that all proposals provide a 20% match of the total VOCA
Droject. Total VOCA Project is defined as the VOCA Budget Request plus the Program Match. Match funds are
`Ct to the same restrictions that govern VOCA grant funds, i.e., the source of program match must be a VOCA-
all, .able expenditure.
To determine the amount of match required by the Final Program Guidelines for the proposed VOCA project,
divide the total amount of the VOCA Budget Request by four. The result is the amount of the program match.
For example, if the VOCA Budget Request is $30,000, then divide $30,000 by four which equals $7,500. In this
case, the required match is $7,500 which equals 20% of the total VOCA project. The following further illustrates
the program match requirement
$30,000 VOCA Budget Request
+ 7,500 Required Program Match ($7,500 equals 20% of the total VOCA Project)
$37,500 Total VOCA Project
knowable match funds may include, but are not limited to, volunteers, staff salaries, rent, equipment, operating
;osts, etc, Federal funds from other sources cannot be used for VOCA match. Match used for the VOCA project
:a nnot be used as match for any other grant. Do not over report match, i.e., do not provide match in excess of 20%
)f the total VOCA project. Match may be provided as either cash or in -kind or a combination of cash and in -kind as
DHOWS:
Cash Match: A cash match is any cost component that is included in the agency's overall budget as it applies
to the provision of direct services for victims of crime, i.e., staff providing direct victim services, travel related to
the delivery of direct victim services, rent paid by the agency for the portion of the program providing direct
victim services, etc. If the agency pays for the expense, then it may be used as a cash match.
In -Kind Match: An in -kind match includes donated items or services that benefit the program but which do not
have a dollar value assigned for budgeted purposes. For example, programs may use volunteer hours as
match. The value placed on donated services must be consistent with the rate of compensation paid for similar
work in the applicant agency. If the required skills are not found in the applicant agency, the rate of
compensation must be consistent with the labor market. Programs may use items donated by other programs
or individuals as in -kind match, i.e., rent and utilities used for the provision of direct services to victims and
donated by another source outside the agency.
.he Program match section is an itemized description by budget category of proposed matching contributions. The
udget categories are personnel, contractual services, equipment and operating expenses. Provide a detailed
temized) list and a budget narrative for each budgeted category. Indicate the funding source and indicate if it is a
ash or in -kind match, Do not over report required match. Unless otherwise approved by the OAG, reported match
lust be consistent with the monthly reimbursement request.
latch Narrative: Describe in detail the type of Match, whether cash or in -kind, the budget category, etc. Submit the
ame detailed information for match as provided for VOCA funded items. If match is in the personnel category for
aid staff complete the table below (attach additional page(s) if needed) and provide the total salary and benefits
nd percentage. Attach job descriptions for all paid staff and/or volunteers reported as a Match. The job
escription must include 100% of the job duties.
Agency Name: City of Miami Police Department
2012-2013LCJ|FORMS
Part 9.VOCA MATCH BUDGET
Budgets that include SUT/VFUT8. Worker's Compenmation, or lease matching expenses (office space) must be
accompanied bydocumentation hnsupport the expenses/rates listed.
EXAMPLES- Match Narrative:
Our agency utilizes volunteers who provide direct services to victims of crime, such as intake clerks, clerical (types
reports and calls victims) and victim advocates, The agency anticipates using volunteers at the equivalent 0f2D ' 28
hours per week x52weeks x$5.15for @ match [f $5.O98.*Only those agencies with anestablished volunteer
Component are eligible tm utilize volunteers am rnatoh.
The agency rents office space from the Global Company at $14.4OOannually and the agency's pro rated portion for
office space for volunteers and supervisor of the victim advocate would be approximately 19% (or $234 per month) x
12months =$2.8O7.
Approximately 596 of the Victim Advocate Supervisor position will be utilized to provide supervision for the victim
advocate pnsbion. The supervisor's total salary and benefits equal $32.D00.
P[Vg[a[n Match [)eSChodon
,—�
Funding Source
May
Federal Dollars
Cash or In-
kind
Budget
|
| Category
Match /\n�ourt
1
Victim Advocate Supervisor
Local
CASH
Personnel
$ 8.063
3
4
5
O
7
D
|
Match Total
$ 8,062
0atch Narrative:
1.
z
i
,
i
Approximately 10.13Y6 of the Victim Advocate Supervisor's position will be utilized to provide supervision for the
Victim Advocate Temporary P/Tpnsibnn and tOthe volunteers. The supervisor's total salary and benefits equals
$46.037�00.
Agency Name: City of Miami Police Department
2012-2013 LOI FORMS
Part 9. VOCA MATCH BUDGET
,,iatch Position:
Victim Advocate Supervisor
Hours per week =
40
RATE
Employer
Cost
Reported
MATCH=
Hourly Rate =
$ 20.56
10.13%
Annual Gross
Salary
$ 42765
'44' ' '.'---%-
42,765
$ 7,487
FICA
7-',1.-1 ,
7.65%
3,272
575
Retirement
-
-
Health Ins,
$ -
-,..„
Life Ins.
$ -
Dental Inc.
.. - :."i5,...
-
Workers Comp
'$7,0::,,:....,.-,
_
-
Unemployment
(1st $8K)
c'.::' - '
-
$ .
Other (provide
explanation
below):
...
$
TOTAL
$ 46,037
8,062
Explanation (if applicable):
The required match is $8,062.00 and the amount will
be covered using funds from the City of Miami General
Fund,
Match Position:
Hours per week =
RATE
Employer
Cost
Reported
MATCH=
Hourly Rate =-
Annual Gross
Salary
-
„ , -
-
-
FICA
., , „ ,
-
-
Retirement
-
$ -
Health Ins.
-
Life Ins.
1
$
Dental Ins.
.
-
Workers Comp
-- -,
-
-
Unemployment
(1st $8K)
:...-, - .., .:-.-:
-
$ -
Other (provide
explanation
below):
,-.-7.'7--:-“--,---
-
TOTAL
-
_
Explanation applicable
Match Position:
Hours per week =
RATE
Employer
Cost
Reported
MATCH=
Hourly Rate =
Annual Gross
Salary
„,
.-,,-, At,
-
$ -
FICA
, •.,-Y-
, ..,..
-
Retirement
$ -
_
Health Ins.
,., -.
__,
Life Ins.
4?-41*.li!,
-
Dental Ins.
a a Ir.,a0
-
Workers Comp
-
-
Unemployment
(1st $8K)
l*::.r.:f''._ l''' ''
-
Other (provide
explanation
below):
.tqt,,,'_li.,' -
-
TOTAL
-
Explanation applicable):
Match Position:
Hours per week =
Employer
RATE
Cost
Reported
MATCH=
Hourly Rate =
Annual Gross
Salary
-
`r ' $ -
-
FICA
:::',4'1,::'
-
$ -
Retirement
',.),:!;il4':;.,:,;:
-
-
Health Ins.
$ -
Life Ins.
-
Dental Inc.
- ,, , „_,-
i
-
Workers Comp
,',l,=.: ''
-
_
Unemployment
(1st $8K)
,,j-zl..-_„,... '
-
-
Other (provide
explanation
below):
,:ii--_,-,,,,..----
-
TOTAL
-
-
Explanation applicable):
Agency Name: City of Miami Police Department
2012-2013 LOI FORMS
Part 9. VOCA MATCH BUDGET
Match Position:
N/A.
Hours per week =
RATE
Employer
Cost
Reported
MATCH=
Hourly Rate =
Annual Gross
Salary
-
.,, ,h,,,-.1„.%,
.•
,4,4-4---;-..i,N,J
... .
-
-
FICA
{c:,-14-;iR,
-
-
Retirement
4,-.
-
$ -
Health Ins.
h. . :,,,,,
,
$ -
Life Ins.
A ,.,,,4,4,:'.-7 ,,,,,,
n-.:-':;'',Ot'' -
$ -
Dental Ins
-
Workers Comp
$::--, '''
-
-
Unemployment
(1st $8K)
'‘v*
4k,-, 1-. * .0.
$ -
$
Other (provide
explanation
-
,
$
below):
_-.
TOTAL
-
-
Explanation (i
PP
i ble :
Match Position:
Hours per week =
RATE
Employer
Cost
Reported
MATCH=
Hourly Rate =
Annual Gross
Salary
.., ,$ ;•,_--±
FICA
',..i;3ij--Y..-',.
$ -
-
Retirement
,
-
-
Health Ins.
rk;'-kl''ili:',
$ -
Life Ins.
-
Dental Ins.
,---f,,-.F-,--;:,,,,,i,,,-
Fie :
.
Workers Comp
vr:y;',', --*'',..:41
-
-
Unemployment
(1st $8K)
- - - ,- -
' „...
-
$ -
Other (provide
explanation
below):
' '''',' ,
-
TOTAL
-
-
Explanation applicable
Match Position:
Hours per week =
RATE
Employer
Cost
Reported
MATCH=
Hourly Rate =
Annual Gross
Salary
-
,
$
-
FICA
. . ,
$ -
-
Retirement
-
Health Ins.
_
$ - 1
Life Ins.
_
Dental Ins.
WorkersComp
,,- - -,:-
-
$ -
Unemployment
(1st $8K)
,..,...',
-
$ - 1
Other (provide
explanation
below):
TOTAL
-
-
Explanation (if applicable):
Match Position:
Hours per week =
RATE
Employer
Cost
Reported
MATCH=
Hourly Rate =
Annual Gross
Salary
„.$
-
FICA
'N;It'i'Wi:i
-
$
Retirement
A?' kW
-
_
Health ins.
$ _
Life Ins.
.1i. -
-
Dental Ins.
_
Workers Comp
okAtiV4
-
_
Unemployment
(1st $8K)
'''. , .4' '
-
-
Other (provide
explanation
below):
-3. - T
, &
-
TOTAL
-
-
Explanation (if applicable):
MIAMI POLICE DEPARTMENT
VICTIM'S ADVOCATE
JOB DESCRIPTION
• Assist victims or survivors of violent crimes by providing initial crisis
intervention referrals to the appropriate counseling programs or agencies.
Note: The provision of mental health services is not allowed for the Miami
Police Department, as we are not a bona -fide mental health agency, hence,
services in this area are limited to agency referrals. (10°A)
• Perform crisis intervention by visiting crime scenes, homes, hospitals and
funerals to provide assistance to primary and secondary victims (as needed),
(5%)
• Provide immediate support assistance to victims by contacting family
members, doctors, counselors, etc. (20%)
• Ensure that proper services are provided to victims and survivors. Services
may include but are not limited to crisis intervention, facilitating
compensation for victims, providing referrals to mental health agencies, etc.
(25%)
• Notify victims of their legal rights. (1°A)
• Follow up with victims to ensure the receipt of quality service and ascertain
additional needs. (2%)
• Provide education to the victims concerning the State's Victims
Compensation Program and the importance of participating in the criminal
justice process. (3%)
• Assist victims with filing Victim Compensation Forms, (10`)/0)
• Provide victims with case information and follow-ups. (10%)
• Keep track of eligibility of victim for compensation. (5%)
• Maintain contact with analyst at the Attorney General's Office in Tallahassee.
(4%)
• Establish and maintain a detailed and concise case management, which
includes a record of initial contact and follow-up contacts, (l 0%)
• Considerable knowledge of community services available.
• Considerable knowledge of the State's Victim Compensation Program
• Ability to he on call 24 hours per day, 7 days per week,
MIAMI POLICE DEPARTMENT
VOLUNTEER'S
JOB DESCRIPTION
Assist Program Supervisor and Victims Advocate in providing services to victims
or survivors of violent crimes by:
• Making photocopies. (40%)
• Answering and distributing telephone calls. (25%)
• Scheduling appointments for clients. (5%)
• Distributing brochures to clients. (5%)
• Entering data into database systems. (l0%)
• Typing letters and general correspondence. (5%)
• Mailing notifications and general correspondence to clients. (5%)
• Other duties as assigned. (5%)
MIAMI POLICE DEPARTMENT
VICTIM'S ADVOCATE SUPERVSIOR
JOB DESCRIPTION
Responsible for coordinating and supervising other support personnel
(City, grant funded or volunteer), which includes: (100%)
• Functioning as an advocate for victims of violent crimes; such as homicides, sex
crimes, assaults, hit & runs, DUIs, robberies and domestic violence. (5%)
• Familiar with the basic working knowledge of a police department.
• Have a solid working understanding of victim's advocacy procedures.
• Provide information on victim's rights as required by Florida State Statute (F.S.
960.001), (5%)
• Assist and treat victims or survivors of violent crimes with dignity, fairness and
compassion. (25%)
• Provide contact for direct services to victims or survivors. (5%)
• Provide safety plans. (5%)
• Provide initial crisis intervention referrals to an existing counseling program or
agency. (10%)
• Follow up with victims to ensure quality service and ascertain additional needs.
(10°A)
• Establish and maintain a comprehensive and succinct case management system
that would include tracking and following up on cases from their inception
through closure. (5%)
• Must be familiar with available community service agencies.
• Must be familiar with the State's Victims Compensation Program.
• Assign cases to victim advocate. (1 %)
• Review advocates files on victims to ensure proper service and contact have been
provided. (5%)
• Identify high -risk cases. (r/o)
• Meet with advocates as needed to ensure cases are in compliance. ( I %)
• Create and maintain a victim database, (10%)
• Create and maintain schedule for advocates. (5%)
• Review advocates daily work log. (1%)
• The Victim Advocate will train new police officers on victims' rights and will
follow up with the rest of the police officer staff in roll call training or by our
Unit's monthly bulletin. (5%)
Agency Name: City of Miami Police Department
2012-2013101 FORMS
SUPPLANTING CERTIFICATION FORM
(PUBLIC AGENCIES ONLY)
This form must be signed by an agency official who is authorized to enter into contractual
agreements.
I hereby certify that pursuant to the Victims of Crime Act, (VOCA) Federal Guidelines, grant funds
will be used to enhance or expand services and will not be used to supplant state and local funds
that would otherwise be available for crime victim services.
Mr. Johnny Martinez
Print Name
Date
City Manager
Title
Agency Name: City of Miami Police Department
2012-2013 LOI FORMS
RELATED PARTIES QUESTIONNAIRE
T. form must be completed and signed by the Executive Director or an agency official who is authorized
to enter into contractual agreements.
1. Are there currently any family relationships that exist between the board of directors, the agency's
principal officers, the agency's employees, and any independent contractors?
If yes, describe any and all family relationships that exist.
YES/NO
NO
N/A.
2, Are you aware of any interests, direct or indirect, that exist with the current board of directors, the current
agency principal officers, the current agency employees, or any current independent contractors in the following
area?
(a) Sale, purchase, exchange, or leasing of property?
(b) Receiving or furnishing of goods, services, or facilities?
(c) Transfer or receipt of compensation, fringe benefits, or income or assets?
(d) Maintenance of bank balances as compensating balances for the benefit of another?
If yes to any above, describe any and all interests that you are aware of at this time.
YES/NO
NO
NO
NO
NO
N /A
3. Are any current board of directors, current agency's principal officers, current agency's employees,
or any current independent contractors indebted to the agency?
If yes, describe the nature of the debt.
YES/NO
NO
N/A.
Agency Name: City of Miami Police Department
2012-2013 LOI FORMS
RELATED PARTIES QUESTIONNAIRE
4. Have any current board of directors, current agency principal officers, current agency employees, or
any current independent contractors misappropriated assets or committed other forms of fraud
against the agency?
If yes, describe the nature of the misappropriation.
YES/NO
NO
N/A.
I hereby certify that the information contained in this questionnaire is true and accurate to the best of my
knowledge and belief. I acknowledge by obligation to notify the Office of the Attorney General VOCA Grant
manager for this contract of any changes to statements made.
Signature Date
Mr. Johnny Martinez City Manager
Print Name Title
\yOCADEF1N|T|ONS
Use this information in completing Part 4. Types of Services. Definitions are provided by the U. S, Department
'fJUstiCe' Office of Justice P[0gngrns Office for Victims of Crime (C}VC). The information provided in this
.ecdon rnUot be consistent with the 2009-2010 Statement 0fNeed and Project Proposal, Applicants that
receive V[}CAfund|ng are required to maintain data on victims served and types of services provided in
accordance with the following definitions.
Assistance with Victim Compensation includes making victims aware of the availability of crime victim
cDrnpensGtion, assisting the victim in completing the required forms, gathering the needed documentation,
etc. It may also include follow-up contact with the victim compensation agency On behalf Ofthe victim,
This is a mandatory VOCA service.
Criminal JusbcaSuppwrt/Adwocmoy refers to aupport, aooisbynoe, and advocacy provided to victims at
any stage of the criminal justice p[OQBss' to include post -sentencing services and support.
Crisis Counseling refers to in -person crisis inhsnxsntion, emotional support, and guidance and counseling
provided by advocates, COUnse|oFs, mental health p[Ofessiona|S. or peers. Such counseling may occur at
the scene of Chme, immediately after @ crinla. V[beprovided on an on -going basis.
Crisis Hotline Counseling typically refers to the operation of 24-hourbe|ephone service, 7 days a vveek,
which provides crisis counseling, guidance' enn0boOa| support, information and referral, etc.
Emergency Financial Assistance refers to cosh outlays for transportation, hood' clothing, emergency
housing, etc, that is supported with V(]CA grant funds or reported as matching expenses.
Emergency Legal Advocacy refers to the filing of temporary restraining orders, injunctions, other
protective orders, elder abuse petitions and child abuse petitions. but does not include criminal prosecution
or the employment of attorneys for non -emergency purposes, such as custody disputes, civil Suits, etc,
Follow-up Contact refers to in -person oontaots, telephone oonUacta, and written communications with
victims to offer emotional support, provide empathetic listening, check on @ viotirn'S progress, etc.
Information and Referral (in -person) refers to in -person contacts with victims during which time services
and available support are identified.
Other Services refers to other VOCA allowable services and activities not listed in the options provided.
Personal Advocacy refers to assisting victims in securing hghts, nennedies, and services from other
agencies', locating emergency financial assistance, intervening with emp|oye[S, cnedito[s, and others on
behalf of the Victim; assisting in filing for losses covered by public and private insurance prVg[onna
including wo[knnan'scompensation, unemployment benefits, vve|fonc, etc.; accompanying the victim to the
hospital, etc.
Primary Victims are the people against whom the crime was dinacted, except in cases of homicide and
[)U| deaths where the primary victims are survivors, In domestic violence 8ituatlVn3. children of spouse
abuse victims who receive services are also considered primary victims,
Secondary Victims are people other than primary v)obrns receiving services as m result of their own
reaction to or needs resulting from a crime directed against a primary victim, e,g., the husband of a rape
victim who receives counseling, non -offending caretaker of child abuse victims, etc,
Shelter/Safe House refers to providing short- and long-term housing aenioaa to victims and families
following a victimization.
Support Groups refers tnthe coordination and provision of supportive group activities and includes self-
help, peer, social support. etc.
Telephone Contacts refers to contacts with victims during which time services and available support are
identified.
Therapy refers to intensive professional psychological and/or psychiatric treatment ofindividuals, coup|ao,
and f8nnUy members related to counseling to provide emotional support in crisis arising from the
occurrence of crime. This includes the evaluation of mental health needs, as well as the actual delivery of
psychotherapy, Individuals who provide this service must meet the criteria outlined in the Florida Statutes
(F.Sl
Unduplicated Victims are victims not counted on previous quarterly reports. Unduplicated victims may be
either primary or secondary victims of crime, /\ parson may he counted more than once only as a result of
on entirely separate and unrelated crime during the reporting period, e.g. a donneado violence victim is
victimized during a separate episode.