HomeMy WebLinkAboutChief of Police Memo-Pocket Item fro Agenda 9-26-13 Commission MeetingCITY OF MIAMI, FLORIDA
ID:
FROM:
Johnny Martinez, P.E
City Manager
Mame1 Orosa
Chie f Police
INTER -OFFICE MEMORANDUM
DATE : SEP _2 4 2013 FILE
SUBJECT' : Pocket Item for Agenda
9/26/13 Commission Meeting
REFERENCES
ENCLOSURES:
On September 19, 2013, the police department received two original agreements which
serve as contracts that will make available a grant award in FY 2013-2014 for funding a
victim advocate's position within our Criminal Investigations Division. Per the cover letter
from the grantor: "No grant expenses for the period of October 1, 2013, through
September 30, 2014, may be incurred until the agreement has been signed by all parties .
Any delay in execution will delay the cost of the grant and services availability of grant
funds."
Due to the strict procedures and time constraint outlined in the acceptance of this grant, I
am requesting that this item be placed on the September 26, 2013, City Commission's
agenda as a pocket item.
The Victims Advocate plays a very important role in assisting victims and/or survivors of
violent crimes by providing initial crisis intervention referrals to the appropriate counseling
programs or agencies. The advocate performs crisis intervention by visiting crime scenes,
homes, hospitals and funerals to provide assistance to primary and secondary victims, as
needed. A lapse in the victims advocate's involvement of service delivery may jeopardize
on -going needs of crime victims.
Should you have any questions or need additional information regarding this request,
please contact me at your convenience.
MO:NICS/jms
Attachments
GEIDA.XTE
FILE 101 3 Dw4c1
Date: 40444013 Requesting Department: Police
Conunission Meeting Date; 5/2.6/ District Impacted: All
Type: j Resolution Ordinance EIJ Brnergncy Ordinance Discussion Item
[1 Other
aw Department
atter ID No.
Subject: Resolution accepting and_apjggpriating a gait award of $42,324 from tJie Suite of Florida,
Office of the Attorney General for the Victims of Crime Mt (VOCA) program
Purpose of item:
A Resolution of the Miami City Commission, with attachments, establishing a new Special Revenue
Project entitled: '2013-2014 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 $33,859,
and the City of Miami's required matching funds in the amount of $8,465, in -kind services from the
City of Mlami Police Department, for a total amount of $42,324; 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.
ground lnforination:
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
YES is this item related to revenue?
YES is this item an expenditure? If so, please identify funding source below.
General Account No:
Special Revenue Account No: TBD by Finance
UP Project No:
NO Is this item funded by Hornnse/Neighborhood Improve Bonds?
Start Up Capital Cost:
Maintenance Cost:
Total Fiscal impact: $8,465,00 (Tn-kind match)
Final Approvals
'SION AND DATE)
Clr N/A Bud
if using or reco
Grants Risk Management
Pura Mg__ Dept, Director
Chief SFP 2AjJj3City Manager
Pogo I of 1
Page 1 of 1
FILE ID 13-00890
ME TYPE Discussion Item
Approval of the Acting City Manager
Filed
,:" fttp3mTs
APPROVAL BY THE MIAMI CITY COMMISSION OF MAYOR REGALADO'S DESIGNATION OF
DANIEL J. ALFONSO AS ACTING CITY MANAGER, TO ASSUME THE DUTIES AND AUTHORITY
OF THE CITY MANAGER DURING THE TEMPORARY ABSENCE OF CITY MANAGER JOHNNY
MARTI NEZ.
http://egov.ci.miami .fLus/LegistarWeb/Legi stanasv?a ion=3&mtKey--17939 g/1 9/2013
vstem for Award Management Page 1 of
Entity Overview
Entity Information
DUNS: 072220791
Name: MIAMI, CITY OF
Business Type: US Local Government
Registration Status: Submitted
Registration is pending CAGE validation.
Registration passed IRS Consent validation.
Exclusions
Active Exclusion Records? No
MIAMI, FL, - i .€-ci3OQrJ ,
SAM 1 System for Award Management 1.0 IBM v1.1149.20130801.-1829
WWW7
Note to all Users: This is a•Federal Government computer system. Use of this
system constitutes consent tb monitoring at all times.
ttps://www. sam.gov/portallpubl c/SAMP?portal:componentld. 66fdb602-77f6-4ba0-914a-0be8f0d831 e1 &p... 8/30/201
City of Miami
Legislation
Resolution
City Hall
3500 Pan American
Drive
Miami, FL 33133
www.miamigov.com
File Number: 13-01149 Final Action Date:
A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S),
ESTABLISHING A NEW SPECIAL REVENUE PROJECT ENTITLED: "2013-2014
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 $33,859, AND THE CITY OF MIAMI'S
REQUIRED MATCHING FUNDS IN THE AMOUNT OF $8,465, IN THE FORM OF
IN -KIND SERVICES FROM THE CITY QF MIAMI POLICE DEPARTMENT, FORA
TOTAL AMOUNT OF $42,324; 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.
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 $33,859, for Fiscal Year 2013-2014 to fund said services; and
WHEREAS, the City's Police Department will provide the required twenty percent (20%) match of
an amount not to exceed $8,465, 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:
FUND TITLE: 2013-2014 Victims of Crime Act (VOCA) Grant
RESOURCES: State of Florida, Office of the Attorney
General, Division of Victim Services $33,859
City of Miami Page 1 of 2 File Id: 13-01149 (Version: 1) Printed On: 9/25/2013
File Number: 13-01149
City of Miami's Department of Police
in -kind services $ 8,465
APPROPRIATIONS: Victims Advocate Program $42,324
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 O. BFU
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.
City of Miami Page 2 of 2 File Id: 13-01149 (Version: 1) Printed On: 9/25/2013
PAM BONDI
ATTORNEY 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.myfloricialegal.com
September 16, 2013
Mr. Johnny Martinez, City Manager
City of Miami Police Department
3500 Pan American Drive
Miami, Florida 33133-5535
Dear Mr. Martinez:
Two original 2013 - 2014 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
Attachments B and C.
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 one of the original agreements for your files.
4. Return the other original agreement 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, 2013, through September 30, 2014,
may be incurred until the agreement has been signed by all parties. Please do not
make any alterations to the VOCA 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 Ray, Program
Administrator, at (850) 414-3300.
Sincerely,
Christina Harris, Bureau Chief
Advocacy and Grants Management
CH/kks
Enclosures
GO V- -x-r)
2013/2014
AGREEMENT BETWEEN THE STATE OF FLORIDA
OFFICE OF THE ATTORNEY GENERAL
AND
City of Miami Police Department
GRANT NO. V13185
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, 3500 Pan American Drive, Miami, Florida, 33133-5535, 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 performed
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 2013/2014 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 2013/2014 grant application approved by the
OAG, incorporated herein by reference, unless otherwise approved by the OAG in writing.
ARTICLE 3. TIME OF PERFORMANCE
This Agreement shall become effective on October 1, 2013, or on the date when the
Agreement has been signed by all parties, whichever is later, and shall continue through
September 30, 2014. 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, 2013, or within 15 days
of signature by all parties, or the Agreement shall be voidable at the option of the OAG.
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ARTICLE 4. AMOUNT OF FUNDS
The OAG agrees to reimburse the Provider for services completed in accordance with the
teiuis and conditions of the Agreement. The total sum of monies reimbursed to the Provider for
the costs incurred under this Agreement shall not exceed $33,859. 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. (2012), 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 of Justice, Office for Victims of Crime
foiniula grant program.
ARTICLE 5. REGISTRATION REQUIREMENTS
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/dms/purchasing/myfloridamarketplace.
The Provider agrees to comply with the applicable requirements regarding registration
with the System for Award Management (SAM) (or with a successor government -wide system
officially designated by OMB and OJP), and to acquire and provide a Data Universal Numbering
System (DUNS) number. The Provider also agrees to applicable restrictions on sub recipients
that do not acquire and provide a DUNS number. The details of Provider obligations are posted
on the Office of Justice Programs web site at http://www.ojp.gov/funding/sam.htm (Award
condition: Registration with the System for Award Management and Universal Identifier
Requirements), and are incorporated by reference here. This special condition does not apply to
an award to an individual who received the award as a natural person (i.e., unrelated to any
business or non-profit organization that he or she may own or operate in his or her name).
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
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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
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
with all Section 112.061, F.S. (2012) 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 teiuuiination 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 ($1,000) unless it is documented that the vendor is a sole source supplier.
The Provider understands and agrees that it cannot use any federal funds (including
VOCA), either directly or indirectly, in support of any contract or subaward to either the
Association of Community Organizations for Reform Now (ACORN) or its subsidiaries, without
the express prior written approval of the U.S. Department of Justice, Office of Justice Programs.
Providers must report suspected fraud, waste and abuse to the Department of Legal
Affairs, the Office of Inspector General at 850-414-3300.
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.
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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 monthly invoice may include the
VOCA Personnel Spreadsheet (VPS), Match Personnel Spreadsheet (MPS), and Actual Expense
Report (ATER), if applicable,
In accordance with Section 215.971 F,S. (2012), financial consequences are described in
this Article of the Agreement. The Provider will be held responsible for meeting the deliverables
and the performance standards as outlined in Part 9 of the 2013-2014 VOCA Grant Application
and approved by the OAG, incorporated herein by reference as Attachment A, unless otherwise
approved by the OAG in writing. If the Provider does not provide the anticipated total number of
deliverables as outlined in Attachment A, without an approved justification, the final payment
for the grant will be reduced by 5% of the total award amount as listed in Article 4.
Payment for services shall be issued in accordance with the provisions of Secton
215.422, F,S, (2012),
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.
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 irmnediately
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 reimburse -tent 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
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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. (2012), 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 maybe 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 OAG. This contract does not
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 peiniitted to be
an employee, agent, servant, joint venturer, or partner of the State of Florida. The OAG 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 OAG.
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
5 of 13
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.(2012), 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.
(2012) or 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 of Justice, 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.
6 of 13
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 another OMB
Guidance Circular supersedes OMB Circular A-133, the infoiiiiation, guidance and requirements
for audits provided in the newer circular will be applicable to this agreement.
1.
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
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.
1.
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
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B. The Federal Audit Clearinghouse designated in OMB Circular A-133, as
revised (the number of copies required by Sections .320(d), 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 10th 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.
3. 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.
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, Auditor General or the U.S. Department of
Justice.
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 detennine whether duplicative funding is an issue.
If duplicate funding is found, the Agreement may be suspended, terminated or both while the
8 of 13
extent of the overpayment is detennined. 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 OAG 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 OAG such overpayment without prior
notification from the OAG. In the event the OAG discovers that an overpayment has been made,
the contract manager, on behalf of the OAG, will notify the Provider and the Provider shall
forthwith return the funds to the OAG. Should the Provider fail to immediately reimburse the
OAO 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. PLIBI„JC ENTITY CRIME
Pursuant to Section 237.133, F.S. (2012), the following restrictions are placed on persons
convicted of public entity crimes to transact business with the OAG: When a person or affiliate
has been placed on the convicted -\Tendor 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 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. (2012), for CATEGORY TWO for a
period of thirty-six (36) months from the date ofbeing 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 OAG 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 OAG, any violation of this provision will result in referral of the Provider's nanie
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.
9 of 1.3
ARTICLE 21. 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 perfoinied 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 OAG and its employees harmless 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 OAG and its employees
harmless from any claim against the OAG for infringement of patent, trademark, copyright or
trade secrets. The OAG 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 OAG, 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.
ARTICLE 22. INDEMNIFICATION
To the extent permissible under Florida law, the Provider shall be liable for and
indemnify, defend, and hold the OAG 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 perfotrttance 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 OAG within seven (7) days after notice by the
OAG. 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 OAG. The OAG' 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 OAG.
10 of 13
ARTICLE 23. TERMINATION OF AGREEMENT
This Agreement may be terminated 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
Recipients of federal financial assistance must comply with applicable federal civil rights
laws, 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)); Title VI of the Civil Rights Act of 1964 (42
U.S.C. § 2000d); Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. §7 94), Title II of the
Americans with Disabilities Act of 1990 (42 U.S.C.§ 12131-34); Title IX of the Education
Amendments of 1972 (20 U.S.C. §§1681, 1683, 1685-86); the Age Discrimination Act of 1975
(42 U.S.C. §§ 6101-07); and Exec. Order 13279 (67 Fed. Reg. 241).
Pursuant to applicable federal laws and Section 760, F.S. (2012), the Provider agrees not
to discriminate against any client or employee in the performance of this contract or against any
applicant for employment because of age, race, religion, color, disability, 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.
Pursuant to Section 287.134, F.S. (2012), an entity or affiliate on the Florida Department
of Management Services' discriminatory vendor list may not transact business with any public
entity.
11 of 13
ARTICLE 26. ACKNOWLEDGMENT
All publications, advertising or written descriptions of the sponsorship of the program
shall state: "This project was supported by Award No. V Q3 I S awarded by the Office for
Victims of Crime, Office of Justice 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 eligibility of all persons hired during the contract term.
ARTICLE 28. ADMINISTRATION OF AGREEMENT
All approvals referenced in this Agreement must be obtained from the parties' contract
administrators or their designees. The OAG's contract administrator is Christina F. Harris. All
notices must be given to the parties' contract administrator.
ARTICLE 29. TEXT MESSAGING
Pursuant to Executive Order 13513, "Federal Leadership on Reducing Text Messaging
While Driving," 74 Fed. Reg. 51225 (October 1, 2009), the U.S. Department of Justice
encourages sub recipients (Providers), to adopt and enforce policies banning employees from
text messaging while driving any vehicle during the course of performing work funded by this
grant, and to establish workplace safety policies and conduct education, awareness, and other
outreach to decrease crashes caused by distracted drivers.
ARTICLE 30, ASSURANCES
Attachment "B" Assurances is hereby incorporated by reference.
ARTICLE 31, CERTIFICATION FORM
Attachment "C" Certification Form is hereby incorporated by reference.
ARTICLE 32. 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,
Florida.
12 of 13
ARTICLE 33. 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 ATTORNEY GENERAL and the City
of Miami Police Department, have executed this Agreement.
Authorizing Official
Dirof Administration
Mr. Daniel J. Alfonso for Mr. Johnny MartineJohn L. Hamilton
Print Name
Print Name
Date Date
59-6000375
FEID # of Provider
N/A
SAMAS Code
13 of 13
OR
ATTACHMENT A
NIB.
Revised 9-1.1-2013
Agency Name: City of Miami
PART 9. VICTIMS SERVED AND TYPES OF SERVICES
Indicate the number of victims provided services by VOCA-funded and matching staff during the grant period. The
figures indicated are projections based on historical data and/or the anticipated need of the population served
through the VOCA project. It is anticipated that the categories indicated for victim populations 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 Tess than 90 percent of the total number of projected
victims.
Each victim should be counted only once unless there is a separate instance of victimization. For example, a victim
of spouse abuse assault should be counted one time during the grant period unless he/she is victimized as a result
of a separate and unrelated crime.
2013-2014 VOCA Grant Request
(from the Budget Summary Page)
33,859
# of Victims
to be Served
Type of Victim
$ Amount per
Category
% of Total
Grant Amount
# of Other Types
of Victims to be
Served
For other types of crimes,
identify and list each
separately below.
15
Child Physical Abuse
$ 197
0.58%
35
Child Sexual Abuse
$ 459
1.36%
2
Child Victms of Cyber Crime
8
DUI/DWI Crashes
$ 105
0.31%
2
Victim of Child Pornography
1,800
Domestic Violence
$ 23,623
69.77%
2 r
victims of gang
violence
25
Adult Sexual Assault
$ 328
0.97%
6
Hit & Run
30
Elder Abuse
$ 394
1,16%
5
Adults Molested as Children
$ 66
0.19%
20
Survivors of Homicide Victims
$ 262
0.78%
30
Robbery;
$ 394
1.16%
600
Assault
$ 7,874
23.26%
TOTAL
VICTIMS
2,580
$ 33,859
100.00%
12
Subtotal
of tither'"
$ 157.48
0.47%
Indicate the number of victims projected to receive the following service(s). (See Definitions for a description of each
service.) _
# of Victims
to be Served
Type of Service
# of Other Types
of Services to be
Provided
For other types of
services, identify and list
each separately below.
Crisis Counseling
2,580
Follow-up Contacts
2580
Written /Mail Contact
Therapy
Support Groups
Crisis Hotline Counseling
Shelter/Safehouse — —
2,580
Information and Referral (In -Person)
50
Criminal Justice Support/Advocacy
Emergency Financial Assistance
Emergency Legal Advocacy
2,580
Assistance Filing Compensation Claims - Mandatory
300
Personal Advocacy
2,580
Telephone Contacts
TOTAL
SERVICES
13,250
2,580
Subtotal of 'Other"
Services
OR
t'
NAL
OMB APPROVAL NO. 1121-0140
ATTACHMENT B
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:
1. It has the legal authority to apply for federal assistance and the institutional, managerial, and fmancial
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.F.R. 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 comply) with any applicable
statutorily -imposed nondiscrimination requirements, which may include the Omnibus Crime Control and
Safe Streets Act of 1968 (42 U.S.C. § 3789d); the Victims of Crime Act (42 U.S.C. §10604(e)); The
Juvenile Justice and Delinquency Prevention Act of 2002 (42 U.S.C. § 5672(b)); the Civil Rights Act of
1964 (42 U.S.C. § 2000d); the Rehabilitation Act of 1973 (29 U.S.C. §7 94); the Americans with
Disabilities Act of 1990 (42 U.S.C.§ 12131-34); the Education Amendments of 1972 (20 U.S.C. §§1681,
1683, 1685-86); 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 organizations).
7. If a governmental entity —
a) it will comply with the requirements of the Uniform Relocation Assistance -and Real Property
Acquisitions Act of 1970 (42 U.S.C.§ 4601 et seq.), which govern the treatment of persons displaced as a
result of federal and federally -assisted programs; 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
Compliance with the Equal Employment Opportunity Plan (EEOP) Requirements
Please read carefully zhe Instructions see belo14) and then complete Section A or Section B or Section C, not all three.
Reci le
e:Cit: of M±axni
ddress: 3500 Pan American DriveDr±ve,
O -I I Title: VOCA 2013-2ant ber: V13185
Narne and Title of Contact Person: Mrs. Mae C. She herd Po
T ,e ,hone Number: 305-603-6198 EMai1Addres.
wiflCOMPly
,P;int Minie • -
WOW PeR,,,f, PrIOAr 4,1yurroN pl,,,,,,,W,,,Ntil,,,,Ent1.,,,,,b0,e,WpaAnt,WOMMOMMANin, •,14,,NlimlW4ta0,4,1941%*10,,
Section B—Declaration Claiming Exemption from the EEOP SubmissionRequirement and Certifying
That an EEOP Is on File for Review
0722 0791
J Award Amount: 33,859.00
line Budet andFinance Manager
.Catherine.She
If a recipient agency has)=7/:), or ?'nore CaiplOyeeS ad is receNing a single award or .7:4balvard of S25,000 or more, bur less than $500,000, then he
recent agency does not have to submit an EEO? to the OCRfor review as long as it certfies the fmilowng (42 C.F.R„ § 42,30J):
1,"""""-1.tfVTi-e1i—ji:i't5TY.'g'Zf—fb't-14i'7"'""TOTffit y —11-a ft ine z -211-- -Mcp'6"irsib7'e-EIJ75TI7T,
certify that tjleC,i, „I: of Miami [recipient),
• thich has fifty or more employees and is receiving a single award or subaward for S25,000 or more, but less than
8500,000, has formulated an EEOP in accordance with 28 CFR pt. 42, subpt, E. I further certify that within the. last
twenty-four months, the proper authority has formulated and signed into effect the EEOP and, as required by applicable
federal law, it is available for review by the public, employees, the appropriate state planning agency, and the Office for
Civil Rights, Office ofJustice Programs, US. Department ofJustice. The EEOP is on file at the following office:
F.:glial_p_Eps?rtunity/Diversity Programs Division [organization],
i'-ilizi SW 2nd Avenue, ;1642, Miami,. Fl 33130 [address].
1:tr_Danie_l_T_, Al f ons_o for Mr Jnb.r11.77 mprri- p7
Print or ,Type Name and Title Signature
cerflf that
has fifty or More e playees and is r 6ieliinsingle ofIg
g 5 a
accurdance ivlth 28 f6f.rKieV6-6'..-
Offibe for Civil Rights, Office of JuStiCe Ffo grants, S. J&idrtthnt of Justice.
Print o Type .Ncune and Title:
21-0340 E> irzton Dalt: 05
Date
sPe!
ito;i-e; h4's:fOrititilated th EEO)? in
dote to the
OR GI
Date
INsTRucTIONS
Completing the Certification Form
Compliance with the Equal Employment Opportunity Plan (EEOP) Requirements
The federal regulations iniplementing the: Omnibus Crime Control and Sa,fe Streets Act (Safe Streets Act) of 1,968, as
amended, require some recipients of financial assistance from the U.S, Department of Justice subject :to the statute's
administrative provisions to create„ keep on file, submit to the Office for Civil Rights (OCR) at the Office of Justice
Programs(0,p).fu •4710 jmp1p,71 4nIALIlatE,mplpyrnpp,t, OpRortunity PlEM EQP jee
E. All awards from the Office of Community Oriented Policing Services (COPS) are subject to the EEOP requirements;
many awards from OJP, including awards from the Bureau of ,Justice Assistanee. (BJA), the Office of Juvenile justice and
Delinquency Prevention (03:1DP), and the Office for Victims of Crime (OVC) are subject to the EEO? requirements; and
many awards from the Office on Violence Against Women (OVW) are also subject to the EEOP requirements. if you
have any questions as to whether your award from the U.S. Department of Justice, is subject to the Safe Streets Acts
EEOP requirements, please consult your grant award document, your program manager, or the OCR.
Recipients should complete either Section A or Section B or Section C, not all three.
Section A
The regulations exempt some recipients from ail of the EEC? requirements, Your organization may claim an exemption
from all of the EEO? requirements if it meets any of the follow:ing criteria: it is a nonprofit organization, an educational
institution, a medical institution, or an ''Indian tribe: or it received an award under 525„000; or it has less than fifty.
employees. To claim the complete exemption, from the EEOP requirements, complete Section A,
Section 13
Although the regulations require some recipients to create,. maintain on file, and implement an EEOP, the regulations
allow some,recipients to forego submitting the EEO? to the OCR for review, Recipients that (1) are a unit of state or
local government, an agency of state or local government, or a private business; and (2) have fifty or more employees;
and (3) have received a single grant award of S25„000 or more-, but less than 5500,000, may claim the, limited exemption
from the submission requirement by completing Section B. In completing Section B, the recipient should note that the
EEOP on file has been prepared within twenty-four months of the date of the most recent grant award,
Section C
.Recipients that (1) are a unit of state or local government, an agency of state or local government, or a private business,
and (2) have fifty or more employees, and (3) have received a single grant award of 5500,000 or more, must prepare,
maintain on file, submit to the OCR for review, and implement an EEO?. Recipients that, have submitted an EEOP
Utilization Report (or in the process of submitting one) to the OCR, should complete Section C.
Submission Process
If a recipient receives multiple awards subject to the Safe Streets Act, the recipient should complete a Certification Form.
fbr each grant. R.ecipients of awards from OJP and OVW should download the online Certification Form,. have the
appropriate official sign it, electronically scan the signed document, and then upload the signed document into the
appropriate grant file in OJP's Grants Management System. The document must have the following EEOP
Certification, Recipients of awards from COPS should download the online Certification Form, have the appropriate
official sign it, electronically scan the signed document, and then send the signed. document to the following e-mail
address: EEOPTortnstisdoLgoy. If you .have questions about completing or submitting the Certification 'Form, please
contact the Office for Civil Rights, Office of Justice Programs, 8l 0 7d1 Street, NW, Washington, DC 20531 (Telephoner
(202) 307-0690 and TTY: (202) 307-2027),
OM.13 Approval No, 121-0340 Expiration Date.: 05/31/14
Victims of Crime Act (VOCA)
FY 2013-2014
Grant Application
Office of Attorney General Pam Bondi
OFFICE OF THE ATTORNEY GENERAL
2013-2014 VOCA GRANT APPLICATION
TABLE OF CONTENTS PAGE
General Information
Background 3
Who May Apply 3
VOCA Grant Application 3
Funding by Judicial Circuit 3
Application Deadline and. Submission Instructions 3-4
Grant Application Review Process 4
Award Announcement and Funding Cycle 4
Applicable Laws/Final Program Guidelines 4-5
Non -allowable Costs and Activities 5
Underserved Victims 6
Victims with Disabilities 6
VOCA Definitions 7-8
Florida Judicial Circuits 9
VOCA Grant Application Instructions 10
Part 1 - Applicant Information 10
Part 2 - Agency Eligibility 10
Part 3 - Certification Regarding Debarment, Suspension, Ineligibility and Voluntary 10
Exclusion, Lower Tier Covered Transactions
Part 4 - Funding Source Chart
Part 5 - Statement of Need 10
Part 6 - Project Proposal 10
Part 7 - VOCA Budget Request 11
Part 8 - Program Match 11
Part 9 - Victims Served and Types of Services, Definitions 11
Related Parties Questionnaire 11
Required Documentation 11
VOCA Grant Application Parts 1-9 12-35
VOCA Application Checklist and Excel User Tips 36
Attachment A - Federal Final Program Guidelines
on-line users go to: http://www.oip.usdoi.gov/ovc/voca/vaquide.htm
Page 2
VOCA GENERAL INFORMATION
1 Background: The Victims of Crime Act (VOCA) was enacted in 1984 to provide federal funding to
assist state, local and privatenonprofit agencies to provide direct services to crime victims, The
United States Department of Justice (USDOJ), Office of Justice Programs (0JP), Office for Victims c
Crime (OVC), provides funds 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 a victimization, assist victims to understand and participate
in the criminal justice system and provide victims of crime with a measure of safety and security„
2. Who May Apply: Any public or nonprofit organization or a combination of such organizations that
provides direct services to victims of crime as specified by the VOCA Victim Assistance Grant Final
Program Guidelines (Attachment A). Failure to adhere to the guidelines in the past may affect an
applicant's eligibility for funding.
2013-20114 VOCA funding is contingent, upon an annual appropriation by the Florida Legislature and
upon the OAG's Victims of Crime Act award funded through the U.S. Department of Justice, Office for
Victims of Crime formula grant program.
3 VOCA Grant Application: The instructions, information, references and the attachment contained
herein comprise the official VOCA Grarit Application. Applicants must sign a certification that they
have read all of the VOCA Grant Application materials and that the applicant will comply with at
applicable federal and state statutes, administrative rules, procedures and policies established in the
application, The VOCA Grant Application packet consists of the following materials:
• General Information and Application Instructions
• VOCA Grant Application
• OJP Final Program Guidelines (Attachment A).
on-line users go to: httpiihrirviim.oio,usdoi.govicvo/voceivagpidettm
4 Funding by Judicial Circuit: VOCA funds will be awarded by Judicial circuit: Applicants will apply for
funds \ivithin the judicial circuit served by the agency. If the agency serves victims of crime in more
than ore judicial circuit, an individual application must be submitted for each judicial circuit to be
served. All components of each application must be specific to the judicial circuit to be served. See,
(page 9) for a listing of the counties within each judicial circuit„
5. Application Deadline and Submission instructions: The original application and one exact, copy
must be received inthe Office of the Attorney General (OAG) no later than 500 p.m., Eastern
Standard Time, on Friday, February 22, 2013. Only one application per agency per judiciai circuit will
be accepted. The application containing original signatures must be marked 'original" in the top right
hand margin of the first page and stapled together. The applicant should retain an exact copy of the
VOCA Grant Application, Applications must he mailed or delivered to the following address:
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
Page 3
Using other mail carrier services such as Federal Express, UPS, etc., please use the Colhns
address:
Office of the Attorney General
Bureau of Advocacy and Grants Management
Collins Building
107 West Gaines Street
Tallahassee, FL 32301
—Do not use the Co iins Building address for any U.S. Postal Service ma."
The submission to the Attorney General's Office must include, in the following order.
Fully completed VOCA Grant Application packet (Parts1-9),
Job descriptions for all proposed 'VOCA-funded personnel and match personnel.
Three current letters of support„
Documentation of the agency's 501(c) 3 ruling from the Internal Revenue Servicie„
j
Do not include the application instruction.s. definitions, brochuresannual reports or additional
documents in the submission to the Attornev General's Office, Do rot include binders or notebooks.
Late applications will not be c nsidered. Required documents submitted by fax or
not be considered.
e a'l wf
6 Grant Application Review Process: After grant applications are received the application will be.
reviewed by OAG staff for technical compliance. All applications meeting technical compliance willhe
considered for funding.
7. Award Announcement and Funding Cycle: Grant awards are announced annually prior to
September 1, for a maximum of one year for the period of October 1 through September 30.
8. Applicable Laws/Final Program Guidelines: The Reference Guide to State Financial Expenditures,
the Federal Financial Guide, applicable Office of Management and Budget (OMB) Circuiars, and the
VOCA Final Program Guldelines. The United States Department of ,Justice (USDOJ), Office of Justice
Programs (OJP), Office for Victims of Crime (OVC), published Final Program Guidelines in the April
22, 1997, Federal Register to implement the victim assistance grant program as authorized by the
Victims of Cerise Act of 1984, as amended 42 U. S. C. 10601, et stg. If an applicant receives funding
under this program, the applicant must comply with applicable federal and state laws and regulations,
including the OJP Final Program Guidelines and OJP FinancialGuide. The following is a partial listing
of VOCA eHgihHtty requirements. The applicant must:
• Provide direct services to crime victims at no charge to the victim (1,e, provider cannot bill a 'third
party for VOCA Assistance funded services)
• Be a public or nonprofit organization or a combination of such organizations
• Provide documentation that exhibits community support and approval of its services
• Demonstrate financial support from non-federal sources
' Demonstrate, f a re program, that 25-50% of financial support comes from non-federal sources
• Provide 20c/Q, program match derived from resources other than .federal funds
• Use volunteers vvhich may include interns
Page 4
Promote coordinated services with public and private efforts ivithin the community to aid crime
victims
Assist victims with filing victim compensation chins
rAaintain eivii rights information on victims served by race or national origin, sex, age, and disability
Maintain confidentiality of chent-counselor information as requited by state and federal law
Comply with state criteria,
Provide services to victims of 'federal crimes
Comply with applicable provisions of the OJP Financial Guide. In addition to satisfying an annual
audit requirement these .provisions include maintaining programmatic and financial records that
fully disclose the amount and disposition of VOCA funds received; financial documentation for
disbursements; daily time and attendance records specifying time devoted to allowable VOCA
victim services; client files; the portions of the project supplied by other sources of revenue; job
descriptions: contracts for services; and other records which facilitate an effective audit.
9, Non -allowable Costs and Activities: The following list identifies some of me services, activities, and
costs that cannot be supported with VOCA funds. All unalic.pwable costs will be removed during 0,AG
technical review and budgets will be reduced accordingly. See the Final Program Guidelines
(Attachment A) for additional information concerning non -allowable costs and services at:
http://www.ciD„usdoLoovipvcivocaivaduide,htm
Lobbying and administrative advocacy'
Perpetrator rehabilitation and counseling
Needs assessments, surveys, evaluations or studies
Prosecution activities, including criminal investigations
Fund-raising activities
Indirect organization costs, including but not limited to, liability' insurance on property or vehicles,
capital improvements, security and body guards, property losses and expenses, real estate
purchases, mortgage payments, construction
Property loss,
Most medical costs
Relocation expenses
Vehicles, unless approved in advance by the state VOCA Administrator
Administrative staff expenses including administrators,board members, executive directors,
supervisors, etc,
Administrative operating expenses
Coordination activities such as serving on task forces or development of protocols, interagency
agreements, and other working agreements undertaken as part of the agency's role as a victim
services organization
Costs of sending individual crime victims to conferences
Activities exclusively related to crime prevention
Supporting services to incarcerated individuals
Supplement to crime victim compensation awards
Non -emergency egal representation (i.e., divorce)
Page 5
10. Underserved Victims: Applicants are encouraged to identify gaps in available services for
"underserved7 victims and to seek funding to provide services to these victims. Underserved
populations may include, but are not limited to, child -on -child abuse, child abuse by non -caretaker,
crimes against the elderly, non-English speaking persons, persons with disabilities, victims of federal
crimes, victims of workplace violence and members of racial or ethnic minorities.
11. Victims with: Disabilities: Costs of furniture, auxiliary aids that assist persons with sensory disabilities
to communicate such as TTY/TTD machines for the hearing impaired or qualified interpreters, or
minor building alterations/improvements that make victim services more accessible to persons with
disabilities are allowable.
Page 6
VOCA DEFINITIONS
Use this information in completing Part 4, Victims Served and Types of Services. Definitions are provided by
the U S. Department of justice, Office of Justice Programs, Office for Victims of Crime (OVC). The
information provided in this section must be consistent with the applicant's Statement of Need and Project,
Proposaf, An applicant who receives VOCA funding will be 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
compensation; assisting the victim in completing the required, forms, gathering the needed documentation,
etc. It may also include follow-up contact with the victim cornpertsation agency on behalf of the victim.
This is a mandatory VOCA service.
Criminal Justice SupportiAdvocacy refers to .support, assistance_ and advocacy provided to victims at
any stage of the criminal justice process, to include pcst-sentericing services and support,
Crisis Counseling refers to in -person crisis intervention, emotional support, and guidance and counseling
provided by advocates, counselors, mental health professionals, or peers. Such counseling may occur at
the scene of a crime, immediately after a crime, or be provided on an on -going basis,
Crisis Hotline Counseling, typically refers to the operation of a 24-hour telephone service, 7 days a week,
vi.thich provides crisis counseling, guidance, emotional support, information and referral, etc
Emergency Financial Assistance refers to cash outlays for transportation, food, clothing, emergency
housing, etc that is supported with VOCA grant funds or reported as matching expenses.
Emergency Legal Advocacy refers to tine 'filing of temporary restraining orders, injunctions, other
protective orders, eider 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 contacts, telephone contacts„ and written communications with
victims to offer emotional support provide empathetic listening, check on a victim's progress, etc.
Information and Referral (in-pers,on refers to in -person contacts with victims during which time services
and available support are identified,
Other Services refers to other VIDCA allowable services and activities not listed in the options provided,
Personal Advocacy refers. to assisting victims in securing rights remedies, and services from other
agencies; locating emergency financial assistance, intervening with empioyers, creditors, and others on
behalf of the victim; assisting in filing for losses covered by public and private insurance programs
including workman's compensation, unemployment benefits, welfare„ etc. accompanying the victim to the
hospital, etc,
Primary Victims are the people against whom the crime was directed, except in cases of homicide. and
DU l deaths where the primary victims are survivors. [n dornestic viofonce setuations, children of spouse
abuse vlctlms who receive services are also considered primary vic1ims
Secondary Victims are people other than primary victims receiving services as a 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,
Page 7
Shelter/Safe House refers to providing short- and long-term housing services to victims and families
following a victimization.
Support Groups refers to the 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 of individuals, couples,
and family 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.S.).
Unduplicated. Victims are victims not counted on previous reports. Unduplicated victims may be either
primary or secondary victims of crime, A person may be counted more than once only as a result of an
entirely separate and unrelated crime during the reporting period, e.g., a domestic violence victim is
victimized during a separate episode.
Page 8
FLORIDA JUDICIAL CIRCUITS
FIRST SIXTH THIRTEENTH
Escambia Pasco Hillsborough
Okaloosa Pinellas
Santa Rosa FOURTEENTH
Walton SEVENTH Bay
Flagler Calhoun
SECOND Putnam Guff
Franklin St. Johns Holmes
Gadsden Volusia Jackson
Jefferson Washington
Leon EIGHTH
Liberty Alachua FIFTEENTH
Wakulla Baker Palm Beach
Bradford
THIRD Gilchrist SIXTEENTH
Columbia Levy Monroe
Dixie Union
Hamilton SEVENTEENTH
Lafayette NINTH Broward
Madison Orange
Suwannee Osceola EIGHTEENTH
Taylor Brevard
TENTH Seminole
FOURTH Hardee
Clay Highlands NINETEENTH
Duval Polk Indian River
Nassau Martin
ELEVENTH Okeechobee
FIFTH Miami -Dade St. Lucie
Citrus
Hernando TWELFTH TWENTIETH
Lake DeSoto Charlotte
Marion Manatee Collier
Sumter Sarasota Glades
Hendry
Lee
STATEWIDE
Any project that has
an impact throughout
the state.
Page 9
APPLICATION INSTRUCTIONS
The VOCA Grant Application packet consists of Parts 1-9 plus the required documentation. The
following information is provided to assist the applicant in completing the application packet. Late
applications will not be considered. Faxed or e-mailed applications will not be accepted.
For any questions concerning the VOCA Grant Application, contact the Bureau of Advocacy and Grants
Management, Office of the Attorney General, The Capitol, Room PL-01, Tallahassee, Florida 32399-
1050 at (850) 414-3380. •
Part 1. - Applicant Information: Complete the information requested for the applicant agency.
Enter the agency name as it should appear on a contract in the event the program receives VOCA
funding. Note: An original signature is required on this form.
NEW MANDATORY REQUIREMENTS
The DUNS number is a unique nine -character number that identifies your organization. It is a tool of
the federal government to track how federal money is distributed. Most large organizations, libraries,
colleges and research universities already have DUNS numbers. Ask your grant administrator or
chief financial officer to provide your organization's DUNS number. If your organization does not
have a DUNS number,, use the Dun & Bradstreet (D&B) online registration to receive one free of
charge. The website address for DUNS information/registration is:
http://fedgov;dnb.com/webform
•
Applicant agencies need to register your business with the federal government's SAM (formerly
Central Contract Registration), the primary database of vendors doing business with the federal
government. Register with SAM at:
http://www.sam.gov
Part 2. - Agency Eligibility: Complete all of the information requested. Use the listing of Florida's
judicial circuits to identify the circuit that the VOCA program will be serving (see page 9). For
example, Miami -Dade is in the 11th judicial circuit. Congressional District information can be found
at:
http://www.nationalatlas.gov
Part 3. - Certification Regarding Debarment, Suspension, Ineligibility and Voluntary
Exclusion, Lower Tier Covered Transactions: This certification is required by federal regulations
implementing Executive Order 12549, Debarment and Suspension, 2B CFR Part 67, Section 67.510,
Participants= Responsibilities. The authorized representative at the subrecipient level must sign the
certification. The signed certification must be submitted with the grant application.
Part 4. - Funding Source Chart: Complete all of the information requested.
Part 5. - Statement of Need: Complete all of the information requested.
Part 6. - Project Proposal: Complete all of the information requested for each section.
Page 10
Part 7. - VOCA Budget Request: The Budget section of the VOCA Application is an itemized
description by budget category of proposed costs for VOCA funding. The budget categories are
personnel, contractual services, equipment and operating expenses. Refer to the instructions on the
forms.
Part 8. - Program Match Budget: The Final Program Guidelines require that.all proposals provide a
20 percent match of the total VOCA project. Total VOCA Project is defined as the VOCA Budget
Request plus the Program Match. Match funds are subject to the same restrictions that govern
VOCA grant funds, i.e,, the source of program match must be a VOCA-allowable expenditure.
Refer to the instructions on the forms.
Part 9. - Victims Served and Types of Services: Complete ail of the information requested,
Required Documentation:
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. Additional narrative
pages may be attached if necessary.
Job descriptions: A job description is required for all proposed VOCA-funded personnel and match
personnel and must indicate the percentage of time allocated for each task totaling 100% of the job
duties.
Letters of Support: Attach three (3) current letters of support from local community or
government groups. Letters from individuals or units within the applicant agency or letters in a
standardized format will not be accepted. Do not provide more than three letters. It is the
responsibility of the applicant agency to ensure letters confirm the applicant agency's record of
providing effective services to victims of crime (if applicable) and demonstrate community support
for the VOCA Grant Application. A current letter is one that is dated during the current calendar year.
Note: Letters acknowledging participation in a conference or meeting are not acceptable as letters
of support. FORM LETTERS WILL NOT BE ACCEPTED.
Documentation of the agency's 501(c) 3 ruling from the Internal Revenue Service: Do not send
the 990 statements or tax-exempt certificate.
Page 11
2013-2014 VOCA GRANT APPLICATION
PART 1. APPLICANT INFORMATION
O M !NAL
:711-1Y13-•
Name of Applicant Agency: The applicant agency is the legal name of the agency that is seeking VOCA funding.
Enter the name as it should appear .on a contract in the event the agency receives VOCA funding.
City of Miami
Federal Data Universal Numbering System (DUNS) Number:
Federal Employee Identification Number (FEIN):
Registered with the System of Award Management (formerly CCR)?
072220791
59-6000375
YES
Agency Director:
Name.
Telephone #:
Mailing Address:
(Street, P.O. Box, etc.)
City:
E-Mail Address:
Prefix (Mr., Ms:, Dr., etc)
Mr.
Title:
City Manager
Johnny Martinez
Fax #:
(305)250-5400
(305)250-5410
3500 Pan American
State:
9-Digit Zip Code:
33133-5535.
Miami
FI
johnnymartinez@miamigov.corn
Performance Report Contact:
Name
Prefix (Mr.. Ms., Dr., etc.)
Ms.
Title:
Violent Crime Administrator
Lillian Blondet
Telephone #: (05) 416-1553
Mailing Address:
(Street .P 0. Box, etc )
City:
E-Mail Address:
Financial Contact:
Name:
Telephone #:
Mailing Address:
(Street,:P.0 Box, etc.)
City:
E-Mail Address:
I acknowledge that I have read, understand, and agree to the conditions set forth in the Victims of Crime Act Grant
Applicat on, Instructions and the Final Program Guidelines for the duration of the grant period. I certify that any VOCA
grant funds that this agency might receive will not be used to supplant any state and local funds that would otherwise
be available for crime victim services. Further, I certify that the information contained in this application is true,
complete and correct.
Fax #:
(305) 416-2151
444 S.W. 2nd Avenue, 5th floor
Miami
State: Fl
9-Digit Zip Code:
33130-1910
Iblondet@miamigov.com
Prefix (Mr., Ms., Dr., etc.)
Ms.
Title:
Buget and Finance Manager
Signature of Agency Director:
r
Mae Catherine Shepherd
i 305-603-6198 Fax #:
305-57-9634
City of Miami Police Department 400 NW 2 Ave.
33128-1766
Miami State: IFI
I 9-Digit Zip Code:
Mae.Shepherd@miami-police.org
Page 12
Date: ,'
PART 2. AGENCY ELIGIBILITY
1. Identify which of the following categories best describe the applicant agency:
Public
2. Describe the:type of implementing agency (Choose only one category):
i! Criminal Justice - Government (choose one from the drop -down menu):
Law Enforcement
Describe Other:
❑ Non -Criminal Justice - Government (choose one from the drop -down menu):
Describe Other:
❑ Private Non -Profit (choose one from the drop -down menu):
Describe Other:
❑ Native American Tribe or Organization (choose one from the drop -down menu).
Describe Other:
3. Judicial circuit to be served: (refer to list on page 9)
11 - Eleventh
4. List counties to be served:
Miami Dade County
5. List the total population of the counties to be served:
408,750 City of Miami
6. Describe the geographic characterisitcs of the service area (choose one from the drop -down menu):
Mixed
7. List the Congressional District(s) served (up to 5 allowed, statewide projects note "99")
District 17, 18, 20, 21, 25
8. Describe the purpose of the proposed VOCA project (choose one from the drop -down menu):
Continue .a VOCA funded victim project funded in a previous year •
9. Funds will primarily be used to (choose one from the drop -down menu):
Continue existing services to crime victims
10. Is the applicant organization faith -based? (choose one from the drop -down menu):
NO
Page 13
PART 3. CERTIFICATION REGARDING DEBARMENT
Instructions for Certification
By signing and submitting this proposal, the prospective over tier partcpant s providing the
certification set out blow
2.. The certification in this clause is a material representation cf fact upon which reliance was placed 'when
this transaction was entered into. if it is later determined that the prospective lower tier participant
knowingly rendered an erroneous certification, in addition to other remedies avaiiable to the Federal
Government, the department or agency with wNch this transaction originated, may pursue available
remedies, including suspension and/or debarment.
3.. The prospective lower tier participant shall provide immediate written notice to 'the person to which this
proposal is Submitted if at any time the prospectve, lower tier participant, learns that its certification vas
erroneous vihen, submitted cir has became erroneous by reason of changed circumstances,
4. The terms "covered transaction,' "debarred," "suspended," "ine.:Hgible" 'lower tier covered 'transaction,"
'participant," "person," "primary covered transaction," "principal,' 'proposal," and "voluntarily excluded,"
as used in this clause, have the meanings set out in the Definitions and Coverage sections of rules
implementing Executive Order 12549„
5, The prespectk,'e 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 a person who is debarred, suspended, declared ineligible, 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 Transactions," w,ithout modcation, in all lower tier covered transactions and in all
solicitations. for levier tier covered transactions„
7 A participant in a covered transaction may rely upon a certification cf a prospective participant ln a lower
tier covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the
covered transaction, unless it knows that the certification is erroneous. A participant 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 of a system of records in
order to render in good faith the certification required by this 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 course of business dealings,
9. Except for transactions authorized under paragraph (5) of these instructions, if a participant in a covered
transaction knowingly enters into a lower tier covered transaction with a person who is suspended,
debarred, ineligible, or voluntarily excluded from participation in this transactionin addition to other
remedies available to the Federal Government, the departrnent or agency with which the transaction
originated may pursue ave0dbe remedies, including suspension and/or debarment,
Page 14.
Original was signed and dated
Revised 8-26-13
1.
2
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. Participants' responsibilities. 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
cepartment or agency.
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.
Lillian Blondet. Director of Grants Administration
Name and Title of Authorized Representative
Signature Date
City of Miami
Name of Organization
444 SW 2 Ave. 5th Floor, Miami, Florida 33130-1910
Address of Organization
Page 15
Revised 9-11-2013
PART 4, FUNDiNG SOURCE CHART
pp carts must provide information that demonstrate community support of its services; financial
support from non-federal sources; non-federal resources for the required 20% program match (unless
in -kind match i.s utilized); and, if a new program, shoves that 25-50'.43 of the total financial support is from
non-federal sources.
Provide the amount of funding that is allocated to victim services within the applicant agency for the
current fiscal year and the amount requested for the 2013-2014 VOCA project. Round amounts to the
nearest dollar, and include all expenses :which are budgeted for the victim services program (i,e,
personnel costs which include salaries for directors, clericallsupport 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), Please note: Do not include in -kind match.
The amounts listed for state, local, public, private andfor other funding must be equal to or greater than
the amount shown as cash match in the Match Budget (Part 8)„
Funding Source
Federal Funding *Describe below
2013-2014 VOCA grant request (exclluding match)
Stale Funds
Local, Public or Private Funds
her:
(De5cribe at right)
Match amount comes from the City of
"Mam whose revenues for this purpose
come from property taxes,
Agency Total
Victim Services
Budget (Current
Fiscal Year)
2013-2014
VOCA Project
Budget
5 33,8
ci•
8 8,465.00
35,01
udicial circuit you are requesting funding wth this: application
42,324
'if the applicant agency currently receives federal funding for victim services., indicate the sources) and
the use of those funds. (Response is limited to 1000 characters.)
PART 5. STATEMENT OF NEED
Statement of Need; The statement of need should provide a descriptionabout this project is needed,
Be dear and avoid acronyms that may be confusing. Responses are iitnited to 1000 characters, minimum 10
point. font,
1. Briefy describe the need for :services to victims of crime that will be ,addressed using VOCA funding, If
needed; define the deficiency of services to 'victims.
The City of Miami Police Department (MPD) es First Responder for the citizens of Miami is requesting
funding to maintain and continue the quality of service it provides to the victims of crime in thE, City.
Award of Victims of Crime (VOCA) grant funds WOUld allow MPD to persevere wth providing services in
the most efficient manner possible, Through funds from VCCA a much needed Victims A.dvocate, more
vms will receive assistance with filing for victim compensation, advocacy, information and referrals,
Upon approved of a 2013-14 VCCA grant, the City of Miami would be able to maintain qualty F,,erViCeS city-
.vvide. Currently Miami's Victim Advocacy Program is staffed wiith two positions, a VOCA funded position
and a supervisor position which provides the match, Without the VOCA funded Victim Advocate position
the program will not be able to serve the 2,580 citizens it projects he victims of crime during the 2013-
14 fiscal year,
2. Provide information about crime statistics for the service area, Specifically, detail the statistics related to
the need described in question #1.
According to statisflcs provided by the MPD Information Technology Support Section, in 2012 the Police
Department received 3.12,198 calls for service compared to 295,372 in 2011. Cut of the calls for servce,
72 were homicides: 1905 were robberies: 4010 vere burglaries; 4371 were aggravated assaults; 230
were sex offenses; 3187 were domestic violence related, 3 were DUls (involving faalitdes); 4 Hit & runs,
and 60 were traffic horritides„ In 2012. the MPD faced a total of 6578 crimes against persons and 22019
property crimes:
3. Describe the. demographics of the population to be served through the proposed VOCA project, At a
minimum: provide information about gender, race, or national origin and age for the population served.
IF nown for its diverse culture and ethnicities, Miami is the largest, municipality in Miami-Dade,County
According to the LIS, Census Bureau, the estimated 2011 population for Miami is 408,750. Miami has a
68,9p/0 Hispanic, 19.2% African American and an 11,9% ,i'Vttiite population. Across the country and Latin
America thoughts of Miami evoke images of beautiful beaches, warm weather, international flare and an
exdting lifestyIe. In stark contrast to the vitality of the City, 25% of its residentsmedian household
income is less than $15,000 as compared to 1.2% in the United States overall, It is a dense urban area of
nearly 36 square miles with a median household income of 529,621 in comparison tothe average US
household incorhe of 550,046. Twenty-seven percent live below poverty Ievel. Thrlty-three percent of
Airn residents do not possess a high school diploma. The needs and characteristics of the City of
Miami residents put a heavy demand on the limited resources of the MPD,
Page 17
PART 6 PROJECT PROPOSAL
The project proposal should dearly outline what needs to be done and by whom in order to address the
issues identified in the statement of need, The project proposal pertains only to the servicesrelated to the
proposed Total VOCA Project (VOCA grant plus match activities). Responses are limited to 1000 characters,
minimum 10 point fort.
1 Describe which serviceswill be provided to the crime victims described in the statement of need,
Summarize which services \Yid be provided by each proposed VOCA funded personnel position or
contractor. Specifically, indicate haw the proposed personnel, operating and contractual expenses are
associated with the provision of services to crime ViaMS.
The Victims Advocate villil provide services directly at Inc. crime scene„ The Victim Advocate villil assess
the needs of the victim immediately, The Advocate provides the Victim Compensation form and explains
tine process to complete the form. The ,victim is assisted with filing the claim. The Advocate provides
crisis intervention and referrals to the appropriate agencies. The victim receives a victimsrights
brochure and their rights are explained, The Victims Advocate will maintain a high quality network of
other advocates and agencies in order to enhance services. Follow up visits are conducted es well as
telephone calls or mail contacts es appropriate for the needs of the victim„ This is required to make sure
the 'victims' needs are met, A database of the services provided will be maintained. Additionally, training
will be provided topolice officers on victims' rights with a follow up to the rest of the staff,
2 Provide a listing of other agencies that will coordinate services with the applicant for the VOCA project
and the services provided by each agency,
Office of the State Attorney- Assists v,iith the court system. Kristi House- Assists sexually abused
children. Safespace and the Lodge- Assists victims of domestic violence, FACES- Counsels victims of
crimes, America for Immigrants- Assists battered immigrants and victims of violent crimes as a result of
immigrant status. Switchboard of Miamii-Intrmation and referral, Miami Bridge- Assists runaway
children; in foster care„ Fforida Department of Children and Families- Assists families and children.
Community Action and Human Service Department - Certifies victims of domestic violence ,
Jackson Health System Roxy Bolton Rape Treatment Center -Assists rape victims. Guardian ad
item Program -Advocates for children
Page 18
PART 6. PROJECT PROPOSAL
3. Describe in detail how the coordination of services will.be accomplished. Indicate if a Memorandum of
Agreement or other formal coordination plan is in place.
Once the initialassessment is made,the Victim Advocate will determine the necessary services needed
based on the victims' circumstances. The Victim Advocate will make an appointment for the victim to
come to the Victim Advocacy program to receive services or will make the necessary referral to another
appropriate service provider. The Victim Advocate will follow up to insure that the service provider is
responsive to the needs of the victim. In addition, the service provider then becomes responsible for the
victim once the advocate confirms that services are being provided. The Victim Advocate will also be
responsible for providing assistance with filling the victim compensation forms. The Miami Victims
Advocate program has a Multidiscplianry Team Agreement with the Orlowitz-Lee Children Advocacy
Center.
4. Does a duplication of service exist? (Choose one from the drop -down menu):
If yes, please explain.
NO
N/A
Page 19
PART 6. PROJECT PROPOSAL
5. The Final Program Guidelines mandate that grant recipients use volunteers in the victim services
program. Describe how volunteers will be utilized to provide services to crime victims. If the agency does
not currently utilize volunteers, please explain how they will be recruited and incorporated into the victim
services program.
Volunteers are utilized to provide information and brochures to the public. Volunteers may also be utilized
in assisting with providing direct services to the victims, under the supervision of the Victims Advocate
Supervisor. Volunteers also complete intakes, make copies, explain the victims' rights brochures and
fulfill other duties as assigned by the Victims Advocate Supervisor.
6. Identify the number of volunteers currently utilized in the agency's victim services program. This number
must be expressed in FTEs.
1.00
52
0.03
Volunteers provide
Hours of service annually
FTE equivalent (hours provided divided by 2080)
7. Agencies that receive VOCA grant funding are required to accurately maintain civil rights
information (gender, race, or national origin, age and disability), about victims served
through the VOCA project for reporting purposes. If awarded VOCA grant funding will the
applicant agency be able to maintain the required records?
YES
Page 20
PART 6. PROJECT PROPOSAL
8. To maximize the availability of services to all victims of crime, the CAG discourages the use of VOCA
funding to provide services that are eligible for payment through the Victim Compensation Program.
Justification that demonstrates the effectiveness of any such duplication is required as part of the budget
narrative. Failure to submit a justification may result in removal of the budget request. If applicable,
provide a 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.
N/A
Page 21
Revised 8-26-13
Agency Name: City of Miami
Part 7A. 'VOCA PERSONNEL BUDGET
Complete the table below for each poson requested (adding additional pages if necessary), in. the explanation section
indicate lf the salary/benefit expenses listed include costs that are anticipated during the 12 month perlod, For example,
raises and increases in benefit costs.
Provide a jot description for all proposed VOCA-funded staff and indicate the percentage of time by each job duty The
job description must reflect VOCA, aliowable, activities that are equal to or greater than the percentage of the position
that is VOCA funded.
RATE: A percentage should he indicated for those benefits that are calculated by using a percentage of the gross
salary, e,g,„ retirement is often calculated in this manner.
Personnel:
I„, 33..859
Nictim Advocate Position
Position
Total Actual Cost
(from chartbelow) VOCA Funded 2013-20'14
3
Total Amount
Percent VOCA
YOGA Funded
Funded FTE
33„859 0/73
0
0
0
0
3
3
SLbtotai $ 33,859
Agency Contribution for Personnel Expenses
Pay schedule choose one from the drop -down menu);
Fortin Requested.
Victim Advocate Position /Temporary
Hours per week =
Hourly Rate =
29
RATE
Yearly
Employer
Cost
Fier Payi
Penod
Approved
Budget
- 22 6571
Gross Salary
$ 31,4.5.2.5
oo, ,l°:
S 3 ',.452,51
$ 1,20931
FICA
7.65%
S2,405.12
4] ,_
S 1 11]
1 '-
U.) Ef ' ff I. tti, 1 EFT f.,,, if5 kit 1 fp
Retirement
Health Ins,
Lite Ins
TOTAL
Dental ins
Viiforkers Comp
itti _
5
"' 33,559i
Urierrioloyrrierit
f 1st :$5K)
Other Ilifiedicare
Explanation if applicatle)„
ccordirlg to (he City of fiiitIamO employment culdiehnes, temporary
employees do not receive any benefits other thn di aFICA and Nle.care, The
[
positon is listed @ s temporary.
is this position used as a matching expense YifiN? ONO this position used as a matching expense Ylq.
3
3
bi-weekly
0.73
Piosition Requested:
Hove per v.ieek
Ito ourly Rate
Gress Salary
RATE
Yearly
Employer Cost
Per Fay
Period
Approved
Siidoet
- $
FICA
Retirement
Hceith s„
LIfe
Dental Inc
5
$
Workers Comp
Unerriployntient
(1st S8K)
Orher
TOTAL
Explanation (if applicabley
Pape 1
Agency Narne: City Df f,Aarr
Part 7A. VCCA PERSONNEL BUDGET
Positron Requested(
Hours per week,
Hourly Rate zri
RATE
Gros izi-i Salary
Year.ly
Employer Cost
- . s
Per Pay
lBeriod
Approved
Bugger
FICA
Retirement
5
Position( Prequesteid,
Hours per week =
Pouriv Rate z
Grc Sal8ry
RATE
Yeariy
E.mployer Cost
Per Pay
Period
Approved
Budget
FICA
- I Retiremeriii
Health tins.
Unemployment
rist SEX)
.1C/their:
Explanagoin applicable):
Is this lion used ES a melching expense;
Position Revoidester"
Hours per (week
Hourly Rare =
Reprecneril
:Health
iLife
9r-11,31 His.
i/Vorirefs Comp
Unemployment
$EK)
Explanation (if sopliciabiel(
RATE
Yearly
Employer Cosi
Per Pay
Period
Approved
Budget
fleal'ib Ins.
'Life Ins.
lDeritar ins
Workers Comp
5
Unemployment
Vier. S5K
Other:
TOTAL $
Explanation (If apoilicirableriii
is 1hrs position used ras a maiching expense YIN?
IT'ositrion Requested(
Hours per week
Hourly Rafe. =
$ Gros,s Salary
FICA
, $ Retirement
TOTAL $
Is r his position used a.s 2 natching expense 'YIN?
Health ins
Life Ins.
•Dental Ins,
iti/orkers Comp
Unemployment
S8Kl)
Other.
Explarrarion (if apolicabley
RATE
Per Pay
Yearly Period
Employer Cos. Approved
Budge
$
TOTAL $
Is this position used as a matching expense YiN?
Page 23
Agency Name: City of Miami
Part 7A. VOCA PERSONNEL BUDGET
Position Requested:
Hours per week =
RATE
Yearly
Employer Cost
Per Pay
Period
Approved
Budget
Hourly Rae =
Gross Salary
$ -
$ •
$ -
FICA
$ -
$
Retirement
$ -
$ -
Health Ins.
$ -
Life Ins.
$ -
Dentallns.
$ -
Workers Comp
$
$
Unemployment
(1st $8K)
$ -
$
Other:
$ -
TOTAL
$ -
$ -
Explanation (if applicable):
Is this position used as a matching expense Y/N?
Position Requested:
Hours per•week =
RATE
Yearly
Employer Cost
Per Pay
Period
Approved
Budget
Hourly Rate =
Gross Salary
$ -
$ -
$ -
FICA
$ -
$ -
Retirement
$ -
$ -
Health Ins.
$ -
Life Ins.
$ -
Dental lns.
$ -
Workers Comp
$ -
$ -
Unemployment
(1st$SK)
$ -
$ -
Other:
$ -
TOTAL
$ -
$ -
Explanation (if applicable):
Is this position used as a matching expense Y/N?
Position Requested:
Hours per week =
RATE
Yearly
Employer Cost
Per Pay
Period
Approved
Budget
Hourly Rate =
Gross Salary
$ -
$ -
$
FICA
$ -
$ -
Retirement
$ -
$ -
Health Ins.
$ -
Life Ins.
$ -
DentalIns.
$ -
Workers Comp
$ -
$ -
Unemployment
(1st $8K)
-
$
$ -
Other:
$ -
TOTAL
$ -
$ -
Explanation (if applicable):
Is this position used as a matching expense Y/N?
Position Requested:
Hours per week =
RATE
Yearly
Employer Cost
Per Pay
Period
Approved
Budget
Hourly Rate =
Gross Salary
$ -
..
$ -
$ -
FICA
$ -
$ -
Retirement
$ -
$ -
Health Ins.
$ -
LifeIns.
$ -
Dentallns.
$ -
Workers Comp
$ -
$ -
Unemployment
(1st $8K)
$ -
$
Other:
$ -
TOTAL
$ -
$ -
Explanation (if applicable):
Is this position used as a matching expense YIN?
Page 24
Agency game: City of Miami
PART 7B. 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
1
N/A
$
2
$ -
3
$
4
5
$ -
6
Contractual Subtotal
...
..
$ -
Budget Narrative:
1.
2.
3.
4.
5.
6.
N/A
Page 25
Agency Name: City of Miami
PART 7C. VOCA EQUIPMENT BUDGET
Items 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.
ALL EQUIPMENT PURCHASES MUST BE PRE -APPROVED PRIOR TO THE ACTUAL PURCHASE
Equipment:
Description .
Number
Cost Per Item
Total
1
N/A
$
2
$ -
3
$ -
4
$ -
5
$ -
6
$ -
Equipment Subtotal
.,.
..,
$ -
Budget Narrative:
1.
2.
3.
5.
6.
N/A
Page 26
Agency Name: City of Miami
PART 7D. VOCA OPERATING BUDGET
Office supplies such as paper, pencils, toner, printing, books, postage, transportation for victims; monthly
service costs for telephone or utilities; staff travel (for direct service to crime victims only), etc. Furniture and
equipment costing.less than $1,000 should be requested from this budget category. In the narrative section,
provide a brief description of the operating expenses and note if the cost is pro -rated. Incicate how the
number and cost of services requested were determined (by FTE? by % use? by sq/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 in this agency,
Operating Expenses:
Description
Number
Cost Per Item
Total
1
N/A.
$ -
2
$
3
$
4
$
5
$ -
6
$
7
.
$ -
8
$
Operating Subtotal
..
••,
$ -
Budget Narrative:
1.
2.
3.
4.
5.
6.
7.
8.
N/A.
Page 27
Agency Name: City of Miami
PART 8. VOCA MATCH BUDGET
Program Match: The Final Program Guidelines require that all proposals provide a 20% match of the total VOCA
project. Total VOCA Project is defined as the VOCA Budget Request plus the Program Match. Match funds are
subject to the same restrictions that govern VOCA grant funds, i.e., the source of program match must be a VOCA-
allowable 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
Allowable match funds may include, but are not limited to, volunteers, staff salaries, rent, equipment, operating
costs, etc. Federal funds from other sources cannot be used for VOCA match. Match used for the VOCA project
cannot be used as match for any other grant. Do not over report match, i.e., do not provide match in excess of 20%
of the total VOCA project. Match may be provided as either cash or in -kind or a combination of cash and in -kind as
follows:
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.
The Program match section is an itemized description by budget category of proposed matching contributions. The
budget categories are personnel, contractual services, equipment and operating expenses. Provide a detailed
(itemized) list and a budget narrative for each budgeted category. Indicate the funding source and indicate if it is a
cash or in -kind match. Do not over report required match. Unless otherwise approved by the OAG, reported match
must be consistent with: the monthly reimbursement request.
Match Narrative: Describe in detail the type of Match, whether cash or in -kind, the budget category, etc. Submit the
same detailed information for match as provided for VOCA funded items. If match is in the personnel category for
paid staff complete the table below (attach additional page(s) if needed) and provide the total salary and benefits
and percentage. Attach job descriptions for all paid staff and/or volunteers reported as Match. Failure to provide
VOCA allowable job descriptions may result in a reduction to your request.
Agency Name: City of Miami
PART 8. VOCA MATCH BUDGET
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 of 20 -
23 hours per week x 52 weeks x $5.15 for a match of $5,698.* Only those agencies with an established
volunteer component are eligible to utilize volunteers as match.
The agency rents office space from the Global Company at $14,400 annually 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 12 months = $2, 807.
Approximately 5% of the Victim Advocate Supervisor position will be utilized to provide supervision for the victim
advocate position. The: supervisor's total salary and benefits equal $32,000.
Program Match Description
Funding Source
May not be derived from
Federal Dollars
Cash or In-
kind
Budget
Category
Match Amount
1
Violent Crime Intervention
City of Miami
CASH
Personnel
$8,465.00
2
3
4
5
6
7
8
Match Total
$8,465.00
Match Narrative:
1
2.
3.
4.
5.
6.
7.
8.
Approximately 11.64% (11.63765%) of the Violent Crime Intervention Administrator's (VCIA) position salary will
be utlized to provide supervision for the Victim Advocate position. The VCIA's salary equals $72,738.
Page 2
Agency Name: City of Miami
PART 8. VOCA MATCH BUDGET
Match Position:
Violent Crime Intervention Administrator
VOCA FTE %
0.12
Hours per week
=
: 40
RATE
Employer
Cost
Reported
MATCH=
Hourly Rate =
$ 34,97
11.64%
Annual Gross
Salary
$ 72,738
$ 72,738
$ 8,465
FICA
__ _
Retirement
==
$ -
$ -
Health Ins.
$ -
Life Ins.
$ -
Dental Ins.
$ -
1
Workers Comp
$ -
$ -
Unemployment
(1st $7,000)
-
$ -
$ -
Other (provide
explanation
below):
$ -
.=
r_
TOTAL
$ 72,738
$ 8,465
Explanation (if applicable):
Match Position:
VOCA FTE %
0.00
Hours per week
=
RATE
Employer
Cost
Reported
MATCH=
Hourly Rate =
Annual Gross
Salary
$ -
$ -
$ -
FICA
_
$ -
$ -
Retirement
-
$ -
$ -
Health Ins.
'^1-7"_
$ -
Life Ins.
_ ,
$ -
Dental Ins.
$ -
Workers Comp
'
$ -
$ -
Unemto ment
(1st $7,000)
-
Other (provide
explanation
below):
7
$ -
TOTAL
$ -
$ -
Explanation (if applicable):
Match Position:
VOCA FTE %
0.00
Hours per week
=
RATE
Employer
Cost
Reported
MATCH=
Hourly Rate =
Annual Gross
Salary
$
$ -
$ -
FICA
j =
$ -
$ -
Retirement
_
$ -
$ -
Health Ins.
$ -
Life Ins.
$ -
Dental Ins.
$ -
Workers Comp
`=
$ -
$ -
Unemployment
(1st $7,000)
���=
„-=
$ -
$ -
Other (provide
explanation
below):
_
J
$ -
� -
TOTAL
$ -
$ -
Explanation (if applicable):
Match Position:
VOCA FTE %
0.00
Hours per week
=
RATE
Employer
Cost
Reported
MATCH=
Hourly Rate =
Annual Gross
Salary
$
=
$ -
$ -
FICA
—.'
$ -
$ -
Retirement�,
$ -
$ -
Health Ins.
.-
$ -
Life Ins.
$ -
Dentallns.
"r
$ -
Workers Comp
-
$ -
$ -
Unemployment
(1st $7,000)
/-
$ -
$ -
',
Other (provide
explanation
below):
$ -
TOTAL
$ -
$ -
Explanation (if applicable):
Page 3
Agency Name: City of Miami
PART 8. VOCA MATCH BUDGET
Match Position:
VOCA FTE %
0.00
Hours per week
=
RATE
Employer
Cost
Reported
MATCH=
Hourly Rate =
Annual Gross
Salary
$
.
$ -
$ -
T_ _.
FICA
=
$ -
$ -
Retirement
$ -
$ -
Health Ins.
$ -
Life Ins.
$
Dental Ins.
$ -
Workers Comp
-
$ -
$ -
Unemployment
(1st $7,000)
T
$ -
$ -
Other (provide
explanation
below):
=
$ -
TOTAL
$ -
$ -
Explanation (if applicable):
Match Position:
VOCA FTE %
0.00 •
Hours per week
=
RATE
Employer
Cost
Reported
MATCH=
Hourly Rate =
Annual Gross
Salary
$ -
-
$ -
$ -
_.
FICA
$ -
$
Retirement
$ -
$ -
Health Ins.
$ -
Life Ins.
$ -
Dental Ins.
$ -
Workers Comp
$ -
$ -
Unemployment
(1st $7,000)
$ -
$ -
Other (provide
explanation
below):
_t
_
$ -
TOTAL
$ -
$ -
Explanation (if applicable):
Match Position:
VOCA FTE %
0.00
Hours per week
=
RATE
Employer
Cost
Reported
MATCH=
Hourly Rate =
Annual Gross
Salary
$
$ -
$ -
v'-.'
FICA
- _ -
$ -
$ -
Retirement
"=
$ -
$ -
Health Ins.
- `
$ -
Life Ins.
_
$ -
Dentallns.
_:
$ -
Workers Comp
-_ Yf`
$ -
$
Unemployment
(1st $7,000)
= _
$ -
$ -
Other (provide
explanation
below):
$ -
--
TOTAL
$ -
$ -
Explanation (if applicable):
Match Position:
VOCA FTE %
0.00
Hours per week
=
RATE
Employer
Cost
Reported
MATCH=
Hourly Rate =
Annual Gross
Salary
$
'-
$ -
$ -
-
FICA,
$ -
$ -
__
Retirement
_
� K,
$ -
$ -
Health Ins.
$ -
Life Ins.
._ ,' =:
$ -
Dental lns.
_
$ -
Workers Comp
A L'-
$ -
$ -
Unemployment
(1st $7,000)
-x
$ -
$
Other (provide
explanation
below):
r'`
$ -
--
TOTAL
$ -
$ -
- Explanation (if applicable):
Page 4
VOCA BUDGET REQUEST
Budget Summary By Category - Provide the subtotal for each budget
category for the Total VOCA Budget Request. Amounts must be
rounded to the nearest whole dollar.
TOTAL VOCA
BUDGET
REQUEST
Personnel (7A)
$ 33,859
Contractual Services (7B)
Equipment (7C)
Operating Expenses (7D)
TOTAL
$ 33,859
REQUIRED MATCH (use this total amount in Part 8 - Match Budget)
$8,465
How many: victim advocates/direct victim service providers does your
agency staff?
The following items calculate automatically from the budget pages:
Number of staff requested from VOCA? Expressed in FTEs:
Number of staff reported as matching expenses, expressed in FTEs:
Total Number of VOCA project staff (VOCA funded staff + Match staff):
2.00
1.00
1.00
2.00
Revised 9-11-2013
Agency Name: City of Miami
PART 9,, VICTIMS SERVED AND TYPES OF SERVICES
Indicate the number cif victims provided !services by VOCA-funded and matching staff during the grant period, 'The
figures indicated are projections based on historical data end/or the anticipated need of the population served
through the VOCA pcject 1 is anticipated that the categories indicated for victim bopulalidns 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 e separate instance of victimization. For exampie, a victim
of spouse abuse assault should be counted one time during the grant period unless helshe is victimized as a result
of a separate and unrelated crime,
20 3-2014 VOCA Grant Request
from the Budget Summary Page)
3,859
of Victims
to he Served
Type of Victim
15 Child Physical Abuse
$ Amount per Vo of Total
Categor Brant Amou
197 0 58'i'ci
of Other Types
of Victims to be
Served
For other types of crimes,
identify and list each
separatey below,
35
8
'hild Sexual Abuse
Crashes
1,800
Domestic Violence
25.
Adult Sexual Assault
30
5
Elder Abuse
459'
1„36c'Ai
2
0„31%
2
Ctiir;.f_1 Vicfrns. of Cybef Crime
Vfolfin of ONO Pornography
23„623
Abs Molested as Children
328
69 77°/3
2
0 97°/3
victims of gang
violence
5 & Run
394
16%
6.6
0 1 9°/3
20
Survivors of Homicide Victims
30
600
Robbery
TOTAL
VICTIMS
2,580
262
0 78.°/0
394
1,16%
7,874
23 26%
5
33,559
100 00% 12
Subtotal
of "Other'
157.48
0,.47c/6
Indicate the number of victims orojacted 10 recciive, the f liowing service (See ,efinitions for a description of each
service ,)
of Vctirns
to be Served
2,,580
Type of Service
Crisis Counseling
Follow-up Contacts
Therapy
# of Other Types
of Services to be
Provided
For other types of
services, identify and list
each separately below.
2,580
50
2„580
Support Groups
Thsis Hotline Counseling
Shelter/Safehouse
information and Referral Kln-Person
2580
ritten, /rail Contact
Criminal Justice Support/Advocacy
Emergency Financial Assistance
Emergency Legal Advocacy
Assistance Piling Compensation C/aims - Mandator
300 Personal Advocacy
2,580 Telephone Contacts
TOTAL 13,250
SERVICES
2.580
Subtotal of "Othe.77
Ser\rfces
Agency Name: City of Miami
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.
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
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
By signing this form, I hereby certify that the information contained in this questionnaire is true and accurate to
the best of my knowledge and belief. I acknowledge my obligation to notify the Office of the Attorney General
VOCA Grant Manager for this contract of any changes to the information provided.
Signature
Mr. Johnny Martinez
Print Name
Date
City Manager
Title
Page 2
VOCA APPLICATION CHECKLIST
Original Application plus one exact copy must be received in the Office of the Attorney General
(Tallahassee office), no later than 5:00 p.m., Eastern Standard Time on Friday, February 22, 2013.
The applicant should use the following checklist to ensure that all parts of the VOCA Grant Application
have been completed. Failure to complete and submit all information could result in elimination of the
application from further consideration.
C
Part 1: Applicant Information
Part 2: Agency Eligibility
Part 3: Certification Regarding Debarment
Part 4: Funding Source Chart
Part 5: Statement of Need
Part 6: Project Proposal
Part 7 VOCA Budget Request
Part 8: Program Match
Part 9: Victims Served and Types of Services
Related Parties Questionnaire
Required Documentation:
Job descriptions: A job description is required for all proposed VOCA-funded personnel and match
personnel and must indicate the percentage of time allocated for each task totaling 100% of the
job duties.
Three (3) Letters of Support
Documentation of the agency's 501(c) 3 ruling from the Internal Revenue Service
Late applications will not be considered. Required documents submitted by fax or email will not be
considered.
Questions? Call the Office of the Attorney General at (850) 414-3380
Agency Name: City of Miami Police Department
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,
Date
Daniel J. Alfonso for Johnny Martinez Acting City Manager
Print Name
Title
JOB DESCRIPTIONS
MIAMI POLICE DEPARTMENT
VIOLENT CRIMES INTERVENTION ADMINISTRATOR'S
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%)
• 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. (2%)
• Meet with advocates as needed to ensure cases are in compliance. (1 %)
• 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%)
MIAMI POLICE DEPARTMENT
VICTIM'S ADVOCATE'S
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. (l0%)
• 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 %)
• FolIow 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 Fouiis. (10%)
• Provide victims with case information and follow-ups. (5%)
m 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. (10%)
• Considerable knowledge of community services available.
• Considerable knowledge of the State's Victim Compensation Program
• Ability to be 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. (10%)
• Typing letters and general correspondence. (5%)
• Mailing notifications and general correspondence to clients. (5%)
• Other duties as assigned. (5%)
SUPPORT LETTERS
aoxr�a• BoLron
Rape
ment uenter
Jackson iicxhh System
January 23, 2013
way
6 D 1[rAi?tl
Chief Christina Harris
Office of the Attorney General
Bureau of Advocacy and Grants Management
The Capitol, Room PL-01
Tallahassee, FL
32399-1050
RE: Miarni Police Department's Victim Advocate Services Program
Letter of Support
Dear Chief Harris,
Jackson Memorial Hospital
On behalf of the Roxcy Bolton Rape Treatment Center (RTC), I am pleased to write this
of the VOCA Grant Application that is being submitted by the Miami Police Department
Advocate Program.
1611 N.W 12thAvenue
Miami, Florida 33136
Business: 305-585-6949
Fax: 305-585-7560
Hotline: 305-585-RAPE
The RTC understands how vital it is to provide personalized and professional assistance
Miami and as such, has worked closely with the Miami Police Department for the
address the welfare of its victims of crime by mutually refer victims to one another to sa
needs.
letter in support
for their Victims
to the people of
last 30 years to
tisfy the victims'
We understand that the Miami Police Department is seeking funds to sustain its services to the
underprivileged and underserved population of its district by submitting a Victims of Crime Act grant
application. The RTC is supporting their efforts for such funding as we work hand -in -hand towards
providing excellent services to all survivors of violent crime, regardless of their ethnic, social, religious
and economic background. We offer our full support of their Advocacy Program, which provides
advocacy support to any person suffering a physical or emotional trauma due to a criminal. act. Their
ability to offer assistance directly at the crime scene, during the investigation, and throughout the
judicial process is crucial to helping primary and secondary victims cope with their crisis.
We therefore strongly support the City of Miami's efforts to obtain this grant. Should you need any
additional information, please do not hesitate to contact us.
Sincerely,
Jae Gonzalez, RN, MSN
Director of Patient Care Services
JG/isc
�f
An Equal Opportunity Employer
Family, Adult & Child Enrichment Services, Inc.
January 17`1', 2013
Christina Harris, Chief
Office of the Attorney General
Bureau of Advocacy and Grants Management
The Capitol, Room PL-01
Tallahassee, FL 32399-1050
RE: Victims of Crime Act (VOCA) Grant FY 2013-2014
Ms. Harris:.
q
I am pleased to write a letter in support of the Victim Advocate Program at the City of Miami
Police Department. The funding provided by VOCA is essential in the invaluable support that
the Victim Advocate Program provides.
I have had the honor and privilege to work hand in hand with Tania Bigles and her team with
many victims of crime. They have been instrumental in helping victims of gang -related crime,
domestic violence, rape, muggings, sexual assaults and survivors of murder/suicide. attempts.
Since 2010; I have been able to assist many victims and their families adjust to their horrible
ordeals. And, I must say, if it weren't for the knowledgeable support that the victim advocates
provide, I would fear that victims would have their trauma prolonged unnecessarily.
Our excellent working relationship provides for quick response to victims and, therefore, we are
able to minimize the trauma that is inflicted on these victims by their perpetrators. Ms. Bigles
and I remain in constant contact on relevant cases that require a more comprehensive approach to
manage their distress. I fully support and look forward to being able to continue to work with
this great team of victim advocates. Therefore, it is without reservation and with much emphasis
that I request that the VOCA funding be extended for the fiscal year 2013-2014.
Thank you, in advance, for your consideration and assistance.
Sincerely,
ov,
Felix O. Padron, Psy.D., LMHC, CAP
Clinical Director
bmRespone
September 10, 2013
Christina Harris, Chief
Office of the Attorney General
Bureau of Advocacy and Grants Management
The Capitol, Room PL-D1 •
Tallahassee, Florida 32399-1050
Re: Victims of Crime Act (VOCA) Grant FY 2013-2014
Dear Ms. Harris:
P0. Box 470728, Miami, EFL 33147
Tel: (305) 693-1 170 ® Fax: (305) 693-2831
v ww.T'heLodgeMiami.org
Victim Response Inc. —The Lodge (The Lodge) is pleased to write this letter in support of the City of Miami Police
Department's application for Victims of Crimes Act (VOCA) funding through the Office of the Attorney General. The Lodge
is a state certified domestic violence center located in Miami -Dade County serving more than 1200 victims of domestic
violence, rape, sexual assault and stalking and their minor children each year. The Lodge provides temporary emergency
shelter, counseling, case management, information and referrals to these victims in their residential and outreach
programs.
The City of Miami police department is seeking funding to support its victim advocacy program. As first responders, the
Miami Police Department's victim advocates not only assist victims of domestic violence but all victims of crimes and the
survivors of homicides. They provide the Victim's Rights brochure to all victims. These brochures list all the services
available to the victims as well as information about victim compensation through the Office of the Attorney General. The
advocate makes contact with every victim by letter or telephone and makes follow up contact to victims referred for
services.
VOCA funding; will be used to fund one victim advocate for the program. The advocate will provide counseling, assist
eligible victims with the submission of crimes compensation applications, provide information and make referrals to
supportive community agencies such as The Lodge.
The Lodge and the Miami Police Department have an excellent working relationship. Our advocates and those of the
department work collaboratively on behalf of the victims we both serve. It is without hesitation that we give the City of
Miami Police Department our full support. Should you need any additional information, please do not hesitate to contact
me.
Sincerel
Angel$6iaz-Vidaillet, CEO
•
CertifiW Domestic
VolenceCenter
THE.
LODGEEmergency Shelter • Outreach Program • Purple Moose Camp • Training Institute • Advocacy • Safety Planning