HomeMy WebLinkAboutExhibitAgreement for State Financial Assistance Between
Florida Department of Law Enforcement
and
City of Miami
AWARD AGREEMENT
Award Number: CH006
Project Title: Community Violence Intervention and Prevention (CVI) Grant Program
Project Period: 12/01/2025-06/30/2026
Award Funds: $327,373.00
FLAIR Vendor ID: 596000375
CSFA Number: 71.129
THIS AWARD AGREEMENT ("Agreement") is made and entered into by and between the Florida
Department of Law Enforcement ("Department" or "FDLE") and the City of Miami ("Recipient") on behalf of
the Miami Police Department (MPD) and is effective as of the date last signed. The Department, the
Recipient, and MPD are sometimes referred to herein individually as a "Party" and collectively as "the
Parties."
WHEREAS, the Department has authority pursuant to Florida law and does hereby agree to provide state
financial assistance to the Recipient in accordance with the terms and conditions set forth in this agreement:
and
WHEREAS, the Department has available funds resulting from a single, non -recurring appropriation in The
General Appropriations Act, 2025 Legislature, Section 148, intended to be provided to the Recipient for
reimbursement of eligible costs resulting from allowable activities as defined in the agreement, and
WHEREAS, the Department conducted an award solicitation to award a portion of funds to the Recipient;
and
WHEREAS, the Recipient represents that it is fully qualified, possesses the requisite skills, knowledge,
qualifications, and experience to carry out the state project identified herein, and does offer to perform such
services.
NOW THEREFORE, in consideration of the foregoing, the parties hereto agree as follows:
This award is subject to the special conditions outlined in Appendix A and all applicable standard terms and
conditions in Appendix F.
Schedule of Appendices
Appendix A — Special Conditions
Appendix B — Deliverables
Appendix C — Approved Budget
Appendix D — Sample Timesheet and Activity Log
Appendix E — Audit Requirements for Awards of State and Federal Financial Assistance
Appendix F — Standard Terms and Conditions
Award Management
This state financial assistance award shall be managed in AmpliFund, FDLE's electronic grant management
system. The Recipient Grant Manager shall be responsible for obtaining a login to AmpliFund by contacting
the Lead Recipient for their agency. Contact the Department Grant Manager for assistance if your agency
does not have an account with AmpliFund or if the Lead Recipient is unknown.
Award #: CH006
CSFA #: 71.129
Scope of Work
Section 148 of the FY2025-26 General Appropriations Act provides funds to the Recipient and the
Recipient's Police Department (Miami Police Department or MPD) for the implementation or expansion of
Community Violence Intervention and Prevention (CVI) programs in their jurisdiction.
CVI Program Overview
MPD currently operates a successful in-house violence interrupter program that serves residents of Model
City and Little Haiti. Since its implementation in 2023, MPD has observed a significant reduction in violent
crime, including a 50% decrease in shootings and stabbings and a 35% decrease in domestic violence
crimes. To build on its success, MPD will use grant funding to expand their CVI program in two ways: (1)
by implementing a hospital -based intervention program at Jackson Ryder Trauma Center, which offers care
to critically injured adults and children in Model City, Little Haiti, Overtown, and beyond; and (2) by
expanding the violence interrupter (street outreach) program into Miami's Overtown community, which has
been identified as disproportionally affected by violence. The implementation of the hospital -based
intervention program and expansion of the violence interrupter program will be supported by a member of
MPD's CVI multidisciplinary team, UMMAH Futures International (UFI).
Specific activities and costs are TBD until a fully executed copy of the MOU with UMMAH Futures
International has been provided to the Department. Upon receipt of the MOU, the Department will perform
an amendment to modify the scope of work and approved budget.
CVI Program Implementation and Expansion Tasks and Activities
1. The Recipient will finalize a Memorandum of Understanding (MOU) with UFI no later than
December 31, 2025. Activities will commence no later than January 15, 2026.
2. Upon execution of the MOU, a Grant Coordinator (a sworn officer supported by MPD) will work with
a Project Manager (supported by UFI) to oversee the implementation and expansion of these
programs.
3. Tasks related to the hospital -based intervention program (supported by UFI):
a. Licensed Clinical Social Workers (LCSWs) based at Jackson Ryder Trauma Center will
assess victims of violence by performing risk assessments and trauma screenings.
b. Social Workers assigned to each victim by the LCSWs will provide frontline case
management services by creating intervention and service plans with measurable goals
and by referring victims and their families to community partners for services.
c. Data Coordinators (DCs) based at Jackson Memorial Hospital will track gunshot wound
data, coordinate with LCSWs and Social Workers, enter and maintain the data for the case
management system, and prepare monthly reports for the multidisciplinary team on
program activities and outcomes.
4. Tasks related to the violence interrupter program (supported by UFI):
a. Community Health Outreach Workers (CHOWs) will expand the street outreach program
into the Overtown neighborhood. CHOWs are trusted messengers within their communities
who build trust and meaningful connections with individuals at -risk of violence. CHOWs
routinely canvas high -risk areas and gather information to help prevent acts of violence in
their neighborhoods. They visit victims of violence both in the hospital and at their homes
to ensure victims stay on track with the goals established in their violence intervention
plans.
5. An Administrative Assistant (supported by UFI) will provide clerical support to ensure CVI activities
run smoothly. Responsibilities include assisting with intake forms, communicating with program
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participants, scheduling meetings between program participants and their assigned case
managers, and preparing materials for meetings, call -ins, and community outreach events.
6. Community partners will offer the following services to individuals at -risk of violence (supported by
UFI):
a. Miami -Dade County Community Action of Human Services (MDCCAHS) and Share Your
Heart will provide a wide range of programs and services such as job placement,
emergency relocation, transportation, lodging, basic needs items, utility payment and
educational assistance.
b. Thriving Minds and Jesse Trice Community Health Center will provide cognitive behavioral
and trauma resolution intervention therapy as well as counseling services. Services will
include both individual and family group therapy sessions.
c. Miami -Dade County Juvenile Services Department (JSD) will provide early intervention
services to youth and their families before issues escalate into acts of violence. Services
include educational monitoring, community service, evidence -based assessments, and
referrals for individual and family counseling.
Recipient Responsibilities
As part of accepting this state financial assistance award, the Recipient and/or MPD shall be responsible
for the following activities:
1. The Recipient and/or MPD will be responsible for executing agreements with each partnering
agency receiving state funds under this award. Agreements may be a contract, scope of services,
memorandum of understanding, etc.
a. The Recipient and/or MPD is expected to have agreements in place with each partnering
agency no later than December 31, 2025, or within 30 days of execution of the award,
whichever is later.
b. All CVI programs must be operational and providing services by January 15, 2026, or within
15 days after the execution of third -party contracts for services, whichever is later.
2. The Recipient Grant Manager shall provide copies of all executed agreements, contracts, MOU's,
etc. to the Department, accompanied by a completed "Recipient/Subrecipient vs. Vendor
Determination" form (Form DFS-A2-NS) for each partnering agency.
3. The Recipient Grant Manager must provide a Certificate of Subaward to each agency determined
to be a "Subrecipient" by Form DFS-A2-NS for their review and signature. A fully executed copy of
this document must be provided to the Department and maintained on file by all parties.
4. The Recipient Grant Manager must notify the partnering agency of all requirements for invoicing
and payment, including a list of the backup documentation specified in the approved budget
(Appendix C).
5. Prior to certifying and submitting a payment request containing activities and/or services provided
by a partnering agency, the Recipient Grant Manager shall thoroughly review each invoice and
accompanying backup documentation to ensure the activities and/or services performed are
allowable in accordance with the executed agreement and the approved budget (Appendix C).
Activities or expenses performed outside the scope of this award are not eligible for reimbursement.
Payments made to partnering agencies for activities and/or services determined to be ineligible will
not be reimbursed.
Partnering Agency Responsibilities
Each partnering agency receiving state funds under the scope of this award shall be responsible for the
following activities:
1. Review and sign the Certificate of Subaward, if applicable, and return it to the Recipient Grant
Manager. A fully executed copy of this document must be provided to the partnering agency and
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the Department.
2. The partnering agency shall invoice the Recipient and/or MPD on a monthly basis for activities or
services rendered in accordance with their executed agreement and the approved budget
(Appendix C). Activities or expenses performed outside the scope of this award are not eligible for
payment.
3. The partnering agency agrees to provide all of the backup documentation specified in the approved
budget (Appendix C) to the Recipient and/or MPD for review prior to payment.
Department Responsibilities
Upon execution of this agreement, the Department shall be responsible for the following activities:
1. The Department shall be responsible for reviewing all agreements or amendments between the
Recipient, MPD, and partnering agencies in order to ensure all proposed activities and/or services
are allowable.
2. Within ten (10) working days of receipt of all required documentation for a partnering agency (i.e.,
a copy of the executed agreement, a completed Form DFS-A2-NS, and a fully executed Certificate
of Subaward, if applicable), the Department will amend the award agreement to update the scope
of work and approved budget (Appendix C) and clear any associated Withholding of Funds
conditions. A copy of the amended award agreement will be provided to the Recipient upon
execution.
3. The Department shall thoroughly review each payment request and accompanying backup
documentation to ensure all claimed expenses are allowable in accordance with the agreement
with the partnering agency and the approved budget (Appendix C). Unallowable expenses attached
to a payment request will result in the payment request being rejected for correction. Ineligible
expense will not be reimbursed.
Specific deliverables are outlined in Appendix B. Allowable costs are outlined in Appendix C.
Performance Reports
The Recipient Grant Manager shall be responsible for submitting monthly CVI Performance Reports to
the Department on the award record in AmpliFund, attesting to the progress made towards the completion
of deliverables (Appendix B) during each calendar month of the project period (the "Reporting Period").
These reports are due no later than fifteen (15) days after the end of each reporting period as follows:
#
Reporting Period
Due Date
#
Reporting Period
Due Date
1
10/1/2025 — 10/31/2025
11/15/2025
6
3/1/2026 — 3/31/2026
4/15/2026
2
11 /1 /2025 — 11 /30/2025
12/15/2025
7
4/1 /2026 — 4/30/2026
5/15/2026
3
12/1/2025 — 12/31/2025
1/15/2026
8
5/1/2026 — 5/31/2026
6/15/2026
4
1 /1 /2026 — 1 /31 /2026
2/15/2026
9
6/1/2026 — 6/30/2026
7/15/2026
5
2/1/2026 — 2/28/2026
3/15/2026
Failure to submit performance reports by the due date may result in a withholding of future payments.
Performance information provided by the Recipient will be used by the Department to compile reports for
the Florida Legislature. Documentation to support the successful completion of performance must be
maintained by Recipient and made available to the Department upon request. Examples of supporting
documentation include but are not limited to: timesheets, activity logs, agendas, itineraries, delivery
confirmations, public announcements, sign -in rosters, lesson plans, PowerPoint presentations, etc.
Financial Reports
The Recipient shall be responsible for entering individual Expenses on the award record in AmpliFund
throughout the project period as costs are incurred. Detailed instructions are available on CJG's website:
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Expense Entry, Reporting Period, and Payment Request Guide. The description field for each expense
must clearly identify: the name of the item or service, the quantity, the unit cost, the method of payment
(check, EFT, or credit card), and the dates of service, if applicable. To submit a request for reimbursement
in AmpliFund, the Recipient must complete the following three steps in order:
1. Enter Expenses on the award record.
2. Close out a Budget Reporting Period.
3. Submit a Payment Request.
Budget Reporting Periods (and Payment Requests** if applicable) are due on a monthly basis no later
than thirty (30) days after the end of each reporting period as follows:
#
Reporting Period
Due Date
#
Reporting Period
Due Date
1
10/1/2025 — 10/31/2025
11/30/2025
6
3/1/2026 — 3/31/2026
4/30/2026
2
11 /1 /2025 — 11/30/2025
12/30/2025
7
4/1/2026 — 4/30/2026
5/30/2026
3
12/1/2025 — 12/31/2025
1/30/2026
8
5/1/2026 — 5/31/2026
6/30/2026
4
1/1/2026 — 1/31/2026
2/28/2026
9
6/1/2026 — 6/30/2026
7/31/2026
5
2/1/2026 — 2/28/2026
3/30/2026
**If no expenses were incurred during the reporting period, a payment request is not required.
However, the Recipient should close out the associated Budget Reporting Period.
Supporting documentation to substantiate costs charged to the award must be uploaded to AmpliFund and
redacted to protect any PII as necessary. A list of the supporting documentation required for payment is
listed in Appendix C. All Payment Requests shall be reviewed and audited to the satisfaction of the
Department, and additional supporting documentation may be requested by the Department Grant
Manager. Examples of additional supporting documentation include but are not limited to: requisitions,
purchase orders, quotes, general ledgers, fee schedules, etc.
The final Payment Request shall be submitted to the Department no later than July 31, 2026. Any payment
due under the terms of this agreement may be withheld until all required reports have been received, and
necessary adjustments have been approved by the Department. Final reconciliation and closeout of the
award must be completed by both parties within forty-five (45) days of the end of the grant period.
Failure to comply with the terms and conditions of the Agreement may result in financial consequences,
including but not limited to: disallowances of payment, forfeiture of funds, and/or termination of the
Agreement.
Payments
The State of Florida's performance and obligation to pay under this agreement is contingent upon an
appropriation by the Legislature, availability of funds, and subject to any modification in accordance with
Chapter 216, Florida Statutes, or the Florida Constitution. The Department will administer and disburse
funds under this agreement in accordance with sections 215.97, 215.971, 215.981 and 215.985, F.S. The
Department's determination of acceptable expenditures shall be conclusive.
This is a cost -reimbursement agreement. Award funds will be distributed to the Recipient in conjunction
with the receipt and review of a Payment Request and all required supporting documentation. Payment
Requests must be submitted in AmpliFund by the Recipient Grant Manager, Recipient CFO, or other
authorized representative. By submitting a payment request, the Recipient certifies that all costs claimed
for reimbursement have been incurred in accordance with the terms and conditions of the Agreement.
Payments will be disbursed in the form of paper check or warrant in accordance with section 215.422, F.S.
Recipients may elect to receive direct deposit (EFT) payments by mailing a Direct Deposit Authorization
Form to the Department of Financial Services (DFS). This form may be obtained on the DFS website at
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https://www.myfloridacfo.com/division/aa/vendors. Questions about enrolling in direct deposit shall be
addressed to the Direct Deposit Section of the Division of Accounting and Auditing at (850) 413-5517 or
DirectDeposit@MyFloridaCFO.com.
Recipients may review their payment history by searching the "Vendor Payment History" website
maintained by DFS at https://fs.fldfs.com/dispub2/cvnhphst.htm. Instructions for searching this website may
be found at: https://www.myfloridacfo.com/division/aa/training/vendors-providers under "Job Aids".
Cash Advances
If cost -reimbursement would result in financial hardship for the Recipient, a cash advance for the immediate
payment of an invoice or immediate procurement of equipment/supplies may be requested. Contact the
Department Grant Manager for more information if an advancement of funds is necessary.
Limitations: Cash advance requests shall be limited to no more than 25% of the total award amount unless
the need for additional funding is clearly justified on the request form. Multiple cash advances are allowed;
however, the Department shall not issue more than one advance at a time. Cash advances must be utilized
for the approved purpose within thirty (30) days of receipt of the funds via check/warrant or EFT. The
Recipient shall obtain proof of payment and reconcile the advance with the Department within forty-five (45)
days of receipt of the funds via check/warrant or EFT. Any amount of funds not utilized for the intended
purpose must be refunded to the Department prior to the receipt of additional funding.
Amendments
The Department may amend or modify the Agreement at any time, provided the modifications are within
the original scope and purpose of the project. Written notice of all such changes will be provided to the
Recipient. The Recipient may request modifications to the Agreement by submitting a request in writing to
the Department Grant Manager. The request shall include a detailed description of any change to project
tasks, activities, outcomes, deliverables, services, and/or costs. Costs incurred prior to obtaining written
pre -approval from the Department Grant Manager are incurred at the risk of the costs being determined as
ineligible for reimbursement.
This award is not eligible for an extension, per Florida law. All funds must be obligated prior to the project
end date.
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Award Contacts
Changes to the following points of contact and/or chief officials below must be submitted to FDLE Bureau
of Criminal Justice Grants in writing.
Recipient Grant Manager
Name: Ebony Robinson
Title: Detective/GVI Grant Coordinator
Address: 400 NW 2nd Ave
Miami, FL 33128
Phone: (305) 603-6583
Email: 27654@miami-police.org
Recipient Chief Official
Name: Arthur Noriega
Title: City Manager
Address: 3500 Pan American Drive
Miami, FL 33133
Phone: (305) 250-5300
Email: anoriega@miamigov.com
Recipient Chief Financial Officer
Name: Erica Pachal
Title: Assistant City Manager/CFO
Address: 444 SW 2nd Ave, 10th Floor
Miami, FL 33130
Phone: (305) 416-1025
Email: epachal@miamigov.com
Florida Department of Law Enforcement (FDLE) Grant Manager
Name: Elizabeth Halvorson
Title: Government Analyst II
Address: P.O. Box 1489
Tallahassee, FL 32302-1489
Phone: 850-617-1259
Email: elizabethhalvorson@fdle.state.fl.us
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Award Signatures
In witness thereof, the duly authorized representatives of both Parties sign this Agreement to affirm and
warrant they understand the terms and conditions set forth in the Agreement, including all of the attached
Appendices, as of the month, day, and year set out below.
Modifications to this page, including strikeovers or whiteout, are not permitted.
Florida Department of Law Enforcement
Bureau of Criminal Justice Grants
Signature:
Typed Name and Title: Cody Menacof, Bureau Chief
Date:
Signature:
Recipient
City of Miami
Typed Name and Title: Arthur Noriega, City Manager
Date:
Signature:
***If using a designee, sign the Chief Official Designee section below***
Recipient Chief Official Designee (if applicable)
Typed Name and Title:
Date:
Signature:
Additional Recipient Signatures (if applicable)
Typed Name and Title:
Date:
Signature:
Typed Name and Title:
Date:
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Appendix A — Special Conditions
Award Number: CH006
Recipient: City of Miami
Project Title: Community Violence Intervention and Prevention (CVI) Grant Program
Project Period: 12/01/2025-06/30/2026
This Agreement is subject to the Special Conditions set forth below, in addition to the Standard Terms
and Conditions outlined in Appendix F.
Condition No. Condition Language
W0001 WITHHOLDING OF FUNDS: Prior to the drawdown of funds for partnering agencies, the
Recipient must provide a copy of a formal agreement (i.e., contract, scope of services,
memorandum of understanding, etc.) and a completed Form DFS-A2-NS
("Recipient/Subrecipient vs. Vendor Determination" form) for each partnering agency to
the Department. The Recipient must ensure all agreements executed under this award
comply with the requirements specified in sections 215.97(7)(a) and (d), and 448.095,
Florida Statutes.
W0002 WITHHOLDING OF FUNDS: Prior to the drawdown of funds for any partnering agency
determined to be a "Subrecipient" by Form DFS-A2-NS: the Recipient must provide a
Certificate of Subaward to the partnering agency for their review and signature. A fully
executed copy of this document must be provided to the Department and maintained on
file by all parties.
S0003 All agreements executed by partnering agencies under the scope of this award must
comply with the requirements specified in sections 215.97(7)(a) and (d), and 448.095,
Florida Statutes. Partnering agencies must complete and maintain on file a Form DFS-
A2-NS for each subcontractor/subrecipient, and a fully executed Certificate of Subaward
for each subrecipient as applicable. Copies of these documents shall be provided to the
Department upon request.
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Appendix B — Deliverables
Award Number:
Recipient:
Project Title:
Project Period:
CH006
City of Miami
Community Violence Intervention and Prevention (CVI) Grant Program
12/01/2025-06/30/2026
The total amount paid for these deliverables will not exceed the total amount of the award.
Deliverable 1
The Recipient will use funds to pay overtime costs and related fringe benefits for a
Grant Coordinator employed by the Miami Police Department.
Minimum
Performance
Criteria:
Financial
Consequences:
Deliverable Price: Total payments for this deliverable will be approximately $14,708.00
Personnel will be paid a rate consistent with the Recipient's overtime policy for the
completion of progress of at least one activity described in the Scope of Work.
Documentation includes an attestation of activities completed through the submission
of the payment request accompanied by the backup documentation specified in
Appendix C.
Deliverable 2
Minimum
Performance
Criteria:
Financial
Consequences:
Deliverable Price:
Failure to meet minimum performance criteria will result in the disallowance of costs.
The Recipient will use funds to contract with third parties to perform activities related
to the Community Violence Intervention program in their jurisdiction.
Minimum performance will be the completion of at least one project activity outlined in
the agreement between the Recipient and the third -party. Documentation required for
payment includes an attestation of activities completed through the submission of the
payment request accompanied by the backup documentation specified in Appendix C.
Failure to meet minimum performance criteria will result in the disallowance of costs.
Total payments for this deliverable will be approximately $312,665.00
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Appendix C — Approved Budget
Award Number: CH006
Recipient: City of Miami
Project Title: Community Violence Intervention and Prevention (CVI) Grant Program
Project Period: 12/01/2025-06/30/2026
Budget Category Total
A. Personnel $14,497.00
B. Fringe Benefits $211.00
F. Consultants/Contracts $312,665.00
TOTAL $327,373.00
Standard Budget Terms
(a) All expenditures of state financial assistance must be allowable in accordance with the approved
budget, reasonably priced based on current market review, and necessary for the operations and
success of the project. The Department's determination of allowability shall be conclusive.
(b) The Department shall disallow payment of any costs with an uncleared "Withholding of Funds" condition
(Appendix A). Payment shall be withheld until the requirements of the condition have been met and
the condition has been cleared with an amendment.
(c) This is a cost -reimbursement award. Proof of payment is required for all expenditures. Acceptable forms
of proof of payment include: copies of processed checks, front and back; credit card statements
showing a charge has posted to the account; or bank statements showing funds have been withdrawn
from an account.
(d) Invoices for goods must include, for each item: a name/description, number of units, and cost per unit.
Invoices for services must contain the dates of service, description of services, number of units, and
cost per unit.
(e) Sensitive or personally identifying information (PII) such as home addresses and social security
numbers must be redacted from supporting documentation.
All quantities, rates, and costs listed below are estimates based on the information available at the time
of application or amendment.
(f)
A. Personnel
$14,497.00 is allocated to support overtime costs for MPD's Grant Coordinator at a rate of approximately
$82.84/hour. The Grant Coordinator is responsible for working with members of law enforcement and
community partners to ensure the CVI program meets its goals and objectives.
The Department will reimburse for overtime hours at a rate of no more than one -and -a -half times the regular
rate of pay or the rate indicated in the Recipient's overtime policy, whichever is higher. Regular salary costs
are ineligible for reimbursement.
The following documentation shall be provided to the Department with each payment request to
substantiate costs charged to the grant: timesheets and pay stubs or payroll registers with the name of the
employee, type of pay (overtime), rate of pay (overtime), number of hours worked, and gross pay. An activity
log, justification for overtime, or payroll ledger marked with a grant -specific project code shall be provided
with each payment request to ensure time was spent on CVI activities.
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B. Fringe Benefits
$211.00 is allocated to support the employer -paid portion of fringe benefit costs associated with overtime
charged to the grant. Benefits will be reimbursed as follows: FICA: 1.45% of overtime costs.
The following documentation shall be provided to the Department with each payment request to
substantiate costs charged to the grant: pay stubs or payroll registers showing the employer -paid amount
of FICA. The employee -paid portion of fringe benefits are ineligible for reimbursement.
F. Consultants/Contracts
$312,665.00 is allocated to pay UMMAH Futures International (UFI), a member of the multidisciplinary
team, for activities and tasks related to the implementation of the hospital -based intervention program,
expansion of the violence interrupter program, and overall management of the CVI program.
Specific activities and costs are TBD until a fully executed copy of the MOU with UMMAH Futures
International has been provided to the Department. Upon receipt of the MOU, the Department will perform
an amendment to modify the scope of work and approved budget.
UFI has requested funding for the following services:
• $66,605 to pay salaries for a Project Manager responsible for overseeing the implementation and
expansion of the CVI program.
• $31,689 to pay salaries for Licensed Clinical Social Workers (LCSWs) responsible for assessing
victims of violence who have been admitted to the hospital for services.
• $50,256 to pay salaries for Social Workers (SWs), responsible for providing case management
services to victims referred by the LCSW.
• $92,708 to pay salaries for Community Health Outreach Workers (CHOWs) serving as credible
messengers for MPD's violence interrupter (street outreach) program.
• $30,051 to pay salaries for a Data Coordinator (DC) to track gunshot data, coordinate with hospital
staff, manage the case management system, and prepare reports for the multidisciplinary team.
• $16,359 to pay salaries for an Administrative Assistant to support clerical tasks for the CVI program,
including coordination of meetings between participants and their case managers, assisting with
intake forms and communications, and preparing materials for meetings and community outreach
events.
• $24,997 to pay for services provided by:
o Miami -Dade County Community Action and Human Services (MDCCAHS) and Share Your
Heart will provide victims with a wide range of programs and services. Specific activities
and costs are TBD until a copy of the agreement with this provider has been provided to
the Department. The Department shall review the agreement to determine the allowability
of each activity/service. Activities/services paid prior to the receipt of written approval from
the Department may result in the disallowance of costs.
o Thriving Minds and Jesse Trice Community Health Center will provide counseling and
therapy services to victims and their families, both individual and group therapy. Specific
activities and costs are TBD until a copy of the agreement with this provider has been
provided to the Department. The Department shall review the agreement to determine the
allowability of each activity/service. Activities/services paid prior to the receipt of written
approval from the Department may result in the disallowance of costs.
o Miami -Dade County Juvenile Services Department (JSD) will provide early intervention
services to youth and their families. Specific activities and costs are TBD until a copy of
the agreement with this provider has been provided to the Department. The Department
shall review the agreement to determine the allowability of each activity/service.
Activities/services paid prior to the receipt of written approval from the Department may
result in the disallowance of costs.
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The following documentation shall be provided to the Department with each payment request to
substantiate costs charged to the grant: itemized invoices from the partnering agency, proof of payment
between the Recipient and the partnering agency, and copies of all documentation provided by the
partnering agency to verify minimum performance criteria has been met. This documentation may include,
but is not limited to: timesheets, pay stubs or payroll registers, invoices, activity logs, case logs, sign -in
sheets, travel itineraries, certificates of completion, and/or proof of payment between the partnering agency
and their subcontractor/subrecipient.
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Appendix D - Sample Timesheets and Activity Logs
Partnering agencies requesting reimbursement for salaries must provide detailed timesheets and activity
logs for each employee paid using grant funds.
• Timesheets must include, at a minimum: the name of the employee, the dates of the pay period,
the number of hours worked, the number of hours charged to the grant, and the funding source.
• Activity logs must include, at a minimum: the dates of service, start and end time, a brief description
of services provided, the client ID (if applicable), and the number of hours worked.
Employee Name
Job Title
Funding Source
Agency/Partnering Agency Name
John Smith Employee ID
Intake Specialist Pay Period
Community Violence Intervention Grant#CH123
Timesheet
123456
11/3/2025 - 11/16/2025
Week 1
Day of the Week
M
T
W
TH
F
SA
SU
Date
11/3
11/4
11/5
11/6
11/7
11/8
11/9
Total
Total Hours Worked
8.00
8.00
8.00
8.00
8.00
40.00
Hours Worked on Grant
2.00
6.00
4.00
3.50
4.00
19.50
Week 2
Day of the Week
M
T
W
TH
F
SA
SU
Date
11/10
11/11
11/12
11/13
11/14
11/15
11/16
Total
Total Hours Worked
8.00
8.00
8.00
8.00
32.00
Hours Worked on Grant
5.50
6.00
2.00
3.50
17.00
Paid Holiday
8.00
8.00
Total Hours for Pay Period 80.00
Total Hours Worked on Grant for Pay Period 36.50
Activity Lo
Date
Start
End
Description of Service(s)
Client ID
# of Hours
11/3/2024
9:00 am
11:00 am
Completed intake forms
X1234
2.00
11/4/2024
8:30 am
10:30 am
Completed assessment
X1234
2.00
11/4/2024
1:00 pm
5:00 pm
Completed intake forms and assessment
X1235
4.00
11/5/2024
8:00 am
12:00 pm
Completed intake forms and assessment
X1236
4.00
11/6/2024
10:00 am
11:00 am
Coordinated receipt of services
X1234
1.00
11/6/2024
1:00 pm
2:30 pm
Coordinated receipt of services
X1235
1.50
11/6/2024
4:00 pm
5:00 pm
Coordinated receipt of services
X1236
1.00
11/7/2024
9:00 am
1:00 pm
Completed intake forms and assessment
X1237
4.00
11/10/2024
10:30 am
12:00 pm
Coordinated receipt of services
X1237
1.50
11/10/2024
1:00 pm
5:00 pm
Completed intake forms and assessment
X1238
4.00
11/12/2024
8:00 am
12:00 pm
Completed intake forms and assessment
X1239
4.00
11/12/2024
1:00 pm
2:00 pm
Coordinated receipt of services
X1238
1.00
11/12/2024
3:30 pm
4:30 pm
Coordinated receipt of services
X1239
1.00
11/13/2024
9:30 am
11:30 am
Completed intake forms
X1240
2.00
11/14/2024
11:00 am
1:00 pm
Completed assessment
X1240
2.00
11/14/2024
3:30 pm
5:00 pm
Coordinated receipt of services
X1240
1.50
Total Hours:
36.50
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CSFA #: 71.129
Appendix E — Audit Requirements for Awards of State and Federal Financial Assistance
The administration of resources awarded by the Department of Law Enforcement ("Department") to the
Recipient may be subject to audits and/or monitoring by the Department, as described in this section.
MONITORING
In addition to reviews of audits conducted in accordance with 2 CFR 200, Subpart F - Audit Requirements,
and section 215.97, Florida Statutes (F.S.), as revised (see AUDITS below), monitoring procedures may
include, but not be limited to, on -site visits by Department staff, limited scope audits as defined by 2 CFR
§200.425, or other procedures. By entering into this agreement, the Recipient agrees to comply and
cooperate with any monitoring procedures or processes deemed appropriate by the Department. In the
event the Department determines that a limited scope audit of the Recipient is appropriate, the Recipient
agrees to comply with any additional instructions provided by Department staff to the Recipient regarding
such audit. The Recipient further agrees to comply and cooperate with any inspections, reviews,
investigations, or audits deemed necessary by the Chief Financial Officer (CFO) or Auditor General.
AUDITS
PART I: FEDERALLY FUNDED
This part is applicable if the Recipient is a state or local government or a nonprofit organization as
defined in 2 CFR §200.90, §200.64, and §200.70.
1. A recipient that expends $750,000 or more in federal awards in its fiscal year must have a single or
program -specific audit conducted in accordance with the provisions of 2 CFR 200, Subpart F - Audit
Requirements. EXHIBIT 1 to this form lists the federal resources awarded through the Department
by this agreement. In determining the federal awards expended in its fiscal year, the Recipient shall
consider all sources of federal awards, including federal resources received from the Department.
The determination of amounts of federal awards expended should be in accordance with the
guidelines established in 2 CFR §200.502-503. An audit of the Recipient conducted by the Auditor
General in accordance with the provisions of 2 CFR §200.514 will meet the requirements of this
Part.
2. For the audit requirements addressed in Part I, paragraph 1, the Recipient shall fulfill the
requirements relative to auditee responsibilities as provided in 2 CFR §200.508-512.
3. A recipient that expends less than $750,000 in federal awards in its fiscal year is not required to
have an audit conducted in accordance with the provisions of 2 CFR 200, Subpart F - Audit
Requirements. If the Recipient expends less than $750,000 in federal awards in its fiscal year and
elects to have an audit conducted in accordance with the provisions of 2 CFR 200, Subpart F - Audit
Requirements, the cost of the audit must be paid from non-federal resources (i.e., the cost of such
an audit must be paid from recipient resources obtained from other than federal entities).
PART II: STATE FUNDED
1. In the event that the Recipient expends a total amount of state financial assistance equal to or in
excess of $750,000 in any fiscal year of such Recipient (for fiscal years ending June 30, 2017, and
thereafter), the Recipient must have a state single or project -specific audit for such fiscal year in
accordance with section 215.97, F.S., Rule Chapter 691-5, F.A.C., State Financial Assistance; and
Chapters 10.550 (local governmental entities) and 10.650 (nonprofit and for -profit organizations),
Rules of the Auditor General. EXHIBIT 1 to this form lists the state financial assistance awarded
through the Department by this agreement. In determining the state financial assistance expended
in its fiscal year, the Recipient shall consider all sources of state financial assistance, including state
financial assistance received from the Department, other state agencies, and other nonstate entities.
State financial assistance does not include federal direct or pass -through awards and resources
received by a nonstate entity for federal program matching requirements.
2. For the audit requirements addressed in Part 11, paragraph 1, the Recipient shall ensure that the
audit complies with the requirements of section 215.97(8), F.S. This includes submission of a
financial reporting package as defined by section 215.97(2), F.S., and Chapters 10.550 (local
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Award #: CH006
CSFA #: 71.129
governmental entities) and 10.650 (nonprofit and for -profit organizations), Rules of the Auditor
General.
3. If the Recipient expends less than $750,000 in state financial assistance in its fiscal year (for fiscal
years ending June 30, 2017, and thereafter), an audit conducted in accordance with the provisions
of section 215.97, F.S., is not required. If the Recipient expends less than $750,000 in state financial
assistance in its fiscal year and elects to have an audit conducted in accordance with the provisions
of section 215.97, F.S., the cost of the audit must be paid from the nonstate entity's resources (i.e.,
the cost of such an audit must be paid from the Recipient's resources obtained from other than state
entities).
PART III: OTHER AUDIT REQUIREMENTS
(NOTE: This part would be used to specify any additional audit requirements imposed by the Department
that are solely a matter of Department policy (i.e., the audit is not required by Federal or State laws and
is not in conflict with other Federal or State audit requirements). Pursuant to Section 215.97(8), Florida
Statutes, the Department may conduct or arrange for audits of state financial assistance that are in
addition to audits conducted in accordance with Section 215.97, Florida Statutes. In such an event, the
Department must arrange for funding the full cost of such additional audits.)
N/A
PART IV: REPORT SUBMISSION
1. Copies of reporting packages for audits conducted in accordance with 2 CFR 200, Subpart F - Audit
Requirements, and required by Part I of this form shall be submitted, when required by 2 CFR
§200.512, by or on behalf of the Recipient directly to the Federal Audit Clearinghouse (FAC) as
provided in 2 CFR §200.36 and §200.512. The FAC's website (https://www.fac.gov/) provides a data
entry system and required forms for submitting the single audit reporting package. Updates to the
location of the FAC and data entry system may be found at the OMB website.
2. Copies of financial reporting packages required by Part II of this form shall be submitted by or on
behalf of the Recipient directly to each of the following:
a. The Department at the following email address:
Electronic copy:
OCJGSFA@fdle.state.fl.us
b. The Auditor General's Office at each of the following addresses:
Electronic copy:
The Auditor General's website
(https://flauditor.ciov/) provides
instructions for filing an
electronic copy of a financial
reporting package.
and Paper (hard copy):
Auditor General
Local Government Audits/342
Claude Pepper Building, Room 401
111 West Madison Street
Tallahassee, Florida 32399-1450
3. Documentation required by Part III of this form, if applicable, shall be submitted by or on behalf of
the Recipient directly to the Department at OCJGSFA@fdle.state.fl.us.
4. Any reports, management letters, or other information required to be submitted to the Department
pursuant to this agreement shall be submitted timely in accordance with 2 CFR §200.512, section
215.97, F.S., and Chapters 10.550 (local governmental entities) and 10.650 (nonprofit and for -profit
organizations), Rules of the Auditor General, as applicable.
5. Recipients, when submitting financial reporting packages to the Department for audits done in
accordance with 2 CFR 200, Subpart F - Audit Requirements, or Chapters 10.550 (local
governmental entities) and 10.650 (nonprofit and for -profit organizations), Rules of the Auditor
General, should indicate the date that the reporting package was delivered to the recipient in
correspondence accompanying the reporting package.
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CSFA #: 71.129
PART V: RECORD RETENTION
The Recipient shall retain sufficient records demonstrating its compliance with the terms of the award(s) and
this agreement for a period of five (5) from the date the audit report is issued, and shall allow the Department,
or its designee, the CFO, or Auditor General access to such records upon request. The Recipient shall
ensure that audit working papers are made available to the Department, or its designee, the CFO, or Auditor
General upon request for a period of five (5) years from the date the audit report is issued, unless extended
in writing by the Department.
EXHIBIT 1
FEDERAL RESOURCES: N/A
STATE RESOURCES
State Resources Awarded to the Recipient Pursuant to this Agreement Consist of the Following:
1. Matching Resources for Federal Programs: N/A
2. Subject to section 215.97, F.S:
A. State Project:
State Awarding Agency State of Florida, Department of Law Enforcement
State Project Title Community Violence Intervention and Prevention (CV!)
Grant Program
CSFA Number 71.129
Award Number CH006
Award Amount $327,373.00
3. Compliance Requirements Applicable to State Resources Awarded Pursuant to this
Agreement are as Follows:
A. State Project: The compliance requirements for Award CH006 are outlined in the award
agreement.
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Award #: CH006
CSFA #: 71.129
Appendix F — Standard Terms and Conditions
The following terms and conditions will be binding upon the execution of this Agreement between the
Department and the Recipient. In the event that any of the information provided in this Appendix changes
after the execution of this Agreement, the Department shall provide written notice of such changes to the
Recipient. A formal amendment to the Agreement is not required.
SECTION I : GOVERNING LAWS OF THE STATE OF FLORIDA
This Agreement is entered into in the State of Florida, and shall be construed, performed, and enforced in
all respects in accordance with the laws, rules, and regulations of the State. Each Party shall perform its
obligations in accordance with the terms and conditions of this Agreement.
A. Lobbying Prohibited: The Recipient shall comply with the provisions of sections 11.062 and 216.347,
F.S., which prohibit the expenditure of state funds for the purpose of lobbying the Legislature, judicial
branch, or a state agency. No funds or other resources received in connection with this agreement may
be used directly or indirectly to influence legislation or any other official action by the Florida Legislature
or any state agency.
B. Independent Contractor: In performing its obligations under this agreement, the Recipient shall at all
times act in the capacity of an independent contractor and not as an officer, employee, or agent of the
State of Florida. Nothing in this Agreement may be understood to constitute a partnership or joint
venture between the Parties. Neither the Recipient nor any of its agents, employees, subcontractors,
or assignees shall represent to others that it is an agent of or has the authority to bind the Department
by virtue of this agreement, unless specifically authorized in writing to do so.
C. Limitations on Advertising: The Department is prohibited from endorsing the project of any recipient
of state financial assistance. The Recipient shall not publicly disseminate any information or
documentation that implies the project described in this Agreement is endorsed by the Department, or
that contains the name, logos, or emblems of the Department.
D. Sponsorship: If the Recipient is a nongovernmental organization (a nonprofit or for -profit) that
sponsors a program that is financed wholly or in part by State funds, including funds obtained through
this Agreement, it shall, it shall, in publicizing, advertising, or describing the sponsorship of the program,
state: "Sponsored by (Recipient's name) and the State of Florida." If the sponsorship reference is in
written material, the words "State of Florida" shall appear in the same size letters or type as the name
of the Recipient. The Department's name, logos, or emblems shall not be utilized.
E. Travel Costs: The maximum amount of reimbursement for travel costs shall not exceed the rates
established in the State of Florida Travel Guidelines, section 112.061, F.S.
F. Civil Rights: The Recipient agrees to comply with the Americans with Disabilities Act (Public Law 101-
336, 42 U.S.C. Section 12101 et seq.) and shall not discriminate against any individual employed in
the performance of this Agreement due to race, religion, color, sex, physical handicap unrelated to
such a person's ability to engage in this work, national origin, ancestry, age, or marital status. These
requirements shall apply to all contractors, subrecipients, or others with whom the Recipient arranges
to provide services or benefits to clients or employees in connection with the award program and
related activities.
G. E-Verify: The Recipient agrees to comply with section 448.095(5), F.S., requiring the Recipient and all
third -party entities it enters into agreements with to register with and use the E-Verify system. The
Recipient may not enter into a contract with any third -party entity without verifying compliance with this
requirement, or without obtaining an affidavit from the third -party entity stating they do not employ,
contract with, or subcontract with unauthorized aliens. If the Recipient or the Department has a good
faith belief that a third -party entity is in violation of section 448.09(1), F.S., the Recipient must terminate
their contract with the third -party entity. Third -party entities may file a cause of action with a circuit or
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Award #: CH006
CSFA #: 71.129
county court to challenge a termination no later than 20 calendar days after the date on which the
contract was terminated.
H. Background Check: Whenever a background screening for employment or a background security
check is required by law for employment, unless otherwise provided by law, the provisions of chapter
435, F.S., shall apply. All employees in positions designated by law as positions of trust or responsibility
shall be required to undergo security background investigations as a condition of employment and
continued employment. For the purposes of this subsection, security background investigations shall
include, but not be limited to: employment history checks, fingerprinting for all purposes and checks in
this subsection, statewide criminal and juvenile record checks through the Florida Department of Law
Enforcement, and federal criminal record checks through the Federal Bureau of Investigation, and may
include local criminal record checks through local law enforcement agencies.
I. Non -Disclosure Agreements: Recipients may not require any employee or contractor to sign an
internal confidentiality agreement or statement that prohibits, restricts or purports to prohibit or restrict,
the reporting of waste, fraud, or abuse in accordance with law to an investigative or law enforcement
representative of a state or federal department or agency authorized to receive such information. The
Recipient certifies that if it is informed or notified that any subrecipient or vendor has been requiring their
employees to execute agreements or statements that prohibit the reporting of fraud, waste, or abuse
that it will immediately cease all further obligations of award funds to the entity and will immediately
notify the Department. The Recipient will not resume obligations until expressly authorized to do so by
the Department.
J. Disputes and Appeals: Unless otherwise stated in this Agreement, disputes concerning performance
under the Agreement will be decided by the Department, who shall reduce the decision to writing and
serve a copy to the Recipient. In the event a Party is dissatisfied with the dispute resolution decision,
jurisdiction for any dispute arising under the terms of the Agreement will be in State courts, and the
venue will be the Second Judicial Circuit, in and for Leon County. Except as otherwise provided by law,
the Parties agree to be responsible for their own attorney fees incurred in connection with disputes
arising under the terms of this Agreement.
K. Insurance: The Recipient shall provide and maintain at all times during this Agreement adequate
general liability insurance coverage of such types and with such terms and limits as may be reasonably
associated with this Agreement, as required by law, and as otherwise necessary and prudent for the
Recipient's performance of work under this Agreement. The limits of coverage shall not be interpreted
as limiting the Recipient's liability and obligations under this Agreement. All insurance policies shall be
through insurers licensed and authorized to write policies in the State of Florida, and such policies shall
cover all employees engaged in any work performed under this Agreement. A self-insurance program
established and operating under the laws of the State of Florida may provide such coverage.
Documentation to support compliance with this provision shall be provided to the Department upon
request. Failure to maintain adequate insurance coverage may, at the Department's sole discretion,
result in termination of the Agreement.
L. Intellectual Property Rights: Where activities supported by this Agreement result in the creation of
intellectual property rights, the Recipient shall notify the Department, and the Department will determine
whether the Recipient will be required to grant the Department a perpetual, irrevocable, royalty -free,
nonexclusive license to use, and to authorize others to use for State government purposes, any resulting
patented, copyrighted, or trademarked work products developed under this Agreement. The Department
will also determine whether the Recipient will be required to pay all or a portion of any royalties resulting
from such patents, copyrights, or trademarks.
M. Prohibited Vendor Lists: The Recipient may not enter into an agreement with any organization named
on a prohibited vendor list, pursuant to sections 287.133 — 287.137, F.S. In addition, if the Recipient is
found to be included on any of these lists, the Department may unilaterally terminate this Agreement.
These lists are maintained by the Department of Management Services on their website:
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Award #: CH006
CSFA #: 71.129
https://www.dms.myflorida.com/business operations/state purchasinq/state agency resources/vend
or reqistration and vendor lists
1. The "Convicted Vendor List", pursuant to section 287.133, F.S.
2. The "Discriminatory Vendor List", pursuant to section 287.134, F.S.
3. The "Forced Labor Vendor List", pursuant to section 287.1346, F.S.
4. The "Scrutinized List of Prohibited Companies", pursuant to section 287.135, F.S.
5. The "Suspended Vendor List", pursuant to section 287.1351, F.S.
6. The "Antitrust Violator Vendor List", pursuant to section 287.137, F.S.
SECTION II: FUNDING AND PAYMENT CONSIDERATIONS
A. Funding Requirements: Pursuant to section 215.971(1), F.S.:
1. The Recipient may only expend funding under this Agreement for allowable costs resulting from
obligations incurred during the project period.
2. The Recipient shall refund to the Department any balance of unobligated funds that were
advanced or paid to the Recipient.
3. The Recipient shall refund to the Department all funds received in excess of the amount to
which the Recipient or its subrecipients are entitled under the terms and conditions of this
Agreement.
B. Compensation: This is a cost -reimbursement agreement. This Agreement shall not exceed the award
amount, and payment shall only be issued by the Department after acceptance of the Recipient's
performance as set forth by the terms and conditions of this Agreement. The State of Florida's
obligation to pay under this agreement is contingent upon an appropriation by the Legislature.
C. Payment Process: Subject to the terms and conditions established in this Agreement, the Department
agrees to pay the Recipient in accordance with section 215.422, F.S.
D. EFT Payments: Electronic Funds Transfer (EFT) payments are preferred by the State. While
enrollment is not required, the Recipient may choose to enroll by submitting an authorization form to
the Department of Financial Services. Copies of the authorization form and a sample blank enrollment
letter may be obtained at: https://www.myfloridacfo.com/division/aa/vendors. Once enrolled, payments
under this Agreement will be made by EFT. Questions about the enrollment process should be directed
to the EFT section of the Department of Financial Services at (850) 413-5517.
E. Financial Management: The Recipient agrees to maintain all financial records and documents
(including electronic files) in accordance with generally accepted accounting procedures and practices.
The Recipient must be able to record and report on the receipt, obligation, and expenditure of grant
funds for each award, project, and/or subrecipient. The Recipient must provide copies of their general
ledgers and schedule of accounts to the Department upon request for monitoring purposes.
F. Expenditures: All expenditures must be in compliance with the laws, rules, and regulations applicable
to the expenditure of State funds, including, but not limited to, the Reference Guide for State
Expenditures maintained by the Department of Financial Services.
G. Taxes: The Department is exempt from the payment of State sales and use tax and Federal Excise
Tax. Unless otherwise provided by law, the Recipient, however, shall not be exempted from paying
State sales and use tax to the appropriate governmental agencies, nor shall the Recipient be exempted
from paying its suppliers for any taxes on materials used to fulfill its contractual obligations under this
Agreement. The Recipient shall be responsible and liable for the payment of all its FICA/Social Security
and other taxes resulting from this agreement.
H. Invoices: Invoices submitted to the Department as supporting documentation for payment must fulfill
all of the requirements for invoices outlined in the Reference Guide for State Expenditures These
requirements are summarized in Appendix C of this Agreement.
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Award #: CH006
CSFA #: 71.129
I. Advance Payments: While this is primarily a cost -reimbursement agreement, the Recipient may be
eligible to receive an advancement of funds (a cash advance) for immediate payables. The Recipient
shall provide written justification for imminent need of funding to the Department Grant Manager,
accompanied by the invoice(s) to be paid. The Recipient will be notified of the Department's decision to
approve or deny the request in writing. If approved, advanced funds must be utilized to pay the approved
invoice(s) within thirty (30) days of receipt of the funds via check/warrant or EFT. The cash advance
must be reconciled with the Department within forty-five (45) days of receipt of the funds. The
Department may choose, at its sole discretion, to withhold all payments owed to the Recipient until an
outstanding cash advance has been reconciled.
J. Final Payment Request: If the Recipient fails to submit the final payment request to the Department by
the deadline specified in the Scope of Work, or within 45 days of the end date of the Agreement, the
Department may, at its sole discretion, consider the Recipient to have forfeited any and all rights to
payment under this Agreement.
SECTION III: RETURN OR RECOUPMENT OF FUNDS
A. Refunds: If the Recipient or its independent auditor discovers that an overpayment has been made, the
Recipient shall contact the Department within seven (7) calendar days after the date of discovery. In the
event that the Department first discovers an overpayment has been made, the Department will notify
the Recipient in writing. The Department will provide a Refund Request Form to the Recipient to be
completed and mailed to the Department with the refund check. Refunds must be submitted to the
Department within thirty (30) calendar days after the date of discovery. Checks shall be made payable
to the "Department of Law Enforcement" and shall be mailed with a copy of the Refund Request Form
to:
FDLE — Cash Receipts
Post Office Box 1489
Tallahassee, FL 32302-1489
Should repayment not be made in a timely manner, the Department shall be entitled to charge interest
at the lawful rate of interest on the outstanding balance beginning forty (40) calendar days after the date
of notification or discovery. If an overpayment is discovered while the Agreement is still active, the
Department may choose to recoup the overpayment from monies owed to the Recipient under this
Agreement.
B. Recoupment of Funds: If the Recipient's noncompliance with any provision of this Agreement results
in additional costs or monetary loss to the Department or the State, the Department may recoup the
costs or losses from monies owed to the Recipient under this Agreement. In the event that the discovery
of additional costs or losses arises when no monies are available under this Agreement, the Recipient
shall repay such costs or losses to the Department in full within thirty (30) days from the date of
discovery or notification, unless the Department agrees, in writing, to an alternative timeframe.
SECTION IV: DUTY OF DISCLOSURE OF LEGAL PROCEEDINGS AND INSTANCES OF FRAUD
A. Legal Proceedings: Prior to the execution of this Agreement, the Recipient shall disclose in writing all
prior or on -going civil or criminal litigation, investigations, arbitration, or administrative proceedings
(collectively "Proceedings") involving this Agreement, including any Proceedings that involve
subrecipients or contractors performing work under this Agreement. Thereafter, the Recipient has a
continuing duty to promptly disclose all Proceedings upon occurrence.
B. Duty of Disclosure: This duty of disclosure applies to each officer and director of the Recipient, as well
as to each officer and director of subrecipients or contractors performing work under this Agreement, for
any Proceeding that relates to an officer's or director's business or financial activities. Details of
settlements that are prevented from disclosure by the terms of the settlement must be annotated as
such. If the existence of such Proceeding causes the Department concern about Recipient's ability or
willingness to perform work under the Agreement, then upon the Department's request, the Recipient
shall provide to the Department Grant Manager all reasonable assurances that: (a) the Recipient will be
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CSFA #: 71.129
able to perform work under the Agreement in accordance with its terms and conditions; and (b) the
Recipient and/or its employees, agents, subrecipients, or contractors have not and will not engage in
conduct which is similar in nature to the conduct alleged in such Proceeding while performing work
under this Agreement.
C. Notification of Instances of Fraud: Upon discovery, the Recipient shall report all known or suspected
instances of operational fraud, criminal activities, or mismanagement of award funds committed by the
Recipient, or an agent, contractor, or employee of the Recipient, to the Department Grant Manager in
writing within 24 chronological hours.
SECTION V: MANDATORY DISCLOSURE REQUIREMENTS
A. Conflict of Interest: This Agreement is subject to chapter 112, F.S. . The Recipient shall disclose the
name of any officer, director, employee, or other agent who is also an employee of the State. The
Recipient shall also disclose the name of any State employee who owns, directly or indirectly, more
than a five percent (5%) interest in the Recipient or its affiliates.
B. Foreign Gifts and Contracts: The Recipient shall comply with any applicable disclosure requirements
in section 286.101, F.S.. Pursuant to section 286.101(7), F.S., "In addition to any fine assessed under
section 286.101(7)(a), a final order determining a third or subsequent violation by an entity other than a
state agency or political subdivision shall automatically disqualify the entity from eligibility for any grant
or contract funded by a state agency or any political subdivision until such ineligibility is lifted by the
Administration Commission for good cause."
SECTION VI: PUBLIC RECORDS REQUIREMENTS
Recipients who fail to provide Public Records to the Department within a reasonable amount of time may be
subject to penalties under section 119.10, F.S.
A. Public Records Law: The Recipient must allow public access to all documents, papers, letters, or other
material, regardless of the physical form, characteristics, or means of transmission, made or received
by the Recipient in conjunction with the Agreement ("Public Records"), unless the Public Records are
exempt from public access pursuant to chapter 119, F.S., section 24(a) of Article I of the Florida
Constitution, or other applicable state or federal law ("Public Records Law"). For the purposes of this
Agreement, the Recipient is responsible for becoming familiar with Florida's Public Records Law. The
Recipient must provide copies of all requested documentation to the Department within ten (10)
business days of the date of the request. The Department may unilaterally terminate the Agreement if
the Recipient refuses to allow public access to Public Records as required by Public Records Law.
B. Public Records Requests: All requests to inspect or copy Public Records relating to the Agreement
must be made directly to the Department. Notwithstanding any provisions to the contrary, disclosure of
any records made or received by the State in conjunction with the Agreement is governed by Public
Records Law.
C. Exemption from Public Records: If the Recipient has a reasonable, legal basis to assert that any
portion of any records submitted to the Department is confidential, proprietary, trade secret, or otherwise
not subject to disclosure ("Confidential" or "Trade Secret") under Public Records Law or other legal
authority, the Recipient must simultaneously provide the Department with a separate redacted copy of
the records the Recipient claims as Confidential or Trade Secret and briefly describe in writing the
grounds for claiming exemption from the Public Records Law, including the specific statutory citation for
such exemption. Only the portions of the records that the Recipient claims are Confidential or Trade
Secret shall be redacted. If the Recipient fails to submit a redacted copy of records it claims are
Confidential or Trade Secret, such action may constitute a waiver of any claim of confidentiality.
D. Requests for Redacted Records: If the Department receives a Public Records request for records that
include those marked as "Confidential" or "Trade Secret", the Department will provide the Recipient-
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redacted copies to the requester. If a requester asserts a right to the portions of records claimed as
Confidential or Trade Secret, the Department will notify the Recipient that such an assertion has been
made. It is the Recipient's responsibility to assert that the portions of records in question are exempt
from disclosure under Public Records Law or other legal authority. If the Department becomes subject
to a demand for discovery or disclosure of the portions of records the Recipient claims as Confidential
or Trade Secret in a legal proceeding, the Department will give the Recipient prompt notice of the
demand, when possible, prior to releasing the portions of records the Recipient claims as Confidential
or Trade Secret (unless disclosure is otherwise prohibited by applicable law). The Recipient shall be
responsible for defending its determination that the redacted portions of its records are Confidential or
Trade Secret. No right or remedy for damages against the Department arises from any disclosure made
by the Department based on the Recipient's failure to promptly, legally protect its claim of exemption
and commence such protective actions within ten (10) days of receipt of such notice from the
Department. If the Recipient claims that the records are Trade Secret pursuant to section 624.4213,
F.S., and if all the requirements of section 624.4213(1), F.S., are met, the Department will respond to
the Public Records Request in accordance with the provisions specified in that statute.
E. Records Transfer: If the Recipient's record retention requirements terminate prior to the requirements
stated herein, the Recipient may meet the Department's record retention requirements for this
Agreement by transferring its records to the Department at that time, and by destroying duplicate
records in accordance with section 501.171, F.S., and if applicable, section 119.0701, F.S. The
Recipient shall adhere to established information destruction standards such as those established by
the National Institute of Standards and Technology Special Publication 800-88, "Guidelines for Media
Sanitization" (2014). See:
https://nvlpubs.nist.gov/nistpubs/Special Pub lications/NIST.SP.800-88r1.pdf
IF THE RECIPIENT HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, F.S.,
TO THE RECIPIENT'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT,
CONTACT PUBLIC RECORDS AT:
Telephone: (850) 410-7676
Email: blicreco dsfdle state.fl.us
Mailing Address: Florida Department of Law Enforcement,
Public Records Section
P.O. Box 1489
Tallahassee, FL 32302-1489
SECTION VII: NONEXPENDABLE PROPERTY
For the purposes of this section, "property" means equipment, fixtures, and other tangible personal property
of a nonconsumable and nonexpendable nature.
A. Compliance: The requirements of this section apply to property owned by governmental units as
defined by section 274.01, F.S., and not to for -profit or nonprofit organizations. However, these
organizations are encouraged to establish and administer a property management system to protect,
preserve, use, maintain, and dispose of any property furnished to it by the Department or purchased
pursuant to this agreement.
B. Property Supervision and Control: Pursuant to section 273.03, F.S., the Recipient is the custodian
of all nonexpendable property, and shall be primarily responsible for the supervision, control, and
disposition of the property in his or her custody (but may delegate its use and immediate control to a
person under his or her supervision and may require custody receipts).
C. Maintenance of Property: The Recipient shall be responsible for the correct use of all nonexpendable
property obtained using funds provided by this Agreement, and for the implementation of adequate
maintenance procedures to keep the nonexpendable property in good operating condition.
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D. Property Records: All nonexpendable property purchased under this Agreement shall be listed on the
property records of the Recipient. The Recipient shall inventory annually and maintain accounting
records for all nonexpendable property purchased. The records shall include, at a minimum, the
following information: property tag identification number, description of the item(s), physical location,
name, make or manufacturer, year, and/or model, manufacturer's serial number(s), dates of
acquisition, and the current condition of the item.
SECTION VIII: PURCHASE OF, OR IMPROVEMENTS TO, REAL PROPERTY
A. Security Interest: In accordance with section 287.05805, F.S., if funding provided under this
Agreement is used for the purchase of or improvements to real property, the Recipient shall grant the
Department a security interest in the property in the amount of the funding provided by this Agreement
for the purchase of improvements to the real property for five (5) years from the date of purchase or
the completion of improvements or as further required by law.
B. Expiration of Security Interest: Upon the expiration date of the Agreement, the Recipient shall be
authorized to retain ownership of the improvements to real property set forth in this Agreement in
accordance with the following: (a) the Recipient is not sold, merged, or acquired; (b) the real property
subject to the improvements is owned by the Recipient; and (c) the real property subject to the
improvements is used for the purposes provided in this Agreement. If within five years of expiration of
this Agreement, the Recipient is unable to satisfy these requirements, the Recipient shall notify the
Department in writing of the circumstances that will result in the deficiency upon learning of it, but no
later than thirty (30) calendar days prior to the deficiency occurring. In such event, the Department shall
have the right, within its sole discretion, to demand reimbursement of part or all of the funding provided
to the Recipient under this Agreement.
SECTION IX: SUBAWARDS, CONTRACTS, AND ASSIGNMENTS
A. Allowability: Unless otherwise specified in this Agreement or through prior written approval of the
Department, the Recipient may not: (a) Subgrant any of the funds provided to the Recipient by the
Department under this Agreement; (b) contract its duties or responsibilities under this Agreement out to
a third party; or (c) assign any of the Recipient's rights or responsibilities herein, unless specifically
permitted by law to do so.
B. Recipient Responsibilities: The Recipient agrees to be responsible for all work performed and all
expenses incurred in fulfilling the obligations of this Agreement. If the Department approves the
Recipient's request to subgrant, contract, or assign any or all of the work to be performed under this
Agreement, it is understood by the Recipient that all such arrangements shall be evidenced by a written
contract containing all provisions necessary to ensure the vendor's compliance with applicable state and
federal laws. The Recipient agrees that all subrecipients performing work under this award shall be
properly trained individuals who meet or exceed any specified training qualifications. The Recipient
further agrees that the Department shall not be liable to the vendor for all expenses and liabilities
incurred under the contract and that the Recipient shall be solely liable to the vendor for all expenses
and liabilities incurred under the contract. The Recipient, at its expense, will defend the Department
against such claims.
C. Subrecipient Responsibilities: Subrecipients of state financial assistance are obligated to comply with
the requirements outlined in this Agreement for monitoring, auditing, records retention, and financial
reporting outlined in the attached Appendix to this Agreement. The Recipient shall include the
aforementioned requirements in all approved subrecipient contracts and assignments.
D. Subrecipient Agreements: Pursuant to section 215.971, F.S., agreements with subrecipients
performing work under this award shall include, or be amended to include:
a) A scope of work that clearly establishes the tasks/activities the subrecipient will perform.
b) Specific deliverables related to the tasks/activities outlined in the scope of work.
c) The minimum level of performance required for each deliverable and the criteria that will be used
to determine successful performance. This may include: documentation supporting delivery of an
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item such as receipts or paid invoices, documentation supporting the successful completion of an
activity such as a dated, itemized invoice, activity logs, timesheets, or participant sign -in sheets.
d) The financial consequences that will apply if the minimum level of service is not attained.
e) The financial consequences that will apply if the subrecipient fails to perform in accordance with
the contract.
E. Required Documentation: The Recipient shall provide to the Department copies of all subcontracts
executed with entities performing work under this award and a completed Form DFS-A2-NS
(Recipient/Subrecipient vs. Vendor Determination form) with each subcontract. This form is required
by the Florida Department of Financial Services and determines (1) the applicability of the Florida
Single Audit Act and (2) whether the subcontractor is a vendor or a subrecipient.
F. Certificate of Subaward: When a subrecipient relationship is determined to exist, the Recipient must
ensure the subrecipient is aware of, and agrees to follow, all audit, monitoring, and compliance
requirements for the use of state funds referenced in Form DFS-A2-CL ("Audit Requirements for
Awards of State and Federal Financial Assistance"). To assist with this requirement, the Department
created a "Certificate of Subaward" to be completed by the Recipient and signed by the subrecipient.
A copy of this form must be provided to the Department and maintained on file by all parties.
G. Invoice Requirements: Invoices submitted by a subcontractor must clearly identify the: the dates of
service (the invoice period); a description of the specific deliverables provided during the invoice period;
the quantity provided; and the payment amount specified in the contract for the completion of the
deliverables provided.
H. Timely Payment of Subcontractors: If the Recipient receives advanced funding to pay an invoice for
a subrecipient or contractor, the Recipient agrees to make payments to pay the invoice within seven (7)
working days of receipt of the advance via check/warrant or EFT, unless otherwise stated in the
agreement between the Recipient and the subrecipient or contractor. The Recipient's failure to pay its
subrecipients or contractors within seven (7) working days will result in a statutory penalty charged
against the Recipient and paid to the subrecipient or contractor in the amount of one-half of one (1)
percent of the amount due per day from the expiration date of the period allowed herein for payment.
Such statutory penalty shall be in addition to actual payments owed and shall not exceed fifteen (15)
percent of the outstanding balance due, pursuant to section 287.0585, F.S.
SECTION X: INDEMNIFICATION
A. Limitations of Liability: The Recipient shall be fully liable for the actions of its agents, employees,
partners, subrecipients, or contractors and shall fully indemnify, defend, and hold harmless the State
and the Department, and their officers, agents, and employees, from suits, actions, damages, and
costs of every name and description, arising from or relating to personal injury and damage to real or
personal tangible property alleged to be caused in whole or in part by the Recipient, its agents,
employees, partners, subrecipients, or contractors provided, however, that the Recipient shall not
indemnify for that portion of any loss or damages proximately caused by the negligent act or omission
of the State or the Department.
Further, the Recipient shall fully indemnify, defend, and hold harmless the State and the Department
from any suits, actions, damages, and costs of every name and description, including attorneys' fees,
arising from or relating to violation or infringement of a trademark, copyright, patent, trade secret, or
intellectual property right provided, however, that the foregoing obligation shall not apply to the
Department's misuse or modification of the Recipient's products or the Department's operation or use
of the Recipient's products in a manner not contemplated by the Agreement. If any product is the
subject of an infringement suit, or in the Recipient's opinion is likely to become the subject of such a
suit, the Recipient may at its sole expense procure for the Department the right to continue using the
product or to modify it to become non -infringing. If the Recipient is not reasonably able to modify or
otherwise secure the Department the right to continue using the product, the Recipient shall remove
the product and refund the Department the amounts paid in excess of a reasonable rental for past use.
The Department will not be liable for any royalties.
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The Recipient's obligations under the preceding two paragraphs with respect to any legal action are
contingent upon the State or the Department giving the Recipient: (a) written notice of any action or
threatened action; (b) the opportunity to take over and settle or defend any such action at the
Recipient's sole expense; and (c) assistance in defending the action at the Recipient's sole expense.
The Recipient shall not be liable for any cost, expense, or compromise incurred or made by the State
or the Department in any legal action without the Recipient's prior written consent, which shall not be
unreasonably withheld.
B. Sovereign Immunity: Nothing in this Agreement shall be construed to affect in any way the Recipient
rights, privileges, and immunities under the doctrine of "sovereign immunity" and as set forth in section
768.28, Florida Statute.
SECTION XI: NONPROFIT RECIPIENTS
A. Allocations for Remuneration Form: Pursuant to §216.1366(3), and Executive Order 22-44,
nonprofit Recipients are required to provide documentation indicating the amount of state financial
assistance allocated for remuneration to any member of the board of directors or an executive officer
of the Recipient's organization. This requirement is met by submitting a "Non -Profit State Fund
Allocations for Remuneration" form to the Department. A copy of this form must be posted to the
Recipient's website, if the Recipient maintains a website. For the purposes of this section,
"remuneration" means all compensation earned by or awarded to personnel, whether paid or accrued,
regardless of contingency, including bonuses, accrued paid time off, severance payments, incentive
payments, contributions to a retirement plan or in -kind payments, reimbursements, or allowances for
moving expenses, vehicles and other transportation, telephone services, medical services, housing,
and meals.
B. Compensation Paid Using State Funds Form: If the Recipient indicates funding has been allocated
for remuneration to any member of the board of directors or an executive officer of the Recipient's
organization, a "Non -Profit Total Compensation Paid Using State Funds" form must be submitted to
the Department with each payment request for each individual receiving compensation. A copy of this
form (or forms) must be posted to the Recipient's website, if the Recipient maintains a website.
C. IRS Form 990: Pursuant to Executive Order 22-44, nonprofit recipients who receive 50% or more of
their annual funding from the state must submit a copy of their IRS Form 990 to the Department at the
time it is filed. Any subsequent changes or corrections that are made to Form 990 during the project
period must be submitted to the Department within thirty (30) days of the change or correction.
SECTION XII: TERMINATION AND FORCE MAJEURE
A. Corrective Action: The Department will notify the Recipient in writing if corrective action is required for
noncompliance, nonperformance, or unacceptable performance of work under this Agreement. Failure
to implement or improve performance of work in accordance with the corrective action plan may result
in termination of the Agreement.
B. Termination for Cause: The Department may, at its sole discretion and upon providing written notice
to the Recipient, terminate the Agreement if the Recipient fails to a) satisfactorily complete the
deliverables within the project period of the Agreement; b) maintain adequate progress, thus
endangering performance of the Agreement; c) honor any term of the Agreement; or d) above by any
statutory, regulatory, or licensing requirement of the Agreement.
C. Termination Due to Lack of Funds: If funding for this Agreement is withdrawn or redirected by the
Legislature, the Department shall provide written notice to the Recipient at the earliest possible time.
The lack of funds shall not constitute a default by the Department or the State.
D. Termination for Convenience: The Department may terminate this Agreement, in whole or in part,
by providing written notice to the Recipient that it is in the Department's or the State's best interest to
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do so. The Recipient shall not provide any deliverable pursuant to Appendix B after it receives the
Department's notice of termination, except as the Department otherwise specifically instructs the
Recipient in writing. The Recipient will not be entitled to recover any cancellation charges or lost profits.
E. Recipient's Responsibilities upon Termination: If the Department issues a notice of termination to
the Recipient, except as otherwise specified by the Department in that notice, the Recipient shall: (a)
Stop work under this Agreement on the date and to the extent specified in the notice; (b) complete
performance of such part of the work the Department does not terminate, if any; (c) take such action
as may be necessary, or as the Department may specify, to protect and preserve any property which
is in the possession of the Recipient and in which the Department has or may acquire an interest; and
(d) transfer, assign, and make available to the Department all property and materials belonging to the
Department upon the effective date of termination of this Agreement. No extra compensation will be
paid to the Recipient for its services in connection with such transfer or assignment.
F. Severability: If any provision of this Agreement, in whole or in part, is held to be void or unenforceable
by a court of competent jurisdiction, that provision will be enforced only to the extent that it is not in
violation of law or is not otherwise unenforceable, and all other provisions remain in full force and effect.
G. Survival: Any right or obligation of the Parties in this Agreement which, by its express terms or nature
and context, is intended to survive termination or expiration of this Agreement, will survive any such
termination or expiration.
H. Force Majeure: Neither Party shall be liable to the other for any delay or failure to perform under this
Agreement if such delay or failure is neither the fault nor caused by the negligence of the Party or its
employees or agents and the delay is due directly to acts of God, wars, acts of public enemies, strikes,
fires, floods, or other similar cause wholly beyond the Party's control, or for any of the foregoing that
affects subrecipients, contractors, or suppliers if no alternate source of supply is available. However,
in the event a delay arises from the foregoing causes, the Party shall take all reasonable measures to
mitigate any and all resulting damages, costs, delays, or disruptions to the Party's performance
requirements under this Agreement.
I. Notice of Delay from Force Majeure: In the case of any delay the Recipient believes is excusable
under subsection H, the Recipient shall notify the Department in writing of the delay or potential delay
and the cause of the delay either: (a) within ten (10) calendar days after the cause that creates or will
create the delay first arose, if the Recipient could reasonably foresee that a delay could occur as a
result; or (b) within five (5) calendar days after the date the Recipient first had reason to believe that a
delay could result, if the delay is not reasonably foreseeable. THE FOREGOING SHALL CONSTITUTE
THE RECIPIENT'S SOLE REMEDY OR EXCUSE WITH RESPECT TO DELAY. Providing notice in
strict accordance with this subsection is a condition precedent to such remedy. The Department, in its
sole discretion, will determine if the delay is excusable under this Section and will notify the Recipient
of its decision in writing. No claim for damages, other than for an extension of time, shall be asserted
against the Department. The Recipient will not be entitled to an increase in the Agreement price or
payment of any kind from the Department for any reason. If performance is suspended or delayed, in
whole or in part, due to any of the causes described in this subsection, after the causes have ceased
to exist, the Recipient shall resume performance, unless the Department determines, in its sole
discretion, that the delay will significantly impair the ability of the Recipient to timely complete its
obligations under this Agreement, in which case the Department may terminate the Agreement in whole
or in part. If the delay is excusable under this section, the delay will not result in any additional charge
or cost under the Agreement to either Party.
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