HomeMy WebLinkAboutApplication and Instructions FY17-18Florida Department of Law Enforcement
Office of Criminal Justice Grants
Post Office Box 1489 Tallahassee, Florida 32302-1489 (850) 617-1250 criminaliustice5fdle.state.fl.us
Program Information & Application Instructions
for State Financial Assistance
2017-2018
Description of FDLE's State Financial Assistance (SFA) Program
FDLE's Office of Criminal Justice Grants (OCJG) is the coordinating unit for State Financial Assistance
(SFA) pass-through funding to recipients for criminal justice projects and programs. SFA grants are
awarded for projects identified in statute or legislative proviso and authorized in the Department's budget
as pass-through funding for local agencies or named recipients.
Grant funds are distributed on a cost -reimbursement, unit cost or flat rate basis for satisfactory
performance of eligible activities. Requests for reimbursement can be submitted on a monthly basis and
should include total expenditures for the reporting period. Payments will be processed in conjunction with
receipt and review of monthly programmatic performance reports and supporting documentation to
determine successful completion of minimum performance deliverables as specified in the agreement.
Grants are awarded for a 12 -month state fiscal year period, beginning July 1, 2017 and ending June 30,
2018, and cannot be extended. Any unused funds remaining as of June 30, 2018 will be reverted. Only
costs incurred during the grant period are eligible for reimbursement and all payments must be completed
within thirty (30) days of the end of the grant period. Final reconciliation and closeout of the agreement
must be completed by both parties within forty-five (45) days of the end of the grant period.
State Transparency
SFA grants and information supplied to OCJG for grant management and payment purposes will be used
to comply with state transparency reporting requirements.
Florida Accountability and Contract Tracking System (FACTS)
Section 215.985, F.S., makes the Department of Financial Services (DFS) responsible for the
development and maintenance of a contract reporting system, the Florida Accountability Contract
Tracking System (FACTS). State law requires all agreements (contracts, purchase orders and grants for
state or federal financial assistance) to be placed in this transparency system.
FDLE will provide all SFA grant agreements to the FACTS system, including original contract and
amendment document images. The following excerpt from section 215.985, F.S., provides an example for
the specific information required to be provided to FACTS.
(1) The Chief Financial Officer shall establish and maintain a secure contract tracking system
available for viewing and downloading by the public through a secure website. The Chief
Financial Officer shall use appropriate Internet security measures to ensure that no person has
the ability to alter or modify records available on the website.
(a) Within 30 calendar days after executing a contract, each state entity shall post the following
information relating to the contract on the contract tracking system:
1. The names of the contracting entities.
2. The procurement method.
3. The contract beginning and ending dates.
4. The nature or type of the commodities or services purchased.
5. Applicable contract unit prices and deliverables.
6. Total compensation to be paid or received under the contract.
7. All payments made to the contractor to date.
8. Applicable contract performance measures.
9. If a competitive solicitation was not used to procure the goods or services, the justification
of such action, including citation to a statutory exemption or exception from competitive
solicitation, if any.
10. Electronic copies of the contract and procurement documents that have been redacted to
exclude confidential or exempt information.
2017-18 State Financial Assistance Page 2 of 8
Funding Application Instructions
(b) Within 30 calendar days after an amendment to an existing contract, the state entity that is a
party to the contract must update the information described in paragraph (a) in the contract
tracking system. An amendment to a contract includes, but is not limited to, a renewal,
termination, or extension of the contract or a modification of the terms of the contract.
(c) By January 1, 2014, each state entity shall post to the contract tracking system the information
required in paragraph (a) for each existing contract that was executed before July 1, 2013, with
payment from state funds made after June 30, 2013.
(d) Records made available on the contract tracking system may not reveal information made
confidential or exempt by law.
Exemption from FACTS
Agreements containing information statutorily exempt from public records could qualify for partial or
complete contract exemption from FACTS. Please contact OCJG for additional information, to determine
whether an agreement would be exempt, and the documentation required to request an exemption.
Reporting Requirements
Performance
Programmatic or performance reports are to be submitted monthly and are due within 15 days of the end
of the reporting period. Receipt of funds is contingent on timely reporting. Legislative proviso language
requires all appropriations specifically identified in Appropriations 1234 or 1239A to provide the current
status of the project, indicating whether it is meeting the goals of funding. Additionally, FDLE must provide
quarterly reports to the Executive Office of the Governor on the status of contract deliverables and
recipient's return on investment for the state of Florida.
Performance reports will be used not only to verify and authorize payments for reimbursement of
authorized expenditures, but also to monitor progress and develop reports on the project to the Florida
Legislature.
Financial
Financial reports are due within 30 days after the end of each reporting period. The final financial report
will be due within 30 days after the end of the agreement period. Receipt of funds will be contingent on
timely reporting.
For reimbursement contracts, each invoice or request for reimbursement must be accompanied by
detailed supporting documentation. Only expenditures for categories in the approved agreement budget
may be reimbursed. These expenditures must be allowable (pursuant to law) and directly related to the
services being provided. Additionally, the request and submitted documentation must evidence the
completion of all tasks required to be performed for the associated deliverable including minimum
performance standards established in the agreement.
For contracts invoicing flat rate or unit cost payments, the final approved contract will detail all invoicing
and documentation requirements.
A final financial reconciliation report will be completed by FDLE, which may require recipients to provide
additional documentation supporting use of funds and to verify cost elements.
2017-18 State Financial Assistance Page 3 of 8
Funding Application Instructions
Project Overview
FDLE must receive detailed project and budget information prior to developing a contract for state
financial assistance. A sample template is provided below describing contract requirements and
information that must be submitted for incorporation into the SFA agreement.
General Project Information
Project Title:
SFA Recipient Agency:
Date Contract is needed by for approval in the City Council/Commission meeting:
Chief Official: The agency head for the Recipient entity identified in proviso (County Commissioner,
Mayor, Police Chief, Sheriff, etc.). If using a Chief Official Designee, the application must include a copy
of the written documentation from the chief official approving the individual for signature authority.
Programmatic Contact: Responsible for administration of the project.
Contract/Grant Manager: Serves as primary point of contact for the agreement, responsible for financial
and programmatic reports, and overall compliance with the agreement.
Chief Financial Officer: Responsible for financial administrative reporting and records management.
Official payee: Person to whom payment will be remitted on behalf of the Recipient.
Name
Title
Address
Phone
Email
Name
Title
Address
Phone
Email
Chief Official
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Name
Title
Address
Phone
Email
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Name
Title
Address
Phone
Email
Name
Title
Address
Phone
Email
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Chief Financial Officer
2017-18 State Financial Assistance Page 4 of 8
Funding Application Instructions
Problem Identification
Provide a description of the problem or issue being addressed with grant funds. This section should
contain a statement of the program, identify need/issue to be addressed including any repercussions of
the impact if need is not met through the use of state grant funds.
Project Summary (Scope of Work)
Provide a detailed description of the project's scope, goals, deliverables, and activities. The summary
should describe how the project will focus on or address the problem with expected performance and
measurement of the project, and include a general timeline for the completion of major deliverables. This
section should describe how the problem above will be addressed; what will be achieved; the activities to
be completed or services provided; and the documentation that will be maintained and provided to
support work was completed.
Deliverables
The scope of work should include a list of each deliverable and the activity/task that will be completed for
each project goal/objective. The deliverables must be directly related to the scope of work, specify the
minimum level of service to be performed, identify the criteria for evaluating the successful completion of
each deliverable and the estimated date of completion.
The following information should be provided for each deliverable:
• description of the each milestone deliverable; the activities or tasks that will be performed to
accomplish each milestone;
• the minimum performance requirements or minimum level of service for each deliverable/activity;
• the estimated delivery date or date of completion for each deliverable/activity;
• description of the documentation that will be maintained and provided to FDLE to support the
work completed and deliverable achieved according to minimum standards;
• the estimated date of completion of each deliverable/activity; and
• the total cost associated with each deliverable.
Project Goal/Objective:
Deliverable/Activity
Cost for
reimbursement for
each
deliverable/activity
Documentation that will be provided
to measure or verify each
deliverablelactivity
Estimated
date of
completion
2017-18 State Financial Assistance Page 5 of 8
Funding Application Instructions
BUDGET
Provide a detailed project budget narrative to describe how grant funds will be used. The budget must
include computations that clearly show how the costs were derived. Budget narratives should describe
what is being paid for and why; and demonstrate how the agency will maximize cost effectiveness in
relation to potential alternatives and goals of the project. Budgeted items should follow required criteria for
documenting allowable project costs and include only those costs that are necessary and reasonable for
proper and efficient project activities, and not a general expense to carry out a recipient's overall
responsibilities or baseline capabilities.
Salaries and Overtime: Describe who/what is being paid for and why, and a description for how the
position(s) will accomplish grant activities. The salary rate should be provided with the total number of
hours, weeks, etc. If overtime, the budget should provide estimated number of hours with rate of pay.
Benefits - Fringe benefits should be based on actual known costs or an established formula. Fringe
benefits are for the personnel listed in salaries budget category (above) and only for the percentage of
time devoted to the project. Benefits requested should be clearly defined and include rate, cost, or
percentage in the calculation.
Position / Service Provided
Computation / Rate of Pay
Total Cost per
Line Item
Cost Per Unit
Total Cost
Subtotal Salaries
$
Position / Benefits Provided
Computation
Total Cost per
Line Item/Service
Cost Per Unit
Total Cost
Subtotal Benefits
$
TOTAL Salaries & Benefits
$
Contractual Services - Describe who/what is being paid for and why, and clearly identify the activities
each party will be contracted to perform. The narrative should identify the procurement method that will
be utilized, including whether the agency's formal written procurement policy or state regulations will
apply.
If paying consultant fees: Enter the name for each consultant, if known, service to be provided, hourly or
daily fee, and estimated time on the project. If paying consultant expenses: List all expenses to be paid
from the grant to the individual consultants in addition to their fees (i.e., travel, meals, lodging, etc.). If
paying consultant contracts: Provide a description of the product or service to be procured by contract
and an estimate of the cost. Applicants are advised that grant funds encourage an open, fair and
competitive process for subawarding contracts.
The narrative must identify costs per service(s) rendered and the basis for unit costs.
Description of Service/Activity
Consultant
Number of
Units
Cost Per Unit
Total Cost
TOTAL Contractual Services
$
2017-18 State Financial Assistance Page 6 of 8
Funding Application Instructions
Expenses / Supplies — Expenses should be listed by type (office supplies, postage, training materials,
copying paper, books, minor equipment) and show the basis for computation for each. Generally,
supplies include any materials that are expendable or consumed during the course of the project. If
expenses/supplies will be purchased as a bundle, the description should identify the items included in the
package.
Travel — Expenses related to travel should be provided separately and itemize travel expenses of project
personnel by purpose (e.g., staff to training, field interviews, advisory group meeting, etc.). Information
should show the basis of computation (e.g., six people to 3 -day training at $X airfare, $X lodging, $X per
diem). Information should also identify the location of travel, if known. Note: to qualify for reimbursement
of travel expenses, all travel must be in accordance with State of Florida travel guidelines and be
submitted on an approved State of Florida travel voucher.
Supply Item
Computation
Total Cost
Computation
Total Cost per
Line Item
Subtotal Expenses/Supplies
$
Purpose of Travel
Location
Item/Cost
(per diem, airfare, etc.)
Computation
Total Cost per
Line Item
Subtotal Expenses/Travel
$
TOTAL Expenses
$
Operating Capital Outlay OCO - List non -expendable, tangible property having a useful life of more than
one year and an acquisition cost in excess of the implementing agency's capital outlay threshold. If the
organization does not have an established policy, the State policy applies to the grant. The State policy is
that expense items are consumable, expendable items that have a unit cost less than $1,000 and/or a
useful life of less than one (1) year. The narrative should explain how the equipment is necessary for the
success of the project, how it will be used, and the procurement method that will be used to acquire the
item(s). If equipment will be purchased as a bundle, the description should identify the items included in
the package. The description should also identify whether shipping, handling, warranty, and/or
maintenance costs are included (if applicable). If funds will be used to pay all or part of a maintenance or
warranty agreement, the budget must assure that grant funds will only be used for up to the first year of
maintenance and only for the dates that fall within the project period of the grant.
OCO Item Computation Total Cost
TOTAL OCO/Equipment $
Construction — Provide a detailed description of the activity and the vendor or subcontractor tasked with
its completion. Link the activity to the milestone deliverable to help calculate the project's completion
percentage. Recipient will provide copies of all subcontracts or related agreements associated with this
agreement.
Description of Activity
Vendor or
Subcontractor
Links to
Milestone #
Cost
%Complete Total Cost
Toward Project
TOTAL Construction $
2017-18 State Financial Assistance Page 7 of 8
Funding Application Instructions
Budget Summary — Insert your totals from above to complete the budget summary. Please make sure
your budget narrative for each category reflects the totals entered
Budget Category
Total
A.
Salaries and Benefits
$0
B.
Contractual Services
$0
C.
Expenses (Supplies/Travel)
$0
D.
Equipment/Operating Capital Outlay
$0
E.
Construction
$0
Total
$0
Contact Information
Operations Review Specialist (ORS) Chanda Zirkelbach and Senior Management Analyst Supervisor
(SMAS) Alan Busenbark in FDLE's Office of Criminal Justice Grants are available for any assistance
needed at (850) 617-1250.
2017-18 State Financial Assistance Page 8 of 8
Funding Application Instructions