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HomeMy WebLinkAboutExhibiti Flo La Ric rida Department of Business Support w Enforcement Office of Criminal Justice Grants Post Office Box 1489 Richard L. Swearingen Tallahassee, FL 32302-1489 Commissioner The Honorable Tomas Regalado Mayor City of Miami 3500 Pan American Drive Miami, FL 33133-5595 Re: Contract No, 2016-JAGC-DADE-24-H3-180 Dear Mayor Regalado: Rick Scott, Governor Pam Bondi, Attorney General Jeff Atwater, Chief Financial Officer Adam Putnam, Commissioner of Agriculture The Florida Department of Law Enforcement is pleased to award an Edward Byrne Memorial Justice Assistance Grant (JAG) subgranf to your unit of government in the amount of $ 37,243.00 for the project entitled, SRO - TRUANCY REDUCTION PROJECT MIAMI FY16. This subaward is approved under Florida's state JAG award 2015 - MU -BX -1066 from the Department of Justice. These funds shall be utilized for the purpose of reducing crime and improving public safety and the criminal justice system. Enclosed is a copy of the approved subaward application with the referenced contract number and standard conditions. This subaward is subject to all administrative and financial requirements, including timely submission of all financial and performance reports and compliance with all standard conditions. Information from subawards and performance reports are provided to the Department of Justice (DOJ) Performance Measurement Tool (PMT) and Federal Funding Accountability and Transparency Act (FFATA) to meet federal transparency requirements. Contract and grant information is also provided to the State of Florida, Department of Financial Services (DFS) via the Florida Accountability Contract Tracking System (FACTS). This grant agreement and all correlating information including general contract, performance, amend me nt/modification information and a copy of the grant document is provided to FACTS to meet requirements under Chapter 2013-54 and 2013-154 Laws of Florida. If this agreement contains confidential or exempt information not subject to disclosure under Chapter 119, F.S., please contact the Office of Criminal Justice Grants (OCJG) for guidance on how to request exemption. Please complete and return the enclosed Certificate of Acceptance and Certification of Conflict of Interest forms within 30 calendar days from the date of award. Completion of the Certificate of Acceptance constitutes official acceptance of the subaward and must be received by the Department prior to reimbursement of any project expenditures. Some costs require prior written approval from OCJG and DOJ before beginning project activities. If your subaward contains any such items or those listed on the Bureau of Justice Assistance (BJA) Controlled Expenditures List, a grant adjustment and written request with justification will be required, A correlating special condition on your subgrant award in the Subgrant Information Management ON -Line (SIMON) system may also be included. We look forward to working with you on this project, Please contact Senior Management Analyst Supervisor Randall Smyth at (850) 617-1250 if you have any questions or we can be of further assistance. :t�rina Tuttle Herring Bureau Chief PTH/ar Enclosures Service • Integrity • Respect • Quality (850) 617-1250 FEB 8 2016 www,fdle.state.fl.us Ric rida Department of Business Support w Enforcement Office of Criminal Justice Grants Post Office Box 1489 Richard L. Swearingen Tallahassee, FL 32302-1489 Commissioner The Honorable Tomas Regalado Mayor City of Miami 3500 Pan American Drive Miami, FL 33133-5595 Re: Contract No, 2016-JAGC-DADE-24-H3-180 Dear Mayor Regalado: Rick Scott, Governor Pam Bondi, Attorney General Jeff Atwater, Chief Financial Officer Adam Putnam, Commissioner of Agriculture The Florida Department of Law Enforcement is pleased to award an Edward Byrne Memorial Justice Assistance Grant (JAG) subgranf to your unit of government in the amount of $ 37,243.00 for the project entitled, SRO - TRUANCY REDUCTION PROJECT MIAMI FY16. This subaward is approved under Florida's state JAG award 2015 - MU -BX -1066 from the Department of Justice. These funds shall be utilized for the purpose of reducing crime and improving public safety and the criminal justice system. Enclosed is a copy of the approved subaward application with the referenced contract number and standard conditions. This subaward is subject to all administrative and financial requirements, including timely submission of all financial and performance reports and compliance with all standard conditions. Information from subawards and performance reports are provided to the Department of Justice (DOJ) Performance Measurement Tool (PMT) and Federal Funding Accountability and Transparency Act (FFATA) to meet federal transparency requirements. Contract and grant information is also provided to the State of Florida, Department of Financial Services (DFS) via the Florida Accountability Contract Tracking System (FACTS). This grant agreement and all correlating information including general contract, performance, amend me nt/modification information and a copy of the grant document is provided to FACTS to meet requirements under Chapter 2013-54 and 2013-154 Laws of Florida. If this agreement contains confidential or exempt information not subject to disclosure under Chapter 119, F.S., please contact the Office of Criminal Justice Grants (OCJG) for guidance on how to request exemption. Please complete and return the enclosed Certificate of Acceptance and Certification of Conflict of Interest forms within 30 calendar days from the date of award. Completion of the Certificate of Acceptance constitutes official acceptance of the subaward and must be received by the Department prior to reimbursement of any project expenditures. Some costs require prior written approval from OCJG and DOJ before beginning project activities. If your subaward contains any such items or those listed on the Bureau of Justice Assistance (BJA) Controlled Expenditures List, a grant adjustment and written request with justification will be required, A correlating special condition on your subgrant award in the Subgrant Information Management ON -Line (SIMON) system may also be included. We look forward to working with you on this project, Please contact Senior Management Analyst Supervisor Randall Smyth at (850) 617-1250 if you have any questions or we can be of further assistance. :t�rina Tuttle Herring Bureau Chief PTH/ar Enclosures Service • Integrity • Respect • Quality State of Florida Office of Criminal Justice Grants Florida Department of Law Enforcement 2331 Phillips Road Tallahassee, Florida 32308 CERTIFICATE OF ACCEPTANCE OF SUBGRANT AWARD The subgrantee, through its authorized representative, acknowledges receipt and acceptance of subgrant award number 2016-JAGC-DADE-24-H3-180, in the amount of $ 37,243.00, for a project entitled, SRO - TRUANCY REDUCTION PROJECT MIAMI FY16, for the period of 12/01/2015 through 09/30/2016, to be implemented in accordance with the approved subgrant application, and subject to the Florida Department of Law Enforcement's Standard Conditions and any special conditions governing this subgrant, This subaward requires that no recipient or subrecipient, or entity that receives a contract or subcontract with any funds under this award, may require any employee or contractor to sign an internal confidentiality agreement or statement that prohibits or otherwise restricts, or purports to restrict, the reporting of waste, fraud or abuse in accordance with the law to a department or agency authorized to receive such information. This is not intended to contravene requirements applicable to classified, sensitive or exempt information. In accepting this award, the subgrantee certifies that it neither requires nor has required employees or contractors to sign such internal confidentiality agreements or statements. (Signature of Subgrantee's Authorized Official) (Print Name and Title of Official) (Name of Subgrantee) (Date of Acceptance) Rule Reference 11D-9,006 OCJG-012 (rev. June 2012) State of Florida Office of Criminal Justice Grants Florida Department of Law Enforcement 2331 Phillips Road Tallahassee, Florida 32308 CERTIFICATION OF CONFLICT OF INTEREST Subgrantee: City of Miami Award Number: 2016-JAGC-DADE-24-H3-180 Decisions related to use of these grant funds must be free of undisclosed personal or organizational conflicts of interest, both in fact and in appearance. The subgrantee, through its authorized representative, certifies the unit of government above is compliant with OMB Uniform Grant Guidance (2 CFR Part 200), Section 200.112 and OJP Financial Guide, Section 3.20 regarding Conflict of Interest and will notify FDLE Office of Criminal Justice Grants, in writing, of any potential conflict of interest in accordance with this agreement. The recipient also agrees to disclose in a timely manner, in writing, all violations of state or federal criminal law involving fraud, bribery or gratuity violations potentially affecting this subaward. (Signature of Subgrantee's Authorized Official) (Print Name and Title of Official) (Date) SUBGRANT AWARD CERTIFICATE Subgrantee: City of Miami Date of Award: 21 r 2e/�O Grant Period: From: 12/01/2015 TO: 09/30/2016 Project Title: SRO - TRUANCY REDUCTION PROJECT MIAMI FY16 Grant Number: 2016-JAGC- DAD E -24-H3-180 Federal Funds: $ 37,243.00 State Agency Match: Local Agency Match: $ 0.00 Total Project Cost: $ 37,243.00 CFDA Number: 16.738 Award is hereby made in the amount and for the period shown above of a subgrant under Part E of Title I of the Omnibus Crime Control and Safe Streets Act of 1968 as amended Subpart 1 of such part (42 U.S.C. 3751-3759); the Consolidated Appropriations Act, 2008, Public Law 110-161; and Public Law 109-162, Title XI, Department of Justice Reauthorization, Subtitle B, Improving the Department of Justice's Grant Programs, Chapter 1, Assisting Law Enforcement and Criminal Justice Agencies, Section 1111. Merger of Byrne Grant Program and Local Law Enforcement Block Grant Program, to the above mentioned subgrantee and subject to any attached or special conditions. This award is subject to all applicable rules, regulations, and conditions as contained in the Office of Justice Programs (OJP) Financial Guide, Common Rule for State and Local Governments, or OMB Uniform Grant Guidance (2 CFR Part 200), in their entirety. It is also subject to the attached standard conditions and such further rules, regulations and policies as may be reasonably prescribed by the State or Federal Government consistent with the purposes and authorization of P.L. 90-351, as amended, and P.L. 100-690. This award is a cost -reimbursement agreement for satisfactory performance of eligible activities. Requests for reimbursement may be submitted quarterly or monthly as designated in the Financial. Section of the agreement. Requests for reimbursement will be processed in conjunction with receipt and review of programmatic performance reports to determine successful completion of minimum performance for deliverables. Expenditures must be supported with documentation and verified during annual monitoring. Failure to comply with provisions of this agreement, or failure to meet minimum performance specified in the agreement will result in required corrective action up to and including project costs being disallowed, withholding of federal funds and/or termination of the project, as specified within the terms of the agreement and OMB Uniform Guidance 200.338 - 200.342. This grant shall become effe—ctive on the beginning date of the grant period provided that within 30 days from the date of award, a properly executed Certificate of Acceptance of Subgrant Award is returned to the Department.. Authorized Official Petrina Tuttle Herring Bureau Chief z1sAzo(p Date ( ) This award is subject to special conditions (attached). Application f®r Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County -wide Subgrant Recipient Organization Name: City of Miami County: Dade Chief Official Name: Tomas Regalado Title: Mayor Address: 3500 Pan American Drive City: Miami State: FL Zip: 33133-5595 Phone: 305-250-5300 Ext: Fax: 305-854-4001 Email• TRegalado@ci.miami.fl.us Chief Financial Officer Name: Jose Fernandez Title: Director of Finance Address: 444 Southwest 2nd Avenue 6th Floor City: Miami State: FL Zip: 33130-1910 Phone: 305-416-1324 Ext: Fax: Email: JMFernandez@miamigov.com Application Ref # 2016-JAGC-2820 Section #1 Page 1 of 2 Contract 2016-JAGC-DADE-24-H3-180 Rule Reference 11 D-9.006 OCJG-005 (rev. October 2005) Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County -wide Implementing Agency Organization Name: City of Miami Police Department County: Dade Chief Official Name: Rodolfo Llanes Title: Chief of Police Address: 400 Northwest 2nd Avenue City: Miami State: FL Zip: 33128-1706 Phone: 305-603-6565 Ext: Fax: 305-579-6166 Email: Rodolfo.Llanes@miami-police.org Project Director Name: Albert Vila Title: Lieutenant Address: 400 Northwest 2nd Avenue City: Miami State: FL Zip: 33128-1706 Phone: 305-603-6201 Ext: Fax: 305-579-6634 Email: aibert.vila@miami-police.org Application Ref # 2016-JAGC-2820 Section #1 Page 2 of 2 Contract 2016-JAGC-DADE-24-H3-180 Rule Reference 11 D-9.006 OCJG-005 (rev. October 2005) Florida Department of Law Enforcement Justice Assistance Grant - County -wide General Project Information Project Title: SRO - TRUANCY REDUCTION PROJECT MIAMI FY16 Subgrant Recipient: City of Miami Implementing Agency: City of Miami Police Department Project Start Date: 12/1/2015 End Date: 9/30/2016 Problem Identification Miami -Dade County Public Schools is the fourth largest school district in the country. The Schools located in the City of Miami are amongst the largest in the county. These Schools have high annual rates for truancy among youth ages 17 and younger. None of the schools achieved 98% or higher in attendance. Students are faced with multiple environmental factors that increase their risk of delinquent behavior and academic underachievement, including the following: 1.The City of Miami has consistently been ranked among the poorest of the nation's large metropolitan areas. 29% of Miami's families live in poverty. 2.98% of the elementary and middle school students in Miami attend Title I schools and qualify for free/reduced lunch. 3.In 2014, 758 juveniles were arrested. 4.8.3% of households (28,633) are headed by females with children under the age of 18 years. 5.20.7% of the residents of the City are under 19 years old. 6.Almost a quarter of Miami -Dade public school students have limited English proficiency and more than one in ten have special education needs. 7.17.6% of the population has attained less than a ninth grade education. 8.Research has shown that students with high absenteeism are more likely to drop out of school, experience educational failure, delinquent activity, substance abuse and teen pregnancy. 9.Student perception of gang activity in public high schools has become more favorable. This project,which is a continuation of our School Resource Officer (SRO) Truancy Reduction Project from FY2015, will focus on middle and high school truancy, the primary concern of our School Resource Officers. During the regular school year, approximately 10 youth are picked up for truant behavior in each of the three MPD Districts on a daily basis. However, the grant funds will help pay for the truancy operations that will be carried out. The operations typically Identify as many as 20 to 30 youths during school hours. Truancy is one of the City's greatest concerns, involving youth who attend public middle and high schools. Contributing factors include lack of academic achievement, perceived limited job opportunities for the future, poverty and low self-esteem. In addition, youth also demonstrate risk factors that include family history of problem behavior and family conflict, academic absenteeism beginning in elementary school, lack of commitment to school, rebelliousness, friends who engage in problem behavior and favorable attitudes toward problem behavior. Project Summary (Scope of Work) The grant funding will support the City of Miami School Resource Officer (SRO) Detail's Application Ref # 2016-JAGC-2820 Section #2 Page 1 of 5 Contract 2016-JAGC-DADE-24-H3- Rule Reference 11D-9.006 OCJG-005 (rev. October 2005) Florida Department of Law Enforcement Justice Assistance Grant - County -wide efforts to conduct monthly truancy operations in targeted middle and high schools throughout the three MPD Districts. In addition, students trespassing on school grounds will.be addressed. In these cases trespassing students, many who have been suspended or expelled will be counseled and cited and parent notifications will be made, Truants will be identified during operations by going to those locations that students frequent when skipping school. Areas checked include parks, malls, local stores, around schools etc. Additionally, the schools will be contacted to obtain information on students who are chronically, absent from school. Some of these students are also the students frequently in detention. The grant will provide funding to provide Community Relation Officers to support the efforts by our the Department's two School Resource Officers allowing for greater coverage by doubling the number of officers to four for these operations. Officers identifying truants will return truants to their home schools, contact the student's parents and provide counseling to the student as well as follow-up contacts with parents and students. The grant funding will also provide an educational and training component utilizing a team building program that all truants will be required to participate in during the grant period. The primary program utilized will be Florida International University's Team Ropes Adventure Challenge (TRAC) Program. This program is designed to instill leadership, trust, communication, conflict resolution, teach teamwork/group interaction, provide adventure and a sense of accomplishment and self-esteem. This all day course will take place on the weekends. Community Relations Officers and School Resource Officers during all of their contacts and interactions with truants will access the need for additional services the student may need for the purpose of referrals. Many students are in the need of tutoring or to be involved in constructive activity after school. Youth will be referred to alternative activities such as the Police Athletic League. The objectives for the grant are as follows: 1) Contact and provide service to 200+ students through Truancy Operations, the TRACs activity, counseling sessions,and instuction during the grant period. 2) Conduct 10 Truancy Operations throughout the City of Miami. 3) Provide 6 Team Ropes Adventure Challenge(TRACs) sessions for 120 students 4) Provide initial contact and follow-up with the parents of all identified truants. Documentation: The Community Relations Unit will produce, collect and maintain the following documentation of grant activities: Truancy Operations 1) After Action Reports for all Truancy Operations 2) Field Interview Cards (FI Cards)for any Students who are found to be truant, 3) Roster or sign -in sheet for any training provided to students i.e., training or in -school instruction 3) A master list of all students that are identified as truant during the Truancy Operations. The list will include name of student, school attended, home address, age, grade, parents names, parent contact information, and outcome (returned to school, counseled, parents contacted, parents responded etc. 6) Employee Overtime Attendance Reports (overtime slips) for all officers working overtime will be produced. A notation will be made on each Attendance Report Application Ref # 2016-JAGC-2820 Contract 2016-JAGC-DADE-24-H3- Rule Reference 11 D-9.006 OCJG-005 (rev. October 2005) Section #2 Page 2 of 5 Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County -wide identifying the overtime as a Truancy Operation. — 7) Earnings Statements (payroll statement) for each officer receiving grant funds. 8) A general ledger listing all grant expenditures. TRACS Course Documentation - 1) After Action Reports for all TRACs courses 2) Sign in Sheets or Registration forms for all students attending TRACs courses. 3) A master list of all students attending a TRACS Course 4) Employee Overtime Attendance Reports (overtime slips) for all officers working overtime will be produced. A notation will be made on each Attendance Report identifying the overtime as a Truancy Operation or a TRACS course activity. 7) Earnings Statements (payroll statement)for each officer receiving grant funds. 8) A general ledger listing all grant expenditures. Supervision and Overtime Approval All Truancy Operations and TRACs courses will be attended and supervised by the Community Relations Sergeant. All overtime is documented on an Employee Overtime Attendance Report which is signed by the officer working the overtime hours where he certifies that the Attendance Report is "true & correct." The Employee Attendance Overtime Attendance Report is then reviewed and approved by the direct supervisor (sergeant) who certifies that he approved the overtime (sergeant). The Employee Overitme Attendance Report is then reviewed and approved by the Community Relations Unit Lieutenant. In the absence of the Lieutenant the Unit Commander may approve the overtime. The overtime is then entered in the police scheduling system (KronoS) and electronically forwarded to the Payroll Unit who enters the information in the payroll system. The hardcopy of the Employee Overtime Attendance Report is also sent to the Payroll Unit as supporting documentation. Application Ref # 2016-JAGC-2820 Contract 2016-JAGC-DADE-24-H3- Rule Reference 11 D-9.006 OCJG-005 (rev. October 2005) Section #2 Page 3 of 5 Application For Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County -wide Section Questions: Question: What percentage of the total cost of this project is being funded by sources other than this award? Answer: 0 Question: What is the name of the jurisdiction(s) your agency provides service to. (e.g., City of Miami, Orange County, State of Florida) Answer: City of Miami Question: What is the combined population of the jurisdiction(s) your agency provides services to (according to the most recent census)? Answer: 399457 Question: What is the address of the location being used to provide services for this project? Answer: City of Miami Police Department 400 NW 2nd Avenue Miami, Florida 33128-1706 Question: Describe your agency. (e.g., non-profit, community based, government) Answer: Local Government - Municipal Police Department Question: Have you verified that the subgrantee has an active and current registration in SAM.gov? Answer: Yes Question: What is the Operating Capital Outlay threshold used by the subgrantee? If the implementing agency is a sheriffs office, indicate the sheriffs office's threshold instead. Answer: $1,000 Question: Does the subgrantee receive a single grant in the amount of $750,000 or more from the U.S. Department of Justice? Answer: Yes Question: Does the implementing agency receive a single grant in the amount of $750,000 or more from the U.S. Department of Justice? Answer: Yes Question: In your organization's preceding completed fiscal year, did your organization (the subgrantee) receive at least (a) 80 percent or (b) $25,000,000 of your annual gross revenues in U.S. federal contracts, subcontracts, loans, grants, subgrants, and/or cooperative agreements? Answer: No Question: If you answered yes above, does the public have access to information about the compensation of the executives in your organization (the subgrantee) through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986? If answer to Part 1, above, was "no," answer N/A. Answer: No Application Ref # 2016-JAGC-2820 Contract 2016-JAGC-DADE-24-H3- Rule Reference 11 D-9.006 OCJG-005 (rev. October 2005) Section 42 Page 4 of 5 IF 11 A • t • • , I . Florida Department of Law Enforcement Justice Assistance Grant - County -wide Application Ref # 2016-JAGC-2820 Section #2 Page 5 of 5 Contract 2016-JAGC-DADE-24-H3- Rule Reference 11 D-9.006 OCJG-005 (rev. October 2005) Florida Department of Law Enforcement Justice Assistance Grant - County -wide General Performance Info: Performance Reporting Frequency: Quarterly Federal Purpose Area: 01 - Law Enforcement (Includes Task Forces) State Purpose Area: 1 G - General Questions Objectives and Measures Objective: General Questions - General Questions for All Recipients Measure: General 01 Will your organization be using the crimesolutions.gov website during the grant period regardless of JAG funding? Crimesolutions.gov provides information on several crime reduction and prevention programs and practices. Goal: Yes Measure: General 02 Will your organization be using the The National Training and Technical Assistance Center (NTTAC) during the grant period, regardless of JAG funding? The NTTAC serves as BJA's training and technical assistance center. You can find resources, tools, webinars, and TTA support on a variety of criminal justice issues and initiatives. Goal: Yes Measure: General 03 Will your organization be using the NCJP.org website during the grant period, regardless of JAG funding? NCJP.org contains resources to support strategic planning, program development, and implementation of evidence -based policy and practice. Goal: Yes Measure: General 04 Will your organization be using the Evidence -Based Policing Matrix during the grant period regardless of JAG funding? The Evidence -Based Policing Matrix provides information on evidence -based practices for law enforcement. Goal: No Measure: General 05 Will your organization be using the What Works in Reentry Clearinghouse during the grant period regardless of JAG funding? The clearinghouse provides research on the effectiveness of reentry programs and practices. Goal: No Measure: General 06 Application Ref # 2016-JAGC-2820 Section #3 Page 1 of 10 Contract 2016-JAGC-DADE-24-H3- Rule Reference 11 D-9,006 OCJG-005 (rev. October 2005) F-ITOMPRUMIF • • Florida Department of Law Enforcement Justice Assistance Grant - County -wide Will your organization be using Research to Practice during the grant period regardless of JAG funding? Research to Practice promotes the dissemination of research on drug courts to practitioners and policymakers. Goal: No Measure: General 07 Will your organization be using any other resources during the grant period regardless of JAG funding? If yes, please describe them. Goal: Yes, School Resource Officers Measure: General 08 During the grant period, will your agency conduct or sponsor (with or without JAG funds) a survey or focus group of citizens on any of the following topics? Enter all that apply from the following list: Public satisfaction with police services; public satisfaction with prosecution services; public satisfaction with public defender/indigent defense services; public satisfaction with courts; public perceptions of crime/disorder problems; personal crime experiences of citizens; none of the above; unsure/don't know. Goal: Public Satisfaction with police services Measure: General 09 During the grant period, which of the following community activities will your organization be involved in, with or without JAG funds and how often will they each occur (yearly, monthly, etc.)? Choose from the following list: Hosting community meetings; attending community meetings; distributing a newsletter, e-mail, or other bulletin; attending community events; conducting social media activities; conducting outreach to minority populations; other (please describe) Goal: One Neighborhood Enhancement Team Commander and 2 Neighborhood Resource Officers are assigned to each of the 12 areas of the City of Miami, and meet monthly at a minimum with Home Owners and Condo Associations and businesses to provide information, obtain feedback and address community problems with residents. The department also utilizes Crime Prevention Specialists, who during 2014, conducted 325 Community Meetings and 250 Crime Watch meetings throughout the City. Measure: General 10 Law Enforcement Agencies ONLY: In which of the following ways has your agency fostered community involvement in the last year? Enter all that apply from the following list: Citizen Review Board or other review board with citizen representation, Citizen's Police Academy, Internships for university or high school students, Volunteer Program, Auxiliary police officer program, Police Cadet Program, k-12 school programs, Youth Athletic Programs, Other (please Describe), None of the above, Unsure/Don't know. , Application Ref # 2016-JAGC-2820 Section #3 Page 2 of 10 Contract 2016-JAGC-DADE-24-H3- Rule Reference 11 D-9.006 OCJG-005 (rev. October 2005) Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County -wide !q RIM .e�r'=_ -! Goal: The Miami Police Department utilized high school students as paid summer interns during 2015 in several units within the department. The department operates a Police Explorer program which includes police training, education and participation during special events in the City. Additionally, the police department sponsors the Miami Police Athletic League (PAL) which served 800 children during 2014. A police officer reserve program is also very active and staffed primarily by retired officers. Measure: General 11 Identify the goal(s) you hope to achieve with your funding. If you have multiple goals, describe each goal separately. Goal: Provide services to 200 elementary, middle & high school students through truancy operations, presentations on truancy and other behavior problems and through the Team Ropes Adventure Challenge course. Provide 6 TRACs sessions for 120 students Provide 10 in-service orientations with teachers Provide initial contact, counseling, and follow-up with parents of all identified truants Provide 10 in-service orientations to school teachers Measure: General 12 Are the subrecipient and implementing agency aware that they will be required to report on the status of the identified goals during each reporting period? Goal: Yes Measure: General 13 Describe any barriers you may encounter which may prevent you from achieving your identified goal(s). Goal: No barriers are anticipated at this time. Measure: General 14 Are you aware that the Office of Criminal Justice Grants encourages recipients to report on any noteworthy accomplishments success -stories,, or program results -that they would like to showcase? Goal: Yes State Purpose Area: 2P - Personnel Objectives and Measures Objective: Personnel Questions - Questions for all recipients using personnel. Measure: Personnel Application Ref # 2016-JAGC-2820 Section #3 Page 3 of 10 Contract 2016-JAGC-DADE-24-H3- Rule Reference 11 D-9.006 OCJG-005 (rev. October 2005) Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County -wide During the grant period, approximately how many overtime hours will be funded by JAG? Goal: 538 Measure: Personnel During the grant period, how many personnel will have their salary or pay funded, at least partially, with JAG funds? Goal: 0 Measure: Personnel How many new positions will be created with JAG funds during the grant period? Goal: 0 State Purpose Area: R25 - Questions for recipients of an award $25,000 or more. Objectives and Measures Objective: LE General - Law enforcement questions for recipients of an award $25,000 or more. Measure: LE01 How many sworn personnel with general arrest powers does your agency have on staff? Goal: 1132 Measure: LE02 Of the sworn personnel, how many are JAG funded? Measure: LE03 How many non -sworn employees does your agency have on staff? Goal: 361 Measure: LE04 Of the non -sworn personnel, how many are JAG funded? Goal: 0 Measure: LE05 Does your agency utilize a strategic management accountability system to gather and disseminate information within the agency (e.g., CompStat, stratified policing)? Strategic management accountability systems typically include a focus on the use of relevant and timely data, the production of reports detailing problems and actions taken to solve them, and regular meetings with management to discuss strategies. Application Ref # 2016-JAGC-2820 Section #3 Page 4 of 10 Contract 2016-JAGC-DADE-24-H3- Rule Reference 11D-9.006 OCJG-005 (rev, October 2005) Florida Department of Law Enforcement Justice Assistance Grant - County -wide g `,�,^'a�` - �" 'mss.` "'� �' � � "fie; aY�NNW Goal: Yes Measure: LE06 Does your agency use any of the following deconfliction tools? Choose all that apply from the following list: RISSafe, SAFETNet, Case Explorer, None of the above, unsure/don't know. Goal: Unsure Objective: LE Program - Program specific law enforcement questions for recipients of an award $25,000 or more. Measure: LE07 During the grant period, will you operate a law enforcement program partially or fully funded by JAG funds? If yes, what is the name of that program? If you are operating more than one program, include the names of each one. Goal With this grant we will be operating the School Resource Officer Program for Truancy Reduction. Additionally, we have 3 other Justice Assistance Grants as follows: JAG 2013- Law Enforcement Technology Improvement JAG 2014- Planning, Technology and Evaluation Program JAG 2015- Technology Acquisition and Equipment Improvement Project. Measurer LE08 During the grant period, will you operate a task force partially or fully funded by JAG funds? If yes, what is the name of the program? If you are operating more than one program, include the names of each one. Goal: No Measure: LE09 If you will operate a program or task force with JAG funds during the grant period, what percentage of the program's total costs will be paid for with sources other than this JAG award? If you will operate more than one program, answer for each separately. Goal: No funds will be used other than JAG funds to operate each program. (0%) Measure: LE10 If you will operate a program or task force with JAG funds during the grant period, what was the initiation year of that program, regardless of when it received JAG funding? If you operated more than one program, answer for each separately. Goal: Jag 2013 - Program initiated in 2014 Jag 2014 - Program initiated in 2015 Jag 2015 - Program initiated in 2015 Measure: LE11 Are you or a partner planning to conduct an evaluation of your program or Application Ref # 2016-JAGC-2820 Section #3 Page 5 of 10 Contract 2016-JAGC-DADE-24-H3- Rule Reference 11 D-9.006 OCJG-005 (rev. October 2005) Florida Department of Law Enforcement Justice Assistance Grant- County -wide task force? If you will operate more than one program, answer for each separately. Goal: JAG 2013 - No evaluation was conducted program focused on purchase of mobile printers, software and laptop computers JAG 2014 - No evaluation was conducted program focused on purchase of laptop computers for patrol officers. JAG 2015 - No evaluation was conducted - grant funds will upgrade desk top computers throughout the Department. JAG 2016 Truancy Reduction Project will be evaluated upon completion Measure: LE12 If you or a partner are planning to conduct an evaluation of your program or task force, are you aware that you will be required to report on the status of that evaluation? Goal: yes Measure: LE13 If you will operate a program or task force with JAG funds during the grant period, which of the following violent crime/problems will it focus on? If you will operate more than one program, answer for each separately. Choose all that apply from among the following list: All violent crime in the jurisdiction, Homicide, Human Trafficking, Domestic Violence, Child Abuse, Child Pornography and Exploitation, Sexual Assault, Terrorism, None of the above. Goal Not applicable Measure: LE14 If you will operate a program or task force with JAG funds during the grant period, which of the following property crime/problems will it focus on? If you will operate more than one program, answer for each separately. Choose all that apply from among the following list: All Property Crime in the Jurisdiction, Auto theft, Burglary. Goal: Not Applicable Measure: LE15 If you will operate a program or task force with JAG funds during the grant period, which of the following societal crimes/problems will it focus on? if you will operate more than one program, answer for each separately. Choose all that apply from among the following list: Drug crime, Prescription drug crime, Disorder/quality-of-Fife incidents, Prostitution, Cybercrime, White-collar crime, Healthcare fraud, Status offenses (truancy, underage drinking, etc.), None of the above. Goal: Our JAGC project will focus on Truancy reduction among middle and high school students throughout the City of Miami. Measure: LE16 If you will operate a program or task force with JAG funds during the grant Application Ref # 2016-JAGC-2820 Contract 2016-JAGC-DADE-24-H3- Rule Reference 11D-9,006 OCJG-005 (rev. October 2005) Section #3 Page 6 of 10 Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County -wide period, which of the following general crime/problems will it focus on? If you will operate more than one program, answer for each separately. Choose all that apply from among the following list: All crime in the jurisdiction, Hate crime, Gun Crime, Traffic violations/crashes, Other (please describe). Goal: Not applicable Measure: LE17 If you will operate a program or task force with JAG funds during the grant period, who is the target population. If you will operate more than one program, answer for each separately. Choose all that apply from the following list: Adults, Elderly, Gangs, Juvenile Delinquents, Children of incarcerated/justice-involved parents, Drug - endangered children, Persons with mental illness, All victims, Other (please describe). Goal: Our JAGC Grant for the School Resource Officer - Truancy Reduction program will focus on middle and high school students who have repeatedly missed school and may be in danger of dropping out or becoming involved in delinquent activity. Measure: LE18 If you will operate a program or task force with JAG funds during the reporting period, what is the primary target area of that program or task force? If you will operate more than one program, answer for each separately. Choose from the following list: Specific landmark or place (mall, park, theater), hot spots (a number of blocks or street segments that have been identified as experiencing a disproportionate share of the jurisdiction's problem), entire jurisdiction, multi-jurisdictional/cross jurisdictional. Goal: Because truancy is a problem city-wide we will target all three districts (North, Central & South) and focus around the schools, in parks, malls and the neighborhoods to identify truants. Measure: LE19 If you will operate a program or task force with JAG funds during the reporting period, will that program focus efforts around any of the following models? If you will operate more than one program, answer for each separately. Choose all that apply from the following list: Community oriented approach, problem solving approach, geographic focus, high -rate offender focus, high -rate group/gang focus, Procedural justice, Unsure/Don't know, Other (please describe), Goal: The program will use community oriented policing techniques such as engaging the students and parents, counseling/teaching students on the consequences of truancy and providing a one day course in teamwork, trust and leadership through the Team Ropes Adventure Challenge (TRACS) Objective: LE Services - Service specific law enforcement questions for recipients of an award $25,000 or more, Measure: LE20 Will you provide situational crime prevention and crime prevention through Application Ref # 2016-JAGC-2820 Section #3 Page 7 of 10 Contract 2016-JAGC-DADE 24 -H3 - Rule Reference I ID -9.006 OCJG-005 (rev. October 2005) Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County -wide environmental design strategies as part of your program? (approaches that change the perceived opportunities for a crime, so the offender will believe the crime is more difficult, has more risk, or provides less rewards, for example, access control to parking lots or improved Fighting on a walkway) If you will operate more than one program, answer for each separately. Goal: Not applicable Measure:: LE21 Will you provide youth development services as part of your program? (programs that promote positive behaviors and decrease negative behavior in youth, for example, any of the Blueprints programs.) Describe the services provided. If you will operate more than one program, answer for each separately. Goal The Truancy Reduction Project will use positive interactions between police and students to deter students from truancy through counseling/teaching and parent contacts. The program goal will be to have 120 students who are truant or disruptive in school to attend a one day intensive teambuilding and leadership course. Measure: LE22 Will you provide crime awareness services as part of your program? (programs aimed at increasing the awareness of a crime problem including solutions to prevent crime, for example a Lock It or Lose It program.) Describe the services provided. If you will operate more than one program, answer for each separately. Goal: Not applicable Measure: LE23 Will you provide increased personal safety services as part of your program? (programs that provide instruction on increasing personal safety, for example, a Rape Aggression Defense (RAD) class.) Describe the services provided. If you will operate more than one program, answer for each separately. Goal: Personal safety may be a topic touched upon but is not the focus of the project. Measure: LE24 Will you provide community building services with your program? (programs that promote community cohesion, including communication between the community and elements of the criminal justice system, for example, National Night Out.) Describe the services provided. If you will operate more than one program, answer for each separately. Goal Not applicable Measure: LE25 Will you provide any other crime prevention services not described in this Application Ref # 2016-JAGC-2820 Section #3 Page 8 of 10 Contract 2016-JAGC-DADE-24-H3- Rule Reference 11 0-9.006 OCJG-005 (rev. October 2005) Florida Department of Law Enforcement Justice Assistance Grant - County -wide a�`-i RW. report with that program? Describe the services provided. If you will operate more than one program, answer for each separately. Goal: Not applicable Objective: LE Tracking - Tracking questions for Law Enforcement recipients of an award $25,000 or more. Measure: LE26 Approximately how many criminal groups will be disrupted under your program during the grant period? Disrupted means impeding the normal and effective operation of the group, as indicated by changes in leadership or methods of operation. If you will operate more than one program, answer for each separately. Goal: Not Applicable Truancy Reduction Measure: LE27 How many criminal groups will be dismantled under your program during the grant period? Dismantled means destroying the organization's leadership, financial base, or supply network so that the organization is incapable of operating. If you will operate more than one program, answer for each separately. Goal: Not Applicable - Truancy Reduction Project Measure: LE28 Approximately how many firearms will your program or task force seize during the grant period? If you will operate more than one program, answer for each separately. Goal Not Applicable Measure: LE29 Approximately how many firearms will your program or task force enter into the National Integrated Ballistic Information Network (NIBIN) during the reporting period? If you will operate more than one program during the reporting period, answer separately for each. Goal Not Applicable Measure: LE30 Approximately how many firearms will your program or task force trace through the Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF) during the reporting period? if you will operate more than one program during the reporting period, answer separately for each. Goal: Not Applicable Measure: LE31 Regardless of JAG funding, how many total asset forfeiture cases will your program or task force file during this grant period? Application Ref # 2016-JAGC-2820 Section #3 Page 9 of 10 Contract 2016-JAGC-DADE-24-H3- Rule Reference 11 D-9.006 OCJG-005 (rev, October 2005) ll 11111 • • r • • • • e Florida Department of Law Enforcement Justice Assistance Grant - County -wide -� -';i .WW �- �n``x€_ r� :x�`'�' -c'S—�� _ =.max sa`.�_;'w3-x ?,.-.�c`�'a. 'i`..,''s35 .hiE#.�'.'`.._' '��Ta..:;a.W-.'-.4�e'��' 2z_ Goal: Not applicable Measure: LE32 Regardless of JAG funding, which of the following items will your program or task force seize during the grant period as part of a state or federal asset forfeiture case? Choose all that apply from the following list: Drugs, currency, firearms, other physical property, none of the above. Goal: Not Applicable Measure: LE33 Are you aware that you will be required to complete the law enforcement questionnaire and submit it to your grant manager alongside each performance report. Goal: I am not familiar with this questionnaire. Ref # 2016-JAGC-2820 Contract 2016-JAGC-DADE-24-H3- Rule Reference 11 D-9.006 OCJG-005 (rev. October 2005) Section #3 Page 10 of 10 Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County -wide General Financial Info: Note: All financial remittances will be sent to the Chief Financial Officer of the Subgrantee Organization. Financial Reporting Frequency for this Subgrant: Quarterly Is the subgrantee a state agency?: No FLAIR / Vendor Number: 596000375 Budget: Budget Category Federal Match Total Salaries and Benefits $31,033.00 $0.00 $31,033.00 Contractual Services $0.00 $0.00 $0.00 Expenses $6,210.00 $0.00 $6,210,00 Operating Capital $0.00 $0.00 $0.00 Outlay Indirect Costs $0.00 $0.00 $0.00 --Totals -- $37,243.00 $0.00 $37,243.00 Percentage 100.0 0.0 100.0 Project Generated Income: Will the project earn project generated income (PGI) ? No Application Ref # 2016-JAGC-2820 Section #4 Page 1 of 4 Contract 2016-JAGC-DADS-24-H3-180 Rule Reference 11 D-9,006 OCJG-005 (rev, October 2005) Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County -wide Budget Narrative: The budget for the program includes the following line items: Truancy Operations: 12 Truancy Operations (2-3 operations per month) conducted throughout the City of Miami by 1 Sergeant and 4 Officers for 5 hours duration. A minimum of 6 presentations will be made at selected middle and high schools during the truancy operations in addition to the identification of truants. Presentations will cover topics including truancy, the value of education, bullying, gangs and drug use. The presentations will be target student who are not only truant but, students who have been identified by the schools as having disciplinary problems such as those in detention. Team Building, Communication, Problem Solving Events: Team Ropes Adventure Challenge (TRAC) Florida International University, The TRACS Course teaches teamwork, leadership, trust, communication, conflict resolution and transfer of information. 6 TRACS courses will be conducted utilizing grant funds. Each course will be facilitated by 1 supervisor and 5 officers, Each class which is conducted on weekends will contain 20 students. A total of 120 students are anticipated to participate in the course over the life of the grant. Grant funds will cover each student's registration fee and meals and snack during the 8 hour course. SCHOOL RESOURCE OFFICER PROJECT BUDGET 10 Truancy Operations utilizing 1 Sergeant at $63.15 per hour (overtime rate with 1.45% FICA included) for 5 hours per operation. (10 X 5 hours = 50 hours) Sub -Total= $3,157.50 2 Truancy Operations utilizing 1 Sergeant for 2.425 hours per operation at hourly rate of $63.15 per hour (overtime rate with 1.45% FICA included) (2'X 2.4275 hours = 4.855 hours Sub -Total= $306.59 Supervisor Total = $3,464.09 10 Truancy Operations utilizing 4 Officers for 5 hours at an hourly rate of $51.55 per hour (overtime rate with 1.45% FICA included) (10 X 4 X 5 hours = 200 hours) Sub -Total= $10,310.00 2 Truancy Operations utilizing 4 officers for 4.5 hours at an hourly rate of $51.55 per hour (overtime rate with 1.45% FICA included) (2 X 4 X 4.5 hours = 36 hours) Sub -Total = $1,855.80 Officer Total= 12,165.80 Salary & Benefit Subtotal: $15,629.89 (Truancy Operations) TEAM BUILDING, COMMUNICATION, PROBLEM SOLVING EVENTS: Application Ref # 2016-JAGC-2820 Section #4 Page 2 of 4 Contract 2016-JAGC-RADE-24-H3-180 Rule Reference 11D-9.006 OCJG-005 (rev. October 2005) Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County -wide Budget Narrative (Continued): Team Ropes Adventure Challenge (TRAC) Florida International University 6 TRACs courses utilizing 1 supervisor at $63.15 per hour (overtime rate and 1.45% FICA) for 8 hours per course (6 courses X 1 supervisor X 8 hours at $63.15 per hour) Total: $3,031.20 6 TRACs courses utilizing 5 officers at $51.55 per hour (overtime rate and 1.45% FICA) for 8 hours per course (6 Courses X 5 Officers X 8 hours X $51.55 per hour. Total: $12,372.00 Subtotal Salaries & Benefits TRACS Course: $15,403.20 Total Salaries & Benefits: $31,033.09 (Truancy Operations & TRACs course) Expenses: TRACs Registrations (Officers & Students) 6 TRACs Course Registrations for 18 officers (5 officers + 1 Sergeant X 6 Courses = 36 registrations.) Note: 18 registrations will be complimentary. (18 registrations X $45.00) Total: $810.00 6 TRACs Course Registrations for 20 students per course (6 courses x 20 students = 120 registrations @ $45.00 per registration) Total: $5,400.00 Expense SubTotal: $6,210.00 (138 TRACs Registrations) Expense Total: $6,210.00 (TRACs Registrations Total Project Costs: Salaries & Benefits - $31,033.09 Expenses- $ 6,210.00 $37,243.00 Source of Local Government cash match: N/A The City of Miami will be responsible for any cost overruns. lication Ref # 2016-JAGC-2820 Contract 2016-JAGC-DADE-24-H3-180 Rule Reference 11 D-9.006 OCJG-005 (rev. October 2005) Section #4 Page 3 of 4 Florida Department of Law Enforcement Justice Assistance Grant - .County -wide Section Questions: Question: If the budget contains salaries and benefits, will this project result in a net personnel increase, or continue to fund a prior federally grant funded net personnel increase? Answer: No Question: If Expenses or Operating Capital Outlay are included in your budget, what will be the method of procurement for those items? (e.g., competitive bid, sole source, state term contract) Answer: N/A Question: If indirect cost is included, explain the indirect cost plan. Provide documentation of approval. Answer: N/A Question: If contractual services in the budget are based on unit costs, provide a definition and breakdown of cost for each service. Include the methodology for the unit cost plan and when it was approved, Answer: N/A Application Ref # 2016-JAGC-2820 Section #4 Page 4 of 4 Contract 2016-JAGC-DADE-24-H3- Rule Reference I ID -9,006 OCJG-005 (rev. October 2005) Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County -wide Insert Standard Conditions Page here. Application Ref # 2016-JAGC-2820 Contract 2016-JAGC-RADE-24-H3-180 Rule Reference 11D-9.006 OCJG-005 (rev. October 2005) Section #5 Page 1 of Edward Byrne Memorial Justice Assistance Grant (JAG) Program STANDARD CONDITIONS The State of Florida, Department of Law Enforcement (FDLE) is a recipient of federal JAG funds. FDLE, as the non- federal pass-through entity and State Administering Agency (SAA) for this program, subawards JAG funds to eligible units of government. All subawards made by FDLE to units of government under this program require compliance with the agreement and Standard Conditions upon signed acceptance of the subaward. Upon approval of the application, or subaward, the following terms and conditions will become binding. As a unit of government, the subrecipient will maintain required state and federal registrations and certifications for eligibility under this program. For JAG -Countywide subawards, the designated County Coordinator for local units of government will submit documentation in accordance with Florida Administrative Code 11 D-9 supporting the strategic planning for allocation of these funds. The subrecipient agrees to submit required programmatic and financial reports supporting eligible activities were completed in accordance with the grant and program requirements. The Department will only reimburse subrecipients for authorized activities. The Department will not reimburse for costs incurred for any purpose other than those specified in the agreement. Failure to comply with provisions of this agreement, or failure to perform grant activities as specified in the agreement, will result in required corrective action up to and including financial consequences. A financial consequence may be imposed for non-compliance in accordance with 2 C.F.R. § 200 and these Standard Conditions, including but not limited to project costs being disallowed, withholding of federal funds and/or termination of the project. All subrecipients must comply with requirements set forth in the current edition of the U.S. Department of Justice, Office of Justice Programs (OJP) Financial Guide (Financial Guide), http://ojp.gov/financiaiguide/DOJ/pdfs/2015_ DOJ_ FinancialGuide.pdf, the Edward Byrne Memorial Justice Assistance Grant (JAG) program guidance, federal statutes, regulations, policies, guidelines and requirements and Florida laws and regulations including but not limited to: Florida Administrative Code, Chapter 11D-9, "Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program": www.flrules.org/ Office of Management and Budget (OMB) Uniform Grant Guidance (2 C.F.R. § 200) Subpart A Definitions, Subparts B -D Administrative Requirements, Subpart E Cost Principles, Subpart F Audit Requirements and all applicable Appendices. This guidance supersedes previous OMB Circulars and Standard Conditions and is applicable to any new subawards made under Federal grants awarded on or after December 26, 2014. http:/Iwww.ecfr,govlcgi-bin/text-idx?SID=62764122c78Oe5dl d2134127afadc30d&node=2:1.1.2.2.1&rqn=div5 Code of Federal Regulations: www.gpo.00v/fdsys/ 2 C.F.R. § 175.15(b), "Award Term for Trafficking in Persons" 28 C.F.R. § 38, "Equal Treatment for Faith -Based Organizations" 28 C.F.R. § 66, "U.S. Department of Justice Common Rule for State And Local Governments"(Common Rule) 28 C.F.R. § 83, "Government -Wide Requirements for Drug -Free Workplace (Grants)" 28 C.F.R. §§ 18, 22, 23, 30, 35, 42, 61, and 63 Public Law Pub. L. No. 109-162, Title XI—Department of Justice Reauthorization, Subtitle B—Improving the Department of Justice's Grant Programs, Chapter 1 --Assisting Law Enforcement and Criminal Justice Agencies, Sec. 1111. Merger of Byrne Grant Program and Local Law Enforcement Block Grant Program: http://www.apo.aov/fdsys/pka/PLAW-109Dubll 62/Ddf/PLAW-109Dubll 62,Ddf United States Code: _www.gpo.gov/fdsys/ 42 U.S.C. §§ 3711 et seq., "Omnibus Crime Control and Safe Streets Act of 1968" State of Florida General Records Schedule GS1-SL for State and Local Government Agencies: http://dlis.dos,state.fl. us/barm/genschedules/GS2-2008-Rev2010.pdf SFY2016 JAG Standard Conditions Page 1 of 20 Rev, 10/2015 State of Florida Statutes § 215.971, "Agreements funded with federal or state assistance" § 215.985, "Transparency in government spending" Disallowed costs means those charges to a Federal award that the Federal awarding agency or pass-through entity determines to be unallowable, in accordance with the applicable Federal statutes, regulations, or the terms and conditions of the Federal award. Equipment means tangible personal property (including information technology systems) having a useful life of more than one year and a per-unit acquisition cost which equals or exceeds the lesser of the capitalization level established by the non -Federal entity for financial statement purposes, or $5,000. See also §§ 200.12, "Capital assets"; 200.20, "Computing devices"; 200,48, "General purpose equipment"; 200:58, "Information technology systems; 200.89, "Special purpose equipment"; and 200.94, "Supplies." Grant agreement means a legal instrument of financial assistance between a Federal awarding agency or pass- through entity and a non -Federal entity that, consistent with 31 U.S.C. §§ 6302, 6304, is used to enter into a relationship the principal purpose of which is to transfer anything of value from the Federal awarding agency or pass- through entity to the non -Federal entity to carry out a public purpose authorized by a law of the United States (see 31 U.S. C. § 6101(3)); and not to acquire property or services for the Federal awarding agency or pass-through entity's direct benefit or use; and is distinguished from a cooperative agreement in that it does not provide for substantial involvement between the Federal awarding agency or pass-through entity and the non -Federal entity in carrying out the activity contemplated by the Federal award. Improper payment means any payment that should not have been made or that was made in an incorrect amount (including overpayments and underpayments) under statutory, contractual, administrative, or other legally applicable requirements and; Improper payment includes any payment to an ineligible party, any payment for an ineligible good or service, any duplicate payment, any payment for a good or service not received (except for such payments where authorized by law), any payment that does not account for credit for applicable discounts, and any payment where insufficient or lack of documentation prevents a reviewer from discerning whether a payment was proper. Micro -purchase means a purchase of supplies or services using simplified acquisition procedures, the aggregate amount of which does not exceed the micro -purchase threshold. The non -Federal entity uses such procedures in order to expedite the completion of its lowest -dollar small purchase transactions and minimize the associated administrative burden and cost. The micro -purchase threshold is set by the Federal Acquisition Regulation at 48 C,F. R. Subpart 2.1,"Definitions", It is $3,000 except as otherwise discussed in Subpart 2.1 of that regulation, but this -threshold--is-periodically- adjusted for inflation.- Modified nflation. Modified Total Direct Cost (MTDC) means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and up to the first $25,000 of each subaward (regardless of the period of performance of the subawards under the award), MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs and the portion of each subaward in excess of $25,000. Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs, and with the approval of the cognizant agency for indirect costs, Non -Federal entity is a state, local government, Indian tribe, institution of higher education (IHE), or nonprofit organization that carries out a Federal award as a recipient or subrecipient. Non-federal pass-through entity is a non -Federal entity that provides a subaward to a subrecipient to carry out part of a Federal program; the Florida Department of Law Enforcement (FDLE) is the non-federal pass-through entity for this agreement, also referred to as the State Administering Agency (SAA). Performance goal means a target level of performance expressed as a tangible, measurable objective, against which actual achievement can be compared, including a goal expressed as a quantitative standard, value, or rate. In some instances (e.g., discretionary research awards), this may be limited to the requirement to submit technical performance reports (to be evaluated in accordance with agency policy). Period of performance means the time during which the non -Federal entity may incur new obligations to carry out the work authorized under the Federal award. The Federal awarding agency or pass-through entity must include start and end dates of the period of performance in the Federal award (see §§ 200.210 Information contained in a Federal award paragraph (a)(5) and 200.331 Requirements for pass-through entities, paragraph (a)(1)(Iv)), SFY2016 JAG Standard Conditions Page 2 of 20 Rev. 10/2015 Protected Personally Identifiable Information (PII) means an individual's first name or first initial and last name in combination with any one or more of types of information, including, but not limited to social security numbers; passport numbers; credit card numbers; clearances; bank numbers; biometrics; date and place of birth; mother's maiden name; criminal, medical, and financial records; and educational transcripts. This does not include PH that is required by law to be disclosed. (See also § 200.79 Personally Identifiable Information (PII)). Questioned cost means a cost that is questioned by the auditor because of an audit finding 1) that resulted from a violation or possible violation of a statute, regulation, or the terms and conditions of a Federal award, including for funds used to match Federal funds; 2) where the costs, at the time of the audit, are not supported by adequate documentation; or 3) where the costs incurred appear unreasonable and do not reflect the actions a prudent person would take in the circumstances. Simplified acquisition threshold means the dollar amount below which a non -Federal entity may purchase property or services using small purchase methods. Non -Federal entities adopt small purchase procedures in order to expedite the purchase of items costing less than the simplified acquisition threshold. The simplified acquisition threshold is set by the Federal Acquisition Regulation at 48 C.F.R. Subpart 2.1 (Definitions) and in accordance with 41 U.S.C. § 1908. As of the publication of this part, the simplified acquisition threshold is $150,000, but this threshold is periodically adjusted for inflation. (Also see definition of § 200.67 Micro -purchase.) Subaward/Subgrant means an award provided by a pass-through entity to a subrecipient for the subrecipient to carry out part of a Federal award received by the pass-through entity. It does not include payments to a contractor or payments to an individual that is a beneficiary of a Federal program. A subaward may be provided through any form of legal agreement, including an agreement that the pass-through entity considers a contract. Subrecipient.means a non -Federal entity that receives a subaward from a pass-through entity to carry out part of a Federal program; but does not include an individual that is a beneficiary of such program. A subrecipient may also be a recipient of other Federal awards directly from a Federal awarding agency. Supplies means all tangible personal property other than those described in 2 C.F.R. § 200.33, "Equipment". A computing device is a supply if the acquisition cost is less than the lesser of the capitalization level established by the non -Federal entity for financial statement purposes or $5,000, regardless of the length of its useful life. See also §§ 200,20, "Computing devices" and 200.33, "Equipment". The subreclpient agrees to be bound by the following standard conditions: 1.0 Payment Contingent on Appropriation and Available Funds - The State of Florida's performance and obligation to pay under this agreement is contingent upon an annual appropriation by the Florida Legislature. Furthermore, the obligation of the State of Florida to reimburse subreciplents for incurred costs is subject to available federal funds. 2.0 System for Award Management (SAM) - The subrecipient must maintain current information in SAM until it submits the final financial report required under this award or receives the final payment, whichever is later. This requires that the subrecipient review and update the information at least annually after the initial registration, and more frequently if required by changes in its information or another award term. 3.0 Commencement of Project - If a project is not operational within 60 days of the original start date of the award period, the subrecipient must report by letter to the Department the steps taken to initiate the project, the reasons for delay, and the expected start date. 3.1 If a project is not operational within 90 days of the original start date of the award period, the subrecipient must submit a second statement to the Department explaining the implementation delay. 3.2 Upon receipt of the ninety (90) day letter, the Department shall determine if the reason for delay is justified or shall, at its discretion, unilaterally terminate this agreement and re -obligate subaward funds to other Department approved projects. The Department, where warranted by extenuating circumstances, may extend the starting date of the project past the ninety (90) day period, but only by formal written adjustment to this agreement. 4.0 Supplanting - The subrecipient agrees that funds received under this award will not be used to supplant state SFY2016 JAG Standard Conditions Page 3 of 20 Rev. 10/2015 or local funds, but will be used to increase the amounts of such funds that would, in the absence of federal funds, be made available for law enforcement activities. 5.0 Personnel Changes - Upon implementation of the project, in the event there is a change in Chief Officials for the Subrecipient or Implementing Agency or any contact information to include mailing address, phone number, email or title change, project staff must notify the SIMON help desk to update the organizational information in SIMON. Project director changes require a grant adjustment in SIMON. 6.0 Non -Procurement, Debarment and Suspension - The subrecipient agrees to comply with Executive Order 12549, Debarment and Suspension and 2 C.F.R. § 180, "OMB Guidelines To Agencies On Government wide Debarment And Suspension (Non -procurement)". These procedures require the subrecipient to certify that it shall not enter into any lower tiered covered transaction with a person who is debarred, suspended, declared ineligible or is voluntarily excluded from participating in this covered transaction, unless authorized by the Department. 7.0 Federal Restrictions on Lobbying - Each subrecipient agrees to comply with 28 C.F,R. § 69, "New Restrictions on Lobbying" and shall file the most current edition of the Certification And Disclosure Form, if applicable, with each submission that initiates consideration of such subrecipient for award of federal contract, grant, or cooperative agreement. 8.0 State Restrictions on Lobbying - In addition to the provisions contained above, the expenditure of funds for the purpose of lobbying the legislature or a state agency is prohibited under this agreement 9.0 Additional Restrictions on Lobbying - The subrecipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or policy, at any level of government, without the express prior written approval of the Office of Justice Programs. 10.0 "Pay—to—Stay" - Funds from this award may not be used to operate a "pay -to -stay" program in any local jail. Furthermore, no funds may be given to local jails that operate "pay -to -stay" programs. "Local jail", as referenced In this condition, means an adult facility or detention center owned and/or operated by city, county, or municipality. It does not include juvenile detention centers. "Pay -to -stay" programs as referenced in this condition, means a program by which extraordinary services, amenities and/or accommodations, not otherwise available to the general inmate population, may be provided, based upon an offender's apparent ability to pay, such that disparate conditions of confinement are created for the same or similar offenders within a jurisdiction. 11.0 The Coastal Barrier Resources Act - The subrecipient will comply and assure the compliance of all contractors with the provisions of the Coastal Barrier Resources Act (Pub..L. No. 97-348) dated October 19, —1982-(46-U.S.C. §§ 3501 -et seq.)-which <prohibits the expenditure of most new federal funds within the units of the Coastal Barrier Resources System.' 12.0 Enhancement of Security - If funds are used for enhancing security, the subrecipient agrees to: 12.1 Have an adequate process to assess the impact of any enhancement of a school security measure that is undertaken on the incidence of crime in the geographic area Where the enhancement is undertaken. 12.2 Conduct such an assessment with respect to each such enhancement; and submit to the Department the aforementioned assessment in its Final Program Report. 13.0 Background Check - Whenever a background screening for employment or a background security check is required by law for employment, unless otherwise provided bylaw, the provisions of § 435 Fla. Stat. shall apply. 13.1 All positions in programs providing care to children, the developmentally disabled, or vulnerable adults for 15 hours or more per week; all permanent and temporary employee positions of the central abuse hotline; and all persons working under contract who have access to abuse records are deemed to be persons and positions of special trust or responsibility and require employment screening pursuant to § 435, Fla. Stat, using the level 2 standards set forth in that chapter. 13.2 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 the subsection, security background investigations shall include, but not be limited SFY2016 JAG Standard Conditions Page 4 of 20 Rev. 10/2015 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. 13.2.1 Any person who is required to undergo such a security background investigation and who refuses to cooperate in such investigation or refuses to submit fingerprints shall be disqualified for employment in such position or, if employed, shall be dismissed. 13.2.2 Such background investigations shall be conducted at the expense of the employing agency or employee, When fingerprinting is required, the fingerprints of the employee or applicant for employment shall be taken by the employing agency or by an authorized law enforcement officer and submitted to the Department of Law Enforcement for processing and forwarding, when requested by the employing agency, to the United States Department of Justice for processing. The employing agency shall reimburse the Department of Law Enforcement for any costs incurred by it in the processing of the fingerprints. 14.0 Privacy Certification - The subrecipient agrees to comply with all confidentiality requirements of 42 U.S.C. § 37898 and 28 C.F.R, § 22 that are applicable to collection, use, and revelation of data or information, Subrecipient further agrees, as a condition of grant approval, to submit a Privacy Certificate that is in accord with requirements of 28 C.F.R. §§ 22 and, in particular, section 22.23. Privacy Certification forms must be signed by the subrecipient or implementing agency chief official or an individual with formal, written signature authority for the chief official. 15.0 Conferences and Inspection of Work - Conferences may be held at the request of any party to this agreement. At any time, a representative. of the Department, of the U.S. Department of Justice, or the Auditor General of the State of Florida, have the right of visiting the project site to monitor, inspect and assess work performed under this agreement. 16.0 Insurance for Real Property and Equipment - The subrecipient must, at a minimum, provide the equivalent insurance coverage for real property and equipment acquired or improved with Federal funds as provided to property owned by the non -Federal entity. 1.0 Federal laws prohibit recipients of financial assistance from discriminating on the basis of race, color, national origin, religion, sex, disability, or age in funded programs or activities. All subrecipients, implementing agencies, and contractors must comply with any applicable statutorily -imposed nondiscrimination requirements, which may include the Omnibus Crime Control and Safe Streets Act of 1968 (42 U.S.C. § 3789d); the Victims of Crime Act (42 U.S.C. § 10604(e)); The Juvenile Justice and Delinquency Prevention Act of 2002 (42 U.S.C. § 5672(b)); the Civil Rights Act of 1964 (42 U.S.C. § 2000d); the Rehabilitation Act of 1973 (29 U.S.C. § 7 94); the Americans with Disabilities Act of 1990 (42 U.S.C. § 12131-34); the Education Amendments of 1972 (20 U.S.C. §§1681, 1683, 1685-86); the Age Discrimination Act of 1975 (42 U.S.C. §§ 6101-07); and Department of Justice Non -Discrimination Regulations 28 C.F.R. § 42; see Ex. Order 13279 (equal protection of the laws for faith -based and community organizations). 2.0 FDLE does not discriminate on the basis of race, color, religion, national origin, sex, disability, or age in the delivery of services or benefits or in employment. The subreciplent must notify program participants and beneficiaries that it does not discriminate on the basis of race, color, national origin, religion, sex, disability, and age in the delivery of services or benefits or in employment practices. 3.0 Subrecipients are responsible for ensuring that contractors and agencies to whom they pass through funds are in compliance with all Civil Rights requirements and that those contractors and agencies are aware that they may file a discrimination complaint with the subrecipient, with FDLE, or with the Office for Civil Rights (OCR), and how to do so. 4.0 Equal Employment Opportunity Plans 4.1 A subrecipient or implementing agency must develop an EEO Plan if it has 50 or more employees and has received any single award of $25,000 or more from the Department of Justice. The plan must be prepared using the online short form at www.oip.usdol.gov/about/ocr/eeop comply.htm, must be SFY2016 JAG Standard Conditions Page 5 of 20 Rev. 10/2015 retained by the subrecipient or implementing agency, and must be available for review or audit. The organization must also submit an EEO Certification to FDLE, 4.2 If the subrecipient or implementing agency is required to prepare an EEO Plan and has received any single award of $500,000 or more from the Department of Justice, it must submit its plan to the Department of Justice for approval. A copy of the Department of Justice approval letter must be submitted to FDLE. The approval letter expires two years from the date of the letter. 4,3 A subrecipient or implementing agency is exempt from the EEO Plan requirement if it is has fewer than 50 employees or if it does not receive any single award of $25,000 or more from the Department of Justice or if it is a nonprofit organization, a medical or educational institution, or an Indian Tribe. If an organization is exempt from the EEO Plan requirement, it must submit an EEO Certification to FDLE. 4,4 The subrecipient and implementing agency acknowledge that failure to comply with EEO requirements within 60 days of the project start date may result in suspension or termination of funding, until such time as it is in compliance. 5.0 In the event a federal or state court or federal or state administrative agency makes a finding of discrimination after a due process hearing on the grounds of race, color, religion, national origin, sex, or disability against a recipient of funds, the recipient will forward a copy of the finding to FDLE and to the Office for Civil Rights, Office of Justice Programs. 6.0 In accordance with federal civil rights laws, the subrecipient shall not retaliate against individuals for taking action or participating in action to secure rights protected by these laws. 7.0 Subrecipients must include comprehensive Civil Rights/Nondiscrimination Provisions in all contracts funded by the subgrant recipient. 8.0 If the subrecipient or any of its employees, contractors, vendors, or program beneficiaries has a discrimination complaint, they may file a complaint with the subrecipient, with FDLE, or with the Office for Civil Rights. Discrimination complaints may be submitted to FDLE at Office of the Inspector General, Post Office Box 1489, Tallahassee, Florida 32302-1489, or online at infopa fdle.state.fl.us. Discrimination complaints may also be submitted to the Office for Civil Rights, Office of Justice Programs, U.S. Department of Justice, 810 7th Street, Northwest, Washington, D.C. 20531, or by phone at (202) 307-0690. 9.0 The subrecipient must have procedures in place for responding to discrimination complaints that employees, clients, customers, and program participants file directly with the subrecipient. 10.0 The subrecipient must have written policies or procedures in place for notifying program I eneficiaries how to file complaints alleging discrimination by the subrecipient/implementing agency with FDLE or the OCR. 11.0 Any discrimination complaints filed with FDLE will be reviewed by FDLE's Inspector General and referred to the Office for Civil Rights, the Florida Commission on Human Relations, or the Equal Employment Opportunity Commission, based on the nature of the complaint. 12.0 Americans with Disabilities Act Subrecipients must comply with the requirements of the Americans with Disabilities Act (ADA) (Pub. L. No. 101-336), which prohibits discrimination by public and private entities on the basis of disability and requires certain accommodations be made with regard to employment (Title 1), state and local government services and transportation (Title II), public accommodations (Title III), and telecommunications (Title IV). 13.0 Rehabilitation Act'of 1973 (28 C.F.R. § 42(G)) - If the subrecipient has 50 or more employees and receives DOJ funding of $25,000 or more, the subrecipient must take the following actions: 13.1 Adopt grievance procedures that incorporate due process standards and provide for the prompt and equitable resolution of complaints alleging a violation of the DOJ regulations implementing Section 504 of the Rehabilitation Act of 1973, found at 28 C.F.R. § 42(G), which prohibit discrimination on the basis of a disability in employment practices and the delivery of services. 13.2 Designate a person to coordinate compliance with the prohibitions against disability discrimination contained in 28 C.F.R. § 42(G). SFY2016 JAG Standard Conditions Page 6 of 20 Rev. 10/2015 13.3 Notify participants, beneficiaries, employees, applicants, and others that the subrecipient/implementing agency does not discriminate on the basis of disability. 14.0 Limited English Proficiency (LEP) - In accordance with Department of Justice Guidance pertaining to Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d), recipients of federal financial assistance must take reasonable steps to provide meaningful access to their programs and activities for persons with LEP. For more information on the civil rights responsibilities that recipients have in providing language services to LEP individuals, please see the website at www.lep.gov. FDLE strongly encourages subgrant recipients to have a written LEP Language Access Plan, 15.0 Title IX of the Education Amendments of 1972 (28 C.F.R. § 54) - If the subrecipient operates an education program or activity, the subrecipient must take the following actions: 15.1 Adopt grievance procedures that provide for the prompt and equitable resolution of complaints alleging a violation of the DOJ regulations implementing Title IX of the Education Amendments of 1972, found at 28 C.F.R. § 54, which prohibit discrimination on the basis of sex. 15.2 Designate a person to coordinate compliance with the prohibitions against sex discrimination contained in 28 C. F. R. § 54. 15.3 Notify applicants for admission and employment, employees, students, parents, and others that the subrecipient/implementing agency does not discriminate on the basis of sex in its educational programs or activities. 16.0 Equal Treatment for Faith Based Organizations - The subrecipient agrees to comply with the applicable requirements of 28 C.F.R. § 38, the Department of Justice regulation governing "Equal Treatment for Faith Based Organizations" (the "Equal Treatment Regulation"). The Equal Treatment Regulation provides in part that Department of Justice grant awards of direct funding may not be used to fund any inherently religious activities, such as worship, religious instruction, or pros elytization. Recipients of direct grants may still engage in inherently religious activities, but such activities must be separate in time or place from the Department of Justice funded program, and participation in such activities by individuals receiving services from the recipient or a subrecipient must be voluntary. The Equal Treatment Regulation also makes clear that organizations participating in programs directly funded by the Department of Justice are not permitted to discriminate in the provision of services on the basis of a beneficiary's religion. The subrecipient also understands and agrees that award funds may not be used to discriminate against or denigrate the religious or moral beliefs of students who participate in programs for which financial assistance is provided from the award, or the parent or legal guardian of such students. Notwithstanding any other special condition of this award, faith -based organizations may, in some circumstances, consider religion as a basis for employment. See www.olp,gov/about/ocr/equal fbo.htm. 17.0 Immigration and Nationality Act - No public funds will intentionally be awarded to any contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment provisions contained in 8 U.S.C. § 1324a(e), Section 274A(e) of the Immigration and Nationality Act ("INA"). The Department shall consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the subrecipient of the employment provisions contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this contract by the Department. 1.0 Fiscal Control and Fund Accounting Procedures 1.1 All expenditures and cost accounting of funds shall conform to the Office of Justice Programs Financial Guide, the Common Rule, and OMB Uniform Grant Guidance (2 C.F.R § 200) as applicable, in their entirety. 1.2 Subrecipients must have written procedures for procurement transactions. Procedures must ensure that all solicitations follow 2 C.F.R. § 200.319 Competition. 1.3 The subrecipient is required to establish and maintain adequate accounting systems and financial records and to accurately account for funds awarded to them. As a subrecipient, you must have a financial managementsystem in place that is able to record and report on the receipt, obligation, and SFY2016 JAG Standard Conditions Page 7 of 20 Rev. 10/2015 expenditure of grant funds. An adequate accounting system for a subrecipient must be able to accommodate a fund and account structure to separately track receipts, expenditures, assets, and liabilities for awards, programs, and subrecipients. 1.4 All funds spent on this project shall be disbursed according to provisions of the project budget as approved by the Department. 1.5 All funds not spent in accordance with this agreement shall be subject to repayment by the subrecipient. SEG71Qt� Il/ SUBAWARD MANAGEMENT ASID REREA NTS 1.0 Obligation of Subrecipient Funds - Subaward funds shall not under any circumstances be obligated prior to the effective date, or subsequent to the termination date, of the period of performance. Only project costs incurred on or after the effective date, and on or prior to the termination date of the subrecipient's project are eligible for reimbursement. All payments must be completed within thirty (30) days of the end of the subaward period of performance, 2.0 Advance Funding -Advance funding may be provided to a subrecipient upon a written request to the Department. The request must be electronically signed by the subrecipient or implementing agency's Chief Financial Officer or the Chief Financial Officer designee. 3.0 Trust Funds 3.1 The unit of local government must establish a trust fund in which to deposit JAG funds. The trust fund may or may not be an interest bearing account. 3.2 The account may earn interest, but any earned interest must be used for program purposes and expended before the federal grant period end date. Any unexpended interest remaining at the end of the federal grant period must be submitted to the Office of Criminal Justice Grants for transmittal to the Bureau of Justice Assistance. 4.0 Performance 41 Subaward Performance - The subrecipient must comply with state and federal requirements for subaward performance under 2 C.F.R. §§ 200.76 and 200.77, The subaward shall describe the timing and scope of expected performance as related to the outcomes intended to be achieved by the program. Where appropriate, the subaward should provide specific performance goals, indicators, m.i.iestones, _o.rexpected_outco_mes (such as -outputs, or services performed or public impacts of any of these) with an expected timeline for accomplishment, Submitted programmatic reports must clearly articulate, where appropriate, performance during the execution of the award has met a standard against which the subrecipient's performance can be measured. These requirements should be aligned with agency strategic goals, strategic objectives, or performance goals that are relevant to the program. 4.2 Performance of Agreement Provisions In the event of default; non-compliance; or violation of any provision of this agreement by the subrecipient, the subrecipient's consultants and suppliers, or both, the Department shall impose sanctions It deems appropriate including withholding payments and cancellation, termination, or suspension of the agreement in whole or in part. In such event, the Department shall notify the subrecipient of its decision thirty (30) days in advance of the effective date of such sanction. The subrecipient shall be paid only for those services satisfactorily performed prior to the effective date of such sanction. 5.0 Grant Adjustments - Subrecipients must submit a grant adjustment through SIMON for major substantive changes such as; scope modifications or changes to project activities, target populations, service providers, implementation schedules, project director, designs or research plans set forth in the approved agreement, and for any budget changes that affect a cost category that was not included in the original budget, Adjustments are also required when there will be a transfer of 10% or more of the total budget between budget categories, or there is an indirect cost rate category change. 5.1 Subrecipients may transfer up to 10% of the total budget between current, approved budget categories without prior approval as long as the funds are transferred to an existing line item. SFY2016 JAG Standard Conditions Page 8 of 20 Rev. 10/2015 5.2. Under no circumstances can transfers of funds increase the total budgeted award. 5.3 Requests for changes to the subaward agreement must be electronically signed by the subrecipient or implementing agency's chief official or the chief official's designee. 5.4 All requests for changes must be submitted in SIMON no later than thirty (30) days prior to grant expiration date. 6.0 Required Reports -All reports must relate financial data to performance accomplishments. Subrecipients must submit both reports on the same reporting cycle. 6.1 Financial Expenditure Reports 6.1.2 The subrecipient shall have a choice of submitting either a Monthly or a Quarterly Project —Expenditure Report to the Department, Project Expenditure Reports are due thirty (30) days after the end of the reporting period. In addition, if the subaward period is extended, additional Project Expenditure Reports shall be submitted. 6.1.3 All project expenditures for reimbursement of subrecipient costs shall be submitted on the Project Expenditure Report Forms prescribed and provided by the Office of Criminal Justice Grants (OCJG) through the SIMON (Subgrant Information Management Online). 6.1.4 All Project Expenditure Reports shall be submitted in sufficient detail for proper pre -audit and post -audit. 6.1.5 Before the "final" Project Expenditure Report will be processed, the subrecipient must submit to the Department all outstanding project reports and must have satisfied all special conditions. Failure to comply with the above provisions shall result in forfeiture of reimbursement. 6.1.6 Reports are to be submitted even when no reimbursement is being requested. 6.1.7 The report must be electronically signed by the subrecipient or implementing agency's Chief Financial Officer or the Chief Financial Officer's designee. 6.2 Project Performance Reports 6.2.1 Reporting Time Frames, The subrecipient shall submit Monthly or Quarterly Project Performance Reports in SIMON, hereafter known as the Department, within fifteen (15) days after the end of the reporting period. In addition, if the sub award period is extended beyond the "original" project period, additional Quarterly Project Performance Reports shall be submitted. 6.2.2 Failure to submit Quarterly Performance Reports that are complete, accurate, and timely may result in sanctions, as specified in Section IV 4.2, Performance of Agreement Provisions. 6.2.3 Report Contents: Performance Reports must include a response to all objectives included in your subaward, A detailed response is required in the narrative portion for yes/no performance objectives. The narrative must also reflect on accomplishments for the quarter and identify problems with project Implementation and address actions being taken to resolve the problems. Additional information may be required if necessary to comply with federal reporting requirements. 6.2.4 Submission: Performance Reports may be submitted by the Project Director, Application Manager, or Performance Contacts. 6.3 Project Generated Income (PGI) - All income generated as a direct result of a subgrant project shall be deemed program Income. Program income must be accounted for and reported in SIMON in accordance with the OJP Financial Guide (Section 3,4). 6.3.1 Required Reports - the subrecipient shall submit Quarterly PGI Earnings and Expenditures Reports to the Department within thirty (30) days after the end of the reporting period covering subaward project generated income and expenditures during the previous quarter. If any PGI SFY2016 JAG Standard Conditions Page 9 of 20 Rev. 10/2015 remains unspent after the subaward ends, the subrecipient must continue submitting quarterly PGI reports until all funds are expended. 6.3.2 PGI Earnings and Expenditure reports must be electronically signed by the subrecipient or implementing agency's Chief Financial Officer or the Chief Financial Officer's designee. 6.3.3 PGI Expenditure - Program income should be used as earned and expended as soon as possible and used to further the objects in which the award was made. Any unexpended PGI remaining at the end of the federal grant period must be submitted to OCJG for transmittal to the Bureau of Justice Assistance. 6.4 Other Reports - The subrecipient shall report to the Uniform Crime Report and other reports as may be reasonably required by the Department. 1.0 Access to Records - The Florida Department of Law Enforcement, the Auditor General of the State of Florida, the U.S. Department of Justice, the U.S. Comptroller General or any of their duly authorized representatives, shall have access to books, documents, papers and records of the subrecipient, implementing agency and contractors for the purpose of audit and examination according to the Financial Guide and the Common Rule. The Department reserves the right to unilaterally terminate this agreement if the subrecipient, implementing agency, or contractor refuses to allow public access to all documents, papers, letters, or other materials subject to provisions of § 119, Fla. Stat., unless specifically exempted and/or made confidential by operation of § 119, Fla. Stat., and made or received by the subrecipient or its contractor in conjunction with this agreement. The subrecipient will give the awarding agency or the General Accounting Office, through any authorized representative, access to and the right to examine all paper or electronic records related to the financial assistance. 2.0 Monitoring - The recipient agrees to comply with FDLE's grant monitoring guidelines, protocols, and procedures; and to cooperate with FDLE on all grant monitoring requests, including requests related to desk reviews, enhanced programmatic desk reviews, site visits, and/or Florida Department of Financial Services contract reviews and Expanded Audits of Payment (EAP). The recipient agrees to provide FDLE all documentation necessary to complete monitoring of the award and verify expenditures in accordance with 215.971, Fla. Stat, Further, the recipient agrees to abide by reasonable deadlines set by FDLE for providing requested documents. Failure to cooperate with grant monitoring activities may result in sanctions affecting the recipient's -award; including, but not limited to: withholding and/or other restrictions on the recipient's access to funds, referral to the Office of the Inspector General for audit review, designation of the recipient as a FDLE High Risk grantee, or termination of award(s). 3.0 Property Management - The subrecipient shall establish and administer a system to protect, preserve, use, maintain, and dispose of any property furnished to it by the Department or purchased pursuant to this agreement according to federal property management standards set forth in the Office of Justice Programs Financial Guide, U.S. Department of Justice Common Rule for State and Local Governments, or 2 C.F.R. § 200, as applicable. This obligation continues as long as the subrecipient retains the property, notwithstanding expiration of this agreement. 3.1 Property Use - The subrecipient must use equipment acquired under a Federal award for the authorized purposes of the project during the period of performance, or until the property is no longer needed. Subrecipients must use, manage, and dispose of equipment acquired under a Federal award in accordance with § 274, Fla. Stat. and 2 C.F.R. § 200.313, "Equipment". 4.0 Subaward Closeout - A Financial Closeout Audit shall be submitted to the Department within forty-five (45) days of the end date of the performance period. 4.1 The Financial Closeout Audit must be electronically signed by the subrecipient or implementing agency's Chief Financial Officer or the Chief Financial Officer's designee. SFY2016 JAG Standard Conditions Page 10 of 20 Rev. 10/2015 5.0 High Risk Subrecipients - The subrecipient agrees to comply with any additional requirements that may be imposed during the grant performance period if FDLE's pre -award risk assessment or the U.S. Department of Justice determines the subrecipient is a high-risk grantee. Cf. 28 C.F.R. §§ 66, 70. 6.0 Reporting, Data Collection and Evaluation - The subrecipient agrees to comply with all reporting, data collection and evaluation requirements, as prescribed by the Bureau of Justice Assistance in the program guidance for the Justice Assistance Grant (JAG). Compliance with these requirements will be monitored by FDLE. 7.0 Retention of Records - The subrecipient shall maintain all records and documents for a minimum of five (5) years from the date of the final financial statement and be available for audit and public disclosure upon request of duly authorized persons. The subrecipient shall comply with State of Florida General Records Schedule GS1-SL for State and Local Government Agencies: htti)://dos.myflorida.com/media/693574/qeneral- records-schedulegs01-si,pdf http://dos,myflorida.com/media/693578/gs02.pdf 8.0 Disputes and Appeals - The Department shall make its decision in writing when responding to any disputes, disagreements, or,questions of fact arising under this agreement and shall distribute its response to all concerned parties. The subrecipient shall proceed diligently with the performance of this agreement according to the Department's decision. If the subrecipient appeals the Department's decision, the appeal also shall be made in writing within twenty-one (21) calendar days to the Department's clerk (agency clerk). The subrecipient's right to appeal the Department's decision is contained in § 120, Fla. Stat., and in procedures set forth in Rule 28-106.104, Florida Administrative Code. Failure to appeal within this time frame constitutes a waiver of proceedings under § 120, Fla. Stat. 9.0 Single Annual Audit 9.1 Subrecipients that expend $750,000 or more in a year in federal awards shall have a single audit or program -specific audit conducted for that year. The audit shall be performed in accordance with 2 C.F.R. § 200(F) Audit Requirements and other applicable federal law. The contract for this agreement shall be identified in the Schedule of Federal Financial Assistance in the subject audit. The contract shall be identified as federal funds passed through the Florida Department of Law Enforcement and include the contract number, CFDA number, award amount, contract period, funds received, and funds disbursed. When applicable, the subrecipient shall submit an annual financial audit that meets the requirements of Florida Statutes 11.45, "Definitions; duties; authorities; reports; rules."; 215.97, "Florida Single Audit Act"; Rules of the Auditor General;, Chapter 10.550, "Local Governmental Entity Audits"; and Chapter 10.650, "Florida Single Audit Act Audits Nonprofit and For -Profit Organizations." 9.2 A complete audit report that covers any portion of the effective dates of this agreement must be submitted within 30 days after its completion, but no later than nine (9) months after the audit period. In order to be complete, the submitted report shall include any management letters issued separately and management's written response to all findings, including audit report and management letter findings. Incomplete audit reports will not be accepted by the Department. 9.3 Audits shall be completed by an Independent Public Accountant (IPA) and according to Generally Accepted Government Auditing Standards (GAGAS). The IPA shall be either a Certified Public Accountant or a Licensed Public Accountant. Subrecipients shall procure audit services according to 200.509, and include clear objectives and scope of the audit in addition to peer review reports to strengthen audit quality and ensure effective use of audit resources. 9.4 The subrecipient shall promptly follow-up and take appropriate corrective action for any findings on the audit report in instances of noncompliance with federal laws and regulations, including but not limited to preparation of a summary schedule of prior audit findings and a corrective action plan. Subrecipent follow-up to audit findings must abide by requirements in 2 C.F.R. § 200.511. 9.5 Auditees must make copies available for public inspection and ensure respective parts of the reporting package do not include protected personally identifiable information. Records shall be made.available upon request for a period of three (3) years from the date the audit report is issued, unless extended in writing by the Department. 9.6 Subrecipients that expend less than $750,000 in federal awards during a fiscal year are exempt from the audit requirements of 2 C.F.R. § 200(F) for that fiscal year. In this case, written notification, which can be in the form of the "Certification of Audit Exemption" form, shall be provided to the Department by SFY2016 JAG Standard Conditions Page 11 of 20 Rev. 10/2015 the Chief Financial Officer, or designee, that the subrecipient is exempt. This notice shall be provided to the Department no later than June 30 following the end of the fiscal year. 9.7 If this agreement is closed without an audit, the Department reserves the right to recover any disallowed costs identified in an audit completed after such closeout. 9.8 The Federal Audit Clearinghouse is the repository of record for 2 C.F.R. § 200(F). Audits performed as a result of this requirement must be completed and submitted to the Federal Audit Clearinghouse within the earlier of thirty (30) calendar days after receipt of the auditor's report(s), or nine (9) months after the end of the audit period. Submissions must include required elements described in Appendix X to Part 200 on the specified Data Collection Form (Form SF -SAC), and be signed by a senior level representative or chief official of the auditee. If the subrecipient opts not to authorize the Federal Audit Clearinghouse to make the reporting package publically available, the single audit report must be submitted directly to the Department. A scanned copy of the completed audit reports or a link to the electronic audit report should be sent via email to criminal iustice(Vdle. state. fl, us or mailed to the following address: Florida Department of Law Enforcement Office of Criminal Justice Grants Post Office Box 1489 Tallahassee, Florida 32302-1489 �cT(oNVl € 8UA1nARD P}aOCU'REIVINTA�1iDcsTiVCipL�s 3 1.0 Procurement Procedures - Subrecipients must use documented procurement procedures which reflect applicable state, local, and tribal laws and regulations, provided that the procurement standards conform to applicable Federal law (2 C.F.R. §§ 200.317-200.326). 2.0 Federal Procedures - All procedures employed in the use of federal funds for any procurement shall also be according to 28 C.F.R. § 66, "Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments", 2 C.F.R. § 200.318, "General procurement standards", and Florida law to be eligible for reimbursement. 3.0 Cost Analysis - A cost analysis must be performed by the subrecipient if the cost or price is above the simplified acquisition threshold of $150,000. Costs or prices based on estimated costs for contracts are allowable only if allowable under 2 C.F.R. § 200.405(e),"Cost Principles". 4.0- Allowa-bLe-C.osts-.--Allow-an-ce-for_ costs_ incurred under the_suba_ward shall be determined according to the general principles and standards for selected cost items set forth in the Office of Justice Programs Financial Guide, 28 C.F.R. § 66, "Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments"; and 2 C.F.R. § 200.405(e), "Cost Principles". 4.1 All procedures employed in the use of federal funds for any procurement shall be according to 28 C.F.R. § 66, "Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments", 2 C.F.R. § 200,420, "Considerations for selected items of cost"; and Florida law to be eligible for reimbursement, 4.2 Subrecipients eligible to use the "de minimis" indirect cost rate described in 2 C.F.R. § 200.414(f), and that elects to use the "de minimis" indirect cost rate, must advise FDLE Office of Criminal Justice Grants in writing of both its eligibility and election, and must comply with all associated requirements in the OMB Uniform Requirements. The "de minimis" rate may be applied only to modified total direct costs (MTDC). 5.0 Unallowable Costs - Payments made for costs determined to be unallowable by either the Federal awarding agency or the Department, either as direct or indirect costs, must be refunded (including interest) to the Federal Government in accordance with instructions from the Federal agency that determined the costs are unallowable unless Federal statute or regulation directs otherwise. See also Subpart D—Post Federal Award Requirements, 2 C.F.R. §§ 200,300, "Statutory and national policy requirements", through 200.309, "Period of performance." SFY2016 JAG Standard Conditions Page 12 of 20 Rev. 10/2015 5.1 Prohibited Expenditure List - Subaward funds may not be -used for items that are listed on the Prohibited Expenditure List at the time of purchase or acquisition. https://Aww. bia.-gov/Funding/JAGControl ledPurchaseL!st. pdf 5.2 Controlled Purchase List - Requests for acquisition of items on the Controlled Purchase List must receive explicit prior written approval from FILE and BJA. If award funds are approved and used for the purchase or acquisition of any item on the Controlled Purchase List, the subrecipient must collect and retain certain information about the use of 1) the federally grant funded controlled equipment and 2) any other controlled equipment in the same category as the federally -acquired controlled equipment in the agency's inventory, regardless of source; and make that information, available to FDLE and BJA upon request, No equipment on the Controlled Expenditure list that is purchased or acquired under this award may be transferred or sold to a third party without the prior approval and guidance from FDLE and BJA. Failure to comply with conditions related to Prohibited or Controlled Expenditures may result in prohibition from further Controlled Expenditure approval under this or other awards. https://www,bia.gov/Fundinq/JAGControl led PurchaseList,odf 6.0 Review prior to Procurement - Subrecipients are encouraged to enter into state and local intergovernmental agreements or inter -entity agreements where appropriate for procurement or use of common or shared goods/services. Subrecipients are also encouraged to use excess and surplus property in lieu of purchasing new equipment and property when this is feasible. 7.0 Sole Source - If the project requires a purchase of services or equipment from a sole source, the subrecipient must complete the Sole Source Justification for Services and Equipment Form. If the subrecipient is a state agency and the cost is at least $150,000, then the agency must submit a copy of the approval from the Department of Management Services (287.057(5) Fla. Stat}. Sole Source form must be signed by the subgrant recipient or implementing agency chief official or an individual with formal, written signature authority for the chief official. 8.0 Unmanned Aerial Vehicles -The recipient agrees that awarded funds may not be expended on unmanned aircraft, unmanned aircraft systems, or aerial vehicles (US, UAS, or UAV) unless the BJA Director certifies that extraordinary and exigent circumstances exist, making them essential to the maintenance of public safety and good order. Additionally, any funding approved for this purpose would be subject to additional reporting, which would be stipulated by.FDLE post award. 9.0 Personal Services — Subrecipients may use grant funds for eligible personal services (salaries/benefits and overtime) and must maintain internal controls over salaries and wages. The following requirements apply to personal services paid with subgrant funds: 9.1 Timesheets - Timesheets must be kept for all project staff whose hours will be charged to the project. The timesheets must be signed by the supervisor and clearly indicate hours spent on project activities. 9.2 Additional Documentation - In accordance with Florida Statute § 215.971, the Florida Department of Financial Services may require documentation validation that personnel services were performed on project -related activities in accordance with the contract agreement. 9.3 Protected personally identifiable information - The subrecipient shall take reasonable measures to safeguard protected personally identifiable information and other information the pass-through entity designates as sensitive or the subrecipient considers sensitive consistent with applicable Federal, state, local, and tribal laws regarding privacy and obligations of confidentiality, 9.4 Overtime for Law Enforcement Personnel - Prior to obligating funds from this award to support overtime by law enforcement officers, the U.S. Department of Justice encourages consultation with all allied components of the criminal justice system in the affected jurisdiction. The purpose of this consultation is to anticipate and plan for systemic impacts such as increased court dockets and the need for detention space. 9.5 Employees Working Solely on a Single Federal Award - For any position that works 100% of its time on a single federal award, the employee must certify that 100% of his or her time was spent working on that federal award. This requirement applies to both full time and part time positions regardless of the percentage of the position's salary that is charged to the grant. The certification must be signed by both SFY2016 JAG Standard Conditions Page 13 of 20 Rev. 10/2015 the employee and the employee's direct supervisor having firsthand knowledge of the work performed by the employee. The forms must be submitted semi-annually and may not be signed prior to the end of the reporting period. Certifications must be provided to cover the entire grant period 9.6 Maximum Allowable Salary - No portion of these federal grant funds shall be used towards any part of the annual cash compensation of any employee of the subrecipient whose total annual cash compensation exceeds 110% of the maximum salary payable to a member of the Federal government's Senior Executive Service at an agency with a Certified SES Performance Appraisal System for that year. (The salary table for SES employees is available at http://www.ol)m.gov/oca/oayrates/index.asp.) A subrecipient may compensate an employee at a higher rate, provided the amount in excess of this compensation limitation is paid with non-federal funds. This limitation on compensation rates allowable under this award may be waived on an individual basis at the discretion of the OJP official indicated in the program announcement under which this award is made. 10.0 Contractual Services - The subrecipient must maintain written standards of conduct covering conflicts of interest and governing the actions of its employees engaged in the selection, award and administration of contracts as described in §200.318 General procurement. 10.1 Requirements for Contractors of Subrecipients - The subrecipient assures the compliance of all contractors with the applicable provisions of Title I of the Omnibus Crime Control and Safe Streets Act of 1968, as amended (42 U.S.C. § 3711, et seq, at www.gi)o.gov/fdsys/); the provisions of the current edition of the Office of Justice Programs Financial Guide ( http://oip,gov/financialguide/DOJ/index.htm); and all other applicable federal and state laws, orders, circulars, or regulations. The subrecipient must pass-through all requirements and conditions applicable to the federal grant award/subaward to any subcontract. The term "contractor" is used rather than the term "vendor" and means an entity that receives a contract as defined in 2 C.F.R. § 200.22, the nature of the contractual relationship determines the type of agreement. 10.2 Approval of Consultant Contracts - The Department shall review and approve in writing all consultant contracts prior to employment of a consultant when the consultant's rate exceeds $650 (excluding travel and subsistence costs) per eight-hour day, or $81,25 per hour. A detailed justification must be submitted to and approved by FDLE prior to obligation or expenditures of such funds. Approval shall be based upon the contract's compliance with requirements found in the Financial Guide, the Common Rule, and in applicable state statutes. The Department's approval of the subrecipient agreement does not constitute approval of consultant contracts, If consultants are hired through a competitive bidding process (not sole source), the $650 threshold does not apply. 11.0 Travel and Training - The cost of all travel shall be reimbursed according to the subrecipient's written travel policy. If the subrecipient does not have -a written travel policy, cost of all -travel will be reimbursed according to State of Florida Travel Guidelines § 112.061, Fla. Stat. Any foreign travel must obtain prior written approval. 11.1 IBJA or FDLE Sponsored Events - The subrecipient agrees to participate in BJA- or FDLE- sponsored training events, technical assistance events, or conference held by FDLE or BJA or their designees, upon FDLE's or BJA's request. 11.2 Expenses Related to Conferences, Meetings, Trainings, and Other Events - The subrecipient agrees to comply with all applicable laws, regulations, policies, and guidance (including specific cost limits, prior approval and reporting requirements, where applicable) governing the use of federal funds for expenses related to conferences, meetings, trainings, and other events, including the provision of food and/or beverages at such events, and costs of attendance at such events. Information on pertinent laws, regulations, policies, and guidance is available at http://oip.qov/financialquide/DOJ/Postaward Reg u i rements/chapter3.1 Oa.htm 11.3 Training and Training Materials — Any training or training materials that has been developed or delivered with grant funding under this award must adhere to the OJP Training Guiding Principles for Grantees and Subgrantees, available at www.oil:).gov/funding/oiptraininqquidlnqr)rinciples.htm 12.0 Publications, Media and Patents 12.1 Ownership of Data and Creative Material Ownership of material, discoveries, inventions, and results developed, produced, or discovered subordinate to this agreement is governed by the terms of the SFY2016 JAG Standard Conditions Page 14 of 20 Rev. 10/2015 Office of Justice Programs Financial Guide (as amended), and the U.S. Department of Justice Common Rule for State and Local Governments, and 2 C.F.R. § 200.315 "Intangible Property," as applicable. 12.2 Copyright - The awarding agency reserves a royalty -free, non-exclusive, and irrevocable license to reproduce, publish, or otherwise use, and authorize others to use, for federal government purposes: 12.2.1 The copyright in any work developed under an award or subaward, and 12.2.2 Any rights of copyright to which a subaward recipient or subrecipient purchases ownership with support funded under this grant agreement. 12.3 Publication or Printing of Reports - The subrecipient shall submit for review and approval one copy of any curricula, training materials, or any other written materials that will be published, including web - based materials and web site content, through funds from this grant at least thirty (30) days prior to the targeted dissemination date. The subrecipient understands and agrees that any training materials developed or delivered with grant funding must adhere to the OJP Training Guiding Principles for Grantees and Subgrantees available at www.olp.usdoi.qov/fundinq/olptrainingguidingorinciples.htm All materials publicizing or resulting from award activities shall contain the following statements identifying the federal award: "This project was supported by Award No. awarded by the Bureau of Justice Assistance, Office of Justice Programs. The opinions, findings, and conclusions or recommendations expressed in this publication/program/exhibition are those of the authors and do not necessarily reflect the views of the Department of Justice". --- —_ 12.4 Patents If any program produces patentable items, patent rights, processes, or inventions, in the course of work sponsored by the federal award or subaward funds, such facts must be promptly and fully reported to the. awarding agency. 12.4.1 Unless there is a prior agreement between the subrecipient and the Department on disposition of such items, the Department may determine whether protection on the invention or discovery will be sought. 12.4.2 The Department will also determine how rights in the invention or discovery (including rights under any patents issued) will be allocated and administered in order to protect the public interest consistent with "Government Patent Policy" ("President's Memorandum for Heads of Executive Departments and Agencies," dated August 23, 1971, and statement of Government patent policy, as printed in 36 Federal Register 16839). 12.4.3 Government regulations have been Issued in 37 C.F.R. § 401 by the U.S. Department of Commerce. 13.0 Confidential Funds and Confidential Funds Certificate - A signed certification that the Project Director or Implementing Agency Chief Official has read, understands, and agrees to abide by all conditions for confidential funds as set forth in the effective edition of the Office of Justice Programs Financial Guide is required for all projects that involve confidential funds, The signed certification must be submitted at the time of grant application. This certificate certifies the Project Director has read, understands, and agrees to abide by the provision in Section 3.12 of the Office of Justice Programs Financial Guide. This form must be submitted upon application if applicable. Confidential Funds certifications must be signed by the subrecipient or implementing agency Chief Official or an individual with formal, written signature authority for the Chief Official. 14.0 Task Force Training Requirement - The subrecipient agrees that within 120 days of award, each member of a law enforcement task force funded with these funds who is a task force commander, agency executive, task force officer, or other task force member of equivalent rank, will complete required online (internet-based) task force training. The training is provided free of charge online through BJA's Center for Task Force Integrity and Leadership (www.ctfli.org). All current and new task force members are required to complete this training once during the life of the award, -or once every four years if multiple awards include this requirement. This training addresses task force effectiveness as well as other key issues including privacy and civil liberties/rights, task force performance measurement, personnel selection, and task force oversight and accountability. When FDLE awards funds to support a task force, the subrecipient must compile and maintain a task force personnel SFY2016 JAG Standard Conditions Page 15 of 20 Rev. 10/2015 roster along with course completion certificates. Additional information is available regarding this required training and access methods via BJA's web site and the Center for Task Force Integrity aqd Leadership (www. ctf11. o rg ). 15.0 Information Technology Projects 15.1 Criminal Intelligence Systems - The subrecipient agrees that any information technology system funded or supported by the Office of Justice Programs funds will comply with 28 C.F.R. § 23, Criminal Intelligence Systems Operating Policies, if the Office of Justice Programs determines this regulation to be applicable. Should the Office of Justice Programs determine 28 C.F.R. § 23 to be applicable, the Office of Justice Programs may, at its discretion, perform audits of the system, as per 28 C.F.R. § 23.20(g), Should any violation of 28 C.F.R. § 23 occur, the subrecipient may be fined as per 42 U.S.C. § 3789g(c)-(d). The subrecipient may not satisfy such a fine with federal funds. The subrecipient understands and agrees that no awarded funds may be used to maintain or establish a computer network unless such network blocks the viewing, downloading, and exchanging of pornography. In doing so the subrecipient agrees that these restrictions will not limit the use of awarded funds necessary for any federal, state, tribal, or local law enforcement agency or any other entity carrying out criminal investigations, prosecutions, or adjudication activities. 15.2 State Information Technology Point of Contact - The subrecipient agrees to ensure that the State Information Technology Point of Contact receives written notification regarding any information technology project funded by this grant during the obligation and expenditures period. This is to facilitate communication among local and state governmental entities regarding various information technology projects being conducted with these grant funds. In addition, the subrecipient agrees to maintain an administrative file documenting the meeting of this requirement. For a list of State Information Technology Points of Contact, go to www.it.ojp,gov/default,aspx?area=policyAndPractice&paqe=1046 153 Interstate Connectivity - To avoid duplicating existing networks or IT systems in any initiatives funded by the Bureau of Justice Assistance for law enforcement information sharing systems which involve interstate connectivity between jurisdictions, such systems shall employ, to the extent possible, existing networks as the communication backbone to achieve interstate connectivity, unless the subrecipient can demonstrate to the satisfaction of the Bureau of Justice Assistance that this requirement would not be cost effective or would impair the functionality of an existing or proposed IT system. 15.4 ADP Justification - The subrecipient must complete an Automated Data Processing (ADP) Equipment and Software and Criminal Justice Information and Communication Systems Request for Approval form -- - - ifthepurchase of any -ADP—equipment-is-to_be_made...This-form- -must be..s_ubmitted-upon-application, if - applicable. ADP justification must be signed by the subrecipient or implementing agency chief official or an individual with formal, written signature authority for the chief official. 16.0 Interoperable Communications Guidance 16.1 Subrecipients that are using funds to support emergency communications activities must comply with the current SAFECOM Guidance for Emergency Communication Grants, including provisions on technical standards that ensure and enhance interoperable communications. Emergency communications activities include the purchase of Interoperable Communications Equipment and technologies such as voice-over-internet protocol bridging or gateway devices, or equipment to support the build out of wireless broadband networks in the 700 MHz public safety band under the Federal Communications Commission (FCC) Waiver Order. SAFECOM guidance can be found at www.safecomprogram.gov/library/lists/library/DispForm,aspx?ID=334. 16.2 Subrecipients interested in developing a public safety broadband network in the 700 MHz band in their jurisdictions must adhere to the technical standards set forth in the FCC Waiver Order, or any succeeding FCC orders, rules, or regulations pertaining to broadband operations in the 700 MHz public safety band. The subrecipient shall also ensure projects support the Statewide Communication Interoperability Plan (SLIP) and are fully coordinated with the full-time Statewide Interoperability Coordinator (SWIC). If any future regulatory requirement (from the FCC or other governmental entity) results in a material technical or financial change in the project, the recipient should submit associated documentation, and other material, as applicable, for review by the SWIC to ensure coordination. Subrecipients must provide a listing of all communications equipment purchased with grant award SFY2016 JAG Standard Conditions Page 16 of 20 Rev. 10/2016 funding (plus the quantity purchased of each item) to FDLE once items are procured during any periodic programmatic progress reports. 17.0 Drug Court Projects - A Drug Court Project must comply with § 397.334, Fla. Stat., "Treatment -Based Drug Court Programs," 1.0 Ballistic Resistant and. Stab Resistant Body Armor 1.1 Mandatory Wear Policy - Subrecipients that wish to purchase armor with JAG funds must certify that law enforcement agencies receiving vests have a written "mandatory wear" policy in effect. This policy must be in place for at least all uniformed officers before funding can be used by the agency for body armor. There are no requirements regarding the nature of the policy other than it being a mandatory wear policy for all uniformed officers while on duty. FAQs.related to the mandatory wear policy and certifications can be found at www.bia.gov/Funding/JAGFAQ,pdf, 1.2 BVP Program - JAG funds may be used to purchase armor for an agency, but may not be used as the 50% match for purposes of the Bulletproof Vest Partnership (BVP) program. 1.3 NU Compliance - Body armor purchased with JAG funds may be purchased at any threat level, make, or model from any distributor or manufacturer, as long as the vests have been tested and found to comply with applicable National Institute of Justice ballistic or stab standards and are listed on the NIJ Compliant Body Armor Model List (http://nij.gov). In addition, body armor purchased must be American- made: The latest NIJ standard information can be found at: www.nii.gov/topics/technoloq /y body_ armor/safety-initiative.htm. 2.0 Environmental Protection Agency's (EPA) list of Violating Facilities - The subrecipient assures that the facilities under its ownership, lease or supervision which shall be utilized in the accomplishment of the Program Purpose are not listed on the EPA's list of Violating Facilities and that it will notify the Department of the receipt of any communication from the Director of the EPA Office of Federal Activities indicating that a facility to be used in the project is under consideration for listing by the EPA. 3.0 National Environmental Policy Act (NEPA) 3.1 The subrecipient agrees to assist FDLE in complying with the NEPA, the National Historic Preservation Act, and other related federal environmental impact analyses requirements in the use of subaward funds by the subrecipient. This applies to the following new activities whether or not they are being specifically funded with these subaward funds. That is; it applies as long as the activity is being conducted by the subrecipient or any third party and the activity needs to be undertaken in order to use these subaward funds. Accordingly, the subrecipient agrees to first determine if any of the following activities will be funded by the grant, prior to obligating funds for any of these purposes. If it is determined that any of the following activities will be funded by the grant, the recipient agrees to contact FDLE OCJG. 3.1.1 New construction 3.1.2 Minor renovation or remodeling of a property either (a) listed on or eligible for listing on the National Register of Historic Places or (b) located within a 100 -year flood plain; a wetland, or habitat for endangered species, or a property listed on or eligible for listing on the National Register of Historic Places; 3.1.3 A renovation, lease, or any other proposed use of a building or facility that will either (a) result in a change in its basic prior use or (b) significantly change its size; and 3.1.4 Implementation of a new program involving the use of chemicals other than chemicals that are (a) purchased as an incidental component of a funded activity and (b) traditionally used, for example, in office, household, recreational, or educational environments. 3.1.5 Implementation of a program relating to clandestine methamphetamine laboratory operations, including the identification, seizure, or closure of clandestine methamphetamine laboratories. SFY2016 JAG Standard Conditions Page 17 of 20 Rev. 10/2015 3.2 The subrecipient understands and agrees that complying with NEPA may require the preparation of an Environmental Assessment and/or an Environmental Impact Statement, as directed by the Bureau of Justice Assistance. The subrecipient further understands and agrees to the requirements for implementation of a Mitigation Plan, as detailed by the Department of Justice at v,ww,bia.gov/Funding/nepa.html, for programs relating to methamphetamine laboratory operations. 3.3 For any of a subrecipient's existing programs or activities that will be funded by these subawards, the subrecipient, upon specific request from the Department and the U.S. Department of Justice, agrees to cooperate with the Department of Justice in any preparation by the Department of Justice of a national or program environmental assessment of that funded program or activity. 4.0 Methamphetamine Plans: Mitigation of Health, Safety and Environmental risks dealing with Clandestine Methamphetamine Laboratories - if an award is made to support methamphetamine laboratory operations the subrecipient must comply with this condition, which provides for individual site environmental assessment/impact statements as required under the National Environmental Policy Act, 4,1 General Requirement: The subrecipient agrees to comply with federal, state, and local environmental, health and safety laws and regulations applicable to the investigation and closure of clandestine methamphetamine laboratories and the removal and disposal of the chemicals, equipment, and wastes used in or resulting from the operation of these laboratories. The subrecipient also agrees to complete a Methamphetamine Mitigation Plan (MMP) that includes the nine protective measures or components required by BJA and submit the plan to FDLE's Office of Criminal Justice Grants, 4.2 Specific Requirements: The subrecipient understands and agrees that any program or initiative involving the identification, seizure, or closure of clandestine methamphetamine laboratories can result in adverse health, safety and environmental impacts to (1) the law enforcement and other governmental personnel involved; (2) any residents, occupants, users, and neighbors of the site of a seized clandestine laboratory; (3) the seized laboratory site's immediate and surrounding environment of the site(s) where any remaining chemicals, equipment, and waste from a seized laboratory's operations are placed or come to rest. Therefore, the subrecipient further agrees that in order to avoid or mitigate the possible adverse health, safety and environmental impacts from any of clandestine methamphetamine operations funded under this award, it will (1) include the nine, below listed protective measures or components; (2) provide for their adequate funding to include funding, as necessary, beyond that provided by this award; and (3) implement these protective measures directly throughout the life of the subaward. In so doing, the subrecipient understands that it may implement these protective measures directly through the use of its own resources and staff or may secure the qualified services of other agencies, contractor or other qualified third party. - 4:2.1 Provide •medical screening of personnel assigned -or to be assigned by the subrecipient to the seizure or closure of clandestine methamphetamine laboratories; , 4.2.2 Provide Occupational Safety and Health Administration (OSHA) required initial and refresher training for law enforcement officials and other personnel assigned by the subrecipient to either the seizure or closure of clandestine methamphetamine laboratories; 4.2.3 As determined by their specific duties, equip personnel assigned to the project with OSHA required protective wear and other required safety equipment; 4.2.4 Assign properly trained personnel to prepare a comprehensive contamination report on each closed laboratory; 4.2.5 Employ qualified disposal contractors to remove all chemicals and associated glassware, equipment, and contaminated materials and wastes from the site(s) of each seized clandestine laboratory; 4.2.6 Dispose of the chemicals, equipment, and contaminated materials and wastes removed from the sites of seized laboratories at properly licensed disposal facilities or, when allowable, properly licensed recycling facilities; 4.2.7 Monitor the transport, disposal, and recycling components of subparagraphs 4.4.5 and 4,4.6 immediately above in order to ensure proper compliance; SFY2016 JAG Standard Conditions Page 18 of 20 Rev. 10/2015 4.2.8 Have in place and implement an inter -agency agreement or other form of commitment with a responsible State environmental agency that provides for that agency's 1) timely evaluation of the environmental conditions at and around the site of a closed clandestine laboratory and 2) coordination with the responsible party, property owner, or others to ensure that any residual contamination is remediated, if necessary, and in accordance with existing federal and state requirements; and 4,2.9 Have in place and implement a written agreement with the responsible state or local service agencies to properly respond to any minor, as defined by state law., at the site. This agreement must ensure immediate response by qualified personnel who can 1) respond to the potential health needs of any minor at the site; 2) take that minor into protective custody unless the minor is criminally involved in the meth lab activities or is subject to arrest for other criminal violations; 3) ensure immediate medical testing for methamphetamine toxicity; and 4) arrange for any follow-up medical tests, examinations, or health care made necessary as a result of methamphetamine toxicity 5.0 National Historic Preservation Act — The Act will assist the Department (if necessary) in assuring compliance with section 106 of the National Historic Preservation Act of 1966 (16 U,S.C. § 470), Ex. Order 11593 (identification and protection of historic properties), the Archeological and Historical Preservation Act of 1974 (16 U,S.C. § 469 a-1 et seq.), and the National Environmental Policy Act of 1969 (42 U.S.C. § 4321). 6.0 Human Research Subjects - Subrecipient agrees to comply with the requirements of 28 C.F.R. § 46 and all Office of Justice Programs policies and procedures regarding the protection of human research subjects, including obtainment of Institutional Review Board approval, if appropriate, and subject informed consent. 7.0 Global Standards Package - In order to promote information sharing and enable interoperability among disparate systems across the justice and public safety community, OJP requires the recipient to comply with DOJ's Global Justice Information Sharing Initiative (DOJ's Global) guidelines and recommendations for this particular grant. Recipient shall conform to the Global Standards Package (GSP) and all constituent elements, where applicable, as described at: www.1t,olp.gov/qsp grantcondition. Recipient shall document planned approaches to information sharing and describe compliance to the GSP and appropriate privacy policy that protects shared information, or provide detailed justification for why an alternative approach is recommended. 8.0 Disclosures 8.1 Conflict of Interest- The subrecipient and implementing agency will establish safeguards to prohibit employees from using their positions for a purpose that constitutes or presents the appearance of personal or organizational conflict of interest, or personal gain. Subrecipients must disclose in writing any potential conflict of interest to FDLE (the non-federal pass-through entity).. 8.2 Violations of Criminal Law - The subrecipient and implementing agency must disclose all violations of state or federal criminal law involving fraud, bribery or gratuity violations potentially affecting the sub award. 9.0 Uniform Relocation Assistance and Real Property Acquisitions Act - The subgrant recipient will comply with the requirements of the Uniform Relocation Assistance and Real Property Acquisitions Act of 1970 (42 U.S.C. § 4601 et seq.), which governs the treatment of persons displaced as a result of federal and federally - assisted programs. 10.0 Limitations on Government Employees Financed by Federal Assistance -The subrecipient will comply with requirements of 5 U.S.C. §§ 1501-08 and 7324-28, which limit certain political activities of State or local government employees whose principal employment is in connection with an activity financed in whole or in part by federal assistance, 11.0 Reporting Potential Fraud, Waste, Abuse, and Similar Misconduct - The subrecipient must promptly refer to DOJ Office of Inspector General (OIG) and the Florida Department of Law Enforcement, Office of Criminal Justice Grants any credible evidence that a principal, employee, agent, contractor, subcontractor, or other person has either 1) submitted a claim for grant funds that violates the False Claims Act; or 2) committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar misconduct involving grant funds. SFY2016 JAG Standard Conditions Page 19 of 20 Rev. 10/2015 12.0 Restrictions and certifications regarding non -disclosure agreements and related matters - Subrecipients or contracts/subcontracts under this award 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. 13.0 Funds to Association of Community Organizations for Reform Now (ACORN) Unallowable Subrecipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of any contract or subaward to either the Association of Community Organizations for Reform Now (ACORN) or its subsidiaries, without the express prior written approval of OJP. 14.0 Text Messaging While Driving - Pursuant to Executive Order 13513, "Federal Leadership on. Reducing Text Messaging While Driving," 74 Fed. Reg. 51225 (October 1, 2009), and § 316.305, Fla. Stat.., the subrecipient is encouraged to adopt and enforce policies banning employees from text messaging while driving any vehicle during the course of performing work funded by this subaward and to establish workplace safety policies and conduct education, awareness, and other outreach to decrease crashes caused by distracted drivers. 15.0 DNA Testing of Evidentiary Materials and Upload of DNA Profiles to a Database - If JAG program funds will be used for DNA testing of evidentiary materials, any resulting eligible DNA profiles must be uploaded to the Combined DNA Index System (CODIS), by a government DNA lab with access to CODIS. No profiles generated with JAG funding may be entered into any other non-governmental DNA database without prior express written approval from BJA. For more information, refer to the NIJ FY 2012 DNA Backlog Reduction Program, available at https://www.ncirs,qov/l)dffilesl/niii/sIO01062:odf. In addition, funds may not be used for purchase of DNA equipment and supplies when the resulting DNA profiles from such technology are not accepted for entry into CODIS (the National DNA Database operated by the FBI). 16.0 Environmental Requirements and Energy - For subawards in excess of $100,000, the subrecipient must comply with all applicable standards, orders, or requirements issued under section 306 of the Clean Air Act (42 U.S.C. §§ 1857(h)), section 508 of the Clean Water Act (33 U.S.C. § 1368), Executive Order 11738, and Environmental Protection Agency regulations (40 C.F.R. § 15). The subrecipient must comply with mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (Pub. L. 94-163, 89 Stat 871), if any. 17.0 Other Federal Funds - The subrecipient agrees that if it currently has an open award of federal funds or if it receives an award of federal funds other than this award, and those awards have been, are being, or are to be used, in whole or in part, for one or more of the identical cost items for which funds are being provided under this award, the subrecipient will promptly notify, in writing the grant manager for this award, and, if so requested by OCJGseek a budget modification or change of project scope grant adjustment notice (GAN) to - eliminate -any inappr-opriate duplication of -funding.— - �- - - -- - - - SFY2016 JAG Standard Conditions Page 20 of 20 Rev. 10/2015 Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County -wide In witness whereof, the parties affirm they each have read and agree to the conditions set forth in this agreement, have read and understand the agreement in its entirety and have executed this agreement by their duty authorized officers on the date, month and year set out below. Corrections on this page, including Strikeovers, whiteout; etc, are not acceptable. Signature: Typed Name and Title: Date: -0-/ 5` 220 M Typed Name of Subgra Signature: Typed Name and ME9f Date: NNU 092015 Typed Name of Implementing Signature: Typed Name and Title: Date: lent: The City of Miami niel J. Alfonso — City Manager RodqAfo Llanes — Chief of Police NOV 0 5 2015 Application Ref # 2016-JAGC-2820 Section #6 page 1 of 1 Contract -JAGC-DADS- - - Rule Reference 11 D-9.006 OCJG-005 (rev. October 2005) Florida Department of Law Enforcement Justice Assistance Grant - County -wide Insert Certifications and Authorizations here. Application Ref # 2016-JAGC-2820 Section #7 Page 1 of 1 Contract 2016-JAGC-DADE-24-H3-180 Rule Reference 11 D-9,006 OCJG-005 (rev, October 2005)