HomeMy WebLinkAbout2016-12-01 GrantF®LE
Florida Department of
Law Enforcement
Richard L. Swearingen
Commissioner
DEC 01 2016
Honorable Bob McPartlan
Mayor
City of Sebastian
1225 Main Street
Sebastian, FL 32958
Business Support
Office of Criminal Justice Grants
Post Office Box 1489
Tallahassee, FL 32302-1489
(850)617-1250
www.fdle.state.fl.us
Re: Contract No. 2017-JAGC-INRI-3-F9-083
Dear Mayor McPartlan:
Rick Scott, Governor
Pam Bondi, Attorney General
Jeff Atwater, Chief Financial Officer
Adam Putnam, Commissioner ofAgriculture
The Florida Department of Law Enforcement is pleased to award a Justice Assistance Grant (JAG) Countywide
Program subgrant to your unit of government in the amount of $ 12,227.00 for the project entitled, PURCHASE
EQUIPMENT. This subaward is approved under Florida's state JAG award 2016 -MU -BX -0073 from the Department
of Justice (DOJ). 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 DOJ Performance Measurement Tool
(PMT) and Federal Funding Accountability and Transparency Act (FFATA) systems 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, amendment/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 requesting exemption.
Please complete and return the enclosed certification 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 with accompanying written request 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 me or Senior Management Analyst Supervisor
Randall Smyth at (850) 617-1250 if you have any questions or we can be of further assistance.
Ince y, T—
Petrina Tuttle Herring �J
Bureau Chief
PTH/ar
Enclosures
Service • Integrity • Respect • Quality
SUBGRANT AWARD CERTIFICATE
Subgrantee: City of Sebastian
Date of Award: 1 I I Q I 2 3l(o
Grant Period: From: 10/01/2016 TO: 09/30/2017
Project Title: PURCHASE EQUIPMENT
Grant Number: 2017-JAGC-INRI-3-F9.083
Federal Funds: $12,227.00
State Agency Match:
Local Agency Match: $ 0.00
Total Project Cost: $12,227.00
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 effective 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 J j
Petrina Tuttle Herring
Bureau Chief
II /gl2clU
Date
(/is award is subject to special conditions (attached).
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
SPECIAL CONDITION(S) / GENERAL COMMENT(S)
Awarding Agency: Office of Criminal Justice Grants
Grant Number: 2017-JAGC-INRI-3-F9-083
Grant Title: PURCHASE EQUIPMENT
In addition to the general conditions applicable to fiscal administration, the grant is subject to the following Special
Conditions)/General Comment(s):
Ref# S34870: By accepting this subaward, the subrecipient agrees to undertake a review to validate its compliance
with 8 U.S.0 § 1373 as described in the Certificate of Acceptance of Subgrant Award. Documentation must be
submitted by the City of Sebastian to FDLE's Office of Criminal Justice Grants by March 31, 2017. Failure to comply
with this condition could result in the withholding of grant funds for all subawards for the City of Sebastian, suspension
or termination of subgrants, ineligibility for future grants or subgrants, or other administrative, civil, or criminal
penalties, as appropriate.
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
Subgrant Recipient
Organization Name: City of Sebastian
County: Indian River
Chief Official
Name: Bob McPartlan
Title:
Mayor
Address:
1225 Main Street
City:
Sebastian
State:
FL
Zip: 32958
Phone:
772-453-8540
Ext:
Fax:
Email:
bmcpartlan@cityofsebastian.org
Chief Financial Officer
Name:
Ken Killgore
Title:
Finance Director
Address:
1225 Main Street
City:
Sebastian
State:
FL
Zip: 32958
Phone:
772-388-8205
Ext:
Fax:
772-589-5570
Email: kkillgore@cityofsebastian.org
Application Ref # 2017-JAGC-3003 Section #1 Page 1 of 2
Contract 2017-JAGC-INRI-3-F9-083
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
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Implementing Agency
Organization Name: City of Sebastian Police Department
County: Indian River
Chief Official
Name: Michelle Morris
Title:
Chief of Police
Address:
1201 Main Street
City:
Sebastian
State:
FL Zip: 32958-4165
Phone:
772-388-9750 Ext:
Fax:
772-388-1872
Email:
mmorris@cityofsebastian.org
Project Director
Name: Michelle Morris
Title:
Chief of Police
Address:
1201 Main Street
City:
Sebastian
State:
FL Zip: 32958-4165
Phone:
772-388-9750 Ext:
Fax:
772-388-1872
Email:
mmorris@cityofsebastian.org
Application Ref # 2017-JAGC-3003 Section #1 Page 2 of 2
Contract 2017-JAGC-INRI-3-F9-083
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
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General Project Information
Project Title: PURCHASE EQUIPMENT
Subgrant Recipient: City of Sebastian
Implementing Agency: City of Sebastian Police Department
Project Start Date: 10!112016 End Date: 9/30/2017
Problem Identification
With the ever increasing demand on law enforcement we are required to train officers to deal with
many dangerous situations. We currently do not have the training tools needed to conduct
comprehensive realistic training to prepare officers for responding to these life threatening
challenges.
The purchase of specialized training equipment will enhance the officers ability to train with
minimal exposure of harm during these training scenarios.
Project Summary (Scope of Work)
We will be purchasing various training tools to enhance the office's reaction and abilities.
Purchase of mats and training guns/weapons to use during role play for basic scenarios in
defensive tactics and police procedures training classes.
Purchase 3-D reactionary and non -reactionary targets to use during shoot/don't shoot scenarios
on the range. Purchase various safety devices such as 5 point harnesses, helmets and neck
supports to wear during defensive driving training.
Purchase cameras to use in role play scenarios to capture officers performance to better critique
officers in training situations.
The more officers train with role play scenarios in a controlled environment the better their ability
to react appropriately during a real life situation.
Documentation to be provided will include: purchase order for items over threshold, invoices and
cancelled checks to prove payment.
Application Ref # 2017-JAGC-3003
Contract 2017-JAGC-INRI-3-F9-
Rule Reference 11 D-9.006 OCJG-005 (rev. October 2005)
Section #2 Page 1 of 2
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
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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 Sebastian
Question: What is the address of the location being used to provide services for this project?
Answer: 1201 Main Street
Sebastian, Florida 32958
Question: Describe your agency. (e.g., non-profit, community based, government)
Answer: Government
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: $750.00
Question: Does the subgrantee receive a single grant in the amount of $750,000 or more from
the U.S. Department of Justice?
Answer: No
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: No
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
Question: What is the combined population of the jurisdiction(s) your agency provides services
to (according to the 2010 census)?
Answer: 21929
Application Ref # 2017-JAGC-3003 Section #2 Page 2 of 2
Contract 2017-JAGC-INRI-3-F9-
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
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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: No
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: Yes
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 # 2017-JAGC-3003 Section #3 Page 1 of 3
Contract 2017-JAGC-INRI-3-F9-
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
•� r4 7" stn �ry� «.� ,j. -, ._� ..,TZ 1 .:.t-- �('S_ b- 3.t r 2 7 t' �-'7 -
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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 we will utilize FDLE training models and curriculum.
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: Yes, Survey for 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: Hosting community meetings (yearly), attend monthly community meetings, attending
community events and conducting community outreach to minority population
quarterly.
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.
Goal: Citizen's Academy, Volunteer program, Internships with College students and K-12
school programs.
Measure: General 11
Identify the goal(s) you hope to achieve with your funding. If you have
Application Ref # 2017-JAGC-3003
Contract 2017-JAGC-INRI-3-F9-
Rule Reference 11 D-9.006 OCJG-005 (rev. October 2005)
Section #3 Page 2 of 3
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
multiple goals, describe each goal separately.
Goal: Maximize our training of officers to provide the community with the best possible
service.
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: If grant money isn't awarded we will struggle to provide the training needed.
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
Measurer General 11 b
What major activities are planned for each of your goals listed in question 11?
Goal: Step up training from 1-2 times a year to at least 4 and provide role playing scenario
training covering various topics and situations.
State Purpose Area: 3E - Equipment, Supplies, and Technology Enhancements
Objectives and Measures
Objective: Equipment - Questions for all recipients purchasing Equipment, Supplies, and
Technology Enhancements.
Measure: Equipment 1
Do the Subrecipient and Implementing agencies understand that they will be required
to submit an itemized account of all items purchased during each reporting period as
part of their performance reporting?
Goal: Yes
Application Ref # 2017-JAGC-3003
Contract 2017-JAGC-INRI-3-F9-
Rule Reference 11 D-9.006 OCJG-005 (rev. October 2005)
Section #3 Page 3 of 3
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
n
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: 596000427
Budget:
Budget Category
Federal
Match
Total
Salaries and Benefits
$0.00
$0.00
$0.00
Contractual Services
$0.00
$0.00
$0.00
Expenses
$1,985.00
$0.00
$1,985.00
Operating Capital
$10,242.00
$0.00
$10,242.00
Outlay
Indirect Costs
$0.00
$0.00
$0.00
-- Totals --
$12,227.00
$0.00
$12,227.00
Percentage
100.0
0.0
100.0
Project Generated Income:
Will the project earn project generated income (PGI) ? No
Application Ref # 2017-JAGC-3003 Section #4 Page 1 of 3
Contract 2017-JAGC-INRI-3-F9-
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
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Budget Narrative:
Purchase of non capital expenses:
HJC Open Face Helmets(9)-$640
Simpson Padded Neck Support(6)-$240.00
5 Point Harness Seat Belts(4)-$220.00
2 Cameras kits to includes: camera/video, chest harness, selfie stick, large case, HDMI cables,
wrist strap for $400.00 each and 1 -tripod -$35.00 total -$835.00
Shipping for above items -$50.00
Total Non Capital Expenses -$1,985.00 Shipping included
Capital Expenses:
1 -Training kit to include: Red Guns/Knives/Rifles/Tasers/Radios-$1975.00
DGS Folding Training Mats(8y$5480.00
3-D Targets and Target Systems used for reactionary and non reactionary shooting -$2,135.00
Total Capital Outlay -$10,242.00 Shipping Included
Total Capital and Non Capital Expenses -$12,227.00
Any overages will be paid by the City of Sebastian.
Application Ref # 2017-JAGC-3003 Section #4 Page 2 of 3
Contract 2017-JAGC-INRI-3-F9-
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
t
3"rg,�
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: State term contract and purchase order. We are not required to use a competitive bid
with the amount currently requesting.
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 # 2017-JAGC-3003
Contract 2017-JAGC-INRI-3-F9-
Rule Reference 11 D-9.006 OCJG-005 (rev. October 2005)
Section #4 Page 3 of 3
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
Section 5: Standard Conditions
Insert Standard Conditions Page here.
Application Ref # 2017-JAGC-3003 Section #5 Page 1 of 1
Contract 2017-JAGC-INRI-3-F9-083
Rule Reference 11D-9.006 OCJG-005 (rev. October 2005)
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
STANDARD CONDITIONS
The State of Florida, Department of Law Enforcement (FDLE or Department) 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.
The following terms and conditions will become binding upon approval of the application or subaward, and completion
of the Certificate of Acceptance by the subrecipient. 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 that 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.
GENERAL REQUIREMENTS:
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://oop.gov/fiinancial-quide/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 11 D-9, "Edward Byrne Memorial State and Local Law Enforcement
Assistance Formula Grant Program": www.flruies.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://www.ecfr.gov/cqi-bin/text-ldx?SID=62764122c78Oe5dl d2l 34127afadc3Od&node=2:1.1.2.2.1 &ran=div5
Code of Federal Regulations: www.gpo.-gov/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:/Iwww.qpo.gov/fdsys/pka/P4AW-109pubII6.2/ pdf/PLAW-109oubil 62.t)df
United States Code: www.gpo.govlfdsys/
42 U.S.C. §§ 3711 et seq., "Omnibus Crime Control and Safe Streets Act of 1968"
State of Florida General Records Schedule GSI -SL for State and Local Government Agencies:
http://dlis.dos.state.fl.us/barm/aenschedules/GS2-2008-Rev2010.pdf
SFY2017 JAG Standard Conditions Page 1 of 23
Rev. 0912016
State of Florida Statutes
§ 215.971, Fla. Stat. "Agreements funded with federal or state assistance"
§ 215.985, Fla. Stat. "Transparency in government spending"
Subgrantees are strongly encouraged to submit annual (or more frequent) JAG success stories. These success
stories highlight projects that have demonstrated success or shown promise in reducing crime and positively
impacting communities. They are a valuable resource for states, localities, territories, tribes and criminal justice
professionals who seek to identify and learn about JAG and other successful BJA-funded projects linked to
innovation, crime reduction, and evidence -based practices. Submit all success stories to OCJG for review and
submission.
PIWINITIONS
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 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).
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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 2 C.F.R. §§ 200.210(a)(5), "Information
contained in a Federal award" and 200.331(a)(1)(iv), "Requirements for pass-through entities").
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 2 C.F.R. § 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 Micro -purchase, 2 C.F.R. § 200.67)
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 2 C.F.R.
§§ 200.20, "Computing devices" and 200.33, "Equipment.")
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SECTION I:_ TERMS AND CONDITIONS
The subrecipient 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 subrecipients 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.
2.1 The recipient must comply with any and all applicable requirements regarding reporting of information
on civil, criminal, and administrative proceedings connected with (or connected to the performance of)
either this OJP award or any other grant, cooperative agreement, or procurement contract from the
federal government. Under certain circumstances, recipients of OJP awards are required to report
information about such proceedings, through the federal System for Award Management (known as
"SAM"), to the designated federal integrity and performance system (currently, "FAPIIS").
3.0 General Appropriations Law Restrictions - The subrecipient must comply with all applicable restrictions on
the use of federal funds set out in federal appropriation statutes. Pertinent restrictions in the Consolidated
Appropriations Act, 2016 are set out at http://oir).aov/funding/Explore/FY2016-
AppropriationsLawRestrictions.htm. Subrecipients must contact the Office of Criminal Justice Grants for
guidance should a question arise whether a particular use of federal funds by a subrecipient would or ight fall
within the scope of an appropriations -law restriction, and may not proceed without the express prior written
approval from the Department and federal awarding agency.
4.0 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
4.1 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.
4.2 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.
5.0 Supplanting - The subrecipient agrees that funds received under this award will not be used to supplant state
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.
6.0 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.
7.0 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.
8.0 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.
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9.0 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.
10.0 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.
11.0 "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.
12.0 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 (16 U.S.C. §§ 3501 et seq.) which prohibits the expenditure of most new federal funds within the units of
the Coastal Barrier Resources System.
13.0 Enhancement of Security - If funds are used for enhancing security, the subrecipient agrees to:
13.1 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.
13.2 Conduct such an assessment with respect to each such enhancement; and submit to the Department
the aforementioned assessment in its Final Program Report.
14.0 Background Check - Whenever a background screening for employment or a background security check is
required by law for employment, unless otherwise provided by law, the provisions of § 435 Fla. Stat. shall
apply.
14.1 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.
14.2 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
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.
14.2.1 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.
14.2.2 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.
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15.0 Privacy Certification - The subrecipient agrees to comply with all confidentiality requirements of 42 U.S.C. §
3789g and 28 C.F.R. § 22 that are applicable to collection, use, and revelation of data or information. The
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, 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.
16.0 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.
17.0 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.
SECTION I[:. CIVIL RIGHTS REQUIREMENTS
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. § 794); 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 Executive 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 subrecipient 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.
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.ojr).usdoj.gov/about/ocr/eeoa comgly.htm, must be
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.
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5.0 In the event a federal or state court, or a 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 infoCcD-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 beneficiaries 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).
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.
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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 proselytization. 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.oip.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.
SECTION -_111: FINANCIAL REQUIREMENTS -AND REOONSIBILTY
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" and 200.320 "Methods of Procurement".
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 management system in place that is able to record and report on the receipt, obligation, and
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.
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SECTION IV. SUBAINARD. MANAGEME
NT AND REPORTING REQUIREMENTS
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
4.1 Subaward Performance - The subrecipient must comply with state and federal requirements for
subaward performance under 2 C.F.R. §§ 200.76-77. 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, milestones, or
expected outcomes (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.
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.
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6.1 Financial Expenditure Report
6.1.1 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.
6.1.2 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) system.
6.1.3 All Project Expenditure Reports shall be submitted in sufficient detail for proper pre -audit and
post -audit.
6.1.4 Before the "final" Project Expenditure Report will be processed, the subrecipient shall 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.
6.1.5 Reports shall submitted even when no reimbursement is being requested.
6.1.6 The report shall 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 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 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 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 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 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 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.
SFY2017 JAG Standard Conditions Page 10 of 23
Rev. 09/2016
6.4 Law Enforcement Training - Any law enforcement agency receiving JAG funding must submit
quarterly accountability metrics data related to training that officers have received on the use of force,
racial and ethnic bias, de-escalation of conflict and constructive engagement with the public.
6.5 Other Reports- The subrecipient shall report to the Uniform Crime Report and other reports as may be
reasonably required by the Department.
SECTION. V MONITORING AND,-
1.0
ND
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 agreemen.
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. 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.
5.0 High Risk Subrecipients - The subreciplent 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. (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.
SFY2017 JAG Standard Conditions Page 11 of 23
Rev. 09/2016
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: http://dos.myflorida.com/media/693574/general-
records-schedulegs01-sl.pdf http://dos.myflodda.com/media/693578/gs02.r)df
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 Fla. Admin. Code R.28-106.104. 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 11.45 and 215.97 §§ Fla. Stat., "Definitions; duties; authorities; reports; rules," and
"Florida Single Audit Act" and Rules of the Auditor General: Chapters 10.550 and 10.650, "Local
Governmental Entity Audits" and "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. Subrecipient
follow-up to audit findings must abide by requirements in 2 C.F.R. § 200.511.
9.5 Subrecipient understands and agrees that federal awarding and pass-through entities may withhold
award funds, or may impose other related requirements, if (as determined by the federal awarding
agency or pass-through entity, the subrecipient does not satisfactorily and promptly address
outstanding issues from audits required by 2 C.F.R. § 200 or terms of this subaward, or other
outstanding issues that arise in connection with audits, investigations or reviews of DOJ awards or
subawards.
9.6 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.
SFY2017 JAG Standard Conditions Page 12 of 23
Rev. 09/2016
9.7 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
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.
9.8 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.
9.9 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 auditors report(s), or nine (9) months after the
end of the audit period. Submissions must include required elements described in 2 C.F.R. § 200,
Appendix X, on the specified Data Collection Form (Form SF -SAC), and be signed by a senior level
representative or chief official of the auditee. A scanned copy of the completed audit reports or a link to
the electronic audit report should be sent via email to criminaljusticeO-fdle.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
SECTION VI: SUBAlfflARD PROCUREMENT�AND COST PRINCIPLES
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
federal procurement guidelines (2 C.F.R. §§ 200.317-326).
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 Allowable Costs - Allowance for costs incurred under the subaward 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).
4.3 Indirect cost proposals for local and state units of government must comply with 2 C.F.R. § 200,
Appendix VII.
SFY2017 JAG Standard Conditions Page 13 of 23
Rev. 0912016
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 and 2 C.F.R. §§ 200.300-309.
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. Recipient understands and agrees
that failure to comply with conditions related to Prohibited or Controlled Expenditures may result in a
prohibition from further Controlled Expenditure approval under this or other federal awards. The list of
prohibited expenditures may be amended from time to time without any prior notice. The list of
prohibited expenditures may be found at: https://www.bia.gov/Fundinq/JAGControlledPurchaseList.r)df.
6.0 Controlled Expenditure List - Requests for acquisition of items on the Controlled Expenditure List must
receive explicit prior written approval from FDLE 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
for 3 years 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. The list of controlled purchases may be found at:
https://www.bia.gov/Fundinq/JAGControlledPurchaseList.pdf.
6.1 The recipient understands that, pursuant to recommendation 2.1 of Executive Order 13688, law
enforcement agencies that acquire controlled equipment through Federal programs must adopt robust
and specific written policies and protocols governing General Policing Standards and Specific
Controlled Equipment Standards. General Policing Standards includes policies on (a) Community
Policing; (b) Constitutional Policing; and (c) Community Input and Impact Considerations. Specific
Controlled Equipment Standards includes policies specifically related to (a) Appropriate Use of
Controlled Equipment; (b) Supervision of Use; (c) Effectiveness Evaluation; (d) Auditing and
Accountability; and (e) Transparency and Notice Considerations. Upon OJP's request, the recipient
agrees to provide a copy of the General Policing Standards and Specific Controlled Equipment
Standards, and any related policies and protocols.
6.2 Recipient understands and agrees that failure to comply with conditions related to Controlled
Expenditures may result in a prohibition from further Controlled Expenditure approval under this or other
federal awards.
6.3 Recipient understands and agrees that, notwithstanding 2 CFR § 200.313, no equipment listed on the
Controlled Expenditure List that is purchased under this award may be transferred or sold to a third
party, except as described below:
6.3.1 Agencies may transfer or sell any controlled equipment, except riot helmets and riot shields, to
a Law Enforcement Agency (LEA) after obtaining prior written approval from BJA. As a
condition of that approval, the acquiring LEA will be required to submit information and
certifications to BJA as if it was requesting approval to use award fund for the initial purchase
of items on the Controlled Expenditure List.
6.3.2 Agencies may not transfer or sell any riot helmets or riot shields purchased under this award.
6.3.3 Agencies may not transfer or sell any Controlled Equipment purchased under this award to
non -LEAs, with the exception of fixed wing aircraft, rotary wing aircraft, and command and
control vehicles. Before any such transfer or sale is finalized, the agency must obtain prior
written approval from BJA. All law enforcement -related and other sensitive or potentially
dangerous components, and all law enforcement insignias and identifying markings must be
removed prior to transfer or sale.
6.4 Recipient further understands and agrees to notify BJA prior to the disposal of any items on the
Controlled Expenditure List purchased under this award, and to abide by any applicable laws and
regulations in such disposal.
SFY2017 JAG Standard Conditions Page 14 of 23
Rev. 09/2016
6.5 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.
7.0 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.
8.0 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.
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 § 215.971, Fla. Stat., 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 subreciplent 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
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 may be found at https://www.opm.gov/policy-data-
oversight/pav-leave/salaries-wages/salary-tables/16Tables/exec/html/ES.aspx.) 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.
9.7 Percentage of Salary Funded- For any position previously funded with JAG funds, the percentage of
the salary to be paid must not exceed prior funding percentage.
SFY2017 JAG Standard Conditions Page 15 of 23
Rev. 09/2016
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 2 C.F.R. § 200.318, "General procurement".
10.1 Requirements for Contractors of Subreciplents - 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 ; 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 BJA 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 may be found at:
http://o*P.gov/financialguide/DOJ/PostawardReauirements/chapter3.10a.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, found at: http://ojp.gov/funding/ImplementITrainingPrinciplesForGrantees-
Subgrantees.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
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.
SFY2017 JAG Standard Conditions Page 16 of 23
Rev. 09/2016
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 found at http://oip.gov/fundin /immplement[TrainingPrinciplesForGrantees-
Subgrantees.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," (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
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 and Leadership
(www.ctfli.org).
SFY2017 JAG Standard Conditions Page 17 of 23
Rev. 09/2016
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 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.
15.2.1 In addition, the subrecipient agrees to maintain an administrative file documenting the meeting
of this requirement. A list of State Information Technology Points of Contact may be found at
www.1t.oip.gov/technology-contacts.
15.2.2 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.
15.3 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
if the purchase of any ADP equipment is to be made. This form must be submitted 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-intemet 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 may be found at
www.dhs.gov/safecom,.
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 (SCIP) 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 SW IC to ensure coordination.
Subrecipients must provide a listing of all communications equipment purchased with grant award
funding (plus the quantity purchased of each item) to FDLE once items are procured during any periodic
programmatic progress reports.
SFY2017 JAG Standard Conditions Page 18 of 23
Rev. 0912016
17.0 Drug Court Projects - A Drug Court Project must comply with § 397.334, Fla. Stat., "Treatment -Based Drug
Court Programs."
SECTION VIL ADDITIONAL REQUIEMENTS
1.0 Ballistic Resistant and Stab Resistant Body Armor and Body Worn Camera
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 may 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 NIJ 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://nii.gov). In addition, body armor purchased must be American-
made. The latest NIJ standard information may be found at www.nii.gov/topics/technologaody-armor.
1.4 Body Worn Camera Certification - Any subrecipient who wishes to use JAG funds to purchase BWC
equipment, or to implement or enhance BWC programs, must certify that they or the law enforcement
agency receiving the BWC funding have policies and procedures in place related to equipment usage,
data storage, privacy, victims, access, disclosure, and training. For more information on BWC
requirements, example policies, and best practices, visit htti)s://www.bia.gov/bwc/.
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.
SFY2017 JAG Standard Conditions Page 19 of 23
Rev. 09/2016
3.1.5 Implementation of a program relating to clandestine methamphetamine laboratory operations,
including the identification, seizure, or closure of clandestine methamphetamine laboratories.
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
www.bia.gov/Funding/ner)a.htmi, 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;
SFY2017 JAG Standard Conditions Page 20 of 23
Rev. 09/2016
4.2.7 Monitor the transport, disposal, and recycling components of subparagraphs 4.2.5 and 4.2.6
immediately above in order to ensure proper compliance;
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), Executive
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 Trafficking in Persons - The subrecipient must comply with applicable requirements pertaining to prohibited
conduct relating to the trafficking of persons, whether on the part of recipients, subrecipients or individuals
defined as "employees" of the subrecipient. The details of the recipient and subrecipient obligations related to
prohibited conduct related to trafficking in persons are incorporated by reference and posted at
www.oir).gov/funding/Explore/ProhibitedConduct-Trafficking.htm.
8.0 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.it.oip.gov/asp 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.
9.0 Disclosures
9.1 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).
9.2 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.
9.3 Sanctuary Cities - The subrecipient and implementing agency must certify compliance with 8 U.S.C. §
1373. The subrecipient and implementing agency must agree to notifing FDLE (the non-federal pass-
through entity) in writing of any potential violations of 8 U.S.C. § 1373.
SFY2017 JAG Standard Conditions Page 21 of 23
Rev. 09/2016
10.0 Uniform Relocation Assistance and Real Property Acquisitions Act -The subrecipient 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.
11.0 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.
12.0 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.
13.0 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.
The subrecipient certifies that if is informed or notified if any subrecipient, or contractor/subcontractor has been
requiring their employees to execute agreements or statements that prohibit the reporting of fraud, waste, or
abuse that it will immediately cease all further obligations of award funds to the entity and will immediately
notify the awarding agency. The subrecipient will not resume obligations until expressively authorized to do so
from the awarding agency.
14.0 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.
15.0 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.
16.0 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-govemmental DNA database without prior
express written approval from BJA. 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).
17.0 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.
18.0 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 OCJG seek a budget modification or change of project scope grant adjustment notice (GAN) to
eliminate any inappropriate duplication of funding.
SFY2017 JAG Standard Conditions Page 22 of 23
Rev. 09/2016
19.0 Compliance with 41 U.S.0 § 4712 - The subrecipient must comply with all applicable provision of 41 U.S.C. §
4712, including all applicable provisions that prohibit, under specified circumstances, discrimination against an
employee as reprisal for the employee's disclosure of information related to gross mismanagement of a federal
grant, gross waste of federal funds, and abuse of authority relating to a federal grant, a substantial or specific
danger to public health or safety, or a violation of law, rule or regulation related to a federal grant.
SFY2017 JAG Standard Conditions Page 23 of 23
Rev. 0912016
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:
State of Florida
Department of Law Enforcement
Office of Criminal Justice Grants
Petrina T. Herring, Bureau Chief
Subgrant Recipient
Authorizing Official of Governmental Unit
(Commission Chairman, Mayor, or Designated Representative)
Typed Name of Sub�gr �n
Signature:
Typed Name and Title:
Date: 08/26/2016
Bob McPartlan
of Sebastian
Implementing Agency
Official, Administrator or Designated Representative
Typed Name of Implementing Agency:
Signature:
Typed Name dnd�it�e: J. Michelle Morris, Chief of Police
Date: 08/26/2016
Application Ref # 2017-JAGC-3003
Contract -JAGC-INRI---
Rule Reference 11D-9.006 OUG-005 (rev. October 2005)
Section #6 Page 1 of 1
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
Insert Certifications and Authorizations here.
Application Ref # 2017-JAGC-3003 Section #7 Page 1 of 1
Contract 2017-JAGC-INRI-3-F9-083
Rule Reference 11D-9.006 OCJG-005 (rev. October 2005)
City of Sebastian
1225 Main St.
Sebastian, FL. 32958
(772)589-5330
July 13, 2016
Ms. Petrina T. Herring
Administrator
Office of Criminal Justice Grants
Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
Dear Ms. Herring:
In compliance with the State of Florida Rule 11D-9, F.A.C., the City of Sebastian approves the
distribution of $61,136.00 of Federal Fiscal Year 2016/2017 Edward Byrne Memorial Justice
Assistance Grant (JAG) Countywide- State Solicitation funds for the following projects within Indian
River (county):
Subgrantee
(City of County)
Fellsmere Police Dept.
Indian River Co. Sheriffs Ofc.
Title of Proiect
Law Enforcement Programs
Law Enforcement Programs
Indian River Shores Public Safety Law Enforcement Programs
Sebastian Police Dept.
Vero Beach Police Dept.
Total Grant Amount
Sinc ly
Bob McPartlan
Mayor
Law Enforcement Programs
Law Enforcement Programs
Dollar Amount
(Federal Fundsl
12,227.00
12,228.00
12,227.00
12,227.00
12,227.00
61,136.00
m,
SEBASTIAN
HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL FORM
Council Meeting Date: 13 July 2016
Agenda Item Title: FY 2016/2017 Edward Byrne Memorial Justice
Assistance Grant (JAG) Program.
Recommendation: Move to approve the application process for the
2016/17Edward Byrne Memorial Justice Assistance
Grant (JAG) -Countywide State Solicitation in the amount
of $12,227.00. and approve the Mayor to sign 51 % letter
to provide to the County Commission for submission.
Background: On July 1, 2016 we received notice of grant funds
available to Indian River County as part of the Florida
Department of Law Enforcement (FDLE) United States
Department of Justice (USDOJ) for FY 2016/17 JAG
funds. FDLE has allocated $61,136.00 to Indian River
County, in accordance with the Florida JAG Direct
distribution provision of Chapter 11 D-9, Florida
Administrative Code. Application must be submitted prior
to the August 26, 2016 deadline. The grant funds can
only be utilized for specific programs to include law
enforcement. The police department plans to purchase
equipment with the funds and will complete the grant by
the August 26, 2016 deadline.
If Aaenda Item Reauires Exuenditure of Funds:
Total Cost: $12,227.00 will be covered under the grant.
Amount Budgeted in Current FY: 0
If Cost Requires Appropriation: $0.
Amount of Appropriation Required: $0.
Fund to Be Utilized for Appropriation: Police Department Budget
Administrative Services Department/CFO Review:
Attachments: 1. Grant notice letter
2. 51% letter
City Manager Authorization:
Date:
CERTIFICATE OF PARTICIPATION
Edward Byrne Memorial
Justice Assistance Grant (JAG) Program
Ms. Petrina T. Herring
Bureau Chief
Office of Criminal Justice Grants
Florida Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
Dear Ms. Herring:
This letter provides notification that the Board of County Commissioners% Accepts _ Declines to
serve as the coordinating unit of government for the Florida Department of Law Enforcement's Edward
Byrne Memorial Justice Assistance Grant.(JAG) Program.
For purposes of coordinating the preparation of application(s) for grant funds with the Office of Criminal
Justice Grants, the following individual is designated as County Coordinator for the county's FY16
subawards:
Name: Michael R. Smykowski
Title: Director, Management & Budget
E-mail: msmykowski@ircgov.com
Agency: Indian Rivver County Board of County Commissioners
Address: 1801 27th Street
City: Vero Beach, FL 32960-3388 Zip:
Telephone: ( 772) 226-1214 County: Indian River
Sincerely,
014a -6 -
Bob Solari
Chair, Board of County Commissioners
Rule Reference 11D-9,006 OCJG-024 (Rev. June 2012)
FDLE
Florida Department of
Law Enforcement
Richard L. Swearingen
Commissioner
June 22, 2016
Business Support
Office of Criminal Justice Grants
Post Office Box 1489
Tallahassee, FL 32302-1489
(850)617-1250
www.fdle.state.fl.us
Honorable Bob Solari
Chairman
Indian River County Board of Commissioners
1801 27th Street
Vero Beach, FL 32960
Rick Scott, Governor
Pam Bondi, Attorney General
Jeff Atwater, Chief Financial Officer
Adam Putnam, Commissioner of Agriculture
R�cF��F
c'�O?
C;ty C, `4 bast0i6'
sC��
Re: Federal Fiscal Year (FFY) 2016 Edward Byrne Memorial Justice Assistance Grant (JAG) Program —
JAG Countywide — State Solicitation
Dear Chairman Solari:
The Florida Department of Law Enforcement (FDLE) anticipates an award from the United States
Department of Justice for IFFY 2016 JAG funds. FDLE will distribute these funds in accordance with the
JAG Countywide distribution provisions of Chapter 11 D-9, Florida Administrative Code.
FDLE has set aside $61,136 funds for use by all units of government within Indian River County.
Enclosed are the following documents to assist your county with the strategic planning and allocation
process.
JAG -Countywide Program Announcement & Application Instructions
JAG -Countywide Project Timeline
JAG -Countywide Application Checklist
Certificate of Participation
The enclosed Program Announcement provides an overview of these funds which can be used by local
units of government to support a broad range of activities to prevent and control crime and to improve the
criminal justice system. Please note the Program Announcement includes information from the U.S.
Department of Justice relating to several areas of national focus and its priorities to help maximize the
effectiveness of the Byrne/JAG funding.
As a condition of participation in this program, the units of government in each county must reach
consensus concerning expenditure of these funds. This consensus must be documented in writing and
include the projects to be implemented, the amounts allocated to each project and the agency
responsible for such implementation. This process will require an individual to be designated to exercise
leadership and assume a coordinating role in the development of applications for these funds. This
coordinator will also serve as liaison between the Department's grants office and subrecipient(s) to
ensure all reports, documentation, and timelines are adhered to in accordance with the agreement(s).
FDLE recommends the Board of County Commissioners assume this responsibility. In the event the
county declines to serve in this capacity, the Department will request the governing body of each
municipality in the county, in descending order of population, to serve as the coordinating unit of
government.
Service • Integrity • Respect • Quality
Honorable Bob Solari
June 22, 2016
Page Two
The enclosed Certificate of Participation form requests the identification of the County Coordinator.
Please complete this form and return it to the address below by July 11, 2016. Once confirmed, the
Department will forward additional information regarding the application process and FDLE's online grant
management system to the coordinator.
Florida Department of Law Enforcement
Office of Criminal Justice Grants
2331 Phillips Road
Tallahassee, Florida 32308
We look forward to working with you. Please contact me or JAG supervisor Randall Smyth at (850) 617-
1250 with any questions or for further assistance regarding this program.
Sincerely,
�T��
Petrina Tuttle Herring
Bureau Chief
PTH/ps
Enclosures
cc: Mayors in Indian River County
Law Enforcement Agencies in Indian River County
Current JAG Project Directors in Indian River County
✓ RFo����0
U
CN. Mia
Florida Department of Law Enforcement CpyC0),& 2 Js
Office of Criminal Justice Grants �SC$Zo
Post Office Box 1489 Tallahassee, Florida 32302-1489 ( 850) 617-1250 criminaliusticeWdle.state.g.us
Federal Fiscal Year 2016
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
JAG -Countywide
Program Announcement
Application Instructions
Important Pre- and Post -award Dates
Application Checklist
JAG Funding Assistance — Florida Page 1 of 26
FY16 Program Information (Rev. 06/2016)
TABLE OF CONTENTS
JAG -C Program Announcement.......................................................................3
Introduction
Eligible Applicants
Program Strategy, Purposes and Coordination Efforts
Purpose Areas
DOJ / Bureau of Justice Assistance Priorities
Length of Award
Distribution of Funds
Application Access and Deadline
Registration Requirements
JAG Requirements
Prohibited Uses & Controlled Expenditures
Costs Requiring Pre -Approval
Civil Rights Requirements
State and Federal Transparency
Creating the Application................................................................................13
Usemames
Organizations
Creating the Application
Project Overview
General Project Information
Problem Identification
Project Summary
Technology Related Projects
Administration
Officials/Contacts
Financial
General Financial Information
Project Budget, Budget Status
Project Budget, Budget Narrative
Salaries and Benefits
Contractual Services
Expenses
Operating Capital Outlay (OCO) Equipment
Indirect Costs
Performance
Federal and State Purpose Areas
Objectives and Measures
Standard Conditions
Certifications
Submitting the Application
Contact Information
Project Timeline (Important Pre -and Post -award Dates).........................................24
Application Checklist.....................................................................................25
JAG Funding Assistance — Florida Page 2 of 26
FYI Program Information (Rev. 06/2016)
JAG -C Proaram Announcement
Introduction
The State of Florida, Department of Law Enforcement (FDLE) anticipates an award from the United States Department
of Justice (USDOJ) for $11,351,298 for the Edward Byrne Memorial Justice Assistance Grant (JAG). FDLE will
distribute JAG -Countywide (JAG -C) local share funds in accordance with the JAG -C distribution provisions of Chapter
11 D-9, Florida Administrative Code. This announcement is to notify eligible applicants of program requirements. Please
note this Program Announcement includes information from the USDOJ relating several areas of national focus and its
priorities to help maximize the effectiveness of the Byrne/JAG funding.
Eligible Applicants
Units of local government are eligible to receive subawards from FDLE. "Units of local government" means any city,
county, town, township, borough, parish, village, or other general-purpose political subdivision of a State and includes
Native American Tribes that perform law enforcement functions as determined by the Secretary of the Interior.
Program Strategy, Purposes and Coordination Efforts
The Office of Criminal Justice Grants (OCJG) administers the JAG Program for the State of Florida. The JAG Program
replaced the Byrne Formula and Local Law Enforcement Block Grant (LLEBG) programs with a single funding
mechanism that simplifies the administration process for grantees and allows states and local governments to support
a broad range of activities to prevent and control crime and to improve the criminal justice system.
The procedure for allocating JAG funds is a formula based on population and crime statistics in combination with a
minimum allocation. Traditionally, under the Byrne Formula and LLEBG Programs, funds were distributed 60/40
between state and local recipients. This distribution continues under JAG. FDLE has designated the 60% funding
awarded to the State of Florida as JAG Countywide, which has a variable pass through requirement to locals. The 40%
funding designated for units of local government receiving awards of $10,000 or less, passed through the State of
Florida, is referred to as the Florida JAG Direct. It is possible for a unit of government to receive funding under both
JAG Countywide and Florida JAG Direct. This program announcement is for the JAG Countywide funds. The Florida
JAG Direct funds will be announced once JAG Countywide is complete.
Each county is allocated a sum of money for use by all local governments within the county. This amount is determined
through a funding algorithm established in the administrative rule. Chapter 11D-9, Florida Administrative Code, requires
that units of government in each county reach consensus concerning the expenditure of these funds, including projects
to be implemented and the agency responsible for such implementation.
Maximum coordination is required to meet this program requirement, and the Department requests the county board of
commissioners to serve as the coordinating unit for all local governments within the county. The Chairman of the Board
of County Commissioners in each county is notified and is requested to return to the Department a statement of
certification indicating the county's willingness to serve. This certification must be returned within 10 business days
from the date of receipt of notification. In the event the county declines to serve in this capacity, the Department will
request the governing body of each municipality in the county, in descending order of population, to serve as the
coordinating unit of government.
Furthermore, FDLE requires that units of government in each county reach consensus concerning the expenditure of
the JAG funds, including the projects to be implemented and the agency responsible for such implementation. Each
county must document this consensus by submitting letters from at least 51 percent of the units of government which
also represent at least 51 percent of the population located in said county. This process to determine use of federal
funds should incorporate strategic planning, and each recipient is encouraged to appoint a Substance Abuse and
Violent Crime Policy Advisory Board. The membership of this advisory board shall include, at a minimum, the following
persons or their authorized designee: Chief Circuit Judge, State Attorney, Public Defender, Sheriff, Chief of Police of
each municipality within the county or a Chief of Police designated by those Chiefs of Police as their representative,
Jail Administrator, Clerk of the Court, Superintendent of Education and a representative of local drug treatment
programs. An existing Board or Council whose membership includes the listed representatives may be utilized in lieu
of appointing a new Board or Council.
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FYI Program Information (Rev. 06/2016)
Purpose Areas
JAG funds may be used for state and local initiatives, technical assistance, training, personnel, equipment, supplies,
contractual support, and information systems for criminal justice for any one or more of the following purpose areas:
1. Law enforcement programs;
2. Prosecution and court programs;
3. Prevention and education programs;
4. Corrections and community corrections programs;
5. Drug treatment and enforcement programs;
6. Planning, evaluation, and technology improvement programs; and
7. Crime victim and witness programs.
Any law enforcement or justice initiative previously eligible for funding under Byrne or LLEBG is eligible for JAG
funding. However, please limit each application for funding to one program type, for example, equipment purchase,
task force, crime prevention, school resource officer, prevention education, drug treatment, domestic violence.
DOJ/Bureau of Justice Assistance (BJA) Priorities
Evidence -Based Programs or Practices
OJP strongly emphasizes the use of data and evidence in policy making and program development in criminal justice,
juvenile justice, and crime victim services. OJP is committed to:
1. Improving the quantity and quality of evidence OJP generates
2. Integrating evidence into program, practice, and policy decisions within OJP and the field
3. Improving the translation of evidence into practice
OJP considers programs and practices to be evidence -based when their effectiveness has been demonstrated by causal
evidence, generally obtained through one or more outcome evaluations. Causal evidence documents a relationship
between an activity or intervention (including technology) and its intended outcome, including measuring the direction
and size of a change, and the extent to which a change may be attributed to the activity or intervention. Causal evidence
depends on the use of scientific methods to rule out, to the extent possible, alternative explanations for the documented
change. The strength of causal evidence, based on the factors described above, will influence the degree to which OJP
considers a program or practice to be evidence -based. OJP's CrimeSolutions.gov web site is one resource that
applicants may use to find information about evidence -based programs in criminal justice, juvenile justice, and crime
victim services.
A useful matrix of evidence -based policing programs and strategies is available through the Center for Evidence -Based
Crime Policy at George Mason University. In the reentry field, a summary of research -based reentry strategies is
available on the National Reentry Resource Centers What Works in Reentry Clearinghouse link. BJA offers a number of
program models designed to effectively implement evidence -based strategies including Smart Policing, Smart
Supervision, Smart Pretrial, Smart Defense, and Smart Prosecution. BJA encourages states to use JAG funds to support
these "smart on crime" strategies, including effective partnerships with universities and research partners and with non-
traditional criminal justice partners.
JAG Priority Areas
BJA wishes to ensure that recipients are aware of several areas of national focus and priority and to encourage
recipients to maximize the effective use of JAG funds. The following is a list of key priorities:
Reducing Gun Violence
Gun violence has touched every state, county, city, town, and tribal government in America. In an effort to address this
continuing need, BJA continues to encourage states and localities to invest valuable JAG funds in programs to: combat
gun violence, enforce existing firearms laws, improve the process used to ensure that those prohibited from purchasing
or owning guns are prevented from doing so, enhance reporting to the FBI's National Instant Criminal Background
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FY16 Program Information (Rev. 06/2016)
Check System (NICS) and provide active shooter response training to law enforcement officers and first responders
Recidivism Reduction, Pretrial Reform and Justice System
Realignment
In this time of fiscal austerity, reducing unnecessary incarceration in a manner that promotes public safety is a
paramount goal. Effective community supervision of non-violent offenders coupled with evidence -based program
interventions can result in significant reductions in recidivism. A priority funding area is the implementation of effective
pretrial services programs. The use of validated risk assessment tools to inform pre- trial release decisions is critical.
For a variety of resources, or to request BJA supported technical assistance from the Pretrial Justice Institute, see
www.pretrial.org. Another priority for JAG funding is to support innovative programs and approaches in probation and
parole supervision that improve services to offenders and increase collaborative efforts among community supervision
agencies with law enforcement and the courts.
Another promising approach to justice systems reform is the Justice Reinvestment Initiative (JRI), a public-private
partnership between BJA and the PEW Public Safety Performance Project. Currently, 27 states in addition to many
local governments, are working to control spiraling incarceration costs through JRI and reinvestment savings in
evidence -based criminal justice programs and strategies. Strategic investment of JAG funds to implement JRI
legislation and policy changes in those states and localities can augment federal funds and achieve greater cost
savings and reinvestments in programs to promote public safety. (See the Urban Institute's Justice Reinvestment
Initiative State Assessment Report.)
Indigent Defense
Another key priority area is support for indigent defense. BJA continues to encourage states and SAAs to use JAG
funds to support the vital needs of the indigent defense community. Attorney General Holder has consistently stressed
that the crisis in indigent defense reform is a serious concern which must be addressed if true justice is to be achieved
in our nation. In 2002, the American Bar Association (ABA) published Ten Principles of a Public Defense Delivery
System which represent fundamental building blocks for implementing quality legal representation for indigent
defendants. (See ABA's Ten Principles of a Public Defense Delivery System.)
Improving Mental Health
Services
Disproportionate numbers of people with mental illness are involved in the criminal justice system often as a result of
untreated or undertreated mental illness. This is an issue that impacts numerous facets of the criminal justice system.
BJA encourages states to utilize JAG funding in support of programs and policy changes aimed at the following:
identifying and treating people with severe mental illness before they reach crisis point; training law enforcement and
correctional officers on mental health and mental health related crisis -intervention; increasing justice system diversion
strategies to divert offenders with mental illness from unnecessary arrest and incarceration to more appropriate and
cost-effective community-based treatment and supervision; mental health courts, allowing inmates to continue
psychotropic medication in jails; and improving oversight of mental health care in jails, increasing post -jail housing
options and enhancing community mental health services.
Length of Award
JAG -Countywide awards are typically for a period not to exceed twelve months beginning on October 1 and ending on
September 30.
Distribution of Funds
Grant funds are distributed on a cost reimbursement basis for satisfactory performance of eligible activities. Requests
for reimbursement can be submitted on a monthly or quarterly basis and should include total expenditures for the
period reflected. Reimbursements will be processed in conjunction with receipt of programmatic performance reports to
determine successful completion of minimum performance deliverables as specified in the agreement.
Application Access and Deadline
Applications must be submitted via the FDLE Subgrant Information Management Online grant management system
(SIMON) by August 26, 2016. In addition, please mail two hard copies of the application with original signature pages
to FDLE by August 31, 2016.
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FY16 Program Information (Rev. 06/2016)
Registration Requirements
To apply for JAG funds in SIMON, an organization and its users must be registered in SIMON, have a Data Universal
Numbering System (DUNS) number as required by OJP, and be registered with the U.S. Federal Government's
System for Award Management (SAM.gov).
JAG Requirements
Compliance with applicable federal laws
Applicants for JAG subawards are required to certify compliance with all applicable federal laws at the time of
application. In that regard, Members of Congress have asked the Department of Justice to examine whether
jurisdictions with "sanctuary policies," (meaning those that either prevent law enforcement from releasing persons
without lawful immigration status into federal custody for deportation, or that prevent state or local law enforcement from
sharing certain information with the Department of Homeland Security (DHS) officials), are in violation of 8 U.S.C.
section 1373.
All applicants should understand that if DOJ Office of Justice Programs receives information that indicates an applicant
may be in violation of any applicable federal law, that applicant may be referred to the DOJ Office of Inspector General
(OIG) for investigation; if the applicant is found to be in violation of an applicable federal law by the OIG, the applicant
may be subject to criminal and civil penalties, in addition to relevant OJP programmatic penalties, including suspension
or termination of funds, inclusion on the high risk list, repayment of funds or suspension and debarment.
Costs Associated with Language Assistance
Costs of taking reasonable steps to provide meaningful access to grant funded services or benefits for individuals with
limited English proficiency may be allowable. Reasonable steps to provide meaningful access to services or benefits
may include interpretation or translation services where appropriate. Please refer to DOJ's Civil Rights Compliance
section or FDLE's JAG Standard Conditions for additional information.
Body Armor
Bulletproof vests 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
(NIJ) ballistic or stab standards. In addition, bulletproof vests purchased must be American-made. The latest NIJ
standard information can be found at https//www.nii.gov/tooicsttechnologv/bodv- armor/Pages/welcome.aspx.
To use JAG funds for bulletproof vests, the agency must certify that a written "mandatory wear" policy is in effect. FAQs
for the mandatory wear policy and certifications can be found at https://www.bia.gov/Funding/JAGFAQ.Pdf. This policy
must be in place for all uniformed officers before any JAG funding can be used for vests. A sample policy is available
from OCJG.
JAG funds may not be used to meet the 50% match requirement for the Bulletproof Vest Program
Body -Worn Camera (BWC) purchases
JAG funds may be used for body worn camera programs to purchase equipment or to implement or enhance BWC
programs. Subrecipients wishing to use JAG funds for BWC programs must certify the law enforcement agency
receiving the funds have policies and procedures in place relating to equipment use, data storage, privacy, victims,
access, disclosure and training.
Any subrecipient wishing to use JAG funds for BWC related expenses that do not have BWC policies and procedures in
place will have funds withheld until a certification is submitted and approved by OCJG and DOJ Bureau of Justice
Assistance. Information regarding BWC policies, resources, and best practices can be found at https://www.bia.gov/bwg.
JAG funds may be used to meet the 50% match requirement for the State of Florida 2016-17 Body Worn Cameras Grant
Program.
Law Enforcement Agency Training Information
Any law enforcement agency receiving a subaward for JAG funding must submit performance accountability metrics
data SIMON related to training on use of force, racial and ethnic bias, de-escalation of conflict and constructive
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FY16 Program Information (Rev. 06/2016)
engagement with the public that officers have received. These metrics will be collected by FDLE's grants office and
reported to BJA's Performance Management Tool (PMT). Information regarding these accountability measures maybe
found at http://www.biai)erformancetools.ora/helplagdors.html.
If JAG funds will be used for DNA testing of evidentiary materials, any resulting eligible 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 written approval from FDLE's
grants office and BJA.
Interoperable Communications
Subrecipients utilizing FY16 JAG funds to support emergency communications activities (including 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) should review the FY 2016 SAFECOM Guidance.
Additionally, all communications equipment purchased with grant award funding should be identified during performance
metrics reporting.
To promote information sharing and enable interoperability among disparate systems across the justice and public
safety community, subrecipients are required to comply with DOJ's Global Justice Information Sharing Initiative
guidelines and recommendations for this grant. Subgrantees shall document planned approaches to information sharing
and describe compliance to the Global Standards Package (GSP) and appropriate privacy policy that protects shared
information, or provide detailed justification for why an alternative approach is recommended.
Prohibited Uses & Controlled Expenditures
JAG funds may not be used directly or indirectly for security enhancements or equipment to nongovernmental entities
not engaged in criminal justice or public safety.
JAG funds may not be used t0 supplant state or local funds; this includes overtime pay, uniforms, clothing allowances,
etc. for a given activity.
Controlled Expenditures
Items listed below are strictly prohibited and cannot be approved for JAG programs under any circumstances as per
Executive Order 13688 on Federal Support for Local Law Equipment Acquisition:
1. Tracked armored vehicles
2. Weaponized aircraft, vessels and vehicles of any kind
3. Firearms and/or ammunition with a caliber of .50 or higher
4. Grenade launchers
5. Bayonets
6. Camouflage Uniforms (digital pattern) - woodland and desert patterns are allowable based on operational
needs. Camouflage may not be worn in urban or populous areas.
Under extraordinary and exigent circumstances, the USDOJ, Bureau of Justice Assistance (BJA) may allow the
following items to be procured with JAG funds so long as prior approval is obtained from BJA:
1. Unmanned Aerial Systems (UAS), Unmanned Aircraft (UA), and/or Unmanned Aerial Vehicle (UAV)- to
utilize JAG funds for UAS, UA, and/or UAV purchases award recipients must adhere to the UAS Guidance
found here: https:/Avww.bia.gov/Publications/BJA-UAS-Guidance.pdf
2. Armored Vehicles (wheeled)
3. Command and/or Control Vehicles (bus, recreational vehicle, etc.)'
4. 'Boats
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FY16 Program Information (Rev. 06/2016)
5. 'Tactical and/or passenger SUVs, vans, trucks, and sedans (excluding SUVs and sedans that are used for
police patrol)
6. Manned aircraft, fixed and/or rotary wing
7. Specialized firearms and ammunition under .50 caliber (excludes firearms/ammunition for routine duties)
8. Breaching Apparatus (battering ram or similar entry device)
9. Riot helmets, shields and/or batons (excluding service -issued telescopic or fixed length straight batons)
10. Explosives and pyrotechnics
11. Luxury items and real estate
12. Construction Projects (other than penal/correctional institutions)
13. 'Segway, ATV, and golf cart (non -police patrol)
Controlled Expenditure request is required if the vehicle is not being used in the ordinary course by police forces
in the United States for patrol activities. Additionally, Segway's, ATVs and golf carts never require a controlled
expenditure request in states which do not require licensing and registration for those vehicle types.
If an agency wishes to use JAG funds for a controlled item and/or project at the time of application, the agency must
submit a letter with their application. The letter must be on their agency's letterhead, from the chief official, should be
addressed to the FDLE OCJG Bureau Chief and address or include an enclosure with all elements outlined in the
JAG controlled expenditures justification template. For a list of controlled expenditures and the 11 elements that must
be addressed in the letter, please click here: hftps://www.bJa.qov/Funding/JAGControlledPurchaseList.pdf.
Costs Requiring Pre -Approval
Vehicles
The purchase of vehicles (other than police cruisers as defined above) requires pre -approval from BJA. This
requirement pertains to trucks and all other non -SUV specialty vehicles. Before allowing a vehicle purchase, BJA
must determine that "extraordinary and exigent circumstances exist that make the use of funds to purchase the
vehicle essential to the maintenance of public safety and good order." (JAG FAQ:
hftps://vAvw.bia.gov/Funding/JAGFAQ.i)d -
A separate letter must be submitted with the application describing the type of vehicle requested, the need for this
type of vehicle, the purchase amount, and how it will be used for project activities. The letter should also explain why
the agency is unable to purchase the vehicle with other funds and identify potential consequences if the request is not
approved.
Note: Segway's, golf carts, ATVs, bicycles, etc. do not require pre -approval from BJA as long as the mode of
transportation does not require state licensing or registration.
Methamphetamine Mitigation Plans
Any program that funds any portion of methamphetamine laboratory operations or clean-up must complete a Meth
Mitigation Plan that includes the nine protective measures or components required by BJA. If an agency's application
requests costs related to meth lab operations, review the Standard Condition, "Mitigation of Health, Safety and
Environmental risks dealing with Clandestine Methamphetamine Laboratories" and the BJA website related to NEPA
compliance (including in relation to meth labs) (www.bla.c[ov/Funding/nepa.html); then please contact FDLE's Office
of Criminal Justice Grants for further assistance.
Publications and Other Media
All media created or published using federal grant funds must be reviewed and approved by FDLE and/or BJA prior
to release or distribution. This includes any curricula, training materials, brochures, or other written materials that will
be published, including web -based materials and web site content, as well as all audio or video materials, including
Public Service Announcements. Grant recipients must submit a draft of each proposed item to OCJG no later than
thirty (30) days prior to the targeted dissemination date. For items containing videos, a transcript may be provided
with screenshots or a description of the visual portion.
All materials publicizing or resulting from award activities shall contain the following statements:
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FY16 Program Information (Rev. 06/2016)
"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."
This requirement does not apply to the purchase or reproduction of existing materials or items created by other
agencies or vendors, for example, crime prevention brochures. This requirement also does not apply to items that
serve only to advertise an event or the availability of services. If in doubt as to whether this requirement applies to
your project, please contact FDLE's grant's office.
NEPA
Any improvement, building or construction project will require pre -approval to ensure compliance with the National
Environmental Policy Act (NEPA). This may include relatively minor activities such as installing fence posts, security
or surveillance cameras, or anchoring any item to the ground. If the grant will fund any activities that may fall under
this requirement, review the Standard Condition related to NEPA and the section of the BJA web site related to NEPA
compliance (www.bia.gov/Funding/nepa.htm0; then contact FDLE's grants office for assistance.
Sole Source
If any proposed costs will be sole source to a single vendor, a sole source justification must be maintained on file.
For sole source procurement over the federal acquisition threshold of $150,000, pre -approval must be obtained by
both FDLE and DOJ. Recipients should submit the Sole Source Justification Form with the application or as soon as
the procurement method is known.
Automated Data Processing (ADP) Equipment
Agencies requesting to purchase ADP equipment that exceed $150,000, you must complete an ADP Equipment and
Software and Criminal Justice Information and Communication Systems Request for Approval Form and enclose this
form with the project application. See the section on Automated Data Processing (ADP) Equipment in the
Certifications section of Creating an Application below.
Civil Rights Requirements
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 CFR Part 42; see Ex. Order 13279 (equal protection of the laws for faith -based
and community organizations).
2. 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.
3. Subrecipients are responsible for ensuring that contractors, vendors, and agencies to whom they pass-through
funds are in compliance with all Civil Rights requirements and that the contractors, vendors, and agencies are
aware that they may file a discrimination complaint with the subrecipients, with FDLE, or with the Office for Civil
Rights and how to do so.
4. Equal Employment Opportunity Plans
a. 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 on-line short form at www.oip.usdoi.gov/abouttocr/eeoo complv.htm, must be
retained by the subrecipients or implementing agency, and must be available for review or audit.
b. If the subrecipients 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 the EEO plan to the
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FY16 Program Information (Rev. 06/2016)
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.
c. To prepare an EEOP, please visit the OCR website at
www.oip.usdoi.gov/aboutfocr/eeop.htm. The website contains an automated on-line EEOP Short Form
for preparing a plan that provides screen -by -screen prompts to complete the plan. All new EEOPs must
be completed using the on-line short form. Recipient of JAG Countywide funds from FDLE are
considered a "subrecipient." For subrecipients, the Short Form will ask for two grant numbers. The grant
number at the top of the screen is the application number from SIMON. For grants that have already
been awarded, use the subaward number (for example, 2999-JAGC-CNTY-99-09-999). For current
applications and any others that have not yet been awarded, use the application reference number (for
example, 2999-JAGC-999). The grant number on the bottom half of the screen is FDLE's federal grant
number from USDOJ. Please contact OCJG for this number.
d. A subrecipient or implementing agency is exempt from the EEO Plan requirement if it is has fewer than
50 employees, 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.
e. All subrecipients and implementing agencies must also submit an EEO Certification to FDLE.
f. The subrecipients 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.
g. 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.
h. In accordance with federal civil rights laws, the subrecipients shall not retaliate against individuals for
taking action or participating in action to secure rights protected by these laws.
I. Subrecipients must include comprehensive Civil Rights/Nondiscrimination Provisions in all contracts
funded by the subaward recipient.
j. 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,
P.O. Box 1489, Tallahassee, Florida 32302-1489 or emailed to fdlecommentsefdle.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, NW, Washington, DC 20531, by phone at
(202)307-0690.
k. The subrecipient must have procedures in place for responding to discrimination complaints that
employees and clients, customers, and program participants file directly with the subrecipient.
I. 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.
m. Americans with Disabilities Act
Subrecipients must comply with the requirements of the Americans with Disabilities Act (ADA), Public
Law 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 111), and
telecommunications (Title IV).
n. 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
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FY16 Program Information (Rev. 06/2016)
civil rights responsibilities that recipients have in providing language services to LEP individuals, please
see the website at http://www.lep.gov.
o. Equal Treatment for Faith Based Organizations
The subrecipient agrees to comply with the applicable requirements of 28 C.F.R. Part 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 proselytization. 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 grantee 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. Notwithstanding any other special
condition of this award, faith based organizations may, in some circumstances, consider religion as a
basis for employment. See htto:/Mrww.oip.gov/abouttocr/equal fbo.htm.
Grant recipients must be able to document compliance with each of these requirements at the time of monitoring.
Please contact OCJG with questions about how these requirements relate to a grant project or about the specific
documentation that will be required.
State and Federal Transparency
Subaward agreements and information supplied to the Office of Criminal Justice Grants for grant management and
payment purposes will be used to report to the following mandatory state and federal transparency systems.
Federal Funding Accountability and Transparency Act (FFATAI
The Federal Funding Accountability and Transparency Act (FFATA) was signed on September 26, 2006. The intent is
to empower every American with the ability to hold the government accountable for each spending decision. The end
result is to reduce wasteful spending in the government. The FFATA legislation requires information on federal
awards (federal financial assistance and expenditures) be made available to the public via a single, searchable
website, which is www.USASpending.gov.
Florida Accountability and Contract Trackina System (FACTS)
The Florida Legislature amended Section 215.985, F.S., making the Department of Financial Services (DFS)
responsible for the development and maintenance of a contract reporting system, the Florida Accountability Contract
Tracking System (FACTS). State law requires all agreements (contracts, purchase orders and grants for state or
federal financial assistance) to be placed in this transparency system.
FDLE will provide all subaward agreements from SIMON to the FACTS system, including original contract and
amendment document images. The following excerpt from F.S. 215.985 provides information for the specific
information required to be provided to FACTS.
The Chief Financial Officer shall establish and maintain a secure contract tracking system available for viewing and
downloading by the public through a secure website. The Chief Financial Officer shall use appropriate Internet
security measures to ensure that no person has the ability to alter or modify records available on the website.
1. Within 30 calendar days after executing a contract, each state entity shall post the following information
relating to the contract on the contract tracking system:
a. The names of the contracting entities.
b. The procurement method.
c. The contract beginning and ending dates.
d. The nature or type of the commodities or services purchased.
e. Applicable contract unit prices and deliverables.
f. Total compensation to be paid or received under the contract.
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FY16 Program Information (Rev. 06/2016)
g. All payments made to the contractor to date.
h. Applicable contract performance measures.
i. If a competitive solicitation was not used to procure the goods or services, the justification of such
action, including citation to a statutory exemption or exception from competitive solicitation, if any.
j. Electronic copies of the contract and procurement documents that have been redacted to exclude
confidential or exempt information.
2. Within 30 calendar days after an amendment to an existing contract, the state entity that is a party to the
contract must update the information described in paragraph (a) in the contract tracking system. An
amendment to a contract includes, but is not limited to, a renewal, termination, or extension of the contract or
a modification of the terms of the contract.
3. By January 1, 2014, each state entity shall post to the contract tracking system the information required in
paragraph (a) for each existing contract that was executed before July 1, 2013, with payment from state funds
made after June 30, 2013.
4. Records made available on the contract tracking system may not reveal information made confidential or
exempt by law.
Exemption from FACTS
The SIMON grant management system allows for partial or complete contract exemption from FACTS for those
agreements containing information exempt from public records. Please contact OCJG for additional information, to
determine whether an agreement would be exempt, and the process and documentation required for exemption.
Performance Management Tool (PMT)
BJA maintains the Performance Management Tool (PMT) online system for reporting performance data for subaward
agreements.
Performance Measures
The subrecipient must include in the application an indication of the timing and scope of expected performance as
related to the outcomes intended to be achieved by the program. Where appropriate, the application may include
specific performance goals, indicators, milestones, or expected outcomes (such as outputs, or services performed or
public impacts of any of these) with an expected timeline for accomplishment. Reporting requirements must be clearly
articulated such that, where appropriate, performance during the execution of the award has a standard against which
the subrecipienfs performance can be measured. These requirements should be aligned with agency strategic goals,
strategic objectives or performance goals that are relevant to the program. See OMB Uniform Grant Guidance (2 CFR
Part 200) 200.76 and 200.77.
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FY16 Program Information (Rev. 0612016)
Creating the Application
Failure to follow these instructions and submit all required information will result in the application being
returned in SIMON for inclusion of the missing information OR the attachment of a withholding of funds
special condition at the time of award.
Applications will be submitted via FDLE's online grants management system, SIMON, which can be accessed at
htto://simon.fdle.state.fl.us. This website also includes a Help section containing a detailed user manual and
frequently asked questions for some of the SIMON related tasks. Please read this manual before beginning the
application process in SIMON.
Due to the time involved in processing and approving user accounts and organization(s) requests, it is imperative
that applicants complete the following steps as soon as possible. (If the agency already has a user account and the
organizations subrecipient and implementing agency already exist in SIMON, please disregard Steps 1 and 2).
Step 1: USERNAMES
Any member of a subaward agency working on the grant who does not already have a SIMON user account should
create one by clicking "Register" on the front page of SIMON and completing the associated request form. Users will
then receive an email containing the SIMON usemame and password. These are computer generated, and only the
person whose email address appears in the request will receive the username and password.
Step 2: ORGANIZATION
If your subrecipient and your implementing agency organizations are not already in the system, they must now be
entered. Please note that a Data Universal Numbering System (DUNS) number is required to complete this step. A
DUNS number is a unique nine -digit sequence recognized as the universal standard for identifying and keeping track
of entities receiving federal funds. The identifier is used for tracking purposes and to validate address and point of
contact information for federal assistance applicants, recipients, and subrecipients. To obtain a free DUNS number
call Dun and Bradstreet at (866) 705-5711 or apply online at http://fedcov.dnb.com/webforn/disi)lavHomepacie.do.
The subrecipient must also have an active registration with the U.S. Federal Government's System for Award
Management (SAM), formerly known as the Central Contractor Registration (CCR) System. Please visit
httos://www.sam.00v to register or update/reactivate the organization's information. The application will not be
awarded until this step has been completed.
Step 3: CREATING THE APPLICATION
The person who creates the application is the Application Manager and can modify/submit all tasks in SIMON
regarding this application. Please review the position roles that are in SIMON (spreadsheet on Page 19 of user
manual). More than one person can edit a module of an application by being assigned a role by the Application
Manager. When a user who is not the Application Manager opens a transaction, the user will need to click the "Lock
Transaction for Editing" button on the screen, make and save changes, and then click "Unlock Transaction" button.
(The reason for locking and unlocking a transaction is further explained in the user manual.) Please review the
spreadsheet carefully to understand which roles are able to perform specific tasks. Financial transactions are
electronically signed and must be submitted by a Chief Financial Officer or designee. Please be sure to assign the
appropriate roles to all necessary financial staff in SIMON.
The application consists of four main components: Administration, Project Overview, Performance, and Financial.
The on-line user manual provides detailed instructions for completing the application. The following information will
provide additional guidance to troubleshoot some of the most frequent problems.
*"When entering data into SIMON, remember to SAVE the information on EACH screen"
Failure to submit required Program information will result in an application being returned in SIMON for inclusion of
the missing information OR the attachment of a withholding of funds special condition at the time of award.
JAG Funding Assistance — Florida Page 13 of 26
FY16 Program Information (Rev. 06/2016)
Project Overview
General Project Information
1. Project Title. Enter a short, descriptive project title. The initial project title will remain the same throughout the
subaward period. If this application is a continuation of a previous year project, the project title should not
change.
2. Subaward Period. The typical subaward has a start date of October 1 and is for a period not to exceed twelve
(12) months.
Problem Identification
The problem identification is a brief description of the problem addressed with the subaward funds. Be aware this text
entry area is limited to approximately 7,000 characters and does not have spell check or special formatting; therefore,
we recommend information first be entered into a word processing program and then copied into SIMON.
Please be aware that when pasting information into SIMON some characters may convert to symbols. It is important to
review the information placed into each section for accuracy prior to submitting the application.
Be sure to address the following items
1. Problem Descriotion. What is the problem to which the project is responding? Define the problem as it relates
to the program area under which funds are being sought. Be concise, avoid redundancy, but give enough
detail to allow the reviewer to understand the problem.
2. Problem Significance. Why is this problem significant to the subrecipient? Identify who is affected by the
problem including the specific types of individuals who contribute to and/or who are negatively affected by the
problem. Write for an audience that knows nothing about the problem and explain why it is important that the
proposed project address this problem at this time.
3. Needs Assessment. Identify the current scope of the problem. Support your problem statement(s) with factual
information. Use both quantitative and descriptive data that relates to the specific geographic area(s) and
problem. If this is a new subaward, highlight identified unmet needs the project will address this year. If this is
a continuation of a pre-existing subaward, provide a brief summary of project accomplishments in meeting
identified needs to date.
Project Summary (Scope of Work)
The Project Summary is a brief description of how the proposed project will focus on the problem. Be aware that this
text entry area is limited to approximately 7,000 characters and does not have spell check or special formatting;
therefore, we recommend information first be entered into a word processing program and then copied into SIMON.
Be sure to address any of the following items that are relevant to your project:
1. What will the project accomplish?
2. Who will receive services? (Participants must be involved with the criminal justice system.)
3. Who will provide services?
4. What other agencies will participate? For a multijurisdictional task force, provide a copy of the task force
agreement. The agreement must address how assets will be divided if the task force is disbanded.
5. If your project includes significant equipment purchases, describe the equipment to be purchased and how it
will be used in project operations.
6. State what documentation will be provided to document deliverables.
7. Do not use brand or model names or include quantities or dollar amounts.
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FY16 Program Information (Rev. 06/2016)
8. Give a general description of cost covered by grant funds.
9. Answer all section questions.
Technology Related Projects
Subawards that may involve technology related projects, information sharing initiatives, or other projects that would
result in the local system connecting to or interfacing with the state or national enforcement network must include the
following statement in the Project Summary/Scope of Work:
"This project requests federal grant funding for a law enforcement or criminal
justice technology related project and may be subject to review and approval
by the State Information Technology (IT) Point of Contact. By utilizing funds
for this project, the subrecipient and implementing agency agree to conform
to all state and national standards for technology and information sharing
systems that connect to, and/or interface with state and national systems,
and/or reside on the state Criminal Justice Network (CJNet). These
standards include, but are not limited to, the FBI CJIS Security Policy and any
rules, regulations or guidance enacted by the Criminal and Juvenile Justice
Information System (CJJIS) Council under F.S. 943.00."
Administration
Officials/Contact
The Chief Officials and Chief Financial Officers are filled automatically based on organization data. To modify these
individuals, please consult the user manual, Chapter 7. A Project Director must be assigned by selecting the "Assign
Role" button. If the decision is made to divide tasks, select the "Assign Role" button and assign other contact positions.
If an individual is assigned as the subrecipient or implementing agency chief official designee, written documentation
of signature authority for that person must be on file and available for review at monitoring.
Financial
General Financial Info
Financial reports may be submitted monthly or quarterly and are due within 30 days after the end of the reporting period.
Receipt of funds will be contingent on timely reporting.
Project Budget, Budget Status
1. When entering information under Financial, Project Budget, the CALCULATE button and the SAVE button
must be clicked for the changes to be permanent; clicking the SAVE button without first calculating will not
save the changes.
2. Please show all funds budgeted to the next highest dollar; do not include cents. (Example, show $4,505.25
as $4,506.) Since match dollars are not required, please leave the match amounts at zero.
3. The amounts in the Budget Categories must match the amounts in the Budget Narrative.
Project Budget. Budget Narrative
1. General Instructions
a. You must briefly describe the budget categories requested. Be aware that this text entry area is
limited to approximately 9,000 characters.
b. If the budget includes services based on unit costs, in the space provided under Financial Section
Questions, be sure to provide a definition and cost for each service and to describe the basis for unit
costs and to state when the basis was established or updated.
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FY16 Program Information (Rev. 06/2016)
c. The Budget Narrative may reflect costs in any of the five budget categories (Salaries and Benefits,
Contractual Services, Expenses, Operating Capital Outlay (OCO), Indirect Costs). A category title
and a subtotal for each category in the budget narrative must be identified, as well as the total
project costs.
d. Describe the line items in each applicable budget category for which the application is requesting
subaward funding. Provide sufficient detail to show cost relationships to project activities. Do not use
model/brand names.
e. Do not allocate or include as a cost any item approved or requested on another federally financed
program.
f. Federal funds may not supplant state or local funds; this includes overtime pay for a given activity.
For additional guidance, please refer to the USDOJ Financial Guide at
htto://oi o.g ov/financialquide/DOJ/
g. If actual project costs will exceed the available grant funding, make a statement that the subrecipient
will cover all costs in excess of the amount available.
2. Required Criteria for Documenting Allowable Project Costs
a. Costs are necessary and reasonable for proper and efficient project administration and
implementation and not a general expense to carry out a subrecipient's overall responsibilities.
b. Costs are authorized by Federal Code or Florida Statutes or local laws and regulations are in effect
at the time subaward is awarded.
c. Costs are treated consistently with policies, regulations, and procedures that apply uniformly to other
subrecipient activities.
d. Costs reflect the net of all applicable credits. Applicable credits means receipts or reduction of
expenditure transactions that offset or reduce expense items. Applicable credits may include
purchase discounts, rebates or allowances, recoveries or indemnities on losses, sales of
publications, etc. Applicable credits may also occur when the subrecipient or implementing agency
receives federal funds from sources other than this subaward to finance operations or capital items.
3. Budget Categories
a. Salaries and Benefits- Funds used to support payment of salaries and benefits to government
employees dedicated to project activities.
b. Positions created with subaward funds must be in excess of the current number of appropriated
positions in the implementing agency. If Salaries and Benefits are included in the budget cost as
actual costs for staff in the implementing agency, is there a net personnel increase or a continued
net personnel increase from the initial year? If no, state that no benefits will be charged to the grant.
If yes, please list number and title of position and type of benefits. Be sure to answer the Financial
Section Question about net personnel increase.
c. For full and part time positions, list the number and type of positions and the salary for each
position (do not give names of individuals in the positions funded). State what percentage of the
position's salary will be charged to the grant. If the position was grant -funded in a prior year, the
percentage of the position's salary funded cannot exceed the percentage paid for the same position
in prior years with grant funds.
d. For each position, include the following statement in the Budget Narrative: "This position will
work XX% of time on project and the grant will pay for XX% of the salarylbenefiits."
e. If the grant will pay for less than 100% of the salary and benefits for a position that is working
100% of its time on the grant, include one of the following statements in addition to the statement
JAG Funding Assistance — Florida Page 16 of 26
FY16 Program Information (Rev. 06/2016)
required in #3 above:
i. The grant will be charged at 100% of salaries and benefits until all funds budgeted for the
position are expended. The agency will continue to fund the position through the end of the
grant period.
ii. The grant will be charged at XX% for each reporting period for the life of the grant.
f. If the position will spend 100% of its time on grant -related activities, regardless of the percentage of
costs to be reimbursed by the grant, the subrecipient will be required to submit a Certification for
Employees Working Solely on a Single Federal Award every six months and at closeout.
g. For overtime, list the types of positions that will be paid overtime, the estimated number of hours to
be worked and estimated rate of pay.
h. For all positions, including overtime, list all benefits to be paid by type (such as retirement, health
insurance, social security). For overtime, do not include any benefits that are paid in full on the
individual's straight -time salary. If no benefits will be paid, state "No benefits will be charged to the
grant" in the Budget Narrative.
i. The Project Summary should include a brief description, for all grant -funded positions, that clearly
identifies the work related to the project.
j. Pay and benefits cannot be increased because of federal monies. Employees are to be paid their
actual regular hourly rate / overtime hourly rate not the estimated amount reflected on the approved
budget narrative. Benefits claimed can only be what are normally claimed for position(s) in the
approved budget.
Contractual Services- Funds paid to an individual, organization, or other unit of government for specified
services provided under terms of the contract between the subrecipient and the contract provider. Briefly
describe how these services will be procured. The contract must include, by reference, the Standard
Conditions section of the Subaward Application. Project contractual services must comply with the following
requirements:
1. Local units of government must use their respective rules and regulations. In the absence of local rules
and regulations, or if state regulations are more restrictive, state regulations must be used as a guide.
2. If the relationship with the service provider is contractual, describe the procurement process
(competitive bids or sole source). If sole source procurement is used, review the information regarding
Sole Source Justification under Certifications in this document.
3. Arrangements with individuals must ensure that dual compensation is not involved; the contractual
arrangement is written, formal, proper and otherwise consistent with the subrecipient's usual practices
for obtaining such services; time and services for which payment will be made and rates of
compensation will be supported by adequate documentation; and transportation and subsistence costs
for travel performed are at an identified rate consistent with the subrecipient's general travel
reimbursement practices.
4. Arrangements with other government units must ensure that work or services claimed for
reimbursement are directly and exclusively devoted to subaward purposes and charged at rates not in
excess of actual costs to the contractor government agency.
5. Compensation for consultants employed by state and local governments will only be allowed when
units of government will not provide their services without cost. In these cases, the rate of
compensation must not exceed the daily rate paid by the unit of government.
6. Compensation for individual consultant services must be reasonable and consistent with that paid for
similar services in the market place. Federal regulations provide that the maximum rate for each
consultant is $650 (excluding travel and subsistence costs) for an eight-hour day. An eight-hour day
may include preparation, evaluation and travel time in addition to time required for actual performance.
JAG Funding Assistance — Florida Page 17 of 26
FY16 Program Information (Rev. 06/2016)
A request for compensation for over $650 a day requires prior approval and additional justification.
Consultants hired through a competitive bidding process, not sole source, the $650 threshold does not
apply.
7. Contractors must not appear on the federal government's Excluded Parties list (hffos:/Auww.sam.govl.
If the service provider is a non-profit organization and being reimbursed from the Subrecipient/Implementing
Agency, the budget narrative should reflect unit costs or unit rates for each service provided, not Salary
and Benefits, Expenses, Operating Capital Outlay or Indirect Costs. If the grant will pass through funds to a
county or city other than the subrecipient or implementing agency, please call your grant manager for
instruction regarding which costs may be charged directly and which must be unit costs.
Expenses- Funds paid for expenses necessary for project activities.
1. Expenditures should be assigned to Expenses or Operating Capital Outlay (OCO) based on the
subrecipient's or the implementing agency's established policy. If the organization does not have an
established policy, the State policy applies to the subaward. The State policy is that Expense items are
consumable, expendable items that have a unit cost less than $1,000 and/or a useful life of less than
one (1) year.
2. Itemize all expense items for purchase. Any items not specifically listed in the budget will be
disallowed.
3. Do not use the terms "such as," "etc." or "misc." Do not use brand or model names.
4. All expense items must contribute directly to the project requesting funding and not be used for routine
agency operations.
5. Allowable expense costs include:
a. Advertising for personnel recruiting and competitive bidding.
b. Printing and reproduction. Describe items to be printed and/or reproduced.
c. Rental of staff offices and conference space.
d. Communications expenses should be itemized (communications may include telephones, cell
phones, pagers and related service charges, air cards and internet access including wireless
service).
e. Publicity. List purpose and types of media.
f. Office supplies such as paper products, pens, paperclips, and printer cartridges. For office supplies
only, you may say, "For example .. " and give a representative list; you do not have to list all office
supplies for purchase.
g. Postage and shipping fees.
h. Office equipment or furniture. List all items for purchase; for instance, desks, chairs, filing cabinets,
bookcases, printers, fax machines, and shredders.
I. Registration or tuition fees for conferences or training seminars and related travel expenses and
travel related to field trips. All trips must be specifically identified in the budget with as much
information as is available. If the location or dates of an event are unknown, give the name and
purpose of the event. All travel must clearly relate to the program requesting funding. List all travel
expenses for funding on the grant, such as lodging, per diem, meals, airfare, rental vehicle,
mileage, and incidental expenses.
j. Travel and Training costs (food and/or beverages for meetings, conferences, training, or other
events are NOT allowable).
JAG Funding Assistance —Florida Page 18 of 26
FY16 Program Information (Rev. 06/2016)
k. Confidential Funds. Prior to expenditure of confidential funds, the subrecipient must submit an
executed Confidential Funds Certification Form.
I. Vehicle expenses. Itemize by type (such as gas, oil changes, other routine maintenance, and
repairs).
m. Utility expenses. Itemize by type of service.
n. Computer equipment and accessories below your OCO threshold. List all associated items for
purchase including printers. These items may be requested as computer and associated peripheral
equipment, including printers and monitors, if required to purchase separately.
o. Travel and Training Costs.
6. See above for pre -approval requirements related to vehicles, body armor/bulletproof vests, meth
mitigation plans, publications and other media, NEPA, sole source purchases and automated data
processing equipment.
Operating Capital Outlay (OCO) or Equipment- Funds paid for equipment necessary for project activities.
1. Expenditures should be assigned to Expenses or OCO based on the subrecipient's or the implementing
agency's established policy. If the organization does not have an established policy, the State policy
applies to the subaward. The State policy is that OCO includes equipment and other non -consumable,
non -expendable items that have a unit cost of $1,000 or more and/or a useful life of more than one (1)
year. Please identify the threshold for OCO items in the Financial Section Questions.
2. Itemize all OCO items for purchase and give a cost per item. NOTE: All radios (mobile or hand-held)
must be P25 compliant.
Indirect Costs- Costs that are not readily assignable to a particular project but are necessary to the
operation of the organization and the performance of the project.
1. If indirect cost is included in the budget, please indicate the basis for the plan (for example, percentage
of salaries and benefits) in the space provided under Financial Section Questions.
2. Submit a copy of the current approved indirect cost plan, with the project application and provide
documentation of the appropriate approval of this plan. The approval must be from the federal
cognizant agency.
3. State agencies must have prior approval of their indirect cost plan from a cognizant federal agency.
4. The OCJG reserves the right to deny reimbursement of subaward indirect costs.
5. Guidelines for calculating Indirect Cost
a. If the Indirect Cost is 3.4%, figured on a total federal dollar amount of $75,000, use the following
calculation:
$75,000 / 1.034 = $72,533.85 then
$72,533.85 x 0.034 = $2,466.15, the allowable Indirect Cost.
b. If the Indirect Cost is based on Salaries and Benefits, the calculation will only be against the
Salaries and Benefits budget category.
c. Answer all Section Questions.
Failure to submit required financial information will result in an application being returned in SIMON for inclusion of the
missing information OR the attachment of a withholding of funds special condition at the time of award.
JAG Funding Assistance — Florida Page 19 of 26
FY16 Program Information (Rev. 06/2016)
Perfonnance
Please review the JAG Performance Information document carefully. Performance reports will be due within 15 days
after the end of the reporting period. Receipt of funds will be contingent on timely reporting.
Federal and State Purpose Areas
1. Choose ONLY one Federal Purpose Area for the project.
2. Choose as many State Purpose Areas as fit the project beginning with State Purpose Area 1G -General
Questions that is required for all projects.
a. State Purpose Area 1G requires a description of anticipated program accomplishments or benefits.
Please ensure that you provide a thorough description that ties clearly to the Project Summary
(Scope of Work) and also details how accomplishments will be measured, documented, etc.
3. All State purpose areas must have the dollar amount that will be allocated to that area. All areas added
together will equal the total award amount.
Objectives and Measures
1. For each State Purpose Area selected, choose as many objectives and measures as fit the project. The
objectives are based on mandatory federal performance metrics and provide information that FDLE must
report to USDOJ. You will report your progress in achieving objectives on a quarterly basis.
2. Purpose Areas, Objectives, and Measures selected must be appropriate for the proposed project. For
specific information about purpose areas, objectives, and measures, please refer to the JAG Performance
Information document.
Failure to submit required Performance information will result in an application being returned in SIMON for
inclusion of the missing information OR the attachment of a withholding of funds special condition at the time
of award.
Standard Conditions
The standard conditions are the conditions of agreement requiring compliance by units of local government
(subrecipients), implementing agencies and state agencies upon signed acceptance of the subaward. It is imperative
that all persons involved with or having administrative responsibility for this subaward read the Standard Conditions.
Copies of this section of the application must be returned as part of the completed application. Failure to comply with
provisions of this agreement may result in project costs being disallowed.
Certifications
Equal Employment Opportunity (EEO) Certifications
All subrecipients and implementing agencies must comply with the EEO requirements below. If the implementing
agency is included in the subrecipient's EEO Certification and/or plan, no further documentation is required. If the
implementing agency is not included in the subrecipient's EEO Certification and/or plan, a separate certification and/or
plan must be submitted. Usually, a police department will be included in the city's plan, but a sheriffs office will not be
included in the county's plan. Those subrecipients unclear whether their agency is included should contact their
respective Human Resource department.
1. All subrecipients and implementing agencies must submit a signed EEO Certification form. Submit the
certification to OCJG with the application. Do not send the certification to USDOJ as instructed on the form.
2. When completing the certification form, be sure to provide all information requested in the top portion,
including the recipient's name and address, subrecipient of OJP funding, law enforcement agency, and DUNS
number. The contact person listed should be someone who is knowledgeable about your grant. The form
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FY16 Program Information (Rev. 06/2016)
must be signed by the chief official or designee or by other appropriate staff such as a Human Resources or
Personnel Director or an EEO Coordinator.
3. Any subrecipient or implementing agency that is applying for an award of less than $25,000 and that has no
current USDOJ awards of $25,000 or more, regardless of the number of employees, should complete the top
portion and Section A of the form and mark the box indicating receiving an award of less than $25,000.
4. Any subrecipient or implementing agency that is applying for an award, regardless of the monetary amount,
that has fewer than 50 employees should complete the top portion and Section A of the form and mark the
box indicating having under 50 employees.
5. Any subrecipient or implementing agency that currently has or is applying for an award of at least $25,000 but
under $500,000 and that has 50 employees or more must prepare an on-line EEOP Short Form and should
complete the top portion and Section B of the form.
6. Any subrecipient or implementing agency that currently has or is applying for a single award of over $500,000
and that has 50 employees or more must prepare an on-line EEOP Short Form and submit it to OCR for
review and approval and should complete the top portion and Section C of the form. A copy of the letter
approving the EEOP must be submitted to OCJG with the application.
7. If you need to prepare an EEOP, visit the OCR website at http://www.o*p.usdo6.gov/aboutlocr/eeop.htm.
On the website is an automated on-line EEOP Short Form for preparing your plan that prompts you screen -by -
screen to complete the plan. All new EEOP's must be completed using the on-line short form. You are a
Subrecipient for grants that you receive from FDLE. For subrecipients, the Short Form will ask for two grant
numbers. The grant number at the top of the screen is your application number from SIMON. For grants
that have already been awarded, use your subaward number (for example, 2999-JAGC-CNN-99-Q9-999).
For your current application and any others that have not yet been awarded, use your application reference
number (for example, 2999-JAGC-999). The grant number on the bottom half of the screen is FDLE's federal
grant number from USDOJ. Contact your grant manager for this number.
Sole Source Justification
If the project requires a purchase of services or equipment from a sole source, you must complete the Sole Source
Justification for Services and Equipment Form. The authorized official for the subrecipient or the implementing agency
must sign this form. If the cost exceeds $150,000, pre -approval by OCJG is required. Submit the signed forth with
your application. If the cost is below $150,000, keep the form on file for review at an on-site monitoring visit. Sole
Source purchases under $150,000 must be stated as such in the application, and sufficient detail must be provided in
order to determine that the purchase is eligible.
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 (F.S. 287.057(5)).
Automated Data Processing (ADPL Equipment
Automated Data Processing (ADP) Equipment means general purpose commercially available, mass produced
automated data processing components and equipment systems created from them regardless of use, size, capacity
or price. Components and systems are designed to be applied to the solution or processing of a variety of problems or
applications and are not specifically designed (not configured) for any specific application.
If you plan to purchase ADP equipment and the cost exceeds $150,000, you must complete an ADP Equipment and
Software and Criminal Justice Information and Communication Systems Request for Approval Form and enclose this
form with the project application. ADP equipment costs are limited to costs dedicated to project activities. The
authorized official for the subrecipient or the implementing agency must sign this form.
For further clarification, refer to the Financial Guide, USDOJ Common Rule for States and Local Governments and the
federal Office of Management and Budget's Circulars A-21, A-87, A-110, and A-102, as applicable, in their entirety.
Confidential Funds Certification
Bulletproof Vest Certification
JAG Funding Assistance - Florida Page 21 of 26
FY16 Program Information (Rev. 06/2016)
Body Worn Camera Certification
Certification Regarding Lobbying; Debarment, Suspension, and Other Responsibility Matters; and Drug -Free
Workplace Requirements State agencies only
Signature Page
In the spaces provided, enter the typed information, as identified on the form, for both the subrecipient and the
implementing agency.
Each application must be signed by:
1. Subrecipient authorizing official who is the chief officer or elected official of the subrecipient (head of state
agency, chairman of county commission, mayor of city, chief of Indian tribe).
2. Implementing agency authorizing official who is the chief officer or head of the government agency
responsible for implementing the project.
When a chief officer or elected official of a subrecipient or implementing agency designates some other staff person
signature authority for him/her, the chief officer or elected official must submit to FDLE a letter or resolution indicating
the person given signature authority. The chief officer or elected official and the person receiving signature authority
must both sign the letter indicating delegation of signature authority. The letter must also clearly identify which authority
is being delegated.
The subrecipient must notify FDLE in a timely manner if there are any changes in signature authority during the grant
period. Once the grant is awarded, most grant documents will be submitted electronically. To update the officials in
SIMON or to designate an individual with signature authority, follow the instructions in the user manual or contact the
SIMON helpdesk.
Corrections (strike -through, whiteout, etc.) on the signature page will not be accepted.
Submit two original signature pages for each application. If you submit only one original signature page, you will not
receive an original back for your file.
Step 4: SUBMITTING THE APPLICATION
Please reference the attached application checklist and timeline.
Before you submit your application in SIMON, print out a copy of your application, signature pages, Standard
Conditions, and any required certifications. The application must be submitted on-line no later than August 26, 2016,
at 5:00 PM, EDT.
REMINDER: When copying information into SIMON from another program or document, some characters may convert
to symbols. It is important to review the information placed into each section for accuracy prior to submitting the
application.
While FDLE is striving to create a paperless grants management system, for the time being hard copies are still
required. The following documentation should be submitted to FDLE no later than August 31, 2016.
1. Two complete copies of the application, both with original signatures.
2. EEO Certifications or USDOJ approval letters.
3. Any of the following that apply to your project:
a. Sole Source Justification Form
b. ADP Form
c. Certifications Regarding Lobbying
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d. Confidential Funds Certifications
e. Signature Authority letter/resolution
f. Bulletproof Vest Certification
g. Body Wom Camera Certification
Failure to submit required documentation will delay award or result in the attachment of a withholding of
funds special condition at the time of award.
Contact Information
Our office is available for any assistance needed Monday through Friday, 8:00 a.m. — 5:00 p.m. EDT by calling (850)
617-1250 and ask to speak with your county's grant manager.
For issues relating to SIMON, please ask for the SIMON Help Desk; otherwise, contact your grant manager or Senior
Management Analyst Supervisor Randy Smyth.
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IFFY 2016 JAG -C Project Timeline
Application Timeline
June 10, 2016
Florida received final state JAG appropriation from U.S. Department of Justice
December 1, 2016
Funding notifications with anticipated county allocations mailed to Board of County
June 22, 2016
Commissioners with copies provided to Sheriffs, Mayors, Police Chiefs, University Police
Chiefs and Project Directors. BOCC requested to assign a County Coordinator and respond
December 29, 2016
in writing to FDLE.
July 11, 2016
BOCC deadline to respond to Office of Criminal Justice Grants (OCJG) with Certification of
Participation and designation of County Coordinator.
August 31, 2017
Upon receipt of BOCC COP and County Coordinator designation, OCJG provides County
Ongoing
Coordinator with application information. County coordinator to forward information to all
October 15, 2017
application managers in their respective counties.
July 31, 2016
Deadline for County Coordinators to submit required 51 % letters to OCJG advising of
applications that will be submitted from agencies within their respective counties.
August 26, 2016
Deadline for all applications to be submitted in SIMON.
August 31, 2016
Deadline for hard copies of applications with original signatures and any additional
certificationstforms to be received by OCJG.
October 1, 2016
Start date for most JAG -C funded projects
Important Post -Award Dates and Timeline
for projects with October 1, 2016 start date
Subrecipients requesting quarterly reimbursement must submit quarterly performance reports.
Subrecipients requesting monthly reimbursement must submit monthly performance reports.
Programmatic Performance reports are due in SIMON no later than 15 days after the end of the reporting period (month
or quarter).
Project expenditure reports are due in SIMON no later than 30 days after the end of the reporting period (month or
quarter).
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Deadline for subrecipients to provide OCJG with a letter explaining the status and
December 1, 2016
reason for delay of any projects not operational. JAG Standard Conditions require
projects to be operational within 60 days of original start date.
Deadline for subrecipients to provide OCJG with a second letter explaining the status and
December 29, 2016
reason for delay of any projects not operational. JAG Standard Conditions require projects that
are not operational within 90 days be reviewed by the Department for termination of agreement
and reallocation of funding.
August 31, 2017
Deadline for processing final grant adjustments in SIMON for most JAGC subawards, within 30
days of end of grant period.
October 15, 2017
Financial closeout due in SIMON, no later than 45 days after end of grant period.
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FFY 2016 JAG -C SIMON Application Checklist
Overall Grant Application
❑ Does your agency have an active DUNS number?
❑ Is your SAM.gov registration currentlactive?
❑ Have you and applicable grant staff read the Standard Conditions that apply to JAG subgrants?
❑ Have you obtained a property signed EEO certification and/or EEO plan as applicable to your grant?
❑ Did you include any additional forms required, such as sole source, confidential funds, bulletproof vest
certification, signature authority, task force agreement, etc.?
❑ Are all sections of the grant complete and does the application designate a Project Direct with knowledge of
program goals/objectives, performance and expenditure requirements, record keeping and overall grant
management coordination?
Problem Identification
❑ Does the problem identification clearly describe a need/issue required to be addressed with grant funds,
including the scope of the problem and who is affected by the needfissue?
❑ Is there information describing the repercussions or impact if the need is not met?
❑ If this is a continuation from a pre-existing subgrant, does this section provide a brief summary of project
accomplishments that have been achieved, or needs that have been met, to date?
Project Summary (Scope of Work)
❑ Does the scope of work sufficiently describe the goals and objectives of the project? How will the problem
identified in the previous section be addressed with this subgrant?
❑ Does this section identify what the project will accomplish?
❑ Does this section identify who will receive services and/or who will provide services?
❑ Does this section identify standards, such as the quantity of activities/services or a minimum level of service to
be performed?
❑ Does this section provide a breakdown of the deliverables that will be received?
❑ Does this section identify how deliverables will be accounted for and documented for performance reports?
(i.e. criteria for successful completion, how service providers will be managed and held accountable during the
grant period, etc.)
❑ For equipment purchases, does this section describe the equipment to be purchased, how it will be used in
project operations, and how the purchase of the item(s) will address the problem identified in the previous
section?
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Financial / Budget
If the budget contains Salaries/Benefits:
❑ Is the salary rate (hourly, biweekly, annually, etc.) provided with total # of hours, weeks, etc.?
❑ If overtime, does the narrative provide estimated number of hours with rate of pay?
❑ Are the benefits clearly defined and include rate, cost or percentage?
❑ Does the narrative contain a statement of the percentage the position is paid from grant funds?
❑ Does the narrative contain the percentage of time the position will work on grant funded activities?
❑ Does the narrative contain information for the percentage the grant will be charged for each reporting period?
❑ Does the narrative provide a brief description on how the position(s) being funded from the grant will
accomplish grant activities?
If the budget contains Contractual Services:
❑ Does the budget clearly describe the activities each party will be contracted to perform?
❑ Does the narrative identify costs per service(s) rendered?
❑ Are unit costs clearly defined with supporting information in the Section Questions for Application Section #4:
Financial?
❑ Does the narrative identify deliverables or documentation required to initiate payment?
❑ If contractual services contain consultant rates in excess of $650 per day, does the application contain the
additional request (letter) for approval of consultant rates?
❑ Does the narrative provide a brief description on how the services being procured will be used to accomplish
grant activities?
If the budget contains Expenses:
❑ Does the budget list all the items that will be purchased and provide approximate costs for each?
❑ If the purchase is a bundle, does the budget list the items included in bundle?
(i.e. if purchasing a computer is it a laptop or desktop, does it include docking station and/or peripherals? If so,
which ones?)
❑ Does the narrative provide a brief description on how the purchase of these items will assist the project or be
used toward accomplishing grant activities?
If the budget contains Operating Capital Outlay (OCO):
❑ Does the budget list each item to be purchased and provide the cost per item? If the item(s) purchased are
included in a bundle or package, please detail what is included in the bundle.
❑ Are shipping, handling, warranty, and/or maintenance costs included and listed in the budget (if applicable)?
❑ If not already described in the Scope of Work, does the narrative provide an explanation on how the item(s) will
be used to accomplish project activities?
❑ If warranty is included in the purchase, does the budget ensure grant funds will only be used for up to the first
year of maintenance and only for dates within the approved grant period?
If the budget contains Indirect Costs:
❑ Is an Indirect Cost Plan included, as approved by the cognizant agency?
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