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2016-105 FDLE Florida Department of Business Support Rick Scott, Governor Law Enforcement Office of Criminal Justice Grants Pam Bondi,Attorney General Post Office Box 1489 Jeff Atwater, Chief Financial Officer Richard L. Swearingen Tallahassee, FL 32302-1489 Adam Putnam, Commissioner of Agriculture Commissioner (850)617-1250 www.fdle.state.fl.us Honorable Gail Ash Mayor City Of Clermont 685 West Montrose Street Clermont, FL 34711-2119 Re: Contract No. 2017-JAGC-LAKE-10-F9-133 Dear Mayor Ash: 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$8,773.00 for the project entitled,AUTO LICENSE PLATE RECOGNITION SYSTEM.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. - ely, •Petrina Tuttle Herring Bureau Chief PTH/ar Enclosures Service •Integrity • Respect • Quality State of Florida Office of Criminal Justice Grants Florida Department of Law Enforcement 2331 Phillips Road Tallahassee, Florida 32308 CERTIFICATE OF ACCEPTANCE OF SUBGRANT AWARD The subgrantee,through its authorized representative, acknowledges receipt and acceptance of subgrant award number 2017-JAGC-LAKE-10-F9-133, in the amount of$8,773.00,for a project entitled,AUTO LICENSE PLATE RECOGNITION SYSTEM,for the period of 10/01/2016 through 09/30/2017,to be implemented in accordance with the approved subgrant application, and subject to the Florida Department of Law Enforcement's Standard Conditions and any special conditions governing this subgrant. This subaward requires that the subrecipient adhere to the following: No recipient or subrecipient,or entity that receives a contract or subcontract with any funds under this award, may require any employee or contractor to sign an internal confidentiality agreement or statement that prohibits or otherwise restricts,or purports to restrict,the reporting of waste,fraud or abuse in accordance with the law to a department or agency authorized to receive such information. This is not intended to contravene requirements applicable to classified, sensitive or exempt information. In accepting this award,the subgrantee certifies that it neither requires nor has required employees or contractors to sign such internal confidentiality agreements or statements. The City Of Clermont must undertake a review to validate its compliance with 8 U.S.C. § 1373. If determined to be in compliance at the time of review,the City Of Clermont must submit documentation that contains a validation to that effect and includes an official legal opinion from counsel (including related legal analysis)adequately supporting the validation. If the City Of Clermont determines it is not in compliance at the time of review,sufficient and effective steps must be taken to bring the City Of Clermont into compliance therewith and thereafter submit documentation that details the steps taken, contains a validation that the City Of Clermont has come into compliance,and includes an official legal opinion from counsel(including related legal analysis)adequately supporting the validation. In accepting this award, the subgrantee unit of government certifies it will provide documentation to FDLE's Office of Criminal Justice Grants by March 31,2017. Failure to comply with this condition could result in the withholding or repayment of grant funds,suspension or termination of the grant, ineligibility for future FDLE subawards,or other administrative, civil,or criminal penalties. (Signature of Subgrantee's Authorized O cia Ga-A L. Ac-5L- /ttirtal or— (Print Name and Title of Officib l) C- o C`eir (Name of Subgrantee) hYD7-ir// (Date of Acceptance) Rule Rafaranra 11fl Q nnA nr..Jr:_ni9 lrav .luno 2(1991 State of Florida Office of Criminal Justice Grants Florida Department of Law Enforcement 2331 Phillips Road Tallahassee, Florida 32308 ATTESTATIONS AND CERTIFICATIONS This form is required to be completed by the authorized official, or authorized official designee, of all subgrantee units of government receiving Edward Byrne Memorial Justice Assistance Grant(JAG)program federal pass-through funding from the Florida Department.of Law Enforcement. In accepting this award,the subgrantee certifies that it will comply with the requirements set forth below and/or any other requirements of the subaward. Failure to do so may result in a hold or freeze on the drawdown of federal funds, and/or suspension or termination of the agreement. Procurement Standards: The subgrantee,through its authorized representative, certifies the unit of government below has written procurement policies and standards that are compliant with the requirements set forth in the Office of Management and Budget(OMB)Uniform Requirements, 2 C.F.R. §§200.317-326,and OJP Financial Guide, Section 3.8. Additionally,the subgrantee assures these policies and standards will be utilized for all federal grant related procurement activities. Conflict of Interest: Decisions related to use of these grant funds must be free of undisclosed personal or organizational conflicts of interest, both in fact and in appearance. The subgrantee,through its authorized representative, certifies the unit of government below is compliant with OMB Uniform Requirements,2 C.F.R. § 200.112,and OJP Financial Guide,Section 3.20 regarding Conflict of Interest, and will notify FDLE Office of Criminal Justice Grants, in writing,of any potential conflicts of interest in accordance with this agreement. The recipient also agrees to disclose in a timely manner, in writing, all violations of state or federal criminal law involving fraud, bribery or gratuity violations. Organization Name: City Of Clermont Subaward Number:2017-JAGC-LAKE-10-F9-133 Get:. 1 (-- \,..‘ cr7 (Printed Na e and Title ofAuthorized Official) ' !� 2 fd (Signature of Authorized fficial) (Date) SUBGRANT AWARD CERTIFICATE Subgrantee: City Of Clermont Date of Award: X2.14)* Grant Period: From: 10/01/2016 TO: 09/30/2017 Project Title: AUTO LICENSE PLATE RECOGNITION SYSTEM Grant Number: 2017-JAGC-LAKE-10-F9-133 Federal Funds: $8,773.00 State Agency Match: Local Agency Match: $0.00 Total Project Cost: $8,773.00 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 Petrina Tuttle Herring Bureau Chief 12/ -J i go Date (-his 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-LAKE-10-F9-133 Grant Title: AUTO LICENSE PLATE RECOGNITION SYSTEM In addition to the general conditions applicable to fiscal administration,the grant is subject to the following Special Condition(s)/General Comment(s): Ref#S34986: 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 Clermont 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 Clermont, 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 Clermont County: Lake Chief Official Name: Gail Ash Title: Mayor Address: 685 West Montrose Street City: Clermont State: FL Zip: 34711-2119 Phone: 352-394-4081 Ext: Fax: Email: gash@clermontfl.org Chief Financial Officer Name: Joe VanZile Title: Administrative Services Director Address: Post Office Box 120219 City: Clermont State: FL Zip: 34712-0219 Phone: 352-394-4081 Ext: Fax: 353-394-1452 Email: jvanzile@clermontfl.org Application Ref# 2017-JAGC-3066 Section#1 Page 1 of 2 Contract 2017-JAGC-LAKE-10-F9-133 Rule Reference 11 D-9.006 OCJG-005(rev.October 2005) Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County-wide Implementing Agency Organization Name: City Of Clermont Police Department County: Lake Chief Official Name: Charles Broadway Title: Chief Address: 865 West Montrose Street City: Clermont State: FL Zip: 34711-2123 Phone: 352-394-5588 Ext: 186 Fax: 352-394-1644 Email: cbroadway@clermontfl.org Project Director Name: Steven Strickland Title: Administrative.Sergeant Address: 865 W Montrose St City: Clermont State: FL Zip: 34711-2123 Phone: 352-394-5588 Ext: 157 Fax: 352-394-1644 Email: sstrickland@clermontfl.org Application Ref# 2017-JAGC-3066 Section#1 Page 2 of 2 Contract 2017-JAGC-LAKE-10-F9-133 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 General Project Information Project Title: AUTO LICENSE PLATE RECOGNITION SYSTEM Subgrant Recipient: City Of Clermont Implementing Agency: City Of Clermont Police Department Project Start Date: 10/1/2016 End Date: 9/30/2017 Problem Identification The Clermont Police Department feels strongly that the implementation of an Automated License Plate Recognition System within the city will greatly enhance the effectiveness of our units being able to identify and apprehend known and unknown suspects. Everyday our officers potentially pass by both wanted persons and wanted vehicles unknowingly. The logistics and dangers of distracted driving make it impossible for officers to run every tag they see.An ALPRS significantly increases the number of license plates the officer can run without increasing the dangers of distracted driving. It is also our intention to use this tool to help catch those responsible for the rash of property crimes that affect all of us in the Central Florida area. There are not enough funds allocated in the general revenue for this project and without these grant funds, this project would not continue. Project Summary (Scope of Work) The Clermont Police Department is requesting grant funds to be used toward the purchase of an Automatic License Plate Recognition (ALPR)system. An ALPR system is a technology designed to capture and process images of license plates and compare them against a database of known license plates, such as FCIC/NCIC. Typically, this type of system is installed on a vehicle allowing the system to scan license plates within view of the camera and compare them to the database or databases. When a match occurs, the officer receives an alarm and begins an investigation. An ALPR system performs the same functions that a police officer does on a daily basis by reading license plates and comparing them through a database. Typically, an officer would have to provide license plate information to the dispatcher via radio or type it into a Mobile Data Terminal. A license plate reader accomplishes the same task more efficiently preventing the officer from doing it manually. License plates that are read or scanned by police officers are viewable from public streets or locations. ALPR also provides an additional tool for future investigative purposes. License plates scanned by the system can be stored logging GPS coordinates of scanned plates. This tool is valuable for investigators in identifying suspect vehicles present at or near the location of a serious crime. Investigators can check locations for an identified suspect vehicle or can obtain information of a potential suspect when referencing the database. The system allows for the data to be maintained for a period of time determined by our policies and procedures. 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. 943.06. Application Ref# 2017-JAGC-3066 Section#2 Page 1 of 3 Contract 2017-JAGC-LAKE-10-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 Copies of purchase orders/invoices, and cancelled checks will be provided as proof of equipment purchase. Application Ref# 2017-JAGC-3066 Section#2 Page 2 of 3 Contract 2017-JAGC-LAKE-10-F9- Rule Reference 11D-9.006 OCJG=005(rev.October 2005) Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant- County-wide rr(-){{ji•�t•-r 6 t t4�/i:j{e`f $ z.` Section Questions: Question: What percentage of the total cost of this project is being funded by sources other than this award? Answer: 47 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 Clermont Question: What is the address of the location being used to provide services for this project? Answer: 865 West Montrose St Clermont, FL 34711 Question: Describe your agency. (e.g., non-profit, community based, government) Answer: local police department Question: Have you verified that the subgrantee has an active and current registration in SAM.gov? Answer: Yes Question: What is the Operating Capital Outlay threshold used by the subgrantee? If the implementing agency is a sheriffs office, indicate the sheriffs office's threshold instead. Answer: 1000 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: 28742 Application Ref# 2017-JAGC-3066 Section#2 Page 3 of 3 Contract 2017-JAGC-LAKE-10-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 General Performance Info: Performance Reporting Frequency: Quarterly Federal Purpose Area: 01 - Law Enforcement (Includes Task Forces) State Purpose Area: 1G - 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: No 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: No Measure: General 04 Will your organization be using the Evidence-Based Policing Matrix during the grant period regardless of JAG funding?The Evidence-Based Policing Matrix provides information on evidence-based practices for law enforcement. Goal: No Measure: General 05 Will your organization be using the What Works in Reentry Clearinghouse during the grant period regardless of JAG funding?The clearinghouse provides research on the effectiveness of reentry programs and practices. Goal: No Measure: General 06 Application Ref# 2017-JAGC-3066 Section#3 Page 1 of 3 Contract 2017-JAGC-LAKE-10-F9- Rule Reference 11D-9.006 OCJG-005(rev.October 2005) Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant- County-wide 7'' = g 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: No 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: No 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: Attending community meetings monthly, conducting social media activities at least weekly 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, Police Explorer program Measure: General 11 Identify the goal(s)you hope to achieve with your funding. If you have multiple goals, describe each goal separately. Application Ref# 2017-JAGC-3066 Section#3 Page 2 of 3 Contract 2017-JAGC-LAKE-10-F9- Rule Reference 11D-9.006 OCJG-005(rev.October 2005) Application for Funding Assistance Florida Department of Law Enforcement yC( Justice Assistance Grant - County-wide X10;:?, '!r E t'�lii,�ii Goal: To purchase an auto license plate reader 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: N/A 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 Measure: General 11 b What major activities are planned for each of your goals listed in question 11? Goal: Purchase and implementation of a license plate recognition system. 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-3066 Section#3 Page 3 of 3 Contract 2017-JAGC-LAKE-10-F9- Rule Reference 11D-9.006 OCJG-005(rev.October 2005) Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County-wide General Financial Info: Note: All financial remittances will be sent to the Chief Financial Officer of the Subgrantee Organization. Financial Reporting Frequency for this Subgrant: Quarterly Is the subgrantee a state agency?: No FLAIR/Vendor Number: 596000290 Budget: Budget Category Federal Match Total Salaries and Benefits $0.00 $0.00 $0.00 Contractual Services $0.00 $0.00 $0.00 Expenses $0.00 $0.00 $0.00 Operating Capital $8,773.00 $0.00 $8,773.00 Outlay Indirect Costs $0.00 $0.00 $0.00 --Totals -- $8,773.00 $0.00 $8,773.00 Percentage 100.0 0.0 100.0 Project Generated Income: Will the project earn project generated income(PGI) ? No Application Ref# 2017-JAGC-3066 Section#4 Page 1 of 3 Contract 2017-JAGC-LAKE-10-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 Budget Narrative: In the category of Operating Capital Outlay,the Clermont Police Department will purchase a license plate reader. The license plate reader will allow for officers to collect and process more license plates than would ever be possible manually. MINI SPLIT PROCESSOR SPECIFICATONS Processing Board A single RISC processor Input Power 12 V from vehicle battery and ignition key 12 V signal Interfaces 4 Camera, 1 Power, 2 Ethernet Mil-spec IP67 Housing Protection IP58 Network Switch 100 Mbit fast Ethernet adapter The total costs including installation is$16,407.50 and include the 2 camera mini split mobile system and licensing fees for the included software. Shipping and Handling is not included in this cost and will be the actual charges and will be added to the invoice. This product includes a one year standard manufacturer's warranty. The City of Clermont will cover any costs over the award amount of$8773.00 from our Federal Equitable Sharing Justice Funds. Application Ref# 2017-JAGC-3066 Section#4 Page 2 of 3 Contract 2017-JAGC-LAKE-10-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 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 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-3066 Section#4 Page 3 of 3 Contract 2017-JAGC-LAKE-10-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 Section 5: Standard Conditions Insert Standard Conditions Page here. Application Ref# 2017-JAGC-3066 Section#5 Page 1 of 1 Contract 2017-JAGC-LAKE-10-F9-133 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://oip.gov/financialquide/DOJ/pdfs/2015 DOJ FinancialGuide.pdf,the Edward Byrne Memorial Justice Assistance Grant(JAG)program guidance,federal statutes, regulations, policies, guidelines and requirements and Florida laws and regulations including but not limited to: Florida Administrative Code,Chapter 11D-9,"Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program":www.flrules.orq 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/cgi-bin/text-idx?SID=62764122c780e5d1 d2134127afadc30d&node=2:1.1.2.2.1&rqn=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://www.gpo.gov/fdsys/pkq/PLAW-109pub1162/pdf/PLAW-109pu b1162.pdf United States Code:www.gpo.gov/fdsys/ 42 U.S.C.§§3711 et seq.,"Omnibus Crime Control and Safe Streets Act of 1968" State of Florida General Records Schedule GS1-SL for State and Local Government Agencies: http://dl is.dos.state.fl.us/barm/genschedules/GS2-2008-Rev2010.pdf SFY2017 JAG Standard Conditions Page 1 of 23 Rev.09/2016 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 PII 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.") SFY2017 JAG Standard Conditions Page 3 of 23 Rev.09/2016 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. SFY2017 JAG Standard Conditions Page 5 of 23 Rev.09/2016 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 info( 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 I),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. SFY2017 JAG Standard Conditions Page 7 of 23 Rev. 09/2016 SECTION IV: SUBAWARD MANAGEMENT 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. SFY2017 JAG Standard Conditions Page 9 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 AUDITS 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 subrecipient agrees to comply with any additional requirements that may be imposed during the grant performance period if FDLE's pre-award risk assessment or the U.S. Department of Justice determines the subrecipient is a high-risk grantee.(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 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 auditor's 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 criminaliusticefdle.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: SUBAWARD 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.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 subrecipient shall take reasonable measures to safeguard protected personally identifiable information and other information the pass-through entity designates as sensitive or the subrecipient considers sensitive consistent with applicable Federal,state, local,and tribal laws regarding privacy and obligations of confidentiality. 9.4 Overtime for Law Enforcement Personnel-Prior to obligating funds from this award to support overtime by law enforcement officers,the U.S. Department of Justice encourages consultation with all allied components of the criminal justice system in the affected jurisdiction. The purpose of this consultation is to anticipate and plan for systemic impacts such as increased court dockets and the need for detention space. 9.5 Employees Working Solely on a Single Federal Award-For any position that works 100%of its time on a single federal award,the employee must certify that 100%of his or her time was spent working on that federal award. This requirement applies to both full time and part time positions regardless of the percentage of the position's salary that is charged to the grant. The certification must be signed by both 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/pay-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 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/funding/Implement/TrainingprinciplesForGrantees- Subqrantees.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.orq). 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.orq). SFY2017 JAG Standard Conditions Page 17 of 23 Rev. 09/2016 17.0 Drug Court Projects-A Drug Court Project must comply with§397.334, Fla. Stat.,"Treatment-Based Drug Court Programs." SECTION VII: ADDITIONAL REQUIREMENTS 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/Fundinq/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/technology/body-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 https://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 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.ojp.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.dov/qsp grantcondition. Recipient shall document planned approaches to information sharing and describe compliance to the GSP and appropriate privacy policy that protects shared information,or provide detailed justification for why an alternative approach is recommended. 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 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 forthe 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.09/2016 Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County-wide In witness whereof, the parties affirm they each have read and agree to the conditions set forth in this agreement, have read and understand the agreement in its entirety and have executed this agreement by their duty authorized officers on the date, month and year set out below. Corrections on this page, including Strikeovers, whiteout, etc. are not acceptable. State`of Florida Department of Law Enforcement ll Office of•Criminal Justice Grants Signature: , Typed Name and Title: Date: 1 ZI 14l l Subgrant Recipient _ k Authonzin "Official of Governmental Unit (Commission'Chairman,Mayor,>or Designated Representatwe) 2 ; Typed Name of Subgrant R ipient: Ci of Clermont Signature: Typed Name and Title: Gail L.Ash,Mayor Date: O/p?Co//& ` Implementing Agency Official,'Administrator or Designated Representative, , '' Typed Name of Impleme g ency/Clermont Police De.artment Signature: Typed Name and Title: Charles L. Broadway,Chief of Police Date: e( a 6 Application Ref# 2017-JAGC-3066 Section#6 Page 1 of 1 Contract -JAGC-LAKE--- 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 i Insert Certifications and Authorizations here. Application Ref# 2017-JAGC-3066 Section#7 Page 1 of 1 Contract 2017-JAGC-LAKE-10-F9-133 Rule Reference 11 D-9.006 OCJG-005(rev.October 2005)