Agreement with the Florida Department of Legal AffairsFY 2017/2018
2017 - 2018
AGREEMENT BETWEEN THE STATE OF FLORIDA
DEPARTMENT OF LEGAL AFFAIRS ; -
OFFICE OF THE ATTORNEY GENERAL
AND
City of Miami Beach (Police Department)
GRANT NO. VOCA-2017-Miami Beach Police Depart -00001
Poi. -. 2-
• •
THIS AGREEMENT is entered into in the City of Tallahassee, Leon County, Florida by and between the State of
Florida, Department of Legal Affairs, Office of the Attorney General (OAG), the pass-through agency for the Victims of
Crime Act (VOCA), Catalog of Federal Domestic Assistance (CFDA) Number - 16.575, hereafter referred to as the OAG,
an agency of the State of Florida, with headquarters located at PL -01, The Capitol, Tallahassee, Florida 32399-1050, and
the City of Miami Beach (Police Department) hereafter referred to as the Provider, The parties hereto mutually agree as
follows:
ARTICLE 1. ENGAGEMENT OF THE PROVIDER
The OAG hereby agrees to engage the Provider and the Provider hereby agrees to perform services as set forth
herein. The Provider understands and agrees all services are to be performed solely by the Provider and may not be
subcontracted or assigned without prior written consent of the OAG. The consent of the OAG does not vest any rights in the
subcontractor or create any obligation on behalf of the OAG to the subcontractor. All subcontract agreements will contain a
disclosure to this effect.
The Provider agrees to provide the OAG with written notification of any change in its designated representative for
this Agreement. This Agreement shall be performed in accordance with the rules implementing the provisions of Victims of
Crime Act (VOCA), 42 U.S.C.A. § 10603, Victim Assistance Program, 28 C.F.R. §§ 94.101 through 94.122, the federal
government -wide grant rules as set forth in the Code of Federal Regulations, Title 2, Subtitle A, Ch. II, Pt. 200, beginning at
2 C.F.R. § 200.0, and the U.S. Department ofJustice, (DOJ), Office ofJustice Programs, DOJ Grants Financial Guide,
(Financial Guide), incorporated herein by reference, and any other regulations or guidelines currently or subsequently required
by the U.S. Department ofJustice and State or Federal laws.
ARTICLE 2. SCOPE OF WORK
For the Grant Period, the Provider will maintain a victim services program that will be available to provide direct services
to victims of crime who are identified by the Provider and/or are presented to the Provider, as outlined in the approved Grant
Application of the Provider for the Grant Period as approved by the OAG and incorporated herein by reference.
ARTICLE 3. TIME OF PERFORMANCE
This Agreement shall become effective on October 1, 2017, or on the date when the Agreement has been signed by
all parties, whichever is later, and shall continue through September 30, 2018. No costs incurred by the Provider prior to the
effective date of said Agreement will be reimbursed and the Provider is solely responsible for any such expenses.
ARTICLE 4. GRANT FUNDS
The Provider agrees not to commingle grant funds with other personal or business accounts. The U.S. Department of
Justice, DOJ Grants Financial Guide does not require physical segregation of cash deposits or the establishment of any
eligibility requirements for funds which are provided to a Provider. However, the Provider's accounting systems must ensure
OAG grant funds are not commingled with funds on either a program -by -program or a project -by -project basis. Grant funds
specifically budgeted and/or received for one project may not be used to support another. Where the Provider's existing
accounting system cannot comply with this requirement, the Provider shall establish an additional accounting system to
provide adequate grant fund accountability for each project.
In accordance with the provisions of Section 287.0582, Florida Statutes (2016), if the terms of this Agreement and
reimbursement contemplated by this Agreement extend beyond the current fiscal year, the OAG's performance and obligation
to reimburse under this Agreement are contingent upon an annual appropriation and spending authority by the Florida
Legislature. In addition, the OAG's performance and obligation to reimburse under this Agreement is contingent upon the
OAG's Victims of Crime Act award, as funded through the U.S. Department ofJustice, Office for Victims of Crime formula
grant program.
ARTICLE 5. FINANCIAL CONSEQUENCES
In accordance with Section 215.971, Florida Statutes (2016), provisions specifying the financial consequences that apply if
the Provider fails to perform the minimum level of service required by this Agreement are set forth in this paragraph. The
Provider will be held responsible for maintaining a victim services program that will be available to provide direct services to
victims of crime who are identified by the Provider and/or are presented to the Provider, and meeting the deliverables and the
performance standards as outlined in the current year VOCA
Grant Application and approved by the OAG, included within the OAG E -Grants Management System, and
incorporated herein by reference in the approved application, unless otherwise modified as approved by the OAG in writing.
If the Provider does not maintain a victim services program that will be available to provide direct services to victims of crime
as outlined in the approved application without an approved justification, the OAG will impose a corrective action plan,
reduction of the final payment for the grant period under this Agreement by 5% of the total award amount listed in Article 33,
and/or terminate this Agreement.
ARTICLE 6. REGISTRATION REQUIREMENTS
Prior to execution of this Agreement, the Provider shall be registered electronically with the State of Florida at
MyFloridaMarketPlace.com. If the parties agree that exigent circumstances exist that would prevent such registration from
taking place prior to execution of this Agreement, then the Provider shall so register within twenty-one (21) days from
execution. The online registration can be completed at:
<http://dms.myflorida.com/dms/purchasing/myfloridamarketplace>
The Provider agrees to comply with the applicable requirements regarding registration with the System for Award
Management (SAM) (or with a successor government -wide system officially designated by the Federal Office of
Management and Budget and the DOJ's Office ofJustice Programs), and to acquire and provide a Data Universal
Numbering System (DUNS) number. The Provider also agrees to applicable restrictions on subcontractors that do not
acquire and provide a DUNS number. The details of Provider obligations are posted on the Office ofJustice Programs'
website at <http://www.oip.gov/Funding/sam.htm> (Award condition: Registration with the System for Award Management
and Universal Identifier Requirements), and are incorporated by reference. This special condition does not apply to the
Provider who is an individual and received the grant award as a natural person (i.e., unrelated to any business or non-profit
organization that he or she may own or operate in his or her name).
ARTICLE 7. W-9 REQUIREMENT
The State of Florida Department of Financial Services requires that vendors have a verified Substitute Form W-9 on
file to avoid delays in payments. Information on how to register and complete your Substitute Form W-9 can be found at
<http://flvendor.mvfloridacfo.com/>. The Vendor Management Section can also be reached at (850) 413-5519.
ARTICLE 8. AUTHORIZED EXPENDITURES
Only expenditures which are detailed in the approved budget of the grant application, a revised budget, or an amended
budget approved by the OAG are eligible for reimbursement with grant funds. Any requested modification to the budget
must be submitted by the Provider in writing to the OAG and will require prior approval by the OAG. Budget modification
approval is at the sole discretion of the OAG. The Provider acknowledges and agrees any grant funds reimbursed under this
Agreement must be used in accordance with the rules implementing the provisions of Victims of Crime Act (VOCA), 42
U.S.C.A. § 10603, Victim Assistance Program, 28 C.F.R. §§ 94.101 through 94.122, the federal government -wide grant
rules as set forth in the Code of Federal Regulations, Part 200, Subtitle A, Ch. II, Pt. 200, beginning at 2 C.F.R. § 200.0,
and the U.S. Department of Justice, (DOJ), Office of Justice Programs, DOJ Grants Financial Guide, (Financial Guide),
incorporated herein by reference, and any other regulations or guidelines currently or subsequently required by the U.S.
Department ofJustice and State or Federal laws. Expenditures for the acquisition and maintenance of telephones and
equipment shall be proportional to the percentage of VOCA grant funded staff who utilize the telephones and equipment, as
contemplated by this Agreement.
The Provider and the OAG agree grant funds cannot be used as a revenue-generating source and crime victims
cannot be charged either directly or indirectly for services reimbursed with grant funds. Third party payers such as insurance
companies, Victim Compensation, Medicare or Medicaid may not be billed for services provided by grant-funded personnel
to clients. Grant funds must be used to provide services to all crime victims, regardless of their financial resources or
availability of insurance or third party reimbursements. The OAG and the Provider further agree that travel expenses will be
reimbursed with grant funds only in accordance with Section 112.061, Florida Statutes (2016).
Expenditures of state financial assistance must be in compliance with all laws, rules and regulations applicable to
expenditures of State funds, including, but not limited to, the Florida Reference Guide for State Expenditures.
Only allowable costs resulting from obligations incurred during the term of the Agreement are eligible for
reimbursement, and any balances of unobligated cash that have been advanced or paid that are not authorized to be retained
for direct program costs in a subsequent period must be refunded to the OAG. Any funds paid in excess of the amount to
which the Provider is entitled under the terms of this Agreement must be refunded to the OAG.
The Provider shall reimburse the OAG for all unauthorized expenditures and the Provider shall not use grant funds for
any expenditures made by the Provider prior to the execution of this Agreement or after the termination date of the
Agreement. If the Provider is a unit of local or state government, the Provider must follow the written purchasing procedures
of that governmental agency or unit. If the Provider is a non-profit organization, the Provider agrees to obtain a minimum of
three (3) written quotes for all single item grant-related purchases equal to or in excess of two thousand five hundred dollars
($2,500) unless it is documented that the vendor is a sole source supplier. The Provider will utilize the lowest quote for the
purchase.
The Provider understands and agrees that it cannot use any federal funds (including grant 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 the U.S. Department of Justice, Office ofJustice
Programs.
The Provider must report suspected fraud, waste and abuse to the OAG's Office of the Inspector General at
850-414-3300.
ARTICLE 9. PROGRAM INCOME
The Provider shall provide services to crime victims, at no charge, through the VOCA grant funded project. Upon
request, the Provider agrees to provide the OAG with financial records and internal documentation regarding the collection
and disposition of program income, including, but not limited to, Victim Compensation, insurance, Medicare, Medicaid,
restitution and direct client fees.
ARTICLE 10. METHOD OF PAYMENT
Payment for services performed under the Agreement shall be issued in accordance with the provisions of Section
215.422, Florida Statutes (2016). The OAG shall have twenty (20) days from the receipt of any invoice for the approval
and inspection of goods or services.
All required performance reports must be completed by the Provider and received by the OAG in order to document
the provision of the project deliverables. Processing of reimbursement of a monthly invoice is contingent upon timely OAG
receipt of performance reports, approval by the OAG of the level of service provided during the report period, and approval
by the OAG of all performance reports due. The Provider shall provide all performance reports on a quarterly and annual
basis unless otherwise requested by the OAG. The quarterly reports for December, March, and June must be submitted by
the Provider to the OAG by the 15th day of the month immediately following the end of the quarter.
Except for the monthly invoices for December, March and June, each monthly invoice and all required supporting
documentation, including a Certificate of Availability, must be submitted by the Provider to the OAG by the last day of the
month immediately following the month for which reimbursement is requested, unless otherwise approved by the OAG in
writing. The monthly invoices for December, March and June and all required supporting documentation, including a
Certificate of Availability, must be submitted by the Provider to the OAG by the 15th day of the month immediately following
the month for which reimbursement is requested, unless otherwise approved by the OAG in writing. The Provider shall
maintain appropriate documentation of all costs represented on the invoice. The OAG may require any and all appropriate
documentation of expenditures prior to approval of the invoice, and may withhold reimbursement if services are not
satisfactorily completed or if the documentation is not satisfactory. The final invoice is due to the OAG no later than the last
day of the month immediately following the cancellation, expiration, or termination of the Agreement. If complete and
correct, documented invoices are not received within these time frames, all right to reimbursement may be forfeited, the OAG
may not honor any subsequent requests for payment, and the OAG may terminate the Agreement.
Any reimbursement due or any approval necessary under the terms of the Agreement shall be withheld until all
evaluation, financial and program reports due from the Provider, and necessary adjustments thereto, have been approved by
the OAG. The Provider is required to inform the OAG if they are being investigated by any governmental agency for
financial, programmatic, or other issues. if it comes to the attention of the OAG that the Provider is being investigated, all
pending requests for reimbursement may not be processed until the matter is resolved to the satisfaction of the OAG.
The Provider agrees to maintain and timely submit such progress, fiscal, inventory, and other reports as the OAG
may require pertaining to this grant.
The Provider is required to match the grant award as required in the VOCA Federal Rules referenced in ARTICLE
1 of this Agreement. Match contributions equal to 20% (cash or in-kind) of the total cost of each VOCA project (VOCA
grant funds plus match contributions) must be reported monthly to the OAG. All funds designated as match contributions are
restricted in the same manner and to be expended for the 'same uses as the VOCA victim assistance grant funds and must be
expended within the grant period. Unless otherwise approved by the OAG, match contributions must be reported on a
monthly basis in an amount consistent with the amount of funding requested for reimbursement.
ARTICLE 11. VENDOR OMBUDSMAN
Pursuant to Section 215.422(7), Florida Statutes (2016), the Florida Department of Financial Services has
established a Vendor Ombudsman, whose duties and responsibilities are to act as an advocate for vendors who may have
problems obtaining timely payments from state agencies. The Vendor Ombudsman may be reached at (850) 413-5516.
ARTICLE 12. LIABILITY AND ACCOUNTABILITY
The Provider, if a non-profit entity, agrees to provide continuous and adequate director, officer, and employee
liability insurance coverage against any personal liability or accountability by reason of actions taken while acting within the
scope of their authority during the existence of this Agreement and any renewal(s) and extension(s) thereof. Such coverage
may be provided by a self-insurance program established and operating under the laws of the State of Florida.
ARTICLE 13. INDEPENDENT CONTRACTOR
The Provider agrees that it is an independent contractor and not an officer, employee, agent, servant, joint venture, or
partner of the State of Florida, except where the Provider is a state Agency. Neither the Provider nor its agents, employees,
subcontractors or assignees shall represent to others that the Provider has the authority to bind the OAG. This Agreement
does not create any right to any state retirement, leave or other benefits applicable to State of Florida personnel as a result of
the Provider performing its duties or obligations under this Agreement. The Provider agrees to take such actions as may be
necessary to ensure that each subcontractor of the Provider will be deemed an independent contractor and will not be
considered or permitted to be an officer, employee, agent, servant, joint venturer, or partner of the State of Florida. The
OAG will not furnish support services (e.g., office space, office supplies, telephone service, and administrative support) to the
Provider, or its subcontractor or assignee, unless specifically agreed to in writing by the OAG.
All deductions for social security, withholding taxes, income taxes, contributions to unemployment compensation
funds and all necessary insurance for the Provider, the Provider's officers, employees, agents, subcontractors, or assignees
shall be the sole responsibility of the Provider.
ARTICLE 14. DOCUMENTATION AND RECORD RETENTION
The Provider shall maintain books, records, and documents (including electronic storage media) in accordance with
generally accepted accounting procedures and practices which sufficiently and properly reflect all revenues and expenditures
of grant funds.
The Provider shall maintain a file for inspection by the OAG or its designee, Chief Financial Officer, Auditor General,
or U.S. Department of Justice that contains written invoices for all fees, or other compensation for services and expenses, in
detail sufficient for a proper pre -audit and post -audit. This includes the nature of the services performed or expenses
incurred, the identity of the person(s) who performed the services or incurred the expenses, the daily time and attendance
• records and the amount of time expended in performing the services (including the day on which the services were
performed), and if expenses were incurred, a detailed itemization of such expenses. All documentation, including audit
working papers, shall be maintained at the office of the Provider for a period of five years from the termination date of the
Agreement, or until any audit has been completed and any findings have been resolved, whichever is later.
The Provider shall give authorized representatives of the OAG the right to access, receive and examine all records,
books, papers, case files, documents, goods and services related to the grant funds. If the Provider fails to provide access to
such materials, the OAG may terminate this Agreement. Sections 119.071, and 960,15, Florida Statutes (2016), provide
that certain records received by the OAG are exempt from public record requests, and any otherwise confidential record or
report shall retain that status and will not be subject to public disclosure. The Provider, by signing this Agreement specifically
authorizes the OAG to receive and review arty record reasonably related to the purpose of the grant as authorized in the
original approved grant application and or the amendments thereto. Failure to provide documentation as requested by the
OAG under the provisions of this Agreement shall result in either the termination of the agreement or suspension of further
reimbursements to the Provider until all requested documentation has been received, reviewed, and the costs are approved
for reimbursement by the OAG.
The Provider shall allow public access to all documents, papers, letters, or other materials made or received in
conjunction with this Agreement, except for those records exempt from disclosure under one of the statutory provisions
mentioned in the paragraph above, or are otherwise exempt from disclosure by operation of Section 119.071, Florida
Statutes (2016) or Chapter 119, Florida Statutes. Failure by the Provider to allow the aforementioned public access
constitutes grounds for unilateral cancellation by the OAG at any time, with no recourse available to the Provider. The
Provider shall also keep and maintain all public records consistent with the State of Florida's record retention schedule. The
Provider shall provide the OAG with a copy of all requested public records or allow the records to be inspected and copied
within a reasonable time or as otherwise provided by law. The provider will ensure that public records that are exempt or
confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the
duration of this Agreement and following completion of the Agreement if the Provider does not transfer the records to the
OAG at that time.
Upon completion of the Agreement, the Provider shall keep and maintain public records required by the OAG to
perform the services to be provided in the scope of this Agreement or electronically transfer, at no cost, to the OAG all
public records in possession of the Provider. If the Provider transfers all public records to the OAG upon completion of the
Agreement, the Provider shall destroy all duplicate public records that are exempt or confidential and exempt from public
records disclosure requirements. If the Provider keeps and maintains public records upon completion of the Agreement, the
Provider shall meet all applicable requirements for retaining public records. All public records stored electronically must be
provided to the OAG, upon request of its Custodian of Public Records, in a format compatible with the information
technology systems of the OAG.
IF THE PROVIDER HAS QUESTIONS REGARDING THE APPLICATION OF
CHAPTER 119, FLORIDA STATUTES, TO THE PROVIDER'S DUTY TO PROVIDE
PUBLIC RECORDS RELATING TO THIS AGREEMENT, CONTACT THE
CUSTODIAN OF PUBLIC RECORDS AT 850-414-3634,
publicrecordsrequestAmvfloridalegal.com,OFFICE OF THE ATTORNEY GENERAL,
PL -01, THE CAPITOL, TALLAHASSEE, FL 32399-1050.
ARTICLE 15. VICTIM SERVICES PRACTITIONER DESIGNATION TRAINING
The Provider agrees to have all VOCA grant funded staff members complete training and achieve the Victim Services
Practitioner Designation through the staff members' successful participation in the OAG's Victim Services Practitioner
Designation Training Course provided through the Florida Crime Prevention Training Institute (FCPTI). All VOCA funded
staff members must timely renew and maintain this designation certification by applying for renewal of the designation with the
OAG within the time frame mandated by the OAG through its Victim Services Practitioner Designation Requirements.
ARTICLE 16. PROPERTY
The Provider agrees to be responsible for the proper care and custody of all property purchased with grant funds and
agrees not to sell, transfer, encumber, or otherwise dispose of property acquired with grant funds without the written
permission of the OAG. If the Provider is no longer a grant funds recipient, all property acquired by grant funds shall be
subject to the provisions of the Financial Guide.
ARTICLE 17. AUDITS; COMPLIANCE WITH OAG'S INSPECTOR GENERAL
The Provider shall comply and cooperate immediately with any inspections, reviews, investigations, or audits deemed
necessary by the Agency's Office of the Inspector General (Section 20.055, Florida Statutes (2016)), or as authorized by
law.
The administration of funds disbursed by the OAG to the Provider may be subject to audits and or monitoring by the
OAG, as described in this section.
This part is applicable if the Provider is a Non -Federal Entity, meaning a State, local government, Indian tribe,
institution of higher learning, or nonprofit organization that carries out a Federal award as a recipient or subrecipient, as
defined in Title 2 C.F.R. Part 200, Subpart A.
1. In the event the Provider expends $750,000 or more during the non -Federal entity's fiscal year in Federal
awards, it must have a single or program -specific audit conducted for that year in accordance with the provisions of
federal government -wide grant rules as set forth in the Code of Federal Regulations, Title 2, Subtitle A, Ch. [I, Pt.
200, beginning at 2 C.F.R. § 200.0. Article 33 to this Agreement indicates the amount of Federal funds disbursed
through the OAG by this Agreement. In determining the Federal awards expended in its fiscal year, the Provider
shall take into account all sources of Federal awards, including Federal resources received from the OAG. The
determination of amounts of Federal awards expended should be in accordance with the guidelines established by
federal government -wide grant rules as set forth in the Code of Federal Regulations, Title 2, Subtitle A, Ch. II, Pt.
200, beginning at 2 C.F.R. § 200.0. An audit of the Provider conducted by the Auditor General in accordance with
the Code of Federal Regulations, Title 2, Subtitle A, Ch. II, Pt. 200, Subpart F, beginning at 2 C.F.R. § 200.500,
will meet the requirements of this part.
2. In connection with the audit requirements addressed in this part, the Provider shall fulfill the requirements relative
to auditee responsibilities as provided in 2 C.F,R. § 200.508.
3. If the Provider expends less than $750,000 in Federal awards in its fiscal year, an audit conducted in accordance
with the Code of Federal Regulations, Title 2, Subtitle A, Ch. II, Pt. 200, Subpart F, beginning at 2 C.F.R. §
200.500, is not required. In the event the Provider expends less than $750,000 in Federal awards in its fiscal year
and elects to have an audit conducted in accordance with the Code of Federal Regulations, Title 2, Subtitle A, Ch. II,
Pt, 200, Subpart F, beginning at 2 C.F.R. § 200.500, the cost of the audit must be reimbursed from non -Federal
funds (i.e., the cost of such an audit must be reimbursed from Provider resources obtained from other than Federal
entities), as mandated in the Code of Federal Regulations, Title 2, Subtitle A, Ch. II, Pt. 200, Subpart E, beginning at
2 C.F.R. § 200.400.
ARTICLE 18. AUDIT REPORT SUBMISSION
Audit reports must be submitted no later than 150 days following cancellation, termination or expiration of the
Agreement.
I. Copies of audit reports for audits conducted in accordance with the Code of Federal Regulations, Title 2, Subtitle A, Ch.
II, Pt. 200, Subpart F, beginning at 2 C.F.R. § 200.500, and required by this Agreement shall be submitted, when
required by 2 C.F.R. § 200.512, by or on behalf of the Provider directly to the following:
A. Office of the Attorney General
Bureau of Advocacy and Grants Management
PL -01, The Capitol
Tallahassee, Florida 32399-1050
2. Any reports, management letters, or other information required to be submitted to the OAG pursuant to this Agreement
shall be submitted timely in accordance with federal government -wide grant rules as set forth in the Code of Federal
Regulations, Part 200, Subtitle A, Ch. II, Pt. 200, beginning at 2 C.F.R. § 200.0, as applicable.
3. Providers should indicate the date the financial reporting package was delivered in correspondence accompanying the
financial reporting package.
ARTICLE 19. MONITORING
In addition to reviews of audits conducted in accordance with the Code of Federal Regulations, Title 2, Subtitle A,
Ch. II, Pt. 200, Subpart F, beginning at 2 C.F.R. § 200.500, by entering into this Agreement, the Provider agrees to comply
and cooperate with any monitoring procedures/processes and additional audits deemed appropriate by the OAG, including
but not limited to on-site visits. The Provider further agrees to comply and cooperate with any inspections, reviews,
investigations, or audits deemed necessary by the OAG, Chief Financial Officer, Auditor General or the U.S. Department of
Justice.
The Provider may not accept duplicate funding for any cost, position, service or deliverable funded by the OAG.
Duplicative funding is defined as more than 100% payment from all funding sources for any cost, position, service or
deliverable. If there are multiple funding sources and a program is funded by the OAG, the OAG or its designee has the right
to review all documents related to those funding sources to determine whether duplicative funding is an issue. If duplicate
funding is found, the Agreement may be suspended, terminated or both while the extent of the overpayment is determined,
Failure to comply with state law, or the Code of Federal Regulations, and the U.S. Department of Justice Programs,
Financial Guide, may also result in the suspension, termination or both of the Agreement while the extent of the overpayment
is determined. Absent fraud, in the event that there has been an overpayment to a Provider for any reason, if the amount of
the overpayment cannot be determined to a reasonable degree of certainty, as determined in the sole discretion of the OAG,
both parties agree that the Provider shall reimburse to the OAG one half of the monies previously paid to the Provider for that
line item for the grant year in question.
ARTICLE 20. RETURN OF FUNDS
The Provider shall return to the OAG any overpayments made to the Provider for unearned income or disallowed
items pursuant to the terms and conditions of this Agreement. In the event the Provider or any outside accountant or auditor
determines that an overpayment has been made, the Provider shall immediately return to the OAG such overpayment without
prior notification from the OAG. In the event the OAG discovers that an overpayment has been made, the contract manager,
on behalf of the OAG, will notify the Provider and the Provider shall forthwith return the funds to the OAG. Should the
Provider fail to immediately reimburse the OAG for any overpayment, the Provider will be charged interest at the rate in
effect on the date of the overpayment, as determined by the State of Florida, Chief Financial Officer, pursuant to Chapter 55,
Florida Statutes, on the amount of the overpayment or outstanding balance thereof. Interest will accrue from the date of the
Provider's initial receipt of funds up to the date of reimbursement of said overpayment funds to the OAG.
ARTICLE 21. PUBLIC ENTITY CRIME
Pursuant to Section 287.133, Florida Statutes (2016), the following restrictions are placed on persons convicted of
public entity crimes to transact business with the OAG: When a person or affiliate has been placed on the convicted vendor
list following a conviction for a public entity crime, he/she may not submit a bid, proposal or reply on a contract to provide
any goods or services to a public entity, may not submit a bid, proposal or reply on a contract with a public entity for the
construction or repair of a public building or public work, may not submit bids, proposals or replies on leases of real property
to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a
contract with any public entity, and may not transact business with any public entity in excess of the threshold amount
provided in Section 287.017, Florida Statutes (2016), for CATEGORY TWO for a period of thirty-six (36) months from
the date of being placed on the convicted vendor list. The Provider certifies that neither it nor any affiliate has been placed on
such convicted vendor list, and shall notify the OAG within five (5) days of its, or any of its affiliate's, placement thereon.
ARTICLE 22. GRATUITIES
The Provider agrees that it will not offer or give any gift or any form of compensation to any OAG employee. As
part of the consideration for this Agreement, the parties intend that this provision will survive the Agreement for a period of
two years. In addition to any other remedies available to the OAG, any violation of this provision will result in referral of the
Provider's name and description of the violation of this term to the Department of Management Services for the potential
inclusion of the Provider's name on the suspended vendors list for an appropriate period. The Provider will ensure that its
subcontractors, if any, comply with these provisions.
ARTICLE 23. PATENTS, COPYRIGHTS, AND ROYALTIES
The Provider agrees that if any discovery or invention arises or is developed in the course of or as a result of work or
services performed under this Agreement, or in any way connected herewith, the discovery or invention shall be deemed
transferred to and owned by the State of Florida. Any and all patent rights accruing under or in connection with the
performance of this Agreement are hereby reserved to the State of Florida.
In the event that any books, manuals, films, or other copyrightable materials are produced, the Provider shall identify
all such materials to the Agency. The Provider does hereby assign to the OAG and its assigns or successors, all rights
accruing under or in connection with performance under this Agreement, including the United States Copyright, all other
literary rights, all rights to sell, transfer or assign the copyright, and all rights to secure copyrights anywhere in the world.
The Provider shall indemnify and hold the OAG and its employees harmless from any claim or liability whatsoever,
including costs and expenses, arising out of any copyrighted, patented, or unpatented invention, process, or article
manufactured or used by the Provider in the performance of this Agreement. The Provider shall indemnify and hold the OAG
and its employees harmless from any claim against the OAG for infringement of patent, trademark, copyright or trade secrets.
The OAG will provide prompt written notification of any such claim. During the pendency of any claim of infringement, the
Provider may, at its option and expense, procure for the OAG, the right to continue use of, or to replace or modify the article
to render it non -infringing. If the Provider uses any design, device, or materials covered by letters patent, or copyright, it is
mutually agreed and understood without exception the compensation paid pursuant to this Agreement includes all royalties or
costs arising from the use of such design, device, or materials in any way Involved in the work contemplated by this
Agreement.
Subcontracts must specify that all patent rights and copyrights are reserved to the State of Florida.
ARTICLE 24. INDEMNIFICATION AND ASSUMPTION OF LIABLITY
The Provider shall be liable for and indemnify, defend, and hold the OAG and all of its officers, agents, and
employees harmless from all claims, suits, judgments, or damages, including attorney's fees and costs, arising out of any act
or omission or neglect by the Provider and its agents, employees and subcontractors during the performance or operation of
this Agreement or any subsequent modifications or extensions thereof.
The Provider's evaluation or inability to evaluate its liability shall not excuse the Provider's duty to defend and to
indemnify the OAG within seven (7) days after notice by the OAG, After the highest appeal taken is exhausted, only an
adjudication or judgment specifically finding the Provider not liable shall excuse performance of this provision. The Provider
shall pay all costs and fees including attorney's fees related to these obligations and their enforcement by the OAG. The
OAG's failure to notify the Provider of a claim shall not release the Provider from these duties. The Provider shall not be
liable for any claims, suits, judgments, or damages arising solely from the negligent acts of the OAG.
This Agreement and the rights and obligations created by it are intended for the sole benefit of the OAG and the
Provider. No third party to this Agreement, including the victims served by the Provider, have any rights under this
Agreement. No third party may rely upon this Agreement or the rights and representations created by it for any purpose.
The Provider agrees to assume all liability associated with providing services under the terms and conditions of this
Agreement. This includes, but is not limited to, premises liability and any travel taken by any employee of Provider or any
recipient of Provider's services.
ARTICLE 25. REMEDIES; INCLUDING TERMINATION OF AGREEMENT
The Provider's failure to perform pursuant to the terms of this Agreement may result in non-payment, imposition of
the financial consequences contained in this Agreement, delay of payment, and/or termination as provided under this
Agreement. Such non-compliance can result in any or all of the additional following actions; temporary withholding of
payments under ARTICLE 10, METHOD OF PAYMENT, above, pending correction of all deficiencies by the Provider;
appropriate legal action being taken to enforce compliance by the Provider with the terms of this Agreement; and suspension
of grant funds up to and including termination of the Agreement by the OAG.
This Agreement may be terminated by the OAG for any reason upon five (5) days written notice via certified U.S.
mail, hand delivery, or email to the Provider to the physical or email address provided by the Provider in the application.
In the event this Agreement is terminated by the OAG, the Provider shall deliver documentation of ownership or title,
if appropriate for all supplies, equipment and personal property purchased with grant funds to the OAG, within 30 days after
termination of the Agreement. Any finished or unfinished documents, data, correspondence, reports and other products
prepared by or for the Provider under this Agreement shall be made available to and for the exclusive use of the OAG.
Notwithstanding the above, the Provider shall not be relieved of liability to the OAG for damages sustained by the
OAG by virtue of any termination by the OAG or breach of this Agreement by the Provider. In the event this Agreement is
terminated by the OAG, the Provider shall be reimbursed for satisfactorily performed and documented services provided
prior to the effective date of termination.
ARTICLE 26. AMENDMENTS
Modification of any provision of this Agreement must be mutually agreed upon by all parties, and requires a written
and fully executed amendment to this Agreement, except as provided for budget modifications submitted by the Provider in
writing which have been previously approved by the OAG pursuant to the terms of Article 8, Authorized Expenditures.
ARTICLE 27. NONDISCRIMINATION
Recipients of federal financial assistance must comply with applicable federal civil rights laws, 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)); Title VI of the Civil
Rights Act of 1964 (42 U.S.C. § 2000d); Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. §7 94), Title 11 of the
Americans with Disabilities Act of 1990 (42 U.S.C.§ 12131-34); Title IX of 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 Exec. Order 13279
(67 Fed. Reg. 241),
Pursuant to applicable federal laws and Chapter 760, Florida Statutes (2016), the Provider agrees not to discriminate
against any client or employee in the performance of this Agreement or against any applicant for employment because of age,
race, religion, color, disability, national origin, marital status or sex. The Provider further assures that all contractors,
subcontractors, sub -grantees, or others with whom it arranges to provide services or benefits to clients or employees in
connection with any of its programs and activities are not discriminating against those clients or employees because of age,
race, religion, color, disability, national origin, marital status or sex.
The Provider must have policies and procedures in place for responding to complaints of discrimination that
employees and beneficiaries file directly with the Provider. Information provided by the U.S. Department of Justice, Office of
Justice Programs, to assist with policy and procedure development is available at http://ojp.gov/abouttoffices/ocr.htm.
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, marital status or sex against the Provider,
the Provider will forward a copy of the findings to the Office ofJustice Programs, Office for Civil Rights (OCR), and the
OAG.
As clarified by Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency,
and resulting agency guidance, national origin discrimination includes discrimination on the basis of limited English proficiency
(LEP). To ensure compliance with the Safe Streets Act and Title VI of the Civil Rights Act of 1964, the Provider must take
reasonable steps to ensure that LEP persons have meaningful access to its programs and activities. Meaningful access may
entail providing language assistance services, including oral and written translation, where necessary. The Provider is
encouraged to consider the need for language services for LEP persons served or encountered both in developing its budgets
and in conducting its programs and activities. Additional assistance and information regarding your LEP obligations can be
found at <http://www.lep,aov>.
In accordance with federal civil rights laws, the Provider shall not retaliate against individuals for taking action or
participating in action to secure rights protected by these laws.
All Providers must complete a review of the Office ofJustice Programs, Office for Civil Rights training modules and
confirm compliance with this requirement to the OAG through self- reporting by December 31, 2017. The training modules
are available at <http://oip.gov/about/ocr/assistance.htm>.
Pursuant to Section 287.134, Florida Statutes (2016), an entity or affiliate who has been placed on the Florida
Department of Management Services' discriminatory vendor list may not submit a bid, proposal, or reply on a contract to
provide goods or services to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor,
or consultant under a contract with any public entity; and may not transact business with any public entity.
The OCR issued an advisory document for Federal grant recipients on the proper use of arrest and conviction
records in making hiring decisions. See Advisory for Recipients of Financial Assistance from the U.S. Department ofJustice
on the U.S. Equal Employment Opportunity Commission's Enforcement Guidance: Consideration of Arrest and Conviction
Records in Employment Decisions Under Title VII of the Civil Rights Act of 1964 (June 2013), available at
http://ojp.gov/about/ocr/pdfs/UseofConviction_Advisory.pdf. Recipients should be mindful that the misuse of arrest or
conviction records to screen either applicants for employment or employees for retention or promotion may have a disparate
impact based on race or national origin, resulting in unlawful employment discrimination. In light of the Advisory, recipients
should consult local counsel in reviewing their employment practices. If warranted, recipients should also incorporate an
analysis of the use of arrest and conviction records in their Equal Employment Opportunity Plans (EEOPs).
ARTICLE 28. NONDISCRIMINATION IN PROGRAMS INVOLVING STUDENTS
The Provider shall not use award funding to discriminate against students that are participating in (or benefiting from)
programs that are funded by those same federal funds. As an example provided by the Office for Victims of Crime, Office of
Justice Programs, the Provider cannot use VOCA funding to treat a Catholic student differently than a non-Catholic student
when both are applying for, or receiving benefits from, the VOCA program. This same protection also applies to the
students' parents or legal guardians.
ARTICLE 29. ACKNOWLEDGMENTS
All publications, advertising or written descriptions of the sponsorship of the program shall state: "This project was
supported by Award No. VOCA-2017-Miami Beach Police Depart -00001 awarded by the Office for Victims of Crime,
Office of Justice Programs. Sponsored by City of Miami Beach (Police Department) and the State of Florida."
The Provider is required to display a civil rights statement prominently on all publications, websites, posters and
informational materials mentioning USDOJ programs in bold print and no smaller than the general text of the document. The
full civil rights statement must be used whenever possible. Single page documents that do not have space for the full civil
rights statement may contain a condensed version in a print size no smaller than the text used throughout the document. If the
civil rights statement is missing on a publication, the statement must be included the next time the publication is revised or
reprinted and printed copies of the statement must be attached to the current supply of the publication until the next revision is
reprinted.
Full Civil Rights Statement: In accordance with federal law and U.S. Department of Justice policy, this organization is
prohibited from discriminating on the basis of race, color, national origin, religion, sex, age, or disability. To file a complaint
of discrimination, write the Florida Department of Legal Affairs, Federal Discrimination Complaint Coordinator, PL -01 The
Capitol, Tallahassee, Florida, 32399-1050, or call 850-414-3300, or write Office for Civil Rights, Office of Justice
Programs, U.S. Department of Justice, 810 7th Street, NW, Washington, DC 20531 or call 202-307-0690 (Voice) or
202-307-2027 (TDD/TYY). Individuals who are hearing impaired or have speech disabilities may also contact OCR
through the Federal Relay Service at 800-877-8339 (TTY), 877-877-8982 (Speech), or 800-845-6136 (Spanish).
Condensed Civil Rights Statement: The City of Miami Beach (Police Department) is an equal opportunity provider and
employer.
The Provider is required to display the OAG's "Civil Rights Fact Sheet" at locations open to the public. The "Civil
Rights Fact Sheet" will be made available to the Provider via the OAG E -Grants Management System.
ARTICLE 30. EMPLOYMENT
The employment of unauthorized aliens by the Provider is considered a violation of Section 274A(e) of the
Immigration and Nationality Act. If the Provider knowingly employs unauthorized aliens, such violation shall be cause for
unilateral cancellation of this Agreement. Any services performed by any such unauthorized aliens shall not be paid.
The Provider shall utilize the U.S. Department of Homeland Security's E -Verify System to verify the employment
eligibility of all persons hired during the Agreement term.
ARTICLE 31. ADMINISTRATION OF AGREEMENT
All approvals referenced in this Agreement must be obtained from the parties' contract administrators or their
designees. The OAG's contract administrator is Christina F. Harris, Chief, Bureau of Advocacy and Grants Management.
All notices must be given to the parties' contract administrators respectively.
ARTICLE 32. CONTROLLING LAW AND VENUE
This Agreement shall be governed by the laws of the State of Florida. Any and all litigation arising under the
Agreement shall be instituted in the appropriate court of general jurisdiction in Leon County, Florida.
ARTICLE 33. AMOUNT OF FUNDS
The OAG agrees to reimburse the Provider for contractual services and/or availability to provide services for the
entire Time of Performance, as set forth in Article 3 of this Agreement, and completed in accordance with the terms and
conditions of the Agreement. The total sum of monies available for reimbursement to the Provider for services provided shall
not exceed $389,344:00.
"Availability to Provide Services" is defined as maintaining sufficient capacity to assist victims during the Provider's
core business hours throughout the Time of Performance, as set forth in Article 3 of this Agreement. Core business hours are
assumed to be at least from 8:00 AM to 5:00 PM, Monday through Friday, unless otherwise approved as alternative core
business hours by the OAG. Employee leave earned under this grant period is reimbursable; however, the Provider must
continue to maintain sufficient capacity to assist victims.
"Contractual Services" are defined as those specified services established within the OAG approved budget for which the
Provider is to be paid upon completion at the set rate also established within the OAG approved budget, as authorized
expenditures eligible for payment, or reimbursement pursuant to Article 8 of this Agreement.
ARTICLE 34. AGREEMENT AS INCLUDING ENTIRE AGREEMENT
This instrument and the approved 2017-2018 grant application in the E -grants Management System, embody the
entire Agreement of the parties. There are no provisions, terms, conditions, or obligations other than those contained herein,
This Agreement supersedes all previous communications, representations or Agreements on this same subject, verbal or
written, between the parties.
There are no representations or statements that are relied upon by the Provider that are not expressly set forth herein.
The Provider's signature below specifically acknowledges understanding of the fact that the privilege of obtaining a
VOCA grant is not something this or any Provider is entitled to receive. This Agreement is for one-time funding only,
covering one fiscal year. There is absolutely no expectation or guarantee, implied or otherwise, the Provider will receive
VOCA funding in the future. The OAG strongly encourages the Provider to secure funding from other sources if the Provider
anticipates the program will continue beyond the current grant year.
Each of the parties executing this Agreement have full authority to do so and have received all lawfully necessary
approvals to enter into this Agreement.
1N WITNESS WHEREOF, the OFFICE OF THE ATTORNEY GENERAL and City ofMiami Beach (Police
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OFFICE OF THE FLORIDA ATTORNEY GENERAL
VOCA 2017-2018
Organization: Miami Beach Police Department
Grant No.: VOCA-2017-Miami Beach Police Depart -00001
VOCA Personnel Budget: 1
Agency Name: City of Miami Beach (Police Department)
piD
Complete the table below and provide information about each position requested. In the Budget Narrative
section indicate if the salary/benefit expenses listed include costs that are anticipated during the 12 month
period. For example, raises and increases in benefit costs, as well as any other information needed to support
the request.
Provide a job description for all proposed VOCA-funded staff and indicate the percentage of time by each job
duty. Failure to provide VOCA allowable job descriptions may result in a reduction to your request. The Job
description must reflect VOCA allowable activities that are equal to or greater than the percentage of the
position that is VOCA funded.
RATE: A percentage should be indicated for those benefits that are calculated by using a percentage of the
gross salary, e.g., retirement is often calculated in this manner.
Personnel:
Position: Victim Advocate
1
Total Actual Cost
(from chart below)
$129,107.22
Total Amount
VOCA Funded
$96,830.41
Percent VOCA
Funded
75%
VOCA Funded
FTE
0.75
Personnel Narrative: 75% of Victim. Advocate's salary (Alfa Alvarez) including City matched benefits is
requested from VOCA. This is a continued position from prior grant period.
Sub -Total
$129,107.22 $96,830.41 0.75
Agency Contribution for Personnel Expenses
Pay Schedule: (choose one from the drop-down menu)
Position Number:
Hours per week = 40
Hourly Rate = $40.06
Gross Salary
FICA
Retirement
Health Ins.
09/13/2017
$83,324.80
$32,276.81
Bi -Weekly
RATE Yearly Per Pay Period
Employer Approved Budget
Cost
$83,324.80 $3,204.80
0% $0 $0
40.85 $34,038.18 $1,309.16
$9,984.00 $384.00
Page 1 of 2
OFFICE OF THE FLORIDA ATTORNEY GENERAL
VOCA 2017-2018
Organization: Miami Beach Police Department
Grant No.: VOCA-2017-Miami Beach Police Depart -00001
VOCA Personnel Budget: 1
Life Ins. $75.60 $2.91
Dental Ins. $99.60 $3.83
Workers Comp 0.454 $378.38 $14.55
1494
Unemployment 0% $0 $0
(1st $7K)
Other: $1,206.66 $46.41
TOTAL $129,107.22 $4,965.66
Explanation (if applicable):
City does not contribute to FICA, it contributes to Medicare at a rate of 1.45% of gross salary.
Is this position used as a matching expense Y/N? No
09/13/2017 Page 2 of 2
OFFICE OF THE FLORIDA ATTORNEY GENERAL
VOCA 2017-2018
Organization: Miami Beach Police Department
Grant No.: VOCA-2017-Miami Beach Police Depart -00001
VOCA Personnel Budget: 2
Agency Name: City of Miami Beach (Police Department)
Complete the table below and provide information about each position requested. In the Budget Narrative
section indicate if the salary/benefit expenses listed include costs that are anticipated during the 12 month
period. For example, raises and increases in benefit costs, as well as any other information needed to support
the request.
Provide a job description for all proposed VOCA-funded staff and indicate the percentage of time by each job
duty. Failure to provide VOCA allowable job descriptions may result in a reduction t� your request. The job
description must reflect VOCA allowable activities that are equal to or greater than the percentage of the
position that is VOCA funded.
RATE: A percentage should be indicated for those benefits that are calculated by using a percentage of the
gross salary, e.g., retirement is often calculated in this manner.
Personnel:
Total Actual Cost Total Amount Percent VOCA VOCA Funded
(from chart below) VOCA Funded Funded FTE
Position: Victim. Advocate $135,439.41 $135,439.41 100% 1
2
Personnel Narrative: 100 % of Victim Advocate' salary (Tania Sanchez) including City matched benefits
is being requested from VOCA. This is a continued position from prior grant period.
Sub -Total
$135,439.41 $135,439.41 1
Agency Contribution for Personnel Expenses
Pay Schedule: (choose one from the drop-down menu)
Position Number:
Hours per week = 40
Hourly Rate = $40.00
Gross Salary
FICA
Retirement
Health Ins.
09/13/2017
$83,200.00
$0.00
Bi -Weekly
RATE Yearly Per Pay Period
Employer Approved Budget
Cost
$83,200.00 $3,200.00
0% $0 $0
40.85 $33,987.20 $1,307.20
ok
$15,734.16 $605.16
Page 1 of 2
OFFICE OF THE FLORIDA ATTORNEY GENERAL
VOCA 2017.2018
Organization: Miami Beach Police Department
Grant No.: VOCA-2017-Miami Beach Police Depart -00001
VOCA Personnel Budget: 2
Life Ins, $156,00 $6.00
Dental Ins. $777,84 $29.92
Workers Comp 0.454 $377.81 $14.53
1494
oho
Unemployment 0% $0 $0
(1st $7K)
Other: $1,206.40 $46.40
TOTAL $135,439,41 $5,209.21
Explanation (if applicable):
City does not contribute to FICA but contributes to Medicare at a rate of 1.45% of gross salary.
Is this position used as a matching expense Y/N?
09/13/2017 Page 2 of 2
OFFICE OF THE FLORIDA ATTORNEY GENERAL
VOCA 2017.2018
Organization: Miami Beach Police Department
Grant No.: VOCA-2017-Miami Beach Police Depart -00001
VOCA Personnel Budget: Victim Advocate 3
Agency Name: City of Miami Beach (Police Department)
Complete the table below and provide information about each position requested. In the Budget Narrative
section indicate if the salary/benefit expenses listed include costs that are anticipated during the 12 month
period. For example, raises and increases in benefit costs., as well as any other information needed to support
the request.
Provide a job description for all proposed VOCA-funded staff and indicate the percentage of time by each job
duty. Failure to provide VOCA allowable job descriptions may result in a reduction to your request. The job
description must reflect VOCA allowable activities that are equal to or greater than the percentage of the
position that is VOCA funded.
RATE: A percentage should be indicated for those benefits that are calculated by using a percentage of the
gross, salary, e.g., retirement is often calculated in this manner.
Personnel:
Position: Victim Advocate
Personnel Narrative:
Total Actual Cost
(from chart below)
$120,560.90
Total Amount
VOCA Funded
$120,560.90
Percent VOCA
Funded
100%
VOCA Funded
FTE
1
A new. Victim Advocate position is being requested from VOCA in order to
increase the amount of victims served by our department expanding services to
victims of burglary and other crimes.
Sub -Total $120,560.90 $120,560.90
Agency Contribution for Personnel Expenses
Pay Schedule: (choose one from the drop-down menu)
Position Number:
Hours per week =
Hourly Rate =
Gross Salary
FICA
Retirement
Health Ins.
09/13/2017
40.
$35,00
$72,300.00
RATE Yearly
Employer
Cost
$72,800.00
0% $0
40.85 $29,738.80
$15,744.00
$0.00
Bi -Weekly
Per Pay Period
Approved Budget
$2,800.00
$0
$1,143.80
$605.54
Page 1 of 2
OFFICE OF THE FLORIDA ATTORNEY GENERAL
VOCA 2017.2018
Organization: Miami Beach Police Department
Grant No.: VOCA-2017-Miami Beach Police Depart -00001
VOCA Personnel Budget: Victim Advocate 3
Life Ins. $72.00 $2.77
Dental Ins. $777.84 $29,92
Workers Comp 0.511 $372.66 $14.33
8543
Unemployment 0% $0 $0
(1st $7K)
Other: $1,055.60 $40.60
TOTAL $120,560.90 $4,636.96
Explanation (if applicable):
City does not contribute to FICA but it contribute to Medicare, 1.45% of salary.
Is this position used as a matching expense Y/N? No
09/13/2017 Page 2 of 2
OFFICE OF THE FLORIDA ATTORNEY GENERAL
VOCA 2017-2018
Organization: Miami Beach Police Department
Grant No.: VOCA-2017-Miami Beach Police Depart -00001
VOCA Operating Budget
Agency name: City of Miami Beach (Police Department)
Office supplies such as paper, pencils, toner, printing, books, postage, transportation for victims; monthly
service costs for telephone or utilities; staff travel (for direct service to crime victims only), etc. Furniture and
equipment costing Tess than $2,500 should be requested from this budget category. In the narrative section,
provide a brief description of the operating expenses and note if the cost is pro -rated. Indicate how the number
and cost of services requested were determined (by FTE? by % use? by sq/ft?).
EXAMPLE- Narrative Response:
The Victim Advocate will need monthly telephone service calculated at $20 per month, which is the standard
rate budgeted for new positions in this agency.
Operating:
Description of Operating Cost and a Budget Narrative Number Cost Per Total
Item
Description of Operating Cost: 4 $720.00 $2,880.00
Monthly fee for cellular phones' services
Budget Narrative:
Each Victim Advocate will need monthly cellular phone service fee at $60 per
month. $60 per month is standard rate in the agency..
Description of Operating Cost: 300 $1.0,00 $3,000.00
Office Supplies
Budget Narrative:
Office supplies such as paper, pencils, toners, cartridges, labels,
envelops...Supplies will be used by Advocates in order to provide services to
victims. Based on prior years expenses are approximately $3000.
Description of Operating Cost: 6,000 $1.09 $6,540.00
Victims' Rights Brochures
Budget Narrative:
Brochure will be printed after approval by OAG including acknowledgments from
agreement. Comprehensive brochure with ample information on victims' rights, and
local resources. Cost is $1.09 per brochure based on prior orders,12 pages front
and back.
Description of Operating Cost: 1,010 $7.00 $7,070.00
Certified mail
Budget Narrative:
Certified letters mailed to victims including services brochures and Advocates'
contact information. Certifications ensure privacy and allows tracking of receipt of
letters. Cost is $7 per letter, approximately 1010 victims for a total of $7,070.00.
Description of Operating Cost: 10 $100.00 $1,000.00
Emergency Locks services
Budget Narrative:
Advocates will provide emergency locks services such as re -keying and extra lock
09/13/2017
Page 1 of 3
OFFICE OF THE FLORIDA ATTORNEY GENERAL
VOCA 2017-2018
Organization: Miami Beach Police Department
Grant No,: VOCA-2017-Miami Beach Police Depart -00001
VOCA Operating Budget
installation to ensure safety of victims. Elderly and disabled victims' lock services
will be billed to Victim Compensation Office. Services average $100 to $200 each,
Description of Operating Cost: 10 $60.00 $600.00
Cab Transportation
Budget Narrative:
Cabs will be provided to victims of crimes based on needs, including but not
limited to: attending to court, and transporting victims to shelters. It averages $50 to
$100 per ride. Amount of victims provided with transportation varies yearly.
Description of Operating Cost: 2 $400.00 $800.00
Two Five Drawers Vertical File Cabinets
Budget Narrative:
File cabinets will be placed inside Advocates office and used to maintain paper
records of most current victims' cases.
Description of Operating Cost: 4 $150.00 $600.00
Office Chairs
Budget Narrative:
Four office chairs to be used by Advocates in the office.
Description of Operating Cost: 2 $2,145.00 $4,290.00
2 Laptops
Budget Narrative:
Laptops Dell Latitude 7370 will be used by Advocates in order to access
information and be able to make referrals for services online for victims when
called out at a crime scene or responding to victims' location.
Description of Operating Cost: 24 $36.00 $864.00
Air Card monthly service -fee
Budget Narrative:
Air cards to have Internet access when responding to scenes and using laptops,
The monthly fee to have internet access is $36 per month, times 12 months, times
two air cards.
Description of Operating Cost: 1 $700.00 $700.00
Desk for new Advocate position
Budget Narrative:
Desk needed for new Advocate position
Description of Operating Cost: 1 $1,640.48 $1,640.48
New Computer set up for new Advocate
Budget Narrative:
$1050.35 for a computer (monitor/OptiPlex 90220M processor, operating system,
hard drive, hardware), computer software $504.13 (MS Enterprise Desktop Off
Pro/VVin Pro/Core User CAL) and biometric $86 for Advocate position 3 is
requested from VOCA.
Description of Operating Cost: 2 $265.19 $530.38
2 computer monitors for Advocates
Budget Narrative:
09/13/2017 Page 2 of 3
OFFICE OF THE FLORIDA ATTORNEY GENERAL
VOCA 2017-2018
Organization: Miami Beach Police Department
Grant No.: VOCA-2017-Miami Beach Police Depart -00001
VOCA Operating Budget
2 Dell UltraSharp 24 inches computer monitors will be used by Advocates 1 and 4
in order to provide services to victims.
Operating Subtotal
$30,514.86
09/13/2017 Page 3 of 3
OFFICE OF THE FLORIDA ATTORNEY GENERAL
VOCA 2017-2018
Organization: Miami Beach Police Department
Grant No.: VOCA-2017-Miami Beach Police Depart -00001
VOCA Training Budget: Trainings offered by FCPTI
Agency Name: City of Miami Beach (Police Department)
Training requested must be to enhance delivery of victim services.
Travel associated with training must adhere to the State of Florida Travel Rules.
If awarded funds in this category, additional information will be required prior to incurring costs associated with
training.
The narrative should include the name and detailed information on the training and a justification for how it will
enhance
direct services to crime victims.
Florida Administrative Rules related to travel expenses:
Click Here
Section 112.061, Florida Statutes- Travel Expenses:
Click Here
Reference Guide for State Expenditures:
Click Here
Training Expenses:
Description of Training Expenses and a Budget Narrative
Number Cost Per Total
Item
Description of Training Expenses: 3 $2,000.00 $6,000.00
Trainings offered by FCPTI
Budget Narrative:
Approved training provided by the Florida Crime Prevention Training Institute and
associated approved travel cost in order for the three Advocates requested in
personnel category to maintain Victims Services Practitioner Certification current.
Training Subtotal
$6,000.00
09/13/2017 Page 1 of 1
OFFICE OF THE FLORIDA ATTORNEY GENERAL
VOCA 2017-2018
Organization: Miami Beach Police Department
Grant No.: VOCA-2017-Miami Beach Police Depart -00001
VOCA Match Budget: Victim Advocate 4
Agency Name: City of Miami Beach (Police Department)
Program Match: The Final Program Guidelines require that all proposals provide a 20% match of the total
VOCA project. Total VOCA Project is defined as the VOCA Budget Request plus the Program Match. Match
funds are subject to the same restrictions that govern VOCA grant funds, i.e., the source of program match
must be a VOCA-allowable expenditure. Training isnot approved as a matching contribution.
To determine the amount of match required by the Final Program Guidelines for the proposed
VOCA project, divide the total amount of the VOCA Budget Request by four. The result is the
amount of the program match. For example, if the VOCA Budget Request is $30,000, then. divide
$30,000 by four which equals $7,500. In this case, the required match is $7,500 which equals
20% of the total VOCA project. The following further illustrates the program match requirement:
$30,000
+ $7,500
$37,500
Allowable match funds may include, but are not limited to, volunteers, staff salaries, rent, equipment, operating
costs, etc. Federal funds from other sources cannot be used for VOCA match. Match used for the VOCA
project cannot be used as match for any other grant. Do not over report match, i.e., do not provide match in
excess of 20% of the total VOCA project. Match may be provided as either cash or in-kind or a combination of
cash and in-kind as follows:
Cash Match: A cash match is any cost component that is included in the agency's overall budget
as it applies to the provision of direct services for victims of crime, i.e., staff providing direct
victim services, travel related to the delivery of direct victim services, rent paid by the agency for
the portion of the program providing direct victim services, etc. If the agency pays for the expense,
then it may be used as a cash match.
In -Kind Match: An in-kind match includes donated items or services that benefit the program but
which do not have a dollar value assigned for budgeted purposes. For example, programs may
use volunteer hours as match. The value placed on donated services must be consistent with the
rate of compensation paid for similar work in the applicant agency. If the required skills are not
found in the applicant agency, the rate of compensation must be consistent with the labor market.
Programs may use items donated by other programs or individuals as in-kind match, i.e., rent and
utilities used for the provision of direct services to victims and donated by another source outside
the agency,
The Program match section is an itemized description by budget category of proposed matching contributions.
The budget categories are personnel, contractual services, equipment and operating expenses. Provide a
detailed (itemized) list and a budget narrative for each budgeted category. Indicate the 'funding source and
indicate if it is a cash or in-kind match. Do not over reportrequired match. Unless otherwise approved by the
OAG, reported match must be consistent with the monthly reimbursement request.
09/13/2017 Page 1 of 3
OFFICE OF THE FLORIDA ATTORNEY GENERAL
VOCA 2017.2018
Organization: Miami Beach Police Department
Grant No.: VOCA-2017-Miami Beach Police Depart -00001
VOCA Match Budget: Victim Advocate 4
Match Narrative: Describe in detail the type of Match, whether cash or in-kind, the budget category, etc. Submit
the same detailed information for match as provided for VOCA funded items. If match is in the personnel
category for paid staff complete the table below (attach additional page(s) if needed) and provide the total
salary and benefits and percentage. Attach job descriptions for all paid staff and/or volunteers reported as
Match. Job descriptions must. reflect VOCA allowable activities that are equal to or greater than the percentage
of the position that is reported as Match. Failure to provide VOCA allowable job descriptions may result in a
reduction to your request.
EXAMPLES- Match Narrative:
Our agency utilizes volunteers who provide direct services to victims of crime, such as intake clerks, clerical
(types reports and calls victims) and victim advocates. The agency anticipates using volunteers at the
equivalent of 20 - 23 hours per week x 52 weeks x $5.15 for a match of $5,698.
Only those agencies with an established volunteer component are eligible to utilize volunteers as match.
The agency rents office space from the Global Company at $14,400 annually and the agency's pro -rated
portion for office space for volunteers and supervisor of the victim advocate would be approximately 19% (or
$234 per month) x 12 months = $2,807.
Approximately 5% of the Victim Advocate Supervisor position will be utilized to provide supervision for the
victim advocate position. The supervisor's total salary and benefits equal $32,000.
Program Match Description
Victim Advocate 4
Match Sub -Total
Budget Narrative:
VOCA FTE % 0.724%
Hours per week = 40
Hourly Rate = $43.33
Annual Gross Salary $90,126.40
FICA
Retirement
Health Ins.
Life Ins.
Dental Ins.
Workers Comp
Unemployment
Other
Funding Source Cash or Budget Match
May not be derived from In -Kind Category Amount
Federal Dollars
Local, Public or Private Cash Personnel $97,336.40
$97,336.40
A fourth Victim Advocate's salary including City benefit matching
expenses being used as match,
RATE Employer Reported Match =
Cost
72.399462%
$90,126.40 $65,251.06
0% $0 $0
40.85% $36,816.63 $26,655.06
$5,598.48 $4,053.27
$81.84 $59.25
$99.60 $72.11
0.46% $414.58 $300.15
0% $0 $0
$1,306.00 $945.54
099/13/2017 Page 2 of 3
TOTAL
OFFICE OF THE FLORIDA ATTORNEY GENERAL 1
VOCA 2017-2018
Organization: Miami Beach Police Department
Grant No.: VOCA-2017-Miami Beach Police Depart -00001
VOCA Match Budget: Victim Advocate 4
$134,443.54 $97,336.45
Explanation (if applicable):
Approximately 72.399462 % of City expense for Advocate position 4 will be used as match. City expenses will
include gross salary and City matching benefit expenses. City does not contribute to FICA but it contributes to
Medicare ata rate of 1.45% of gross salary.
09/13/2017 Page 3 of 3