Agenda 10/23/2012 Item #16D10 10/23/2012 Item 16.D.10.
EXECUTIVE SUMMARY
Recommendation to accept and execute the Safe Havens Supervised Visitation and Safe Exchange
Grant in the amount of$350,000 from the United States Department of Justice, Office on Violence
Against Women and approve the necessary budget amendment to recognize revenue.
OBJECTIVE: To provide visitation and safe exchange services to children and families in
Collier.
CONSIDERATIONS: On March 13, 2012, item number 11K, The Board of County
Commissioners approved the submittal of an application and Memorandum of Understanding for
a 3 year Safe Havens Supervised Visitation and Safe Exchange Grant in the Amount of$350,000
from the United State Department of Justice (DOJ) and authorized the Chairman to execute all
related grant documents required for submittal. This grant cycle will run from October 1, 2012
through September 30, 2015.
The Collier County Housing, Human and Veteran Services Department (HHVS) has partnered
with the Collier County Child Advocacy Council (CCCAC) (dba Child Protection Team) on
three previous Safe Havens awards funded by DOJ, Office on Violence Against Women. A
sub-recipient agreement with CCAC will be brought to the Board of County Commissioners for
future consideration.
Collier County and its collaborative partners, the Shelter of Abused Women and Children, the
David Lawrence Center, Legal Aid Services, the Twentieth Judicial Circuit Court of Florida, and
the Collier County Child Advocacy Council, will use this 36 month award to strengthen and
enhance existing program services at the local supervised visitation center. Funding from this FY
2012-2013 cooperative agreement will enable the collaborative partners to: 1) provide visitation
services for a minimum of 255 families; 2) offer advocacy services to 100% of the adult victims;
and 3) improve the coordinated community response to battered women and their children
utilizing the visitation program. This grant provides for training to visitation staff and local law
enforcement and to court representatives regarding domestic violence issues, child abuse and
neglect and supervised visitation.
This grant requires a commitment from Collier County as the fiscal entity for the project. The
20th Judicial Circuit Court will continue to provide referrals for the supervised visitation services,
and the Collier County Child Advocacy Council will provide the direct services for the
supervised visitation. As Fiscal Entity for the grant, Collier County will be responsible for
ensuring compliance with the programmatic and financial reporting requirements of the Office
on Violence Against Women, and will be required to assume a level of monitoring responsibility
to ensure the Child Advocacy Council is in compliance with all grant requirements.
FISCAL IMPACT: The total grant amount of $350,000 is funded from the Department of
Justice Office on Violence Against Women. The Collier County Housing, Human, and Veteran
Services Department will serve as the fiscal entity and receive $31,015.00 for the administration
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10/23/2012 Item 16.D.10.
of this project. No local County match is required for this grant. These funds will reside in
Human Services Grant Fund 707, Project 33239.
GROWTH MANAGEMENT IMPACT: There is no growth management impact due to this
request.
LEGAL CONSIDERATION: DOJ requires that the term of the Cooperative Agreement
begins on October 1, 2012. This item is legally sufficient and requires a majority vote.—JBW
RECOMMENDATIONS: That the Board of County Commissioners:
1. Authorize the Chairman to approve and accept the grant award in the amount of$350,000
for the Safe Havens: Supervised Visitation and Safe Exchange Grant.
2. Authorize the Chairman to sign and initial the Cooperative Agreement.
3. Approve a budget amendment in the amount of$350,000.
Prepared by: Lisa N. Can, Grants Coordinator, Housing, Human and Veteran Services
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10/23/2012 Item 16.D.10.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.10.
Item Summary: Recommendation to accept and execute the Safe Havens Supervised
Visitation and Safe Exchange Grant in the amount of$350,000 from the United States
Department of Justice, Office on Violence Against Women and approve the necessary budget
amendment to recognize revenue.
Meeting Date: 10/23/2012
Prepared By
Name: CarrLisa
Title: SHIP Program Coordinator
10/5/2012 1:29:34 PM
Approved By
Name: SonntagKristi
Date: 10/5/2012 2:30:26 PM
Name: GrantKimberley
Title: Interim Director,HHVS
Date: 10/7/2012 10:31:46 AM
Name: AlonsoHailey
Title: Operations Analyst,Public Service Division
Date: 10/8/2012 8:44:10 AM
Name: AckermanMaria
Title: Senior Accountant, Grants
Date: 10/8/2012 12:43:14 PM
Name: CamellSteve
Title: Director-Purchasing/General Services,Purchasing
Date: 10/11/2012 9:07:55 AM
Name: WhiteJennifer
Title: Assistant County Attorney,County Attorney
Date: 10/11/2012 9:41:51 AM
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10/23/2012 Item 16.D.10.
Name: KlatzkowJeff
Title: County Attorney
Date: 10/11/2012 10:16:14 AM
Name: PryorCheryl
Title: Management/Budget Analyst, Senior,Office of Management&Budget
Date: 10/12/2012 2:27:24 PM
Name: StanleyTherese
Title: Management/Budget Analyst, Senior,Office of Management&Budget
Date: 10/14/2012 6:32:04 PM
Name: KlatzkowJeff
Title: County Attorney
Date: 10/15/2012 8:59:35 AM
Name: OchsLeo
Title: County Manager
Date: 10/15/2012 11:36:45 AM
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10/23/2012 Item 16.D.10.
Department of Justice
Office on Violence Against Women
September 17,2012 Washington,D.C. 20531
Mr.Fred Coyle
County of Collier
3299 Tamiami Trail East,Ste.202
Naples,FL 34112-3969
Dear Mr.Coyle:
On behalf of Attorney General Eric Holder,it is my pleasure to inform you that the Office on Violence Against Women has
approved your application for funding under the Safe Havens:Supervised Visitation and Safe Exchange Grant Program in the
amount of$350,000 for County of Collier. This award provides the opportunity for recipients to develop and strengthen
effective responses to violence against women. This cooperative agreement supports supervised visitation and safe exchange
options for families with a history of domestic violence,dating violence,sexual assault,child abuse and stalking.
Enclosed you will find the award package. This award is subject to all administrative and financial requirements,including the
timely submission of all financial and programmatic reports,resolution of all interim audit findings,and the maintenance of a
minimum level of cash-on-hand. Should you not adhere to these requirements,you will be in violation of the terms of this
agreement and the award will be subject to termination for cause or other administrative action as appropriate.
If you have questions regarding this award,please contact Michelle B.Dodge at(202)353-7345. For financial grants
management questions,contact the OVW Grants Financial Management Division at(202)514-8556,or by e-mail at
ovw.gfind @usdoj.gov. For payment questions,contact the Office of the Chief Financial Officer,Customer Service Center
(CSC)at(800)458-0786,or by email at ask.ocfo@usdoj.gov.
Congratulations,and we look forward to working with you.
Sincerely,
Bea Hanson
Acting Director
Enclosures
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10/23/2012 Item 16.D.10.
• Department of Justice
Office of Justice Programs
Office for Civil Rights
Washington,D.C. 2053!
September 17,2012
Mr.Fred Coyle
County of Collier
3299 Tamiami Trail East,Ste.202
Naples,FL 34112-3969
Dear Mr.Coyle:
Congratulations on your recent award.In establishing financial assistance programs,Congress linked the receipt of Federal funding to
compliance with Federal civil rights laws.The Office for Civil Rights(OCR),Office of Justice Programs(OJP),U.S.Department ofJustice
is responsible for ensuring that recipients of financial aid from OJP,its component offices and bureaus,the Office on Violence Against
Women(OVW),and the Office of Community Oriented Policing Services(COPS)comply with applicable Federal civil rights statutes and
regulations.We at OCR are available to help you and your organization meet the civil rights requirements that come with Justice
Department funding.
Ensuring Access to Federally Assisted Programs
As you know,Federal laws prohibit recipients of financial assistance from discriminating on the basis of race,color,national origin,
religion,sex,or disability in funded programs or activities,not only in respect to employment practices but also in the delivery of services or
benefits.Federal law also prohibits funded programs or activities from discriminating on the basis of age in the delivery of services or
benefits.
Providing Services to Limited English Proficiency(LEP)Individuals
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 limited
English proficiency(LEP).For more information on the civil rights responsibilities that recipients have in providing language services to
LEP individuals,please see the website at http://www.lep.gov.
Ensuring Equal Treatment for Faith-Based Organizations
The Department of Justice has published a regulation specifically pertaining to the funding of faith-based organizations.In general,the
regulation,Participation in Justice Department Programs by Religious Organizations;Providing for Equal Treatment of all Justice
Department Program Participants,and known as the Equal Treatment Regulation 28 C.F.R.part 38,requires State Administering Agencies
to treat these organizations the same as any other applicant or recipient.The regulation prohibits State Administering Agencies from making
award or grant administration decisions on the basis of an organization's religious character or affiliation,religious name,or the religious
composition of its board of directors.
The regulation also prohibits faith-based organizations from using financial assistance from the Department of Justice to fund inherently
religious activities.While faith-based organizations can engage in non-funded inherently religious activities,they must be held separately
from the Department of Justice funded program,and customers or beneficiaries cannot be compelled to participate in them.The Equal
Treatment Regulation also makes clear that organizations participating in programs funded by the Department of Justice are not permitted to
discriminate in the provision of services on the basis of a beneficiary's religion.For more information on the regulation,please see OCR's
website at http://www.ojp.usdoj.gov/ocr/etfbo.htm.
State Administering Agencies and faith-based organizations should also note that the Safe Streets Act,as amended;the Victims of Crime
Act,as amended;and the Juvenile Justice and Delinquency Prevention Act,as amended,contain prohibitions against discrimination on the
basis of religion in employment.Despite these nondiscrimination provisions,the Justice Department has concluded that the Religious
Freedom Restoration Act(RFRA)is reasonably construed,on a case-by-case basis,to require that its funding agencies permit faith-based
organizations applying for funding under the applicable program statutes both to receive DOJ funds and to continue considering religion
when hiring staff,even if the statute that authorizes the funding program generally forbids considering of religion in employment decisions
by grantees.
Questions about the regulation or the application of RFRA to the statutes that prohibit discrimination in employment may be directed to this
Office.
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10/23/2012 Item 16.D.10.
Enforcing Civil Rights Laws
All recipients of Federal financial assistance,regardless of the particular funding source,the amount of the grant award,or the number of
employees in the workforce,are subject to the prohibitions against unlawful discrimination.Accordingly,OCR investigates recipients that
are the subject of discrimination complaints from both individuals and groups.In addition,based on regulatory criteria,OCR selects a
number of recipients each year for compliance reviews,audits that require recipients to submit data showing that they are providing services
equitably to all segments of their service population and that their employment practices meet equal employment opportunity standards.
Complying with the Safe Streets Act or Program Requirements
In addition to these general prohibitions,an organization which is a recipient of financial assistance subject to the nondiscrimination
provisions of the Omnibus Crime Control and Safe Streets Act(Safe Streets Act)of 1968,42 U.S.C.§3789d(c),or other Federal grant
program requirements,must meet two additional requirements:(1)complying with Federal regulations pertaining to the development of an
Equal Employment Opportunity Plan(EEOP),28 C.F.R.§42301-.308,and(2)submitting to OCR Findings of Discrimination(see 28
C.F.R.§§42.205(5)or 31.202(5)).
1) Meeting the EEOP Requirement
In accordance with Federal regulations,Assurance No.6 in the Standard Assurances,COPS Assurance No.8.B,or certain Federal grant
program requirements,your organization must comply with the following EEOP reporting requirements:
If your organization has received an award for$500,000 or more and has 50 or more employees(counting both full-and part-time
employees but excluding political appointees),then it has to prepare an EEOP and submit it to OCR for review within 60 days from the
date of this letter.For assistance in developing an EEOP,please consult OCRs website at http://www.ojp.usdoj.gov/ocr/eeop.htm. You
may also request technical assistance from an EEOP specialist at OCR by dialing(202)616-3208.
If your organization received an award between$25,000 and$500,000 and has 50 or more employees,your organization still has to prepare
an EEOP,but it does not have to submit the EEOP to OCR for review.Instead,your organization has to maintain the EEOP on file and
make it available for review on request.In addition,your organization has to complete Section B of the Certification Form and return it to
OCR.The Certification Form can be found at http://www.ojp.usdoj.gov/ocr/eeop.htm.
If your organization received an award for less than$25,000;or if your organization has less than 50 employees,regardless of the amount of
the award;or if your organization is a medical institution,educational institution,nonprofit organization or Indian tribe,then your
organization is exempt from the EEOP requirement.However,your organization must complete Section A of the Certification Form and
return it to OCR.The Certification Form can be found at http://www.ojp.usdoj.gov/ocr/eeop.htm.
2) Submitting Findings of Discrimination
In the event a Federal or State court or Federal or State administrative agency makes an adverse finding of discrimination against your
organization after a due process hearing,on the ground of race,color,religion,national origin,or sex,your organization must submit a copy
of the finding to OCR for review.
Ensuring the Compliance of Subrecipients
If your organization makes subawards to other agencies,you are responsible for assuring that subrecipients also comply with all of the
applicable Federal civil rights laws,including the requirements pertaining to developing and submitting an EEOP,reporting Findings of
Discrimination,and providing language services to LEP persons.State agencies that make subawards must have in place standard grant
assurances and review procedures to demonstrate that they are effectively monitoring the civil rights compliance of subrecipients.
If we can assist you in any way in fulfilling your civil rights responsibilities as a recipient of Federal funding,please call OCR at(202)307-
0690 or visit our website at http://www.ojp.usdoj.gov/ocr/.
Sincerely,
Michael L.Alston
Director
cc: Grant Manager
Financial Analyst
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10/23/2012 Item 16.D.10.
Department of Justice
Office on Violence Against Women
PAGE 1 OF 10
Cooperative Agreement
I.RECIPIENT NAME AND ADDRESS(Including Zip Code) 4.AWARD NUMBER: 2009-CW-AX-K011
County of Collier
3299 Tsunami Trail East,Ste.202 5.PROJECT PERIOD:FROM 10/01/2009 TO 09/30/2015
Naples,FL 34112-3969
BUDGET PERIOD:FROM 10/01/2009 TO 09/30/2015
6.AWARD DATE 09/17/2012 7.ACTION
IA.GRANTEE IRS/VENDOR NO. 8.SUPPLEMENT NUMBER Supplemental
596000561 01
9.PREVIOUS AWARD AMOUNT S 350,000
3.PROJECT TITLE 10.AMOUNT OF THIS AWARD S 350,000
Collie County Safe Havens Supervised Visitation and Safe Exchange
Program II.TOTAL AWARD S 700,000
12.SPECIAL CONDITIONS
THE ABOVE GRANT PROJECT IS APPROVED SUBJECT TO SUCH CONDITIONS OR LIMITATIONS AS ARE SET FORTH
ON THE ATTACHED PAGE(S).
13.STATUTORY AUTHORITY FOR GRANT
This project is supported under 42 U.S.C.10420(OVW•Supervised Visitation)
15.METHOD OF PAYMENT
GPRS
AGENCY APPROVAL MENEM GRANTEE ACCEPTANCE
16.TYPED NAME AND TITLE OF APPROVING OFFICIAL 18.TYPED NAME AND TITLE OF AUTHORIZED GRANTEE OFFICIAL
Bea Hanson Fred Coyle
Commissioner
Acting Director
17.SIGNATURE OF APPROVING OFFICIAL 19.SIGNATURE OF AUTHORIZED RECIPIENT OFFICIAL 19A.DATE
AGENCY USE ONLY
20.ACCOUNTING CLASSIFICATION CODES 21. CW 12D00006
FISCAL FUND BUD. DIV.
YEAR CODE ACT. OFC. REG. SUB. POMS AMOUNT
X A CW 29 00 00 350000
OJP FORM 4000/2(REV.5-87)PREVIOUS EDITIONS ARE OBSOLETE.
OW FORM 4000t2(REV.448) Approved roved as to form &legal SufllolaflCy
ATTEST:
DWIGHT E. BROCK Clark . ( )t) 1
Assistant County Attorney
3 )I� w
By: AJ � � 1T£
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•
Department of Justice
? " 5� ^. Office on Violence Against Women AWARD CONTINUATION
` SHEET PAGE 2 OF 10
Cooperative Agreement
PROJECT NUMBER 2009-CW-AX-K011 AWARD DATE 09/17/2012
SPECIAL CONDITIONS
1. The recipient agrees to comply with the financial and administrative requirements set forth in the current edition of the
Office on Violence Against Women(OVW)Financial Grants Management Guide,
2. The recipient acknowledges that failure to submit an acceptable Equal Employment Opportunity Plan(if recipient is
required to submit one pursuant to 28 C.F.R.Section 42.302),that is approved by the Office for Civil Rights,is a
violation of its Certified Assurances and may result in suspension or termination of funding,until such time as the
recipient is in compliance.
3. The recipient agrees to comply with the organizational audit requirements of OMB Circular A-133,Audit of States,
Local Governments,and Non-Profit Organizations,and further understands and agrees that funds may be withheld,or
other related requirements may be imposed,if outstanding audit issues(if any)from OMB Circular A-133 audits(and
any other audits of DOJ grant funds)are not satisfactory and promptly addressed as further described in the current
edition of the OVW Financial Grants Management Guide.
4. Recipient 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 OVW,in order to avoid violation of 18 USC§1913. The recipient may,however,use
federal funds to collaborate with and provide information to Federal,State,local,tribal and territorial public officials
and agencies to develop and implement policies to reduce or eliminate domestic violence,dating violence,sexual
assault,and stalking(as those terms are defined in 42 USC 13925(a))when such collaboration and provision of
information is consistent with the activities otherwise authorized under this grant program.
5. The recipient must promptly refer to the DOJ OIG any credible evidence that a principal,employee,agent,contractor,
subgrantee,subcontractor,or other person has either 1)submitted a false claim for grant funds under the False Claims
Act;or 2)committed a criminal or civil violation of laws pertaining to fraud,conflict of interest,bribery,gratuity,or
similar misconduct involving grant funds. This condition also applies to any subrecipients. Potential fraud,waste,
abuse,or misconduct should be reported to the OIG by-
mail:
Office of the Inspector General
U.S.Department of Justice
investigations Division
950 Pennsylvania Avenue,N.W.
Room 4706
Washington,DC 20530
e-mail:oig.hotline @usdoj.gov
hotline:(contact information in English and Spanish):(800)869-4499
or hotline fax:(202)616-9881
Additional information is available from the DOJ OIG website at www.usdoj.gov/oig.
6. Recipient understands and agrees that it cannot use any federal funds,either directly or indirectly,in support of any
contract or subaward to either the Association of Community Organizations for Reform Now(ACORN)or its
subsidiaries,without the express prior written approval of OVW.
OW FORM 4000/2(REV.4-88)
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10/23/2012 Item 16.D.10.
Department of Justice
<S Office on Violence Against Women AWARD CONTINUATION
t�
SHEET PAGE 3 OF 10
= 11` Cooperative Agreement
PROJECT NUMBER 2009-CW-AX-K011 AWARD DATE 09/17/2012
SPECIAL CONDITIONS
7. The recipient agrees to comply with any additional requirements that may be imposed during the grant performance
period if the agency determines that the recipient is a high-risk grantee.Cf.28 C.F.R.parts 66,70.
8. The recipient agrees to comply with applicable requirements regarding Central Contractor Registration(CCR)and
applicable restrictions on subawards to first-tier subrecipients that do not acquire and provide a Data Universal
Numbering System(DUNS)number. The details of recipient obligations are posted on the Office on Violence Against
Women web site at http://www.ovw.usdoj.gov/docs/ccr-award-term.pdf(Award condition:Central Contractor
Registration and Universal Identifier Requirements),and are incorporated by reference here. This special condition
does not apply to an award to an individual who received the 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).
9. Pursuant to Executive Order 13513;"Federal Leadership on Reducing Text Messaging While Driving,"74 Fed.Reg. •
51225(October 1,2009),the Department encourages recipients and sub recipients to adopt and enforce policies
banning employees from text messaging while driving any vehicle during the course of performing work funded by this
grant,and to establish workplace safety policies and conduct education,awareness,and other outreach to decrease
crashes caused by distracted drivers.
10. The recipient understands and agrees that any training or training materials developed or delivered with funding
provided under this award must adhere to the OVW Training Guiding Principles for Grantees and Subgrantees,
available at httpl/www.ovw.usdoj.gov/grantees.htmL
11. The recipient agrees to comply with all applicable laws,regulations,policies,and guidance(including specific cost
limits,prior approval and reporting requirements,where applicable)governing the use of federal funds for expenses
related to conferences(which is defined to include meetings,retreats,seminars,symposiums,trainings,and other
events),including the provision of food and/or beverages at such events,and costs of attendance at such events.
Information on pertinent laws,regulations,policies,and guidance is available at
http://www.ovw.usdoj.gov/grantees.htrnl.
12. The grantee agrees to comply with all relevant statutory and regulatory requirements which may include,among other
relevant authorities,the Violence Against Women Act of 1994,P.L.103-322,the Violence Against Women Act of
2000,P.L.106-386,the Omnibus Crime Control and Safe Streets Act of 1968,42 U.S.0 3711 et seq.,the Violence
Against Women and Department of Justice Reauthorization Act of 2005,P.L.109-162,and OV W s implementing
regulations at 28 CFR Part 90.
13. The grantee must be in compliance with specifications outlined in the solicitation under which the approved application
was submitted. The program solicitation is hereby incorporated by reference into this award.
14. The recipient understands and agrees that misuse of award funds may result in a range of penalties,including
suspension of current and future funds,suspension or debarment from federal grants,recoupment of monies provided
under an award,and civil and/or criminal penalties.
15. Grant funds may be used only for the purposes in the recipient's approved application. The recipient shall not
undertake any work or activities that are not described in the grant application,and that use staff;equipment,or other
goods or services paid for with OVW grant funds,without prior written approval from OVW.
16. The Director of OVW,upon a finding that there has been substantial failure by the recipient to comply with applicable
laws,regulations,and/or the terms and conditions of the award or relevant solicitation,will terminate or suspend until
the Director is satisfied that there is no longer such failure,all or part of the award,in accordance with the provisions of
28 CFR Part 18,as applicable mutatis mutandis.
OJP FORM 40002(REY.4-88)
cgvj
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Department of Justice
r ►. ;
Office on Violence Against Women AWARD CONTINUATION
SHEET PAGE 4 OF ID
Cooperative Agreement
PROJECT NUMBER 2009-CW-AX-K011 AWARD DATE 09/17/2012
SPECIAL CONDITIONS
17. The grantee agrees that if they receive any funding that is duplicative of funding received under this grant,they will
notify their OVW grant manager as soon as possible and a Grant Adjustment Notice(GAN)will be issued changing the
budget to eliminate the duplication,and the grantee agrees and understands that any duplicative funding will be
deobligated from its award and returned to OVW.
18. The grantee agrees to submit semiannual progress reports that describe project activities during the reporting period.
Progress reports must be submitted within 30 days after the end of the reporting periods,which are January I-Jtme 30
and July 1-December 31 for the duration of the award.Future awards may be withheld if progress reports are
delinquent.Grantees are required to submit this information online,through the Grants Management System(GMS),on
the semi-annual progress report for the relevant OVW grant programs.
• 19. Under the Government Performance and Results Act(GPRA)and VAWA 2000,grantees are required to collect and
maintain data that measure the effectiveness of their grant-funded activities. Accordingly,the grantee agrees to submit
semi-annual electronic progress reports on program activities and program effectiveness measures. Information that
grantees must collect under GPRA and VAWA 2000 includes,but is not limited to:1)number of persons served;2)
number of persons seeking services who could not be served;3)number of supervised visitation and exchange centers
supported by the program;4)number of supervised visits between parents and children;and 5)number of supervised
exchanges between parents and children.
20. A final report,which provides a summary of progress toward achieving the goals and objectives of the award,
significant results,and any products developed under the award,is due 90 days after the end of the award. The Final
Progress Report should be submitted to the Office on Violence Against Women through the Grants Management
System with the Report Type indicated as"Final".
21. The recipient agrees that it will submit quarterly financial status reports to OVW on-line(at
https:/lgrants.ojp.usdoj.gov)using the SF 425 Federal Financial Report form(available for viewing at
www.whitehouse.gov/omb/grants/standard_forms/ff_report.pdf),not later than 30 days after the end of each calendar
quarter.The final report shall be submitted not later than 90 days following the end of the award period.
22. Funds allocated for OVW-sponsored technical assistance may not be used for any other purpose without prior approval
by OVW. To request approval,grantees must submit a Program Office Approval Grant Adjustment Notice(GAN)via
the Grants Management System(GMS). The grantee must include a copy of the event's brochure,curriculum and/or
agenda,a description of the hosts or trainers,and an estimated breakdown of costs should be attached to the GAN. The
GAN request must be submitted to OVW at least 20 days prior to registering for the event. Approval to attend non-
OVW sponsored events will be considered on a case-by-case basis. This prior approval process also applies to
requests for the use of OVW-designated technical assistance funds to pay an outside consultant or contractor to
develop training.
23. First-time grantees must agree to send key staff members to the OVW grantee orientation seminar. Additionally,if
there is a change in the project director/coordinator during the grant period,the grantee agrees,at the earliest
opportunity,to send the new project director/coordinator,regardless of prior experience with this or any other federal
award,to an OVW grantee orientation seminar.
24. Approval of this award does not indicate approval of any consultant rate in excess of$650 per day. A detailed
justification must be submitted to and approved by the Office on Violence Against Women prior to obligation or
expenditure of such funds.
OW FORM 4000/2(REV.4-88)
‘‘‘)
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10/23/2012 Item 16.D.10.
r;r Department of Justice oalik
Fe�, r Office on Violence Against Women AWARD CONTINUATION
84, SHEET PAGE 5 OF 10 � .
__ . ,,,,■ Cooperative Agreement
PROJECT NUMBER 2009-CW-AX-K011 AWARD DATE 09/17/2012
SPECIAL CONDITIONS
25. The recipient agrees to submit one copy of all required reports and any other written materials or products that are
funded under this project not less than twenty(20)days prior to public release for OVW review and approval. Prior
review and approval of all such material is required if project funds are to be used to publish or distribute any written
material developed under this award.
26. All materials and publications(written,visual,or sound)resulting from award activities shall contain the following
statements:"This project was supported by Grant No. awarded by the Office on Violence
Against Women,U.S.Department of Justice. The opinions,findings,conclusions,and recommendations expressed in
this publication/program/exhibition are those of the author(s)and do not necessarily reflect the views of the Department
of Justice,Office on Violence Against Women.
27. The grantee agrees to comply with the applicable requirements of 28 C.F.R.Part 38,the Departinent of Justice
regulation governing"Equal Treatment for Faith Based Organizations"(the"Equal Treatment Regulation").The Equal
Treatment Regulation provides in part that Department of Justice grant awards of direct funding may not be used to
fund any inherently religious activities,such as worship,religious instruction,or proselytization.Recipients of direct
grants may still engage in inherently religious activities,but such activities must be separate in time or place from the
Department of Justice funded program,and participation in such activities by individuals receiving services from the
grantee or a sub-grantee must be voluntary.The Equal Treatment Regulation also makes clear that organizations
participating in programs directly funded by the Department of Justice are not permitted to discriminate in the provision
of services on the basis of a beneficiary's religion.
28. The grantee agrees that grant funds will not support activities that compromise victim safety and recovery,such as:
procedures or policies that exclude victims from receiving safe shelter,advocacy services,counseling,and other
assistance based on their actual or perceived sex,age,immigration status,race,religion,sexual orientation,gender 00%
identity,mental health condition,physical health condition,criminal record,work in the sex industry,or the age and/or
sex of their children;pre-trial diversion programs not approved by OVW or the placement of offenders in such
programs;mediation,couples counseling,family counseling or any other manner of joint victim-offender counseling,
mandatory counseling for victims,penalizing victims who refuse to testify,or promoting procedures that would require
victims to seek legal sanctions against their abusers(e.g.,seek a protection order,file formal complaint);the placement
of perpetrators in anger management programs;or any other activities outlined in the solicitation under which the
approved application was submitted.
29. The grantee agrees to submit for OVW review and approval any anticipated addition of,removal of;or change in
collaborating partner agencies or individuals who are signatories of the Memorandum of Understanding,and if
applicable,the Internal Memorandum of Agreement.
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Office on Violence Against Women AWARD CONTINUATION
: SHEET PAGE 6 OF 10
Cooperative Agreement
PROJECT NUMBER 2009-CW-AX-K011 AWARD DATE 09/172012
SPECIAL CONDITIONS
30. Pursuant to 28 CFR§66.34,the Office on Violence Against Women reserves a royalty-free,nonexclusive,and
irrevocable license to reproduce,publish or otherwise use,and to authorize others to use,in whole or in part(including
in the creation of derivative works),for Federal Government purposes:
(a) any work that is subject to copyright and was developed under this award,subaward,contract or subcontract
pursuant to this award;and
(b)any work that is subject to copyright for which ownership was purchased by a recipient,subrecipient or a contractor
with support under this award.
In addition,the recipient(or subrecipient,contractor or subcontractor)must obtain advance written approval from the
Office on Violence Against Women program manager assigned to this award,and must comply with all conditions
specified by the program manager in connection with that approval before:1)using award funds to purchase ownership
of,or a license to use,a copyrighted work:or 2)incorporating any copyrighted work,or portion thereof,into a new
work developed under this award.
It is the responsibility of the recipient(and of each subrecipient,contractor or subcontractor as applicable)to ensure
that this condition is included in any subaward,contract or subcontract under this award.
31. The cost allowed for logistical conference planning(this is applicable regardless of whether the recipient is planning
in-house or is contracting with an outside conference planner)is limited to$50 for each attendee(costs of trainers,
instructors,presenters and facilitators are to be included as attendees when calculating the planning threshold),not to
exceed a cumulative total of$8,750. For example,if the number of attendees at a conference is 100,the cost allowed
for a logistical planner is$5,000($50 X 100 attendees). Indirect cost rates must be applied to conference planning
costs in accordance with negotiated agreements and must be included when calculating the planning thresholds.If it is
expected that the conference planning will meet these limitations,no further justification is required. If these
limitations are expected to be exceeded,the recipient must justify the costs in writing and those costs must be approved
by the Office on Violence Against Women before the recipient proceeds with the logistical planning.
32. The cost allowed for programmatic conference planning(this is applicable regardless of whether the recipient is
planning in-house or is contracting with an outside programmatic conference planner)is limited to$200 for each
attendee(costs of trainers,instructors,presenters and facilitators are to be included as attendees when calculating the
planning threshold)not to exceed a cumulative cost total of$35,000. For example,if the number of attendees at the
conference is 100,the cost allowed for a programmatic planner is$20,000($200 X 100 attendees). Indirect cost rates
must be applied to conference planning costs in accordance with negotiated agreements and must be included when
calculating the planning thresholds.If these limitations are met,no further justification or approval is required. If it is
expected that these limitations will be exceeded,the costs must be justified in writing and approved by the Office on
Violence Against Women before the recipient proceeds with the programmatic planning.
33. Recipients must limit the cost of conference space and audio-visual equipment to S25 per day per attendee,not to
exceed a total of$20,000 for the conference. Indirect cost rates must be applied to conference space and audio-visual
equipment costs in accordance with negotiated agreements,and must be included when calculating this threshold. If
these limitations are going to be exceeded the recipient must submit a justification,in writing to the Office on Violence
Against Women for approval before the recipient enters into any contract for the use of conference space and audio-
visuaI equipment.
34. Trinkets(items such as hats,mugs,portfolios,t-shirts,coins,etc.,regardless of whether they include the conference
name or logo)must not be purchased with funds made available under this agreement. Basic supplies that are
necessary for use during the conference(e.g.,pens,paper,name tags)may be purchased.
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` Cooperative Agreement
PROJECT NUMBER 2009-CW-Ax-x011 AWARD DATE 09/17/2012
SPECIAL CONDITIONS
35. Funds made available under this agreement may not be used for costs of entertainment,including amusement,
diversion,social activities and any costs directly associated with such costs(such as tickets to shows or sports events,
meals,lodging,rentals,transportation,and gratuities).
36. Subject to OVW prior approval,and under limited circumstances,OVW funds may be used to purchase food and/or
beverages for meals served during a meeting,conference or training. Under no circumstances may OVW funds be used
to purchase food and/or beverages for refreshment breaks. OVW may approve the use of funds to purchase food and/or 1
beverages served at a working meal if the recipient can justify that provision of the meal is necessary to accomplish 1
official business and enhance the cost effectiveness of the conference, For example,a meal may be permissible where
the conference would need to be extended if the working meal is not provided.
Furthermore,if a meal is approved by OVW,the cost of any individual meal,plus taxes and any hotel service costs
(e.g.,labor cost for room setup),must not exceed 150 percent of the General Services Administration(GSA)Meals and
Incidental Expenses(M&IE)rate for that meal in that locality per attendee. OVW strongly encourages costs to stay at
or below 100%of the applicable per diem rate for any meal provided,including any service costs.The current GSA
M&IE rate breakdown by meal and by locality can be found at http://www.gsa.gov/portallcontent/101518. This
restriction does not impact direct payment of per diem amounts to individuals in a travel status under your
organizations travel policy.
37. The recipient must complete and submit the Conference and Events Approval Form to OVW for review and approval
prior to entering into any contract(with the exception of logistical or programmatic planning contracts)or expending
any funds for any meeting,conference,training,or other event.
Wiz,<'
38. Within 30 days after the end of any conference,meeting,retreat,seminar,symposium,training activity,or similar event
funded under this award,and the total cost of which exceeds$20,000 in award funds,the recipient must provide the
program manager with a completed Conference and Events Reporting Form found at
http://www.ovw.usdoj.gov/receive-granthtml.
39. The recipient understands that all OVW awards are subject to the National Environmental Policy Act(NEPA,42
U.S.C.section 4321 et seq.)and other related Federal laws(including the National Historic Preservation Act),if
applicable.The recipient agrees to assist OVW in carrying out its responsibilities under NEPA and related laws,if the
recipient plans to undertake any activity that triggers these requirements,such as renovation or construction.(See 28
C.F.R.Part 61,App.D.)The recipient also agrees to comply with all Federal,State,and local environmental laws and
regulations applicable to the development and implementation of the activities to be funded under this award. The
recipient understands that this may include renovations that are recommended by OVW to enhance safe outcomes of a
project even when those renovations are supported with funds outside of the OVW award.
•
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,'rte SHEET PAGE 8 OF ID
Cooperative Agreement
PROJECT NUMBER 2009-CW-AX-K011 AWARD DATE 09/17/2012
SPECIAL CONDITIONS
40. TERMS OF COOPERATIVE AGREEMENT
The Office on Violence Against Women(OVW)has elected to enter into a Cooperative Agreement with Collier
County and its project partners to increase available supervised visitation and safe exchange services for victims of
domestic violence,child abuse,sexual assault,teen dating violence,and stalking. This decision reflects a strong mutual
interest in increasing the safety and well-being of victims and their children during supervised visitations and safe
exchanges. The award recipient acknowledges that OVW will play a substantial role in shaping and monitoring the
project.
STATEMENT OF FEDERAL INVOLVEMENT
The Office on Violence Against Women(OVW)will:
1. Provide the services of a Federal Program Specialist as a single point of contact for the administration of this
cooperative agreement.
2. Monitor program development and implementation,and fulfill an oversight function regarding the project
3. Review and approve content and format of the materials produced in conjunction with this project.
4. Provide input,re-direct the project as needed,and actively monitor the project by methods including but not limited
to ongoing contact with the recipient.
5. Approve sites and dates of all project related activities.
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Cooperative Agreement
PROJECT NUMBER 2009-CW-AX-K011 AWARD DATE 09/17/2012
SPECIAL CONDITIONS
41. TERMS OF COOPERATIVE AGREEMENT
STATEMENT OF RECIPIENT RESPONSIBILITIES
Collier County will comply with all terms and conditions in this cooperative agreement,including those described
below.
Collier County will work collaboratively,in each step of the planning and implementation phases of the project,with
the Shelter for Abused Women and Children,the Twentieth Judicial Circuit Court of Florida,and the Collier County
Child Advocacy Council.
Recipients will: .
1. Work closely with OVW in the development and implementation of this project.
2. Ensure that a multi-disciplinary team participates in project development and implementation. The multi-
disciplinary team should include representatives from the grantee agency,the state or local court,and the domestic
violence/sexual assault agency. Representatives will participate in the consulting committee,attend meetings and
institutes as designated by OVW,and substantially participate in the planning and implementation of visitation and
exchanges services as outlined by the grant program.
3. Identify a representative of the grantee agency to serve as project coordinator. This representative will substantially
participate in all aspects of the grant project,coordinate development and implementation activities,and attend
meetings and institutes as designated by OVW.
4. Work cooperatively and collaboratively with OVW's technical assistance provider(s)for the Supervised Visitation
Grant Program,throughout the term of this agreement.
5. Attend the New Grantee Orientation. The orientation will provide grant and financial management information,
content training,and an opportunity for exchange and coalition building among award recipients.
6. Participate in all OVW funded technical assistance opportunities related to the Supervised Visitation Grant Program,
including but not limited to: grantee meetings,on-site technical assistance,and site visits.
7. Ensure that grant funds will be used to support supervised visitation and safe exchange of children by and between
parents in situations involving domestic violence,child abuse,sexual assault,or stalking. The grantee may not use
grant funds to support individual counseling,family counseling,parent education,support groups or therapeutic
supervision. The grantee may not require victims to attend or use parent education or other program services.
8. Ensure that grant funds will not be used to provide off-site or overnight visitation services. Off-site visitation
includes but is not limited to: any monitored visit between a child and a non-custodial parent that occurs outside the
premises of the visitation center. Overnight visitation includes but is not limited to: any monitored visit between a
child and a non-custodial parent that occurs outside of the normal operating hours of the visitation center.
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51\ Office on Violence Against Women AWARD CONTINUATION
SHEET PAGE 10 OF 10
= 1` Cooperative Agreement
PROJECT NUMBER 2009-CW-AX-K011 AWARD DATE 09/17/2012
SPECIAL CONDITIONS
42. TERMS OF COOPERATIVE AGREEMENT
STATEMENT OF RECIPIENT RESPONSIBILri lhS(continued)
9. Develop formal affiliations with organizations that will be able to provide services and consultation to the programs
in their work with children and parents. Accordingly,grantees must establish a consulting committee that includes
experts in the following fields: child abuse and neglect,mental health,batterees intervention,law enforcement,child
protection services,and advocacy for victims of domestic violence,dating violence,stalking and sexual assault.
10. Develop and implement adequate security measures,including but not limited to: adequate facilities,procedures,
and personnel capable of preventing violence,for the operation of supervised visitation programs or safe exchange.
Any substantial change or revision to center facilities(including location)and/or policies and protocols must be
submitted to OVW for review and approval.
11. Ensure that if fees am charged for use of programs or services,any fees charged must be based on the income of
the individuals using the programs or services,unless otherwise provided by court order.
12. Ensure that the grant project is developed and implemented in a manner that is consistent with the Guiding
Principles of the Supervised Visitation Program. The Guiding Principles embody the statutory requirements and
objectives of the Supervised Visitation Program. They are intended to guide practice for OVW grantees. The
standards and practices included within the Guiding Principles are considered to be good practice when addressing the
needs of victims and their children. Centers funded under the Supervised Visitation Program can and are encouraged to
go beyond the practices outline within the Guiding Principles.
13. Agree not to engage in activities which compromise victim safety,including but not limited to: a)requiring adult
victims to participate in mediation or family counseling;b)providing visitation or exchange services which do not
account for the safety of adult victims;c)requiring a court order in order to access visitation and/or exchange services;
and d)providing custody evaluations or court reports based on subjective information and opinions of center staff and
volunteers.
14. Demonstrate that each visitation/exchange center involved in a multi jurisdictional project meets the statutory and
minimum requirements of the Supervised Visitation Program. In addition,each center must operate as a separate
facility for a minimum of 20 hours per week.
15. Obtain approval from OVW before implementing any substantial changes to the project,including but not limited
to adding or removing a core project partner or changing the location where services arc provided.
43. The recipient's budget is pending review and approval. The recipient may obligate,expend and draw down funds for
travel related expenses to attend OVW-sponsored technical assistance events up to$10,000. Remaining funds will not
be available for draw down until the Office on Violence Against Women,Grants Financial Management Division has
approved the budget and budget narrative,and a Grant Adjustment Notice has been issued removing this special
condition. Any obligations or expenditures incurred by the recipient prior to the budget being approved are made at the
recipient's own risk.
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