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Backup Documents 10/23/2012 Item #16D10 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP 16 10 TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO 0 THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE ROUTING SLIP Complete routing lines#1 through#4 as appropriate for additional signatures,dates,and/or information needed.If the document is already complete with the exception of the Chairman's signature,draw a line through routing lines#1 through#4,complete the checklist,and forward to Ian Mitchell(line#5). Route to Addressee(s) Office Initials Date (List in routing order) 1. Lisa N. Carr Housing,Human&Veteran LNC 10/23/2012 Services Department 2. 3. 4. Ian Mitchell, Executive Manager Board of County Commissioners "3126112 5. Minutes and Records Clerk of Courts Office 10(25(IZ Z 20.r PRIMARY CONTACT INFORMATION (The primary contact is the holder of the original document pending BCC approval.Normally the primary contact is the person who created/prepared the executive summary.Primary contact information is needed in the event one of the addressees above,including Ian Mitchell,needs to contact staff for additional or missing information.All original documents needing the BCC Chairman's signature are to be delivered to the BCC office only after the BCC has acted to approve the item.) Name of Primary Staff Lisa N.Carr Housing,Human and Veteran Phone Number 252-2339 Contact Services Please call or e-mail for pick up Agenda Date Item was September '— o Agenda Item Number 16.D. 10 Approved by the BCC C - - . 2.'3 � -2.cW2. Type of Document Dept of Justice Office on Violence Against Number of Original 1 Attached Women-Safe Havens Cooperative Documents Attached Agreement INSTRUCTIONS & CHECKLIST Initial the Yes column or mark"N/A"in the Not Applicable column,whichever is Yes N/A(Not appropriate. (Initial) Applicable) 1. Original document has been signed/initialed for legal sufficiency.(All documents to be LNC signed by the Chairman,with the exception of most letters,must be reviewed and signed by the Office of the County Attorney.This includes signature pages from ordinances, resolutions,etc. signed by the County Attorney's Office and signature pages from contracts,agreements,etc.that have been fully executed by all parties except the BCC Chairman and Clerk to the Board and possibly State Officials.) 2. All handwritten strike-through and revisions have been initialed by the County Attorney's LNC Office and all other parties except the BCC Chairman and the Clerk to the Board 3. The Chairman's signature line date has been entered as the date of BCC approval of the LNC document or the final negotiated contract date whichever is applicable. 4. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's LNC signature and initials are required. 5. In most cases(some contracts are an exception),the original document and this routing slip LNC should be provided to Ian Mitchell in the BCC office within 24 hours of BCC approval. Some documents are time sensitive and require forwarding to Tallahassee within a certain time frame or the BCC's actions are nullified.Be aware of your deadlines! 6. The document was approved by the BCC 10/23/2012(enter date)and all changes LNC N/A is not made during the meeting have been incorporated in the attached document.The an option for County Attorney's Office has reviewed the changes,if applicable. line 6. I:Forms/County Forms/BCC Forms/Original Documents Routing Slip WWS Original 9.03.04,Revised 1.26.05,Revised 2.24.05 161310 MEMORANDUM Date: October 25, 2012 To: Lisa Carr, Grants Coordinator Housing, Human & Veteran Services From: Teresa Cannon, Deputy Clerk Minutes & Records Department Re: Department of Justice Office on Violence Against Women — Safe Havens Cooperative Agreement Attached for your records is a copy of the document referenced above, (Item #16D10) approved by the Board of County Commissioners on October 23, 2012. The Minutes and Record's Department will maintain the original in the Board's Official Records. If you have any questions please call me at 252-8411. Thank you 16010 MEMORANDUM To: Ian Mitchell, Executive Manager Board of County Commissions Office FROM: Lisa N. Carr, Grants Coordinat Housing Human and Veteran Services Date: October 23, 2012 Subject: Approved Agenda Item 16.D. 10 Pursuant to the grant agency's instructions the Chairman must sign and date the agreement and initial the special conditions. 16010 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.gfmd @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 16010 Department of Justice e 1'4 Office of Justice Programs "" Office for Civil Rights Washington,D.C. 20531 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 of Justice 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. 16010 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.§42.301-.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 OCR's 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 16Dio Department of Justice ; Office on Violence Against Women Q" �1i� PAGE I OF 10 Cooperative Agreement I.RECIPIENT NAME AND ADDRESS(Including Zip Code) 4.AWARD NUMBER: 2009-CW-AX-K01 I County of Collier 3299 Tamiami 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 IRSNENDOR NO. 8.SUPPLEMENT NUMBER Supplemental 596000561 01 9.PREVIOUS AWARD AMOUNT $350,000 3.PROJECT TITLE 10.AMOUNT OF THIS AWARD $350,000 Collier County Safe Havens Supervised Visitation and Safe Exchange Program 11.TOTAL AWARD $700,E 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 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. ATE 17e-V.- elf I o/z3/z0/2 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 OW FORM 4000/2(REV.5-87)PREVIOUS EDITIONS ARE OBSOLETE. OW FORM 4000/2 .`4-'88 ' Approved as to form & legal Sufchrtcy D at E. BR . ,Clerk ,..,,g �2lwtt. . it :, i , 1 , . l -' _ Assistant County Attorney AtteitjAs,c,to Chs insets z, Ji isi 13. wl4IT£ S tians4Vr-e )I? ,i. 160101 10 1 ,� Department of Justice a 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 maybe 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. OJP FORM 4000/2(REV.4-88) J t1 16010 Department of Justice k,7*-' A Office on Violence Against Women AWARD CONTINUATION SHEET PAGE 3 OF 10 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 http://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.html. 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. OW FORM 4000/2(REV.4-88) 16010 it<Z--- Department of Justice Office on Violence Against Women AWARD CONTINUATION i.1$ SHEET PAGE 4 OF 10 � !y/�;c ;;� 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 1-June 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://grants.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 8650 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. OJP FORM 4000/2(REV.4-88) C._ I 16 Dio Department of Justice ;40. Office on Violence Against Women AWARD CONTINUATION 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 Department of Justice regulation governing"Equal Treatment for Faith Based Organizations"(the"Equal Treatment Regulation").The Equal Treatment Regulation provides in part that Department of Justice grant awards of direct funding may not be used to fund any inherently religious activities,such as worship,religious instruction,or proselytization.Recipients of direct grants may still engage in inherently religious activities,but such activities must be separate in time or place from the Department of Justice funded program,and participation in such activities by individuals receiving services from the grantee or a 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 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. OW FORM 4000/2(REV.4-88) .t 16010 p%'r. Department of Justice ,.'' Office on Violence Against Women AWARD CONTINUATION jr. ` SHEET PAGE 6 OF 10 J = n Cooperative Agreement PROJECT NUMBER 2009-CW-AX-K01 1 AWARD DATE 09/17/2012 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 550 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$25 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- visual 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. OJP FORM 4000/2(REV.4-88) v ..._. 16010 ,, Department of Justice Office on Violence Against Women AWARD CONTINUATION ill, SHEET PAGE 7 OF 10 ;, Cooperative Agreement PROJECT NUMBER 2009-CW-AX-K011 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 beverages served at a working meal if the recipient can justify that provision of the meal is necessary to accomplish 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/portal/content/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. 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-grant.html. 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. I OW FORM 4000/2(REV.4-88) 16p1_ o +i 1 Department of Justice le 1 . Office on Violence Against Women AWARD CONTINUATION ' SHEET PAGE 8 OF 10 tip.,/," 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: . 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. OJP FORM 4000/2(REV.4-88) ` 1 ".it, 16010 ,6„........4.--.,, . Department of Justice � Office on Violence Against Women AWARD CONTINUATION " SHEET PAGE 9 OF 10 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 OV W'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. OW FORM 4000/2(REV.4-88) sY • 16010 ,, Department of Justice Office on Violence Against Women AWARD CONTINUATION ';; SHEET PAGE 10 OF 10 Cooperative Agreement PROJECT NUMBER 2009-CW-AX-K011 AWARD DATE 09/17/2012 SPECIAL CONDITIONS 42. TERMS OF COOPERATIVE AGREEMENT STATEMENT OF RECIPIENT RESPONSIBILITIES(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,batterer's 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 are 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 are 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. OJP FORM 4000/2(REV.4-88)