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FLAIR ID:
S0116
Long Title:
Central Florida CrimeLine, Inc.
Total Amount:
$532,873.83
Paid to Date:
$412,703.44
Agency Contract ID:
001-16
Vendor Name:
CENTRAL FLORIDA CRIMELINE PROGR
Total Budget:
$532,873.83
Date of Execution:
06/09/2016
General Description:
Thorough their anonymous tip lines, Crime Stoppers receives information from the public, provides that information to law enforcement and provides rewards to the public if the information leads to an arrest.
Main Details
Short Title:
CENT FLA
Contract Type:
Grant Disbursement Agreement
Contract Status:
Closed or Expired
Begin Date:
07/01/2016
Original End Date:
06/30/2017
Statutory Authority:
16.555 Florida Statutes
Financial Assistance:
State
Recipient Type:
Nonprofit Organization
CFDA
None
CSFA
41002 .. Crime Stoppers
Procurement Details
Advance Payment Authorized:
Yes
Procurement Method:
Federal or state law prescribes with whom the agency must contract [s. 287.057 (10), FS]
State Term Contract ID:
Exemption Justification:
By statute, the department awards grants from the funds collected in the judicial circuit in which the county is located to member of Florida Association of Crime Stoppers.
Agency Reference Number:
Budget Summary
Fiscal Year Budget Type Budgeted Amount Account Code Effective Date Amendment
2016-2017Recurring$532,873.8320-2-202001-41100400-00-102700-0007/01/2016

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Vendor Summary
Name Address Minority Vendor Designation
CENTRAL FLORIDA CRIMELINE PROGRORLANDO FL 32801 0000Non-Minority

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1#1 Tip Line: The Provider will provide and maintain a dedicated phone line 24 hours a day, 7 days a week, 365 days a year for the public to report information concerning crimes, recovery of drugs, stolen property, and other wanted fugitives for transfer to law enforcement for investigation.
 Commodity/Service Type:Aid Financing
 Deliverable Price:$0.00
 Non Price Justification:Price cannot be determined until the work has been completed
 Method of Payment:Cost Reimbursement
 Performance Metrics:Copies of invoices associated with line items, phone lines, answering services, telecommute/transfer fees, tip software, and tip coordinator's cell phone indicating monthly services were provided.
 Financial Consequences:#1 Tip Line: When any budgeted component of a Provider's tip line is found to be non-functioning or unavailable to the public, a 10% reduction in the overall monthly cost reimbursement submitted for that month will be applied.
 Source Documention Page Number:Attachment D
2#2 Rewards: The Provider, no less than once a month, either by the entire Board of Directors or by an appointed Reward Committee consisting of no less than two active Crime Stoppers board members, will review, approve, adjust or deny any and all reward requests submitted as a result of anonymous tips received through their tip lines, which resulted in an arrest, recovery of drugs or stolen property and re-approve all rewards over 120 days old prior to payment.
 Commodity/Service Type:Aid Financing
 Deliverable Price:$0.00
 Non Price Justification:Price cannot be determined until the work has been completed
 Method of Payment:Cost Reimbursement
 Performance Metrics:Submit a copy of the OAG Tip Report signed by a Board Member in attendance at the time the tips were approved and tips over 120 days must be accompanied by Board Meeting Minutes indicating re-approval by the Board of Directors prior to payment having been made.
 Financial Consequences:#2 For each reward listed on the OAG Tip Report, when cross referenced with the Provider's Board Meeting Minutes where tips were approved or e-mail verification from the Reward Committee noting payment approval, does not verify the reward as having been approved for payment will be removed at 100% of the reward. A Provider who submits a reward on the OAG Tip Report in excess of 120 days and when cross referenced with the Provider's Board Meeting Minutes and no second approval for the reward in excess of 120 days can be verified, 100% of the reward will be removed. Once removed as a Financial Consequence, a reward will no longer be eligible for reimbursement.
 Source Documention Page Number:Attachment D
3#3 Payment of Approved Rewards: The Provider will make all approved rewards available to tipsters: Method #1 - within ten (10) business days following Board/Reward Committee approval; or Method #2 - within ten (10) business days following tipster contact with Provider to claim a Board/Reward Committee approved reward. The Provider, at the start of the grant year, will select the method they will use throughout the grant year and may not switch between the two.
 Commodity/Service Type:Aid Financing
 Deliverable Price:$0.00
 Non Price Justification:Price cannot be determined until the work has been completed
 Method of Payment:Cost Reimbursement
 Performance Metrics:A copy of an authorization sheet, which indicates date and tip number and a copy of the confirmation from the fax machine indicating date and time faxed to bank; copy of e-mail authorization to bank, indicating date, time sent and tip number; or a list of check(s)/debit slips delivered to bank, indicating date, check/debit number, tip number, and signature of bank official who received them.
 Financial Consequences:#3 The failure of the Provider to make a tipster's reward available to them within 10 business days using one the selected methods, either Method #1 or Method #2, but not both, as noted in the deliverable, will result in a reduction of 100% of the reward amount as a financial consequence. Once removed as a Financial Consequence, a reward will no longer be eligible for reimbursement.
 Source Documention Page Number:Attachment D
4#4 Public Awareness of Tip Line and Program: The Provider will promote the Crime Stoppers tip line , text-a-tip, or website tip numbers or a specific crime a minimum of once a month for 11 months, August 1 through June 30, utilizing any of the venues listed in line items #8-#29 and #37-#42 of their approved budget All methods of public awareness must contain the OAG acknowledgement to qualify for reimbursement.
 Commodity/Service Type:Aid Financing
 Deliverable Price:$0.00
 Non Price Justification:Price cannot be determined until the work has been completed
 Method of Payment:Cost Reimbursement
 Performance Metrics:Submit invoices current copies, photos, ads, etc. of all public awareness campaigns paid for with CSTF dollars. (to include date, time, and places where displayed or distributed) All support documentation must contain the OAG acknowledgement to qualify for reimbursement; or organizations dispersing purchases only from line items #18-#23 or #37-#42 for public awareness on a monthly basis, may submit a document indicating date, location, number of items and signature of board authorizing official confirming dispersal.
 Financial Consequences:#4 A Provider who fails to promote their program once a month for 11 months, between August 1 and June 30, will receive a 10% reduction of the cost reimbursement within the month service cannot be documented. NOTE: Some copies and photos may qualify to be submitted only once and placed in the Provider's file for reference provided they are taken in the current grant year. Photos and copies that are from anther grant year will not be accepted as current grant year support documentation.
 Source Documention Page Number:Attachment D
5#5 Continuing Education: The Provider is required to attend two (2) trainings per grant year, July 1 through June 30, through Florida Association of Crime Stoppers, CSUSA, Southeastern Crime Stoppers Association or other Crime Stoppers trainings as approved in writing prior to travel by a majority vote of the FACS membership and is directly related to the Crime Stoppers project.
 Commodity/Service Type:Aid Financing
 Deliverable Price:$0.00
 Non Price Justification:Price cannot be determined until the work has been completed
 Method of Payment:Cost Reimbursement
 Performance Metrics:The Provider will submit copies of the agenda and either sign-in sheets or certificate of attendance for all trainings attended where reimbursement from the Crime Stoppers Trust Fund is requested. NOTE: If sign-in sheets are provided by FACS, the Provider does not have to submit to the OAG, however, if not provided by FACS, the Provider is responsible for submission of sign- in sheets.
 Financial Consequences:#5 If the Provider fails to attend two trainings per year, does not attend all of the sessions and cannot provide a certificate of attendance or who's name does not appear on all days of the sign-in-sheets will result in a 10% reduction of the monthly cost reimbursement.
 Source Documention Page Number:Attachment D
6#6 Law Enforcement Contact: The Provider is required to make contact with all local law enforcement agencies noted on page 4 of their grant application, Attachment B, via e-mail, a minimum of once a month to offer the support of the program through venues listed in line items: #7, #8, #10, #13, #14, #15, #17, #19, #20, #23, and #32-#36.
 Commodity/Service Type:Aid Financing
 Deliverable Price:$0.00
 Non Price Justification:Price cannot be determined until the work has been completed
 Method of Payment:Cost Reimbursement
 Performance Metrics:The Provider will submit copies of sent e-mails indicating date and time sent each month to support notifying local law enforcement agencies noted on page 4 of their grant application, Attachment B, of the venues Crime Stoppers has available to support the law enforcement partnership with Crime Stoppers. NOTE : The Provider, may choose to copy their Grant Manager when sending the contact e- mail to law enforcement. Grant Managers will place copy in Provider's file for reference.
 Financial Consequences:#6 A Provider who fails to make contact with local law enforcement agencies noted on page 4 of their grant application, Attachment B, via e- mail, a minimum of once a month, July 1 through June 30, to offer the support of the program through venues listed in line items: #7, #8, #10, #13, #14, #15, #17, #19, #20, #23 and #32 - #36, will receive a 10% reduction in their monthly cost reimbursement for any month services as required are not completed.
 Source Documention Page Number:Attachment D
7#7 Board Meetings Grants $20,000 or Higher: The Provider receiving $20,000 or more will conduct a minimum of ten (10) monthly board meetings. NOTE: Multiple monthly meetings, (i.e. more than one meeting within a month) will not meet the requirement and will only be counted as one meeting for the month.
 Commodity/Service Type:Aid Financing
 Deliverable Price:$0.00
 Non Price Justification:Price cannot be determined until the work has been completed
 Method of Payment:Cost Reimbursement
 Performance Metrics:The Provider will submit complete copies of un-redacted board meeting minutes for each month that a board meeting is required, as proof a board meeting within the specified time frame of the deliverable. (Only two board meetings may be missed without financial consequences being applied.) NOTE: Board meeting minutes must indicate date of meeting, board members present and absent.
 Financial Consequences:#7 The Provider's total monthly cost reimbursement will be reduced by 10% for any month that exceeds the allowed two monthly missed board meetings between July 1 and June 30, and no support documentation is submitted as required.
 Source Documention Page Number:Attachment D
8#8 Community Events: The Provider, its employee, or designee will participate in a minimum of two (2) community events within each county served by the Provider, July 1 through June 30, to promote Crime Stoppers through the distribution of public awareness materials in line items #18, #19, #30 and #31 or other budget approved methods.
 Commodity/Service Type:Aid Financing
 Deliverable Price:$0.00
 Non Price Justification:Price cannot be determined until the work has been completed
 Method of Payment:Cost Reimbursement
 Performance Metrics:The Provider will submit a completed OAG Event Reporting Form detailing the names of organizational attendees, what materials or items were distributed or utilized at the event to increase the awareness of the Crime Stoppers program and tip number.
 Financial Consequences:#8 The Provider or designee who fails to attend a minimum of two community events per county served and submit the required support documentation between July 1 and June 30, will result in the provider's June Cost Reimbursement being reduced by 20% for failure to complete the required number of community events within the counties served.
 Source Documention Page Number:Attachment D
9#9 Reporting Requirements: The Provider will submit twelve (12) complete monthly Reimbursement Requests/Expenditure Reports and Performance Reports with an original signature which must be postmarked on or before the 20th of the following month even if no expenses were incurred. If the 20th falls on a Saturday, a Sunday, or a federal holiday, then documents must be postmarked by the next business day. The Provider must submit one (1) Final Reimbursement Expenditure Report which must be postmarked by August 15th, if August 15th, falls on a Saturday, a Sunday or a federal holiday, then postmark must be on the next business day. The monthly reimbursement request shall include all invoices and required support documentation for expenditures either mailed or scanned and received within the above same time frame. The performance report shall include all required support documentation for determining the completion status of deliverables either mailed or scanned and received within the above same time frame.
 Commodity/Service Type:Aid Financing
 Deliverable Price:$0.00
 Non Price Justification:Price cannot be determined until the work has been completed
 Method of Payment:Cost Reimbursement
 Performance Metrics:Copy of receipt provided by U.S. Postal Service date mailed; 2. Copy of receipt from UPS or Fed Ex other method of mailing indicating date mailed; 3. Copy of UPS, Fed Ex or U.S. Postal Service or other method of mailing tracking form indicating date mailed. NOTE: Failure of the Provider to submit the required support documentation with or at the same time of the Reimbursement Request and Performance Report will result in a delay in processing which will result in a delay in payment.
 Financial Consequences:#9 Provider's total monthly cost reimbursement will be reduced by 10% if the Provider fails to have their monthly Reimbursement and Monthly Performance reports postmarked by the 20th of the following month, except if the 20th falls on a Saturday, a Sunday, or a federal holiday, then it must be postmarked by the next business day and the support documentation must be submitted either as aforementioned or e-mailed by the due dates as provided. A reduction of 10% will be applied to the Final Reimbursement if it is not postmarked by August 15, or if August 15th falls on a Saturday, a Sunday or a federal holiday, then postmark must be on the next business day. A Provider who intentionally submits a 0 reimbursement for the purpose of avoiding the 10% Financial Consequence will be assessed the 10% Financial Consequence on their next monthly cost reimbursement containing expenditures noted to have been paid and cleared the bank within the month the 0 reimbursement was submitted.
 Source Documention Page Number:Attachment D

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Documentation
Num Posted Date Title Document
1.07/23/2016Original Contract Document001-16 Central Florida CrimeLine, Inc.pdf

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Contract Change
Num Type Change Amount Execution Date Effective Date End Date Description
#11(May)Amendment$0.0006/06/201706/06/201706/30/20171. Billboards will be utilized in the service area throughout the end of the grant year to promote the anonymous tip line, website and mobile app. Stationary billboards on highly traveled roadways provide significant exposure 24 hours a day to citizens. During June Crimeline will conduct a billboard initiative concerning violent in in the service area. The OAG is acknowledged on all billboards. Therefore we would like to move $4080.00 from line item #1 to line item #10. (Violent Crime Initiative 6 poster billboards @$680 each ($4080) = $4080.00 2. In order to maximize the use of funding an advertising campaign is utilized on tip rich radio stations. Crimeline will continue to utilize the top rated radio stations in Central Florida, reaching the highest number of listeners between the ages of 18-45. Crimeline will continue live on air segments highlighting the cases of the week and ads promoting the anonymous tip line, website, unsolved cases, wanted fugitives and community events. Crimeline will also receive exposure through podcasts, mobile banner ads and thru iHeart radio which can be heard online and in podcasts worldwide. During June a radio campaign concerning gun violence will be targeted with radio ads. Thru community interaction Crime line has determined radio advertising is highly effective. The OAG is acknowledged on all radio ads. We would like to move $3420.00 for expected costs in June. Therefore we would like to move $3420.00 from line item #1 to line item #14. ($3420.00 @*month) = $3420.00 3. Crimeline utilized public transportation buses in five (5) of the counties in the service area. The buses are fully wrapped promoting the tip line, anonymity, website and mobile tip app information. A wrapped Lynx bus traveling in Orange, Osceola, Lake and Seminole County is viewed by an estimated 2.5 million people per month. Fully wrapped buses are rolling billboards providing extensive exposure to all communities. The current fully wrapped bus is damaged and needs replaced therefore we would like to move $6210.00. The OAG is acknowledged on all bus wraps. Therefore we would like to move $6210.00 from line item #1 to line item #11. ($6210.00 bus wrap= $6210.00) $6210.00 4. Crimeline provides funding for law enforcement in the service area to attend crime prevention and personal safety training conferences. The estimated cost for expenses at the end of the grant year is expected to be $5475.00. Estimated costs are for fifteen (15) officers to attend the training is expected to be approximately $365 per officer per class (registration only). Therefore we would like to move $5475.00 from line item #1 to line item #7. ($365@ officer for 15 officers)= $5475.00 5. The purchase of signs is to provide them to law enforcement agencies, commercial and residential communities in the service area. The signs promote the anonymous tip line and website; they are posted in and around high crime areas, neighborhoods or areas frequented by the community. The current signs posted in the service area have become unreadable. We currently have requests for more than 375 signs to be placed in the service area including all Orange County parks. The signs will include the OAG acknowledgement. The estimated cost from vendors of the 12 x18 aluminum signs is $5.78 each. We would like to move $2456.50 from line item #1 to line item# 20. (425 signs @$5.78each = $2456.50) =$2456.00. 6. The purchase of allowable promotional items allows Crimeline and SpeakOut to give citizens items promoting the program's anonymous tip line and websites. Projected costs associated with the purchase of promotional items were determined by estimates from vendors as well as purchases made in the previous grant year and 10 months of the current grant. The promotional items will include the OAG acknowledgement. Crimeline will be participating in multiple professional sporting events, large rodeos, art shows, summer school camps and other community events in June which will involve more an average of 50,000 people. Staff will hand out the promotional items during each of the events. We would like to move $18,643 from item #1 to line item #19. (Lanyards @.79 = $3950, Charging Cables@ $2.99 = $2990, Sticky Notes@ .17 = $1700, pens@ .SO= $828, pencils@ .12 = $1200, drawstring bags@ 1.45 = $3625, reusab1e bags@ $.95 = $2375, cell phone wallet@ .79 = $1975) = $18,643 7. Crimeline will continue to be promoted utilizing daily or weekly publications (examples: Orlando Sentinel, Florida Today, Daily Commercial, Sumter Express). Estimated cost per publications is $312.50 per week, this was determined by estimates from the publications. The advertisements will promote the anonymous tip line, website and mobile app. All ads will include the OAG acknowledgement. We would like to move $1200.00 from line item #5 to line item #13. (4 weeks of publication@ $300 = $1200.00) = $1200.00 8. Crimeline will utilize bumper stickers to promote the anonymous tip line, website and mobile app on vehicles. Crimeline provide bumper stickers to commercial fleets when requested by private businesses and to some law enforcement agencies for their vehicles as well handing out at their community events. All bumper stickers will include the OAG acknowledgement. We would like to move $1200 from line item #7 to line item #39. (2000 bumper stickers@ .60 = $1200) = $1200.00 9. Projected costs for the office supplies for the end of the grant year is determined by the past grant and 10 months of the current grant. Estimated monthly office supply cost has been determined to be approximately $1500.00. Crimeline office supplies purchased will include pens, batteries, zip ties, compressed air cleaner, trash bags, shelves, labels tape, paper, printer cartridges, laser ink cartridges, and other allowable office supplies. We would like to move $1500 from line item #59 to line item #53. ($1500 per month= $1500) = $1500 10. Projected cost for replacing a laptop was determined to be approximately $1500. The cost determination was based on quotes from a vendor and estimates from online. None of Crimeline's laptops are working, laptops are used for community presentations and during meeting away from the office. The purchase of a new laptop would provide the latest technology available which would allow easy use. We would like to move $600 from line item #54 to line item #56 to purchase a laptop. (estimated cost new laptop $600) =$600 11. During the current grant year Crimeline did not utilize all of the budgeted salary for three Communication Coordinators employees. This was due to two (2) of our Communication Coordinators working less hours than we expected and one of the Communication Coordinators leaving our employment during the year. The original budget for the current grant did not cover the salary and benefits of the Executive Director for 12 months due to the restriction of 30% of the total grant being utilized for salary costs. We request permission to move unused employee salaries to the line item of the Executive Director. This will not increase the percentage of salary for the entire grant year it will simply permit us to use cover allowable salary and benefits of the Executive Director. We request permission to move $12,989.19 from line items #89, #91, #92 into line item #94. 89 - Comm. Coordinator $3000.00 94 - Executive Director 91 - Comm. Coordinator $4750.00 94 - Executive Director 92 - Comm. Coordinator $5239.19 94 - Executive Director In our original grant application we clearly stated our expected employee's salaries would not be fully covered by the grant due to the 30% restriction. The estimated costs per employee were determined as follows - all communication coordinators' salary were covered 100%, the executive director salary was determined using what was left after covering 100% of expected coordinator costs. We have been requesting reimbursement for a portion of the executive director's salary. By moving the requested salary to the executive director line we will be able to request reimbursement for all 12 months of the grant year. This is not an increase in pay for the executive director it allows our program to cover the previously uncovered portion of the executive director's salary. The monthly cost of executive director position being requested is $6,279.58 x 12 = $75,354.96.

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