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ATTACHMENT I
Check Each Activity That Applies:
Education/Training Hotline Social Norms Campaign Special Project
Indicates the provider is responsible for providing these service(s) under the contract.
A. Services to be Provided.
1. Definition of Terms.
a. Contract Terms
1. Contract Manager – A Department of Health employee designated to monitor and
manage the contract.
2. Federal Fiscal Year – November 1 through October 31.
3. Florida Department of Health – also referred to as DOH or department.
4. F.S. – Abbreviation for Florida Statute
5. Provider – An organization or individual providing primary prevention activities to the
department in accordance with the terms of this contract.
6. Sexual Violence Prevention Program (SVPP) the departmental contracting program.
7. Sexual Violence Prevention - “…population-based and/or environmental and system-
level strategies, policies and actions that prevent sexual violence from initially occurring.
Such prevention efforts work to modify and/or entirely eliminate the events, conditions,
situations or exposure to influences (risk factors) that result in the initiation of sexual
violence and associated injuries, disabilities and deaths. Additionally, sexual violence
prevention efforts address perpetration, victimization and bystander attitudes and
behaviors and seek to identify and enhance protective factors that impede the initiation
of sexual violence not only in at-risk populations, but also the community at large.”
b. Programmatic Terms
1. Client – an individual receiving education or other primary prevention activities/services
from a provider.
2. Community Action Team (CAT) – A group of individuals joining together at the
community level to create social change and prevent first-time perpetration of sexual
violence and victimization by making changes to policies, practices, and perceptions
about rape.
3. Disclosure – {victimization}: When an individual reveals that he/she is currently, or has
experienced sexual assault, dating violence, domestic violence, stalking, child abuse,
abandonment, neglect, or coercion mandatory reporting may be required as defined in
Chapter 39.201, F.S., for abuse, neglect, or exploitation of vulnerable adults (elderly or
disabled). As defined in Chapter 415.1034, F.S., a report must be made to the Florida
Department of Children and Families Abuse hotline (1-800-96-ABUSE). At a minimum,
the individual must be provided information about victim services.
4. Educator – The facilitator who provides education and training to clients.
5. Evaluation – The systematic assessment of the operation and/or the outcomes of a
program or policy, compared to a set of explicit standards, as a means of contributing to
the improvement of the program or policy (Weiss, 1998).
6. Evidence-Based Approaches – Teaching strategies that have been evaluated and found
to have a desirable effect. Example: “Safe Dates” curriculum.
7. Florida Coalition Against Domestic Violence (FCADV) – The statewide agency that
serves as a resource to the state on domestic violence issues. URL address is
http://www.fcadv.org/.
8. Florida Council Against Sexual Violence (FCASV) – The statewide agency that serves as
a resource to the state on sexual violence issues. URL address is http://www.fcasv.org/.
9. Intervention – Services provided to victims of sexual violence.
10. Monthly Progress Report – Documentation of services and activities performed by the
provider and submitted to the department on a monthly basis. See the Supplemental
Resource Manual.
11. Non-traditional Community Partners – Individuals or groups that are not typically part of
primary prevention efforts, but are participating in and have a stake and interest in the
prevention of sexual violence.
12. Presentation – Delivery of an approved sexual violence primary prevention education
session. Presentations must be at least 50 minutes in length, using approved curricula
and have a minimum of eight attendees.
13. Primary Prevention – Individual, relationship/family, community/school,
environmental/system level activities or policies with goals to create social change to
prevent violence and first-time perpetration and victimization from initially occurring.
14. Primary Prevention Activities (PPA) – Projects, education, and training that focus on the
individual, relationship, community and societal levels to prevent sexual violence.
15. Primary Prevention Assessment Survey (PPAS) – An online survey sent to strategic
planning stakeholders to report on local efforts, readiness, and capacity to prevent
sexual violence. The information will help plan future activities.
16. Primary Prevention Education Sessions – A minimum of four (4) multi-session education
presentations to the same group/audience a minimum of four (4) separate times during
the first contract year. A minimum of five (5) or more multi-session education
presentations to the same group/audience during the second and third contract years.
17. Primary Prevention Trainings – SVPP approved trainings are three-hours or longer and
may be one time only to the audience. A minimum of 15 attendees is required.
18. Priority Population – A specific group identified as the focus for primary sexual violence
prevention education activities.
19. Public Health Approach – A four-step process that includes: 1) detecting and defining the
problem through surveillance; 2) determining the cause of the problem; 3) developing
and testing interventions for preventing the problem; and 4) implementing interventions.
20. Sexual Violence – Includes any unwanted contact that is sexual in nature. It can include
sexual harassment, date rape, stranger rape, marital or partner rape, familial sexual
abuse, child sexual abuse, abuse by caregivers or professionals, and commercial sexual
exploitation (e.g., pornography, prostitution).
21. Sexual Violence Data Registry (SVDR) – An internet-based data system for the reporting
of adult sexual violence victims (12 years and older) and primary prevention activities
data. The SVDR accepts no personal identifiers, therefore insuring anonymity of victims.
The data registry URL address is:
https://esetappsdoh.doh.state.fl.us/irm00svr/pages/seclogin.aspx.
22. Sign-in Sheet – A form to collect first names only and gender data of primary prevention
education participants.
23. Social Change – The structural transformation of political, social and economic systems
and institutions to create a more equitable and just society.
24. Supplemental Resource Manual – A manual that contains contract resource materials
including progress and financial reporting and data collection forms. Revisions may be
made during the contract period.
25. Sustainability – the capacity to maintain a certain process or program indefinitely.
26. Timeline of Activities – A monthly calendar listing specific activities and services that the
provider is required to perform and to annually update. See the Supplemental Resource
Manual for Timeline of Activities template.
27. Victim (Primary) – Individuals who have experienced any form of sexual violence.
28. Volunteer – An individual who is held to the same standard as paid staff performing
duties under this contact, but agrees to provide services without monetary
compensation.
29. Work Plan – An SVPP instrument containing activities and services that are required by
this contract. See the Supplemental Resource Manual for work plan template.
2. General Description.
a. Major Program Goals.
The primary goal of the Sexual Violence Prevention Program (SVPP) is to prevent sexual
violence through social change. To achieve this goal, the SVPP developed the Florida
Sexual Violence Prevention Strategic Plan in 2006 by bringing together state-level and
community-based prevention partners to develop a comprehensive sexual violence primary
prevention plan.
The Florida Sexual Violence Prevention Strategic Plan five-year goals relating to primary
prevention are:
1) To increase knowledge and awareness of sexual violence prevention across the lifespan.
2) To influence social norms in support of gender equality, respect, and safety for men,
women, and children.
3) To advance policies that promote gender equality, respect, and safety.
4) To increase capacity to prevent sexual violence.
5) To increase funding for sexual violence prevention and intervention.
6) To improve and increase access to sexual violence prevention and intervention data.
The provider shall participate in the SVPP statewide strategic plan and demonstrate
implementation of the strategic plan goals, objectives and activities in their local
communities. As part of goal 4, capacity building, the provider will create or enhance a
Community Action Team (CAT), and attend no more than two strategic planning meetings
per year (pending travel and funding restrictions) to report successes and challenges, and
create subsequent year’s activities.
b. Authority.
The project is funded by the Centers for Disease Control and Prevention (CDC), National
Center for Injury Prevention and Control, pursuant to the authority of 42 U.S.C. 241,243,
247b-4; Public Laws 99-500 and 99-501; Department of Health and Human Services
Appropriation Act of 1987, Section 601; Economy Act, Public Law 99-190, as amended, 31
U.S.C. 1533 and 1536; Public Health Service Act, Sections 301 and 394, as amended, 42
U.S.C. 241.
c. Scope of Service.
The range of sexual violence prevention strategies is broad and multi-faceted, requiring the
skills and approaches of many disciplines and areas of expertise. The provider will be
required to promote efforts to modify or eliminate the individual, relationship, community, and
societal influences that are associated with the perpetration, victimization and bystander
attitudes and behaviors that allow sexual violence to occur. This may be achieved through
providing primary prevention education and training, providing hotline services, a social
norms campaign or a special project.
3. Clients to be Served.
a. Client Description.
Providers shall focus on any of the designated priority populations: 4th and 5th grade
elementary students; middle and high school students; college and university students;
incarcerated individuals or persons in a restricted facility; gay, lesbian, bisexual, transgender
and questioning (GLBTQ) groups; underserved and minority populations; military enlistees;
youth not in school; men and boys; the frail, elderly and disabled; rural populations and
others highly vulnerable to sexual assault; the general public; law enforcement and other
professionals.
b. Client Determinations.
In the event of any disputes regarding the eligibility of clients the determination made by the
department is final and binding on all parties.
B. Manner of Service Provision.
1. Service Tasks. Provider is responsible for the services if the box is checked or marked .
a. The Provider shall:
1) Accomplish tasks in the Service Tasks (Sections B.1.a through e.) that relate to the type
of activity funded by this contract. For example, the Hotline contract sites will
accomplish tasks in B.1.a. and B.1.c.
2) Submit a yearly Timeline of Activities to be approved by DOH.
3) Accomplish tasks in Timeline of Activities and the DOH Work Plan.
4) Comply with SVPP Supplemental Resource Manual and any amendment, therein. The
department will provide 30 days notice to the provider of any changes made to the
document or forms in the SVPP Supplemental Resource Manual.
5) Maintain copies and submit original documentation to substantiate work for the project.
6) By the 10th of each month, following the month of service, enter the required data into
the SVDR or other SVPP instrument. If the SVDR is unable to accept data, save it and
enter it at the time the SVDR can accept it.
7) Participate in the SVPP statewide strategic plan. Complete semi-annual and annual
strategic plan activity updates using the SVPP template.
8) Provide proof of creating or enhancing a Community Action Team (CAT) annually.
9) Provide proof of conducting at least one CAT team meeting annually.
10) When SVPP contract manager, or a designated agency conducts programmatic
monitoring or fiscal monitoring, implement corrective action within 30 days.
11) Submit yearly, with the November deliverables, agency position descriptions, resumes,
and required training certificates for SVPP-funded salaried positions.
12) Submit a financial audit, if conducted, even if provider expends under the threshold
amount listed in Attachment II Financial and Compliance Audit, Part 1.
13) Submit a yearly updated budget in November, in a format provided by the department,
identifying costs and projected expenditures.
14) Maintain an operational electronic mail (e-mail) account that is monitored daily during
regular business hours. The department must be notified in writing of any changes to
the electronic mail address within ten days after such changes are made.
15) Unless excused by SVPP, participate in all SVPP technical assistance workshops,
strategic planning meetings, or other events.
16) Unless excused by SVPP, designate staff to participate in the regularly scheduled
conference calls (approximately six a year) or as directed by the department.
17) Complete a yearly online customer satisfaction survey and the Primary Prevention
Assessment Survey (PPAS), and other surveys as requested.
18) DOH-funded curricula and materials must be pre-approved by SVPP.
19) Submit a compilation of pre-post tests and other evaluation results to SVPP.
20) Ensure that any information or research is updated with medical data that reflects the
most currently accepted medical facts for the topic.
21) Submit monthly documentation to the department that will include (at a minimum) the
following:
(i) A properly completed invoice.
(ii) A properly completed monthly progress report.
(iii) A list of the personnel that are partially or fully paid by these contract funds.
(iv) A copy of the Sexual Violence Data Registry (SVDR) report indicating data entry
completed for the month.
(v) Other reports as required.
22) Submit quarterly documentation to the department that will include (at a minimum) the
following:
(i) The quarterly financial expenditure (QFR) report with detailed expenditures and
cumulative expenditures to date by budget category and line item.
(ii) Submit when requested, documentation such as receipts, canceled checks, paid
invoices, timesheets, etc., which supports expenditures reflected on the QFR.
23) Submit year-end documentation to the department that will include (at a minimum) the
following:
(i) Year-end invoice, no more than thirty (30) days after the contract ends or is
terminated.
(ii) Submit a yearly summary report, (see Supplemental Resource Manual) 30 days
after the end of each project year.
b. The provider shall provide the following Education and Training services:
1) Using curricula approved by SVPP:
a) conduct multi-session, 50-minute education sessions to the same priority population
audience. A minimum of four (4) education sessions to the same audience are
required to be considered “multi-session” during the first year. Submit all paperwork
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for reimbursement after the 4 session. See the Supplemental Resource Manual. a
summary of all completed customer satisfaction survey forms (if surveys conducted)
that rated the hotline services.
b) conduct multi-session, 50-minute education sessions to the same priority population
audience. A minimum of (5) or more presentations are required to be considered
“multi-session” during the second and subsequent contract years. Submit all
paperwork for reimbursement after the 5th session. See the Supplemental Resource
Manual for paperwork.
c) conduct three-hour or longer primary prevention of sexual violence professional
trainings with 15 or more attendees.
2) “Tell Us What You Think About Today’s Program” evaluation forms regarding the
educator and presentation quality, must reflect 75% or greater of “Excellent” or “Good”
reviews from participants. See the Supplemental Resource Manual.
3) Obtain original Sign-in sheets and Verification forms containing client demographic
information; attendees’ first names, curricula used in the educational session, and the
location, date and time of the session or activity. See the Supplemental Resource
Manual. Original Sign-in sheets and Verification forms shall be submitted to DOH and
the provider shall maintain copies.
4) Be a resource in the local community about the benefits of preventing sexual violence
through the use of awareness materials, primary sexual violence prevention
presentations, and collaborative relationships with school districts and other local
agencies and organizations.
c. The provider shall provide the following Hotline services:
1) Implement, maintain or enhance a 24-hour, toll-free information and referral telephone
hotline to provide information related to sexual violence.
2) Provide to department the method used for communicating with non-English speaking
persons.
3) Report to the department within 72 hours any problems in the operation of the 24-hour,
toll-free, hotline. Within 60 days of a problem being identified, an additional report must
be submitted indicating how and when the problem was resolved.
4) At the end of each quarter, (with the Jan., Apr., July and Oct. invoices), the provider
shall submit to DOH proof that the hotline was advertised via TV, radio, newspaper,
billboards, bus placards, distribution of promotional items or other method pre-approved
by the department. The following wording must be included in any advertised hotline
materials, “TDD users may call Florida Relay Service at 1-800-955-8771 or 711. This
publication was supported by funding from the Rape Prevention Education grant
provided by the Centers for Disease Control and Prevention (CDC) through the Florida
Department of Health (DOH). The contents are solely the responsibility of the authors
and do not necessarily represent the official view of the U.S. Department of Health and
Human Services, the CDC, or DOH."
5) Each month submit:
a) a signed letter by the executive director or designated administrator stating that the
hotlines were operational 24-hours day, 7-days a week during the reporting period.
The letter must also include a list of the current certified hotline personnel that
worked the hotlines during the reporting period.
b) a summary of all completed customer satisfaction survey forms (if surveys
conducted) that rated the hotline services.
c) all SVDR or hotline concerns, successes or trainings for the reporting period.
6) Prior to answering the hotline, advocates must complete the Florida Council Against
Sexual Violence (FCASV) 30-hour Advocacy Core Training (ACT) online or in-person, or
a 30-hour training pre-approved by SVPP. Submit a completed Training Certification for
Hotline Staff and Volunteers (TCHSV) form to DOH for each hotline personnel (see
Supplemental Resource Manual) annually; with the November deliverables. New
personnel must complete the required training and submit the TCHSV form before
answering the hotlines.
7) All individuals answering the hotline must obtain yearly, six (6) hours of continuing
education regarding sexual violence topics.
8) When answering a hotline call, the hotline must be identified as: “rape crisis hotline,”
“hotline,” “helpline” or “crisis line” or phrase approved by SVPP.
9) Hotline must be answered by a (live) trained advocate (not a pager, answering machine,
voice mail or answering service).
10) The hotline must have at least one bypass feature in place to accommodate more than
one call at a time (busy signals and call-waiting features do not fulfill this standard).
d. The provider shall provide the following Social Norms service(s):
1) Provide a DOH approved sexual violence prevention project to the priority population.
2) Submit required reports specific to the social norms project.
3) Educate the local community about the benefits of preventing sexual violence.
4) Review current data and background information (initial planning).
5) Conduct research: survey and/or focus groups, observational studies.
6) Prepare market assessment report.
7) Create a social norms marketing strategic plan.
8) Develop creative concepts and campaign materials.
9) Implement and evaluate the social norms campaign.
10) Submit a yearly interim summary report and a final 3-year summary/evaluation report,
30 days after the end of each project year.
11) Submit results of any publication.
e. The provider shall provide the following Special Projects service(s):
1) Provide a DOH approved sexual violence prevention project to the priority population.
2) Educate the local community about the benefits of preventing sexual violence.
3) Submit a yearly interim summary report and a final 3-year summary/evaluation report,
30 days after the end of each project year.
4) Enter tabulated data into to Internet based Sexual Violence Data Registry.
5) Get approval from SVPP for any materials used or developed.
6) Maintain copies and submit original documentation to substantiate work for the special
project.
7) Submit to the SVPP any pre-post survey information/results.
8) Ensure that any information or research is updated with medical data that reflects the
most currently accepted medical facts for the topic.
2. Task Limits.
The provider is limited to charging one (1) in-house training lasting three hours or longer to
agency staff per year with this funding. The provider shall not perform any tasks related to
the project other than those described herein without the express written consent of the
department.
3. Staffing Requirements.
a. Staffing Levels.
The provider shall maintain an adequate administrative structure and support staff sufficient
to fulfill its contractual responsibilities. In the event the department determines that the
provider’s staffing levels do not conform to those promised in the application, it shall advise
the provider in writing and the provider shall have forty-five (45) days to remedy the identified
staffing deficiencies.
The provider shall replace any employee whose continued presence would be detrimental to
the success of the project as determined by the department with an employee of equal or
superior qualifications. The department’s designated contract manager will exercise
exclusive judgment in this matter.
b. Professional Qualifications.
The provider will be responsible for the staff affiliated with the project, ensuring they have
the education, experience and training necessary to successfully carry out duties, including
any professional licensure or certification that may be required by law. All project staff and
volunteers providing activities funded under this contract must complete the required thirty
(30) hours of primary sexual violence education and at least six (6) hours of annual
continuing education. Hotline and Education staff and volunteers must complete the FCASV
ACT (or equivalent training) and six (6) hours of annual continuing education. The provider
shall be responsible to ensure that the training certification form, (see Supplemental
Resource Manual) is completed for staff and volunteers and provided to the department with
the November report annually.
c. Background Screening.
The Provider shall ensure that employees and volunteers providing contract deliverables,
regardless of age, are background screened in accordance with Section 435.04, Florida
Statutes. If there are questions as to whether a background screening is required for a
particular position the provider should consult with the designated contract manager. If
required, screenings may include fingerprint checks through the Florida Department of Law
Enforcement (FDLE) and the Federal Bureau of Investigation (FBI). Independent
contractors, volunteers, subcontractors, students, interns, and other persons in positions of
trust or responsibility must also comply with the background screening requirements. The
provider shall be deemed the “employing entity” and “employer” for purposes of applying
these statutes.
The provider must initiate any required background screening, including fingerprinting (if
required), at the time an applicant accepts a job offer or a volunteer agrees to perform
services for the entity. No employee or volunteer with responsibilities shall remain in service
to the provider related to this project with an unfavorable background screening or a
background screening that reflects the offenses listed in Section 435.04(2), Florida Statutes.
The background screening results shall be retained on file at the applicant’s location and
made available for review during the contract manager’s site visit. Failure to comply with
background screening requirements may result in the department’s unilateral termination of
this contract.
d. Staffing Changes.
The provider shall staff the project with key personnel considered by the department to be
essential to the project. Prior to diverting any of the proposed individuals, the provider shall
notify and obtain written approval from the department of the proposed substitution. Written
justification should include documentation of the circumstances requiring the changes and a
list of proposed substitutions in sufficient detail to permit evaluation of the impact on the
project. The department, at its option, may agree to accept personnel of equal or superior
qualifications in the event that circumstances necessitate the replacement of previously
assigned personnel. Any such substitution shall be made only after consultation with
department staff.
e. Subcontracts.
The provider may, only with prior written approval of the department, enter into written
subcontracts for performance of specific services under this contract. No subcontract that
the provider enters into with respect to performance under the contract shall in any way
relieve the provider of any responsibility for performance of its responsibilities with the
department. The department reserves the right to request and review information in
conjunction with its determination regarding a subcontract request.
The department encourages the use of minority vendors for subcontracting opportunities.
When a minority vendor is used the provider shall submit a monthly Minority Business
Enterprise Report utilizing the form contained in Attachment V summarizing the participation
of certified and non-certified minority subcontractors/material suppliers for the current month
and for the project to date. The report shall be completed in accordance with this contract
and must be forwarded to the assigned contract manager.
4. Service Location and Equipment.
a. Service Delivery Location.
The provider must supply a convenient and safe location for service provision in locations
that are readily accessible to the priority population. The provider must ensure services will
only occur within their proposed counties, communities, or priority populations, without
overlap of other SVPP funded sites. If there is overlap, a letter describing collaboration and
support signed by both providers must be submitted.
b. Service Times.
The provider must provide services at times that the priority populations are accessible. The
provider must remain operational, provide reports, and enter required data into the SVDR for
the entire contract, even if the deliverables have been met before the contract ending date.
c. Changes in Location.
The provider shall notify the department in writing a minimum of one week prior to making
any changes in location that will affect the department’s ability to contact the provider by
telephone or facsimile.
d. Equipment.
Computer capability, at a minimum, must be maintained allowing for operation of Microsoft
Windows 2003 or later, Excel, and electronic mail. Unless given SVPP approval, providers
are not authorized to purchase property and equipment over the cost of $999 of a non-
expendable nature with project funds.
5. Deliverables.
a. Service Units.
Primary Prevention Education and Training, Hotline, Social Norms Campaigns and Special
Projects shall be reimbursed by the unit costs listed in Section C, Method of Payment.
SVPP related travel shall be reimbursed by cost reimbursement as listed in Section C,
Method of Payment. The provider will provide the services, documentation of those
services, reports and evaluations as outlined in Section B. 1.of this Attachment I.
b. Reports.
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1) A properly completed monthly progress report shall be submitted by the 15 day of the
month following the end of the month documenting the deliverables performed during
that period. All deliverables will need to be fulfilled prior to submission of the final invoice
and progress report and data entered into the Sexual Violence Data Registry. The
monthly progress report is provided in the DOH Supplemental Resource Manual and
must accompany the invoice for payment and shall minimally include the following:
(i) Description of the entity’s progress in meeting each of the programmatic deliverables
including the identification of any problems or constraints encountered during the
month, and any changes in resources available to operate the project.
(ii) Identification of issues and concerns, including programmatic strengths,
weaknesses, opportunities and threats and how these issues and concerns will be
addressed.
(iii) Identification of administrative issues, including budgetary and personnel concerns or
changes, changes in location or service delivery methods, as well as, any changes or
addition of sub-contractual agreements.
(iv) Description of CAT meetings, or collaborative partnership activities held including
identification of any new partnerships achieved during the month.
(v) Identification of special events or media activity, or materials produced or purchased
and distributed during the month for the purpose of project marketing.
(vi) If applicable, a compilation of agency client satisfaction surveys or any other survey
or evaluation results for the month.
(vii) A copy of the Sexual Violence Data Registry (SVDR) report that indicates required
data has been entered.
(viii) A list of personnel partially or fully funded by this contract.
(ix) Other reports as may be required during the contract period.
2) The provider shall submit a quarterly financial report stating, by budget line item, all
expenditures made as a direct result of services provided through the funding of the
contract to the department within thirty (30) days of the end of each quarter. Each report
must be accompanied by a statement signed by an individual with legal authority to bind
the provider certifying that the expenditures are true, accurate and directly related to the
contract. See Supplemental Resource Manual.
3) The contract agreement requires the delivery of reports to the department. However,
mere receipt by the department shall not be construed to mean or imply acceptance of
those reports. It is specifically intended by the parties that acceptance of required
reports shall constitute a separate act. The department reserves the right to reject
reports as incomplete, inadequate, or unacceptable according to the parameters set
forth in the contract. The department, at its option, may allow additional time for the
provider to remedy the objections noted by the department. The department may, after
having given the provider a reasonable opportunity to complete, make adequate or
acceptable the reports, declare this agreement to be in default.
c. Records and Documentation.
The provider will maintain for six (6) years, at a minimum, the following records and
documentation:
1) Copies of each monthly invoice
2) Copies of each monthly report
3) Copies of each quarterly report
4) Copies of materials that were funded as a result of this contract
To the extent that information is utilized in the performance of this contract or generated as a
result of it, and to the extent that information meets the definition of “public record” as
defined in subsection 119.011(1), Florida Statutes , said information is hereby declared to be
and is hereby recognized by the parties to be a public record and absent a provision of law
or administrative rule or regulation requiring otherwise, shall be made available for
inspection and copying by any interested person upon request as provided in Chapter 119,
Florida Statutes , or otherwise. It is expressly understood that the successful respondent’s
refusal to comply with Chapter 119, Florida Statutes, shall constitute an immediate breach of
the contract, which results from this RFP, which entitles the department to unilaterally cancel
the contract agreement. The successful respondent will be required to promptly notify the
department of any requests made for public records.
Unless state or federal law requires a greater retention period, all documents pertaining to
the program contemplated by this contract shall be retained by the provider for a period of
six years after the termination of the contract or longer as may be required by any renewal or
extension of the contract. During the records retention period, the provider agrees to
furnish, when requested to do so, all documents required to be retained. Such documents
provided must be typed and legible. Data files will be provided in a format readable by the
department.
The provider agrees to maintain the confidentiality of all records required by law or
administrative rule to be protected from disclosure. The provider further agrees to hold the
department harmless from any claim or damage including reasonable attorney’s fees and
costs or from any fine or penalty imposed as a result of an improper disclosure by the
successful respondent of confidential records whether public record or not and promises to
defend the department against the same at its expense.
The provider shall maintain all records required to be maintained pursuant to the contract in
such manner as to be accessible by the department upon demand. Where permitted under
applicable law, access by the public shall be permitted without delay.
6. Performance Specifications.
a. Outcomes and Outputs.
Providers will be required to report monthly on the following outcomes and outputs as
performance measures as they relate to tasks identified in Section B. 1:
1) One hundred percent (100%) of primary prevention activities will be directed to the focal
population as defined in Section A.3.a.
2) If as a result of a funded primary prevention activity, a client (as defined in Section
A.3.a.) discloses a prior sexual assault, the educator/leader will follow the Florida Statute
regarding mandatory reporting (See B. 7.b.) 100% of the time.
3) One hundred percent (100%) of primary prevention activities will be focused on social
change strategies to prevent sexual violence.
b. Monitoring and Evaluation Methodology.
By execution of this contract the provider hereby acknowledges and agrees that its
performance under the contract must meet the standards set forth above and will be bound
by the conditions set forth below. If the provider fails to meet these standards, the
department, at its exclusive option, may allow up to six months for the provider to achieve
compliance with the standards. If the department affords the provider an opportunity to
achieve compliance, and the provider fails to achieve compliance within the specified time
frame, the department will terminate the contract in the absence of any extenuating or
mitigating circumstances. The determination of extenuating or mitigating circumstances is
the exclusive determination of the department.
The provider must comply with the requirements of the department’s Standard Contract,
Section I.E., with reference to monitoring by the department.
The provider agrees to fully cooperate with the department in the conduct of both
performance audits and financial audits.
This component is intended to be in addition to other audit requirements found in other
documents incorporated by reference in this contract and is not to be construed as a
limitation upon them. The provider agrees to include these audit and record keeping
requirements in all approved subcontracts and assignments.
The provider will be evaluated through:
1) On-site monitoring visits or,
2) Desk reviews to examine monthly reports, invoices and data summaries usually
found in the contract manager’s file.
7. Provider Responsibilities.
a. Provider Unique Activities.
The provider is solely and uniquely responsible for the satisfactory performance of the tasks
described in Section B. 1. of the Attachment I. By execution of this contract the provider
recognizes its singular responsibility for the tasks, activities, and deliverables described
therein and warrants that it has fully informed itself of all relevant factors affecting
accomplishment of the tasks, activities, and deliverables and agrees to be fully accountable
for the performance thereof.
b. Mandatory Reporting.
When an individual reveals that he/she is currently, or has experienced sexual assault,
dating violence, domestic violence, stalking, child abuse, abandonment, neglect, or coercion,
mandatory reporting may be required, as defined in Chapter 39.201, F.S., for abuse,
neglect, or exploitation of vulnerable adults (elderly or disabled). As defined in Chapter
415.1034, F.S., a report must be made to the Florida Department of Children and Families
Abuse hotline (1-800-96-ABUSE). At a minimum, the individual must be provided
information about victim services.
c. Coordination With Other Providers, Entities.
The provider will coordinate with service providers within their communities in an effort to
facilitate service provision to victims of sexual violence, their families, and significant others.
Failure of coordinating agencies to provide required services does not alleviate the provider
from any accountability for services that the provider is obligated to perform pursuant to this
contract.
8. Department Responsibilities.
a. Department Obligations.
The department will provide technical support and assistance to the provider within the
resources of the department. The support and assistance, or lack thereof, shall not relieve
the provider from full performance of contract requirements.
b. Department Determinations.
The department reserves the exclusive right to make certain determinations in these
specifications. The absence of the department setting forth a specific reservation of rights
does not mean that all other areas of the contract are subject to mutual agreement.
C. Method of Payment.
1. Payment Clause.
This is a fixed price, (unit cost) and travel cost reimbursement multi-year contract. Payments
shall be made upon receipt, review and approval of deliverables and the monthly invoice
(Attachment III) submitted by the provider. Payment may be authorized only for deliverables on
the invoice that are in accordance with the terms and conditions of this contract. All exceptions
must be pre-approved in writing by the contract manager.
Upon satisfactory completion of the services outlined in Section B.1. and in accordance with the
terms of this contract the department shall pay the provider $_____ each federal fiscal year for
three years beginning November 1, 2009 and ending October 31, 2012 for a total amount of
$______, subject to the availability of funds. If, during the contract funding period, the
authorized funds are reduced or eliminated by the federal grantor agency, the department may
immediately reduce or terminate the contract award by written notice to the provider.
2. Invoice Requirements.
The provider shall request payment on a monthly basis through submission of a properly
completed invoice (Attachment III) within 15 days following the end of the period for which
payment is requested. Charges on the invoice must be accompanied by supporting
documentation. Payment may be authorized only for service units or cost reimbursement on the
invoice that is in accordance with the list below and other terms and conditions of this contract.
In addition to the invoice, a monthly progress report and other supporting documentation as
required by the department shall be submitted using the forms provided in the DOH
Supplemental Resource Manual. Primary prevention activities must be provided throughout the
funding period. Notwithstanding any other provisions of the contract, failure of the provider to
provide the services and activities as specified under the resulting contract may result in the
department reducing or withholding payment as specified below.
Provider shall receive payment for the services only for sections where the box is checked
or marked .
a. Invoicing and Payment of Fixed Price/Unit Cost Portion
Pay Schedule for: Education & Training Presentations = $
Number of attendees per Unit Cost per
Type presentation Presentation
1 8-15 $125
2 16-49 $250
3 50 and above $333
4 (Training) 15 and above, 3+ hours $333
Evaluation/Data Compilation (Up to 5% of presentation amount)
Invoicing and Payment of Fixed Price/Unit Cost Portion
Pay Schedule for: Hotlines = $
Item Unit Cost
Hotlines-24-hour, toll-free information and 1/12 of funded amount for
referral telephone hotline to provide hotline services. See work
information related to sexual violence. plan.
Invoicing and Payment of Fixed Price/Unit Cost Portion
Pay Schedule for: Special Projects = $
Item Unit Cost
Special Project –a sexual violence 1/12 of funded amount for
prevention project to the priority Special Projects. See work
population. plan.
Invoicing and Payment of Fixed Price/Unit Cost Portion
Pay Schedule for: Social Norms Campaigns = $
Item Unit Cost
Social Norms Campaign –a research 1/12 of funded amount for
project for primary prevention to students. Social Norms Campaigns.
See work plan.
Invoicing and Payment of Fixed Price/Unit Cost Portion
Pay Schedule for: Strategic Plan Participation = $
Item Unit Cost
Strategic Plan-Implementation activities, update on $150 per month.
monthly narrative report, work plan and task list See work plan.
(including creation/enhancement of CAT team)
b. Invoicing and Payment of Cost Reimbursement Portion
Pay Schedule for: Travel to participate in the Strategic Plan = $
Item Cost Reimbursement
Travel based on state travel guidelines with Up to $1,500 per year.
prior approval for conferences, trainings or
SVPP meetings.
c. Payment Reductions.
The department shall reduce payment if the provider fails to submit required reports,
performs tasks or services, or meet deliverables. Failure to meet deliverables as identified
in the Work Plan, Service Tasks, or Timeline of Activities shall result in proportionate
reduction in payment.
DOH reserves the right to withhold $150 per month for strategic planning activities not
achieved. Additionally, DOH may reduce the monthly payment to the provider based on the
Work Plan, Service Tasks, or Timeline of Activities not completed. The department, at its
discretion, may pay the provider for deliverables completed after the due date.
The provider agrees to refund to the department, any unused funds from payments made by
the department, which are subsequently disallowed pursuant to the terms of the contract.
Such refunds shall be due within thirty (30) days following the end of the contract or from the
time the overpayment is discovered.
d. Travel reimbursement.
State travel restrictions allow purchase of air flights only for those who live more than a 5-
hour drive from the travel destination or by pre-approval from the department.
For reimbursement of travel expenses, Form C-676 State of Florida Voucher for
Reimbursement of Traveling Expenses must be submitted to the department. Receipts for
expenses incurred for conferences, trainings, or SVPP meetings as authorized travel are
required for reimbursement. Section 287.058(1)(b), F.S., requires that bills for travel
expenses shall be submitted in accordance with Section 112.061, F.S., governing payments
by the state for travel expenses. See Supplemental Resource Manual.
e. Conference Travel.
Prior approval, in accordance with Section 112.061, F.S., must be certified on Form C-676C
(State of Florida Authorization to Incur Travel Expense) with a copy of the program or
agenda of the conference attached. See Supplemental Resource Manual.
D. Special Provisions.
1. Public Health Grant Policy Statement
PUBLICATION REQUIREMENT
The provider shall obtain pre-approval from the department before using any publications,
media, or program advertisements. The provider shall also place an acknowledgement of
Public Health Service (PHS) grant support on any publication written or published with such
support and if feasible, on any publication reporting the results of or describing a grant
supported activity.
Acknowledgement shall be worded as follows: "This publication was supported by funding
from the Rape Prevention Education grant provided by the Centers for Disease Control
and Prevention (CDC) through the Florida Department of Health (DOH). The contents are
solely the responsibility of the authors and do not necessarily represent the official view
of the U.S. Department of Health and Human Services, the CDC, or DOH."
2. Contract Renewal.
This contract may be renewed yearly for a period that may not exceed three (3) years or the
term of the original contract, whichever period is longer and shall be subject to the same terms
and conditions. The renewal is contingent upon satisfactory performance evaluations by the
agency and subject to the availability of funds. The renewal may not include any compensation
for costs associated with the renewal. Each renewal shall be by mutual consent of both parties
and evidenced in writing.
3. The response to the Request for Applications (RFA) # FA09-004 is hereby incorporated by
reference.
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