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FLAIR ID:
S0316
Long Title:
CRIME STOPPERS OF MANATEE COUNTY, INC
Total Amount:
$52,986.62
Paid to Date:
$52,451.87
Agency Contract ID:
003-16
Vendor Name:
CRIME STOPPERS OF MANATEE COUNT
Total Budget:
$52,986.62
Date of Execution:
07/01/2016
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:
MANATEE CO
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$52,986.6220-2-202001-41100400-00-102700-0007/01/2016

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Vendor Summary
Name Address Minority Vendor Designation
CRIME STOPPERS OF MANATEE COUNTBRADENTON FL 34206 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:#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.
 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: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.
 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 Document003-16 Crime Stoppers of Manatee County, Inc.pdf
2.10/10/2016Amendment Document003-16 Approved Oct Budget Modification.pdf

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Contract Change
Num Type Change Amount Execution Date Effective Date End Date Description
#1(Jul.)Amendment$0.0007/26/201607/26/201606/30/2017We are not transferring money from any line item, merely requesting to use existing funds from the Travel Budget (line # 73) for a conference not proposed in our grant narrative. Our program is not a member of CSUSA, nor have we ever attended their annual conference. Our Executive Board has reviewed requests to join CSUSA and attend the conference. They have reviewed the training schedule and feel that the various breakout sessions and training will provide our program with Best Practices, as well as allow us to network and make an informed decision regarding CSUSA Membership in the future. We request $475.00 from our Travel Budget to pay for the CSUSA Conference fee. All other travel expenses will be paid from our discretionary fund. This is a justifiable expense as CSUSA is the national organization and their conference will provide significant and relevant best practices training to help our program grow and improve. This proposal is also a bargain since the bulk of travel expenses will be paid from our discretionary fund. we will be able to absorb the $475.00 cost by send 1 less person to one of the scheduled FACS meetings this grant year. We plan and budget to send 2 people to all 3 FACS meetings, so we can still comply by only sending 1 person to one the meeting.
#4 (Oct)Amendment$0.0010/05/201610/05/201606/30/2017Moving funds from line item #51 PO Box Rental, #68 B and O Liability and 71 Gen Liability to line item #56 Laptop. Moving these funds allows us to comply with OAG reporting requirements.
#6(Dec.)Amendment$0.0012/21/201612/21/201606/30/2017Transfer $110.00 from line item #38 Community Events to line item #19 Program Specialty Items to purchase window decals, magnets and wristbands for distribution to the public at upcoming events.
#7(Jan)Amendment$0.0001/19/201701/19/201706/30/2017We are on a limited budget and seeded our public awareness ads with our media partners for the first half of the year. We have been fortunate that good financial management and strategically partnering with the DeSoto Mail to reduce our community events expenses has allowed us to move $750 of surplus funds from our line #38 Community Events to line #13 Newspapers, this enabling us to renew promotional ads in community publications. This transfer is justified because it allows us to continue promoting our program and educating the public about Crime Stoppers, this sustaining our exposure to the community.
#10(Apr)Amendment$0.0004/27/201704/27/201706/30/2017Transfer $266.90 into line item 24 (Banners) from the following line items: #3 Answering Service $151.90 + #5 (Tip Software) $20 + #13 (Newspapers) $95 =Total of $266.90 for#24 Banners. Transfer $388.42 into line item #38 Community Events) from the following line items: #1 (Rewards) $350 + #37 (Parades) $28.42 + #40 (Facebook Boosts) $10 =Total of $388.42. Our justification is that these line items have remaining surplus funds that can be diverted to supporting a community event with Law Enforcement Leaders by providing Promotional Banners and Chairs/Tables for attendees.
#11(May)Amendment$0.0006/06/201706/06/201706/30/2017TOTAL Transfers from unexpended funds in the Rewards Category and the Operations Category for a total of $2,637.23. In REWARDS CATEGORY - TOTAL transfers of $1,337.39 will be as follows: *$1200 will be into transferred into Line item #17 (Website Dev/Maint) from #1 Rewards ($1000) and #2 Tiplines ($200) so that we may revamp our outdated and static website(over 5yrs old) into more animation, video, and interactivity with our social media accounts for greater functionality and attractiveness. * $137.39 will be tranferred into Line item #13 (Newspapers) from #3($20.49), #24($16.90), #40($100) In OPERATING CATEGORY - TOTAL transfers of $1299.84 will be transferred as follows: * $1299.84 will be transferred into#13 (Newspapers) from #46 ($129.10), #50($32.50), #53($189.09), #55 ($47.62), #67($5.00), #73($596.53), #76($300.00) These transfers will allow us to provide Program Awareness and Education through our website and social media, as well as through targeted traditional print media publications in high crime communities.

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