Item C18BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 10-21-2009 Division: _County Administrator
Bulk Item: Yes _X No _ Department. Social Services/In-Home Services_
Staff Contact Person/Phone #: Sheryl Graham/X4510
AGENDA ITEM WORDING: Approval of Amendment 002 to the Community Care for the Elderly
(CCE) Contract KC-971 between the Alliance for Aging, Inc. (Area Agency on Aging) and the Monroe
County Board of Commissioners (Social Services/In-Home Services) for fiscal year 7/l/09 to 6/30/10.
ITEM BACKGROUND: Approval of Amendment 002 to the CCE Contract will amend paragraph
III.0 of Attachment I, revise and replace Attachment II, amend paragraph II.B of Attachment I and
amend paragraph IV.A.I of attachment I.
PREVIOUS RELEVANT BOCC ACTION: Prior approval granted for Amendment #001 to CCE
Contract #KC-971 on 7-15-09.
CONTRACT/AGREEMENT CHANGES: The provider may request a monthly advance for service
costs for each of the first two months of the contract period, based on anticipated cash needs.
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $494,520.00 INDIRECT COST: _-0-_BUDGETED: Yes X No _
COST TO COUNTY: Inkind (Space) Match of $22,201.00 SOURCE OF FUNDS: Grants
No Cash Match is Required- an Inkind(Space) Match of $22,201.00 and co -Payment Match of
$22,305.00 will be used for the $44,506.00 Total Match Commitment.
REVENUE PRODUCING: Yes X No _ AMOUNT PER MONTH approx.$2,500.00
Year annrox. $30,000.00
APPROVED BY: County Atty OMB/Purchasing X Risk Management _X
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM #
Revised 1/09
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Alliance for Aging, Inc. Contract Amendment
002 to contract # KC-
971
Effective Date: July 1, 2009
Expiration Date: June 30, 2010
Contract Purpose/Description: Approval of Amendment 002 to the CCE Contract will amend paragraph III.0 of
Attachment I, revise and replace Attachment H, amend paragraph H.B of Attachment I and amend paragraph
N.A.I. of attachment I.
Contract Manager: Sheryl Graham 4510 Social Services/Stop 1
(Name) (Ext.) (Department/Stop #)
For BOCC meeting on 10/21/2009 Agenda Deadline: 10/6/2009
CONTRACT COSTS
Total Dollar Value of Contract: $494,520.00 Current Year Portion: $_
Budgeted? Yes X No Account Codes: _125_-6153809_-_
Grant:$494,520.00 (Fiscal Year) - -
County Match: (Required) Inkind Match of $22,201.00 and - -
Client Co -Pay Match of $22,305.00 will be used for the
$44,506.00 Total Match Commitment
Estimated Ongoing Costs: $
(Not included in dollar value above)
/yr
ADDITIONAL COSTS
For:
utilities, janitorial, salarii
etc)
CONTRACT REVIEW
Division Director
D to In
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Changes
Ne
Yes Nod
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Date Out
Risk Mana ement
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Yes
Yes No
County Attorney
Yes N
Comments:
OMB Form Revised 2/27/01 MCP #2
Amendment 002 CONTRACT KC 971 Page 1
THIS AMENDMENT, entered into between the Alliance for Aging, Inc. hereinafter referred
to as the "Alliance", and Monroe County Board of Commissioners.
__The_purpose._of_this amendment is.to.amend.paragrap- IIJ,C Qf Attachment_I reylise_and . __----- _
replace Attachment II, amend paragraph 11.13 of Attachment I and amend paragraph IV.A.I of
attachment I.
a) Paragraph III.0 of attachment I, is hereby amended to read:
The provider may request a monthly advance for service costs for each of the first two
months of the contract period, based on anticipated cash needs. Detailed
documentation justifying cash needs for advances must be submitted with the
signed contract, approved by the Alliance, and maintained in the contract
manager's file. All payment requests for the third through the twelfth months shall
be based on the submission of monthly actual expenditure reports beginning with
the first month of the contract. The schedule for submission of advance requests is
ATTACHMENT II to this contract. Reconciliation and recouping of advances made
under this contract are to be completed by the submission date of the Report # 10
and # 11 (February and March Expenditure Report).
b) Attachment II (Contract Report Calendar) is hereby replaced with the revised Attachment II
as follow:
CONTRACT REPORT CALENDAR
Report Based On
Number
Submit
to the Alliance
on This Date
1
July Advance *...............................................................
July 1
2
August Advance *...........................................................
July 1
3
July Expenditure Report ....................................................
August 15
4
August Expenditure Report ................................................
September 15
5
September Expenditure Report ...........................................
October 15
6
October Expenditure Report ...............................................
November 15
7
November Expenditure Report .............................................
December 15
8
December Expenditure Report ............................................
January 15
9
January Expenditure Report ...............................................
February 15
10
February Expenditure Report/July Advance Reconciliation**......
March 15
11
March Expenditure Report /August Advance Reconciliation**.....
April 15
12
April Expenditure Report ....................................................
May 15
13
May Expenditure Report ......................................................
June 15
14
June Expenditure Report ....................................................
July 15
16
Final Expenditure and Closeout Report .................
July 20
Legend:
* Advance based on projected cash need.
** Submission of expenditure reports may or may not generate a payment request.
If final expenditure report reflects funds due back to the Alliance, payment is to
accompany the report.
Note # 1: Report #1 for Advance Basis Contracts cannot be submitted to the Alliance prior to
July 1 or until the contract with the Alliance has been executed. Actual submission of
the vouchers to the Department of Elder Affairs is dependent on the accuracy of the
expenditure report.
Note # 2: Report numbers 10 and 11 shall reflect an adjustment of one-half of the total
advance amount, on each of the two reports respectively, repaying advances for the
first two months of the agreement.
Amendment 002 CONTRACT KC 971
Page 2
c) Paragraph II. B of attachment 1, is hereby amended to read:
____ _ The services to b�Rrovided are those described in the provider's service provider
application submitted in response to the 2009 CCE /Lead Agency application and as
described in this contract. All CCE services will be provided in a manner consistent with
the conditions set down in the Department of Elder Affairs 2009 Home and Community -
Based Services Handbook Program & Services Manual and by the Alliance. In the
event either the handbook or the service provisions established by the Alliance is revised,
such revision will automatically be incorporated into the contract and the provider will be
given a copy of the revisions.
d) Paragraph IV.A.I of attachment I, is hereby amended to read:
The provider agrees to comply with applicable parts of Rule Chapter 58C-1, Florida
Administrative Code promulgated for administration of Sections 430.201 through
430.207, Florida Statutes, and the Department of Elder Affairs 2009 Home and
Community -Based Services Handbook.
METHOD OF PAYMENT:
This amendment shall begin on July 1, 2009 or the date it has been signed by both parties,
whichever is earlier.
All provisions in the contract and any attachments thereto in conflict with this amendment
shall be and are hereby changed to conform with this amendment.
All provisions not in conflict with this amendment are still in effect and are to be performed at
the level specified in the contract are hereby amended to conform with this amendment.
This amendment and all its attachments are hereby made a part of the contract. This
amendment and all its attachments are hereby made a part of the contract.
IN WITNESS WHEREOF, the parties hereto have caused this 1-page amendment to be executed
by their undersigned officials as duly authorized.
PROVIDER:
SIGNED BY:
NAME:
TITLE:
George Neugent
Mayor
10-21-2009
SIGNED BY:
NAME:
TITLE:
DATE: DATE:
ALLIANCE FOR AGING, INC.
Max B. Rothman, JD, LL.M.
President & CEO
`� �� r�Ut'.1 t y t f L
Amendment 001 CONTRACT KC 971 Page 1
THIS AMENDMENT, entered into between the Alliance for Aging, Inc. hereinafter referred
to as the "Alliance", and Monroe County Board of Commissioners.
The purpose of this amendment is to decrease the amount under contract by $ 8,824
from $503,344 to $ 494,520.
The provider must adjust the Unit Cost Methodology to take this decrease In funding into
account.
METHOD OF PAYMENT:
1. This amendment shall begin on July 1, 2009 or the date it has been signed by both parties,
whichever is earlier.
All provisions in the contract and any attachments thereto in conflict with this amendment
shall be and are hereby changed to conform with this amendment.
All provisions not in conflict with this amendment are still in effect and are to be performed at
the level specified in the contract are hereby amended to conform with this amendment.
This amendment and all its attachments are hereby made a part of the contract. This
amendment and all its attachments are hereby made a part of the contract.
IN WITNESS WHEREOF, the parties hereto have caused this 1-page amendment to be executed
by their undersigned officials as duly authorized.
PROVIDER:
Monroe County Board of
Commissioners.
ALLIANCE FOR AGING, INC.
SIGNED BY: SIGNED BY:
George Neugent Max B. Rothman, JD, LL.M.
NAME:
`i>tlu:g
DATE:
Mayor
July 15, 2009
NAME:
TITLE:
DATE:
15PtD
OE COUNTY A
ASTDRO J.
COU TY AT 0RNIEY �40 S
0
President & CEO