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10/18/2006 Contract Cled( 0I111e Circul coun Danny L. Kolhage Office (305) 292-3550 Fax (305) 295-3663 Memorandum To: Debbie Barsell, Director Community Services Division From: Isabel C. DeSantis, '. I ) Deputy Clerk ,p;.I-' Date: Tuesday, November 14, 2006 At the BOCC meeting of October 18, 2006, the Board approved the following: Nutrition Services Incentive Program 2006-2007 Contract No. US-751 between the Alliance for Aging and the Monroe County Board of County Commissioners. Enclosed please find five (5) duplicate originals executed by Monroe County for your handling. Please be sure that the sets marked Monroe County Clerk's Office Orildnal and Monroe County Finance Department's Orie:inal are returned to this office as quickly as possible. Should you have any questions, please do not hesitate to contact this office. cc: Finance, wlo doc. County Attorney, memo only File ../ r; ,.. i 0, r.: ~ . ; 4 (iV~ r~I~:trt:"f:iB CJ,~:/~'T~: b \', ',: t j --- October 1, 2006 Co.. act Number US-751 NUTRITION SERVICES INCENTIVE PROGRAM 2006-2007 CONTRACT THIS CONTRACT is entered into between the Alliance for Aging, Inc.. hereinafter referred to as the "Alliance", and Monroe County Board of _ commissioners. hereinafter referred to as the "recipient". This contract is subject to all provisions contained in the MASTER AGREEMENT executed between the Alliance and the recipient. Agreement No. PA-429, and Its successor, incorporated herein by reference. \. Reeiplent Agrees: A. Services to be Provided: To plan, develop, and accomplish the services delineated. or otherwise cause the planning, development, and accomplishment of such services and activities, under the eonditions specified and in the manner prescribed in Attachment Lof this agreement. B. Requirements of Section2B7, Florida Statute.: These requirements are herein ineorporated by reference. C. Final Request for Payment: The Recipient must submit the final request for payment to the Alliance no more than ~ days after the contract ends or is terminated; if the Recipient fails to do so, atl rlght to payment is forfeited. and the Alliance will not honor any requests submitted after the aforesaid time period. Any payment due under the terms of this contract may be withheld until all reports due from the Recipient, and necessary adjustments thereto, have been approved by the AlIlanee. D. Additional Reporting Requirements: 1. If the Alliance has sanctioned the recipient, while the sanctions are in effect the recipient shall provide to the Alliance. on a monthly basis. the recipient's financial statements that reflect the current, un-audited revenues and expenditures and the recipient's cash position as well as any other documentation that may be requested by the Alliance. 2. If the recipient is required to prepare a corrective action plan, 31.lpporting documentation ~s requested by the Alliance shall be provided. II. The Alliance Agrees: A. Contract Amount: To pay for gervlces according to the conditions of Attachment 1 in .3n amount not to exceed $43.194.00. $ubjectto itle availability of fund:!. ",0 '; iJ6 i ],AV \ ':'. : '; 6 3 p October 1, 2006 Contract Number US-751 B. Obligation to Pay; The Alliance's performance and obligation to pay under this contract is contingent upon an annual appropriation by the Legislature and passed through the Department of Elder Affairs. C. Source of Funds; The costs of services paid under any other contract or from any other source are not eligible for reimbursement under this contract. The funds awarded to the recipient pursuant to this contract are in the state grants and aids appropriations and consist of the following: .'- Program Title Year Funding CFDM Fund Amounts Source Nutrition Services 2006 2007 OM 10.570 $43,194.00 Incentive Proaram TOTAL FUNDS CONTAINED IN THIS CONTRACT: $43,194.00 III. Recipient and Alliance Mutually Agree: A. Effective Date: 1. This contract shall begin on October 1, 2006. 2. Delivery of services shall end on September 30. 2007. This contract shall end on J,nuarv 31. 2008. See Attachment I, Section \I1.E. B. Termination. Suspension. and/or Enforcement: The causes and remedies for termination or suspension of this contract shall follow the same procedures as outlined in Section III.B. and Section '''.C. of the Master Agreement. c. Recipient Responsibility: Notwithstanding the pass through language contained in Section 1.5.1. of the Master Agreement, the reCipient maintains responsibility for the performance of all sub-recipients in accordance with all applicable federal and state laws. D. Notice, Contact. and Payee Information: 1, The name, address, ;lnd telephone number of the contract manager for the Alliance for this contract Is: Pedro Jove CEO. 9500 South Dadeland Boulevard, Suite 400 Miami, FL 33156 (305) 670-6500 2 ~~0, ld. l~Gh l.j~A~ \0, ,40 J r, 4 October 1, 2006 Contract Number US-751 2, The name, address, and telephone number of the representative of the recipient responsible for administration of the program under this contact is: Deb Barsell GA TO Building - 1100 Simonton Street Key West, FL 33040 (305) 292-4573 3 In the event different representatives are designated by either party after eXeGution of this contract, notice of the name and address of the new representative will be rendered in writing to the other party and said notification attached to originals of this contract. 4. The name (recipient name as shown on page 1 of this contract) and mailing address of the official payee to whom the payment shall be made: Monroe County Board of Commissioners GATO Building -1100 Simonton Street Key West. FL 33040 (305) 292-4573 E. Renegotiation or Modification: 1. Modifications or changes to the funding in this contract and corresponding services related to the increase or deGrease, may be made in the form of a written Notice of Award IncreaseJOecrease signed by the Alliance's President and Director of Administration. The Board President or its Designee of the recipient shall sign the Notice of Award Increase/Decrease and return it to the Alliance within fourteen (14) days or sooner if requested by the Alliance. By signing Notice of Award Increase/Decrease, the Board President or Its Designee of the recipient acknowledges the receipt of and agreement with the terms contained in the Notice. 2. Upon Receipt of a Notice of Award Increase/Decrease, the recipient shall update affected information in budget summaries, deliverable schedules. unit rate information contained in the unit cost methodology. or any other applicable financial information contained in the service provider application or required in this contract. This shall be done within len working days of receipt of such notice. 3 q c.:: a '--, 1..U Q;: Ceo: I:::::.J 4. C) 4,,1 _J iZ )>:0. i~. ,~;':~~:0 I: jjA:VI October 1. 2006 i~:', J4b j , - , Contract Number US.751 IN WITNESS THEREOF. the parties hereto have caused this 7-paQe contract to be executed by their undersigned offICials as duly authorized, ~(ltS "50Wt'f 4~ ~Of lollY/NO/, . RECIPIENT: MONROE COUNTY BOARD OF COMMISSIONERS BOARD PRESIDENT OR AUTHORIZED DESIGNEE SIGNED BY: NAME: TITLE; DATE: ALLIANCE FOR AGING. INC. SIGNEOBv;21 ~ NAME: Pedro Jove. 'J(f!rI!LetV e- P~(TO,J , :JJ.fT~ ~ If TITLE: President I CEO DATE:,,;', ffl7>-71,~ if i/, ,'1 'i FEDERAL ID NUMBER: 59-6000749 RECIPIENT FISCAL YEAR END DATE: 09/30 - In &:. :r::: '<C \0 , ~ ~ ~ uJ <z: ~'J ::.1 ;)-Z; ;: ;~ ~1.~ __-J . c.) , Ox:: ::::-JL~J "'-uo :t: {z:: <!: "'" o 0 J:: ".\.-~' " '~-: ,~ ":., "':'~x:f:r~~1~ _ /.:..:LE?.... MONROE COUNTY ATTORNEY AP.PROVED AS TO FORM: 'Y NA ILEENE W, CASSEL ASSISTANT COUNTY ATTORNEY Date---.t:'...z.C -:S-__,_. 4 ) e D,. Ie. L i.; ''; 0 I JJ~IVi ~ ,,', : '.. I) J October 1, 2006 Contract Number US.751 ATTACHMENT I NUTRITION SERVICES INCENTIVE PROGRAM I. STATEMENT OF PURPOSE The Nutrition Services Incentive Program (NSIP) is authorized by Section 311 of the Older ^mericans ^ct of 2000. as amended. The NSIP is the new name for the former United States Department of Agriculture (USDA) cash or commodity program known as the Nutrition Program for the Elderly. NSIP provides reimbursement for the purchase of United States produced agricultural and other food commodities for use in nutrition projects operating under approved Older Americans Act Title III contracts. II. SERVICES TO BE PROVIDED A. Services: Upon receipt of a prior authorization for services from Alliance staff, to provide the following services: The purchase of United States produced agricultural and other food commodities for use in nutrition projects operating under approved Title 11\ contracts for nutrition services with the Recipient. Prior authorization for these services will be provided by the Alliance. B. Manner of Service Provision: The services will be provided in a manner consistent with and described in the recipient's service provider application update for federal fiscal year 2004 and the Department of Elder Affairs Home and Community-Based Services Handbook. In the event the handbook is revised, such revision will automatically be incorporated Into the contract and the recipient will be given a copy of the revisions. III. METHOD OF PAYMENT A. This is a fixed rate contract. The Alliance shall make payment to the recipient for provision of services up to a maximum number of units of service and at the prospective rate stated below: Service to be Provided Units of Service Unit Rate Maximum Units Eligible Congregate and Home Delivered Meals 1 unit = 1 meal 0.5699 75.792 The prospective rate is based on the estimated OM grant award. 5 u October 1, 2006 h 1463 p, 7 Contract Number US-751 ~~n. Ij, LiJUb 1:3bAM B. All r9quests for reimbursement shall be in accordance with policy regarding reimbursable meals and Ciientlnformation Registration and Tracking System (CIRTS) policy regarding data entry for reimbursable meals. All requests for reimbursement shall include: 1. The request for reimbursement shall be submitted on DOEA Form 117. Request for Reimbursement, USDA Cash-In-Lieu of Commodities. 2. DOEA Form 118, PSAlRecipient Monthly Meals Report must be submitted with the request for reimbursement. 3. A CIRTS report must be submitted with DOEA Forms 117 and 118 as supporting documentation for the total number of meals reported. The CIRTS report must match the number of meals reported on DOEA Form 118. 4. Duplication or replication of the DOEA forms 117 and 118 via data processing equipment is permissible but replication must include all data elements in the same format as included on the departmental forms. 5. The due date for the request for reimbursement and report(s) shall be no later than the ~ day of the month following the month being reported. C. Invoices will be in suffICient detail for a proper pre-audit and post-audit thereof. The recipient shall maintain documentation to support payment requests which shall be available to the Comptroller, the Department of Elder Affair:; or the Alliance. upon request. D. Additional Reporting ConditIons: 1. This contract is for services provided during the 2007 Federal Fiscal Year beginning October 1,2006 through September 30,2007; however, the contract is in effect through January 31,2008. The additional four months (October 1. 2007 through January 31. 2008) are to allow rates to be adjusted for the twelve-month service period. Retroactive rates will be based on the fiMI OM grant award divided by the total eligible meals reported in Florida. This contract shall automatically terminate after the final rate for the federal fiscal year has been established and the Department of Elder Affairs authorizes the release of final payments. 2. in the event that the final reimbursement rate is greater or less than the rate in Attachment I, Section IliA, then this contract shall be 6 Ser.18 20i6 IJ6AM ~ o. 1 d6 3 P. 8 October 1, 2006 Contract Number US.751 appropriately adjusted and the final rate shall be effective for the entire contract period upon notice from the department's contract manager. E. Any payment due by the Alliance under the terms of this contract may be withheld pending the receipt and approval by the Alliance of complete and accurate financial and programmatic reports due from the recipient and any adjustments thereto. including any disallowance not resolved as outlined in Section I.T. of the Master Agreement. IV. SPECIAL PROVISIONS A. State Laws and Regulation: 1. The recipient agrees to comply with applicable parts of Florida Statutes, Rule 58A-1, Florida administrative code and the Department of Elder Affairs Home and Community-Based Services Handbook. 2. The Alliance and recipient agree to provide services and implement the provisions of this contract in accordance with Federal, State. and Locallaw$, rules. regulations, and policies that pertain to the Nutrition Services Incentive Program cash payments and Older Americans Act 7