HomeMy WebLinkAbout02/10/1999 Agreement
AGREEMENT
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THIS AGREEMENT, made and entered into this (/ day of ,"'(I.);:: /TIC , 1999,
by and between Monroe County Board Of County Commissioners, hereinafter "County" and
Rural Health Network of Monroe County, Florida, Inc. hereinafter "RHN."
WIT N E SSE T H: :r 0 \D ~
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WHEREAS, the Monroe County's Health Department's budget for pri~c~ h~
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WHEREAS, County funding of a primary care "Medivan" wou.ld enable ~N~ pfCvi~
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primary care assistance County-wide for the uninsured, and homeless;
NOW, THEREFORE, in consideration of the mutual covenants and agreements
hereinafter contained, it is agreed by and between County and RHN as follows:
1. RHN will purchase a large van which shall be adapted to allow for primary
care examinations, diagnosis, on-site care, and referral. Said van will be large enough to
accommodate basic primary care services for one to two patients at a time as well as
medical personnel to conduct examinations and care.
2. RHN will provide personnel sufficient to operate the van on a weekly basis
throughout Monroe County with scheduled stops to include areas and locations known to
be proximal to low-income and below-proverty residents, homeless, immigrants, and
uninsured persons. Planned stops will be consistent from week to week and routine hours of
operations will accommodate the schedules of the working poor.
3. County shall provide funding not to exceed Fifty Thousand Dollars ($50,OOO) for
the procurement of the medical vehicle, upon submission by RHN of appropriate
documentation under County procurement policies to support reimbursement to RHN or
direct payment to the Medivan supplier.
4. RIGHT TO AUDIT. The County reserves the privilege of auditing the RHN's
records, as such records relate to this Agreement between Monroe County and RHN.
Records should be maintained for three (3) years from the date of final payment.
5. TERMINATION OF CONTRACT FOR CAUSE. The County reserves the right to
cancel this Agreement without cause by giving to RHN thirty (30) days prior written notice of
the intention to cancel, or with cause by giving RHN one (1) day prior written notice of intent
to terminate, if at any time the RHN fails to fulfill or abide by any of the terms or conditions
specified. Failure of the RHN to comply with any of the provisions of this Agreement shall be
considered a material breach of contract and shall be cause for immediate termination of
the Agreement at the discretion of Monroe County. In addition to all other legal remedies
available to the County, the County reserves the right to cancel and obtain from another
source, any items which have not been delivered within the period of time stated in
proposal, or if no such time is stated, within a reasonable period of time from the date of
order as determined by Monroe County.
6. WAIVER OR MODIFICATION. There shall be no waiver or modification of this
Agreement or of any covenant, condition, or limitation herein contained unless mutually
agreed upon in writing by the County and the RHN and incorporated as written
amendments to the Agreement.
7. RENEWAL OPTION. The Agreement may be extended subject to written notice
of Agreement from the County and the RHN for an additional twenty-four (24) month period
beyond the primary contract period. This period shall be extended only if all
discounts/prices, terms and conditions remain the same and approval is granted by the
Board of County Commissioners.
8. INDEMNIFICATION. RHN shall indemnify, pay the cost of defense, including
attorneys; fees, and hold harmless the County from all suits, actions or claims of any
character brought on account of any injuries or damages received or sustained by any
person, persons or property by or from the said RHN, or by, or in consequence of any neglect
in safeguarding the work; or on account of any act or omission, neglect or misconduct of
the said RHN; or by, or on account of, any claim or amounts recovered under the "Workers'
Compensation Law" or of any other laws, by-laws, ordinance, order or decree, except only
such injury or damage as shall have been occasioned by the sole negligence of the
Cou nty.
9. CONFORMITY TO THE LAW. The RHN shall comply with all federal, state, and
local laws and ordinances, and any rules or regulations adopted thereunder. The RHN shall
not discriminate on the grounds of age, sex, race, color, religion, national origin, ancestry or
physical handicap in the performance of services under this Agreement.
10. NON-DISCRIMINATION. RHN shall not discriminate against any applicant for
employment or employee with respect to hire, tenure, terms conditions or privileges of
employment or any matter directly or indirectly related to employment because of age,
sex, race, color, religion, national origin, ancestry or physical handicap in the performance
of services under this Agreement.
11. NON-ASSIGNABILITY. No interest under this Agreement may be assigned, nor
duties hereunder delegated, without prior written consent of the County. The County
reserves the right to review the qualifications of any and all sub-providers, and to reject any
sub-provider deemed not qualified to perform in a proper and timely manner, the services
for which it shall have been engaged. No subagreement or transfer of agreement shall in
any case release the RHN or his surety of any liability under the Agreement. The County will
pay only the RHN.
12. SEVERABILITY. If any provision, or any portion thereof, contained in this
Agreement is held unconstitutional, invalid or unenforceable, the remainder of this
Agreement, or portion thereof, shall be deemed severable, shall not be affected and shall
remain in full force and effect.
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13. AGREEMENT COVERED BY FLORIDA LAW. This Agreement and performance
hereunder and all suits and special proceedings hereunder shall be construed in
accordance with the law of the State of Florida.
14. AGREEMENT MANAGEMENT. The County Department of Social Services
designates Deanna Lloyd, Monroe County Grants Manager, Public Service Building, 5200
College Road, Stock Island, Key West, FL 33040, as the liaison between the County and the
RHN.
15. ENTIRE AGREEMENT. This written Agreement contains the sole and entire
agreement between the County and the RHN and supersedes any and all other
agreements between them.
IN WITNESS WHEREOF, the parties hereto have set their hands and seals the day and
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BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
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By ~~.-. ,..-. ""'-'"\''-
Mayor/Chairman
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(SEAL)
ATTEST: ,..;.~~:'fj:~. MaryAnn Burrin
f.(Ji..\.~ MY COMMISSION II CC804311 EXPIRES
;'~'~'l}i February 6, 2003
"'i..if.,i~~' BONDED TH~U TROY FAIN INSURANCE, INC.
BY~~'
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jconivrhn
RURAL HEALTH NETWORK OF MONROE
COUNTY, FLORIDA, INC.
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ETHICS CLAUSE
SWORN STATEMfiNT UNDER OR~I~:t'iC~ NO, 10-199Q
MONROE COUNTY. DA
plA~c. L. SZ-IIIU.fK
warrants that he/it has not employed, retained
0' o'henv;se had ae' on his!;'s behalf any fonne, COUOIy ome" 0' employee ;n v;olation of
Seel ion 2 0 ( O,d inanee no. I 0- 1990 0' ,'" y Cou nly office, "' em ployee ;0 v io lation 0 (
SCC/ "'" 3 0 (O,d ioaoce No. I 0- 1990 F", '".ead, "' v;olatioo of "us pmv is; 00 'he County
ma~', io ,', d;mel;on, lenn;na'e Ih;, """'au W;Ihout hab;hly and 'nay also, ;n ;Is d;scoe';on,
dcdnu ('om Ihc Conl"cl 0' pu,chase p,;ce, 0' olhe,,";se ,ecove" Ihe fuB amounl of any fee,
commission, percentage, gift, or consideration paid to the fonner County off!
r employee.
signature)
Dale: ;L/ ~?
STATEOF ~
COUN1YOF~AA' .
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
JJuJ,~ ~~. who, after first being SWorn by me, amxed hisAter
signatu,e (name of individual signing) in the space provided above on th is J?:O(; day of
~~--, ,1971
C--jj. ~ '~~
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My commission expires:
OMl3 - MCr FORM #4
"""'~"~"'" MaryAnn Burrin
f:f'-"'~~i MY COMMISSION # CCaIl4311 EXPIRES
~,~.~: February 6, 2003
'.1;;,..... '$'~ BONDED THI/U TIIDYFAIN INSU~ANCf. INC.
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PlJBLIC ENTITY CRIME STATEMENT
"A person or affiliate who has been placed on the convicted vendor list
fOIIowing a conviction for public entity crime may not submit a bid on a
contract to provide any goods or services to a public entity, may not submit
a bid on a contract with a public entity for the construction or repair of a
public building or public work, may not submit bids on leases of real
property to public entity, may not be awarded or perform work as a
contractor, supplier, subcontractor, or consultant under a contract with any
public entity, and may not transact business with any public entity in excess
of the threshold amount provided in Section 287.017, for CATEGORY
TWO for a period of 36 months from the date of being placed on the
convicted vendor list."
..
ATIACHMENT A
Expense Reimbursement Requirements
This document is intended to provide "basic" guidelines to Human Service Organizations, county
travellers, and contractual parties who have reimbursable expenses associated with Monroe
County business. These guidelines, as they relate to travel, are from Florida Statute 112.061,
which is attached for reference.
A cover letter summarizing the major line items on the reimbursable expense '"equest should also
contain a certified statement such as:
I certify that the attached expenses are accurate and in agreement with the records of this
organization. Furthermore, these expenses are in compliance with this organization's contract
with the Monroe County Board of County Commissioners.
Invoices should be billed to the contracting agency. Third party payments will not be considered
for reimbursement. Remember, the expense should be paid prior to requesting a reimhursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the contract.
This document should not be considered all-inclusive. The Clerk's Finance Department reserves
the right to review reimbursement requests on an individual basis. Any questions regarding these
guidelines should be directed to Slephanie Griffiths at 305-292-3528.
(
Payroll:
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll Jottmal is provided, it should include:
Payroll Journal dates
employee name, salary, or hourly rate
hours worked during the payroll journal dates
withholdings where appropriate
check number and check amount
If a Payroll Journal is not provided the following must be listed:
check number, date, payee, check amount
support for applicable payroll taxes
Original vendor invoices must be submitted for Worker's Compensation anc :iability insurance
coverage. '
Telephone expenses:
A user log of pertinent information must be remitted: the party called, the caller, the telephone
number, the date, and the purpose of the call must be identified.
Telefax, fax, etc.:
A fax log is required. The log must defin~ the sender, the intended recipient, the date, the number
called, and the reason for sending the fax.
Supplies, services, etc.:
For supplies or services ordered the County requires the original vendor invoice.
Rents, leases, etc.:
A copy of the rental agreement or lease is required. Deposits and advance p<;yments will not be
allowable expenses.
Postage, overnight deliveries, courier, etc.:
A log of all postage expenses as it relates to' the County contract is required for reimbursement.
For <?vernight or express deliveries, the original vendor invoice must be included.
.
Reproductions, copies, ete.:
l
A log of copy expenses as it relates to the County contract is required for f( imbursement. The
log must define the date, number of copies made, source document, " purpo~;e, and ,-ecipient. A
reasonable fee for copy expenses will be allowable. For vendor services, the original vendor
invoice is required and a sample of the finished product.
Travel expenses: please refer to Florida Statute 112.061.
Travel expenses must be submitted on a State of Florida Voucher- -for Reim~ '\I"Sement of
Travel Expenses. Credit card statements are not acceptable documentation for r'im. lrsement.
Airfare reimbursement requires the original passenger receipt portion of the airline ,'ieket. A
travel itinerary is appreciated to facilitate the audit trail.
Auto rental reimbursement requires the original vendor invoice. Fuel purc.hases should be
documented with original paid receipts.
Original taxi receipts should be provided. However, reasonable fares will be reimbl ~r~ed without
receipts. Taxis are not reimbursed if taken to arrive at a departure point: for ex?:. ole, taking a
taxi from one's residence to the airport for a business trip is not reimbursable.
I
Original toll receipb should be provided. However, reasonable tolls will be reimbursed without
receipts.
Parking is considered a reimbursable travel expense at the destination. Airport parking during a
business trip is not.
Lodging reimbursement requires a detail listing of charges. The original lodging invoice must be
submitted. The County will only reimburse the actual room and related bed tax. Room service,
movies, and personal telephone calls (see previous guidelines) are not allowable expenses. Per,
diem lodging expenses may apply. Again, refer to Florida Statute 112.061.
Meal reimbursement is breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal guidelines
are that travel must begin prior to 6 am for breakfast reimbursemen~ before noon and end after
2pm for lunch reimbursement, and before 6pm and end after 8 pm for dinner reimbursement.
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Mileage reimbursement is calculated at 20 cents per mile for personal auto mileage while on
county business. Effective October 1, 1994, mileage will be reimbursed at 25 cents per mile. An
odometer reading must be included on the state travel voucher for vicinity travel. A mileage map
is attached for reference to allowable miles from various Florida destinations.
Mileage is not allowed from a residence or office to a point of departure: for example, driving
froITI: one's home to the airport for a business trip is not a reimbursable expense.
.
Data processing, PC time, etc.:
I
The original vendor invoice is required for reimbursement. Intercompany allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the charging
department (see Payroll above) are attached and certified.
The following expenses are not allowable for reimbursement:
penalties and fines
non-sufficient check charges
fundraising
contributions
capital outlay expenditures (unless specifically included in the contract)
depreciation expenses (unless specifically included in the contract)
SGRlt-!<IIHS
WP51\PROCEDUR\EXP _REIM
A TT ACHMENT D
HUMAN SERVICE ORGANIZATION LETTERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
Key West, Florida 33040
(Date)
The following is a summary of the expenses for (Human Service Organization_ name) for the time
period of _ to _ :
Check # Payee Reason
101 A Company
102 B Company
103 D Company
104 Person A
105 Person B
(A) Total
(B) Total prior-Payments
{
(C) Total requested and paid (A + B)
(0) Total contract amount
..u Balance of contract (D - C)
Amount
rent
utilities
phones
payroll
payroll
$xxxx.xx
$xxxx.xx
$xxxx.xx
$xx~"X.xx
$xx (X.xx
$xxxx.xx
$xxxx. xx
$xxxx.xx
c"
~~xxxx.xx
hxxx xx
I certify that the above checks have been submitted to the vendors as noted-'and thut the expenses
are accurate and in agreement with the records of this organization. Furthermore, these expenses
are in compliance with this organization's contract with the Monroe County Board of County
Commissioners and will not be submitted for reimbursement to any other funding source.
,.
Executive Director
Attachments (supporting documentatjon)
;
Sworn and subscribed before me this _ day of
199_.
Notary Public
Notary stamp