09/16/2009 Agreement
DANNY L. KOLHAGE
CLERK OF THE CIRCUIT COURT
DATE:
September 22, 2009
TO:
Community Services
A TTN:
Kim Wilkes, Sr. Grants Coordinator
Social Services
FROM:
Isabel C. DeSantis, D.C. ; (f.v-XVrL~
At t]le August 19, 2009, Board of County Commissioners' meeting the Board granted
approval an(} authorized execution of the following:
Hom.eless Prevention and Rapid Re-Housing Grant Agreement (HPRPP between Monroe
County Board of County Commissioners (Community Services/Social Services) and the State of
Florida, DeI)artment of Children and Families for the provision of funds to provide homeless
prevention assistance to households who would otherwise become homeless, and to provide
assistance to rapidly re-house persons who are homeless.
Enclosed is an original and five duplicate copies of the above-mentioned executed by
Monroe Coulnty for your handling. After execution by DCF please be sure that the sets marked
"Monroe County Clerk's Office Original" and "Monroe County Finance Department's Original"
are returned to this office as soon as possible. Should you have any questions, please do not
hesitate to contact our office.
cc: County Attorney, memo only
Finanlce
F i 1 e ,.______
06/05/2009
_ ~i*!dro~ CQmltJ' crr~:rr'~~~[J C:1:?:,;,~ Od~b~!!ll
THE STATE OFFICE ON HOMELESSNESS
HOMELESS PREVENTION and RAPID RE-HOUSING
GRANT AGREEMENT
Monroe County B.O.C.C.
and
State of Florida
Department of Children and Families
WHEREAS, the American Recovery and Reinvestment Act of 2009 created the Homeless
Prevention and Rapid Re-Housing Program [CFDA 14.257], and
WHEREAS, the U.S. Department of Housing and Urban Development has awarded the State of
Florida a grant in the amount of$21,507,109, and
WHEREAS, the U.S. Department of Housing and Urban Development has issued the Notice of
the regulations governing the Homeless Prevention and Rapid Re-Housing P~ogram on March
19,2009, and ..
WHEREAS, the Department of Children and Families, through the Office on Homelessness, has
been designated to administer this federal grant for the State of Florida, and
WHEREAS, the Department has filed with the U.S. Department of Housing and Urban
Development the appropriate grant application documents in the form of a Substantial
Amendment to the State's 2008 Annual Action Plan, and
WHEREAS, the Department has received and executed the Homeless Prevention and Rapid Re-
Housing Program grant agreement dated July 15, 2009, and
WHEREAS, the Florida Legislature has authorized the Department to accept this grant, and
administer these federal funds as a grant in aid program in conformance with all federal
regulations, and
WHEREAS, the Department finds that there is a need to provide the services described in the
grantee's program plan for the Homeless Prevention and Rapid Re-Housing (HPRP) grant,
NOW, THEREFORE, The Department hereby awards the sum of $25719007.00 Dollars to
Grantee under the following terms and conditions:
1. The purpose of the Homeless Prevention and Rapid Re-Housing Program is to provide
homeless prevention assistance to households who would otherwise become homeless, and to
provide assistance to rapidly re-house persons who are homeless. These grant resources are
intended to be targeted and prioritized to serve households that are most in need of the allowable
temporary housing assistance, and who are most likely to achieve housing stability following the
conclusion of the HPRP assistance.
GRANT # KFZ28
06/05/2009
THE STATE OFFICE ON HOMELESSNESS
2. The HPRP program plan filed with the Department by the Grantee is incorporated as
Attachment A and on file in the grant file of record. The Department's Substantial Amendment
document, upon which that program plan is based, is also incorporated herein by reference as if
fully set out here and is on file in the grant file of record. The Grantee hereby agrees to perform
the tasks and to provide the services described in the program plan contained in Attachment A.
3. In addition to the grant amount reflected on page 1 of this Grant Agreement, the Department
makes a conditional allocation of HPRP funds to the Grantee in the sum of $ 171,388.00. The
Grantee shall not have the authority to obligate or expend these additional grant funds until the
following conditions are met.
(a) The Department receives budget authority to expend these additional grant funds from the
Florida Legislature.
(b) The Grantee demonstrates to the satisfaction of the Department that the Grantee has
successfully performed under this Grant Agreement. This shall include but not be limited to
attaining the spending goals set forth in paragraph 13, and then submitting the required
reports in a complete and timely manner.
(c) The Grantee submits written evidence of the need in the area served by the Grantee which
cannot be met with the funding provided to the Grantee, as reflected on page 1 of the Grant
Agreement. Such evidence shall be based on actual participant eligibility determined by the
Grantee in accordance with the program regulations issued on March 19,2009.
(d) The Grantee submits a revised program budget to properly reflect the proposed spending by
eligible grant activities for the sum of the additional grant allocation.
(e) The Grantee receives written authorization from the Department to expend the additional
grant allocation, or specified sum thereof, effective on a date specified in the written
authorization.
The Department reserves the right to reallocate the additional HPRP grant funding specified in
this article to other communities based on the Department's assessment of the needs documented
statewide, and determination of the areas of greatest need for the HPRP funding.
4. The Grantee shall be required to collect and enter data on all HPRP participants assisted by
the HPRP grant in the local homeless management information system for the continuum of care.
Grantee further agrees that it will use due diligence to assure that funds are expended for the
purposes intended and that a full accounting for these grant funds is made.
5. Where there is a conflict between the HPRP program plan incorporated herein and this
Homeless Prevention and Rapid Re-Housing Grant Agreement, this Homeless Prevention and
Rapid Re-Housing Grant Agreement shall prevail.
2
GRANT # KFZ28
06/05/2009
THE STATE OFFICE ON HOMELESSNESS
6. In accordance with sections 11.062 and 216.347, Florida Statutes, no funds provided by this
grant may be expended for the purpose of lobbying the Legislature, the judicial branch, or a state
agency.
7. This Homeless Prevention and Rapid Re- Housing Grant Agreement is executed and entered
into in the State of Florida, and shall be construed, performed, and enforced in all respects in
accordance with the applicable State of Florida and Federal laws. Each party shall perform its
obligations herein in accordance with the terms and conditions of this grant agreement. It is
hereby agreed by the parties that in the event that litigation by either party to this grant agreement
becomes necessary that venue shall be proper in Leon County, Florida.
8. Grantee agrees to maintain complete, accurate and adequate records, including financial
records, relating to funds received pursuant to this Homeless Prevention and Rapid Re-Housing
Grant Agreement and of all expenditures made by Grantee with grant funds. The Grantee will
comply with all audit and record keeping requirements specified by the Department and the U.S.
Department of Housing and Urban Development. All records shall be in sufficient detail to
permit a proper pre audit and a post audit of all expenditures.
9. Grantee agrees to provide a financial and compliance audit to the Department as specified in
this Homeless Prevention and Rapid Re-Housing Grant Agreement and in Attachment B and to
ensure that all related party transactions are disclosed to the auditor. This grant is subject to the
Florida and the Federal Single Audit Act requirements beginning in the year ending June 30,
2009 and thereafter.
10. Grantee agrees to retain all financial records, supporting documents, statistical records and
any other documents, whether kept by electronic storage media or otherwise, pertinent to this
Homeless Prevention and Rapid Re-Housing Grant Agreement for a period of not less than six
(6) years after the starting date of this Homeless Prevention and Rapid Re- Housing Grant
Agreement, or if audit findings have not been resolved at the end of the six (6) year period, the
records shall be retained until resolution of the audit findings. State auditors and any persons duly
authorized by the Department shall have full access to, and shall have the right to examine any of
the said materials at any time during regular business hours.
11. Local government Grantees agree to comply with 24 CFR 85.36(b)(3), and non-profit
Grantees agree to comply with 24 CFR 84.42 with respect to the procurement of services,
equipment, supplies or other property. With respect to all other decisions involving the use of
the HPRP funds, the following restriction shall apply: No person who is an employee, agent,
consultant, officer, or elected or appointed official of the Grantee, and who exercises or has
exercised any functions or responsibilities with respect to assisted activities, or who is in a
position to participate in a decision-making process or gain inside information with regard to
such activities, may obtain a personal or financial interest or benefit from the activity, or have
any interest in any contract, subcontract, or agreement with respect thereto, or the proceeds there
under, either for himself or herself or those with whom he or she has family or business ties,
during his or her tenure or for one year thereafter.
3
GRANT # KFZ28
06/05/2009
THE STATE OFFICE ON HOMELESSNESS
12. Grantee agrees to be liable for all claims, suits, judgments, or damages, including court costs
and attorney's fees, arising out of the negligent or intentional acts or omissions of the Grantee,
and its agents, sub-grantees and employees, during performance pursuant to this Homeless
Prevention and Rapid Re-Housing Grant Agreement. Further, the Grantee agrees to indemnify
the Department against all claims, suits, judgments, or damages, including court costs and
attorney's fees, arising out of the negligent or intentional acts or omissions of the Grantee, and its
agents, sub-grantees, and employees, during performance pursuant to this Homeless Prevention
and Rapid Re-Housing Grant Agreement. (NOTE: This paragraph is not applicable between
state agencies or subdivisions, as defined in subsection 768.28(2), Florida Statutes)
13. Grantees receiving awards from the Department in 2009 shall expend fifty percent (50%) of
the grant funds awarded by June 30, 2010 on eligible program costs. The Department reserves
the right to amend the grant agreement to recapture grant funds in the event that the Grantee fails
to achieve the spending target, and fails to provide sufficient explanations and correction action
plans to the Department. Should the Department exercise its option to recapture grant funds, any
eligible expense obligated shall be retained by the Grantee for expenditure. Further, the
Department requires the Grantee to achieve an expenditure goal of completely expending the
grant on eligible costs by June 30, 2011. The Department may extend this spending deadline
upon receipt of a written request from the Grantee, explaining the need for additional time, and a
detailed plan to complete the expenditure of the grant.
14. As required by section 286.25, Florida Statutes, if the Grantee is a non-governmental
organization which sponsors a program financed wholly or in part by state funds, including any
funds obtained through this Grant Agreement, it shall, in publicizing, advertising, or describing
the sponsorship of the program, state: "Sponsored by (insert Grantee's name) and the State of
Florida, Department of Children and Families." If the sponsorship reference is in written
material, the words "State of Florida, Department of Children and Families" shall appear in the
same size letters or type as the name of the organization.
15. Grantee shall not use or disclose any information concerning a recipient of services under this
Homeless Prevention and Rapid Re-Housing Grant Agreement for any purpose prohibited by
state or federal law or regulations issued by the U.S, Department of Housing and Urban
Development on March 19, 2009, and as may be subsequently amended (except with the written
consent of a person legally authorized to give that consent or when authorized by law).
16. The Grantee shall permit Department personnel or representatives to monitor the services
which are the subject of this Homeless Prevention and Rapid Re-Housing Grant Agreement. In
addition, the Grantee shall permit access to all duly authorized representatives of the U.S.
Department and Housing Urban Development, the Government Accounting Office, the Florida
Auditor General and other agencies charged to ensure full accounting of the grant funds to all
records and files related to the HPRP grant program.
17. Grantee agrees to allow public access to all documents, papers, letters, or other materials
subject to the provisions of Chapter 119, Florida Statutes, and made or received by the Grantee in
conjunction with this Homeless Prevention and Rapid Re-Housing Grant Agreement.
4
GRANT # KFZ28
06/05/2009
THE STATE OFFICE ON HOMELESSNESS
18. The release of funds shall be in accordance with availability and release of funds by the
Department and shall be in conformance with the drawdown schedule submitted by the Grantee
in their HPRP program plan and as outlined in Attachment C. The Grantee shall prepare and
submit a request for the drawdown of funds on the Grantee's stationary, in a format that is
acceptable to the Department. The Department will provide the funds within forty (40) days of
the receipt of the request for release of funds. The State of Florida's performance and obligation
to pay under this Homeless Prevention and Rapid Re- Housing Grant Agreement is contingent
upon an annual appropriation by the Legislature and the receipt of the grant funds from the
federal government.
19. Any notice, that is required under this Homeless Prevention and Rapid Re-Housing Grant
Agreement shall be in writing, and sent by hand delivery, U.S. Postal Service Certified mail,
return receipt requested, or any expedited delivery service that provides verification of delivery.
Said notice shall be sent to the representative of the Grantee responsible for administration at the
designated address contained in this Homeless Prevention and Rapid Re-Housing Grant
Agreement.
20. This Homeless Prevention and Rapid Re-Housing Grant Agreement shall be effective on
September 30, 2009, or on the date on which the Homeless Prevention Rapid Re-Housing Grant
Agreement has been signed by both parties, whichever is later. It shall end at midnight, local time
in Tallahassee, Florida, on June 30, 2011, or upon completion of the project, whichever occurs
first. The expiration date may only be changed by written ame~dment to this Grant Agreement.
The Grant Agreement may be terminated prior to the expiration date only upon written
agreement of the parties.
21. In the event funds for paymen~ pursuant to this Homeless Prevention and Rapid Re- Housing
Grant Agreement become unavailable, the Department may terminate this Homeless Prevention
and Rapid Re-Housing Grant Agreement upon no less than twenty-four (24) hours notice in
writing to the Grantee. Said notice shall be delivered by hand delivery, U.S. Postal Service, or
any expedited delivery service that provides verification of delivery. The Department shall be the
final authority as to the availability and adequacy of state funds. In the event of termination of
this Homeless Prevention and Rapid Re- Housing Grant Agreement, the Grantee will be
compensated for any work satisfactorily completed.
22. Grantee agrees to return to the Department any overpayments or funds disallowed pursuant to
the terms and conditions of this Homeless Prevention and Rapid Re- Housing Grant Agreement
that were disbursed to the Grantee by the Department. In the event that the Grantee or its
independent auditor discovers that an overpayment has been made, the Grantee shall repay said
overpayment immediately without prior notification from the Department. In the event that the
Department first discovers an overpayment has been made, the grant manager, on behalf of the
Department, will notify the Grantee by letter of such findings. Should repayment not be made
immediately, the Grantee will be charged at the lawful rate of interest on the outstanding balance
after Department notification or Grantee discovery.
5
GRANT # KFZ28
06/05/2009
THE STATE OFFICE ON HOMELESSNESS
23. The Grantee shall report client-level data, such as the number of persons served and their
demographic characteristics, in the homeless management information system within their
respective continuum of care planning area, as required by the Department of Housing and Urban
Development. Further, the Grantee shall submit quarterly reports to the Department, using the
form provided by the Department Grant Manager. The quarterly report shall be received by the
Department within five calendar days following the end of the grant quarter (March 30, June 30,
September 30, and December 31). At a minimum, the Grantee shall report the following: the
total amount of HPRP funds received from the Department; the amounts of HPRP funds
allocated for the four eligible HPRP activity categories (financial assistance, services, data
collection and administration); the amount expended for each of the above categories; the
estimated number of unduplicated individuals and families served; and the numbers of new jobs
created and jobs retained. Finally, an annual performance report, using the form provided by the
Department Grant Manager, is due to the Department by November 1 of each year. This report
shall at a minimum contain the following: the number of persons served and the demographic
characteristics of the persons served; the total HPRP funds expended by activity type; the
numbers of jobs created and jobs retained; and the outcomes achieved related to housing
stability, as defined by the u.S. Department of Housing and Urban Development. Failure to file
the required reports in a timely fashion shall be cause for the Department to suspend funding to
the Grantee, until corrective actions have been taken.
24. Any modification of provisions of this Homeless Prevention and Rapid Re-Housing Grant
Agreement shall be approved by the Department. Approval of any modification of provisions of
this grant shall occur only after receipt by the Department of a revised HPRP program plan.
Written approval of any such modifications shall be attached to the original of this Homeless
Prevention and Rapid Re- Housing Grant Agreement and a copy shall be sent to the Office on
Homelessness.
25. Official Name of Payee and Representatives:
A. The official Grantee name, as shown on page one (1) of this Homeless Prevention and
Rapid Re-Housing Grant Agreement and as listed in MyFlorida Market Place, and
mailing address as listed in MyFlorida Market Place, to whom the Department shall issue
payment is:
Monroe County B.O.C.C.
PO Box 1980
Key West, FL 33041
B. The name, address, telephone number, and email address of the grant manager for the Grantee
under this Homeless Prevention and Rapid Re-Housing Grant Agreement is:
Sheryl Graham
Monroe County Community Services
1100 Simonton Street. Suite 2-257
Key West, FL 33040
305-292-4510
Graham-sheryl@monroecounty-fl.gov
6
GRANT # KFZ28
06/05/2009
THE STATE OFFICE ON HOMELESSNESS
c. The name, address, telephone number, and email address of the grant manager for the
Department under this Homeless Prevention and Rapid Re-Housing Grant Agreement is:
Theresa Phelan
Department of Children and Families
1111 12th Street, #304
Key West, FL 33040
305-292-6810
Trixie -phelan@dcf.state.fl.us
26. This Homeless Prevention and Rapid Re-Housing Grant Agreement and its attachments and
any exhibits referenced in said attachments, together with any documents incorporated by
reference, contain all the terms and conditions agreed upon by the parties. There are no
provisions, terms, conditions, or obligations other than those contained herein, and this Homeless
Prevention and Rapid Re-Housing Grant Agreement shall supersede all previous
communications, representations, or agreements, either verbal or written between the parties. If
any term or provision of this Homeless Prevention and Rapid Re-Housing Grant Agreement is
legally determined unlawful or unenforceable, the remainder of the Homeless Prevention and
Rapid Re-Housing Grant Agreement shall remain in full force and effect and such term or
provision shall be stricken.
27. The Grantee shall administer this federal grant in compliance with all applicable federal laws
and regulations. This certification includes fair housing in accordance with Section 808(e)(5) of
the Fair Housing Act; equal opportunity requirements in 24 CFR 5.105(a); lead based paint
requirements in the Lead Based Paint Poisoning Prevention Act; uniform federal administrative
requirements in 24 CFR Part 85 or Part 84; lobbying and disclosure requirements in 24 CFR Part
87; drug-free workplace requirements in 24 CFR Part 21; and procurement of recovered
materials in accordance with Section 6002 of the Solid Waste Disposal Act. The March 19, 2009
Notice issued by the U.S. Department of Housing and Urban Development specifies these
requirements. The Grantee shall execute the general grant certifications for the HPRP, as outlined
in Attachment D. If this agreement contains $10,000 or more of federal funds, the Grantee shall
comply with Executive Order 11246, Equal Employment Opportunity, as amended by Executive
Order 11375, and others, and as implemented by regulations issued by the U.S. Department of
Housing and Urban Development.
28. The Grantee shall comply with and incorporate into any subgrant agreement provisions
related to Whistleblower protection, as specified in Section 1553 of the American Recovery and
Reinvestment Act of 2009. The Grantee shall post notice of employee rights and remedies for
whistleblower protections provided under Section 1553 of the Recovery Act.
29. Continuous adequate insurance coverage shall be maintained by the Grantee during the
existence of this agreement and any renewal(s) and extension(s) of it. By execution of this Grant
Agreement, unless the Grantee is a state agency or subdivision as defined by subsection
768.28(2), F.S., the Grantee accepts full responsibility for identifying and determining the type(s)
and extent of liability insurance necessary to provide reasonable financial protections for the
Grantee and the participants to be served under this Grant Agreement. The limits of coverage
7
GRANT # KFZ28
06/05/2009
THE STATE OFFICE ON BOMELESSNESS
under each policy maintained by the Grantee do not limit the Grantee's liability and obligations
under this Grant Agreement. Upon execution of this agreement, the Grantee shall furnish the
Department written verification supporting both the determination and existence of such
insurance coverage. Such coverage may be provided by a self-insurance program established and
operating under the la\\'s of the State of Florida. The Department reserves the right to require
additional insurance as specified in the Grant Agreement.
30. The Grantee agrees to be responsible for the proper care and custody of all property
purchased with grant funds and agrees not to sell, transfer, encumber, or otherwise dispose of
property acquired with grant funds without the written permission of the Department. If the
Grantee is no longer a recipient, all property acquired by grant funds shall be returned to the
Department immediately upon either termination or completion of the grant. The Grantee further
agrees to comply with all provisions of the Department's operating procedures pertaining to the
use and purchase of property with grant funds. These operating procedures can be found at the
following internet link: http://www.dcf.state.fl.us/publications/policies.shtml
31. The Grantee shall, where applicable, comply with the Health Insurance Portability and
Accountability Act (42 V.S.C. 1320d.) as well as all regulations promulgated there under (45
CFR Parts 160, 162 and 164).
32. This Agreement may be terminated by the Department for any reason upon five (5) days
written notice via certified mail. In the event this Agreement is terminated, the Grantee shall
deliver all supplies, equipment and property purchased with grant funds to the Department,
within 30 days after termination. Any finished or unfinished documents, data, correspondence,
reports, and other products prepared by or for the Grantee under this Agreement shall be made
available to and for the exclusive use of the Department. Notwithstanding the above, the Grantee
shall not be relieved of liability to the Department for damages sustained by the Department by
virtue of any termination or breach of this Agreement by the Grantee. In the event this
Agreement is terminated, the Grantee shall be reimbursed for satisfactorily performed and
documented services provided through the effective date of termination.
33. Modifications of any kind, to any provision of this Agreement must be mutually agreed upon
by all parties, and requires a written amendment to this Agreement.
34. The Grantee agrees to comply with the mandatory reporting requirements to the
Department's Office of Inspector General, as described in the Department's Operating Procedure
CFOP 180-4 as contained in Attachment E.
8
GRANT # KFZ28
06/05/2009
THE STATE OFFICE ON HOMELESSNESS
m WITNESS THEREOF, the parties hereto have executed this 26 page Homeless Prevention
and Rapid Re-Housing Grant Agreement by their undersigned officials as duly authorized.
GRANTEE: Monroe County B.O.C.C.
Signed B)':
Georee R. Neueent
Ma,Tor
Date:
9 flu /o~
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Grantee Federal EID #: 59-600749
Grantee DUNS #: 037876757
Grantee Central Contractor Registration (CCR) #: 3CIZ4
Grantee Fiscal Year Ending Date: 09/30
***************************************************
STATE OF FLORIDA
DEPARTMENT<?F CHILDREN AND FAMILIES - J~
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Attachments to Grant Agreement
A. Grantee's HPRP program plan, as filed with the Departmen
B. Financial and compliance audit requirements
C. Request for Release of Funds
D. Homeless Prevention and Rapid Re-Housing Program grant certifications
E. Operating Procedure CFOP 180-4, Mandatory Reporting Requirements to Office of
Inspector General.
9
GRANT # KFZ28
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SOUTHERNMOST HOMELESS ASSISTANCE LEAGUE
RECOMMENDA liON FOR DISTRIBUTION OF HOMELESS
PREVENTION FUNDS FOR MONROE COUNTY
Attachment A
Monroe County Social Services
Mailing Address Physical Location where Services Provided
Street:1100 Simonton Street. 2-257 1100 Simonton Street. 1at Floor. Key West. FL
City: Key West 490 63n1 Street Ocean. Marathon, FL
State: Florida. 8B820 Overseas Hwy. MM 88.8, Tavernier, FL
Zip Code:33040 .'
. Executive Director's Name: Roman Gastesi, County Administrator
Phone Number: 305-292-4441 Fax: 305-292-4544
Email: 9astesi-roman@monroecounty-fl.gov
Primary Project Contact: Sheryl Graham
Phone Number: 305-292-4510 Fax: 305-295-4359
Email: graham-sheryl@monroecounty-fl.gov
Agency Websita: www.monroecountv-fl.Qov
The RFP was posted in the county newspaper and on the SHAL website. By the final
due date, one organization had submitted a proposal The proposal was reviewed by
members of the SHAL Review Panel. and members of the SHAL Oversight Committee.
The recommendation of Monroe County Social Services as distributor of the homeless
prevention funds was approved by the Board of Directors on April.7, 2009.
B. EXPERIENCE AND CAPAQTY OF AGENCY TO IMMEOIATEL Y IMPleMENT THE
PREVEN.nON FUNDS .
Monroe County Social Services (MCSS) is a Department within Monroe County
Govemment. MeSS operates under the full faith and cf8dit of the Board of County
Commissioners (BOCC), which was established in 1823. Mess programs have been
providing case management as well as coordinating and delivering core services for
citizens countywide for more than 40 years. MCSS has existing governmentcentelS in the
Upper. Middle and Lower Keys. These 3 locations are staffed with experienced, seasoned
case managers that are curren1ly providing an array of services to ~ens counl)'wide.
MeSS has. for more than 25 years, administered and case managed the Community Care
for the Elderly (CCE) program, the Home Care for the Elderty (HCE), the Aged and
Disabled Adult (ADA) Medicaid Waiver. alld the Older Americans Act (OM) programs.
These programs provide homemaking, personal care, respite, home-de&vered meals and
congregate meals for elderly and/or severely disabled individuals.
MCSS currently provides all services and administrative support for the low lricome Home
Energy Assistance Program (LIHEAP). MesS also provides al e6gibDily detenninatbn
services for the EmergenCy Home Energy Assistance for the Sderly Program (EHEAP).
Both LfHEAP and EHEAP funds are used to ensure 1hat income eDgible citizens are not
negatively impacted by rising energy costs. UHEAP and I;tlEAP funds are used solely to
pay for energy bills for low income clients. MCSS also provides transportation services
throughout Monroe County via out Monroe County Transit (MCT). This transportation
service is available to afJ citizens of Monroe County. regardless of their income or eigibility.
In addition to the aforementioned services. other eligibility-based services are routinely
.. r,
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KFZ28
provided to the community on an ongoing basis such as: purchasing prescription drugs for
those who cannot afford to do so; emergency food money in the form of grocery store gift
cards~ pauper burials for low-income, homeless, or unclaimed individuals: personal care
items; and/or other emergency related supplies.
Prior to the budgetary restrictions imposed on County General Fund spending in 2008.
MeSS was the primary provider in the County of emergency shelter and emergency utility
services. Any person at risk of homelessness due to their rent or utilities not being paid
could receive up to 12 months of rental assistance and/or utility payments (electricity,
water, or gas). Care was taken to ensure that grant funding (LIHEAP orEHEAP) was used
first, jf the client was eligible, and that no services were duplicated. During the time rental
assistance was provided, case management staff would closely monitor the client and his
or her progress to ensure that they were reaching their goal of self-sufficiency.
Since MeSS has extensive e~rience providing and managing a rental assistance
program, implementation would be immediate.
A partnership and close working relationship with the local Workforce Board (One Stop
Career Center) is already in place.
c. DETAILED BUDGET - SEE ATTACHED.
Award Ar:nount: $257,007.47
D. REQUESTED DRAW DOWN SCHEDULE
MeSS requests a draw down of 60% of the funds in the first year and 40% of the funds
in the second year. The first year requested draw down schedule would be as follows:
$38,551.12 per quarter fora total of $154,204.48 in the first year. The second year
draw down schedule would be as follows: $25,700.75 per quarter for a total of
$102,802.99 in the second year.
E. MAXIMUM ASSISTANCE LEVEL PER HOUSEHOLD
Maximum funding assistance I household for homeless prevention:" $2,000
'# of Persons proposed to be served during the project: 125
F. CASE MANAGEMENT PROCESS TO BE USED TO DETERMINE THE AMOUNT
OF ASSISTANCE TO BE MADE AVAILABLE TO THE HOUSEHOLD
Currenlly, MeSS employs five full time case managers. These case managers would
begin to immediately serve clients using these funds. Depending upon the volume of
clients, MeSS would likely hire ano1her case manager.
G. DOLLARS ALLOCATED Will BE ALLOCATED ONLY IN MONROE COUNTY
Monroe County Social Services only serves people who are resident within the County.
- 1.1
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H. PROCESS TO REPORT ON THE NUMBER OF HOUSEHOLDS ASSISTED WHO
WERE PREVENTED FROM BECOMING HOMELESS
Case management support is crucial to the success of this program. .Regular and
routine follOYJ .uP of clients is required to ensure client success, self-sufficiency and to
ensure they are following their case plan in order to not become homeless. Clients will
be met with on no less than a monthly schedule. If a client needs to be seen more
often than monthly, that schedule will be established and followed.
I. CERTIFICATION OF HOW THE AGENCY/CONTINUUM OF CARE WILL ENSURE
THAT ALL CUENTS ASSISTED ARE ENTERED INTO THE. EXISTING HMIS
SYSTEM
Currently MeSS does not use the HMIS but will commence to do so upon receipt 'ofthe
homeless prevention funds. As has been the practice with previous prevention funds, case
managers review the cases monthly and ensure the database is up to date with the status
of all clients. The HMIS database will also be reviewed by the SHAL HMIS Speciafist on a .
monthly basis.
J. DETAIL THE LOCAL EDUCTION AND OUTREACH EFFORTS TO COMMUNICATE
WITH THOSE HOUSEHOLDS AT RISK OF LOSING THEIR HOME OR APARTMENT
Information about the funding will be shared at Older Americans Advisory Board
(OMB) meetings. at AARP meetings. with the utility companies, and in press releases.
Clients can the County frequently asking about the availability of funding for
shelterlhousing and utility assistance. MeSS is well-known in the community as a
provider of emergency housing funds and 'utility funds and it is anticipated that many
refenals will come from the community.
K. SET FORTH THE CRITERIA TO BE USED TO DETERMINE WHICH
HOUSEHOLDS ARE EUGIBLE FOR AID, AND WHICH. ONES WILL BE SELECTED
FOR ASSISTANCE
Clients are currently assessed using established eligibility tools. These tools will continue
to be used to ensure eligibility and to ensure that no duplication of services occurs. Current
poverty level tables are used as part of the eligibirrty determination in all of cases. AI
programs require that clients meet 150% of the poverty limit as established by the annual
Federal Poverty Guidelines.
Clients are familiar With the three locations throughout the Keys and seek services on a
daily basis. Clients who are home-bound are seen by case managers during home visits.
Case management is provided to al clients, regardless of what services they seek. A
working file is opened and maintained for .each client. A central data base (EZ Track
tracking system) is used countywide to ensure there is no duplication of services.
Referrals to other agencies for other services are made to dients as pari of the routine
case management and. are tracked in EZ Track. Needs are assessed on a crient by
dient basis. Case management appointments are generally scheduled to last one hour
so time and care is taken with each client. .
1 ~-
'- . ~
L. DESCRIBE HOW THE AGENCY AND THE CONTINUUM OF CARE WILL ENSURE
THAT PROGRAM PARnCIPANTS ARE LINKED WITH EXISTING SERVICES
Exceptional case management is the critical element needed to link clients with existing
services and altemative services. The case management team is skifled at ensuring that
clients get every applicable service they are capable of getting. As an example. clients are
assisted with pubJic assistance applications, clients are referred to the One Stop Career
Centers for assistance with unemployment compensation applications, and clients are
referred to SHINE for assistance with Medicaid or Social Security applications. These are
just a few examples of the links with community partners.
MeSS will address the issue of homelessness prevention by serving at least 125
households throughout the life of the project. These households Will be selVed with the
aforementioned measures (i.e. case management, direct services. etc.). HMIS reporting
will allow for follow up data and proof that the program has had a positive, neutral, or
negative effect on the lives ~f people who were at risk of homeJessness and were served
with these dollars during the grant period. Once a client outcome is achieved, follow up will
be conducted for three years to determine the overall impact of the HPF program.
~, 1. ~
Monroe County Social Services
Homeless Prevention Proaram
Eliaibilitv and Service Reauirements
A.
1.
2.
3.
4.
5. .
6.
7.
8.
Mandatory Eligibility Requirements:
Demonstrate risk of homelessness (Risk Factors for Homelessness) and provide associated
documentation
Demonstrate Income (FY2009 HUD Income Limits Summary) using "very low" 50% category
(Le. proof of income from client; 3rd party verification; self-certification as a last resort)
Certify that there are no other housing options, resources or support options
(utilize Self-Declaration form and Intake form)
Re-evaluate incomelfinancial documentation for clients who receive services beyond 3 months
Signed statement of certification of eligibility and appropriateness by staff (Intake form)
Name on lease and other documentation must be the same as the person requesting service
Rent reasonableness must be established (utilize Rent Reasonableness Checklis~
Habitability Inspection and lead-based paint inspection
(required for new leases, change of tenancy, and arrears payments)
B. Documentation in client tracking system (EZ Track, HMIS) and physical file
1. Eligibility criteria must support information on Intake form
2. Referrals to all organizations
3. All other sources of assistance
4. Estimated extent of Homeless Prevention assistance (include dollars and length of time in months
and/or payments)
5. All services offered to and/or received by client
6. Case plan for assistance payments
7. Case plan for future success and ability to pay after assistance ends
B. Exit Form (if exited)
c. Assistance Limits
1. Assistance to each household will be based on individual household needs
2. Assistance will be paid to a 3rd party only (Le.landlord, rental company, etc.)
3. Assistance may exceed $2000 per household when justified in writing in the file and approved by
Social Services Director (physical and electronic files)
4. Assistance will be provided long enough to resolve the client's crisis and increase possibility of
success and housing stability (cannot exceed 18 months)
~ 1. ~
Homeless Prevention Funds Budget Summary Page
Agency: Monroe County Board of County Commissioners
Total grant allocation =$257,007.00
DIRECT CLIENT ASSISTANCE AND ADMINISTRATIVE EXPENSE DETAIL
Year One budget=$154,204.00 (7/1/09-6/30/10)
LINE ITEMS TOTAL LIHEAP Monroe County
EXPENSE &other grants General Revenue
A. Financial Assistance-direct client assistance 2,063,996.11 117,291.55 1,406,704.56 540,000.00
(includes rental assistance and utility payments)
B. Case Management& Employment Skills 22,792.97 22,792.97 0 0
Full time-Case Manager(new hire)
(salary only)
C. Data collection and evaluation (HMIS entry) 10,358.40 .10,358.40 0 0
Case manager Aide=20hrs per week,($16.60 per hr)
D. Adminstrative Cost 3,761.08 3761:08 0 0
(includes office supplies, operating supplies,advertising,
rental and leases-Xerox copier, postage)
TOTALS: 2,100,908.56 . 154,204.00 1,406,704.56 540,000.00
DIRECT CLIENT ASSISTANCE AND ADMINISTRATIVE EXPENSE DETAIL
Year Two budget=$102,803.00(7/1/10-6/30/11)
LINE ITEMS TOTAL LIHEAP Monroe County
EXPENSE &other grants General Revenue
A. Financial Assistance-direct client assistance 2,024,899.26 78,194.70 1,406,704.56 540,000.00
(includes rental assistance and utility payments)
B. Case Management& Employment Skills 15,195.31 15,195.31 0 0
Full time-Case Manager(new hire)
**(salary only)
C. Data collection and evaluation (HMIS entry) 6,905.60 6,905.60 0 0
Case manager Aide=20hrs per week($16.60 per hr)
D. Adminstrative Cost 2,507.39 2,507.39 0 0
(includes office supplies, operating supplies, advertising,
rental and leases-Xerox copier, postage)
TOTALS: 2,049,507.56 102,803.00 1,406,704.56 540,000.00
"'salaryry=level 8-case manager
Total direct assistance- $195,486.25 = 76%
spending breakdown: case management-$37,988.28 = 15% of total grant
administration-$6,268.47 = 2%
data entry-$17,264.00 = 7%
5/29/20092:14 PM
1C
ATTACHMENTB
The administration of resources awarded by the Department of Children & Families to the provider may be subject
to audits as described in this attachment.
MONITORING
In addition to reviews of audits conducted in accordance with OMB Circular A-133 and Section 215.97, F.S., as
revised, the department may monitor or conduct oversight reviews to evaluate compliance with contract,
management and programmatic requirements. Such monitoring or other oversight procedures may include, but not
be limited to, on-site visits by department staff, limited scope audits as defined by OMB Circular A-133, as revised,
or other procedures. By entering into this agreement, the recipient agrees to comply and cooperate with any
monitoring procedures deemed appropriate by the department. In the event the department determines that a limited
scope audit of the recipient is appropriate, the recipient agrees to comply with any additional instructions provided
by the department regarding such audit. The recipient further agrees to comply and cooperate with any inspections,
reviews, investigations, or audits deemed necessary by the department's inspector general, the state's Chief
Financial Officer or the Auditor ,General.
AUDITS
PART I: FEDERAL REQUIREMENTS
This part is applicable if the recipient is a State or local government or a non-profit organization as defined in OMB
Circular A-I33, as revised.
In the event the recipient expends $500,000 or more in Federal awards during its fiscal year, the recipient must have
a single or program-specific audit conducted in accordance with the provisions ofOMB Circular A-133, as revised.
In determining the Federal awards expended during its fiscal year, the recipient shall consider all sources of Federal
awards, including Federal resources received from the Department of Children & Families. The determination of
amounts of Federal awards expended should be in accordance with guidelines established by OMB Circular A-133,
as revised. An audit of the recipient conducted by the Auditor General in accordance with the provisions ofOMB
Circular A-133, as revised, will meet the requirements of this part. In connection with the above audit requirements,
the recipient shall fulfill the requirements relative to auditee responsibilities as provided in Subpart C of OMB
Circular A-I33, as revised.
The schedule of expenditures should disclose the expenditures by contract number for each contract with the
department in effect during the audit period. The financial statements should disclose whether or not the matching
requirement was met for each applicable contract. All questioned costs and liabilities due the department shall be
fully disclosed in the audit report package with reference to the specific contract number.
Single Audit Information for Recipients of Recovery Act Funds
(a) To maximize the transparency and accountability of funds authorized under the American Recovery and
Reinvestment Act of2009 (Pub. L. 111-5) (Recovery Act) as required by Congress and in accordance with
2 CFR 215.21"Uniform Administrative Requirements for Grants and Agreements" and OMB Circular A-
102 Common Rules provisions, recipients agree to maintain records that identifY adequately the source and
application ofRecovel)' Act funds. OMB Circular A-I02 is available at
http://www . whitehouse. gov/omb/circulars/a I 02/al 02.html.
(b) For recipients covered by 1he Single Audit Act Amendments of 1996 and OMB Circular A-133, "Audits of
States, Local Governments, and Non-Profit Organizations," recipients agree to separately identify the
expenditures for Federal awards under the Recovery Act on the Schedule of Expenditures of Federal
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KFZ28
Awards (SEFA)) and the Data Collection Form (SF-SAC) required by OJvffi Circular A-I33. O:MB
Circular A-I33 is available at http://~T.whitehouse.gov/omb/circulars/aI33/aI33.html.This shall be
accomplished by identifying expenditures for Federal awards made under the Recovery Act separately on
the SEF A, and as separate rows under Item 9 of Part III on the SF-SAC by CFDA number, and inclusion of
the prefIX "ARRA-" in identifying the name of the Federal program on the SEFA and as the fIrst characters
in Item 9D of Part III on the SF-SAC.
(c) Recipients agree to separately identify to each sub-recipient, and document at the time of sub- award and at
the time of disbursement of funds, the Federal award number, CFDA number, and amount ofRecoveJy Act
funds. When a recipient awards Recovery Act funds for an existing program, the information furnished to
sub-recipients shall distinguish the sub-awards of incremental Recovery Act funds from regular sub-awards
under the existing program.
( d) Recipients agree to require their sub-recipients to include on their SEF A information to specifically identify
Recovery Act funding similar to the requirements for the recipient SEF A described above. This
information is needed to allow the recipient to properly monitor sub-recipient expenditure of ARRA funds
as well as oversight by the Federal awarding agencies, Office of Inspector General and the Government
Accountability Office.
PART II: STATE REQUIREMENTS
This part is applicable if the recipient is a nonstate entity as defined by Section 215.97(2), Florida Statutes.
In the event the recipient expends $500,000 or more in state fmancial assistance during its fiscal year, the recipient
must have a State single or project-specific audit conducted in accordance with Section 215.97, Florida Statutes;
applicable rules of the Department of Financial Services; and Chapters 10.550 (local governmental entities) or
10.650 (nonprofit and for-profit organizations), Rules of the Auditor General. In determining the state financial
assistance expended during its fiscal year, the recipient shall consider all sources of state financial assistance,
including state financial assistance received from the Department of Children & Families, other state agencies, and
other nonstate entities. State financial assistance does not include Federal direct or pass-through awards and
resources received by a nonstate entity for Federal program matching requirements.
In connection with the audit requirements addressed in the preceding paragraph, 1he recipient shall ensure that the
audit complies with the requirements of Section 215.97(8), Florida Statutes. This includes submission ofa financial
reporting package as defined by Section 215.97(2), Florida Statutes, and Chapters 10.550 or 10.650, Rules of the
Auditor General.
The schedule of expenditures should disclose the expenditures by contract number for each contract with the
department in effect during the audit period. The financial statements should disclose whether or not the matching
requirement was met for each applicable contract. All questioned costs and liabilities due the department shall be
fully disclosed in the audit report package with reference to the specific contract number.
PART III: REPORT SUBMISSION
Any reports, management letters, or other information required to be submitted to the department pursuant to this
agreement shall be submitted within 180 days after the end of the provider's fiscal year or within 30 days of the
recipient's receipt of the audit report, whichever occurs first, directly to each of the following unless otherwise
required by Florida Statutes:
A. Contract manager for this contract (2 copies)
Theresa Phelan
Department of Children and Families
1111 12th Street, #304
Key West, FL 33040
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B. Department of Children & Families ( 1 electronic copy and management letter, if issued)
Office of the Inspector General
Audit Unit
Building 5, Room 237
1317 Winewood Boulevard
Tallahassee, FL 32399-0700
Email address:singleaudit@dcLstate.fl.us
C. Reporting packages for audits conducted in accordance with OMB Circular A-l33, as revised, and required by
Part I of this agreement shall be submitted, when required by Section .320(d), OMB Circular A-l33, as revised,
by or on behalf of the recipient directly to the Federal Audit Clearinghouse using the Federal Audit
Clearinghouse's Internet Data Entry System at:
http://harvester .census.gov/fac/ colIect/ddeindex.html
and other Federal agencies and pass-through entities in accordance with Sections .320(e) and (f),
O:MB Circular A-133, as revised.
D. Copies of reporting packages required by Part II of this agreement shall be submitted by or on behalf of the
recipient directly to the following address:
Auditor General
Local Government Audits/342
Claude Pepper Building, Room 401
111 West Madison Street
Tallahassee, Florida 32399-1450
Email address:flaudgen_Iocalgovt@aud.state.fl.us
Providers, when submitting audit report packages to the department for audits done in accordance with OMB
Circular A-l33 or Chapters 10.550 (local governmental entities) or 10.650 (nonprofit or for-profit organizations),
Rules of the Auditor General, should include, when available, correspondence from the auditor indicating the date
the audit report package was delivered to them. When such correspondence is not available, the date that the audit
report package was delivered by the auditor to the provider must be indicated in correspondence submitted to the
department in accordance with Chapter 10.558(3) or Chapter 10.657(2), Rules of the Auditor General.
PART IV: RECORD RETENTION
The recipient shall retain sufficient records demonstrating its compliance with the terms of this agreement for a
period of six years from the date the audit report is issued and shall allow the department or its designee, Chief
Financial Officer or Auditor General access to such records upon request. The recipient shall ensure that audit
working papers are made available to the department or its designee, ChiefFinanciaI Officer or Auditor General
upon request for a period of three years from the date the audit report is issued, unless extended in writing by the
Department.
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KFZ28
Attachment C
Homeless Prevention and Rapid Re-Housing Grant
Request for Release of Funds Schedule
In accordance with the terms and conditions of the Homeless Prevention and Rapid Re-Housing
Grant Agreement, the Grantee has been awarded the amount of$ 257.007.00 and the Department
shall release these funds in accordance with the following schedule, subject to the availability of
funds:
RELEASE DATE AMOUNT
First Quarter/First Y ear October 15, 2009 $38,551.12
Second Quarter/First Year October 15, 2009 $38,551.12
Third Quarter/First Year January 15, 2010 $38,551.12
Fourth Quarter/First Year April 15, 2010 $38,551.12
First Quarter/Second Y ear July 15, 2010 $25,700.63
Second Quarter/Second Year October 15, 2010 $25,700.63
Third Quarter/Second Year January 15, 2011 $25,700.63
Fourth Quarter/Second Year April 15, 2011 $25,700.63
For each payment request the Grantee shall prepare and submit a request for release offunds on
the Grantee's stationary.
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GRANT # KFZ28
Attachment D
-GENERAL CERTIFICATIONS FOR STATE OR LOCAL GOVERNMENT FOR THE
HOMELESSNESS PREVENTION AND RAPID RE-HOUSING PROGRAM (lfPRP)
In accordance with the applicable statutes and the regulations governing the consolidated plan
. regulations, the state, territory t or local government certifies that:
Amrmatively Further Fair Housing - The state. territory, or local government wiIJ
affirmatively further fair housing. which means. it will conduct an analysis of impediments to fair
housing choice within the jurisdiction or state. take appropriate actions to overcome the effects of
any impediments identifi~ through that analysis. and maintain records reflecting that analysis and
actions in this regard.
Drug.Free Workplace - It will or will continue to provide a drug.free workplace by:
I. Publishing a statement notifying employees that the unlawful manufacture. distribution,
dispensing, possession. or use ofa controlled substance is prohibited in the grantee's
workplace and specifying the actions that will be taken against employees for violation of
such prohibition;
2.. Establishing an ongoing drug.frcc awareness program to infonn employees about:
(a) The dangers of drug abu~c in the workplace;
(b) The grantee's policy of maintaining a drug-free workplace;
(e) Any available drug counseling. rehabilitation. and employee assistance programsj
and
(d) The penalties that may be imposed upon employees for drug" abuse violations
occurring in the workplace;
3. Making it a requirement that each employee to be engaged in the performance of the grant"
be given a copy of the statement required by p~ph I j
4. Noti1}ting the employee in the statement required by paragraph I that, as a condition of
employment under the grant, the employee will ..
(a)- Abide by the terms oftbe statement; and
(b) NotifY the employer in writing orhis or her conviction for a violation ofa criminal.
drug statute occurring in the workplace no later than five calendar days after such
conviction;
S. Notitying the agency in writing. within ten calendar days after receiving notice under
subparagraph 4(b) from an employee or otherwise receiving actual notice of such
conviction. Employers of convicted employees must provide Dotice. including position
title, to every grant officer or other designee on whose grant activity the convicted
employee was working, unless ~he Federal agency has designated a central point for the
receipt of such notices. Notice shall include the identification number(s) of each affected
gran~ .
6. Taking one of the fonowing actions. within 30 calendar days of receiving notice under
subparagraph 4(b), with respect to any employee who is so convicted.
(a) Taking appropriate personnel action against such an employee. up to and including
termination. consistent with the requirements of the Rehabilitation Act of 1913, as
amended; or
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KFZ28
(b) Requiring such employee' to participate satisfactorily in a drug abuse assistance or
rehabilitation program approved for such purposes by a Federal, state, or local health.
law enforcement, or other appropriate agency; .
7. Making a good faith effort to continue to maintain a drug-free workplace through
implementation of paragraphs 1, 2. 3, 4, S and 6.
Aati-LobbyiDg - To the best of the state, territory, or local government's knowledge and belief:
]. No Federal appropriated funds have been paid or will be paid. by or on behalf of it, to any
person for influencing or attempting to influence an officer or employee orany agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with the awarding of any Federal contract, the making of any
Federal gran~ the making of any Federal loan; the entering into of any cooperative
agreement, and the extension, continuation, renewal. amendment. or modification of any
Federal contract, grant, loan, or cooperative agreement;
2. If any funds other than Federal appropriated fwids have been paid or will be piid to any
person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or. employee of Congress, or an employee of a Member of
Congress in connection with .this Federal contract, grant. loan, or cooperative agreement, it
will complete and submit Standard Form..LLL, "Disclosure Form to Report Lobbying, It in
accordance with its instructions; and
3. It will require that the language of paragraphs 1 and 2 ofthis'certitication be included in
the award documents for all subawards at all tiers (including subcontracts, subgrants, and
contracts under grants, loans, and cooperative agreements) and that all subrecipients shall
certify and disclose accordingly. .
Authority olLoeal Government, State, or Territory - The submission of the consolidated plan .
· is authorized under state law and local law (as applicable) and the jurisdiction or state possesses
the legal authority to carry out the programs under the ~onsolidated plan for which it is seeking
funding, in accordance with applicable HUD regulations.
'Consistency with Plan eo. The housing activities to' be undertaken with HPRP funds are'consistent
with the strategic plan.
Section 3 -It will comply with section 3 of the Housing and Urban Development Act of 1968,
and. impl enting regulations ~ CFR Part l35.
?l/~.Io?
Date I I
21
APPENDIX TO CERTIFICATIONS
INSTRUCTIONS CONCERNING LOBBYING AND DRUG-FREE WORKPLACE REQUIREMENTS:
A. LobbvinR Certi fication
This certification is a material representation of fact upon which reliance was placed when this transaction
was made or entered into. Submission of this certification is a prerequisite for making or entering into this
transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required
. certification shall be subject to a civil penalty of no I less than $10.000 and not more than 5100,000 for each
such failure.
B. Dru2-Free Workplace Certification
I. By signing andlor submitting this application or grant agreement, the grantee is providing the
certi liealion. .
2. The certi fication is a materi al representation 0 f fact upon which reliance is placed when the agency
awards the grant. If it is later determined toat the grantee knowingly rendered a false certification, or
otheJWise violates the requirements of the Drug-Free Wor1cplace Act. HUD, in addition to any other
remedies available to the Federal Government, may take action authorized under the Drug-Free
W orkpJace Act. .
3. Workplaces under grants, for grantees other than individuals, need not be identified on the
certification. Ifknown, they may be identified in the grant application. If the grantee does not identify
the workpJaces at the time of application, or upon award, if there is DO application, the grantee must
keep the Identity of the workpJace(s) on tile in its office and make the information available for
Federal inspection. Failure to identi fy all known workplaces constitutes a violation of the grantee's
drug-free workplace requirements.
4. Workplace identifications must include the actual address ofbuiJdings (or parts of buildings) or other
sites where work under the grant takes place. Categorical descriptions may be used (e.g., all vehicles
ofa mass transit authority or State highway department while in operation, State employees in each
local unemployment office, pcrfonners in concert halls or radio stations).
S. If the workplace identified to the agency changes during the perConnance of the grant, the grantee
shall Jnlann the agency of the change(s), if it previously identified the workplaces in question (see
paragraph three).
6. The Grantee may insert in the space provided below the site{s) Cor tbe perfonnance of work done In
connection with the specific gran~:
Place of Performance (Street address. city, county, state, zip code)
.. 1100 $''''IJAlf''6N sr~~ ~Ij Y W~Sr, M6NL'€.. ~. ~~tlVO
'If 0 C# J",L. ~~~.~~ AA~IC~~_N NldN IZtJ ~ .,.. "'0,0 ·
1&62.,:) I!J"#:ICS~~S "lIt"ilwAY. 'lAV4:.NIE~,' IJ(fJ/.//l-dE w'C "'07D
, . I
. Check _ if there are workplaces on file that are not identified here.
The certification with regard to the drug-frCe workplace is required by 24. CFR part 24, subp~ F.
7. Definitions of terms in the Nonprocurement Suspension and Debarment common rule and Drug-Free
Workplace common rule apply to this certification. Grantees' attention is called. in particular, to the
. following definitions from these rules: . '
2~
"Controlled substance'. means a controlled substance in Schedules I
through V of the Controlled Substances Act (2] U.S.C. 812) and as further
defined by reguJation (21 CFR 1308.11 througb.1308.1S);
"Conviction'. means 8 finding of guilt (including a plea of nolo
contendere) or imposition of sentence, or both. by any judicial body
charged with the responsibility to dctennine violations of the Federal or
State criminal drug statutes; .
"Criminal drug statute" means a Federal or non-Federal criminal statute
involving the manufacture, distribution, dispcnsi~g, use, or possession of
any controlled substance;
"Employee. means the employee of a grantee directly engaged in the
pcrfonnance of work under a grant, including: (i) All "direct charge"
employees; (ii) all "indirect chargeU employees unless their impact or
involvement is insignificant to the pcrfonnancc of the grant; and (iii)
temporary personnel and consultants who are directly engaged in the
perfonnance of work under the grant and who are on the grantee's payroll.
This definition does not include workers not on the payroll of the grantee
(e.g., volunteers. even if used to meet a matching requirement; ~onsultants
or independent con~ractors r;aot on the grantee's payroll; or employees of
subrecipients or subcontractors in covered workplaces).
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2t;
\,;
CFOP 180-4
Attachment E
CF OPERA riNG PROCEDURE
NO. 180-4
STATE OF FLORIDA
DEPARTMENT OF
CHILDREN AND FAMILIES
TALlAHASSEE, October 29. 2007
Inspector General
MANDATORY REPORTING REQUIREMENTS TO THE OFFICE OF INSPECTOR GENERAL
1. P~lQOSe. This operating procedure describes the requirements for reporting to the OffICe of
Inspector General suspected or confirmed allegations concemlng an employee or contractor of the
Department. This operating procedure also defines the types of incidents to be reported and the
timeframes for reporting.
2. ~. This operating procedure applies to all e~ployees of the Department with know/edge of
suspected or confirmed allegations of wrongdoing by an employee or contractor of the Department.
3. Authority. Section 20.055(6), Aorida Statutes (F.S.), requires the Office of Inspector General to
receive and conduct Inquiries, invesUgations, audits, or management reviews. .
4. Definitions. As used in this operating procedure:
a. BAllegatlonB means an assertion of wrongdoing that mayor may not be supported with
evidence.
b. BWrongdoing- means an act, which, If proven true, would be a violation of statute, rtfle,
regulation or po/Icy, excluding job performance and related deficiencies.
c. BFraud- means to commit an Intentional violation of law or a deDberate misrepresentation or
concealment so as to secure unfair or unlawful financial or personal gain.
d. .Cllent Death- means a person whose life terminates while in the care and/or custody of the
Department, whether In a Department facility, or in a.licensed or contracted facility or service center.
e. "Client Injury or Illness. means a medical condition of a client reqUiring medical treatment by
a licensed health care professional sustained or allegedly sustained due to an accident, act of abuse,
neglect or other incident occurring while In the presence of an employee in a Department facility or
contracted facility or service center, or who is in the phYSical custody of the Department.
f. -Theft- means to take the property of another without right or permission.
5. ReQortable Incidents.
a. Inappropriate employee acts or omissions that result in client Injury, abuse, neglect or death;
b. Fraud;
c. Theft;
. d. Breaches of confidentiality by an employee, unless Inadvertent and self-reported (e.g.,
revealing a reporter's name, providing cOnfidential documents to unauthorized persons, access of client
This operating procedure supersedes CFOP 180-4 dated June 4, 2007.
OPR: OSIG .
DISTRIBUTION: A
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October 29, 2007
CFOP180-4
files for non-business reasons, providing Information from client files such as medical or benefits
information, etc) Immediately upon confirmation by the district;
e. FalsifICation of official records (e.g., intentional alteration of state documents,
misrepresentation of Information during an official proceeding, Intentional falsification of client case
records, case notes, client contact reports, visitation records, or client home visits, creating false and
fictitIous files, etc.);
f. Misuse of position or state property, employees, equipment or supplies for personal gain or
profit (e.g., misuse of telephonic and communication devices, use of s~ff for personal services,
soliciting on state time and state property, conspiracy to conceal missing state property, misuse of the
Internet to conduct personal business as defined by policy, etc.);
g. Failure to report known or suspected neglect or abuse of a client;
h. Improper expenditure or commitment of public funds;
I. Contract mismanagement by a Department employee or by a contractor, subcontractor, or
employee of either (e.g., misuse, waste, or loss of a significant amount of public funds, evidence of
egregious lack of judgment In the use of public funds, evidence that state or federal laws, or state rules
or federal regulations have been violated. etc.);
j. Computer related miSCOnduct (e.g., accessing FLORIDA, Florida's Safe Families Network
(FSFN), HomEiSafeNet or FAHIS system files of clients when there is no direct business involvement
with the client, accessing inappropriate or pornographic web sites, sending threatening or harassing
messages, misuse of email, etc.);
k. Any violation under 5435, F.S., TItle XXXI, Employee Screening, that would result in
disqualifICation from client contact duties (e.g., convicted of murder, manslaughter, assault and battery,
kidnapping, false Imprisonment, sexual battery, theft, robbery, child abuse, abuse and neglect of an
elderly or disabled adult, s~le of a controlled substance, resisting arrest, contributing to delinquency of
8 minor. or other disqualifying offense); or,
I. Any other wf'e)ngdolng that would be a violation of statute, rule, regulation or policy, eXclUding
Job performance and related deficiencies.
6. Timeframe. Suspected or confirmed allegations as outlined in paragraph 5 of this operating
procedure must be reported within two business (2) days of discovery.
7. Method's~ of ReDortlng. Notification may be made by completing a Notlficationllnvestigation
Request (form CF 1934) on the LN Incident Reporting System and selecting IG as the primary or
secondary Incident category or by emalllng the request to the Office of Inspector General. A request
for investigation can also be made by mailing the completed form to the Office of Inspector General,
1317 Winewood Boulevard, Building 5, 2nd Floor, Tallahassee, Florida, 32399-0700; or via fax at
(850) 488-1428.
8. Staff CQODtmition. All departmental employees are expected to fully cooperate with any
investigation or audit conducted by the Office of Inspector General. This includes adherence to the
reporting requirements of this operating procedure, as wen as SUbmitting to intelVlews, and providing
requested documentation and sworn testimony. Refusal to fully cooperate with an investigation or audit
conducted by the Office of Inspector General shall constitute employee misconduct pursuant to Rule
60l-36.005(3) and (4), Florida Administrative Code, and.wlll result in disciplinary action, up to and
including dismissal.
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October 29, 2007
CFOP180-4
9. Flllure to ReDort. Adherence to this operating procedure by all departmental employees is essential
to ensure the Office of Inspector General receives timely notification of allegations of fraud, waste,
mismanagement, misconduct and other abuses In state govemment. FaHure to report according to this
operating procedure may be deemed a violation of 5 60L-36.005, ROOda Administrative Code. The
standards of conduct require employees to exercise due care and reasonable diligence in the
performance of jOb duties, to protect state property from loss or abuse, to maintain high standards of
honesty, Integrity and impartiality, and to place the Interest of the public ahead of personal interests.
Any violation of these standarc#s will result in disCiplinary action up to and including dismissal.
(Signed original copy on file)
ROBERTA. BUTTERVVORTH
Secretary
SUMMARY OF REVISED, ADDED, OR DELETED MATERIAL
Paragraph 5k defining "miscellaneous. as a reportable incident has been deleted. Paragraph 7,
Methodes) of Reporting, has been revised to permit electronic submission of a request for investigation.
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