FY1997..10/16/1996 Agreement
AGREEMENT
This Agreement is made and entered into this it- Ii day ofOCltiiJ,q~ 1996. between the
BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter referred to as
UBoard" or uCounty," and BIG BROTHERS - BIG SISTERS OF MONROE COUNTY, FLORIDA, hereinafter
referred to as U Provider."
WHEREAS, the Provider is in need of financial assistance, and
WHEREAS, the County has recognized the need and wishes to contribute to the Provider, and
WHEREAS, the County recognizes that the services of the Provider constitute a service to the
people of Monroe County, now, therefore,
IN CONSIDERATION of the mutual promises and covenants contained herein, it is agreed as
AMOUNT OF AGREEMENT.
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The Board. in consideration of thi;Pr~ider@bstamially
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follows:
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and satisfactorily performing and carrying out children's services needed for ~e:gener~welfdfe of
Monroe County. Florida. shall pay to the Provider the sum of Twenty-One Tho~~a~d an~en Q~lIars
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($21 ,010.00) for fiscal year 1996-97.
2. TERM. This Agreement shall commence on October 1, 1996, and terminate
September 30, 1997, unless earlier terminated pursuant to other provisions herein.
3.
PAYMENT.
Payment will be paid periodically, but no more frequently than monthly
as hereinafter set forth. Reimbursement requests will be submitted to the Board via the Clerk's
Finance Office. The County shall only reimburse, subject to the funded amounts below, those
reimbursable expenses which are reviewed and approved as complying with Florida Statutes 112.061
and Attachment A - Expense Reimbursement Requirements. Evidence of payment by the Provider
shall be in the form of a letter, summarizing the expenses, with supporting documentation attached.
The letter should contain a certification statement as well as a notary stamp and signature. An
example of a reimbursement request cover letter is included as Attachment B.
After the Clerk of the Board examines and approves the request for reimbursement, the Board
shall reimburse the Provider. However, the total of said reimbursement expense payments in the
aggregate sum shall not exceed the total amount of $21,010.00 during the term of this agreement.
4. SCOPE OF SERVICES. The Provider, for the consideration named, covenants and
agrees with the Board to substantially and satisfactorily perform and carry out children's services,
including companionship and development services, to persons living in Monroe County, Florida.
Said services shall include, but are not limited to, those services described in Provider's Details of
Specific Program for Which Funding is Requested, attached hereto as Exhibit C and incorporated
herein.
5. RECORDS. The Provider shall maintain appropriate records to insure a proper
accounting of all funds and expenditures, and shall provide a clear financial audit trail to allow for
full accountability of funds received from said Board. Access to these records shall be provided
during weekdays, 8 a.m. to 5 p.m., upon request of the Board, the State of Florida, or authorized
agents and representatives of the Board or State.
The Provider shall be responsible for repayment of any and all audit exceptions which are
identified by the Auditor General of the State of Florida, the Clerk of Court for Monroe County, an
independent auditor, or their agents and representatives. In the event of an audit exception, the
current fiscal year contract amount or subsequent fiscal year contract amounts shall be offset by the
amount of the audit exception. In the event this agreement is not renewed or continued in
subsequent years through new or amended contracts, the Provider shall be billed by the Board for
the amount of the audit exception and the Provider shall promptly repay any audit exception.
6. INDEMNIFICATION AND HOLD HARMLESS. The Provider covenants and agrees to
indemnify and hold harmless Monroe County Board of County Commissioners from any and all
claims for bodily injury (including death), personal injury, and property damage (including property
owned by Monroe County) and any other losses, damages, and expenses (including attorney's fees)
which arise out of, in connection with, or by reason of services provided by the Provider occasioned
by the negligence, errors, or other wrongful act or omission of the Provider's employees, agents, or
volunteers.
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7. INDEPENDENT CONTRACTOR. At all and for all purposes hereunder, the Provider is an
independent contractor and not an employee of the Board. No statement contained in this
agreement shall be construed so as to find the Provider or any of its employees, contractors, servants
or agents to be employees of the Board.
8. COMPLIANCE WITH LAW. In providing all services pursuant to this agreement, the
Provider shall abide by all statutes, ordinances, rules and regulations pertaining to or regulating the
provision of such services, including those now in effect and hereinafter adopted. Any violation of
said statutes, ordinances, rules and regulations shall constitute a material breach of this agreement
and shall entitle the Board to terminate this contract immediately upon delivery of written notice of
termination to the Provider.
9.
PROFESSIONAL RESPONSIBILITY AND LICENSING.
The Provider shall assure that all
professionals have current and appropriate professional licenses and professional liability insurance
coverage. Funding by the Board is contingent upon retention of appropriate local, state and/or
federal certification and/or licensure of the Provider's program and staff.
10. MODIFICATIONS AND AMENDMENTS. Any and all modifications of the services and/or
reimbursement of services shall be amended by an agreement amendment, which must be
approved in writing by the Board.
11. NO ASSIGNMENT. The Provider shall not assign this agreement except in writing and
with the prior written approval of the Board, which approval shall be subject to such conditions and
provisions as the Board may deem necessary. This agreement shall be incorporated by reference
into any assignment and any assignee shall comply with all of the provisions herein. Unless expressly
provided for therein, such approval shall in no manner or event be deemed to impose any
obligation upon the Board in addition to the total agreed upon reimbursement amount for the
services of the Provider.
12. NON-DISCRIMINATION. The Provider shall not discriminate against any person on the
basis race. creed. color. national origin. sex or sexual orientation. age. physical handicap. or any
other characteristic or aspect which is not job-related in its recruiting. hiring. promoting. terminating
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or any other area affecting employment under this agreement. At all times, the Provider shall
comply with all applicable laws and regulations with regard to employing the most qualified
person(s) for positions under this agreement. The Provider shall not discriminate against any person
on the basis of race, creed, color, national origin, sex or sexual orientation, age, physical handicap,
financial status or any characteristic or aspect in its providing of services.
13.
AUTHORIZED SIGNATURES.
The signatory for the Provider below, certifies and
warrants that:
(a) The Provider's name in this agreement is the full name as designated in its corporate
charter, if a corporation, or the full name under which the Provider is authorized to do business in the
State of Florida.
(b) He or she is empowered to act and contract for the Provider; and
(c) This agreement has been approved by the Board of Directors of the Provider if the
Provider is a corporation.
14.
NOTICE.
Any notice required or permitted under this agreement shall be in
writing and hand-delivered or mailed, postage pre-paid, by certified mail, return receipt requested,
to the other party as follows:
For Board:
Monroe County Attorney
310 Fleming Street
Key West, FL 33040
and
Louis LaTorre, Social Services Director
Public Service Building
5100 College Road
Key West, FL 33040
For Provider:
Big Brothers/Big Sisters
Post Office Box 505
Key West, Florida 33040
15. CONSENT TO JURISDICTION. This agreement shall be construed by and governed
under the laws of the State of Florida and venue for any action arising under this agreement shall be
in Monroe County, Florida.
16. NON-WAIVER. Any waiver of any breach of covenants herein contained to be kept
and performed by the Provider shall not be deemed or considered as a continuing waiver and shall
not operate to bar or prevent the Board from declaring a forfeiture for any succeeding breach,
either of the same conditions or covenants or otherwise.
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17. AVAILABILITY OF FUNDS. If funds cannot be obtained or cannot be continued at a
level sufficient to allow for continued reimbursement of expenditures for services specified herein, this
agreement may be terminated immediately at the option of the Board by written notice of
termination delivered to the Provider. The Board shall not be obligated to pay for any services or
goods provided by the Provider after the Provider has received written notice of termination, unless
otherwise required by law.
18.
PURCHASE OF PROPERTY.
All property, whether real or personal, purchased with
funds provided under this agreement, shall become the property of Monroe County and shall be
accounted for pursuant to statutory requirements.
19. ENTIRE AGREEMENT. This agreement constitutes the entire agreement of the parties
hereto with respect to the subject matter hereof and supersedes any and all prior agreements with
S WHEREOF, the parties hereto have caused these presents to be executed as of
irst written above.
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By: cS~
Witness
BIG BROTHERS - BIG SISTERS OF
MONROE COUNTY, FLORIDA
(FederallD No. ~~.... --:l \. ~ t\ CIa \ \
Witness
By<b~~~~
Executive Director
consbig
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PUBLIC ENTITY CRIME FORM - STATEMENT
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Any person submitting a bid or proposal in response to this
invitation must execute the enclosed Form PUR 7068, SWORN STATEMENT
UNDER SECTION 287.133(3) (A), FLORIDA STATUTES, ON PUBLIC ENTITY
CRIMES, including proper check(s), in the space(s) provided, and
enclose it with his bid or proposal on behalf of dealers or suppliers
who will ship commodities and received payment from the resulting
contract, it is your responsibility to see that copy(s) of the form
are executed by them and are included with your bid or proposal.
Corrections to the form will not be allowed after the bid or proposal
opening time and date. Failure to co~plete this fo~m in every detail
and submit it with your bid or proposal will result in immediate
disqualification of your bid or proposal.
swalUt STl\TEMErfT Ul'IDER ORDINANCE NO. 10-1990
MONROE COUNTY, FLORIDh
ETHICS CLA1JSE
~-,(p ~~C'(,,~~\<ib',& ~',~~~ w~rrants that he/it has not employed,
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retained or otherwise had act on his/its bellalf any formet County officer
or employee in violation of Section 2 of Ordinance No. 10-1990 or any
County officer or empioyee in violation of section 3 of Ordinance No.
10-1990. For breach or violation of this provision the coun~y may, in
its discretion, terminate this contract without liability and may also,
in its discretion, deduct from th~ contract or purchase price", or
otherwise recover, the full amount of any fee, commission, percentage,
gift, or consideration paid to the former County officer or employee.
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Date:
COUNTY OF
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STATE OF
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(type of identifi~ation)
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ItOTARY PUBLI C
MCPl4 REV. 2/92
"A person or affiliate who has becn placed on the convicted vendor list foI/owing
a conviction for public entity crimc 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 287.0 I 7, for CA TEGOR Y TWO for
a period of 36 months from the date of being placed on the convicted vendor list."
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A TIACHMENT A
Expense Reimbursement Requirements
This document is intended to provide "basic" guidelines to Human Service Organizations, coun~y
travellers, and contiactual 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 reimbursement.
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 reseIVes
the right to review reimbursement requests on an individual basis. Any questi()ns regarding these
guidelines should be directed to Stephanie Griffiths at 305-292-3528.
Payroll:
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll Journal 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 Workers Compensation anc :lability 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 i~entified.
Telefax, fax, etc.:
A fax log is required. The log must define 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 pt.,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 overnight or express deliveries, the original vendor invoice must be "included.
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Reproductions, copies, etc.:
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A log of copy expenseS' as it relates to the County contract is required for rc 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!.~'rsement of
Travel Expenses. Credit card statements are not acceptable documentation for f' .im. lrsement.
Airfare reimbursement requires the original passenger receipt portion of the airiille Licket. 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 reimb1 ~rsed without
receipts. Taxis are not reimbursed if taken to arrive at a departure point: for eX21. ole, taking a
taxi from one's residence to the airport for a business trip is not reimbursable.
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Original toll receipt;; 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 reimbursement, 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
from. one's home to the airport for a business trip is not a reimbursable expense.
.
Data processing, PC time, etc.:
,
The original vendor in.oice 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
fund raising
contributions
capital outlay expenditures (unless specifically included in the contract)
depreciation expenses (unless specifically included in the contract)
SGRIFFITHS
WP51\PROCEDUR\EXP _RETh1
A TT ACHMENT D
lIUMAN SERVICE ORGANIZATION LETTEltJ-IEAD
Monroe County Board of County C0l11missioners
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
]01 A Company
102 B Company
103 o Conlpany
104 Person A
105 Person B
Amount
rent
utilities
phones
payroll
payroll
$xxxx.xx
$xx:<x.xx
$xxxx.xx
$xx~-x.xx
$xx<x.xx
(A) Total
(B) Total prior!.payments
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(C) Total requested and paid (A + B)
Sxxxx.xx
$xxxx.xx
$xxxx.xx
(0) Total contract amount
(.
..f'xxxx.xx
Balance of contract (D - C)
$xxxx xx
I certify that the above checks have been submitted to the vendors as noted and that the expenses
are accurate and in agreement with the records of this organization. Furthermore, these expenses
are in compliance \vith this organization's contract with the Monroe County Board of County
Commissioners and will ~ot be submitted for reimbursenlent to any olher funding SOtlrce.
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Executive Director
Attachments (supporting docunlentation)
Sworn and subscribed before me this _ day of
199 _.
Notary Public
Notary stamp
{;!G~ bLJ 't: CI
AGENC'( NAME: Big Brothers / Big Sisters of Monroe County
FY '96 - '97
Fundraising Expenses? I
3% I
Administration Expenses I 19% I
20. Complete Attachment 8 - Agency Salary Detail Form.
21. Please give a one paragraph description of the agency program for which you are requesting funding.
We are the "oldest" mentoring program in the United States with 511 affiliated agencies worldwide. Funding from
the BOCC goes directly to matching children from single parent homes with adult volunteers who serve as
mentors to these children. Cost per match is approximately $1,000 which covers the initial assessment of both the
client and volunteer, the matching, monitoring and evaluating of said match. We are a "prevention" program in
lieu of an lIintervention" program.
22. What need or problem in this community does this program address? Include your target population.
The need for an adult mentor in a child's life to help them grow into caring, responsible adults. Our target
population is children living in single parent homes. Our goal is to keep them from entering the juvenile
delinquency system, provide a stable and consistent support network for the child and single parent, and provide
each child with a caring adult to help alleviate the stress and problems the child may be experiencing at home and!
I or at school. Our program addresses the need for children to have a positive IIrole model" in their lives while
growing up in a one parent household.
23. What data supports this need. Attach copies of any relevant documents or CITE Report.
National Research Study conducted in 1992 and 1993 consisting of 960 boys and girls in 8 states, ages 10 through
16, with haN of them matched with a Big Brother or Big Sister and the other half on the waiting list revealed the
following: 46% less likely to begin using illegal drugs; 27% less likely to begin using alcohol; 53% less likely to
skip school; 37% less likely to skip a class; 33% less likely to hit someone; more confidence in their performance
in schoolwork and getting along better with their families and peers. This study was distributed to all HSAB
Members at a recent meeting.
24. Where is this program being offered? List all sites and hours of operation.
Our Program is currently being offered in the Key West area only due to limited funds. The Executive Director
works full time on a salaried basis. Due to the size of staff, E.D. works approximately 50-60 hours per week
depending upon office needs, i.e., major fundraising events, application deadlines, recruitment campaigns, etc.
This is a salaried position. Our Case Manager works part time from 5:30 P.M. to 9:30 P.M. and is paid on an hourly
basis. Our office located on Whitehead Street is manned 12 ~ hours per day.
25. What measurable changes do you plan to accomplish this next fiscal year?
The opening of branch offices in the Middle Keys and Upper Keys.
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26. Define program unit of service (i.e. 1 unit = 1 hour counseling; 1 unit = 1 night shelter/1 meal, etc)
OR STATE WHY THIS DOES NOT APPLY TO YOUR OPERATION.
Program unit of service is equal to 1 unit consisting of the client, volunteer and parent which equates to 1 hour of
voluntary service.
a. Basis for cost formula: Explain how you developed the cost per unit (i.e. total cost of program divided by total units;
total cost of program divided by total clients, etc.). Indicate the full cost of the unit of service. This cost should
include administration, etc. The unit cost should be the same for all funders of the program.
Total cost of program divided by number of client s ONL 1':"
I b.
3 Year Unit Comparison: Provide the "cost per unit of service" and the past, current and proposed fiscal years.
Provide the numbers of units of service for the past. current and the proposed units for FY '96-'97.
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