06/16/2010 Contract
DANNY L. KOLHAGE
CLERK OF THE CIRCUIT COURT
DA TE:
June 22, 2010
TO:
,,~hery/ Graham, Director
,,~ocial "f)ervices
A TTN:
DO/Ii Albury, In-Home
Services Programs
Pamela G. Hanc{!j;:c.
FROM:
At the June 16, 20 I 0, Board of County Commissioner's meeting the Board granted
approval and authorized execution of the the following:
; Community Care for the Elderly (CCE) Contract KC-1071 between the Alliance for
Aging, Inc. (Area Agency on Aging) and the Monroe County Board of Commissioners (Social
Services/In-Home Services) for fiscal year 7/1/10 to 6/30/11.
Alzheimer's Disease Initiative (ADI) Contract KZ-1097 between the Alliance for Aging,
Inc. (Area Agency on Aging) and the Monroe County Board of County Commissioners (Social
Services/In-Home Services) for fiscal year 7/1/10 to 6/30/11.
Amendment 006 to the Community Care for the Elderly (CCE) Contract KC-971 between
the Alliance for Aging, Inc. (Area Agency on Aging) and the Monroe County Board of
Commissioners (Social Services/In-Home Services) for fiscal year 7/1/09 to 6/30/10.
Home Care for the Elderly (HCE) Contract KH-I 072 between the Alliance for Aging,
Inc. (Area Agency on Aging) and the Monroe County Board of County Commissioners (Social
Services/In-Home Services) for fiscal year 7/1/10 to 6/30/11.
Enclosed are four duplicate originals of each of the above-mentioned, executed on behalf
of Monroe County, for your handling. Please be sure to return two fully executed originals of
each of the above-mentioned to tI,is office for tl,e Official Record and for Finance. Should
you have any questions, please do not hesitate to contact our office.
cc: County Attorney
Finance
File I
CONTRACT KC 1071
Page 1
COMMUNITY CARE FOR THE ELDERLY CONTRACT
2010-2011
THIS AGREEMENT is entered into between the Alliance for Aging, Inc., hereinafter
referred to as the "Alliance" and "Monroe County Board of Commissioners", hereinafter
referred to as the "provider." THIS CONTRACT IS SUBJECT TO FURTHER
MODIFICATION IN ORDER TO INCORPORATE CERTAIN PASS-THROUGH
LANGUAGE REQUIRED BY THE STATE OF FLORIDA DEPARTMENT OF ELDER
AFFAIRS. ALL SUBSEQUENT MODIFICATIONS WILL BE MADE THROUGH
AMENDMENTS TO THIS CONTRACT.
Attachment I, II, III, IV, V, VI, VII, VIII and IX are integral to this Agreement
The parties agree:
I. Provider Agrees:
A. Services to be Provided:
To plan, develop, and accomplish the services delineated, or otherwise cause
the planning, development, and accomplishment of such services and activities,
under the conditions specified and in the manner prescribed in Attachment I of
this aareement and included in the Service Provider Aoolication (SPA). The
provider will not be allowed to provide services that are not included in the 2010
SPA and included related Unit Cost Methodology submitted as an integral part
of the 2010 application. In the event of the conflict between the Service Provider
Application and this contract, the contract controls.
B. Final Request for Payment:
1. The provider must submit the final request for payment to the Alliance no
later than July 15, 2011; if the provider fails to do so, all right to payment
is forfeited, and the Alliance will not honor any requests submitted
after the aforesaid time period.
2. If the contract is terminated prior to the contract end date of July 15, 2011,
then the provider must submit the final request for payment to the Alliance
no more than 45 days after the contract is terminated, but no later than July
15, 2011. If the provider fails to do so, all right to payment is forfeited,
and the Alliance will not honor any requests submitted after the
aforesaid time period.
C. Additional Reporting Requirements
1. If the Alliance has sanctioned the provider, while the sanctions are in effect
the provider shall provide to the Alliance, on a monthly basis, the provider's
financial statements that reflect the current, un-audited revenues and the
provider's cash position as well as any other financial and/or programmatic
documentation that may be requested by the Alliance.
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CONTRACT KC 1071
Page 2
2. If the provider is required to prepare a corrective action plan or respond to a
Fiscal and/or Programmatic Monitoring, supporting documentation as
requested by the Alliance shall be provided within the time frame stipulated
by the Alliance.
3. If the provider has requested transfers of funds between programs,
supporting documentation shall be provided.
4. The provider is to provide explanations to any program surplus/deficit
and/or program spend-out plans as requested by the Alliance for Aging
within the time period requested by the Alliance.
5. The provider is responsible to report the units of services in CIRTS on a
monthly basis. The provider is ultimately responsible to ensure that sub-
providers report units of service in CIRTS as well.
6. Invoices must .be submitted no later than 90 days after the end of the month
on which the expense was incurred, except that invoices can not be
submitted after close out report date (usually J~ly 15th.) Invoices submitted
late will not paid. Exceptions to this rule are at the discretion of the Alliance,
on a case by case basis; such exceptions must be requested prior to the
expiration of the invoicing deadline. In making a determination of the
exception the Alliance will consider whether the disruption to the billing
cycle was beyond the control of the provider, the frequency with which such
exceptions are requested by the provider, and whether the Alliance can
request reimbursement at a late date from DOEA.
The provider acknowledges that failure to meet the requirements set forth in
the 2008 CCE/Lead Agency RFP and in this agreement as well may result in
delay or termination of payment and/or in sanctions and other enforcement
actions, including termination of contract.
II. The Alliance Agrees:
A. Contract Amount
To pay for services according to the conditions of Attachment I in an amount not to
exceed $ 461.760 for the State Fiscal Year 2010-2011, subject to the availability of
funds.
B. Obligation to Pay
The Alliance's performance and obligation to pay under this contract is contingent
upon an annual appropriation by the Legislature.
C. Source of Funds
The costs of services paid under any other contract or from any other source are not
eligible for reimbursement under this contract. The funds awarded to the provider
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CONTRACT KC 1071
Page 3
pursuant to this contract are in the state grants and aids appropriations and consists
of the following:
Program Title Year Funding Source CSFA# Fund Amounts
Community Care 2010 General RevenuelTobacco 65010 $ 461,760
for the Elderly Settlement Trust Funds
TOTAL FUNDS CONTAINED IN THIS CONTRACT: $ 461,760
III. Provider and Alliance Mutually Agree:
A. Effective Date:
1. This contract shall begin on July 1, 2010 or on the date the contract has been
signed by both parties, whichever is later.
2. Delivery of services shall end on June 30, 2011. This contract shall end on July
15,2011. See Attachment I, Section III.F.
B. Termination, Suspension, and/or Enforcement:
This contract may be terminated by either party without cause upon no less than thirty (30)
calendar days notice in writing to the other party unless a sooner time is mutually agreed upon
in writing. Said notice shall be delivered by U.S. Postal Service or any expedited delivery
service that provides verification of delivery or by hand delivery to the Contractor or the
representative of the contractor responsible for administration of the contract.
Failure to have performed any contractual obligations with the Alliance in a manner
satisfactory to the Alliance will be a sufficient cause for termination. To be
terminated as a contractor under this provision, the contractor must have (1)
previously failed to satisfactorily perform in a contract with the Alliance, been
notified by the Alliance of the unsatisfactory performance and failed to correct the
unsatisfactory performance to the satisfaction of the Alliance; or (2) had a contract
terminated by the Alliance for cause
C. Provider Responsibility:
The provider maintains responsibility for the performance of all sub providers and
vendors in accordance with all applicable federal and state laws.
D. Notice, Contact, and Payee Information:
1. The name, address, and telephone number of the contract manager for the Alliance
for this contract is:
Max B. Rothman, JD, LL.M.
President and CEO
760 NW 107th Ave, Suite 214
Miami, Florida 33172
(305) 670-6500, Ext. 224
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CONTRACT KC 1071
Page 4
2. The name, address, and telephone number of the representative of the provider
responsible for administration of the program under this contact is:
3. In the event different representatives are designated by either party after execution
of this contract, notice of the name and address of the new representative will be
rendered in writing to the other party and said notification attached to originals of
this contract.
4. The name (provider name as shown on page 1 of this contract) and mailing address
of the official payee to whom the payment shall be made: (Fill in contact
information ).
E. Renegotiation or Modification
1. Modifications or changes to the funding in this contract and corresponding
services related to the increase or decrease, may be made in the form of a
written Contract Amendment signed by the Alliance's President and CEO. The
Board President or its Designee of the Provider shall sign the Notice of Award
Increase/Decrease and return it to the Alliance within fourteen (14) days or
sooner if requested by the Alliance. By signing Notice of Award
Increase/Decrease, the Board President or its Designee of the Provider
acknowledges the receipt of and agreement with the terms contained in the
Notice.
2. Upon Receipt of a Notice of Award Increase/Decrease, the provider shall update
affected information in budget summaries, deliverable schedules, or any other
applicable financial information contained in this contract. The parties shall then
incorporate such changes into a contract amendment. This shall be done within
ten working days of receipt of such notice.
r:J 3 11
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IN WITNESS THEREOF, the parties hereto have caused this contract (includin~f~ttachm~ I-~
III) to be executed by their undersigned officials as duly authorized. I . '::"~ ~ 0
. NED BY:
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PROVIDER:
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ALLIANCE FOR AGING, INC:>~: :~::
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NAME:
TI E:
DATE:
TITLE:
DATE:
President and CEO
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CONTRACT KC 1071
Page 5
ATTACHMENT I
COMMUNITY CARE FOR THE ELDERLY PROGRAM
I. STATEMENT OF PURPOSE
The Community Care for the Elderly (CCE) Program provides community-based services
organized in a continuum of care to assist aged 60+ elders at risk of nursing home
placement to live in the least restrictive environment suitable to their needs.
II. SERVICES TO BE PROVIDED
A. Services:
1. The provider's service provider application submitted in response to the 2010 CCE
/Lead Agency RFP and any revisions thereto approved by the Alliance and located
in the Contract Manager's file are incorporated by reference in this contract between
the Alliance and the provider, and prescribe the services to be rendered by the
provider.
2. Consumers may not be enrolled in a Department of Elder Affairs state general
revenue funded program, including CCE, who are also enrolled in a Medicaid
capitated long-term care health plan or program. These programs include the Frail
Elder Program operated by United Health Care, the Channeling Program operated
by Miami Jewish Home and Hospital for the Aged, the Long Term Care Community
Diversion Program and the Program of All Inclusive Care for the Elderly (PACE)
program.
B. Manner of Service Provision:
The services to be provided are those described in the provider's service provider
application submitted in response to the 2010 CCE ILead Agency application and as
described in this contract. All CCE services will be provided in a manner consistent
with the conditions set down in the 2009 Florida Department of Elder Affairs
Programs and Services Handbook or any revisions made thereafter. and by the
Alliance. In the event either the handbook or the service provisions established by the
Alliance is revised, such revision will automatically be incorporated into the contract and
the provider will be given a copy of the revisions.
III. METHOD OF PAYMENT
A. The method of payment in this contract is based on a fixed unit rate for approved
services. The provider must ensure fixed unit rates include only those costs which are
in accordance with all applicable state and federal statutes and regulations and are
based on audited historical costs in instances where an independent audit is required.
All requests for payment and expenditure reports submitted to support requests for
payment shall be on DOEA forms 106C and 10SC. Duplication or replication of both
forms via data processing equipment is permissible, provided all data elements are in
the same format as included on department forms.
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CONTRACT KC 1071
Page 6
B. The provider shall maintain documentation to support payment requests which shall be
available to the Comptroller, the Department of Elder Affairs, or the Alliance upon
req uest.
C. The provider may request a monthly advance for service costs for each of the first two
months of the contract period, based on anticipated cash needs. Detailed
documentation justifying cash needs for advances must be submitted with the signed
contract, approved by the Alliance, and maintained in the contract manager's file. All
payment requests for the third through the twelfth months shall be based on the
submission of monthly actual expenditure reports beginning with the first month of the
contract. The schedule for submission of advance requests is ATTACHMENT II to this
contract. Reconciliation and recouping of advances made under this contract are to be
completed by the time the final payment is made. All advance payments are subject to
the availability of funds.
D. Advance funds may be temporarily invested by the provider in an insured interest
bearing account. All interest earned on contract fund advances must be returned to the
Alliance within thirty (30) days of the end of the first quarter of the contract period.
F. E. The Alliance shall make payment to the provider for provision of services
up to a maximum number of units of service and at the rate(s) stated below:
Service Maximum Maximum
Service to be Provided Unit Units of
Rate Service Dollars
Adult Day Care $16.17 665 $10,755.28
Case Management $52.57 1 ,026 $53,932.07
Chore $33.75 16 $540
Homemaker $22.76 9,507 $216,378.14
Intake $53.17 53 $2,844.59
Personal Care $34.89 4,205 $146,712.26
I n Home Respite $23.59 1 ,297 $30,597.66
Total $461,760
F. Additional Reporting Conditions:
G. 1. The provider agrees to implement the distribution of funds as
detailed in the service provider application and the Budget Summary, ATTACHMENT
III to this contract. Any changes in the total amounts of the funds identified on the
Budget Summary form require a contract amendment.
2. The provider is to offer services based on clients' service plans and will not be
restricted to providing the services as projected. Additional budget
revisions/contract amendments will be required to move funding among these
services. Any changes in the total amount of the funds under contract require a
formal contract amendment.
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CONTRACT KC 1071
Page 7
3. The Alliance reserves the right to adjust the total quarterly award as well as the
contracted unit rate to reflect provider costs and utilization rates based on actual
consumers enrolled in the program.
4. This contract is for services provided beginning July 1, 2010 through June 30, 2011,
however, the contract is in effect through July 15, 2011 in order to provide for
maximization of resources and to allow for greater flexibility to pay for the services
rendered by June 30, 2011. Services provided after June 30, 2011 cannot be
reimbursed under this contract.
5. The provider shall submit a draft closeout report by July 15, 2011.
6. The final expenditure report and request for payment will be due to the Alliance no
later than July 15, 2011. No expenditure reports or requests for payment will be
accepted after July 15, 2011.
F. Any payment due by the Alliance under the terms of this contract may be withheld
pending the receipt and approval by the Alliance of complete and accurate financial
and programmatic reports due from the provider and any adjustments thereto,
including any disallowance not resolved as outlined in Section I.T. of the Master
Agreement.
G. The provider need to provide the Alliance with an expenditure plan by July 15 or two
weeks after contract has been signed, a monthly update due on the 21 of each
following month.
The expenditure plan and updates must follow the format provided by the Alliance
IV. SPECIAL PROVISIONS
A. State Laws and Regulations:
1. The provider agrees to comply with applicable parts of Rule Chapter 58C-1, Florida
Administrative Code promulgated for administration of Sections 430.201 through 430.207,
Florida Statutes, and the Department of Elder Affairs 2009 Florida Department of Elder
Affairs Programs and Services Handbook or any revisions made thereafter.
3. The provider agrees to comply with the provisions of Sections 97.021 and 97.058,
Florida Statutes, and all rules related thereto in the Florida Administrative Code.
B. Assessment and Prioritization for Service Delivery for New Consumers:
The following are the criteria to prioritize new consumers for service delivery. It is not
the intent of the Department of Elder Affairs to remove existing clients from any
program in order to serve new clients being assessed and prioritized for service
delivery.
1. Abuse, Neglect and Exploitation:
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CONTRACT KC 1071
Page 8
The provider will ensure that pursuant to Section 430.205(5), Florida Statute, those
elderly persons who are determined by adult protective services to be victims of
abuse, neglect, or exploitation who are in need of immediate services to prevent
further harm and are referred by adult protective services, will be given primary
consideration for receiving Community Care for the Elderly Services. As used in
this subsection, "primary consideration" means that an assessment and services
must commence within 72 hours after referral to the department or as established in
accordance with department contracts by local protocols developed between
department service providers and adult protective services.
2. Priority Criteria for Individuals in Nursing Homes in Receivership
The provider will ensure that pursuant to Section 400.126 (12), Florida Statute,
those elderly persons determined through a CARES assessment to be a resident
who could be cared for in a less restrictive setting or who do not meet the criteria for
skilled or intermediate care in a nursing home, will be referred for such care, as
appropriate for the resident. Residents referred pursuant to this subsection shall be
given primary consideration for receiving services under the Community Care for
the Elderly program in a manner as persons classified to receive such services
pursuant to Section 430.205, Florida Statute.
3. Priority Criteria for Service Delivery:
a) Individuals in nursing homes under Medicaid who could be transferred to the
community;
b) Individuals in nursing homes, whose Medicare coverage is exhausted and
may be diverted to the community;
c) Individuals in nursing homes which are closing and can be discharged to the
community; or
d) Individuals whose mental or physical health condition has deteriorated to the
degree self care is not possible, there is no capable caregiver and
institutional placement will occur within 72 hours.
e) For the purpose of transitioning individuals receiving Community Care for
Disabled Adults (CCDA) and Home Care for Disabled Adults (HCDA)
services through the Department of Children and Families (DCF) Adult
Services to community-based services provided through the department,
when services are not currently available, area agency on aging staff and
lead agency case managers shall ensure that "Aging Out" individuals are
prioritized for services only after Adult Protective Services (PAS) High Risk
and Imminent Risk individuals.
4. Priority Criteria for Service Delivery for Other Assessed Individuals:
The assessment and provision of services should always consider the most cost
effective means of service delivery. Service priority for individuals not included in
groups one, two or three above, regardless of referral source, shall be determined
through the department's client assessment form administered to each applicant, to
the extent funding is available. First priority will be given to applicants at the higher
levels of frailty and risk of nursing home placement. For individuals assessed at the
same priority and risk of nursing home placement, priority will be given to applicants
with the lesser ability to pay for services.
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CONTRACT KC 1071
Page 9
5. Referrals for Medicaid Waiver Services:
a) The provider must identify, through the consumer assessment, potential
Medicaid eligible CCE consumers and refer these individuals for Medicaid
Waiver services.
b) Individuals who have been identified as being potentially Medicaid Waiver
eligible are required to apply for Medicaid Waiver services in order to receive
CCE services and can only receive CCE services while the Medicaid Waiver
eligibility determination is pending. If the consumer is found ineligible for
Medicaid Waiver services for any reason other than failure to provide
required documentation, they may continue to receive CCE services.
c) Individuals who have been identified as being potentially Medicaid Waiver
eligible must be advised of their responsibility to apply for Medicaid Waiver
services as a condition of receiving CCE services while the eligibility
determination is being processed.
C. Co-payment Collections:
1. The provider will establish annual co-payment goals. The Alliance has the option to
withhold a portion of the provider's Request for Payment if goals are not met
according to the Department of Elder Affairs co-payment guidelines.
2. Co-payments include only the amounts assessed consumers or the amounts
consumers opt to contribute in lieu of an assessed co-payment. The contribution
must be equal to or greater than the assessed co-payment.
3. Co-payments collected in the CCE program can be used as part of the local match.
D. Match:
The provider will assure a match requirement of at least 10 percent of the cost for all
Community Care for the Elderly services. The match will be made in the form of cash
and/or in kind resources. At the end of the contract period, all Community Care for the
Elderly funds expended must be properly matched.
E. Service Cost Reports:
The provider will submit semi-annual service cost reports which reflect actual costs of
providing each service by program. This report provides information for planning and
negotiating unit rates.
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CONTRACT KC 1071 Page 10
ATTACHMENT II
COMMUNITY CARE FOR THE ELDERLY PROGRAM
CONTRACT REPORT CALENDAR
Report
Number
1
2
3
4
5
6
7
8
9
10
11
12
13
14
Leaend:
Note # 1:
Based On
J u I Y Ad van ce * ...... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Aug ust Advance * ...... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..
July Expenditure Report.................................................
August Expenditure Report.............................................
September Expenditure Report ........................................
October Expenditure Report ............................................
November Expenditure Report..........................................
December Expenditure Report.........................................
Jan uary Expend iture Report ............................................
February Expenditure Report/July Advance Reconciliation**...
March Expenditure Report /August Advance Reconciliation**
April Expenditure Report.................................................
May Expenditure Report...................................................
June Expenditure Report........................................... ......
**
Submit To The
Alliance
On This Date
July 1
July 1
August 15
September 15
October 15
November 15
December 15
January 15
February 15
March 15
April 15
May 15
June 15
July 15
Submission of expenditure reports mayor may not generate a payment request. If final
expenditure report reflects funds due back to the Alliance, payment is to accompany the
report.
The last two months of the provider's fiscal reports covering actual expenditures should
reflect an adjustment repaying advances for the first two months of the contract.
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CONTRACT KC 1071 Page 11
ATTACHMENT III
REFERRAL PROTOCOL
REFERRAL PROTOCOL
Policy:
Screening, Triage, and Referral for Activation under the Community Care for the
Elderly/Home Care for the Elderly Programs and for the Aging & Disabled Adults and the
Assisted Living for the Elderly Medicaid Waivers.
Referrals will be based on availability of funds, in accordance with prioritization requirements.
Issue:
Purpose:
To ensure funding is spent expeditiously and consumers are referred into programs for
appropriate services.
Procedure for Monroe County:
Roles and Responsibilities
A. Alliance for Aging / Aging Resource Center
~ Monitors overall program and Lead Agency specific spending levels on a monthly basis
to ensure the Lead Agency is operating within the funding allocation.
~ Determines the number of cases for activation based on projected funding available.
~ Screens consumers to link with appropriate resources and prioritize for DOEA-funded
programs and services.
~ Recommends potential cases for activation based upon projected funding available by
Lead Agency.
~ Selects consumers from the waiting list based on their prioritization score.
~ Refers consumers from the waiting list to the Lead Agency in Monroe County for
activation, based on availability of funds.
~ Monitors compliance with service standards and outcome measures.
~ Reviews care plans and files per the File Review Policies and Procedures.
~ Reviews data in CIRTS.
B. Case Management Agency
~ Accepts referrals from the Aging Resource Center.
~ Refers inquiries from consumers interested in services to the ARC for Information and
Referral to community resources, Screening, Triage, and Long-Term Care Options
Counseling, as appropriate.
~ Through outsourcing, the functions of Screening and Intake may also be completed by
the Lead Agency.
~ Completes comprehensive assessments on new consumers and annual reassessment
on existing consumers and develops care plans and reviews care plans semi-annually.
~ Authorizes service delivery and enters data into CIRTS.
~ Screens consumers for Medicaid Waiver eligibility.
~ Bills in CIRTS and Medicaid as appropriate.
~ Monitors care plans in an effort to keep costs down while sustaining the individuals in
the community.
II. Management of the Assessed Prioritized Consumer List (APCL).
A. Referrals to the ARC are routed to the Information and Referral Specialists or Intake Unit staff
depending on the type of referral. Clients are provided information on community resources and
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CONTRACT KC 1071 Page 12
programs available including private pay options. Persons are directed to those resources most
capable of meeting the need they have expressed to ARC staff. Cases presenting strong
identifiers that indicate the consumer might benefit from publicly funded long term care services
are screened, entered into CIRTS, triaged and provided options counseling. Through
outsourcing, the functions of Screening and Intake may also be performed by the Lead Agency.
DOEA prioritization requirements will be adhered to by both entities, as follows:
1. APS High Risk Referrals (See section B)
2. Imminent Risk cases will be prioritized for activation after APS High Risk
Referrals have been served. If budgetary constraints prevent opening new cases,
clients will be placed on the APCL. ARC staff will contact the client on a monthly b~;.~5is
to determine if there has been a change in the client's situation.
3. All other CARES referrals will be screened and prioritized in accordance with DOEA
requirements.
4. Aging Out consumers will be referred by DCF for prioritization and/or
activation in the corresponding aged program managed by the Alliance, as appropriate
(See section IV).
5. Consumers applying for the Community Care for the Elderly (CCE)
and/or Home Care for the Elderly (HCE) programs will be contacted and screened using
the statewide assessment form developed by the Department of Elder Affairs for this
purpose (Form 701A). If a consumer is being served through a DOEA-funded agency
which enters their annual assessment into CIRTS, the Priority Score generated by that
assessment will determine their ranking on the APCL.
6. Consumers referred for inclusion under the Assisted Living for the Elc~:?:rly
(ALE) Medicaid Waiver APCL will be interviewed and screened using the 701A form.
7. Consumers referred for inclusion under the Aging and Disabled Adult
(ADA) Medicaid Waiver APCL will be contacted and screened following the same
procedure as the one described under Section 5. Individuals who appear as potentially
eligible for other types of public assistance will be referred to the Economic Self-
Sufficiency Unit at the Department of Children and Families.
8. All other referrals will be waitlisted and prioritized, during which time other community
resources will be researched, including private pay/fee for services providers.
Consumers on the waiting lists will be reassessed according to Department
requirements (NOI #062906-1-I-OVCS 6/29/2006).
B. HIPAA forms will be sent to the consumer as appropriate.
III. Opening New Cases
A. CCE/ADAlALE/HCE Clients
1. The Fiscal Department will monitor Lead Agency specific spending levels on a monthly
basis to ensure each Lead Agency is operating within its quarterly funding allocation
and/or spending authority. In addition, the department will do cost projections, and
share the information with the Surplus/Deficit review committee to determine slot
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CONTRACT KC 1071 Page 13
availability. The ARC and the Quality Assurance Department will be notified when
funding is available and the number of new cases to be activated by Lead Agency.
2. Upon notification from the Vice President for Finance of funding
availability, the Aging Resource Center Intake Unit Supervisor will run the Prioritized
Risk Report to identify the consumers on the APCL to be opened.
3. Based on available funding, the ARC Intake Unit Supervisor will refer wait
listed clients to the Lead Agency for activation, in accordance with prioritization
requirements. The Lead Agency will update the wait list enrollment using the appropriate
code to terminate from the APCL.
B. APS Referrals
1. APS Low and Intermediate Risk referrals will be screened and prioritized for services as
per the DOEAlAPS Memorandum of Understanding. Low and Intermediate Risk
referrals are also offered information and referral to additional community resources,
including private pay as appropriate.
2. APS High Risk Referrals are not waitlisted. They are immediately referred for service
from DCF in Monroe County to the Lead Agency. ARTT referrals will be forwarded
directly the Lead Agency. APS cases are to be served for a maximum of 31 calendar
days. If additional time is justified, the case management agency will staff the case with
the Alliance to obtain the extension needed.
3. Upon receipt of the APS referral, the Lead Agency will coordinate services to begin
within the 72 hour period mandated by statute. A comprehensive assessment will be
done within 72 hours of the referral. Services required under the care plan will remain in
place for a maximum of 31 days, unless an extension has been granted.
4. The Lead Agency will enter ACTV enrollment under their provider number in CIRTS. In
addition, service codes will be entered by service date for all services provided. If a
service(s) is not provided as required under the care plan, an NDP code will need to be
entered in CIRTS and the case notes under the client file should document the reason
for non-delivery of such service(s).
IV. Aging Out Consumers:
A. All "Aging Out" consumers will be referred by DCF for activation in the corresponding aged
program managed by the Alliance.
B. Consumers active in the CCDA and HCDA programs that are turning 60 and are eligible for
CCE and/or HCE will be opened in the corresponding aged program managed by the Alliance if
funding is available. If funding is available, these consumers will be made active. If funding is
not available, they will be waitlisted for these programs but will be given priority for activation
once funding is available.
C. Consumers active in the ADA Medicaid Waiver, upon turning age 60, will continue to be eligible
for and receive ADA Medicaid waiver services.
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CONTRACT KC 1071
Page 14
Note: These ARC policies and procedures are subject to change. Any modifications will be done
through a contract amendment.
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CONTRACT KC 1071
Page 15
ATT ACHMENT IV
CERTIFICATION REGARDING LOBBYING
CERTIFICATION FOR CONTRACTS, GRANTS,
LOANS AND AGREEMENTS
The undersigned certifies, to the best of his or her knowledge and belief, that:
(I)No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned,
to any person for influencing or attempting to influence an officer or employee of any state or federal
agency, a member of congress, an officer or employee of congress, an employee of a member of congress,
or an officer or employee of the state legislator, in connection with the awarding of any federal grant, 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 funds have been paid or will be paid 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, the undersigned shall complete and submit
Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.
(3)The undersigned shall require that the language of this certification be included in the award documents
for all sub-awards at all tiers (including subcontracts, sub-grants, and contracts under grants, loans and
cooperative agreements) and that all subproviders shall certify and disclose accordingly.
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 not less than $10,000.00 and not more than
$ IOPO.OO for ach such failure.
Debbie Frederi~k
Name of Authorized Individual
CCE #KC 1071
Application or Agreement Number
Monroe County Board of County Commissioners
1100 Simonton 8tre~t,. Key West, FL 33040
Name and Address of Orgaruzation
DOEA Form 103 (Revised Nov 2002)
15
CONTRACT KC 1071
Page 16
ATI ACHMENT V
FINANCIAL AND COMPLIANCE AUDIT
The administration of resources awarded by the Alliance of Elder Affairs to the provider may be subject to audits
and/ or monitoring by the Alliance of Elder Affairs, as described in this section.
MONITORING
In addition to reviews of audits conducted in accordance with OMB Circular A-133, as revised, and Section
215.97, F.S., (see "AUDITS" below), monitoring procedures may include, but not be limited to, on-site visits by the
Alliance staff, limited scope audits as defined by OMB Circular A-133, as revised, and/or other procedures. By
entering into this agreement, the provider agrees to comply and cooperate with any monitoring
procedures/processes deemed appropriate by the Alliance for Aging. In the event the Alliance for Aging
determines that a limited scope audit of the provider is appropriate, the provider agrees to comply with any
additional instructions provided by the Alliance to the provider regarding such audit. The provider further
agrees to comply and cooperate with any inspections, reviews, investigations, or audits deemed necessary by any
level of government.
AUDITS
PART I: FEDERALLY FUNDED
This part is applicable if the provider is a State or local government or a non-profit organization as defined in OMB
Circular A-133, as revised.
In the event that the provider expends $500,000.00 or more in Federal awards during its fiscal year, the provider
must have a single or program-specific audit conducted in accordance with the provisions of OMB Circular A-
133, as revised. EXHIBIT 1 to this agreement indicates Federal resources awarded through the Alliance of Elder
Affairs by this agreement. In determining the Federal awards expended in its fiscal year, the provider shall
consider all sources of Federal awards, including Federal resources received from the Alliance of Elder Affairs. The
determination of amounts of Federal awards expended should be in accordance with the guidelines established by
OMB Circular A-133, as revised. An audit of the provider conducted by the Auditor General in accordance with the
provisions of OMB Circular A-133, as revised, will meet the requirements of this part.
In connection with the audit requirements addressed in Part I, paragraph 1, the provider shall fulfill the
requirements relative to auditee responsibilities as provided in Subpart C of OMB Circular A-133, as revised.
If the provider expends less than $500,000.00 in Federal awards in its fiscal year, an audit conducted in
accordance with the provisions of OMB Circular A-133, as revised, is not required. In the event that the provider
expends less than $500,000.00 in Federal awards in its fiscal year and elects to have an audit conducted in
accordance with the provisions of OMB Circular A-133, as revised, the cost of the audit must be paid from non-
Federal resources (i.e., the cost of such audit must be paid from provider resources obtained from other than
Federal entities.)
An audit conducted in accordance with this part shall cover the entire organization for the organization's
fiscal year. Compliance findings related to agreements with the Alliance of Elder Mairs shall be based on the
agreement's requirements, including any rules, regulations, or statutes referenced in the agreement. The financial
statements shall disclose whether or not the matching requirement was met for each applicable agreement. All
questioned costs and liabilities due to the Alliance of Elder Affairs shall be fully disclosed in the audit report with
reference to the Alliance of Elder Affairs agreement involved. If not otherwise disclosed as required by Section
.310{b)(2) of OMB Circular A-133, as revised, the schedule of expenditures of Federal awards shall identify
16
CONTRACT KC 1071 Page 1 7
expenditures by agreement number for each agreement with the Alliance of Elder Affairs in effect during the
audit period. Financial reporting packages required under this part must be submitted within the earlier of 30 days
after receipt of the audit report or 9 months after the end of the provider's fiscal year end.
As an Alliance requirement the Statement of Functional Expenses need to be part of the Financial and Compliance
Audit Report.
PART II: STATE FUNDED
This part is applicable if the provider is a nonstate entity as defined by Section 215.97(2), Florida Statutes.
In the event that the provider expends a total amount of state financial assistance equal to or in excess of
$500,000.00 in any fiscal year of such provider (for fiscal years ending September 30, 2004 or thereafter),
the provider must have a State single or project-specific audit for such fiscal year in accordance with
Section 215.97, Florida Statutes; applicable rules of the Alliance of Financial Services; and Chapters 10.550
(local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor
General. EXHIBIT I to this agreement indicates state financial assistance awarded through the Alliance of
Elder Affairs by this agreement. In determining the state financial assistance expended in its fiscal year,
the provider shall consider all sources of state financial assistance, including state financial assistance
received from the Alliance of Elder Affairs, other state agencies, and other nons tate 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 Part II, paragraph 1, the provider shall ensure that
the audit complies with the requirements of Section 215.97(8), Florida Statutes. This includes submission of
a financial reporting package as defined by Section 215.97(2), Florida Statutes, and Chapter 10.550 (local
governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General.
If the provider expends less than $500,000.00 in state financial assistance in its fiscal year (for fiscal years
ending September 30, 2004 or thereafter), an audit conducted in accordance with the provisions of Section
215.97, Florida Statutes, is not required. In the event that the provider expends less than $500,000.00 in
state financial assistance in its fiscal year and elects to have an audit conducted in accordance with the
provisions of Section 215.97, Florida Statutes, the cost of the audit must be paid from the nons tate entity's
resources (i.e., the cost of such an audit must be paid from the provider resources obtained from other than
State entities).
An audit conducted in accordance with this part shall cover the entire organization for the
organization's fiscal year. Compliance findings related to agreements with the Alliance of Elder Affairs
shall be based on the agreement's requirements, including any applicable rules, regulations, or statutes.
The financial statements shall disclose whether or not the matching requirement was met for each
applicable agreement. All questioned costs and liabilities due to the Alliance of Elder Affairs shall be fully
disclosed in the audit report with reference to the Alliance of Elder Affairs agreement involved. If not
otherwise disclosed as required by Rule 691-5.003, Fla. Admin. Code, the schedule of expenditures of state
financial assistance shall identify expenditures by agreement number for each agreement with the Alliance
of Elder Affairs in effect during the audit period. Financial reporting packages required under this part
must be submitted within 45 days after delivery of the audit report, but no later than 12 months after the
provider's fiscal year end for local governmental entities. Non-profit or for-profit organizations are
required to be submitted within 45 days after delivery of the audit report, but no later than 9 months after
the provider's fiscal year end. Notwithstanding the applicability of this portion, the Alliance of Elder
17
CONTRACT KC 1071 Page 18
Affairs retains all right and obligation to monitor and oversee the performance of this agreement as
outlined throughout this document and pursuant to law.
As an Alliance requirement the Statement of Functional Expenses need to be part of the Financial and Compliance
Audit Report.
PART III: REPORT SUBMISSION
Copies of reporting packages for audits conducted in accordance with OMB Circular A-133, as revised, and
required by PART I of this agreement shall be submitted, when required by Section .320 (d), OMB Circular
A-133, as revised, by or on behalf of the provider directly to each of the following:
The Alliance for Aging, Inc. at the following address:
Alliance for Aging, Inc.
Attn: Carlos Lahitte
760 NW 107th Ave. Suite 214
Miami, FL 33172
18
CONTRACT KC 1071
Page 19
ATT ACHMENT V
EXHIBIT-2
PART I: AUDIT RELATIONSHIP DEfERMINATION
Providers who receive state or federal resources mayor may not be subject to the audit requirements of OMB
Circular A-133, as revised, and/or Section 215.97, Fla. Stat. Providers who are determined to be recipients or
subrecipients of federal awards and/ or state financial assistance may be subject to the audit requirements if the
audit threshold requirements set forth in Part I and/ or Part II of Exhibit 1 are met. Providers who have been
determined to be vendors are not subject to the audit requirements of OMB Circular A-133, as revised, and/or
Section 215.97, Fla. Stat. Regardless of whether the audit requirements are met, providers who have been
determined to be recipients or subrecipients of Federal awards and/ or state financial assistance, must comply
with applicable programmatic and fiscal compliance requirements.
In accordance with Sec. 210 of OMB Circular A-133 and/ or Rule 691-5.006, F AC, provider has been determined to
be:
_ Vendor or exempt entity and not subject to OMB Circular A-133 and/ or Section 215.97, F.S.
l Recipient/ sub recipient subject to OMB Circular A-133 and/ or Section 215.97, F.S.
NOTE: If a provider is determined to be a recipient / subrecipient of federal and or state financial assistance and
has been approved by the Alliance to subcontract, they must comply with Section 215.97(7), F.S., and Rule 691-
.006(2), FAC [state financial assistance] and Section_ .400 OMB Circular A-133 [federal awards].
PART II: FISCAL COMPLIANCE REQUIREMENTS
FEDERAL AWARDS OR STATE MATCHING FUNDS ON FEDERAL AWARDS. Providers who receive
Federal awards or state matching funds on Federal awards and who are determined to be a subrecipient, must
comply with the following fiscal laws, rules and regulations:
STATES, LOCAL GOVERNMENTS AND INDIAN TRIBES MUST FOLLOW:
2 CFR Part 225 Cost Principles for State, Local and Indiah Tribal Governments (Formerly OMB
Circular A-87)*
OMB Circular A-I02 - Administrative Requirements
OMB Circular A-133 - Audit Requirements
Reference Guide for State Expenditures
Other fiscal requirements set forth in program laws, rules and regulations
NON-PROFIT ORGANIZATIONS MUST FOLLOW:
2 CFR Part 230 Cost Principles for Non-Profit Organizations (Formerly OMB Circular A-l22 - Cost
Principles) *
2 CFR Part 215 Administrative Requirements (Formerly OMB Circular A-I 10 - Administrative
Requirements)
Requirements)
OMB Circular A-133 - Audit Requirements
Reference Guide for State Expenditures
Other fiscal requirements set forth in program laws, rules and regulations
EDUCATIONAL INSTITUTIONS (EVEN IF A PART OF A STATE OR LOCAL GOVERNMEN1) MUST
FOLLOW:
19
CONTRACT KC 1071 Page 20
2 CFR Part 220 Cost Principles for Educational Institutions OMB (Formerly Circular A-21 - Cost
Principles) *
2 CFR Part 215 Administrative Requirements (Formerly OMB Circular A-I 10 - Administrative
Requirements)
OMB Circular A-133 - Audit Requirements
Reference Guide for State Expenditures
Other fiscal requirements set forth in program laws, rules and regulations
*Some Federal programs may be exempted from compliance with the Cost Principles Circulars as noted in
the OMB Circular A-133 Compliance Supplement, Appendix 1.
STATE FINANCIAL ASSISTANCE. Providers who receive state financial assistance and who are
determined to be a recipient/ subrecipient, must comply with the following fiscal laws, rules and regulations:
Section 215.97, Fla. Stat.
Chapter 691-5, Fla. Admin. Code
State Projects Compliance Supplement
Reference Guide for State Expenditures
Other fiscal requirements set forth in program laws, rules and regulations
20
CONTRACT KC 1071
Page 21
ATT ACHMENT VI
CERTIFICATION REGARDING DATA INTEGRITY
COMPLIANCE FOR AGREEMENTS, GRANTS, LOANS AND
COOPERATIVE AGREEMENTS
The undersigned, an authorized representative of the provider named in the contract or a~reement to
which this form is an attachment, hereby certifies that:
(l)The provider and any sub-providers of services under this contract have financial mana~ement
systems capable of providing certain information, including: (1) accurate, current, and complete disclosure
of the financial results of each grant- funded project or program in accordance with the prescribed
reporting requirements; (2) the source and application of funds for all agreement supported activities;
and (3) the comparison of outlays with bud~eted amounts for each award. The inability to process
information in accordance with these requirements could result in a return of grant funds that have not
been accounted for properly.
(2)Management Information Systems used by the provider, sub-provider(s), or any outside entity on
which the provider is dependent for data that is to be reported, transmitted or calculated, have been
assessed and verified to be capable of processing data accurately, including year-date dependent
data. For those systems identified to be non-compliant, provider(s) will take immediate action to assure
data integrity.
(3)If this contract includes the provision of hardware, software, firmware, microcode or imbedded
chip technology, the undersigned warrants that these products are capable of processing year-date
dependent data accurately. All versions of these products offered by the provider (represented by the
undersigned) and purchased by the State will be verified for accuracy and integrity of data prior to
transfer.
In the event of any decrease in functionality related to time and date related codes and internal
subroutines that impede the hardware or software programs from operating properly, the provider
agrees to immediately make required corrections to restore hardware and software programs to the
same level of functionality as warranted herein, at no charge to the State, and without interruption to
the ongoing business of the state, time being of the essence.
(4) The provider and any sub-provider(s) of services under this contract warrant their policies and
procedures include a disaster plan to provide for service delivery to continue in case of an
emergency including emergencies arising from data integrity compliance issues.
The provider shall require that the language of this certification be included in all suba~reements,
subgrants, and other agreements and that all sub-providers shall certify compliance accordingly.
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 makin~ or entering into this
transaction imposed by OMB Circulars A-I02 and 2 CFR Part 215 (formerly OMB Circular A-lID).
Monroe--- Count-y--- Boa-r-d---of-Gonn-t-y Commissioners
~k:~t?ov~:er ~.~::L~~:::;O:d:~:::~a :~~~~~$~~O 40
Signature Title Date
Debbie Fred~r;r'k
Name of Authorized Signer
(Revised June 2011)
21
CONTRACT KC 1071
Page 22
A TT ACHMENT VII
CERTIFICATION REGARDING DEBARMENT, SUSPENSION,
INELIGIBILITY AND VOLUNTARY EXCLUSION FOR LOWER TIER
COVERED TRANSACTIONS
(l)The prospective provider certifies, by signing this certification, neither it nor its principals are
presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded
from participation in this transaction by any federal Alliance or agency.
(2)Where the prospective provider is unable to certify to any of the statements in this certification,
su ospecti e participant shall attach an explanation to this certification.
dovct:
.sf d-f; ()
Date
Monroe County Board of
eounty---Commi g-sToners- u_ -
Agency / Organization
,~..~
Signature
Asst. County Administrator
Title
(Certification signature should be same as Contract signature.)
Instructions for Certification
I.The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered
transaction," "person," "primary covered transaction," and "voluntarily excluded," as used herein, have
the meanings set out in the sections of rules implementing Executive Order 12549. (2 CFR 180.5-
180.1020, as supplemented by 2 CFR 376.10-376.995). You may contact the Contract Manager for
assistance in obtaining a copy of those regulations.
2.This certification is a material representation of facts upon which reliance was placed when the
parties entered into this transaction. If it is later determined that the provider knowingly rendered an
erroneous certification, in addition to other remedies available to the federal government, the
Alliance may pursue available remedies, including suspension and/ or debarment.
3.The provider will provide immediate written notice to the Contract Manager if at any time the
provider learns that its certification was erroneous when submitted or has become erroneous by
reason of changed circumstances. The provider may decide the method and frequency by which it
determines the eligibility of its principals. Each participant to a lower tier covered transaction
may, but is not required to/ check the Excluded Parties List System (EPLS).
4.T11e provider will include a "Certification Regarding Debarment, Suspension, Ineligibility and
V oluntary Exclusion - Lower Tier Covered Transaction" in all its lower tier covered transactions and in
all solicitations for lower tier covered transactions.
5.T11e provider agrees that it shall not knowingly enter into any lower tier covered transaction vvith a
person who is debarred, suspended, determined ineligible or voluntarily excluded from participation,
llnless otherwise authorized by the federal government.
6.If the provicler knowingly enters into a lower tier covered transaction with a person who is
suspencieci, liebarred, ineligible, or voluntarily excluded from participation i11 this transaction, in
aliliition to other remedies available to the federal government, the i\lliance may pursue available
relneliies, il1Cludi11g suspension, and/ or debarment.
~.Tl1e l-lrovilier Inay rel)T upon a certification of a prospective participant hi a lower tier covered
tra11saction that it is 110t ciebarred, suspended, ineligible, or voluntarily excludeci from t11e covered
tra11sactio11, unless it knows that the certification is erroneous.
(Revised June 2(11 ] )
22
CONTRACT KC 1071
Page 23
A TT ACHMENT VIII
ASSURANCES-NON-CONSTRUCflON PROGRAMS
Public reporting burden for this. co~lecti~n of ~ormation.is esti!TI~ted to average 45 minl:1tes per
response, including time for revIewIng ms~ctionsl sea~chi~g eXIsting da!a sourc.es, gath~rIng and
maintaining the data needed and completing ana revIeWIng ~he coll~ction .of infof!Tlati~n. &:nd
comments regarding t~e bu~den estimate or any .other ~spect of this collection of Information, Includ~ng
suggestions for reducInj?;~ this burden, to the OffIce of Management and Budget. Paperwork Reduction
Project (0348-0043), Washington, DC 20503.
PLEASE DO NOT RElURN YOUR COMPLEfED FORM TO THE OFFICE OF MANAGEMENf AND
BUDGET, SEND IT TO lHE ADDRESS PROVIDED BY THE SPONSORING AGENCY.
Note: Certain of these assurances may not be applicable to your project or program. H you have questions please
contact the awarding agency. Further, certain Federal awarding agencies may require applicants to certify to
additional assurances. H such is the case, you will be notified.
I.Has the legal authority to apply for Federal assistance, and the institutional, managerial and financial capability
(including funds sufficient to pay the non-Federal share of project cost) to ensure proper planning, management, and
completion of the project described in this application.
2.Will give the awarding agency, the Comptroller General of the Vnited States, and if appropriate, the State,
through any authorized representative, access to and the right to examine all records, books, papers, or
documents related to the award; and will establish a proper accounting system in accordance with generally
accepted accounting standards or agency directives.
3.Will establish safeguards to prohibit employees from using their positions for a purpose that constitutes or
presents the appearance of personal or organizational conflict of interest, or personal gain.
4.Will initiate and complete the work within the applicable time frame after receipt of approval of the awarding
agency.
5.Will comply with the Intergovernmental Personnel Act of 1970 (42 V.S.C.. 4728-4763) relating to prescribed
standards for merit systems for programs funded under one of the 19 statutes or regulations specified in
Appendix A of OPM's Standards for a Merit System of Personnel Administration (5 C.F.R. 900, Subpart F).
6.Will comply with all Federal statutes relating to nondiscrimination. These include but are not limited to: (a) Title
VI of the Civil Rights Act of 1964 (P.L. 88-352) which prohibits discrimination on the basis of race, color or
national origin; (b) Title IX of the Education Amendments of 1972, as amended (20 V.S.C.. 1681-1683, and 1685-
1686), which prohibits discrimination on the basis of sex; (c) Section 504 of the Rehabilitation Act of 1973, as
amended (29 V.S.C..794), which prohibits discrimination on the basis of handicaps; (d) the Age Discrimination Act
of 1975, as amended (42 V.S.C.. 6101-6107), which prohibits discrimination on the basis of age; (e) the Drug Abuse
Office and Treatment Act of 1972 (P.L. 92-255), as amended, relating to nondiscrimination on the basis of drug
abuse; (f) the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970
(P.L. 91-616), as amended, relating to nondiscrimination on the basis of alcohol abuse or alcoholism; (g). 523 and 527
of the Public Health Service Act of 1912 (42 V.S.C.. 290 dd-3 and 290 ee 3), as amended, relating to confidentiality of
alcohol and drug abuse patient records; (h) Title VIII of the Civil Rights Act of 1968 (42 V.S.C.. 3601 et seq.), as
amended, relating to nondiscrimination in the sale, rental or financing of housing; (i) any other nondiscrimination
provisions in the specific statute(s) under which application for Federal assistance is being made; and (1) the
requirements of any other nondiscrimination statute(s) which may apply to the application.
7.Will comply, or has already complied, with the requirements of Titles II and III of the uniform Relocation
Assistance and Real Property Acquisition Policies Act of 1970 (P.L. 91-646) which provide for fair and equitable
treatment of persons displaced or whose property is acquired as a result of Federal or federally assisted programs.
These requirements apply to all interests in real property acquired for project purposes regardless of Federal
participation in purchases.
8.Will comply, as applicable, with the provisions of the Hatch Act (5 V.S.C.. 1501-1508 and 7324-7328), which limit the
political activities of employees whose principal employment activities are funded in whole or in part with Federal
funds.
9.Will comply, as applicable, with the provisions of the Davis-Bacon Act (40 V.S.C..276a to 276a-7), the Copeland
Act (40 V.S.C. 276c and 18 V.S.C. 874) and the Contract Work Hours and Safety Standards Act (40 V.S.C. 327-333),
23
CONTRACT KC 1071
regarding labor standards for federally assisted construction subagreements.
Page 24
iO.Will comply, if applicable, with flood insurance purchase requirements of Section 102(a) of the Flood Disaster
Protection Act of 1973 (P.L. 93-234) which requires recipients in a special flood hazard area to participate in the
program and to purchase flood insurance if the total cost of insurable construction and acquisition is $10,000.00 or
more.
II.Will comply with environmental standards which may be prescribed pursuant to the following: (a) institution
of environmental quality control measures under the National Environmental Policy Act of 1969 (P.L. 91-190) and
Executive Order (EO) 11514; (b) notification of violating facilities pursuant to EO 11738; (c) protection of
wetlands pursuant to EO 11990; (d) evaluation of flood hazards in floodplains in accordance with EO 11988; (e)
assurance of project consistency with the approved State management program developed under the Coastal
Zone Management Act of 1972 (16 U.S.C..1451 et seq.); (f) conformity of Federal actions to State (Clear Air)
Implementation Plans under Section 176(c) of the Clear Air Act of 1955, as amended (42 U.S.C..7401 et seq.);
(g) protection of underground sources of drinking water under the Safe Drinking Water Act of 1974, as
amended, (P.L. 93-523); and (h) protection of endangered species under the Endangered Species Act of 1973, as
amended, (P.L. 93-205).
12 Will comply with the Wild and Scenic Rivers Act of 1968 components of the national wild and scenic rivers
system. (16 U.S.C..1721 et seq.) related to protecting components or potential
I3.Will assist the awarding agency in assuring compliance with Section 106 of the National Historic Preservation
Act of 1966, as amended (16 U.S.C..470), EO 11593 (identification and protection of historic properties), and the
Archaeological and Historic Preservation Act of 1974 (16 U.S.C..469a-1 et seq.).
I4.Will comply with P.L. 93-348 regarding the protection of human subjects involved in research, development,
and related activities supported by this award of assistance.
I5.Will comply with the Laboratory Animal Welfare Act of 1966 (P.L. 89-544, as amended, 7 U.S.C..2131 et seq.)
pertaining to the care, handling, and treatment of warm blooded animals held for research, teaching, or other
activities supported by this award of assistance.
I6.Will comply with the Lead-Based Paint Poisoning Prevention Act (42 U.S.C..4801 et seq.), which prohibits the
use of lead- based paint in construction or rehabilitation of residence structures.
1 7. Will cause to be performed the required financial and compliance audits in accordance with the Single Audit Act
Amendments of 1996 and OMB Circular No. A-133, Audits of States, Local Governments, and Non-Profit
Organizations.
I8.Will comply with all applicable requirements of all other Federal laws, executive orders regulations and
policies governing this program. '
SIGNATURE OF AUTHORIZED CERTIFYING aFFIOAL
TITLE
pJ;)rclC
Asst. County Administrator
APPUCANT ORGANIZATION
DATESUBMITIED
Monroe County Board of County Commissioners
6-16-2010
24
CONTRACT KC 1071
Page 25
ATTACHMENT IX
STATE OF FLORIDA ALLIANCE OF ELDER AFFAIRS
CIVIL RIGHTS COMPLIANCE CHECKLIST
Program/Facility Name Monroe County Board of County Monroe Provider Monroe County In-
County Commissioners Home Services
Address 1100 Simonton Street Completed By Dotti Albury
City, State, Zip Code Key West, FL 33040 Date 5-17-10 Telephone 305-292-4583
PART I. READ THE A IT ACHED INSTRUCTIONS FOR ILLUSTRATIVE INFORMA nON WHICH WILL HELP YOU IN
THE COMPLETION OF THIS FORM.
1. Briefly describe the geographic area served by the program/facility and the type of service provided: The entire Florida
Keys (Monroe County, approximately 120 miles) which are considered rural with some urban characteristics. Services we
provide are Case Management, Home Delivered Meals, Homemaking, Personal Care and Respite
2. POPULATION OF AREA SERVED. Source of data: 2006 Census from the U. S. Census Bureau
Total# % White % Black % Hispanic % Other % Female
74 7 7 1 4
3. Sf AFF CURRENTLY EMPLOYED. Effective date:
Total # 20 % White % Black % Hispanic
4. CLIENTS CURRENTLY ENROLLED OR REGISTERED Effective date:
Total# % White % Black % Hispanic % Other
5. ADVISORY OR GOVERNING BOARD, IF APPLICABLE.
Total # 5 % White % Black % Hispanic
PART II. USE A SEP ARA TE SHEET OF PAPER FOR ANY EXPLANATIONS REQUIRING MORE SPACE.
6. Is an Assurance of Compliance on. file with the Alliance? If NA or NO explain
NA YES NO YES
7. Compare th~ staff composition to the population. Is staff representative of the population? If NA
or NU, explaIn.
NA YES NO YES
8. Compare the client composition to the population. Are race and sex characteristics representative
of the Population? If NA or NO, explain.
NA YES NO YES
25
Page 26
NA YES NO
10. Are all benefits, services and facilities available to applicants and participants in an equally
effective manner regardless of race, sex, color, age, national origin, religion or disability? It NA or
NO, explain.
NA YES NO YES
11. For in-patient services{ ~e room assignments made without regard to race, color, national origin
or disability? If NA or 1'10, explain.
NA YES NO N/A - WE SERVICE CLIENTS IN THEIR OWN HOMES
12. Is the program/ facility accessible to non-English speaking clients? If NA or NO, explain.
NA YES NO YES
13. Are employees,.l applicants ancl participants informed of their protection against
discrimlnation( It yes, how? Verbal J Written J Poster J If NA or NO,
explain.
.
14. Give the number and current status of any discrimination complaints
regarding services or employment filed against the program/ facility. ZERO
26
CONTRACT KC 1671 Page 27
15. Is the pr9gram/ facility 2hysically accessible to mobility, hearing, and sight-impaired individuals?
If NA or NO, explain. YES
NA YES NO
P ART III. THE FOLLOWING QUESTIONS APPLY TO PROGRAMS AND FACILITIES WITH 15 OR MORE EMPLOYEES
YES NO
16. Has a self-evaluation been conducted to identify any barriers to serving ~isabled
individuals, and to make any necessary modifications? If NO, explain. YES
. .
17. Is there and established grievance procedure that incorporates due process in
the resolution of complaints? If NO, explain. YES
. .
YES NO
18. Has a person been designated to coordinate Section 504 compliance activities? If
NO, explain. YES
YES NO
DD
19. Do ~e!2fuitment and .not~fi~atiop. materials a~vise applis~ts, el)1.J2loyees and
~'i[gapants of nondIsCfnrunanon on the basIS of dIsabIlIty? If NO, explain.
YES NO
.
20. Are auxiliary aids available to assure accessibility of services to hearing and
sight impaired individuals? If NO, explain. YES
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CONTRACT KC 1071
Page 28
..
YES NO
PART IV. FOR PROGRAMS OR FACILITIES WITH 50 OR MORE EMPLOYEES AND FEDERAL CONTRACTS OF $50,000 OR
MORE.
21. Do you have a written affirmative action plan? If NO, explain. YES
'dE NJ
DOEA USE ONLY
Reviewed By Incompliance: YES . NO*
-
Program Office *Notice of Corrective Action Sent / /
Date I Telephone Response Due / /
On-Site n Desk Review n Response Received / /
DOEA Form 101-A, Revised May 2008 Page 2 of 2
A lTACHMENT IX
INSTRUCTIONS FOR THE CIVIL RIGHTS COMPLIANCE CHECKLIST
I.Describe the geographic service area such as a district, county, city or other locality. If the program/ facility
serves a specific target population such as adolescents, describe the target population. Also, define the type of
service provided.
2.Enter the percent of the population served by race and sex. The population served includes persons in the
geographical area for which services are provided such as a city, county or other regional area. Population
statistics can be obtained from local chambers of commerce, libraries, or any publication from the 1980 Census
containing Florida population statistics. Include the source of your population statistics. ("Other" races
include Asian/Pacific Islanders and American Indian/ Alaskan Natives.)
3.Enter the total number of full-time staff and their percent by race, sex and disability. Include the effective
date of your summary.
4.Enter the total number of clients who are enrolled, registered or currently served by the program or facility,
and list their percent by race, sex and disability. Include the date that enrollment was counted.
5.Enter the total number of advisory board members and their percent by race, sex, and disability. If there is
no advisory or governing board, leave this section blank.
6.Each recipient of federal financial assistance must have on file an assurance that the program will be
conducted in compliance with all nondiscriminatory provisions as required in 45 CFR 80. This is usually a
standard part of the contract language for OOEA recipients and their sub-grantees, 45 CFR 80.4 (a).
7.Is the race, sex, and national origin of the staff reflective of the general population? For example, if 100/0 of
the population is Hispanic, is there a comparable percentage of Hispanic staff?
28
CONTRACT KC 1071 Page 29
8.Where there is a significant variation between the race, sex or ethnic composition of the clients and their
availability in the population, the program/ facility has the responsibility to determine the reasons for such
variation and take whatever action may be necessary to correct any discrimination. Some legitimate
disparities may exist when programs are sanctioned to serve target populations such as elderly or disabled
persons, 45 CPR 80.3 (b) (6).
9. Do eligibility requirements unlawfully exclude persons in protected groups from the provision of services
or employment? Evidence of such may be indicated in staff and client representation (Questions 3 and 4) and
also through on-site record analysis of persons who applied but were denied services or employment, 45 CPR
80.3 (a) and45CFR80.1(b)(2).
IO.Participants or clients must be provided services such as medical, nursing and dental care, laboratory
services, physical and recreational therapies, counseling and social services without regard to race, sex, color,
national origin, religion, age or disability. Courtesy titles, appointment scheduling and accuracy of record
keeping must be applied uniformly and without regard to race, sex, color, national origin, religion, age or
disability. Entrances, waiting rooms, reception areas, restrooms and other facilities must also be equally
available to all clients, 45 CPR 80.3 (b).
II.For in-patient services, residents must be assigned to rooms, wards, etc., without regard to race, color,
national origin or disability. Also, residents must not be asked whether they are willing to share
accommodations with persons of a different race, color, national origin, or disability, 45 CFR 80.3 (a).
I2.The program/ facility and all services must be accessible to participants and applicants, including those
persons who may not speak English. In geographic areas where a significant population of non-English
speaking people live, program accessibility may include the employment of bilingual staff. In other areas, it is
sufficient to have a policy or plan for service, such as a current list of names and telephone numbers of
bilingual individuals who will assist in the provision of services, 45 CPR 80.3 (a).
13.Programs/facilities must make information regarding the nondiscriminatory provisions of Title
VI available to their participants, beneficiaries or any other interested parties. This should include
information on their right to file a complaint of discrimination with either the Florida Alliance of
Elder Affairs or the U.S. Alliance of HHS. The information may be supplied verbally or in writing to
every individual, or may be supplied through the use of an equal opportunity policy poster
displayed in a public area of the facility, 45 CFR 80.6 (d).
14.Report number of discrimination complaints filed against the program/facility. Indicate the basis,
e.g., race, color, creed, sex, age, national origin, disability, retaliation; the issues involved, e.g.,
services or employment, placement, termination, etc. Indicate the civil rights law or policy alleged to
have been violated along with the name and address of the local, state or federal agency with whom
the complaint has been filed. Indicate the current status, e.g., settled, no reasonable cause found,
failure to conciliate, failure to cooperate, under review, etc.
IS.The program/ facility must be physically accessible to disabled individuals. Physical accessibility
includes designated parking areas, curb cuts or level approaches, ramps and adequate widths to
entrances. The lobby, public telephone, restroom facilities, water fountains, information and
admissions offices should be accessible. Door widths and traffic areas of administrative offices,
cafeterias, restrooms, recreation areas, counters and serving lines should be observed for
accessibility. Elevators should be observed for door width, and Braille or raised numbers. Switches
and controls for light, heat, ventilation, fire alarms, and other essentials should be
installed at an appropriate height for mobility impaired individuals.
16.Section 504 of the Rehabilitation Act of 1973 requires that a recipient of federal financial assistance
29
CONTRACT KC 1071 Page 30
conduct a self-evaluation to identify any accessibility barriers. Self-evaluation is a four step process:
-With the assistance of a disabled individual/ organization, evaluate current practices and
policies which do not comply with Section 504.
-Modify policies and practices that do not meet Section 504 requirements.
-Take remedial steps to eliminate any discrimination that has been identified.
-Maintain self-evaluation on file. (This checklist may be used to satisfy this requirement if
these four steps have been followed.), 45 CFR 84.6.
17.Programs or facilities that employ 15 or more persons must adopt grievance procedures that
incorporate appropriate due process standards and provide for the prompt and equitable resolution
of complaints alleging any action prohibited by Section 504.45 CFR 84.7 (b).
IS.Programs or facilities that employ 15 or more persons must designate at least one person to
coordinate efforts to comply with Section 504.45 CFR 84.7 (a).
19.Continuing steps must be taken to notify employees and the public of the program/ facility's
policy of nondiscrimination on the basis of disability. This includes recruitment material, notices for
hearings, newspaper ads, and other appropriate written communication, 45 CFR 84.8 (a).
20.Programs / facilities that employ 15 or more persons must provide appropriate auxiliary aids to
persons with impaired sensory, manual or speaking skills where necessary. Auxiliary aids may
include, but are not limited to, interpreters for hearing impaired individuals, taped or Braille
materials, or any alternative resources that can be used to provide equally effective services, (45 CFR
84.52 (d).
21.Programs/facilities with 50 or more employees and $50,000 in federal contracts must develop,
implement and maintain a written affirmative action compliance program in accordance with
Executive Order 11246.41 CFR 60 and Title VI of the Civil Rights Act of 1964, as amended.
30