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BRANCH OFFICE CLERK OF THE CIRCUIT COURT
3117 OVERSEAS HIGHWAY MONROE COUNTY
MARATHON, FLORIDA 33050 500 WHITEHEAD STREET
TEL. (305) 289-6027 KEY WEST, FLORIDA 33040
FAX (305) 289-1745 TEL. (305) 292-3550
FAX (305) 295-3660
M E M O R A N D U M
BRANCH OFFICE
88820 OVERSEAS HIGHWAY
PLANTATION KEY, FLORIDA 33070
TEL (305) 852-7145
FAX (305) 852-7146
To: James Roberts, County Administrator
Attn: Dee Lloyd, Grants Management
From: Isabel C. DeSantis, Deputy Clerk Q.G,B,
Date: April 3, 1996
As you know, at the March 20, 1996 meeting, the Board granted
approval and authorized execution of a Community Services Block
Grant Agreement between Monroe County and the Florida Department
of Community Affairs to provide pass through funding to the Grace
Jones Day Care Center.
Attached hereto are three duplicate originals of the above
executed by Monroe County for your follow-through with DCA.
Please be sure that a fully executed copy is returned to this
office as quickly as possible. Should you have any questions,
please do not hesitate to call.
cc: County Attorney
Finance
%File
AGREEMENT
Agreement made as of the a?o'h day of March, 1996, between the BOARD OF COUNTY
COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter "Board" and GRACE
JONES COMMUNITY CENTER, hereinafter "Grace Jones Day Care."
WHEREAS, Monroe County, as grantee, has received $3091.00 in Community Service Block
Grant funds from the Department of Community Affairs, and
WHEREAS, Grace Jones Day Care Center has received these funds as sub -grantee to provide for
a part-time teacher's aide, now therefore,
IN CONSIDERATION of such a provision, Grace Jones Day Care and the Board agree as
follows:
1. Grace Jones Day Care Center will provide the $772.75 in matching funds.
2. The teacher's aide shall be hired by Grace Jones Day Care and that agent shall be an
employee of Grace Jones.
3. The effective date of this contract will be the grant period, April 1, 1996, through September
30, 1996.
4. Grace Jones Day Care shall indemnify Monroe County and the Department of Community
Affairs for all claims of any sort that arise from the use of this funding. In this respect, Grace
Jones Day Care shall hold Monroe County harmless and assume all responsibility for any claims
or damages resulting from the use of this funding during the time wherein the funding continues.
��`,`��•''�Llxk •'CpGf�
KOLHAGE, Clerk
(Seal)
Attest: G.
Clerk
a EN' 0100MEN 00 rA . -00— - , W1,26 I `_`� /
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY
By
GRACE JONES COMMUNITY CENTER
By:
APPROVED AS TO RM
AZP2L 5GAL
B
ROBER7 N, W
DATE
CSBG 5%
FY 1996
Contract Number:
CFDA Number: 93.569
COMMUNITY SERVICES BLOCK GRANT AGREEMENT
THIS agreement is entered into by and between the State of Florida, Department
of Community Affairs, with headquarters in Tallahassee, Florida (hereinafter referred to
as the "department"), and the j'fonroP Cjjnt, Rnarrj of Cormi ssi onPrc
hereinafter referred to as the "grantee").
THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING
FACTS:
A. WHEREAS, the grantee represents that it is fully qualified, possesses the
requisite skills, knowledge, qualifications and experience to provide the services
identified herein, and does offer to perform such services, and
B. WHEREAS, the department has a need for such services and does
hereby accept the offer of the grantee upon the terms and conditions hereinafter set
forth.
C. WHEREAS the department has authority pursuant to Public Law 97-35 to
disburse the grant fun ' 3 under this agreement.
NOW, THEREFORE, the department and the grantee do mutually agree
as follows:
(1) SCOPE OF WORK
The grantee shall fully perform the obligations in accordance with the
Budget and Scope of Work, Attachment A of this agreement.
(2) INCORPORATION OF LAWS, RULES, REGULATIONS AND POLICIES
Both the grantee and the department shall be governed by applicable
State and Federal laws, rules and regulations, including but not limited to those
program provisions identified in Attachment B and the terms and conditions relating to
client eligibility as set forth in Attachment C.
(3) PERIOD OF AGREEMENT
This agreement shall begin upon execution by both parties or April 1,
1996, whichever is later and shall end September 30, 1996, unless terminated earlier
in accordance with the provisions of paragraph (9) of this agreement.
(4) MODIFICATION OF CONTRACT
Either party may request modification of the provisions of this agreement.
Changes which are mutually agreed upon shall be valid only when reduced to writing,
duly signed by each of the parties hereto, and attached to the original of this
agreement. Any additional terms and conditions pertaining to modification of this
contract are set forth in Attachment B.
(5) RECORD KEEPING
(a) If applicable, grantee's performance under this agreement shall be
subject to OMB Circular No. A-102, "Uniform Administrative Requirements for State and
Local Governments" or OMB Circular No. A-110, "Grants and agreements with
Institutions of Higher Education, Hospitals, and Other Nonprofit Organizations," and
either OMB Circular No. A-87, "Cost Principles for State and Local Governments," OMB
Circular No. A-21, "Cost Principles for Educational Institutions," or OMB Circular No. A-
122, "Cost Principles for Nonprofit Organizations." If this agreement is made with a
commercial (for -profit) organization on a cost -reimbursement basis, the grantee shall be
subject to Federal Acquisition Regulations 31.2 and 931.2.
(b) All original records pertinent to this agreement shall be retained by
the grantee for three years following the date of termination of this agreement or of
submission of the final close-out report, whichever is later, with the following
exceptions:
1. If any litigation, claim or audit is started before the expiration of
the three year period and extends beyond the three year period, the records will be
maintained until all litigation, claims or audit findings involving the records have been
resolved.
2. Records for the disposition of non -expendable personal
property valued at $1,000 or more at the time of acquisition shall be retained for three
years after final disposition.
3. Records relating to real property acquisition shall be retained
for three years after closing of title.
(c) All records, including supporting documentation of all program
costs, shall be sufficient to determine compliance with the requirements and objectives
of the Budget and Scope of Work - Attachment A - and all other applicable laws and
regulations.
(d) The grantee, its employees or agents, including all subgrantees or
consultants to be paid from funds provided under this agreement, shall allow access to
its records at reasonable times to the department, its employees, and agents.
"Reasonable" shall be construed according to the circumstances but ordinarily shall
mean during normal business hours of 8:00 a.m. to 5:00 p.m., local time, on Monday
through Friday. "Agents" shall include, but not be limited to, auditors retained by the
department.
(e) Any additional terms and conditions pertaining to property
management and procurement under this agreement are set forth in Attachment C.
(6) REPORTS
(a) At a minimum, the grantee shall provide the department with
monthly financial status reports and quarterly program reports and a close-out report.
(b) Monthly financial status reports are due to be received by the
department no later than 21 days after the end of each month of the program year and
shall continue to be submitted each month until submission of the administrative close-
out report. Quarterly reports are due to be. received by the department no later than 21
days after the end of each quarter of the program year and shall continue to be
submitted each quarter until submission of the administrative close-out report. The
ending dates for each quarter of the program year are June 30 and September 30.
2
(c) The close-out report is due 45 days after termination of this
agreement or upon completion of the activities contained in this agreement.
(d) If all required reports and copies, prescribed above, are not sent to
the department and/or are not completed in a manner acceptable to the department,
the department may withhold further payments until they are completed and/or may
take such other action as set forth in paragraph (9).. The department may terminate the
agreement with a grantee if reports are not received within 21 days after written notice
by the department. "Acceptable to the department" means that the work product was
completed in accordance with generally accepted principles and is consistent with the
Budget and Scope of Work.
(e) Upon reasonable notice, the grantee shall provide such additional
program updates or information as may be required by the department, including
supporting or source documentation for required reports identified above.
(7) MONITORING
(a) The grantee shall constantly monitor its performance under this
agreement to ensure that time schedules are being met, the Budget and Scope of Work
is being accomplished within specified time periods, and other performance goals are
being achieved. Such review shall be made for each function, or activity set forth in
Attachment A to this agreement.
(b) Training and technical assistance shall be provided by the
department, within limits of staff time and budget, upon request by the grantee and/or
upon a determination by the department of grantee need.
(c) The grantee shall allow the department to carry out monitoring,
evaluation and technical assistance and shall ensure the cooperation of its employees,
and of any subgrantees with whom the grantee contracts to carry out program activities.
(8) LIABILITY
(a) Except as otherwise provided in subparagraph (b) below, the
grantee shall be solely responsible to parties with whom it shall deal in carrying out the
terms of this agreement, and shall save the department harmless against all claims of
whatever nature by third parties arising out of the performance of work under this
agreement. For purposes of this agreement, grantee agrees that it is not an employee
or agent of the department, but is an independent contractor.
(b) Any grantee who is a state agency or subdivision, as defined in
Section 768.28, Fla. Stat., agrees to be fully responsible for its negligent acts or
omissions or tortious acts which result in claims or suits against the department, and
agrees to be liable for any damages proximately caused by said acts or omissions.
Nothing herein is intended to serve as a waiver of sovereign immunity by any grantee to
which sovereign immunity applies. Nothing herein shall be construed as consent by a
state agency or subdivision of the State of Florida to be sued by third parties in any
matter arising out of any contract.
(9) DEFAULT: REMEDIES% TERMINATION
(a) If any of the following events occur ("Events of Default"), all obligations
on the part of the department to make any further payment of funds hereunder shall, if the
department so elects, terminate and, the department may at its option exercise any of its
remedies set forth herein, but the department may make any payments or parts of payments
after the happening of any Events of Default without thereby waiving the right to exercise
such remedies, and without becoming liable to make any further payment:
1. If any warranty or representation made by the grantee in this
agreement or any previous agreement with the department shall at any time be false or
3
misleading in any resped, orl If tho grantee shall fall to;keep, observe r'r perform any of
the terms or covenants c�nti4ined in this agreement or any previous agreement with the
department and has not cured such in timely fashion, or is unable or unwilling to meet
its obilpations thereunder
2. If �ny material adverse change shall occur in the financial
oonditiun of the granter: at aAy time during the term of this agreementlfrom the financial
nondition revealed In any reports filed or to be filed with the department, and the
grantee faits to curt. said material adverse change within thirty (30) days from the time
Uie date written notit* is sent by the department"
3. Ifj any reports required by -this agreement have' not been
submitted to the depaftlent, or have been submitted with incorrect, in1complete or
insuff1dant irrforination;
Y 4. if the grantee has failed to perform and compete in timely
fashion any of the services required under the Budget and Scope of Work attached
hereto as Attachment A.
5, If the necessary funds are not available to fund this agrestrient
as a insult at action by t6a Legislature, the Office of the Comptroller or the Office of
Management and Budgeting.
(b) Up n tj a happening of an Event of Default, theri the department
may, at its option, upon on notice to the grantee and upon Uie grOntee's failure to
timely cure, exercise an one or more of the following rornedies, either concurrently car
consecutively, and'the rsOlt of.any one of the following remedies shall not preclude
the department from pursuing any other remedies contained herein ar otherwise
provided at law or in *gdlty;
1. terminate this agreement, provided that the grantee is given at
least thirty (30) days prior written notice of such termination. The notice shall be
effective when placed irj th$ United States mail, first class mail, postage prepaid, by
registered or certified mail•retum receipt requested, to the address set forth In
paragraph (10) herein;
2. Commence on appropriate legal or equitable action to enforce
performance of this agreement;
3. Withhold or suspend payment of all or any port of a request for
payment;
4. �xgrelse any corrective or remedial actions, to include but not
to limited to, requesting additional information from the grantee to dLter-mine the
reasons for or the extent of non-compliance or lack of performance, Ossuing a written
warning to advise that r6w6 serious measures may be taken if the s�tuotion Is not
corrected, advising the bralitee to suspend, discontinue or refrain from Incurring costs
for any activities in quostion or requiring the grantee to reimburse the department for
the amount of costs in�urred for any items determined to be ineligibie;
5.! Exercise any other rights or remedies which may be otherwise
available under law;
(c) T I department may terminate this agreement for caLisn upon such
written rinflue as is rea n6ble under the circumstances. Cause shall Include, but not
be limited to, misuse nt funds; fraud; lack of compliance with oppiloible ruled, laws and
regulations; failure to perform In a trrrrely mannar; and ratusal by the gruntes to permit
public amass to any dbeui rent, paper, letter, or, other material subji a to disclosure
under nhapter 119, Firm., as amended.
4
(d) Suspension or termination constitutes final agency action under
Chapter 120, FlaStat., as amended. Notification of suspension or termination shall
include notice of administrative hearing rights and time frames.
(e) The grantee shall return funds to the department if found in non-
compliance with laws, rules, regulations governing the use of the funds or this
agreement.
(f) This agreement may be terminated by the written mutual consent of
the parties.
(g) Notwithstanding the above, the grantee shall not be relieved of
liability to the department by virtue of any,breach of agreement by the grantee. The
department may, to the extent authorized by law, withhold any payments to the grantee
for purpose of set-off until such time as the exact amount of damages due the
department from the grantee is determined.
(10) - NOTICE AND CONTACT
(a) All notices provided under or pursuant to this agreement shall be in
writing and delivered either by hand delivery, or first class, certified mail, return receipt
requested, to the representative at the address identified below and said notification
attached to the original of this agreement.
(b) The name and address of the department contract manager for this
agreement is:
Mr. Robert Lakin
Planning Manager
Bureau of Community Assistance
Department of Community Affairs
2740 Centerview Drive
Tallahassee, Florida 32399-2100
(c) The name and address of the representative of the grantee
responsible for the administration of this agreement is:
Deanna S. Lloyd, Grant-, j1,1nager
_Public Service Building
1 rling
5100 College Road
I:ev West- FL 33040
(11) OTHER PROVISIONS
a) The validity of this agreement is subject to the truth and accuracy of
all the information, representations, and materials submitted or provided by the grantee,
in this agreement, in any subsequent submission or response to department request,
or in any submission or response to fulfill the requirements of this agreement, and such
information, representations, and materials are incorporated by reference. The lack of
accuracy thereof or any material changes shall, at the option of the department and
with thirty (30) days written notice to the grantee, cause the termination of this
agreement and the release of the department from all its obligations to the grantee.
(b) This agreement shall be construed under the laws of the State of
Florida, and venue for any actions arising out of this agreement shall lie in Leon
County. If any provision hereof is in conflict with any applicable statute or rule, or is
otherwise unenforceable, then such provision shall be deemed null and void to the
extent of such conflict, and shall be deemed severable, but shall not invalidate any
other provision of this agreement.
5
(c) No waiver by the department of any right or remedy granted
hereunder or failure to insist on strict performance by the grantee shall affect or extend
or act as a waiver of any other right or remedy of the department hereunder, or affect
the subsequent exercise of the same right or remedy by the department for any further
or subsequent default by the grantee. Any power of approval or disapproval granted to
the department under the terms of this agreement shall survive the terms and life of this
agreement as a whole.
(d) The provider agrees to comply with the Americans with Disabilities
Act, Public Law 101-336, 42 U.S.0 12101 et sea., if applicable, which prohibits
discrimination by public and private entities on the basis of disability in employment,
public accommodations, transportation, State and local government services, and in
telecommunications.
(e) The agreement may be executed in any number of counterparts, any
one of which may be taken as an original.
(f) If applicable, the grantee shall provide the department with a
signed Public Entity Crime Statement, Form PUR 7068, pursuant to the requirements of
Section 287.133(3) (a), Fla. Stat., and enclose it with the agreement documents. If
subgrantees will receive payment from this contract, it is the grantee's responsibility to
ensure that a copy of the form is executed by each for whom it is applicable, and is
included with the agreement documents.
(g) The provider agrees to comply with Public Law 103-227, Part C.
Environmental Tobacco Smoke, also known as the Pro -Children Act of 1994 (Act),
which requires that smoking not be permitted in any portion of any indoor facility owned
or leased or contracted for by an entity and used routinely or regularly for the provision
of health, day care, education, or library services to children under the age of 18 if the
services are funded by Federal programs either directly or through States or local
governmental by Federal grant, contract, loan or loan agreement.
(12) AUDIT REQUIREMENTS
(a) The grantee agrees to maintain financial procedures and support
documents, in accordance with generally accepted accounting principles, to account for
the receipt and expenditure of funds under this agreement.
(b) These records shall be available at all reasonable times for inspection,
review, or audit by state personnel and other personnel duly authorized by the department.
"Reasonable" shall be construed according to circumstances, but ordinarily shall mean
normal business hours of 8:00 a.m. to 5:00 p.m., local time, Monday through Friday.
(c) The grantee shall also provide the department with the records,
reports or financial statements upon request for the purposes of auditing and monitoring
the funds awarded under this agreement.
(d) The grantee shall provide the department with an annual financial
audit report which meets the requirements of Sections 11.45 and 216.349, Fla. Stat.,
and Chapter 10.550. and 10.600, Rules of the Auditor General, and, to the extent
applicable, the Single Audit Act of 1984, 31 U.S.C. ss. 7501-7507, OMB Circulars A-
128 or A-133 for the purposes of auditing and monitoring the funds awarded under this
agreement. The funding for this agreement was received by the department as a
grant and aid appropriation.
1. The annual financial audit report shall include all management
letters and the grantee's response to all findings, including corrective actions to be
taken.
2. The annual financial audit report shall include a schedule of
financial assistance specifically identifying all agreements and grant revenue by
sponsoring agency and agreement number.
3. The complete financial audit report, including all items
specified in (12)(d) 1 and 2 above, shall be sent directly to:
Department of Community Affairs
Office of Inspector General
2740 Centerview Drive
Tallahassee, Florida 32399-2100
(e) In the event the audit shows that the entire funds, or any portion
thereof, were not spent in accordance with the conditions of this agreement , the
grantee shall be held liable for reimbursement to the department of all funds not spent
in accordance with these applicable regulations and agreement provisions within thirty
(30) days after the department has notified the grantee of such non-compliance.
(f) The grantee shall retain all financial records, supporting documents,
statistical records, and any other documents pertinent to this contract for a period of
three years after the date of submission of the final expenditures report. However, if
litigation or an audit has been initiated prior to the expiration of the three-year period,
the records shall be retained until the litigation or audit findings have been resolved.
(g) The grantee shall have all audits completed by an independent
certified public accountant (IPA) who shall either be a certified public accountant or a
public accountant licensed under Chapter 473, Fla. Stat. The IPA shall state that the
audit complied with the applicable provisions noted above.
(h) The audit is due seven (7) months after the end of the fiscal year of
grantee or by the date the audit report is issued by the state Auditor General, whichever
is later.
(1) An audit performed by the State Auditor General shall be deemed to
satisfy the above audit requirements.
(13) SUBGRANTEES
If the grantee subgrants any or all of the work required under this
agreement, a copy of the executed subgrant must be forwarded to the department
within thirty (30) days after execution of this agreement. The grantee agrees to include
in the subcontract that (1) the subgrantee is bound by all applicable state and federal
laws and regulations, and (ii) the subgrantee shall hold the department and grantee
harmless against all claims of whatever nature arising out of the subgrantees
performance of work under this agreement, to the extent allowed and required by law.
(14)
parties.
(15)
TERMS AND CONDITIONS
The agreement contains all the terms and conditions agreed upon by the
ATTACHMENTS
(a) All attachments to this agreement are incorporated as if set out fully
herein.
(b) In the event of any inconsistencies or conflict between the
language of this agreement and the attachments hereto, the language of such
attachments shall be controlling, but only to the extent of such conflict or inconsistency.
(c) This agreement has the following attachments:
A. Budget and Scope of Work (Contract Proposal Package)
B. Incorporation of Laws, Rules, Regulations and Policies;
Program Income; CSBG Modifications, Match
Requirements, CSBG Client Eligibility, Other Provisions
C . Property Management and Procurement and Recordkeeping
D. Federal Lobbying Certification
E. Copyright Patent and Trademark
F. Advance Justification
G. CSBG Statement of Assurances
I. Special Conditions
(16) FUNDING/CONSIDERATION
(a) This is a cost -reimbursement agreement. The grantee shall be
reimbursed for costs incurred in the satisfactory performance of work hereunder in an
amount not to exceed $ 3091.00 subject to the availability of funds.
(b) Any advance payment under this agreement is subject to
s. 216.181(14), Fla. Stats. The amount which may be advanced may not exceed the
expected cash needs of the grantee within the first three (3) months, based upon the
funds being equally disbursed throughout the contract term. For a federally funded
contract, any advance payment is also subject to federal OMB Circulars A-102, A-110,
A-122 and the Cash Management Improvement Act of 1990. If an advance payment is
requested, the budget data on which the request is based and a justification statement
shall be included in this agreement as Attachment F. Attachment F will specify the
amount of advance payment needed. Attachment F must be completed if an advance
is requested.
1. X
2.
No advance payment is requested.
An advance payment of $
is requested.
(c) After the initial advance, if any, payment shall be made on a
monthly reimbursement basis as needed. The grantee agrees to expend funds in
accordance with the Budget and Scope of Work, Attachment A of this agreement.
(17) FTANDARD CONDITIONS
The grantee agrees to be bound by the following standard conditions:
(a) The State of Florida's performance and obligation to pay under this
agreement is contingent upon an annual appropriation by the Legislature, and subject
to any modification in accordance with Chapter 216, Fla. Stat., or the Florida
Constitution.
(b) If otherwise allowed under this agreement, extension of an
agreement for contractual services shall be in writing for a period not to exceed six (6)
months and shall be subject to the same terms and conditions set forth in the initial
agreement. There shall be only one extension of the agreement unless the failure to
meet the criteria set forth in agreement the for completion of the agreement is due to
events beyond the control of the grantee.
(c) All bills for fees or other compensation for services or expenses
shall be submitted in detail sufficient for a proper preaudit and postdated thereof.
(d) If otherwise allowed under this agreement , all bills for any travel
expenses shall be submitted in accordance with s. 112.061, Fla. Stat.
(e) The Department of Community Affairs reserves the right to
unilaterally cancel this agreement for refusal by the grantee to allow public access to all
documents, papers, letters or other material subject to the provisions of Chapter 119,
Fla. Stat., and made or received by the grantee in conjunction with the agreement.
51
(18) STATE LOBBYING PROHIBITION
No funds or other resources received from the department in connection
with this agreement may be used directly or indirectly to influence legislation or any
other official action by the Florida Legislature or any state agency.
Refer to Attachment D for additional terms and provisions relating to
lobbying.
(19) COPYRIGHT. PATENT AND TRADEMARK
If applicable to this agreement, refer to Attachment E for terms and
conditions relating to copyrights, patents and trademarks.
(20) LEGAL AUTHORIZATION
The grantee certifies with respect to this agreement that it possesses
the legal authority to receive the funds to be provided under this agreement and that, if
applicable, its governing body has authorized, by resolution or otherwise, the execution
and acceptance of this agreement with all covenants and assurances contained herein.
The grantee also certifies that the undersigned possesses the authority to legally
execute and bind grantee to the terms of this agreement.
(21) ASSURANCES
The grantee shall comply with any Statement of Assurances incorporated
as Attachment G.
(22) VENDOR PAYMENTS
Pursuant to Section 215.422, Florida Statutes, the department shall
issue payments to vendors within 40 days after receipt of an acceptable invoice and
receipt, inspection, and acceptance of goods and/or services provided in accordance
with the terms and conditions of the agreement. Fr ilure to issue the warrant within 40
days shall result in the department paying interest at a rate as established pursuant to
Section 55.03(1) Fla. Stat., The interest penalty shall be paid within 15 days after
issuing the warrant.
Vendors experiencing problems obtaining timely payment(s) from a state
agency may receive assistance by contacting the Vendor Ombudsman at
(904) 488-2924 or by calling the State Comptroller's Hotline at 1-800-848-3792.
IN WITNESS WHEREOF, the parties hereto have caused this contract to be
executed by their undersigned officials as duly authorized.
STATE OF FLORIDA
GRANTEE DEPARTMENT OF COMMUNITY AFFAIRS
tpx�rsze_Ct`<I Ro rd of
,(N me) Crsnissioners
By:
A
(Type Name and Title
Date: o3 -a.0.9 v
Rosa M. Morgan, Chief
Bureau of Community Assistance
59-6000749 y'��'��.'::: ''�r APPROVED AS TO FO
Federal Ide ion Number '��, AD1tf'Y "° A GAL FFiCi
ATTEST:MiY V L
R ER'f N, WO
HALEGAUBJRMASTER. !12/91. p t DATE
�* 9
Page 1 of
FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS
COMMUNITY SERVICES BLOCK GRANT
5% LOCAL GOVERNMENT SHARE
ATTACHMENT A
BUDGET AND SCOPE OF WORK
FFY 1996
SUBMITTED BY: Honroe Countv Board of Commissioners
Grantee
Application is hereby made for funding through the Community Services Block Grant under the
Community Services Block Grant Act of 1981 (PL 97-35), as amended, and the Community
Services Block Grant Program Rule Chapter 9B-22, Florida Administrative Code.
THE APPLICANT -CERTIFIES THAT THE DATA IN THIS APPLICATION AND ITS
VARIOUS SECTIONS, INCLUDING BUDGET DATA, ARE TRUE AND CORRECT TO
THE BEST OF ITS KNOWLEDGE AND THAT THE FILING OF THIS APPLICATION HAS
BEEN DULY AUTHORIZED AND UNDERSI ANDS THAT IT WILL BECOME PART OF
THE AGREEMENT BETWEEN THE DEPARTMENT AND THE APPLICANT.
C� �C' � n't rintee: 14onroe County
Witness: /
By:
James L. Roberts
(Type Name)
Counts Administrator
(Title)
Date)
PROPOSALS MUST BE RECEIVED AT THE DESIGNATED ADDRESS BEFORE CLOSE
OF BUSINESS OF March 1, 1996
Attachment A
Page 2 of _
FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS
COMMUNITY SERVICES BLOCK GRANT 5% LOCAL GOVERNMENT SHARE
PROPOSAL
FEDERAL FISCAL YEAR: 96 CONTRACT PERIOD: April 1.1996 TO September 30, 1996
m m � n nm � InI1�1A 1 A 11 A A l A
FOR DCA USE ONLY
DATE RECEIVED: CONTRACT NO:
REVISIONS) RCVD: \ GRANT TYPE: 5% Local Government Share
DATE SIGNED: DCA CONSULTANT:
_ �IIIOIII,IIIw
II.
GRANTEE CATEGORY: { } Eligible Entity } Local Government
( } Migrant/Seasonal Farmworker Organization
COUNTIES TO BE SERVED WITH THESE FUNDS: Monroe
III. GENERAL ADMINISTRATIVE INFORMATION
a. Name of Grantee:: _11onroe Countv Board of Commissioners
b. Street Address: 5100 College Road
City: Key West , FL Zip Code: 3304Q.
Telephone: ( ) 305-?92-1&11.74 County: Monroe
Fax: ( ) 305-292-4515
C. Mailing Address (if different from above):
FL Zip Code:
d. Chief Elected Official (For local governments) or President/ Chairman of Board
(for corporations):
Name: �ShiYl eta Freeman -
Title: 14^vo Board of o inty Cor issioners
e. Official to Receive State Warrant:
Name: Dannv L. Kolhage
Title: c1Prk of Court
Mailing Address: P _ 0 _ 13niL ' 919
Key West FL Zip Code: 3304
f. Contact Person:
Name: Deanna S. Lloyd
Title: Grants rlanager
Mailing Address:
Public Service Building, 5100 College Rd.
I:ey lie st —'FL Zip Code: 33040
Telephone: ( ) 309-292-44711
Fax: ( ) 305-2924515
g. Person(s) authorized to sign fiscal reports: Lloyd
Da ame sLS S.
Roberts
h.. Federal Identification Number: 59-60000749
These funds will be transferred to: { } No Subgrantees
{ ;C} 1 SUBGRANTEE(s) as follows:
Name and address of subgrantee(s) Contact person and Telephone Number:
Grace Jones Day Care Center Odell Robbins
230 41st St. Gulf
Marathon, FL 33050
Page of
FIVE PERCENT LOCAL GOVERNMENT SHARE
BUDGET SUMMARY
!�D Aw,rv. <i • Mn-nYl1P rnimt-v Board CommissionerCash Advance:$ No
V 1�171 \ 1 L/ai• - - ---
REVENUE SOURCES
PERCENT
TOTAL
NOTES:
AMOUNT
- Round all figures up to
the nearest dollar
- Provide a minimum of:
2% - Cash Match
CSBG Grant Funds
1 . CS
3091 00
2. Cash Match
20% - Total Match
- Do not under match
1.99% Cash Match is
unacceptable.
3. In -Kind Match
%
-0-
4. TOTAL MATCH (Line 2 + Line 3)
20 %
7 7 2.7 5
FUNDS Line 1 + Line 4
5 TOTAL )
3861-79
CSBG FUNDED PROGRAMS ONLY
EXPENSE CATEGORY
(I) CSBG
FUNDS
(2) CASH
MATCH
(3) IN -KIND
MATCH
(4) TOTAL
GRANTEE ADMINISTRATIVE EXPENSES:
6. Salaries including fringe
7. Rent and Utilities
8. Travel
9. Other
10. SUBTOTAL (Lines 6 through 9)
SUBGRANTEE ADMINISTRATIVE EXPENSES
11. Salaries including fringe
12. Rent and Utilities
13. Travel
14. Other
15. SUBTOTAL (Lines 11 through 14)
16. TOTAL ADMINISTRATIVE EXPENSE
(Line 10 Line 15)
17. ADMINISTRATIVE EXPENSE PERCENT
(Line 16 divided by Line 1)
0
/o
f �CAIvNCl'>��° Off'SG
ALLGtT
GRANTEE PROGRAM EXPENSE:
18. Salaries including fringe.
19. Rent and Utilities
20. Travel
21. Other
22. SUBTOTAL ( Lines 18 through 21)
SUBGRANTEE PROGRAM EXPENSE:
23. Salaries including fringe
24. Rent and Utilities
25. Travel
3091.00
772.75
- 0 -
3863.75
26. Other
27. SUBTOTAL (Line 23 through 26)
28. TOTAL PROGRAM EXPENSE
(Line 22 + Line 27)
3091.00
772.75
- 0 -
3863.75
3091.00
772.75
- 0 -
3863.75
29. SECONDARY ADMINISTRATIVE EXPENSE
30. GRAND TOTAL EXPENSE:
(Line 16 + Line 28 + Line 29)
3091.00
772.75
- 0 -
3863.75
Attachment A
Pa,-,e of
SUBGRANTEE BUDGET SUMMARY
(Each subgrantee must complete this pare. Omit this page if there is no subgrantee)
NAME OF GRANTEE:
Monroe Countv Board of Commissioners
NAME OF SUBGRANTEE: Grace Jones Community Center
Dav Care Center
MAILING ADDRESS OF SUBGRANTEE:
230 41st. St. Gulf _
Marathon
. FL ZIP CODE 33050
CONTACT PERSON: Odell Robbins
TITLE:
Director
TELEPHONE: 11 (305) 743-6064
NOTE: The folloNving line items (11-15 and 23-27) must correspond to the BUDGET
SUMMARY of the APPLICANT. If there is more than one subgrantee, it is the
applicant's responsibility tc enh re that the tota! of all subgrantee budgets add
correctly. THIS FORM REQUIRES ORIGINAL SIGNATURES.
I CSBG FUNDED PROGRAMS ONLY
EXPENSE CATEGORY
St?BGRANT);>; A13A71N1S'i'RATiVE EXP
11. Salaries including fringe
12. Rent and Utilities
13. Travel
14. Other
15. SUBTOTAL (Lines I 1 through 14)
(1) CSBG (2) CASH 1 (3) IN -KIND
FUNDS I MATCH MATCH
(4) TOTAL
SUBGRANTEE PROGRAM EXPENSE 3Q91.00 772.75 - 0 L386375
23. Salaries including fringe 30 1 7 - -
24. Rent and Utilities
25. Travel.
26. Other
27. SUBTOTAL ( Lines 23 through 26) 3091.00 772.75 - 0- 3863.75
TOTAL EXPENSE (Lines 15 + 27) 3091 00 2 - -
The subgrantee certifies that the deta included in the Subgrantee budget and the Subgrantee Work Plan are true
and correct. The subgrantee agrees to comply with all rules and regulatio , relating to the Community Services
Block Grant with respect to this budget and workplan, and kikderstands th t t: is budget and work plan will
become a part of th gree nt et een the Grantee and th epartm nt of o munity Affairs .
Approved by:
resident of the Board) gnature ate
Attested by: ate
Na a Sig e
Page of
NAME OF GRANTEE: Monroe Count Board of Coru*iissioners
LINE EXPENDITiJRE DETAIL DOLLARS CHARGED TO CSBG
ITEM Round up line item totals to dollars.
NO. Do not use cents and decimals in totals. CSBG CASH** IN -KIND**
SEE INSTRUCTIONS FOR BITDGF.T DETAii, EORM&n FUNDS MATCH MATCH
Cash batch Documentation
Subgrantee program Expenses:
772.75
23 Salaries
Teacher's Aide 111 hrs (�_ $7.00/hr
(Source of cash match - Grace Tones
Center)
23 CSBG Funds 3091.00
Teacher's Aide 442 hrs A $7.00/hr
**..�..,. ,.*, cnrinr'Fc nF rARH AND IN -KIND MATCH
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CSBG
ATTACHMENT B
(Page 1 of 3)
INCORPORATION OF LAWS. RULES AND REGULATIONS AND POLICIES
PROGRAM INCOME
MODIFICATIONS
MATCH REQUIREMENTS
CSBG CLIENT ELIGIBILITY AND CLIENT RECORDS
OTHER PROVISIONS
(1) INCORPORATION OF LAWS, RULES AND REGULATIONS AND POLICIES
Both the grantee and the department shall be governed by applicable laws and local rules,
including, but not limited to: The Omnibus Budget Reconciliation Act of 1981 (P.L. 97-35, as
amended), Rule Chapter 9B-22, Florida Administrative Code, and 45 C.F. R. Part 96.
(2) PROGRAM INCOME
(a) Except as provided for advance payments in paragraph (16) c above, the
grantee may temporarily invest grant funds, but any interest income shall either be returned to the
department or be applied against the department's obligation to pay the contract amount. Any
interest income earned by the temporary investment of these grant funds that are not applied
against the department's obligation to pay shall be returned to the department at the time of
submission of the final close-out report.
(b) Grantee may apply program income, excluding interest income, to meet
matching requirements, or may reprogram it for eligible program activities in accordance with
Rule Chapter 9B-22, Florida Administrative Code. The amount of program income and its
disposition must be reported to the department at the time of submission of the final close-out
report.
(3) MODIFICATIONS
(a) As provided in Rule 9B-22.009, Fla. Admin. Code, the department or the
grantee may request modifications to this agreement. Changes in the approved work plan may be
made by a grantee only after formal modification to the contract is approved in writing by the
department.
(b) The department shall not be obligated to reimburse a grantee for outlays in
excess of the funded amount of the grant agreement unless and until the department officially
approves such expenditures by executing a written modification to the original contractual
agreement.
(c) All requests for modifications in excess of ten percent (10%) of the line item
or the total budget must be submitted to the department for approval thirty (30) days prior to the
anticipated implementation date. The grantee must include a description of the proposed changes
and their effect upon the approved work plan. Failure to meet this time frame may result in
reimbursement delays.
(d) Changes within individual budget line items may be made at the discretion
of the grantee, without department approval, if the cumulative effect of such changes does not
exceed ten percent (10%) of the line item total, and if the cumulative effect of the number of
such changes does not exceed ten percent (10%) of the total approved grant amount, provided
that:
i0
ATTACHMENT B
(Page 2 of 3 )
1. only unobligated funds are transferred from one line item to another line
item;
2. the grantee notifies the department in writing prior to effecting a budget
change within the limitations set forth in this section and Rule 913-22; Fla. Admin. Code and
3. budget changes do not result in overexpenditure of the total approved budget
change within the limitations in excess of the administrative expense limits.
(4) MATCH REQUIREMENTS
1. The grantee shall match the CSBG funds identified in (16) (a) by an
amount of at least twenty percent (20%) of the funds received. Not less than ten percent (10%)
of the match shall be in cash. That is, the grantee shall supply.a cash match equal to at least two
percent (2%) of the CSBG funds received. In -kind match sources shall absorb the balance of the
overall minimum twenty percent (20%) requirement.
2. The grantee shall provide as matching funds for services under this
agreement the following amount: s772.75 Cash $ - 0 - In -Kind
3. List the source(s) where the cash and in -kind match will be obtained:
Cash: Grace Jones Community Center
In -Kind: N/A
4. Sources of matching funds and expenditures for all funds under this
agreement shall be governed by the CSBG application in Attachment A of this agreement.
CSBG funds may not be used in part or in whole to meet the (2%) cash match requirement.
(5) CSBG CLIENT ELIGIBILITY AND CLIENT RECORDS
1. The grantee shall certify each client receiving CSBG funded services as
income eligible at 125% or less of the current Office of Management and Budget Poverty
Guidelines as required by CSBG law and rule. In order to certif}, each client, the grantee shall
be required to maintain current (less than one year old) source documentation of income
eligibility. In the event that the client cannot provide income documentation, the grantee shall
require the client to provide a signed certification of eligibility to attest to the client's verbal
declaration. This certification must specify the reasons that no current documentation could be
provided by the client.
2. The grantee will maintain a separate record for each CSBG client which
includes at least the following data: client name, address, sex, race, age, income amount and
method of verification, date client was interviewed, services performed for the client and
documentation of any denial of client services.
3. Grantees are required to have written client appeal procedures for any client
denied services using CSBG funds.
4. Client records and all CSBG related documentation are to be made
available for pubic inspection during normal business hours upon request.
(6) OTHER PROVISIONS
All records, correspondence, employee time sheets, board minutes, board
meeting notices and other documents related to CSBG funded activities shall be available for
public,inspection during normal business hours.
II
CSBG
ATTACHMENT C
Property Management and Procurement and Recordkeenina
Grantee shall comply with property management standards for non -expendable property
equivalent, at a minimum, to OMB Circular A-102, Attachment N. or OMB Circular A-110,
Attachment N and the awarding federal agency's "Common Rule."
1.2
CSBG
ATTACHMENT E
COPYRIGHT PATENT AND TRADENj.,\RK
(1) if the grantee brings to the performance of this agreement a pre-existing patent
or copyright, the grantee shall retain all rights and entitlements to that pre-existing patent or
copyright unless the agreement provides otherwise.
(2) If any discovery or invention arises or is developed in the course of or as a result
of work or services performed under this agreement, or in any way connected herewith, the
grantee shall refer the discovery or invention to the department for a determination whether
patent protection will be sought in the name of the State of Florida. Any and all patent rights
accruing under or in connection with the performance of this agreement are hereby, reserved to
the State of Florida. In the event that any books, manuals, films, or other copyrightable material
are produced, the grantee shall notify the department. Any and all copyrights accruing or in
connection with the performance under this agreement are hereby reserved to the State of
Florida.
(3) Within thirty-(30) days of execution of this agreement, the grantee shall
disclose all intellectual properties relevant to the performance of this agreement which he or she
knows or should know could give rise to a patent or copyright. The grantee shall retain all rights
and entitlements to any pre-existing intellectual property which is so disclosed. Failure to
disclose will indicate that no such property exists. The department shal! then, under Paragraph
(b), have the right to all patents and copyrights which occur during performance of the
agreement.
14
CSBG
ATTACHMENT D
FEDERAL LOBBYING CERTIFI ATION
(1) 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, or an employee of a Member of Congress in connection with the awarding of any
Federal contract, the making of any Federal grant, the making of any Federal loan, the entering
into of any cooperative, and the extension, continuation, renewal, amendment or modification of
any Federal contract, grant, loan or cooperative
agreement.
(2) If an), 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 --mplovee 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 subawards at all tiers (including subcontracts, subgrants, and
contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify
and disclose accordingly.
(4) This certification is a material representative 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 reyuired certification shall be subject to a civil penalty of
not less than $10,000 and not more than $100,000 for each such failure.
Monroe County Board of Commissioners
Grantee
(Signature)
Administrator, 14onroe County
(Title)
l�
ADVANCr .IUSTIFICATION
[ ] Advance 30tifleation #I: If the grantee is basically providing the same services at the same
cost as last year's contract, use the actual expenditures from last year as the basis for the
projected expense. No advance can exceed 50% of the 5% Share allocation. If the workplan,
subgrantee or funding amount has changed, complete Advance Justification #2.
Prior History of
Expenditures
Prior 1 st Month
Prior 2nd Month
Prior 3rd Month
[ ] Advance Justification #2: If the grantee is a new applicant, or if the funding amount,
workplan, or subgrantee has changed, complete the following three-month projection for the
grant funds portion of the budget only. The advance cannot exceed 50% of the contract amount.
�Mj NLn ADVANCE REQUIRED
EXPENSE CATEGORY PROJECTED EXPENSES
1 st Month 2nct Month 3rd Month Total
GRANTEE ADMINISTRATI_VE EXPENSES:
6. Salaries including- fringe ................................
7. Rent and Utilities ...........................................
8. Travel............................................................
9. Other..............................................................
10. SUBTOTAL (Lines 6 through 9)..............
SUBGRANTEE ADMINISTRATIVE EXPENSES:
11. Salaries including fringe ..........................
12. Rent and Utilities ........................................
13. Travel.........................................................
14. Otherr............................................................
15. SUBTOTAL ('Lines 11 through 14)...............
16. TOTAL ADMINISTRATIVE EXPENSE
(Line 10 + Line 15).....................................
7. A D M IN IS TR 4T I VE EX
PENSE
PE NSE PERCENT
l
GRANTEE PROGRAM EXPENSE:
18. Salaries including fringe .............................
19. Rent and Utilities ............................................
20. Travel.............................................................
21. Other..............................................................
22. SUBTOTAL( Lines 18 through 21).............
SUBGRANTEE PROGRAM EXPENSE:
23. Salaries including fringe ...............................
24. Rent and Utilities ..........................................
25. Travel............................................................
26. Other...........................................................
27. SUB T OTAL (Line 23 through 26)...............
28. TOTAL PROGRAM EXPENSE (Line 22 + 27).........
29. SECONDARY ADMINISTRATIVE EXPENSES
30. GRAND TOTAL EXPENSE: (Line 16 + 28 + 29)
CSBG
ATTACHMENT G
STATEMENT OF ASSURANCES
(Page 1 of 2)
1. Interest of Certain Federal Officials. No member of or delegate to the Congress of
the United States, and no Resident Commissioner, shall be admitted to any share or part of this
agreement or to any benefit to arise from the same.
2. Interest of Members Officers or Emplovees of Recipient Members of Local
Governing Body. or Other Public Officials. No member, officer, or employee of the grantee, or
its delegates or agents, no member of the governing body of the locality in which the program is
situated, and no other public official of such locality or localities who exercises any functions or
responsibilities with respect to the program during his tenure or for one year thereafter, shall
have any interest direct or indirect, in any contract or subcontract, or the proceeds thereof, for
work to be performed in connection with the program assisted under this agreement The grantee
shall incorporate or cause to be incorporated ir, all such agreements, a provision prohibiting
such interest pursuant to the purposes of this subsection. No board member, officer or employee
will be permitted to receive any remuneration or gift in any amount. Board members may
receive travel expenses in accordance with s. l 12.9061, Fla. Stat.
3. N_e op tism. The grantee agrees to abide by the provisions of s. 122.3125,l_a. Stat.,
pertaining to nepotism in their performance under this agreement.
4. CSBG Assurances. The grantee hereby assures and certifies as a condition of receipt
of Community Services Block Grant funds, that it and its subgrantees will comply with the
applicable requirements of Federal and State laws, rules. regulations, and guidelines. As part of
its acceptance and use of CSBG funds, the grantee assures and certifies that:
(a) The grantee possesses the legal authority to apply for the grant, and that the
contract proposal has been approved by the grantee's governing body. including all assurances
contained herein.
(b) The grantee will use all CSBG funds to provide a range of services and
activities having measurable and potentially major impact on causes of poverty in the
community v%here poverty is a particularly acute problem. Funds not used during the contract
period will be ::.turned to the Department of Community Affairs with the closeout report on or
before the due date. Reprogramming of deobligated funds will be at the discretion of the
department.
(c) The grantee will provide for coordination among antipoverty programs in each
community .and, where appropriate, with emergency energy crisis intervention programs under
Title XXXII of the Low -Income Home Energy Assistance Act conducted in each community.
(d) The grantee possesses the sound fiscal controls and fund accounting
procedures necessary to adequately safeguard the assets of the agency. check the accuracy and
reliability of accounting data, promote operating efficiency and maintain compliance with
prescribed m"-ragement policies of the agency.
(e) The grantee will permit and cooperate with Federal and State investigations
designed to evaluate compliance with the law.
(f) The grantee will give the department, the Auditor General or any authorized
representatives, complete access to examine all records, books, papers or documents related to all
fiscal and program operations of the grant, including those of any subgrantee.
(g) The grantee will comply with non-discrimination provisions, in accordance
with Florida Statutes; section 677 of P.L. 97-35; Titles VI and VII of the Civil Rights .Act of
1964; and 45 C.F.R. Parts 84, 86 and 90.
(h) The grantee will comply with the match requirements of this agreement
and maintain verification of type and source.
CSBG
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u 10B SLOWWOR is
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(i) The grantee will comply with section 680 of Public Law 97-35 (42 U.S.C.
ss. 9909). As amended, which prohibits use of CSBG funds for purchase or improvement of
land, or the purchase, construction, or permanent improvement (other than low-cost residential
weatherization or other energy related home repairs) of any building or other facility.
0) The grantee will comply with Rule Chapter 913-22, Fla. Admin.Code, which
provides that CSBG administrative expenses shall not exceed fifteen percent (15%) of the total
final CSBG expenditures (match excluded) at close-out. Any amount in excess of this limit shall
be refunded to the department at time of contract closeout.
(k) If the grantee administers a transportation program, it will comply with Chapter
427, 4 g; so that it will coordinate with the appropriate transportation providers(s).
(1) If requesting -Secondary Administrative Expenses, the grantee will provide
substantial documentation that these expenses are justified and support eligible CSBG activities.
(m) The grantee will purchase a blanket fidelity bond covering all employees,
officers or other persons holding.a position of trust. Individual bonds apart from the blanket
bond are not acceptable. The amount of the bond must be no less than one-half of the total
CSBG grant.
(n) The CSBG application and all its attachments, includin§§g budget data, are
true and correct.
(o) The grantee will prohibit any political activities in accordance with subsection
(e) of Section 675 (c) (6) of Public Law 97-35 [42 U.S. ss. 9909 (c)(6)].
(p) This agreement has been approved by the grantee's governing body by official
action, and the officer who signs it is duly authorized to sign this agreement.
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CSBG
ATTACHMENT
a
(a) The grantee and its subgrantees shall comply with the following special conditions:
(b) Failure of the grantee or its subgrantees to comply with the special conditions under
this agreement shall be cause for the immediate suspension of payments, and may be cause for
the immediate termination of this agreement.