4th Amendment 04/20/2011DANNY L. KOLHA GE
CLERK OF THE CIRCUIT COURT
DATE: April 27, 2011
TO: Sheryl Graham, Director
Social Services Department
ATTN: Kim Wean, Sr. Grants Coordinator dol-Y
FROM: Isabel C. DeSantis, D. C.
At the April 20, 2011, Board of County Commissioner's meeting the Board granted
approval and authorized execution of the following:
Item C2 Amendment #0004 to the Homeless Prevention and Rapid Re- Housing
Grant Agreement (HPRP) Grant Agreement #KFZ28 (10/1/09 to 6/30/11) between the State of
Florida Department of Children and Families and the Monroe County Board of County
Commissioners (Community Services /Social Services).
Enclosed are six duplicate originals of the above - mentioned, executed on behalf of
Monroe County, for your handling. Please be sure to return the fully executed "Clerk's
Original" and "Finance's Copy" as soon as possible. Should you have any questions, please do
not hesitate to contact our office.
cc: County Attorney
Finance
File✓
Grant Agreement #KFZ28
Amendment #0004
Date: 05/01/2011
THIS AMENDMENT, entered into between the State of Florida, Department of Children
and Families, hereinafter referred to as the "Department ", and Monroe County B.O.C.C.
hereinafter referred to as the "Grantee ", amends grant agreement # KFZ28.
The purpose of this amendment is to amend the grant by increasing the total grant funding to
include additional 2010 -2011 grant funding awarded and a revised HPRP Estimated Budget
Summary with relevant language.
1. The grant amount statement on page 1 is hereby amended to read:
NOW, THEREFORE, The Department hereby awards to the Grantee, the FY 2009-
2010 amount of $257,007.00 and the FY 2010 -2011 amount of $113,791.00 for a grand
total of $370,798.00 under the following terms and conditions:
2. Page 2, Paragraph 2, is hereby amended to read:
a. The HPRP program plan filed with the Department by the Grantee is incorporated as
Attachment A and on file in the grant file of record. The Department's Substantial
Amendment document, upon which that program plan is based, is also incorporated
herein by reference as if fully set out here and is on file in the grant file of record. The
Grantee hereby agrees to perform the tasks and to provide the services described in
the program plan contained in Attachment A.
b. Having demonstrated the requirements to successfully perform under the terms and
conditions of the original 2009 grant agreement, the Grantee is hereby awarded
$113,791.00 in additional 2010 -2011 funding as approved by the Office on
Homelessness. Attachment A, Grantee's HPRP Program Plan is hereby amended
to incorporate Attachment Al into the Grantee's HPRP Program Plan. This new
attachment outlines the Grantees revised plans to provide additional homeless
services and also provides a 2010 -2011 HPRP Estimated Budget Summary reflecting
this additional 2010 -2011 funding allocation. This 2010 -2011 allocation is in addition to
the original funding allocation awarded to the Grantee in 2009. The Grantee hereby
agrees to perform the stated tasks and to provide the services described in
Attachment A and Attachment Al.
3. Page 8, Paragraph 35, is hereby added to read:
35. Employment Eligibility Verification
a. Definitions. As used in this clause —
(1) "Employee assigned to the grant" means all persons employed during the grant
term by the Grantee to perform work pursuant to this grant within the United States
and its territories, and all persons (including subcontractors) assigned by the
Grantee to perform work pursuant to the grant with the Department.
Grant Agreement #KFZ28
Amendment #0004
Date: 05/0112011
(2) Subcontract" means any grant entered into by a subcontractor to furnish
supplies or services for performance of a prime grant or subcontract. It includes
but is not limited to purchase orders, and changes or modifications to purchase
orders.
(3) "Subcontractor" means any supplier, distributor, vendor, or firm that furnishes
supplies or services to or for a prime grant recipient or another subcontractor.
b. Enrollment and verification requirements.
(1) The Grantee shall —
(a) Enroll as a provider in the E- Verify program within 30 calendar days of
contract award;
(b) Within 90 calendar days of enrollment in the E -Verify program, begin to
use E- Verify to initiate verification of employment eligibility. All new
employees assigned by the Grantee /subcontractor to perform work
pursuant to the grant with the Department shall be verified as employment
eligible within 3 business days after the date of hire; and
(2) The Grantee shall comply, for the period of performance of this grant, with the
requirement of the E- Verify program enrollment.
(a) The Department of Homeland Security (DHS) or the Social Security
Administration (SSA) may terminate the Grantee's enrollment and deny
access to the E- Verify system in accordance with the terms of the
enrollment. In such case, the Grantee will be referred to a DHS or SSA
suspension or debarment official.
(b) During the period between termination of the enrollment and a decision
by the suspension or debarment official whether to suspend or debar, the
Grantee is excused from its obligations under paragraph (b) of this clause.
If the suspension or debarment official determines not to suspend or debar
the Grantee, then the Grantee must reenroll in E- Verify.
(3) Information on registration for and use of the E- Verify program can be obtained
via the Internet at the Department of Homeland Security Web site:
hftp: / /www.dhs.gov /E- Verify .
(4) The Grantee is not required by this clause to perform additional employment
verification using E- Verify for any employee whose employment eligibility was
previously verified by the Grantee through the E- Verify program.
(5) Employees assigned to and performing work pursuant to this contract prior to
February 04, 2011 do not require employment eligibility verification through E-
verify.
(6) Evidence of the use of the E- Verify system will be maintained in the
employee's personnel file.
2
Grant Agreement #KFZ28
Amendment #0004
Date: 05101/2011
(7) The Grantee shall include the requirements of this clause, including this
paragraph (7) (appropriately modified for identification of the parties), in each
subcontract.
5. Pages 15a —15h, Attachment A1, 2010 Request for Homeless Prevention Funds, dated
April 19, 2010, are hereby deleted in its entirety and Revised pages 15a -15h, Revised
Attachment A1, dated March 29, 2011, are hereby inserted and attached hereto.
6. Page 19, Attachment C, Request for Release of Funds Schedule, as previously revised
on page 2 of Amendment #0002, is hereby deleted in its entirety and Revised Page 19,
Revised Attachment C, Request for Release of Funds Schedule, dated 05/01/2011, is
hereby inserted in lieu thereof and attached hereto. This revised schedule reflects
the additional FY 2010 -2011 allocation of funds combined with FY 2009 -2010 funds.
This amendment shall begin on May 1, 2011 or the date, on which the amendment has been
signed by both parties, whichever is later.
All provisions in the contract and any attachments thereto in conflict with this amendment shall
be and are hereby changed to conform to this amendment. All provisions not in conflict with this
amendment are still in effect and are to be performed at the level specified in the contract.
This amendment and all its attachments are hereby made a part of the contract.
IN WITNESS THEREOF, the parties hereto have caused this 12 (twelve) page amendment to
be executed by their officials thereunto duly authorized. I-
PROVIDER: Monroe County B.O.C.0
SIGNED
BY: 70
STATE OF/f LORI
Departme of Chi
NAME:
TI
DATE: l j — z o ' It I
Provider FID #: 59- 6000749
NTY
AS T
ST: DANNY L: KOLHAGEGLERK °
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CIE CY - - -- cn o
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Date �� /
OUNTY ATTORNEY
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Revised Attachment A 1
2010 REQUEST FOR
HOMELESS PREVENTION FUNDS
Submitted by: Monroe County Social Services
BOARD OF COUNTY COMMISSIONERS
Commissioner George Neugent, District 2
Mayor Sylvia Murphy, District 5
Commissioner Kim Wigington, District 1
Mayor Pro Tom Heathw Carruthers, District 3
Commissioner Mario DiGennaro, District 4
March 29, 2011
Revised
15a
fie A&nme Cou*, FL CommunRy CosZon dedicated to the Speck/ Needs of tha Homeless
Tom Pierce
Office on Homelessness
Department of Children and Families
1317 Winewood Blvd
Budding 3, Room 201
Tallahassee, Florida 32399 -0700
Re: Request for HPRP Funds
Dear Tom:
Southernmost Homeless Assistance League is recommending that Monroe County
Social Services be selected to distribute a portion of the balance of funds that is
available for the 201 D Allocation of Homeless Prevention and Rapid Re- housing
Program. This recommendation is based on a publicly noticed and open meeting of the
SHAL Executive Committee where the appropriate units of government were
represented. Based on the perfarrnance of serving people at risk of homelessness over
the past year with rental assistance, SHAL recommends chat the Monroe County Social
Services be allocated additional funds to meet this large need.
Sincerely,
lldyole h PD
Executive Director
RalEtte Avael, Chair Jamie Pipher, Vice Chair
Sheryl Graham, Secretary Doug Blomberg, Treasurer
PO Box 2990, Key West, FL 330452990
Revised
15b
AGENCY 2310 REQUEST FOR FUNDS TO SHAL,
Agency Name: Monroe County Social Services
IRS Employer Identification Number: N/A 501(c)(3)?: YES NO
Mailing Address Physical Location where Services Provided
Street: 1100 Simonton Street, 2 -257 1100 Simonton Street, 1' Floor, Key West, FL
City:Key West 490 63` Street Ocean, Marathon, FL
State: Florida 88820 Overseas Hwy, MM 88.8, Tavernier, FL
Zip Code:33040
Executive Director's Name: Roman Gastesl, County Administrator
Phone Number: 305 -292 -4441 Fax: 305. 292.4544
Email [PRINT CLEARLY]: gestesl- roman @monroscounty -fl.gov
Primary Project Contact: Sheryl Graham
Phone Number. 305292 -4510 Fax: 305-295-4359
Email [PRINT CLEARLY]: graham -sheryl@monroecounty - fl.gov
Agency Website: www.monroecounty - fl.gov
Project Name: Homeless Prevention Funds Program
Population Served in proposed project: ciRCLE ONE
Homeless
Those at risk of homelessness
Other. Currentiy, MCSS provides services to BOTH homeless and those at risk of
homelessness This would not change with the addition of these grant funds
Program Area(s) to be Implemented in proposed project: CIRCLE
Rental Assistance Utility Assistance Other
Case Management Employment Sidlis
List physical addresses in each of the 3 regions of the Keys where clients will
receive services:
1100 Simonton Street, 1' Floor, Key West, FL (Lower Keys)
490 6V Street Ocean, Marathon, FIL (Middle Keys)
88820 Overseas Hwy, MM 88.8, Tavernier, FL (Upper Keys)
Revised
15c
Narrative
Monroe County Social Services, the sub - grantee, for the Homeless Prevention and
Rapid -Re- Housing Program grant was awarded a two year grant, effective September
30, 2009 through June 30, 2011. Monroe County was given an initial allocation of
$257,007.00. First Year's estimated budget spending was $154,204.00 (60% of grant
funds) and $102,803.00 (40% of grant funds) for the Second Year.
Monroe County Social Services staff is located in three different areas of the Keys. This
allows for maximum participation by residents who are In need of assistance. Due to the
high demand, request for assistance and success of the Homeless Prevention
Program, Monroe County exceeded our First Year Budget Allocation. This resulted in
an amendment to the Initial contract to reallocate $52,906.00 from the Second Year
spending to be utilized in the First Year spending,
The Original budget for direct client financial assistance was estimated at 60% percent
of the budget.
The reallocation of funds from the Second Year to the First Year results in an increase
of 14% going to direct financial assistance. Monroe County Social Servlces has also
been able to utilize other funding sources to provide case management and
administration services which have resulted in a reduction of these original estimated
spending amounts and allowing funding to be moved Into direct client financial
assistance.
As of 3 nd Quarter reporting, Monroe County Social Services has assisted 69 households
with total expenditures of $141,698.01. Once the BOCC approves the budget revision
of moving the $52,906.00, 22 additional households have been approved with total
expenditures of $45,669.00 which would bring the GTD spending to $187,367.01. For
the first six months of this grant, Monroe County has expended 72% in direct client
financial assistance of the total allocation of $257,007.00.
In addition to the above expenditures, we are still receiving applications. We currently
have 34 applications on hold due to lack of funding. Based on the average number of
months of rental assistance requested (2 months), estimated expenditures for these 34
applicants are approximately $70,930.00.
After moving $52,906.00 to the First Year Budget, the Second Year Budget is only
$45,297.39 for direct assistance. Even with the addition of the 2010 HPRP Allocation
Pro Rata Need by Continuum of $25,303 for Monroe County, Social Services would
only by able to assist current clients and the above pending clients. We would not be
able to assist any new applicants. Our initial expectation was to assist approximately
125 households for the entire two years. Based on the above information, we have
assisted approximately 125 households in the first six months of the First Year alone.
Revised
15d
At the close of the of the 6 th quarter reporting period, Monroe County had expended
GTD amount of $324,824.00 which was 91 % of the total award allocation of
$357,007.00.
As of 7th Quarter reporting, Monroe County Social Services has assisted 140
households and 315 persons with total expenditures of $314,962.42 for direct client
assistance. We have maintained an eligibility specialist position which provides direct
case management, outreach and data entry services utilizing the HMIS program as well
as Monroe County Social Services internal data entry program.
After review of prior applicants and during the course of exiting clients, we determined
that approximately 10 clients could still use additional rental assistance. And We are
also still receiving applications. We currently have 25 applications on hold due to lack of
funding. Based on the average number of months of rental assistance requested (2
months), estimated expenditures for these 25 applicants are approximately $18,000.00.
In summation and based on this information, Monroe County Social Services is
requesting and additional FY 2011 allocation of $13,791.00. Due to the continued high
demand for rental assistance, we are requesting to budget the additional allocation of
$13,791.00 into direct services. We have adjusted total administrative cost to $500.00
and moved those funds into case management.
Attached please find:
1) revised Release Schedule
2) Revised Budget Summary Page
3) Estimated Budget Summary
Revised
15e
REVISED RELEASE SCHEDULE
MONROE COUNTY SOCIAL SERVICES
HOMELESS PREVENTION AND RAPID RE- HOUSING GRANT
REQUEST FOR RELEASE OF FUNDS SCHEDULE
RELEASE
DATE
AMOUNT
First Quarter /First Year
October 15, 2009
$38,551.12
Second Quarter /First Year
October 15, 2009
$38,551.12
Third Quarter /First Year
January 15, 2010
$38,551.12
Fourth Quarter /First Year
May 15, 2010
$91,456.64
First Quarter /Second Year
July 15, 2010
$37,474.25
Second Quarter /Second Year
October15, 2010
$37,474.25
Third Quarter /Second Year
January 15, 2011
$37,474.25
Fourth Quarter /Second Year
May 15, 2011
$51,265.25
Completed by Kim Wean
Sr. Grants Coordinator
3/29/11
Revised
Revised
15f
Homeless Prevention Funds Budget Summary Page
**revised 3129/11 for additional $13,791.00 allocation
Agency: Monroe County Board of County Commissioners
Total grant allocation = $370,798.00
DIRECT CLIENT ASSISTANCE AND ADMINISTRATIVE EXPENSE DETAIL
Year One budget(711/09- 6/30110)= 207,110.00
LINE ITEMS
TOTAL
MCSS
LIHEAP
Monroe County
2,085,742.77
139,038.21
EXPENSE
& other grants
General Revenue
A. Financial Assistance-direct client assistance
2,137,118.35
190,413.79
1,406,704.56
540,000.00
(includes rental assistance and utility payments)
20,264.00
0
0
C. Data collection and evaluation (HMIS entry)
B. Case Management & Employment Skills
8,582.20
8,582.00
0
0
part time Case Manager (new hire)
385.79
0
0
(includes office supplies, operating supplies, advertising,
( salary only)
rental and leases -Xerox copier, postage)
C. Data collection and evaluation (HMIS entry)
8,000.00
8,000.00
0
0
Sub contractor (SHAL)
163,688.00
1,406,704.56
540,000.00
D. Adminstrative Cost
114.21
114.21
0
0
(includes office supplies, operating supplies, advertising,
rental and leases -Xerox copier, postage)
TOTALS:
2,153,814.76
207,110.00
1,406,704.56
540,000.00
DIRECT CLIENT ASSISTANCE AND ADMINISTRATIVE EXPENSE DETAIL
Year Two bud et 11110- 6/30/11 = 163,688.00
LINE ITEMS
TOTAL
EXPENSE
MCSS LIHEAP
& other grants
Monroe County
General Revenue
A. Financial Assistance- direct client assistance
2,085,742.77
139,038.21
1,406,704.56
540,000.00
(includes rental assistance )
$500.00
0.13%
total
$370,798.00
B. Case Management & Employment Skills
17,264.00
20,264.00
0
0
C. Data collection and evaluation (HMIS entry)
4,000.00
4,000.00
0
0
D. Adminstrative Cost
3,500.00
385.79
0
0
(includes office supplies, operating supplies, advertising,
rental and leases -Xerox copier, postage)
TOTALS:
2,110,506.77
163,688.00
1,406,704.56
540,000.00
% spent of grant
Total direct assistance -
$329,452.00
88.85%
spending breakdown: case management-
$28,846.00
7.78%
data entry -
$12,000.00
3.24%
administration-
$500.00
0.13%
total
$370,798.00
100.00%
#KFZ28
3/29/20115:27 PM
Revised
15g
OMB Approval Number: 2506 -0180
(Expiration Date: 9/30/2009)
E. Estimated Budget Summary
HUD requires the grantee to complete the following table so that participants in the citizen
participation process may see the grantee's preliminary estimated amounts for various
HPRP activities. Enter the estimated budget amounts for each activity in the appropriate
column and row. The grantee will be required to report actual amounts in subsequent
reporting.
HPRP Estimated Budget Summary
$ 12,000.00
Homelessness
Prevention
Rapid Re-
housing
Total Amount
Budgeted
Financial Assistance'
$ 329,452.00
$ n/a
$ 329,452.00
Housing Relocation and
Stabilization Services
$ 28,846.00
$ n/a
$ 28,846.00
Subtotal
(add previous two rows)
$
$ n/a
$358,298.00
Data Collection and Evaluation
$ 12,000.00
Administration (up to 2.5 %)
$ 500.00
Total HPRP Amount Budgeted
$ 370,798.00
'Financial assistance includes the following activities as detailed in the HPRP Notice:
short-term rental assistance, medium -term rental assistance, security deposits, utility
deposits, utility payments, moving cost assistance, and motel or hotel vouchers.
2 Housing relocation and stabilization services include the following activities as detailed in
the HPRP Notice: case management, outreach, housing search and placement, legal
services, mediation, and credit repair.
3 Data collection and evaluation includes costs associated with operating HUD- approved
homeless management information systems for purposes of collecting unduplicated
counts of homeless persons and analyzing patterns of use of HPRP funds.
4 This amount must match the amount entered in the cell on the table in Section A titled
"Amount Grantee is Requesting."
Revised
HUD -40119
15h
W
THE STATE OFFICE ON HOMELESSNESS
REVISED ATTACHMENT C
REQUEST FOR RELEASE OF FUNDS SCHEDULE
HOMELESSNESS PREVENTION AND RAPID RE- HOUSING PROGRAM (HPRP)
In accordance with the terms and conditions of the Homeless Prevention and Rapid -Re- Housing
program (HPRP) Agreement the Grantee has been awarded the amount of $257,007.00 (2009
allocation) and $113,791.00 (2010 allocation) for a total of $370,798.00. At the end of FY 2009-
2010, there was a balance of $49,987.00 of the 2009 allocation which was transferred to FY
2010 -2011 resulting in $163,688.00 being available for FY 2010 -2011. The Department shall
release these funds in accordance with the following schedule, subject to the availability of
funds:
DRAW DATE AMOUNT
First Year
October 15, 2009 $77,102.24
January 15, 2010 $38,551.12
May 15, 2010 $91,456.64
Second Year
July 15, 2010 $37,474.25
October 15, 2010 $37,474.25
January 15, 2011 $37,474.25
May 15, 2011 $51,265.25
2009 Allocation TOTAL $207,110.00
2010 Allocation TOTAL $163,688.00
Allocation GRAND TOTAL $370,798.00
For each payment request the Grantee shall prepare and submit a request for release of funds by
activity on the Grantee's stationary.
05/01/2011
Revised
19
KFZ28