1st Modification 07/17/1996 3 j
annp L. itotbage
BRANCH OFFICE CLERK OF THE QRCUIT COURT BRANCH OFFICE
3117 OVERSEAS HIGHWAY MONROE COUNTY 88820 OVERSEAS HIGHWAY
MARATHON, FLORIDA 33050 500 WHITEHEAD STREET ATION KEY, FLORIDA 33070
TEL. (305) 289 -6027 KEY WEST, FLORIDA 33040 TEL. (305) 852 -7145
TEL. (305) 292 -3550
MEMORANDUM
TO: Deanna Lloyd
Grants Management
FROM Ruth Ann Jantzen, Deputy Clerk .6 •
DATE: August 21, 1996
On July 17, 1996, the Board of County Commissioners ranted approval
and authorized execution of Modification 01 to Contract No. 96EA- - 11 -54- 01419
between Monroe County and the Florida Department of Community Affairs, concerning
the Low Income Home Energy Assistance Agreement.
Enclosed for your use in this matter, are four duplicate originals of the
Modification. Please be sure that one fully executed copy is returned to this ofTlce as
soon as possible.
If you have any questions regarding the above, please do not hesitate to
contact this office.
cc: County Attorney
Finance
County Administrator, w/o document
File
• CONTRACT NO: 96EA- 5F- 11 -54 -01 -019
MODIFICATION NO: 001
• MODIFICATION OF AGREEMENT
BETWEEN
FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS
AND
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
The above described Agreement for the period April 1. 1996 to March 31. 1997, between
the Department of Community Affairs and Monroe County Board of County Commissioners,
bearing the above contract number is modified by mutual agreement of the parties as follows:
Clause (16)(a), FUNDING /CONSIDERATION, is hereby amended to read:
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
$68.201, subject to the availability of cash.
Attachment B(d), OTHER PROVISIONS, is hereby amended to read:
(1) The Grantee must budget between six (6) and twenty-five (25) percent of the total
Agreement amount for Crisis Assistance. Two (2) percent of the total Agreement funds must be
held in the weather - related or supply shortage emergency program category until December 15 of
each program year for a possible disaster. These funds will be used during state or federal
emergencies declared by the governor or president. In the event of an emergency being officially
declared and the Grantee or the Department finds that the two percent will not be a sufficient
amount to meet the emergency, the Grantee may, if needed to meet the emergency, draw on other
Agreement categories up to fifteen (15) percent of the total Agreement without additional written
authorization. After December 15, if no such emergency has been declared, the Grantee will
allocate these funds to the crisis or the home energy category of the program without additional
written authorization from the Department.
Attachment D, REPORTS, is hereby amended to read:
(3) Quarterly Reports - For each county the Grantee serves, the following quarterly
report must be provided to the Department no later than the twenty-first (21st) of the month
following the end of the last month of the quarterly reporting period.
Li (a) LIHEAP QUARTERLY PROGRAM REPORT
(4j* Co � (b) LIHEAP ASSISTED HOUSEHOLD AND APPLICANT HOUSEHOLD
REPORT
.4 � b M i
0 'e"
_ � Attachment A:
1 , �., r
a Budget Changes
\ A
�
ti; Attachment A:
� Work Plan Changes
.6•44 All other provisions of the contract not in conflict with this modification remain in full force and
ATTEST. DANNY L IQOLHAGE CLERK effect.
IN.21,4EPA,02,A
GRANTEE
STATE OF FLORIDA
csiLt jeyrd_. DEPARTMENT OF COMMUNITY AFFAIRS ....f_
By
APPROVED AS TO FORM ICUID"L., Rosa M. Morgan, Chief
A = LEGAL , /'�I = � FF �j�� Name and Title) Bureau of Community Assistance
ROBERT N. '%'E Date: `2 /I i/9 Date:
DATE aulP
29- Apr -96
- LIHEAP ALLOCATIONS 5/1/96
' SUBGRANTEE ALLOCATION Original MOD
AMOUNT ALLOCATION ONE
Agricultural and Labor Program, Inc., The 381,596 298,238 83,358
Bay County Council on Aging 152,069 121,464 30,605
Brevard County BCC 203,269 149,892 53,377 '
Broward County Human Services Division 537,584 380,800 156,784'
Capital Area Community Action Agency. Inc. 636,498 551,863 84,635-
Central Florida Community Action Agency 531,420 416,830 114,590
Charlotte County BCC 58,815 47,010 11,805:
Citrus County BCC 81,981 65,332 16,649
City of Sanford 142,199 107,315 34,884
Community Action Program Committee 281,416 211,642 69,774
Dade County BCC Community Action Agency 1,312,442 921,019 391,423.
Economic Opportunity Council of Indian River 77,457 62,178 15,279'
Hillsbrough County Community Action Agenc 568,733 404,688 164,045.
Jackson County BCC 98,096 83,835 14,261
Lake Community Action Agency 119,396 91,417 27,979.
Lee County BCC 178,412 130,390 48,022•
Manatee Opportunity Council, Inc 123,691 94,411 29,280
Mid Florida Community Services, Inc. 289,124 226,102 63,022•
Monroe County Department of Social Services 68,201 53,554 14,647 -
Northeast Florida Community Action Agency 805,003 623,011 181,992•
Okaloosa County Council on Aging 129,819 105,951 23,868
Orange County 491,804 359,230 132,574
Palm Beach County BCC 413,365 294,197 119,168
Pinellas County Urban League 412,866 296,019 116,847
Polk County Opportunity Council 541,215 418,209 123,006
Putnam, Clay, Flagler Opportunity Council 275,686 238,534 37,152
Santa Rosa County Council on Aging 101,949 86,521 15,428
Sarasota County BCC 136,920 103,635 33,285
Suwannee River Economic Council 688,188 634,228 53,960
Tri- County Community Council, Inc. 223,611 202,229 21,382
Volusia County Council 254,280 185,456 68,824
Wakulia County BCC 62,931 59,318 3,613
LIHEAP WAP 15% 2,132,886 2,132,886
ELDER AFFAIRS 7% 995,347 824,089 171,258
DCA ADMIN 5% 710,962 710,962
TOTAL MF084 AWARDS 14,219,231 8,848,607 5,370,624
Page ____ of
Mod# i
ATTACHMENT A
} AMENDED LIHEAP GRANTEE BUDGET SUMMARY
GRANTEE:Nonroe Co , v t .. e of ..
CONTRACT NO: 96EA- 5F- 11 -54 -01 -019
REVENUE SOURCES (Round figures to nearest dollar):
LIHEAP: $ 63,201 (This total must agree with total on Line 1 below)
PREVIOUS AMENDED
BUDGETED BUDGETED
LIHEAP FUNDS LIHEAP FUNDS
1. LIHEAP FUNDS: '$ 53,554.00 $ 68.201
GRANTEE ADMINISTRATIVE FUNDS: 4 , (11 7 ____5.115
2. Salaries including Fringe - 3,917 [ , 915 __
3. Rent and Utilities
4. Travel 100 100
5. Other 100
6. SUBTOTAL (Lines 2 -5) 4,017 5 , 115
(Total cannot exceed 7.5% of Line 1)
OUTREACH EXPENSES: PREVIOUS BUDGETED AMENDED
LIHEAP FUNDS BUDGETED
LIHEAP FUNDS
7. Salaries including Fringe 7,231 9 , 143
8. Rent and Utilities •
9. Travel 200 200
10. Other 100
11. SUBTOTAL (Lines 7 -10) 7,431 9 , 463
(Total cannot exceed 15% of Line 1 minus Line 6)
GRANTEE PROGRAM EXPENSES: PREVIOUS BUDGETED AMENDED
LIHEAP FUNDS BUDGETED
LIHEAP FUNDS
12. Home Energy Assistance Payments 24.346 'I 6 , 5R0 •
13. Crisis Payments 16,918 15,678
14. WEATHER RELATED /SUPPLY SHORTAGE 842 1,365
** REQUIRED LINE ITEM **
(SEE NOTE BELOW)
15. SUBTOTAL (Lines 12 -14) 42,106 53,623
16. TOTAL (Line 6+11+15) 53,554 _ 68,201
** THIS LINE ITEM IS MANDATORY. THE AMENDED TOTAL MUST BE EQUAL TO AT LEAST 2%
OF THE TOTAL GRANT AMOUNT (LINE 1, COLUMN 3)
APPROVED BY:
(President of the Board) (Signature) (Date)
ATTESTED BY:
(Type Name) (Signature) (Date)
Page _ of
Mod # 1
ATTACHMENT A
AMENDED LIHEAP BUDGET DETAIL
NAME OF GRANTEE: Monroe County Board of Com*ni a s9 nnpre
LINE EXPENDITURE DETAIL LIHEAP FUNDS
ITEM
NO. Round up line item totals to dollars. Do not use cents or
decimals in totals.
2. Salaries including fringe 4,915
Salary $3,930
FICA 300
Ret 635
4. Travel 100
5. Operating (Other) 100
7. Salaries including fringe 7,326
Salary $7,326
FICA 560
Ret 1,277
• 9. Travel 200
10. Other- Operatin? Supplies 100.
12. Home Energ'r Assistance 36,537
13. Crisis Payments 15,678
14. Weather Related /Supply Shortage 1,265
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Contract Number: 96EA- 5F -11- 54 -01 -0
CFDA Number: 93.568
LOW INCOME HOME ENERGY ASSISTANCE PROGRAM 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 Monroe County Bnarr; of Cnrrr,; aai nnar
(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.
WHEREAS, the Department has authority pursuant under Section 409.508, Florida
Statutes to disburse the grant funds 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 identified in Attachment B.
(3) PERIOD OF AGREEMENT
This Agreement shall begin upon execution by both parties or April 1, 1996, whichever is
later, and shall end March 31, 1997, unless terminated earlier in accordance with the provisions
of paragraph (9) of this Agreement.
(4) MODIFICATION OF AGREEMENT
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 Agreement are set forth in Attachment B.
(5) RECORDKEEPING
(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.
1
(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, quarterly program reports, and a close -out report.
(b) Monthly reports are due and must be received by the Department no later
than the twenty -first (21st) of each month following the reporting month in which funds were
expended, and shall continue to be submitted each month until submission of the close -out
report.
(c) Quarterly reports are due and must be received by the Department no later
than the tweny -first (21st) of the month following the end of the last month of the quarterly
reporting period, and shall continue to be submitted each quarter until submission of the close-
out report.
(d) The close -out report is due 45 days after termination of this Agreement or
upon completion of the activities contained in this Agreement.
(e) If all required reports and copies, prescribed above, are not sent to the
Department or are not completed in a manner acceptable to the Department, the Department
may withhold further. payments until they are completed 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 20 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.
(f) Upon reasonable notice, the Grantee shall provide such additional
program updates or information as may be required or requested by the Department, including
supporting or source documentation for any reports identified above in this section.
2
(7) MONITORING
(a) The Grantee shall constantly monitor its performance under this Agreement
to ensure that time schedules are being met, the budget is being followed and the scope of
work is being accomplished within specified time periods, procedures are properly followed,
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 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, the 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, Florida Statutes, 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; however, 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
misleading in any respect, or if the Grantee shall fail to keep, observe or perform any of the
terms or covenants contained 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
obligations thereunder.
2. If any material adverse change shall occur in the financial condition of
the Grantee at any time during the term of this Agreement from the financial condition revealed
in any reports filed or to be filed with the Department, and the Grantee fails to cure said
material adverse change within thirty (30) days from the time the date written notice is sent by
the Department.
3. If any reports required by this Agreement have not been submitted to
the Department or have been submitted with incorrect, incomplete or insufficient information.
3
4. If the Grantee has failed to perform and complete 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 agreement as a
result of action by the Legislature, the Office of the Comptroller or the Office of Management
and Budgeting.
(b) Upon the happening of an event of default, the Department may, at its
option, upon written notice to the Grantee and upon the Grantee's failure to timely cure,
exercise any one or more of the following remedies, either concurrently or consecutively, and
the pursuit of any one of the following remedies shall not preclude the Department from
pursuing any other remedies contained herein or otherwise provided at law or in equity:
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 in the United States mail, first class mail, postage prepaid, by registered or certified
mail- return receipt requested, to the address set forth in paragraph (10) herein.
2. Commence an appropriate legal or equitable action to enforce
performance of this Agreement.
3. Withhold or suspend payment of all or any part of a request for
payment.
4. Exercise any corrective or remedial actions, to include but not be limited
to, requesting additional information from the Grantee to determine the reasons for or the
extent of non - compliance or lack of performance, issuing a written warning to advise that more
serious measures may be taken if the situation is not corrected, advising the Grantee to
suspend, discontinue or refrain from incurring costs for any activities in question or requiring
the Grantee to reimburse the Department for the amount of costs incurred for any items
determined to be ineligible.
5. Exercise any other rights or remedies that may be otherwise available
under law.
(c) The Department may terminate this Agreement for cause upon such
written notice as is reasonable under the circumstances. Cause shall include, but not be
limited to, misuse of funds; fraud; lack of compliance with applicable rules, laws and
regulations; failure to perform in a timely manner; and refusal by the Grantee to permit public
access to any document, paper, letter, or other material subject to disclosure under Chapter
119, Florida Statutes, as amended.
(d) Suspension or termination constitutes final Department action under
Chapter 120, Florida Statutes, 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, or 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.
4
(10) NOTICE AND CONTACT
(a) All notices provided under or pursuant to this Agreement shall be in
writing, either by hand delivery or first class, certified mail, return receipt requested, to the
representative identified below and said notification attached to the original of this Agreement.
(b) The Department contract manager responsible for this Agreement is:
Mr. Robert Lakin, Planning Manager
Bureau of Community Assistance
Division of Housing & Community Development
Department of Community Affairs
•
2740 Centerview Drive
Tallahassee, FL 32399 -2100
(c) The name and address of the representative of the Grantee responsible
for administration of this Agreement is:
Deanna S. Lloyd
Grants Manager
Pvhli� Servire Rldg_
5100 College Road
Key Wear, FT. 1.3r1 AQ
(d) In the event that different representatives are designated by either party
after execution of this Agreement, notice of the name, title and address of the new
representative will be rendered as provided in (10)(a) above.
(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.
(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 Grantee agrees to comply with the Americans With Disabilities Act
(Public Law 101 -336, 42 U.S.C. Section 12101 et sea,.), if applicable, which prohibits
discrimination by public and private entities on the basis of disability in the areas of
employment, public accommodations, transportation, State and local government services, and
in telecommunications.
5
(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) Florida Statutes, and enclose it with the Agreement documents. If
subcontractors 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.
(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, Florida Statutes, 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 and A -133 for the
purposes of auditing and monitoring the funds awarded under this Agreement. The funding for
this Agreement is received by the Department as a grant in 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 Agreement and grant revenue by sponsoring Grantee 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 the Inspector General
2740 Centerview Drive
Tallahassee, Florida 32399 -2100
(e) In the event the audit shows that the entire funds, or any portion thereof, was
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 Agreement 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.
6
(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, Florida Statutes. 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 the
Grantee or by the date the audit report is issued by the state Auditor General, whichever is
later.
(i) An audit performed by the state Auditor General shall be deemed to satisfy
the above audit requirements.
(13) SUBCONTRACTS •
If the Grantee subcontracts any or all of the work required under this Agreement,
a copy of the executed subcontract must be forwarded to the Department within thirty (30) days
after execution of this Agreement. The Grantee agrees to include in the subcontract that (i) the
subgrantee is bound by all applicable state and federal laws and regulations, and (ii) the
subcontractor shall hold the Department and Grantee harmless against all claims of whatever
nature arising out of the subgrantee's performance of work under this Agreement, to the extent
allowed and required by law.
(14) TERMS AND CONDITIONS
This Agreement contains all the terms and conditions agreed upon by the parties.
(15) 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
B. Incorporation of Laws, Rules, Regulations and Policies; Program
Income; Modifications; Other Provisions; Client Eligibility and Client
Records; Other Special Requirements; Bonding
C. Recordkeeping; Property Management and Procurement
D. Reports
E. Federal Lobbying Certification
F. Copyright, Patent and Trademark
G. Advance Request and Justification
H. 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 $ 53. 544.00 , subject to the availability of cash. The Grantee is authorized to
incur costs in an amount not to exceed $ 53,544.00 until the Department receives final
budget authority. Based on the final budget authority, the parties shall amend this Agreement
to increase or decrease the total allocation amount.
7
(b) Any advance payment (Attachment G) under this Agreement is subject to
s. 216.181(12), Florida Statutes. 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 Agreement term. For a federally funded Agreement,
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 G. Attachment G will specify the amount of advance payment
needed and provide an explanation of the necessity for and proposed use of these funds.
1. XX No advance payment is requested.
2. An advance payment of $ is requested.
Attachment G must be completed if an advance is requested.
(c) After the initial advance, if any, payment shall be made on a monthly
reimbursement basis. The Grantee agrees to expend funds in accordance with the Budget and
Scope of Work, Attachment A of this Agreement.
(d) Advanced funds may be temporarily invested by the Grantee in an insured
interest bearing account. Interest earned on advance funds shall be retained by the Grantee
and used in the program to provide assistance to eligible households in accordance with the
Omnibus Budget Reconciliation Act of 1990. All interest reinvested in the program shall reduce
the amount of the Agreement obligation from the Department by a like amount. Interest earned
shall be reflected on the monthly financial status report as earned income.
(e) Unexpended Funds: Funds which are not expended by the end of this
Agreement must be returned to the Department within 60 days. If these funds are not returned
within 60 days the Grantee agrees to return them with one percent interest per month.
(f) Obligation of Funds: Funds will be considered obligated if the Grantee has an
Agreement to purchase signed and dated before the end of the Agreement period. Benefit
funds will be considered obligated when the Grantee has a worksheet signed and dated
approving a household for payment.
(g) Budget Modification: Procedures for modifying the budget are detailed in
Attachment B of this Agreement.
(17) STANDARD 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, Florida Statutes 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 the
Agreement 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 postaudit thereof.
(d) If otherwise allowed under this Agreement, all bills for any travel expenses
shall be submitted in accordance with s. 112.061, Florida Statutes.
8
(e) The Department 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, Florida Statutes, and made or received by the Grantee in conjunction with
the Agreement.
(f) If the Grantee is allowed to temporarily invest any advances of funds under this
Agreement, any interest income shall either be returned to the Deparunent or be applied against the
Department's obligation to pay the contract amount.
(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 E for additional terms and provisions relating to lobbying.
This attachment must be signed by the person with signature authority for the Grantee.
(19) COPYRIGHT. PATENT AND TRADEMARK
If applicable to this Agreement, refer to Attachment F 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 H.
(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. Failure 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) Florida Statutes. 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 Agreement to be executed by their
undersigned officials as duly authorized.
STATE OF FLORIDA
SUBGRANTEE DEPARTMENT OF COMMUNITY AFFAIRS
Laty �TFA By
Shirley Freeman, Mayor Rosa M. Morgan, Chief
(Type Name and Title) Board,..45)'P Bureau of Community Assistance
Date o.3-.2-0- .• 'l�}t•�. Date
SEA L^'
.TTEST: NNY L. KOLHAGE, CLERK
Attest .04112.0.
_
.yn •.bp
59 AMn7L.9 �i��CGGHiV,f�� DEPUTY CLE APPROVED AS TO FORM •
Federal Identification Number " " " " " " A L S 7
R N. 0 E
9 DATE 3 _ _ G L i s ` Z '
•
LIHEAP
• ATTACHMENT A
BUDGET AND SCOPE OF WORK
A. BUDGET
The Budget, Budget Detail, Work Plan and Work Plan Summary are incorporated as
attached.
B. SCOPE OF WORK
The Grantee shall utilize the funds provided under this Agreement to:
(1) Conduct outreach activities designed to ensure that eligible households, especially
households with elderly individuals or handicapped individuals, or both, are made aware of the
assistance available under this Agreement.
(2) Coordinate services between programs for potential clients, living in the service area,
with the Departments' Weatherization Assistance Programs and County Cooperative Extension
Office's energy conservation information Department.
(3) Provide assistance to clients in completing state provided applications for assistance
and determining eligibility.
(4) Make home visits to home -bound clients for completion of the program application or
eligibility determination when other assistance such as by telephone is not adequate.
(5) Have Agreements with home energy vendors which benefit clients.
(6) Make LIHEAP payments based on a state - provided payment matrix.
(7) In most instances, make vendor payments directly to fuel providers or Grantees on
behalf of eligible clients.
(8) In instances where vendor Agreements cannot be negotiated, make payments directly
to clients in the form of a one or two party check.
(9) Determine the correct amount of each crisis benefit based on the minimum necessary
to resolve the crisis, but not more than the item limits or total limit set by the Department.
(10) Check LIHEAP records and Emergency Home Energy Assistance for the Elderly
Program (EHEAEP) records (for households with elderly members) to avoid duplicate crisis
assistance payments during the same heating or cooling season.
(11) Provide some form of assistance that will resolve the energy crisis, if such household is
eligible to receive such benefits, not later than 48 hours after a client applies for energy crisis
benefits.
(12) Provide some form of assistance that will resolve the energy crisis, if such household is
eligible to receive such benefits and is in a life- threatening situation, not later than 18 hours after a
client applies for energy crisis benefits.
(13) Resolve client - vendor differences.
(14) Provide fair hearings to clients upon request.
(15) The Grantee shall be responsible for notifying each participating household of the
amount of assistance paid on its behalf to home energy suppliers or the reason for no assistance
being paid.
10
ATTACHMENT A I'age .r of
FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS
LOW INCOME HOME ENERGY ASSISTANCE PROGRAM
CONTRACT PROPOSAL
FEDERAL FISCAL YEAR: Q(2_ CONTRACT PERIOD: Anril 1. 1996 TO March 31.1997
FOR DCA USE ONLY
DATE RECEIVED: CONTRACT NO:
REVISION(S) RCVD: \ GRANT TYPE: Low Income Home Energy Assisstance Program
DCA CONSULTANT:
GRANTEE CATEGORY: {X) Eligible entity { } Local Government
( ) Migrant/Seasonal Farmworkcr Organization
II. COUNTIES TO BE SERVED WITH THESE FUNDS: Monro
III. GENERAL ADMINISTRATIVE INFORMATION
a. Name of Grantee:: Monroe County Board of Commissioners
b. Address: Public Service Bldg., 5100 College Road
City: Key West _, Zip Code: 11040
TelepLme: 303 297 -4474 County: Mnnro
Fax: (doe 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: Shirlpy Frepman
rifle: Mayor, Board of County Commissioners
e. Official to Receive State Warrant:
Name: Deanna S. Lloyd
Title: Monroe County Grants Manager
Mailing Address: Public Service Bldg., 5100 College Road
Key Nest , FL Zip Coder 3 u
f. Contact Person:
Name: rearm c Li o.,d
Title: Monroe County Grants Manager
Mailing Address: same as above
, FL Zip Code:
Telephone: ( )
Fax: l )
g. Person(s) authorized to sign fiscal reports: Deanna S. Lloyd
James L. Roberts
h.. Federal Identification Number: 59 6000749
III. SUBGRANTEE INFORMATION
These funds will be transferred to: CX} No Subgrantees
{ ) _ SUBGRANTEE(s) as follows:
Name and address of subgrantee(s) Contact rerson and Telephone Number:
r db� oL
ATTACHMENT A
LIHEAP BUDGET
GRANTEE: Monroe County Board of Commissioners
CONTRACT #: 96EA 5F - 11 - - - 019
REVENUE SOURCES (Round figures to nearest dollar.)
1. LIHEAP: $ 53.554.00
LIHEAP FUNDED PROGRAMS ONLY
GRANTEE ADMINISTRATION EXPENSES:
LIHEAP FUNDS
2. Salaries including fringe
$ 3917,00
3. Rent and Utilities
4. Travel 100,00
5. Other
6. SUBTOTAL (lines 2 -5) $ 4017.00
(not to exceed 7.5% of line 1) •
OUTREACH EXPENSES:
7. Salaries including fringe $ 7231.00
8. Rent and Utilities
9. Travel 200.00
10. Other
11. SUBTOTAL (lines 7 - 10).
(not to exceed 15% of S 7431.00
line 1 minus line 6)
GRANTEE PROGRAM EXPENSES:
12. Home energy assistance payments $24346.00
13. Crisis Payments 16918.00
14. Weather Related /Supply Shortage 842.00
15. SUBTOTAL (lines 12 - -14). $42107.00
16. TOTAL $53554.00
aub, v.
ATTACHMENT A
LIHEAP BUDGET DETAIL
NAME OF GRANTEE: Monroe County Board of Commissioners
LINE EXPENDITURE DETAILS
ITEM Round up line item totals to dollars. LIHEAP
NO. Do not use cents and decimals in totals. FUNDS
2. Salaries including fringe $ 3,917.00
Salary $3,126.00
FICA 239.00
Ret 906.00
4. Travel 100.00
7. Salaries including fringe 7,2.31.00
Salary $5,771.00
FICA 441.00
Ret 1019.00
9. Travel 200.00
12. Home Energy Assistance 24,346.00
13. Crisis Payments 16,918.00
14. Weather Related /Supply Shortage 842.00
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LIHEAP
ATTACHMENT B
INCORPORATION OF LAWS. RULES. REGULATIONS AND POLICIES
PROGRAM INCOME
MODIFICATIONS
OTHER PROVISIONS
'CLIENT ELIGIBILITY AND CLIENT RECORDS
OTHER SPECIAL REQUIREMENTS
BONDING
A. INCORPORATION OF LAWS. RULES. REGULATIONS AND POLICIES
The applicable documents governing service provision regulation are the Omnibus Budget
Reconciliation Act of 1981, Title XXVI Low Income Home Energy Assistance; Administrative Rule
Chapter 9B -59, Florida Administrative Code; and the LIHEAP Manual.
B. PROGRAM INCOME
Except as provided for advance payments in paragraph (16)(d) 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. The amount of program income and its disposition must
be reported in the final close- out-report.
C. MODIFICATIONS
(1) 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.
(2) The Department shall not be obligated to reimburse the Grantee for outlays in
excess of the funded amount of this Agreement unless and until the Department officially approves
such expenditures by executing a written modification to the original contractual agreement.
(3) Al requests for modifications in excess of twenty percent (20 %) of the line item
or the total budget must be submitted to the Department for written approval thirty (30) days prior
to the anticipated implementation date. Failure to meet this time frame may result in
reimbursement delays. The Grantee must use a LIHEAP modification package, provided by the
Department, which includes amended budget, budget detail, work plan and work plan summary.
(5) The Grantee may transfer up to twenty percent (20 %) of the total of any line item
to any other line item, without approval from the Department, as long as the receiving line item is
not over the maximum allowed. This transfer must be indicated in the monthly financial status
report for the month in which the transfer occurred. The Grantee may transfer any and all of the
administration and outreach line items to any client benefit category without additional written
11
authorization from the Department. Only unobligated funds may be transferred from one line item,
to another line item. Any other transfer must be first approved in writing by the Department.
(6) For the purpose of transferring funds between line items, the following are
•
considered line items; administration, outreach, home energy assistance, crisis assistance, and
weather related supply shortage.
D. OTHER PROVISIONS
(1) The Grantee must budget between six (6) and twenty -five (25) percent of the
total Agreement amount for Crisis Assistance. Two (2) percent of the total Agreement funds must,
by federal law, be held in the weather related or supply shortage emergency program category,
until March 15 of each program year for a possible disaster. These funds will be used during state
or federal emergencies declared by the governor or president. In the event of an emergency
being officially declared and the Grantee or the Department finds that the two percent will not be a •
•
sufficient amount to meet the emergency, the Grantee may, if needed to meet the emergency,
draw on other Agreement categories up to 15% of the total Agreement without additional written
authorization. After March 15, if no such emergency has been declared, the Grantee will allocate
these funds to the crisis or the home energy category of the program without additional written •
authorization from the Department.
(2) In addition to the audit and record keeping requirements contained in Section
(12) of this Agreement, the books, records, and documents required under this Agreement must
also be available for copying and mechanical reproduction on or off the premises of the Grantee.
(3) If the U.S. Department of Health and Human Services initiates a hearing
regarding the expenditure of funds provided under this Agreement, the Grantee shall cooperate
with, and upon written request, participate with the Department in the hearing.
(4) The Department shall furnish a payment level matrix for each of the three
climatic zones within the state that will be used by the Grantee determining payment levels.
(5) The Grantee shall ensure that the home energy supplier will charge the eligible
household, in the normal billing process, the difference between the actual cost of the home
energy and the amount of the payment made by the Grantee.
(6) The Grantee shall ensure that the home energy supplier will provide assurances
that any Agreement entered into with a home energy supplier will contain provisions to assure that
no household receiving assistance will be treated adversely because of such assistance under
applicable provisions of state law or public regulatory requirements.
(7) The Grantee shall ensure that any home energy supplier receiving direct
payments agrees not to discriminate, either in the cost of goods supplied or the services provided,
against the eligible household on whose behalf payments are made.
(8) The Grantee shall ensure that only heating and cooiing related elements of a fuel
bill are eligible for payment. In no instance may water and sewage charges be paid except if
required by the vendor under the crisis category to meet the requirement of solving the crisis.
Vendors must be made aware that those charges are the responsibility of the client.
(9) The Grantee shall make vendors aware that when the benefit amount to the
client does not pay for the complete charges owed by a client, that the client is responsible for the
remaining amount owed.
(10) The Grantee shall be responsible for entering into written Agreements with
home energy suppliers containing all of the above requirements.
(11) The Grantee shall agree to treat owners and renters equitably under this
Agreement.
12
•
(12) The Grantee shall make written provisions to provide an opportunity for a fair
administrative hearing to individuals whose claim for assistance are denied or are not acted upon '
with reasonable promptness. Such provisions must be posted in a prominent place within the
office where it is on view for all applicants.
(13) Funds under this Agreement may not be used for the purchase of land, or the
purchase, construction, or permanent improvement of any building or other facility.
(14) All records, correspondence, employee timesheets, board minutes, board
meeting notices and other documents related to LIHEAP funded activities shall be available for
public inspection during normal business hours.
E. CLIENT ELIGIBILITY REQUIREMENTS
The local service Grantees will be responsible for determining the eligibility of the
clients applying for the LIHEAP program and its crisis components
Client eligibility is based on nine factors. They are as follows:
(1) The client must reside in a Florida county covered by the Grantee's Agreement
where and when application is made as indicated by the address given and the date stamped on
the application.
(2) The client must complete an application and return all required information and
verification to the Grantee while funds remain available.
(3) The client must provide a fuel bill for home energy or provide other
documentation proving an obligation to pay for home heating and /or cooling costs. •
(4) The client must have a total household income (less exceptions) of not more
than 125% of the OMB federal poverty level for their household's size.
(5) The client must have a verifiable home energy crisis (crisis components only). •
(6) The crisis client's household must not have liquid assets that total or exceed the
amount needed to resolve the crisis.
(7) The client must not live in government subsidized housing projects where home
heating and cooling costs are totally included in their rent and they have no obligation to pay any
portion of the home heating and cooling costs.
(8) The client must not reside in a group living facility or a home where the cost of
residency is at least partially paid through any foster care or residential program administered by
the state.
(9) The client must not be a student living in a dormitory.
F. OTHER SPECIAL REQUIREMENTS
(1) The Grantee shall ensure that no person shall be excluded from participation in
any activity of the program on the grounds of race, color, national origin, sex or age, and such
person shall not be subjected to discrimination under any activity funded in whole or in part with
these funds.
(2) The Grantee will define what criteria and verification will be used in its local area
to determine if a household is in danger of losing heating or cooling energy.
(3) The Grantee will take applications when it has a signed Agreement, advance
funding and adequate training, and continue taking applications until the Agreement expires, funds
run out, or a break is needed to allow staff time to process applications already received.
13
(4) The Grantee will not charge applicants a fee to provide these benefits.
(5) The Grantee will furnish supervision of all staff members assigned
responsibilities for these programs, especially new and temporary employees.
(6) The Grantee will be in a location and operate during hours available to clients.
(7) The Grantee will refund, with non - federal funds, to the Department all funds
incorrectly paid to clients that cannot be collected from the client.
(8) The Grantee will have its trainers attend training sessions, not to exceed three
days, as scheduled by the Department to cover LIHEAP policies and procedures.
(9) The Grantee will furnish training for all staff members assigned responsibilities
for the program.
(10) The Grantee will add information such as the Grantee's name, address, and
times of operation to the forms provided by the Department or similar Grantee - developed forms
and duplicate as needed.
G. _B ONDING
The Grantee agrees to furnish an insurance bond from a responsible commercial
surety company to cover all officers, employees and agents of the Grantee authorized to handle
funds received or disbursed under this Agreement. The bond shall be in an amount
commensurate with the funds handled, the degree of risk as determined by the surety company,
and consistent with good business practice.
14
LIHEAP
ATTACHMENT C
RECORDKEEPING
PROPERTY MANAGEMENT AND PROCUREMENT
A. RECORDKEEPING
(1) 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.
(2) 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:
(a) 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.
(b) 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.
(c) Records relating to real property acquisition shall be retained for three
years after closing of title.
(3) 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.
(4) 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.
B. PROPERTY MANAGEMENT AND PROCUREMENT
(1) All such property purchased under this Agreement shall be inventoried annually
and an inventory report shall be submitted to the Department as part of the close -out report.
(2) All property purchased under this Agreement shall be listed on the property
records of the Grantee. Said listing shall include a description of the property, model number,
manufacturer's serial number, funding source, information needed to calculate the federal and /or
state share, date of acquisition, unit cost, property inventory number and information on the
location, use and condition, transfer, replacement or disposition of the property.
(3) Title (Ownership) to all nonexpendable property acquired with funds from this
Agreement shall be vested in the Department upon completion or termination of the Agreement.
15
LIHEAP
•
ATTACHMENT D
REPORTS
REPORTS
(1) Annual reports - Within 45 days after the end of the contract/program the Grantee shall
submit a LIHEAP Close -out Report, consisting of the following:
(a) LIHEAP FINAL FINANCIAL REPORT
(b) LIHEAP FINAL PROGRAM REPORT
(2) Monthly reports - The following monthly report must be provided to the Department by
no later than the twenty -first (21st) of each month following the end of the reporting month in which
funds were expended:
(a) LIHEAP MONTHLY FINANCIAL STATUS REPORT
(3) Quarterly Reports - For each county the Grantee serves, the following quarterly report
must be provided to the Department by no later than the twenty -first (21st) of the month following
the end of the last month of the quarterly reporting period:
(a) LIHEAP QUARTERLY PROGRAM REPORT
The reports shall be submitted to:
Mr. Robert Lakin, Planning Manager
Bureau of Community Assistance
Department of Community Affairs
2740 Centerview Drive
Tallahassee, Florida 32399 -2100
•
•
16 •
ATTACHMENT D
DUE ON THE 20TH OF THE MONTH
FOLLOWING THE REPORT PERIOD
LIHEAP MONTHLY FINANCIAL STATUS REPORT
SUBGRANTEE:
EXPENDITURES FOR THE MONTH OF: CONTRACT #:
EXPENDIT"LJRES •
BUDGET CURRENT TOTAL (A -C)
ALLOCATION MONTH TO DATE BALANCE
CATEGORIES A B C D
PROVIDER
ADMINISTRATION
OUTREACH
HOME ENERGY
ASSIST. BENEFITS
CRISIS BENEFITS
WEATHER RELATED •
SUPPLY SHORTAGE
TOTALS
CASH POSITION
Total requested from DCA: $
Interest income: $
Less: Total disbursed by provider: $
Cash on hand: $
Reimbursement request: $
SUBGRANTEE'S OFFICER: TITLE: DATE: DEPARTMENT REVIEWER: DATE:
ATTACHMENT D
DUE ON THE 20TH OF THE MONTH
FOLLONING THE REPORT PER10D
LIHEAP QUARTERLY PROGRAM REPORT
SUBGRANTEE: * *COUNTY:
FOR QUARTER ENDING: CONTRACT NUMBER:
TOTAL NUMBER OF HOUSEHOLDS HOME
ASSISTED IN EACH INCOME LEVEL: ENERGY CRISIS DISASTER
UNDER $2,000
—
$2,000 - $3,999
$4,000 - $5,999
$6,000 - $7,999
$8,000 - $9,999
$10,000 - $11,999
$12,000 - $14,999
i •
$15,000 AND OVER
r TOTAL NUMBER OF HOUSEHOLDS HOME T -1
ASSISTED WITH AT LEAST ONE: ENERGY I CRISIS DISASTER
ELDERLY MEMBER
HANDICAPPED MEMBER
TOTAL NUMBER OF HOUSEHOLDS ASSISTED HOME
BY FUEL TYPE USED MOST FOR HEATING: ENERGY CRISIS DISASTER
NATURAL GAS
LIQUID PROPANE
ELECTRIC
FUEL OIL OR KEROSENE
WOOD OR OTHER •
TOTAL NUMBER OF HOUSEHOLDS: HOME
ENERGY CRISIS DISASTER
SUBGRANTEE'S SIGNATURE: TITLE: DATE: DEPARTMENT REVIEWER: DATE:
** A Quarterly Program Report must be completed for each county served.
ATTACHMENT D
DUE 60 DAYS AFTER THE END
OF THE LIHEAP PROGRAM
LIHEAP FINAL FINANCIAL STATUS REPORT
GRANTEE: CONTRACT #:
CONTRACT START DATE: CONTRACT END DATE:
SUMMARY OF DISBURSEMENTS
A. ADMINISTRATION:
B. OUTREACH: $
C. BENEFITS TO CLIENTS
Home energy assistance - winter $
Home energy assistance - summer $
Crisis - winter $
Crisis - summer $
Weather Related /Supply Shortage $
Total benefits to applicants $
D. TOTAL AUTHORIZED ACCRUALS $
E. TOTAL SPENT (A + B + C + D) $
EQUIPMENT INVENTORY (Cost over $500)
DATE OF COST (SERIAL SUBGRANTEE' LOCATION
DESCRIPTION PURCHASE OF EQUIPMENT NUMBER I.D. OF EQUIPMENT
FINAL CASH POSITION
A. Total received from the department: $
B. Total disbursed by provider: $
(authorized expenditures and accruals)
C. Balance (A -B) $
D. Interest earned: $
E. Cash on hand: (C + D) * $
* The unspent amount above must be returned to the state office. Attach
check payable to DCA LIHEAP. Also attach the LIHEAP FINAL PROGRESS
REPORT for each county you serve.
GRANTEE'S SIGNATURE: TITLE: DATE: DEPARTMENT REVIEWER: DATE:
•
ATTACHMENT D
• DUE 60 DAYS AF1ER THE END
Of THE LIHEAP PROGRAM
LIHEAP FINAL PROGRAM REPORT
(Submit a separate report for each county served)
SUBGRANTEE: COUNTY:
STATISTICS FOR THE YEAR: CONTRACT ##:
TOTAL NUMBER OF HOUSEHOLDS HOME ENERGY CRISIS
;ASSISTED IN EACH INCOME LEVEL: HEATING COOLING HEATING COOLING
UNDER $2,000
$2,000 - $3,999
$4,000 - $5,999
$6,000 - $7,999
$8,000 - $9,999
$10,000 - $11,999
$12,000 - $14,999
•
$15,000 AND OVER
TOTAL NUMBER OF HOUSEHOLDS HOME ENERGY CRISIS
ASSISTED WITH AT LEAST ONE: HEATING COOLING HEATING COOLING
ELDERLY MEMBER
HANDICAPPED MEMBER
--
TOTAL NUMBER OF HOUSEHOLDS ASSISTED HOME ENERGY CRISIS
BY FUEL TYPE USED MOST FOR HEATING: HEATINGICOOLINGiHEATING COOLING
NATURAL GAS
LIQUID PROPANE
ELECTRIC
FUEL OIL OR KEROSENE
WOOD OR OTHER
TOTAL NUMBER OF HOUSEHOLDS: HOME ENERGY CRISIS
HEATING COOLING HEATING COOLING
APPLICATIONS RECEIVED
APPROVED
SUBGRANTEE'S SIGNATURE: TITLE: DATE: DEPARTMENT REVIEWER: DATE:
CSBG ,
ATTACHMENT E '
FEDERAL LOBBYING PROHIBITIONS
The Grantee certifies, by its signature to this agreement, that to the best of his or her
knowledge and belief:
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 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
!n 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 required 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
Gran ee
CS . :1
{�� q.
,3 yss .1SEAL) :"
h ^ `?o wE r.= ;A•nESR,` DANNY L. KOLHAGE, CLERK
' ' y 'n , '„ � -C C APPROVED AS TO FO' •
DEPUTY CLE A. AL FICI
ASP/ 40491.4e0 '
ROBERT =WeLF-
DATE
•
17
•
LINEAR
ATTACHMENT F
COPYRIGHT. PATENT AND TRADEMARK
(a) 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.
(b) 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 ail 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 copyrightabie material are produced,
the Grantee shall notify the Department. Any and all copyrights accruing under or in connection
with the performance under this Agreement are hereby reserved to the State of Florida.
(c) 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 shall then, under ?araaraph (b), have the
right to all patents and copyrights which occur during performance of the Agreement.
•
•
•
18
•
LIHEAP
ATTACHMENT G
ADVANCE REQUEST AND JUSTIFICATION
Indicate if you are requesting an advance or if no advance is being requested by placing an X in
the appropriate brackets below. If you are requesting an advance, you must also complete the
calculation of the advance amount below. Whether requesting an advance or not, be sure to
complete the signature block at bottom.
•
[ ] ADVANCE REQUESTED
We are requesting an advance of $ for the operation of the first three
months of the program.
These funds are needed to pay staff, award benefits to clients, duplicate torms and purchase start
up supplies and equipment. We would not be able to operate the program without this advance.
Calculation of the advance amount:
Total Allocation $
Times 25% X .25
•
Requested Advance $ _
•
%S NO ADVANCE REQUESTED
✓�lCc I („
Authorized Signature Date
Monroe County Grants Manager
Title
Mnrlrna Cniint Board of f erg
Name of Agency
19
7
LIHEAP
ATTACHMENT H
STATEMENT OF ASSURANCES
A. 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.
B. interest of Members. Officers. or Employees 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 in 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. 112.9061, Florida Statutes.
C. Nepotism. The Grantee agrees to abide by the provisions of s. 122.3125, Florida
Statutes, pertaining to nepotism in their performance under this Agreement.
D. LIHEAP Assurances. The Grantee hereby assures and certifies as a condition of receipt of
Low Income Home Energy Assistance Program 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 LIHEAP funds, the Grantee assures and certifies that:
(1) 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.
(2) 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
management policies of the agency.
(3) The Grantee will permit and cooperate with Federal and State investigations
designed to evaluate compliance with the law.
(4) 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.
(5) 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.
(6) The Grantee will comply with section 680 of Public Law 97 -35, as amended, which
prohibits use of LIHEAP funds for purchase or improvement of land, or the purchase, construction,
or permanent improvement of any building or other facility.
(7) The LIHEAP application and all its attachments, including budget data, are true and
correct.
20
.
(8) The Grantee will prohibit any political activities in accordance with subsection (e) of
Section 675 (c) (6).
(9) 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.
(10) The Grantee will provide information to local media and agencies in contact with low
income individuals announcing the beginning of both the crisis program component and the
heating and cooling assistance program with information stating how, where, and when to apply,
as well as the benefits available and eligibility criteria.
(11) The Grantee will operate both program components in a manner that makes them
available to all potentially'eligible clients in their service area. •
(12) The Grantee will make home visits or telephone interviews when necessary,
particularly with the elderly and handicapped.
(13) The Grantee will determine the correct amount of the benefit payment for each
LIHEAP household based on a state - provided payment matrix and worksheet.
(14) The Grantee will determine the correct amount of the benefit payment for each crisis
household based on the minimum necessary to resolve the crisis but not more the maximum per
household and maximum per item set by the Department.
(15) The Grantee will distribute payments to vendors under vendor Agreements on behalf
of eligible households. Vendor payments shall be made directly to fuel providers by the Grantee
on behalf of eligible clients, unless the Grantee is unable to secure a vendor Agreement. In
instances where vendor Agreements cannot be negotiated, payments shall be made to the clients
in the form of a one or two party check.
(16) The Grantee will deny ineligible applicants within 30 days of receiving all requested
information.
(17) The Grantee will furnish applicants with a Notice of Approval or Notice of Denial.
(18) The Grantee will make home energy payments within 30 days of the date all
requested information is received.
(19) The Grantee will make payments on a "first come, first served" basis. This may be
established and verified by date stamping each LIHEAP application as it is received or by program
staff hand writing and initialing the date and time each application is received.
• 21
LIHEAP
ATTACHMENTI
SPECIAL CONDITIONS
(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.
•
22