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FY1995 11/23/1994 �.. pro. • ... 60UNT ; My • L f BOUNTY. F y � • i annp 1. it otIjage BRANCH OFFICE CLERK OF THE CIRCUIT COURT BRANCH OFFICE 3117 OVERSEAS HIGHWAY MONROE COUNTY 88820 OVERSEAS HIGHWAY MARATHON, FLORIDA 33050 500 WHITEHEAD STREET PLANTATION KEY, FLORIDA 33070 TEL. (305) 289 -6027 KEY WEST, FLORIDA 33040 TEL. (305) 852 -7145 TEL. (305) 292 -3550 MEMORANDUM TO: James Roberts County Administrator Attention: Management Services FROM: Ruth Ann Jantzen, Deputy Clerk 1•, , DATE: January 17, 1995 As you know, on November 23, 1994 the Board of County Commissioners granted approval and authorized execution of a contract between Monroe County and The American Red Cross, Lower Keys Branch, in the amount of $10,000.00. Enclosed please find a fully executed copy of the above named contract for return to your provider. If you have any questions regarding the above, please do not hesitate to contact this office. cc: County Attorney Finance File " AGREEMENT FU_ED ,+ ; G (;OF' This Agreement is made and entengoll ION this 2 day Z3 n of 11tlut-mi,LQA_ 1994 between the BOARD OF cavort COMMISSIONERS OF MONROE 11 CI _h r =: COUNTY, FLORIDA, hereinafter referr to a s iN " Board" or "County," and AMERICAN RED CROSS, LOWER KEYS BRANCH, hereinafter referred to as "Provider." WHEREAS, the Board and the Provider desire to enter into an agreement wherein the Board contracts for services from the Provider to provide direct services, i.e., disaster assistance and preparedness, emergency 'communications, information and referrals, and health and safety training to the citizens of Monroe County, Florida, and WHEREAS, the Board recognizes the public purpose to be met by an agreement for services to be rendered in fiscal year 1994 -95, now, therefore, IN CONSIDERATION of the mutual promises • and covenants contained herein, it is agreed as follows: 1. AMOUNT OF AGREEMENT. The Board, in consideration of the Provider substantially and satisfactorily performing and carrying out the duties of the Board as to rendering services to the citizens of Monroe County, Florida, in matters of health and education in regard to the care of the residents, shall pay to the Provider the sum of Ten Thousand Dollars ($10,000.00) for fiscal year 1994- 95. 2. TERM. This Agreement shall commence on October 1, 1994, and terminate September 30, 1995, unless earlier terminated pursuant to other provisions herein. 3. PAYMENT. Payment will be paid periodically, but no more frequently than monthly as hereinafter set forth. Reimbursement requests will be submitted to the Board via the Clerk's Finance Office. The County shall only reimburse, subject to the funded amounts below, those reimbursable expenses which are reviewed and approved as complying with Florida Statutes 112.061 and Attachment A - Expense Reimbursement Requirements. Evidence of payment by the Provider shall be in the form of a letter, summarizing the expenses, with supporting documentation attached. The letter should contain a certification statement as well as a notary stamp and signature. An example of a reimbursement request cover letter is included as Attachment B. After the Clerk of the Board examines and approves the request for reimbursement, the Board shall reimburse the Provider. However, the total of said reimbursement expense payments in the aggregate sum shall not exceed the total amount of $10,000.00 during the term of this agreement. 4. SCOPE OF SERVICES. The Provider, for the consideration named, covenants and agrees with the Board to substantially and satisfactorily perform and carry out the duties of the Board in providing direct services, i.e., disaster assistance, emergency communications, and health and safety training to meeting such needs of the citizens of Monroe County, Florida. 2 5. RECORDS. The Provider shall maintain appropriate records to insure a proper accounting of all funds and expenditures, and shall provide a clear financial audit trail to allow for full accountability of funds received from said Board. Access to these records shall be provided during weekdays, 8 a.m. to 5 p.m., upon request of the Board, the State of Florida, or authorized agents and representatives of the Board or State. The Provider shall be responsible for repayment of any and all audit exceptions which are identified by the Auditor General of the State of Florida, the Clerk of Court for Monroe County, an independent auditor, or their agents and representatives. In the event of an audit exception, the current fiscal year contract amount or subsequent fiscal year contract amounts shall be offset by the amount of the audit exception. In the event this agreement is not renewed or continued in subsequent years through new or amended contracts, the Provider shall be billed by the Board for the amount of the audit exception and the Provider shall promptly repay any audit exception. 6. INDEMNIFICATION AND HOLD HARMLESS. The Provider covenants and agrees to indemnify and hold harmless Monroe County Board of County Commissioners from any and all claims for bodily injury (including death), personal injury, and property damage (including property owned by Monroe County) and any other losses, damages, and expenses (including attomey's fees) which arise out of, in connection with, or by reason of services provided by the 3 Provider occasioned by the negligence, errors, or other wrongful act or omission of the Provider's employees, agents, or volunteers. 7. INDEPENDENT CONTRACTOR. At all and for all purposes hereunder, the Provider is an independent contractor and not an employee of the Board. No statement contained in this agreement shall be construed so as to find the Provider or any of its employees, contractors, servants or agents to be employees of the Board. 8. COMPLIANCE WITH LAW. In providing all services pursuant to this agreement, the Provider shall abide by all statutes, ordinances, rules and regulations pertaining to or regulating the provision of such services, including those now in effect and hereinafter adopted. Any violation of said statutes, ordinances, rules and regulations shall constitute a material breach of this agreement and shall entitle the Board to terminate this contract immediately upon delivery of written notice of termination to the Provider. 9. PROFESSIONAL RESPONSIBILITY AND LICENSING. The Provider shall assure that all professionals have current and appropriate professional licenses and professional liability insurance coverage. Funding by the Board is contingent upon retention of appropriate local, state and /or federal certification and /or licensure of the Provider's program and staff. 10. MODIFICATIONS AND AMENDMENTS. Any and all modifi- cations of the services and /or reimbursement of services shall be amended by an agreement amendment, which must be approved in writing by the Board. 4 11. NO ASSIGNMENT. The Provider shall not assign this agreement except in writing and with the prior written approval of the Board, which approval shall be subject to such conditions and provisions as the Board may deem necessary. This agreement shall be incorporated by reference into any assignment and any assignee shall comply with all of the provisions herein. Unless expressly provided for therein, such approval shall in no manner or event be deemed to impose any obligation upon the Board in addition to the total agreed upon reimbursement amount for the services of the Provider. 12. NON - DISCRIMINATION. The Provider shall not discriminate against any person on the basis race, creed, color, national origin, sex or sexual orientation, age, physical handicap, or any other characteristic or aspect which is not job - related in its recruiting, hiring, promoting, terminating or any other area affecting employment under this agreement. At all times, the Provider shall comply with all applicable laws and regulations with regard to employing the most qualified person(s) for positions under this agreement. The Provider shall not discriminate against any person on the basis of race, creed, color, national origin, sex or sexual orientation, age, physical handicap, financial status or any characteristic or aspect in its providing of services. 13. AUTHORIZED SIGNATURES. The signatory for the Provider below, certifies and warrants that: 5 (a) The Provider's name in this agreement is the full name as designated in its corporate charter, if a corporation, or the full name under which the Provider is authorized to do business in the State of Florida. (b) He or she is empowered to act and contract for the Provider; and (c) This agreement has been approved by the Board of Directors of the Provider if the Provider is a corporation. 14. NOTICE. Any notice required or permitted under this agreement shall be in writing and hand - delivered or mailed, postage pre -paid, by certified mail, return receipt requested, to the other party as follows: For Board: Louis LaTorre Monroe County Social Services Director Public Service Building 5100 College Road Key West, Florida 33040 and Monroe County Attorney 310 Fleming Street, upstairs Key West, Florida 33040 For Provider: Nancy Graham, Branch Manager American Red Cross, Lower Keys Branch Nation's Bank Building 3200 Flagler Avenue Key West, Florida 33040 15. CONSENT TO JURISDICTION. This agreement shall be construed by and governed under the laws of the State of Florida and venue for any action arising under this agreement shall be in Monroe County, Florida. 6 16. NON - WAIVER. Any waiver of any breach of covenants herein contained to be kept and performed by the Provider shall not be deemed or considered as a continuing waiver and shall not operate to bar or prevent the Board from declaring a forfeiture for any succeeding breach, either of the same conditions or covenants or otherwise. 17. AVAILABILITY OF FUNDS. If funds cannot be obtained or cannot be continued at a level sufficient to allow for continued reimbursement of expenditures for services specified herein, this agreement may be terminated immediately at the option of the Board by written notice of termination delivered to the Provider. The Board shall not be obligated to pay for any services or goods provided by the Provider after the Provider has received written notice of termination, unless otherwise required by law. 18. PURCHASE OF PROPERTY. All property, whether real or personal, purchased with funds provided under this agreement, shall become the property of Monroe County and shall be accounted for pursuant to statutory requirements. 19. ENTIRE AGREEMENT. This agreement constitutes the entire agreement of the parties hereto with respect to the subject matter hereof and supersedes any and all prior agreements with respect to such subject matter between the Provider and the Board. 7 IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed as of the day and year first written above. (SEAL) BOARD OF COUNTY COMMISSIONERS ATTEST: DANNY L. KOLHAGE, CLERK OF MONROE COUNTY, FLORIDA By: ",14.e.4)A..i,p/.4.t) By:De CI Mayor /Chairman AMERICAN RED CROSS, LOWER • n �cr KEYS BRANCH (Federal ID No. 7 00.- 70) t_. 46-- Wi ness Manager b /CONS /redcross.doc 8 . -- G OU NT ), 9 J 0 : 9 OJ Dannp i. Rotiage BRANCH OFFICE CLERK OF THE CIRCUIT COURT BRANCH OFFICE 3117 OVERSEAS HIGHWAY MONROE COUNTY 88820 OVERSEAS HIGHWAY MARATHON, FLORIDA 33050 500 WHITEHEAD STREET PLANTATION KEY, FLORIDA 33070 TEL. (305) 289 -6027 KEY WEST, FLORIDA 33040 TEL. (305) 852 -7145 TEL. (305) 292 -3550 Dear Human Service Organizations, In an effort to streamline the expense reimbursement process, please note the change of address for submitting your requests. Effective with your fiscal year 1995 contracts (October 1, 1994 thru September 30, 1995), all reimbursement requests should be mailed to: Clerk of the Court 500 Whitehead Street Key West, FL 33040 Attn: Finance Department You will also find several attachments to the contract. One is a document titled "Expense Reimbursement Requirements." This was prepared in an attempt to eliminate any confusion regarding required supporting documentation. A "prototype cover sheet" has been provided in an effort to assist you in packaging your request, as well as to facilitate the review process in our office. Please let me know if you want blank copies of the cover sheet for your reimbursement requests. Please contact me at 292 -3528 with any questions or comments regarding this change. Sincerely, UU Stephanie Griffiths Chief Accountant • ATTACHMENT A Expense Reimbursement Requirements This document is intended to provide "basic" guidelines to Human Service Organizations, county travellers, and contractual parties who have reimbursable expenses associated with Monroe County business. These guidelines, as they relate to travel, are interpreted from Florida Statute 112.061, which is attached for reference. A cover letter summarizing the major line items on the reimbursable expense request should also contain a certified statement such as: I certify that the attached expenses are accurate and in agreement with the records of this organization. Furthermore, these expenses are in compliance with this organization's contract with the Monroe County Board of County Commissioners. Invoices should be billed to the contracting agency. Third party payments will not be considered for reimbursement. Remember, the expense should be paid prior to requesting a reimbursement. Only current charges will be considered, no previous balances. Reimbursement requests will be monitored in accordance with the level of detail in the contract. This document should not be considered all- inclusive. The Clerk's Finance Department reserves the right to review reimbursement requests on an individual basis. Any questions regarding these guidelines should be directed to Stephanie Griffiths at 305- 292 -3528. Payroll: A certified statement verifying the accuracy and authenticity of the payroll expenses. If a Payroll Journal is provided, it should include: Payroll Journal dates employee name, salary, or hourly rate hours worked during the payroll journal dates withholdings where appropriate check number and check amount If a Payroll Journal is not provided the following must be listed: check number, date, payee, check amount support for applicable payroll taxes Original vendor invoices must be submitted for Worker's Compensation and liability insurance coverage. Telephone expenses: 1 A user log of pertinent information must be remitted: th party called, the caller, the telephone number, the date, and the purpose of the call must be identified. Telefax, fax, etc.: A fax log is required. The log must define the sender, the intended recipient, the date, the number called, and the reason for sending the fax. Supplies, services, etc.: For supplies or services ordered the County requires the original vendor invoice. Rents, leases, etc.: A copy of the rental agreement or lease is required. Deposits and advance payments will not be allowable expenses. Postage, overnight deliveries, courier, etc.: A log of all postage expenses as it relates to the County contract is required for reimbursement. For overnight or express deliveries, the original vendor invoice must be included. Reproductions, copies, etc.: A log of copy expenses as it relates to the County contract is required for reimbursement. The log must define the date, number of copies made, source document, purpose, and recipient. A reasonable fee for copy expenses will be allowable. For vendor services, the original vendor invoice is required and a sample of the finished product. Travel expenses: please refer to Florida Statute 112.061. Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel Expenses. Credit P card statements ements are not acceptable documentation for reimbursement. Airfare reimbursement requires original passenger receipt I uires the on portion of the airline ticket. A travel itinerary is appreciated to facilitate the audit trail. Auto rental reimbursement requires the original vendor invoice. Fuel purchases should be documented with original paid receipts. Original taxi receipts should be provided. However, rea a fares will be reimbursed without receipts. Taxis are not reimbursed if taken to arrive at a departure point: for example, taking a taxi from one's residence to the airport for a business trip is not reimbursable. Original toll receipts should be provided. However, reasonable tolls will be reimbursed without receipts. Parking is considered a reimbursable travel expense at the destination. Airport parking during a business trip is not. Lodging reimbursement requires a detail listing of charges. The original lodging invoice must be submitted. The County will only reimburse the actual room and related bed tax. Room service, movies, and personal telephone calls (see previous guidelines) are not allowable expenses. Per diem lodging expenses may apply. Again, refer to Florida Statute 112.061. Meal reimbursement is breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal guidelines are that travel must begin prior to 6 am for breakfast reimbursement, before noon and end after 2pm for lunch reimbursement, and before 6pm and end after 8 pm for dinner reimbursement. Mileage reimbursement is calculated at 20 cents per mile for personal auto mileage while on county business. Effective October 1, 1994, mileage will be reimbursed at 25 cents per mile. An odometer reading must be included on the state travel voucher for vicinity travel. A mileage map is attached for reference to allowable miles from various Florida destinations. Mileage is not allowed from a residence or office to a point of departure: for example, driving from one's home to the airport for a business trip is not a reimbursable expense. Data processing, PC time, etc.: The original vendor invoice is required for reimbursement. Intercompany allocations are not considered reimbursable expenditures unless appropriate payroll journals for the charging department (see Payroll above) are attached and certified. The following expenses are not allowable for reimbursement: penalties and fines non - sufficient check charges fundraising contributions capital outlay expenditures (unless specifically included in the contract) depreciation expenses (unless specifically included in the contract) SGRIFFITHS WP51 \PROCEDUR \EXP REIM ATTACHMENT B HUMAN SERVICE ORGANIZATION LETTERHEAD Monroe County Board of County Commissioners Finance Department 500 Whitehead Street Key West, Florida 33040 November 4, 1994 The following is a summary of the expenses for (Human Service Organization name) for the time period of to • Check # Payee Reason Amount 101 A Company rent $xxxx.xx 102 B Company utilities $xxxx.xx 103 D Company phones $xxxx.xx 104 Person A payroll $xxxx.xx 105 Person B payroll $xxxx.xx (A) Total $ xxxx.xx (B) Total prior payments $xxxx.xx (C) Total requested and paid (A + B) $xxxx.xx (D) Total contract amount $xxxx.xx Balance of contract (D - C) Sxxxx.x, I certify that the above checks have been submitted to the vendors as noted and that the expenses are accurate and in agreement with the records of this organization. Furthermore, these expenses are in compliance with this organization's contract with the Monroe County Board of County Commissioners and will not be submitted for reimbursement to any other funding source. Executive Director Attachments (supporting documentation) Sworn and subscribed before me this day of 199 . Notary Public Notary Stamp MILEAGE CHART KEY WEST TO: Bay Point 15 Big Coppitt 10 is Big Pine 31 Big Torch Key 29 Clearwater Beach 399 Coco Beach 350 Conch Key 55 Cudjoe Key 22 Dania 180 Daytona Beach 416 Duck Key 62 Ft. Lauderdale 183 Ft. Myers 275 Gainesville 476 Grassy Key 56 Hollywood 175 Homestead 127 Islamorada 83 Jacksonville 505 Key Colony Beach 53 Key Largo 101 Lakeland 365 . 1 Layton 70 Little Torch Key 28 Long Key 70 Lower Matecumbe Key 75 Marathon 48 Marathon Shores 53 Marco Island 221 Miami 155 Miami Beach 170 Middle Torch Key 26 Naples 236 Ocean Reef 118 Opa Locka 180 Orlando 378 Palm Beach 223 • Patin Beach Gardens 238 Panama City 702 Plantation Key S7 Ramrod Key 27 Rock Harbor 100 Stock Island 05 Sugarloaf Key 17 Summerland Key 24 is W. Summerland Key 31 Sunshine Key 39 Tallahassee 606 Tampa 391 Tavernier 92 Vacation Village 84 MARATHON TO: Big Pine Key 17 �} Conch Key 12 Islamorada 35 Key Largo S0 Long Key 22 Miami 110 Plantation Key 39 Summerland Key 24 Sunshine Key 09 Tavernier 45 BOOT KEY TO: LONG KEY TO: Long Key 20 Boot Key 20 Middle Torch 22 Cudjoe Key 47 HOMESTEAD TO: Homestead 61 Islamorada 16 Key West 127 Marathon 22 Plantation 42 Miami 109 Tavernier 35 Middle Torch 43 KEY LARGO TO: Plantation Key 20 Big Pine Key 70 MIAMII TO: Homestead 27 Islamorada 72 Islamorada 36 Key Largo 54 Long Key 40 Marathon 110 Marathon 50 Miami PLANTATION TO: 57 Big Pine 56 Ocean Reef 17 Duck Key 26 Plantation 14 Homestead 42 Key Largo 14 Key West 87 Layton 17 Marathon 39 Miami 67 Sunshine Key 48 ''