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11/20/2012 AgreementDANNY L. KOLHA GE CLERK OF THE CIRCUIT COURT DATE: December S, 2012 TO: Sheryl Graham, Director Monroe County Social Services ATTN: Kim Wilkes Wean Senior Grants Coordinator FROM: Pamela G. Hanca. C. At the November 20, 2012, Board of County Commissioners meeting, the Board granted approval and authorized execution of Item F3 the Florida Department of Children and Families Standard Grant Agreement #KPZ06, Emergency Shelter Grant f/k/a 2011 ESG/Prevention Grant Solicitation #LPZ06 between Monroe County Board of County Commissioners (Community Services/Social Services) and the State of Florida, Department of Children and Families. Enclosed are four duplicate originals of the above -mentioned, executed on behalf of Monroe County, for your handling. Please be sure to return the two originals - marked Monroe County Clerk's Office and Monroe County Finance Department. Should you have any questions please do not hesitate to contact this office. cc: County Attorney Finance File v' Monroe County Clerk's Office FLORIDA DEPARTMENT OF CHILDREN & FAMILIES STANDARD GRANT AGREEMENT This Agreement is entered into between the Florida Department of Children and Families, hereinafter referred to as the "Department" and Monroe County, hereinafter referred to as the "Recipient." I. THE RECIPIENT AGREES AS FOLLOWS: ORIGINAL A. Grant Agreement It will comply with the provisions of the Department's grant solicitation, LPZ06, and will perform all activities, terms, and conditions, described in the Recipient's proposal to the Department, both of which are incorporated herein by reference, unless otherwise specifically superseded by the provisions set forth in any attachments or exhibits to this agreement. A Project Summary of the Recipient's proposal which details project activities and performance measures is included as Attachment I. The Recipient agrees to comply with the provisions of the Department's Substantial Amendment, FY 2011 Consolidated Plan's Annual Action Plan, included as Attachment II and with its Policies and Procedures, the written standards approved by the Department's Office on Homelessness, included here as Attachment III. In addition, the Recipient shall administer the award under the Emergency Solutions Grant incompliance with the Interim Rules for the program issued by the U.S. Department of Housing and Urban Development dated December 5, 2011. B. State of Florida Law, Jurisdiction, and Venue This agreement is executed and entered into the State of Florida and shall be construed, performed, and entered in all respects in accordance with the Florida law including provisions for conflict of laws. Courts of competent jurisdiction in Florida shall have exclusive jurisdiction in any action regarding this agreement. Venue is the appropriate state court in Leon County, Florida. Pursuant to Executive Order 11 -02 signed on January 4, 2011, the Recipient will use the E- Verify system established by the U.S. Department of Homeland Security to verify the employment eligibility of its employees and the subcontractors' employees performing under this agreement. C. Federal Law and Prohibitions Against Lobbying If this agreement is funded by the use of federal funds the Recipient shall comply with any and all of the provisions of federal law and regulation including, but not limited to 45 CFR, Parts 74 and 92, the Clean Air Act and Federal Water Pollution Control Act as applicable, the Energy, Policy and Conservation Act (Public Law 94 -163) and any Executive Orders pertaining to the use of the grant funds. No federal funds may be used by the Recipient or its employees or agents for lobbying Congress of the Florida Legislature. The Recipient shall not employ unauthorized aliens. The Recipient shall comply with all laws, orders, and regulations pertaining to Equal Employment Opportunity. If applicable, the Recipient shall comply with the Pro - Children Act of 1994. D. Audits, Inspections, Investigations, Monitoring, Records, and Retention The Recipient shall maintain books, records, documents, and electronic storage media, hereinafter "records," sufficient to reflect all income and expenditures of funds provided by the Department under this agreement and to demonstrate the satisfactory performance of all activities required by this agreement. The Recipient shall maintain such records for a period not less than six (6) years after completion or termination of the agreement, unless a longer retention period is mandated by state or federal law or regulation. The Recipient shall make all records available for inspection by the Department, persons duly authorized by the Department, federal authorities, or law enforcement personnel upon demand. At no additional cost to the Department the Recipient shall make and supply such copies of records as may be necessary for investigations, audits, program reviews, and compliance determinations to any organization or person duly authorized to inspect the records. The Recipient shall comply with the requirements of Chapter 119, Florida Statutes. The Recipient shall fully cooperate with the Department's agreement monitoring activities and audit requirements (Attachment IV). E. Indemnification and Insurance To the extent permitted by Florida Law, the Recipient shall be fully liable for the actions of its agents, employees, partners, or subcontractors and shall fully indemnify, defend, and hold harmless the State and Customers, and their officers, agents, and employees, from suits, actions, damages, and costs of every name and description, including attorneys' fees, arising from or relating to any alleged act or omission by the Recipient, its agents, employees, partners, or subcontracts, provided, however, that the Recipient shall not indemnify for that portion of any loss or damages proximately caused by the negligent act or omission of the State or a Customer. The Recipient's obligations under the preceding paragraph with respect to any legal action is contingent upon the State or Customer giving the Recipient (1) written notice of any action or threatened action, (2) the opportunity to take over and settle or defend any such action at Recipient's sole expense, and (3) assistance in defending the action at Recipient's sole expense. The Recipient shall not be liable for any cost, expense, or compromise incurred or made by the State or Customer in any legal action without the Recipient's prior written consent, which shall not be unreasonably withheld. The Recipient's inability to evaluate liability or its evaluation of liability shall not excuse its duty to defend and indemnify after receipt of notice. Only an adjudication or judgment after the highest appeal is exhausted finding the department negligent shall excuse the Recipient of performance under this provision, in which case the State and Customers shall have no obligation to reimburse the Recipient for the cost of their defense. If the Recipient is an agency or subdivision of the State, its obligation to indemnify, defend and hold harmless the department under this Section 19 shall be to the extent permitted by law. The Recipient shall determine the type(s) and extent of liability insurance necessary to provide reasonable financial protection for the Recipient and any persons that may be served or affected by this agreement. The Recipient shall maintain such insurance at its own expense, and shall furnish a copy of the certificate of the existence of such insurance upon request Grant Agreement # KPZ06 by the Department. The Department reserves the right to require reasonable additional insurance at any time. F. Risk Prevention and Incident Reporting If the Recipient provides any services directly to clients, the Recipient shall comply with CFOP 215 -6 for establishing risk prevention and reporting any incident listed in CFOP 215 -6. The Recipient shall immediately report any knowledge or reasonable suspicion of abuse, neglect, or exploitation of a child, aged person, or disabled adult to the Florida Abuse Hotline at telephone number 1- 800- 96ABUSE. This requirement applies to both the Recipient and its employees. G. Confidentiality of Client Information The Recipient shall not use or disclose any information concerning any clients or persons served by occasion of this agreement for any purpose prohibited by state or federal law or regulations except with the prior written consent of a person legally empowered to give that consent or when authorized by law. H. Assignments and Subcontracts This contract is for the provision of financial assistance to the Recipient who may not assign the agreement, any portion of this agreement, the activities performed, or any payment. The Recipient may subcontract work relevant to the agreement only with the prior written consent of the Department. The Recipient is responsible for the performance of all actions, work, or duties regardless of whether such consent has been sought or granted. The State of Florida may assign or transfer, in whole or in part, its rights, duties, and obligations to another governmental entity of the State of Florida by giving written notice to the Recipient. Such transfer or assignment does not affect the Recipient's obligation to properly complete work and perform in accordance with the terms of this agreement. The Recipient shall include or cause to be included in subcontracts (at any tier) the substance of all clauses contained in this agreement that mention or describe subcontract compliance. I. Civil Rights Requirements The Recipient shall comply with all civil rights laws, regulations, and orders including, but not limited to, Title VI I of the Civil Rights Act of 1964, the Americans with Disabilities Act of 1990, the Florida Civil Rights Act of 1992, and 45 CFR Parts 80, 83, 84, 90, and 91. The Recipient shall not discriminate against any employee or applicant on the basis of race, color, gender, national origin, disability, age, or marital status. J. Independent Capacity of the Recipient The Recipient is an independent contractor. The Recipient shall act as an independent contractor and not as an officer or employee of the State of Florida. The Recipient shall not represent to others that it has the authority to bind the Department unless specifically authorized in writing to do so. The Recipient is not entitled to any benefits reserved for state officers, employees, or personnel, (e.g. leave, retirement, health care) or support services (e.g. office space, supplies, telephone service, clerical support). These provisions apply to the Recipient, its employees, subcontractors, and assigns. K. Sponsorship and Publicity The Recipient shall provide appropriate recognition of the role state funds play in publicizing or advertising any program or activities supported by the grant funds. Sponsorship material shall state "Sponsored by (Recipient's name) and the State of Florida Department of Children and Families." The Department's name shall appear in the same size and type letters as that of the Recipient. The Recipient shall not convey, represent, or claim that it is approved or endorsed by the State of Florida or the Department, nor shall it permit others, on its behalf, to do so, whether directly or indirectly. The Recipient is not entitled to use the state's name or mark for any purpose without obtaining prior written consent in each separate instance. L. Gratuities The Recipient shall not offer or provide any gift to any Department employee or officer of the State of Florida throughout the period of this agreement and for two years thereafter. The Recipient shall ensure that its employees and subcontractors, if any, comply with this prohibition. M. Patents, Copyrights, and Royalties If any patent arises or is developed, in whole or in part, as the result of the funds awarded by this agreement, the Recipient agrees that it will refer the patent to the Florida Department of State to determine whether patent protection will be sought in the state or federal government's name. All copyrighted materials produced or arising as a result of the funds awarded by this agreement are hereby reserved to the State of Florida or federal government and shall be referred to the Department of State. The Recipient shall fully indemnify, defend, and hold harmless the State and Customers from any suits, actions, damages, and costs of every name and description, including attorneys' fees, arising from or relating to violation or infringement of a trademark, copyright, patent, trade secret or intellectual property right, provided, however, that the foregoing obligation shall not apply to a Customer's misuse or modification of Recipient's products or a Customer's operation or use of Recipient's products in a manner not contemplated by the Contract or the purchase order. If any product is the subject of an infringement suit, or in the Recipient's opinion is likely to become the subject of such a suit, the Recipient may at its sole expense procure for the Customer the right to continue using the product or to modify it to become non - infringing. If the Recipient is not reasonably able to modify or otherwise secure the Customer the right to continue using the product, the Recipient shall remove the product and refund the Customer the amounts paid in excess of a reasonable rental for past use. The customer shall not be liable for any royalties. Grant Agreement # KPZ06 N. Information Security Obligations The Recipient shall designate an appropriately skilled individual to act as its Data Security Officer who shall act as a liaison to the Department's security staff and who will establish and maintain an appropriate level of security for all data related to this agreement collected or obtained by the Recipient. The Recipient shall provide necessary data security training to its employees and affiliates. Recipient employees who have access to departmental information shall comply with CFOP 50 -2 and shall sign the security agreement forms described therein. O. Health Insurance Portability and Accountability Act The Recipient shall, where applicable, comply with the Health Insurance Portability and Accountability Act (42 U.S.C. 1320d) as well as all regulations promulgated pursuant to the act (45 CFR Parts 160, 162, and 164). P. Emergency Preparedness If the Recipient provides any services directly to clients, the Recipient shall develop and submit to the Department an emergency preparedness plan not later than 30 days after execution of this agreement and updated plans shall be submitted at least annually thereafter. The Department agrees to respond in writing within 30 days of receipt of the plan accepting, rejecting, or requesting modifications. The emergency preparedness plan shall, if implemented, enable the Recipient to continue functioning, assure the safety and well -being of clients served, and ensure that the Department is fully informed at all times. Q. Whistleblower's Act Requirements In accordance with section 112.3187(2), Florida Statutes (F.S.), agencies or independent contractors shall not retaliate against an employee for reporting violations of law to an appropriate agency that creates substantial and specific danger to the public's health, safety, or welfare. Furthermore, agencies or independent contractors shall not retaliate against any person who discloses information to an appropriate agency alleging improper use of governmental office, gross waste of funds, or any other abuse or gross neglect of duty on the part of an agency, public officer, or employee. Employees and persons may file with the Office of Chief Inspector General, Agency Inspector General, the Florida Commission on Human Relations or the Whistle- blower's Hotline number at 1- 800 - 543 -5353. R. Support to the Deaf or Hard -of- Hearing (1) The provider and its partners, subcontractors, and agents shall comply with section 504 of the Rehabilitation Act of 1973, 29 U.S.C. 794, as implemented by 45 C.F.R. Part 84 (hereinafter referred to as Section 504), the Americans with Disabilities Act of 1990, 42 U.S.C. 12131, as implemented by 28 C.F.R. Part 35 (hereinafter referred to as ADA), and the Children and Families Operating Instruction (CFOP) 60 -10, Chapter 4, entitled "Auxiliary Aids and Services Persons with Hearing Impairment." (2) The provider shall, if the provider or any of its partners, subcontractors, or agents employs 15 or more employees, designate a Single- Point -of- Contact (one per firm) to ensure effective communication with deaf or hard -of- hearing customers or companions in accordance with Section 504, the ADA, and CFOP 60 -10, Chapter 4. The name and contact information for the provider's Single- Point -of- Contact shall be furnished to the department's Grant or Contract Manager within 14 calendar days of the effective date of this requirement. (3) The provider shall, within 30 days of the effective date of this requirement, contractually require that its partners, subcontractors and agents comply with section 504, the ADA, and CFOP 60 -10, Chapter 4. A Single- Point -of- Contact shall be required for each partner, subcontractor or agent that employs 15 or more employees. This Single- Point -of- Contact will ensure effective communication with deaf or hard -of- hearing customers or companions in accordance with Section 504 and the ADA and coordinate activities and reports with the provider's Single- Point -of- Contact. (4) The Single- Point -of- Contact shall ensure that employees are aware of the requirements, roles & responsibilities, and contact points associated with compliance with Section 504, the ADA, and CFOP 60 -10, Chapter 4. Further, employees of providers, its partners, subcontractors, and agents with 15 or more employees shall attest in writing that they are familiar with the requirements of Section 504, the ADA, and CFOP 60 -10, Chapter 4. This attestation shall be maintained in the employee's personnel file. (5) The provider's Single- Point -of- Contact will ensure that conspicuous Notices which provide information about the availability of appropriate auxiliary aids and services at no -cost to the deaf or hard -of- hearing customers or companions are posted near where people enter or are admitted within the agent locations. Such Notices must be posted immediately, but not later than March 12, 2010, with respect to current providers (partners, subcontractors, and agents). The approved Notice can be downloaded through the Internet at: http: / /www.dcf. state. fl .us /admin /ig /civilrights.shtmi. (6) The provider and its partners, subcontractors, and agents shall document the customer's or companion's preferred method of communication and any requested auxiliary aids /services provided in the customer's record. Documentation, with supporting justification, must also be made if any request was not honored. The provider shall submit Compliance Reports monthly, not later than the 5` business day following the reporting month, to the department's Grant or Contract Manager. The provider shall distribute Customer Feedback forms to customers or companions, and provide assistance in completing the forms as requested by the customer or companion. (7) If customers or companions are referred to other agencies, the provider must ensure that the receiving agency is notified of the customer's or companion's preferred method of communication and any auxiliary aids /service needs. Grant Agreement # KPZ06 II. THE DEPARTMENT AND THE RECIPIENT AGREE AS FOLLOWS: A. Grant Amount, Funds Disbursement, and Compliance with State Comptroller Requirements (1) The Department shall provide financial assistance to the Recipient in an amount not to exceed $100,000.00, in accordance with the deliverables indicated in the Recipient's Project Summary, Attachment I. The State of Florida's obligation to pay this amount is contingent upon an annual appropriation by the Legislature and the availability of funds. The Department shall reimburse the Recipient on the basis of monthly requests for payment submitted to the grant manager using Attachment V, Request for Reimbursement. The Recipient shall provide records to the Department evidencing that all funds provided by this agreement have been used for the purposes, and in the amounts, described in the Recipient's proposed budget. The Recipient shall vary from the Budget, Attachment VI, only with the prior written consent of the Department which must be obtained in each separate instance. Upon change of representatives (names, addresses, telephone numbers and e- mail addresses) by either party, notice shall be provided in writing to the other party and the notification attached to the originals of this agreement. The Recipient shall promptly return to the Department any overpayments due to unearned funds, disallowed or ineligible expenditures, or accounting or record keeping errors. The Recipient shall return such excess funds immediately upon discovery by it or its employees or upon receiving written notice from the Department. (2) The parties shall comply with Section 215.97, Florida Statutes. Expenditures of state financial assistance shall comply with laws, rules, and regulations applicable to expenditures of state funds, including, but not limited to, the Reference Guide for State Expenditures. All funds charged to this agreement must be allowable and must result from obligations incurred during the term of the agreement. Any balances or unobligated cash that have been advanced or paid that are not authorized for retention for direct program costs in a subsequent period must be refunded to the Department. B. Official Payee and Representatives (Names, 1. The Recipient name, as shown on page 1 of this agreement, and mailing address of the official payee to whom the payment shall be made is: Name: Monroe County Address: 500 Whitehead Street Addresses, Telephone Number, and e-mail addresses): 3. The name, address, telephone number and e-mail address of the grant manager for the Department for this agreement is: Name: Theresa Phelan Address: Department of Children and Families 1111 12 "' Street City: Key West State: FL Zip Code: 33040 Phone:305- 294 -4641 City: Key West State: FL Zip Code: 33040 Phone: 305 - 292 -6810 e -mail: trixie 2. The name of the contact person and street address where 4. The name, address, telephone number and e-mail of the Recipient's financial and administrative records are maintained is: representative of the Recipient responsible for administration of the Name: Sheryl Graham program under this agreement is: Name: Sheryl Graham Address: Monroe County Social Services Address: Monroe County Social Services 1100 Simonton Street 1100 Simonton Street City: Key West State: FL Zip Code:33040 Phone: 305 - 292 -4510 City: Key West State: FL Zip Code: 33040 Phone: 305 - 292 -4510 e -mail: graham- shervl(amonroecounty- fl.gov e- mail: graham- sheryl(aDmonrocecounty- fl.gov C. Termination This agreement may be terminated by either party without cause upon no less than 30 calendar days written notice to the other, said notice to be delivered by the U.S. Postal Service, or an expedited delivery carrier with evidence of completed delivery in either instance. In the event funds used to support this agreement become unavailable the Department may terminate this agreement upon no less than 24 hours notice, in writing, to the Recipient. In the event the Recipient fails to comply with the terms and conditions of this agreement the Department may terminate the agreement upon no less than 24 hours (excluding Saturday, Sunday, and Holidays) notice in writing to the Recipient. The Department must specify in its notice the circumstances and conditions pertaining to the termination for failure to comply. The Department's failure to demand performance of any provision of this agreement shall not be deemed a waiver of such performance nor shall the Department's waiver of any one breach of any provision of this agreement be deemed to be a waiver of any other breach and neither event shall be construed to be a modification of the terms and conditions of this agreement. The provisions herein do not limit the Department's right to remedies at law or in equity. D. Severability If a court deems any provision of the Contract void or unenforceable, that provision shall be enforced only to the extent that it is not in violation of law or is not otherwise unenforceable and all other provisions shall remain in full force and effect. Grant Agreement # KPZ06 E. Notice Any notice that is required under this agreement shall be in writing, and sent by U.S. Postal Service or any expedited delivery service that provides verification of delivery or by hand delivery. Said notice shall be sent to the representative of the recipient responsible for administration of the grant, to the designated address contained in this agreement. F. Modification, Amendment, and Entirety of the Agreement This agreement may only be modified or amended in writing with such modifications or amendments duly signed by both parties. This agreement and its attachments, 1, II, III, IV, V and VI, and any referenced exhibits, together with any documents incorporated by reference, constitute the entirety of the agreement. There are no other terms or conditions other than those contained herein. This agreement supersedes all previous communication and representations between the parties or their representatives. G. Duration of the Grant Agreement This Agreement shall begin on the date on which the last of the parties affixes its signature and shall end on June 30, 2014, unless otherwise terminated in accordance with Section II, C. By signing this agreement the parties agree they have read and agree to the entirety as described above. IN WITNESS THEREOF, the parties have caused this 46 page agreement to be executed below. RECIPIENT: Monroe County Signature: C.l..rC. Print/Type Name: George R. Neugent Title: Mayor Date: November 20, 2012 Federal Tax ID #: 59- 6000749 Recipient Fiscal Year Ending Date: 9130 FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES Signature: C!j Print/Type Name: Esther Jacobo Title: Southern Region Managing Director Date: pproved as to Form and Legal Sufficiency L ATTEST: AMY HEAVILIN, CLERK AD INTERIM Regio I ounsel ate BY DEPtJTY CLERK E C NTY A p pV AS T -'� rn i- rri =1 C) Adv coui t I -_j O _ Lli ^7 3 m C �.� C) N ";:D � C Grant Agreement # KPZ06 Certification of Executive Compensation Reporting Requirements J r Provider Name: ot,V < 0 ur4v Provider Address: i t 1, ro Q � Zip plus four is required Contract No.: KPZ06 Total Amount: $ 100.000.00 Total Amount of Federal Funds in contract: $ 100.000.00 Contract Beginning Date: 11/01/2012 Ending Date: 06/30/2014 CFDA Number: 14.231 Provider's DUNS Number: 0*7 5 87(7 57 1, t ss t o U W-S �o City, State and Zip plus four of Principal Place of Performance: We_sk" Fl�Q DA X30 - 4061!7 Provider's Tot) 5 Most Highly r.mmnanam*erl k �.......,,.......: - - -- --- --... - •—.1. Full Name —.... v— as vv��� c��.7a�lvn Position Title InIVIn1ANV11 Total Annual Compensation Amount q t "Total compensation" means the cash and noncash dollar value earned by the executive during the entity's preceding completed fiscal year and includes the following (for more information see 17 CFR 229.402(c)(2)): (i). Salary and bonus. (ii). Awards of stock, stock options, and stock appreciation rights. Use the dollar amount recognized for financial statement reporting purposes with respect to the fiscal year in accordance with the Statement of Financial Accounting Standards No. 123 (Revised 2004) (FAS 123R), Shared Based Payments. (iii). Earnings for services under non - equity incentive plans. Does not include group life, health, hospitalization or medical reimbursement plans that do not discriminate in favor of executives, and are available generally to all salaried employees. (iv) Change in pension value. This is the change in present value of defined benefit and actuarial pension plans. (v). Above - market earnings on deferred compensation which is not tax - qualified. (vi). Other compensation, if the aggregate value of all such other compensation for the executive exceeds 510,000. Examples of other compensation are severance, termination payments, value of life insurance paid on behalf of the employee, perquisites or property if the value for the executive exceeds S10,000. The undersigned certifies, to the best of his or her knowledge and belief, that the information provided above to satisfy the Executive Compensation Reporting Requirement is complete and accurate. l? L Sig Name of Authorized Individual (print) IIAI_I�el,2_ Date f t ` Q )j 1A Position - Citfe of AuthorizedJWdividual � ?ge 2 of 2 Certification of Executive Compensation Reporting Requirements The Federal Funding Accountability and Transparency Act (FFATA) requires that certain information pertaining to federal awards (federal financial assistance and expenditures) be made available to the public. Federal awards include grants, subgrants, loans, awards, cooperative agreements and other forms of financial assistance as well as contracts, subcontracts, direct orders, task orders, and delivery orders. Organizations meeting the Reporting Criteria listed below must disclose the total compensation of their five most highly paid executives. Reporting Criteria: During the preceding fiscal year the organization identified below received more than $25 million in total federal funding, AND the federal funds received during that fiscal year accounted for more than 80% of the Provider's annual gross revenue. I, IJ -Cb��e_ �TPC�2f t['_ [L , as an authorized representative of Monroe County certify that my organization: [check which statement applies] ❑ is required to report Executive Compensation in compliance with FFATA. V�is not required to report Executive Compensation in compliance with FFATA. Exemption: The organization is exempt from reporting executive compensation information if [check if applicable]: ❑ The public already has access to this information about the compensation of the executives of this organization through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. §§ 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. The undersigned certifies the foregoing information is accurate and complete to the best of his or her knowledge and belief. Si Name of Authorized Individual (print) Provider's DUNS Number: 6 1(o757 f?IZ Date I" Lt+ Coi i A hu 6d m I a I 1�� a+o r osi ion Tifle of Authorize Individual Contract Number: kPZ.O(O Even if you are not subject to executive compensation reporting, you must also complete the top part of page 2 of this form. To report the executive compensation information required by FFATA, complete the bottom part and sign page 2 of this form. According to federal law FFATA information must be reported to the Department of Children and Families not later than the end of the month following the month during which an award in excess of $25,000 of federal funds was made to your organization, or during which a lesser amount was awarded but the cumulative value of funds made pursuant to this and previous awards exceeds $25,000. CF 111 Seo 2011 Page 1 of 2 Attachment I Project Summary Grant # KPZ06 Provider Monroe County (Social Services) 1100 Simonton Street Key West, Florida 33040 Grant Period December 1, 2012 —June 30, 2014 Project Activities • Assist with past due rental and / or utility assistance • Assist with short-term rental and /or utility assistance • Assist with other relocation costs such as security deposits • Case management and overall administrative oversight of the project, including support of the Homeless Management Information System (HMIS) Project Outcome 40 households will be served Project Performance • Reduce the number of households with children, both sheltered and Measures unsheltered, in the Continuum of Care • 50% of households served will remain in permanent housing six months after the last assistance has been provided Project Budget Rapid Re- Housing Rental Assistance $ 1,000 Financial Assistance Costs $ 3,000 Services Costs $ 2,000 Homeless Prevention Rental Assistance $ 79,650 Financial Assistance Costs $ 6,750 Services Costs $ 3,600 HMIS $ 1,500 Administrative Costs $ 2,500 Total Budget $100,000 Project Match 100% / $100,000 — can be cash or in -kind services, reported quarterly Project Reporting • Monthly Activity Report to be submitted to contract manager with each invoice • Quarterly Status Report due to contract manager and Office on Homelessness by the 15 day following the end of the quarter 06 Attachment 11 Fbrlda Department of children &Femllies h, State of Florida Department of Children and Families Rick Scott Govemor David E. Wilkins Secretary Substantial Amendment FY 2011 Consolidated Plan's Annual Action Plan Emergency Solutions. Grant Office on Homelessness March 1, 2012 1317 Winewood Boulevard, Tallahassee, Florida 32399 -0700 Mission: Protect the Vulnerable, Promote Strong and Economically Self - Sufficient Families, and Advance Personal and Family Recovery and Resiliency U� Department of Children and Families Substantial Amendment FY 2011 Consolidated Plan's Annual Action Plan The Department of Children and Families has prepared this substantial amendment in accordance with the requirements of 24 CFR part 91, and the state's citizen participation plan. This amendment shall govern the Department's application for $1,683,590 under the Emergency Solutions Grant -------------program-with-the-U-.-S.-Department. of Housing and Urban Development — __ __ This document shall address the required elements of the substantial amendment, pursuant to the HUD Notice posted online on January 23, 2012. 1. Standard Form 424, Application for Federal Assistance SF 424 is enclosed as Attachment 1. 2. Summary of Consultation Process The Department of Children and Families initiated the required consultation with Florida's 28 continuum of care planning lead agencies upon the release of the Interim Rule governing the Emergency Solutions Grant. On December 14, the Office on Homelessness provided a briefing on the new Emergency Solutions Grant to the lead agencies of the continuums of care. This briefing was included as part of the agenda for the Council on Homelessness' Continuum of Care Committee monthly call. Following up on this discussion the Department sent out a survey to all 28 of the continuum lead agencies requesting input on the following items: • Existing Continuum of Care goals and strategies in place for each of the eligible components of the Emergency Solutions Grant (ESG) . • Priority levels for funding by the Department among the eligible ESG components, based upon the level of unmet need in the local continuum. • Development performance of the state's ESG funded recipients. • How the lead agencies can assist the Department to evaluate the performance of ESG projects. c • Assess current funding needs for the local homeless management information system, and assuring that the Department's ESG recipients are fully participating in HMIS data entry. • Seek ideas on how the state can help ensure coordination and integration at the community level with other homeless and mainstream services. - -. —._ Sought z.nput on whether the state should establish required written standards to govern the use of Emergency Solutions Grant, or require the local recipients to establish and implement such standards. • Inventoried the current status of "centralized or coordinated assessment systems" in place within each continuum of care area. The office on Homelessness followed up on the survey as part of the January it call of the Council's Continuum of Care Committee. This discussion addressed the need to ensure that the state's recipients of the ESG are fully engaged in the HMIS data entry. The continuums were briefed on the eligible HMIS costs that can be covered under the ESG rules. On February 3, the office held another conference call with the lead agencies of the continuums to specifically discuss two issues. 1. The performance measures to be established to evaluate the outcomes achieved by the state's ESG funded projects, as assessed jointly by the Department and the continuums. 2. Whether the state should establish the required written standards for the ESG program, or require the local recipients to write and implement the standards. As a result of this discussion, four performance measures were identified and supported by the continuums. Further, consensus was reached that the Department should require the local recipients to establish the written standards. This is consistent with Florida legislative intent that the community should establish the homeless assistance plan to reflect the community's unique needs. The Department will set a target population priority to assist families with children facing homelessness. These results were sent out to all lead agencies for their review and further input. i-) Upon posting the draft Substantial Amendment, the Office held another conference call with the lead agencies on February 24 to solicit comments on the Department's plan for using the Emergency Solutions Grant for 2011. There were no concerns or proposed changes offered by the lead agencies to the amendment. 3. Summary of Citizen Participation Process The— ConsolidatecLP _lan_s__est.ab.l.i. shed_ c. itiz _en_p_art.icipation_pr_oc.e substantial amendments requires the following actions: 1. At least one public hearing shall be held during the preparation of the amendment to the Action Plan to receive comments from interested parties. 2. The draft amendment to the Action Plan shall be posted to the agency website and made available to the public upon request. 3. The public shall be given 15 days to comment on the draft amendment. 4. Written comments received shall be acknowledged in writing and a summary of written comments with the State's response shall be incorporated in the Substantial Amendment submission. The Department noticed the public hearing on the preparation of the Substantial Amendment in the Florida Administrative Weekly. The notice ran on February 3. The Department held the public hearing by conference call on February 13. The Office on Homelessness posted the agenda for the February 13 hearing on the Department's internet site. The conference call was opened at the noticed time. There were no callers participating on the conference call. The Department posted the draft Substantial Amendment to its internet site on February 20. The fifteen day public comment period ended on March 6. The Department received no written comments on the draft 4. Match The local recipients of the Department's Emergency Solutions Grant awards are responsible for providing the required match. The local recipients may comply with the required match by providing the matching funds with cash or in -kind services. Match sources used on a previous ESG grant may not be used on a new award. a 1. Based on the applications pending award under the Emergency Solutions Grant for homeless prevention and rapid re- housing of the homeless, the following match sources are committed. State grant in aid funds $ 372,562 Local and other federal $ 729,044 Private cash $ 524,124 In -kind match $ 404,052 Value of volunteer efforts $ 104,848 TOTAL $2,134,630 The match sources are committed by the local applicants to carry out eligible prevention, re- housing, HMIS and grant administration costs, allowed under the December 5, 2011 Interim Rule. S. Proposed Activities and Overall Budget a. Proposed Activities The Department proposes to use the 2011 allocation of the Emergency Solutions Grant to fund the following activities: • Rapid Re- housing - Rental Assistance • Rapid Re- housing - Housing Relocation and Stabilization Services • Homeless Prevention - Rental Assistance • Homeless Prevention - Housing Relocation and Stabilization Services • HMIS No funding is proposed to be used from Department's second allocation of funds, nor from any reallocation of the first allocation of funding for Emergency Shelter activities, or for Street Outreach. Activities Proposed for Funding for 2011 (i) Rapid Re- Housing — Rental Assistance In consultation with the lead agencies of the continuums of care, the allocation of the funds for rapid re- housing received a high priority rating. This priority also reflects the federal preference for re- housing the homeless. Therefore, the -- - - -- - --------------- r- api.d— r-ehousing_act.ivity has_pr_iority in_the— allo -ca.tior —of funds under the state's Action Plan. Rental assistance to homeless individuals and households may be provided on a short term basis (up to three months), or for a medium term of up to 24 months. Rental payments for past due rent in arrears may be allowed up to a maximum of 6 months. Under the Department's 2011 Action Plan, rent shall be tenant based only. For this grant period, rental assistance on a project based arrangement is not authorized. Based on the preliminary budgets submitted by the local applicants, the Department estimates that 213 households will be assisted to move from homelessness to permanent rental housing. This estimate was based on the Department's actual re- housing costs per household expended by the sub - recipients of the Homeless Prevention and Rapid Re- Housing Program awards. Under the Outcome Performance Measurement System, the rental assistance for rapid re- housing is included under the "Decent Housing /Affordability" outcome /objective category. See Table 3C in Attachment 2 for estimated outcomes. The anticipated start date for the local grantees is July 2012, based on the execution of the grant award to the Department in late May or early June. Local grantees will have until June 30, 2014 to expend the grant funding. The preliminary budgets submitted by the local grantees proposed to expend $397,729 on _$ _' acc�� } �nC2 �QY r P- ]1n��ainrr Ilia hnmPlP�a_ The granfPP_s will provide match of at least $397,729. (ii) Rapid Re- Housing- Relocation and Stabilization Services As reported for rental assistance to re -house the homeless, the Acton Plan establishes a high priority for the relocation and stabilization services provided to the household to be re- 4 1. housed. All participants receiving rental assistance payments must receive case management services. The following services shall be eligible for funding under the grant awards to local agencies; pursuant to 24CFR 576.105. • Rental application fees • Security deposits -- • Last month' s rent - -- • Utility deposits • Utility payments • Moving costs • Housing stability case management • Housing search and placement services • Mediation • Legal services • Credit repair These eligible financial assistance and service costs will be tied to the estimated 164 households to be re- housed under the rental assistance activity. The preliminary budget allotted by the proposed local grantees for relocation and stabilization services is $191,863. Like the rental assistance for rapid re- housing, these relocation and stabilization activities will be measured under the "Decent Housing /Affordability" outcome and objective. See Table 3C. The anticipated start date for the local grantees funded is July 2012. The end date will be June 2014. (iii) Homeless Prevention - Rental Assistance As with the Rapid Re- Housing component, the lead agencies of the state's continuum of care planning areas gave a high priority rating to Prevention activities, based on the local unmet needs. Accordingly, the Department's 2011 Action Plan gives Prevention high priority for funding consideration. � r+ Rental assistance under the homeless prevention component shall include the following: • Short term rental assistance for up to 3 months; • Medium term rental assistance for more than 3 months, but not more than 24 months; • One time payment for up to 6 months of rent in arrears; • S uch r assistance shall be limited to tenant based aid only. Under the federal outcome performance measures, the Homeless prevention component is covered by the 'Decent Housing /Affordability" outcome and objective measures. Based on the preliminary budgets, the proposed local grantees plan to spend $796,789 on rental assistance to households at risk of becoming homeless. Using cost per household data under the Department's HPRP grant, this level of aid will assist 475 households to remain safely housed and avoid homelessness. The anticipated start date for the local grantees to be funded is July 2012. The end date for funded activities will be June 2014. The local grantees will match the prevention - rental assistance money with at least $796,789 of eligible cash and in- kind services. (iv) Homeless Prevention - Housing Relocation and Stabilization Services As previously indicated, this homeless prevention activity has been given high priority in the Department's 2011 Action Plan. The allowable activities under the housing relocation and stabilization services, to households determined to be at risk of homelessness, shall include the following uses in accordance with 24 CFR 576.105 • Rental applications fees • Utility payments • Last month's rent • Utility deposits • Utility payments • Moving costs • Housing stability case management • Housing search and placement services • Mediation • Legal services • Credit repair Local grantees shall be required to provide case management services and other stabilization services as needed, to the households assisted with rental payments. The proposed local grantees have budgeted $177,734 for these stabilization services from the grant, matched by an equal or greater amount of required match. These services are directly tied to 475 households expected to receive rental assistance. These services are measured under the Decent Housing /Affordability outcome and objective category in concert with prevention rental assistance. The Department anticipates executing grant agreements with local agencies in July 2012, which will end in June 2014. (v) Homeless Management and Information System (HMIS) The Department's 2011 Action Plan gives high priority to the use of the grant to cover the costs of contributing data to the local continuum of care HMIS database. This reflects the federal mandate that all recipients of the Department's ESC awards must enter participant data into the HMIS, or comparable database in the case of victim services providers. The HMIS component costs include the following, based on the rules in 24CFR 576.107. Computer hardware Software or software license Salaries for operating the HMIS for completing data entry, reviewing data quality, data analysis, reporting, training and complying with HMIS standards Other operating expenses, including office space, utilities Obtaining technical support Travel for federally approved training Covering participation fees charged by the HMIS lead agency The HMIS activity is essential to capture and report on the outcomes attained by the local grantee's activities. As such, this activity supports the "Decent Housing /Affordability" performance measures. The proposed local grantees have identified $114,250 to cover HMIS costs under the Department's 2011 ESG award. These costs are matched by a like amount of cash and in -kind services committed by our local grantees. The start date anticipa is July 2012, with the end date of June 2014 for the local grant agreements. 5.b Discussion of Funding Priorities Based on the Interim Rule and the Notice of the Fiscal Year 2011 Substantial Amendment Process, the Department will focus the Emergency Solutions Grant award of $1,683,590 on two primary components: Rapid Re- Housing of the Homeless Homeless Prevention for Households At -Risk of Homelessness To the extent needed, the local recipients may use the grant to cover eligible costs of participating and entering client data into the local continuum homeless management information system (HMIS). Local government recipients may also cover grant administration costs, up to a maximum of 2.50 of their award from the Department. Within both the rapid re- housing and the homeless prevention components, the provision of financial aid, and relocation and stabilization services, will be targeted to address the growing homeless family with children and youth population in Florida. The state's Children's Cabinet has identified the problem of homelessness among children as one of their top priorities for action. Further, the safety and well -being of families and children is the mission of the Department. Targeting of the Emergency Solutions Grant resources to families with children and youth will be a priority for the Department's local recipients. This focus on the family homeless population supports the HUD national _ nhipntiye of rpduring the number of homeless families with children Further, this focus in the 2011 Emergency Solutions Grant is intended to further the following goals and objectives in the "Opening Doors: Federal Strategic Plan to Prevent and End Homelessness." Goal 3 Preventing and ending homelessness for families, youth and children by 2020. objectives 3. Provide Affordable Housing: Support rental housing subsidies. S. Advance housing stability for youth aging out of care: Improve access to housing for youth. 10. Transform Homeless Systems: Emergency Solutions Grant to sustain the best practices - -- - -- - - - (Rapid - -Re- Housing- of -- the -homeless)- learned - -in- t e-- HPRP - - - -- - - - - program. The lack of short -term financial assistance for housing costs has been well documented by the demand for aid under the HPRP program that far exceeded the resources available. Using the Emergency Solutions Grant to fund prevention and re- housing programs is essential to limiting the potential growth of the homeless populations. Florida continues to have an unemployment rate above the national average, and a large number of homes that remain within the foreclosure process. 5c. Detailed Budget The breakdown of the Emergency Solutions Grant funding by eligible activities is reflected in Table 3 attached to the amendment. (Attachment 3) This budget breakdown reflects the proposed spending of the Department's local grant recipients. No spending is proposed for project based rental assistance for the 2011 ESG allocation to the Department. 6. Written Standards for Provision of ESG Assistance In accordance with the option provided to state recipients, the Department shall require the local grantees to establish and implement the written standards required under the interim rule, 576.400(e) (2). The local grantees shall establish their written standards, and submit them to the Department for review and approval. The approval by the Department is required prior to the execution of the grant agreement with the local The Department's transfer of the responsibility to establish the written standards to the local grantee is consistent with the state's homeless enabling statutes. In accordance with section 420.624, Florida Statutes, the homeless services are intended to be tailored to the unique needs of each community. The homeless planning shall be done at the community level, as is the delivery of services and housing to those in need. ,� r; For 2011, the local recipients of the Emergency Solutions Grant shall i develop the following written standards. All such standards shall be 1 consistent with the provisions specified by HUD in the December 5, 2011 Interim Rule, as well as the January 23, 2012 Notice of the FY2011 Substantial Amendment Process. Required Written Standards - -- -- -- - a.- Standard -- policies - and - procedures--for - -evaluating - indi- vidual' -s - and - - -- - -- families' eligibility for assistance under the Emergency Solutions Grant Minimum standards (1) Consistency with the definition of homeless and at -risk homeless set forth in 24 CFR 576.2; (2) The record keeping requirements in 24 CFR 576.500 (b - e) . Department's Limitation_ For the 2011 awards, local recipients shall not use the risk factor for homeless allowed under paragraph 576.2 related to "otherwise lives in housing that has characteristics associated with instability and an increased risk of homelessness." b. Policies and procedures for coordination among homeless service providers, as well as mainstream service and housing providers. Minimum standard Standard shall encompass all providers and programs listed in Sections 576.400(b) and (c) of the HUD Interim Rule. c. Policies and procedures for determining and prioritizing which eligible families and individuals will receive homeless prevention assistance or rapid re- housing aid. Department's Priority Families with children shall be given preference under the Department's awards for both prevention and rapid re- housing, to the maximum extent possible. d. Standards for determining the share of rent and utilities cost that each eligible participant must pay, if any, while receiving either homeless prevention or rapid re- housing aid. e. Standards for determining how long a particular participant will be provided with rental assistance, and whether and how the amount of the assistance may be adjusted over time. Minimum Standard In accordance with the 4nterim Rule, no participant may receive more than 24 months of assistance in any 3 year period. Department Standard Local grantees shall not obligate any assistance beyond the term of the Department's grant agreement. Generally this will limit assistance to less than 24 months under our grant agreement. f. Standards for determining the type, amount and duration of housing stabilization and /or rapid re- housing assistance and /or relocation services to be provided to an eligible participant, including limits, if any, on the amount of homeless prevention or rapid re- housing assistance that a participant may receive. The standards shall set forth the maximum amount of assistance, the maximum number of months of assistance possible, and maximum number of times a participant may receive assistance. Minimum Standard The HUD Interim Rule limits cannot be violated by the local standard. NOTE Written standards related to the provision of street outreach or emergency shelter activities are not applicable to the 2011 Emergency Solutions Grant. 7. Process for making Sub - awards The Department solicited grant applications from eligible local governments and nonprofit agencies for the provision of homeless prevention services. This solicitation anticipated that the Department would award grants based on the Stage one ESG award of $2,993,048, as well as the Stage two Emergency Solutions Grant award. Based on the 2011 Action Plan, initial prevention grants were awarded in December 2011. The awards from the Stage one award totaled $853,019, or the maximum 30o under the Emergency Shelter Grant rules. The Department will award the Emergency Solutions Grant funding to the remaining applicants based on the order of the competitive anticipates funding an additional 21 local agencies. For the agencies to be funded from the Emergency Solutions Grant, the Department is negotiating a revised spending plan that reflects the eligible activities under the Interim Rule. This includes the Department's priority for the local grantees to fund the rapid re- housing assistance to homeless participants. 1.� The Department will be in position to execute grant agreements with these local agencies upon the execution of the HUD grant agreement for the Stage two Emergency Solutions Grant award. See the list of the Stage 1 and Stage 2 recipients contained in Attachments 5 and 6. 6. Homeless Participation Requirement Not Applicable to State Recipients 9. Performance Standards Following discussions and input with the continuum of care planning lead agencies in Florida, the Department proposes to apply the following performance standards for the 2011 Emergency Solutions Grant. Homeless Prevention performance measures: a. Reduce the number of homeless households with children who are homeless in the continuum of care area. [Objective 5 in the CoC plans.] State would establish a priority targeting to families with children for the local prevention activities funded under the Department's ESG awards. b. Outcome expectation: At least 350 of the participants assisted will remain in permanent housing 6 months after the last assistance provided under the ESG program. Homeless Rapid Re- Housing performance measure a. Reduce the number of households with children, both sheltered and unsheltered in the continuum of care. [Support Objective 5 in the CoC plan.] Like prevention, the state would establish priority targets to families with children. b. Outcome expectation: At least 350 of the participants assisted In assistance provided under the ESG program. 10. Certifications See Attachment 4 for the required certifications. 00 A Dar 11 CnD 0!ffi Approved No. 3016 -0006 Attachment I FEDERAL ASSISTANCE 2, DATE SUBMITTED AppOCani luC1O1tl1 1. TYPE OF SUBMISSION: 3, DATE RECEIVED BY STATE State Application Identifier Application Pre - application 4. DATE RECEIVED BY FEDERAL AGENCY Federal Identifier Construction � Construction Non-Construction Q Non - Construction 5. APPLICANT INFORMATION, Or anizatlonat Unit: Legal Name: Department Families David E. Wilkins Children and Organizational DUNS: Division: Office on Homelessness 6046043 Name and telephone number of person to be contacted on matters Address involving this application (give area code) Street: 1317 Winewood Blvd. Prefix:. First Name: . Thomas Mr. _._.Ci ... Middle Name -Tallahassee __ _ County: Last ieCee Name Leon State: Florida Zip Code 32399 -0700 Suffix: Country: Email: Tom Pierce@dcf.state.8.us 6. EMPLOYER IDENTIFICATION NUMBER (EIN): Phone Number (give area code) Fax Number (gIve area code) M-01NEIT9191 850 922 -9850 850 487 -1351 7. TYPE OF APPLICANT: (See back of form for Application Types) B. TYPE OF APPLICATION: U New (r Continuation V' Revision A. State Government If Revision, enter appropriate letter(s) In box(es) that (specify) See back o` Form for description of letters.) D 9. NAME OF FEDERAL AGENCY: Dept. of Housing and Urban Devieopment Other (specify) 1 D. CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER: 11. DESCRIPTIVE TITLE OF APPLICANT'S PROJECT: Provide homeless prevention assistance to those at risk of becoming LJ L' —Em homeless, and to assist homeless persons to return to permanent TITLE (Name of Program): Labor Management Cooperation Program housing. 12. AREAS AFFECTED BY PROJECT (Cities, Counties, Stales, etc.): State of Florida i 13. PROPOSED PROJECT 14, CONGRESSIONAL DISTRICTS OF: Start Date: Ending Date: a. Applicant b. Project 1 2 June 1, 2012 June 30, 2013 2 16. IS APPLICATION SUBJECT TO REVIEW BY STATE EXECUTIVE ,15. ESTIMATED FUNDING: O RDER 12 3 72 PROCESS? a. Federal a. Yes. [] THIS PREAPPUCATIONIAPPLICATION WAS MADE 1,663,690 AVAILABLE TO THE STATE EXECUTIVE ORDER 12372 PROCESS FOR REVIEW ON b. Applicant DATE: c. State PROGRAM IS NOT COVERED BY E. 0.12372 b. No. d. Local OR PROGRAM HAS NOT BEEN SELECTED BY STATE e. Other FOR REVI EW I. Program Income $ 17. IS THE APPLICANT DELINQUENT ON ANY FEDERAL DEBT? MYes If "Yes" attach an explanation. IM No g. TOTAL 1,683,590 18, TO THE BEST OF MY KNOWLEDGE AND BELIEF, ALL DATA IN THIS APPLICATION /PREAPPLICATION ARE TRUE AND CORRECT. THE A TTACHED ASSURANCES IF THE ASSISTANCE IS AWARDED. a. Au thorized Re auve prrf D" -fix David Name fiddle Name E Last Name uffix Wilkins b. Title c. Telephone Number (give area code) Secretary 850 487 -1 11 1 d. Signature of Authorized Representative e. Date Signed c... �.l...,! C...... 10 lOe,. o_�nnvi Previous kor0on Vsable Authorized for Local Reoroduction Prescribed by OMB Circular A -102 21 Attachment 2 Table 3C (Optional Annual Action Plan Planned P77213 ' Results Outcomes and i Performance xpected Objectives Indicators umber Activity Description Tenant Based Rent # households with short -term DH -2 Assistance rent assistance - -- - - 213 # homeless households # households received financial DH -2 Homeless Prevention 475 assistance 'Use one of 9 outcome /objective categories Availability/Accessibility Affordabilit Sustainabiiit Decent Housing DH -1 DH -2 DH -3 Suitable Living Environment SL -1 SL -2 SL -3 Economic Opportunity EO -1 EO -2 E0-3 22 Attachmeat 3 FY 2011 Detailed Budget Table First Allocation $2,993,048,00 FY 2011 Second Allocat $1,683,590.00 Emergency Shelter Grants / Emergency Solutions G rants Grant Amount $4 676,638.00 Program Allocations Tota I Administratio 1 $154,877.00 Emergency Shelter" Renovation" Operation" Essential Service" URA Ass istance" Street Outreach - Essential E Services" m HMIS Eligible Activities CL Housing Relocation and $0.00 �, Homeless Assist Tenant -Based Rental £ Rehab /Con version Operations Project -Based Rental op o v7 W a Essential Services 30% Homelessness Prevention w s Homelessness Prevention W Stabilization Services Administration Tenant -Based Rental Emergency Shelter Grants Emergency Shelter" Renovation" Operation" Essential Service" URA Ass istance" Street Outreach - Essential E Services" m HMIS Rapid Re- housing CL Housing Relocation and $0.00 $974,523.00 Stabilization Services Tenant -Based Rental to IA 0 Assistance Project -Based Rental 3 o v7 Assistance u Homelessness Prevention Housing Relocation and W Stabilization Services E Tenant -Based Rental First Allocation Activity Reprogrammed Amount Amount $2,993,048.001 $0.00 $ 0.00 Second Total Fiscal Year Allocation 2011 tivity Amount Activity Amount -- $1,990;377:00 $0.00 $0.00 $853,019.00 $149,652.00 $191,863.001 $191,863.00 7,729.00 $2,993,048.00 a bo $ 0.aQ $O.QO::i . $0.00 $974,523.00 $o.00 .00 $0.00 $0.6o $0.00 $0.00 $0.00 $114,250.00 $114,250.0( $589,592.00 $58 9,592.00 $191,863.001 $191,863.00 7,729.00 $397,729.00 $0.00 $0.00 4,523.00 $974,523.00 $177,7341 $177,734 $796,7891 $796,789 Assistance Project -Based Rental $0.00 $0,00 Administration $5,225.00 $5,225.0( Emergency Solutions Grants $0.00 $1,683,590.00 $1,683,590.00 Subtotal l I Total Grant Amount: $4,676,638.00 "Allowable only if the amount obligated for homeless assistance activities using funds from the first allocation is less than the expenditure limit for emergency shelter and street outreach activities (see Section III.8. of this Notice). Attachment 4 STATE CERTIFICATIONS In accordance with the applicable statutes and the regulations governing the consolidated plan regulations, the State certifies .that: Affirmatively Further Fair Housing -- The State will affirmatively further fair housing, which means it will conduct an analysis of impediments to fair housing choice within the state, take appropriate actions to overcome the effects of any impediments identified through that analysis, and maintain records reflecting that analysis and actions in this regard. _Anti = displacement and Relocation Plan -- - It "will comply with tlae acquisition and relocation -" requirements of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as amended, and implementing regulations at 49 CFR 24; and it has in effect and is following a residential anti- displacement and relocation assistance plan required under section 104(d) of the Housing and Community Development Act of 1974, as amended, in connection with any activity assisted with funding under the CDBG or HOME programs. Drug Free Workplace -- It will or will continue to provide a drug -free workplace by: 1. Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the grantee's workplace and specifying the actions that will be taken against employees for violation of such prohibition; 2. Estat (a) (b) (c) (d) dishing an ongoing drug -free awareness program to inform employees about - The dangers of drug abuse in the workplace; The grantee's policy of maintaining a drug -free workplace; Any available drug counseling, rehabilitation, and employee assistance programs; and The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; Making it a requirement that each employee to be engaged in the performance of the grant be given a copy of the statement required by paragraph 1; 4. Notifying the employee in the statement required by paragraph 1 that, as a condition of employment under the grant, the employee will - (a) Abide by the terms of the statement; and (b) Notify the employer in writing of his or her conviction for a violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction; 5. Notifying the agency in writing, within ten calendar days after receiving notice under gubparagral 1, , 4(h) from an ernz loyee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide notice, including position title, to every grant officer or other designee on whose grant activity the convicted employee was working, unless the Federal agency has designated a central point for the receipt of such notices. Notice shall include the identification number(s) of each affected grant; 6. Taking one of the following actions, within 30 calendar days of receiving notice under 2 4 Attachment 4 subparagraph 4(b), with respect to any employee who is so convicted - (a) Taking appropriate personnel action against such an employee, up to and including termination, consistent with the requirements of the Rehabilitation Act of 1973, as amended; or (b) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by aFederal, State, or local health, law enforcement, or other appropriate agency; 7. Making a good faith effort to continue to maintain a drug -free workplace through implementation of paragraphs 1, 2, 3, 4, 5 and 6. Anti - Lobbying __ To the best of the State's knowledge and belief: No Federal appropriated funds have been paid or will be paid, by or on behalf of it, 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 the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement; 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, it will complete and submit Standard Form -LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions; and 3. It will require that the language of paragraphs 1 and 2 of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. Authority of State -- The submission of the consolidated plan is authorized under State law and the State possesses the legal authority to carry out the programs under the consolidated plan for which it is seeking funding, in accordance with applicable HUD regulations. Consistency with plan -- The housing activities to be undertaken with CDBG, HOME, ESG, and HOPWA funds are consistent with the strategic plan. Section 3 -- it will comply witb section 3 of the Housing and Urban Development Act of 1968, and implementing regulations at 24 CFR Part 135. Signature/Authorized Official ate 7�Je 2eG � Ol ©G[ o 'C Title MON E COUNTY TTO ANEY RO ED Mn � AJ.S' v t Y 1 6/i Z 2 v Attachment 4 ESG Certifications Each State that seeks funding under the Emergency Solutions Grants Program must provide the following certifications: Matching Funds — The State will obtain any matching amounts required under 24 CFR 576.201 ui a manner so that its subrecipients that are least capable of providing matching amounts receive the benefit of the exception under 24 CFR 576.201(a)(2). Discharge Policy — The State will establish and implement, to the maximum extent practicable and where appropriate, policies and protocols for the discharge of persons from - — - - - publicly funded insftutioiis - or systemsof care (such -as- health- care facilities, mental-health- - - facilities, foster care or other youth facilities, or correction programs and institutions) in order to prevent this discharge from immediately resulting in homelessness for these persons. Confidentiality — The State will develop and implement procedures to ensure the confidentiality of records pertaining to any individual provided family violence prevention or treatment services under any project assisted under the ESG program, including protection against the release of the address or location of any family violence shelter project, except with the written authorization of the person responsible for the operation of that shelter. The State will ensure that its subrecipients comply with the following criteria: Major rehabilitation /conversion — If an emergency shelter's rehabilitation costs exceed 75 percent of the value of the building before rehabilitation, the building will be maintained as a shelter for homeless individuals and families for a minimum of 10 years after the date the building is first occupied by a homeless individual or family after the completed rehabilitation. If the cost to convert a building into an emergency shelter exceeds 75 percent of the value of the building after conversion, the building will be maintained as a shelter for homeless individuals and families for a minimum of 10 years after the date the building is first occupied by a homeless individual or family after the completed conversion. In all other cases where ESG funds are used for renovation, the building will be maintained as a shelter for homeless individuals and families for a minimum of 3 years after the date the building is first occupied by a homeless individual or family after the completed renovation. Essential Services and Operating Costs — If ESG funds are used for shelter operations or essential services related to street outreach or emergency shelter, the subrecipient will provide services or shelter to homeless individuals and families for the period during which the ESG assistance is provided, without regard to a particular site or structure, so long the applicant serves the same type of persons (e.g., families with children, unaccompanied youth, veterans, disabled individuals, or victims of domestic violence) or persons in the same geographic area. Renovation — Any renovation carried out with ESG assistance shall be sufficient to ensure that the building involved is safe and sanitary. Supportive Services— The subrecipient will assist homeless individuals in obtaining permanent housing, appropriate supportive services (including medical and mental health treatment, counseling, supervision, and other services essential for achieving independent living), and other Federal State, local, and private assistance available for such individuals. Attachment 4 Homeless Persons Involvement — To the maximum extent practicable, the subrecipient will involve, through employment, volunteer services, or otherwise, homeless individuals and families in constructing, renovating, maintaining, and operating facilities, ail providing services assisted under the ESG program, and in providing services for occupants of facilities assisted ESG. Consolidated Plan — All activities the subrecipient undertakes with assistance under ESG are consistent with the State's current HUD- approved consolidated plan. z Sign atu /Authorized Official Date Title Signature /Authorized Official Date Title COUNTY ✓6D AS I NT COUN,fY ATT R EY Date ll AMR -2% Attachment 4 APPENDIX TO CERTIFICATIONS rNTSTRUCTIONS CONCERNING LOBBYING AND DRUG -FREE WORKPLACE REQUIREMENTS: A, Lobbying Certification This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title j 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. B. Drug-Free _ Workplace. Certification I, By signing and/or submitting this application or grant agreement, the grantee is providing the certification. 2. The certification is a material representation of fact upon which reliance is placed when the agency awards the grant. If it is later determined that the grantee knowingly rendered a false certification, or otherwise violates the requirements of the Drug -Free Workplace Act, HUD, in addition to any other remedies available to the Federal Govertunent, may take action authorized under the Drug-Free Workplace Act. 3. Workplaces under grants, for grantees other than individuals, need not be identified on the certification. If known, they may be identified in the grant application. If the grantee does not identify the workplaces at the time of application, or upon award, if there is no application, the grantee must keep the identity of the workplace(s) on file in its office and make the information available for Federal inspection. Failure to identify all known workplaces constitutes a violation of the grantee's drug -free workplace requirements. 4. Workplace identifications must include the actual address of buildings (or parts of buildings) or other sites where work under the grant takes place. Categorical descriptions may be used (e.g., all vehicles of a mass transit authority or State highway department while in operation, State employees in each local unemployment office, performers in concert halls or radio stations). 5. If the workplace identified to the agency changes during the perfonnance of the grant, the grantee shalt inform the agency of the change(s), if it previously identified the workplaces in question (see paragraph three). 6. The grantee may insert in the space provided below the site(s) for the performance of work done in connection with the specific grant: r� Attachment 4 Place of Performance (Street address, city, county, state, zip code) Check = if there are workplaces on file that are not ident feed - here; This information with regard to the drug -free workplace required by 24 CFR part 21. Definitions of terms in the Nonprocurement Suspension and Debarment common rule and Drug -Free Workplace common rule apply to this certification. Grantees' attention is called, in particular, to the following definitions from these rules: "Controlled substance" means a controlled substance in Schedules I through V of the Controlled Substances Act (21 U,S.C.812) and as further defined by regulation (21 CFR 1308,11 through 1308.15); "Conviction" means a finding of guilt (including a plea of polo contendere) or imposition of sentence, or both, by any judicial body charged with the responsibility to determine violations of the. Federal or State criminal drug statutes; "Criminal drug statute" means a Federal or non - Federal criminal statute involving the manufacture, distribution, dispensing, use, or possession of any controlled substance; "Employee" means the employee of a grantee directly engaged in the performance of work under a grant, including: (i) All "direct charge" employees; (ii) all "indirect charge" employees unless their impact or involvement is insignificant to the performance of the grant; and (iii) temporary personnel and consultants who are directly engaged in the performance of work under the grant and who are on the grantee's payroll. This definition does not include workers not on the payroll of the grantee (e.g., volunteers, even if used to meet a matching requirement; consultants or independent contractors not on the grantee's payroll; or employees of subrecipients or subcontractors in covered workplaces), 6..C;i 18 Monroe County - $100,000 2011 Emergency Shelter Grant Attachment 5 $ 85,000 ' 19, Prevention Solicitation ..._ - Applicant $ Requested Stage 1 Award Stage 2 Notes Award i $100,000; Flagler County $1 00,0ool $100,000] -- -_ - - ii i 2; Jewish Family & Children $100,000; _.__�._ $100 ,000! i ^_ 3 Salvation Army - Sarasota - $75,000] .._7 r , $75,000 4 Treasure Coast Homeless i $100,000 $100,000 (_ ----- ._ -- - - 51 Comm. Co alition on Hom eless $10 0,000; $100,0001 - I 6 Salvation Army - Clay - _ $100,0001 $100,000T $100,0001 171 Salvati Army - .Nas sau -i__ $100,000 $100,0001 $100,0001 $100,000 j I .- . _.. _ 8! Star of the Sea 9 ; Cat holic C harities Lake City ;_ $100, 000; $36,42 _._ $63,5731 _ 1 10 Catholic Charities NW ? - 000 $63,5731 _ f 11 Citrus County $14,185 $5,165 $9,020; ! 121 Salvation Army St. Johns i $100,000i i � $100,0001 113 Desoto County Homeless ( $100,000: ! $100,000 14; N. Brevard Charities $80,000: - $80,000; 15; Capital Area CAA $51,680; $24,000 Reduced due to loss of match _ _..__ _ .. _ 161 Catholic Charities - Jacksonville $ 80 , 0001 _ $60,0001 Redu by applicant 17' United Way Suwannee $100,000 $100,00T 18 Monroe County - $100,000 $ 85,000 ' 19, AIDS Help __ -� $85,000 ..._ - 20} Catholic Charities central Fr $100,000' ; ! $100,000; ` 21 22, Osc eola County -; -- $100,000 United M eth. Coo perative $1 00,00 0 - _- -- $ 100, $100,0 I - ' 23! Dade City - --� $ 95,125 ;_ -, $ 95,125_- -- '241 Catholic Charities - Venice ._ __ 1___ $ 10 0, 000 - - -�- - _ R - j-- _____.___v___ _$ 2 �26 Mario Home _ _-^ - ' $100, -0- - 27 Daystar Life Center Hard Help Cen _ $3 5,000_ I $100,000 $100,0001 281. Highlands County Homeless $100,000 - $100,000: - 291 Salvation Ar my - Broward $ $68,299 i Balance of St -._ 30; City of Lauderhill i $100,000: -' ._._.. j 31 ___ - -- Gul Workforce $100,000 �- - ----- - - - - -- - --- -- -_ : - -�_ ! $2,815,9901 ! 3 TOTAL AWARDS ; 1 $ 853, 019;` .$- 1,683,5907,_.._._....... TOTAL ALL AWARDS! $2,536,609 ! February 28, 2012 Office on Homelessness 3 February 28, 2012 J Office on Homelessness 2011 Emergency Solutions Grant Attachment 6 Stage 2 Award Recipients - Recipient Homeless Award $ Prevention Re -House Homeless HMIs Admin. Local Government 1; Catholic Charities Lake City j $63,573! $63,573. $0 _ $ $0 _ _ $0 `. 2: Catholic Charities NW $63,573; $31,786 $31,787 $0 $0 3 Citrus County $9,0201 $8,795, $0 $0 $225 4 Salvation Arm St Johns 100,000! $60,000 $3,000 $0. 5 De soto Co. Homeless $100,000 $50,000 $30,000 $20,000 $0 - 6; - - - - - -- - -- Charities N. Brevard Charities �. z $80,000' , $48,000, $32,000 $0 $0 :..... 7; _ Capital Area CAA ._..._ W. $24,000 - $24,0.00 $0 $0. $0. 8 Catholic Charities Jacksonville i $60,000; $60,000 $0 $0 $0' 9 United Way Suwannee $100,000 $70,000 $22,500 $7,500 $0 10; Monroe County _ i $100,000 $67,200 $28,800 $1,500 $2,500 11 AIDS Help $85,000 $27,500 $57,500 $0 $0 12. Catholic Charities Central FL $100,000' $60,000` $40,000 $0 $0 13 Osceola County $100,000 $10,000 $87,500 $0 $2,500 14 United Meth. Cooperative $100,000 $49,000. $40,000 $11,000 $0_ 15 Dade City $95,125 $29,689 $65,186 $250 $0, 16 Catholic Charities Venice - $100,000, $99,000; $0 $1,000 $0 17 Marion County Homeless $100,000 $30,000 $50,000 $20,000 $0 18 Daystar Life Center $35,000 $35,000 $0 $0' 0 19 Hardee Help Center $100,000 $40,000, $20,000. $0 20' Highlands Co. Coalition $100,000 $70,000 $0, $30,000 $0 21` Salvation Army Broward $ 68,299 $40,980 $27,319 $0 _ $0 -^ $1,683,590' i $974,523 $589,592 $114,2501 $5,225 t" i February 28, 2012 J Office on Homelessness Attachment III co � �zy 1 MONROE COUNTY BOARD OF COUNTY COMMISSIONERS DEPARTMENT OF SOCIAL SERVICES EMERGENCY SOLUTIONS GRANT (ESG) POLICIES AND PROCEDURES WRITTEN STANDARDS FOR PROVISION OF ESG ASSISTANCE 32 INTRODUCTION: This document is designed to assist with implementing the Emergency Solutions Grant (ESG). It is to be used as a reference by our agency and its staff for the administration of this grant and its funding. These written procedures and in accordance with the Department of Homelessness Interim Rule, 576.400 and 24 CFR 91. PROGRAM DESCRIPTION: The Emergency Solutions Grant was created to focus on two primary components: Rapid Re- housing of the Homeless AND Homeless Prevention for Households At risk of Homelessness. Rapid Re- housing of the Homeless program will assist those individuals and families who are experiencing homelessness to be quickly re- housed and stabilized. It will provide temporary financial assistance and housing relocation and stabilization services individuals and families who are homeless or would be homeless but for this assistance. The funds under this program are intended to target individuals and families who are experiencing homelessness (residing in emergency or transitional shelters or on the street) and need temporary assistance in order to obtain housing and retain it (rapid re- housing). Homeless Prevention for Households At risk of Homelessness will assist individuals and families who are experiencing a "sudden loss of income" with the possibility of losing their current housing. HUD expects that these resources will be targeted and prioritized to serve households that are most in need of this temporary assistance and are most likely to achieve stable housing, whether subsidized or unsubsidized, outside of ESG after the program concludes. ESG assistance is not intended to provide long -term support for program participants, nor will it be able to address all of the financial and supportive services needs of households that affect housing stability. Rather, assistance should be focused on housing stabilization, linking program participants to community resources and mainstream benefits, and helping them develop a plan for future housing instability. ALLOCATION: Monroe County Board of County Commissioners. requested an allocation award of $100,000 to provide ESG services. In addition to these funds, Monroe County Board of County Commissioners will be providing a match amount total $301,000.00. The match funds consist of in kind dollars, such as donated case managers and administrative services. The budget is as follows: 33 Emergency Solutions Grant Budget Form 2011 Prevention and Re- Housing Eligible Activity Grant $ Match $ 1. Rapid Re- Housing A. Rental Assistance $ 1,000.00 $ 956.00 B. Housing Relocation and Stabilization $ $ _ i. Financial Assistance Costs $ 3,000.00 $ 581.00 ii Services Costs $ 2,000.00 $ 13,570.00 2. Homeless Prevention A. Rental Assistance $79,650.00 $100,000.00 B Housm Relocation and Stabilization $ L Financial Assistance Costs $ 6,750.00 $ 15,000.00 ii Services Costs $ 3,600.00 $ 24,430.00 3. HMIS A. Cost of contributing data to HMIS for Continuum of Care $ 1,500.00 $ 15,581.00 B. HMIS Lead Agency Costs for hosting and maintaining system C. Victim Services provider costs for comparable database $ $ Administrative C osts [Cap 2.5 %J A.. Local government $ 2,500.00 $131,000.00 B. Private non - profit organization Not Allowed $ TOTAL BUDGET $100,000.00 $301,118.00 34 CLIENT ELIGIBILITY: The intent of ESG is to provide funding for housing expenses to individuals and families who are homeless. This program targets persons who meet the HUD definition of homeless. This agency is responsible for verifying and documenting a client's actual homelessness. Income eligibility and need for assistance must be evaluated and reviewed by the Eligibility Specialist /case manager once a month. 5. (a) Prioritizing: The purpose of the ESG program is to provide rapid re- housing assistance to as many homeless individuals and families who face multiple obstacles to obtaining and sustaining housing as possible. An individual or family's ability to sustain housing is not a threshold requirement. The program will focus on helping individuals and families overcome their immediate housing obstacles and connect them with the resources they need to stay housed when the program ends. Our agency will target assistance to families and individuals who are homeless or who are about to spend their first night in a shelter, car, or on the street. These families and individuals will be prioritized as follows: Priority 1. Homeless Families Priority 1(a). The homeless family who is in the emergency shelter for less than 30 days Priority 1(b). The homeless family who has been living on the streets (cars, parking lots, places not meant for human habitation) for less than 30 days Priority 1(c). The homeless family or individual who is in the emergency shelter for over 30 days Priority 1(d). The homeless family or individual who has been living on the streets (cars, parking lots places not meant for human habitation) for over 30 days Priority 2. Homeless Individuals Priority 2(a). The homeless individual who is in the emergency shelter for less than 30 days Priority 2(b). The homeless individual who has been living on the streets (cars, parking lots, places not meant for human habitation) for less than 30 days Priority 2(c). The homeless individual who is in the emergency shelter for over 30 days Priority 2(d). The homeless individual who has been living on the streets (cars, parking lots, places not meant for human habitation) for over 30 days 5.(b) Prioritizing: The purpose of the ESG program is to provide financial assistance to households at risk of homelessness. Persons being evicted from a private dwelling - The agency must have evidence that the eviction will be within 21 days of the date the household applied for ESG assistance. Eligibility Requirements for Rapid Re- housing Assistance and/or Prevention Assistance: -The program participant must meet the criteria under paragraph (1) the "at risk of homelessness" definition or who meet the criteria in paragraph (2), (3), or (4) of the homeless definition in 576.2 for homeless prevention assistance. A homeless certification form will be required. -The household income must be less than 30% AMI. Annual income will be calculated using the standards for calculating income under HOME and Section 8 income guidelines. -The program participant lacks sufficient. resources and support networks necessary to retain housing without ESG assistance (but for this assistance they would be homeless). Complete a one -on -one assessment for sustainability with staff. - Ensure that the rent for a subsidized unit does not exceed the established fair market rent for the area and that the unit meets the rent reasonableness test. rE M Eligibility Requirements for All Clients: Evaluating individuals' and families' eligibility for ESG assistance in order to receive financial assistance or services funded by ESG, individuals and families must at least meet the minimum criteria: Initial interview: Any individual or family provided with financial assistance through ESG must have an assessment with a case manager or eligibility specialists who can determine the appropriate type of assistance to meet their needs. Monroe County Social Services (MCSS) has a process in place to refer persons ineligible for ESG to the appropriate resources or service provider that can assist them. income Verification: The household must be below 30 % percent of Area Median Income (AMI). Qualifying incomes for ESG assisted households will be calculated in the manner prescribed in the Section 8 Housing Assistance program. Eligibility Specialists) /case managers will complete income verification forms and submit to appropriate income sources for third party verification. Completed income verifications should be placed in the client file. INCOME LIMITS - Eligible applicant must meet the income guidelines of less than 30% of AMI. 2012 INCOME LIMITS— Eligible applicant must meet the income guidelines of 30% of Average Median Income (AMI) or less for Monroe County, Florida # of Persons 1 2 3 4 5 6 7 8 Extremely $17,400 $19,850 $22,350 $24,800 $26,800 $28,800 $30,800 $32,750 Low Income (<30 %) . Housing Status: The household must be at risk of losing its housing and meet both of the following circumstances: (1) no appropriate subsequent housing options have been identified; AND (2) the household lacks the financial resources and support networks needed to obtain immediate housing or remain in its existing housing. ELIGIBLE ACTIVITIES There are four categories of eligible activities for the ESG program: financial assistance, housing relocation and stabilization services, data collection and evaluation and administrative costs. These eligible activities are intentionally focused on housing — either financial assistance to help pay for housing, or services designed to keep people in housing or to find housing. Generally, the intent of ESG assistance is to successfully support program participants in their journey from homelessness to long -term stability. 36 Clients should achieve stability either through their own means and /or through public assistance as appropriate. Financial Assistance For all financial assistance, payments may not be made directly to program participants; only payments to third parties, such as landlords or utility companies are eligible. Properties owned by the grantee, sub - grantee or the parent, subsidiary or affiliated organization of the sub - grantee may not receive payments that include H -ESG funding. Financial Assistance is limited to the following activities: Rental Assistance Tenant -based rental assistance can be provided to allow individuals and families to remain in their existing rental units or to help them obtain and remain in rental units they select. Rental assistance may be provided for up to 12 months, but participants must be recertified for eligibility every three (3) months. Agencies may determine how many months of rent assistance to provide a program participant, or a maximum amount of assistance that a single individual or family may receive. Total assistance will be limited to $6200.00. Share of rent and utilities costs that each client must pay, if any, while receiving re- housing assistance: Monroe County Social Services is not requiring a share of cost for rent or other financial assistance. When a rental unit has been located, Monroe County Social Services will assist the client in contacting the landlord to complete the appropriate paperwork and conduct a habitability standards inspection. For all homelessness prevention Lead Based Paint Poisoning Act requirements must be met when applicable based on participant household composition. Agencies must certify that the unit has passed habitability standards by completing the Habitability Standards Certification or the Habitability Quality Standards assessment before any ESG funds may be released. The Habitability Standards Checklist is Attachment B of this document, and can also be found on the Department H -ESG website located at: http: // commerce .wi.gov /CD /cd- boh- H- ESG.htmi Monroe County Social Services will have acceptable documentation showing a client is in need of rental assistance. Documentation may be in the form of an eviction notice from a landlord, owner, or property manager. MCSS will use fair market rent (FMR) standards to determine eligibility. If a unit is above FMR, the participant is ineligible for ESG. MCSS will assist program clients to locate a rental unit at or below fair market rent. The Final FY2012 Monroe County, Florida Fair Market Rent (FMRs) for All Bedroom Sizes �5 1 Efficiency 1 Bedroom 2 Bedroom 3 Bedroom 4 Bedroom Final FY2012 FMR $946.00 $1,152.00 $1,419.00 $2,065.00 $2,211.00 �5 1 Security and Utility Deposits ESG funds may be used to pay for security deposits and utility deposits. Security and utility deposits may only be paid with ESG funding if the program participant will otherwise be homeless without this assistance. Security and utility deposits covering the same period of time in which assistance is being provided through another housing subsidy program are eligible, as long as they cover different cost types. Security and utility deposits may be paid as a one -time grant not to exceed the monthly rental amount. Information documenting the need for a security deposit should be obtained at the same time the required rental paperwork is being completed by the client and landlord. Agencies may determine whether to collect the security deposit when the participant moves. If the security deposit is recovered by the agency, it must be treated as program income and reported to the City. MCSS will conduct a habitability standards inspection on any unit that a client will be moving into using ESG funds for a security or utility deposit. MCSS will certify that the unit has passed habitability standards before any ESG funds may be released. Utility Payments ESG funds may be used for up to 12 months of utility payments, including up to 6 months of utility payments in arrears. The client, or a member of the participant's household, must have an account in his /her name with a utility company. If the participant does not have an account in his/her name, they must be able to show responsibility to make utility payments with canceled checks or receipts from a utility company. The participant must have a lease with their name on it to prove residency and verify address of utility service. Copies of the proof of responsibility should be obtained and maintained in the client file. Utility payments must be made directly to the utility company. Utility payments may not be made on behalf of homeowners who are facing foreclosure. Assistance Limits The maximum number of months the client receives assistance is 12 months, including any arrears. The maximum number of times the program participant may receive assistance is not applicable and based on need. Coordination: Housing Relocation and Stabilization Services Assistance should be focused on housing stabilization, linking program clients to community resources and mainstream benefits and helping them develop a plan for preventing future housing instability. Services for program participants will be coordinated within the Continuum of Care provider network, the Monroe County Helpline and other area emergency shelter providers, essential service providers, homelessness prevention and rapid re- housing assistance providers, other homeless assistance providers, and mainstream service and housing providers. Housing Relocation and Stabilization Services are limited to the following activities: Case Management and Support Services Activities for the arrangement, coordination, monitoring, and delivery of services related to meeting the housing needs of clients will be provided with ESG funds, MCSS will include counseling, developing, securing and coordinating service, obtaining Federal, State and local benefits, developing and individualizing housing and service plans including a path to permanent housing stability. outreach and Engagement . MCSS will conduct outreach intended to promote ESG, targeting the program to persons who are homeless or near homeless so that they are aware of the program and its services. ESG funds may be used to inform community agencies and organizations of the services that the program offers, who is eligible to participate, and how services are accessed. Data Collection and Evaluation ESG data collection and reporting is conducted through the HMIS via MCSS staff. ESG funds are allocated to MCSS for continuation of contributing date to the Continuum of Care (CoC). Administrative Costs MCSS will utilize administrative funds for training for staff who will administer the program and accounting costs. Confidentiality MCSS has procedures in place to ensure the confidentiality of records pertaining to any individual provided with assistance. Termination of Housing Assistance and Grievance Procedure MCSS may terminate assistance to a program participant who violates program requirements. MCSS may resume assistance to a program participant whose assistance was previously terminated. In terminating assistance to a program participant, MCSS has a formal process that recognizes the rights of individuals receiving assistance to due process of law. This process consist of: • Written notice to the program participant containing a clear statement of the reasons for termination; • A review of the decision, in which the program participant is given the opportunity to file a grievance and present written or oral objections before a person other than the person (or a subordinate of that person) who made or approved the termination decision; and • Prompt written notice of the final decision to the client. Recordkeeping MCSS will maintain program records for a minimum of five years after the final expenditure under the ESG contract. Monitoring MCSS is responsible for ensuring that the program requirements established by the HUD Notice and any subsequent guidance are met. MCSS will follow the monitoring procedures it established in its substantial amendment submitted for ESG, and has staff that has responsibility for continuous monitoring of all ESG activities. .1 Attachment B ESG Habitability Standards Certification All housing assisted under the Emergency Solutions Grant (ESG) must provide safe and sanitary housing that is in compliance with the habitability standards outlined below and any state or local requirements. Mark each statement as A for approved or D for deficient. Property must meet all standards in order to be approved. LStructure and materials: The structures must be structurally sound so as not to pose any threat to occupants and so as to protect the residents from hazards. 2.Access: The housing must be accessible and capable of being utilized without unauthorized use of other private properties. Structures must provide alternate means of egress in case of fire. _3.Space and Security: Each resident must be afforded adequate space and security for themselves and their belongings. An acceptable place to sleep must be provided for each resident. 4.Interior air quality: Every room or space must be provided with natural or mechanical ventilation. Structures must be free of pollutants in the air at levels that threaten the health of residents. 5. Water Supply: The water supply must be free from contamination at levels that threaten the health of individuals. 6. Sanitary facilities: Residents must have access to sufficient sanitary facilities that are in proper operating condition, may be used in privacy, and are adequate for personal cleanliness and the disposal of human waste. 77hermal environment: The housing must have adequate heating and/or cooling facilities in proper operating condition. 8.I1lumination and electricity: The housing must have adequate natural or artificial illumination to permit normal indoor activities and to support the health and safety of residents. Sufficient electrical sources must be provided to permit use of essential electrical appliances while assuring safety from fire. 9.Food preparation and refuse disposal: All food preparation areas must contain suitable space and equipment to store, prepare, and serve food in a sanitary manner. 10. Sanitary Conditions: The housing and any equipment must be maintained in sanitary condition. I I .Lead -based paint: If the structure was built prior to 1978, and a child under the age of six or a pregnant woman will reside in the property, and the property has a defective paint surface inside or outside the structure, the property cannot be approved until the defective surface is appropriately treated. Defective paint surface means: applicable surface on which paint is cracking, scaling, chipping, peeling or loose. 12.Fire safety: Each unit must include at least one battery- operated or hard -wired smoke detector, in proper working condition, on each occupied level of the unit. Smoke detectors must be located, to the extent practicable, in a hallway adjacent to a bedroom. If the unit is occupied by hearing - impaired persons, smoke detectors must have an alarm system designed for hearing- impaired persons in each bedroom occupied by a hearing - impaired person. 40 Attachment B ESG Habitability Standards Certification (continued) The public areas of all housing must be equipped with a sufficient number, but not less than one for each area, of battery- operated or hard -wired smoke detectors. Public areas include, but are not limited to, laundry rooms, community rooms, day care centers, hallways, stairwells, and other common areas. Note the following to assist in determining if unit can be approved or is deficient: Building built/rehabbed before 1978? Yes No Children under 6 present Yes No Pregnant woman present Yes No CERTIFICATION STATEMENT I certify that I have evaluated the property located at the address below to the best of my ability and find the following: The property meets all of the above standards Yes No Therefore, I make the following determination: The property is approved Yes No Client Name Rental Unit Street Address: Apartment # City, State Zip Evaluator's Signature: Print Name: Date: 41 ATTACHMENT IV The administration of resources awarded by the Department of Children & Families to the provider may be subject to audits as described in this attachment. MONITORING In addition to reviews of audits conducted in accordance with OMB Circular A -133 and Section 215.97, F.S., as revised, the department may monitor or conduct oversight reviews to evaluate compliance with contract, management and programmatic requirements. Such monitoring or other oversight procedures may include, but not be limited to, on -site visits by department staff, limited scope audits as defined by OMB Circular A -133, as revised, or other procedures. By entering into this agreement, the recipient agrees to comply and cooperate with any monitoring procedures deemed appropriate by the department. In the event the department determines that a limited scope audit of the recipient is appropriate, the recipient agrees to comply with any additional instructions provided by the department regarding such audit. The recipient further agrees to comply and cooperate with any inspections, reviews, investigations, or audits deemed necessary by the department's inspector general, the state's Chief Financial Officer or the Auditor General. AUDITS PART I: FEDERAL REQUIREMENTS This part is applicable if the recipient is a State or local government or a non - profit organization as defined in OMB Circular A -133, as revised. In the event the recipient expends $500,000 or more in Federal awards during its fiscal year, the recipient must have a single or program - specific audit conducted in accordance with the provisions of OMB Circular A -133, as revised. The recipient agrees to provide a copy of the single audit to the Department's Single Audit Unit and its contract manager. In the event the recipient expends less than $500,000 in Federal awards during its fiscal year, the recipient agrees to provide certification to the Department's Single Audit Unit and its contract manager that a single audit was not required. In determining the Federal awards expended during its fiscal year, the recipient shall consider all sources of Federal awards, including Federal resources received from the Department of Children & Families, Federal government (direct), other state agencies, and other non -state entities. The determination of amounts of Federal awards expended should be in accordance with guidelines established by OMB Circular A -133, as revised. An audit of the recipient conducted by the Auditor General in accordance with the provisions of OMB Circular A -133, as revised, will meet the requirements of this part. In connection with the above audit requirements, the recipient shall fulfill the requirements relative to auditee responsibilities as provided in Subpart C of OMB Circular A- 133, as revised. The schedule of expenditures should disclose the expenditures by contract number for each contract with the department in effect during the audit period. The financial statements should disclose whether or not the matching requirement was met for each applicable contract. All questioned costs and liabilities due the department shall be fully disclosed in the audit report package with reference to the specific contract number. Single Audit Information for Recipients of Recovery Act Funds: (a) To maximize the transparency and accountability of funds authorized under the American Recovery and Reinvestment Act of 2009 (Pub. L. l 1 1 -5) (Recovery Act) as required by Congress and in accordance with 2 CFR 215.21 "Uniform Administrative Requirements for Grants and Agreements" and OMB Circular A— CF 1120 (12/14/2011) 4 G 102 Common Rules provisions, recipients agree to maintain records that identify adequately the source and application of Recovery Act funds. OMB Circular A -102 is available at http://www.whitehouse.gov/omb/circulars/a102/aIO2.html. (b) For recipients covered by the Single Audit Act Amendments of 1996 and OMB Circular A -133, "Audits of States, Local Governments, and Non - Profit Organizations," recipients agree to separately identify the expenditures for Federal awards under the Recovery Act on the Schedule of Expenditures of Federal Awards (SEFA) and the Data Collection Form (SF —SAC) required by OMB Circular A -133. OMB Circular A -133 is available at http: / /www.whitehouse.gov /omb /circulars /al33 /a133.html. This shall be accomplished by identifying expenditures for Federal awards made under the Recovery Act separately on the SEFA, and as separate rows under Item 9 of Part III on the SF —SAC by CFDA number, and inclusion of the prefix "ARRA -" in identifying the name of the Federal program on the SEFA and as the first characters in Item 9d of Part 111 on the SF —SAC. (c) Recipients agree to separately identify to each subrecipient, and document at the time of subaward and at the time of disbursement of funds, the Federal award number, CFDA number, and amount of Recovery Act funds. When a recipient awards Recovery Act funds for an existing program, the information furnished to subrecipients shall distinguish the subawards of incremental Recovery Act funds from regular subawards under the existing program. (d) Recipients agree to require their subrecipients to include on their SEFA information to specifically identify Recovery Act funding similar to the requirements for the recipient SEFA described above. This information is needed to allow the recipient to properly monitor subrecipient expenditure of ARRA funds as well as oversight by the Federal awarding agencies, Offices of Inspector General and the Government Accountability Office. PART II: STATE REQUIREMENTS This part is applicable if the recipient is a nonstate entity as defined by Section 215.97(2), Florida Statutes. In the event the recipient expends $500,000 or more in state financial assistance during its fiscal year, the recipient must have a State single or project - specific audit conducted in accordance with Section 215.97, Florida Statutes; applicable rules of the Department of Financial Services; and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for - profit organizations), Rules of the Auditor General. The recipient agrees to provide a copy of the single audit to the Department's Single Audit Unit and its contract manager. In the event the recipient expends less than $500,000 in State financial assistance during its fiscal year, the recipient agrees to provide certification to the Department's Single Audit Unit and its contract manager that a single audit was not required. In determining the state financial assistance expended during its fiscal year, the recipient shall consider all sources of state financial assistance, including state financial assistance received from the Department of Children & Families, other state agencies, and other nonstate entities. State financial assistance does not include Federal direct or pass- through awards and resources received by a nonstate entity for Federal program matching requirements. In connection with the audit requirements addressed in the preceding paragraph, the recipient shall ensure that the audit complies with the requirements of Section 215.97(8), Florida Statutes. This includes submission of a financial reporting package as defined by Section 215.97(2), Florida Statutes, and Chapters 10.550 or 10.650, Rules of the Auditor General. The schedule of expenditures should disclose the expenditures by contract number for each contract with the department in effect during the audit period. The financial statements should disclose whether or not the matching requirement was met for each applicable contract. All questioned costs and liabilities due the department shall be fully disclosed in the audit report package with reference to the specific contract number. CF 1120 (12/14/2011) 43 PART III: REPORT SUBMISSION Any reports, management letters, or other information required to be submitted to the department pursuant to this agreement shall be submitted within 180 days after the end of the provider's fiscal year or within 30 days of the recipient's receipt of the audit report, whichever occurs first, directly to each of the following unless otherwise required by Florida Statutes: A. Contract manager for this contract (1 copy) B. Department of Children & Families ( 1 electronic copy and management letter, if issued ) Office of the Inspector General Single Audit Unit Building 5, Room 237 1317 Winewood Boulevard Tallahassee, FL 32399 -0700 Email address: single auditfirdcf C. Reporting packages for audits conducted in accordance with OMB Circular A -133, as revised, and required by Part I of this agreement shall be submitted, when required by Section .320(d), OMB Circular A -133, as revised, by or on behalf of the recipient directly to the Federal Audit Clearinghouse using the Federal Audit Clearinghouse's Internet Data Entry System at: http_ har < fac /colle /ddeindex.himI and other Federal agencies and pass- through entities in accordance with Sections .320(e) and (f), OMB Circular A -133, as revised. D. Copies of reporting packages required by Part II of this agreement shall be submitted by or on behalf of the recipient directly to the following address: Auditor General Local Government Audits /342 Claude Pepper Building, Room 401 111 West Madison Street Tallahassee, Florida 32399 -1450 Email address: fl audgen _localgovt @aud.state.fl.us Providers, when submitting audit report packages to the department for audits done in accordance with OMB Circular A -133 or Chapters 10.550 (local governmental entities) or 10.650 (nonprofit or for - profit organizations), Rules of the Auditor General, should include, when available, correspondence from the auditor indicating the date the audit report package was delivered to them. When such correspondence is not available, the date that the audit report package was delivered by the auditor to the provider must be indicated in correspondence submitted to the department in accordance with Chapter 10.558(3) or Chapter 10.657(2), Rules of the Auditor General. PART IV: RECORD RETENTION The recipient shall retain sufficient records demonstrating its compliance with the terms of this agreement for a period of six years from the date the audit report is issued and shall allow the department or its designee, Chief Financial Officer or Auditor General access to such records upon request. The recipient shall ensure that audit working papers are made available to the department or its designee, Chief Financial Officer or Auditor General upon request for a period of three years from the date the audit report is issued, unless extended in writing by the department. CF 1120 (12/14/2011) REQUEST FOR REIMBURSEMENT Agency: MONROE COUNTY 500 Whitehead Street Key West, FL 33040 Grant Period: 12/01/2012 - 6/30/2014 Reimbursement Period: ATTACHMENT V DESCRIPTION RAPID RE- HOUSING Rental Assistance Financial Assistance Costs Services Costs HOMELESS PREVENTION Rental Assistance Financial Assistance Costs Services Costs HMIS ADMINISTRATIVE COSTS AL CONTRACT CURRENT YTD CONTRAC' FUNDING EXPENDITURES EXPENDITURES BALANCE $ 1,000.00 $ 1,000.00 $ 3,000.00 $ 3,000.00 $ 2,000.00 $ 2,000.00 $ 79,650.00 $ 79,650.00 $ 6,750.00 $ 6,750.00 $ 3,600.00 j $ 3,600.00 $ 1,500.00 $ 1,500.00 $ 2,500.00 $ 2,500.00 $ 100,000.00 $ 100,000.00 By signing below, I certify this to be true and correct as reflected in our books and records. Prepared by: Approved by: 451 Emergency Solutions Grant Budget Form 2011 Prevention and Re- Housing Attachment VI Eligible Activity Grant $ _ Match $ ...._ _ __.... 1 Rapid Re Housing A. Rental Assistance $ 1,000.00 $ 956.00 B Houstn Relocation and Stabilization $ _. . $ _ i Financial Assistance Costs $ 3,000.00 - $ 581.00 ii Services Costs $ 2,000.00 $ 13,570 00 i 2. Homeless n Preve A. I Rental Assistance $ 79,650.00 __. _.._... B Housing Relocation and Stabilization i. Financial Assistance Costs $ 6,75000 — $ 15,000.00 .. ........._..__ _ __ _ - -- -- _•--- ........ ti :Services Costs - $ 3,600 00 $ 24,430.00 3. HAMS A. ;Cost of contributing data to HMIS for Continuum of Care $ 1,500.00 1 $ 15,581 AO B i HMIS Lead Agency Costs for hosting and maintaining system `•: $ $ C. Victim Services provider costs for comparable database $ -- _...___ ......._ _. - -_. __.. __._.. 4 Administrative Costs (Cap 2.5% - A. 'Local government $ 2,500 00 _._.._ $131,000 00 Private non-profit organization Not Allowed — TOTAL BUDGET ' $100,000.00 $301,118.00 46