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\----.4 .� y CLERK OF CIRCUIT COURT & COMPTROLLER
• ' i. ^.Gf� k MONROE COUNTY,FLORIDA
A41 i i ,,-
DATE: November 1, 2016
TO: Sheryl Graham, Director
FROM: Cheryl Robertson Executive Aide to the Clerk of Court& Comptroller e -
At the October 19, 2016 Board of County Commissioner's meeting the Board granted approval and
authorized execution of the item C27 Approval of Ratification of Nutrition Services .Incentive
Program (NSIP) Contract US-1651 between the Alliance for Aging, Inc., and Monroe County
BOCC/Monroe County Social Services for the contract year 2015-2016 (10/01/15 - services end on
12/31/16; contract ends on 02/15/2017) in the amount of$42,766.48.
Enclosed are three (3) duplicate originals of the above mentioned for your handling. Should you have
any questions,please feel free to contact me.
cc: County Attorney
Finance
File
500 Whitehead Street Suite 101,PO Box 1980,Key West,FL 33040 Phone:305-295-3130 Fax:305-295-3663
3117 Overseas Highway,Marathon,FL 33050 Phone:305-289-6027 Fax:305-289-6025
88820 Overseas Highway,Plantation Key,FL 33070 Phone:852-7145 Fax:305-852-7146
Contract # US1651, Amendment 001
CONTRACT AMENDMENT ONE
BETWEEN
ALLIANCE FOR AGING, INC.
AND
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS, SOCIAL SERVICES/IN-HOME SERVICES
WHEREAS, on September 30, 2015, the Alliance for Aging, hereinafter referred to as the (Alliance) and
Monroe County Board of County Commissioners, Social Services/In-Home Services, (Contractor), entered into
original contract US-1651 for the provision of Nutritional Service Incentive Program; and
NOW THEREFORE, the parties agree to the following:
1. The purpose of this Amendment is to increase the service and funding, and replace attachments and
contractual language of the contract. The additional funding for this Amendment is $15,520.55,
therefore the new total contract amount is $42,766.48.
2. ATTACHMENT I, SECTION 1.2.4 is hereby replaced.
1.2.4 Term of Provision of Services
The term of this contract for the delivery of services shall be October 1, 2015 through December 31, 2016.
3. ATTACHMENT I Section 3.1 is hereby replaced
GENERAL STATEMENT OF METHOD OF PAYMENT
This is a fixed rate contract. The Alliance shall make payment to the Contractor for provision of services up to
a maximum number of units of service and at the prospective rate stated below:
Service to be Provided
Unit of Service
Unit Rate
Maximum
tinats
Eligible Congregate and
Home Delivered Meals
1 unit = 1 meal
$.72
59,398
4. ATTACHMENT I, Section 3.2.1 is hereby replaced
3.1.1 Date for Final Request for Payment
(1) The final request for payment is due to the Alliance no later than February 15, 2017. This contract is
for services provided during the 2015-2016 Federal Fiscal Year beginning October 1, 2015 through
December 31, 2016.; This contract shall automatically terminate after the final rate for the federal
fiscal year has been established and the release of final payments are authorized by the Alliance.
(2) In the event that the final reimbursement rate is greater or less than the rate in ATTACHMENT I,
Section 3.1, then this contract shall be appropriately adjusted upon notice from the Contract Manager.
(3) In the event of a conflict between this paragraph and any other provision in the contract, this
section shall supersede.
5. ATTACHMENT I, Section 3.2.2.3 is hereby replaced
The final request for reimbursement is due no later than January 15, 2017.
6. ATTACHMENT III is hereby replaced
IN WITNESS THEREFORE, the Parties have executed this Amendment by the undersigned officials as
duly authorized.
Pagel
Contract # US1651, Amendment 001
Monroe County Board of County
Commissioners, Social Services/In-Home
Services
ALLIANCE FOR AGING, INC.
SIGNED:
SIGNED:
NAME: Sheryl Graham
NAME: Max B. Rothmaqe6, LLLVr—
TITLE: Acting County Administrator
TITLE: President/CEO
DATE: 9/28/2016
DATE:
SIGNED BY: o _p AS OR
NAME: Heather Carruthers Pis "40 4
ASSISTA,�_`. COL' 1"Y ATO NE '
TITLE: MAYOR ate. ---
DATE:
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Page2
Contract # US1651, Amendment 001
ATTACHMENT III
FINANCIAL AND COMPLIANCE AUDIT
The administration of resources awarded by the Alliance to the provider may be subject to audits and/or monitoring by the Alliance and/or the
Department as described in this section.
I. MONITORING
In addition to reviews of audits conducted in accordance with OMB Circular A-133, as revised, and Section 215.97, F.S., (see "AUDITS"
below), monitoring procedures may include, but not be limited to, on -site visits by the Alliance and/or the Department staff, limited scope
audits as defined by OMB Circular A-133, as revised, and/or other procedures. By entering into this agreement, the Contractor agrees to
comply and cooperate with any monitoring procedures/processes deemed appropriate by the Alliance. In the event the Alliance and/or the
Department determines that a limited scope audit of the Contractor is appropriate, the Contractor agrees to comply with any additional
instructions provided by the Alliance and/or the Department to the Contractor regarding such audit. The Contractor further agrees
to comply and cooperate with any inspections, reviews, investigations, or audits deemed necessary by the Alliance and/or the
Department.
AUDITS
PART I: FEDERALLY FUNDED
This part is applicable if the provider is a State or local government or a non-profit organization as defined in OMB Circular A-133, as
revised.
In the event that the Contractor expends $750,000.00 or more in federal awards during its fiscal year, the Contractor must have a single or
program -specific audit conducted in accordance with the provisions of OMB Circular A-133, as revised. EXHIBIT 2 to this agreement
indicates federal resources awarded through the Alliance by this agreement. In determining the federal awards expended in its fiscal year, the
C o n t r a c t o r shall consider all sources of Federal awards, including federal resources received from the A l l i a n c e. The determination of
amounts of Federal awards expended should be in accordance with the guidelines established by OMB Circular A-133, as revised. An
audit of the Contractor 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 audit requirements addressed in Part 1, paragraph 1, the Contractor shall fulfill the requirements relative to auditee
responsibilities as provided in Subpart C of OMB Circular A-133, as revised.
If the Contactor expends less than $750,000.00 in federal awards in its fiscal year, an audit conducted in accordance with the provisions of
OMB Circular A-133, as revised, is not required. In the event that the Contractor expends less than $750,000.00 in federal awards in its fiscal
year and elects to have an audit conducted in accordance with the provisions of OMB Circular A-133, as revised, the cost of the audit must
be paid from non-federal resources (i.e., the cost of such audit must be paid from Contractor resources obtained from other than federal
entities.)
An audit conducted in accordance with this part shall cover the entire organization for the organization's fiscal year. Compliance
findings related to agreements with the Alliance shall be based on the agreement's requirements, including any rules, regulations, or statutes
referenced in the agreement. The financial statements shall disclose whether or not the matching requirement was met for each applicable
agreement. All questioned costs and liabilities due to the Alliance and/or the Department shall be fully disclosed in the audit report with
reference to the Alliance agreement involved. If not otherwise disclosed as required by Section .310(b)(2) of OMB Circular A-133, as
revised, the schedule of expenditures of federal awards shall identify expenditures by agreement number for each agreement with the
Alliance in effect during the audit period. Financial reporting packages required under this part must be submitted within the earlier of 30
days after receipt of the audit report or 9 months after the end of the Contractor's fiscal year end.
PART IL STATE FUNDED
This part is applicable if the Contractor is a non -state entity as defined by Section 215.97(2), F.S.
In the event that the contractor expends a total amount of state financial assistance equal to or in excess of $750,000.00 in any fiscal year of
such Contractor (for fiscal years ending September 30, 2004 or thereafter), the Contractor must have a State single or project -specific audit for
such fiscal year in accordance with Section 215.97, F.S.; 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. EXHIBIT 2 to this agreement indicates state
financial assistance awarded through the Alliance by this agreement. In determining the state financial assistance expended in its fiscal year, the
Contractor shall consider all sources of state financial assistance, including state financial assistance received from the Alliance, other state agencies,
and other non -state entities. State financial assistance does not include Federal direct or pass -through awards and resources received by a non -state
entity for Federal program matching requirements.
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Contract # U51651, Amendment 001
Inconnection with the audit requirements addressed in Part II, paragraph 1, the Contractor shall ensure that the audit complies with the requirements
of Section 215.97(8), F.S. This includes submission of a financial reporting package as defined by Section 215.97(2), F.S., and Chapter 10.550
(local governmental entities) or 10.650 (nonprofit and for -profit organizations), Rules of the Auditor General.
If the Contractor expends less than $750,000.00 in state financial assistance in its fiscal year (for fiscal years ending September 30, 2004 or
thereafter), an audit conducted in accordance with the provisions of Section215.97, F.S., is not required. In the event that the Contractor expends
less than $750,000.00 in state financial assistance in its fiscal year and elects to have an audit conducted in accordance with the provisions of
Section 215.97, F.S., the cost of the audit must be paid from the non -state entity's resources (i.e., the cost of such an audit must be paid from the
Contractor resources obtained from other than State entities).
An audit conducted in accordance with this part shall cover the entire organization for the organization's fiscal year. Compliance findings
related to agreements with the Alliance shall be based on the agreement's requirements, including any applicable rules, regulations, or statutes.
The financial statements shall disclose whether or not the matching requirement was met for each applicable agreement. All questioned costs
and liabilities due to the Alliance shall be fully disclosed in the audit report with reference to the Alliance agreement involved. If not otherwise
disclosed as required by Rule 69I-5.003, Fla. Admin. Code, the schedule of expenditures of state financial assistance shall identify expenditures by
agreement number for each agreement with the Alliance in effect during the audit period. Financial reporting packages required under this
part must be submitted within 45 days after delivery of the audit report, but -no later than 12 months after the Contractor's fiscal year end for
local governmental entities. Non-profit or for -profit organizations are required to be submitted within 45 days after delivery of the audit
report, but no later than 9 months after the Contractor's fiscal year end. Notwithstanding the applicability of this portion, the Alliance retains all
right and obligation tomonitor and oversee theperformance ofthis agreement as outlined throughout this document andpursuant to law.
II. PART III: REPORT SUBMISSION
Copies of 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 Contractor directly to
each of the following:
The Alliance at each of the following addresses: Alliance for Aging, Inc.
Attn: Fiscal Department
760 NW 107`h Avenue
Suite 214
Miami, FL 33172
The Federal Audit Clearinghouse designated in OMB Circular A-133, as revised (the number of copies required by Sections .320 (d)(1) and
(2), OMB Circular A-133, as revised, should be submitted to the Federal Audit Clearinghouse), at the following address:
Federal Audit Clearinghouse
Bureau of the Census
1201 East 10"' Street
Jeffersonville, IN 47132
Other Federal agencies and pass -through entities in accordance with Sections .320 (e) and (f), OMB Circular A-133, as revised.
Pursuant to Sections .320(f), OMB Circular A-133, as revised, the provider shall submit a copy of the reporting package described in
Section .320(c), OMB Circular A-133, as revised, and any management letter issued by the auditor, to the Alliance at each of the
following addresses: Alliance for Aging, Inc.
Attn: Fiscal Department
760 NW 107`h Avenue
Suite 214
Miami, FL 33172
Additionally, copies of financial reporting packages required by Part 11 of this agreement shall be submitted by or on behalf of the Contractor
directly to each of the following:
The Alliance at the following address:
Alliance for Aging, Inc.
Attn: Fiscal Department
760 NW 107`h Avenue
Suite 214
Miami, FL 33172
Any reports, management letter, or other information required to be submitted to the Alliance pursuant to this agreement shall be submitted
timely in accordance with OMB Circular A-133, F.S., and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for -profit
organizations), Rules of the Auditor General, as applicable.
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Contract # U51651, Amendment 001
Contractors, when submitting financial reporting packages to the A 1 1 i a n c e for audits done in accordance with OMB Circular A-133 or
Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for -profit organizations), Rules of the Auditor General, should
indicate the date that the reporting package was delivered to the Contractor in correspondence accompanying the reporting package.
III. PART IV: RECORD RETENTION
The Contractor shall retain sufficient records demonstrating its compliance with the terms of this agreement for a period of six (6) years
from the date the audit report is issued, and shall allow the A 1 I i a n c e a n d t h e Department or its designee, the CFO or Auditor General
Access to such records upon request. The Contractor shall ensure that audit working papers are made available to the Alliance and the
Department, or its designee, CFO, or Auditor General upon request for a period of six (6) years from the date the audit report is issued,
unless extended in writing by the Alliance.
Pages
Contract # U51651, Amendment 001
ATTACHMENT II EXHIBIT I
FINANCIAL, AND COMPLIANCE AUDIT ATTACHMENT
PART 1: AUDIT RELATIONSHIP DETERMINATION
Contractors who receive state or federal resources may or may not be subject to the audit requirements of 2 CFR Part §200.500, and/or
Section 215.97, Fla. Stat. Contractors who are determined to be recipients or subrecipients of federal awards and/or state financial
assistance may be subject to the audit requirements if the audit threshold requirements set forth in Part I and/or Part II of Exhibit I is met.
Contractors who have been determined to be vendors are not subject to the and it requirements oft CFR Part §200.38, and/or Section
215.97, Fla. Stat. Regardless of whether the audit requirements are met, Contractors who have been determined to be recipients or
subrecipients of Federal awards and/or state financial assistance must comply with applicable programmatic and fiscal compliance
requirements.
In accordance with 2 CFR Part §200 and/or Rule 691-5.006, FAC, C o n t r a c t o r has been determined to be:
Vendornot subject to 2 CFR Part §200.38 and/or Section 215.97, F.S.
Recipient/subrecipient subject to 2 CFR Part §200.86 and §200.93 and/or Section 215.97, F.S.
Exempt organization not subject to 2 CFR Part §200 and/or Section 215.97, F.S. For Federal awards, for -profit organizations are
exempt; for state financial assistance projects, public universities, community colleges, district school boards, branches of state
(Florida) government, and charter schools are exempt. Exempt organizations must comply with all compliance requirements set
forth within the contract or award document.
NOTE: If a Contractor is determined to be a recipient/subrecipient of federal and or state financial assistance and has been approved by
the Alliance to subcontract, they must comply with Section 215.97(7), F.S., and Rule 69I-.5006, FAC [state financial assistance] and 2 CFR
Part §200.330 [federal awards].
PART II: FISCAL COMPLIANCE REQUIREMENTS
FEDERAL AWARDS OR STATE MATCHING FUNDS ON FEDERAL AWARDS. Contractors who receive Federal awards, state
maintenance of effort funds, or state matching funds on Federal awards and who are determined to be a subrecipient must comply with the
following fiscal laws, rules and regulations:
STATES, LOCAL GOVERNMENTS AND INDIAN TRIBES MUST FOLLOW:
2 CFR Part §200.416- Cost Principles*
2 CFR Part §200.201- Administrative Requirements**
2 CFR Part §200.500- Audit Requirements
Reference Guide for State Expenditures
Other fiscal requirements set forth in program laws, rules and regulations
NON-PROFIT ORGANIZATIONS MUST FOLLOW:
2 CFR Part §200.400-.411-Cost Principles*
2 CFR Part §200.100 -Administrative Requirements
2 CFR Part §200.500- Audit Requirements Reference Guide for State Expenditures
Other fiscal requirements set forth in program laws, rules and regulations
EDUCATIONAL INSTITUTIONS (EVEN IF A PART OF A STATE OR LOCAL GOVERNMENT) MUST FOLLOW:
2 CFR Part §200.418- Cost Principles*
2 CFR Part §200.100- Administrative Requirements
2 CFR Part §200.500 -Audit Requirements Reference Guide for State Expenditures
Other fiscal requirements set forth in program laws, rules and regulations
*Some Federal programs may be exempted from compliance with the Cost Principles Circulars as noted in the 2 CFR Part §200.400(5) (c).
**For funding passed through U.S. Health and Human Services, 45 CFR 92; for funding passed through U.S. Department of Education,
34 CFR 80.
STATE FINANCIAL ASSISTANCE. Contractors who receive state financial assistance and who are determined to be a
recipient/subrecipient must comply with the following fiscal laws, rules and regulations:
Section 215.97, Fla. Stat.
Chapter 691-5, Fla. Admin. Code
State Projects Compliance Supplement Reference Guide for
State Expenditures
Other fiscal requirements set forth in program laws, rules and regulations
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Contract # U51651, Amendment 001
ATTACHMENT II EXHIBIT 2
FINANCIAL, AND COMPLIANCE AUDIT ATTACHMENT
FUNDING SUMMARY
Note: Title 2 CFR § 200.331, As Revised, and Section 215.97(5), Florida Statutes, Require That Information About Federal Programs
and State Projects Be Provided to the Recipient and Are Stated in the Financial and Compliance Audit Attachment and Exhibit 1.
Financial and Compliance Audit Attachment, Exhibit 2-Funding Summary Provides Information Regarding the Funding Sources
Applicable to This Contract, Contained Herein, Is A Prediction ofFunding Sources and Related Amounts Based on the Contract Budget.
1. FEDERAL RESOURCES AWARDED TO THE SUBRECIPIENT PURSUANT TO THIS CONTRACT CONSIST
OF THE FOLLOWING:
GRANT AWARD (FAIN#): N/A
FEDERAL AWARD DATE: 10/1/2015
DUNS NUMBER: 073876757
PROGRAM TITLE
FUNDING SOURCE
CFDA
AMOUNT
Nutrition Services Incentive Program
FGTF
93.053
$42,766.48
TOTAL FEDERAL AWARD
COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED PURSUANT
TO THIS CONTRACT ARE AS FOLLOWS:
FEDERAL FUNDS:
2 CFR Part 200- Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.
OMB Circular A-133, As amended- Audits of States, Local Governments, and Non -Profit Organizations
2. STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS CONTRACT CONSIST OF THE
FOLLOWING:
MATCHING RESOUCES FOR FEDERAL PROGRAMS
PROGRAM TITLE FUNDING SOURCE CFDA AMOUNT
TOTAL STATE AWARD
STATF FINANCIAL. ASSITANCF SI IRIFCT TO cec ?] 5 97 F S
PROGRAM TITLE FUNDING SOURCE CFDA AMOUNT
TOTAL AWARD
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT TO THIS
CONTRACT ARE AS FOLLOWS:
STATE FINANCIAL ASSISTANCE:
Section 215.97, F.S., Chapter 691-5, FL Admin Code, Reference Guide for State Expenditures, Other fiscal requirements set forth in
program laws, rules and regulations.
Pagel