Item C30BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 01/16/14 Division: Countv Administrator
Bulk Item: Yes X No Department: Social Services
Staff Contact Person: ShervI Graham 305-292-4510
4� el&— /Z-Z 4
AGENDA ITEM WORDING: Approval of the Low Income Home Energy Assistance Program
Federally Funded Sub grant Agreement Number 14 EA- 01741 -54 -01 -019 between Monroe County
Board of County Commissioners (Community Services/Social Services) and the State of Florida,
Department of Economic Opportunity for the provision of funds to pay electric bills for low income
clients.
ITEM BACKGROUND: This is a reoccurring agreement. There is no match required by Monroe
County. This is a cost reimbursement agreement. This agreement allows Monroe County Social
Services to provide financial assistance to low income residents in order to assist them with paying past
due energy bills.
PREVIOUS RELEVANT BOCC ACTION: Prior approval granted for the Low Income Home
Energy Assistance Program Contract Number 13EA-OF-1 1-54-01-019 on 2/20/13.
CONTRACT/AGREEMENT CHANGES: Not applicable.
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $203,466.00
BUDGETED: Yes X No
COST TO COUNTY: $0 (no match required) SOURCE OF FUNDS: Grant funds
REVENUE PRODUCING: Yes — No X AMOUNT PER: MONTH: YEAR:
f
APPROVED BY: County Atty// 04/Pur! Risk Managemen<0),
DOCUMENTATION: Included x Not Required_ To Follow
DISPOSITION: AGENDA ITEM #
Revised 8/06
CONTRACT SUMMARY
Contract with: L[BEA9(DE(}) Contract: #14EA- OF-1 1-54-01-019
Effective Date: 3-0I-2014
Expiration Date: 9-31-15
Con1ructYoqpose/DceorpUnn: Approval o[ the Low income Home Energy Assistance Program Federally funded
So6urxn1 Agreement Number 14EA-OF-I 1-54-01-019 between Monroe County Board of County Commissioners
and the State of Florida, Department of Economic Opportunity for the provision of funds to pay electric bills for
| |ovv income Monroe County residents.
Contract Manager: Sheryl Graham 305-292- Social Services/Stop 1
(Name) (Ext.) (Department/Stop
For BOCC meeting on 1/16/2014 Agenda Deadline: 12/30/2013
CONTRACT COSTS
| Total Dollar Value of Contract: approx. $203/466.00
| Yes X No
County Match: -0-
�
Additional Match:
�Total Match $0
Estimated Ongoing Costs: $
(Not included in dollar value above)
Account Codes:
Current Year Portion:
$ 203,466.00
125 - 6153514
ADDITIONAL COSTS
CONTRACT REVIEW
I Division Director
I Comments:
Date In
Changes
Needed
Yes - L1 No
Yes No/
Yes D No V
YesO No�|
Date Out
Reviewer
-)MB VermmRevised 2/27/01 MCP #2
STATE OF FLORIDA
DEPARTMENT OF ECONOMIC OPPORTUNITY,'
IL
CFDA Number: 93.368
Contract Number: 14EA-0E- 11-54-01-019
THIS AGREEMENT is entered into by the State of Florida, Department of Economic Opportunin-, with
headquarters in Tallahassee, Florida (hereinafter referred to as "DEO"), and _Nlonroe Coun!l- Board of Counn-
Commissioners. (hereinafter referred to as the "Recipient").
THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOVING REPRESENTATIONS:
A. The Recipient represents that it is fully qualified and eligible to receive these grant funds to provide the
services identified herein; and
B. DEO has received these grant funds from the State of Florida, and has the authority to subgrant these
funds to the Recipient upon the terms and conditions below; and
C. DEO has statutory authority to disburse the funds under this Agreement.
THEREFORE, DEO and the Recipient agree to the following:
(1) SCOPE OF XVORK
The Recipient shall perform the work in accordance with Attachment A and Attachment J of this Agreement.
(2) INCORPORATION OF LAWS, RULES, REGULATIONS AND POLICIES
The Recipient and DEO shall be governed by applicable State and Federal laws, rules and regulations, including
those identified in Attachment B.
(3) PERIOD OF AGREEMENT
This Agreement shall begin upon execution by both parties or March 1, 2014, whichever is earlier, and shall end
o n March 31, 2015, unless terminated earlier in accordance with the provisions of Paragraph (13) of this Agreement.
(4) MODIFICATION OF CONTRACT
Either parry may request modification of the provisions of this Agreement. Changes which are agreed upon
shall be valid only when in writing, signed by each of the parties, and attached to the original of this Agreement.
(5) RECORDKEEPING
(a) As applicable, Recipient's performance under this Agreement shall be subject to the federal "Common
Rule: Uniform Administrative Requirements for State and Local Governments" (53 Federal Register 8034) or OMB Circular
No. A -110 (now 2 CFR Part 215), "Grants and Agreements with Institutions of Higher Education, Hospitals, and Other
Nonprofit Organizations," and either OMB Circular No. A-87 (now 2 CFR Part 225), "Cost Principles for State and Local
Governments," O_%fB Circular No. A-21 (now 2 CFR Part 220), "Cost Principles for Educational Institutions," or OMB
Circular No, A-122 (now 2 CFR Part 230), "Cost Principles for Nonprofit Organizations. If this Agreement is made X-6th a
commercial (for-profit) organization on a cost-reimbursement basis, the Recipient shall be subject to Federal Acquisition
Regulations 31.2 and 931.2.
Page 1
(b) All records pertaining to this Agreement, including but not limited to, supporting documentation and
records sufficient to demonstrate compliance %vith the terms of the Agreement including personnel and financial records
and reports related to the jobs, wages, and cumulative investment required under this Agreement, shall be retained ba-
the Recipient for five fiscal years after completion of the project, which includes satisfaction of all reporting
requirements and receipt of all payments due under the Agreement, provided applicable audits have been released, or
five years after the date that an audit report is issued, whichever is longer. The five year period may be extended for the
following exceptions:
I. If any litigation, claim or audit is started before the five year period expires, and extends beyond
the five year period, the records shall be retained until all litigation, claims or audit findings involving the records have
been resolved.
2. Records for the disposition of non-expendable personal property valued at $5,000 or more at the
time it is acquired shall be retained for five years after final disposition.
3. Records relating to real property acquired shall be retained for five years after the closing on the
transfer of tide,
(c) The Recipient shall maintain all records for the Recipient and for all subcontractors or consultants to
be paid from funds provided under this Agreement, including documentation of all program costs, in a form sufficient
to determine compliance with the requirements and objectives of Attachment J and Attachment K to this Agreement
and all other applicable laws and regulations.
(d) The Recipient, its employees or agents, including all subcontractors or consultants to be paid from
funds provided under this Agreement, shall allow access to its records at reasonable times to DEO and its employees
and agents. "Reasonable" shall ordinarily mean during normal business hours of 8:00 a.m. to 5:00 p.m., local time, on
Monday through Friday. "Agents" shall include, but not be limited to, auditors retained by DEO.
(e) The Recipient may, per Rule 1B-24.003(9)(a), Florida Administrative Code, allow its public records to be
stored through electronic recordkeeping systems as substitutes for the original or paper copy.
(0 The Recipient agrees to maintain financial procedures and support documents, in accordance with
generally accepted accounting principles, to account for the receipt and expenditure of funds under this Agreement.
(g) These records shall be available at reasonable times for inspection, review, or audit by state personnel
and other personnel authorized by DEO. "Reasonable" shall ordinarily mean normal business hours of 8:00 a.m. to
I in
5:00 p.m., local time, Monday through Friday.
(6) PUBLIC RECORDS REQUIREMENTS:
Recipient must notify- DEO, both by e-mail and first class mail, within one business day from receipt of all
request(s) for public records, as a public record is defined in Section 119.011, Fla. Stat. In accordance with Chapter 119
of the Florida Statutes, Recipient shall be responsible for responding to all public records requests per the cost structure
provided for records made or received by Recipient in conjunction with the Agreement, unless the records are exempt
from section 24(a' ) of Article I of the State Constitution and Section 119.071 1), Fla. Star. Notice of public records
requests received by the Recipient shall be e-mailed to I and mailed to:
U
Public Records Coordinator
Department of Economic Opportunity
107 East Madison Street
Tallahassee, Florida 32399
Office: (850) 2 43 -7140
Recipient shall allow public access to all documents, papers, letters or other materials made or received by
Recipient in conjunction with this Agreement, unless the records are exempt from section 24(a) of Article I of the State
Constitution and subsection 119.07(1), F.S. DEO reserves the right to unilaterally cancel this Agreement for Recipient's
refusal to comply with this provision.
Recipient shall transfer, at no cost to DEO, all public records upon completion or termination of the
Agreement, and destroy any duplicate public records that are exempt or confidential and exempt from public records
disclosure requirements. All electronic records shall be provided to DEO in a DEO-compatible format.
(7) AUDIT REQUIREMENTS
(a) The Recipient shall have all required audits completed by an independent certified public accountant
(IPA), either a certified public accountant or a public accountant licensed under Chapter 473, Fla. Star. The IPA shall
state that the audit complied with the applicable provisions noted in Exhibit 1 to this Agreement.
(b) The audit must be received by DEO no later than nine months from the end of the Recipient's fiscal
year. The audit must be submitted in accordance with the requirements of Exhibit 1 to this Agreement.
(c) If an audit shows that all or any portion of the funds disbursed were not spent in accordance with the
conditions of this Agreement, the Recipient shall be held liable for reimbursement to DEO of all funds not spent in
accordance with these applicable regulations and Agreement provisions within thirty calendar days after DEO has
notified the Recipient of such non - compliance.
(d) Within sixty calendar days of the close of Recipient's fiscal year, on an annual basis, Recipient shall
electronically submit a completed Audit Compliance Certification (a version of this certification is attached hereto as
Exhibit 3 of this Agreement) to audit&deo.myflorida.com. Recipient's timely submittal of one completed Audit
Compliance Certification for each applicable fiscal year will fulfill this requirement within all agreements (e.g., contracts,
grants, memorandums of understanding, memorandums of agreement, economic incentive award agreements, etc.)
between DEO and Recipient.
(8) REPORTS
(a) The Recipient shall provide DEO with all required reports as set forth in Attachment C to this
Agreement. These reports shall include the current status and progress by the Recipient and all subrecipients and
subcontractors in completing the work described in Attachment A and the expenditure of funds under this Agreement,
in addition to any other information requested by DEC).
(b) If all required reports and copies are not sent to DEO or are not completed in a manner acceptable to
DEO, DEO may withhold further payments until they are completed or may take other action as stated i Paragraph
In
(12) of this Agreement, "Acceptable to DEW means that the work product -,vas completed in accordance 'I'Vith
Attachment A, Attachment J and Attachment K of this Agreement.
(c) The Recipient shall provide additional program updates, reports, or information as may be required by
DF0
(9) MONITORING
The Recipient shall monitor its performance under this Agreement, as well as that of its subcontractors
and/or consultants who are paid from funds provided under this Agreement, to ensure that the Scope of Work and
other performance goals are being achieved. A review shall be done for each function or activity in Attachment A to
this Agreement.
In addition to reviews of audits conducted in accordance with Paragraph (7) above, monitoring procedures
may include, but not be limited to, on-site visits by DEO staff, limited scope audits, and/or other procedures, The
Recipient, and all subrecipients, agree to comply with the most recent monitoring manual provided by DEO, and
cooperate with any monitoring procedures /processes deemed appropriate by DEO. In the event that DEO determines
that a limited scope review of the Recipient is appropriate, the Recipient agrees to comply with any additional
instructions provided by DEO to the Recipient regarding such review. The Recipient further agrees to comply and
cooperate with any inspections, reviews, investigations or audits deemed necessary by the Florida Chief Financial
Officer or Auditor General. In addition, DEO will monitor the performance and financial management by the
Recipient throughout the contract term to ensure timely completion of all tasks.
(10) LIABILI
(a) Unless the Recipient is a state agency or subdivision, as defined in Section 768.28, Fla. Star., the
Recipient is solely responsible to parties it deals with in carrying out the terms of this Agreement, and shall hold DEO
harmless against all claims of whatever nature by third parties arising from the work performance under this Agreement.
For purposes of this Agreement, the Recipient agrees that it is not an employee or agent of DEO, but is an independent
contractor.
(b) Any Recipient which is a state agency or subdivision, as defined in Section 768 28, Fla. Stat., agrees to
be fully responsible for its negligent or tortious acts or omissions which result in claims or suits against DEO, and
agrees to be liable for any damages proximately caused by its acts or omissions to the extent set forth in Section 768 28,
Fla. Stat. Nothing herein is intended to serve as a waiver of sovereign immunity by any Recipient to which sovereign
immunity applies. Nothing herein shall be construed as consent by a state agency or subdivision of the State of Florida
to be sued by third parties in any matter arising out of any contract.
(11) DEFAULT
If any of the following events occur ("Events of Default"), all obligations on the part of DEO to make
further payment of funds under this Agreement shall terminate, if DEO so elects, and DEO may exercise any of its
remedies set forth in Paragraph (12) of this Agreement. However, DEO may make payments or partial payments after
any Events of Default Without waiving the right to exercise such remedies, and without becoming liable to make any
further payment:
(a) If any warranty or representation made by the Recipient in this Agreement or any previous agreement
with DEO is or becomes false or misleading in any respect, or if the Recipient falls to keep or perform aliv of the
Page 4
obligations, terms or covenants in this Agreement or any previous agreement with DEO and has not cured them in
timely fashion, or is unable or unwilling to meet its obligations under this Agreement;
(b) If material adverse changes occur in the financial condition of the Recipient at any time during the term
of this Ag reement, I
reement and the Recipient falls to cure this adverse change thirty calendar days from the date written
notice is sent by DEO,
(c) If any reports required by this -a have not been submitted to DEO or have been submitted
with incorrect, incomplete or insufficient information;
(d) If the Recipient has failed to perform and complete in timely fashion any of its obligations under this
Agreement,
(12) REIMEDIES
If an Event of Default occurs and DEO provides written notice to the Recipient, DEO may exercise any
one or more of the following remedies, either concurrently or consecutively:
(a) Terminate this Agreement if the Recipient has not cured the default within thirty calendar days of
receipt of written notice of an Event of Default;
(b) Begin an appropriate legal or equitable action to enforce performance of this Agreement;
(c) Withhold or suspend payment of all or any part of a request for payment;
(d) Exercise any corrective or remedial actions, to include but not be limited to:
1. request additional information from the Recipient to determine the reasons for or the extent of
non - compliance or lack of performance,
2. issue a written warning to advise that more serious measures may be taken if the situation is not
corrected,
3. advise the Recipient to suspend, discontinue, or refrain from incurring costs for any activities in
question, or
4. require the Recipient to reimburse DEO for the amount of costs incurred for any items
determined to be ineligible; and
(e) Exercise any other rights or remedies which may be otherwise available under law.
(f) Pursuing any of the above remedies will not keep DEO from pursuing any other remedies in this
Agreement or provided at law or in equity. If DEO waives any right or remedy in this Agreement or fails to insist on
strict performance by the Recipient, it will not affect, extend or waive any other right or remedy of DEC), or affect the
later exercise of the same right or remedy by DEO for any other default by the Recipient.
(13) TERMINATION
(a) DEO may terminate this Agreement for cause with thirty calendar days written notice. Cause includes
misuse of funds, fraud, lack of compliance with applicable rules, laws and regulations, failure to perform in a timely
manner, failure to cure an Event of Default within thirty calendar days from receipt of the notice, or refusal by the
Recipient to permit public access to any document, paper, letter, or other material subject to disclosure under Chapter
119, Fla. Star., as amended.
Page 5
(b' DEC) may terminate this Agreement for convenience or when it determines, in its sole discretion, that
continuing the Agreement would not produce beneficial results in line with the further expenditure of funds, by
providing the Recipient with thirty calendar days prior written notice.
(c) The parties may agree to terminate this Agreement for their mutual convenience through a written
C'
amendment of this Agreement. The amendment shall state the effective date of the termination and the procedures for
proper closeout of the Agreement.
A If DEO issues a notice of Event of Default, the Recipient shall not incur new obligations ring the
gati s du
thirty day cure period. If DEO determines that the Recipient has cured the event of Default within the thirty
day cure
period, DEO will provide notice to the Recipient that it may resume incurring new obligations. Costs incurred for new
obligations after receipt of the notice of Event of Default will be disallowed. The Recipient shall not be relieved of
liability to DEO because of any breach of this Agreement by the Recipient. DEO may, to the extent authorized by law,
withhold payments to the Recipient for the purpose of set-off until the exact amount of damages due DEO from the
Recipient is determined.
(14) NOTICE AND CONTACT
(a) All notices provided under or pursuant to this Agreement shall be in writing delivered, by standard mail
or electronic mail, to the representative identified below at the address and email set forth below and said notification
attached to the original of this Agreement.
(b) The name and address of the DEO contract manager for this Agreement is:
Paula Lemmo, Bureau Chief
Department of Economic Opportunity
Division of Community Development
Bureau of Community Assistance
107 East Madison Street, MSC 400
Tallahassee, Florida 32399-4120
Email: paula.lemmo@deo.myflorida.com
(c) The name and address of the Representative of the Recipient responsible for the administration of this
Agreement is stated in Attachment I of this Agreement.
(d) In the event that different representatives or addresses are designated by either party after execution of
this Agreement, notice of the name, title and address of the new representative will be provided as stated in Paragraph
(14)(a) above.
(15) SUBCONTRACTS
If the Recipient subcontracts any of the work required under this Agreement, a copy of the unsigned
subcontract must be forwarded to DEO for review and approval before it is executed by the Recipient The Recipient
agrees to include in the subcontract that (i) the subcontractor is bound by the terms of this Agreement, (ii) the
subcontractor is bound by all applicable state and federal laws and regulations, and (iii) the subcontractor shall hold
DEO and the Recipient harmless against all claims of whatever nature arising out of the subcontractor's performance of
Monro Counry Board *uoutirvc1 11-MUSSIm r�
work under this Agreement, /o the extent allowed and required 6rlaw. The Recipient a6aU6ocumco,iothrquurte6?
report the subcontractor's progress 6u performing its work under this Agreement.
For each nu6cnoczac/. the Recipient shuUprovidouw6ueu statement ,nI}E(} as oo whether that
subcontractor isoo6uorir7 vendor, us defined io Section 2O8.7O3,Ila.8cxt.
( TERMS AND CONDITIONS
This Agreement contains all the terms and coo/66nno agreed upon 6y the parties.
(]7) ATTACHMENTS
(a) All attachments to this Agreement are incorporated as if set out fully herein.
(b) In the event of any inconsistencies or conflict between the language of this Agreement and the
attachments, the language of the attachments shall control, but onIv to the extent of the conflict or inconsistencv.
(c) This Agreement has the following attachments (check all that are applicable):
]Bn6i6it 1 Audit Requirements
Exhibit 1-A —Funding Sources
Exhibit 2— Audit Compliance Certification
Exhibit 3—Notice Regarding Collection oF Social Security Numbers
Attachment Scope ofWork
Attachment Program Statutes and Regulations
Attachment Reports
Attachment Z)- Property Management and Procurement
Attachment II- Statement ofAssurances
&uachcucot F— Special Conditions
Attachment \X'uzruutica and Representations
Attachment Ccc6Gcu600 Regarding [>c6umoeot
/cttnc600cot l Recipient Information
Anoc6ozeut T Budget Summary and Work-plan
/\tmc600eut K Budget Detail
3`rmc6nnrot I. Multi-County Fund Distribution
Attachment -justification o[ Advance Payment
(l8) FUNDING /CONSIDERATION
(a) This iaucost-reio6urseocut&greoocot. The Recipient shall 6c reimbursed for costs incurred in the
satisfactory performance oF work hereunder iouu amount not to exceed $20[3466 subject u/ the mruilu6JitTof funds and
appropriate budget au6zoni9. Until I)E(} provides further notice ~o the Recipient, 6nnev«r,6`cRecipient is only
nu,6o6zed to incur costs in an amount not ,oexceed $111,90k6. As funds and budget authority are zvmOu6\c, c6uu8co to
the costs the Recipient may incur wil be accomplished by written notice from DEO to the Recipient's contact person
identified in Attachment l The terms of the Agreement shall be considered to have been modified to allow the Recipient
to incur additional costs upon the Recipient's zzccip/oFdzc`rrictcouo6ce6oru[)BO.
Page 7
0-1) Any advance payment under this Agreement is subject to Section 216.181(16), 1-la,Stat., and is
contingent upon the Recipient's acceptance of the rights of DEC) under Paragraph (13)(b' of this Agreement. The
amount -which may be advanced may not exceed the expected cash needs of the Recipient -ithin the first three months,
of the term of the Agreement. Any advance payment is also subject to federal 0-NIB Circulars A-87 (nov 2 CFR Part
225), A -110 (no 2 CFR Part 215), A-122 (note 2 CFR Part 230) and the Cash Management Improvement Act of 1990.
If an advance payment is requested, the budget data on which the request is based and a justification statement shall be
included in this Agreement as Attachment M. Attachment IN't-ill specify the amount of advance payment needed and
provide an explanation of the necessity for and proposed use of these funds.
( c) The Recipient must expend an amount equal to or greater than the amount of the initial advance within
J
the first three months of the term of the Agreement. If the Recipient has not expended an amount equal to the initial
advance by the end of the first three months of the term of the Agreement, the Recipient shall submit a written
explanation to DEO. DEO will deduct the unexpended amount of the initial advance from the Recipient's
reimbursement amount until the unexpended amount is recovered in full,
(d) After the initial advance, if any, payment shall be made on a reimbursement basis. The Recipient agrees
to expend funds in accordance with Attachment A, Attachment J, and Attachment K of this Agreement.
(e) If the Recipient receives an advance, reimbursements for the first four months of the term of the
Agreement in which expenditures are reported shall be reduced by twenty-five percent of the initial advance per month,
unless Recipient submits a written request documenting extenuating circumstances and receives DSO's written
acceptance.
If the necessary funds are not available to fund this Agreement as a result of action by the United States
Congress, the federal Office of Management and Budgeting, the State Chief Financial Officer, or under Subparagraph
(20)(h) of this Agreement, all obligations on the part of DEO to make any further payment of funds shall terminate, and
the Recipient shall submit its closeout report within thirty calendar days of receiving notice from DEO,
(19) REPAYMENTS
All refunds or repayments to be made to DEO under this Agreement are to be made payable to the order
of "Department of Economic Opportunity" and mailed directly to DEO at the following address:
Department of Economic Opportunity
Division of Community Development
Bureau of Community Assistance
107 East Madison Street, MSC 400
Tallahassee, Florida 32399-4120
In accordance with Section 215.34(2), Fla. Stat., if a check or other draft is returned to DEO for collection,
the Recipient shall pay to DEO a service fee of Fifteen Dollars ($15.00) or Five Percent (5 c) of the face amount of the
returned check or draft, whichever is greater.
(20) MANDATED CONDITIONS
, (a) The validity of this Agreement is subject to the truth and accuracy of all the information,
representations, and materials submitted or provided by the Recipient in this Agreement, in any later submission or
Z•
response to a DEO request, or in amv submission or response to fulfill the requirements of this Agreement. All of said
information, representations, and materials are incorporated by reference. The inaccuracy of the submissions or any'
material changes shall, at the option of DECD and with thirty calendar days written notice to the Recipient, cause the
termination of this Agreement and the release of DEC) from all its obligations to the Recipient.
(b) This Agreement shall be construed under the laws of the State of Florida, and venue for any actions
arising out of this Agreement shall be in the Circuit Court of Leon County-. If any provision of this Agreement is in
conflict with any applicable statute or rule, or is unenforceable, then the provision shall be null and void to the extent of
the conflict, and shall be severable, but shall not invalidate any other provision of this Agreement.
(c) Any power of approval or disapproval granted to DEC) under the terms of this Agreement shall
survive the term of this Agreement.
(d) This Agreement may be executed in any number of counterparts, any one of which may be taken as an
original.
(e) The Recipient agrees to comply with the Americans \Vith Disabili ties Act (Public Law 101 -336, 42
U.S.C. Section 12101 etLea. and the Florida Civil Rights and Fair Housing Acts (sections 760.01 — 760.37, Fla. Star.),
which prohibit discrimination by public and private entities on the basis of disability in employment, public
accommodations, transportation, state and local government services, and telecommunications.
(f) A person or organization who has been placed on the convicted vendor list following a conviction for a
public entity crime or on the discriminatory vendor list may not submit a bid on a contract to provide any goods or
services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a
public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or
perform work as a contractor, supplier, subcontractor, or consultant under a contract with a public entity, and may not
transact business with any public entity in excess of $25,000.00 for a period of 36 months from the date of being placed
on the convicted vendor list or on the discriminatory vendor list.
(g) Any Recipient which is not a local government or state agency, and which receives funds under this
Agreement from the federal government, certifies, to the best of its knowledge and belief, that it and its principals:
1. are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from covered transactions by a federal department or agency;
2. have not, within a three -year period preceding this proposal been convicted of or had a civil
judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting
to obtain, or performing a public (federal, state or local) transaction or contract under public transaction; violation of
federal or state antitrust statutes or commission of embezzlement, theft, forger-, bribery, falsification or destruction of
records, making false statements, or receiving stolen property;
3. are not presently indicted or otherwise criminally or civilly charged by a governmental entity
(federal, state or local) with commission of any offenses enumerated in Paragraph 19(g)2, of this certification; and
4. have not within a three -year period preceding this Agreement had one or more public transactions
(federal, state or local) terminated for cause or default.
- -- - -- - - - - P _.
If the Recipient is unable to certift- to any of the statements in this certification, then the Recipient shall
attach an explanation to this Agreement.
In addition, the Recipient shall send to DEO by standard mail or electronic methods the completed
Attachment 1-1 for each intended subcontractor which Recipient plans to fund under this Agreement. Such form must
be received by DEO before the Recipient enters into a contract xvith any subcontractor.
(h) The State of Florida's performance and obligation to pay Linder this Agreement is contingent upon an
annual appropriation by the Legislature, and subject to any modification in accordance with Chapter 216, Fla. Stat. or
the Florida Constitution.
(i) AN bills for fees or other compensation for services or expenses shall be submitted in detail sufficient
for a proper preaudit and postaudit thereof,
0) Any bills for travel expenses shall be submitted in accordance with Section 112.061, Fla. Stat.
(k-) If the Recipient is allowed to temporarily invest any advances of funds under this Agreement, any
interest income shall be returned to DEO.
The State of Florida will not intentionally award publicly-funded contracts to any contractor who
knowingly employs unauthorized alien workers, constituting a violation of the employment provisions contained in 8
U.S.C. Section 1324a(e) [Section 274A(e) of the Immigration and Nationality Act ("INA")]. DEO shall consider the
employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the
Recipient of the employment provisions contained in Section 274A(e) of the INA shall be grounds for unilateral
cancellation of this Agreement by DEO.
(in) The Recipient is subject to Florida's Government in the Sunshine Law (,Section 286.011, Fla. Star.) with
respect to the meetings of the Recipient's governing board to discuss, receive recommendations, or take action required
pursuant to this Agreement, or the meetings of any subcommittee making recommendations to the governing board
regarding matters pursuant to this Agreement. AN of these meetings shall be publicly noticed, open to the public, and
the minutes of all the meetings shall be public records, available to the public in accordance with Chapter 119, Fla. Star.
(n) All unmanufactured and manufactured articles, materials, and supplies which are acquired for public -
use under this Agreement must have been produced in the United States as required under 41 U.S.C. 10a, unless it
would not be in the public interest or unreasonable in cost.
(21) LOBBYING PROHIBITION
(a) The use of funds under this Agreement for the purpose of lobbying the Florida Legislature, the judicial
brand, or any state agency is prohibited pursuant to Section 216.347, Fla. Star. Federal grant funds provided under this
Agreement may not be used by DEO or any Recipient or Sub-Recipient to support lobbying activities to influence
proposed or pending Federal or State legislation or appropriations. This prohibition is related to the use of Federal grant
funds and not intended to affect an individual's right or that of any organization, to petition Congress, or any other level
of Government, through the use of other resources (See 45 CFR Part 93),
cl
(b) The Recipient certifies, by the authorized representative's signature to this Agreement, that to the best
of its knowledge and belief-
---------- --------------------- - -------- -
1. No Federal appropriated funds have been paid or v6ll he paid, by or on behalf of the Recipient, to
any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, all
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 ariv Federal contract, grant, loan or
cooperative agreement,
2. If any funds other than Federal appropriated funds have been paid or will be paid to any person
for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or
employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan or
cooperative agreement, the Recipient shall complete and submit Standard Form-LLL, "Disclosure Form to Report
Lobbying."
3. The Recipient shall require that this certification be included in the award documents for all
subawards (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that
all subrecipients shall certify and disclose.
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 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.
(22) COPYRIGHT, PATENT AND TRADEMARK
Any and all patent rights accruing under or in connection with the performance of this Agreement are
hereby reserved to the State of Florida. Any and all copyrights accruing under or in connection with the performance of
this Agreement are hereby transferred by the Recipient to the State of Florida.
(a) If the Recipient has a pre-existing patent or copyright, the Recipient shall retain all nights and
entitlements to that pre-existing patent or copyright unless the Agreement provides otherwise.
(b) If any discovery or invention is developed in the course of or as a result of work or services performed
under this Agreement, or in any way connected with it, the Recipient shall refer the discovery or invention to DEO for a
determination whether the State of Florida will, seek patent protection in its name. Any patent rights accruing under or
in connection with the performance of this Agreement are reserved to the State of Florida. If any books, manuals,
films, or other copynightable material are produced, the Recipient shall notify DEO. Any copyrights accruing under or
in connection with the performance under this Agreement are transferred by the Recipient to the State of Florida.
(c) Within thirty days of execution of this Agreement, the Recipient shall disclose all intellectual properties
in
relating to the performance of this Agreement which he or she knows or should know could give rise to a patent or
copyright. The Recipient shall retain all rights and entitlements to any pre-existing intellectual properry which is so
disclosed. Failure to disclose indicate that no such properry exists. DEO shall then, under Paragraph (b), have the
right to all patents and copyrights which accrue during performance of the Agreement.
(23) 1,EGALAUTTIORIZATION
The Recipient certifies that it has the legal authority to receive the funds under this Agreement and that its
governing body has authorized the execution and acceptance of this Agreement. The Recipient also certifies that the
undersigned person has the authority to legally execute and bind Recipient to the terms of this Agreement.
124' ASSURANCES
The Recipient shall comply \%Ith any Statement of Assurances incorporated as Attachment E.
11111EM I I ml�i1111111 141111 1 1 11 �11 I • IBM
I=
SIGNATURE PAGE
IN WITNESS \XTIEREOF, the parties have executed this Agreement by their duly authorized officers on the
day, month and year set forth below.
ft,W4Tf9
�Wyuc. L.oUri{`tij
(Type Legal Name of Recipient)
HE
(Type Name and Title Flere) 1
Date: I ' I(=. I I
59- 4 9
Federal Identification Number
q 5 1& - 1 (0 - 7 51
DUNS* Number
*Data Universal Numbering System
STATE OF FLORIDA
DEPARTMENT OF ECONOMIC OPPORTUNITY
Oomftnl 3slontiLs
W
William B. Killingsworth, Director
Di6sion of Community Development
Date:
Approved as to form and legal
sufficiency, subject only to full and
proper execution by the parties.
Office of the General Counsel
Department of Economic Opportunity
0
Approved Date:
PC1D' '0 A
AS "S
Date
—
Page 13 ---------- ------
FY 2014 LIHEAP AGREEMENT
EXHIBIT 1
AUDIT REQUIREMENTS
The administration of resources awarded by DEO to the recipient may be subject to audits and /or monitoring b DEC)
as described in this section.
MONITORING
In addition to review's of audits conducted in accordance with OMB Circular A -133 and Section 215.91, Fla, Star,, as
revised (see "AUDITS" below), monitoring procedures may include, but not be limited to, on -site visits by DEO staff,
limited scope audits as defined by OMB Circular A -133, as revised, and/or other procedures. By entering into this
agreement, the recipient agrees to comply and cooperate with any monitoring Procedures /processes deemed appropriate
by DEO. In the event DEO determines that a limited scope audit of the recipient is appropriate, the recipient agrees to
comply with any additional instructions provided by DEO staff to the recipient regarding such audit. The recipient
further agrees to comply and cooperate with any inspections, reviews, investigations, or audits deemed necessary by the
Chief Financial Officer (CFO) or Auditor General.
AUDITS
PART I: FEDERALLY FUNDED
This part is applicable if the recipient is a State or local government or a non- profit organization as defined in OItIB
Circular A -133, as revised.
In the event that the recipient expends $300,000 (300,000 for fscalyears endin g after December 31, 2003 ) or more in
Federal awards in 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. EXHIBIT 1 -A to this agreement indicates
Federal resources awarded through DEO by this agreement In determining the Federal awards expended in its
fiscal year, the recipient shall consider all sources of Federal awards, including Federal resources received from
DEO. 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 recipient conducted by the Auditor General in
accordance with the provisions of O11IB Circular A -133, as revised, will meet the requirements of this part.
2. In connection with the audit requirements addressed in Part 1, paragraph 1, the recipient shall fulfill the
requirements relative to auditee responsibilities as provided in Subpart C of OMB Circular A -133, as revised.
3. If the recipient expends less than $300,000 ($500,000 for fiscal years ending after December 31, 2003) 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 recipient expends less than $300,000 ($500,000 for fiscal years
ending after December 31, 2003) in Federal awards in its fiscal near and elects to have an audit conducted in
accordance with the provisions of ONIB Circular A -133, as revised, the cost of the audit must be paid from
non - Federal resources (i.e., the cost of such an audit must be paid from the recipient resources obtained from
other than Federal entities').
_
Although the audit provisions of OINMB Circular A-133 ordinarily do not apply to for-profit sub recipients, in
the case of Federal funding provided by the U.S. Department of Health and I luman Services, Circular A - 133
does apply. See 45 C.F.R. 74.26 for further details.
A web site that provides links to several Federal Single Audit Act resources can be found at:
hr!12://han /sac/sain fo. 1) rill].
PART 11: STATE FUNDED
This part is applicable if the recipient is a non-state entity as defined by Section 215.97(2), Fla. Stat.
In the event that the recipient expends a total amount of state financial assistance equal to or in excess of
$500,000 in any fiscal year of such recipient (for fiscal years ending September 30, 2004 or thereafter), the
recipient must have a State single or project-specific audit for such fiscal year in accordance with Section 215.97,
Fla. Star.; 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 1-A to
this agreement indicates state financial assistance awarded through DEO by this agreement. In determining the
state financial assistance expended in its fiscal year, the recipient shall consider all sources of state financial
assistance, including state financial assistance received from DEO, 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.
2. In connection with the audit requirements addressed in Part II, paragraph 1, the recipient shall ensure that the
audit complies with the requirements of section 215.97(8), Fla. Star.. This includes submission of a financial
reporting package as defined by section 215.97(2), Fla. Stat., and Chapters 10.550 (local governmental entities)
or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General.
3. If the recipient expends less than $500,000 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 section 215.97, Fla.
Stat., is not required. In the event that the recipient expends less than $500,000 in state financial assistance in
its fiscal year and elects to have an audit conducted in accordance with the provisions of section 215.97, Fla.
Star., 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 recipient's resources obtained from other than State entities).
4. Additional information regarding the Florida Single Audit Act can be found at:
I li
immmum
111 11 111111i
(\'OT This part woilld be used to spee:6� arty additional audit requirements unposed j,y the Stale airarding entily that are solely
a matter of that Slate awarding entil) po&T (i.e., the all&l is not required 15)1 Federal or Slate lan,s and is not in colflicl -
other Federal or Stale audit requiremelMO. Pursuant to Sedion 213.97(8), Florida Statutes, Stale agencies mqy conduct or
--------- -- I _= _'__7�_ � I= -, ��_ �=___ �_ I --- 1- 1 - --1-,-- _
-Page-15-
ananae foraudits of.state fxnarrcial a.rsistarrce that are in addition to audits conducted irr accordance ivith .Section 215 .97 F ~'lorida
Statutes. In such an ertent, the .State aulardina n;enq mast anrrnae for firndin; the full cost of such additional audits.)
N/A
PART IV: REPORT SUBMISSION
1. Copies of reporting packages for audits conducted in accordance with 0It1B Circular A -133, as revised, and
required by Part I of this Exhibit shall be submitted, when required by Section .320 (d), OMB Circular A -133,
as revised, by or on behalf of the recipient directly to each of the following at the address indicated:
A. DEO at each of the following addresses:
Electronic copies ( preferred): Audit &deo.mt-florida.com
or
Paper (hard copy):
Department Economic Opportunity
MSC # 130, Caldwell Building
107 East Madison Street
Tallahassee, Fl. 32399 -4126
B. The Federal Audit Clearinghouse designated in OMB Circular A -133, as revised (the number of copies
required by Sections .320 (d)(1) and (2), 01bI13 Circular A -133, as revised, should be submitted to the
Federal Audit Clearinghouse) at the following address:
htt2: / / harvester. census .gov /fac/ collect /ddeindex.html
C. Other Federal agencies and pass- through entities in accordance with Sections .320 (e) and (0, OMB Circular
A -133, as revised.
2. Pursuant to Section .320 (0, OMB Circular A -133, as revised, the recipient 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 DEO at each of the following addresses:
Electronic copies ( preferred): Audit florida.coin
Paper (Bard cops):
Department Economic Opportunity
MSC # 130, Caldwell Building
107 East Madison Street
Tallahassee, F1. 32399 -4126
- — - - — —
3. Copies of financial reporting packages required by PART 11 of this Exhibit shall be submitted by or on behalf
of the recipient directly- to each of the following:
A� DEC) at each of the following addresses:
Electronic copies (preferred): ktidit(d
or
Paper (hard copy):
Department Economic Opportunity
_NNISC # 130, Caldwell Building
107 East Madison Street
Tallahassee, Fl. 32399-4126
B. The Auditor General's Office at the following address:
Auditor General
Local Government Audits/342
Claude Pepper Building, Room 401
111 West Madison Street
Tallahassee, FL 32399-1450
Email Address: flaudgen localgovtodaud. state. fl.us
4. Copies of reports or the management letter required by Part III of this Exhibit shall be submitted by or on
behalf of the recipient directly to:
A. DEO at each of the following addresses:
N/A
5. Any reports, management letter, or other information required to be submitted to DEO pursuant to this
Agreement shall be submitted timely in accordance with ONII3 Circular A-133, Florida Statutes, and Chapters
10.550 (local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor
General, as applicable.
6. Recipients, when submitting financial reporting packages to DEO for audits done in accordance with OTNT13
Circular A-133 or Chapters 10.550 (local governmental entities) or 10.650 (non-profit and for-profit
organizations), Rules of the Auditor General, should indicate the date that the reporting package was delivered
to the recipient in correspondence accompanying the reporting package.
__P-age-17
The recipient shall retain sufficient records demonstrating its compliaocevv1th the ten Exhibit for u
period of five (5) years from the 6urc the audit report ia ioxoo4 or five (5) ecurc fiscal years after all reporting
requirements are satisfied and final payments have been received, whichever period is longer, and shall allow
DE(}."zits designee, CFO, or Auditor General access to such records upon request. Io addition, ifuo7
litigation, Juim,negotiation, audit, nr other action the records has been started prior ^o the ezpirnuioo
of the controlling period ^s identified above, the records shall be retained unfil completion of the action and
resolution of all issues which arise from it, or until the end of the controlling period as identified above,
whichever is longer. The recipient a6u8euxucr6zatnnditnorkiu&yoprzsurccuu6eu,uUo6Icu,I)B(],orim
designee, CFO, or Auditor General upon request for a period of five (5) years from the date the audit report is
issued, nu]cas extended in writing by I}£(>.
Ae
FI 2014 LIHEAP AGREEMENT
EXHIBIT 1 -A
FUNDING SOURCES
RES OURCES FEDERAL i i TO THE RECIPIENT PURSUANT TO THIS AGREEMENT
C ONSIST OF • •
Federal Program (list Federal �a�enc} Catalog of Federal Domestic�ssistane title and nufrrber, and amount
Federal Pro r am: Low- Income Home Energy Assistance Program
Federal Agency li.S. Department of Health and Human Services
Federal Identifier: G- 12132FLCOSR
Catalog of Federal Domestic Assistance Title: Low Income Home Energy Assistance Program
Catalog of Federal Domestic Assistance Number: 93.568
Recipient Monroe County Board of County Commissioners
Award Amount: $203,466
COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED
PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS:
Federal Program:
List applieable compliance requirements as follows:
First applicable compliance requirement (eg., what sen4ces1purposes resources mast be used for): The Recipient shall use the
LIHEAP funds to provide energy= payment assistance to eligible consumers with low income. These funds will be
expended in accordance with Attachment A, Attachment B, Attachment J, applicable OMB Circulars, and the
FY 2014 LIHEAP State Plan.
2. Second applicable compliance requirement (e,;., eligibility requirements for recipients of the resources): The Recipient shall comply
with applicable OMB Circulars and eligibility requirements as set forth in the U.S. Department of Health and
Human Services regulations codified in Title 45 of the Code of Federal Regulations, Part 96 — Block Grants, and
Title 31 of the Code of Federal Regulations, Part 205 — Cash Management Improvement Act of 1990.
STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT CONSIST
OF THE FOLLOWING: None
MATCHING RESOURCES FOR FEDERAL PROGRAMS: None
SUBJECT TO SECTION 215.97, FLORIDA STATUTES: None
State Project: None
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT TO
THIS AGREEMENT ARE AS FOLLOWS: None
NOTE: Section .400(d) of OMB Circular A -133, as revised, and Section 215.97(5), Fla. Star., require that the information
about Federal Programs and State Projects included in Exhibit 2 be provided to the recipient.
FY 2014 LIHEAP AGREEMENT
EXHIBIT 2
AUDIT COMPLIANCE CERTIFICATION
Recipient Name:
FEIN:
Recipient's Fiscal Year.
Contact Person Name and Phone Number:
Contact Person Email Address:
DID RECIPIENT EXPEND STATE FINANCIAL ASSISTANCE, DURING ITS FISCAL YEAR, THAT IT
RECEIVED UNDER ANY AGREEMENT (E.G., CONTRACT, GRANT, MEMORANDUM OF AGREEMENT,
MEMORANDUM OF UNDERSTANDING, ECONOMIC INCENTIVE AWARD AGREEMENT, ETC.)
BETWEEN CONTRACTOR AND THE DEPARTMENT OF ECONOMIC OPPORTUNITY (DEO)? YES
NO
IF THE ABOVE ANSWER IS YES, ALSO ANSWER THE FOLLOWING BEFORE PROCEEDING TO ITEM 2:
DID RECIPIENT EXPEND $500,000 OR MORE OF STATE FINANCIAL ASSISTANCE (FROM DEO AND
ALL OTHER SOURCES OF STATE FINANCIAAL ASSISTANCE COMBINED) DURING ITS FISCAL. YEAR?
YES NO
IF YES, RECIPIENT CERTIFIES THAT IT WILL TIMELY COMPLY WITH ALL APPLICABLE STATE
SINGLE OR PROJECT - SPECIFIC AUDIT REQUIREMENTS OF SECTION 215.97, FLORIDA
STATUTES, AND THE APPLICABLE RULES OF THE DEPARTMENT OF FINANCIAL SERVICES
AND THE AUDITOR GENERAL.
2. DID RECIPIENT EXPEND FEDERAL AWARDS, DURING ITS FISCAL YEAR, THAT IT RECEIVED
UNDER ANY AGREEMENT (E.G., CONTRACT, GRANT, MEMORANDUM OF AGREEMENT,
MEMORANDUM OF UNDERSTANDING, ECONOMIC INCENTIVE AWARD AGREEMENT, ETC.)
BETWEEN CONTRACTOR AND DEO? YES NO
IF THE ABOVE ANSWER IS YES, ALSO ANSWER THE FOLLOWING BEFORE PROCEEDING TO
EXECUTION OF THIS CERTIFICATION:
DID RECIPIENT EXPEND $500,000 OR MORE IN FEDERAL, AWARDS (FROM DEO AND ALL OTHER
SOURCES OF FEDERAL AWARDS COMBINED) DURING ITS FISCAL YEAR? YES NO
IF YES, RECIPIENT CERTIFIES THAT IT WILL TIMELY COMPLY WITH ALL APPLICABLE
SINGLE OR PROGRAM- SPECIFIC AUDIT REQUIREMENTS OF OMB CIRCULAR A -133, AS
REVISED.
By signing below, I certify, on behalf of Recipient, that the above representations for items 1 and 2 are true
and correct.
Signature of Authorized Representative
Printed Name of Authorized Representative
Date
Title of Authorized Representative
FY 2 LIHEAP AGREEMENT
EXHI
Recipient Name: { • * • e f { '
,a
FEIN: 5 ^ fiat:�001 +
Recipient's Fiscal Year: I t t `[ f i4
Contact Person Name and Phone Number: K nn wt..mn (StS 292-'"
Contact Person Email Address: W 'It kGS -I.iM aQ 6 ne— couirv+ -
1. DID RECIPIENT EXPEND STATE FINANCIAL ASSISTANCE, DURING ITS FISCAL. YEAR, TEEN IT
RECEIVED UNDER ANY AGREEMENT (E.G., CONTRACT, GRANT, MEMORANDUM OF AGREEMENT,
MEMORANDUM OF UNDERSTANDING, ECONOMIC INCENTIVE AWARD AGREEMENT, ETC.)
BETWEEN CONTRACTOR AND THE DEPARTMENT OF ECONOMIC OPPORTUNITY (DEO)? YES
NO
IF THE ABOVE ANSWER IS YES, ALSO ANSWER THE FOLLOWING BEFORE PROCEEDING TO ITEM 2:
DID RECIPIENT EXPEND $500,000 OR MORE OF STATE FINANCIAL ASSISTANCE (FROM DEO AND
ALL OTHER SOURCES OF STATE FINANCIAL, ASSIST ANCE COMBINED) DliRING ITS FISCAL YEAR?
A YES NO
IF YES, RECIPIENT CERTIFIES THAT IT WILL TIMELY COMPLY WITH ALL APPLICABLE STATE
SINGLE OR PROJECT- SPECIFIC AUDIT REQUIREMENTS OF SECTION 215.97, FLORIDA
STATUTES, AND THE APPLICABLE RULES OF THE DEPARTMENT OF FINANCIAL SERVICES
AND THE AUDITOR GENERAL.
2. DID RECIPIENT EXPEND FEDERAL, AWARDS, DURING ITS FISCAL YEAR, THAT IT RECEIVED
UNDER ANY AGREEMENT (E.G., CONTRACT, GRANT, MEMORANDUM OF AGREEMENT,
MEMORANDUM OF UNDERSTANDING ECONOMIC INCENTIVE AWARD AGREEMENT, ETC.)
BETWEEN CONTRACTOR AND DEO? X YES NO
IF THE ABOVE ANSWER IS YES, ALSO ANSWER THE FOLLOWING BEFORE PROCEEDING TO
EXECUTION OF THIS CERTIFICATION:
DID RECIPIENT EXPEND $500,000 OR MORE IN FEDERAL AWARDS (FROM DEO AND ALL OTHER
SOURCES OF FEDERAL, AWARDS COMBINED) DURING ITS FISCAL YEAR? X_ YES NO
IF YES, RECIPIENT CERTIFIES THAT IT WILL TIMELY COMPLY WITH ALL APPLICABLE
SINGLE OR PROGRAM - SPECIFIC AUDIT REQUIREMENTS OF OMB CIRCULAR A -133, AS
REVISED.
By signing below, I certify, on behalf of Recipient, that the above representations for items 1 and 2 are true
and correct.
Signature of Authorized Representative
ly ;c _ h
Printed Name of Authorize, t
' D AS �j
PE ' .i. M PQ : ,.
r °
DpMe
Date
Title o f Auth(Inized Representative
N OTICE FY 2014 LIHEAP AGREEMENT
EXHIBIT 3
• ! OF • NUMB
The following disclosure is being made pursuant to section 119.()71(5), Florida Statutes.
Social security- numbers of applicants and household members are requested because this information has been
determined to be imperative for the performance of the duties and responsiMiries prescribed by law under the Low
Income home Energy Assistance Program. This information is not required by state or federal law; however, social
security numbers are necessary to determine eligibility for program services and specifically for the follotving purposes:
1. To verify an applicant's idenrity .
2. To verify household size.
1 To verify household income.
A social security number collected pursuant to this notice can only be used by the Florida Department of Economic
Opportunity and (subgrantee) for the purposes
specified above.
Nondisclosure except under limited circumstances.
Social security numbers will not be disclosed to others unless required or authorized by Florida lawn. Section 119.071(5),
Florida Statutes, allows disclosure of a person's social security number under the folloxving specific, limited
circumstances:
• If disclosure is expressly required by federal or Florida law or is necessary for the agency or governmental entity
to perform its duties and responsibilities;
• If the individual expressly consents to disclosure in writing;
• If disclosure is made to prevent and combat terrorism pursuant to the U.S. Patriot Act of 2001 or Presidential
Executive Order 13224 (blocking property and prohibiting business transactions with persons who commit,
threaten to commit, or support terrorism);
• For an agency employee and dependents, if disclosure is necessary to administer the person's health benefits or
pension plan funds; or
• If disclosure is for the purpose of the administration of the Uniform Commercial Code by the office of the
Secretary- of State.
• If disclosure is requested by a commercial entity for permissible uses under the federal Driver's Privacy
Protection Act of 1994, the federal Fair Credit Reporting Act, or the federal Financial Services Modernization
Act of 1999 (for example, to verify the accuracy of personal information provided by the individual to the
commercial entity; use by an insurer in connection with claims investigation or anti -fraud activities; for use in
connection with a credit transaction).
Acknowledgment of Receipt of Notice
I confirm that I have been provided a copy of this Notice regarding the collection of my social security number and the
social security numbers of all household occupants as part of the application process for the Florida Low Income Home
Energy Assistance Program.
Date
Applicant's Signature
FY 2014 LIHEAP AGREEMENT
ATTACHMENT A
SCOPE OF FORK
The Recipient shall comply with the following requirements, and if applicable, shall ensure all subcontractors'
compliance with, the following requirements:
A. Program Reduirements
(1) The Recipient will administer the LIHEAP Program in accordance with information and directives
provided in DEC)- issued Information Memorandum notifications and this Agreement.
(2) Conduct outreach activities designed to ensure that eligible households, especially households �zth elderly
or disabled individuals, young children and those with the highest percentage of their income required to
pay= for their home energy are made aware of the assistance available under this Agreement.
(3) Make home visits to home -bound clients, especially the elderly or disabled, for completion of the program
application or eligibility determination when other assistance is not adequate.
(4) The Recipient will make payments to vendors on behalf of eligible applicants with the "highest home enerp
needs and lowest household income," which will be determined by taking into account both the energy
burden and the unique situation of such households that results from having members of vulnerable
populations, including very young children, the disabled, and frail older individuals.
(5) The Recipient shall enter into a Memorandum of understanding (MOU) with all Weatherization
Assistance Programs (tiX'AP) in their service area. The MOU shall detail cooperative efforts and shall
describe the actions that will be taken by both parties to assure coordination, partnership and referrals.
The MOU shall be reviewed and renewed at least every five years. The Recipient, in coordination with
the local WAP agency, shall develop a system by which LIHEAP recipients who have received more
than three LIHEAP benefits in the last 18 months and who are homeowners, are referred to the MAP
provider. The Recipient shall maintain records sufficient to document referrals.
(6) The Recipient shall enter into a Memorandum of Understanding (MOU) with service area Emergency
Home Energy Assistance for the Elderly Program (EHEAP) providers. The ?vIOU will ensure
coordination of services, avoid duplication of assistance, and increase the quality of services provided to
elderly participants. The MOU shall be reviewed and renewed at least every five years. The MOU shall
detail how LIHEAP and EHEAP records (for households with elderly members) will be checked to avoid
duplicate crisis assistance payments during the same season. The Recipient shall maintain records
sufficient to document coordination.
(7) The Recipient shall maintain a written policy and implement procedures to secure applicants' social
security- numbers in order to protect their identity. At a minimum, this policy shall address the handling
of both paper and electronic records and files.
_ _ Page22 . ;
(8) The Recipient shall, in collecting applicants' social security numbers, use the Notice Regarding
Collection of Social Security Numbers. The Notice shall be signed by the applicant and maintained in
the client file.
(9 Recipients serving multi - county areas must provide DEO with a description of how direct client
assistance funds will be allocated among the counties. The allocation methodology must be based at least
in part on the 15W'o of poverty population 'within each of the counties served. This information must be
reported in Attachment L to this Agreement.
(10) When LIHEAP funds are not available or are insufficient to meet the emergency home energy needs of an
applicant, the Recipient shall assist the applicant to secure help through other community resources.
(11) The Recipient shall agree to treat owners and renters equitably under the Agreement.
(12) The Recipient shall develop and implement a written policy and procedure to assure that all energy
assistance payments made to energy vendors comply with the requirements of Attachment A, Section D
of this agreement.
(13) The Recipient shall define in a written policy what criteria and verification will be used to determine if a
household has a "home energy crisis" and is eligible for crisis assistance. The policy must encourage
households to seek assistance prior to incurring non-energy penalties such as disconnect/reconnect fees,
additional deposit, interest or late payment penalties.
(14) The Recipient shall not charge applicants a fee or accept donations from an applicant to provide
LIHEAP benefits. This policy must be posted in a prominent place where it is visible to all applicants
and include the following language: No money, cash or checks, will be requested or received from
customers in a LIHEAP office. If an employee asks for money, report this to the agency Executive
Director or Department Head.
(15) The Recipient shall be in a location and operate during hours available to clients.
(16) The Recipient shall refund, non - federal funds, to DEO, all funds incorrectly paid on behalf of
clients that cannot be collected from the client.
(17) The Recipient shall have appropriate staff attend training sessions scheduled by DEO to cover LIHEAP
policies and procedures.
(18) The Recipient shall furnish training for all staff members assigned responsibilities within the program.
(19) The Recipient shall take applications when it has a signed Agreement and adequate funding, and
continue taking applications until the Agreement expires or funds are exhausted, whichever comes first.
(20) The Recipient must have adequate procedures in place to ensure that LIHEAP funds are appropriately
budgeted and expended to sufficiently allow for energy assistance benefits in both the heating and
cooling seasons.
(21) The Recipient must comply with the Federal Financial Accountability and Transparency Act (FFATA). This
includes securing a Dun and Bradstreet Numbering System (DUNS) number 1 1 1 , % vx-, , .dnb.com and
maintaining an active and current profile in the Central Contractor Registration (CCR) (-w-,,
------ ------ — _- Tage-2 3
B. Client Senices and Benefits
(l) Make LJllEAP home energy oou'cria�ns��mncc�uyuxoncu based ooustate �
-pco,uzcopu?o�«o matrix
and worksheet. The payment amount is 6oscJ on the household's income level as cnozpuzzJ to the
national poverty guidelines. T6is takes into account gross income, family size, and household
(2) The following maximum benefits vil]6e available o/ eligible households:
(a) (]ucoou-cri'sis benefit per 12 month period,
(b) One summer home energy crisis 6cucfit between April 1 and 6,p/on6cz 30 each year; and
(d One winter home coezgr crisis 6coc6, between (}c/o6cz l and &Juzch 31 each ycuz.
(3) Based ou local need for LlflEAP services and other oou-I-IFlEAPcuczp assistance resources io their service
area, the Recipient mav limit crisis benefits to less than those stated in paragraph ( above.
AA Deterrnine the correct amount of each crisis benefit based on the minimum necessary to resolve the crisis, but
not more than the rouziuuzo set by Z}E{}. The omzioom crisis benefit for 6his contract period is $600.00 per
600x6zo}6
per season.
(B When the applicant is not inulife threatening situation, take actions that will resolve the emergency
within 48 hours of application approval for u crisis benefit, and document thccliurtfle that the
emergency was resolved within 48hours.
(0) When the applicant is in a life threatening situation, take actions that will resolve the emergency situation
within 18 hours of application upDzovu1 for crisis benefit, and document the client file that the
emergency was resolved within 18hours.
0 Make benefit payments m vendors mu behalf of approved applicants no more than forty-five calendar
days from the date the application is
0H The Recipient will, within fifteen working days of receiving the client's application, furnish iowriting to
all approved applicants u Notice of Approval which includes: the type and amount of assistance; the
name of the energy vendor to be paid on their behalf, and the next date when the applicant will be eligible
tn apply for assistance.
0\ Recipients are to have written applicant appeal procedures that provide an opportunity for ufair
administrative hearing m individuals whose application for assistance are denied or whose applications
are not acted upon with reasonable promptness. "Reasonable promptness" shall 6o defined umwithin
fifteen working days ufreceiving the client's application. Any applicant denied [JfI£AP services must
be provided m written notice mfthe denial. Atu minimum, the written Notice mF Denial and Appeals shall
contain: the reusnoA� for the denial; the appeal process; an explanation of under what circumstances the
client may reapply; what information or documentation is needed for the person to reapply; the name and
address to whom the or appeal should 6c sent, and the phone number oFthe Recipient.
The Recipient shall post its appeal procedures in a prominent place vvithin the office where they are
available to all applicants.
7 Page-24
(10) The recipient -,,-ill compare LIHEAP records and Emergency I Ionic Energy Assistance for the Elderly
Program 'Ef IEAP' records for households with elderly members to avoid duplicate crisis assistance
payments during the same eligibility period, and document the file to indicate this -,,-as checked.
(11) The Recipient %-, be responsible for maintaining and implementing written policies and procedures for
determining the ehgll)ihn- of the clients applying for the LIHEAP program. Client eligibility shall be
based on the following factors:
(a) The Recipient may only assist households who are or were residing in their 1-11-IEAP service area at the
time the home energy costs were incurred.
(b) The client must complete an application and return all required information and verification to the
Recipient or subcontractor while funds remain available.
(c) The client must provide a fuel bill for home energN or provide other documentation verifying an
obligation to pay for home energy costs.
(d) The client must have a total grass household 'income of not more than 150 of the current OMB
federal poverty level for their household's size.
(e) For applicants receiving Supplemental Nutrition Assistance Program (SNAP) or Supplemental Security
Income (SSI), program qualification approvals or notifications may be used to document household
size and income. However, the household income eligibility and the benefit levels are the same as
other applicants.
To receive crisis assistance, the applicant must have a verifiable home energy crisis.
(g) If the applicant lives in government subsidized housing, the Recipient must determine if all or part of
their utility costs are paid directly or indirectly by the government and take the following actions:
1. The applicant is not eligible for assistance if their home heating and cooling costs are totally
included in their rent and they have no obligation to pay any portion of the costs.
2. For Crisis Assistance Only: If the applicant receives an energy subsidy through Section 8 or a
Public Housing Authority, then the agency must subtract the amount of the subsidy available to
the applicant during the period covered by the utility bill from the allowable LIHEAP crisis benefit
calculated for the household.
3. The applicant is eligible for non-crisis, home energy assistance with no deductions at the same level
as other applicants.
(h) The client must not reside in a group living facility or a home where the cost of residency is at least
partially paid through any foster care or residential program administered by the state.
(i) The client must not be a student living in a dormi'ton.
C. Client Records
The Recipient -, maintain a separate client file for each LIHEAP client that includes at least the following
information:
�1�
\' J Client's name, address, sex, age;
(2) Names, ages, and current identification documentation (no more than one year expired) of all
--------- Page 25
household members.
0 J) Social Security Numbers and documentation of such numbers for all household member or the
citation to the applicable exemption;
(4) Signed Notice Regarding Collection of Social Security Numbers (a version of this notice is
attached hereto as Exhibit 3 to this Agreement;
(5) Income amount and method of verification for all household members;
6) Income documentation to support eligibility and is representative of the client's current
economic situation;
(7) Signed statement of self-declaration of income, if applicable;
( Signed statement of how basic living expenses, such as food, shelter and transportation are being
provi ded if the total household income is less than 50' of the current Federal Povertv
Guidelines and no one in the household is receiving SNAP assistance;
( Copies of approval or denial letters, including appeal procedures, provided to the client;
(10) Documentation of disability income or physician's statement if preference or additional benefit
provided due to a disability;
(11) Documentation of client's obligation to pay the energy bill for the residence in which they
reside.
(12) All LIHEAP assistance applications must be signed by the client and by the Recipient's
representative and supervisory staff.
D. Energy Vendor Relations
(1) The Recipient shah negotiate and maintain written agreements (the "Vendor Agreement"), with home
energy suppliers which shall at a minimum include:
(a) The beginning and ending date of the agreement.
(b) A process for identifying the Recipient's representatives authorized to resolve a crisis situation and make a
payment commitment on behalf of the Recipient.
(c) A process for identifying the Vendor's representatives authorized to resolve a crisis.
(d) A description of how energy payments will be made directly to the vendor on behalf of the LIHEAP
eligible customer. In cases where no vendor agreement exists, the payment shall be made to the client
in the form of a two-party check made payable to the client and vendor. This procedure shall be used
only in rare special circumstances, according to the Recipient's purchasing policies and only with
written approval of the Recipient's management.
(e) Assurances from the home energy supplier that no household receiving LIHEAP assistance will be
treated adversely because of such assistance under applicable provisions of state law or public
regulatory requirements.
Assurances from the home energy supplier that they vffl not discriminate, either in the cost of goods
supplied or the services provided, against the eligible household on whose behalf payments are made.
-------------
,g) xy statement that only enera related elements of a utihtx- bill are to be paid. No water or selvage
charges may be paid except if required by the energy vendor to resolving the crisis and no other
resources to pay that portion of the bill can be secured by the customer or Recipient.
(h` A statement that the Recipient may not pax for charges that result from illegal activities such as a bad check
or meter tamperin A statement that the vendor is aware that those charges are the responsibility of the
customer.
(1) A statement that the vendor is aware that when the benefit amount does not pax for the complete charges
owed by a customer, that the customer is responsible for the remaining amount owed.
Details on how the vendor will assist the Recipient in verifying the LIHEAP applicant's account information
and in the case of crisis assistance make timely commitments to resolve the crisis. A process should be in
place to verify the current amount owned and the amount necessary to resolve the crisis situation.
(k) The Recipient's con to make payment to the vendor no more than forty-five calendar days from
the date the application was approved.
(1) A description of when LIHEAP payments made to the vendor cannot be applied to the client's account, the
funds will be returned to the Recipient or with the Recipient's approval applied to another eligible client's
account.
(2) The energy vendor must be in "active" status with the State of Florida: http: / /sunbiz.org/search.htiril and the
vendor's name must be checked on SAMS at htti2s://xv�x-,v.sam.gov. The name on the vendor agreement must
match the legal business name on the State of Florida website. Municipal providers are excluded from this
requirement.
(3) The vendor agreement shall be reviewed by both parties at least every two years.
(4) Vendor agreements must be signed by upper level management of both the Recipient and the vendor who has
authority to enter into such commitments.
----- -------- Page
FY 2014 LIBEAP AGREEMENT
ATTACHMENT B
PROGRAM STATUTES AND REGULATIONS
1, INCORPORATION OF LAW,'� RULES, REGULATIONS AND POLICIES
The applicable documents / service provision ccgula6moaarciodzc[omznnoDule,45[EK9uo74
and 92,o«(}D1B Circular No. A-11O (now 2CFR2lS). "Grants and Agreements with Institutions ofHigher
EJocu6no, Hospitals, and Other Nonprofit Organizations," and eit6cr(]INlB Circular No. .{-87 'now 2CRl
Part 225' "Cost Principles for State and Local Gnrecoozeuta," (}TNV{8 Circular No. /{'21 (now 2 CFR Part 220),
"Cost Principles for Educational Iostiuz600a," o/()&iB Circular No. A-122 (now 2CFD Part 23N,"Cost
Principles for Nonprofit (}zgunizxtioos," and ()&18 Circular No. A-133, "Audits oE States, Local Governments,
and Non-Profit Organizations." If this Agreement is made with a commercial (for-profit) organization on a
cost-reimbursement basis, the Recipient o6uD6csu6cct»oFedcrul Acquisition Regulations 312 and 9]>2.
Low-Income Home Enerp- Assistance Act of 1981 (Fitle XXVI of the Ommbus Budget Reconciliation Act of
lY8l, Public Law 97-35),uaamended. The following Federal Department oE Health and Human Services
regulations codified in Title 45 of the Code of Federal Regulations are also applicable under this Agreement.
1. Part 16— Procedures of the Departmental Grant Appeals Board;
2 Part 30 Claims Collection;
3. Part 80 under programs Federal assistance through the Department of
Health and Human 8czviccxOHBS\, Effectuation nf Title V7of the Civil Rights Act o[1964;
4. Part 81 Practice and procedure for hearings under Part 80of this Title;
5. Part 84— Nondiscrimination on the basis of handicap in programs and activities receiving Fc6cru|
financial assistance.
6 Part 86 oo the basis of sex io education programs and activities receiving Be6czu
financial assistance.
7. Part 87— Equal Treatment for Faith Based ;
EL Part 91 Nondiscrimination oo the Basis oE Age iul-I8S programs or activities receiving Fe6czu
Financial Assistance;
9. Part 93 New restrictions ou
10. Part 96- Block Grants;
12. Part 100 — Intergovernmental Review of Department of Health and Human Services Programs ooJ
12 Executive Order }2S4V Debarment and Suspension frooz Eli g/ for Finmocia Assistance (Non-
B. PROJECTS OR PROGRAXIS FUNDED IN WHOLE OR PART VJTH FEDERAL IN11ONEY
The Recipient assures, as stated in Section 5U8of Public Law 103'333, that all axateozuucs, prcauccleaoe�
requests for proposals, bid solicitations and other documents describing projects or programs funded iowhole
or in part with Federal money, all grantees receiving Federal funds, including but not limited to State and
local governments and recipients of Federal research grants, shall clearly state:
(1) the percentage of the total costs of the program or project which will be financed %with Federal money,
r� the dollar amount of Federal funds for the project or program, and
(3) percentage and dollar amount of the total costs of the project or program that will be financed by non-
governmental sources.
C. INTEREST FROM CASH ADVANCES
Recipients shall invest cash advances in compliance with section .21 (h) (2) (i) of the Common Rule and section
?2 of OMB Circular A -110 (noun 2 CFR Part 2I5). Recipients shall maintain advances of Federal funds in
interest - bearing accounts unless one of the following conditions applies:
NON - PROFITS ONLY:
1. The Recipient or subcontractor receives less than $120,000 in total Federal awards per year.
2. The best reasonably available interest bearing account would not be expected to earn interest in excess
of $250 per year on all Federal cash balances.
3. The depository would require an average or minimum balance so high that it would not be feasible
within the expected Federal and non - Federal cash resource. Interest earned off cash advances shall be
reflected on the monthly financial status report and the close -out report.
LOCAL GOVERNMENTS ONLY
Except for interest earned on advance of funds exempt under the inter - governmental Cooperation Action
(31 U.S.0 6501 et. seq.) and the Indian Self- Determination Act (23 U.S.C. 450), recipients and sub- recipients
shall promptly, but at least quarterly, remit interest earned on advances to the Federal agency. The recipient
or sub - recipient may keep interest amounts up to $100 per year for administrative expenses.
D. PROGRAM INCOME
The Recipient may reapply program income for eligible program projects or objectives. The amount of program
income and its disposition must be reported to DEO at the time of submission of the final close -out report.
E. MODIFICATIONS
(1) DEO shall not be obligated to reimburse the Recipient for outlays in excess of the funded amount of this
Agreement unless and until DEC) officially approves such expenditures by executing a written modification
to the original Agreement.
(2) The line item budget, as given in Attachment J of this Agreement and reported on the monthly financial
status reports, may not be altered without a written budget modification submitted in accordance with the
terms below:
(a) The Recipient must use a DEO- approved Modification package.
(b) Only unobligated funds may be transferred from one line item to another line item.
(c) The Recipient may transfer unobligated budgeted line items within a budget category as long as
the budget category= subtotal remains the same. For the purpose of transferring funds, the
following are considered budget categories: Administrative Expenses, Outreach Expenses and
Direct Client Assistance.
(d) Each modified line item must meet all contractual minimum and maximum percentage budget
requirements.
(e' All requests for modifications to increase or decrease any line item must be submitted to DEO for
approval thirty calendar days prior to the anticipated implementation date. Failure to meet this time
frame may result in reimbursement delays.
A letter of explanation and a completed modification package, Modified Attachments J-L, if
applicable, signed by the Recipient, must be submitted to DEO and approved prior to the
submission of a financial status report in which the changes are implemented.
(g) Upon approval, the Recipient's budget detail be revised in DSO's electronic payment system.
(h) None of the budget transfers may violate this Agreement or OMB Circulars A-110 (now 2 CFR Part
215), A-87 (now 2 CFR Part 225), A-21 (now 2 CFR Part 220) and A-122 (now 2 CFR Part 230).
F. BONDING
(1) Non-Profit Organizations: The Recipient agrees to purchase a blanket fidelity bond covering all officers,
employees and agents of the Recipient holding a position of trust and authorized to handle funds
received or disbursed under this Agreement. Individual bonds apart from the blanket bond are not
acceptable. The amount of the bond must cover each officer, employee and agent up to an amount
—
equal to at least one-half of the total LIHEAP agreement amount.
(2) Local Governments: The Recipient agrees to purchase a fidelity bond in accordance with Section 113.07,
Fla. Stat. The fidelity bond must cover all officers, employees and agents of the Recipient holding a
position of trust and authorized to handle funds received or disbursed under this Agreement.
G. MONITORING
(1) DEO shall conduct a full onsite review of the Recipient at least once during each three-year period. The
Recipient shall allow DEO to carry out monitoring, evaluation and technical assistance, and shall ensure
the cooperation of its employees, and of any Sub-Recipients with whom the Recipient contracts to carry
out program activities.
(2) Training and technical assistance shall be provided by DEO, within limits of staff time and budget, upon
request by the Recipient and/or determination by DEO of Recipient need.
(3) DEO shall conduct follow -up reviews including prompt return visits to Recipients and its programs that
fail to meet the goals, standards, and requirements established by the State and federal funding agency,
H. OTHER PROVISIONS
(1) The Recipient must budget a minimum of twenty-five percent of the total Agreement funds for Home
Energy Assistance.
(2) The Recipient must budget a minimum of two percent of the total Agreement funds for Weather
Related/Supply Shortage emergency assistance. These funds must be held in this budget line item
category until November 1 of the program year for use in response to a possible disaster. These funds
----- ----- =777- = - _1 - -I ___1 I,----
v���6c used during state mfederal emergencies declared 6r the President, the Governor mthe
Executive Director ofI}B()us he/she deems oecemosT.Io the event *[uo emergency being n8ficiaU?
declared, if the Recipient or DEO finds that two percent of the budget is not sufficient to meet the
eozergxocT.r6e}le/ientrouydzaw000chcz.{&cccoucu/cutugnrics.nptoG6rpercco/(SO9) oft6ntotui
A8zcccocot budget, n6r6ou,odd6600al written authorization. \Nl funds are distributed for o`rcar6ec-
rclau:J/supply shortage emergency, l}Il( provide binding directives as to the uUonm6|e cryend6o`/es
of the funds. After November },ifuo emergency has been declared, Z)E()rvi8 release the funds and
the Recipient will allocate these funds to the crisis co home energy cutegoryoF the program through u
budget modification. The Recipient willmmPhwi66cscdirectivesozagree that these funds will
remain with DEO�
(3) In u666tivu ,o the record keeping, public records, and audit requirements contained inParagraphs (5)` (@
and (DoE this Agreement, the books, records, and documents required under this agreement must also 6r
available for cop i and mechanical reproduction uooc off the premises of the Recipient.
(4) If the U.S. Department of Health and Human Senices initiates a hearing regarding the expenditure of
funds proNri6cd under this Agreement, the Recipient o6uUcoopcm»cvi6z,uu6opouwrittcuzcgucst,
participate with DEO in the hearing.
( All records, including supporting documentation of all program costs, shall 6csufficient to determine
roozoUuoconith6hu requirements uu6o6iec6ronofAttuchozcncAumJuUn66cruoo6cu6le laws and
rcunlu6nos.
FY014lJHEAP AGREEMENT
ATTACHMENT C
REPORTS
A. Annual rel2orts
( The DBEAP Close-Out Report �due forty-fi\,ccalendar days after termination of
the Agreement cn forty-five calendar days after completion of the activities contained iuthe Agreement,
whichever occurs first. lE the forty-fifth calendar day falls oou weekend day oz holiday, the Close-Out
Report shall 6e due un later than the next business day. The Recipient shall submit original signed
documents to I}iB[) that 'include, at uoziniuuoo, the Close-Out Cover Sheet, the l.IHEAP Final Financial
Status Report, property inventory and accrual report, report on interest bearing accounts, a refund check
for any unspent funds, if applicable, and u refund check for uuv interest earned oo advances, ifapplicable.
C8 IRS Form }0O: Recipients that are below the $580,000 66zzo6old for all Federal mwaz6a in its fiscal year
and thus are exempt from the federal single audit act requirements, shall submit with its Agreement
proposal a cop) of its most recent IRS Form 990.
B. For each county the Recipient serves, the IJ8EApHousehold Quarterly
Program Report must be provided mDEOoo later t twenty—one calendar days following the end oEthe
quarter. For the purposes of this contract, the ending dates of the quarters are June 30, September 30,
December 31 and March 31. In the event the twenty-fir calendar day of the month falls on a weekend day or
holiday, the Quarterly Report shall 6c due uo later than the next business day.
L Monthly rel2orts: IhcLI}lB/\p Monthly Financial Status Report must 6cprovided to DEC) oo later than the
twenty-first day of each month following the end of the reporti month in which funds were expended. The
report shall be provided regardless of whether or not funds were expended. Reimbursement of expenditures
shall be based on this report. Only with prior approval by DEO will more than one reimbursement be processed
for any calendar month. The Monthly Financial Status Report must be submitted in DEO's current electronic
financial management system and u si copy submitted via facsimile or electronic mail 6r the twenty-first day.
In the event the twenty-first day of the month falls on a weekend day or holiday, the Monthly Financial Status
Report shall 6c due no later than the next business day.
D. Monitoring Report Responses: The Reci s6uDprn`i6cunrinconcspouscto[)E{) for all monitori report
findings and/or concerns no later than thirty-five calendar days from the date of the o monitoring report.
DEC) shall notifv the Reci o[t6cJuedxrc6oruuTeo6scgucotmonitori report responses os may 6c
zoquircd.I[8zcr6irty'666duyfaUsoouxvcekcud6uyoz6o6duy,t6czcspouacu`dzeoi
on later than the next business day. The Reci ozxyrcqurotuocxtensinoionni6og6/zI}E()'srcriewuoJ
approval.
EL 2[IR Part 215, Subpart (, Section 2l521k3, requires that Recipients have written
financial management systems procedures for determining the reasonableness, anocabilirv, and allowabilirvoF
costs in accordance v6th the provisions of the applicable federal cost principles and terms and conditions of the
award. To document this, Recipients must submit copies of their written Cost Allocation Plans to DEC) with
their contract proposal, The Cost Allocation Plan must be approved by the ap, Board of Directors.
F. tither reports: Upon reasonable notice, the Recipient shall provide such additional program updates or
information as may be required by DEC), including supporting or source documentation for any reports
identified above in this Attachment.
G. Unless otherwise noted, reports shall be submitted to:
INIs. jean Amison. Planning Manager
Florida Department of Economic Opportuniry
Division of Community Development
Bureau of Community Assistance
107 East Madison Street - NISC 400
Tallahassee, FL 32399-4120
- lean.amison(_a - )deo.m)-tlorida.com
FAX: 850-488-2488
-- ---- ------ - ---
_'ate —
FY 2014 LIHEAP AGREEMENT
ATTACHMENT D
PROPERTY MANAGEMENT AND PROCUREMENT
The Recipient shall comply with Property management standards for non-expendable property equivalent, at a
minimum, to OMB Circular A-102, revised, or O-MB Circular A -110, revised, Subpart C, Post Award Requirements,
and the awarding federal agenc\ "Common Rule."
A. All property purchased under this Agreement shall be inventoried annually and an inventory report shall be made
available to DEC) upon request.
B. All property purchased under this Agreement shall be listed on the property records of the Recipient. Said listing
shall include a description of the property, model number, manufacturer's serial number, funding source,
information needed to calculate the federal and/or state share, date of acquisition, unit cost, property inventory
number and information on the location, use and condition, transfer, replacement or disposition of the property.
C. Title (Ownership) to all non-expendable property acquired with funds from this Agreement shall be vested in
DEO upon completion or termination of the Agreement.
D. The Recipient agrees to comply with Section 507 of Public Law 103-333. As stated in this section, it is the sense of
Congress that, to the extent practicable, all equipment and products purchased with funds made available in this
Act should be American made.
FY 2014 LIHEAP AGREEMENT
ATTACHMENT E
STATEMENT OF ASSURANCES
A. Interest of Certain Federal Official
No member of or delegate to the Congress of the United States, and no Resident Commissioner, shall be
admitted to any share of part of this Agreement or to any benefit to arise from the same.
B. Interest of Members, Officers, or Employees of Recipient, -Members of Local Governing Bodv, or Other Public
Officials.
No member, officer, or employee of the Recipient, or its delegates or agents, no member of the governing body
of the locality in which the program is situated, and no other public official of such locality or localities who
exercises any functions or responsibilities with respect to the program during his tenure or for one year
thereafter, shall have any interest, direct or indirect, in any contract or subcontract, or the proceeds thereof, for
work to be performed in connection with the program assisted under this Agreement. The Recipient shall
incorporate or cause to be incorporated in all such Agreements, a provision prohibiting such interest pursuant to
the purposes of this subsection. No board member, officer or employee will be permitted to receive any
remuneration or gift in any amount. Board members may receive travel expenses in accordance with s. 112.061,
Fla. Stat.
C. Nepotism
The Recipient agrees to abide by the provisions of s. 112.3135, Fla. Stat., pertaining to nepotism in their
performance under this Agreement
D. LIHEAP Assurances
The Recipient hereby assures and certifies as a condition of receipt of LIHEAP funds, that it and its
subcontractors will comply with the applicable requirements of Federal and State laws, rules, regulations, and
guidelines. As part of its acceptance and use of LIHEAP funds, the Recipient assures and certifies that:
( The Recipient possesses the legal authority to administer the program as approved by
the Recipient's governing body, including all assurances contained herein.
(2) The Recipient possesses the sound controls and fund accounting procedures necessary to adequately
safeguard the assets of the agency, check the accuracy and reliability of accounting data, promote
operating efficiency and maintain compliance with prescribed management policies of the agency.
(3) The Recipient will permit and cooperate with Federal and State investigations designed
to evaluate compliance with the law.
(4) The Recipient will give DEO, the Auditor General, or anv authorized representatives, complete access
to examine all records, books, papers or documents related to all program operations of the grant,
including those of any sub-contractor.
(5} The Recipient will comply with all of the provisions and practices outlined in DEO's most current
monitoring manual.
Page 35
h@ The Recipient xvil}cnozok xvir6 provisions, ioaccordance it6 Florida Statutes;
Section 6 of9��35;'Fitles VI and VII of the Civil Rights Act of1964,�and 45 C,8LParts 84, 86
The Recipient nffl cooznk nidh section 680of public Taxv9735, as amended, which prohibits
use ofLJ7lEAP 6/oJs for purchase or ' improvement of land, or the purchase, construction, or
perouueur improvement ofany or other 6ci6cy.
08) The LIFIEAP application and all its attachments, including budget data, are true and correct.
( The Recipient -xvill prohibit any political activities in accordance vkith Section 678F(b) of 42 USC
99l8,xuamended.
(lN Administration of this program has been approved by the governing body brofficial
action, and the officer who a sit isdolv authorized u` sign this Agreement.
( The Recipient agrees to comply with Public Law 1O3-227 Part C, Environmental Tobacco Smoke,
also known us the Pro-Children Act of1994(Act). This Act requires that smoking not 6epermitted
in any portion of any indoor facility owned or leased or contracted for by an entity and used
routinely or regularly for the provision of health, day care, education, or library services to children
under the age oEl8,i[ the services are funded 6v Federal programs either directly oz through States
oz local governments. Federal programs include grants, cooperative agreements, loans ocloan
guarantees, and contracts. The law does not apply to children's services provided iuprivate
residences, facilities funded solely by Medicare or Medicaid funds, and portions of facilities used for
inpatient drug and alcohol treatment. The 8c i i ,6uz8zerug7zcs66ut6zcu6ovc language will be
included in any so6unmr6o which contain provisions for children's services and that all ou6rc i ieum
shall certify compliance accordingly. Failure to comply with the provisions of this law may result io
the imposition ofucivilounuemzypcoa1tynfupto$1
O2\ The Recipient n-iD6xvcupo66o6eJuud publicized local outreach office number when the outreach
office io open u minimum oF40 hours per week, oz toll-free telephone number.
(1S) The Recipient certifies that itrUIo/ will continue nn provide o drug-free workplace usacc forth 6v
the regulations implementing the Drug-Free Workplace Act oFlYDA:45CFR Part 76,Subpart F
Sections 76.63U(c) and (d)[).
FY 2014 LIHEAP AGREEMENT
ATTACHMENT G
A.
Recipient warrants that its financial management synoonshall provide the
(1` Accurate, current, and complete disclosure of the firiancial results of this project or pro
gram.
(2) Records that identift the source and use of funds for all activities. These records shall contain
information pertaining to grant awards, authorizations, obligations, un-obligated balances, assets,
outlays, income and interest.
(3) Effective control over and accountability for all funds, property and other assets. Recipient shall
safeguard all assets and assure that they are used solely for authorized purposes.
() Comparison of expenditures with budget amounts for each Request for Payment. V"6eocvcr
appropriate, financial information shou|J6ccclxted to performance and unit cost data.
(S) Written procedures for determining whether costs are allowed and reasonable under the provisions of
the applicable ()1MB cost principles uo66zcteomyuu6conditin000fthioAozeuoeut.
k3 Cost accounting records that are supported 6r backup documentation.
B.
Recipient warrants the
( All procurement transactions shall 6c done inumanner to provide open and free competition.
CD The Recipient shall 6c alert to conflicts of interest us well us noncompetitive practices among
contractors that may restrict or eliminate competition or otherwise restrain trade. In order to ensure
excellent contractor performance and eliminate unfair competitive advantage, contractors that develop
or draft specifications, requirements, statements of work, invitations for bids and/or requests for
proposals shall 6cexcluded from competing for such procurements.
EH Awards shall bc made ro the bidder oz offeror whose bid o/ offer ia responsive ^o the solicitation and
is most advantageous to the Recipient, considering the price, guu6ry and oc6cz factors.
(4) Solicitations shall clearly set forth all requirements that the bidder or offeror must fulfill in order for
the bid oz offer u/6c rroluotc6 by the Recipient. Any and all bids or offers may ke rejected when itis
in the Recipient's iotura,^uJo oa
C Codes of Conduct
Recipient warrants the
(1) The Recipient shall maintain written standards of conduct the performance oE its employees
engaged io the award and administration ofcontracts,
(2) No employee, officer, or agenrshall partici ate in the selection, award, m administration ofumouact
supported 6r public grant funds ifu real wz apparent conflict of interest would 6cinvolved. Such
conflict would an'se the employee, officer, or agent, any member of his or her immediate famllv,
his oz her pxrtnec,mzuo organization -whic6employs uris about zo employ any of the parties indicated,
has u Financial or other interest iu the firm sc|ccrc6 for an o.,urJ.
k/ 3 ) The officers, ernployces, and agents of the Recipient shall neither solicit nor accept gratuities, favors, or
anything of monetary value from contractors, or parties to subcontracts.
(4) The standards of conduct shall provide for disciplinary. actions to be applied for violations of the
standards by officers, employees, or agents of the Recipient.
D. Business Hours
The Recipient warrants that it shall have its offices open for business, with the entrance door open to the
public, and at least one employee on site, on (days} (A"tij(XV through ( F9Z 10 IV- and from
(times) L IR :QX A-f*'% JI to ( 6.'00 !Pftl ) I
E Licensing and Permitting
Recipient warrants that all subcontractors or employees hired by the Recipient shall have all current licenses and
permits required for all of the particular work for which they are hired by the Recipient.
-- --------- -- -----
----- ------- - ------------- --- -------
FY 2014 LIHEAP AGREEMENT
ATTACHMENT H
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY
AND VOLUNTARY EXCLUSION
NOTE: Prior to issuing subawards or subcontracts under this Agreement, the Recipient must consult the System for
A%vard Management (SANIA) to ensure that organizations under funding consideration are not inel The list is
j
available on the Web at hops: / \v%v %v.sam.gov.
(1) The prospective subcontractor of the Recipient, certifies, by submission of
this document, that neither it nor its principals is presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or
agency.
(2) kkhere the Recipient's subcontractor is unable to certify to the above statement, the prospective subcontractor
shall attach an explanation to this form.
SUBCONTRACTOR:
By:
Signature Recipient's Name
Name and Title
DECI Contract Number
Street Address
City, State, Zip ( �� ��
Date to U—b
T aki
0K 1� )
Page 39
FY2014 LIHEAP AGREEMENT
ATTACHMENT 1
RECIPIENT INFORMATION
FEDERAL FISCAL YEAR: 2014 AGREEMENT PERIOD: Date of Signing or March 1, 2014 through March 31, 2015
Instructions: Complete the blanks highlighted in yellow. For item 111, put an "X" in whichever highlighted box applies to your agency.
L RECIPIENT: Monroe County BOCC, AGREEMENT #: 14EA -OF -11 -54-01 -019
IL Agreement Amount: $203,466.00
III. RECIPIENT CATEGORY: r7Non -Profit
IV. COUNTY(IES) TO BE SERVED WITH THESE FUNDS:
Total Direct Client Assistance:
Q Local Gov ernment State .Agency
MONROE
V. GENERAL ADMINISTRATIVE INFORMATION
a. Recipient County Location: MONROF,
b. Executive Director or Chief Administrator.
SHERYL GR LAM
C.
Address:
1100 SIMONTON ST, SUITE 2 -257
City:
KEY WEST FL Zipcode: 33040
Telephone:
305 - 292 -4511
Fax:
305 - 295 -4359
Cell:
500 WHITEI IEAD STREET
Email:
graham-shery](cTinonroecounty-fl goer
Address *: 102050 O/S IIWY SUITE 234 City: KEY LARGO , FL Zipcode: 33037
"Telephone: 305- 453 -8787 Fax: Email: murphy- sylvia4i�monroeaxnit y-El.gov
*Enter home or business address, telephone numbers and email other than the Recipient's
l- 7azleng address f different from above
Mailing Address: 1100 SIMONTON ST. SUITE 2 -257 City: KEY WEST
Chief Elected Official for Local Governments or President /Chair of the Board for Nonprofits:
Name: SYLVIA MURPHY Title:
d.
Official to Receive State Warrant:
City:
Title:
Name:
33040
AMY HEAVILIN
KEY WEST , FI, "Zipcode:
305- 295 -4359
Address:
500 WHITEI IEAD STREET
e.
Recipient Contacts
Title:
DEPUTY CLERK
1. Program:
Name:
SHERYL GRAI IAXI
Email:
Address:
1100 SIMONTON ST, SUITE 2 -257
SR SOCIAL SERVICES DIRECTOR
Telephone:
305 - 295 -4511
Tide:
Cell:
h.
2. Fis
Name:
AMY HEAVILIN
Address:
500 WHITEHEAD STREET
Telephone:
305- 292 -3560
Cell:
f.
Person(s) authorized to sign reports:
Name:
SHERYL
GRAHAM
Name:
KIM WEAN
Name:
g.
Recipient's FEID Number.
59- 6000749
"Title:
DEPUTY CLERK
City:
Title:
KEY WEST FL Zipcode:
SR SOCIAL SERVICES DIRECTOR
33040
City:
Fax:
KEY WEST , FI, "Zipcode:
305- 295 -4359
33040
Email:
graham- shervllc?r motuoecounty_d gov
Title:
DEPUTY CLERK
Citv:
Fax:
KEY WEST FL Zipcode:
33040
Email:
Title:
SR SOCIAL SERVICES DIRECTOR
Title:
COMPLIANCE MANAGER
Tide:
h.
Recipient's DUNS Number:
73876,'• 57
V. AUDIT DUE DATE: Audit(s) are due by the end of the Ninth month following the end of the agency's fiscal year.
Recipient Fiscal Year: October 1, 2013 thru September 30, 2014 Audit Due to DFO: June 30, 2015
, FL Zipcode: 33 040
MAYOR
Page 40
FY 2014 LIHEAP AGREEMENT
ATTACHMENT J
BUDGET SUMMARY AND WORKPLAN
RECIPIENT: MONROE COUNTY BOCC AGREEMENT #: 14EA -0E- 11- 54 -01 -019
Instruction.: Enter the appmprzate figures to the boxes highligbied inyellow. Use only whole dollar amounts; no cents.
I. BUDGET SUMMARY
Tvpe of Assistance
Estimated # of
Benefits to
be Provided
Estimated
Cost Per
Benefit
Estimated
Expenditures **
(Est # x Est $)
Summer Home Energy
125
250.00
31,250.00
Winter Home Energy
125
250.00
31,250.00
Summer Crisis
201
285.00
57,285.00
Winter Crisis
151
225.00
33,975.00
Weather Related /Supply Shortage
16
280.45
4,487.20'
TOTAL
618
1,290.45
158,247.24
* If less than 8.5 °0 of Line 1 is budgeted for Administrative Expenses, the Recipient may increase the Outreach Expenses. The total Administrative Expenses plus the total Outreach
Expenses may not exceed the sum of the original maximum allowed for each of these line items.
Total of Line 2 plus Line 3 may not exceed: $45,220.41 Line 2 + Line 3 = $45,219.00
** Estimated Expenditues given in the Assistance Plan must agree with the corresponding values on Lines 47.
Page 41
II. DIRECT CLIENT ASSISTANCE PLAN
FY 2014 LIHEAP AGREEMENT
ATTACHMENT K
ADMINISTRATIVE AND OUTREACH EXPENSE BUDGET DETAIL (Lines 2-3)
Recipient. NIONROFCOUNTY BOCC
Agreement #: 14FA-01 i-1 1-54-01-019
Ir f1r7l, IMS: On tine form hoeir, enter the detail s/ the fiwivc listed on the Buekw . emvrary, j, mart .pace iaeededcs ihisprm
tQ this"'Orm to arolbertab and name 1he flen tabs "13na.'ket Detail I". "Budget Detail-2 ef�,
],me
Item
Number
Expenditure Detail
(Round All line items to dollars. Do not use cents and decimals in totals. 'totals must agree L eith Attachment
L1111" WFUNDS
ADMINISTRATIVE EXPENSES:
salary: SR. Director
5% LIHEAP, 15%CCE, 20% MCT, 4% C1, 4% C2,22% GENERAL REVENUE, 30% WAP
4,900.00
104 HIRS X $47.121HR LOADED WITH FRINGE
salary: Compliance Manager
10% LIHEAP, 40%CCE, 5% MCT, 5% ADI, 5% CCDA, 5% C1, 5% C2,25% GENERAL REVENUE
7,850.00
208 HIRS X $37.741HR LOADED WITH FRINGE
MISC-OTHER:
1) PHONE, POSTAGE, FREIGHT 250
3,922.00
2) PRINTING AND BINDING SUPPLIES - 352
3) OFFICE SUPPLIES 500
4) OPERATING SUPPLIES 245
5) RENTAUCOPIER 500
6) MAINTENANCE AGREEMENT 2075
(annual fee for maintaining internal data client tracking system)
TRAVEL: 1 person to the Annual FACA traing conference (airfare, meals, per diem)
622.00
TOTAL ADMINISTRATIVE EXPENSES
17,294.00
OUTREACH EXPENSES
salary: FULL TIME CASE MANAGER (INTAKE, ELIGIBILITY)
12,529.00
20% LIHEAP, 80% GENERAL REVENUE
416 HIRS X $30.121HR LOADED WITH FRINGE
salary: STAFF ASSISTANTS (TWO INTAKE, ELIGIBILITY) $6190.00 x 2 employees
12,380.00
15% LIHEAP, 75% GENERAL REVENUE
312HRS X $19.841HR LOADED WITH FRINGE
TRAVEL: 500 MILES X $.4451PER MILE (estimated local mileage)
445.00
TRAVEL: 1 person to the Annual FACA training conference (airfare, meals, per diem)
1,600.00
Other: (consumable office supplies such as postage for mail outs, equipment)
9
TOTAL OUTREACH EXPENSES
27,925.00
DIRECT CLIENT ASSISTANCE:
HOME ENERGY
62,500.00
CRISIS
91,260.00
WEATHER
4,487.00
Page 42
-- ------- ------ ----- ---- ------
FY 2014 LIHEAP AGREEMENT
ATTACHMENT L
MULTI - COUNTY FUND DISTRIBUTION
Recipient: MONROE COUNTY BOCC
Agreement #: 14EA- OF- 11 -54 -01 -019
Number of Counties to be Served with this agreement:
If the Recipient will serve more than one county with this agreement, complete the form below. Describe how you will equitably allocate LIHEhP
resources to each of the counties you serve. This plan must be in part based on the 150% poverty population of each county.
Instructions: Enter appropriate data only in the cells below that are highlighted in yellow. Percentages will automatically populate when the total direct
client assistance amount and all three columns for each county are filled in.
Poverty Population Data Souce: Provide the U. S. Census data source for the 150% of poverty population used including the year of the data. If any
other data or factors are used in allocating the funds, describe and give the source.
Data Source and
TOTAL DIRECT
CLIENT
ASSISTANCE
Description:
$0.00
COUNTY
150% POVERTY
POPULATION*'
COUNTY'S %
OF POVERTY
POPULATION IN
SERVICE AREA
TOTAL DIRECT
CLIENT
ASSISTANCE
% OF AGENCY'S
DIRECT CLIENT
ASSISTANCE
DOLLARS
ALLOCATED TO
THIS COUNTY
$0.00
COUNTY
ALLOCATION
MONROE
158,247.00
#DIV f O!
Total Budgeted Direct
Client Assistance's
0
o
0%
158,247.00 _ T
#DIV JO!
* Allocation must be equal to Attachment J, Budget Summary and 17i%orkplan, Line 7,
Page 43
FY 2014 LIHEAP AGREEMENT
ATTACHMENT M
JUSTIFICATION OF ADVANCE PAYMENT
RECIPIENT:
Monroe Countv BOCC
AGREEMENT #: 14EA- OF- 11 -54 -01 -019
1m> advance payment under this Agreement is subject to .s. 216.181 (16)(a)(1a , Horida Statutes and Paragraph (1 8, of this Agreement,
The Recipient shalt invest cash advances in compliance with section .21(h) (2) (i) of the Common Rule, section .22 of OMB Circular A -I10
as revised and Attachment B, Section C of this Agreement. Check the applicable box below (check onSv one).
=NO ADVANCE REQUESTED
No advance payment is being requested.
Payment will be made solely on a
reimbursement basis. No additional
information is required.
=ADVANCE REQUESTED
ldvance payment of is requested. Balance of pai meats will
be made on a reimbursement basis. 'These funds are needed to pay staff, award
benefits to clients, duplicate forms and purchase start -up supplies and equipment.
We would not be able to operate the program without this advance_
ADVANCE REQUEST WORKSHEET If an advance is requested, complete the following worksheet by filling in the cells highlighted in yellow.
DESCRIPTION
(A)
(B)
(C)
(D)
FFY 2011
FFY 2012
FFY 2013
Total
1
TOTAL ALLOCATION (Includes any base
increases and carryforward dollars)
0.00
0.00
0.00
0.00
FIRST TWO MONTHS OF EXPENDITURES
2
0.00
0.00
0.00
0.00
3
AVERAGE PERCENT EXPENDED IN FIRST
#DIV /0!
#DIV /0!
#DIV /0!
#DIV /0!
TWO MONTHS (Divide line 2 by line 1)
i
The expenses for the first two months in which expenditures were reported need to be provided for the years you received a 1,I1 llir1P agreement. If you do not have this
information, call your grant manager and they will assist you.
The Recipient may request an amount up to the historical percent of expenditures for the first 2 months of the agreement OR 17% of the award, whichever is
less.*
HISTORICAL PERCENT FOR FIRST 2 MONTHS #DIV /0! x $ 203,466.00 = #DIV /0!
Cell D3 LIHEAP Award Historical Advance
17 % CALCULATION:
203,466.00 x
LIHEAP Award
0.17 = 34,589.22
Percent of Award Maximum Advance
Page 44
A O
ATTACHMENTS:
FIDELITY N. CERTIFICATE OF CORPORATE RESOLUTION
0. BOND DOCUMENTATION
P. UTILITY DO. AGREEMENTS
Q. COPY OF j • MOU
R. COPY j • MOU
S. OUTREACH OFFICES
T. WRITTEN COST ALLOCATION PLAN
U. CENTRAL CONTRACTOR REGISTRATION
CERTIFICATION V. COMPLETED AND SIGNED AUDIT COMPLIANCE
45
ATTACHMENT N
��411 1`5111
1, . as Secretary of
NOT APPLICABLE
a
Florida nonprofit Corporation ("Corporation"), hereby certify that the following is a full,
true and accurate copy of the resolution of the Board of Directors of the Corporation,
duly and regularly passed and adopted at a meeting of the Board duly called and held in
all respects as required by law and by the bylaws of the Corporation on
, at which meeting a quorum of the Board was present, and that
the resolution remains in full force and effect and has not been modified or repealed.
WHEREAS, it is in the best interest of the Corporation to enter into a grant agreement
with the Florida Department of Community Affairs for the Fiscal Year 2008-2009 Low
Income Home Energy Assistance Program.
RESOLVED, that , as the
of the Corporation is hereby authorized and empowered
on behalf of the Corporation to negotiate the terms for and to enter into and execute the
above described agreement with the Florida Department of Community Affairs, and to negotiate
the terms for and to execute any and all related documents which are necessary to
effectuate
the terms of said agreement.
Executed by me as Secretary of the Corporation on
Secretary
President
(Corporate Seal)
46
ATTACHMENT 0
111UP111
The following page (page 48) is a copy the Monroe County Board of County
Commissioners' Fidelity Bond Agreement.
/4CQr�rp2,
CERTIFICATE OF PROPERTY INSURANCE
DATE (MWDONYYY)
10/15/2012
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
If this certificate is being prepared for a party who has an insurable interest in the property, do not use this farm. Use ACORD 27 or ACORD 28.
PRODUCER 1-561 - 995 -6706
Arthur J. Gallagher Risk Management Services, Inc.
2255 Glades Road
Suite 400E
CONTACT
NAME:
PHONE ,FAX
A/C No
E-MAIL
ADDRESS:
PRODUCER
Boca Raton, FL 33431
DEDUCTIBLES
INSURERS AFFORDING COVERAGE N AIC is
INSURED
_ _
INSURER A: Tr avelers Cas Surety Co 38
Monroe County Board of County Commissi
INSURERS:
INSURER C:
1100 Simonton Street, Room #2 -274
INSURER 0:
BUILDING
INSURER E:
Rey West, FL 33040
INSURER F; i
CONTENTS
%.UVrKALata C ERTiFICAlt NUMBER: 296652ia REVISION NIIMRER-
LOCATION OF PREMISES 1 DESCRIPTION OF PROPERTY (Attach ACORD 101, Additional Remarks Schedule, if more space is required)
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR
LTR
TYPE OF INSURANCE
POLICY NUMBER
POLICY EFFECTIVE
DATE (MM/DDN YYY)
POLICY EXPIRATION
MI
DATE (MDDNYYY)
COVERED PROPERTY
LIMITS
CAUSES
PROPERTY
OF LOSS
DEDUCTIBLES
BUILDING
PERSONAL PROPERTY
1 BUSINESS INCOME
EXTRA EXPENSE
RENTAL VALUE
BLANKET BUILDING
BLANKET PERS PROP
BLANKET BLDG & PP
$
$
BASIC
BUILDING
j $
BROAD
CONTENTS
$
SPECIAL
- $
EARTHQUAKE
$
WIND
$
FLOOD
$
i
$
$
CAUSES
INLAND MARINE
OF LOSS
NAMED PERILS
TYPE OF POLICY
$
$
POLICY NUMBER
$
A
;PUBLIC
X'CRIME '105692381
TYPE OF POLICY
EMP DIS
j
10J01f12
i
10/01J13
I
XX
CVG FORM O
i s
$ 1
$
'
BOILER & MACHINERY
EQUIPMENT BREAKDOWN
is
j
i s
SPECIAL CONDITIONS t OTHER COVERAGES (Attach ACORD 101, Additional Remarks Schedule, if more space is required)
Monroe County Board of County Commissioners
Attn: Maria Slavik
1100 Simonton Street, Rm #2 -274
Key West , FL 33040
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
AUTHORIZED REPRESENTATIVE
David L 41arcus
V 7 9 9 5 -2114 9 ACORD CORPORATION. All rights reserved.
ACORD 24 (2009!09) The ACORD name and logo are registered marks of ACORD 29665214
V 1 3121 r W
The following pages (pages 50 to 55) are copies of the "Utility Vendor
Agreements ".
M
MONROE COUNTY BOARD OF COUNTY CO WGINAL
COMMISSIONERS
SOCIAL SERVICES
LOW INCOME HOME ENERGY ASSITANCE PROGRAM
UTILITY PAYMENT AGREEMENT
WITH
UTILITY BOARD OF THE CITY OF KEY WEST, FL D/B /A KEYS ENERGY SERVICES.
P.O. BOX 6100
KEY WEST, FLORIDA 33040
(305) 295 -1020
FAX: (305) 295 -1034
The undersigned home energy supplier hereb agrees to the following conditions in order to
receive utility payments from the Low income Home Energy Assistance Program (LIHEAP):
I . This agreement will begin on (APRIL 1 1 20131 and will end on 1APRIL I6 2015) The
agreement will be reviewed/renewed no later than (MARCH 31 20151
2. The Recipient agrees to provide the Utility with a list of names and contact information
for all agency personnel authorized to commit LIHEAP funds. The Utility will only
accept payment commitment from authorized Recipient personnel. Changes
(additions/deletions) to the authorized personnel list must be approved in writing by an
authorized Recipient representative.
3. The Utility agrees to provide the Recipient with a list of names and contact information
of all Utility representatives authorized to resolve the LIHEAP eligible customer's energy
payment crisis.
4. The Recipient agrees to provide energy payments directly to the Utility on behalf of the
LIHEAP eligible customer.
5. The Utility assures that no customer receiving LIHEAP assistance will be treated
adversely because of such assistance under applicable provisions of state law or public
regulatory requirements.
6. The Utility receiving direct payments on behalf of a customer agrees that the eligible
customer will not to be treated differently than any other KEYS customer, either in the
cost of goods supplied or the services provided.
7. The Utility understands that only energy related elements of utility bill are to be paid
with LIHEAP funds. No water or sewage charges may be paid except if required by the
Utility to resolve the crisis.
8. The Utility understands that only direct costs of energy related elements of a utility bill
are allowed. No charges that result from illegal activities such as bad checks or meter
tampering will be paid with LIHEAP funds. The Utility is aware that such charges are
the responsibility of the customer and it is the Recipient's responsibility to identify such
charges and exclude them from their payment to the Utility.
1. -
M ONROE COUNTY BOARD i # # COMM ISSI O NERS
SOCIAL SERVICES
# INCOME HOME PRO
UTILITY PA YMENT
WITH
UTILITY BOARD OF THE CITY OF KEY WEST, FL E .
9. The Utility understands that when the LIHEAP benefit amount does not pay for the
complete charges owed by the customer, that the customer is responsible for the
remaining balance owed.
10. The Utility agrees to assist the Recipient in verifying the LIHEAP customer's account
information. Subject to the Utility's privacy requirements, the Utility
the Recipient with the following detailed customer account information: ) currennt
amount owed, (2) due dateldisconnect dates and (3) amount necessary to resolve the
crisis situation.
11. The Recipient agrees to provide a purchase order or payment transmittal sheet, which is a
binding commitment to pay, to the Utility within 10 days from the date of the Recipient's
promise to pay. The Recipient shall provide payment to the Utility within 30 days from
the issuance of the purchase order or payment transmittal sheet.
12. This Utility agreement will be signed by Recipient and Utility upper level management
with authority to enter into such commitments.
13. If a LIHEAP payment to the Utility cannot be applied to a customer's account, the funds
will be returned to the Recipient.
RECIPIENT
MONROE COUNTY BOARD OF COUNTY
COMMISSIONERS
BY: �2.
(Signature)
(Name �itle)
1�7IZO13
( Date)
(UTILITY
UTILITY BOARD OF THOITY OUE)�
WEST, FL
P.O. BOX 6100 zC
=
KEY WEST, FLORIDA 33 -
0
7 a
{S ' = i �- afar o M
gn �.� .. C-)
-r O
I
t
(Name and Title)
- 14,-3- 13
(Date)
10
F1
DA NN Y L. KOLHA GE
CLERK OF THE CIRCUIT COURT
DA TE. June 20, 2012
TO. Kim Wilkes Wean, Sr. Grants Coordinator
Social Services Department
FROM. Pamela G. HancoAc
At the April 18, 2012, Board of County Commissioner's meeting the Board granted
approval and authorized execution of Item C7 a Vendor Agreement between Monroe County
Social Services and Florida Keys Electric Cooperative for the Low Income Home Energy
Assistance Program (LIHEAP).
Enclosed is a duplicate original of the above-mentioned for your handling. Should you
have any questions, please feel free to contact my office.
cc: County Attorney w/o document
Finance
File v/
t
r"r r*1'L* + r T :: • �r • ! • e
SOCIAL SERVICES
LOW INCOME HOME ENERGY ASSISTANCE PROGRAM (LIHEAP)
VENDOR PAYMENT AGREEMENT
THIS AGREEMENT is made and entered into this IFt* day of 2012, by and Between
Monroe County, hereinafter referred to as ( "County") a political subdivision of the State of Florida
whose address is 1100 Simonton Street, Key West Florida, 33040 on behalf of its Social Services
Department, and Florida Keys Electric Cooperative (FKEC), whose address is 9160S Overseas Highway
Tavernier, Florida, hereinafter referred to as ( "Vendor").
WHEREAS, County has entered into a low- income home energy assistance program (LIHEAP) federally
funded sub grant agreement with the State of Florida, Department of Economic Opportunity (DEO),
( "LIHEAP Agreement"); and
WHEREAS, the LIHEAP administered by Monroe County Board of County Commissioners, Social Services
Department, provides funding to assist low income County Residents ( "consumers ") with payment of
their energy costs; and
WHEREAS, Vendor provides energy to low income consumers; and
WHEREAS, County agrees to pay Vendor funds from LIHEAP to assist low income consumers with
payment of their energy bills; and
WHEREAS, Vendor agrees to accept the funds from LIHEAP to assist low income consumers with
payment of their energy bills; NOW, THEREFORE,
In consideration of the covenants and conditions herein and for other good and valuable consideration,
each to the other, receipt of which is hereby acknowledged by all parties, County an d Vendor hereby
agree as follows:
r e • t r r r 1
• • i
1) Accept the LIHEAP funds from County's LIHEAP office as either full or partial payment of energy
bills for eligible low income consumers.
2) Charge eligible low income consumers, through Vendor's normal billing process, the actual
unpaid difference between the vendor payment made through the program and the actual
remaining unpaid cost of the home energy.
3) Eligible consumers receiving assistance under this program will not be treated adversely
because of receipt of this assistance.
4) Eligible consumers, on whose behalf a vendor payment is received, either in cost of goods
supplied or in the services provided, will not be discriminated against.
5) Adhere to and abide by the rules, regulations and guidelines of the LIHEAP program.
6) Notify County's LIHEAP office of any County payments not received by Vendor, for whatever
reason, after the thirty (30) day notice of intent to pay has expired and furnish a copy of the
payment guarantee.
7) Agree to not terminate services after notification from Monroe County Social Services
that payment of an eligible recipient's utility bill will be made from LIHEAP funds.
County Responsibilities and Duties.
The County agrees to:
1) Determine the eligibility of energy customers to participate in the LIHEAP program.
2) Provide LIHEAP funds to either partially or fully satisfy payment of energy bills for eligible low
income consumers.
3) Render payments to Vendor within thirty (30) days of County providing Vendor with notice of
Intent to pay. Payment to Vendor shall be made to:
Name: Fl�rfda Keys Electric Cooperative
Address: O Highway
PO Box: PO Box 377
City /State /Zip: Tavernier, Florida 33070 -0377
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day and date first
written above in four (4) counterparts, each of which shall, without proof or accounting for the other
counterparts, be deemed an original agreement.
Attest: DANNY L. KOLHAGE, CLERK
By:
Deputy Clerk
Date:
Mayor/Chairperson
(SEAL)
Attest /Wi
By:
44
Name Printed: Z0.6 jEfi
By: (LI�4 �Uczs��
Q
Name Printed-CIP-a)
j
3/30/12 mskw
Flori ida Keys E ctric rative
By:
Title:
Telephone: 'a
Fax:
this / day ot,�;WJZ012
C=
- TI
C)
3W
, 70
=C
r I
C
6
(SEAL)
Attest /Wi
By:
44
Name Printed: Z0.6 jEfi
By: (LI�4 �Uczs��
Q
Name Printed-CIP-a)
j
3/30/12 mskw
Flori ida Keys E ctric rative
By:
Title:
Telephone: 'a
Fax:
this / day ot,�;WJZ012
4) Provide Vendor with a resolution of guaranteed payments within five (5) working days of
notification from Vendor of any payments not received within the thirty (30) day notice of
intent to pay.
5) Provide Vendor with the rules, regulations and guidelines of the LIHEAP program, and
specifically those outlined in the LIHEAP sub grant agreement, between Monroe County Board
of County Commissioners and The State of Florida, Department of Community Affairs, DCA.
6) Agree to pay only energy related elements of an eligible recipient's utility bill. In no
instance may water, sewerage or other non - energy related charges be paid expect if
required by the vendor to meet the requirements of resolving the crisis. Any additional
charges of this nature are the responsibility of the client. When the benefit paid by the
Monroe County Social Services on behalf of the eligible recipient does not pay the
complete charges owed, the eligible recipient will be solely responsible for the
remaining balance.
Terms of Agreement:
The term of this Agreement shall be for five (5) years beginning on April 18, 2012 and
terminating on April 17, 2017. However, this Agreement can be terminated by either party at
any time, with or without cause, upon no less than fifteen (15) days notice in writing to the
a 1
other party. This Agreement may also be terminated by the County Administrator upon such
notice as the County Administrator deems appropriate under the circumstances in the event the
County Administrator determines that termination is necessary to protect the public health or
safety.
ATTACHMENT Q
wx� �� �� � 111 iii 111i,Qll � !iIiIiiii 1, 11
Monroe County Social Services is the current provider for Weatherization
Assistance in Monroe County. Our current WAP agreement allocation from
the Department of Economic Opportunity is $32,793.00.
The WAP agreement requires that at least 10% of weatherized dwellings are
LIHEAP referral clients. We currently have met this goal and continue to
receive referrals from our current LIHEAP clients.
go
a r
# f ! :fy ri i i ! y i
r � i ♦ y # r
i • r r+ r y y r r r� i r
The following pages (58 -64) are copies of the Memorandums of Agreement
(MOA) between the Monroe County Board of County Commissioners AND
the Emergency Home Energy Assistance for the Elderly Program (EHEAP)
Provider, the Alliance for Aging, Inc. Also included are three (3) EHEAP
Intake Center Referral Agreements (one each for Upper, Middle and Lower
Keys).
WA
± r,.
1 lemorantlum of T,ent
Betiveen
Emergency Home Ener
U Assistance for the Elderly Program (EHEAEP)
and a
Low-Income Energy Assistance Program (LIHE,%P)
The undersigned providers of encrgy assistance programs agree to coordinate se �ices for
- cars of age or older. This coordination w'll
households containing a member of 60 r%
prevent duplicate cris I
is's assistance payments during the same hearing and cooling season:.
Client records will be maintained by both agencies, which include t he t) Of 3SSiSt3nCe
requested, the date requested, the d of the application and if approved, the
amount of payment to the vendor.
All parties will work together to increase the quality orservices provided to seniors in
need of this service in Monroe County.
Signature o .Authorizing Company Official
for the EHEAEP Program/Title
Alliance for Aging, lni<:
Signature of .-authorizing Company Official
for the Nlonroe County LIHEX P Program, Title
Date
Date
, 'T , IRoE Coukj ry A77CPNEY
3 1_a ZA r4 t4 6
. %
;Vf-f 1411m fj) �
E,%IERGENCY HOME ENERGY ASSISTANCE FOR THE ELOERLY
01 INTAKE CENTER REFERRAL AGREEM PROGRAM (EHEAEP)
ENT
This Referral Agreement bets -`,een the Allia
I �*11 In Inc lanning and Serlce Area (PSA) 1 a d fo A lh��
agreement i ent has been sigred b4Yb:10�th,.,�,.-
the Intake Center, shall begin on the date the agreem I nc tre Area Agency on Aging (A .AA)
for
later. This referral
is It' effect for a
in t EHEAE P3rVes ,.,hi
enrollment Period a period o time that is equal . er Is
P program. o purpose f o to the Intake Cent'er's voluntary
development of a Coordinated service delivery sy this agreement is to prom the
gy needs
purpose Of this agre to meet the ever
ement is to enable eligible elderly pa Of the aged. Another
Convenient manner by goi to the intake center nearest to their pla o f EHEAEP program in a
to and will treat each flicipants to access the
I P with dignity and respect, residence, Both parties agree
. Objectiv
A. To maintain a climate Of cooperation and c onsultation with an
achieve maximum efficiency between agencies, in order to
y and effectiveness.
8, To promote programs and
activities designed to prevent the premature Instit
elders and disabled adults. utionalization of
C. To require the parties Of this Agreement
other on matters to provide technical assistance and c onsultation to each
pertaining to EHEAEP benefits and share appropriate i nformation so
initial assessment and ve
duplication may not occur.
To establish an effective working ng relationship between the intake Center responsible
or management for the
rificat of need and the M that is responsible f
and oversight o f the EHEAEP Program. A
Under this Agreement, the Intake Center agrees to the following:
A, TO accept referrals at large from any elderly individuals in th
energy emergency crisis and in need of assistance. e
To Provide quality service(s) to the EHEAEP applicant Community experiencing an
C- 7- maintain the EHEAEP apptic 0 obtain all do cumentation re quired under EHEAEP guidelines in order to establish that an
o. energy c exists and that the applicant meets EA EP
t eligibility requirements,
T n
E. TO forward all of ant's confidentiality according to 42 CFR 431,301,
Coordinator at tte,4j1, on obtained and rmati any required doc umentation to t EHEAEP
G. Ti adhere !0 arce for Agin
re g Elder Hl quirerr Cline for case 3PproVal ard;:;rocessirg.
3 r.d i and procedures outlined n 't,e
E JH EA E p
Ill. Under this Agreement, t
A Area Agency On Aging agrees to the follo"
3.
- a- 37 t
3 3,
5
3
Is )C::r- — -3 -- 3
VII fr7l�-, - - - - - -- - --- -------
IV- Termi
In the eGent this is agreement is terminated, the Intake Center agree to submit,
to terminat is delivered, a Plain ,
interrupted or suspend ' $" " ch dentirles procedures at the NIMS rct;ce Cf,rtetit
suspended by ,)*a termination, t o ensure services to C011SLrre .*, rot
A T ermination at 1 , 4 /ill
This agreement may be terminated by any party upon no less than thirty
notice, without cause, unl ess a lesser t'
Said notice shall be delivered time is mutually agreed upon by both ( calendar days
parties, in writ
ct delivery. d by certified mail, return receipt requested, or in Person with proof
,
S. Termination for Breach
Unless a breach is waived by the area agency in writing, or the parties fail to cure the breach
within the time Specified by the area agency, the area Pa
agency may, by written notice parties, terminate the agreement Upon no less than tWentY-four (24) hours notice. Said noti
shall be delivered by certified mail, return receipt requested, or in Person with proof of delivery.
i a to the
In witness whereof, the parties have caused this 2 page agreement to be executed by their undersigned
officials as duly authorized.
Area Agency on Aging
Intak• Center
• ILOO Simonton Street,
33040
C O! ' 1 1;7,
*4;;r E . ' T ' ( "T"
A -
'co
- A
t , t ' M " 1 + i ce' I It 0
VIIERGENCY HOME ENERGY ASSISTANCE FOR T14E RLY
INTAKE CENTER REFERRAL AG REEM PROGRA (EHEAEP)
T� Referral
-1;reerr ' the Allia f
A in
i
Plarrirg and Serlice Area (PSA) and, i'e Area
:ha Intake Center, h
sall te on f A gency On Agirg (AAA) fcr
a� �,,, t h as �- - �-
'�e - In
*ferral agreement he date the agreerrent I &jaL-4
later, This re Ala
enrollment � in effect for a been signed bayt,-tsh
peri of time that part:.* Chever is
Period in tl7e
EHEAEP program, Ore is equal 0 the Intake C
development Of a coordinated se purpose Of this a I greement , enters vOluntarl
h
1 "Vice delivery system IS to Promote t
convenient manner by going to the intake center nearest
purpose of this agreement is to enable eligible elderly ic to meet the energy needs Of th
participant with dignity and respect. arlicipants to access the EH e aged. Another
o place of 16 AEP program in a
to and writ tre each
I. Objectives residence, Both Parties agree
A. TO maintain a climate Of cooperation and consultation with and between agencies, in order to
gned
achieve maximum efficiency and effectiveness.
B. To promote programs and activities desi
elders and disabled adults. to prevent the premature Institutionalization of
C. To require the Parties of this Agreement to provide technical assistance and consultation to each
Other On matters Pertaining to EHEAEP benefits and share appropriate i nformation so
duplication rnay not occur.
0. To establish an effective working relationship between the Intake Center responsible for the
at is responsible for management
i nitial nitial assessment and verification of need, and the AAA th
and oversight of the EHEAEP program.
It. Under this Agreement, the Intake Center agrees to the following:
A. To accept referrals at large from any elderly individuals in the
energy emergency crisis and in need of assistance. Community ex p er iencing an
13. TO Provide quality
C docu mentation to the EHEAEP
- TO obtain all mentatlon applicant.
required Under EHEAEP guidelines order tO establish that an
energy crisis exists and that the applicant meets all pertinent eligibility in ility requirements.
0. To maintain the EHEAEP applicant's confidentiality according to 42 CFR 431 30 1
E. To fcrvard 311 in formation obtained and any "9quired doc umentation po
Coordinator at r '
G. TO adhere e -Alliance for Aging Elder Helciline for case 90croval and crccessi I rg,
t � e r equirerrerts 3rd the co fl �'g EHEAEP
and zi-ccedures O'Jttrled r t-a =,� E E P
Under this Agreerr.grit, the Area Agency o Aging agrees to the lrotlo,'Ving:
3.
C IRRI;
4LL r 0A � r t-
IV. Termination
'r the e'-'art this agreerrert s terminated, Irtake agrees to terminate 1 3 jali,,,ared, a ! ,, Carter
p an ,hi ;dent,f7 t o Submit, at th tjrre r ,
irita-rrLpted or suspended by he # ermirat;on as procedures to ensure s ervices to
o. cc sumers ca of
t r
10111 rot
A. Termination a t t #V111
7h,S 3 greerrent may be t erminated by ally party
notice, mtMout cause, unless a tesser t' u pon no less than thirty (jo)
'me is mutually agreeuP on bY both parties, In ,%fritin
Said notice shall be delivered by cOrtified mail, ret calerdar das
of delivery. urn re uested, or in person with proof
Termination for Breach
Unless a breach is waived by the area a, or the Parties fail to cure the breach
within th e time specified by the area a genc in writing
gency, the area agency may, by written n to
parties, termin the agreement up
the
shall be delivered by ce no less than twenty-four (24) hours notice. said notice
r1ified mail, return receipt requested, or in Person with PrOOf of delivery,
In witness whereof, the parties have caused this 2 page agreement to b
officials as duty authorized.
Area executed by their undersigned
..%gency on Aging
.............
ligrIVUre
Frini ram.
tote
intake Center
33050
late
L%" A—
'r7
c -.4 SRGENCY HOME ENERGY ASSISTANCE FOR T8E
INTAKE CENTER REFERRAL -AGREE ELDMR�.Y PROGRA,4,1 (E8EAEP)
EN7-
T;11*s Referral Agreenrigrit
P g ard Service Are tetWeen the Allia
Are (P SA) 3 Ics for A I n
"'e Intake C rd%i
t in - J
i Area A3ercy or, Aging ,
Center Shall be
n
h �'11' _�
'titer. This referral agreement is the agreeme t has be
In On the date
enrollment period effect for en signed by
.22
a h Oth gartfes,
pariod ;n th period of t that is equa
deveicp of a EHEAEP program. 0 1 to the der I
,S ri" purpose of IN Intake Cert "OlUritary
coordinated service delivery s tern to meet the - Is a greement IS to prom the
Pur Of this agreement is to enable eligible elderly p e nergy needs 01 the a ed. Another
I'TiCipants to access the EHEA pro pect. r EP rogram j a
t. converient manner by going to the intake center nearest o p ace of re ide ce Both parties
to and Will treat each Participant with dignity an d res s
Objectives agree
A. To maintain a climate Of c ooperation and consultation with and be agencies, in order to
achieve maximum sfflciercy and effectiveness.
To promote programs and ctivities do
elders and disabled adults. a -Signed to prevent the Premature instit utionalization of
C. To require the parties Of this A greement to provide technical assistance arid consultation to each
other on matters pertaining to EH
EAEp benefits and Shane appropriate inf ormation so
duplication may not occur.
a
initial assessment and v erification of need and - the AAA that Is responsible for management
and Oversight of the EH 0 S
TO establish an effective working rel tionship betWeen the Intake Center re Ponsible for the
EAEP Program,
If. Under this Agreement, the Intake Center agrees to the foll owing:
,4 • To accept referrals at large from any elder ividuals in the co
energy emergency crisis and in need of assistance
E To provide quality service to the EHEAEp aPPIIcart. nit
C- To obtain all docu Y ex periencing an
m ry
energy cri - entation required under EHEAEP
To main guidelines in order to establish that an
D. maintain exists and that the 3PPlicant meets all pertinent sligibility requirements
E. To rar'v ain the EHEAEP applicant's confidentiality accordn
ard '311 inf ormation Obtained 3nd any required docurrent
Ccordiratcr 3t ti,,e Alliance fcrAgi gt042CFRj3l'j01
G. T'
-3 -j��here
raging Elder Hel
ar
ation ' !�`
Olin for as
r-3 3ooro,131 _317d crocqSS'r
d � :011 c 9 S jnj �,r_cedures g EHEAEP
/V 'under this Agreerrent. the ,area Agency an * agrees t t fo/10"ving•
3
IV. Termination
! tt e ,his agreement is tel"Mraed
t, .
to termimate is detvered, a pla , ' Intake Certer agree t submit, at tl�.'e tare "rich �dertlr-s prccedures
"'! 4,r suspended by u-8 'e t o ensure ser, a - r to corsurrers .. t
A. Termination at Vjilt , il , ct ti
This agreement ma
notice, "Ithcut causey ta terminated by any party u ,
Said notice shall be del u a lesser tim is p 110 less than lhi
Of delivery, iver by certified mail, mutually agreed r t
"Pon b y ( calendar day
,
return recei y both
pt r equested, or � parties in writing,
Te rmination for Breach In Person With proof
Unl ess 3 breach is waived b g
within
the tim specified b y the area agency in writin
partles, y the area agency. the Or the
shalt be delivered b parties fail to c ure the breach
may by w y certified mail, return receipt re area agenc
terminate the agreement upon no less than twenty-tour ( . wri notice to th
24) hours n
quested. Of in Person with Proof Of delivery,
In witness whereof, the parties have caused this 2 Said notic
officials as duty authorized Page agreement to be
Area Agency on Agin executed by their Undersigned
Intake Center
fig" stwe 2
2
' � txl—
tatfon Key, FL
33070
1:7 � 17
rra
Ee
-4 U,
4.
3
4
wiIi A
r
tiEY
------- --- - ---- ------ --- ------- - - - ------
ATTACHMENT S
The following Outreach Offices provide LIHEAP services:
Lower Keys
The Historic Gato Cigar Factory
1100 Simonton Street, Suite 1-200
Key West, Florida 33040
305-292-4408 (phone)
305-295-4376 (fax)
County Served: Monroe County
Current staff- 2 Full time Case Managers, Administrative Assistant Case
Manager Supervisor, Grants Coordinator and Social Services Director
Office hours: Monday through Friday, Sam to 5pm.
Middle Keys
Marathon Government Annex
490 63 Street Ocean, Suite 190
Marathon, Florida 33050
305-289-6016 (phone)
305-289-6317 (fax)
County Served: Monroe County
Current staff. Staff Assistant/intake specialist and Case Manager
Office hours: Monday through Friday, Sam to 5pm.
Upper Keys
Plantation Key Government Center
88770 Overseas Highway, Suite #1
Tavernier, Florida 33070
305-852-7125 (phone)
305-852-7159 (fax)
County Served Monroe County
Current staff Staff Assistant/intake specialist and Case Manager
Office hours: Monday through Friday, 8am, to 5pm.
Me
ATTACHMENT T
ku'r
Attached please find Monroe County Social Services Written Cost
Allocation Plan for the administering of the Low Income Home Energy
Assistance Program (LIHEAP).
Z19
111111p 1;
Administrative Expenses: (Salaries and fringe benefits)
These expenses consist of salaries of the SR. Social Services Director and
Compliance Mangaer. The budgeted allocations are based on an employee's
Personnel Action Form (PAF) which specifies the percentage of time each
employee spends performing the work of a particular grant or program. Each
employee also completes a "Personal Activity Sheet" each week which
reflects the number of hours the employee dedicates to different programs.
The Director and Compliance Manager are not 100% dedicated to LIHEAP,
but spread across different grants and revenue funds.
These percentages allocated to LIHEAP were developed utilizing a cost
analysis, historical data, recurring Unit Cost Methodologies and taking into
account program requirements.
Salary expenses which includes fringe benefits total: $12,750.00
Other Administrative Expenses: (travel, training conference, phone, postage,
printing, Xerox, Maintenance agreement for LIHEAP database software and
office supplies).
These expenses are based on prior actual historical cost of the items utilized
to run the program efficiently.
Other Administrative Expenses total; $4,544.00
Total Administrative Expenses: $ 17,294.00
Outreach Expenses: (Salaries and fringe benefits)
These expenses consist of salaries for a full time Case Manager spending
20% of their time performing outreach, intake and eligibility determination.
The Case Manager is a full time employee with full benefits. The other 80%
of their time is dedicated to Welfare and paid out of the General Revenue
Fund.
Salary expenses for case manager total: $12,529.00
me N
Other outreach expenses consist of two staff assistant/intake specialist in two
separate outreach offices. These individuals work 40 hours per week with
full Benefits, but only expend 15% of their time performing LIHEAP
outreach duties. These duties would include setting up appointments, intake,
applications and referrals. These budgeted allocations are also based on an
employee's Personnel Action Form (PAF) which specifies the percentage of
time each employee spends performing the work of a particular grant or
program. Each employee also completes a "Personal Activity Sheet" each
week which reflects the number of hours the employee dedicates to different
programs.
The Staff Assistants are not 100% dedicated to LIHEAP and work the
remaining 75% under the General Revenue Funds in the department of
Welfare.
These percentages were developed utilizing a cost analysis, historical data,
recurring Unit Cost Methodologies and taking into account program
requirements.
Outreach salary expenses for 2 staff assistant/intake specialist
total: $12,380.00.
Additional outreach expenses consist of travel performed by the case
manager and staff assistants for needed home visits for eligible clients.
Travel expenses for I person to attend the annual FACA training conference
for ongoing LIHEAP training. Also included are miscellaneous expenses
consisting of consumable office supplies and materials.
Total Outreach expenses: $27,925.00
Other indirect expenses such as office space, Financial Audits, vehicle
maintenance and fuel for vehicles are donated/in kind items that are
provided via Monroe County BOCC General Revenue Funds.
Implementation, oversight and periodic quarterly review of allocation plan
are completed by the Compliance, the Social Services Director and further
internal auditing by our Clerk of the Courts Fiscal department.
M
The \ contain +he p ri n t screen of the CCR
for of '
Registra .^~. ~^~.^~~ ~.~~.`� _~.-~~- __--'/ ___—_'_------_'
rom
I ".Xm 13
(:-A;ECod,!: .ICIZ4
?tdYte >: Act:ve.
Entity Reoord
System for Award Management
1100 SIt4CINTONST RM 2 -705
KEY WEST, FL, 33040
U611TFD STATES
Ent2y Record
Please see below for the entire Entity Registration record, If you would like have a copy of this list please use the Print
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Current Record
DUNS Nunter:
D&B Legal Business Na rye:
Doing Business As:
core Data
073876757
COUNTY OF MONROE
( nom)
[Emind Ail I [QbRSe An
Moilness a TM In formation:
Business Information:
Business Start Date:
07/02/1823
Fiscal Year End Close Date:
09/30
Corrpany Division Name:
Office of Management and Budget
Company Division Nunter:
Corporate URL:
http: / /www.monroecounty -fl.gov
Congressional District:
26
Registration Date:
01/06/2003
Activation Date:
08/13/2013
Expiation Date:
08/13/2014
Renewal Date:
08/13/2013
Physical Address:
Address Line:
1100 SIMONTON ST RM 2 -205
City:
KEY WEST
State /Province:
FL
Country:
UNITED STATES
ZIP /Postal Code:
33040 -3110
Mailing Address:
Address Line:
1100 SIMONTON STREET
City:
KEY WEST
State /Province:
FL
Country:
UNITED STATES
_ZIP Postal Code:
33040 -3110
rCAGE/NGGE Code
CAGE: 3C1Z4
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State of Incorporation:
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US. Local Government
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U.S. Government Entity
Entity Type
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httrx // - t�,�q,�,p�„
12130/13
Federal Assistance Awards
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Point of Contact r Em nd A ff] I r Coffa ple Ail
Electronic Business POC
Title:
First Name:
LISA
Middle Name:
Last Name:
TENNYSON
US Phone:
(305)292-4444
Extension:
NON US Phone:
Notes:
Address Line 1:
1100 SIMONTON STREET
City:
KEY WEST
State/Province:
FL
Country:
UNITED STATES
ZIP Postal Code:
33040 -3110
Government Business POC
Title:
First Name:
LISA
Middle Name:
Last Name;
TENNYSON
US Phone:
(305)292-4444
Extension:
NON US Phone:
Notes:
Address Line 1:
City:
1100 SIMONTON ST,
KEY WEST
State /Province:
FL
Country:
UNITED STATES
ZIP/Postal Code,
33040 -3110
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First Narne: TINA
'trw- t;#A=.JI3RN! ronA
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Country:
BOAN
(305)292-4472
1100 SIMNTON STREET
KEY WEST
FL
UNITED STATES
33040 -3110
Govemment Business Atemate POC
Title-:
System tor Amra Management
First Name:
TINA
Middle Name:
Last Narrie:
ROAN
US Phone:
(305)292-4472
Extension:
NON US Phone:
Notes:
Address Line 1;
1100 SIVUNTON ST.
City:
KEY WEST
State/Province:
FL
Country:
UNITED STATES
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