Item C26County of Monroe
A
BOARD OF COUNTY COMMISSIONERS
Mayor George Neugent, District 2
The Florida. Key
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Mayor Pro Tem David Rice, District 4
�r
Danny L. Kolhage, District I
Heather Carruthers, District 3
Sylvia J. Murphy, District 5
County Commission Meeting
March 15, 2017
Agenda Item Number: C.26
Agenda Item Summary #2757
BULK ITEM: Yes DEPARTMENT: Social Services
TIME APPROXIMATE: STAFF CONTACT: Sheryl Graham (305) 292 -4510
N/A
AGENDA ITEM WORDING: Approval of Federally- funded reoccurring Low Income Home
Energy Assistance Program ( LIHEAP) Subgrant Agreement 416EA- OF- 11 -54 -01 -019 between the
State of Florida, Department of Economic Opportunity (DEO) and Monroe County BOCC /Monroe
County Social Services for the contract period of 03/01/2016 to 03/31/2017 in the amount of
$204,849.
ITEM BACKGROUND: LIHEAP funding allows Monroe County Social Services to provide
assistance to eligible low- income households with meeting the costs of home cooling and heating.
This is a reoccurring cost reimbursement agreement.
PREVIOUS RELEVANT BOCC ACTION: DEO Modification 41 (Memorandum) dated
9/14/2016. BOCC approved subgrant agreement 416EA- OF- 11 -54 -01 -019 on 02/10/2016.
CONTRACT /AGREEMENT CHANGES:
Funding Increase
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
LIHEAP MOD 42 02 -28 -2017
LIHEAP MOD 41 (Memo) 2 -28 -17
LIHEAP backup 2 -28 -17
FINANCIAL IMPACT:
Effective Date: 03/01/2016
Expiration Date: 03/31/2017
Total Dollar Value of Contract: $204,849.00
Total Cost to County: 10% cash match
Current Year Portion:
Budgeted:
Source of Funds: Grant Funds
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: No If yes, amount:
Grant: Yes
County Match: 10% Cash Match
Insurance Required:
Additional Details:
03/15/17 NEW COST CENTER ADDED
125- 6153516
$5,109.00
REVIEWED BY:
Sheryl Graham
Completed
03/01/2017 10:34 AM
Pedro Mercado
Completed
03/01/2017 10:35 AM
Budget and Finance
Completed
03/01/2017 11:02 AM
Maria Slavik
Completed
03/01/2017 11:20 AM
Kathy Peters
Completed
03/01/2017 12:23 PM
Board of County Commissioners
Pending
03/15/2017 9:00 AM
E • :'� �;
M onro e C
CFDA Number: 93.568 Agreement Number: 16EA-OF-11-54-01-019
Opportunity, with headquarters in Tallahassee, Florida, hereinafter referred to as "DEO," and Monroe
County, hereinafter referred to as 'IS u b recipient" (each individually a "Party' and collectively "the Parties").
WHEREAS, Paragraph (4) of the Agreement provides that modification of the Agreement shall be in
writing executed by the Parties thereto; and
WHEREAS, DEO and Subrecipient have entered into the Agreement, pursuant to which DECI has
provided an Ag reemen t of e Thousand Seven Hundred Forty Dollars and Zero
Cents ($199,74 to Subrecipient; and
to Subrecipient; and
WHEREAS, additional funds have become available to increase the amount of the funding granted
NOW, THEREFORE, in consideration of the mutual promises of the Parties contained herein, the
Parties agree as follows:
. Subparagraph (5)(1), of AUDITS AND RECORDS of the Agreement is hereby deleted in its entirety
and replaced with the following:
"(I) If an audit, monitoring visit, or other documentation or verifiable information shows that all or
any portion of the funds disbursed were not spent in accordance with the conditions of this Agreement or
applicable regulations, Subrecipient shall be held liable for reimbursement to DEO. Such reimbursement
shall be sent from Subrecipient to DEO within thirty calendar days after DEO has-notified Subrecipient of
such non - compliance."
2 Paragraph (5), AUD ITS AND RECORDS of the Agreement is hereby modified to add subparagraph
(5)(n) as follows:
"(n) Subrecipient shall (1) maintain all funds provided under this Agreement in a separate bank
account or (ii) Subrecipient's accounting system shall have sufficient internal controls to separately track the
expenditure of all funds from this Agreement. There shall be no commingling of funds provided under this
Agreement with any other funds, projects, or programs; "commingling" of funds is distinguishable from
Pag IL
"blending" of funds specifically allowed by law. DEO may, in its sole discretion, disallow costs made with
► • TIMM ano require reimnursement o described herein above, in subparagraph
INFO RELE ASE AN I RECORDS REQUIREMENTS
of Agreement is
hereby deleted in its entirety and replaced with the following:
(a) In addition to Subrecipient's responsibility to directly respond to each request it receives for
records made or received by Subreciplent in conjunction with this Agreement and to provide the applicable
public records in response to such request, Subrecipient shall notify DEO of the receipt and content of such
request by sending an e-mail to PRRequest @deo.myflorida.com within one (1) business day from receipt of
such request.
(b) Subrecipient shall keep and maintain public records required by DEO to perform
Subrecipient's responsibilities hereunder. Subrecipient shall, upon request from DEO's custodian of public
records, provide DEO with a copy of the requested records or allow the records to be inspected or copied
within a reasonable time at a cost that does not exceed the cost provided by chapter 119, F.S., or as
otherwise provided by law. Subrecipient shall allow public access to all documents, papers, letters or other
materials made or received by Subrecipient in conjunction with this Agreement, unless the records are
exempt from section 24(a) of Article I of the State Constitution and section 119.07(1), F.S. For records made
or received by Subrecipient in conjunction with this Agreement, Subrecipient shall respond to requests to
inspect or copy such records in accordance with chapter 119, F.S.
(c) This Agreement may be terminated by DEO for refusal by Subrecipient to comply with
Florida's public records laws or to allow public access to any public record made or received by Subrecipient
in conjunction with this Agreement.
(d) If, for purposes of this Agreement, Subrecipient is a "contractor" as defined in section
119.0701(1)(a), F.S. ( " Subrecipient- contractor"), Subrecipient - contractor shall transfer to DEO, at no cost to
DEO, all public records upon completion, including termination of this Agreement, or keep and maintain
public records required by DEO to perform the service. If Subrecipient - contractor transfers all public records
to DEO upon completion of the contract, the contractor shall destroy any duplicate public records that are
exempt or confidential and exempt from public records disclosure requirements. If Subrecipient - contractor
keeps and maintains public records upon completion of the contract, Subrecipient- contractor shall meet all
applicable requirements for retaining public records. All records stored electronically must be provided to
DEO, upon request from DSO's custodian of public records, in a format that is compatible with the
information technology systems of DEO.
i
MIT
(j) To the extent allowable bylaw, Subrecipient shall be fully liable for the actions of its agents,
employees, partners, contractors, and subcontractors and shall fully indemnify, defend, and hold harmless
the State and DEO, and their officers, agents, and employees from suits, actions, damages, and costs of
every name and description, including attorneys' fees, arising from or relating to public record requests or
public record law violation(s) alleged to be caused in whole or in part by Subrecipient, its agents, employees,
partners, contractors, or subcontractors, provided, however, that Subrecipient does not indemnify for that
portion of any costs or damages proximately caused by the negligent act or omission of the State or DEO.
DEO, in its sole discretion, has the right, but the not obligation, to enforce this indemnification provision
(k) DEO does not endorse any Subrecipient, commodity, or service. No public disclosure or
news release pertaining to this Agreement shall be made without the prior written approval of DEO.
Subrecipient is prohibited from using Agreement information, or DEO customers in sales brochures or other
promotions, including press releases, unless prior written approval is obtained from DEO."
4. Subparagraph (14)(b), NOTICE AND CONTACT is hereby deleted in its entirety and replaced with the
following:
"b) The name and address of DEO's Grant Manager for this Agreement is:
Gerald Durbin, Grant Manager
Department of Economic Opportunity
Division of Community Development
Bureau of Community Assistance
107 East Madison Street, MSC 400
Tallahassee, Florida 32399 -4120
Email: gerald.durbin @deo.myflorida.com
Phone: 850 -717- 8458"
5. Subparagraph (18)(a), FUNDINGICONSIDERATION, is hereby deleted in its entirety and replaced
with the following:
"(a)This is a cost - reimbursement agreement. Subrecipient shall be reimbursed for costs
incurred in the satisfactory performance of work hereunder in an amount not to exceed Two Hundred Four
• # •
Page 4
in its entirety.
8. Attachment I, Recipient Information, is hereby deleted in its entirety and is replaced by the revised
Attachment I, Subrecipient Information, which is attached hereto and incorporated herein by reference.
9. Attachment 1, Budget Summary and Workplan, is hereby deleted in its entirety and is replaced by
the revised Attachmentl, Budget Summary and Workplan, which is attached hereto and incorporated herein
by reference.
10. Attachment K, Budget Detail, is hereby deleted in its entirety and is replaced by the revised
Attachment K, Budget Detail, which is attached hereto and incorporated herein by reference.
11. Attachment L, Multi- County Fund Distribution, is hereby deleted in its entirety and is replaced by
the revised Attachment L, Multi- County Fund Distribution, which is attached hereto and incorporated herein
by reference.
12. Except as specifically modified herein, all provisions of the Agreement, including any Attachments
or Exhibits thereto, remain in full force and effect.
The remainder of this page is intentionally left blank.
a
|N WITNESS WHEREOF, the Parties have duly executed and delivered this Modification asof the date
set forth below.
Monroe Count
By:____
RE
59-6000749
Federal identification Number
073876757
DUNS Number
Agreement Number
STATE OF FLORIDA
sm
Taylor Teepe|LDirector
Division of Community Development
Approved myto form and legal
sufficiency, subject only to full and
proper execution by the Parties.
Office of the General Counsel
Department of Economic Opportunity
4A9
FUN EXHIBIT 1-A
R * ii i `;! R ! ! THIS AGREEMENT CONSIST O THE
F
. R
Num Subreciplent's DUNS
Federal Award identification Number:
Monroe, County of
073876757
D ate: Subaward Period of Performance Start and End
Federal award project d escription,
be responsive to the Federal Funding
Accountability and Transparency A ct
Federal Awarding Agency:
ass -Throe h Entity:
fictober F
March 1, ,; — Marc
U.S. Department of Health and Human Services;
Florida Department of Economic Opportunity
Contact Information for Awarding Official of ass- Contact: Hillary A. Ryan, 850- 717 -8433
Throe Entity:
applicable: Catalog of Federal Domestic Assistance Title:
Research and Development:
Indirect Cost Rate, if
Low Income Home Energy Assistance Programs
No
N/A
R R IRSIANT TO THIS
AGREEMENT ARE AS F
Federal Program:
1. Subrecipient shall use the LIHEAP funds to provide energy payment assistance to eligible clients
with low income. These funds will be expended in accordance with applicable law and the terms of
this Agreement, including, but not limited to, all attachments to this Agreement, the applicable
OMB Uniform Guidance, and the FFY 2016 LIHEAP State Plan.
2. Subrecipient shall comply with applicable OMB Uniform Guidance 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 75 and part 96
STATE RESOURCES AWA RDED D O. THE CIPIENT PURSUANT r., AGRE
FOLL
l='
I',i�
IT--0ELE-.J=D
drRigmr-mmum
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT TO THIS
AGREEMENT ARE AS FOLLOWS:
M .
NOTE: Title 45 C.F.R. § 75.352 and section 215.97(5), Florida Statutes, require that the information about
Federal Programs and State Projects included in Exhibit I be provided to Subrecipient.
The remainder of this page is intentionally left blank.
{ 2 LIHEAP AGREEMENT
FEDERAL ATTACHMENT I
FISCAL Y 2016 T P ➢ OD: March 1, 2016 through arch 31, 2017
Instructions: Complete the blanks highlighted in yellow. For item 111, put an "X" in whichever highlighted box applies to your agency.
i � t
City: KEY WEST , FL e:
F ax: (305)295-4359
Email- graham-shLry](&monroecount
II. Agreement Amount: $204,849.00 Total Direct Client Assistance: $159,322.00
III. SUBR TG Non- Profit x i Local Government .,State Agency
I. C (IS) TO BE SERVED WITH THESE FUNDS:
ONROE
a. Subreciplent County Location: M
b. Executive Director or Chief Administrator:
Address: 1100 SIMONTON ST 2 -257
Telephone. (305 )292 -4510
Cell:
Mailing address if differentfrom above
d. Official to Receive State Warrant:
Name: KEVIN MADOK
Title:
CLERK OF THE COURTS
Address: 500 WHITEHEAD STREET
City:
KEY WEST , FL Zipcode: 33040
e. Subrecipient Contacts:
1. Ropgram. Name: SHERYL GRAHAM
Title:
S . DIRECTOR, SOCIAL SERVICES
Address: 1100 SIMONTON ST. 2 -257
City:
KEY WEST , FL 2ipcode: 33040
Telephone: (305)292 -4510
Fax.
(305)295-4359 —
Cell:
Email:
caraham -,her I monroeoounty -fLgov
2. Fiscal: Name: KIM WILKES WEAN
Title:
COMPLIANCE MANAGER
Address: 3100 SIMONTON ST, 1 -190
City:
KEY WEST , FL Zi co e: 33040
Telephone: (305(1292 -4588
Fax:
Cell:
Email:
Wilke- kimtemonroecotrnt - fl.gt�v
f. Personls) authorized to sign reports:
Name: HE YL GRAHAM
Title:
S , DJRECTO , SOCIAL SERVICES
Name: KIM WIL WEAN
Title:
COMPLIANCE MANAGER
Name:
Title-
g . Subreciient's FEID Number: 5- 6000749
h. Subreciplent's DUNS Number: 073876757
VI. SUBRECIPI E FISCAL YEAR: OCTOBER 1
thru SEPTEMBER 30
a
BU DGET FY 2016 LI HEAP AGREEMENT
ATTACHMENT J
! WOR KPLAN
�� ICI COUNTY
�G'litiillf ,, ��I� i �, ��
0
LIHEAP FUNDS ONLY
Ba
Last Approved
Last Approved
AdJustments to
Budget
Approved Budpt
Amount
Incres se/ (Decrease)
199,740.
$
16,977.00
435.00
27,395.00
75,000.00
76,368.00
4,000.00
Y
I
155,368.00
720.00
9,000.00
(1,046.00)
(4,000.00)
3,954.00
5,1
D.
TOTAL
AMENDED
BUDGET
B°a °C
204,849.00
I 17,412.
28,135,00
84,000A0
1 75,322.
L 0.
9*X*k fi3£i',
SEC77O f1® WORKPLAN
Last Approved
Type of kss° nce
Estimated Number of
Amended all aced
Estimated Cost Per
Amended Estimated
Households
Number of Households
Household"
Expenditures "*
Summer Home Energy 125 G 105
300.00
31.5
Winter Home Energy 125 175
300.00
52,5
Summer Crisis 165 p 192
181.00
34,752.
VifinterCrIsk 173 188
_._ ..:......... .
f 216.00
40,608.
Weather Belated Su 5horta e 15 _ fi
0.00
a 0.01
7 TAL 603 66 0
159,36O
.......... ...v.__e ........... ... ..........
if less than 8.596 of Line 1 is budgeted for Administrative Expenses, the maximum allowed for Outreach Expenses may increased. The total Administrative Expenses
plus the total Ou treach Expenses may not exceed th e sunr of the original maximum allowed for these items.
Totai of Line 2 plus Line 3 may not exceed:
$45 ® 527.72
Amount budgeted
Lone 2 + Line 3 =
$45,527.00
Estimated Cost er Household must he based on the agency's historic average cost.
*�* Estimated Expend°otues givers in the YWorkplan must agree with the corresponding values on Lines 4 -7.
Line
Item
Nurnber
I
10
POSTAGE MAIL OUTS
TOTAL OUTREACH EXPENSES
lopoommm
go
8 ITOTAL MHEAP BUDGET
DIRECIF CUE NT ASSISTANM
E4#H0ME:
5
CRISIS
WEATHER
TorrAL - CUENTASSISTANCE
lopoommm
go
8 ITOTAL MHEAP BUDGET
DISTRIBUTION FY 2016 LIHEAP AGREEMENT
ATTACHMENT L
MULTI-COUNTY FUND
SU RECIPI NT: MONROE, COUNTY OF A T : 1 A- Or -11 -5 - 1 -019
Number of Counties to be Served with this agreement: 1,
If the Recipient will serve more than one county with this agreement, complete the form below. Describe how you will equitably allocate
LIHEAP 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 th
total direct client assistance amount and all three columns for each county are filled in.
Poverty Population Data ouce: Provide the U. S. Census data source for the 15O% of poverty population used including the year of the dat co
If any other data or factors are used in allocating the funds, describe and give the source.
Data Source and I A
Description:
CL
County n Distribution table (see Instructions Tabs for assistance completing this table
TOTAL I!RE CLIENT
COUNTY'S % OF
15 POVERTY
ASSISTANCE
% OF AGENCY'S DI Et
COUNTY
POVERTY POPULATION
$159,
CLIENT ASSISTANCE
POPULATION IN SERVICE AREA
DOLLARS ALLOCATED'
COUNTY ALLOCATION
THIS COUNTYry
0
E $0.00
co
0
11 F $0,00
$0.00
$0.00
_
I
$ OQ ...i
_
CL
0
$0.00
0. 00 I
O I.
< $0.00
W
a
,0
ratal Budgeted Direct pent
..
4ssis nce*
0
0.
' Total County Allocation must b equal to Toted Direct Client Assistance (Attachment 1, Bridget 5'urnmat y and W orkplon, Line 7)
Rick Scott
GOVERNOR D
FLORIDA DEM�ENT
FECONOMIC OPPOWUN
MEMORANDUM
SLIBRECIPIENT: Monroe County
aim
PROGRAM: Low-Income Home Energy Assistance Program FY 2016-2017
DATE: September 14, 2016
Please make this notification part of your agreement file. If you have any questions, please
contact your DEO grant manager at (860) 717-8450.
0 M.
s6p IV, Ir or
ect
'? munity Development
In
r1orida Dopartment of Economic Opporhmlty I CaldwcH Buiialing
, 1107 E. Madiscm Street I 'I al'aha'5'9ee, FL 32399
850,245.7105 Mny.r o6dqLots.qflg
WV0AjEWftef.corn)FLDE.0 jvAvw,facebook,com/FLDE0
An oqual oplix)rtunity urnployor/program. Auxiliary aids find service arc available upon request to iWividuals with disabilities.
Ail voice telephone numbers an this document may be reached by persons using TTYfT equipment via the Florida Relay
Service at 711.
Graham-S e
Please find attached your agency's authority increase for your 2016 LIHEAP agreement. If you have any questions
regarding this memo, please contact your grant manager. Thank you.
Ron Lynn
Government Analyst |
DE
Florida Department nf Economic Oppor
Division of Community Development/Bureau of Community Assistance
Office: 850-717-8450
Tmoemmmcommunicauon may contain oonndenoo |nromanon protected from disclosure uppxvac lavis and is|^mnued for the use cx the individual namou
mbove,xthe reader of th.is messaae is not the intended recipient, mm is noflice tO YOU that any dissewdnation, distribution of this cornmunication or any
a0000memtou may bay violation of federal and state privacy laws. n you have received this email m error, pieooe notify the sender |mmem|otely by Yetran email
mid delete this message. Please note that. Fiorida has a broad public records Ww and t1hat all correspondence tumm via email may hesubjeCt tcd/nclnour,
Florida law emai|vgdiewmeowepuuk records.
:1•' 1 1 1
1 1 NJ 0 10 F-11 to
Meeting Date: 2/10/2016
Bulk Item: Yes X No
Division: Social Services
Department: Social Services
Staff Contact Person/Phone #:
AGENDA ITEM WORDING: Approval of Federally- funded reoccurring Low Income Home Energ
Assistance Program (LIHEAP), Subgrant Agreement # 16EA- OF- 11 -54 -01 -019 between the State of
Florida, Department of Economic Opportunity (DEO) and Monroe County Board of County
Commissioners (BOCC) /Monroe County Social Services for the contract period of 3/1/16 to 3/31/17,
in the amount of $199,740.
ITEM BACKGROUND: LIHEAP funding allows Monroe County Social Services to provide
assistance to eligible low- income households in meeting the costs of home heating and cooling. This is
a reoccurring cost reimbursement agreement.
PREVIOUS RELEVANT BOCC ACTION: Prior approval granted by the BOCC on 1/20/16 (item #
C -18) of Modification #004 of the Federally Funded Low Income Home Energy Assistance Program
(LIHEAP) Grant Agreement #15EA- 0E- 11 -54 -01 -019.
CONTRACT /AGREEMENT CHANGES: None
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $199,740 BUDGETED: Yes _No
DIFFERENTIAL OF LOCAL PREFERENCE:
COST TO COUNTY: 10% cash match
N/A
SOURCE OF FUNDS: GRANT FUNDS &
General Revenue for Match
Revised 7/09
Contract with: State of Florida, Department of Contract: # 16EA- OF- 11 -54 -01 -019
Economic Opportunity (DEO) Effective Date: 3/1/2016
Expiration Date: 3/31/2017
Contract Purpose/Description: Approval of Federally- funded reoccurring Low Income Home Energy Assistance
Program (LI HEAP), Subgrant Agreement # 16EA-OF-I 1-54-01-019 between the State of Florida, Department of
Economic Opportunity (DEO) and Monroe County Board of County Commissioners (BOCC)/Monroe County
Social Services for the contract period of 3/11/16 to 3/31/17, in the amount of $199,740.
Contract Manager: Sheryl Graham 292-4510 Social Services/Stop I
(Name) j& (Ext.) (Department/Stop
For BOCC meeting on 2/10/2016 Aszenda Deadline: 1/26/2016
lsisi64v ST-T-M NOUN
Total Dollar Value of Contract: $199,740.00
Budgeted: Yes ❑ No ❑ Account Codes:
County Match: 10% cash match
Additional Match: 0
Total Match 10% cash match
Estimated Ongoing Costs: $jyr For:
(Not included in dollar value above) (e.e, I
ities, janitori
Date Out
I Comments:
Changes
Date In
Needed
Department Head
1/20/16
Yes ❑ No
Risk Management
Yes ❑ No Z"
O.M.B./Purchasing
Yes ❑ No
County Attorney
Yes ❑ N
Date Out
I Comments:
t-ully
,
STATE OF FLORIDA T J
E.xecuted DEPARTMENT OF ECONOMIC OPPORTUNITY
CFDA Number: 93.568 Agreement Number: 16EA-OF-11-54-01-019
FEDERALLY FUNDED SUBGRANT AGREEMENT
THIS AGREEMENT is entered into between the State of Florida, Department • Economic Opportunity, with
-5.-TTF. WNW ATIFFinarref 717-3-Frecs
to as "Subrecipient" (each individually a "Party" and collectively "the Parties").
THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING REPRESENTATIONS:
A. The U.S. Department of Health and Human Services (HHS) administers the LIHEAP program at the
Federal level, and distributes LIHEAP block grant funds to the States. The State of Florida has received these grant
funds from HHS.
may provide home energy assistance benefits to eligible households.
N*Kejm
(2) INCORPORATION OF LAWS, RULES, REGULATIONS AND POLICIES
Sub recipient and DECI shall be governed by all applicable State and Federal laws, rules and regulations,
including, but not limited to, those identified in Attachment B.
This Agreement period will begin on March 1, 2016, and will end on March 31, 2017, unless terminated
earlier in accordance with the provisions of Paragraph (13) of this Agreement.
Either Party may request modification of the provisions of this Agreement. Except for Informal Modifications
submitted in accordance with Attachment B, modifications of provisions of this Agreement are valid only when
reduced to writing and duly signed by the Parties.
Nfflw-� ,
% (a
) Subrecipient's performance under this Agreement is subject to the applicable requirements
pppi 11�11 111�1 �
1. If any litigation or claim is started before the five-year period expires, and extends beyond the
five-year period, the Records must be retained until all litigation and claims involving the Records have been
resolved.
11 IF
the transfer of title.
4. Any additional Federal requirements identified in Attachment A, Scope of Work, of this
Agreement.
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 Kto this Agreement as well as all other applicable
laws and regulations.
(d) Subrecipient shall give access to any of Subrecipient's records to representatives of DEO, the Chief
Financial Officer of the State of Florida, the Auditor General of the State of Florida, the Florida Office of Program
Policy Analysis and Government Accountability or representatives of the Federal government and their duly
authorized representatives for the purposes of conducting audits, examinations, investigations, or making excerpts
or transcriptions.
-1- .11-1--11-11-.1- - - - --------- - Page 2
il� i ri:Iii! 1111111111111
- I! jam 1111111 �! VALiAg it jaw-IM& Is] lilllpqllp Ill 111 ffi� II I I
under this Agreement.
(h) If Subrecipient's expenditures of State financial assistance and/or Federal awards during its
1 1 pil
'M Subrecipient shall include the aforementioned audit and record-keeping requirements in al!
RM
(j) Subrecipient shall have each required audit completed by an independent certified public accountant
(IPA), either a certified public accountant or a public accountant licensed under chapter 473, F.S., and ensure that
11 111111111 � I I I ll� I ill I Ill
1 1111 1 r� � I z i � i I
(k) The reporting packages for required audits must be timely submitted in accordance with the
requirements of Exhibit-1, Audit Requirements, of this Agreement and the applicable laws, rules and regulations
referenced therein. The requirements of 2 C.F.R. § 200.512, Report Submission, are applicable to audits of Federal
awards conducted in accordance with Subparagraph (5)(h) above.
were not spent in accordance with the conditions of this Agreement and applicable regulations. The amount of
reimbursement will be equal to the amount of funds not spent in accordance with this Agreement. Subrecipient
shall send such reimbursement to DEO within thirty calendar days after DEO has notified Subrecipient of such non-
compliance.
(m) Within sixty calendar days of the close of Subrecipient's fiscal year, on an annual basis, Subrecipient
shall electronically submit a completed Audit Compliance Certification (a version of this certification is attached
hereto as Exhibit Audit Compliance Certification, of this Agreement) to audit@deo.moorida.com. Subrecipients
timely submittal of one completed Audit Compliance Certification for each applicable fiscal year will fulfill this
WIffiliffif TOM
iiiiiiiiiiij
11 M�M
WE-TERM am
Agreement, and destroy any duplicate public records that are exempt or confidential and exempt from publimo
records disclosure requirements. All electronic records shall be provided to DEO in a DEO-compatible format.
(e) Subrecipient shall notify DEO verbally within 24 hours and in writing within 72 hours if any data in
5 nt'sposseosionre|atedtothisAgreementissubpoenaedor|mopnopedxused,ropiesd,mrnemmved(except
in the ordinary course ofbusiness) by anyone except an authorized representative ofDEO. Subrecipkunt ahmU
cooperate with DEO, in taking all steps as DEO deems advisable, to prevent misuse, regain possession, or otherwise
protect the State's rights and the data subject's privacy.
(f) Subreciplent acknowledges that DEO is subjectto #heprovisions of chapter 11�F.S,relating to public
records and that reports, invoices, and other documents Subredphent submits to0EQ under this Agreement may
constitute public records under Florida Statutes. Subrec p/ent shall cooperate with QE] regarding DEO's efforts to
comply with the requirements of chapter 119, F.S.
exempt from public disclosure if those records contain trade secrets or confidential proprietary business
information. Subrecipient waives any claim of exemption if Subrecipient fails to identify the legal basis for each
exemption from the requirements of chapter 119, F.S. prior to submitting any such record to DEO.
11 .
(a) Executive Order 11-116, signed May 27, 2011, by the Governor of Florida, requires DEO's subgrant
. . . . 0
1. Utilize the U. S. Department of Homeland Security's E-Verify system to verify the employment
elizibilitv of all new er irp, hv r�,i
2. Include in all subcontracts under this Agreement, the requirement that subcontractors
performing work or providing services pursuant to this Agreement utilize the E-Verify system to verify the
employment eligibility of all new employees hired by the subcontractor during the term of the subcontract.
(b) E-Verify is an Internet-based system that allows an employer, using information reported on an
(c) If Subrecipient does not have an E-Verify MOU in effect, Subrecipient shall enroll in the E-Verify
Subrecipient shall provide DEO with all required reports as set forth in Attachment C to this Agreement.
(a) 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 such reports are completed or DEO may take other action as
stated in Paragraph (12) of this Agreement. "Acceptable to DEC}," means that the reports were completed in
accordance with the Attachments of this Agreement.
(b) Subrecipient shall provide additional program updates, reports, and information as may be required
MM
(9) MONITORING
(a) Subrecipient 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.
(b) In addition to reviews of audits conducted in accordance with Paragraph (5) above, monitoring
procedures may include, but are not limited to, on-site visits by DE O staff, limited scope audits, and other
procedures.
I
,c) Subrecipient, and all subcontractors, shall comply with the most recent LIHEAP Program Monitoring
Field Manual provided by DEO, and cooperate with any monitoring procedures/processes deemed appropriate by
DEO. In the event that DEO determines that a limited sco•e review • Suk f zxtmip _? a
comply with any additional instructions provided by DEO regarding such review.
(d) Subreciplent shall comply and cooperate with any inspections, reviews, investigations or audit�_
(e) DEO will monitor the performance and financial management by Subreciplent throughout the
Agreement term to ensure timely completion of all tasks.
(a) Unless Subrecipient is a state agency or subdivision, as defined in section 768.28(2),
omission of the State or DEO.
Any Subrecipient which is a State agency or subdivision, as defined in section 768.28(2), F.S., shall be
iq�ippqi
ql =01 I I I 1 1
Page 6
Subrecipient shall have no claim against DEO for vacation pay, sick leave, retirement benefits, social security,
workers' compensation, health or disability benefits, reemployment assistance benefits, or employee benefits of
any kind. Subrecipient shall ensure that its employees, subcontractors, and other agents, receive benefits and
necessary insurance (health, workers' compensation, reemployment assistance benefits) from an employer other
than the State of Florida. Subrecipient, at all times during the Agreement, must comply with the reporting and
11111 : i 111 11 1 is. k -
1371771TIM On Uer MIS Agreement, and DE* may exercise any of its remedies set forth in Paragraph 7127of
the right to exercise such remedies, and without becoming liable to make any further payment:
(a) If any warranty or representation made • Subrecipient in this Agreement, or any previous
agreement with DEO is, or becomes, false or misleading in any respect, or if Subrecipient fails to keep or perform
2-11Y *f-tke 4ALHg&4 xsterms-iT-c-#ve-x.7 i-r a-AY ;umvitus
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 Subrecipient at any time during the
written notice is sent by DEO;
If
with incorrect, incomplete, or insufficient information; or
A 6 # *
ZFM��
If an Event of Default occurs and DEO provides written notice to Subrecipient, DEO may exercise any
one or more of the following remedies, either concurrently or consecutively:
(a) Terminate this Agreement, if Subrecipient 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:
I I - Page 7
i� 11 i r�z I
1174APINIMIAM
Ot. Issue a written warning to advise that more serious measures may be taken if the situation 12
11213# „ •
3. Advise Subrecipient to suspend, discontinue, or refrain from incurring costs for any activities I
Mfm' ! M41
4. Require Subrecipient to reimburse DEO for the amount of costs incurred for any items
determined to be ineligible; and
or provided at law or in equity, If DEO waives any right or remedy in this Agreement, or fails to insist on strict
nerformanc-%*$,-4�,
exercise of the same right or remedy by DEO for any other default by Subrecipient.
(13) TERMINATION
(a) DEO may terminate this Agreement for cause with thirty calendar days written notice. Cause
(b) DEO may terminate this Agreement for convenience or when it determines, in its sole discretion,
that continuing this Agreement would not produce beneficial results in line with the further expenditure of funds,
by providing Subrecipient with thirty calendar days prior written notice. Subrecipient shall not furnish any product
after it receives the notice of termination, except as necessary to complete the continued portion of this Agreement,
if authorized in writing. Subrecipient shall not be entitled to recover any cancellation charges.
(c) The Parties may terminate this Agreement for their mutual convenience through a written
amendment. The amendment shall state the effective date of the termination and the procedures for proper
closeout of this Agreement.
(d) If DEO issues a notice of Event of Default, Subrecipient shall stop incurring new obligations upon
receipt of the notice. If DEO determines that Subrecipient has cured the Event of Default within the thirty-day cure
period, DEO will provide notice to Subrecipient that it may resume incurring new obligations. Costs incurred for new
Page 8 -
Grant Manager and delivered by standard mail or electronic mail using the contact information provided in
Subparagraph 14(b) below.
(c) The name and address of Subrecipient's Representative responsible for the administration of this
Agreement is stated in Attachment I of this Agreement.
(d) If 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
Subparagraph (14)(a), above.
(15) SUBCONTRACTS
(a) Subrecipient shall not subcontract any of the work required under this Agreement prior to receiving
DEO's confirmation that the proposed subcontract imposes the following requirements on subcontractor:
1. Subcontractor is bound by the terms of this Agreement, and each subcontract shall specifically
include the requirements set forth in Paragraph (5) of this Agreement.
2. Subcontractor is bound by all applicable State and Federal laws and regulations;
3. Subcontractor shall indemnify and hold DEO, and Subrecipient harmless against all claims of
whatever nature arising out of the subcontractor's performance of work under this Agreement, to the extent
allowed by law; and
Page 9
IN 1 1111111F I I
I rii : 1 A - A
(b) For each subcontract, Subrecipient shall provide a written statement to DEO as to whether thal
This Agreement contains all the terms and conditions agreed upon by the Parties.
(a) All attachments and exhibits to this Agreement are incorporated as if set out fully herein.
1 ,b) In the event of any inconsistencies or conflict between the language of this Agreement and thz
attachments, the language of the attachments shall control, but only to the extent of the conflict or inconsistency
Z Attachment L — Multi-County Fund Distribution
I'll
Page 10 --
(f) Subrecipient and its subcontractors may only expend funding under this Agreement for allowable
costs resulting from obligations Incurred during the Agreement period.
(g) Subreciplent shall refund to DEO any balance of unobligated funds which has been advanced or paid
to Subreciplent.
under this Agreement for the purpose of lobbying the Florida Legislature, the judicial branch, or any State agency is
prohibited pursuant to section 216.347, F.S. Subrecipient shall not, in connection with this or any other agreement
with the State, directly or indirectly: (1) offer, confer, or agree to confer any pecuniary benefit on anyone as
consideration for any State officer or employee's decision, opinion, recommendation, vote, other exercise of
discretion, or violation of a known legal duty; or (2) offer, give, or agree to give to anyone anygratuity forthe benefit
of, or at the direction or request of, any State officer or employee. For purposes of clause (2), "gratuity" means any
(M) Subrecipient shall reimburse the State for the reasonable costs of investigation incurred by the
(a) Advertising: Subject to chapter 119, F.S., Subrecipient shall not publicly disseminate any information
■
(p) SponsorshiD: As reauired bv section 286.2-S—F
MMMM
1. Conflict of Interest: This Agreement is subject to chapter 112, F.S. Subrecipient shall disclose the
name of any officer, director, employee, or other agent who is also an employee of the State. Subrecipient shall
also disclose the name of any State employee who owns, directly or indirectly, more than a five percent (5%) interest
in Subrecipient or its affiliates.
2. Convicted Vendors: Subrecipient shall disclose to DEO if it is on the Convicted Vendor List. A person
ioing any of the activities listed in Subparagraph (20)(n) above for a period of 36 months from the date of bein;N
placed on the Convicted Vendor List.
and zero cents ($1,000,OQO.00) or more, in executing this Agreement, Subrecipient certifies that it is not listed on
either the Scrutinized
Petroleum Energy Sector List, created pursuant to section 215,473, F.S.
a. Pursuant to section 287.135(5), F.S., DEO may immediately terminate this Agreement for cause
if Subrecipient is found to have submitted a false certification or if Subreciplent is placed on the Scrutinized
Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy
Sector List during the term of this Agreement.
b. If DEO determines that Subrecipient has submitted a false certification, DEO shall provide
written notice to Subrecipient. Unless Subrecipient demonstrates in writing, within ninety days of receipt of the
notice, that IDEO's determination of false certification was made in error, DEO shall bring a civil action against
Subrecipient. If DEO's determination is upheld, the Subrecipient will be liable for a civil penalty equal to the greater
of two million dollars and zero cents ($2,000,000.00) or twice the amount of this Agreement, and Subrecipient will
be ineligible to bid on any contract with an agency or local governmental entity for three (3) years after the date of
DSO's determination of false certification by Subrecipient.
c. In the event that Federal law ceases to authorize the states to adopt and enforce the
contracting prohibition identified herein, this provision shall be null and void.
Page -11 - ----- -------- �11-1-1.--..- -rll."..".-,'�,.. �
4. Discriminatory Vendors: Subrecipient affirms that it is aware of the provisions of section
287,134(2)(a), F.S., and that at no time has Subrecipient been placed on the Discriminatory Vendor List. Subrecipient
shall not violate such law during the term of this Agreement. Subrecipient shall disclose to DEO if it appears on the
Discriminatory Vendor List. An entity or affiliate placed on the Discriminatory Vendor List pursuant to section
287.134, F.S., may not:
b. Subm" t itv , r t:::::::
or public work;
c. Submit bids on leases of real property to a public entity; or
d. Be awarded or perform work as a contractor, supplier, sub-contractor, or consultant under a
(r) Abuse, Neglect, and Exploitation Incident Reporting: In compliance with sections 39.201 anl
TPArt_R7T*'MW17 - 1 fdb7f - ecUP Spec Xerson,
or disabled adult is or has been abused, neglected, or exploited shall immediately report such knowledge or
;uspicion to the Florida Abuse Hotline by calling 1-800-96ABUSE, or via the web reporting option at
�ttp://www.dcf.state.fl.us/abuse/report/, or via fax at 1-800-914-0004.
(a) Federal grant funds provided under this Agreement may not be used by any Subrecipient or
vyt - - ?izenr Tr M - or penoing Peaeraj legislation or appropriations.
This prohibition is related to the use of Federal grant funds and not intended to affect an individual's right or tha!
4-f-?AY
45 C.F.R. Part 93).
(b) Subrecipient certifies, by the authorized representative's signature to this Agreement, that to the
(c) 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 Federal 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,
� �7
MARMUMAIRM I __
Any, and all, patent rights accruing under or in connection with the performance of this Agreement are
Fill=#
(a) If Subrecipient has a pre-existing patent or copyright, Subrecipient shall retain all rights and
(b) If any discovery or invention is developed in the course of or as a result of work or services
(c) Within thirty days of execution of this Agreement, Subrecipient shall disclose all intellectual
s.
=.. b
aLLepTaff I Agreel fie M. Sufreciplent also c"1111
that the undersigned person has the authority to legally execute and bind Subrecipient to the terms of this
Agreement.
activities. Details of settlements that are prevented from disclosure by the terms of the settlement may be
annotated as such.
Subrecipient shall comply with any Statement of Assurances incorporated as Attachment E.
". — ..-- I - . � UT MIS Agreement is certitieO by or is availabte
from PRIDE and has been approved in accordance with section 946.515(2), F.S., the following statement applies:
IT IS EXPRESSLY UNDERSTOOD AND AGREED THAT ANY ARTICLES WHICH ARE THE SUBJECT OF,
f: 1 11 11 -11 -". ? "', .
PRIDE and the products it offers is available at http:ZZwww. D rid e-e nte rp rises. o rg.
(b) Products Available from the Blind or Other Handicapped (RESPECT): in accordance with section
413-036(3), F.S., if a product or service required for the performance of this Agreement is on the procurement list
established pursuant to section 413.035(2), F.S., the following statement applies:
I "1 1111 jq�''
1--- Page 18
Additional information about the designated nonprofit agency and the products it offers is available at
hqgjjwwwxespectoff�londa.or.
to carry out this Agreement in accordance with section 403.7065, F.S.
I f anv Drovisiot,
otherwise unenforceable, and all other provisions remain in full force and effect.
fl� r O M
-* - �,* , �Vv �
lP.1
jk& » #t<! »Jj
59-6000749
Federal Identification Number
11191 L RUM 0, rMa"111
F—'1?4 K441 IWAI 6 Vt I till Jir*�
STATE OF FLORIDA
Date: —0�
Approved as to form and legal
Office of the General Counsel
By.
Approve Date:-
T'7 T 7 7 TMAT A - 7 74M
EXHIBIT 1
AUDIT REQUIREMENTS
The administration of resources awarded by
by DEO as described in this section.
—
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.
4. Title 2 C.F.R. part 200, entitled Uniform Administrative Requirements, Cost Principles and Audit Requirements
for Federal Awards, also known as the Uniform Guidance, supersedes and consolidates the requirements of
OMB Circulars A-21, A-87, A-110, A-122, A-89, A-102 and A-133 and is effective for Federal awards or
■
increments of awards issued on or after December 26, 2014. Please refer to title 2 C.F.R. part 200 for revised
definitions, reporting requirements and auditing thresholds referenced in this Attachment and Agreement
accordingly.
r.
■
Copies of reporting packages for audits conducted in accordance with OMB Circular A-133, as revised, and
required by Part I of this agreement shall be submitted, when required by Section .320 (d), OMB Circular A-
133, as revised, by or on behalf of the recipient directly to each of the following at the address indicated:
A. DEO at each of the following addresses:
Electronic copies (preferred):
or
Paper (hard copy):
ML�
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 revised (the number of copies
required by Sections .320 (d)(1) and (2), OMB Circular A-133, as revised, should be submitted to the
Federal Audit Clearinghouse) at the following address:
Bureau of the Census
1201 East 10 Street
Jeffersonville, IN 47132
C. Other Federal agencies and pass-through entities in accordance with Sections .320 (e) and ffl, OMB
Circular A-133, as revised.
Pursuant
► Section .320 Circular A-133, as revised, the Subrecipient 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): Ajjditdeo.rnyflorida.co
or
MSC # 130, Caldwell Building
107 East Madison Street
Tallahassee, FL 32399-4126
Copies of financial reporting packages required by Part 11 of this agreement shall be submitted by or on behalf
of the Subrecipient directly to each of the following:
A. DEO at each of the following addresses:
Electronic copies (preferred): Audit a� �_m �florida�xom
or
Paper (hard copy):
Department Economic Opportunity
MSC # 130, Caldwell Building
107 East Madison Street
Tallahassee, FL 32399-4126
Auditor General
Local Government Audits/342
Claude Pepper Building, Room 401
III West Madison Street
Tallahassee, FL 32399-1450
4 Copies • reports or the management letter required • Part III of this agreement shall be submitted • or •
behalf • the Subrecipient 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 OMB 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. Subrecipients, when submitting financial reporting packages to DEO for audits done in accordance with OMB
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 Subreciplent in correspondence accompanying the reporting package.
WTRATMWSMRO �*,'
r.
■
------ Page 24
FY 2016 LIHEAP AGREEMENT
EXHIBIT I-A
FUNDING.SOURCES
FEDERAL RESOURCES AWARDED TO THE SUBRECIPIENT PURSUANT TO THIS GI EE CONSIST OF TiiE
FOLLOWING:
AIM
Research and Development:
Indirect Cost Rate, if applicable:
Lf M 0 01 T M PAT Mi
Florida Department of Economic opportunity
Contact: Paula Lemmo, 850-717-8450
Low Income Home Energy Assistance Program
No
N/A %
Page 25
COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED PURSUANT TO THIS
AGREEMENT ARE AS FOLLOWS:
STATE RESOURCES AWARDED TO THE SUBRECIPIENT PURSUANT TO THIS AGREEMENT CONSIST OF THE
FOLLOW; « < :» w
Federal Program: N/A
State Project: N/A
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT TO THIS AGREEMENI
ARE AS FOLLOWS: N/A
NOTE: Title 2 C.F.R. § 200.331 and section 215.97(5), Florida Statutes, require that the information about Federal
Programs and State Projects included in Exhibit 1 be provided to the Subrecipient.
MENEL=-
MR
EXHIBIT 2
I Audit Compliance Certification I
Email a copy of thisform within 60 days of the end of each fiscal yearin which this grant was open
to auditgdeo.myfloridmcom.
FEIN: Grantee's Fiscal Year:
Contact's Name:
Contact's Phone.
Contact's Email:
Did Grantee 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 the Subrecipient and the Department of
Economic Opportunity (DEO)? E]Yes [-� •
2. Did the Subrecipient 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 the Subrecipient and DEO? F Yes [:] No
If the above answer is yes, also answer the following before proceeding to execution of this
certification:
Did the Subrecipient expend $750,000 • more in federal awards (from DEO and all other sources
of federal awards combined) during its fiscal year? 0 Yes n No
luyesl—tke�-4 "T91
specific audit requirements • title 2 C.F.R. part 200, subpart F, as revised.
and 2 are true and correct.
Signature of Authorized Representative
■
MOU'M
FY 2016 LIHEAP AGREEMENT
EXH I IT 3
SUBRECIPIENT FEDERAL AWARD AGREEMENTS CHECKLIST
Criteria
Home energy
SUBRECIPIENT
assistance to low
INFORMATION
income
Required Federal Award Identification Information
households
2 C.F.R.
V)
Federal Awarding
Monroe, County
200.331
Agency: U.S.
Subrecipient name (which must match registered name in DUNS);
of
(a)(1)
Subrecipient's DUNS number (see §200.32 Data Universal
073876757
Numbering System (DUNS) number);
Pass Through
Federal Award Identification Number (FAIN);
G-1601FLLIEA
Entity: Florida
(iv)
Federal Award Date (see §200.39 Federal award date);
October 22, 2015
Economic
March 1, 2016
(v)
through March 31,
Contact: Paula
-
Su award Period of Performance Start and End Date;
2017
(vi)
Amount of Federal Funds Obligated by this action by the pass-
$199,740
93568, Low
through entity to the Subrecipient;
Income Home
(Vii)
Total Amount of Federal Funds Obligated to the Subrecipient by the
$199,740
-
pass-through entity including the current obligation;
CFDA number at time of disbursement;
(viii)
Total Amount of the Federal Award committed to the Subreciplent
$199,740
No
by the pass-through entity;
om,fl
Home energy
(ix)
assistance to low
Federal award project description, as required to be responsive to
income
the Federal Funding Accountability and Transparency Act (FFATA);
households
Federal Awarding
Agency: U.S.
Department of
Health and Human
Services;
Pass Through
W
Entity: Florida
Department of
Economic
Opportunity
Contact: Paula
Name of Federal awarding agency, pass-through entity, and contact
Lemmo, 850-717 -
information for awarding official of the Pass-through entity
8450
93568, Low
Income Home
(xi)
CFDA Number and Name; the pass-through entity must identify the
Energy Assistance
dollar amount made available under each Federal award and the
Program; See
CFDA number at time of disbursement;
Exhibit 1-A
NO
Identification of whether the award is R&D; and
No
om,fl
Indirect cost rate for the Federal award (including if the de minimis
See Exhibit I-A
rate is charged per § 200.414 Indirect (F&A) costs).
2 C.F.R
0
2 33
All requirements imposed by the pass-through entity on the
Yes,See
(a) (2)
Subrecipient so that the Federal award is used in accordance with
Attachments A, 8
Federal statutes, regulations and the terms and conditions of the
and C
Federal award.
2 C. F. IR.
Any additional requirements that the pass-through entity imposes
200-331
on the Subrecipient in order for the pass-through entity to meet its
Yes, See
(a)(3)
own responsibility to the Federal awarding agency including
Attachments A, B
identification of any required financial and performance reports.
and C
2 C.F.R.
An approved federally recognized indirect cost rate negotiated
200.331
between the Subrecipient and the Federal government or, if no such
(a)(4)
rate exists, either a rate negotiated between the pass-through entity ii
Yes, See
and the Subrecipient (in compliance with this Part), or a de minimis
Attachments C
indirect cost rate as defined in § 200.414 Indirect (F&A) costs,
anR K
paragraph (b) of this Part.
2 C.F.R.
A requirement that the Subrecipient permit the pass-through entity
200.331
and auditors to have access to the Subrecipient's records and
(a)(5)
financial statements as necessary for the pass-through entity to
Yes, See
meet the requirements of this section, §§ 200.300 Statutory and
Paragraph (5) of
national policy requirements through 200,309 Period of
this Agreement
performance and Subpart F - Audit Requirements of this Part.
Appropriate terms and conditions concerning closeout of the
subaward.
Yes, See
(a) (6)
Attachment C
16 LIH*LP AGREEMENT
ATTACHMENTA
SCOPE OF WORK
J "A . . 1_7111n6 req1_1UeUT1L
A. Payment and Delliverables
Subrecipient will be reimbursed monthly for expenditures reported in its Monthly Financial Status Report as
described in Attachment C, Reports. Reimbursement will be made by DEO, upon DEO's finding that the
Deliverable has been successfully completed.
a. Certification that Subrecipient operated during its regular business hours as identified in
(2) The Deliverable shall be reported monthly on Subrecipient's Monthly Financial Status Report M
(3) Successful completion of the Deliverable shall be determined by receipt by IDEO of Subrecipien
Monthly Financial Status Report containing the certification required in Subparagraph A.(l)a. above.i
(1) DEO shall not reimburse any expenditures associated with Deliverables not accepted by IDEO as successfully
completed; however, this does not preclude Subrecipient from receiving payment for such expenditures
(2) If Subrecipient fails to be open and available for services according to its regular business hours as identified
in Attachment F, Warranties and Representations, outside weekends and holidays, Subrecipient shall pay
to DEO financial consequences for such failure, unless DEO waives such failure in writing based upon its
I Z 11 111 11 1 1 1 111 i 11
in accordance with the terms of this Agreement.
(5) Any amounts due under this financial consequence shall be paid by Subrecipient out of non-federal funds.
(1) Administrative expenses— costs for general administration and coordination of the program, including
direct and indirect costs. This includes the salaries, fringe, rent, utilities, travel, etc. associated with
■
(2) Applicant — A person or persons who has submitted or requested an application for services.
(3) Application Date - The date the application is completed (whether by self or with assistance), signed by
U
N
a
U
a. A maximum of one summer Crisis Assistance benefit may be applied to a Client's account during the
cooling season, April —September.
b. A maximum of one winter Crisis Assistance benefit may be applied to a Client's account during the
heating season, October — March.
c. May be used to pre-pay home energy usage.
Eligible Actions —All applications for Crisis Assistance must be acted upon by Subrecipient with an Eligible
Action taken to mediate the crisis within 18 hours of Application Receipt. Eligible Actions include:
a. Approval of application;
b. Denial of application pending further information;
d. Contact utility vendor to halt power disconnection or interruption in services; or
e. Written referral to, along with providing Applicant assistance in contacting, another agency if LIHEAP
funding is not available or the Applicant is ineligible.
(
Morne Energy Assistance — Assistance provided to an Applicant to reduce the Applicant's overall home-
arj;ear,
A Client may not receive more than one Home Energy Assistance benefit per calendar year.
b. The benefit is not contingent upon current or past due amounts, and can be used as a direct credit to
the Client's account.
(
The Applicant has been notified that the energy source for cooling or heating is going to be cutoff;
MMI
c. The Applicant has received a notice indicating the energy source is delinquent or past due;
d. The Applicant is unable to get delivery of fuel for heating, is out of fuel for heating, or is in danger of
being out of fuel for heating;
e. The Applicant has a bill for which the due date has lapsed; ♦
f. The Applicant has other problems with lack of cooling or heating in the home, such as needing to pay
2 deposit, needing a repair or purchase of heatinv or cooling
measures to avoid further crisis.
(10) Outreach Expenses - costs incurred in delivering LIHEAP services that are not purely administrative ir
nature. This may include staff expenses such as salaries, fringe, rent, utilities, travel, etc. for those
employees performing outreach and intake, costs for advertising, costs for application supplies and
I= ���
(11) Reasonable Promptness— Means within fifteen (15) working days of Application Receipl
(1) Subrecipient will administer the LIHEAP Program in accordance with information and directives provided in
DEO-issued Information Memorandum notifications, DEO-issued' policy directives (if any), and th!2
(2) Subrecipient shall conduct outreach activities designed to ensure that eligible households, especially
households with elderly or disabled individuals, young children and those with highest home energy burden
are made aware of the assistance available under this Agreement.
(3) Subrecipient shall assist each Applicant in securing help through other community resources when 1-11-1W
funds are not available ♦ are insufficient to meet the emergency home energy needs of an Applicant.
(4) Subrecipient shall maintain the following written policies:
I We"11 it TVIT W-W Tl - I
Applicants, especially the elderly or disabled, for completion of the program application or eligibility
determination when other assistance is not adequate.
c. A written policy to assure that all energy vendors to which energy assistance payments are made comply
with the requirements of Paragraph G of this Attachment A.
r.
■
•
■
(6) Ataminimum, Subrec appeals process must provide an opportunity for an Applicant or Client to file
a written appeal or complaint with Subredpient's Program Supervisor within ten /10A working days of
receipt of the written Notice mfDenial and Appeal:
a. Upon receipt of a validly filed appeal or complaint, Subrecipient shall respond in writing within ten (10)
working days.
b. The Applicant or Client may appeal Subrecipient's first response by filing its objections to the response
with Subredpient's Director, Executive Director or Board Chair, as applicable, within five (5) working
days of receipt ofthe first response.
c. Upon receipt ofa validly filed objection to the first response, Subrecipient shall respond in writing within
ten (10) working days, and the response must clearly state the final outcome of the appeal, that the
11 111111 I'll, 1-1-111-I.- ....... . ... — I Page 34
«
(6) For all approved applications, Subrecipient shall make payments to vendors on behalf of approved
(7) Subrecipient shall, within fifteen (15) working days of the Application Date, furnish in writing to each,
a. Type and amount of assistance;
b. Name of the energy vendor to be paid on the Client's behalf;
c. The next date when the Client will be eligible to apply for further assistance; and
d. Subrecipient's Appeal policy;
(8) For Crisis Assistance Applicants, Subrecipient shall compare LIHEAP records and EHEAP records for
households with elderly members to avoid duplicate Crisis Assistance payments during the same eligibility
period, and maintain documentation sufficient to ensure compliance with this requirement.
a. Subrecipient may only assist Applicants who are, or were, residing in its LIHEAP service area at the tim
R . The Applicant must complete an application and return all required information and verification to
c. The Applicant must provide a utility, or fuel, bill verifying an obligation to pay home energy costs,
d. The Applicant must have a total gross household income of not more than 150% of the current OMB
e. To receive a Crisis Assistance benefit, the Applicant Must meet the requirements of having a verifiable
• • 1 1 5 - A I - A
f. If the Applicant lives in government subsidized housing, Subrecipient shall determine if all or part of
Applicant's utility costs are paid directly or indirectly by the government and then take the following
appropriate action:
calculated for the household.
Page 36
3. For Home Enern't Assistance If utility costs are not paid directly or indirectly by a government
entity, the Applicant is eligible for a Home Energy Assistance benefit with no deductions at the same
g. The Applicant must not reside in a group living facility ora home where the cost of residency is at least
h. The Applicant must not be a student living in a dormitory.
a. Use the past 30 days earnings for all occupants of the household annualized, or the Applicant's most
current economic situation, whichever is lower.
b. Reference the current year Sources of Allowable Income to determine what is and is not considered
F.M.
c. Total household income cannot exceed the 150% poverty level as set forth in the Poverty Income
T. If an Applicant cannot document household income and does not receive food stamps, the
Subrecipient shall accept a signed self-decia ration of income statement that adequately explains
t. No household may be excluded solely on the basis of income if the household income is less Viat
WWIMB�
Subrecipient shall maintain information in a file for each LIHEAP Client that includes at least the following
information:
(1) Clients name, address, sex, and age, and customer name on utility account (if not the Client);
(2) Names, ages, and current identification documentation (no more than one year expired) of all household
members;
(3)Social Security Numbers and documentation of such numbers for all household members or the citation to
the applicable exemption;
Page 37 - - - -----
mm
j. Details on how the energy vendor will assist Subrecipient in verifying the LIHEAP Client's accou
information and, in the case of crisis assistance, make timely commitments to resolve the crisis. A proce
should be in place to verify the current amount owed and the amount necessary to resolve the cri
(2) The energy vendor must be in "active" status with the State of Florida: http and
the energy vendor's name must be checked on SAMS at hjjps.ZLwww.sam.&ov. 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 must be reviewed by both parties at least every two years.
(4) The Vendor Agreement must be signed by upper level management of both Subreciplent and the energy
vendor authorized to enter into such commitments.
Page 39
FY 2016 LIHEAP AGREEMENT
ATTACHMENT 8
PROGRAM STATUTES AND REGULATIoNS
A. INCORPORATION OF LAWS RULES REGULATIONS AND POLICIES
1 . Part 16 — Procedures of the Departmental Grant Appeals Board;
2. Part 30 - Claims Collection;
financial assistance.
6. Part 86 - Nondiscrimination on the basis of sex in education programs and activities receiving
Federal financial assistance.
7. Part 87 —Equal Treatment for Faith Based Organizations;
8. Part 91- Nondiscrimination on the Basis of Age in programs or activities receiving Federal Financial
Assistance from HHS;
9. Part 93 - New restrictions ♦ lobbying;
(0. Part •• - Block Grants;
11. Part 100 — Intergovernmental Review of Department of Health and Human Services Programs and
activities;
0 - 019
iffmwy " I I 14", 1 a via
As required by Section 508 of Public Law 103- 9 %tjM1_:X
proposals, bid solicitations and other documents Ins.—
nongovernmental sources.
C. INTEREST FROM CASH ADVANCES
Subrecipients shall invest cash advances in compliance with section .21(h)(2)(i) of the Common Rule and 2
C.F.R. 200.305, Payment.
Subrecipient 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. INFORMAL MODIFICATIONS
No expenditure in excess of the amount funded under this Agreement at the time the expenditure is incurred
will be valid. Increases in funding are only valid by formal modification as described in Paragraph (4) of this
Agreement. Subrecipient shall submit all Modifications of Attachments 1, J, K, and L in accordance with the
following process:
(1) Subrecipient shall use a DEO-approved Informal Modification package.
(2) In Attachments J and K, only unobligated funds may be transferred from one line item to another line
item.
(5) Subrecipient shall submit to DEO a letter of explanation for the modifications made and a completed
modification package, including Amended Attachments 1, J, K, and L, as applicable. The Modification
must be signed by Subrecipient. Priorto the submission of a Financial Status Report in which the changes
are implemented, DEO must accept and sign the Modification.
(6) Upon approval by DEO, Subrecipient's budget detail will be revised in DEO's electronic payment system.
Page 41
■
I
DEO shall conduct a full onsite review of Subrecipient at least once during each three-year period.
Subrecipient shall allow DEO to carry out monitoring, evaluation and technical assistance, and shall
ensure the cooperation of its employees, and of any subcontractors with whom Subrecipient
contracts to carry out program activities.
MEN K*T ffff IN Ma!z1buil
(1)
(2)
Subrecipient shall budget a minimum of twenty-five percent (25%) oft total Agreement funds for
Home Energy Assistance.
(3) In addition to the record keeping, public records, and audit requirements contained in Sections (5)
and (6) of this Agreement, the books, records, and documents required under this Agreement must
also be available for copying and mechanical reproduction on or off the premises of Subrecipient.
(4) If the U.S. Department of Health and Human Services initiates a hearing regarding the expenditure
funds provided under this Agreement, Subrecipient shall cooperate with, and upon DEO's writter
(5) Subrecipient shall maintain records sufficient to allow DEO to determine compliance with the
M.M
ATTACHMENTC
REPORTS
Nuill I 11 Li [M.Tifflig I jig I I i II �
M =41,111,111,11 I
7FURY is A
with its Agreement proposal a copy of its most recent IRS Form 990.
-.1— Page 44
day or holiday, the Monthly Financial Status Report shall be due on the next business day.
( Each Monthly Financial Status Report shall contain the following information:
(2) All Monthly Financial Status Reports shall be signed and dated.
(3) DEO shall review each Monthly Financial Status Report for compliance with the requirements as
stated in Attachment A of this Agreement.
WIT* In$ "F
statement to that effect. Subrecipient is not obligated to establish an indirect cost rate if Subrecipient does
not charge an indirect cost rate.
G. Other reports: Upon reasonable notice, Subrecipient shall provide such additional program updates, reports,
and information as may be required by DEO, including supporting or source documentation for any reports
identified above in this Attachment.
H. Reports must be submitted to the DEO Grant Manager as stated in Paragraph (14) of this Agreement.
age 4S
FY 2016 LIHEAP AGREEMENT
ATTACHMENT D
PROPERTY MANAGEMENT AND PROCUREMENT
am
C. Title JOwnership) to all non-expendable property acquired with funds from this Agreement must be vested in
DEO upon completion or termination of the Agreement.
D. Subrecipient shall 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.
Page 46
114
ATTACHMENT E
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 E m DI ees of Subrec oient Members of Local Governin Sod or Other
Public Officials.
W
0
Subrecipient hereby assures and certifies as a condition of receipt of LIHEAP funds, that it, and its
subcontractors, shall comply with the applicable requirements of Federal and State laws, rules,
regulations, and guidelines. As part of its acceptance and use of LIHEAP funds, Subrecipient assures and
certifies that:
Page 47
•
to examine all records, books, papers or documents related to all program operations of the grant,
including those of any sub-contractor.
(5) Subrecipient will comply with all of the provisions and practices outlined in DEO's most current
(6) Subrecipient will comply with non-discrimination provisions, in accordance with Florida Statutes;
Section 677 of P.L. 97-35; Titles VI and VII of the Civil Rights Act of 1964; and 45 C.F.R. Parts 84, 86
and 90.
(7) Subrecipient will comply with section 2609 of Public Law 97-35, as amended, which prohibits
use of LIHEAP funds for purchase or improvement of land, or the purchase, construction, or
permanent improvement of any building or other facility.
(8) The LIHEAP application and all its attachments, including budget data, are true and correct.
( Subrecipient will prohibit any political activities in accordance with Section 678F(b) of 42 USC
9918, as amended.
(10) Administration of this program has been approved by Subrecipient's governing body by official
action, and the officer who signs it is duly authorized to sign this Agreement.
(11) Subrecipient shall comply with Title X, Part C of Public Law 103-227, Environmental Tobacco
Page 4 8
Ff 2016 22>* * 1 »f «MEN
ATTACHMENT F
9
g
A
«
I
( No ernployee, officer, or agent shall participat'e in the selection, award, or administration of a
Such a conflict would arise when the employee, officer, or agent, any member of his or her
immediate family, his or her partner, or an organization which employs or is about to employ any
of the parties indicated, has a financial or other interest in the firm selected for an award.
(3) The officers, employees, and agents of Subreciplent 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 Subreciplent.
Subrecipient 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) LMONDAY FRIDAY
through and
from (times) f 8AM 5 PM
I to
I MMMM
Subrecipient warrants that all subcontractors or employees hired by Subreciplent shall have all current
licenses and permits required for all of the particular work for which they are hired by Subreciplent.
Page 5B
FY 2016 LIHEAP AGREEMENT
ATTACHMENT G
CH"I"TIFICATION REGARDING DE BP 04. 'P L N' S"'Lgg" 1GLO ary
_Lj T j jLJS , gg L
AND VOLUNTARY EXCLUSION
NOTE: Prior to issuing subawards or subcontracts under this Agreement, Subrecipient shall consult the System for
Award Management (SAM) to ensure that organizations under funding consideration are not ineligible. The list is
available on the Web at httPs:j,/www.sa
M--LO—V -
A. If the Subrecipient will not issue any subawards or subcontracts under this Agreement, the Subrecipien)
shall mark here that this Attachment G is Not Applicable: X-Not Applicable
1. The prospective subcontractor of Subrecipient, 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. Where Sub recipient's subcontractor is unable to certify to the above statement, the prospectivz
subcontractor shall attach an explanation to this form.
BY-----
Signature
Page 51
s.
C You as the recipient, your employees, subrecipients under this award, and subrecipients' employee
ENUMM
subrecipient that is a private entity --
i. Is determined to have violated a prohibition in paragraph a.1 of this award term; or
ii. Has an employee who is determined by the agency official authorized to terminate the award to
have violated a prohibition in paragraph a.1 of this award term through conduct that is either,
A. Associated with performance under this award; or
implementation • the OMB guidelines in 2 C.F.R. part 1♦0
b. Provision applicable to a recipient other than a private entity. We, as the Federal awarding agency, may
unilaterally terminate this award, without penalty, if a subrecipient that is a private entity—
I. Is determined to have violated an applicable prohibition in paragraph a.1 of this award term; or
2. Has an employee who is determined by the agency official authorized to terminate the award to have
violated an applicable prohibition in paragraph a.1 of this award term through conduct that is either:
1. Associated with performance under this award; or
ii. Imputed to the subrecipient using the standards and due process for imputing the conduct of an
individual to an organization that are provided in 2 C.F.R. part 180, "OMB Guidelines to Agencies
on Governmentwide Debarment and Suspension (Nonprocurement)," as implemented by our
01-M
agency at [agency must insert reference here to its regulatory implementation of the OMB
guidelines in 2 C.F.R. part 180 (e.g., "2 C.F.R. part XX")],
C . You must inform us immediately of any information you receive from any source alleging a violation (7
2. Our right to terminate unilaterally that is described in paragraph a,2 or b of this section:
I. Implements section 106(g) of the Trafficking Victims Protection Act of 2000 (TVPA), as amended
(22 U.S.C. 7104(g)), and
ii. Is in addition to all other remedies for noncompliance that are available to us under this award,
3. You must include the requirements of paragraph a.1 of this award term in any subaward you make to a
private entity.
M=��_ �
i. An individual employed by you or a subrecipient who is engaged in the performance of the projel
ii. Another person engaged in the performance of the project or program under this award and n
compensated by you including, but not limited to, a volunteer or individual whose services al
contributed by a third party as an in-kind contribution toward cost sharing or matching
requirements.
2. "Forced labor means labor obtained by any of the following methods: the recruitment, harboring,
transportation, provision, or obtaining of a person for labor or services, through the use of force, fraud,
or coercion for the purpose of subjection to involuntary servitude', peonage, debt bondage, or slavery.
3. "Private entity":
L Means any entity other than a State, local government, Indian tribe, or foreign public entity, as
those terms are defined in 2 C.F.R. § 175.25,
ii. Includes:
A. A nonprofit organization, including any nonprofit institution of higher education, hospital, or
tribal organization other than one included in the definition of Indian tribe at 2 C.F.R. §
B. A for-profit organization.
4. "Severe forms of trafficking in persons," "commercial sex act," and "coercion" have the meanings given at section
103 of the TVPA, as amended (22 U.S,C. 7102).
Page 53
ATTACHMENT
FEDERAL FISCAL YEAR: 2 016 AGREEMENT PERIOD:
March 1, 2016 through March 31, 2017
Instructions: Complete the blanks highlighted in yellow. For item III, put an "X" in whichever highlighted box applies to your agency.
I. SUBRECIPIENT: Monroe, County of
AGREEMENT #: 16EA- OF- 11 -54 -01 -019
II. Agreement Amount: $199,740.00
Total Direct
Client Assistance: $155,368.00
III. SUBRECIPIENT CATEGORY: Non - Profit
X Local Government
State Agency
IV. COUNTY(ITS) TO BE SERVED WITH THESE FUNDS:
MONROE
V. GENERAL ADMINISTRATIVE INFORMATION
a. Subrecipient County Location: MONROE
b. Executive Director or Chief Administrator:
SHERYL GRAHAM
Address: 1100 SIMONTON ST 2 -257
City:
KEY WEST , FL Zipcode: 33040
Telephone: 305 -292 -4511
Fax:
305- 295 -4359
Cell:
Email:
g_ raham- sheryl @monroecounty-fl.gov
Mailing address if different from above
Mailing Address:
City:
FL Zipcode:
c. Chief Elected Official for Local Governments or President /Chair of the Board for Nonprofits:
Name: HEATHER CARRUTHERS
Title:
MAYOR
Address *: 500 WHITEHEAD ST SUITE 102
City:
KEY WEST , FL Zipcode: 33040
Telephone: 305 - 292 -3430 Fax:
305 - 292 -3466
Email: boccdis3Cc@monroecounty-fl.gov
* Enter home or business address, telephone numbers and email other than the Recipient's
d. Official to Receive State Warrant:
Name: AMY HEAVILIN
Title:
DEPUTY CLERK
Address: 500 WHITEHEAD STREET
City:
KEY WEST FL Zipcode: 33040
e. Subrecipient Contacts:
1. Program: Name: SHERYL GRAHAM
Title:
SR DIRECTOR, SOCIAL SERVICES
Address: 1100 SIMONTON ST 2 -257
City:
KEY WEST , FL Zipcode: 33040
Telephone: 305 - 292 -4511
Fax:
305 - 295 -4359
Cell:
Email:
graham- sheryl@monroecounty-fl.gov
2. Fiscal: Name: AMY HEAVILIN
Title:
DEPUTY CLERK
Address: 500 WHITEHEAD STREET
City:
KEY WEST FL Zipcode: 33040
Telephone: 305 - 292 -3560
Fax:
Cell:
Email:
f. Person(s) authorized to sign reports:
Name: SHERYL GRAHAM
Title:
SR DIRECTOR, SOCIAL SERVICES
Name: KIM WILKES WEAN
Title:
COMPLIANCE MANAGER
Name:
Title:
g. Subrecipient's FEID Number: 59- 6000749
h.
Subrecipient's DUNS Number: 073876757
VI. SUBRECIPIENT FISCAL YEAR: OCTOBER 1ST
thru
SEP TEMBER 30TH
r
a
54
FY ♦ ♦ AGREEMENT
ATTACHMENTJ 1
Y i. SUMMARY. .• 1' •' k t
SUBRECIPIENT: Monroe, County of
AGREEMENT #: 16EA- OF- 11 -54 -01 -019
Instructions: Enter the appropriate figures in the boxes highlighted in yellow. Use only whole dollar amounts; no cents.
SECTION 1: Budget Summary
LIHEAP FUNDS ONLY BUDGETED AMOUNT
1
LIHEAP FUNDS $199,740.00
ADMINISTRATIVE EXPENSES
2
Salaries including Fringe, Rent, Utilities, Travel, Other (Total cannot exceed 8.5% of Line 1; round down
if needed.)
$16,977.00
Maximum Administrative Expense:
$16,977.90
OUTREACH EXPENSES
3
Salaries including Fringe, Rent, Utilities, Travel, Other (Total cannot exceed 15% of the difference
between Line 1 & Line 2 (Line 1 minus Line 2 times .15; round down if needed) *
$77,395.00
Maximum Outreach Expense:
$27,414.45
DIRECT CLIENT ASSISTANCE
4
Home Energy Assistance (Must be at least 25% of Line 1; round up if needed)
$75,000.00
25% Minimum Calculation:
$49,935.00
5
Crisis Assistance
$76,368.00
6
Weather Related/ Supply Shortage/ Disaster (Must be at least 2% of line 1; roundup if needed.)
$226.93
$37,443.45
2% Minimum Calculation:
$3,994.80
$4000.00
'
7 ITOTAL
DIRECT CLIENT ASSISTANCE (Lines 4 + 5 + 6)
" $155,368.00
8 IGRAND
TOTAL ALL EXPENSES (Lines 2 + 3 + 7)
$199,740.00
SECTION ll: Workplan and Deliverables
* If less than 8.5% of Line 1 is budgeted for Administrative Expenses, the Recipient may increase the Outreach Expenses. The total Administrative Expenses
plus the total Outreach Expenses m 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: 1 $44,392.35 1 Line 2 + Line 3 = $44,372.00
** Estimated Expend given in the Assistance Plan must agree with the corre sponding values on Lines 4 -7.
a
55
Estimated # of
Estimated Cost Per
Estimated
Type of Assistance
Benefits to be
Expenditures **
Benefit
Provided
(Est # x Est $)
Summer Home Energy
125
$300.00
$37,500.00
Winter Home Energy
125
$300.00
$37,500.00
Summer Crisis
165
$226.93
$37,443.45
Winter Crisis
173
$225.00
$38,925.00
Weather Related /Supply Shortage
15
$266.67
$4,000.05
TOTAL
603
$155 368.50
,
* If less than 8.5% of Line 1 is budgeted for Administrative Expenses, the Recipient may increase the Outreach Expenses. The total Administrative Expenses
plus the total Outreach Expenses m 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: 1 $44,392.35 1 Line 2 + Line 3 = $44,372.00
** Estimated Expend given in the Assistance Plan must agree with the corre sponding values on Lines 4 -7.
a
55
FY 2016 LIHEAP AGREEMENT
ATTACHMENT K
ADMINISTRATIVE AND OUTREACH EXPENSE BUDGET DETAIL (Lines 2 -3 of Attachmant 1)
SUBRECIPIENT: Monroe, County of AGREEMENT fi: 16EA- OF- 11 -54 -01 -019
Instructions: On the form below, enter the detail of the figures listed on the Budget Summary. If more space is needed, copy this form
copy this form to another tob and name the new tabs 'Budget Detail 1" "Budget Detail2 , etc.
Line Expenditure Detail
Item LIHEAP FUNDS
Number (Round all line items to dollars. Do not use cents and decimals in totals. Totals must agree with Attachment J)
2 ADMINISTRATIVE EXPENSES:
SALARY: SR. DIRECTOR 6,774.00
5% LIHEAP, 15% CCE, 20% MCT, 4 %C1, 4% C2, 32% GENERAL REVENUE, 20% WAP
104 HOURS X $65.13/HR LOADED WITH FRINGE
SALARY: SR. COMPLIANCE MANAGER 4,234.00
5% LIHEAP, 40 %CCE, 5% MCT, 5 %ADI, 5 %CCDA, 5 %C1, 5% C2,30% GENERAL REVENUE
104 HOURS X $40.71 /HR LOADED WITH FRINGE
■
■i
a
56
MISC OTHER:
4,969.00
4
1) PHONE, POSTAGE, FREIGHT $269.00
75,000.00
5
2) PRINTING AND BINDING SUPPLIES $1000.00
76,368.00
6
3) OFFICE SUPPLIES $600.00
4,000.00
4) OPERATING SUPPLIES $600.00
7
5) MAINTENANCE AGREEMENT $2,500.00
155,368.00
(annual fee for maintaining internal data client tracking system)
8
TRAVEL: 1 Compliance Manager to the annual FACA training conference (airfare, meals, per diem)
1,000.00
2
TOTAL ADMINISTRATIVE EXPENSES:
16,977.00
3
OUTREACH EXPENSES:
SALARY: FULL TIME CASE MANAGER (INTAKE, ELIGIBILITY, PROCESS CASES)
9,394.00
15% LIHEAP, 85% GENERAL REVENUE
312 HRS X $30.11/HR LOADED WITH FRINGE
SALARY: STAFF ASSISTANTS -TWO (INTAKE, ELIGIBILITY) $8,253.00X 2 EMPLOYEES
16,506.00
20% LIHEAP, 80% GENERAL REVENUE
416 HRS X $19.84/HR LOADED WITH FRINGE
TRAVEL: 1000 MILES X .445 /PER MILE (ESTIMATED LOCAL MILEAGE)
445.00
TRAVEL: 1 Case Manager Supervisor to the annual FACA training conference (airfare, meals, per diem)
700.00
OTHER: CONSUMABLE OFFICE SUPPLIES
200.00
POSTAGE FOR MAIL OUTS
150.00
3
TOTAL OUTREACH EXPENSES:
27,395.00
■
■i
a
56
DIRECT CLIENT ASSISTANCE:
4
HOME ENERGY
75,000.00
5
CRISIS
76,368.00
6
WEATHER
4,000.00
7
TOTAL CLIENT ASSISTANCE
155,368.00
8
TOTAL LIHEAP BUDGET 1199,740.00
■
■i
a
56
S
ATTACHMENT
SUBRECIPIENT: Monroe, County of AGREEMENT #: 16EA- OF- 11 -54 -01 -019
Number of Counties to be Served with this agreement: 1
If the Recipient will serve more than one county with this agreement, complete the form below. Describe how you will equitably allocate
LIHEAP 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.
'overty Population Data Souce: Provide the U. S. Census data source for the 150% of poverty population used including the year of the data
f any other data or factors are used in allocating the funds, describe and give the source.
Data Source and
Description:
C ounty Distribution Table (see Instructions Tabs fo assistance completing this table)
COUNTY
ONROE
150% POVERTY
POPULATION
COUNTY'S % OF
POVERTY POPULATION
IN SERVICE AREA
TOTAL DIRECT CLIENT
ASSISTANCE
$155,368.00
COUNTY ALLOCATION
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
We
Total Budgeted Direct Client
Assistance* ® 0%
* Total County Allocation must be equal to Total Direct Client Assistance (.
tJ, Budget Summary
I.
Line 7).
57
CL
OF AGENCY'S DIRECT
CLIENT ASSISTANCE
DOLLARS ALLOCATED TO
THIS COUNTY
LO
rd
04
ry
co
04
04
CL
CL
J
0.00%
Line 7).
57
FY 2016 LIHEA A GREEMENT
A TTACHMENT
SUBRECIPIENT: Monroe, County of
AGREEMENT #: 16EA- OF- 1154 -01 -019
Any advance payment under this Agreement is subject to s. 216.181 (16)(a)(b), Florida Statutes and Paragraph (18) of this Agreement.
The Recipient shall invest cash advances in compliance with section 200.449 of the OMB Uniform Administrative Requirements, Cost
Principles, and Audit Requirements for Federal Awards, and Attachment B, Section C of this Agreement. Check the applicable box below
(check only one).
X 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
Advance payment of is requested. Balance of
payments 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.
If an advance is requested, complete the followine worksheet by filling in the rPnr hiahliahtorl in vo11n 1
DESCRIPTION
(A)
v (B) v
(C)
(D)
- #DIV/0!
FY 2013
FY 2014
FY 2015
Total
1
TOTAL ALLOCATION (Includes any base
$0.00
$0.00
$0.00
$0.00
increases and carryforward dollars)
2
FIRST TWO MONTHS OF EXPENDITURES
$0.00
$0.00
$0.00
$0.00
3
AVERAGE PERCENT EXPENDED IN FIRST TWO
MONTHS (Divide line 2 by line 1)
#DIV/0!
#DIV /0!
#DIV /0!
#DIV/O!
..,. — "If JL I.— IIIUIILII� m VV,OL„ rnuenunufea were reuorreu neea to oe provlaea for the years you received a LIHEAP 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: Cell D3
#DIV /01
17 % CALCULATION: LIHEAP Award
$199,740.00
a
58
LIHEAP Award
Historical Advance
x
$199, 740.00
- #DIV/0!
Percent of AwarTd
Maximum Advance
x
17.00%
$33,955.80
a
58