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Item C05M C ounty of f Monroe ELj » °o � BOARD OF COUNTY COMMISSIONERS /� r i � �� Mayor George Neugent, District 2 The Florida. Ke Se y I Mayor Pro Tern David Rice, District 4 Danny L. Kolhage, District 1 Heather Carruthers, District 3 Sylvia J. Murphy, District 5 County Commission Meeting May 17, 2017 Agenda Item Number: C.5 Agenda Item Summary #2896 BULK ITEM: Yes DEPARTMENT: Social Services TIME APPROXIMATE: STAFF CONTACT: Sheryl Graham (305) 292 -4510 N/A AGENDA ITEM WORDING: Approval of Modification #002 to Federally Funded Subgrant Weatherization Assistance Program (WAP) Agreement 16WX- OG- 11 -54 -01 -039 between the State of Florida, Department of Economic Opportunity and Monroe, County of, (Monroe County Board of County Commissioners/Monroe County Social Services) for the period of 04/01/2016 to 09/30/2017 in the amount of $114,398.00. ITEM BACKGROUND: WAP funds are to be utilized to perform energy- saving repairs, and for the installation of energy- saving measures on qualified single family dwellings for income qualified residents. Funds will be expended in accordance with WAP State Plan and LHAP. This is a cost reimbursement contract. Funds will be leveraged against SHIP funds to ensure maximum usage of dollars applied to the most qualified residents county wide. PREVIOUS RELEVANT BOCC ACTION: BOCC approved Modification #001 on 01/18/2017 of Federally Funded Subgrant Weatherization Assistance Program (WAP) Agreement 16WX -OG- 11-54-01 -039 for the period of 04/01/2016 to 06/30/2017 in the amount $89,373.00. CONTRACT /AGREEMENT CHANGES: Increase in budget and extension in length of contract STAFF RECOMMENDATION: Approval DOCUMENTATION: BACKUP Mod. #002 WAP 3 -27 -17 WAP Mod #2 05 -02 -17 FINANCIAL IMPACT: Effective Date: 04/01/2016 Expiration Date: 09/30/2017 Total Dollar Value of Contract: $114,398.00 Total Cost to County: 10% cash match Current Year Portion: Budgeted: Source of Funds: Grant 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: Yes Additional Details: Increase in budget by $25,025.00 04/12/17 NEW COST CENTER ADDED 125- 6155716 $25,025.00 REVIEWED BY: Sheryl Graham Completed 04/17/2017 1:27 PM Pedro Mercado Completed 04/17/2017 1:49 PM Budget and Finance Completed 04/17/2017 3:08 PM Maria Slavik Completed 04/17/2017 3:09 PM Kathy Peters Completed 04/17/2017 3:41 PM Board of County Commissioners Pending 05/17/2017 9:00 AM Co unty of Monroe ' The Florida Keys - �: ~'- °' BOARD OF COUNTY COMMISSIONERS Mayor George Neugent, District 2 Mayor Pro Tern David Rice, District 4 Danny L. Kolhage, District 1 Heather Carruthers, District 3 Sylvia 7, Murphy, District 5 County Commission Meeting January 1 2017 Agenda Item Summary #2562 BULK ITEM: Yes DEPARTMENT: Social Services TIME APPROXIMATE: STAFF CONTACT: Sheryl Graham (305) 292 -4510 N/A AGENDA ITEM WORDING: Approval of modification #1 to Federally Funded Subgrant Weatherization Assistance Program (WAP) Agreement 16WX- OG- 11 -54 -01 -039 between the State of Florida, Department of Economic Opportunity (DEO) and Monroe, County of, (Monroe County Board of County Commissioners /Monroe County Social Services) for the period of 04/01/2016- 06/30/2017 in the amount of $89,373.00. ITEM BACKGROUND: These WAP funds are to be utilized to perform energy- saving repairs, and for the installation of energy - saving measures on qualified single family dwellings for income qualified residents. These funds will be expended in accordance with the WAP State Plan and LHAP. This is a cost reimbursement contract. These funds will be leveraged against SHIP funds to ensure maximum usage of dollars applied to the most qualified residents county wide. PREVIOUS RELEVANT BOCC ACTION: Approval on 07/20/2016 of Federally Funded Subgrant Weatherization Assistance Program (WAP) Agreement 16WX- OG- 11 -54 -01 -039 for the period of 04/01/2016 — 03/31/2017 in the amount of $70,207. CONTRACT /AGREEMENT CHANGES: Increase in funding of $19,166.00 and extension of 3 months STAFF RECOMMENDATION: Approval DOCUMENTATION: WAP MOD #101-03-2017 WAP MOD #1 BACKUP pt 1 01 -03 -17 WAP MOD #1 BACKUP pt 2 01 -03 -17 FINANCIAL IMPACT: 8 C4 N CD CD Effective Date: 01/18/2017 Expiration Date: 06/30/2017 Total Dollar Value of Contract: $89,373.00 Total Cost to County: 10% cash match Current Year Portion: Budgeted: Source of Funds: Grant 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: Yes Additional Details: 01/18/17 NEW COST CENTER ADDED 125- 6155716 $19,166.00 REVIEWED BY: Sheryl Graham Completed 01/04/2017 10:18 AM Pedro Mercado Completed 01/04/2017 10:31 AM Budget and Finance Completed 01/04/2017 10:39 AM Maria Slavik Completed 01/04/2017 10:39 AM Kathy Peters Completed 01/04/2017 10:41 AM Board of County Commissioners Completed 01/18/2017 9:00 AM MODIFICATION NUMBER ONE TO AGREEMENT BETWEEN THE FLORIDA DEPARTMENT OF ECONOMIC OPPORTUNITY WEATHERIZATION ASSISTANCE PROGRAM AND MONROE, COUNTY OF CFDA Number(s): 81.042, 93.568 Agreement Number: 16WX- OG- 11 -54 -01 -039 THIS MODIFICATION Number One is entered into by the State of Florida, Department of Economic Opportunity, with headquarters in Tallahassee, Florida, hereinafter referred to as "DEO," and Monroe, County of, hereinafter referred to as "Subrecipient" (each individually a "Party" and collectively "the Parties "). WHEREAS, Paragraph (8) of the Agreement provides that modification of the Agreement shall be in writing executed by the Parties thereto, and the Parties wish to modify the Agreement as set forth herein; NOW, THEREFORE, in consideration of the mutual promises of the Parties contained herein, the Parties agree to the following: 1. Paragraph (3) PERIOD OF AGREEMENT is hereby deleted in its entirety and replaced with the following: "This Agreement period will begin on April 1, 2016, and will end on June 30, 2017, unless terminated earlier in accordance with the provisions of this Agreement, including, but not limited to Paragraph (15), TERMINATION 2. Subparagraph (a) of Paragraph (4) FUNDING /CONSIDERATION, is hereby deleted in its entirety and replaced with the following: "(a) This is a cost - reimbursement agreement. DEO shall reimburse Subrecipient for allowable costs incurred in the satisfactory performance of work hereunder in an amount not to exceed EIGHTY -NINE THOUSAND THREE HUNDRED SEVENTY -THREE DOLLARS AND ZERO CENTS ($89,373.00), subject to the legality of the expenditures, availability of funds, and appropriate budget authority." 3. Subparagraph (c) of Paragraph (26) ATTACHMENTS AND EXHIBITS, is hereby deleted in its entirety and replaced by the following: "(c) This Agreement has the following attachments and exhibits: Exhibit 1— Audit Requirements Exhibit 1 -A— Funding Sources Exhibit 2 — Audit Compliance Certification Attachment A — Scope of Work Exhibit 1 to Attachment A — Budget Directions Exhibit 2 to Attachment A — Budget Summary and County Allocations Exhibit 3 to Attachment A — Production Schedule Attachment B — Program Statutes and Regulations Attachment C — Reports Attachment D — Justification of Advance Payment Attachment E — Property Management and Procurement Attachment F — Statement of Assurances Attachment G — Warranties and Representations Attachment H — Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Attachment I — Trafficking Victims Protection Act of 2000 Attachment J — Subrecipient Information" 4. Exhibit 1 -A, Funding Sources, is hereby deleted in its entirety and is replaced by the revised Exhibit 1 -A, which is attached hereto and incorporated herein by reference. 5. Attachment A, Scope of Work, is hereby deleted in its entirety and replaced by the revised Attachment A, which is attached hereto and incorporated herein by reference. 6. Exhibit 2 to Attachment A, Budget Summary and County Allocations, is hereby deleted in its entirety and is replaced by the revised Exhibit 2 to Attachment A, which is attached hereto and incorporated herein by reference. 7. Exhibit 3 to Attachment A, Schedule of Deliverables, is hereby deleted in its entirety and is replaced by the new Exhibit 3 to Attachment A, Production Schedule, which is attached hereto and incorporated herein by reference. STATE OF FLORIDA DEPARTMENT OF ECONOMIC OPPORTUNITY FEDERALLY FUNDED SUBGRANT AGREEMENT MODIFICATION SIGNATURE PAGE IN WITNESS WHEREOF, the Parties have duly executed and delivered this Modification as of the date set forth below. Monroe. Count v of (Legal Na of Subrecipi t) By: (S' nature) Gin rge, r (PAMIT e Name a Title ereH ) Date: 1 I 1 V 1 1 7 59- 6000749 Federal Identification Number 073876757 DUNS Number 16 W X- OG- 11 -54 -01 -039 Agreement Number I/ STATE OF FLORIDA DEPARTMENT OF ECONOMIC OPPORTUNITY By: "TaytQrTeep`eli, Director Division of Community Development Date: 2 FY 2016 WAP AGREEMENT EXHIBIT 1 -A FUNDING SOURCES FEDERAL RESOURCES AWARDED TO THE SUBRECIPIENT PURSUANT TO THIS AGREEMENT CONSIST OF THE FOLLOWING: S ubrecipient's DUNS Registered Name: Monroe, County of S ubrecipient's DUNS Number: 073876757 Federal Award Identification Number: G- 1601FLLIEA Federal Award Date: October 22, 2015 ubaward Period of Performance Start and End Date: April 1, 2016 through June 30, 2017 Amount of Federal Funds Obligated by this action by the pass- through entity to the Subrecipient: $19,166.00 Total Amount of the Federal Funds Obligated to the Subrecipient by the pass- through entity including the current obligation: $89,373.00 Total Amount of the Federal Award committed to the Subrecipient by the pass- through entity: $89,373.00 Federal award project description, as required to be responsive to the Federal Funding Accountability and Transparency Act (FFATA): Energy savings home improvements to eligible low income households. Federal Awarding Agency: U.S. Department of Health and Human Services; Pass - Through Entity: Florida Department of Economic Opportunity Contact Information for Awarding Official of Pass - Through Entity: Contact: Hillary Ryan, 850 - 717 -8433 Catalog of Federal Domestic Assistance Number: 93.568 Catalog of Federal Domestic Assistance Title: Low Income Home Energy Assistance Program Research and Development: No Indirect Cost Rate, if applicable: N/A Subrecipient's DUNS Registered Name: N/A Subrecipient's DUNS Number: N/A Federal Award Identification Number: DE- EE0006146 Federal Award Date: N/A ubaward Period of Performance Start and End Date: N/A Amount of Federal Funds Obligated by this action by the pass- through entity to the Subrecipient: N/A Total Amount of the Federal Funds Obligated to the Subrecipient by the pass- through entity including the current obligation: N/A Total Amount of the Federal Award committed to the Subrecipient by the pass- through entity: N/A 8 04 8 04 CD CD Page 28 Federal award project description, as required to be responsive to the Federal Funding Accountability and Transparency Act (FFATA): Energy savings home improvements to eligible low income households Federal Awarding Agency: U.S. Department of Energy Pass - Through Entity: Florida Department of Economic Contact Information for Awarding Official of Pass - Through Entity: Contact: Hilary Ryan, 850 - 717 -8433 Catalog of Federal Domestic Assistance Number: 81.042 Catalog of Federal Domestic Assistance Title: i Weatherization Assistance Research and Development: No Indirect Cost Rate, if applicable: N/A COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS: Federal Program: Subrecipient shall use the WAP funds to perform energy saving repairs and installation of energy saving measures on qualified single family dwellings in accordance with all attachments to this Agreement, applicable OMB Circulars, Florida WAP Procedures Manual and Guidelines, Standard Work Specifications /Field Guide and the FFY 2016 WAP State Plan. Subrecipient shall comply with applicable OMB Circulars, DEO's WAP requirements, and eligibility requirements as set forth in the U.S. Department of Energy regulations codified in Title 10 of the Code of Federal Regulations, Part 440 — Weatherization Assistance Program for Low - Income Persons. MATCHING RESOURCES FOR FEDERAL PROGRAMS: CD Federal Program: N/A SUBJECT TO SECTION 215.97, FLORIDA STATUTES: State Project: N/A COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT TO THIS AGREEMENT 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 theSubrecipient. Page 29 FY 2016 WAP AGREEMENT ATTACHMENT A SCOPE OF WORK I. GENERAL POLICY Subrecipient shall comply with the following requirements, and if applicable, ensure all contracts require compliance with the following requirements. In carrying out this Agreement, Subrecipient shall provide all necessary personnel, materials, services and facilities, except as otherwise provided herein, to carry out the program. Subrecipient shall designate an individual, referred to by DEO as the WAP Coordinator, who will be responsible for ensuring that the following activities are adhered to: A. Identify and solicit eligible low- income residents within Subrecipient's identified service area who have the need and desire for energy conservation assistance. Subrecipient shall make the services provided for under this Agreement available to all eligible clients in the counties it serves, subject to the availability of funds. B. Subrecipient shall provide weatherization services at an average expenditure limit of $7,105 per unit for labor, weatherization materials and related matters. This per dwelling amount does not include the Health and Safety average expenditure limit of $1,059 per dwelling that may also be expended. For budget and production specifics, see Exhibit 3 to Attachment A, Production Schedule, of this Agreement. C. Subrecipient shall weatherize dwellings in such a manner that will provide continuous service from the commencement date to the expiration date of the Agreement. All counties must be served with the allocated dollar amounts listed in Exhibit 2 to Attachment A, Budget Summary and County Allocation, of this Agreement. If funds are not being spent in proportion to the progression of months, or the county allocations, funding will be subject to reallocation. D. Subrecipient shall provide DEO with documentation and reports as required by this Agreement, including, but not limited to budget balances, as well as any other information related to this project, or as may otherwise be specified by DEO. E. Subrecipient shall complete work on all dwellings in accordance with the Field Guides, the WAP Procedures Manual, the WAP Priority List, any Supporting Weatherization Program Notices, and any supplemental DEO and DOE guidelines, unless Subrecipient secures written permission from DEO otherwise. F. The health and safety of the clients, Subrecipient's staff, contractors and the integrity of the building structure shall not be compromised by any work completed with weatherization funds. G. Subrecipient shall ensure that all installed weatherization materials meet the materials standards taken from Appendix A to 10 C.F.R. part 440, be of good quality, and be installed in a safe, cost effective manner. H. Work and materials not meeting quality expectations, as determined by DEO with reference to 10 C.F.R. part 440 and the WAP Procedures Manual, may subject Subrecipient to written findings. Subrecipient may be required by DEO to perform re- inspections or "go- backs" on any work performed by Subrecipient or its contractors which does not meet quality expectations, in DEO's sole discretion, and for which DEO has issued a finding, the costs incurred for any work performed by Subrecipient or its contractors which does not meet quality expectations, in DEO's sole discretion, and for which DEO has issued a finding may be disallowed by DEO. 8 04 N CD CD Page 31 II. SUBRECIPIENT RESPONSIBILITIES A. File Documentation Responsibilities Each client file shall contain the following documentation: • Client intake form • Client income documentation (for past twelve months) • Documentation of ownership or signed Landlord Agreement Form • Building Work Report • Copy of bid package(s), invoices, receipts, payment vouchers • Pre 1978 dwellings — Certified Renovator Documentation or Clearance Testing • Social Security Documentation (if applicable) • Copy of client photo ID • Copy of client utility bill • Client Selection (Priority) Criteria Form • Copy of Complaint Appeal Procedures Form signed and dated by client • Inspection /Audit Data and Results • Pre -Work Order Agreement • Copies of any approved waivers • Copies of applicable Pre and Final Permits • Client File Checklist • RED Calculator printouts • Refrigerator Metering record • QCI Inspector Sheet • Infrared pictures B. Recordkeeping In addition to any recordkeeping requirements set forth in the Agreement, including any attachments or exhibits thereto and this Scope of Work, Subrecipient agrees to be bound by the recordkeeping provisions at 10 C.F.R. part 440 and 42 U.S.C. part A, as applicable to Subrecipient. Subrecipient shall keep such records as U.S. Department of Energy (DOE) requires, including, but not limited to, records which fully disclose the amount and disposition of the funds received by Subrecipient, the total cost of each weatherization project, the average costs incurred in weatherization of individual dwelling units, the average size of the dwelling being weatherized, the average income of households receiving assistance, and any other records as deemed necessary by DOE, or by DEO in order to fulfill its recordkeeping requirements under 10 C.F.R. part 440. Subrecipient agrees to keep its records in accordance with the 2 C.F.R. part 200, as adopted and supplemented by 2 C.F.R. part 910. C. Determining Priority Service Subrecipient shall give priority to identifying and providing weatherization assistance to elderly persons, persons with disabilities, families with children under 12 years old, households with a high energy burden and high residential energy users in their "priority of services" point system. Subrecipient will coordinate with its local Low Income Home Energy Assistance Program (LIHEAP) providerto develop a referral process and targeted number of clients to serve. A minimum of 10 percent of the clients receiving weatherization services through the WAP are to be LIHEAP referrals. D. Monitoring Visits The DEO staff and /or its representative shall conduct monitoring visits of Subrecipient at least once a year but as frequently as DEO may desire throughout the program year. These visits are for the purposes of quality assurance inspections, administrative and fiscal monitoring, Training and Page 32 Technical Assistance (T &TA), and other meetings as the need arises. The monitoring report shall include inspection and /or T &TA information. 1. The monitoring staff regularly inspects units completed by Subrecipient. All installed materials shall be cost effective, safe, and of good quality and appearance. Discoveries of violations of policies and procedures are called findings. 2. Work not meeting quality expectations may be subject to findings, required remedial work and /or disallowed costs. 3. All contractor work shall pass an inspection by qualified Subrecipient staff or approved third -party contractor inspector, prior to payment. 4. Contractor work not meeting quality expectations that requires correction shall be done at the contractor's expense. E. Findings Any non - compliance with the WAP Priority List, the WAP Procedures Manual or any Field Guides constitutes a finding, as that term is defined in the WAP Procedures Manual. Major findings are those which are either severe in nature as determined by the monitoring inspector or repeated. Minor findings are less severe or not repetitive in nature. Major Findings: Examples of major findings include, but are not limited to, the following: 1. The health and safety of clients, Subrecipient staff or contractors, or the integrity of the building structure is threatened by work completed with the weatherization funds. 2. A weatherization - related health or safety problem is created by, exacerbated by, or not corrected by the delivery of weatherization services. 3. The omission, without appropriate authorization, of a required cost - effective measure, a necessary repair, or a required health and safety repair. 4. Poor - quality work, materials, or equipment that results in significantly degraded performance or appearance of measures or repairs. 5. Major expenditure of funds on measures that are not included on the National Energy Audit Tool (NEAT), or are not required in the WAP Priority List, WAP Procedures Manual or the Field Guides. 6. Costs incurred for materials that do not meet the standards for conformance listed in Appendix A of 10 C.F.R. part 440. 7. Any action or lack of action that may result in a liability that threatens the Florida Weatherization Grant funds. 8. Gross fiscal mismanagement, including any unallowable costs or any wrongful billing to the grant. Page 33 Minor Findings: Examples of minor findings include, but are not limited to, the following: 1. A single occurrence of poor - quality of work, materials, or equipment that results in minor degradation of performance or appearance of measures or repairs. 2. Work site clean -up that does not meet the satisfaction of the client or the State monitor. 3. Required energy conservation measures that are not installed but would not contribute a large energy savings. 4. Required health and safety measures that are not addressed but are not threatening the health or safety of the client. F. Training & Technical Assistance Visits (T &TA) T &TA visits conducted by DEO staff and its representatives are intended for training purposes. Recommendations for Subrecipient actions may be issued by DEO based on circumstances observed and guidance will be offered on the visit report provided to Subrecipient. G. DEO Field Procedures Waivers Subrecipient may request waivers which exempt Subrecipient from performing a required measure, or which allow a restricted measure, if one or more of the following requirements are met: 1. If it is technically not possible to install the measures. 2. If conditions exist, and cannot be overcome, that would make the installation of the measure unsafe. 3. The installation of the measure would threaten the health or safety of either the client or the worker. State waivers shall be granted by DEO on a case -by -case basis in writing. Subrecipients who are unable to provide services according to the WAP Priority List, the WAP Procedures Manual, or the Field Guides because of local building codes shall supply written documentation to DEO staff and request a State waiver. Work shall proceed only after approval of a waiver request in writing by DEO staff. The State waivers permit the following policy exceptions: 1. Fuel conversions. 2. Installation of doors and /or windows exceeding allowable amount. 3. Other work normally considered beyond the scope of weatherization. 111. PROJECT SELECTION, ENERGY AUDITS AND FINAL INSPECTIONS A. Subrecipient shall use properly trained and qualified energy auditors and inspectors. B. An Energy Audit is required on every building prior to performing any work other than emergency response related work. Contractors shall strictly adhere to the work order developed by the auditor. No deviations from this work order shall be performed, unless authorized by the energy auditor or weatherization coordinator. Page 34 C. Subrecipient's Quality Control Inspector shall ensure that all measures required by the WAP Priority List, the Field Guides and the WAP Procedures Manual have been installed, and that the work quality meets the standards required by the WAP Field Guides. D. Each completed project shall be inspected and the inspection shall be documented in the client file. No project shall be reported as completed until all weatherization materials have been installed and Subrecipient has performed a final quality control inspection, including any mechanical or subcontractor work performed. E. All installed weatherization materials shall meet the materials standards as detailed in Appendix A of 10 C.F.R. part 440, shall be of good quality, and shall be installed in a safe and effective manner. F. Project Selection 1. Projects should be prioritized in accordance with DOE Policy. Additionally, Subrecipient should prioritize projects based on: L owner participation; ii. potential energy savings based on utility bill analysis; iii. assurance that benefits will be direct to unit occupants; and iv. service to all areas of the service area. 2. Subrecipient shall receive a signed landlord- tenant agreement before work begins on any individual dwelling unit. This document must be retained as part of the project file. G. Energy Audit Prior to performing an energy audit, Subrecipient's auditor shall conduct a walk- through of the unit to confirm the potential for the installation of energy conservation measures and to ensure that there are no major barriers to working in the building. The primary objectives of the energy audit is to survey the home for the potential to install energy conservation measures, to analyze the Savings to Investment Ratio (SIR) of potential measures, to check c,4 for safety hazards and building durability issues, to provide client education, to document the audit, and to write a work order detailing work to be done and situations that need to be addressed. Understanding energy use is a key to performing an exemplary audit. CD CD The energy audit shall include the following information: 1. An assessment of health and safety hazards. o 2 2. Documentation, including, but not limited to, the type of energy audit tool used, the results of the CL audit analysis, and the DOE - promulgated priority list used to complete the energy audit. 3. An assessment and record of the existing conditions of the building and its mechanical systems. L) 4. An evaluation of the existing conditions for energy conservation opportunities and energy - related health and safety problems. 5. A strategy for improved energy efficiency and for correcting energy- related health and safety E problems. The energy audit shall also include evaluations of all of the following, per the WAP Procedures Manual and the WAP Field Guides: 1. Combustion safety testing. 2. Air leakage analysis. 3. Combustion efficiency determination. 4. Thermal performance analysis. 5. Electrical safety testing. 6. Electric base -load testing. 7. Indoor air quality and moisture inspection. Page 35 Subrecipient shall provide all clients with information regarding all of the following: 1. The weatherization process. 2. Reducing heating and cooling costs. 3. Water conservation and water heating. 4. Staying cool during hot weather. 5. Lead -based paint notification. 6. Mold and mildew notification. 7. Other energy- saving suggestions. H. Final /Quality Control Inspection Responsibilities Subrecipient shall be responsible for the following quality control inspection responsibilities: 1. Energy and Conservation Inspection i. Review the original energy audit form. ii. Ensure all required procedures were performed. iii. Verify the accuracy of the audit, including measures that may have been omitted. iv. Inspect all work to ensure that standards of work quality and materials are met and ensure that the job site is cleaned up. V. Call for corrective actions where initial work does not meet standards. 2. Health and Safety Inspection i. Verify that all work was completed to address related health and safety issues. ii. Call for corrective actions where initial work does not meet standards. 3. File Review and Completion i. Review all required forms for accuracy and completion. ii. Document required go -backs or follow -up work. iii. Sign and date a quality control inspection form assuring that all requirements have been verified. iv. A job is complete only after all work installed by Subrecipient or its authorized representative has been completed and has passed the quality control inspection. IV. INSTALLATION OF MEASURES Weatherization measures serve all of the four following purposes: 1. Conserve energy. 2. Reduce energy bills. 3. Protect residents from energy - related hazards. 4. Protect building from damage caused by fire or moisture. Subrecipient shall be responsible for installing weatherization measures per the WAP Priority List, WAP Procedures Manual, the Field Guides and applicable local, State, and Federal code. V. HEALTH AND SAFETY Weatherization services shall be provided in a manner that minimizes risks to workers, clients, and clients' homes. Weatherization services shall not begin until health and safety problems are removed. Subrecipient shall comply with and enforce the WAP Safety Plan. VI. ACCEPTANCE CRITERIA DEO shall evaluate this project through review of Subrecipient submitted reports. To receive a reimbursement for a production period (a production period spans the first day of a month through the last day of the month), Subrecipient shall submit an electronic copy of each Building Work Report (BWR) Package along with the Financial Status Report (FSR) to DEO through the electronic financial management system (eGrants) by the 21st day of the following month. In addition, Subrecipient shall submit a signed copy of the FSR via facsimile or email to DEO by the same due date (Reference Attachment C, Reports). The monthly FSR shall include on- schedule completion of production goals. Page 36 If work is behind schedule, Subrecipient shall immediately begin implementation of a plan to bring work up to schedule. VII. PAYMENT AND DELIVERABLES 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 DEC's finding that the Deliverable has been successfully completed. Deliverable 1 Minimum Level Performance Certification that Subrecipient operated during At a minimum, Subrecipient shall have its office its regular business hours as identified in open for business, with the entrance door open Attachment G, Warranties and Representations, to the public, and at least one employee on -site to include expenses for Administration Monday through Friday from 8:00 a.m. to 5:00 [Administration costs not to exceed $4,468,30 p.m. (5% of total award amount)], Program Support, Technical and Training Assistance, Single Audit, and Liability Insurance. Deliverable 2 Minimum Level Performance Complete weatherization of dwellings with At a minimum, Subrecipient shall complete one energy saving repairs and installation of energy (1) weatherized dwelling supported by a Building saving measures to qualified low- income persons Work Report (BWR) as identified in Attachment and to administer the program. C, Reports. Average cost per dwelling shall not exceed $ 7,105.00. a) The Deliverables shall be reported monthly on Subrecipient's Monthly Financial Status Report as described in Attachment C, Reports. b) Successful completion of the Deliverables shall be determined by receipt by DEO of Subrecipient's Monthly Financial Status Report containing the certification required in Attachment G, Warranties and Representations. VIII. FINANCIAL CONSEQUENCES A. If Subrecipient provides services to any client more than 180 days after the client's household income has been verified without recertification of the client's income eligibility, Subrecipient shall be assessed a financial consequence in the amount of one percent (1%) of the total amount of weatherization services provided to the ineligible client's dwelling unit. B. DEO shall not reimburse any expenditures associated with Deliverables not accepted by DEO as successfully completed; however, this does not preclude Subrecipient from receiving payment for such expenditures upon successful completion of the Deliverable. C. If Subrecipient fails to be open, and available, for services according to its regular business hours as identified in Attachment G, Warranties and Representations, outside weekends and State holidays, Subrecipient shall pay to DEO financial consequences in the amount of $10.00 per day that Subrecipient failed to operate according to its regular business hours, up to a maximum of $100.00, for such failure, unless DEO in its sole discretion waives such failure in writing based upon its determination that the failure was due to factors beyond the control of Subrecipient. D. Any amounts due under this Financial Consequence section shall be paid by Subrecipient out of non - Federal funds. 8 04 8 N CD CD Page 37 IX. EQUIPMENT INVENTORY Subrecipient shall submit a written inventory of all equipment acquired in whole or in part with weatherization funds to DEO's Grant Manager for this Agreement quarterly. Subrecipient shall maintain an equipment inventory in a manner that will provide an audit trail, traceable from purchase to present usage. "Equipment" means tangible personal property (including information technology systems) having a useful life of more than one year and a per -unit acquisition cost which equals or exceeds $500. X. REFERRALS Subrecipient shall partner with non - profit organizations or municipalities that provide rehabilitation, emergency home repair, administer a Neighborhood Stabilization Program, or are participating in a Green and Healthy Home Initiative, to facilitate the receipt of active referrals of qualified units in order to achieve goals of serving the low income population. Page 37A FY 2016 WAP AGREEMENT EXHIBIT 2 TO ATTACHMENT A BUDGET SUMMARY AND COUNTY ALLOCATIONS SUBRECIPIENT: MONROE, COUNTY OF AGREEMENT: 16WX- OG- 11 -54 -01 -039 1. ADMINISTRATION $ 4,468.30 2. HEALTH & SAFETY $12,168.00 3. TRAINING & TECHNICAL ASSISTANCE $ 8,488.00 4. SINGLE AUDIT $ 0.00 5. LIABILITY INSURANCE $ 3,500.00 6. MATERIALS /LABOR /PROGRAM SUPPORT 1$60,748.70 7. TOTAL 1$89,373.00 WEATHERIZATION SERVICE AREA COUNTY ALLOCATION The financial allocation specified for each county by program is designated to be spent in that county. For Subrecipients of funds designated for more than one county, in the event that circumstances will not allow the full expenditure of any program funds allocated to a particular county, a request to expend any part ofthosefunds in anothercounty must be submitted in writingto DEO and approved in writing by DEO prior to expenditure. This request must specifically justifythe lack of need of program services in that county. County Ilocation Of Units Monroe $ 65,217.00 1 9 8 04 8 04 CD CD Page 40 2016 WAP AGREEMENT EXHIBIT 3 TO ATTACHMENT A PRODUCTION SCHEDULE Agreement Number: 16WX- OG- 11 -54 -01 -039 The total estimated annual production goal will be the number of dwellings that are anticipated to be weatherized for the entire Agreement period. If Subrecipient will be requesting an advance in this Agreement, it should take into consideration the number of dwellings that will be required to weatherize in the initial and following months to meet the advance expenditure requirement throughout the Agreement period as outlined in Attachment D, Justification of Advance Payment, of the Agreement. Process for calculating production goals: To determine the final amount of funding (Weatherization Amount) available to be appliedto weatherizing dwellings (material, labor and program support activities) complete thefollowing: Add: Agreement Amount: $89,373.00 Direct Charges (Audit, T &TA, Insurance from Budget): $11,988.00 Health & Safety Budget $12,168.00 Administration (Admin) from Budget 4,468.30 Total $28,624.30 Subtract: Total from the Agreement Amount ($ 28,624.30) Total Weatherization Amount: $ 60,748.70 To determine Estimated Production: Divide the Weatherization Amount by the allowable per dwelling average expenditure amount of $7,105. Weatherization amount $60,748.70 divided by $7,105 = 9 Estimated Production. To determine Estimated Health and Safety Amount for the Estimated Production (use Subrecipient prior year's per unit average H &S to project the total H &S costs): Multiply the Estimated Production times the projected H &S expenditures $12,168.00 = Total H &S. ESTIMATED ANNUAL PRODUCTION TOTAL: 9 8 04 8 04 CD CD Page 41 MODIFICATION NUMBER TWO TO AGREEMENT BETWEEN THE FLORIDA DEPARTMENT OF ECONOMIC OPPORTUNITY WEATHERIZATION ASSISTANCE PROGRAM AND MONROE, COUNTY OF CFDA Number(s): 81.042, 93.568 Agreement Number: 16WX- OG- 11 -54 -01 -039 THIS MODIFICATION Number Two is entered into by the State of Florida, Department of Economic Opportunity, with headquarters in Tallahassee, Florida, hereinafter referred to as "DEO," and Monroe, County of, hereinafter referred to as "Subrecipient" (each individually a "Party" and collectively "the Parties "). WHEREAS, Paragraph (8) of the Agreement provides that modification of the Agreement shall be in writing executed by the Parties thereto, and the Parties wish to modify the Agreement as set forth herein; NOW, THEREFORE, in consideration of the mutual promises of the Parties contained herein, the Parties agree to the following: 1. Paragraph (3) PERIOD OF AGREEMENT is hereby deleted in its entirety and replaced with the following: "This Agreement period will begin on April 1, 2016, and will end on September 30, 2017, unless terminated earlier in accordance with the provisions of this Agreement, including, but not limited to Paragraph (15), TERMINATION 2. Subparagraph (a) of Paragraph (4) FUNDING /CONSIDERATION, is hereby deleted in its entirety and replaced with the following: "(a) This is a cost - reimbursement agreement. DEO shall reimburse Subrecipient for allowable costs incurred in the satisfactory performance of work hereunder in an amount not to exceed ONE HUNDRED FOURTEEN THOUSAND, THREE HUNDRED AND NINETY -EIGHT DOLLARS AND ZERO CENTS ($114,398.00), subject to the legality of the expenditures, availability of funds, and appropriate budget authority." 3. Exhibit 1 -A, Funding Sources, is hereby deleted in its entirety and is replaced by the revised Exhibit 1 -A, which is attached hereto and incorporated herein by reference. 4. Attachment A, Scope of Work, Section VII., Deliverable 1, is hereby amended to read as follows: Deliverable 1 Minimum Level Performance Certification that Subrecipient operated during At a minimum, Subrecipient shall have its office its regular business hours as identified in open for business, with the entrance door open to Attachment G, Warranties and Representations, the public, and at least one employee on -site to include expenses for Administration Monday through Friday from 8:30 a.m. to 5:00 [Administration costs not to exceed $5,719.55 p.m. (5% of total award amount)], Program Support, Technical and Training Assistance, Single Audit, and Liability Insurance. N 0 2 CL as E 0 M d 5. Exhibit 2 to Attachment A, Budget Summary and County Allocations, is hereby deleted in its entirety and is replaced by the revised Exhibit 2 to Attachment A, which is attached hereto and incorporated herein by reference. 6. Exhibit 3 to Attachment A, Production Schedule, is hereby deleted in its entirety and is replaced by the revised Exhibit 3 to Attachment A, Production Schedule, which is attached hereto and incorporated herein by reference. 7. All provisions not in conflict with this Modification remain in full force and effect, and are to be performed as specified in the Agreement. The remainder of this page is intentionally blank 0 STATE OF FLORIDA DEPARTMENT OF ECONOMIC OPPORTUNITY FEDERALLY FUNDED SUBGRANT AGREEMENT MODIFICATION SIGNATURE PAGE IN WITNESS WHEREOF, the Parties have duly executed and delivered this Modification as of the date set forth below. STATE OF FLORIDA DEPARTMENT OF ECONOMIC OPPORTUNITY Monroe, County of (Legal Name of Subrecipient) By: (Signature) (Print /Type Name and Title Here) Date: 59- 6000749 Federal Identification Number 073876757 DUNS Number 16WX- OG- 11 -54 -01 -039 Agreement Number By: Julie Dennis, Director Division 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 Bv: Approved Date: N 0 2 CL as E 0 M d FY 2016 WAP AGREEMENT EXHIBIT 1 -A FUNDING SOURCES FEDERAL RESOURCES AWARDED TO THE SUBRECIPIENT PURSUANT TO THIS AGREEMENT CONSIST OF THE FOLLOWING: ubrecipient's DUNS Registered Name: Monroe, County of ubrecipient's DUNS Number: 073876757 Federal Award Identification Number: G- 1601FLLIEA Federal Award Date: October 22, 2015 ubaward Period of Performance Start and End Date: April 1, 2016 through September 30, 2017 Amount of Federal Funds Obligated bythis action by the pass-th rough entity to the Subrecipient: $ 0.00 Total Amount of the Federal Funds Obligated to the Subrecipient bythe pass- through entity including the current obligation: $89,373.00 Total Amount of the Federal Award committed to the Subrecipient bythe pass- through entity: $89 Federal award project description, as required to be responsive tothe Federal Funding Accountability and Transparency Act (FFATA): Energy savings home improvements to eligible low income households. Federal Awarding Agency: U.S. Department of Health and Human Services; Pass - Through Entity: Florida Department of Economic Opportunity Contact Information for Awarding Official of Pass - Through Entity: Contact: Debbie Smiley, 850 - 717 -8467 Catalog of Federal Domestic Assistance Number: 93.568 Catalog of Federal Domestic Assistance Title: Low Income Home Energy Assistance Program Research and Development: No Indirect Cost Rate, if applicable: N/A ubrecipient's DUNS Registered Name: Monroe, County of ubrecipient's DUNS Number: 073876757 Federal Award Identification Number: DE- EE0006146 Federal Award Date: Apri127,2016 ubaward Period of Performance Start and End Date: April 1, 2016 through September 30, 2017 Amount of Federal Funds Obligated by this action by the pass- through entity to the Subrecipient: $ 25,025.00 Total Amount of the Federal Funds Obligated to the Subrecipient bythe pass- through entity including the current obligation: $ 25,025.00 Total Amount of the Federal Award committed to the Subrecipient bythe pass- through entity: $ 25,025.00 N CL 04 CD �s 0 CD 04 La N 0 M CL as E c� d Page 28 Federal award project description, as required to be responsive to the Federal Funding Accountability and Transparency Act (FFATA): Energy savings home improvements to eligible low income households Federal Awarding Agency: U.S. Department of Energy Pass - Through Entity: Florida Department of Economic Opportunity Contact Information for Awarding Official of Pass - Through Entity: Contact: Debbie Smiley, 850 - 717 -8467 Catalog of Federal Domestic Assistance Number: 81.042 Catalog of Federal Domestic Assistance Title: Weatherization Assistance Program Research and Development: No Indirect Cost Rate, if applicable: N/A COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS: Federal Program: Subrecipient shall use the WAP funds to perform energy saving repairs and installation of energy saving measure on qualified single family dwellings in accordance with all attachments to this Agreement, applicable OMI Circulars, Florida WAP Procedures Manual and Guidelines, Standard Work Specifications /Field Guide and the FF' 2016 WAP State Plan. Subrecipient shall comply with applicable OMB Circulars, DEC's WAP requirements, and eligibility requirements a set forth in the U.S. Department of Energy regulations codified in Title 10 of the Code of Federal Regulations, Par 440 — Weatherization Assistance Program for Low - Income Persons. STATE RESOURCES AWARDED TO THE SUBRECIPIENT PURSUANT TO THIS AGREEMENT CONSIST OF THE FOLLOWING: N/A MATCHING RESOURCES FOR FEDERAL PROGRAMS: Federal Program: N/A SUBJECT TO SECTION 215.97, FLORIDA STATUTES: State Project: N/A COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT TO THIS AGREEMENT 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. N CL 04 CD �s 8 04 Ula Page 29 Packet Pg. 72 FY 2016 WAP AGREEMENT EXHIBIT 2 TO ATTACHMENT A BUDGET SUMMARY AND COUNTY ALLOCATIONS SUBRECIPIENT: MONROE, COUNTY OF AGREEMENT: 16 WX- OG- 11 -54 -01 -039 1. ADMINISTRATION $ 5,719.55 2. HEALTH & SAFETY $ 25,998.00 3. TRAINING & TECHNICAL ASSISTANCE $ 13,190.00 4. SINGLE AUDIT $ 3,143.00 5. LIABILITY INSURANCE $ 5,595.00 6. MATERIALS /LABOR /PROGRAM SUPPORT $ 60,752.45 7. TOTAL $ 114,398.00 WEATHERIZATION SERVICE AREA COUNTY ALLOCATION The financial allocation specified for each county by program is designated to be spent in that county. For Subrecipients of funds designated for more than one county, in the eventthat circumstances will not allow the full expenditure of any program funds allocated to a particular county, a request to expend any part of those funds in another county must be submitted in writing to DEO and approved in writing by DEO prior to expenditure. This request must specifically justify the lack of need of program services in that county. County Allocation # Of t��] Monroe $ 60,752.45 0 Page 40 Packet Pg. 73 2016 WAP AGREEMENT EXHIBIT 3 TO ATTACHMENT A PRODUCTION SCHEDULE Agreement Number: 16WX- OG- 11 -54 -01 -039 The total estimated annual production goal will be the number of dwellings that are anticipated to be weatherized for the entire Agreement period. If Subrecipient will be requesting an advance in this Agreement, it should take into consideration the number of dwellings that will be required to weatherize in the initial and following months to meet the advance expenditure requirement throughout the Agreement period as outlined in Attachment D, Justification of Advance Payment, of the Agreement. Process for calculating production goals: To determine the final amount of funding (Weatherization Amount) available to be appliedto weatherizing dwellings (material, labor and program support activities) complete thefollowing: Agreement Amount: $ 114,398.00 F-11TO ro 1 Direct Charges (Audit, T &TA, Insurance from Budget): $ 21,928.00 Health & Safety Budget $ 25,998.00 Administration (Admin) from Budget $ 5,719.55 Total $ 53,645.55 Subtract: Total from the Agreement Amount ($ 114,398.00) Total Weatherization Amount: $ 60,752.45 To determine Estimated Production: Divide the Weatherization Amount by the allowable per dwelling average expenditure amount of $7,105. Weatherization amount $ 60,752.45 divided by $7,105 = 8 Estimated Production. To determine Estimated Health and Safety Amount for the Estimated Production (use Subrecipient prior year's per unit average H &S to project the total H &S costs): Multiply the Estimated Production times the projected H &S expenditures $ 25,998.00 = Total H &S. ESTIMATED ANNUAL PRODUCTION TOTAL: 8 N 0 2 CL as E 0 M d Page 41 'acket Pg. 74