Item C13BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 9/17/14 Division:- Social Services
Bulk Item: Yes X No Department: Social Services
Staff,Contact Person: Sheryl Graham
(305)292- 4511
AGENDA ITEM WORDING: Request approval of Contract US-1551, Nutrition Services Incentive
Program (NSIP) between the Alliance For Aging, Inc. (AAA) and the Monroe County Board of County
Commissioners (Social Services/In home and nutrition programs) for the contract period of 10/l/14 to
12/31/115.
ITEM BACKGROUND: The NSIP program provides reimbursement for the purchase of United
States produced agricultural and other food commodities for use in nutrition projects operating under
approved Older Americans Act Title III contracts. NSIP funds allow for a reimbursement to the County
for congregate and home delivered meals provided to clients participating in our OAA grant.
PREVIOUS RELEVANT BOCC ACTION: On 10/16/13, the BOCC approved the NSIP 2013-2014
US-1451 contract, item C#9.
CONTRACT/AGREEMENT CHANGES: not applicable
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $26,509.44 INDIRECT COST: 0 BUDGETED: Yes No
DIFFERENTIAL OF LOCAL PREFERENCE:
COST TO COUNTY: S 0
SOURCE OF FUNDS: Grant funds
REVENUE PRODUCING: Yes N/A No AMOUNT PER: MONTH: YEAR:
V/
APPROVED BY: County At OMB/Purchasing Risk Management LL f
DOCUMENTATION: Included x Not Required To Follow
DISPOSITION: AGENDA ITEM #
Revised 7109
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Alliance For Aging., Inc. Contract: NSIP Contract U S- 15 51
(AAA) Effective Date: 10/17/14
Expiration Date: 12/3 1/ 15
Contract Purpose/Description: Request approval of Contract US-1 551 between the Alliance for Aging. Inc.
(AAA) and Monroe County Board of County Commissioners (Social Services/In Home and Nutritional Services).
Contract Manager: Sheryl Graham 3 305-292- Social Services/Stop I
4511
(Name) g12 (Ext.) (Department/Stop #)
For BOCC meeting on 9/17/14 Agenda Deadline: 9/2/14
CONTRACT COSTS
Total Dollar Value of Contract: approx. $26,509.44
Budgeted_ Yes No
County Match: $0.00
Additional Match:
Total Match $
Estimated Ongoing Costs: $
(Not included in dollar value above)
Account Codes:
/yr
Current Year Portion: $
125-615114 — - — --
125-615214-
ADDITIONAL COSTS
For:
(e.g. Maintenance, utilities, janitorial, salaries, etc
CONTRACT REVIEW
Changes
Date Out
Division Director
Date In
Needed
Yes — No —LI-1--
Rev�wer-
Risk Management
Yes E, Nod
O.M.B./Purchasing
5L
Yes No 1Z11
County Attorney
Yes,. Nox,
t
Comments:
OMB Form Revised 2/27/01 MCP #2
Contract Number US-1551
t JU
THIS CONTRACT is entered into between the Alliance for Aging, Inc.,
hereinafter referred to as the "Alliance", and Monroe County Board of
Commissioners, hereinafter referred to as the "recipient
The total amount and the reimbursement rate included in this initial
contract are subject to change based on the official funding allocation and
unit reimbursement rate is published by DOEA.
Recipient Agrees:
A. Services to be Provided:
To plan, develop, and accomplish the services delineated, or otherwise
cause the planning, development, and accomplishment of such services
and activities, under the conditions specified and in the manner
prescribed in Attachment I of this agreement.
B. Requirements of Section 287, Florida Statutes:
These requirements are herein incorporated by reference.
C. Final Request for Payment:
The Recipient must submit the final request for payment to the Alliance
no more than 30 days after the contract ends or is terminated; if the
Recipient fails to do so, all right to payment is forfeited, and the
Alliance will not honor any requests submitted after the aforesaid
time period. Any payment due under the terms of this contract may be
withheld until all reports due from the Recipient, and necessary
adjustments thereto, have been approved by the Alliance.
D. Additional Reporting Requirements:
1. If the Alliance has sanctioned the recipient, while the sanctions are in
effect the recipient shall provide to the Alliance, on a monthly basis, the
recipient's financial statements that reflect the current, un-audited
revenues and expenditures and the recipient's cash position as well as
any other documentation that may be requested by the Alliance.
2. If the recipient is required to prepare a corrective action plan,
supporting documentation as requested by the Alliance shall be
provided.
II. The Alliance Agrees:
A. Contract Amount:
To pay for services according to the conditions of Attachment I in an
amount not to exceed $26,509.44, subject to the availability of funds.
Contract Number US-1551
B. Obligation to Pay:
The Alliance's performance and obligation to pay under this contract is
contingent upon an annual appropriation by the Legislature and passed
through the Department of Elder Affairs.
C. Source of Funds:
The costs of services paid under any other contract or from any other
source are not eligible for reimbursement under this contract. The funds
awarded to the recipient pursuant to this contract are in the state grants
and aids appropriations and consist of the following:
Program Title
Year
Funding
CFDA#
Fund Amounts
Source
Nutrition Services
2014-2015
OAA
93.053
$26,509.44
Incentive Program
TOTAL FUNDS CONTAINED IN THIS CONTRACT:
$26,509.44
Ill. Recipient and Alliance Mutually Agree:
A. Effective Date:
1. This contract shall begin on October 1, 2014.
2. Delivery of services shall end on September 30, 2015. This contract
shall end on December 31, 2015. See Attachment 1, Section 11I.E.
B. Termination, Suspension, and/or Enforcement:
The causes and remedies for termination or suspension of this contract
shall follow the same procedures as outlined in Section 111.13. and Section
I I I.C. of the Master Agreement.
C. Recipient Responsibility:
The provider agrees to comply with applicable parts of Rule Chapter 58C-
1, Florida Administrative Code promulgated for administration of
Sections 430.201 through 430.207, Florida Statutes, and the
Department of Elder Affairs 2013 Home and Community -Based
Services Handbook.
D. Notice, Contact, and Payee Information:
1. The name, address, and telephone number of the contract manager
for the Alliance for this contract is:
Max B. Rothman, JD, LL.M.
President/CEO
760 W 107 th Avenue, Suite 214
Miami, FL 33156
2
Contract Number US-1551
(305) 670-6500
2. The name, address, and telephone number of the representative of
the recipient responsible for administration of the program under this
contact is:
Sheryl Graham
GATO Building — 1100 Simonton Street
Key West, FL 33040
(305) 292-4511
3. In the event different representatives are designated by either party
after execution of this contract, notice of the name and address of the
new representative will be rendered in writing to the other party and
said notification attached to originals of this contract.
4. The name (recipient name as shown on page 1 of this contract) and
mailing address of the official payee to whom the payment shall be
made:
Monroe County Board of Commissioners
GATO Building — 1100 Simonton Street
Key West, FL 33040
(305) 292-4573
E. Renegotiation or Modification:
1. Modifications or changes to the funding in this contract and
corresponding services related to the increase or decrease, may be
made in the form of a written Notice of Award Increase/Decrease
signed by the Alliance's President and Director of Administration.
The Board President or its Designee of the recipient shall sign the
Notice of Award Increase/Decrease and return it to the Alliance
within fourteen (14) days or sooner if requested by the Alliance. By
signing Notice of Award Increase/Decrease, the Board President or
its Designee of the recipient acknowledges the receipt of and
agreement with the terms contained in the Notice.
2. Upon Receipt of a Notice of Award Increase/Decrease, the
recipient shall update affected information in budget summaries,
deliverable schedules, unit rate information contained in the unit
cost methodology, or any other applicable financial information
contained in the service provider application or required in this
contract. This shall be done within ten working days of receipt of
such notice.
Contract Number US-1551
IN WITNESS THEREOF, the parties hereto have caused this 7-page contract to
be executed by their undersigned officials as duly authorized.
RECIPIENT:
MONROE COUNTY BOARD OF
COMMISSIONERS
. - 9 a 0 w
FAII I I M :4 FA FRIONARN KI MY91
ALLIANCE FORAGING, INC.
NAME: -Sylvia Murphy — NAME:
TITLE: -Mayor TITLE
DATE: DATE:
a Z TV 0 kq k, 2 00 1Z off$
4
Max B. Rothman, JD, LL.M.
President / CEO
Contract Number US-1551
W 1:3,1,16
The Nutrition Services Incentive Program (NSIP) is authorized by Section 311
of the Older Americans Act of 2000, as amended. The NSIP is the new name
for the former United States Department of Agriculture (USDA) cash or
commodity program known as the Nutrition Program for the Elderly. NSIP
provides reimbursement for the purchase of United States produced
agricultural and other food commodities for use in nutrition projects operating
under approved Older Americans Act Title I I I contracts.
111. SERVICES TO BE PROVIDED
A. Services:
Upon receipt of a prior authorization for services from Alliance staff, to
provide the following services: The purchase of United States produced
agricultural and other food commodities for use in nutrition projects
operating under approved Title III contracts for nutrition services with the
Recipient. Prior authorization for these services will be provided by the
Alliance.
B. Manner of Service Provision:
The services will be provided in a manner consistent with and described
in the recipient's service provider application update for federal fiscal year
2014 and the Department of Elder Affairs Home and Community -Based
Services Handbook. In the event the handbook is revised, such revision
will automatically be incorporated into the contract and the recipient will
be given a copy of the revisions.
Ill. METHOD OF PAYMENT
A. This is a fixed rate contract. The Alliance shall make payment to the
recipient for provision of services up to a maximum number of units of
service and at the prospective rate stated below:
Service to be Provided Units of Unit Rate Maximum
Service Units
Eligible Congregate and
Home Delivered Meals 1 unit = 1 meal 0.72 36,819
The prospective rate is based on the estimated OAA grant award.
Contract Number US-1551
B. All requests for reimbursement shall be in accordance with policy
regarding reimbursable meals and Client Information Registration and
Tracking System (CIRTS) policy regarding data entry for reimbursable
meals. All requests for reimbursement shall include:
1. The request for reimbursement shall be submitted on DOEA Form
117, Request for Reimbursement, USDA Cash -In -Lieu of
Commodities.
2. DOEA Form 118, PSA/Recipient Monthly Meals Report must be
submitted with the request for reimbursement.
A CIRTS report must be submitted with DOEA Forms 117 and 118 as
supporting documentation for the total number of meals reported. The
CIRTS report must match the number of meals reported on DOEA
Form 118.
4. Duplication or replication of the DOEA forms 117 and 118 via data
processing equipment is permissible but replication must include all
data elements in the same format as included on the departmental
forms.
The due date for the request for reimbursement and report(s) shall be
no later than the 1 Oth day of the month following the month being
reported.
C. Invoices will be in sufficient detail for a proper pre -audit and post -audit
thereof. The recipient shall maintain documentation to support payment
requests which shall be available to the Comptroller, the Department of
Elder Affairs or the Alliance, upon request.
D. Additional Reporting Conditions:
This contract is for services provided during the 2014 Federal Fiscal
Year beginning October 1, 2014 through September 30, 2015;
however, the contract is in effect through December 31, 2015. The
additional four months (October 1, 2015 through December 31, 2015)
are to allow rates to be adjusted for the twelve-month service period.
Retroactive rates will be based on the final OAA grant award divided
by the total eligible meals reported in Florida. This contract shall
automatically terminate after the final rate for the federal fiscal year
has been established and the Department of Elder Affairs authorizes
the release of final payments.
2. In the event that the final reimbursement rate is greater or less than
the rate in Attachment 1, Section III.A., then this contract shall be
6
Contract Number US-1551
appropriately adjusted and the final rate shall be effective for the entire
contract period upon notice from the department's contract manager.
E. Any payment due by the Alliance under the terms of this contract may be
withheld pending the receipt and approval by the Alliance of complete and
accurate financial and programmatic reports due from the recipient and
any adjustments thereto.
IV. SPECIAL PROVISIONS
A. State Laws and Regulation:
1. The recipient agrees to comply with applicable parts of Florida
Statutes, Rule 58A-1, Florida administrative code and the Department
of Elder Affairs Home and Community -Based Services Handbook.
2. The Alliance and recipient agree to provide services and implement
the provisions of this contract in accordance with Federal, State, and
Local laws, rules, regulations, and policies that pertain to the Nutrition
Services Incentive Program cash payments and Older Americans Act.
Contract Number US-1451
NUTRITION SERVICES INCENTIVE PROGRAM
2013-2014 CONTRACT ORT
�t
THIS CONTRACT is entered into between the Alliance for Aging, Inc.,
hereinafter referred to as the "Alliance", and Monroe County Board of
Commissioners, hereinafter referred to as the "recipient
The total amount and the reimbursement rate included in this initial
contract are subject to change based on the official funding allocation and
unit reimbursement rate is published by DOEA.
I. Recipient Agrees:
A. Services to be Provided:
To plan, develop, and accomplish the services delineated, or otherwise
cause the planning, development, and accomplishment of such services
and activities, under the conditions specified and in the manner
prescribed in Attachment I of this agreement.
B. Requirements of Section 287, Florida Statutes:
These requirements are herein incorporated by reference.
C. Final Request for Payment:
The Recipient must submit the final request for payment to the Alliance
no more than 30 days after the contract ends or is terminated; if the
Recipient fails to do so, all right to payment is forfeited, and the
Alliance will not honor any requests submitted after the aforesaid
time period. Any payment due under the terms of this contract may be
withheld until all reports due from the Recipient, and necessary
adjustments thereto, have been approved by the Alliance.
D. Additional Reporting Requirements:
1. If the Alliance has sanctioned the recipient, while the sanctions are in
effect the recipient shall provide to the Alliance, on a monthly basis, the
recipient's financial statements that reflect the current, un-audited
revenues and expenditures and the recipient's cash position as well as
any other documentation that may be requested by the Alliance.
2. If the recipient is required to prepare a corrective action plan,
supporting documentation as requested by the Alliance shall be
provided.
11. The Alliance Agrees:
A. Contract Amount:
To pay for services according to the conditions of Attachment I in an
amount not to exceed $26,509.44, subject to the availability of funds.
Contract Number US-1451
B. Obligation to Pay:
The Alliance's performance and obligation to pay under this contract is
contingent upon an annual appropriation by the Legislature and passed
through the Department of Elder Affairs.
C. Source of Funds:
The costs of services paid under any other contract or from any other
source are not eligible for reimbursement under this contract. The funds
awarded to the recipient pursuant to this contract are in the state grants
and aids appropriations and consist of the following:
Program Title
Year
Funding
CFDA#
Fund Amounts
Source
Nutrition Services
2013-2014
OAA
93.053
$26,509.44
Incentive Program
TOTAL FUNDS CONTAINED IN THIS CONTRACT:
$26,509.44
111. Recipient and Alliance Mutually Agree:
A. Effective Date:
1. This contract shall begin on October 1, 2013.
2. Delivery of services shall end on September 30, 2014. This contract
shall end on December 31, 2014. See Attachment 1, Section III.E.
B. Termination, Suspension, and/or Enforcement:
The causes and remedies for termination or suspension of this contract
shall follow the same procedures as outlined in Section 111.13. and Section
11I.C. of the Master Agreement.
C. Recipient Responsibility:
The provider agrees to comply with applicable parts of Rule Chapter 58C-
1, Florida Administrative Code promulgated for administration of
Sections 430.201 through 430.207, Florida Statutes, and the
Department of Elder Affairs 2013 Home and Community -Based
Services Handbook.
D. Notice, Contact, and Payee Information:
1. The name, address, and telephone number of the contract manager
for the Alliance for this contract is:
Max B. Rothman, JD, LL.M.
President/CEO
760 W 107'h Avenue, Suite 214
Miami, FL 33156
2
Contract Number US-1451
(305) 670-6500
2. The name, address, and telephone number of the representative of
the recipient responsible for administration of the program under this
contact is:
Sheryl Graham
GATO Building — 1100 Simonton Street
Key West, FL 33040
(305) 292-4573
3. In the event different representatives are designated by either party
after execution of this contract, notice of the name and address of the
new representative will be rendered in writing to the other party and
said notification attached to originals of this contract.
4. The name (recipient name as shown on page 1 of this contract) and
mailing address of the official payee to whom the payment shall be
made:
Monroe County Board of Commissioners
GATO Building — 1100 Simonton Street
Key West, FL 33040
(305) 292-4573
E. Renegotiation or Modification:
1. Modifications or changes to the funding in this contract and
corresponding services related to the increase or decrease, may be
made in the form of a written Notice of Award Increase/Decrease
signed by the Alliance's President and Director of Administration.
The Board President or its Designee of the recipient shall sign the
Notice of Award Increase/Decrease and return it to the Alliance
within fourteen (14) days or sooner if requested by the Alliance. By
signing Notice of Award Increase/Decrease, the Board President or
its Designee of the recipient acknowledges the receipt of and
agreement with the terms contained in the Notice.
2. Upon Receipt of a Notice of Award Increase/Decrease, the
recipient shall update affected information in budget summaries,
deliverable schedules, unit rate information contained in the unit
cost methodology, or any other applicable financial information
contained in the service provider application or required in this
contract. This shall be done within ten working days of receipt of
such notice.
Contract Number US-1451
IN WITNESS THEREOF, the parties hereto have caused this 7-page contract to
be executed by their undersigned officials as duly authorized.
RECIPIENT:
MONROE COUNTY BOARD OF
COMMISSIONERS
NAME: George Neugent
TITLE: —Mayor
DATE: 10/16/13
all!
4
ALLIANCE FOR AGING, INC.
LGNED BY: VAQ
Max B. Rc1hm.wjwyI
NAME:
TITLE: President / CEO
KV 2 6 2613
Contract Number US-1451
ATTACHMENTI
The Nutrition Services Incentive Program (NSIP) is authorized by Section 311
of the Older Americans Act of 2000, as amended. The NSIP is the new name
for the former United States Department of Agriculture (USDA) cash or
commodity program known as the Nutrition Program for the Elderly. NSIP
provides reimbursement for the purchase of United States produced
agricultural and other food commodities for use in nutrition projects operating
under approved Older Americans Act Title III contracts.
11. SERVICES TO BE PROVIDED
A. Services:
Upon receipt of a prior authorization for services from Alliance staff, to
provide the following services: The purchase of United States produced
agricultural and other food commodities for use in nutrition projects
operating under approved Title III contracts for nutrition services with the
Recipient. Prior authorization for these services will be provided by the
Alliance.
B. Manner of Service Provision:
The services will be provided in a manner consistent with and described
in the recipient's service provider application update for federal fiscal year
2014 and the Department of Elder Affairs Home and Community -Based
Services Handbook. In the event the handbook is revised, such revision
will automatically be incorporated into the contract and the recipient will
be given a copy of the revisions.
111. METHOD OF PAYMENT
A. This is a fixed rate contract. The Alliance shall make payment to the
recipient for provision of services up to a maximum number of units of
service and at the prospective rate stated below:
Service to be Provided Units of Unit Rate Maximum
Service Units
Eligible Congregate and
Home Delivered Meals 1 unit = 1 meal 0.72 36,818
The prospective rate is based on the estimated OAA grant award.
5
Contract Number US-1451
B. All requests for reimbursement shall be in accordance with policy
regarding reimbursable meals and Client Information Registration and
Tracking System (CIRTS) policy regarding data entry for reimbursable
meals. All requests for reimbursement shall include:
The request for reimbursement shall be submitted on DOEA Form
117, Request for Reimbursement, USDA Cash -In -Lieu of
Commodities.
2. DOEA Form 118, PSA/Recipient Monthly Meals Report must be
submitted with the request for reimbursement.
A CIRTS report must be submitted with DOEA Forms 117 and 118 as
supporting documentation for the total number of meals reported. The
CIRTS report must match the number of meals reported on DOEA
Form 118.
4. Duplication or replication of the DOEA forms 117 and 118 via data
processing equipment is permissible but replication must include all
data elements in the same format as included on the departmental
forms.
The due date for the request for reimbursement and report(s) shall be
no later than the 1 Oth day of the month following the month being
reported.
C. Invoices will be in sufficient detail for a proper pre -audit and post -audit
thereof. The recipient shall maintain documentation to support payment
requests which shall be available to the Comptroller, the Department of
Elder Affairs or the Alliance, upon request.
This contract is for services provided during the 2014 Federal Fiscal
Year beginning October 1, 2014 through September 30, 2014;
however, the contract is in effect through December 31, 2014. The
additional four months (October 1, 2014 through December 31, 2014)
are to allow rates to be adjusted for the twelve-month service period.
Retroactive rates will be based on the final OAA grant award divided
by the total eligible meals reported in Florida. This contract shall
automatically terminate after the final rate for the federal fiscal year
has been established and the Department of Elder Affairs authorizes
the release of final payments.
2. In the event that the final reimbursement rate is greater or less than
the rate in Attachment 1, Section III.A., then this contract shall be
6
Contract Number US-1451
appropriately adjusted and the final rate shall be effective for the entire
contract period upon notice from the department's contract manager.
E. Any payment due by the Alliance under the terms of this contract may be
withheld pending the receipt and approval by the Alliance of complete and
accurate financial and programmatic reports due from the recipient and
any adjustments thereto.
IV. SPECIAL PROVISIONS
A. State Laws and Regulation:
The recipient agrees to comply with applicable parts of Florida
Statutes, Rule 58A-1, Florida administrative code and the Department
of Elder Affairs Home and Community -Based Services Handbook.
2. The Alliance and recipient agree to provide services and implement
the provisions of this contract in accordance with Federal, State, and
Local laws, rules, regulations, and policies that pertain to the Nutrition
Services Incentive Program cash payments and Older Americans Act.
W