Item D14
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: September 21, 2005
Division: Administrative Scrvices
Bulk Item: Y cs [gJ No D
Depariment: Grants Administration
AGENDA ITEM WORDING: Authorization for the Mayor to execute a contract with the Care
Center for Mental Health for the Monroe County Jail Incarceration Program, using funds
provided under the Residential Substance Abuse Treatment Grant, for the period from March 15,
2004 through March 14,2005.
ITEM BACKGROUND: Scventy-five percent funding is provided by the Florida Dept. of Law
Enforcement under the Residential Substance Abuse Treatment Grant Program for inmates in
correctional institutions with six to twelve months remaining on their sentences.
PREVIOUS RELEVANT BOCC ACTION: Approval to apply for grant funds given at April
2005 meeting. Contract with Florida Dept. of Law Enforcement also being considered at this
meeting.
CONTRACT/AGREEMENT CHANGES: Changes to dates and amounts only.
STAFF RECOMMENDATION: Approval
TOTAL COST: $66,667.00
BUDGETED: Yes [gJ No D
COST TO COUNTY: $16,667.00
REVENUE PRODUCING: Yes D No [gJ
AMOUNT PER MONTH
YEAR
APPROVED BY:COUNTY A TTY D OMBIPURCHASING D RISK MANAGEMENT D
DIVISION DIRECTOR APPROVAL:
Sheila A. Barker
DOCUMENTATION: INCLUDED: [gJ TO FOLLOW: D NOT REQUIRED:
DISPOSITlON:
AGENDA ITEM #:
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Care Center for Mental
Health
Effective Date: 09/0 1/05
Expiration Date: 08/31/06
Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of
the Residential Substance Abuse Treatment Program, services provided by the Care Center for
Mental Health.
Contract Manager: David P. Owens
(Name)
4482
(Ext.)
OMB/Grants Mgt.
(Department)
for BOCC meeting on 09/21/05
Agenda Deadline: 09/07/05
CONTRACT COSTS
Total Dollar Value of Contract: $66,667.00 Current Year Portion: $4,167.00
Budgeted? Yes X No Account Codes: 125-06019-530490-GG0609-XXXXXX
Grant: $66,667.00
County Match: $16,667.00
ADDITIONAL COSTS
Estimated Ongoing Costs: $2,857.00 For: Staff support-filing reports, oversight
(Not included in dollar value above) (eg. Maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes
Date In Needed
Division Director YesD NoD
Date Out
Reviewer
Risk Manage?:)~nt
j)I'
o.J:B./pu~F~g
YesD NoGl/
YesGNoD
County Attorney
YesD
Comments:
.)
OMB Form Revised 9/11/95 MCP #2
RESIDENTIAL SUBSTANCE ABUSE TREATMENT FUNDS AGREEMENT
THIS AGREEMENT is made and entered into this 21 st day of September, 2005,
by and between MONROE COUNTY, a political subdivision of the State of Florida,
whose address is 1100 Simonton Street, Key West, FL 33040, hereinafter referred to
as "COUNTY," and The Care Center for Mental Health, hereinafter referred to as
"AGENCY."
WITNESSETH
WHEREAS, the Florida Department of Law Enforcement has awarded a sub-
grant of Residential Substance Abuse Treatment Funds to the COUNTY to implement a
program that provides residential substance abuse treatment services to offenders held
in local correctional facilities who have at least six months and no more than twelve
months of their sentence left to serve; and
WHEREAS, the County is in need of an implementing agency to provide said
services under this Program; and
WHEREAS, the AGENCY is the sole provider of this program; and
WHEREAS, the COUNTY has agreed to disburse the Residential Substance
Abuse Treatment Funds to the AGENCY in accordance with the COUNTY'S application
for the Residential Substance Abuse Treatment Funds.
NOW THEREFORE, in consideration of the mutual understandings and
agreements set forth herein, the COUNTY and the AGENCY agree as follows:
1. TERM - The term of this Agreement is from September 1, 2005 through
August 31, 2006, the date of the signature by the parties notwithstanding, unless earlier
terminated as provided herein.
2. SERVICES - The AGENCY will provide services as outlined in the
COUNTY'S Residential Substance Abuse Treatment Sub-grant Award, attached and
made a part hereof.
3. FUNDS - The total project budget to be expended by the AGENCY in
performance of the services set forth in Section 2 of this agreement shall be the total
sum of $66,667.00. The total sum represents federal grant/state sub-grant support in
the amount of $50,000.00 and local matching funds in the amount of $16,667.00, which
amount shall be provided by the county through the grant matching funds account. All
funds shall be distributed and expended in accordance with the Project Budget
Narrative submitted as outlined in the grant agreement.
4. INCORPORATION BY REFERENCE - The provisions of those certain
documents entitled "State of Florida Office of Criminal Justice Grants Florida
Department of Law Enforcement Sub-grant Award Certificate and Application" therefor
and all laws, rules and regulations relating thereto are incorporated by reference,
(Attachment C).
5. IMPLEMENTING AGENCY BOUND - The AGENCY is an implementing
agency under the COUNTY'S Residential Substance Abuse Treatment Program, and
shall be bound by all the provisions of the documents incorporated by reference in
Section 4 of this Agreement. Additionally, the AGENCY shall be bound by all laws,
rules, and regulations relating to the COUNTY'S performance under the Florida
Department of Law Enforcement Residential Substance Abuse Treatment Grant
Program.
6. BILLING AND PAYMENT
(a) The AGENCY shall render to the COUNTY, at the close of each calendar
month, an itemized invoice properly dated, describing the services rendered, the cost of
the services, and all other information required by the Program Director. The original
invoice shall be sent to:
Grants Administrator
1100 Simonton Street
Key West, FL 33040
(b) Payment shall be made after review and approval by the COUNTY within
thirty (30) days of receipt of the correct and proper invoice submitted by the AGENCY.
7. TERMINATION - This Agreement may be terminated by either party at
any time, with or without cause, upon not less than thirty (30) days written notice
delivered to the other party. The COUNTY shall not be obligated to pay for any
services provided by the AGENCY after the AGENCY has received notice of
termination. In the event there are any unused Residential Substance Abuse
Treatment Funds, the AGENCY shall promptly refund those funds to the COUNTY or
otherwise use such funds as the COUNTY directs.
8. ACCESS TO FINANCIAL RECORDS - The AGENCY shall maintain
appropriate financial records which shall be open to the public at reasonable times and
under reasonable conditions for inspection and examination and which comply with the
Agreement incorporated in Section 4 of this Agreement.
9. AUDIT - The AGENCY shall submit to the COUNTY an audit report
covering the term of this Agreement, within one-hundred twenty (120) days following
the Agreement's lapse or early termination and shall also comply with all provisions of
the Agreement incorporated in Section 4 of this Agreement.
10. NOTICES - Whenever either party desires to give notice unto the other, it
must be given by written notice, sent by registered United States mail, with return
receipt requested, and sent to:
FOR COUNTY:
Grants Administrator
Public Service Building
5100 College Road
FOR PROVIDER:
Debra Genners
Care Center for Mental Health
1205 Fourth Street
Key West, FL 33040
Key West, FL 33040
Either of the parties may change, by written notice as provided above, the addresses or
persons for receipt of notices.
11. UNAVAILABILITY OF FUNDS - If the COUNTY shall learn that funding
from the Florida Department of Law Enforcement cannot be obtained or cannot be
continued at a level sufficient to allow for the services specified herein, this Agreement
may then be terminated immediately, at the option of the COUNTY, by written notice of
termination delivered in person or by mail to the AGENCY at its address specified
above. The COUNTY shall not be obligated to pay for any services provided by the
AGENCY after the AGENCY has received notice of termination.
12. COMPLIANCE WITH LAWS AND REGULATIONS -In providing all
services pursuant to this Agreement, the AGENCY shall abide by all statutes,
ordinances, rules, and regulations pertaining to, or regulating the provision of, such
services, including those now in effect and hereafter adopted, and particularly Article 1,
Section 3 of the Constitution of the State of Florida and Article 1 of the United States
Constitution, which provide that no revenue of the state or any political subdivision shall
be utilized, directly or indirectly, in aid of any church, sect or religious denomination or
in aid of any sectarian institution. Any violation of said statutes, ordinances, rules, or
regulations shall constitute a material breach of this Agreement immediately upon
delivery of written notice of termination to the AGENCY. If the AGENCY receives notice
of material breach, it will have thirty days in order to cure the material breach of the
contract. If, after thirty (30) days, the breach has not been cured, the contract will
automatically be terminated.
13. ASSIGNMENTS AND SUBCONTRACTING - Neither party to this
Agreement shall assign this Agreement or any interest under this Agreement, or
subcontract any of its obligations under this Agreement, without the written consent of
the other.
14. EMPLOYEE STATUS - The AGENCY is an independent contractor.
Persons employed by the AGENCY in the performance of services and functions
pursuant to this Agreement shall have no claim to pension, worker's compensation,
unemployment compensation, civil service or other employee rights or privileges
granted to the COUNTY'S officers and employees either by operation of law or by the
COUNTY.
15. INDEMNIFICATION - The AGENCY agrees to hold harmless, indemnify,
and defend the COUNTY, its commissioners, officers, employees, and agents against
any and all claims, losses, damages, or lawsuits for damages, arising from, allegedly
arising from, or related to the provision of services hereunder by the AGENCY.
16. ENTIRE AGREEMENT
(a) It is understood and agreed that the entire Agreement of the parties is
contained herein and that this Agreement supersedes all oral agreements and
negotiations between the parties relating to the subject matter hereof as well as any
previous agreements presently in effect between the parties relating to the subject
matter hereof.
(b) Any alterations, amendments, deletions, or waivers of the provisions of
this Agreement shall be valid only when expressed in writing and duly signed by the
parties.
IN WITNESS WHEREOF, the parties to this Agreement have caused their
names to be affixed hereto by the proper officers thereof for the purposes herein
expressed at Monroe County, Florida, on the day and year first written above.
(S EAL)
BOARD OF COUNTY
COMMISSIONERS
OF MONROE COUNTY, FLORIDA
ATTEST: DANNY L. KOLHAGE, Clerk
By:
Deputy Clerk
Mayor/Chairman
Care Center for Mental Health
By:
Witness
Title:
Witness
ATTACHMENT A
EXPENSE REIMBURSEMENT REQUIREMENTS
This document is intended to provide basic guidelines to Human Service Organizations,
county travelers, and contractual parties who have reimbursable expenses associated with
Monroe County business. These guidelines, as they relate to travel, are from Florida Statute
112.061.
A cover letter summarizing the major line items on the reimbursable expense request needs
to also contain a notarized certified statement such as:
"I certify that the attached expenses are accurate and in agreement with the records
of this organization. Furthermore, these expenses are in compliance with this organization's
contract with the Monroe County Board of County Commissioners."
Invoices should be billed to the contracting agency. Third party payments will not be
considered for reimbursement. Remember, the expense should be paid prior to requesting a
reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the
contract. This document should not be considered all-inclusive. The Clerk's Finance
Department reserves the right to review reimbursement requests on an individual basis.
Any questions regarding these guidelines should be directed to 305-292-3534.
Data Processing, PC Time, etc.
The vendor invoice is required for reimbursement. Inter-company allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the charging
department are attached and certified.
Payroll
A certified statement verifying the accuracy and authenticity of the payroll expense is
needed. If a Payroll Journal is provided, it should include: dates, employee name, salary or
hourly rate, total hours worked, withholding information and payroll taxes, check number
and check amount. If a Payroll Journal is not provided, the following information must be
provided: check amount, check number, date, payee, support for applicable payroll taxes.
Postage, Overnight Deliveries, Courier, etc.
A log of all postage expenses as they relate to the County contract is required for
reimbursement. For overnight or express deliveries, the vendor invoice must be included.
Rents, leases, etc.
A copy of the rental or lease agreement is required. Deposits and advance payments are
not allowable expenses.
Reproductions, Copies, etc.
A log of copy expenses as they relate to the County contract is required for reimbursement.
The log must define the date, number of copies made, source document, purpose, and
recipient. A reasonable fee for copy expenses will be allowable. For vendor services, the
vendor invoice and a sample of the finished product are required.
Supplies, Services, etc.
For supplies or services ordered, a vendor invoice is required.
Telefax, Fax, etc.
A fax log is required. The log must define the sender! the intended recipient! the date! the
number called! and the reason for sending the fax.
Telephone Expenses
A user log of pertinent information must be remitted including: the party called! the caller!
the telephone number! the date! and the purpose of the call.
Travel Expenses
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of
Travel Expenses. Travel must be submitted in accordance with Florida Statute 112.061.
Credit card statements are not acceptable documentation for reimbursement. If attending a
conference or meeting a copy of the agenda is needed. Airfare reimbursement requires the
original passenger receipt portion of the airline ticket. A travel itinerary is appreciated to
facilitate the audit trail. Auto rental reimbursement requires the vendor invoice. Fuel
purchases should be documented with paid receipts. Taxis are not reimbursed if taken to
arrive at a departure point: for example! taking a taxi from one's residence to the airport for
a business trip is not reimbursable. Parking is considered a reimbursable travel expense at
the destination. Airport parking during a business trip is not.
A detailed list of charges is required on the lodging invoice. Balance due must be zero.
Room must be registered and paid for by traveler. The County will only reimburse the
actual room and related bed tax. Room service! movies! and personal telephone calls are
not allowable expenses.
Meal reimbursement is: breakfast at $3.00! lunch at $6.00! and dinner at $12.00. Meal
guidelines state that travel must begin prior to 6 a.m. for breakfast reimbursement! before
noon and end after 2 p.m. for lunch reimbursement! and before 6 p.m. and end after 8 p.m.
for dinner reimbursement.
Mileage reimbursement is calculated at .29 cents per mile for personal auto mileage while
on County business. An odometer reading must be included on the state travel voucher for
vicinity travel. Mileage is not allowed from a residence or office to a point of departure. For
example! driving form one's home to the airport for a business trip is not a reimbursable
expense.
Non-allowable Expenses
The following expenses are not allowable for reimbursement: capital outlay expenditures
(unless specifically included in the contract)! contributions! depreciation expenses (unless
specifically included in the contract)! entertainment expenses! fundraising! non-sufficient
check charges! penalties and fines.
ATTACHMENT B
ORGANIZATION
LETTERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
Key West, FL 33040
Date
The following is a summary of the expenses for ( Organization name) for the time
period of
Check # Payee Reason Amount
101 Company A Rent $ X,XXX.XX
102 Company B Utilities XXX.XX
104 Employee A P/R ending 05/14/01 XXX. XX
105 Employee B P/R ending OS/28/01 XXX.XX
(A) Total :t&XXX.)(X
(B) Total prior payments $ X,XXX.XX
(C) Total requested and paid (A + B) $ X,XXX.XX
(D) Total contract amount $ X,XXX.XX
Balance of contract (D-C) _$~X,XXX~)<X
I certify that the above checks have been submitted to the vendors as noted and
that the expenses are accurate and in agreement with the records of this
organization. Furthermore, these expenses are in compliance with this
organization's contract with the Monroe County Board of County Commissioners and
will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
Sworn to and subscribed before me this _ day of 2001
who is personally known to me.
Notary Public
Notary Stamp
PUBLIC ENTITY CRIME STATEMENT
"A person or affiliate who has been placed on the convicted vendor list
following a conviction for public entity crime may not submit a bid on a
contract to provide any goods or services to a public entity, may not submit
a bid on a contract with a public entity for the construction or repair of a
public building or public work, may not submit bids on leases of real property
to public entity, may not be awarded or perform work as a contractor,
supplier, subcontractor, or consultant under a contract with any public entity,
and may not transact business with any public entity in excess of the
threshold amount provided in Section 287.017, for CATEGORY TWO for a
period of 36 months from the date of being placed on the convicted vendor
list."
SWORN STATEMENT UNDER ORDINANCE NO. 10-1990
MONROE COUNTY, FLORIDA
ETHICS CLAUSE
warrants that he/it has not employed, retained
or otherwise had act on his/its behalf any former County officer or employee in violation of
Section 2 of Ordinance No. 10-1990 or any County officer or employee in violation of
Section 3 of Ordinance No. 10-1990. For breach or violation of this provision the County
may, in its discretion, terminate this contract without liability and may also, in its discretion,
deduct from the contract or purchase price, or otherwise recover, the full amount of any fee,
commission, percentage, gift, or consideration paid to the former County officer or employee.
(signature)
Date.
STATE OF
COUNTY OF
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
who, after first being sworn by me, affixed his/her
signature (name of individual signing) in the space provided above on this
day of
NOTARY PUBLIC
My commission expires:
OMB MCP FORM #4