Item C27County of Monroe
The Florida Keys
Commissioner David Rice
9400 Overseas Highway, Ste. 210
Marathon Airport Terminal Building
Marathon, FL 33050
PH.: 305-289-6000
EM: rice-david()-monroecounty-fl.eov
Office EM: boccdis4na,monroecounty-fl.Qov
BOARD OF COUNTY COMMISSIONERS
Mayor Heather Carruthers, District 3
Mayor Pro Tern George Neugent, District 2
Danny L. Kolhage, District I
David Rice, District 4
Sylvia 1. Murphy, District 5
Interoffice Memorandum
Date: January 8, 2015
To: Amy Heavilin, Clerk of the Court
County Clerk's Office
From: Commissioner David Rice, District 4
RE: NOTICE OF VOTING CONFLICT
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Per Florida Statute 112.3143, I hereby disclose by written memorandum that I
will abstain from the vote on certain issues that are brought before the Monroe County
Board of Commissioners with entities that I am involved with.
I will abstain from the vote on issues concerning the following entities: Guidance
Care Center, Inc., a private, not -for -profit entity, which receives some of its operational
funding from the County, as I currently sit on the Board of Directors of the Care Center.
I am also a member of the Board of the Historic Florida Keys Foundation, Inc.
item(s):
At the January 20, 2015 BOCC meeting, I will abstain from the vote on
#C 27. Approval of agreement with Guidance Care
Center for the Jail In -House Program for FY 2016
#C28: Authorization for the Mayor to execute a
Memorandum of Understanding with Guidance Care
Center Women's Jail Incarceration Drug Abuse
Treatment Program, for the period from October 1,
2015 through September 30, 2016.
Copy of agenda luting the referenced items) is attached for documentation.
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: January 20, 2016 Department: OMB -
Bulk Item: -A— No Staff Contact /Phone #. Laura deLoac--h-Hartle x4482
AGENDA ITEM WORDING: Approval of agreement with Guidance Care Center for the Jail In -
House Program for FY 2016.
ITEM BACKGROUND: The Jail In -House Program (JIP) direct program cost for FY 16 is $213,640.
The program will be funded in part by a FDLE Byrne JAG grant in the amount of $37,331 for the
Women's Jail In -House Program. This year FDLE did not fund the Men's JIP. The Sheriff's office
will be providing funds to help meet the funding shortfall in the Men's JIP. The balance remaining
necessary to support the direct program is $133,284. The full program budget including the Sheriff's
office anticipated funds is attached. (Additional indirect program costs will be funded by the Guidance
Care Center (GCC)).
rxV,V1[UUb KELEVANTRUCC ACTION: For FY15, the BOCC funded the JIP in the amount of
$107,680. For FY16, the BOCC approved the funding amounts during the budget process, $116,617
from the General Fund and $16,667 (budgeted match for Men's JIP) from Fine and Forfeiture.
CONTRACTIAGREEMENT CHANGES: None
STAFF RECOMMENDATIONS: Approval
TOTAL COST: JIP 1122,,284 Baker Act $ ___ffrnsp. Disadv. $ SAMH_L_
INDIRECT COST: —BUDGETED: Yes _X_No
DIFFERENTIAL OF LOCAL PREFERENCE: NA
COST TO COUNTY:-$111284 SOURCE OF FUNDS: Ad Valorem, Fine & Forfeiture.
REVENUE PRODUCING: Yes — No X AMOUNT PER MONTH Year
APPROVED BY: County Attpt- OMB/Purchasing _Cf Risk Management
DOCUMENTATION: Included X Not Required_
DISPOSITION: AGENDA ITEM #
Revised 7109
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract *
Contract with: Effective Date: JQ/01/15
Expiration Date: 9/30/16
Contract Purpose/Description: Provides services to persons in the Jail In -House Program
affected by substance abuse In Monroe County Detention Center.
Contract Manager: LAUrA_dgLQAghj-jgLft 4482 OMB/Grants
(Name) (Ext.) (Department)
for BOCC meetino on 01/20/16 Anpnda naarflina- ni mr./i a
CONTRACT COSTS
Total Dollar Value of Contract: $1112BA Current Year Portion:
Budgeted? Yes Eg No [3 Account Codes: QU-0S906-530340
Grant, $DM
County Match.
ADDITIONAL COSTS
Estimated Ongoing Costs: For:
(Not included In dollar value above) (eg.- —maintenance, utilities, janitorial, salaries,
CONTRACT REVIEW
GUIDANCE/CARE CENTER INC.
Jail Programs
FY2O1G
Jail Staff
Program Director
Clinical Supervision Lead Counselor
CQunsek}r/CaseManager
Counse|Or/CaseK4anager
Clinical Evaluation
Fiscal Support (BiUing. PavroU, AP)
Data Entry and Reporting
Total Wages
Fringe benefits @1096
Total Wages & Fringe Benefits
PrOgnsmMaintemanoe/Supdies
yNRTWorkbooks (@$24.00)
SSCWorkbooks (@ $25.00)
Drug Tests
Educational materials and training
Total Direct Expenses
FDLERevenuee
FDLE/BymeJAG
Men'e
VVonnen's
Total
Program
Program
13.050
8.700
4.350
45.000
30.000
15.000
42.000
27.720
14.280
35.000
23.450
11.550
35.000
23.100
11.900
8.125
4.655
1.470
5.265
3.510
1.755
1,680
1,120
560
183.120
122.255
60.865
18,310
12224
6086
201.43O
134.479
66.951
2.160
1.440
720
2.250
1.500
750
1.800
1.200
600
6000
4,000
2,000
12.210
8.140
4.070
$ 213.640 $ 142.619 $ 71.021
37,331 U 37,331
133,284 99,594
43,025 43,025
$ 213.840 $ 142.619 $
Percentage of Participation 'Mnn'sProgram
Monroe County BOCC 70%
Monroe County Sheriff 30Y6
71,021
AGREEMENT
This Agreement is made and entered into this 20th day of January, 2016, between the
BOARD C>FCOUNTY COMMISSIONERS OFMONR0ECOUNTY, FLORIDA, hereinafter referred boas
"Board" or "County," and Guidance/Care Center, hereinafter referred to as "PROVIDER."
WHEREAS, the PROVIDER is a not -for -profit corporation established for the provision of
behavioral health services throughout the Florida Keys, and
WHEREAS, it is legitimate public purpose tV provide behavioral health services including
comprehensive substance abuse services for individuals in the Jail In -House Program at the Monroe
County Detention Center, now, therefore,
IN CONSIDERATION of the mutual promises and covenants contained herein, it is agreed as
1. AMOUNT OF AGREEMENT. The Board, inconsideration ofthe PROVIDER substantially
and satisfactorily performing and carrying out the duties and obligations of the Board, shall
reimburse the Provider for a portion of the Provider's expenditures for the Jail In -House Program
services (including substance abuse and mental health services, such aspsychosnda| assessrnent
individual counseling, group therapy and case management, to those incarcerated individuals that
'
qualify for the progna),�mbi||edbyth�Pnovider.�hisovst�h�|!nutexceeda total nyirnbunsernen
rn~
ofONE HUNDRED THIRTY THREE THOUSAND TWO HUNDRED EIGHTY FOUR AND NO/1OODOLLARS
($133,284)during the fiscal year 2O16.
2. TERM. This Agreement shall commence on October 1, 3015, and terminate September
30, 2016, unless earlier terminated pursuant to other provisions herein.
3. PAYMENT. Payment will be made periodically, but no more frequently than nonth|y, 'as hereinafter set forth, Reimbursement requests will besubmitted tothe Board via the Clerk'sFinamce Office. The County shall only reimburse, subject to the funded amounts below, those
reimbursable expenses which are reviewed and approved as complying with Monroe County Code
of Ordinances, State laws and regulations and Attachment \ - Expense
Reimbursement
Requirements. Evidence ofpayment bythe PROVIDER shall beinthe form ofa|etter summarizing
the expenses, with supporting documentation attached. The letter should contain
' a notarized
certification statement. An example of a reimbursement request cover letter --
i—included as
Attachment B. The organization'a final invoice must be received within thirty days after the
termination date of this contract shown in Article 2 above.
After the Clerk of the Board examines and approves the request for reimbursement, the
Board shall reimburse the PROVIDER. However, the total of said reimbursement expense payments
^`
in the aggregate sum shall not exceed the total amount shown in Article 1, above, during the `er'''
'
of this agreement,
4. AVAILABILITY OF FUNDS. If funds cannot be obtained or cannot be continued at a
level sufficient to allow for continued reimbursement of expenditures for services specified henein
this agreement may be terminated immediately at the option of the Board by written notice o'
termination delivered to the PROVIDER. The Board shall not be obligated to pay for any service`~
or goods provided by the PROVIDER after the PROVIDER has received written notice ofterrninatio
unless otherwise required by law.
'''
S. CLAIMS FOR FEDERAL OR STATE AID. PROVIDER and County agree that each shall
be, and is, empowered to apply for, seek, and obtain federal and state funds to further the purpose
Care Center -Jail PnogxamfY/6;page /
of this Agreement; provided that all applications, requests, grant proposals, and funding
solicitations shall be approved by each party prior to submission.
6. PURCHASE OF PROPERTY. All property, whether real or personal, purchased with
funds provided under this agreement, shall become the property of Monroe County and shall be
accounted for pursuant to statutory requirements.
7. RECORDS. PROVIDER shall maintain all books, records, and documents directly
pertinent to performance under this Agreement in accordance with generally accepted accounting
principles consistently applied. Each party to thi�Agneern�ntortheirmuthorized'representatives
-
.
shall have reasonable and tirndyaccess / suchrecords ofeach other pa�V �oUlisAgneernfor
public records purposes during the term of the Agreement and for four following u years own� e
termination of this Agreement. If an auditor employed by the County or Clerk determines that
monies paid to PROVIDER pursuant to this Agreement were spent for purposes not authorized —
u c by
this Agreement, the PROVIDER shall repay the monies together with interest
'� -- �|--(ated --'—'~-~ant
to Sec. 55,03, FS, running from the date the monies were paid to PROVIDER.
S. PUBLIC ACCESS. The County and PROVIDER shall allow and permit reasonable access
to, and inspection of, all documents, papers, letters urother materials in its possession or under
its control subject to the provisions of Chapter 119, Florida Statutes/ and made or received by the
County and PROVIDER in conjunction with this Agreement; and the County shall have the right to
unilaterally cancel this Agreement upon violation of this provision by PROVIDER.
9. COMPLIANCE WITH COUNTY GUIDELINES. The PROVIDER must furnish to the
County the following (ibsnnsArI must be provided prior to the payment of any invoices):
(a) IRS Letter ofDetermination and GUIOESTAQprint0ut indicating current / 5O1/c\3\ status;
(b) List of the Organization's Board of Directors of which there must be at least
^5'` and ' for each
h
board member please indicate when elected toserve and the length ofterm ofservice;
(c) Evidence of annual election of Officers and Directors;
'
(d) Unqualified audited financial statement from the most recent fiscal year for all organizations
that expend $150,000 a year or more; if qualified, include a statement of deficiencies with
corrective actions necornmend ed/taken;
(e) Copy of filed IRS Form 990 from most recent fiscal year with all attached schedules;
(f) Organ|zot|on's Corporate Bylaws, which must include the organization's mission, boa`- and
membership composition, and process for election of officers;
(g) (]rganizat|on's Policies and Procedures Manual which must include hiring policies for all staff
drug and alcohol free workplace provisions, and equal employment opportunity provisions;,
/
(h) Specific description or list ofservices to be provided under this contract with this grant g�~
Attachment �); (see
(i) Annual Performance Report describing services rendered during the most recently completed
grant period (to be furnished within 30 days after the contract end date.) The performance
report shall include statistical information regarding the types and frequencies of services
provided, a profile of clients (including residency) and numbers served, and outcomesachieved; '
(1) Cooperation with County monitoring visits that the County may request during the contract
year;and
(k) Other reasonable reports and information related to compliance with applicable laws,
contract provisions and the scope of services that the County may request during the
contract year,
Care Center -Jail pmgrmnfY/6;page 2
10. SCOPE OF SERVICES. The PROVIDER, for the consideration named, covenants and
agrees with the Board bmsubstantially and satisfactorily perform and provide the services outlined
in Attachment Cto residents of Monroe County, Florida.
11. AlFTORNEY'S; FEES AND COSTS. The County and PROVIDER agree that in the event
any cause of action or administrative proceeding is initiated or defended by any party relative to
the enforcement or interpretation of this Agreement, the prevailing party shall be entitled to
reasonable attornay's fees, court costs, investigative, and out-of-pocket expenses, as an award
against the non -prevailing party, and shall include attorney\afees, courts costs, investigative,and
out-of-pocket expenses in appellate proceedings. Mediation proceedings initiated and conducted
pursuant to this Agreement shall be in accordance with the Florida Rules of Civil Procedure and
usual and customary procedures required by the circuit court of Monroe County..
12. BINDING EFFECT, The terms, covenants, conditions, and provisions ofthis Agreement
shall bind and inure to the benefit of the County and PROVIDER and their respective legal
representatives, successors, and assigns.
13. CODE OF ETHICS. County agrees that officers and employees of the County recognize
and will be required to comply with the standards of conduct for public officers and employees as
delineated in Section 112.313, Florida Statutes, regarding, but not limited to, solicitation or
acceptance of gifts; doing business with one's agency; unauthorized compensation; misuse of public
position, conflicting employment or contractual relationship; and disclosure or use of certain
information,
14. NO SOLICITATION/ PAYMENT. The County and PROVIDER warrant that, in respect
to itself, it has neither employed nor retained any company or person, other than a bona fide
employee working solely for it, to solicit or secure this Agreement and that it has not paid or agreed
to pay any person, company, corporation, individual, or firm, other than a bona fide employee
working solely for it, any fee, commission, percentage, gift, orother consideration Contingent upon
or resulting from the award or making of this Agreement. For the breach or violation of the
provision, the PROVIDER agrees that the County shall have the right to terminate this Agreement
without liability and, at its discretion, to offset from monies owed, or otherwise recover, the full
amount of such fee, commission, percentage, gift, or consideration.
15. INDEPENDENT CONTRACTOR. AL all times and for all purposes hereunder, the
PROVIDER |sanindependent contractor and not anemployee ofthe Board. Nostatement contained
in this agreement shall be construed so as to find the PROVIDER Or any of its ernp|oyees
contractors, servants or agents to be employees of the Board.
'
16. COMPLIANCE WITH LAW. In providing all services pursuant to this agreement, the
PROVIDER shall abide by all statutes, ordinances, rules and regulations pertaining to or regulating
the provision of such services, including those now in effect and hereinafter adopted Any violation
of said statutes, ordinances, rules and regulations shall constitute a material' breach of this
agreement and shall entitle the Board to terminate this contract immediately upon
delivery of
written notice of termination to the PROVIDER.
17. PROFESSIONAL RESPONSIBILITY AND LICENSING. The PROVIDER shall assure
that all professionals have current and appropriate professional licenses and professional liability
insurance cVvenage. Funding by the Board is contingent upon retention of appropriate localstate
and/or federal certification and/or |icensune of the PROVIDER'S program and staff.'
Care Center -Jail PoogmmfY6;page 3
18. NON-DISCRIMINATION. County and PROVIDER agree that there will be no
discrimination against any person, and it is expressly understood that upon a determination by
court of competent jurisdiction that discrimination has occurred, this Agreement automatically
terminates without any further action on the part of any party, effective the date of the court order,
County orPROVIDER agree to comply with all Federal and Florida statutes, and all local ordinances/
as applicable, relating to nondiscrimination. These include but are not limited to: 1\ Title VI of the
Civil Rights Act of 1964 (PL 88-352) which prohibits discrimination on the basis o' race, color or
national origin; 2) Title IX of the Education Amendment of 1972, as amended (20 U5C ss. 1681-
1683, and 1685-1685), which prohibits discrimination on the basis of sex; 3\ ^Section 504 of the
Rehabilitation Act of1973,asamended (20USCs.794\,vvhichprohibits discrimination Vnthe basis
of handicaps; 4>The Age 0sCrinninaUonAct of1975, -Sanlended
�(42 USCss. 6101-6107-) which
prohibits discrimination on the basis of age; 5\ The [rug Abuse Office and Treatment Act of 1972(PL 92-255), as amended, relating to nondiscrimination on the basis of drug abuse;-) The
Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of197O(PL91-616),asamended, relating tonondiscrimination onthe basis ofalcohol abuse Vralcoholism;
7) The Public Health Service Act of1912, Ss. 523 and 527 (42 US{ss. 690dd-3nd 298e— -)' as
amended, relating to confidentiality of alcohol and drug abuse patient records; 8> Title VI--~th-
Civil Rights Act of19G8(42USC s.et seq.),aaamended, re|aUngtonondisCrini—tionin-'- �sale,renta| or financing of housing; 9\ The Americans with Disabilities Act of 1990 `42 US(-~ 1201
Note), as maybe amended from time to time, relating to nondiscrimination on the basis of disability;
10) Any other nondiscrimination provisions in any Federal or state statutes which may apply to the to, or the subject matter of, this Agreement.
AMENDMENTS, CHANGES, AND DISPUTES
19. MODIFICATIONS AND AMENDMENTS. Any and all modifications of the services
and/or reimbursement of services shall be accomplished by an amendment, which must be
approved in writing bythe County.
20. ADJUDICATION OF DISPUTES OR DISAGREEMENTS. County and PROVIDER agree
that all disputes and disagreements shall be attempted to be resolved by meet and confer sessions
between representatives of each of the parties. If no resolution can be agreed upon within 30 days
after the first meet and confer session, the issue or issues shall be discussed at public meeting of
the Board of County Commissioners. If the issue or issues are still not resolved to the satisfaction
of the parties, then any party shall have the right to seek such relief or remedy as may be provided
bythis Agreement orby Florida law.
21. COOPERATION. In the event any administrative or legal proceeding is instituted
against either party relating tothe formation, execution, performance, nrbreach ofthis Agreernent
County and PROVIDER agree to participate, to the extent required by the other party, in a|'
proceedings' hearings, processes, meetings, and other activities related to the substance of this
^
Agreement or provision of the services under this Agreement. County and PROVIDER specifically
agree that no party to this Agreement shall be required to enter into any arbitration proceedings
related to this Agreement.
/\
ASSURANCES
22. COVENANT OFP0O INTEREST. County and PROVIDER covenant that neither presently
has any interest, and shall not acquire any interest, which would conflict in any manner ordegree
with its performance under this Agreement, and that only interest of each is to perform and receive
benefits as recited in this Agreement.
23. NO ASSIGNMENT. The PROVIDER shall not assign this agreement except in writing
and with the prior written approval ofthe Board, which approval shall beaubiecLtosuch conditions
and provisions as the Board may deem necessary. This agreement shall be incorporated by
reference into any assignment and any assignee shall comply with all of the provisions herein.
Care Center -Jail Pmgram-FY/6,page 4
Unless expressly provided for therein, such approval shall in no manner or event be deemed to
impose any obligation upon the Board in addition to the total agreed upon reimbursement amount
for the services of the PROVIDER.
24. NON -WAIVER OF IMMUNITY. Notwithstanding the provisions of Sec. 768.28, Florida
Statutes, the participation of the County and the PROVIDER in this Agreement and the acquisition
of any commercial liability insurance coverage, self-insurance coverage, or local government
liability insurance pool coverage shall not be deemed a waiver of immunity to the extent of liability
coverage, nor shall any contract entered into by the County be required to contain any provision
for waiver.
25. ATTESTATIONS. PROVIDER agrees to execute such documents as the County may
reasonably require, to include a Public Entity Crime Statement, an Ethics Statement, and a Drug -
Free Workplace Statement,
26. AUTHORITY. Each party represents and warrants to the other that the execution,
delivery and performance of this Agreement have been duly authorized by all necessary County
and corporate action, as required by law.
INDEMNITY ISSUES
27. INDEMNIFICATION AND HOLD HARMLESS. The PROVIDER covenants and agrees
to indemnify and hold harmless Monroe County Board of County Commissioners from any and all
claims for bodily injury (including death), personal injury, and property damage (including property
owned by Monroe County) and any other losses, damages, and expenses (including attorney's fees)
which arise out of, in connection with, or by reason of services provided by the PROVIDER
occasioned by the negligence, errors, or other wrongful act or omission of the PROVIDER'S
employees, agents, or volunteers.
28. PRIVILEGES AND IMMUNITIES. All of the privileges and immunities from liability,
exemptions from laws, ordinances, and rules and pensions and relief, disability, workers'
compensation, and other benefits which apply to the activity of officers, agents, or employees of
any public agents or employees of the County, when performing their respective functions under
this Agreement within the territorial limits of the County shall apply to the same degree and extent
to the performance of such functions and duties of such officers, agents, volunteers, or employees
outside the territorial limits of the County.
29. NO PERSONAL LIABILITY. No covenant or agreement contained herein shall be
deemed to be a covenant or agreement of any member, officer, agent or employee of Monroe
County in his or her individual capacity, and no member, officer, agent or employee of Monroe
County shall be liable personally on this Agreement or be subject to any personal liability or
accountability by reason of the execution of this Agreement.
0. LEGAL OBLIGATIONS AND RESPONSIBILITIES: Non -Delegation of Constitutional
or Statutory Duties. This Agreement is not intended to, nor shall it be construed as, relieving any
participating entity from any obligation or responsibility imposed upon the entity by law except to
the extent of actual and timely performance thereof by any participating entity, in which case the
performance may be offered in satisfaction of the obligation or responsibility. Further, this
Agreement is not intended to, nor shall it be construed as, authorizing the delegation of the
constitutional or statutory duties of the County, except to the extent permitted by the Florida
constitution, state statute, and case law.
31. NON -RELIANCE BY NON-PARTIES. No person or entity shall be entitled to rely upon
the terms of this Agreement to enforce or attempt to enforce any third -party claim or entitlement
to or benefit of any service or program contemplated hereunder, and the County and the PROVIDER
agree that neither the County nor the PROVIDER or any agent, officer, or employee of either shall
Contract -Guidance Care Center -Jail Program-FY16; page 5
have the authority to inform, counsel, or otherwise indicate that any particular individual or group
of individuals, entity or entities, have entitlements Or benefits under this Aoreennent separate and
apart, inferior to, or superior to the community in general orfor the purposes contemplated in this
Agreement,
32^ Execution in Counterparts. This Agreement may be executed in any number of
counterparts, each of which shall be regarded as an original, all of which taken together shall
constitute one and the same instrument and any of the parties hereto may execute this Agreement
by signing any such counterpart.
33. NOTICE. Any notice required or permitted under this agreement shall be in writing
and hand -delivered or mailed, postage pre -paid, by certified mail, return receipt requested, to the
other party asfollows:
Eor -Board:
Grants Administrator and
11OOSimonton Street
Key West, FL33O4O
Eor PROVIDER
Frank Rabb|bo, Senior Vice President
Gu|dance/CoreCenter
12OSFOurthStreet
Key West, FL33O4O
Monroe County Attorney
POBox 1O2G
Key West, FL 33041
34. GOVERNING LAW, VENUE, INTERPRETATION' COSTS, AND FEES. This
Agreement shall be governed by and construed in accordance with the
-laws of the State of ~ Florida
applicable to contracts made and to be performed entirely in the State.
In the event that any cause of action or administrative proceeding is instituted for the
enforcement or interpretation of this Agreement, the County and PROVIDER agree that venue will
lie inthe appropriate court or before the appropriate administrative body in Monroe County, Florida.
The County and PROVIDER agnee that, inthe event ofconflicting interpretations ofthe terms
or a term of this Agreement by or between any of them the issue shall be submitted to mediation
prior to the institution of any other administrative or legal proceeding.
35~ NON -WAIVER. Any waiver of any breach of covenants herein contained to be kept
and performed by the PROVIDER shall not be deemed or considered as a continuing waiver and
shall not operate to bar or prevent the Board from declaring a forfeiture for any succeeding breach
either ofthe same conditions orcovenants orotherwise. '
36. SEVERABILITY. If any term, covenant, condition or provision of this Aoreennent (or
the application thereof to any circumstance or person) shall be declared invalid or unenforceable to
any extent bya court ofcompetent jurisdic±ion the remaining ' ng terms, covenants, conditions and
provisions of this Agreement, shall not be affected thereby; and each remaining term,covenant
condition and provision ofthis Agneernent shall bevalid and shJUbeenforceable tothe fullest extent
'
permitted by law unless the enforcement of the remaining terms, covenants, conditions and
provisions of this Agreement would prevent the accomplishment of the original intent of this
Agreement, The County and PROVIDER agree to nefureformthe Agreement to replace any stricken
provision with a valid provision that comes as close as possible to the intent of the stricken
Care Center -Jail PmgronfY6;page 6
37, ENTIRE AGREEMENT. This agreement constitutes the entire agreement of the
parties hereto with respect to the subject matter hereof and supersedes any and all prior
agreements with respect to such subject matter between the PROVIDER and the Board.
[THIS SPACE INTENTIONALLY LEFT BLANK WITH SIGNATORY PAGE TO FOLLOW]
IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed as
of the day and year first written above.
(SEAL)
ATTEST: AMY HEAVILIN, CLERK
By
Deputy Clerk
Contrad-Gudence Cam Center -is# Ragrem-FY16, pap 7
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
Mayor/Chairman
Guidance/Care Center
(Federal ID No. 5A-i45932.4
BY YMI�
Area Director
Guidance/Care Center
ATTACHMENT A
EXPENSE REIMBURSEMENT REQUIREMENTS
This document is intended to provide basic guidelines bo Human Service and Community -Based
Organizations, county travelers, and contractual parties who have reimbursable expenses
associated with Monroe County business. These guidelines, asthey relate totravel, are from the
Monroe County Code of Ordinances and State |avvg and regulations.
Acover letter (see Attachment B\ summarizing the major line items mnthe reimbursable expense
request needs to also contain the following notarized certified statement:
"I certify that the above checks have been submitted tothe vendors as noted and that the
attached expenses are accurate and in agreement with the records of this organization.
Furthermore, these expenses are in compliance with thiSorganization's contract with the Monroe
County Board of County Commissioners and will not be submitted for reimbursement toany other
funding source,"
Invoices should be billed tOthe contracting agency. Third party payments will not beconsidered
for reimbursement. Remember, the expense should be paid prior to requesting a reinnburserneOi.
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 |srequired 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 orhourly rate/ total
hours worked, withholding information and paid payroll taxes, check number and check amount.
If Payroll Journal is not provided, the following information must be provided: pay period, check
amount, check number, date, payee, and support for applicable paid 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 orexpress deliveries, the vendor invoice must be included.
Rents, Leases, etc.
Acopy Vfthe rental orlease agreement isrequired. Deposits and advance payments are not
allowable expenses.
Reproductions, Copies, etc.
Alog ofcopy expenses asthey relate bothe County contract isrequired 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.
Care Center -Jail PmgranfY6;page 8
TeNefax, Fax, etc~
4hax 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 ofthe call.
Travel and Meal Expenses
Tnavel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses, lFnsve| reimbursement requests must basubmitted and will be paid in accordance with
Monroe County Code of Ordinances and State laws and regu|ations. Credit card statements are
not acceptable documentation for reimbursement. Ifattending aconference ormeeting, ecopy
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 bedocumented 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 atthe 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 bytraveler. The County will only reimburse the actual room and
related bed tax. Room service, movies, and personal telephone calls are not allowable expenses.
Mileage reimbursement shall be at the rate established by ARTICLE XXVI, TRAVEL PER DIEM,
MEALS, AND MILEAGE POLICY ofthe Monroe County Code of Ordinances. Anodometer 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 from one's home to the airport
fora business trip is not reimbursable expense.
Meal reimbursement shall be at the rates established by ARTICLE XXVI, TRAVEL, PER DIEM,
MEALS, AND MILEAGE POLICY ofthe Monroe County CodeofOrdinances. 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 p.m. for dinner reimbursement.
Non -allowable Expenses
The following expenses are not allowable for reimbursement: capital outlay expenditures (unless
specifically included in the contract), contributions, depreciation expenses /un|essspecifically
included in the contract), entertainment expenses, fundraising, non -sufficient check
penalties and fines.
charges,
Contract- Guidance Care Center -Jail Pm4ram-FY/6;page 9
ATTACHMENT B
ORGANIZATION
LETTERHEAD
Monroe County Board ofCounty Commissioners
Finance Department
500 Whitehead Street
Key West, FL33O4O
The following is a summary of the expenses for for the time period
of_______to______-.
Check#
Payee Reason
Amount
101
Company Rent
$ X,XXX.XX
102
Company Utilities
XXX.XX
104
Employee P/Rending O5/14/01
%XX.XX
105
Employee P/Rending O5/38/O1
)0(X]<X
(A)
Tobs|
(8)
Total prior payments
$X,XXX.XX
(C)
Total requested and paid (A f B)
$ X,XXX.XX
/D)
` '
Tnt�|�ont t t
ns� amount
$X,XX%.XX
Balance ofcontract ([}-C)
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'scontract with the Monroe County Board
of County Commissioners and will not be submitted for reimbursement to any other funding
8OurCe.
Chief Executive Officer
Attachments (supporting documentation)
Sworn to and subscribed before me this day of 20 by
who is personally known to me.
Notary Public Notary Stamp
Care Center -Jail Pmgmm-FY/6;page /D
ATTACHMENT C
13RM1M83M91*3M=
Guidance Care Center will provide substance abuse services, including assessment, case
management, individual and group therapy, drug testing, and educational, parenting, and
vocational workshops to men and women in the Monroe County Detention Center (also known as
the Jail In -House program).
Contract -Guidance Care Center -Jail Program-FY16; page 11
•
"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,
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 CONTRACTOR 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 287.0 17, for CATEGORY TWO for a period of 36 months from the date of
being placed on the convicted vendor list."
I have read the above and state that neither Nbl[AY-e6') �� (Respondent's name) nor
any Affiliate has been placed on the convicted vendor list within the last 36 months.
(Signature)
Date: hto
L�-
STATE OF: �tvy&
COUNTY OF: 00
Subscribed and sworn to (or affirmed) before me on
(dale b (name of affiant). He' h . Lp;rsonaily
known to inT* has produced (type of identification) as
NOTARY PUBLIC
IMMEMMEEMMM
KRECAROL A. DOCHOW
State of Florida Notary Public -
My Comm. Expires Jun 7, 2018
Commission # FF 104268
Contract-Guidence Care Center -jail Program -FYI 6; page 12
ETHICS CLAUSE
SWORN STATEMENT UNDER ORDINANCE NO. 010-19911,
MONROE COUNTY, FLORIDA
urec
(Company)
ATTACHMENT E
".. warrants that he/it has not employed, retained or otherwise had act on his/her behalf any former
County officer or employee in violation of Section 2 of Ordinance No. 010-1990 or any County officer
or employee in violation of Section 3 of Ordinance No. 010-1990. For breach or violation of this
provision the County may, in its discretion, terminate this Agreement without liability and may also, in
its discretion, deduct from the Agreement 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:
Subscribed and sworn to (or affirmed) before me on ___11
_VR 1201b
_
(date) by (name of affiant). HeI6!sfersonall
rnown to m�er has produced (type of
NOTARY PUBLIC
ZFA�• •
CAROL A, DOCHOW
Notary
Public State
of Florift otary Public - Slate of Fiorlda
m Comm.E 2010
y CExpifes Jun 7, 201 a
s Commission FF 104268
M
Contract-Guidence Care Center -Jail Program -FYI 6; page 13
ATTACHMENT F
The und signed vendor in accordance with Florida Statute 287.087 hereby certifies that:
C-601-M INK—
ime of BUsiness)
1. Publish a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession, or use of a controlled substance is prohibited in the workplace and
specifying the actions that will be taken against employees for violations of such prohibition.
2. Inform employees about the dangers of drug abuse in the workplace, the business' policy of
maintaining a drug -free workplace, any available drug counseling, rehabilitation, and employee
assistance programs, and the penalties that may be imposed upon employees for drug abuse
violations.
3. Give each employee engaged in providing the commodities or contractual services that are
under bid a copy of the statement specified in subsection (1),
4, In the statement specified in subsection (1), notify the employees that, as a condition of
working on the commodities or contractual services that are under bid, the employee will abide
by the terms of the statement and will notify the employer of any conviction of, or plea of guilty
or nolo contendere to, any violation of Chapter 893 (Florida Statutes) or of any controlled
substance law of the United States or any state, for a violation occurring in the workplace no
later than five (5) days after such conviction.
5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program if such is available in the employee's community, or any employee who
is so convicted.
6. Make a good faith effort to continue to maintain a drug -free workplace through implementation
of this section.
As the person authorized to sign the statement, I certify that this firm complies fully with the above
requirements.
(Signature)
Date: 1 1,5/1(0
STATE CIF:A� r t lda
COUNTY OF,-
Subscribed and sworn to (or affirmed) before me
or has produced
identification.
CAROL k 001CHOW
notary pubtic - state of f 10043
my Gump. Expites Jun 7. 2018
4 Cominission # fF 104269
(date) b
Sig]" Mn
fimams�.�
Cootract-Guidence Care Center -Jail Program -FYI 6, page 44
BOARD OF COUNTY COMN MIONERS
AGENDA ITEM SUMMARY
(Meeting Date: January 20, 2016 Department: OMB
Bulk item: X No Staff Contact /Phone #: Laura deLoach-Hartle x4482
AGENDA ITEM WORDING: Approval of agreement with Guidance Care Center for the Jail In -
House program for FY 2016.
ITEM BACKGROUND: The Jail In -House Program (JIP) direct program cost for FYI is $213,640.
The program will be funded in part by a FDLE Byrne JAG grant in the amount of $37,331 for the
Women's Jail In -House Program. This year FDLE did not fund the Men's JIP. The Sheriffs office
will be providing funds to help meet the funding shortfall in the Men's JIP. The balance remaining
necessary to support the direct program is $133,284. The full program budget including the Sheriff's
office anticipated funds is attached, (Additional indirect program costs will be funded by the Guidance
Cam Center , GCC)).
PREVIOUS RELEVANT BOCC ACTION: For FY 15, the BOCC funded the JIP in the amount of
$107,68C. For FY 16, the BOCC approved the funding amounts during the budget process, $116,617
from the General Fund and $16,667 (budgeted match for Men's JIP) from Fine and Forfeiture.
CONTRACT/AGREEMENT CHANGES: None
STAFF RECOMMENDATIONS: Approval
TOTAL COST: JIP $133,284 Baker Act j_/Trnsp. Disadv. $ SAMH,L_
INDIRECT COST: BUDGETED: Yes X No
DIFFERENTIAL OF LOCAL PREFERENCE: NA
COST TO COUNTY: $133.284 SOURCE OF FUNDS: Ad Valorem. Fine & Forfeiture.
REVENUE PRODUCING: Yes No X AMOUNT PECR MONTH Year
APPROVED BY: County Att OMB/Purchasing Risk Management,,
DOCUNIENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM # L 2-7
R.u+ssd '/09