01/17/2018 Agreement[ CDUgT�
Kevin Madok CPA
'R� Clerk of the Circuit Court & Comptroller — Monroe County, Florida
DATE: Marcli 20, 2018
TO: Sheryl Graham, Director
Social Services
ATTN: Lourdes Francis, Administrator
FROM: Pamela G. HancC.
SUBJECT: January 17' BOCC Meeting
Enclosed are two duplicate originals of die following items for your handling:
C31 Ratification of Standard Contract # AA -1829, Older Americans Act between the
Alliance for Aging, Inc., and the Monroe County Board of County Commissioners/Monroe County
Social Services/In -Home Services and Nutrition Programs for the contract period of January 1, 2018
through December 31, 2018 in the amount of $628,937.57.
C34 Ratification of Nutrition Services Incentive Program Contract US -851 between the
Alliance for Aging, Inc., and Monroe County Board of County Commissioners, Social Services/In-
Home Services for the Contract Year 2018 (January 1, 2018 - December 31, 2018) in the amount of
$32,486.47.
Should you have any questions, please feel free to contact me at ext. 3550. Tliank you.
cc: County Attorney w/o document
Finance
File
KEY WEST MARATHON PLANTATION KEY
500 Whitehead Street 3117 Overseas Highway 88820 Overseas Highway
Key West, Florida 33040 Marathon, Florida 33050 Plantation Key, Florida 33070
305- 294 -4641 305- 289 -6027 305- 852 -7145
PK/ROTH BUILDING
50 High Point Road
Plantation Key, Florida 33070
305- 852 -7145
[5 ORIGINAL Contract No. US -1851
ALLIANCE FOR AGING, INC.
CONTRACT
NUTRITION SERVICES INCENTIVE PROGRAM
THIS CONTRACT is entered into between the Alliance for Aging, Inc. hereinafter referred to as the "Alliance ", and
Monroe County Board of County Commissioners, Social Services /In -Home Services (Contractor), and collectively
referred to as the "Parties."
WITNESSETH THAT:
WHEREAS, the Alliance has determined that it is in need of certain services as described herein; and
WHEREAS, the Contractor has demonstrated that it has the requisite expertise and ability to faithfully perform such
services as an independent Contractor of the Alliance.
NOW THEREFORE, in consideration of the services to be performed and payments to be made, together with the mutual
covenants and conditions hereinafter set forth, the Parties agree as follows:
1. Purpose of Contract
The purpose of this contract is to provide services in accordance with the terms and conditions specified in this contract
including all attachments, forms, exhibits and references incorporated, which constitute the contract document.
Incorporation of Documents within the Contract
The contract will incorporate attachments, proposal(s), state plan(s), grant agreements, relevant Department handbooks,
manuals, as an integral part of the contract, except to the extent that the contract explicitly provides to the contrary. In
the event of conflict in language among any of the documents referenced above, the specific provisions and
requirements of the contract document(s) shall prevail over inconsistent provisions in the proposal(s) or other general
materials not specific to this contract document and identified attachments.
3. Term of Contract
This contract shall begin at twelve (12:00) AM, EST on January 1, 2018 or on the date the contract has been signed by the last
party required to sign it, whichever comes later. It shall end at eleven fifty -nine (11:59) PM EST on December 31, 2018.
4. Contract Amount
The Alliance agrees to pay for contracted services according to the terms and conditions of this contract in an amount not to
exceed $32,486.47 or the rate schedule, subject to the availability of funds. Any costs or services paid for under any
other contract or from any other source are not eligible for payment under this contract.
5. Renewals
The contract may be renewed on a yearly basis. Such renewals shall be contingent upon satisfactory performance
evaluations as determined by the Alliance and the availability of funds. Any renewal of a contract shall be subject to
mutual agreement, confirmed in writing, and subject to the same terms and conditions set forth in the initial contract. The
renewal price, or method for determining a renewal price, is set forth in the bid, proposal, or reply. No other costs for the
renewal may be charged.
In the event that a subsequent agreement may not be executed prior to the January 1 start date, the Alliance may, at its
discretion, extend this Agreement upon written notice for up to 90 days to ensure continuity of service. Services
provided under this extension will be paid for out of the succeeding agreement amount. t o!
M
N
'-n
n�
C�,
rn
n
[N RIGINAL
Contract No. US -1851
6. Official Payee and Representatives (Names, Addresses and Telephone Numbers):
7. All Terms and Conditions Included:
This contract and its Attachments, I, III, VII, X, and H and any exhibits referenced in said attachments, together
with any documents incorporated by reference, contain all the terms and conditions agreed upon by the Parties. There
are no provisions, terms, conditions, or obligations other than those contained herein, and this contract shall supersede
all previous communications, representations or agreements, either written or verbal between
IN WITNESS THEREOF, the Parties hereto have caused this contract, to be executed by their undersigned officials
duly authorized.
Contractor: Monroe County Board of County
Commissioners, Services /In -Home Services
SIGNED BY:
NAME:
TITLE: A c:ri Li h C01 A-1T1�!_ �nn., wl ig f2,ATOIL
ALLIANCE FOR AGING, INC.
SIGNED BY: o
.ft -
NAME Max B. Rothman, JD NI X \ — -
TITLE: President and CEO
DATE DEC 2 9 7 ;
DATE:
The Contractor name, as shown on page 1 of
Monroe County Board of County Commissioners,
a.
this contract, and mailing address of the official
Social Services /In -Home Services
payee to whom the payment shall be made is:
1 100 Simonton Street, 2 d Floor
Key West, FL 33040
305- 292 -4510
Sheryl Graham
b '
The name of the contact person and street address
Monroe County Board of County Commissioners,
where financial and administrative records are
Social Services /In -Home Services
maintained is:
1100 Simonton Street, 2 " Floor
Key West, FL 33040
305- 292 -4510
Sheryl Graham
C.
The name, address, and telephone number of
Monroe County Board of County Commissioners,
the representative of the Contractor responsible
Social Services /In -Home Services
for administration of the program under this
1100 Simonton Street, 2 nd Floor
contract is:
Key West, FL 33040
305- 292 -4510
d
The section and location within the Alliance
Fiscal Office
Alliance for Aging, Inc.
where Requests for Payment and Receipt and
760 NW 107 Avenue, Suite 214, 2 nd Floor
Expenditure forms are to be mailed is:
Miami, FL 33172
Contract Manager
e.
The name, address, and telephone number
Alliance for Aging, Inc. d
760 NW 107 Avenue, Suite 214, 2 Floor
of the Contract Manager for this contract is:
Miami, FL 32172
305)670 -6500
Upon change of representatives (names, addresses, telephone numbers) by either party, notice shall be
provided in writing to the other party and the notification attached to the originals of this contract.
7. All Terms and Conditions Included:
This contract and its Attachments, I, III, VII, X, and H and any exhibits referenced in said attachments, together
with any documents incorporated by reference, contain all the terms and conditions agreed upon by the Parties. There
are no provisions, terms, conditions, or obligations other than those contained herein, and this contract shall supersede
all previous communications, representations or agreements, either written or verbal between
IN WITNESS THEREOF, the Parties hereto have caused this contract, to be executed by their undersigned officials
duly authorized.
Contractor: Monroe County Board of County
Commissioners, Services /In -Home Services
SIGNED BY:
NAME:
TITLE: A c:ri Li h C01 A-1T1�!_ �nn., wl ig f2,ATOIL
ALLIANCE FOR AGING, INC.
SIGNED BY: o
.ft -
NAME Max B. Rothman, JD NI X \ — -
TITLE: President and CEO
DATE DEC 2 9 7 ;
DATE:
INDEX TO ATTACHMENTS
3
i
Contract No. US -1851
I
Contract No. US -1851
STATEMENT OF WORK
THE ALLIANCE FOR AGING, INC.
NUTRITION SERVICES INCENTIVE PROGRAM
SECTION I: SERVICES TO BE PROVIDED
1.1 GENERAL DESCRIPTION
ATTACHMENT I
1.1.1 General Statement
The Nutrition Services Incentive Program (NSIP) is intended to provide incentives for the effective delivery of
nutritious meals to older individuals. NSIP allows programs to increase the number and /or the quality of
meals served. NSIP is a cash allotment or commodity program that supplements funding or food used in
meals served under the OAA. Florida has opted for cash payments in lieu of donated foods.
1.1.2 Authority
The relevant authority governing NSIP are:
(1) Catalog of Domestic Assistance No. 93.043, 93.044, 93.045, 93.052, and 93.053;
(2) Older Americans act of 1995, as amended 2016;
(3) Older Americans Act of 1995, as amended 2016, Section 311 (42 U.S.C. § 3030a);
(4) 42 U.S.C. 303a, 42 U.S.C. 604;
(5) Rule 58A -1, Florida Administrative Code (FAC);
(6) Section 430.101, Florida Statutes, and;
(7) Catalog of Federal Domestic Assistance (CFDA) 93.05.
1.1.3 Scope of Service
The Contractor is responsible for the programmatic, fiscal and operational management of the NSIP,
involving oversight of the nutrition service operations of its subcontracted providers. The program services
provided under this contract shall be provided in a manner consistent with and described in the Contractor's
current area plan update, which is incorporated by reference, and the current DOEA Program and Services
Handbook, which is also incorporated by reference.
1.2.3.1 In fulfilling the terms of this agreement, the Contractor's scope of services shall consist of completion of
the following service tasks: (1) Client Eligibility Detennination; (2) Program Eligibility Compliance; (3)
Program Coordination and Oversight; (4) Ensuring Compliance with Prescribed Nutrition Requirements;
(5) "Ensuring Compliance with Prescribed Food Origin Requirements; (6) Compliance with Program
Reporting and Records Management Requirements; and (7) Monitoring the Performance of Subcontractors.
1.2.3.2 The Contractor shall use the NSIP finding under this contract to supplement finding for food used in meals
served under the OAA.
1.2.4 Term of Provision of Services
The term of this contract for the delivery of services steal l be as referenced in Paragraph 3 of this contract.
However, for the purpose of settling upon the appropriate meal reimbursement rate, as provided by USDA,
the contract shall remain open until December 31, 2018.
1.2.5 Major Program Goals
The major goals of the NSIP program are as follows:
(1) To supplement finding for food used in meals served by OAA Nutrition Program Providers; and
(2) Provide incentives for the effective delivery of nutritious meals to older individuals.
1.3 INDIVIDUALS TO DE SERVED
0
Contract No. US -1851
1.3.1 Congregate Meals
Client eligibility for congregate meals is as follows:
(1) Individuals age 60 or older;
(2) Spouses (regardless of age) attending the dining center with their eligible spouse;
(3) Persons with a disability, regardless of age, residing in a housing facility occupied primarily by older
individuals where congregate nutrition services are provided;
(4) Persons with disabilities residing at home with and accompanying an eligible person to the dining
center; and
(5) Volunteers, regardless of age, providing essential services on a regular basis during meal hours.
1.3.2 Home Delivered Meals
Client eligibility for congregate meals is as follows:
(1) Individuals age 60 or older who are homebound by reason of illness, disability or isolation;
(2) The spouse of a homebound eligible individual, regardless of age if the provision of the collateral meal
supports maintaining the homebound eligible individual at home;
(3) Individuals with a disability, regardless of age, residing at home with eligible individuals and are
dependent on them for care;
(4) Persons at nutritional risk having physical, emotional or behavioral conditions, which would make their
presence at the congregate site inappropriate; and
(5) Persons at nutritional risk who are socially or otherwise isolated and unable to attend a congregate
nutrition site.
1.3.3 Restrictions
Meals served to an elderly individual funded in whole or in part under the Medicaid Waiver, Home Care
for the Elderly or Community Care for the Elderly Programs or other means tested programs may not be
included in the NSIP count.
SECTION II: MANNER OF SERVICE PROVISION
2.1 SERVICE TASKS
2.1.1 Client Eligibility (Determination
The Contractor shall ensure that applicant data is evaluated to determine eligibility. Eligibility to become
a client is based on meeting the requirements described in this ATTACHMENT I, Section II 2.1.2 and
Section 1 1.3.1, 1.3.2, and 1.3.3.
2.1.2 Program Eligibility Requirements
Entities must meet the following criteria in order to be eligible for program participation:
(1) An agency that has received a grant under the OAA Title III (OAA section 311(42 U.S.C.3030a)); and
(2) A nutrition service provider that serves meals and is under the jurisdiction, control, management and
audit authority of the Area Agency on Aging and the Department of Elder Affairs.
2.1.3 Contractor's Nutrition Service Operations
The Contractor shall oversee the nutrition service operations of the provider to ensure that the requirements
of ATTACHMENT I are met, as well as any other applicable regulations and policies prescribed by the
Department of Health and Human Services, USDA, state and local health departments or any other agency
designated to inspect meal quality for the State.
2.1.4 Prescribed Nutritional Requirements
The Contractor shall ensure that each meal provided under this NSIP contract meets the following criteria:
5
Contract No. US -1851
(1) Comply with the current Dietary Guidelines for Americans, published by the Secretaries of the
Department of Health and Human Services and the Department of Agriculture; and
(2) Provide a minimum of 33 1/3 percent of the dietary reference intakes /adequate intakes for an age 70+
female as established by the Food and Nutrition Board of the National Academy of Sciences.
2.1.5 Food Origin and Commodities Requirements
Consistent with existing requirements of the Nutrition Services Incentive program, the Contractor and its
service providers may use NSIP cash to purchase foods of U.S. origin for their nutrition projects under Title
III of the OAA. NSIP funds must be used to expand meal services to older adults.
2.1.6 Compliance with Program Reporting and Records Management Requirements
(1) The Contractor shall ensure that all program reporting requirements evidencing service delivery are
timely met. The Contractor must establish interim report submittal due dates for its providers or
Subcontractors to permit the Contractor to meet the Department's reporting deadlines.
(2) In addition to any special reports that may be requested by the Department, the Contractor shall comply
with the reporting and records management requirements as referenced in this ATTACHMENT
II, sections 2.4 through 2.5.1.
2.1.7 Use of Subcontractors
If this contract involves the use of a Subcontractor or third party, then the Contractor shall not delay the
implementation of its agreement with the Subcontractor. If any circumstances occur that may result in a
delay for a period of 60 days or more of the initiation of the Subcontract or in the performance of the
Subcontractor, the Contractor shall notify the A l l i a n c e Contract Manager in writing of such delay.
The Contractor shall not permit a Subcontractor to perform services related to this agreement without
having a binding Subcontractor agreement executed. The Alliance will not be responsible or liable
for any obligations or claims resulting from such action.
2.1.8 Monitoring the Performance of Subcontractors
The Contractor shall monitor at least once per year each of its Subcontractors, Subrecipients, Vendors
and /or Consultants paid from finds provided under this contract. The Contractor shall perform fiscal,
administrative and programmatic monitoring to ensure contractual compliance, fiscal accountability,
programmatic performance and compliance with applicable state and federal laws and regulations. The
Contractor shall monitor to ensure that time schedules are met, the budget and scope of work are
accomplished within the specified time periods and other performance goals stated in this contract are
achieved.
2.2 SERVICE TIMES
2.2.1 Service Times
The Contractor shall ensure the services listed in this contract are available at times appropriate to meet
client service needs, at a minimum, during normal business hours. Nonnal business hours are defined as
Monday through Friday, 8:OOam to 5:OOpm.
Contract No. US -1851
2.3 DELIVERABLES
2.3.1 Service Unit
The Contractor shall ensure the provision of the services described in the contract in accordance with
the current Department of Elder Affairs Programs and Services Handbook and the service tasks
described in
ATTACHMENT I, SECTION II Part 2.1. The chart below lists the type of services allowed
and the unit of measurement:
Service Unit of Service
Congregate Meals Meal
Home - Delivered Meals Meal
2.4 REPORTS
The Contractor shall respond to additional routine and /or special requests for information and reports required
by the Alliance in a timely manner as determined by the Contract Manager. The Contractor shall establish
due dates for any Subcontractors that permit the Contractor to meet the Alliance's reporting requirements. .
2.4.1 Client Information and Registration Tracking System (CIRTS)
Reports
The Contractor shall input NSIP specific data into CIRTS to ensure CIRTS data accuracy. The
Contractor shall use CIRTS generated reports which include the following:
(1) Client Reports;
(2) Monitoring Reports;
(3) Services Reports;
(4) Miscellaneous Reports;
(5) Fiscal Reports;
(6) Aging and Disability Resource Center Reports; and
(7) Outcome Measurement Reports.
2.5 _ RECORDS AND
DOCUMENTATION
The Contractor shall ensure the collection and maintenance of client and service information on a monthly
basis from the CIRTS or any such system designated by the Department. Maintenance includes valid exports and
backups of all data and systems according to Department standards.
2.5.1 Each Contractor and Subcontractor, among other requirements, must anticipate and prepare for the
loss of information processing capabilities. The routine backing up of all data and software is
required to recover from losses or outages of the computer system. Data and software essential to
the continued operation of Contractor functions must be backed up. The security controls over the
backup resources shall be as stringent as the protection required of the primary resources. It is
recommended that a copy of the backed up data be stored in a secure, offsite location. The
Contractor shall maintain written policies and procedures for computer system backup and
recovery and shall have the same requirement in its contracts and /or agreements with
Subcontractors. These policies and procedures will be made available to the Alliance upon
request.
Page 7 of 20
Contract No. US -1851
2.6 PERFORMANCE SPECIFICATIONS
2.6.1 Outcomes
The Contractor shall ensure services provided under this contract are in accordance with the current
DOEA Programs and Services Handbook.
The Contractor shall timely submit to the Alliance all reports and information described in
ATTACHMENT I, SECTION 11 2.4 and 2.5.
2.7 ALLIANCE RESPONSIBILITIES
2.7.1 Program Guidance and Technical Assistance
The Alliance will provide the Contractor with guidance and technical assistance as needed to ensure the
successful fulfillment of the contract by the Contractor.
2.7.2 Contract Monitoring
The Alliance will review and evaluate the performance of the Contractor under the tenns of this contract.
Monitoring shall be conducted through direct contact with the Contractor through telephone, in writing,
or an on -site visit. The A 11 i a n c e's determination of acceptable performance shall be conclusive.
The Contractor agrees to cooperate with the Alliance in monitoring the progress of completion of the
service tasks and deliverables. The Alliance may use, but is not limited to, one or more of the following
methods for monitoring:
(1) Desk reviews and analytical reviews;
(2) Scheduled, unscheduled and follow -up on -site visits;
(3) Client visits;
(4) Review of independent auditor's reports;
(5) Review of third -party documents and /or evaluation;
(6) Review of progress reports;
(7) Review of customer satisfaction surveys;
(8) Agreed -upon procedures review by an external auditor or consultant;
(9) Limited -scope reviews; and
(10) Other procedures as deemed necessary.
SECTION III: METHOD OF PAYMENT
3.1 GENERAL STATEMENT OF METHOD OF PAYMENT
This is a fixed rate contract. The Alliance shall make payment to the Contractor for provision of services up to
a maximum number of units of service and at the prospective rate stated below:
Service to be Provided
Unit of Service
Unit Rate
Maximum
U ni ts
Eligible Congregate and
Home Delivered Meals
1 unit = 1 meal
5.72
45,120
The prospective rate is based on the estimated OAA grant award.
Page 8 of 20
Contract No. US -1851
3.2 REQUESTS FOR PAYMENT
3.2.1 Request for Payment
The Contractor shall submit all requests for reimbursement in accordance with ATTACHMENT I. All
requests for reimbursement must include the following:
(1) The Contractor shall submit the request for reimbursement on DOEA Form 117NSIP, NSIP
Request for Reimbursement, (ATTACHMENT XH);
(2) The Contractor shall submit a CIRTS report with DOEA Form 117NSIP as supporting
documentation for the total number of meals reported. The CIRTS report must match the
number of meals reported on DOER Form 117NSIP;
(3) All requests for payment shall be based on the submission of actual monthly Expenditure Report
beginning with the first month of the contract. The schedule for submission of invoices is
Invoice Schedule, ATTACHEMNT X. 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.
(4) The Provider shall submit the final invoice for payment to the Alliance as specified in
ATTACHMENT X. If the Provider fails to submit final request for payment by the deadline,
then all rights to payment may be forfeited and the Alliance may 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 Provider and necessary adjustments thereto have been
approved by the Alliance.
3.3 Documentation for Payment
3.3.1 The Contractor shall maintain documentation to support payment requests that shall be available to
the Alliance or authorized individuals, such as the Alliance of Financial Services, upon request.
3.3.2 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
Contractor and any adjustments thereto, including any disallowance not resolved or pending
resolution.
3.3.3 The Contractor must enter all required data per (ATTACHMENT I). The data must be entered
into the CIRTS before the Subcontractors submit their request for payment and expenditure reports to
the Contractor. The Contractor shall establish time frames to assure compliance with due dates for the
submission of requests for payment and expenditure reports -to the Alliance.
3.3.4 The Contractor must run monthly CIRTS reports and verify client and service data in the CIRTS is
accurate. This report must be submitted to the Contractor with the monthly request for payment and
expenditure report and must be reviewed by the Contractor before the Subcontractor's request for
payment and expenditure reports can be approved by the Contractor.
3.3.5 Remedies for Nonconforming Services
The Contractor shall ensure that all goods and /or services provided Linder this contract are delivered
timely, completely and commensurate with required standards of quality. Such goods and /or services
shall only be delivered to eligible program participants.
3.3.6 If the Contractor fails to meet the prescribed quality standards for services, such services will not
be reimbursed under this contract. In addition, any nonconforming goods (including home delivered
meals) and /or services not meeting such standards will not be reimbursed Linder this contract. The
Contractor's signature on the request for payment form certifies maintenance of supporting
Page 9 of 20
Contract No. US -1851
documentation and acknowledgement that the Contractor shall solely bear the costs associated with
preparing or providing nonconforming goods and /or services. The Alliance requires immediate notice
of any significant and /or systemic infractions that compromise the quality, security or continuity of
services to clients.
3.4 Financial Consequences of Non - Performance
3.4.1 If the Provider fails to meet the minimum level of service or performance identified in this agreement,
or that is customary for the industry, then the Alliance may apply financial consequences commensurate
with the deficiency as referenced in ATTACHMENT 1, See. 3.5. Financial consequences may also
include contract suspension, refusing payment, withholding payments until deficiency is cured,
tendering only partial payments and /or cancellation of contract and reacquiring services from an
alternate source.
3.4.2 The Provider shall not be charged with financial consequences, when a failure to perform arises out of
causes that were the responsibility of the Alliance.
3.5 Remedies for Nonconforming Services
The Provider shall ensure that all goods and /or services provided under this contract are delivered timely,
completely and commensurate with required standards of quality. Such goods and /or services will only be
delivered to eligible program participants.
If the Provider fails to meet the prescribed quality standards for services, such services will not be reimbursed
under this contract. In addition, any nonconforming goods (including home delivered meals) and /or services not
meeting such standards will not be reimbursed under this contract. The Provider's signature on the request for
payment form certifies maintenance of supporting documentation and acknowledgement that the Provider shall
solely bear the costs associated with preparing or providing nonconforming goods and /or services. The Alliance
requires immediate notice of any significant and /or systemic infractions that compromise the quality, security or
continuity of services to clients.
3.5.1. Corrective Action Plan
(1) Contractor shall ensure 100% of the deliverables identified in ATTACHMENT 1, Section II
(Manner of Service Provision) of this contract, are performed pursuant to contract requirements.
(2) If at any time the Contractor is notified by the Alliance that it has failed to correctly, completely, or
adequately perform contract deliverables identified in ATTACHMENT I, See. II, the Contractor
will have 10 days to submit a Corrective Action Plan ( "CAP ") to the Alliance Contract Manager that
addresses the deficiencies and states how the deficiencies will be remedied within a time period
approved by the Alliance Contract Manager. The Alliance shall assess a Financial Consequence for
Non - Compliance on the Contractor as referenced in ATTACHMENT I, Sec. 3.5.2 of this contract
for each deficiency identified in the CAP which is not corrected pursuant to the CAP. The Alliance
shall also assess a Financial Consequence for failure to timely submit a CAP.
(3) If the Contractor fails to correct an identified deficiency within the approved time period specified in
the CAP, the Alliance shall deduct the percentage established in ATTACHMENT I, Sec. 3.5.2. of
this contract, from the payment for the invoice of the following month.
(4) If the Contractor fails to timely submit a CAP, the Alliance shall deduct the percentage established in
ATTACHMENT I, Sec. 3.5.2 of this contract for each day the CAP is overdue. The deduction will
be made from the payment for the invoice of the following month.
3.5.2. Financial Consequences of Non - Performance
Page 10 of 20
Contract No. US -1851
The Alliance will withhold or reduce payment if the Contractor fails to perform the deliverables to the
satisfaction of the Contract according to the requirements referenced in ATTACHMENT I, Sec. I and
Sec. II of this contract. The following financial consequences will be imposed if the deliverables stated
do not meet in part or in whole the performance criteria as outlined in ATTACHMENT I, See. II of
this contract.
(1) Delivery of services to eligible clients as referenced in ATTACHMENT I, Sec. I and See. II of this
contract — Failure to comply with established assessment and prioritization criteria as evidenced in
CIRTS reports will result in a 2% reduction of payment per business day. The reduction of
payment will begin on the first business day following the Alliance's notification to the contractor
that the identified deficiency was not cured or satisfactorily addressed in accordance with the
Alliance approved CAP, referenced in ATTACHMENT I, Sec. 3.5.1.
(2) Services and units of services as referenced in ATTACHMENT I, Sec. II of this contract — Failure
to provide services in accordance with the current DOEA Programs and Services Handbook, the
service tasks described in section ATTACHMENT I, Sec. I and II, and submission of required
documentation will result in a 2% reduction of payment per business day. The reduction of payment
will begin the first business day following the Alliance's notification to the contractor that the
identified deficiency was not cured or satisfactorily addressed in accordance with the Alliance
approved CAP, referenced in ATTACHMENT I, Sec. 3.5.1.
(3) Administrative duties as referenced in ATTACHMENT I, Sec. II of this contract — Failure to
perform the performance specifications and oversight of NSIP Program operations will result in a
2% reduction of payment per business day. The reduction of payment will begin the first business
day following the Alliance's notification to the contractor that the identified deficiency was not
cured or satisfactorily addressed in accordance with the Alliance approved CAP, referenced in
ATTACHMENT I, Sec. 3.5.1.
(4) Timely submission of a CAP — Failure to timely submit a CAP within 10 business days after
notification of the deficiency by the Alliance contract manager will result in a 2% reduction of
payment per business day the CAP is not received. The reduction of payment will begin the first
business day following the Alliance's notification to the contractor that the identified deficiency was
not cured or satisfactorily addressed in accordance with the Alliance approved CAP, referenced in
ATTACHMENT I, Sec. 3.5.1.
(5) Exceptions may be granted solely, in writing, by the Alliance.
Page 11 of 20
Contract No. US -1851
ATTACHMENT III
FINANCIAL AND COMPLIANCE AUDIT
ATTACHMENT III
The administration of resources awarded by the Alliance to the provider may be subject to audits and /or monitoring by the
Allianceand/orthe Department as described in this section.
I. MONITORING
In addition to reviews of audits conducted in accordance with ONIB Circular A -133, as revised, and Section 215.97, F.S., (see
"AUDITS" below), monitoring procedures may include, but not be limited to, on -site visits by the Alliance and /or the
Department staff, limited scope audits as defined by ON/113 Circular A -133, as revised, and /or other procedures. By entering into
this agreement, the Contractor agrees to comply and cooperate with any monitoring procedures /processes deemed appropriate
by the Alliance. In the event the Alliance and /or the Department determines that a limited scope audit of the Contracbr is
appropriate, the Contractor agrees to comply with any additional instructions provided by the Alliance and/or the
Department to the.Contractor regarding such audit. The Contractor further agrees to comply and cooperate with any
inspections, reviews, investigations, or audits deemed necessary by the Alliance and /or the Department.
F.Itfl1I L�K
PART I: FEDERALLY FUNDED
This part is applicable if the provider is a State or local government or a non -profit organization as defined in OMB Circular A-
133, as revised.
In the event that the Contractor expends $750,000.00 or more in federal awards during its fiscal year, the Contractor must
have a single or program- specific audit conducted in accordance with the provisions of OMB Circular A -133, as revised.
EXHIBIT 2 to this agreement indicates federal resources awarded through the Alliance by this agreement. In determining the
federal awards expended in its fiscal year, the Contractor shall consider all sources of Federal awards, including federal
resources received from the A I 1 i a n c e. The determination of amounts of Federal awards expended should be in accordance
with the guidelines established by OMB Circular A -133, as revised. An audit of the Contractor conducted by the Auditor
General in accordance with the provisions of ON113 Circular A -133, as revised, will meet the requirements of this part.
In connection with the audit requirements addressed in Part I, paragraph I, the Contractor shall fulfill the requirements relative
to auditee responsibilities as provided in Subpart C of OMB Circular A -133, as revised.
Ifthe Contractor expends less than $750,000.00 in federal awards in its fiscal year, an audit conducted in accordance with the
provisions of OMB Circular A -133, as revised, is not required. In the event that the Contractor expends less than $750,000.00 in
federal awards in its fiscal year and elects to have an audit conducted in accordance with the provisions of OMB Circular A-
133, as revised, the cost of the audit must be paid from non - federal resources (i.e., the cost of such audit must be paid from
Contractor resources obtained from other than federal entities.)
An audit conducted in accordance with this part shall cover the entire organization for the organization's fiscal year.
Compliance findings related to agreements with the Alliance shall be based on the agreement's requirements, including any
rules, regulations, or statutes referenced in the agreement. The financial statements shall disclose whether or not the
matching requirement was met for each applicable agreement. All questioned costs and liabilities due to the Alliance and /or
the Department shall be fully disclosed in the audit report with reference to the Alliance agreement involved. If not
otherwise disclosed as required by Section .310(b)(2) of OMB Circular A- 133, as revised, the schedule of expenditures of
federal awards shall identify expenditures by agreement number for each agreement with the Alliance ineffect during the
audit period. Financial reporting packages required under this part must be submitted within the earlier of 30 days after receipt
of the audit report or 9 months after the end of the Contractor's fiscal year end.
PART II: STATE FUNDED
This part is applicable ifthe Contractor is a non -state entity as defined by Section 215.97(2), F.S
Page 12 of 20
Contract No. US -1851
In the event that the contractor expends a total amount of state financial assistance equal to or in excess of $750,000.00 in any
fiscal year of such Contractor (for fiscal years ending September 30, 2004 or thereafter), the Contractor must have a State single or
project - specific audit for such fiscal year in accordance with Section 215.97, F.S.; applicable rules of the Department of Financial
Services; and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for - profit organizations), Rules of the Auditor
General. EXHIBIT 2 to this agreement indicates state financial assistance awarded through the A l I i a n c e by this agreement. In
determining the state financial assistance expended in its fiscal year, the Contractor shall consider all sources of state financial
assistance, including state financial assistance received from the Alliance, other state agencies, and other non -state entities. State
financial assistance does not include Federal direct or pass - through awards and resources received by a non -state entity for Federal
program matching requirements.
Inconnection with the audit requirements addressed in Part 11, paragraph I, the Contractor shall ensure that the audit complies with the
requirements of Section 215.97(8), F.S. This includes submission of a financial reporting package as defined by Section 215.97(2),
F.S., and Chapter 10.550 (local governmental entities) or 10.650 (nonprofit and for - profit organizations), Rules of the Auditor General.
If the Contractor expends less than $750,000.00 instate financial assistance in its fiscal year (for fiscal years ending September 30,
2004 or thereafter), an audit conducted in accordance with the provisions of Section215.97, F.S., is not required. In the event that
the Contractor expends less than $750,000.00 in state financial assistance in its fiscal year and elects to have an audit conducted
in accordance with the provisions of Section 215.97, F.S., the cost of the audit must be paid from the non -state entity's resources
(i.e., the cost ofsuch an audit must be paid from the Contractor resources obtained from other than State entities).
An audit conducted in accordance with this part shall cover the entire organization for the organization's fiscal year.
Compliance findings related to agreements with the Alliance shall be based on the agreement's requirements, including any
applicable rules, regulations, or statutes. The financial statements shall disclose whether or not the matching requirement was
met for each applicable agreement. All questioned costs and liabilities due to the Alliance shall be fully disclosed in the audit report
with reference to the Alliance agreement involved. If not otherwise disclosed as required by Rule 691 - 5.003, Fla. Admin. Code, the
schedule of expenditures of state financial assistance shall identify expenditures by agreement number for each agreement with
the Alliance in effect during the audit period. Financial reporting packages required under this part must be submitted within
45 days after delivery of the audit report, but -no later than 12 months after the Contractor's fiscal year end for local
governmental entities. Non - profit or for - profit organizations are required to be submitted within 45 days after delivery of the
audit report, but no later than 9 months after the Contractor's fiscal year end. Notwithstanding the applicability ofthis portion, the
Alliance retains all right and obligation to monitor and oversee the performance ofthis agreement as outlined throughout this
document and pursuant to law.
II. PART III: REPORT SUBMISSION
Copies of reporting packages for audits conducted in accordance with ONIB Circular A -133, as revised, and required by PART I
of this agreement shall be submitted, when required by Section .320 (d), OMB Circular A -133, as revised, by or on behalf of the
Contractor directly to each of the following:
The Alliance at each of the following addresses: Alliance for Aging, Inc.
Attn: Fiscal Department
760 NW 107 Avenue
Suite 214
Miami, FL 33172
The Federal Audit Clearinghouse designated in ON/113 Circular A -133, as revised (the number of copies required by Sections .320
(d)(I) and (2), ONIB Circular A -133, as revised, should be submitted to the Federal Audit Clearinghouse), at the following
address:
Federal Audit Clearinghouse
Bureau of the Census
1201 East 10 "' Street
Jeffersonville, IN 47132
Other Federal agencies and pass - through entities in accordance with Sections .320 (e) and (f), OMB Circular A -133, as
revised.
Page 13 of 20
Contract No. US -1851
Pursuant to Sections .320(f), OMB Circular A -133, as revised, the provider shall submit a copy of the reporting package
described in Section .320(c), OMB Circular A -133, as revised, and any management letter issued by the auditor, to the
Alliance at each of the following addresses:
Alliance for Aging, Inc.
Attn: Fiscal Department
760 NW 107`' Avenue
Suite 214
Miami, FL 33172
Additionally, copies of financial reporting packages required by Part II of this agreement shall be submitted by or on behalf of
the Contractor directly to each of the following:
The Alliance at the following address:
Alliance for Aging, Inc.
Attn: Fiscal Department
760 NW 107` Avenue
Suite 214
Miami, FL 33172
Any reports, management letter, or other information required to be submitted to the Alliance pursuant to this agreement shall
be submitted timely in accordance with OMB Circular A -133, F.S., and Chapters 10.550 (local governmental entities) or
10.650 (nonprofit and for - profit organizations), Rules of the Auditor General, as applicable.
Contractors, when submitting financial reporting packages to the A l 1 i a n c e for audits done in accordance with OVIB
Circular A -133 or Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for - profit organizations), Rules of
the Auditor General, should indicate the date that the reporting package was delivered to the Contractor in correspondence
accompanying the reporting package.
III. PART IV: RECORD RETENTION
The Contractor shall retain sufficient records demonstrating its compliance with the terms of this agreement for a period of
six (6) years from the date the audit report is issued, and shall allow the Alliance and the Department or its designee, the
CFO or Auditor General Access to such records upon request. The Contractor shall ensure that audit working papers are made
available to the Alliance and the Department, or its designee, CFO, or Auditor General upon request for a period of six (6)
years from the date the audit report is issued, unless extended in writing by the Alliance.
Page 14 of 20
Contract No. US -1851
ATTACHMENT III
FINANCIAL, AND COMPLIANCE AUDIT
EXHIBIT 1
PART 1: AUDIT RELATIONSHIP DETERMINATION
ATTACHMENT
Contractors who receive state or federal resources may or may not be subject to the audit requirements of 2 CFR Part §200.500,
and /or Section 215.97, Fla. Stat. Contractors who are determined to be recipients or subrecipients of federal awards and /or
state financial assistance may be subject to the audit requirements if the audit threshold requirements set forth in Part I and /or
Part II of Exhibit I is met. Contractors who have been determined to be vendors are not subject to the and it requirements
oft CFR Part §20038, and /or Section 215.97, Fla. Stat. Regardless of whether the audit requirements are met, Contractors
who have been determined to be recipients or subrecipients of Federal awards and /or state financial assistance must comply with
applicable programmatic and fiscal compliance requirements.
In accordance with 2 CFR Part §200 and /or Rule 691 - 5.006, FAC, Contractor has been determined to be:
Vendor not subj ectto 2 CFR Part §200.38 and /or Section 215.97, F.S.
X Recipient /subrecipient subject to 2 CFR Part §200.86 and §200.93 and /or Section 215.97, F.S.
Exempt organization not subject to 2 CFR Part §200 and /or Section 215.97, F.S. For Federal awards, for- profit
organizations are exempt; for state financial assistance projects, public universities, community colleges, district school
boards, branches of state (Florida) government, and charter schools are exempt. Exempt organizations must comply
with all compliance requirements set forth within the contract or award document.
NOTE: If a Contractor is determined to be a recipient /subrecipient of federal and or state financial assistance and has been
approved by the Alliance to subcontract, they must comply with Section 215.97(7), F.S., and Rule 69I- .5006, FAC [state
financial assistance] and 2 CFR Part §200.330 [federal awards].
PART II: FISCAL COMPLIANCE REQUIREMENTS
FEDERALAWARDS OR STATE MATCHING FUNDS ON FEDERAL AWARDS. Contractors who receive Federal
awards, state maintenance of effort ftnds, or state matching funds on Federal awards and who are determined to be a
subrecipient must comply with the following fiscal laws, rules and regulations:
STATES, LOCAL GOVERNMENTS AND INDIAN TRIBES MUST FOLLOW:
2 CFR Part §200.416- Cost Principles*
2 CFR Part §200.201- Administrative Requirements''•"
2 CFR Part §200.500- Audit Requirements
Reference Guide for State Expenditures
Other fiscal requirements set forth in program laws, rules and regulations
NON - PROFIT ORGANIZATIONS MUST FOLLOW:
2 CFR Part §200.400-.411 -Cost Principles*
2 CFR Part §200.100 - Administrative Requirements
2 CFR Part §200.500- Audit Requirements Reference Guide for State Expenditures
Other fiscal requirements set forth in program laws, rules and regulations
EDUCATIONAL INSTITUTIONS (EVEN IF A PART OF A STATE OR LOCAL GOVERNMENT) itiIUST
FOLLOW:
2 CFR Part §200.418- Cost Principles*
2 CFR Part §200.100- Administrative Requirements
2 CFR Part §200.500 -Audit Requirements Reference Guide for State Expenditures
Other Fiscal requirements set forth in program laws, riles and regulations
*Some Federal programs may be exempted from compliance with the Cost Principles Circulars as noted in the 2 CFR Part
§200.400(5) (c).
* *For finding passed through U.S. Health and Human Services, 45 CFR 92; for funding passed through U.S. Department
of Education, 34 CFR 80.
Page 15 of 20
Contract No. US -1851
STATE FINANCIAL ASSISTANCE. Contractors who receive state financial assistance and who are determined to be
a recipient /subrecipient must comply with the following fiscal laws, rules and regulations:
Section 215.97, Fla. Stat.
Chapter 691 -5, Fla. Admin. Code
State Projects Compliance Supplement Reference Guide
for State Expenditures
Other fiscal requirements set forth in program laws, rules and regulations
Page 16 of 20
FINANCIAL, AND COMPLIANCE AUDIT ATTACHMENT
EXHIBIT 2- FUNDING SUMMARY
Note: Title 2 CFR § 200.331, As Revised, and Section 215.97(5), Florida Statutes, Require That Information About
Federal Programs and State Projects Be Provided to the Recipient and Are Stated in the Financial and Compliance
Audit Attachment and Exhibit 1. Financial and Compliance Audit Attachment, Exhibit 2- Funding Summary Provides
Information Regarding the Funding Sources Applicable to This Contract, Contained Herein, Is APrediction of Funding
Sources and Related Amounts Based on the Contract Budget.
1. FEDERAL RESOURCES AWARDED TO THE SUBRECIPIEN•T PURSUANT TO THIS
CONTRACT CONSIST OF THE FOLLOWING:
PROGRAM TITLE -
FUNDING SOURCE
CFDA
AMOUNT
Nutrition Service Incentive Program
FGTF
93.053
$32,486.47
TOTAL FEDERAL AWARD
$32,486.47
COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED
PURSUANT TO THIS CONTRACT ARE AS FOLLOWS:
FEDERAL FUNDS:
2 CFR Part 200- Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal
Awards. OMB Circular A- 133, as amended- Audits of States, Local Governments, and Non-Profit
Organizations
2. STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS CONTRACT
CONSIST OF THE FOLLOWING:
MATCHING RESOUCES FOR FEDERAL PROGRAMS
PROGRAM TITLE FUNDING SOURCE CFDA AMOUNT
TOTAL STATE AWARD
STATE FINANCIAL ASSITANCE Si JR7F.C7 TO sPC_ 215 97 F c
PROGRAM TITLE FUNDING SOURCE CFDA AMOUNT
TOTAL AWARD
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT
TO THIS CONTRACT ARE AS FOLLOWS:
STATE FINANCIAL ASSISTANCE•
Section 215.97, F.S., Chapter 69I -5, FL Admin Cade, Reference Guide for State Expenditures, Other fiscal requirements set
forth in program laws, rules and regulations.
Page 17 of 20
Contract No. US -1851
ATTACHMENT XII
REQUEST FOR REIMBURSEMENT
Nutrition Services Incentive Program
PROVIDER NAME, ADDRESS, PHONE# and FEID#
TYPE OF REPORT:
THIS REQUEST PERIOD:
Payment Request:
From To
Regular Final
Report #
Contract Period To
Contract #
PSA #
CERTIFICATION: I hereby certify Thal to the best of my knowledge the information in this report is accurate and complete and that all outlays reported herein were for
purposes
set forth in the contract documents.
Prepared by: Date: Approved by: Dale
PART A: REIMBURSEMENT COMPUTATION
YEAR TO DATE
CURRENT MONTH
CONGREGATE
HOME DELIVERED
CONGREGATE
HOME DELIVERED
1. Number of Meals Served
0
0
0
0
2. Line 1 Times S,72 cents per Meal
50.00
$0.00
$0.00
50.00
Year To Date Total Meals 0
Current Month Total Meals 0
Year To Dale Total Reimbursed $0.00
Total Reimbursement Requested 50,00
PART B: CONTRACT SUMMARY
1. Approved Contract Amount
50.00 -
2. Previous Reimbursements Requested
$0.00
3. Contract Balance
50.00
4. Amount to be Reimbursed - This Report
50.00
5. Contract Balance
$0.00
01EA Fi m '' 7' ,p r-e 1'! W
Page 18 of 20
Contract No. US -1851
ATTACHMENT X
OLDER AMERICANS ACT CONTRACT REPORT CALENDAR
ADVANCE BASIS CONTRACT
Report Number
Based On
Submit to Alliance
On This Date
1
January Advance*
January 1
2
February Advance*
January 1
3
January Expenditure Report
February 5
4
February Expenditure Report
March 5
5
March Expenditure Report
April 5
6
April Expenditure Report
May 5
7
May Expenditure Report
June 5
8
June Expenditure Report
July 5
9
July Expenditure Report
August 5
10
August Expenditure Report
September 5
11
September Expenditure Report
October 5
12
October Expenditure Report
November 5
13
November Expenditure Report
December 5
14
December Expenditure Report
January 5
15
Final Expenditure and Request for Payment
February 15
16
Close Out Report
February 29
Legend: :k Advance based on projected cash need.
Note # 1: Report #I for Advance Basis Agreements cannot be submitted to the Department of
Financial Services (DFS) prior to January 1 or until the agreement with the Alliance has
been executed and a copy sent to DFS. Actual submission of the vouchers to DFS is
dependent on the accuracy of the expenditure report.
Note # 2: Report numbers 5 through 14 shall reflect an adjustment of one -tenth of the total advance
amount, on each of the reports, repaying advances issued the first two months of the
agreement. The adjustment shall be recorded in Part C, 1 of the report (ATTACHMENT
IX).
Note #3: Submission of expenditure reports may or may not generate a payment request. If final
expenditure report reflects fiends due back to the Alliance payment is to accompany the
report.
Page 19 of 20
R. IG IN AL
Contract No. US -1851
ATTACHMENT II
CERTIFICATION REGARDING SCRUTINIZED COMPANIES LISTS
The undersigned, an authorized representative of the Contractor named in the contract or agreement to which this
form is an attachment, hereby certifies that:
(1) The Contractor understands that pursuant to s. 287.135 F.S., any company at the time of bidding or submitting
a proposal -for a new contract or renewal of an existing contract, that is on the "Scrutinized Companies with
Activities in Sudan List" or the "Scrutinized Companies with Activities in the Iran Petroleum Sector List
(collectively, "the Lists ") is ineligible for, and may not bid on, submit a proposal for, or enter into or renew a
contract with the Department of Elder Affairs (Department) for goods or services of $1 million or more.
(2) The Contractor understands that, pursuant to s. 287.135 F.S., any company that submits a false certification
to the Department is subject to civil penalties, attorney's fees and costs and any costs for investigations that
ID
led to the finding of false certification.
(3) The Contractor understands that the contract to which this form is an attachment may be terminated by the
Department if the Contractor submits a false certification or has been placed on the Lists.
This certification, required by Florida law, is a material representation of fact upon which reliance was placed
when this transaction was made or entered into. Submission of this certification is a prerequisite for making or
entering into this transaction.
Signat re
(Same as contract signature)
■ 1! s 1► ��.V l — i
Monro Cou,411 �OGC/ Se ci+al �2ervice5
Company Name
IZ29W1�
Date
Page 20 of 20