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Item C19County of Monroe <r BOARD OF COUNTY COMMISSIONERS � Mayor David Rice, District 4 IleOI1da Keys ��x t t 0. Mayor Pro Tem Sylvia J. Murphy, District 5 Danny L. Kolhage, District I P f,< George Neugent, District 2 a Heather Carruthers, District 3 County Commission Meeting March 21, 2018 Agenda Item Number: C.19 Agenda Item Summary #3999 BULK ITEM: Yes DEPARTMENT: Social Services TIME APPROXIMATE: STAFF CONTACT: Sheryl Graham (305) 292 -4510 N/A AGENDA ITEM WORDING: Approval of Modification 42 to Low Income Home Energy Assistance Program ( LIHEAP) Subgrant Agreement 417EA- OF- 11 -54 -01 -019 between the Department of Economic Opportunity and Monroe County BOCC /Monroe County Social Services for the contract period of 4/01/2017 through 09/30/2020 to increase funding by $63,825.00 which will increase the total contract amount from $211,992.00 to $275,817.00. ITEM BACKGROUND: LIHEAP funding allows Monroe County Social Services to provide assistance to eligible low- income households with meeting the costs of home cooling and heating. This is a reoccurring cost reimbursement agreement. PREVIOUS RELEVANT BOCC ACTION: LIHEAP Modification 41 to Subgrant 17EA- 01 54-01 -019 was BOCC approved on 12/13/2017. CONTRACT /AGREEMENT CHANGES: To Increase Funding STAFF RECOMMENDATION: Approval DOCUMENTATION: LIHEAP Mod 42 03 -06 -18 LIHEAP BACKUP 03 -06 -18 FINANCIAL IMPACT: Effective Date: 04/01/2018 Expiration Date: 09/30/2020 Total Dollar Value of Contract: $275,817.00 Total Cost to County: 10% Cash Match Current Year Portion: Budgeted: Source of Funds: Grant CPI: Indirect Costs: Estimated Ongoing Costs Not Included in above dollar amounts: Revenue Producing: No If yes, amount: Grant: Yes County Match: 10% Cash Match Insurance Required: No Additional Details: 03/21/18 NEW COST CENTER ADDED 125- 6153517 h]11 /1 IH11." $63,825.00 Sheryl Graham Completed 03/06/2018 3:53 PM Pedro Mercado Completed 03/06/2018 3:58 PM Budget and Finance Completed 03/06/2018 4:16 PM Maria Slavik Completed 03/06/2018 5:16 PM Kathy Peters Completed 03/06/2018 5:24 PM Board of County Commissioners Pending 03/21/2018 9:00 AM DocuSign Envelope ID: 6CAD83FD-EF9B-4F76-AD70-76877C6.A93O7 FLAIR ID: E1959 MODIFICATION NUMBER [21 OF AGREEMENT BETWEEN THE FLORIDA DEPARTMENT OF ECONOMIC OPPORTUNITY MONROE COUNTY, FLORIDA I III1lIIIII! UZ 111�11!�I!!Ijjli ,;� iIII IFI 11 r4mam4mlyi-XI 11 111111!11111! 1 1-1 , 1 1@11111 111111 Will IIII!IIIIIIII I'lIpli! III IIIIIIIIIII I R' �- Nmm� WHEREAS, LIHEAP Federal Fiscal Year 2016 carryover and Federal Fiscal Year 2017 funds are available to ffllfflq�� OMAN I II 0111IN III 1 11 11 Agreement, availabilitv of funds a nd a nriate budeet authorit. - however- SubrecjaLanLmay incur costs and submit for reimbursement only up to the Total (Revised) Funds Released dollar amount listed in Subrecipient's most recently DEO-issued Notice of Fund Availability (II Each such NFA, and anM attachments thereto, dul� issued to Subr22hient SUBRECIPIENT Monroe County, Florida By: (Signature} Date: pit 073876757 DUNS Number Agreement Number STATE OF FLORIDA MW Approved as to form and legal proper execution by the Parties, Office of the General Counsel Department of Economic Opportunity M RPQ FINANCIAL IMPACT: 1 .1 .1111, I'll 1W.1111rawnw) MIMIXIAlt Total Dollar Value of Contract: $211,992.00 Total Cost to County: 10% Cash Match-from 61501 Current Year Portion: Budgeted: Source of Funds: Grant CP1: Indirect Costs: Revenue Producing: No If yes, amount: Grant: Yes County Match: 10% Cash Match-from 61501 Insurance Required: Additional Details: 07/19/17 NEW COST CENTER ADDED 125-6153517 51 Wii It Sheryl Graham Completed 11/27/2017 3:59 PM Pedro Mercado Completed 11/27/2017 4:03 PM Budget and Finance Completed 11/27/2017 4:33 PM Maria Slavik Completed 11/28/2017 7:42 AM Kathy Peters Completed 11/28/2017 9:03 AM Board of County Commissioners Completed 12/13/2017 9:00 AM Lj I0y� MODIFICATION NUMBER [11 OFA" UM�AIE FLORIDA DEPARTMENT OF ECONOMIC OPPORTUNITY MONROE COUNTY, FLORIDA CFDA Number: £B68 Agreement Wumber:17EA-OF-11-54 1-019 THIS MODIFICATION Number [Q is entered into between the State of Florida, Department of Economic Opportunity, with headquarters in Tallahassee, Florida, hereinafter referred tmas "DEC," and Monroe [ounty, Florida, hereinafter referred to as "Subrecipient" (each individually a "Party" and collectively "the Parties"). WHEREAS, Paragraph (4) of the Agreement provides that modification of the Agreement shall be in writing executed by the Parties thereto; and WHEREAS, DBO and 3ubredpient have entered into Agreement Number17EA-OF'11-S4f01-029, in which DEO awarded Subredpent One Hundred Eighty-Nine Thwxmxmmd Myme Hundred Eighty-Eight Dollars and Zero Cents (5189,988.00)in Low- Income Home Energy Assistance Program(UHEAP)fWnds("theAgreement");mnd WHEREAS,UHEAP Federal Fiscal Year 2O16 carryover funds are available to increase the amount of funding granted to Subrecipient; and WHEREAS, additional funds have become available to increase the amount of the fundbngQ��n NOW, THEREFORE, in consideration of the mutual promises of the Parties contained herein, the Parties agree as follows: 1. Subparagraph (19)(a), FUND ING/CONSIDERATION is hereby deleted in its entirety and replaced with the "(a) This isa cost-reimbursement agreement. DEOawards Subrecpient Two Huondred6lenvenThousmndNine Hundred Ninety-Two Dollars and Zero Cents ($211,992.00), subject to the terms and conditions of this Agreement, availability of funds and appropriate budget authority; however, Subrecipient may incur costs and submit for reimbursement only up to the Total (Revised) Funds Released dollar amount listed in Subrecipient's most recently DE0- isxuedNoticepfRundAxaUab||ity(NRQ.AnysuchNG4du|yissue6tuSubredpienthyDEO,induding,butnot|imkedtoha specla I terms, conditions, and instructions, is incorporated into the Agreement by reference." 2. Attachment ], Budget Summary and VVnrkp|mn, is hereby deleted in its entirety and is replaced by the revised Attachment J, Budget Summary and Workplan, which is attached hereto and incorporated herein by reference. 3. Except as specifically modified herein, all provisions of the Agreement, including any Attachments or Exhibits thereto, remain in full force and effect. � Page 1 DocuSign Envelope ID: DIAC131 10-D7E0-4D76-882E-787FE99A8FA6 SIGNATURE PAGE IN WITNESS WHEREOF, by signature below, the Parties agree to abide by the terms, conditions, and provisions of the Agreement, as modified. This Modification shall be effective on the date last executed by the Parties. STATE OF FLORIDA V--&dX Monroe County, Florida (Legal Name of Subrecipient) By: (Signature) 1)ntvid Rice, Mavne --- I (Print/Type Name and T-Ale Here) Date: , - 7 59-6000749 073876757 DUNS Number 17EA-0 F-11-54-01-019 Agreement Number By: fi Debbie Smiley, Bureau Chief Bureau of Economic Self-Sufficiency Date: llflzr I / --- Approved as to form and legal sufficiency, subject only to full and proper execution by the Parties, liff ice of the General Counsel Approved Date: -21L4_17? Page 2 DocuSign Envelope ID: D D7E0 -4D76- 882E- 787FE99ABFA6 B C D TOTAL LIHEAP FUNDS ONLY Last Approved Adjustment to AMENDED Budget Approved Budget (increase /Decrease} BUDGET Amount AMOUNT B +C 1 LIHEAP FUNDS $189,988.00 $22,004.00 $211,992.00 ADMIN15TRATIVE EXPENSES (Cell 2D cannot exceed 8.5% of Cell 1D)* Maximum Administrative Expenses: F $18,019.32 2 Salaries including Fringe, Utilities, Travel, other $16,148.00 $1,865.00 $18,013.00 OUTREACH EXPENSES ((eti 3D cannot exceed C ell ID minus Ce112D times 15 96) Maximum Outreach Expenses: $29,096.85 3 Salaries including Fringe, Utilities, Travel, other $26,076.00 $3,000.00 $29,076.00 DIRECT CLIENT ASSISTANCE 4 Home Energy Assistance (Cell 4D must be at least 25% of cell 1D} Minimum Home Energy: _ gY� $52,998.00 $73,500.00 $8,500.00 $82,000.00 5 Crisis Assistance $70,464.00 $8,199.00 $78,663.00 6 Weather Related / Supply shortage / Disaster (Cell 6D Must be at least 2% of c ell 3 D) $3,800.00 $440.00 $4,240.00 7 Subtotal Direct Client Assistance (Line 4 + Line 5 + Line 6) $147,764.00 $17,139.00 $164,903.00 8 GRAND TOTALS (Line 2 + Line 3 + Line 7) $189,988.00 $22,004.00 $211,992.00 N r1' , s: , Prior written approval from DEO's Grant Manager is required for any change to any of the above line item amounts not exceeding ten 10% of the line item amount reduced by said change. A cha nge exceeding 10% of an above line item amount requires a formal written amendment to this Agreement, as described in Paragraph (4)(b), MODIFICATION OF AGREEMENT. Regardless, DEO will not reimburse costs of more than the total subaward amount of this Agreement (Line 1), and in no event shall Subrecipient's total Administrative Expenses (Line 2) exceed 8.5% of the total subaward of this Agreement. Page 3 Last Approved Amended Type of Assistance Estimated Estimated Estimated Cost Amended Number of Number of Per Household Estimated Households Households Expenditures` Summer Home Energy 150 160 300.00 48,000.00 Winter Home Energy 95 114 300.00 34,200.00 Summer Crisis 178 200 210.55 42,110.00 Winter Crisis 165 181 201.00 36,381.00 Weather Related /Supply Shortage 19 21 200.00 4,200.00 TOTAL 607 676; ' �� „r t .,, 164,891.00 *If less than 8.5% of Line 1 is budgeted for Administrative Expenses, the maximum allowed for Outreach Expenses may be increased. The total Administrative Expenses plus the total Outreach Expenses may not exceed the sum of the original maximum allowed for these items Total of Line 2 + Line 3 may not exceed $47,116.1.7 Amount Budgeted Line 2 + Line 3 = $47,089.00 * *EStlrnatedFxnanriiturocoiv ® n inaF, eSntr,. L.. h...,,..—..____..:.L—______ .. Prior written approval from DEO's Grant Manager is required for any change to any of the above line item amounts not exceeding ten 10% of the line item amount reduced by said change. A cha nge exceeding 10% of an above line item amount requires a formal written amendment to this Agreement, as described in Paragraph (4)(b), MODIFICATION OF AGREEMENT. Regardless, DEO will not reimburse costs of more than the total subaward amount of this Agreement (Line 1), and in no event shall Subrecipient's total Administrative Expenses (Line 2) exceed 8.5% of the total subaward of this Agreement. Page 3