Item C01BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 2/20/2013 Division: CAD
Bulk Item: Yes x No Department: Social Services/Nutrition
Staff Contact Person/Phone #: Ellen Caron X45212 .1
AGENDA ITEM WORDING: Request approval of Amendment 001 to Contract US-1351 between
the Alliance for Aging, Inc. and Monroe County Board of County Commissioners. This amendment
increases the reimbursement unit rate from $ .68 to $ .72, retroactive to October 1, 2012.
(Cel-v(s)
ITEM BACKGROUND: This contract allows for reimbursement to the County for congregate and
home delivered meals provided to clients of the Nutrition Program. As stated on Page I of the
contract, the total amount and the reimbursement rate are subject to change based upon the official
PREVIOUS RELEVANT BOCC ACTION: Approval of Contract US -1351 on 9/21/2012.
CONTRACT/AGREEMENT CHANGES: Increase in the reimbursement unit rate from $.68 to
$.72, retroactive to October 1, 2012, the beginning of the contract year.
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $28,937.38 —BUDGETED: Yes X—No
DIFFERENTIAL OF LOCAL PREFERENCE:
COST TO COUNTY: $0 SOURCE OF FUNDS: Older Americans Act — USDA
REVENUE PRODUCING: Yes No X AMOUNT PER MONTH Year
A
APPROVED BY: County Atty OMB/Purchasing Risk Management
DOCUMENTATION: Included x Not Required
AGENDA ITEM #
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
RY
Contract with: Alliance for Aging, Inca Contract #US1351
Effective Date: October 1 2012
Expiration Date: December 31, 2013
Contract Purpose/Description::
This contract allows for reimbursement to the County for congregate and home delivered
meals provided to clients of the Nutrition Program l ti i
Contract Manager: Sheryl Graham_ 4510 Social Services / Stop #1
(Name) 6,,Aa��{Ext.) (Department/Stop #)
for BOCC meeting on February 20, 2013 Agenda Deadline: February 5, 2013
4. UIN I KAU 1 UU61 a
Total Dollar Value of Contract: $ 28,937.38 Current Year Portion: $
Budgeted? YesZ No Q Account Cedes: 125-6153112-530491-
Grant: $ 28,937.38 125-6153212-530491-
County Match: $ In -Kind 125-6153113-530491-
125-6153213-530491
ADDITIONAL COSTS
Estimated Ongoing Costs: $ lyr For:
(Nat included in dollar value above) (eg. maintenance, utilities, janitorial,
CONTRA
Changes
;te Needed
Division Director YesQ Noa
r
Risk Management "� YesO No
O.M.B./Purchasing jar9113 Yes(Q Nc
County Attorney / YesM No,
Comments:
k f 6
lanes, etc.)
Date Out
1
I
Amendment 001 CONTRACT US- 1351 Page I
THIS AMENDMENT, entered into between the Alliance for Aging, Inc. hereinafter referred
to as the "Alliance", and Monroe County Board of Commissioners.
The purpose of this amendment is to increase the unit rate from $.68 to $12. The increase is
retroactive to October 1, 2012.
All provisions in the contract and any attachments thereto in conflict with this amendment
shall be and are hereby changed to conform with this amendment.
All provisions not in conflict with this amendment are still in effect and are to be performed at
the level specified in the contract are hereby amended to conform with this amendment.
This amendment and all its attachments are hereby made a part of the contract.
IN WITNESS WHEREOF, the parties hereto have caused this 1-page amendment to be executed
by their undersigned officials as duly authorized.
PROVIDER:
Monroe County Board of
Commissioners. ALLIANCE FOR AGING, INC.
NAME:
SIGNED BY:
NAME: Max B. Rothman, JD, LLM.
TITLE: President & CEO
DATE:
BOCC Meeting 9/21/12
v� - Marathon Gov't Center
General Liability, Vehicle Liability and Public Officials/Employee Practice
Liability, BULK APPROVED
C6 EMPLOYEE SERVICES - Approval of ,a Workers' Compensation settlement in
the amount of $130,00.00, inclusive of attorney fees and casts for file
#WCI 1000 85-GH. BULK. APPROVED
C7 EMPLOYEE SERVICES - Approval to accept renewal with VFIS to provide
Portable Equipment and Emergency Apparatus Insurance. 5-0 motion to approve.
C8 EMPLOYEE SERVICES Approval to accept bid proposal and renew the
Specific Excess Workers' Compensation Insurance with Star Insurance Company
of Brown & Brown Insurance. Direction was given to staff to work on a new
C9 COMMUNITY SERVICES Approval of Amendment 004 to the ` Older
Americans Act (OAA) Contract AA-1229 between the Alliance for Aging, Inc.
(Area Agency on Aging) and the Monroe County Board of County
Commissioners (Social Services/In-Home Services) for fiscal year 1/1/12 to
12/31/12. BULK APPROVED
C10 ;COMMUNITY SERVICES -Request approval of Contract US-1351 between the
Alliance for Aging, Inc. and Monroe County Board of County Commissioners.
BULK.. APPROVED
C 11 PUBLIC WORKS - Approval of amendment to Monroe County Sheriffs Off -
Duty Employment Contract to hire deputies to enforce rules and regulations at
Harry Harris Park during four (4) holiday weekends each year (Easter, Memorial
Day, Fourth of July and Labor Day). BULK APPROVED
C 12 PUBLIC WORKS - Approval of 4th Amendment to Agreement with Humane
Animal Care Coalition, Inc. for operation of the Key Largo Animal Shelter.
BULK APPROVED
C13 PUBLIC WORKS - Approval of all four haulers (Waste Management, Marathon
Garbage, Keys Sanitary and Ocean Reef) Solid Waste Rates, Exhibit II,
Collection and Maintenance Fees. BULK APPROVED
C 14 PUBLIC WORKS - Approval of all four haulers (Waste Management, Marathon
Garbage, Keys Sanitary and Ocean Reef) Special Services fees, Exhibit V. BULK
APPROVED
PUBLIC •'KS - Approval of rt t Renewal Option sr •
No. 2 restructuring the rental rate in the Lease Agreement with the State of
Florida Department of fr office space on d i floor of
Department of Juvenile Justice Building on Stock Island.BULK APPROVED
0
Contract Number US-1351
bocy-
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NUTRITION SERVICES INCENTIVE PROGRAM
2012-2013 CONTRACT
THIS CONTRACT is entered into between the Alliance for Aging, Inc.,
hereinafter referred to as the "Alliance", and Monroe County Board of
Commissioners, hereinafter referred to as the "recipient
The total amount and the reimbursement rate included in this initial
contract are subject to change based on the official funding allocation and
unit reimbursement rate is published by DOEA.
1. Recipient Agrees:
A. Services to be Provided:
To plan, develop, and accomplish the services delineated, or otherwise
cause the planning, development, and accomplishment of such services
and activities, under the conditions specified and in the manner
prescribed in Attachment I of this agreement.
B. Requirements of Section 287, Florida Statutes:
These requirements are herein incorporated by reference.
C. Final Request for Payment:
The Recipient must submit the final request for payment to the Alliance
no more than 30 days after the contract ends or is terminated; if the
Recipient fallstodo so, all right to payment is forfeited, and the
Alliance will not honor any requests submitted after the aforesaid
time period. Any payment due under the terms of this contract may be
withheld until all reports due from the Recipient, and necessary
adjustments thereto, have been approved by the Alliance.
D. Additional Reporting Requirements:
1. If the Alliance has sanctioned the recipient, while the sanctions are in
effect the recipient shall provide to the Alliance, on a monthly basis, the
recipient's financial statements that reflect the current, un-audited
revenues and expenditures and the recipient's cash position as well as
any other documentation that may be requested by the Alliance.
2. If the recipient is required to prepare a corrective action plan,
supporting documentation as requested by the Alliance shall be
provided.
11. The Alliance Agrees:
A. Contract Amount:
To pay for services according to the conditions of Attachment I in an
amount not to exceed $28,937.38, subject to the availability of funds.
Contract Number US-1351
B. Obligation to Pay:
The Alliance's performance and obligation to pay under this contract is
contingent upon an annual appropriation by the Legislature and passed
through the Department of Elder Affairs.
C. Source of Funds:
The costs of services paid under any other contract or from any other
source are not eligible for reimbursement under this contract. The funds
awarded to the recipient pursuant to this contract are in the state grants
and aids appropriations and consist of the following:
Program Title
Fund Amounts
104MM
$28,937.38
TOTAL FUNDS CONTAINED IN THIS CONTRAC11
$28,937.38
Ill. Recipient and Alliance Mutually Agree:
A. Effective Date:
1. This contract shall begin on October 1. 2012.
2. Delivery of services shall end on September 30, 2013. This contract
shall end on December 31, 2013. See Attachment 1, Section III.E.
B. Termination, Suspension, and/or Enforcement:
The causes and remedies for termination or suspension of this contract
shall follow the same procedures as outlined in Section III.B. and Section
III.C. of the Master Agreement.
C. Recipient Responsibility:
The provider agrees to comply with applicable parts of Rule Chapter 58C-
1, Florida Administrative Code promulgated for administration of
Sections 430.201 through 430.207, Florida Statutes, and the
Department of Elder Affairs 2012 Home and Community -Based
Services Handbook.
D. Notice, Contact, and Payee Information:
1. The name, address, and telephone number of the contract manager
for the Alliance for this contract is:
Max B. Rothman, JD,
President/CEO
760 W 107th Avenue, Suite 214
Miami, FL 33156
W
Contract Number US-1351
zza�. �+t
2. The name, address, and telephone number of the representative of
the recipient responsible for administration of the program under this
contact
Sheryl Graham
GATO Building — 1100 Simonton Street
Key West, FL 33040
(305) 292-4573
3. In the event different representatives are designated by either party
after execution of this contract, notice of the name and address of the
new representative will be rendered in writing to the other party and
said notification attached to originals of this contract.
4. The name (recipient name as shown on page 1 of this contract) and
mailing address of the official payee to whom the payment shall be
made:
Monroe County Board of Commissioners
GATO Building — 1100 Simonton Street
Key West, FL 33040
(305) 292-4573
E. Renegotiation or Modification:
1. Modifications or changes to the funding in this contract and
corresponding services related to the increase or decrease, may be
made in the form of a written Notice of Award I ncrease/Decrease
signed by the Alliance's President and Director of Administration.
The Board President or its Designee of the recipient shall sign the
Notice of Award Increase/Decrease and return it to the Alliance
within fourteen (14) days or sooner if requested by the Alliance. By
signing Notice of Award Increase/Decrease, the Board President or
its Designee of the recipient acknowledges the receipt of and
agreement with the terms contained in the Notice.
2. Upon Receipt of a Notice of Award Increase/Decrease, the
recipient shall update affected information in budget summaries,
deliverable schedules, unit rate information contained in the unit
cost methodology, or any other applicable financial information
contained in the service provider application or required in this
contract. This shall be done within ten working days of receipt of
such notice.
N
Contract Number US-1351
IN WITNESS THEREOF, the parties hereto have caused this 7-I)a-qe contract to
be executed by their undersigned officials as duly authorized. I
RECIPIENT:
Lee] kv, I & I M M 011: 4
BOARD PRESIDENT OR
AUTHORIZED DESIGNEE
Aj
SIGNED BY: i SIGNED BY: AC olwww=
Fax
NAME: -David P. Rice NAME: IV `"o_t�, fi�� Q.
TITLE: Mayor TITLE: President / CEO
DATE: September 21, 2012 DATE:
{SEAL}
ATTEST: DANNY L. KOLHAGE, CLERK
3Y
DEPUTY CLERK
Contract Number US-1351
ATTACHMENTI
NUTRITION SERVICES INCENTIVE PROGRAM
1. STATEMENT OF PURPOSE
The Nutrition Services:Incentive Program (NSIP) is authorized by Section 311
of the Older Americans Act of 2000, as amended, The NSIP is the new name
for the former United States Department of Agriculture (USDA) cash or
commodity program known as the Nutrition Program for the Elderly. NSIP
provides reimbursement for the purchase of United States produced
agricultural and other food commodities for use in nutrition projects operating
under approved Older Americans Act Title III contracts.
11. SERVICES TO BE PROVIDED
A. Services:
Upon receipt of a prior authorization for services from Alliance staff, to
provide the following services: The purchase of United States produced
agricultural and other food commodities for use in nutrition projects
operating under approved Title III contracts for nutrition services with the
Recipient. Prior authorization for these services will be provided by the
Alliance.
B. Manner of Service Provision:
The services will be provided in a manner consistent with and described
in the recipient's service provider application update for federal fiscal year
2013 and the Department of Elder Affairs Home and Community -Based
Services Handbook. In the event the handbook is revised, such revision
will automatically be incorporated into the contract and the recipient will
be given a copy of the revisions.
Ill. METHOD OF PAYMENT
A. This is a fixed rate contract. The Alliance shall make payment to the
recipient for provision of services up to a maximum number of units of
service and at the prospective rate stated below:
Service to be Provided Units of Unit Rate Maximum
Service Units
Eligible Congregate and
Home Delivered Meals 1 unit = 1 meal 0.68 42,555
The prospective rate is based on the estimated OAA grant award.
Contract Number US-1351
B. All requests for reimbursement shall be in accordance with policy
regarding reimbursable meals and Client Information Registration and
Tracking System (CIRTS) policy regarding data entry for reimbursable
meals. All requests for reimbursement shall include:
1. The request for reimbursement shall be submitted on DOEA Fo
117, Request for Reimbursement, USDA Cash -In -Lieu of
Commodities. I
2. DOEA Form 118, PSA/Recipient Monthly Meals Report must be
submitted with the request for reimbursement.
3. A CIRTS report must be submitted with DOER Forms 117 and 118 as
supporting documentation for the total number of meals reported. The
CIRTS report must match the number of meals reported on DOER
Form 118.
4. Duplication or replication of the DOER forms 117 and 118 via data
processing equipment is permissible but replication must include all
data elements in the same format as included on the departmental
forms.
5. The due date for the request for reimbursement and report(s) shall be
no later than the 1 Oth day of the month following the month being
reported.
C. Invoices will be in sufficient detail for a proper pre -audit and post -audit
thereof. The recipient shall maintain documentation to support payment
requests which shall be available to the Comptroller, the Department of
Elder Affairs or the Alliance, upon request.
1. This contract is for services provided during the 2013 Federal Fiscal
Year beginning October 1, 2012 through September 30, 2013;
however, the contract is in effect through December 31, 2013. The
additional four months (October 1, 2013 through December 31, 2013)
are to allow rates to be adjusted for the twelve-month service period.
Retroactive rates will be based on the final OAA grant award divided
by the total eligible meals reported in Florida. This contract shall
automatically terminate after the final rate for the federal fiscal year
has been established and the Department of Elder Affairs authorizes
the release of final payments.
2. In the event that the final reimbursement rate is greater or less than
the rate in Attachment 1, Section III.A., then this contract shall be
M
Contract Number US-1351
appropriately adjusted and the final rate shall be eAective for the entire
contract period upon notice from the department's contract manager.
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 • from the recipient and
any adjustments thereto.
IV. SPECIAL PROVISIONS
A. State Laws and Regulation:
1. The recipient agrees to comply with applicable parts of Florida
Statutes, Rule 58A-1, Florida administrative code and the Department
of Elder Affairs Home and Community -Based Services Handbook.
2. The Alliance and recipient agree to provide services and implement
the provisions of this contract in accordance with Federal, State, and
Local laws, rules, regulations, and policies that pertain to the Nutrition
Services Incentive Program cash payments and Older Americans Act.
11