Item C26C• • 1 i i N i •
;_ _
Meeting Date: 02/16/2011 Division: County Administrator
Bulk Item: Yes X No _ Department: Social Services
Staff Contact Person: Sheryl Graham x4592
AGENDA ITEM WORDING: Approval of Modification #003 for the Low Income Home Energy
Assistance Program Federally Funded Sub grant Agreement Number I OEA-8F-1 1-54-01-019 between
Monroe County Board of County Commissioners (Community Services /Social Services) and the State
of Florida, Department of Community Affairs for the provision of funds to pay electric bills for low
income clients.
ITEM BACKGROUND: Approval of Modification #003 for the LIHEAP contract #10EA- 8F- 11 -54-
01 -019 will extend our current LIHEAP agreement to May 31, 2011. Prior approved contract
agreement ended 3/31/2011. This extension will provide two additional months in which to assist
needy clients with electric bills.
PREVIOUS RELEVANT BOCC ACTION: Prior approval granted to the Low Income Home
Energy Assistance Program Contract Number IOEA- 8F- 11 -54 -01 -019 on 2/17/10, item# C13. Prior
approval granted to Modification #002 to the Low Income Home Energy Assistance Program Contract
Number IOEA- 8F- 11 -54 -01 -019 on 8/18/2010, item# C5.
CONTRACT /AGREEMENT CHANGES: Will change ending date of agreement from 3/31/11 to
5/31/11.
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $503,504.00 BUDGETED: Yes X No
COST TO COUNTY: $0 (no match required) SOURCE OF FUNDS: Grant funds
REVENUE PRODUCING: Yes N/A No _ AMOUNT PER: MONTH YEAR
Y
APPROVED BY: County Atty Ir OMB/Purchasing _ Risk Management
DOCUMENTATION: Included X Not Required To Follow
DISPOSITION: AGENDA ITEM #
Revised 8106
III
CONTRACT SUMMARY
Contract with: LIHEAP (DCA) Contract: #10EA- 817-11-54-01-019
Effective Date: 3-31-2011
Expiration Date: 5-31-2011
Contract Purpose/Description: Approval of Modification #003 of the Low Income Home Energy Assistance
Program Federally funded Sub grant Agreement Number I OEA-8F- 11-54-01-019 between Monroe County Board
of County Commissioners and the State of Florida, Department of Community Affairs for the provision of funds
to pay electric bills for low income Monroe County residents.
Contract Manager: Sheryl Graham
(Name)
For BOCC meeting on 2/16/2011
4592 Social Services/Stop I
(Ext.) (Department/Stop #)
,genda Deadline: 2/1/2011
I Comments:
1i r orm jKeviseu z1z //ui ivvur i;z
CONTRACT NO: I OEA-8F- 1 1-54-01-019
MODIFICATION NO: #003
MODIFICATION OF AGREEMENT
BETWEEN
FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS
AND
Monroe County Board of County Commissioners
This Modification is made and entered into by and between the State of Florida,
Department of Community Affairs, ("the Department"), and Monroe County Board of
County Commissioners the ("Recipient") to modify DCA Contract Number I OEA-8F-
11-54-01-019, (the Agreement").
WHEREAS, the Department and the Recipient have entered into the Agreement,
pursuant to which the Department has provided a subgrant of $503,504 to the Recipient;
and
WHEREAS, the Parties desire to extend the terms of the Agreement.
NOW, THEREFORE, in consideration of the mutual promises of the parties
contained herein, the parties agree as follows:
1. This Agreement is hereby extended.
2. Section (3) Period of Agreement is revised as follows: "This Agreement shall
begin upon execution of both parties and shall end May 31, 2011, unless
terminated earlier in accordance with the provisions of paragraph (12) of this
Agreement."
3. Attachment 1, Recipient Information, is hereby deleted in its entirety and replaced
with Amended Attachment 1, if applicable.
4. Attachment J, Budget Summary and Workplan, is hereby deleted in its entirety
and replaced with Amended Attachment J, if applicable.
5. Attachment K, Budget Detail, is hereby deleted in its entirety and replaced with
Amended Attachment K, if applicable.
6. Attachment L, Multi-County Fund Distribution, is hereby deleted in its entirety
and replaced with Amended Attachment L, if applicable.
7. All provisions of the Agreement being modified and any attachments thereto in
conflict with this Modification shall be and are hereby changed to conform with
this Modification, effective as of the date of the last execution of this
Modification by both parties.
All provisions not in conflict with this Modification remain in full force and
effect, and are to be performed at the level specified in the Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this document as of the dates set
out herein.
RECIPIENT STATE OF FLORIDA
Monroe County Board of County Commissioners Department of Community Affairs
By: By:
Heather Carruthers, Mayor
(Type Name and Title Here)
Date:
59-6000749
Federal Identification - Number
EP
Ken Reecy, Acting Director
Division of Housing and Community
Development
Date:
ATTORNEY.,
LOW - INCOME HOME ENERAGY ASSISTANCE PROGRAM (LIHEAP)
ATTACHMENT 1 --- RECIPIENT INFORMATION
FEDERAL YEAR: 2010 CONTRACT PERIOD: Date of Signing through May 31, 2011
FOR DCA USE ONLY: RECEIVED REVISION(S)
Instructions: Complete the blanks highlighted in yellow. For item II, put an "X" in whichever highlighted box applies to your agency.
I. DCA CONTRACT NUMBER: 10EA- 8F- 11 -54 -01 -019 CONTRACT AMOUNT: 503,504.00
TOTAL DIRECT CLIENT ASSISTANCE: 399,184.00 LEVERAGE AMOUNT (if applicable):
11. RECIPIENT CATEGORY: { } Non - Profit {X } Local Government { } State Agency
Ill. COUNTY(IES) TO BE SERVED WITH THESE FUNDS: Monroe County
IV. GENERAL ADMINISTRATIVE INFORMATION
a. Recipient: Monroe County Board of County Commissioners County Location: Florida
b. Executive Director or Chief Administrator: Sheryl Graham
C. Address: 1100 Simonton Street Suite 2 -257 City: Key West FL Zipcode: 33040
Telephone: (305)292 -45 Fax: (305)295 -4359
Cell: Email: graham - shervl @monroecounty -fl gov
d. Mailing Address: 1100 Simonton St. Suite 2 -257 City: Key West FL Zipcode: 33040
e. Chief Elected Official (for local governments) or President/Chairman of the Board (for corporations):
Name: Heather Carruthers Title: Mayor
Enter home or business address, telephone numbers and email other than the Recipient's
Address: City: FL Zipcode:
Telephone: Fax: Email:
f. Official to Receive State Warrant:
Name: Danny Kolhage Title:
Address: 500 Whitehead Street City:
Clerk of The Court
Key West , FL Zipcode: 33040
g. Recipient Contacts
1. Program: Name: Sheryl Graham Title: Social Services Director
Address:
1100 Simonton Street
City:
Key West FL Zipcode: 33040
Telephone:
(305)292 -4510
Fax:
(305)295 -4359
Cell:
Email:
Qraham- shervl0monroecounty-fl gov
2. Fiscal: Name:
Danny Kohlage
Title:
Clerk of the Court
Address:
500 Whitehead Street
City:
Key West , FL Zipcode: 33040
Telephone:
(305)292 -3560
Fax:
(305)295 -3660
Cell:
Email:
dkolhaae @monroe- clerk.com
h. Person(s) authorized to sign reports: Sheryl Graham, Kim Wean
i. Agency's FEID Number:
59- 6000749
V. AUDIT DUE DATE: Audit(s) are due by the end of the Ninth month following the end of the agency's fiscal year
Recipient Fiscal Year: October 1st thru September 30th Audit Due to DCA: #VALUEI
41
2/8/201111:10 AM
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Mectin(l Date:
Z:�
Oj So //Ij
8 / 2 010
Division: County Administrator
Bulk Item: Yes
X
No
Department: Social Services
Staff Contact Person: Sheryl Graham x4592
AULfNIJA I I LAI WORDING: Approval of Modification #001 for the Low Income Home Energy
Assistance Program Federally Funded Sub grant Agreement Number IDEA- 8F- 1 1 -54 -01 -019 between
Monroe County Board of County Commissioners (Community Services/ 'Social Services) and the State
of Florida, Department of Community Affairs for the provision of funds to pay electric bills for low
income clients.
ITEM BACKGROUND: Approval of Modification #001 for the LIHEAP contract #IOEA-8F-I 1-54-
01-019 will increase the current contract allocation from the original allocation of $334,606.00 to
$503,504.00. The increase is a base increase of $168,898.00.
PREVIOUS RELEVANT BOCC ACTION: Prior approval granted to the Low Income Home
Energy Assistance Program Contract Number I OEA-8F- 1 1-54-01-019 on 2/17/10, item# C
CONTRACT/AGREEMENT CHANGES: Increase in funding in the amount of $168,898.00.
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $503,504.00
COST TO COUNTY: $0 (no match required)
BUDGETED: Yes X No
SOURCE OF FUNDS: Grant funds
REVENUE PRODUCING: Yes N/A No — AMOUNT PER: MONTH: YEAR:
APPROVED BY: County Atty, 6MB /Purchasing
DOCUMENTATION:
DISPOSITION:
Included x Not Required
Risk Management
To Follow
AGENDA ITEM #
Revised 8;'06
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: LIHEAP (DCA) Contract: #IOEA- 8F- 1 1 -54 -01 -019
Effective Date: 3-01-2010
Expiration Date: 3-31-11
Contract Purpose /Description: Approval of the Low Income Home Energy Assistance Program Federally funded
Subgrant Agreement Number I OEA-8F- 1 1-54-01-019 between Monroe County Board of County Commissioners
and the State of Florida, Department of Community Affairs for the provision of funds to pay electric bills for low
income Monroe County residents.
Contract Manager: Sheryl Graham 4592 Social Services/Stop I
(Name) (Ext.) (Department/Stop #)
For BOCC meeting on 8/18/2010 Agenda Deadline: 8/2/2010
CONTRACT COSTS
Total Dollar Value of Contract: approx. $503,504.00
Budgeted? Yes X No
County Match: -0-
Additional Match:
Total Match $0
Estimated Ongoing Costs: $
(Not included in dollar value above)
Account Codes:
./yr For:
Current Year Portion:
$_503,504.00
125-6153510
ADDITIONAL COSTS
etc
CONTRACT REVIEW
Division Director
Risk Manag�ment
Date I
Changes
Needed,
Yes
Yes
R i ew e
Date Out
O.M. / Pur ha in g
County Attorney
�zj,
`chi iAo
Yes No
Yes
Comments:
L
[AXTR V- D 4 A
C OUNI j
KEY WEST FLORIDA 33040
{305) 294 -4641
A"
,-x
BOARD OF COUNTY COMMISSIONER
George Nugent, District 2
Mayor Sylvia 1. Murphy, District 5
Kim Wigington, District 1
Mayor Pro Tern Heather Carruthers, District 3
Mario Di Gennaro, District 4
MEMORANDUM
TO: Isabel DeSantis and/or Pamela Hancock, County Clerk(s), Monroe County Clerk's Office
FROINA: Ki Wilkes, Sr. Grants Coordinator, Social Services R
DATE: 1015/2010
16/
RE: B.O.C.C. August 18th, 2010 Agenda Items
On August 18th 2010, the Board of County Commissi approved and authorized execution of the
Modification #002 for FY2 010 - 2 0 11 Low Income Home Energy Assistance Program Contract # 10 EA - 8 F- I I -
54-01-019 between the State of Florida, Department of Community Affairs and the Monroe County Board of
County Commissioners (Social Services).
Enclosed are two (2) originals of this amendment fully executed.
Thank you.
ERCIOSUres 4—
CC: ShervI Graham, Director, Social Services
&
q
A 01
J
Mol) 4 !�
MODIFICATION OF AGREEMENT
BETWEEN
FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS
AND
This Modification is made and entered into by and between the State of Florida,
Department of Community Affairs, ( - Department "), and Monroe County Board of
County the ("Recipient") to modify DCA Contract Number I OEA-8F-
11 -54-01-019 ("Agreement").
WHEREAS, the Department and the Recipient have entered into the Agreement,
pursuant to which the Department has provided a grant to the Recipient under the Low-
Income Home Energy Assistance Program (LIHEAP) of $334,606 and
WHEREAS, the Department and the Recipient desire to modify the Agreement.
NOW, THEREFORE, in consideration of the mutual promises of the parties
contained herein, the parties agree as follows:
Paragraph (I 7)(a) Funding/Consideration is hereby modified to read as
follows:
(17) FUNDING /CONSIDERATION
(a) This is a cost-reimbursement Agreement. The Recipient shall be
reimbursed for costs incurred in the satisfactory performance of work
hereunder in an amount not to exceed $503,504, subject to the availability of
funds and appropriate budget authority.
The revised contract amount includes:
"A. $334,606---- Current FY 2010-201 LIHEAP contract allocation
B. +$168,898 Base Increase (July 201
~ C __$5 43;544- - Modified LIHEAP Allocation
2. Attachment 1, Recipient Information, is hereby deleted in its entirety and
replaced with Amended Attachment 1, if applicable.
3. Attachment J, Budget Summary and Workplan, is hereby deleted in its
entirety and replaced with Amended Attachment J.
4. Attachment K. Budget Detail, is hereby deleted in its entirety and replaced
with Amended Attachment K.
Attachment L, :Multi- County Fund Distribution, is hereby deleted in its
entirety and replaced with Amended Attachment L. if applicable.
6. All provisions of the Agreement being modified and any attachments thereto in
conflict with this Modification shall be and are hereby changed to conform with this
Modification, effective as of the date of the last execution of this Modification by
both parties.
7. All provisions not in conflict with this Modification remain in full force and effect,
and are to be performed at the level specified in the Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this document as of the dates
set out herein.
RECIPIENT
ype Name and Ti
Date AUG 1 8 2010
STATE OF FLORIDA
DEPARTMENT OF COMMUNITY AFFAIRS
V
A X
V L'kav 2 za
'0 Michael Richardson, Assistant Secretary and
Acting Division Director,
Housing and Community Development
51 - ( 0 000 H9
Federal Identification Number
Aim
_� Date: � /�t - z'
A3�41,aTWT COUN ATTORNEY
A /I
0at0'
LOW - INCOME HOME ENERAGY ASSISTANCE PROGRAM (LIHEAP)
AMENDED ATTACHMENT I --- RECIPIENT INFORMATION
FEDERAL YEAR: 2010 CONTRACT PERIOD: Date of Slgning through March 31 2011
FOR DCA USE ONLY: RECEIVED , / D REVISION(S)
Instructions: Complete the blanks highlighted in yellow. For item 11, put an "X" in whichever highlighted box applies to your agency.
1. DCA CONTRACT NUMBER: IDEA -8F -11 -54-01 -019
TOTAL DIRECT CLIENT ASSISTANCE: 399,184,0 CONTRACT AMOUNT: 503,50 00
LEVERAGE AMOUNT (if applicable)• _n '
II. RECIPIENT CATEGORY: { } Non - Profit { X) Local Government { } State Agency
111. COUNTY(IES) TO BE SERVED WITH THESE FUNDS: Monroe County
IV. GENERAL ADMINISTRATIVE INFORMATION
a. Recipient: Monroe County Board of County Commissfoners
County Location: Florida
b. Executive Director or Chief Administrator:
C.
Sheryl Graham
Address: 1100 Simonton Street Suite 2 -257
Telephone: (305)29 -4510
Cell:
d. Mailing Address: 1 100 Simonton Street Suite 2 -257
City: Key West FL Zipcode: 33040
Fax: (305)295 -4359
Email: graham shervl ®monroecounty fl gov
City: Key West , FL Zipcode: 33040
e. Chief Elected Official (for local governments) or President/Chairman of the Board (for corporations):
Name: Sylvia Murphy Title:
Mayor
Enter home or business address, telephone numbers and email other than the Recipient's
Address:
City: FL Zipcode:
Telephone: Fax:
Email:
Official to Receive State Warrant:
Name: Danny Kolhage
Address: 500 Whitehead Street
g. Recipient Contacts
1. Program: Name: Sheryl Grah
Address: 1100 Simonton Street
Telephone: (305)292 -4510
Cell:
Title: Clerk of the Court
City: Key West , FL Zipcode: 33040
Title: Social Services Director
City: Key West , FL Zipcode: 33040
Fax: (305)295 -4359
Email graham-she rvl®monro cg� 2nty fl gov
2. Fiscal: Name: Danny Kolhaae Title:
Clerk of the Court
Address: 500 Whitehead Street City: Key West FL Zipcode: 33040
Telephone: (305)292 -3560 Fax: (305)295 -3660
Cell: Email: dkolhaae4monroe -cl rk com
h Person(s) authorized to sign reports: Sheryl Graham. Kim Wilkes wean
Agency's FEID Number 59- 600 0749
V. AUDIT DUE DATE: Audit(s) are due by the end of the Ninth month following the end of the aggncv's fiscal yea
Recipient Fiscal Year October Isf thru September 30th Audit Due to DCA: MVALUEI
41
LIHEAP
AMENDED ATTACHMENT J
BUDGET SUMMARY and WORKPLAN
Reapenl Monroe County Board of County Commiss oners
Confracc tOEA- 8F- 11- 54 -01 -019
I. BUDGET .- NIUM
I 11 GRAND TOTALS
t—
Adjustments to
1N Df8 00
TOTAL
LIHEAP FUNDS ONLY
Last Approved
Budget
Approved Budget
Increase
Modified
S03 SW 00
(plus or mews)
m Base
Budget
Amount
O Uonat
Ailocation
B + C � D
I TOTAL FUNDS
334,606.00
Amended Eatima
168,898.00
503,504.00
ADMRY/STRATNE EXPENSES (Cell 2E cannot exceed 6.5%
COI
Expenditures'
of 1 E)
2 Salaries ind Fringe, Rent, Utilities, Travel, Other
26,442.00
14,355.00
Home Energy
500
87
42,797.00
OUTREACH EXPENSES (Cell 3E Cannot exceed Cell I E rninus Cell 1E Um" .13)
3 Satan" ind Fringe, Rent, Utiliti es. Travel, Other
45,925.00
15,598.30
250.00
170,7$0.00
Crisis Assistance
367
74
61,523.00
DIRECT CUENf ASSISTANCE
Weather Relataed/ pply
747
4 Home Energy Assistansce
210,631.Sf
ShortagwDsaster
25
0
(Cell 4E must be at least 25% of Cell 1E
125,000.00
45,750.00
TOTAL
170,750.00
5 Crisis Assistance
126,546.00
82,077.00
391,192.11
8 Wealhsr Related J Supply Shortage / Disaster
110,623.00
Cab 8E mot be ri leisst 2% of Ce9 1 E
!,1!3.00
11,118.00
17,611.00
7 OuGIOUN Dlrad Client Assistance
Line 4 + Line 5 + Une 6 )
260,239.00
135,945.00
040
39(,184.00
I 11 GRAND TOTALS
t—
334 606.00
1N Df8 00
000
S03 SW 00
U. DIRECT CLIENT ASSISTANCE INDRI(PLAN
Type or Assl stanCa
Last Approved
Estimtd N Houot �
AVf�j
P
Amended Eatima
of Househotd,
REPORTED as o/
Expenditures'
8!30/10
UHEAP (Dlreot CO&W A"Mftnc*
Home Energy
500
87
6"
250.00
170,7$0.00
Crisis Assistance
367
74
Weather Relataed/ pply
747
281.97
210,631.Sf
ShortagwDsaster
25
0
84
212.03
17,51952
TOTAL
an
161
1,514
744.00
391,192.11
' Amended Estimated Exoendituree duals the Amended Estimated Number Of HOuaehoas tines the Estimated Cost
per Household. The amount must agree with the corresponding line in Column E above.
LOW-INCOME HOME ENERGY ASSISTANCE PROGRAM (LIHEAP)
ATTACHMENT K --- EXPENDITURE DETAIL
Recipient: Monroe County Board of County Commissioners Contract: 10EA-8F-11-54-01.019
Instructions: 0" the form below enter the detail Of the figures listed on the Budget Summary. If more space is needed, copy this f orm
COPY thi to— to another tab and name the new tabs -B Derail 1', aidget Detail 2, etc.
IIL ADMINISTRATIVE AND OUTREACH EXPENSE (lines 2 & 3) BUDGET DETAIL
Item rxpen(I�Turel)eta�if
"e
No LIHEAP
Round line i to dollars. Do not use cents and decimals in �ttotals�,� [FUNDS
1 — �r - d 11��O�D'O
2 Administrative Expenses:
Salary: Director 42,797.00
15% Liheap, 10% CCE, 7% MCT, 4% C1, 4% C2, 10% General Fund, WAP 40%, ADI 10% 15,575,00
(fully loaded with fringe) = $15575.()0
Salary: Grant Coordinator
30% Liheap, 35% CCE, 3% ADI, 5% CCOA, 2% MCT, 5% C1, 5% C2,14% General Fund,2 IIIE: 17,520.00
(fully loaded with fringe) = $17520.00
Travel (Estimated local mileage: 1,500 miles x 44 - 5 /mile = $667.50)
Other-
667.50
667,50
1.
Phone/Postage
$1534.50
2.
Rental/Copy
$2000.00
I
Maintenance Agreement
$2500.00
4.
Printing and Binding
$1000.00
S.
Office supplies
$1000.00
6-
Operating Supplies
$1000.00
9 , 034.5 0
,034.50 0
3 Outreach Expenses:
Salary: Case Manager 61,523.00
6"523*00
50% LIHEAP (Outreach/intake/Eligibility)
1040 hrs x $18.26/hr = $18,990.00 26,9
( with fringe) = $26,989.0()
Salary: Full Time Eligibility Specialist
1100% LIHEAP (Outreach/intake/Eligibility) 34,534 .00
2080 hrs x $16,60/hr (starting salary per Paygrade 7) $34534.00 (starting salary per paygrade 7)
(I
(no benefits)
4 Home Energy Assistance
5 Crisis Assistance 170,750.00
6 'Weather Related/Supply Shortage 210,623.00
7 TOTAL DIRECT CLIENT ASSISTANCE 17,811.00
1 GRANT TOTAL (LINES 2+3+7) 399,184,00
GRANT
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LOW-INCOME HOME ENERGY ASSISTANCE PROGRAM (LIHEAP)
AMENDED ATTACHMENT L --- MULTI-COUNTY FUND DISTRIBUTION
Agency: Monroe County Board of County Commissioners Contract: I0EA-8F-11-54-01-019
in the form below, describe how you plan to equitably allocate LIHEAP resources to each of the counties you serve. This
plan must be in part based on the 150% poverty population of each county. Provide reasoning and numeric justification
plan.
Instructions: Enter appropriate data only in the cells below that are highlighted in yellow. Percentages will automatically
populate when the total direct client assistance amount and all three columns for each county are filled in,
Explain the basis for distribution/calculation used to determine allocation.
44
It Population data other than the 2000 U. S. Census is used, note and explain be ow.
'2 1
Allocation must be equal to Attachment J, budget Summary and Workplan, Line 7.
BOARD OF COUNTY COMMISSIONERS
AGEND,k ITEM SUNI.M.ARY
Mcetlmz Date:
BLIlk Item: Ycs X No
I
Division: Count A d m inistrator
Department: _So Services
Staff Contact Person: Sheryl Graham x4592
MiEND.k ITEM WORDING: Approval of the Low Income Horne Eneroy,Assistance Program
Federally Funded Sub grant Agreement Number IDEA -8F-I 1-54-01-019 b etween Monroe County
Board of County Commissioners (Community Services/Social Services) and the State of Florida,
Department Of COM1111.111ity -Affairs for the provision Of Funds to pay electric bills for low income
clients.
ITEM BACKGROUND: This a reoccurring agreement and the laII-Ua,,e in the contract is the .game
I
as the previous contract (2009-2010). There is no match required by Monroe County. This is a Cost
reimbursement reement. This agreement allows Monroe County to provide financial assistance to
t� al
low income residents in order to assist them with paying, their past due energy bills.
1 -1
1- Kr , VI"U,') K ELL VAiNt' 13OCC ACTION: Prior approval granted to the Low Income Home
Energy Assistance Program Contract NLimberO9EA-7K-11-54-01-019 on November 19, 2008.
Z
CONTR CHANGES: None
') IAV t KhCONEVIENDATIONS: Approval
TOTAL COST: 5334,606.00
COST TO COUNTY: $0
BUDGETED: Yes X No
SOURCE OF FUNDS: Grant funds
REVENUE PRODUCING: Yes N/A No kNIOUNT PER: MONTH: YEAR:
APPROVED BY: ('OLIIItV,kttV.
APPROVE OMB/Piirchasiflo
IMCU-MENT.VFION: flICILided x Not RCCIL11rcd
DISPOSITION:
Risk % lan age r ilen t
Fo Follow
kGEND.k ITEM 4
R,: % i 1,2d
MONROE COUNTY BOARD OF COUNTY COMMISSMERS
N
CONTRACT SUMMARY
Contract with: LIHEAP (DCA) Contract: #10EA- S F- I 1 -54 -01 -019
Effective Date: 3-01-2010
Expiration Date: 3-,11-11
Contract Purpose/Description: Approval of the Low Income Home Energy Assistance Prograrn Federall
Suh�rant.\ Number 10EA-8F-1 1 -54 -01 -019 between Ivfonroe County Board of County Commissioners
and the State of Florida. Department Of Community Affairs for the provision Of funds to pay electric hills for low
income Monroe County residents,
Contract Manager: Sheryl Grahaq 1 4592
(dame) (Ext.)
For BOCC meeting on 2/17/2010
nda Deadline
_'/2/20
CONTRACT COSTS
I Total Dollar Value of Contract: approx. $334,606.00
I Budgeted? Yes X No Account Codes
Current Year Portion:
S334,606.00
125 - 6153510
ADDITIONAL COSTS
For:
( e . g. M ai n tcriance, utilities, janitorial. salaries, 11C
County Match: -0-
Additional Match:
Total Match $0
Estimated Ongoing Costs: $ r
( Not it ic It ided in dollar value ahove)
Social Services/Stop I
(Department /Stop #)
CONTRACT REVIEW
Changes
Date Out
Division Director
D to In
Needed-
Yes No
/ev
Risk Man,
a ae me n t
G,
Yes \ 0
O.M.B,/Purchasing
A
Yes o
N
GAIIII.V Attorney
N
Social Services/Stop I
(Department /Stop #)
OUNTYMONROE
KEY WEST FLORIDA 33040
(305) 294 -4641
Monroe County Social Services
Main Office- Historic Gato Building
1100 Simonton Street, Suite 190
Key Nest, Florida 33040
Ms. Paula Lemmo, Community Program Manager
Florida Department of Community Affairs `
Community Assistance Section
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399 -2100
3/3/10
Dear Ms. Lemmo,
BOARD OF COUNTY COMMISSIONERS
Mayor George Neugent, District 2
Mayor Pro Tem Sylvia 3. Murphy, District 5
Kim Wigington, District 1
Heather Carruthers, District 3
Mario Di Gennaro, District 4
At the February 17, 2010, Board of County Commissioner's meeting, the Board granted approval and
authorized execution of the Low Income Home Energy Assistance Program(LIHEAP) federally funded
Sub Grant Agreement Contract # IOEA- 8F- 11 -54 -01 -019 between Monroe County and the State of
Florida, Department of Community Affairs.
Enclosed please find four (4) duplicate originals of the above mentioned for your handling. After they are
signed and executed by your office, please send three (3) fully executed originals of this contract two
of which must be the "MONROE COUNTY CLERK'S OFFICE ORIGINAL" and the "MONROE
COUNTY FINANCE DEPARTMENT ORIGINAL" to the address below:
Ms. Sheryl Graham
Social Services Director
1100 Simonton Street, Suite 190
Key West, Florida 33040
If you have any questions or concerns, please contact Kim Wilkes, Grants Coordinator at (305)292 -4588
or Ms. Sheryl Graham at (305)292 -4510.
T ank You,
Ki)rTWd' , kes
Sr. Grants Coordinator
)
DANNY L. KOLHAGE
CLERK OF THE CIRCUIT COURT
DA TE: March 2, 1010
TO: Sheryl Graham, Director
Social Services
.4 ttn. Kim Wilkes
Senior Grants Coordinator
FR 011. Pamela G. [lanco(X
At the February 17, 2010, Board Of County Commissioner's meeting the Board granted
approval and authorized execution of the Low Income Home Energy Assistance Program
Federally Funded Sub Grant Agreement No. I OEA-8F- 11-54-01-019 between Monroe County
Board of County Commissioners (Community Services/Social Services) and the State of Florida,
Department of Community Affairs for the provision of funds to pay electric bills for low income
clients.
Enclosed are four duplicate originals of the above-mentioned, executed on behalf of
Monroe County, for your handling. Pleasefibrivard tivo fidly executed originals to our office
once returned by the State of Florida, Department of Community 4f
questions, please do not hesitate to contact our office. Affairs. Should you have any
cc: County Attorney
Finance
File
Pae I of 1
From: Wilkes -Kim
Sent: Tuesday, March 09, 2014 12:39 PM
To: 'Jim.Zimmerman @dca.state.fl.us'
Cc: Graham -Sheryl
Subject: LIHEAP FY2010 -2011 Cost Allocation Plan
I'o: Jim Zimmerman
Contract Manager
Department of Community Affairs
Em
ms s.
h ,
As per our phone conversation, below is a more detailed explanation of Monroe County Social
Services Cost Allocation Plan for the LIHEAP Contract Year 2010 -2011.
Administrative Expenses: (Salaries)
These expenses consist of salaries of the Social Services Director and Sr. Grants Coordinator.
The budgeted allocations are based on an employee's Personnel Action Form (PAF) which
specifies the percentage of time each employee spends performing the work of a particular
grant or program.
These percentages were developed utilizing a cost analysis, historical data, recurring Unit Cost
Methodologies and taking into account program requirements.
Other Administrative Expenses: (travel, phone, postage, printing, Xerox, office supplies)
These expenses are based on the actual historical cost of the items utilized to run the program
efficiently.
Outreach Expenses: Salary
These expenses consist of salaries for a full time Eligibility Specialist and a part time Eligibility
Specialist. These budgeted allocations are also based on an employee's Personnel Action Form
(PAT) which specifies the percentage of time each employee spends performing the work of a
particular grant or program.
These percentages were developed utilizing a cost analysis, historical data, recurring Unit Cost
Methodologies and taking into account program requirements.
Jim if you need or require any further information, please contact via e -mail.
Thank you for your assistance,
Kim Wilkes CPU
Community Support Services
Sr. Grant Coordinator
Historic Cato Building
1100 Simonton Street, RM 192
Key West, Florida 33040
Phone number, (305)292 -4588
Fax number, (305)292 -4403
Wi lkes - KimCcimonroecounty -fl aav
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Your e -mail communication may be subject to public disclosure.
3 9 7010
J
" I
STATE OF FLORIDA
f�EPARTMENT OF COMMUNITY AFFAIRS
"Dedicated to making Florida a better place to call home"
CHARLIE GRIST
Governor
MEMORANDUM
I
TO: Monroe County Board of County Commissi,
FROM: Hilda Frazier, Planning Manage
Community Assistance Sectio
THOMAS G. PELHAM
Secretary
- 73
IR 0 6 2olo
RE: FY 2010-201 Low-Income Home Energy Assistance Program Contract
DATE: March 31, 2010
Your 2010-2011 Low Income Home Energy Assistance Program contract has
been approved. Enclosed is your copy of the approved contract.
Should you need additional assistance or information, please contact your
financial specialist at (850) 488-7541.
�W
Enclosure
2555 SHUMARD OAK BOULEVARD TALLAHASSEE, FL 32399-2100
Phont 850488 -84 Fax 950 921 0/81 Website
COMMUNITY PLANNING AREAS OF CEITICAt STATE CONCERN FIELD OFFICE
�NJ9 N 5 2,V: 402 V5- 4, HOUSING ANO COMMUMTY DFVELOPtAENT
2, 4L2 5,�23
STATE OF FLORIDA
D EPARTMENT OF COMMUNITY AFFAIRS
"Dedicated to Making Florida a better Place to call home"
CHARLIE CRIST
—:verrcr
THOMAS G. PELHAM
I
-ecretory
MEMORANDUM
J
TO:
't Monroe County Board Of County Commission n '-
13Y
FROM: Hilda Frazier, Planning Manager
Community Assistance Secti
RE: FY 2010-2011 Low Home Energy Assistance Program Contract
DATE: March 31, 2010
I
Your 2010-2011 Low Income Home Energy Assistance Program co ntract has
been approved. Enclosed is Your copy of the approved contract.
Should You need additional assistance or information, please contact your
financial specialist at (850) 4 88-7541.
HF/fb
Enclosure
2 555 S H U M A R 1 3 A I( a C ) U t E V A It 0 r A t L A 11 A I I I E, 3 234 4 -1100
44MUP4 I try F1 ANNING AREAS OF CRITICAL
Sr " CONCERN Fffjo OFFtC-
'40USING ANO COMMUNITY DEVELOIMiNt
L
Contract Number
CFDANUKJBER� 0 93 , 568 ------
FEDERALLY-FUNDED SUBGRANTAGREE0ENT
THIS AGREEMENT /aenUsredmxo ±e State ofF!onda� Department ofCommun/t/Aff3|rs, mUl
readquartena in Ts/kahaasee F/onda (heremafternefe'ned to as the 'Oepartmemt), and
. (�eoainafteresfernaU to as the 'Recipient").
THIS AGREEMENT /S ENTERED INTO BASED {]N THE FOLLOWING REPRESENTATIONS:
A. The Recipient represents that it is fully qualified and eligible to receive these grant funds to
provide the services identified here/n�and
B. The Department has received these grant funds from the State ofFlorida, and has the
authority hooubgrant these funds kzthe Recipient upon the terms and conditions below: and
C. The Department has statutory authority to disburse the funds under this Agreement.
THEREFORE, the Department and the Recipient agree to the following:
( SCOPE OF WORK
The Recipient shall perform the work in accordance with the Scope ofWork,
Attachment A. and Budget, Attachment Jof this Agreement.
(2)
VS, RULES REGULATIONS AND POLICIES
The Recipient and the Department shall be governed ~,applicable State and Federal
/awo, rules and regulations, including those identified in Attachment B.
(3) PERIOD OF AGREEMENT
This Agreement ohaU begin upon execution by both parties orMarch 1. 20 10, whichever
is earlier, and shall end '
. unless terminated earlier in accordance with the provisions of
Paragraph (Y2)of this Agreement,
�4) MODIFICATION OF CONTRAC
—E��er
' Partymayrequestmod/hcabonofU`eprov,smnsofr;/aAgreement. Charges
.*r.oh are sgreeU -con shaU be va/ n d on/y ,vhen ' u/n�p�. s'grad oy each of:�e paces ard atao�ed �o
.re org/naj of rhs 'greerent
,�oers C a`-�sacA/cac/e Recpen[sce�onran � ce rze/ ,-
�
/ crr-on ��e Ur.`orm ��/�r s�ab�e �eq � g/eerert sr 3 x
Federal Register 8034) orOKJB Circular No, A+1 1O. "Grants and Agreerr,,enfts with /nsUtut:ons orHigner
Ecucation, Hospitals, and Other Nonprofit Organ ization s, " and eitrier OMB C rou/ar No, A-87."Cost
,
� Pr�'rop/ea for S;ste and Local Governnnente."OMB C;rcuier No. A-21. "Cost Principles for Educationa|
/nabb.tionm.^ or OMB Ciruu/arNo. Ar122. "Cost P hno/p|eohorNonprofitDrganizadona." if this Agreement
ymodew/iU7@ commercial (hor-proMU organization onacoot-ra/mburyement basis, the Reoip;entoha||be
sucUeotto Federal Acquisition Regulations 31.2 and 9312
(b) The Recipient shall retain sufficient records Lo show its compliance with the terms of
this Agreement, and the compliance of all subcontractors or consultants paid from funds under tMis
Agreement, for a period of five years from the date the audit report is issued, and shall allow the
Department or its designee, the State Chief Financial Officer or the State Auditor General access to the
records upon request. The Recipient shall ensure that audit working papers are available Uo them upon
raquaethoraperiodofOvoyeocohonnthndat etheauddreportioisouod.un/ommextandedin wr ib nQ b y
the Department. The five year period may be extended for the following exceptions:
1- /f any litigation, claim oraudit im started before the five year period expires, and
extends beyond the five year period, the records shall be retained until all litigation, claims or audit
findings involving the records have been resolved.
2. Records for the disposition of non-expendable personal property valued at $5.000
or more at the time it is acquired shall be retained for five years after final disposition.
3. Records relating to real property acquired shall be retained for five years after the
closing on the transfer oftitle.
(c) The Recipient shall maintain all records for the Recipient and for all subcontractors or
consultants to be paid from funds provided under this Agreement, including documentation of all program
costs, in a form sufficient to determine compliance with the requirements and objectives of the Scope of
Work ' Attachment /\' and all other applicable /awsand regulations.
(d) The Reo/p/ent, its employees oragen�m. nc/ud|ng all subcontractors oroorsu/rantm to
bepa/d from � access !o xs/ecordsat reasoraU|ehrem
�o:�,eOepartrrent. rserrp/o>ees,andsger*y 'Reaaorao e^s73Uor±rar/yzeandfr.rgrorn-a}
3-s.ress - o-rs of3]D s,cn o 5 oca/ c,re. on ..[orday ±ro F ��er�s'' srex -c/��e
'eg 'm. suo 'e'a'rec[ oy :ro 7�aoarn_ent
�
�
I
�O)
AUD,,IT REQUIREMENTS
' (a) The Recipient oQreaa Co maintain f procedures and support documents, m
uccordanoew/bn generally accepted accounting principles, to aucounrforrhereoe/pt and expendib~na of
, uncsundevUhsAgreement.
(b> These records shall be available at reasonable times for inspection, nawevv, or audit
by state peroonne/ and other personnel authorized by the Department. "Reasonable" shall ordinarily
�nean normal business hours Of 8:00 a.m. to 5 : 0 0 P.m., local hnne. Monday throug h Fr/day.
(c) The Recipient shall provide the Department with the naoordo, reports or financial
statements upon request for the purposes of auditing and monitoring the funds awarded under this
(d) If the Recipient hya State or local government ora non-profit organization asdofined
in OMB Circular A-1 33, as revised, and in the event that the Recipient expends $ or more in
Federal awards in its fiscal year, the Recipient must have a single or Program -opecifio audit conducted in
accordance with Lheprovisions o[ OMB Circular A EXHIBIT to this Agreement shows
the Federal resources awarded through the Department by this Agreement, |n determining the Federal
awards expended in its fiscal year. the Recipient shall consider all sources of Federal avvando. including
Federal resources received from the Department. The determination of amounts of Federal awards
expendodohou/dbe/na000rdanoewiththegu/de/inese
An audit of the Recipient conducted by the Auditor {]enena/in accordance with the provisions ofOK4B '
Circular A,133.aa revised, will meet the requirements of this paragraph.
In connection with the audit requirements addressed in this Paragraph 6 (d) above, the Recipient
shall fu/fiUthe requirements for auditee responsibilities aa provided in Subpart Cof OMB Circular A-133
as revised. '
if the Recipient expends (ems than $500.000 in Federal awards in its fiscal year, an audit
conduc|edm accordance vv/th haprov/aionmofOK/8 C/rou/arA ' 133 .asrev/sed./Snot/equ/red . /n*ne
event*ra/ t!re RemOl}ent expends eas :� S500.000 n Federal awards /n 'a 5soa/ year and cnooaes , o
- 3 , ,e an /n accordance wth'�'ecrov.a' Ors ofO,./sC,rou�arA'"33.ae rev yad. cost of
.-ea ' U '��_` .s � - ezao' - omron-Feder3/^�r�s
y) 8ar0000eaofrapor�rg-'acxagao'orauo^soon��oteU
.^ n accor�ar����� C1'3
32O �/
` .
Tho Department ofCommun/ty Affairs aL each of the following addresses:
OeparbnentofC
onnmun/h/Affaira
Offioeo[ Audit Services
2555 ShunnandDakBou/evand
TaUahassee.F/orida 32399-2100
[also send an electronic copy toauhUa.parrish@dca.stato.fl.us}
and
Department of Community Affairs
Community Assistance Section
25 55Shunnand Oak Boulevard
Tallahassee, Florida 32399-2100
The Federal Audit Clearinghouse designated in OMB Circular A-133, as revised (submit the number of
copies required by Sections . and ( OMB Circular A the following
address:
Federal Audit Clearinghouse
Bureau ofthe Census
1201 East 1O
Jeffersonville, /N47132
Other Federal agencies andpaam'throuQh enbboo in accordance with Sections .32O(o)and (f). OMB
Circular A-133. as revised,
(0 Pursuant to Section .320 (f), OMB Circular A- 133, as revised, the Recipient shall
send a copy of the reporting Package described inSection 32 O(o). OMB Circular A,133.ao revised, and
any management letter issued by the auditor, bz the Department et the following addresses:
Department of Community Affairs
Oh5oe of Audit Services
2555 8hurrard Oah Bou/overd
TsUaresaee, F'or'Ca 32399-2 00
�
a/oosendan e/ochoniccopytoaurU/a,pan/sh��doa.state.8.us/
ard
�
�
I
' .
Ce oartmantofCommunity Affairs
Comrnumh/ Assistance Secbon
2 555Shurnand Oak Bou|evand
ra|/ahanmee.F/orida 32399'2100
(g) By the date cue. send any reports, managenlent|efter, orothermfonnadon requ/nsd
ro�-e submitted kz the Department pursuant to this Agreement in accordance with OMB Circular A-733.
Florida Statutes, and Chapters 10.550 (local governmental entities) or 10,650 (nonprofit and hor'p/ofit
organ/zabone). Rules of ',he Auditor Genens/, as applicable.
(h) Recipients should state the date that the reporting package was delivered tothe
Recipient when submitting financial reporting packages to the Department for audits done in accordance
with OMB Circular A-133 or Chapters 10-550 (local governmental entities) or 10-650 (nonprofit and for-
p rofit or g an/z etionm).Ru/emo[thaAuditor{]anara|.
(/) If the audit shows that all or any portion of the funds disbursed were not spent in
accordance with the conditions of this Agreement, the Recipient shall be held liable for reimbursement to
the Department of all funds not spent in accordance with these applicable regulations and Agreement
provisions within thirty days after the Department has notified the Recipient of such non-compliance.
0) The Recipient shall have all audits Completed by an independent certified public
accountant (IPA), either a certified public accountant or a public accountant licensed under Chapter 473,
Ela. Stat. The IPA shall state that the audit complied with the applicable provisions noted above. The
audit must be received by the Department no later than nine months from the end of the Recipient's fiscal
year,
(7) REPORTS
(o) The Recipient shall provide the Department with quarterly reports and oclose-out
repon. These reports shall include the current status and progress by the Recipient and all mubreo/pienbs
endsuboonbacUors/ncomo|ebng1-,exmrhdeacnbed/n
.n�er�hSAgreenrmn n 3dd1ton )z any other n reguemted ty U-n Decar!rrenL
/a) Quarterly repor:a are due :oU-e Departrrent -o a*err�'3n21 :!ayaa�ter/-e end of
�scr�u�r�ero ear ancsra/(:e sent each zualrler.rMsuornsaonof'-oacnrsreu%e
�osa'ou�'e�on T �e*r�/rQ' 3 *es ; Or eaon ace/of' e�rars�Y �]
/ �rc 7, ..re3O
_� �eo�erzar3O sro :�ece_!:ar31
M
c} T "e close -out report is due 45 days after termination of this Agreement or 45 days
after completion of the activities contained in this Agreement, whichever first occurs.
(d) If all required reports and copies are not sent to the Department or are not completed
in a manrer acceptable to the Department, the Department may withr.old further payments until they are
ccmpleted or may take other action as stated in Paragraph (11) REMEDIES. "Acceptable to the
Department" means that the ,Aiork product , vas completed in accordance with the Budget and Scope of
'Mork.
(e) The ,Recipient shall provide additional program updates or information that may be
required by the Department.
(f) The Recipient shall provide additional reports and information identified in
Attachment C.
(8) MOM rORING
The Recipient shall monitor its performance under this Agreement, as well as that of its
subcontractors and/or consultants who are paid from funds provided under this Agreement, to ensure that
the Scope of Work and other performance goals are being achieved.
In addition to reviews of audits conducted in accordance with paragraph (6) above,
monitoring procedures may include, but not be limited to, on -site visits by Department staff, limited scope
audits, and /or other procedures. The Recipient agrees to comply and cooperate with any monitoring
procedures /processes deemed appropriate by the Department. In the event that the Department
determines that a limited scope audit of the Recipient is appropriate, the Recipient agrees to comply with
any additional instructions provided by the Department to the Recipient regarding such audit. The
Recipient further agrees to comply and cooperate with any inspections, reviews, investigations or audits
deemed necessary by the Florida Chief Financial Officer or Auditor General. In addition, the
Department ,vill monitor the performance and financial management by the Recipient throughout the
contract term `o ersure timeiy completion of all tasks.
9) LABILITY
a) ur'ess Rec p ent s a State alter cy or su cdiv s:on, as Lef red i^ Sect cn
"8.25. F a.
tat . ~ e Rec ;, ert s so e y - espers o e to car. es , '�ea,s . ;^
rig
carr cut .re rerr s o s
-n c ^.�„ ,...��.,
'e ar.; -a 'ess agars' a:, ai—s of . rate.er - a , , , --e ,v
,..e e s , 1
`0! r .F ,+ �,' °f""e,. ,.'JScS �t y .>�- ag^^�r+ R'C j et"t
t�
;b) Any Recipient vvhich is a state agency or subdivision, as defined in Section 768.28,
F?a. -Sat. agrees to be fully responsible for its negligent or tortious acts or omissions �,vhich result in
c`air^s or suits against the Department, and agrees to be i�ab'.e for any damages proximately caused by
the acts or omissions to the extent set forth in Section 768.28, F'a, Stat. Nothing herein is intended to
serve as a waiver of sovereign immunity by any Recipient to rrhich sovereign immunity appiies. Nothing
herein shall be construed as consent by a state agency or subdivision of the State of Florida to be sued
by third parties in any matter arising out of any contract.
(10) DEFAULT
If any of the following events occur ( "Events of Default "), all obligations on the part of the
Department to make further payment of funds shall, if the Department elects, terminate and the
Department has the option to exercise any of its remedies set forth in Paragraph (11). However, the
Department may make payments or partial payments after any Events of Default without waiving the right
to exercise such remedies, and without becoming liable to make any further payment:
(a) If any warranty or representation made by the Recipient in this Agreement or any
previous agreement with the Department is or becomes false or misleading in any respect, or if the `y
Recipient fails to keep or perform any of the obligations, terms or covenants in this Agreement or any
previous agreement with the Department and has not cured them in timely fashion, or is unable or
unwilling to meet its obligations under this Agreement;
(b) If material adverse changes occur in the financial condition of the Recipient at any
time during the term of this Agreement, and the Recipient fails to cure this adverse change within thirty
days from the date written notice is sent by the Department.
(c) if any reports required by this Agreement have not been submitted to the Department
or have been submitted with incorrect, incomplete or insufficient information;
(d) If the Recipient has `ailed to perform and complete in timely fashion any of its
col :gations under his Agreement,
?') RE%tED'ES
an _ , ent of Def3 ,t ccct rs, r e t
en : e ")epartm r May, . I co^ to rty ca erdar says . t:en
, C ''o -e Recic err 3! ..Z)on . ^e RnC ti e ,-, "S '347—re `.p Cure ..:?
...Gse'., • "',% '3j s. exe'C se 3 J ^e
-e-eC °S.
'? -, 3:e .. S ae ^,. i. 3t ."e ? ec art S e,
j• 3t 3st
_, `fir ' �. �t? ,. 3 . ", '� .. �� •? ,, :° �! �, _.� .� -'��• a `�^ . ,C{; "`? `��; ..
,nsCc!amo mail, coaoage prepaid. byreg;SheredorcerdfedmaU-returnnaceicitrequeoted.Lo 're address
set *or'hinoansgraph(13)herein;
(h) Begin aneppropr action tn enforce perhznnanoeof h�s
+greemonC
(o) VViUlho/do/ suspend payment of all or any part cfarequest lor payment;
(U) Require that the Recipient refund hz the Department any monies used "or /ne(k]/b|m
purposamunderthe/awo.ru/eoandreQu/abonogovern/ngUhauaeof these funds.
(a) Exercise any corrective or remedial actions, to include but not be limited to:
Y
request additional information from the Recipient to determine the reasons for or
the extent of non-compliance or lack ofperformance,
2. issue a written warning to advise that more serious measures may be taken if the
situation is not corrected,
3. advise the Recipient to suspend, discontinue or refrain from incurring costs for
any activities in question nr
4. require the Recipient toreimburse the Department for the amount ofcosts
incurred for any �tarnm determined to be ineligible;
�
(f) Exercise any other rights or remedies which may be otherwise available under
(g) Pursuing any of the above remedies will not keep the Department from pursuing any
other remedies in this Agreement or provided at law �
� equity. |f the Department waives any right or
remedy in this Agreement or fails to insist on strict performance by the Recipient, it will not affect, extend
or waive any other right or remedy of the Department, or affect the later exercise of the same right or
remedy by the Oepartrnent[or any other default by the Recipient,
(
(a) The Departrnent may fern/rate th/o AgneennenC 'or Ceuoo ,v,(h Ct vxr�*en
ro!ze, Cauae can / po/uden1euseof��rdo. 3Ld, auk o f comIp//anoe vv/tha,ophoao(eru.'es, awsard
- eg�.�doro. `a/{_ro Cerfbrm n a '/me|yr`anrer. and reFLsa| oy �ne Rac/o,ert ::U�Dho 3ccesa :o
sry_ e��er oro-e/nra*ers/sucgect*o sc/os�reuncar��sp�er as
srerueo
�
.�a�g
as�.s r
`
hnem/Uhihofunherexpend/tuneoffundo.byprovidin
ronc�
(o) The oarhom may agree to terminate this Agreement for their muk~a/ convan/ence
trough a written amendment of this Agreement. Theannendnnent anaU ohsUe 'he effeobve daUa of the
lernmadon and theprooedurea for proper closeout of the Agreement.
�d) /nU7e event that this Agreement is terminated, the Recipient will not incur new
obligations for the terminated portion of the Agreement after the Recipient has received the no0fioadonof
'erminaUon. The ReoipiontwU/ cancel ao many outstanding obligations aoPossible. Costs incurred after
receipt ofthe termination notice will bedisallowed. The Recipient shall not ba relieved of liability bzthe
Department because of any breach of Agreement bv the Recipient. The Department may, 0z the extent
authorized by law, withhold payments to the Recipient for the purpose of set-off until the exact amount of
damages due the Department from the Recipient is determined.
( NOTICE AND CONTACT
(a) All notices provided under or Pursuant to this Agreement shall be in writing, either by
hand delivery, or first class, nerifiadmail, return receipt requested, to the representative identified below
at the address set forth below and said notification attached to the or ina/of�h�mAQn*ennanL
(b) The name and address of the Division contract manager for this Agreement is:
Paula Lemno,Community Program Manager
Department Of Community Affairs
2555Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
Telephone: 85O)488-7541
Fax: (85U)588'2488
Email:
(o) T*-e name and address of the Represen!abwa of the Recipient nsaoors/b/e for rnm
som/rsraUon of aAgreennen�'y otsmaU m Artschmenti Recio'ept /n0onrobon. SaoUon U/ (b) of h
o) b re ever� 1-����erenL -eOreseroatneS orsccresoea are oesgremad Cy
�ar1y a�erexecL,*on of�rs �graerren� r�tce of .� . '-3rre.r:ear�a�dresmof.��ren/'epreser.ac.�
oed as ca'ed ~ ( `3\3 a
( SUBCONTRACTS
/[ the Recipemtsubcontracts any cf the work required under th copy of
executed by te Recipient, T�e R������in����e�b�U��at(i)�esuU���
sboundbyUho:errnsofChisAgnaament,
'ans and regu|ahono. and (iQ the subcontractor shall hold the Department and Recipient hann/emm
against all dannmof whatever nature arising Out of the subcontractor's performance of work under this
Agreement, to the extent allowed and required bylaw. The Recipient shall document in the quarterly
report the subcontractor's progress in performing its work under this Agreement,
For each subcontract, the Recipient shall provide a written statement ho the Department
as to whether that subcontractor is a minority vendor, as defined in Section 288.703, fla. Stat.
(15) TERMS AND CONDITIONS
This Agreement contains all the terms and conditions agreed upon by the parties.
(16) AIIACHMENTS
(a) All attachments hz this Agreement are incorporated amif set out full
-�
� (b) /n the event of any inconsistencies or conflict between the language ofthis
Agreement and the attachments, the language of the attachments shall control, but only to the extent of
the conflict or inconsistency.
(c) This Agreement has the following attachments:
Exhibit 1 -Funding Sources
Attachment A— Scope ofWork
Attachment B— Program Statutes and Regulations
AthachmentC — Reports
Attachment 0— Property Management and Procurement
A(tachmentE — SbatementofAnouranoeo
�,'acnrrentF— Soec/a|Connibona
A*:acnrrentG — YYarrantes arc Represen'atory
'sacnrrentM— Cen/;:caton�eqar±ng�eba/ren�
4!*3onc7 er� / ec 3 en sbon
�
�
4*73cnrenc�—
�
4dachnnentL— K Disbibubon
Attachment M— Justification of Advance Payment
7)
a) This is aco st - reimburnennentAgreement, The Reo/p/ent shall be reimbursed Kzr
coskomounedmthesadeteoUoryperformanceoyvvoohhereundarmanarnounrnot to exceed 3
s
34 3C6
ui�eot to the availability of funds and appnopnatebudget authonty. ThaNeo/p/ent iyautho ='
authorized
costs inanannount not tV exceed $ und/fu�hernohfioabonisrecew Department. As
fundsand budget authority are available, charges to the costs the Recipient may incur will e
accomplished by notice form the Department to the Recipient, in the form of cert/fiedma//.returnrece/pt
requested, to the Recipient's contact person identified in Attachment /. Recipient Information, The terms
uf the Agreement shall be considered ro have been modified to allow the Red p/entto incur add/t/ona/
costs upon the Recipient's receipt of the written notice from the Department,
(b) Any advance payment under this Agreement im subject to Section 21G.181(1G)
1����I�_andinoonbngent upon the Recipient's acceptance of the hghtmof the Depa�n�entunder
'
Panagnaph(12)(b)of this Agreement. The amount which may be advanced may not exceed the
expected cash needs of the Recipient within the first three (3) months of the contract term. Fora
federally funded contract, any advance payment io a/ 000ubjaot to federal OMB Circulars A-87 A 110
/\-122 and the Cash &Ya nagement/rnpnovernentAct of1gQ0� /fan advance payrnentioreque"'t'be/'
the budget data onvvhioh the request in based and a]usti�oabon statement ohaUbe included /' this s » w '
Agreement an Attachment K8. Attachment K4 will specify the amount of advance paymentnee"
needed and
provide anexp/anabonof the necessity for and proposed use of these funds.
^ - '~~
(n) After the initial advance, if any. payment shall be made on a reimbursement basis as
needed, The Recipient agrees to expend funds /n accordance with the Scope ofWork AttachmentAand
BudgetDeta// AttaohmentK.of h'sAgreement.
/f�t"�enecessary funds are notava//ab/eto fund ch/sAgreementsmaresu/tofacUonby��eUn~ed
Sv31es Corgress *he,edera/ [>[;iceof�/|anagemanr3rd BudgeUng, -�e S Cn efF rsnca/ O�
,- oery�o�a/a�rspn �Oo ail coogaLorson'1-a car of *reCaoar'ren�^orrs^ea`
/ �r�rer cayn �^n�� s�aU *ermnare� and �yny
( REPAYMENTS
All °efurds or repayments to be made to the Department under this Agreement are to be
- nade payable to the order of _Department of Community Affairs'" and mailed directly to the Department at
t "e following address:
Department of Community Affairs
Cashier
Finance and Accounting
2855 Shumard Oak Boulevard
Tallahassee FL 32399 -2100
In accordance with Section 215.34(2), Ffa. Stat. if a check or other draft is returned to the Department for
collection, Recipient shall pay to the Department a service fee of Fifteen Dollars ($15.00) or Five Percent
(5 %) of the face amount of the returned check or draft, whichever is greater.
(19) MANDATED CONDITIONS
(a) The validity of this Agreement is subject to the truth and accuracy of all the
information, representations, and materials submitted or provided by the Recipient in this Agreement, in
any later submission or response to a Department request, or in any submission or response to fulfill the
requirements of this Agreement. All of said information, representations, and materials is incorporated by
reference. The inaccuracy of the submissions or any material changes shall, at the option of the
Department and with thirty days written notice to the Recipient, cause the termination of this Agreement
and the release of the Department from all its obligations to the Recipient.
(b) This Agreement shall be construed under the laws of the State of Florida, and venue
for any actions arising out of this Agreement shall be in the Circuit Court of Leon County. If any provision
of this Agreement is in conflict with any applicable statute or rule, or is unenforceable, then the provision
shall be null and void to the extent of the conflict, and shall be severable, but shall not invalidate any
other provision of this Agreement.
(o) Ar y jo , ,er of a provai or d sapprovar gran'ed to ' -P Cepart rent order t ^e 'er^ -s of
— s .-greerrent sra l Sur re - re term 'If '!7 s Agreerent.
J S y.e @a ert -ay ce exec:, -ed 7 ar y r of S. ar rp n
a o f r+ L-
- a 1 ..e .a,<er- as ar ' y ,
�e ert i ..
`�e . 2, ., . e -;:-V er Cars „ .. Sao= . es L. _3 r
on the basis of disability in employment, public accommodations, transportation, State and 'coal
government services, and `.elecommunicatons.
(f} A person or organization who has been -,!aced on the convicted vendor f
st oi.owing
a conviction for a Public entity crime or on the discriminatory vendor list may not submit a oid on a
contract to provide any goods or services to a public entity, may not submit a bid on a contract with a
Public entity for the construction or repair of a public building or public work, may not submit bids on
'eases of real property to a public entity, may not be awarded or perform work as a contractor, supplier,
subcontractor, or consultant under a contract with a public entity, and may not transact business with any
public entity in excess of $25,000.00 for a period of 36 months from the date of being placed on the
convicted vendor list or on the discriminatory vendor list.
(g) Any Recipient which is not a local government or state agency, and which receives
funds under this Agreement from the federal government, certifies, to the best of its knowledge and
belief, that it and its principals:
I . are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by a federal department or agency;
2, have not, within a five -year period preceding this proposal been convicted of or
had a civil judgment rendered against them for commission of fraud or a criminal offense in connection
with obtaining, attempting to obtain, or performing a public (federal, state or local) transaction or contract
under public transaction; violation of federal or state antitrust statutes or commission of embezzlement,
theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen
property;
3. are not presently indicted or otherwise criminally or civilly charged by a
governmental entity (federal, state or local) with commission of any offenses enumerated in paragraph
9(g)2. of this certification,; and
#. ^ave not within a fire -year Perod preceding this ;agreement irad ore or more
c o` c t -ors ?federal, state or 'ccal :erm Hated for cause or default.
``e Recic,ert s nab e to cert.fy to any of e staterrerts n - s cer*if�cat,or, ` ~er ,.,e
C err 5"'+ a' 3c" a., exp arat.
:o :^ s .Hgreament.
In addition, the Recipient shall send to the Department (by email or by facsimile
transmission) the completed `Certification Regarding Debarment, Suspension, Ineligibility And
'Jcluntary Exclusion" (Attachment H) for each intended subcontractor which Recipient plans to
fund under this Agreement. Such form must be received by the Department before the Recipient
enters into a contract with any subcontractor.
") The State of Porida's performance and obiigation to pay under this Agreement grvemen s
contingent upon an arrual appropriation by t Legislature, and subject to any modification in
accordance %mtr. Chapter 216, Fla. Stat or the F!orrda Constitution.
(i) All bills for fees or other compensation for services or expenses shall be submitted in
detail sufficient for a proper preaudit and postaudit thereof.
(j) Any bills for travel expenses shall be submitted in accordance with Section 112.061,
Ffa. Stat
(k) The Department of Community Affairs reserves the right to unilaterally cancel this
Agreement if the Recipient refuses to allow public access to all documents, papers, letters or other
material subject to the provisions of Chapter 119, Fla. Stat which the Recipient created or received
under this Agreement.
(1) If the Recipient is allowed to temporarily invest any advances of funds under this
Agreement, any interest income shall either be returned to the Department or be applied against the
Department's obligation to pay the contract amount.
(m) The State of Florida will not intentionally award publicly - funded contracts to any
contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment
provisions contained in 8 U.S.C. Section 1324a(e) (Section 274A(e) of the Immigration and Nationality
Act ( "INA ")]. The Department shall consider the employment by any contractor of unauthorized aliens a
violation of Section 274A(e) of the INA. Such violation by the Recipient of the employment provisions
contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this Agreement by
the Department.
(n) The Recipient is subject to Florida's Government in the Sunshine Law (Section
t36 011 Fla. Stat. ) ,vith respect tc the meetings of the Recipient's governing board or the .meetings of
any S..ocor -m!t ee mak,rg recor^r7 erdat;ors to the go ern;,rg board. All of trese meetirgs srail be
-ot ced. CCen 'o 'el ouz;I ;C, any; ;tie ru'.aS of a:. the r : ^gS Snail .e Cub 'C 'eC4rdS, a'.a.'aC e
uccorcarce ','r tr C`' =oter '. `9 ='a. Stat.
� "a'e
"��'5, l "3 ,5 and S�.Cj 'aS
uw . ec ^_c C _s9
'eo
-i�
MM
(q) NV funds or other resources receh/ed from Lhe Department under thimAonsomont
Legisiature or any state agency,
i and belief:
No Federal appropriated funds have been paid or will be paid, by or on beriaif of
,he Recipient, [o any person for influencing or attempting to influence anoffioeror employee of any
agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the
making of any Federal loan, the entering into of any cooperative agreement, and the extension,
continuation, renewal, amendment or modification of any Federal contract, grant, loan or cooperative
agreement.
2. If any funds other than Federal appropriated funds have been paid ov will bepaid
hz any person for influencing or attempting to influence anofficer
or employee of any agency, eMember
of Congress, an officer or employee of Congress, or an employee of a Member of Congress in
connection with this Federal contract, grant, loan or cooperative agreement, the Recipient shall complete
and submit Standard Form-LLL. "Disclosure Form to Report Lobbying."
3. The Recipient shall require that this oertifioohonbe included /n the award
documents for all subawards (including subcontracts, subgrants, and contracts under grants, loans, and
cooperative agreements) and that all subrecipients shall certify and disclose.
This certification is a mabaheU representation of fact upon which reliance was placed
�hen this transaction was made or entered into. Submission of this certification ioa prerequisite for
making orantenngintothis transaction /mposed by Section 1352. Title 31, US. Code, Any person xhu
'3]sto file �herequ�redcert'toahonyhaUbemuojeot *oacivUpens/Lyof - ot{essthan 31O.O0O and not
— ore chen3 10O for eaonauohfs//i/a,
21)
ANY AND ALL PATENT RIGHTS ACCRUING UNDER (]R/N CONNECTION WITH
THE PERFORMANCE OF THIS AGREEMENT ARE HEREBY RESERVED TO THE STATE DF
FLORIDA. ANY AND ALL COPYRIGHTS ACCRUING UNOEROR/N CONNECTION WITH THE
!�
PERFORMANCE OF THIS AGREEMENT ARE HEREBY TRANSFERRED BY THE RECIPIENT TO
THE STATE OFFLORIDA.
if the Recipient has a pre-exishng patent orcopyright, Ule Reoipientot'aU nakam all
- gr�,ts ard entlVements to that pre oatent or copyright unless !he Agreement prov otr.erv�se,
(b) /fanydiscoveryor;nvenbon|adeve(oped:nUhecoursecforaaao*mu|tofworhor
services performed under this Agreement, or in any way connected with J, the Recipient shall refer t�e
11 iscovery or invention to the [Department for a determination whether the State of Florida will seek patent
protection in its name. Any patent rights accruing under or in connection with the performance of this
Agreement are reserved ho the State o[Florida. /f any books, manuals, films, or other oopyhghtab|e
material are produced, the Recipient shall notify the Department. Any copyrights accruing under orin
connection with the performance under this Agreement are transferred by the Recipient to the State of
(c) Within thirty days of execution of this Agreement, the Recipient shall disclose all
intellectual properties relating to the performance of this Agreement which he or she knows or should
know could give rise hoa patent or copyright. The Recipient shall retain all rights and entitlements hzany
pre-existing intellectual property which is so disclosed. Failure to disclose will indicate that no such
property exists. The Department shall then, under Paragraph (b), have the right to all patents and
copyrights which accrue during performance of the Agreement.
(22) LEGAL AUTHORIZATION
The Recipient certifies that it has the legal authority to receive the funds under this
Agreement and that its governing body has authorized the execution and acceptance of this Agreement.
The Recipient also certifies that the undersigned person has the authority to legally execute and bind
Recipient bo the terms Vf this Agreement,
�
'`
23) ASSURANCES
Tre Recipient shall comply mth any Statement of Assurances incorporated as
attachment E
iN INITNESS WHERECF, the Parties rereto have executed this Agreer-rent.
RECIPIENT: STATE OF FLORIDA:
DEPARTMENT OF COMMUNITY AFFAIRS
Jame Br ning, Director
(Type Name and Ti e) i Divi ion f Housin and
(T Legal Narre of Recipient)
� - r -
Date: i . 1. 3 1 7 ?010
71Y -7
(Federal Identif Number)
ZI
elopment
Date:
EXHIBIT — 1
HE FOLL0 FEDERAL RESOURCES ARE A' TO THE RECIPIE UNDER T!-4:S AGREEMENT
VOTE: if `he resources awarded io the Recipient are from more than one Federal program, 'he Sam
rformation shown below for each Federal program and show total Federal resources a0,afded. i , 'e
Federal Program
Federal Agency: U,S. Department of Health and Human Services
Catalog of Federal Domestic Assistance title and Number: 93,568
Grantee: Monroe County Board of County Commissioners
Award Amt: 3334,60
THE FOLLOWING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES AWARDED UNDER
THIS AGREEMENT:
NOTE: If the resources awarded to the Recipient represent more than one Federal program, list applicable
compliance requirements for each Federal program in the same manner as shown below.
Federal Program:
List applicable compliance requirements as follows:
1. First applicable compliance requirement (e. eligible activities, services or commodities):
The Recipient will use the LIHEAP funds to provide energy payment assistance to low income consumers.
These funds will be expended in accordance with the Scope of Work, Attachment A, Program Statutes and
Regulations, Attachment 8, Budget Summary and Workplan, Attachment J, and applicable OMB Circulars.
2. Second applicable compliance requirement (e.g. eligibility requirements for recipients of the federal resources):
The Recipient will comply with applicable OMB Circulars and eligibility requirements as set forth in U.S.
Department of Health and Human Services regulations codified in:
Title 45 of the Code of Federal Regulations, Part 96 — Block Grants, and
Title 31 of the Code of Federal Regulations, Part 205 — Cash Management Improvement Act of 1990.
3. Etc.
NOTE: Instead Of listing the specific compliance requirements as shown above, the State awarding agency may
elect to use language that requires the Recipient to comply w ith the requirements a p of ap ab p s
specific laws, rules, regulations, etc., For example, for Federal Program 1, the I f
la nguage may state that the
Recipient must compl with specific laws, rules, or regulations that pertain to how the awarded resources
must be used or how eligibility determinations are to be made. The state awarding agency, if practical, may
,rant to attach a copy of the specific law, role, or regulation referred to.
No FE: Section 4 00(d) ot'O%IB Circular,\- 1 3 as rev ised, and Sect 2 1 5 9 (a). Florida St.1tur u r t
the inron ibout Federal Pr0 and State Protects s I �.!q i e �111
l ects included in E I I e proOded to 'lie Recipient,
LIHEAP
Attachment A
Budget and Scope of Work
T ^e Recipient shall, or'.vill ensure through subcontracts that subcontractors shall, utilize the funds
provided under this Agreement to:
Conduct outreach activities designed to ensure that eligible households, especially
households with elderly or disabled individuals, young children and those with the highest
percentage of their income required to pay for their home energy are made aware of the
assistance available under this Agreement.
2. The Recipient shall enter into a Memorandum of Understanding (MOU) with all Weatherization
Assistance Programs (WAP) in their service area. The Memorandum of Understanding shall detail
cooperative efforts and shall describe the actions that will be taken by both parties to assure the
coordination, partnership and referrals. The Recipient in coordination with the local WAP agency
shall develop a system by which LIHEAP recipients who have received more than three LIHEAP
benefits in the last 18 months and who are homeowners, are referred to the WAP provider.
3. Make home visits to home -bound clients, especially the elderly or disabled, for completion of
the program application or eligibility determination when other assistance is not adequate.
4. Make LIHEAP home energy assistance payments based on a state - provided payment matrix
and worksheet. The payment amount is based on the household's income level as compared to
the national poverty guidelines. This takes into account both gross income and family size. The
lower the income, the higher the benefit level.
5. Make vendor payments directly to fuel providers or recipients on behalf of eligible clients, or
in instances where vendor agreements cannot be negotiated, make payments directly to clients in
the form of a trio party check,
Determine the correct a. {count of each crsis t erefit based on rie m n-rrurn necessary to resolve
'`"e Lr "sis, tut "ot r`?cre t` the r^aXir^Um per l and maXlm?,m ;,er 'em +m is set oy ;he
De arir^e t
J
s �
LIHEAP
ATTACHMENT A
SCOPE OF WORK
7. Establish a %lemoranda of Understanding (%IOU) sereice area Emergency Horne E ergy
Assistance for the Elderly Program (EHEAP) providers. The Agreement will ensure
coordination of services, avoid duplication of assistance, and increase the quality of services
provided to elderly participants.
8. Check LIHEAP records and Emergency Home Energy Assistance for the Elderly Program
(EHEAP) records (for households with elderly members) to avoid duplicate crisis assistance
payments during the same heating or cooling season.
9. When the applicant is not in a life threatening situation, take actions that will resolve the
emergency within 48 hours of the application approval for a crisis benefit.
10. When the applicant is in a life threatening situation, take actions that will resolve the emergency
situation within 18 hours of the application approval for a crisis benefit.
11. Make home energy payments within 30 days of the date the application is approved.
12. The Recipient will, within 15 working days of receiving the client's application, furnish in
writing, to all applicants a Notice of Approval which includes the type and amount of assistance
to be paid on their behalf or a Notice of Denial which includes appeal information.
13. Maintain a separate client file for each LIHEAP client that includes at least the following
information:
A. Client's name, address, sex, age;
B. Names and ages and identification documentation of all household members;
C. Ircome amount and method of verification for all household members;
D. Ircome Documentation to support eligibility;
�. Statement of self dec'aration of income if applicable;
Yf the totai rousero.d rcorrre s Bess :ran 502o of 'he current Federal Poverty
J - (der! -es and ^o cre .n . - e :rc seho'd s , receiving 'ood stamps. ,�c!ude a s g
s' 'e,rect ofo uas;c ,., er ar re
�g ex;,enses s e `:cd. sre� `rarscortat.on a
UHEAP
ATTACHMENT
SCOPE OF WORK
3. Oamadient , interviewed;
H
Services provided;
i
Copies ofapprova(or denial letters prov hz the dienc
.
J. If preference is given due to a disability, documentation of such, disability income or
pnyoxzsannsbabennent;
K. Documentation ofclient's obligation to pay an energy bill.
L All LIHEAP assistance applications must be signed by the client and by the Recipient's
representative and supervisory/edit staff.
14. Recipients are required to have wr applicant appeal procedures. Any applicant denied
L/HEAP services must be provided a written notice of the denial which includes the appeal
process and the reanon(o) for the denial. At a minimum, the written Notice of Denial and Appeals
.�
shall contain the reason for the denial, under what circumstances the client may reapply, what
information or documentation is needed for the person to reapply, the name and address to whom
the re-application or appeal should be sent, and the phone number of the Recipient. Appeal
provisions must also be posted in o prominent place within the office where it is on view for all
15 The Recipient will make payments to those applicants with the "highest home energy needs
and lowest household income," which will be determined by taking into account both the energy
burden and the unique situation of such households that results from having members of
vulnerable populations, including very young ch/|dren. the disabled, and frail o|derindiv/dua/s.
'G Rmcip/ents serv/rg mu.b-countyareas mustpnovide the Departmentw/Lh a Ueeor/:)ton of '
d.rec�c/ent aua/atacce h.ndy»U/beaUooa�eU an-ong 'he counr:ea,TteaUooanmn_e,*rodoogy
- - east /n�-arton:he 15 O , �o��o�e�ypop�'�bon'�/rh.n each of COL,-! es
ser.ed T�m' ~us��e'eoo�ed n 4 �'�cr-er[L �o ��a�greerant
��
LIHEAP
ATTACHMENT A
SCOPE OF WORK
1T When LIHEAP funds are not available or are insufficient to meet the emergency home energy
reeds of an applicant, the Recipient will assist the applicant to secure help through other
community resources,
18. The Recipient shall agree to treat owners and renters equitably under the Agreement,
19. The Recipient shall be responsible for entering into written agreements with home
energy suppliers which include all of the following requirements:
A. Provisions to assure that no household receiving assistance will be treated adversely
because of such assistance under applicable provisions of state law or public regulatory
requirements.
B. Any home energy supplier receiving direct payments agrees not to discriminate, either
in the cost of goods supplied or the services provided, against the eligible household on
whose behalf payments are made.
C. Only energy related elements of a utility bill are to be paid. In no instance may water or
J i sewage charges be paid except if required by the vendor under the crisis category to
meet the requirement of resolving the crisis. Vendors must be made aware that those
charges are the responsibility of the client.
D. The Recipient or subcontractor shall make vendors aware that when the benefit
amount to the client does not pay for the complete charges owed by a client, that the
client is responsible for the remaining amount owed.
20. The Recipient will be responsible for determining the eligibility of the clients applying for
the LIHEAP program. Client eligibility is based on the following factors:
A. The Recipient may only assist households who are or were residing in their
LIHEAP service area at the time the home energy Costs were incurred.
S. The client must complete an application and return 311 required information and
;enfication to the Recipient or subcontractor , vhl!e Funds remain. available.
LKfEAP
ATTACHMENT
SCOPE OF WORK
C, The o|�ent must provide a fuel bill for home energy or provide other documentation
, ,erift/irg an obligation to pay for home energy costs,
D The client must have a total gross household income of not more than 150% of
'he current OMB federal poverty level for their household's size.
E Applicants receiving Supplemental Security Income (SS|)orFood Stamps
automatically qualify forL/HEAP, however, the benefit levels are the same as
other qualified applicants. The income eligibility for CS8B and VVAPhas
increased to 200 percent of poverty. Applicants may be eligible for CSBG or
VAP but may be over income thus not eligible forUHEAP
F. To receive crisis assistance, the applicant must have a verifiable home energy crisis.
G. If the applicant lives in government subsidized housing, the Recipient must determine if
all or part of their utility costs are paid directly or indirectly by the government and take
the following actions:
� ( The applicant is not eligible for assistance if their home heating and cooling costs are
hzta8yindudedinUheirrentand MheyhavenoobUoedonbopeyanyportionofMhe
uomxo.
(2) /y the applicant receives an energy subsidy through
Section 8 or Pub//c Housing Authority, then the agency must subtract the amount of
the subsidy available to the applicant during the period covered by the utility bill from
the allowable L/HEAP crisis benefit calculated for the household.
(3) The applicant is eligible for non-crisis, home energy assistance with no deductions at
the same level aa other applicants,
21 The client must not reside ina group |iwng facility orahomewho,e the cost ofresidency
sat|eastparba/bpa|d{hrou g han y f osteroaoeornas/denba|pnzgra,n3dnnm/ste re db y
22 7'e1-Uentmustnot teastudent:ivmgm3donnqory
��
LIHEAP
ATTACHMENT A
SCOPE OF WORK
23. OTHER SPECIAL REQUIREMENTS
A. TFe Recipient will define n a written policy what criteria and verification will be used to
Determine if a household has a "home energy crisis' and eligible for crisis assistance.
The policy must encourage households to seek assistance prior to incurring non - energy
Penalties such as disconnect/reconnect fees, additional deposit, interest or late payment
penalties, etc.
S. The Recipient will not charge applicants a fee or accept donations from an applicant
to provide LIHEAP benefits,
C. The Recipient will be in a location and operate during hours available to clients.
D. The Recipient will refund, with non - federal funds, to the Department, all funds
incorrectly paid on behalf of clients that cannot be collected from the client.
E. The Recipient will have appropriate staff attend training sessions as scheduled by the
Department to cover LIHEAP policies and procedures.
F. The Recipient will furnish training for all staff members assigned responsibilities for the
program.
G. The Recipient will take applications when it has a signed Agreement and adequate
funding, and continue taking applications until the Agreement expires or funds are
exhausted.
H. The Recipient must have adequate procedures in place to ensure that LIHEAP funds
are appropriately budgeted and expended to suffic;ently allow for energy assistance
berefits n both the "eating and cooling seasons.
z
LIHEAP
ATTACHMENT A
The Recipient will operate both program componentsinamannsxU,at rakes ttem
';vaUab|e [o a8 ootenUaUyeUgib/odiente in their aen/icearea.
The Recipient wiiI secure and maintain an intemet computer service and notify tne
Cepartmentof its e-mail address.
K. The Recipient will post the following notice in a conspicuous place at all Ooints where
LiHEAP applications are received: No money, cash or checks, will be requested or
received from customers /naL/HEApoffioe. /fan employee asks for money, report this to
the agency Executive Director or Department Head.
W
L|HEAP
ATTACHMENT
PROGRAM STATUTES AND REGULATIONS
The appiicable docurnents governing service provision regulations are In tne Common Rl-!e, 45
CFR Part 74 and S2.or OMB C/ncu:e/No. Ar11O. "Grants and Aoreem*ntow/Ul institutions of
HigherEduoathzn. Hospitals, and Other Nonprofit Dnganizabuns.~and either OMB Cirou/arMo. A-
87, ''Cost Principles for State and Local Governments," [)KJB Circular No. A,21. "Cost Pr/nuip|es
for Educational /nnhtuhonn."or[}KJB Circular No, A,122, "Cost Principles for Nonprofit
Organizationm and OMB Circular A-1 33, "Audits of States, Local Governments, and Non-Profit
Organizations." If this Agreement is ma with a commercial (for-profid organization ono cost-
reimbursement bashm.LheRaoipientmha//benub/eotbnFedana/AoouisibonReQu/adonn312and
931 .2. Low-Income Home Energy Assistance Act of 1981 (Title XXVI of the Omnibus Budget
Reconciliation Act of 1981, Public Law 97-35) as amended and the LIHEAP Manual. The
following Federal Department of Health and Human Services regulations codified in Title 45 of
the Code of Federal Regulations are also applicable under this Agreement:
1. Part 16 — Procedures of the Departmental Grant Appeals Board;
2. Part 30 - Claims Collection;
3. Part 80 - Nondiscrimination under programs receiving Federal assistance through the
Department of Health and Human Somk:ea (HHS). Effectuation of Title N of the Civil Rights
Act of 1964;
4. Part 81- Practice and procedure for hearings under Part 8Oof this Title;
5. Part 84— Nondiscrimination on the basis of handicap in programs and activities
receiving Federal financial assistance.
G, Part 88' Nond/soirn/nabononChn basis of sex m education proyranns andschv.tles
] 91 ' %ordscrmra*xon on Besm of -�ga /r HHS �-rogran-s or es -eceyv -g
�eo�ra/F+aro���sas��nc��
W
LUNEAP
ATTACHMENT
PROGRAM STATUTES AND REGULATIONS
4, Part D3' New reetricdoraon|obbmng;
'O. Part QG ' Block Grants;
11- Part 1OO—|ntengovennrnental Review of Department of Health andHumanServices
Programs and activities;
12. Executive Order 12549.Debarment and Suspension from Eligibility for Financial
Assistance (Non-procurement);
B. PROJECTS OR PROGRAMS FUNDED IN WHOLE (DR PART WITH FEDERAL MONEY
The Recipient anourea, as ohabad in 8anbon 508 of Public Law 103-333. that all etebynenby,
press releases, requests for proposals, bid solicitations and other documents describing
projects or programs funded in whole or in part with Federal money, all grantees receiving
Federal funds, including but not limited to State and local governments and recipients of
Federal research granta, shall clearly state:
( the percentage cf the total costs cf the program or project whiohwU/befinannedwith
�
Federal money,
( the dollar amount of Federal funds for the project o, program, and
( percentage and dollar amount of the total costs of the project or program that will be
financed by non-governmental sources.
C. INTEREST FROM CASH /
Recipients shall invest cash advances in compliance with section 21 (h) ( (i) of the
Common Rule and section .22of OMB Circular Ar11Oaarevised, Recipients shall
rnaintaina d v enceaufFedana|hunda/nintenast-beahngaocountsun/eswonmofLhe
, oUowirgcond/Uonaappi/ea:
%QN-PROFITS ONLY.
� T~e Rec o.en!oryuboontracuzr'ecemeo |eaattan S,20,00 ,o total Fecera| a,varde 3ar
,ear,
2 e oea� r*enss;oearrg acoo,n�xo��U ro�co ex,:',aceo *o earn
�
revcesso��26O:e,>eer o- ai F��ers/��asn7a�rcei,
L/HEAP
ATTACHMENT
PROGRAM STATUTES AND REGULATIONS
3. TI-le depository require an average orimirimurn balance so �_gh , rat t k
:�efexss|b/evv/d7m expected Federal and non'Fedens| cash resource. IntenaaLeanned
off cash advances shall be reflected on the nionthly firancial status report and tr�'e close-
out report.
LOCAL GOVERNMENTS QNLY:
Except for interest earned on advance of funds exempt under the inter-governmental
Cooperation Action (31 U.S-C8501 eL seq.) and the Indian Self-Determination Act (23 U.S.C.
450), grantees and sub-grantees shall promptly, but at least quarterly, remit interest earned on
advances hz the Federal agency, The grantee or sub-grantee may keep interest amounts upho
$100 per year for administrative expenses.
D. PROGRAM INCOME
The Recipient may �a p�pmQ�m�cmne���' ��
��� /g program projects or objectives. The
amount of program income and its disposition must be reported to the Department at the time of
submission of the final close-out report.
E. MODIFICATIONS
( The Department shall not be obligated bo reimburse the Recipient for outlays in excess of
the funded amount of this Agreement unless and until the Department officially approves
such expenditures by executing a written modification to the original Agreement.
(2) The line item budget. as given in Attachment o[ this Agreement and reported on
the monthly financial status reports, may not be altered without a written budget
,ategory as Org as te budget category subtotal 'erra,ris r sa =
�omrs�s�'eExperses.Ou-eacnEx_-ersasarcO' ert_,saacanca
LIHEAP
ATTACHMENT B
PROGRAM STATUTES AND REGULATIONS
b) Any and all Administrative Expenses and Outreach Expenses may ce transferred
to any Direct C'`ent Assistance line item 'without additional Wnteen author'zat on.
Each line item must meet all contractual budget requirements.
(c) `Vith the exceptions given in (a) and (b) above, all requests for modifications to
increase or decrease any line item by more than 20% must be submitted to the
Department for approval thirty (30) days prior to the anticipated implementation
date. Failure to meet this time frame may result in reimbursement delays.
(d) A letter of explanation and a revised budget summary and workplan page must
be provided to the Department for any line item changes prior to the submission
of a financial status report in which the changes are implemented. This is not a
formal modification, but will provide the Department with advance notice and a
description of information concerning the budget revisions.
(e) None of the budget transfers may violate this Agreement or OMB Circulars
A -110, Common Rule, A -121 or A -87. Your information will be reviewed by the
Department for compliance with these circulars.
(3) All requests for formal modifications must be submitted to the Department for approval in
writing at least thirty (30) days prior to the anticipated implementation date. The Recipient
must use a LIHEAP modification package, approved by the Department, which includes
an amended budget summary and workplan page and amended budget detail page.
(4) Only unobligated funds may be transferred from one line item to another line item.
(' } `Von- Profit Crcan =zatiors The Recipient agrees to purchase a b'an�et f`detity ,ond
cover,rg all officers, emo�orees and agents of 're Rec psert ^oiding a ccs:, on of tr st
and ai.tror zed to rard'e ;,. r'ds 'ece, or d sou : ,, sed ;— tr's .fig,reerrent, 1 -cr, d,.al
rc ^cs ar -:gat .cord ai e ^ot accep`ao e -e a na ^t f ` ^e zc ^v st
:O each cer er~p c ;ee ar'd :gent WJ '. a^ ?as Cf
l�/
L|HEAP
ATTACHMENT
PROGRAM STATUTES AND REGULATIONS
( The Recipient agrees hrpurnhamea - ide|ity bond in accordance :wU7
Section 1 , 13.07. The f bond muatoover all officers, employees and agenta
of the Recipient holding a position of trust and authorized ho handle funds received or
d�sburaed under Uhis Agreement.
G. OTHER PROVISIONS
The Recipient must budget a minimum of twenty-five (25) percent of the total
Agreement funds for Home Energy Assistance,
2 The Recipient must budget a minimum of two (2) percent ufthe total Agreement funds for
Weather Related/Supply Shortage emergency assistance. These funds must be held in
this budget line item category until December 15of the program year for use inresponse
to a possible disaster. These funds will only be used during state or federal emergencies
declared by the President, the Governor or the Secretary of the Department as he/she
deems necessary. /n the event ofan emergency being officially declared, if the Recipient
�~ or the Department finds that two percent of the budget /s not sufficient to meet the
emergency, the Recipient may draw un other Agreement categories, upto fifty percent
(50%) of the total Agreement budget, without additional written authorization, After
December 15, if no emergency has been declared, the Recipient may allocate these funds
to the crisis or the home energy category of the program without additional written
authorization from the Department. When funds are distributed for a weather-related/supply
shortage emergency, the Department will provide binding directives as to the allowable
expenditures ofChe Funds, The Recipient will oomp/yvx/th these directives or agree �hat
'naddi'�on)z±enaoordvaep/ngard audit requ/oemankxoor-a/nedmSecUonn(5) and
3 1) of 'h a Agreerent. t�'n �Iuoha. - ecor"o, and doc! neqt—red rcer:ho Agreement
- -mtaso ceav-3dao/e 'o/cooy arc rscranoa/ C,
':0 on or off �^a O sesof
L|HEAP
_~ ATTACHMENT
PROGRAM STATUTES AND REgULATIONS
4. |f*heUS, Departnentcf Health and Human Berv|ces initiates aheanngregard/ngche
exPenciture of funds Provided Lnder this Agreement, tne Recip shall cooperate with, and
Lipon written request, participate with the Department in the hearing,
5, All records, including supporting documentation of all program costs, shall be
sufficient to determine compliance with the requirements and objectives of the Scope of
Work, Attachment A, and all other applicable laws and regulations.
L/HEAP
ATTACHMENT
REPORTS
Annual reports 'VVi�hin45 days after the end o[ the Agreemen[�heRecipientshaU sub m/t a
L|HEAP Close-out Report, including the L|HEAP Final Finann/a|Report.a refund cheokforany
uospent funds, and the LIHEAP Final Program Report,
Monthly reports ' The L|HEAP KJon8l|y Financial Status Report must beprovided to :he
Department by no later than the twenty-first (21 of each month following the end of the
reporting month in which funds were expended.
Quarterly Reports ' For each county the Reo/pientoen/es.theL|HEAPHouaeho/dQuartor/y
Program Report must be provided to the Department by no later than the twent (21 st) day of
the month following the end of the last month of the quarterly reporting period,
4. Cost Allocation Plans
2 CFR Part 215, Subpart C, Section 215.21(6) requires that Recipients have written financial
management systems procedures for determining the reasonableness, allocability, and
allowability of costs in accordance with the provisions of the applicable federal cost principles and
terms and conditions of the award. To document this, Recipients must submit copies of their
�
written Cost Allocation Plans to the Department with their contract proposal.
5. Upon reasonable notice, the Recipient shall provide such additional program updates o/
information as may barequired by the Department, including supporting or source
documentation for any reports identified above in this section.
The reports shall be submitted to:
Mn. Hilda Frazier, Manager
Florida Department of Community Affairs
Oiv/s/on of Housing & Community Deve/uprnent
2555 Shumard Dah Bou|ovard
Ta/'anasoae.FL32399-21OO
73x 850)488'2488
.�
`-
L|HEAP
ATTACHMENT
N PROPERTY MANAGEMENT AND PROCUREMENT
/\ A/sucnoroperty purchased undarLhia Agreement mhaU and an
nventory report shall bo made avaUab/e to the Department upon request.
B AUprupertypurcheeedunderUh/sAgreernentahoUbeUstedonthepropertyrecondaofthe
Recipient. Said listing shall include a description of the property, ^ model number,
rianufacturer's serial number, funding source, information needed to calculate the federal
and/or state share, date cf acquisition, unit cost, property inventory number and information on
the location, use and condition, transfer, replacement or disposition of the property.
C. Title (Ownership) to allnonoxpendable property acquired with funds from this Agreement shall
be vested hl the Department upon completion or termination cf the Agreement.
D. The Recipient agrees bo comply with Section 5O7of Public Law 1O3-333.Aa stated in
this section, it is the sense of Congress that, to the extent practicable, all equipment and
products purchased with funds made available in this Act should be American made.
( UHEAP
ATTACHMENT
STATEMENT OF.ASSURANCES
A. ;rterest of Certain Federal ffitials
>o member ofordelegate to the Congress of the United States, and no Resident Commissioner,
snail b^ admitted bz any share cf part cfthis Agreement orb) any benefit toarise from the same,
B. Interest of Members Office — . /ees of Rec oient Members of Local Governi
Q,her Public Officials,
No member, officer, or employee of the Recipient, or its delegates or agents, no member of the
governing body of the locality in which the program is situated, and no other public official of such
locality orlocalities who exercises any functions or responsibilities with respect &o the program
during his tenure ur for one year thereafter, shall have any interest, direct or indirect, inany
contract or subcontract, or the proceeds thereof, for work to be performed in connection with the
program assisted under this Agreement. The Recipient shall incorporate or cause to be
�
^�
incorporated in all such Agreemenba, a provision prohibiting such interest pursuant Uo the
purposes of this subsection. No board member, officer or employee will be permitted to receive
any remuneration orgift in any amount. Board members may receive travel expenses in
accordance with s. 112.061, Florida Statutes.
C.
The Recipient agrees to abide by the provisions ofo.1123135. Fla. Stat. pertaining to nepotism in
their performance under this Agreement
D. LIHEAP Assurances
The Recipient hereby aSSLres and certifies as a condit;ton of receipt of Low Ircor H,'cne
EnargyAasiatance pnognarn h~nda. that it and its su000ntractors vvUi connp/y m/Uh �he
aop/icaU|o recu/rerran-o of Federal and State !avve, r regu/aC,ors, and gu�deUnea. As Part
u� 'sacoe-anoa 3rd �aeufL/ME4P'urds, :�eRec/p |ont 3syLrea and cecJey�I-a::
�
-�4
L/HEAP
~~ ATTACHMENT
( Tle Recipient Possesses the legal authority bzadnlin/oterLheprognamaaaoQrovedby
.he Recip:ent's governing body, indudhng ail assurances containedhenam.
( The Recipient possesses the sound controls and Fund accounting procedures nocossary�z
adequately safeguard the assets of the agency, check the accuracy and reliability of
accounting data, promote operating efficiency and maintain compliance with prescribed
management policies of the agency.
(3) The Recipient will permit and cooperate with Federal and State investigations designed
to evaluate compliance with the law.
( The Recipient will give the Department, the Auditor General or any authorized
representatives, complete access to examine all records, books, papers or documents
related to all program operations of the grant, including those of any sub-contractor,
(5) The Recipient will comply with non-discrimination pnov/a/ono, in accordance with Florida
Statutes; Section G77ofP.LQ7'35; Titles V/ and VII o[ the Civil Rights Act cf1QG4; and 45
C.F.R. Parts 84.8G and QO.
(6) The Recipient will comply with section 680 of Public Law Q7-35, as amended,
which prohibits use ofL/HEAp funds for purchase or vomentof land, orthe
purchase, construction, or permanent improvement of any building or other facility.
( The L/HEAp application and all its attaohcnento, including budget daba, are true and
correct.
(8) The ReoipamtwiUProhibit any Political achvibeain accordance with Section 878F(b)
of
g) 4cminstradon of thm prognsrn �Iam �een appnoveo by '7e Rec/o�ent's goxen-ng
1 ooyhyof�c'a( aoUon. arc o-no s'gre t C'u/yett� *o s/gn .� s
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-/�
L/HEAP
ATTACHMENT
STATEMENT OF ASSURANCES
(10) 7 Rec:oient agrees to comply vvith, Public Law 103-227, Part C, Environrrertal
lObacco Smoke, also known as the Pro-Children Act of1994 (Act).71�s Act requires
that smoking not be permitted in any portion of any indoor facility owned or "eased or
contracted for byan entity and used routinely or regularly for the provision ofhealth,
Uay care, education, or library services to children under the age of18 the
services are funded by Federal programs either directly or through States or local
governments. Federal programs include grants, cooperative agreements, loans or
loan guarantees, and contracts. The law does not apply to children's services
provided in private residences, facilities funded solely by Medicare or Medicaid funds,
and portions of facilities used for inpatient drug and alcohol treatment. The Recipient
further agrees that the above language will be included /n any subawandawhich
��
contain provisions for
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u~
compliance accordingly. Failure to comply with the provisions of this law may result in
the imposition ofacivil monetary penalty ofupha81.00O per day.
( The Recipient will have a published and publicized local outreach office number
when the outreach office is open a minimum of 40 hours per week, or toll-free
telephone number.
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-h
L/HEAP
ATTACHMENT
SPECIAL CONDITIONS
� T-e Recipient and its subrecp�enra shaU oomp/y x/ith C�-a ; j/owjng apec/a) ocnd(bops:
� Fsi|uneoftheRaop;entor/taaubreoyzienbnbacompyw/Uhthespecia/condidonmunderdhis
Agroementoha//baosuoeforthoimmediakeaus
mrned/a&m termination of this Agreement,
LIHEAP
ATTACHMENT G
= ^ancial ".tanacement
Recipient's financial management system must include the fo lowing:
t") Accurate, current and complete disclosure of the financial resuits of this protect or program.
t2) Records that identify the source and use of funds for all activities. These records shall contain
information pertaining to grant awards, authorizations, obligations, un- obligated balances, assets,
outlays, income and interest.
(3) Effective control over and accountability for all funds, property and other assets. Recipient shall
safeguard all assets and assure that they are used solely for authorized purposes.
(4) Comparison of expenditures with budget amounts for each Request for Payment. Whenever
appropriate, financial information should be related to performance and unit cost data.
(5) Written procedures for determining whether costs are allowed and reasonable under the
provisions of the applicable OMB cost principles and the terms and conditions of this Agreement.
(6) Cost accounting records that are supported by backup documentation.
Competition
All procurement transactions shall be done in a manner to provide open and free competition. The
Recipient shall be alert to conflicts of interest as well as noncompetitive practices among contractors
that may restrict or eliminate competition or otherwise restrain trade. In order to ensure excellent
contractor performance and eliminate unfair competitive advantage, contractors that develop or draft
specifications, requirements, statements of work, invitations for bids and /or requests for proposals
shall be excluded from competing for such procurements. Awards shall be made to the bidder or
offeror whose bid or offer is responsive to the solicitation and is most advantageous to the Recipient,
corsiderirg t "e price, g:aity and other factors. Solicitations shall clearly set forth ail epurements that
: bidder or offeror Must uif al .n order `or the bid or offer to be evaluated by tt e Recipient. any and
3;1 O Cs or tJf "a be ' +
y ;...cted .� ^en s i., .re Rec o:ent's interest 'o do so.
Codes of Corduc
T�eRec:oient shall ma/nta/nwntten standards ofoonduotgovernmgLhe performance ofibyemp(o}ees
engaged in the award and ammm�etrabon of contracts, No emp(oyee, off;car, or sgentshaU part�c oate m
:,"aya/eudun. award, oraUmm pypub(/cgrant funoa/fa real orapparent
conMictof(nterestw/ou/dbeinvolved. Such aoonM/ct would ensa when the employee, officer, oragent,
any memberof his orher/mmediatefamily, his or her penr*r,oran organization which employs or/s
3bout to employ any o[ the parties indicated, has a financial or other intoreotin the Firm selected for an
award. The officers, employees, and agents of the Recipient shall neither solicit nor accept gratuities,
§axoro.oran y thin g ofmoneta ryva/uehnnncontracbzoa.urpartieskasuboontraote.Theyhsndardaof
conduct shall provide for disciplinary actions to be applied for violations of the standards by officers,
employees, or agents of the Recipient,
Business Hours
The Recipient shall have its offices open for business, with the entrance door open to the public, and at
least one employee on site, from to ^
All subcontractors or employees hired by the Recipient shall have all current licenses and permits
required for all of the particular work for which they are hired by the Recipient.
Attachment
Certification Regarding
~ Oebarmwnt, Suspension, Ineligibility
And Voluntary Exclusion
(
The Prospective suboomllre=ro[ the Reopien� ' \
. . cer �es. oy
ouOrn/ommncfLh/adocument, that ne/Uhevh nor its phnnipo/a;'s presently debarred, suspended,
pnoponodfordebarment.dedaredino/i gib/e.orvo/untan|yexdudedfronnpartic/oat i oninth/o
transaction by any Federal department or agency,
(2) Where 'he Recipient's subcontractor is unable to certify to the above statement, the prospective
SLbcontraCtor shall attach an explanation to this form.
/
y� ^\
^
Signature
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Name and Title
Recipient's Name
DCA Contract Number
Street Address
City, State, Zip
MW
LOW-INCOME HOME ENERAGY ASSISTANCE PROGRAM (LIHEAP)
ATTACHMENT I --- RECIPIENT INFORMATION
FEDERAL YEAR- 2010 CONTRACT PERIOD: Date of Signing through March 31, 2011
FOR OCA USE ONLY: PECEI'.
c ar, r n Fcr !.3m 0, cLtan X' n !,r'cr -g� cox 'cPPes!oycur :i ;er
1. DCA CONTRACT NUMBER: 1 EA -8F -1 1.34- 01-019 CONTRACT AMOUNT: 334 dzG6 CO
TOTAL DIRECT CLIENT ASSISTANCE <60.239 00
LEVERAGE AMOUNT (if applicable):
11. RECIPIENT CATEGORY: 'Ion -Pcfit X L�- Government S!ateA lency
Ill. COUNTY(IES) TO BE SERVED WITH THESE FUNDS:
IV. GENERAL ADMINISTRATIVE INFORMATION
i. Recipient: issi -r rs
n P
County Location:
b. Executive Director or Chief Administrator:
Sheryl G raham
o. Address: I 100 - Street Suit 2-257
City:
Key Nest FL Zipcode:
? ? 040
Telephone: (305)292-4510
Fax:
I
�,'ll -05)295-4359
Cell:
Email:
zraham-sheryl monrciecouay Ilov
d. Mailing Address: 1100 Simonton St, Suite 2
City:
Key West , FL Zipcode:
33040
a. Chief Elected Official (for local governments) or President Chairman of the Board (for corporations):
Name: S Murphy
Title:
Mayor
Enter home or business address, telephone numbers and email other than the Recipient's
Address:
City:
FL Zipcode:
Telephone: Fax:
Email:
f. Official to Receive State Warrant:
Name: r—'(-jrrA, Kr-jf'
jq
Title:
C:-rk cf 1 1he Court
Address: 5co
City:
FL Zipcode:
1. Recipient Contacts
1, P Name: ryl C am
T:tle:
Address: -C - irr�:rt;n
City:
FL Zipcode:
- 1x:
2C
E
Lrl l"a m - 5 t 2 r.rl ^ c r r-, e c o (iLt`r` I
'G1
7
7
c: L Zcc-
!x
IUCIT UE CATE:
LOW-INCOME HOME ENERGY ASSISTNCE PROGRAM (LIHEAP)
ATTACHMENT J --- BUDGET SUMMARY AND WORKPLAN
!ECIPIENT: Monroe County Board of County Commissioners CONTRACT: 1 OEA-8F-11-54-01-019
zr'ar % '7 ! ccxes - ;r iwr
1. BUDGET SUMMARY
LIHEAP FUNDS ONLY
BUDGETED AMOUNT
-HEAP FUNDS No L&,eragirg F,,rcs)
334,606.00
ADMINISTRATIVE EXPENSES
CQ
2 Saiar es +r-c;ucfrg Fr -ge, Rent, Un.t:es, Trivet, Other (Total carrot exceed 81.5'�. of L,re 1)
-8 U0
OUTREACH EXPENSES
:63
Salaries , Fri-ge, Pert, util.tes, ravel, Other (7otai carrot exceed 15 °3 of the
3
-�tfererce between Lane 1 -& Lice 2 (Lire I minus Lire 2 times 15))
45,925,00
DIRECT CLIENT ASSISTANCE
-5
4 Home Energy Assistance i Must be at 'east 25 of L,ne 1,)
125,000.00
5 Cr;sis Assistance
128,546.00
6 Weather Related i Supply Shortage i Disaster (Must be at least 2% of line 1
6,693.00
7 TOTAL DIRECT CLIENT ASSISTANCE (Lires4+5+6)
260,239.00
LEVERAGING FUNDS ONLY
BUDGETED AMOUNT
8 LEVERAGE FUNDS
0.00
9 Home Erergy Assistance
0.00
10 Crisis Assistance
0,00
11 TOTAL LEVERAGING (L�res 8 * 9)
0,00
12 GRAND TOTAL ALL EXPENSES (Lines 2 + 3 + 7 + 10)
334,606.00
11. DIRECT CLIENT ASSISTANCE Pf AN
Type of Assistance
Estimated # of
Households to
be Served
Estimated
Cost Per
Household
Estimated
Expenditures
(Col. 2 x Col, 3)
Home Energy
CQ
__;0 0
125,000.00
Crisis
:63
128,546,00
'leather RelatediSupply Shortage
-5
6,693.00
Leveraging - Home Energy
0.00
Leveraging - Crisis
000
TOTAL
392
260,2J9 CO
LOW-INCOME HOME ENERGY ASSISTANCE PROGRAM (LIHEAP
ATTACHMENT K --- EXPENDITURE DETAIL
Recipient: %Ionrce County Board of County Commissioners Contract: 1 GEA-8F-1 1-54-01 -019
--(- -e :;f v I .-,ures sled --r 3t,'1;et Sz'rrr-arl 1 -cre jCacq 3 s -r
Jrc' er ,?0'7'-d - ' - ir'e e e-,v *-ics S..: et fi 1 2',
A. ADMINISTRATIVE AND OUTREACH EXPENSE (lines 2 & 3) BUDGET DETAIL
,xceflciture Detail
LHEAR7
'to Rcurd i^e ?ems to - Do rot use cents and llec,^ra:s n
2 Administrative Expenses:
Salary: Director
8', Lreao, 38 CCE, 3 ADL 1 CCOA,7"- MCT, 7° C1, 8 C2, 25o, General Fu nd,
(lu ly;0aded "Vith fringe) = 38429,32 8,430.00
Salary: Grant Coordinator
16"� Ljhpap, 33 CCE. 3 AOI, 5 CCDA, 2 NICT, 7 Cl, SO C2, 20 General Fund,2 IIIB, 2 IIIE: 11,545.00
fi tfully loaded with fringe) = S1 1545.00
Travel (Estimated local mileage: 1,000 miles x 44.5/mile = $445.00)
Other:
1.
Phone/Postage
$1522.00
2.
Rental/Copy
51500.00
3.
Maintenance Agreement
S2500.00
4.
Printing and Binding
51000.00
5.
Office Supplies
S1000.00
S.
Operating Supplies
5500.00
Total Administrative Expenses:
3 (Outreach Expenses:
,Salary: Full time Eligibility Specialist
150% LIHEAP (Outreach, Intake. Eligibility)
� 2080 hrs x S16,60ihr {fully loaded w fringe) = 325,64000
Salary: Part Time Eligibility Specialist
100". LIHEAP iOutreach, Intake, Eligibility)
10 hrs x 3 16.60, hr ino benefits) = 520,285,00
Total Outreach Expenses:
4 Nome Energy Assistance
5 Crisis Assistance
6 ''leather RelatediSupply Shortage
7 TOTAL OIRECT CLIENT ASSISTANCE
11 GRANT TOTAL (LINES 2-34-7)
446.00
8,022.00
25,640.00
20.285.00
45,925.00
125,000.00
128,546,00
5,350,00
-'60,239,00
i3j'606.00 i
�gency: "lonroe County Board of County Commissioners Contract: 10EA-8F-1 1-54-01-019
n r�a 'onn ce�w, -eacnbe �ow you plan to equitably allocate L(HEAP 'esounoey !u eacA o/ 1 nncoundes you serve. Tf
cianmustbem pan Cased onthe /50 poverty population of each county. Provide reason,ng and numeric �usn(�a|mn
nn'ructmnm: Enter appropnaos data only /n the cells below that are high||ghted/nye|low, Percentages will automatically
popu/aoawtien the total direct client assistance amount and all three columns for each county are filled i n.
It population data other than the 2000 U. S. Census is used, note and expla below,
Allocation must be equal to Attachment J, budget Summary and Workplan, Line 7.
Explain the basis for oUotribudon/*alcuom/onused tm de aUooat|on
Entire allocation is for the only county that we are serving, Monroe County
0
TOTAL DIRECT *'a OF AGENCY'S
CLI ENT ASSISTANCE DIRECT CLIENT
COUNTY
L
150 POVERTY
3260,239.00 ASSISTANCE
POPULATION"
DOLLARS
COUNTY ALLOCATED TO
ALLOCATION COUI
THIS COUNTY
Monroe County only 260,239 260,233.00
It population data other than the 2000 U. S. Census is used, note and expla below,
Allocation must be equal to Attachment J, budget Summary and Workplan, Line 7.
Explain the basis for oUotribudon/*alcuom/onused tm de aUooat|on
Entire allocation is for the only county that we are serving, Monroe County
0
LOW - INCOME HOME ENEREGY ASSISTANCE PROGRAM {LIHEAP}
ATTACHMENT M - -- JUSTIFICATION OF ADVANCE PAYMENT
RECIPIENT: t,lonroe County Board of County Commissioners
CONTRACT NUMBER: 10EA- 8F- 1 1-54- 01.419
At , , ,, re C ivr.cnr .a'G9r `,� S I
0 4faar7"attt S iLt c'C } ' a -
t c 5 %' 31 a ; ,� a +b . - 'cr da Statutes .ir,d "aC ^mart D. ?ei,
Fhe Recipient shall invest cash advances in compliance with section .21 {h) i2) (i) of the Common Rule, section .22 of OhiS Circular A• 110
- is revised and Attachment S, subsection 0 of this Agreement. Ci the app :ratie Cox ceic"v , ,heck on ;rat.
• `• • •
o idvarce ca s ceirg requested.
a 1, ^vnt r, ti ce rn.ide 5C'eiv On 1
rmCursement basis. 'io adda:cnal
s radured.
40VANCE REQUEST WORKSHEE
DESCRIPTION
1 INITIAL CONTRACT ALLOCATION
2 FIRST TWO MONTHS OF CONTRAC
EXPENDITURES'
3 AVERAGE PERCENT EXPENDED IN
(THREE MONTHS (nlu3,4. ji— o a.. ii.
ADVANCE REQUESTED
;dlanCe payn'ent of 3- quested. dalarc f C t a r
e c� a,r� - n s
ce made on a ra ;mcursernent bas is. - 7 — Ise furls Ire reeled to 0 ,1`r ;Taff, i`.vard
Benefits to clients, duplicate forms and purchase start - up st:pp,es .ind eau pment.
;le ,vcuid not be itie to operate the program :vitf'cut this advance.
f _in .advance s requested, ccmpiete the fclioavIng :vcrksheet by f;llirg in the ce!is h =gth!ighted in e?iow.
(A) tB) (C) (D)
FFY 2007 FFY 2008 FFY 2009 Totat
0.00
�'D
---
DIVf0f 0IV /01 401Vi0t
The first tvvo months in +which expenditures were reported need to be provided for the years you received a LIHEAP contract. if you do not
have this information, call your financial specialist and they will assist you.
The Recipient may request an amount up to the Historical Administrative Percent, but not to exceed 17% of the award.
' "! iISTORICAt ADMINISTRATIVE PERCENT ;*DIVtOi x 3 334,608.00
Cell O3 - ical A !
LIHEAP Award Historical Advance
MAXIMUM ADVANCE ALLOWED` 334,608.00 x
0.17 56.883.02
LIHEAP Award Percent of Award Maximum Advance
If you require an advance in excess of 17 percent of the contract allocatlon, complete the Request for Waiver of Calculated Maximum.
REQUEST FOR WA/YER OF CALCULATED MAXIMUM Check the applicable statement, then complete the Estimated Expenses Chart.
Recipient has no previous history vith LIHEAP contracts. t J .Recipient has exceptional circumstances that require an advance greater
Shan average first Nvo months expenditures of the previous three years.
ESTIMATED EXPENSES CHART
BUDGET
CATEGORY 2010 -2011 ANTICIPATED EXPENDITURES
FOR FIRST THREE MONTHS OF CONTRACT
Administrative
Program Expenses
t,tal Expenses
I
SUPPORTING DOCUMENTATION
kTTACHMENTS:
I
N. CERTIFICATE OF CORPORATE RESOLUTION
O. FIDELITY BOND DOCUMENTATION
P. L'TILITY Xv'ENDOR AGREE.\vlENTS
Q. COPY OF WAP.MOU
R. COPY OF EHEAP MOU
S. OUTREACH OFFICES
T. WRITTEN COSTALLOCATION PLAN
-vr ENT N
(:ER OF CORPORATE RESOLurioN
us Se(rcturyuf
VO3'Af
�
Florida nonprofit Corporation ("Corporation"). bcccbyccrtifvthat the fV|lov/iug IS u CuU.
true and uccurube copy o[ the osolUtiounFthe Board of Directors nf the Corporation.
duIy and nc'Yu|acly passed and adopted at a ulccbng of the Board duly called and held in
all u;ypcctm as required by |uvv and by the by}uv/x of the Corporation on
.ut which meeting uguoruo\oF the Board was present, and that
the rcynh/dnn rcnluino in bd| k)nzc and effect and has not been modified orrepeated.
VYHER2/\8, icisin the best interest of the Corporation oo enter into u grant ugrccnnent
with Ole Florida Department of Community Affairs for the Fiscal Year 1 008-2009 Low
Income Home Energy Assistance Prognzrn.
RESOLVED, that
'is the
of the Corporation is hereby authorized xndempooeuJ
on hchalf of tile Corporation to negotiate the terms forand to enter into and exectite the
above described agreement with the Florida Department of ComMUnity Affairs, and to neoutiate
the terms for xndtocxCcutexny nnd all related documents which are ncccs to
crxxmxu:
tile terms of , aid �i!zreenlent-
Ex/cu[cJ b} nne uy Sczrctury o[ibc Corporation uo
sccrctu;}
1 0
The following page (page 49) is a copy the Monroe CoUnty Board Of COL111tv
Commissioners' Fidelitv Bond Azreement.
I
� "i
CERTIFICATE OF COVERAGE
JCNROE COUNTy BOAPO OF COUNTy CC i i j!tflSSICi i, 4EA3
1 * CO SIMONTON STREET PCO,4 2.268 F
Florida League Oil Cities, Inc.
{EY',VESTFL 33040 P
Public Risk Services
P 0. Box 530065
Orlando, Florida 32853-0065
YA j
FLORIDA MUNIQPAL I
INSURANCE T
TRUST
AGREEMENT NUMBER: ;vrr --,s COVERAGE Pffsiloo F=CIA * " I 'I
i COVERAGE P
rYPE OF COVERAGE • L(ABlUrY T
PEp , , - • •
TYPE OF COVERAGE •
• PROPERTY
❑ C,:r-l:rererv G
-j Buildings ❑ ❑
Gereral Lit-t E?cdjy!n:j.ry "':Cer"Y Ca m,: ;e and 0
0 Bas F M
Omissions L,x,jiry P
C3 �°cec,a) Fcrrm
❑ E'rcrs,jnd O
Personal Pro E
❑ E, Benefits Prc a A 1
171 Basic Form ❑
cm r straticri Ljbi
Atterldarts Directors, klIlPractlice L,ib:,ty
Broad Fcrm Property Damags,
❑ LlwErtorcemerfl- ,acility
,❑ Urdergraurd, Explosion Collapse Hazard
Limits of Liability
Combined Single Lrrif
J i Deductible 4A
Automobile Liability
All o wned A utos , PlIvate Passenger)
All Owned Autos ,Other than Pr! Passenger)
Kred Autos
Non-Owned Autcs
Limits of Liability
'Ccmbirecl Sn•lie L.m,t
C- ductiblsii NiA
❑ Sceciall Forrm
❑ Agreed Amount
❑ Deductible 4A
❑ CcirsLrance 1`4A
❑ Blanket
❑ Specific
❑ PePlacement Cost
❑ Actual Cash Value
Limits Of Liability on File with Administr
TYPE OF C OVERAGE - WORKERV COMPENSATION
❑ Statutory Workers' Compensation
❑ F Ljaba.ty $ I " Each Accident
Si ;Cl)"000 By Disease
Algregate By 0
❑ Ceduct,b rJA
❑
Automoollsoequipment. CleduCtible
3
"Cr Ct On :•f -'neflt or- cr%,'.*n
7"s
3
ATTACHMENT P
UTILITY VENDOR AGREEMENTS
The following pages (pages 51 and 52) are Original DOCLIments. These
JOCLIInentS are the required - Utility Vendor .-agreements" that have been
�Ilzned by officials from Keys Energy Services and Florida Kevs Electric
Cooperative Association. Inc as well as the Mayor of Monroe County.
LONVINCOME HOME ENERGY' ASSISTANCE PROGRAM
UTILITI'VENDOR PAYMENTAGREEMENT
Olicr ` 1
's 0 r
�zl � t2 I U 1 il'-I OI , ,:oils
L'ay incr to t t t1 - e n _° r gy -'ssistd d!Ll assistallIC-1
171 1 —
-!o cs 0 e Low Incoine Home Eilen-Ty Assi I
ISI:Ince Pro ' � 'a.
!IOUSC17101"Is ta onl% Ise chur,_,cd, tl rough the cotnpan% 's 1 1 01 -t
)tEing process, the actual Unpaid diCt`c%-nce bcm, the vendo payment
:i'ade through the program and the actual remaining unpaid cost of
110 Ine
.:
households rccei% in assistance under the program utll not b t r:are d
a�i- ersely because of receipt of this assistance.
Eligible households on whose behalf a vendor payment is received, either in
the cost of goods supplied or in the services provided, h not be
discriminated against.
1. Only electric utility bills for energy consumption are eligible Cor payment,
except w hen notified by the agency making the payment that it is a crisis
payment.
5. When the benefit to the client does not pay the complete charges owed by the
client, that the client is responsible Ear the remaining owed.
6. The local LIIIE.AP provider will render payment within 10 days of client's
initial appointment with LIHEAP. The vendor will notify LIHEAP Director
,,� ithin 5 days after the expiration of the above stated period if payment has
not been made.
Keys Energy Services
Company Name
1 300 295-1000
Company (Area Code) and 17-1cphone Number
I I
1001 James Street
A,'di%_,s or Po Ot*t 3ex
Key \N est Florida zit) #0
Z"I
'i tie F. Feitda. \lanaa-er
2N -5
0
19
LOW INCOME HOME ENERGYASSISTANCE PROGRAM
UTILITY VENDOR PAYMENT AGREEMENT
7!—
!o recc: * i%e % en or raN to the Ilor% :2ncrgy -isst- -1nd
--itegories ot the i orne Hoille Energy
-ow i c -SI-St,
Fhat eligible households %% ,Il on l y - be char
- ormal billing process, the dental unpaid tthrough r i l e o
I differerce bemeen the %
:-la'-11lent Made through the program and the actual remain id cost ( )t
l ame inIlliZ Unpal
me energy.
Fhat households receiving assistance Under the program �% III not be treated
[
because of receipt of this assistance.
Istance,
Fhat eligible households on whose behalf a vendor Payment is received,
either in the cost of goods supplied or in the services provided. Gill not be
discriminated against.
4. Fhat only electric utility bills for energy consumption are eligible for
payment, except �� hen notified by the agency making the payment that it is a
crisis payment.
3. That vvilen the benefit to the client does not pay the complete charges o�%ed
by the client, that the client is responsible for the remaining o%ked.
Florida Keys Electric Cooperative Association, fne.
Company Name
(305) 852-2431
Company
I (Area Code) and Telephone Number
91605 Overseas Highway PO Box 377
Street Address or Post Office BOX
Tavernier Florida 33070-0377
ty State
/1p Code
Scott Ne�% herr (-'Iiivf ExccutiA e Officer
-..'4L: n
%
v.
VFTACH-NIENT Q
WEATHERIZA ASSISTANCE PROGRAM
Monroe County Social Services is in the process and implementation stages
Of creatim! the Weatherization Program. We recently received the BLIiIdi-
i inky
Capacity Agreement for the period of 1/2 1/10 to 4/ Staff is CLUTently
'ittendin-Y training and we expect to receive a further WAP contract in the
next month.
VFTACHMENT R
COPY OF THE MEMORANDUMS OF AGREEMEN'T BETWEEN
-NIONROE COUNTY BOARD OF COUNTY COMMISSIONERS AND
THE EMERGENCY HOME ENERGY ASSISTANCE FOR THE
ELDERLY PROGRAM (EHEAP) PROVIDER.
The following pages are copies of the MemorandLIMS of Agreement (NIOA)
between the Monroe County Board Of County Commissioners AND the
Emergency Home Energy ,assistance for the Elderly Program (EHEAP)
Provider, the Alliance for aging, Inc. Also included are three (3) EHEAP
Intake Cemer Referral Agreements (one each for Upper, Middle and Lower
Keys).
OUNTY o MONROE
SOCIAL SERVICES DEPARTMENT
Ser,rces CND sicn
e stornc G3to C:gar Factory
:::o Simorton 5tr�et, SL to 1-202
<ey F'cr�a 33C40
_�C5! :92 - -4592
January 18. 2007
MS. Lisa Mele
Elder HelpLine Supervisor
:Alliance foraging, Inc.
1 ) . ;00 S. Dadeland Blvd., Suite 400
Miami. FL 33136
BOARD OF COUNTY COMMISSIONER
_•drag _ . ` _ -. :. 3
3 J. ''I'. -i" .. 5
Re: Memorandum of ,Agreement between EHEAEP and LIHEAP
EHEAEP Intake Center Referral .Agreements (Upper, diddle and Lower Keys)
Dear Nfs. stele:
\ttached to this memorandum, please tind FOUR copies of each of the follo documents:
Memorandum of agreement between EHEAEP and LIHE:AP
EHEAEP Intake Center Referral ;Agreement — l� pper Keys
EHEAEP Intake Center Referral Agreement —Middle Keys
EHEAEP Intake Center Referral agreement — Lo�rer Keys
These documents have been eXecuted b� Monroe County and are ready for your handling. Please he sure
that the sets marked Monroe County Clerk's Office Original and Monroe County Finance
Department's Original are s1,,ncd. dated. and returned to m} attention as (IEZickly as possible. For v
Ct�n� CnIC11Ce. ,.ello�k notc s ha%e been attached to each copy that needs to be returned to inc.
-,_�1
> I(- • --4-iI
Clett of The
cl Court
Danny L. Kolhage
FO: I)ebbie Barsell, Director
OMMunity Services Division
I ttn: Sandy Molina
From: Isabel C. DeSantis,
Deputy Clerk - (X,
Date: Wednesday, lanuary 03, 2007
At the BOCC meeting on December 20, 2006, the Board granted approval and
authorized execution of the following:
A Memorandum of Agreement between Monroe County and Emergency Home
J Energy Assistance for the Elderly Program (EHE �EP)/Alliance for .- aging, Inc, and
Low-Income Energy Assistance Program (LIFIEAP)/"Monroe County BOCC and approval
of EH_EAEP Intake Center Referral Agreements for the three intake centers throughout
Monroe County - LowenNfiddle/Upper Keys.
Enclosed please find are four (1) sets of each document executed by Monroe
County for Your handling. Please be sure that the sets marked Monroe Count
Q y Clerk's
',T� In and De partment's Original are returned
O�r �i
to this orrice as quickly as Possible. Should you have any questions, please do not
hesitate to contact me.
C: Fin.ince, .,v
,tint \t"_
ernora nt I it tr, nr k t, t,,
rile 11 It
Between
Eiiieruencv Home Ener-v Assistance for the Elderly Program EF E. EP)
and
Low-friconie Energy k5jistalice Program (LIFIE.kp)
undersigned providers ofencriv assistaIlCe programs agree to ccordinates Ices r*
A-Alseholds containin' a member of ho v
cars of aL,e or older. This coordination tivill
pare ent duplicate crisis assistance payment during the same heating an cool' ool'
s durIi In(?
Client records %vill be maintained by both agencies, Which Include the type of assistance
requested, the date requested, the disposition ofthe application and it . approved, the
amount of payment to the vendor.
All parties will work together to increase the quality of services provided to seniors in
need of this service in -\ County.
Si gnature of Company Official Date
I'D 1
for the EHEAEP Program/Title
Alliance for Aging, Inc.
Z�
��iz2�� lyce
,,, na[Ure of,kUthor
izing Conipany official
Date
for the Monroe County LTHEAP Prograrn, Title
U T T C Y
I Al
T
E IVERGENCY HOME ENERGY ASSISTANCE FOR THE ELDERLY PROGRAM (EHEAEP)
INTAKE CENTER REFERRAL AGREEMENT
s Re Agreemert e", 'he Alliance for A cs
3 Area
rd 'gercy ' � ,44 A)
Zeri Ce Ar �' PSA) I I 3rd 4 •
a r
-a Center, scab 3e , n on :�,e date !r 7e agreement �7.3,s �,
ii -een sgred by both C3rtl
'is efer,-31 igreemert �s >n effect for a cer;cd of t!rre that S equal to
nro invent
cer n ha EHEAEP Program. One purpose of this the ;stake Canter s i,oluw3ry
'e� coordinate eloprrert of a cocrd�rat agreement is 'o promote the
purpose of this a service deli syste to meet the energy needs of the aged, mother greerrent s to enab!e eligible elderly participants to access the EHEAEP program in a
-on,,entent ; manner by going to the intake center nearest to their Place of residence. 3oth Parties agree
'o and will treat each participant wth dignity and respect.
I. Objectives
A. To maintain a climate of cooperation and consultation with and between agencies, in order to
achieve maximum efficiency and effectiveness.
B. To promote programs and activities designed to prevent the premature institutionalization of
elders and disabled adults.
C. To require the parties of this Agreement to provide technical assistance and consultation to each
other on matters pertaining to EHEAEP benefits and share appropriate information so
duplication may not occur.
D. To establish an effective working relationship between the Intake Center responsible for the
initial assessment and verification of need, and the AAA that is responsible for management
and oversight of the EHEAEP program.
11. Under this Agreement, the Intake Center agrees to the following:
A. To accept referrals at large from any elderly individuals in the community experiencing an
energy emergency crisis and in need of assistance.
E3. To provide quality service(s) to the EHEAEP applicant,
C. To obtain all documentation required under EHEAEP guidelines in order to establish that an
energy crisis exists and that the applicant meets all pertinent eligibility requirements,
D. To maintain the EHEAEP applicant's confidentiality according to 42 CFR 'i31-301.
E. To forward 311 nform3-t;cn obtaired and -3ny required documentation o �
rd at �, H c:'A
Cccino 3t f orAgirg E!der Heiciiine '(, case 3-proval ard crccess, I r (
E E P
G To idhere ") "e '-�(,u! 3r.
'"e '13;lCe3 3IId
3 r ed
Ill, Un der this Agreement, the Area Agency on Aging agrees to the f
O'N I n g:
3,
J
IV. Termination
-.-nt :r , s agreeirert s 'errY
3 ke C erter : o su 3t � .
errrirate s 'je;rered, a C'3n _e
'_: _ of
nt
'UsCer,ded t i'l `e Ces �o -ot*
or :3 'es *3 er7s-re serv� u a
A. T er rilraticn at
39reerrent rra
Otice ilthout y ce terminated ty any party u no ess �
, than thirty (30) cj�erdar da r shall be delivered by certifie'd mail, return receipt requested, cr in parties, n .writing.
Gerson proof
Said cause, Jr'ess a ! esser t;fre i s rrutually agreed upon by both " �
,)f delivery,
13. Termination for 3reach
Unless a breach is waived by the area agency in writing, or the parties fail to cure the brea
`,vithin the time specified by the area agency, the area agency may, by writt ch
en notice to the
parties, terminate the agreement upon no less than twenty -four (24) hours notice Said notice
shall be delivered by certified mail, return receipt requested, or in person with proof 'of delivery.
In witness whereof, the parties have caused this 2 page agreement to be executed by their undersigned
officials as duly authorized.
Area Agency on Aging
r nt rame
Intake Center
s:(;ratura
j
P , ram_
1 .100 Simonton Street
''e P eV pest, . 330,40
TY
rf
E r 7"
EMERGENCY H0%7E ENERGY ASSISTANCE FOR THE ELDERLY PROGRAM "l (EHEAEP)
INTAKE CENTER REFERRAL AGREEMENT
s A - err --etv,een :t Alliance for A
- A22112L!gi�., :re Area
3rd
e -t3 sra.l ceg,n -n *r e date the agreerrent - men s gre
�3 re' OY cctrl cart es k, (' c s
1,-ar. 7�' r o-en s gre
err,313greerrert s t" effect for a cer!cd of tirrle "hat:s equal to tt-a rtake C_,
I EH --er s
er—cilrrert cer�cd :n "a E H E AEP program. Ore purpo
- 'te , ,e!ccr7ert of 3 coordinated Of this 9 greement 's '0 rCrcmc# e tie
1 serv�ce de!*
c ircose of this - i�ery s�stern to - neet the energy reeds of :he iced. Ancther
o
agreerrer s to mnab!e el;gible elderly participants to access the EHEAEP aged
r' enient manner by goirg to the intake center nearest to their place of residence. Both cartes M in 3
agr
to and treat each particicant'.vith dignity and respect.
I. ObJectives
A. To maintain a climate of cooperation and consultation with and between agencies, in order to
achieve maximum efficiency and effectiveness.
S. To promote programs and activities designed to prevent the premature institutionalization of
elders and disabled adults.
C. To require the parties of this Agreement to provide technical assistance and consultation to each
other on matters pertaining to EHEAEP benefits and share appropriate information so
duplication may not occur. F
D. To establish an effective working relationship between the Intake Center responsible For the
-9 initial assessment and verification of need, and the AAA that is responsible for management
and oversight of the EHEAEP program.
11. Under this Agreement, the Intake Center agrees to the following:
A. To accept referrals at !arge from any elderly individuals in the community experiencing an
energy emergency crisis and in need of assistance,
B. To provide quality service(s) to the EHEAEP applicant.
C. To obtain all documentation required under EHEAEP guidelines in order to establish that an
energy crisis exists and that the applicant meets all pertinent eligibility requirements,
E. To for,vard -311 31 1
-rformat�cn iopt3ired and any r equired 'Jocument,3tc to !�-e =HE;-�EP
D. To :maintain the EHEAEP applicant's confidentiality accordi to -42 CFR 4 30
- 'der Heicifine fcr Cas - r-'.31 and
C)ordl!r-�Vcr 3t,,'e A for A,3;rg
G . T) 53 �3p-
cerlu'es r ed _!- P
r,'- r 'r, r-3
'�9" on Ag;rlg .agrees to *,he fohio"V;rl-j:
3,
N. Termination
t -_, -ent a� s 3g,,_3errer,! i 4 ':ar :�'e 13ke (_-erer -1 *0 suc ' t �'r
3 Ceh%ered 3 c' 'n '
3n ci�i jerti;'es, at :'re ❑ c f
proce�jLres '0 !�r-sure �_z
_ rs
c r S
A. 7-3 rrjratior at
7 1"s 3greerrent may de ,
errrirlated by any part y icon ro
Ot :tout cause, I f less ttlan 'hirty (30) C31erd3r da;s
, ! ur,ess a esser time is Mutually agreed ucon by loth p ' I
Said notice shall be delivered by carffiecl mail, return eceiot requested, or in ,3r*; person es, !n . !th proof
J delivery.
B. Termination 'or 3reach
Unless a breach Is waived by the area agency in writing, or the parties fail to cure the breach
, , , iithin the time specified by the area agency, the area agency may, by written notice to th
parties, terminate the agreement upon no less than twenty-four (24) hours notice, Said notice
shall be delivered by certified mail, return receipt requested, or in person with proof of delivery.
In ,, vitness whereof, the parties have caused this 2 page agreement to be executed by their undersigned
officials as duly authorized.
Area Age I ncy on Aging Intake Center
A
-gnaturs
- iign ature
vent lame
print came
L 33030
I r El
FC c'c
i ENERGY ASSISTANCE FOR THE ELDERLY PROGRAM (EHEAEP)
INTAKE CENTER REFERRAL AGREEMENT
Agra z-rrer: 17-3 Alliance fo
-\ r -3 3 =S,A) I ' 3r..,j-
ird Ser, --e .4rea
ter, sr3 weg�n cri e :3 r �7
er. -3 'dJte 'i algreen-ent' '73S ceen'S 9-ed by
7"-3 leferral �greerrent s n e
- , ff=
t '
c -3 cer ; cd of ti�re
3-rrc; 2 1 �- 't S equal r,,
erliod rl ,- e H HEAEP crogr3m, One Pur o f ,h;s o ! 3greerre ta C-3r*er Clun!ary
-le" e1c cr'ent of -3 --jcrCjl�'r n t s 'o
--j r C C S I e - a�e-d seriice derery s�sern to meet the energy reeds of ' - -3
. -moth
of '1`is s to enable eligible elderly C21 to access 'he EH"
center p crcgram .�n i
'ment manner oy goirg to re intake w
er nearest to their place of resid Both
2nd vi!il treat each Partic;pant dignity and respect, 1- p arties agree
I. Objectives
A. To maintain a climate of cooperation and consultation with and between agencies,
achieve maximum efficiency and effectiveness. in order to
B. To Promote programs and activities designed to prevent the premature institutionalization of
elders and disabled adults.
C. To require the Parties of this Agreement to provide technical assistance and consultation to eac
other on matters pertaining to EHEAEP benefits and share
duplication may not occur, a h
ppropriate information so
D. To establish an effective working relationship between the Intake Center responsible for the
i nitial nitial assessment and verification of need, and the AAA that is responsible for management
and oversight of the EHEAEP program.
It. Under this Agreement, the Intake Center agrees to the followi
A. To accept referrals at large from any elderly ndividuals in the Community experiencing an
energy emergency crisis and in need Of assistance.
B. To provide quality service(s) to the EHEAEP applicant.
C. To obtain all documentation required under EHEAEP guidelines in order to elish
-3nergy crisis ,D exists and that the applicant meets all Pertinent eligibility requiremerts. that in
stab
D. To maintain � HEAEP applicant's confidentia�ity accord to 42 CPR 43 1.301,
E. 7o *r,vard 3;1 �nl-lrnra!i on 3nrl 3ry
3 t ,-+- _Ji-ren on tati o :,r z:
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4- .,�,rer*s C - ca 3a - !Pcro% 31 3rd cr
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•Iging
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er, 3,
A. — errr!r3t cr at S"' it
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o c° 3 greement may �-e 'errrina-ed 3 Y an party '-ccn - 0 less 'h3n thirty (20) --31,-zrd,3r r4a�3
` cause, -jr.'ess a �esser t1me is 'rutuallY �3greed aeon by both ca
d no tice Da shall be delivered by cert',C;ed rr3-11, return receipt , eS n 1 ,vritirg,
delikery. �pt requested, or Cerson %' procf
13. Termiration for Breach
Unless a breach is ' by the area agency in writirg, or the parties f ail to cure the breach y,
parties, terminate the agreement upon no less than twenty -four (24) hours notice, Said notice
,vitt the time specified by the area agency, the area agency ma by written notice to the
shall be delivered by certified mail, return receipt requested, or in person with proof of delivery.
In witness whereof, the parties have caused this 2 page agreement to be executed b thei
officials as duly authorized.
y r undersigned
Area Agency on Aging
grature
cant ram
Intake Center
12
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�lqrvurq
Prirf ram@
3 8 $' 0
( GU LF ? Plantation Key,
33070
A v
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MACHMENT S
OUTREACH OFFICES
The following Outreach Offices pro�-Ide LIHEAP services:
Lo%jer Kevs
The Historic Gato Cigar Factory
1 100 Simonton Street. Suite 1 - ?00
Key West, Florida 33040
'o - "
-1 D -92-4408 (phone)
.1 "05-295-4376 (fax)
COLInty Served: Monroe C01.111ty
Middle Keys
Marathon Government Annex
490 63" Street Ocean, Suite 190
Marathon, Florida 313050
3 05
1 -289-6016 (phone)
305 -?89 -6317 (fax)
COUnty Served: iNlonroe County
Upper Keys
Plantation Key Government Center
88 770 Overseas Highway, S p i te # I
Tavernier, Florida 33070
>05- 85? -71 (phone)
_ (fax)
Cot"It NTMIR)CCOL111tV
ATTACHMENT T
WRITTEN COST ALLOCATION PLAN
attached please find Monroe COUIItV Social Services Written Cost
\11ocation Plan for the administering of the Low Income Home Energy
\ssistance Prolzram (LIHEAP).
' < 11 '10 1O
t (I
N
Monroe County Social Services 11'ritten 111ocation Plnrt
For over 20 %ears, ylonroe County Social Services has been actively
cn gyaged in assisting low- income disabled, elderly, households With
five years and younger, unemployed and underemployed individuals and
rainilies. The County of Monroe spans appro,rimately 150 miles. Monroe
County Social Services has sttecessfiiliy operated 13 major programs that are
designed to assist Monroe County residents specifically in these targeted
�rmups.
,Monroe County Social Services has administered the LIHEAP Program for
over 15 years. Our Social Services department provides outreach offices in 3
areas of the Florida Keys; the Upper Keys offic located in Tavernier, the
M � iddle Keys office located in farathon and the Lower Keys office located
in Key West. Each office has a Staff Assistant and a Case Manager
Supervisor. In addition to an administrative assistant and an Eligibility
Specialist, the Key West office also employs the Social Services Director,
Sr. Grants Coordinator and administrative Assistant.Y1 /2010 Further Social
Services staff consists of 3 In Home Services Case Managers; one that
covers the Vfiddle and Upper Keys area and the other two cover the Lower
Keys and Key West areas. These case managers provide additional
assistance and coordinate LIHEAP referrals and intakes with the other direct
services LIHEAP case managers.
Monroe County's LIHEAP allocation for fiscal year 2010 -2011 effective
31112010 is .5334,606.00. The contract allows for initial spending authority
of S 147.227.00. Based on Monroe County's historic LIHEAP data, prior
, ,pending and our demographics and climate, we have allocated the fiends as
follows:
Wininistrative Expenses `,28.442.00
Tliese cost incltide the ,,alaries and bencfits of the Social Ser , , - ices Director.
the Sr. Grarit Coordinator. tratiel (Or 'ill LIHEAP staff hied other
C()-,t ;tide Els Xcrox rctrtals. database
iitenance 4i�recrnent. I riirtin , 1 inclinti�, �)ft *icc and operatintr t�l i�lic;. [11 I'crcti'ntLl t ?f tine IiEu'�Tccl to z z r ,,
1lc _rant 1' lased on the time that the
Dircct��r
a tie (lrafit C t rdin�itor 'rend (}n LIHEAP nionthl� laid 11111H ,11 rch��rtiFi�r,
the I)C.1, -
Outreach Expenses - 54502
These cost include the salar and benefits for a full time Eligibility
Specialist dedicated to outreach, intake and determining eligibility of clients.
[n addition, a part time Eligibility Specialist cvho assists with outreach.
intakes and determining eligibility and can co %�er all areas of Monroe
Coltnty.
The database that Monroe County utilizes called Easytrac has been very
Useful in determining direct client assistance allocations. Based on prior
client data. the average Home Energy cost per Household is S250.00 per
year. We have assisted approximately 500 households. S250.00 x 500
S 125,000.00. The average Crisis Assistance cost per Household is $350.00
per year. We have assisted approximately 367 households. S350.00 x 367 =
S 128.546.00.
Due to (Monroe County's climate, the highest demand For assistance is
during the siImmer months of June, July and August. Also during this
period, energy bills generally increase due to higher energy rates. Due to the
high volume of request for enercry assistance and the
Liheap assistance in the coinmun ty With Utility bills, :fit tnroe d lack of non
County opts to
open rip assistance to all households that meet the income guidelines but
kTiving first appointments to elderly, disabled and households with children
five and under. As we progress into the "winter months ", we limit funding to
Only the top 3 priority categories. C
Based on available funding at the time, each outreach office by the direction
of the Sr. Grants Coordinator is allocated funds monthly based on their prior
historical spending. These allocations are provided to each office supervisor
p poi ntt I aments. nd each office i
appois responsible for scheduling their area LIHEAP
Furthcr rc %ielV Of pcndin_r is cOnjpletcd by the ,Unfflistratlti�e Assistant.
,She I12atntains C.Y ctldlttlrt; 1t7�.�
p s of each purchase order and alerts the Grants
Coordinator the '4tI is of available fun I' ". [n addition, the
L2iccti bill padlncnts'Ire prok:cs�ed ''Ur leek Ofthe CO tarts FiM111ce
I 'pilltll2ent. �11c L :ll�t? [1?t'n(tt'C �lzCnd [14? :ind t,,L tLIIi(IS.
�e