Item C13 C.13
BOARD OF COUNTY COMMISSIONERS
County of Monroe Mayor Sylvia Murphy,District 5
The Florida Keys l'U � � Mayor Pro Tern Danny Kolhage,District 1
�pw° Michelle Coldiron,District 2
Heather Carruthers,District 3
David Rice,District 4
County Commission Meeting
July 17, 2019
Agenda Item Number: C.13
Agenda Item Summary #5741
BULK ITEM: Yes DEPARTMENT: Social Services
TIME APPROXIMATE: STAFF CONTACT: Sheryl Graham (305) 292-4510
N/A
AGENDA ITEM WORDING: Approval of Amendment 4003 to Contract 4 AA-1929, Older
Americans Act (OAA) between the Alliance for Aging, Inc., (AAA) and the Monroe County Board
of County Commissioners/Monroe County Social Services/In-Home Services and Nutrition
Programs for the contract period of 01/01/2019 through 12/31/2019, to increase funding by
$30,610.45. This amendment changes the total OAA Contract funding of $695,615.38 to
$726,225.83.
ITEM BACKGROUND: The OAA program is a Federal program initiative that provides
assistance to older persons and caregivers and is the only Federal supportive services program
directed solely toward improving the lives of older people and assisting them in remaining in their
homes as opposed to being prematurely institutionalized.
PREVIOUS RELEVANT BOCC ACTION: Approval of Amendment 4001 to Standard Contact
AA-1929 between the Alliance for Aging and the Monroe County Board of County
Commissioners/Monroe County Social Services/In-Home Services and Nutrition Program on
02/20/2019.
CONTRACT/AGREEMENT CHANGES:
Increase in funding
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
OAA AA-1929 AMENDMENT 003
Amendment 4002 AA 1929 BACKUP
FINANCIAL IMPACT:
Effective Date: 01/01/2019
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C.13
Expiration Date: 12/31/2019
Total Dollar Value of Contract: $726,225.83
Total Cost to County: 10% Cash Match
Current Year Portion:
Budgeted:
Source of Funds: Grant
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: No If yes, amount:
Grant: Yes
County Match: 10% Cash Match
Insurance Required:
Additional Details:
12/29/17 NEW COST CENTER ADDED $30,610.45
125-6153019, 125-6153119, 125-61531219, 125-6153419, 125-6153319
REVIEWED BY:
Sheryl Graham Completed 06/27/2019 4:00 PM
Pedro Mercado Completed 06/27/2019 4:19 PM
Maria Slavik Completed 06/28/2019 9:43 AM
Budget and Finance Completed 06/28/2019 12:12 PM
Kathy Peters Completed 06/28/2019 1:06 PM
Board of County Commissioners Pending 07/17/2019 9:00 AM
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AMENDMENT 003 CONTRACT AA - 1929 Pa C.13.a
THIS AMENDMENT is entered into between the Alliance of Aging, Inc. hereinafter referred to as the "Alliance",
and Monroe County Board of County Commissioners,Social Services/In-Home Services, hereinafter referred to
as the "Contractor" and collectively referred to as the "Parties."
The purpose of this amendment is to make the following changes to the existing OAA contract funding.
Recurring Non-Recurring Total
Chore IIIB (340.54) 739.79 $399.25
Companionship IIIB (10.39) 22.58 $12.19
Escort IIIB (10.39) 10.40 $0.01
Homemaker IIIB (1,029.08) 2,253.64 $1,224.56
Personal Care IIIB (1,029.08) 2,240.75 $1,211.67
Screening&Assess IIIB (33.60) 67.08 $33.48
Shopping Assistance IIIB (10.39) 17.40 $7.01 C3
Congregate Meals C1 707.40 7,325.48 $8,032.88
Congregate Meals Screening C1 11.68 119.81 $131.49
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Nutrition Counseling C1 9.28 96.08 $105.36
Nutrition Education C1 3.07 31.46 $34.53
Home Delivered FRZN C2 1,865.73 4,237.23 $6,102.96
Home Delivered Hot C2 716.67 1,619.57 $2,336.24
Nutrition Counseling C2 - - $0.00
Nutrition Education C2 4.19 9.31 $13.50
Screening&Assess C2 60.83 116.71 $177.54
Respite-In Home IIIE (132.46) 1,622.65 $1,490.19
Respite-Facility IIIE (465.24) 5,556.75 $5,091.51
Caregiver Training Grp IIIE (47.98) 570.63 $522.65
Caregiver Training Ind IIIE (121.13) 1,417.14 $1,296.01
Screening&Assess IIIE (11.86) 93.80 $81.94
Chore IIIES (55.92) 665.10 $609.18
House Improve/Mat Aid IIIES (127.97) 1,521.98 $1,394.01
Medical Equip IIIES (60.67) 721.62 $660.95
NSIP (391.69) 33.03 -$358.66
TOTAL (499.54) 31,109.99 $30,610.45
This amendment changes the total OAA contract funding from: $695,615.38 to: $726,225.83
The Budget Summary by Title for the whole Fiscal Year(January 01-December 31,2019) is as follows:
PROGRAM TITLE FUNDING SOURCE CFDA AMOUNT
Older American Act Administration
Title IIIB-Support Services U.S. Health and Human Services 93.044 $121,416.19
Older American Act Administration
Title IIIC1-Congregate Meals U.S. Health and Human Services 93.045 $169,166.10
Older American Act Administration
Title IIIC2- Home Delivered Meals U.S. Health and Human Services 93.045 $237,126.23
Older American Act Administration
Title III E-Caregiver Support Services U.S. Health and Human Services 93.052 $124,542.26
Title III ES-Caregiver Support Services $39,116.49
Older American Act
Nutriion Services Incentive Program 93.053
TOTAL FEDERAL AWARD $ Packet
Pg. 1188
AMENDMENT 003 CONTRACT AA - 1929
Pa C.13.a
The Alliance shall make payment to the provider for the provision of services up to a maximum number
of units of service and at the rate(s) stated below:
Service to be Provided Service Maximum Units of Service Maximum
Unit Rate Prior Units Additional Total Dollars
Chore IIIB $24.00 683 16 699 $16,784.08
Companionship IIIB $11.00 45 2 47 $512.18
Escort IIIB $50.00 10 0 10 $500.00
Homemaker IIIB $25.00 1,981 49 2,030 $50,737.90
Personal Care IIIB $26.00 1,904 47 1,951 $50,725.02
Screening&Assess I I I B $25.00 65 1 66 $1,650.00
Shopping Assistance I I I B $13.00 38 1 39 $507.00
Congregate Meals C1 $9.00 17,099 892 17,991 $161,920.42
Emergency Congregate Meals C1 $9.00 188 0 188 $1,690.00
Congregate Meals Screeing C1 $20.00 128 7 135 $2,700.00
Nutrition Counseling C1 $70.56 29 1 30 $2,146.18
Nutrition Education C1 $0.50 1,350 69 1,419 $709.50
Home Delivered FRZN C2 $5.00 31,664 1,220 32,884 $164,421.94
Home Delivered Hot C2 $6.53 9,472 358 9,830 $64,191.24
Emergency Shelf Meals C2 $6.53 386 0 386 $2,520.00
Nutrition Counseling C2 $70.56 3 0 3 $190.01
Nutrition Education C2 $0.50 724 27 751 $375.50
Screening&Assess C2 $26.22 200 7 207 $5,427.54
Respite- In Home IIIE $22.00 897 68 965 $21,232.97
Respite- Facility IIIE $10.50 6,604 485 7,089 $74,435.38
Caregiver Training Grp IIIE $81.75 87 7 94 $7,673.91
Caregiver Training Ind IIIE $75.00 241 17 258 $19,350.00
Screening&Assess IIIE $25.00 71 3 74 $1,850.00
Chore IIIES $24.00 347 26 373 $8,944.32
House Improve/Mat Aid IIIES Cost Reimb. $10,233.87
Material Aid IIIES Cost Reimb. $10,233.87
Medical Equip IIIES Cost Reimb. $9,704.44
NSIP $0.72 48,913 (498) 48,415 $34,858.56
CONTRACT TOTAL AS AMENDED $726,225.83
All provisions in the contract and any attachments thereto in conflict with this amendment shall be
and are hereby changed to conform with this amendment.
All provisions not in conflict with this amendment are still in effect and are to be performed at the
level specified in the contract are hereby amended to conform with this amendment.
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AMENDMENT 003 CONTRACT AA - 1929
Pa C.13.a
This amendment and all its attachments are hereby made a part of the contract.
IN WITNESS WHEREOF,the parties hereto have caused this amendment to be executed by their
undersigned officials as duly authorized.
Monroe County Board of County ALLIANCE FOR AGING, INC.
Commissioners,
Social Services/In-Home Services
SIGNED BY: SIGNED BY:
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NAME: NAME: Max B. Rothman,JD, LL.M.
TITLE: TITLE: President&CEO 2
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DATE: DATE:
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C.13.b
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Amendment 002 X k"I",��a� � t�„`��' ontract AA-1929 ���
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THIS AMENDMENT is entered into between Alliance of Aging,Inc. (Alliance) and Monroe County
Board of County Commissioners, Social Services/In-Home Services,(Contractor),hereby amends
contract AA-1929.
WHEREAS, the purpose of this contract is:
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To replace Section 2 on page One(1)with the following language:
2. Definitions
ADL—Activities of Daily Living �
AP —Adult Protective Services
ADA—Americans with Disabilities Act 0
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Alliance—Area Agency on Aging d
APCL—Assessed Priority Consumer List
CIRTS—Client Information and Registration Tracking System 0
DOEA—Department of Elder Affairs (The Department)
I&R—Information and Referral
IADL—Instrumental Activities of Daily Living
MOA—Memorandum of Agreement
MOU—Memorandum of Understanding
NSIP—Nutritional Services Incentive Program
OAA—Older Americans Act E
PSAs—Planning and Service Areas corresponding to Miami-Dade and Monroe Counties <
SPA—Service Provider Application
USDA—United States Department of Agriculture
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Sub-recipient—Subcontractor that makes eligibility determination <
Vendor—Subcontractor that provides services or products without eligibility determination ca
To replace paragraph 9.1 on page four(4) with the following language:
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9.1. The Provider shall comply with and ensure subcontractors are in compliance with the cs
requirements of s. 430.0402 and Chapter 435,F.S., as amended, are met regarding background
screening for all persons who meet the definition of a direct service provider and who are not
exempt from the Department's level 2 background screening pursuant to s. 430.0402(2)-(3), F.S.
The Provider must also comply with any applicable rules promulgated by the Department and the
Agency for Health Care Administration regarding implementation of s. 430.0402 and Chapter
435,F.S. E
To replace paragraph 2.1(1)on page 22 with the following language:
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2.1 Service Tasks �>
In order to achieve the goals of the OAA program,the Provider shall ensure the following tasks:
(1) Client Eligibility Determination: The Provider shall ensure that applicant data is evaluated
annually to determine eligibility prior to rendering services. Eligibility to become a client is
based on meeting the requirements described in this Contract.
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C.13.b
Amendment 002 Contract AA-1929 Page 2
To replace paragraph 2.1(4).c on page 22 and 23 with the following language:
2.1.(4).c Prescribed Nutritional Requirements
The Contractor shall ensure that each meal provided under this contract meets the
following criteria:
i. Complies with the current Dietary Guidelines for Americans, published by the
Secretaries of the Department of Health and Human Services and the Department of d
Agriculture;
ii. Provides a minimum of 33 1/3 percent of the dietary reference intakes/adequate
intakes for an age 70+female as established by the Food and Nutrition Board of the
National Academy of Sciences; and
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Ili. Is served from and approved Alliance menu.
To Replace Paragraph 2.2.1 on page 23 with the following language: 0
2.2.1 Copies of Subcontracts/Vendors
The Provider shall submit a copy of all subcontracts and/or vendors to the Alliance
Contract Manager within thirty (30) days of execution of each subcontract agreement.
Throughout the contract period, the Provider shall immediately submit and changes to
subcontractors to the Alliance Contract Manager. 4)
To Replace Paragraph 2.2.2 on page 23 with the following language: d
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2.2.2 Monitoring the Performance of Subcontractors and/or Vendors
The Provider shall monitor, at least once per year, each of its subcontractors, sub-recipients,
vendors, and/or consultants paid from funds provided under this contract. CO
a. Sub-recipients - The Provider shall perform fiscal, administrative and programmatic w
monitoring to ensure contractual compliance, fiscal accountability,programmatic
performance and compliance with applicable state and federal laws and regulations.
The Provider shall monitor to ensure that time schedules are met, the budget and scope cm
of work are accomplished within the specified time periods, and other performance
goals stated in this contract are achieved.
b. Vendors—The Provider shall perform administrative and programmatic monitoring to
ensure contractual compliance,programmatic performance and compliance with
applicable state and federal laws and regulations. The Provider shall monitor to ensure
that time schedules are met, and the scope of work is accomplished within the specified E
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time periods, and other performance goals stated in this contract are achieved. The
Provider shall perform a modified fiscal monitoring to include billing/invoicing
procedures and reconciliation to ensure fiscal accountability and sustainability. E
To Replace Paragraph 2.5.1 on page 26 with the following language:
2.5.1 Service Cost Report
The Provider shall submit Service Cost Reports to the Alliance annually, no later than 90 days
after the provider Fiscal year end. The Service Cost Reports shall reflect actual costs of
providing each service for the preceding Provider fiscal year. If the Provider desires to
renegotiate its reimbursement rates, the Provider shall make a request in writing to the Alliance in
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C.13.b
Amendment 002 Contract AA-1929 Page 3
accordance with the Alliance's approved Reimbursement Rate Review Policy, which is
incorporated by reference.
All provisions in the contract and any attachments thereto conflict with this Amendment shall be and
hereby changed to conform to this Amendment.
All provisions not in conflict with this Amendment are still in effect and are to be performed at the level
specified in the contract.
This Amendment is hereby made part of the contract.
IN WITNESS WHEREOF,the parties have caused this Amendment to be executed by their officials as
duly authorized,and agree to abide by the terms, conditions and provisions the contract as amended. This
Amendment is effective on the last date the Amendment has been duly signed by both parties.
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Alliance for Aging,Inc. Monroe County Board of County Commissioners,
Social Services/In-Home Services
Signed Signed By:
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Name: Name:
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Title: Title:
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Date: APR 3 0 2019 Date:
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PEDROJ ERCADO
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ASSIPIANT �. �(T
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Resolution NO, 064 - 2015
A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, AUTHORIZING THE SR. DIRECTOR
OF SOCIAL SERI S OR HER DESIGNEE TO SIGN AND EXECUTE
ROUTINE AMENDMENTS AND MODIFICATIONS TO GRANT'
AGREEMENTS OR CONTRACTS THAT HAVE BEEN APPROVED AND C14
EXECUTED BY THE BOARD OF COUNTY COMMISSIONERS.
WHEREAS, the Monroe County Social Services Department routinely applies for grant funds 0
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which allows the county to leverage it's available funds and maximize the services the county can
provide,and 0
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WHEREAS, the county routinely receives amendments or modifications to said grants for the
purposes of increasing or decreasing the amount of the grant awards, increasing or decreasing unit 4)
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costs, updating language, extending the contract periods; and vendor agreements or memoranda of
understanding within the limits set forth by the purchasing policies and procedures,and E
WHEREAS, currently, the Board of County Commissioners (Board) must approve all such
amendments and modifications to the grant agreements or contracts resulting in undo delays and
to
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unnecessarily adding to the Board agenda,and 4M
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WHEREAS,the Board desires to eliminate the unnecessary delay and the added congestion to
the Board agenda, now therefore, cm
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BE IT RESOLVED THAT THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY,FLORIDA,
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HEREBY:
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1. Finds that amendments or modifications to grant agreements or contracts previously approved
and accepted by the Board for Monroe County Social Services that increase or decrease the 4)
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grant awards, increase or decrease unit costs, update language, or extend the contract periods
without requiring a matching funding commitment from the county; and vendor agreements or <
memoranda of understanding within the limits set forth by the purchasing policies and
procedures, are indeed routine matters that do not need to go before the Board for approval
prior to execution,
2. Authorizes the Sr. Director of Social Services, currently Sheryl Graham,or her designee to
execute such documents as required following review by the County Attorney's office.
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r C.13.b
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PASSED AND ADOPTEDy the Board of County Commissioners of Monroe County, Florida,at a meeting
of said Board held on the 18'h day of March,2015.
Mayor Ili a e Yes
Mayor Pro Tem CarruthersYes
Commissioner Neugent Yes
_ Commissioner Rice Yes
a Commissioner ur by Yes
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eaiiin,Clerk BOARD OF COUNTY COMMISSIONERS
°., F MONROE COUNTY,FLORIDA
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From: Graham-Sheryl
Sent: Thursday, May 30, 2019 4:22 PM
To: Pam Hancock
Subject: OAA Amendment#002
Attachments: OAA Amend 002 04 30 2019.pdf
Pam,
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Attached is OAA Amendment#002 to Contract AA-1929 which was executed in accordance with Resolution No. 064-
2015 after being vetted by the County Attorney's Office. I believe it still needs to go to you for your records and
reference. If this is not correct, please let me know.
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Thank you,
Sher 0
L. CirakapA, M.A., CWPP, aC PF 0
Sr. Director, Monroe County Social Services:
Bayshore Manor, Community Support Services
In-Home Services, LIHEAP, Nutrition
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SHIP, Transportation Services (MC-0
Weatherization Assistance Program E
1100 Simonton Street 2-257 CL
Key West, FL 33040
305.2192.4510 (Office)
305-2q5-4359 (Fax)
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