1995 Appropriations 07/01/1995 Grant-in-Aid Agreement for Court Reporting Services
to the Sixteenth Judicial Circuit,Monroe County
This Agreement is made between the Office of the State Courts Administrator(the "OSCA")and
the Monroe County C rk of Court(the"Grantee"),on behalf of the Sixteenth Judicial Circuit(the"Grant
Manager"), on the 7i ay of July, 1995. The parties agree that:
A. The OSCA will pay the Grantee$34,053.67 as a grant-in-aid provided pursuant to Specific
Appropriation 2182A of the 1995 General Appropriations Act to support the delivery of court
reporting services at public expense in Monroe County. After receipt of the Grantee's requisition
for release of grant funds,the OSCA will release the funds to the Grantee on a quarterly basis
according to the following schedule:
1. For the first quarter,$6,810.73 will be released on or before July 20, 1995,and
$1,702.68 will be released on or before August 15, 1995,
2. For the second quarter,$8,513.42 will be released on or before October 15, 1995,
3. For the third quarter,$8,513.42 will be released on or before January 15, 1996,
4. For the fourth quarter,$8,513.42 will be released on or before April 15, 1996.
B. The Grantee will use grant monies provided under this Agreement to assist in the payment of costs
associated with the provision of court reporting services in Monroe County at public expense.
Costs that may be covered with grant monies include,but are not limited to, salaries, benefits,
contractual services,equipment,and other court reporting expenses.
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1. The Grantee will expend grant monies in a manner consistent with the Sixteenth Judicial
Circuit's Court Reporting Plan,which is required under Rule 2.070, Rules of Judicial
Administration,to be developed and implemented by October 1, 1995.
2. The Grantee will submit a written requisition to the OSCA for the quarterly releases of grant
funds no later than July 10, 1995, September 10, 1995, December 10, 1995, and March 10,
1996.
3. The Grantee will encumber all grant funds provided under this Agreement by June 30, 1996.
The Grantee will return any unexpended portion of the grant funds, along with any interest
accrued thereon,to the OSCA for reversion to the General Revenue Fund unallocated on or
before September 15, 1996.
4. The Grantee will comply with the provisions of Section 216.347, Florida Statutes. The
Grant c will not use any portion of grant funds for the purpose of lobbying the Florida
Legislature,the judicial branch,or a state agency.
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C. This Agreement is subject to the following terms and conditions:
I. The Grantee will maintain proper documentation of all monies spent in a manner sufficient
for proper pre-audit and post-audit thereof. The Grantee will maintain all expenditure records
for a period of four(4)years following the conclusion of this Agreement.
2. All records made or received by the Grantee in conjunction with this Agreement will be
maintained according to the provisions of Rule 2.150,Rules of Judicial Administration.
3. The Grantee will make all purchases and expenditures in accordance with Monroe County's
purchasing rules.
4. Grant funds will be released in a manner consistent with the requirements of Section 215.422
(5),Florida Statutes,which is incorporated into this Agreement as Attachment A. The parties
have read the attachment and understand their respective rights and obligations,as provided
therein.
5. The Grantee will have an audit performed in accordance with the rules of the Auditor General
or have a statement prepared by an independent Certified Public Accountant which attests
' that the Grantee has complied with the provisions of the Grant Agreement.
6. The Grantee will hold title to any equipment purchased with grant funds.
7. If,in the judgment of the OSCA,the Grantee for any reason fails to comply with the terns of
this Grant-in-Aid Agreement,the OSCA will have the right to terminate this Agreement on
five(5)days written notice by certified mail. In the event of termination,the Grantee will
return all grant funds received to the OSCA for reversion into the General Revenue Fund
unallocated.
This Agreement constitutes the entire understanding of the parties. All modifications to the
Agreement must be in writing. This Agreement is effective on the date of execution as specified above
and shall terminate on June 30, 1996.
FLORIDA SUPREME COURT,OFFICE OF ANTFrE
THE STATE COURTS ADMINISTRATOR
Kenneth R. Palmer .. . . e t
Slat@ Courts Administrator Clerk of Co �',e��•o`'E a t`�G9fll
ce
Monroe County • ••
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GRANT MANAGER /tI�w °PO wt}w ' o�`�
� Fc
a ty� o
(signature) 1
Chief Judge,Sixteenth Judicial Circuit
Page 2 of 2 �i
ATTACHMENT A
ATTENTION VENDOR
Pursuant to Section 215.422 (5),Florida Statutes,you are advised of your rights and the state's
obligations regarding payment of invoices.
215.422 Warrants, vouchers, and invoices; days without regard to the actual number of calen-
processing time limits; dispute resolution dar days. For purposes of this section, a payment
agency compliance.— is deemed to be issued on the first working day
(1)The voucher authorizing payment of an invoice that payment is available for delivery or mailing
submitted to an agency of the state, required by to the vendor.
law to be filed with the Comptroller,shall be filed (3)(a) Each agency of the state which is required
with the Comptroller not later than 20 days after by law to file vouchers with the Comptroller shall
receipt of the invoice and the receipt, inspection, keep a record of the date of receipt of the invoice,
and approval of the goods or services,except that dates of receipt, inspection, and approval of the
in the case of a bona fide dispute the voucher shall goods or services,date of filing of the voucher,and
contain a statement of the dispute and authorize date of issuance of the warrant in payment there-
payment only in the amount not disputed. Ap- of. If the voucher is not filed or the warrant is not
proval and inspection of goods or services shall issued within the time required,an explanation in
take no longer than five working days unless the writing by the agency head shall be submitted to
bid specifications, purchase order, or contract the Department of Banking and Finance in a man-
specifies otherwise. If a voucher filed within the ner prescribed by it. Agencies shall continue to
20-day period is returned by the Department of deliver or mail state payments promptly.
Banking and Finance because of an error, it shall
(3)(b)If a warrant in payment of an invoice is not
nevertheless be deemed timely filed. The 20-day
filing requirement may be waived in whole or in issued within 40 days after receipt of the invoice
part by the Department of Banking and Finance and receipt,inspection, and approval of the goods
on a showing of exceptional circumstances in ac- and services, the agency shall pay to the vendor,
cordance with rules and regulations of the depart- an
t addition to the amount of the invoice, interest
ment. For the purposes of determining the receipt at a rate of 1 percent per month calculated on a
of invoice date,the agency is deemed to receive an daily basis on the unpaid balance from the expire-
tion of such 40•day period until such time as the
first received at the place designated by the ages-
warrant is issued to the vendor. Such interest
cy. The agency is deemed to receive an invoice on
shall be added to the invoice at the time of whenever date of the invoice if the agency has failed to posen to the Comptroller for payment whenever
annotate the invoice with the date of receipt at the possible. If addition of the interest penalty is not
possible,the agency shall pay the interest penalty
time the agency actually received the invoice or within 15 days after issuing the warrant. The
failed at the time the order is placed or contract provisions of this paragraph apply only to un-
made to designate a specific location to which the disputed amounts for which payment has been
invoice must be delivered. p
authorized. Disputes shall be resolved in accord•
rm The warrant in paymentadoptedby Department of an invoice sub• noes with rules the De artment of
witted to an agency of the state shall be issued not Banking and Finance or in a formal administra-
later than 10 days after filing of the voucher tive proceeding before a hearing officer of the
authorizing payment. However,this requirement division of Administrative Hearings, provided
may be waived in whole or in part by the Depart• that, for the purposes of s.120.57(1), no party to a
ment of Banking and Finance on a showing of dispute involving less than $1,000 in interest
exceptional circumstances in accordance with penalties shall be deemed to be substantially af-
rules and regulations of the department. If the fected by the dispute or to have a substantial
10-day period contains fewer than six working interest in the decision resolving the dispute. In
days, the Department of Banking and Finance the case of an error on the part of the vendor, the
shall be deemed in compliance with this subsec- 40•day period shall begin to run upon receipt by
tion if the warrant is issued within six working the agency of a corrected invoice or other remedy
of the error. The provisions of this paragraph do
not apply when the filing requirement under sub-
section (1)or(2)has been waived in whole by the
Department of Banking and Finance.The various
state agencies shall be responsible for initiation of
the penalty payments required by this subsection
and shall use this subsection as authority to make
such payments. The budget request submitted to
the Legislature shall specifically disclose the
amount of any interest paid by any agency pur-
suant to this subsection. The temporary un-
availability of funds to make a timely payment due
for goods or services does not relieve an agency
from the obligation to pay interest penalties under
this section.
(3Xc)An agency may make partial payments to a
contractor upon partial delivery of goods or ser-
vices or upon partial completion of eonstruction
when a request for such partial payment is made
by the contractor and approved by the agency.
Provisions of this section and rules of the Depart-
ment
of Banking and Finance shall apply to par-
tial payments in the same manner as they apply
to full payments.
A vendor ombudsman has been established within
the Department of Banking and.Finance. The
duties of this individual include acting as an ad-
vocate for vendors who may be experiencing
problems in obtaining timely payment(s) from a
state agency.The vendor ombudsman may be con-
tacted at (904)488-2924 or by calling the State
Comptrollers Hotline, 1-800-848.3792.
COURT REPORTER GRANT-IN-AID RELEASE REQUEST
Ann: Research, Planning and Court Services
Office of the State Courts Administrator
Supreme Court Building
500 South Duval Street
Tallahassee, Florida 32399
Dear Research, Planning and Court Services:
In accordance with the Grant-in-Aid Agreement executed with County and
the Office of the State Courts Administrator, I hereby request the release of$
as specified in the Agreement for the quarter of fiscal year 1995-96. The amount is
equal to one quarter of the total grant-in-aid to the county.
Sincerely,