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05/01/1983 to 10/31/1983 t- S14TE OF FLORIDA f DEPARTMENT OF HEALTH AND REHAENII JJATI\'E SERVICES cr � lattift c October Monroe County Social Services \ a Public Service Building , Wing III Stock Island \. _l Key West , Fl 33040 N Dear Mr. LaTorre : Enclosed , please find one (1 ) copy of a signed and notorized Emergency Procurement Certification and one ( 1 ) original set of the State and Emergency Feeding Organization (EFO) Contract pertaining to Public Law 98-8 covering the period of 5/1 /83 to 9/30/83 . The regulations require that these documents be filed in a safe place for immediate access when Federal and/or State Auditors review your program. We appreciate your continued cooperation . If we can be of assistance to you in any way , please call . Thank you . .. ,, /b4Z4 .✓ Frieda Hutchison Administrator Food Distribution Office dt Attachments . 9 , 3043 AppI20VE1:1 ON PAGE BOOK DISTRICT FOUR. FOOD DISTRIBUTION OFFICE DANIEL BUILDING. BON 18 (SUITE 203) • (904) 359-6297 ID COAST LINE DRIVE EAST • ;:ACKSONVlLLE. FLORIDA 32202 FM At GR\I Rtt. At\'[n\Ult CERTIFICATION OF EMERGENCY PROCUREMENT ' PURSUANT TO SECTION 287 .057 FLORIDA STATUTES BACKGROUND Public Law 98-8, the "Jobs Bill" mandated the U.S. Department of Agriculture (USDA) to distribute surplus foods to the needy and unemployed. Under rules promulgated by USDA which became effective. May 1, 1983, Florida's allocation was $2,070,893 to be used pri- } marily to pay for storage, delivery, and distribution cost incurred by volunteer agencies and soup kitchens in the distribution of the surplus foods to eligible recipients. All funds must be obligated by September 30, 1983. JUSTIFICATION Public Law 98-8 was enacted on March 24 , 1983. Rules were promul- gated on April 26 , 1983 by USDA. The first shipment of food arrived in Florida during May. Competitive procurement procedures would have delayed the execution of contracts beyond the allowable period. Recipient Agencies had to be informed and trained regarding the replacement of the Presidential "Cheese Give-A-Way" program with the new "Jobs Bill. " Applications for participation in the program had to be developed, sent to potential service providers, completed by interested providers, and returned to DHRS Food Distribution Office for processing. Program policies and model contracts had to be developed and executed. Millions of dollars worth of food would have been lost to the needy and unemployed persons in Florida. CERTIFICATION I hereby certify that this situation constitutes an emergency pursuant to the provisions of Chapter 287, F.S. and approve emergency procure- ments and payment for services rendered retroactive to May 1, 1983 for contracts on the attached list. • Sworn toand syy�bsc abed before me this (%/;'!l �� /.���ir• lilt day of ¢�1 , 1983 . A. H. BALDWIN Assistant Secretary for Operations Wat�blic� Date: 7 �/. 3 Notary Public, State c1 Florida // My Commission Expires March 31, 1987 Attachments Food Bank Listing Soup Kitchen Listing FOOD ➢ISTRIBUTION OFFICE 111 Coastline Drive, East Suite 511 - Bldg. Box 18 Jacksonville, FL 32202-3484 Phone: (904) 359-6297 FOOD BANKS 94-ALA-19 94-BAY-09 Central Florida Community Action Agency Bay County Community Action Agency P. O. Box 1503 P. O. Box 1818 Gainesville, FL 32602 Panama City, FL 32401 • 94-BRE-18 94-BRO-40 Seniors Nutrition Aid Frog/Comm Services American Red Cross Holiday Office Center, Ste 166 2120 W. Broward Blvd. Cocoa Beach, FL 32931 Ft. Lauderdale, FL 33312 94-COLL-06 94-COLL-07 Immokalee Neighborhood Services Florida Farmworkers Council P. 0. Box 1671 1050 N.E. 5th Terrace Immokalee, FL 33934 Ft. Lauderdale, FL 33304 94-COLL-10 94-DAD-87 Collier Community Surplus Service Daily Bread Community Bank 1076 N. 6th Avenue 1336 N.W. 22nd Street Naples, FL 33940 Miami, FL 33142 94-DAD-88 94-DAD-89 Miami Beach Housing Authority Miami Baptist Refugee Center P. 0. Box 39646 800 N.W. 14th Street Miami Beach, FL 33139 Miami, FL 33126 94-DAD-97 94-DES-06 American Red Cross (Dade County Chapter) DeSoto Co. Board of Commissioners 5020 Biscayne Blvd. Social Services Department Miami, FL 33137 P. O. Box 1127 Arcadia, FL 33821 94-DUV-47 94-DUV-48 Northeast Florida Area Agency on Aging Lutheran Social Services Food Bank 2722 College Street 1236 5. McDuff Avenue Jacksonville, FL 33205 Jacksonville, FL 32205 94-DUV-64 94-ESC-21 Northeast Florida Community Action Agency, Inc. Community Action Program Comm. Fla P. 0. Box 52025 133 W. Intendencia Street Jacksonville, FL 32201 Pensacola, FL 32501 94-GIL-04 94-GUL-03 Gilchrist County Board of Commissioners Gulf Co. Board of Commissioners P. 0. Box 37 1001 10th Street Trenton, FL 32693 Port St. Joe, FL 32456 94-HEN-06 94-HER-05 LaBelle Food Co-op/Episcopal Church Hernando-Sumter Comm. Action Agency P. 0. Box 1215 P. 0. Box 896 LaBelle, FL 33935 Brooksville, FL 33512 -1- 94-HAR-04 94-HIC-07 Hardee Co. Board of County Commissioners Highlands County Welfare Dept. 41R W. Dranee Street P. O. Box 1926 Wauchula, FL 33873 Sebring, FL 33870 94-HIL-45 94-HIL-46 Divine Providence Food Bank Hillsborough Co Board/Commissioners 217 N. Willow 2103 N. Rome Avenue Tampa, FL 33606 Tampa, FL 33607 94-HOL-03 94-IND-07 Tri-County Community Council, Inc. Econ. Oppor. Council of Indian River 301 N. Oklahoma Street P. 0. Box 2766 Bonifay, FL 32425 Vero Beach, FL 32960 94-SAC-11 94-JEF-02 Jackson County Senior Citizens Org., Inc. Jefferson Cnty Board/Co. Commissioners 1202 Cliff Street P. 0. Box 536 Graceville, FL 32440 Monticello, FL 32344 94-LAK-14 94-LE0-21 Lake Community Action Agency Capital Area Comm. Action Agcy, Inc 32 Magnolia Avenue P. 0. Drawer 1775 Eustis, FL 32726 Tallahassee, FL 32303 94-LEV-02 94-MAN-08 Levy County Welfare Department Manatee Opportunity Council, Inc. P. 0. Box 438 236 W. 9th Avenue Bronson, FL 32621 Bradenton, FL 33505 94-MARI-13 94-OKA-OS The Salvation Army Okaloosa Cnty Council on Aging P. 0. Box 814 105 Santa Rosa Blvd. Ocala, FL 32678 Ft. Walton Beach, FL 32548 94-ORA-30 94-0SC-07A Orange County Department of Community Affairs Florida Coalition Against Hunger 22 W. Lake Beauty Drive 1200 N. Central Ave, Suite 206 Orlando, FL 32802 Kissimmee, FL 32741 94-0SC-07B 94-PAL-34 Lee County Food Bank Golden Gators Cleaners, S.E.E., Inc 1950 Henderson Avenue 224 Datura Street, Suite 307 Ft. Myers, FL 33901 Palm Beach, FL 33401 94-PAS-14 94-PIN-41 Trilby Manor Civics Club, Inc. St. Petersburg Food Bank, C/O St. Pete 11091 N. 14th Street 863 N. 3rd Avenue Dade City, FL 33525 St. Petersburg, FL 33701 94-PIN-43 94-PIN-44 Pinellas Emergency Pantry The Salvation Army 2255 E. Bay Drive, Room 220 1003 N. 3rd Street Clearwater, FL 33546 • St. Petersburg, FL 33731 -2- . 94-PIN-61 94-POL-24 'Head Start Child Development The Salvation Army 12351 N. 134th Avenue 835 N. Kentucky Avenue Largo, FL 33544 Lakeland, FL 33801 94-POL-25 94-VOL-22 Northeast Polk County Community Svc Ctr Florida Conf. United Church of Christ P. O. Box 998 1050 Daytona Avenue Haines City, FL 33844 Holly Hill, FL 32017 94-POL-26 94-PUT-08 Polk Cnty Board of Cnty Commissioners Putnam-Clay-Flagler Econ. Council P. O. Box 2528 P. O. Drawer 490 Bartow, FL 33830 Palatka, FL 32077 94-SAR-15 94-SEM-08 Sarasota County Food Bank Seminole Comm. Action Food Bank P. 0. Box 8 504 E. Celery Avenue Sarasota, FL 33677 Sanford, FL 32771 94-SEM-09 94-STL-08 Southeastern Conf of S.D.A. The Agric. E Labor Progran, Inc. 801 Hwy 436 West, Ste. E 1814 N. 13th Street Altamonte Springs, FL 33450 Ft. Pierce, FL 33450 94-SUW-04 Suwannee River Econ. Council, Inc. P. 0. Box 70 Live Oak, FL 32060 Prepared 7/19/83 -3- • SOUP KITCHENS 95ALA-06 95DAD-37 Nethaniah Village Salvation Amy Red Shield Lodge 29 S.E. 21st Street 1393 S.N. 1st Street Gainesville , FL 32601 Miami , FL 33135 9SALA-08 9SDAD-87 Salvation Army Transient Lodge Daily Bread Community Bank P.O. Box 181 - 1336 N.W. 22nd Street Gainesville, FL 32602 Miami , FL 33142 95BAY-06 95DUV-08 Salvation Army Transient Lodge City Rescue Mission , Inc. P.O. Box 457 P.O. Box 114 Panama City, FL 32401 ' Jacksonville, FL 32201• - - 95BRE-06 95DUV-09 C.I .T.A. Rescue Mission Clara White Mission P.O. Box 2105 613 West Ashley Street Melbourne, FL 32901 Jacksonville, FL 32202 95BRE-13 95DUV-10 Salvation Army Transient Lodge Daniel Memorial Home P.O. Box 715 3725 Belfort Road Titusville, FL 32780 Jacksonville, FL 32216 95BR0-ll 95DUV-25 The Salvation Army Red Shield Lodge Dalvation Army Red Shield Lodge P.O. Box 230 P.O. Box 52508 Ft. Lauderdale, FL 33302 Jacksonville, FL 32201 95DAD-08 95DUV-45 Camillus House Jacksonville Transient Youth Center 726 N.E. 1st Avenue P.O. Box 16567 Miami , FL 33132 Jacksonville, FL 32245 95DAD-30 95ESC-10 Miami City Mission Waterfront Rescue Mission P.O. Box 381674 P.O. Box 854 Miami , FL 33138 Pensacola, FL 32594 95DAD-32 95ESC-17 Miami Rescue Mission The Salvation Army P.O. Box 420620 P.O. Box 18569 Miami , FL 33142 Pensacola, FL 32523 • ' Page 2 Soup Kitchens . Cont' d 95ESC-21 95MAN-08 Community Action Program Committee The Salvation Army 133 West Intendencia Street P.D. Box 1179 Pensacola , FL 32501 Bradenton , FL 33505 95HIG-08 95MARI-06 New Testament Church & Mission . The Salvation Army Red Shield Lodge 604 Lemon Street P.O. Box 814 Sebring, FL 33870 Ocala, FL 32678 95HIL-13 950RA-10 Lighthouse Gospel Mission, Inc. Orlando Union Rescue Mission . P.O. Box 8156 P.O. Box 2614 Tampa, FL 33674 - Orlando, FL 32802 95HIL-16 95PAL-21 • Metropolitan Ministries , Inc. The Salvation Army P.O. Box 17 P.O. Box 789 Tampa , FL 33601 West Palm Beach, FL 33402 i 95HIL-20 95PAL-36 Salvation Army Red Shield Lodge Gospel Rescue Mission of they P.O. Box 2839 629 9th Street Tampa, FL 33601 West Palm Beach , FL 33401 9511IL-45 95PAS-12 Divine Providence Food Bank Abbe Farms , Inc. 217 North Willow Avenue P.O. Box 477 Tampa, FL 33607 San Antonio, FL 33576 95LEE-02 95PIN-20 God's Missionary Church & Mission Salvation Army 2245 Broadway Street P.O. Drawer 10909 Ft. Myers , FL 33901 St. Petersburg, FL 33733 4LEE-08 95PIN-40 The Salvation Army Lodge Pr Bo Hands Mission P.O. Box 1949 P.Oo. Box 780 Ft. Myers, FL 33902 St. Petersburg, FL 33731 95PIN-46 95LEE-Q9 St. Petersburg Area Emergency Shelter Serenf 4 House, Inc. P.O. Box 15833 P.O. Box 2266 St. Petersburg, FL . 33704 Ft. Myers , FL 33902 95LEE-08 95PIN-58 The Salvation Army Red Shield Lodge The Lord's House P.O. Box 10289 P.O_ Box 3454 Tallahassee, FL 32302 Clearwater, FL 33515 PAGE 3 ' Soup Kitchens Cont'd 95P0L-0B The Salvation Army P.O. Box 1069 Winter Haven, FL 33882 9SPOL-09 Salvation Army Red Shield Lodge P.O. Box 928 Lakeland, FL 33802 95POL-13 Lakeland Lighthouse, Inc. P.O. Box 3112 Lakeland, FL 33802 95SAR-07 The Salvation Army P.O. Box 2792 Sarasota , FL 33578 95VOL-10 The Salvation Army P.O. Box 127 Daytona Beach, FL 32015 iJ) f" 0.4/01/E3 GENERAL REVENUE/FEDERAL FUNDS CONTRACT BETWEEN STATE OF FLCRIDA DEPARTMENT OF HEALTH AND REHABILITATIVE SERVICES AND MJNROE COUNTY SOCIAL Shg(VICES THIS CONTRACT is entered into between the State of Florida, Department of Health and Rehabilitative Services,hereinafter ref erred to as the"Department",and Monroe County Social Services , hereinafter ref erred to as the "Provider'. The parties agree: 1. The Provider Agrees: A. To provide services according to the conditions specified in Attachment I. B. Federal and State Laws and Regulations 1. To comply with the provisions contained in the Civil Rights Certificate. hereby incorporated into this contract as Attachment IT It is expressly understood that substantial evidence of discrimination, as listed in Attachment II , shall constitute a breach of contract. 2 If this contract contains Federal funds, the Provider shall comply with the provisions of 45 CFR, Part 74, and other applicable regulations as specified in Attachment I. 3. If this contract contains Federal funds and is over 5100,000, the Provider shall comply with all applicable standards, orders, or regulations issued pursuant to the Clean Air Act as amended (42 USC 1E57 et seq.) and the Federal Water Pollution Control Act as amended (33 USC 1251 et seq.). C. Audits and Records 1.- To maintain books, records and documents in accordance with accounting procedures and practices which sufficiently and properly reflect all expenditures of funds provided by the Department under this contract. 2. To assure that these records shall be subject at all times to inspection, review, or audit by State personnel and other personnel duly authorized by the Department. as well as by Federal personnel. 3. To maintain and file with the Department such progress, fiscal. inventory and other reports as the Department may require within the period of this contract. 4 To include these aforementioned audit and record-keeping requirements in all approved subcontracts and assignments 5 To allow public access to all document papers, letters or other material subject to the provisions of Chatter 119, F.S.. and made or received by the Provider in conjunction with this contract. 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's3JodeJ ssaJ6oJd epinoJd oL l 644Jo11uovl 3 pound uosualaJ pies 6uunp sluawnoop pue spJooaJ pies ;o Aue auiw2xe 01 1y6u ayi pue 'Ol ssaooe !IN aney llegs 'Ip1 pue '1ql yel-eZ bL 1J2d 'ad3 9b 0i luensJnd 'sJounne IeJepad pue '3uewi:ade3 ay; Aq pazuoylne A1np suosJad .Z ;O uo!inloseJ pun pew2laJ a fleas s itsai a '1 'sJ2aA (C) and o UIe I ppn2 ayf q ll 4 P q ; ; pue ayi :e panlosle unag iou aney a6wpw; Upne pue pa32g!W uaaq set 'gene ue ;i JO '1g2J1u D0 siyl ;O uOgewwJal Jal;e sJeaA Lc) anu ;o oo,Jad a Jo; 100E000 SI111 0: luaulJad_..$luawnsop Jeyio Aue pue spJooaJ Leo4souls 'sluawnoop 6u.'1Joddns 'spJooaJ IeiOueut; Ile uleteJ OJ '1 apJ0095-t ;0 UDwu9la4S .a • • STATE OF FLORIDA ' DEPARTMENT OF HEALTH AND REHP.BILITP.TIVE SERVICES • Food Distribution Office 111 Coastline Drive, East - Suite 511 Jacksonville, Florida 32_02 (904) 359-6297 • APPLICATION FOR PARTICIPATION IN EMERGENCY FOOD ASSISTANCE PROGRAM An "EMERGENCY FEEDING ORGANIZATION" is one that provides nutrition assistance to relieve situations of emergency and distress through the provision of food to needy persons, including low-income and unemployed persons. It is entitled to re- ceive donated commodities under Title I and/or II of Public Law 98-8 and to re- ceive funds for storage and distribution costs related to these commodities, up to an amount that does not exceed five percent of the value of commodities distri- buted in accordance with the 7 CFR Part 251 Regulations. Name of Applicant Organization: Monroe County Social Services Address: Public Service Building, Wing III, Stock Island, Key West , Florida 33040 Telephone Number: 305/294-8468 gga rigs sE emeantariy ettSchool •Shipping Address if different from above: Key Wet ,afloriaa :f 3040 305/294-8468 Hog. Kev Freezer, 1090 U. S. Telephone Number: Route 1 Marathon, Florida Address and Telephone Number of every Food Distribution site Mariner ' s Hospital receiving commodities through 500 High Point Road applicant organization. (Attach Plantation Key, Florida a separate sheet of paper, if _ necessary.) Check whether the organization is: X Public Private Nonprofit • If the organization is private, a copy of the Internal Revenue Service letter granting tax-exempt status must be submitted with this application.- Indicate the type of emergency feeding organization 3(if more than onecategory apply, check all applicable types of operation) : • Soup Kitchen or other site servinc congregate meals. X Food Bank or Food Pantry (Distributes food t.:..individual.s for household consumption) . ' Other (Describe) : , • • If local health department appro,.al is required for operation of your feeding sites or food distribution sites, do all sites applied for under the Emergency Food Assistance Program have such approval (permits)? X Yes No (If no, explain) : Indicate the approximate total number of meals and/or households your organization expects to serve under the Emergency Food Assistance Program: 1 . Number of meals served at congregate feeding site(s) : ., Per Week Per Month Per Year Breakfasts Lunches and/or Suppers 2. Number of households to whom food is distributed at food bank or food pantry sites: 6 .000 Food Banks should distribute to needy households monthly. Eligibility must follow Public Law 98-8 which provides for distribution of com- modities to needy persons, including low-income and unemployed. Individuals can indicate their eligibility by presenting a Food Stamp Card, AFDC Card, Unemploy- ment Card or SSI Card. Describe the storage facilities (cold, freezer, dry) that will he used at feeding sites and, if applicable, food distribution sites: Walk-in cooler at Harris Elementary School , very large freezer room at Hog Key Freezer (tempera- ture at or below 00) walls-in freezer and large wall refrigpratnrs at Mariner' s Hospital • "n4 Signatur hor Re ive Emergency Feeding Organization SEP 12 1983 FOOD O�1 MIDOWDON Title 232 P3 Dare 4- a 04/01/B3 K. Financial Reports To provide financial reports to, the Department at least bi-monthly, or more frequently, if specified in Attachment I. L. Return of Funds The Provider agrees to return to the Department any overpayments due to unearned funds or funds disallowed pursuant to the terms of this contract that were disbursed to the Provider by the Department Such funds shall be considered Department funds and shall be refunded to the Department as specified in Attachment I. l/. The Department Agrees: • To pay for contracted services according to the conditions of Attachment I in an • amount not to exceed s 3 (111 (10 • III. The Provider and Department Mutually Agree: A. Effective Date 1. This contract shall begin on May 1, 1983 or the date on which the contract has been signed by both parties, whichever is later. 2. This contract shall end on October 31 1983 B. Termination 1. Termination at Will This contract may be terminated by either party upon no less than thirty (301 days notice, without cause. Said notice shall be delivered by certified mail, return receipt requested, or in person with proof of delivery. 2. Termination Because of Lack of Funds In the event funds to finance this contract become unavailable, the Department may terminate the contract upon no less than twenty-four (241 hours notice in writing to the Provider. Said notice shall be delivered by certified mail, return receipt requested, or in person with proof of delivery, The Department shall be the final authority as to the availability of funds. a Termination for Breach Unless the Provider's breach is waived by the Department in writing, the Department may, by written notice to the Provider, terminate this contract upon no less than twenty-four 124) hours notice. Said notice shall be delivered by certified mail, return receipt requested, or in person with proof of delivery. If applicable, the Department may employ the default provisions in Chapter 13A-1, Florida Administrative Code. Waiver of breach of any provision of this contract shall not be deemed to be a waiver of any other breach and shall not be construed to be a modification of the terms of this contract The provisions herein do not limit the Departments right to remedies at law or to damages. 3 O4/01/83 C. Notice and Contact The Contract Manager for the Department for this contract is Fried lnttehinsrm The representative of the Provider responsible for the administra- tion of the program under this contract is Touip T.aThn"e_ . In the event that dif- ferent representatives are designated by either party after execution of this contract, notice of the name and address of the new representative will be rendered in writing to the other party and said notification attached to originals of this contract D. Renegotiation or Modification Modifications of provisions of this contract shall only be valid when they have been reduced to writing and duly signed The parties agree to renegotiate this contract if Federal and/or State revisions of any applicable laws, regulations, or budget allocations niaake changes in this contract necessary. The Department shall be the final authority as to the availability of funds for this contract due to Federal andior State revisions of any applicable laws, regulations, or budget allocations. E. Name and Address of Payee The name and address of the official payee to whom the payment shall be made Monroe County Social Services Public Service hluldin� Wind TTT, Stock Island, Key West, Florida 33040 F. Ail Terms and Conditions Included This contract and its attachments as referenced. I Application, Attaclu,eut I. Attachment II, and Attacluirltt IV contain all the terms and conditions agreed upon by the parties. IN WITNESS THEREOF, the parties hereto have caused this 11 page contract to be executed by their undersigned officials as duly authorized. STATE OF FLORIDA DEPARTMENT OF HEALTH AND P IDER REHABILITATIVE SERVICES BY. BY: Grid`` N M : J rry Hernandez, J NAME: rut . Mayor TITLE: DATE: C_ 3J 'd"3 DATE: T MANAGER CON�T�R ;C p DATE: /�jp ,3 CONTRACT ADMINISTRATOR DATE: _.__.. • 4 • ATTACHMENT 1 Monroe County Social Services Emergency Feeding Organization Public Service Building, Wing III Stock Island, Key West, Florida 33040 Address In order to effectuate the purpose of Titles 1 and II of Public Law 98-8, the State of Florida Department of Health and Rehabilitative Services, Food Distribution Office, hereinafter referred to as the "Distributing Agency" and Monroe County Social Services , hereinafter referred to as the "Emergency Food Organization," agree as follows: 1 . The Emergency Food Organization shall distribute those commodities that ere distributed by the U.S. Department of Agriculture, (U.S.D.A.) , through ".he Distributing Agency in accordance with 7- Code of Federal Regulations, Parts 250 and 251. Throughout this contract the word "Commodities" shall mean the U.S.D.A. donated food that is being distributed pursuant to 7 Code of Federal Regulations, Parts 250 and 251. 2. The Emergency Feeding Organization shall comply with all policies, procedures or regulations established by the Distributing Agency as developed and implemented in the futherance of this contract. 3. The Emergency Feeding Organization shall only accept the amounts of commodities that can he used or distributed without waste. 4. The Emergency Feeding Organization shall distribute U.S.D.A. commodities to persons determined eligible based on the criteria established by the Distributing Agency. 5. The Emergency Feeding Organization shall not sell, exchange or otherwise dispose of any of the commodities except in accordance with 7 Code of Federal. Regulations, Parts 250 and 251 , without the approval of the Distributing Agency. b. The Emergency Feeding Organization shall provide adequate facilities to ensure the proper handling, storage, and distribution of commodities and otherwise properly safeguard the commodities against theft, spoilage, damage, infestation, improper distribution, improper sale or exchange, or other loss. 7. The Emergency Feeding Organization shall be liable for any loss of commodities as described in 5 above, if such loss is due to the its' negligence or the negligence of its' agents or employees. 6. The Emergency Feeding Organization shall permit representatives of the Distributing Agency or of U.S.D.A. to inspect commodities in storage, or the facilities used in handling or storage of such commodities, and to review and audit all records, including financial records, pertinent to this contract, at any reasonable time. 9. The Emergency Feeding Organization shall maintain, at a minimum the following records: A. a record of all commodities received, including date and quantity, B. a record of the distribution and disposal of commodities, C. a record of the number of meals served at congregate feeding sites (breakfasts, lunches, and suppers) , D. a record of the number of households to whom commodities are distributed, E, a record of sites distributing food to households for home consumption, F. a record of the names and addresses of all persons or households receiving commodities and the type of documentation used to determine need, C. a record of the costs in transportation, storage and distribution of commodities to include the following: (1) . salaries of persons directly involved in the transportation, storage, distribution, administration, cooking and/or serving of commodities, (2). rental costs for storage of USDA commodities, (3) . printing costs as it applies to commodities, (4) . fees paid to a contractor for storage and delivery of commodities. (5) . a record of an inventory of commodities. 10. The Emergency Feeding Organization shall maintain the records stated in 9 above monthly. Such records as listed in 9 A,B, and G (Inventory Report) shall be provided within five (5) days of the end of each calendar month. 11. The Emergency Feeding Organization shall report to the Distributing Agency immediately all instances of lost commodities. 12. The Emergency Feeding Organization's. Application for Participation shall be considered part of this contract and sites may not be sdded without prior approval of the Distributing Agency. 13. The Emergency Feeding Organization shall be reimbursed by the Distributing Agency for direct costs only, such as: personnel, storage, transportation, labor, printing and other related costs. Payment shall be made in monthly amounts as requested on an invoice (submitted in quintuplicate) by the Emergency Feeding Organization. .._...._ ... . -9- • The following information is required on the invoice: period of service, total amount of reimbursement requested and the number of this contract ' which was assigned by the Distributing Agency. Adequate documentation which must be submitted as back-up information with the invoice is as follows: A. Salaries - the number of hours worked times the hourly rate, including time logs or time sheets, for each position in required. A. Postage and Reproduction Expenses - If available, a receipt must he included; otherwise, a statement from the Emergency Feeding Organization certifying the amount of the expense incurred must be submitted. C. Office supplies, printing, telephone, warehousing costs, etc. Receipts must he submitted. D. Travel Expenses - Travel expenses may he reimbursed in an amount not to exceed the maximum amount established in Section 112.061 Florida Statutes. Receipts for car rentals and air transportation are required. The inventory report must be submitted as an attachment to the invoice. Reimbursement will be made for all allowable Emergency Feeding Organization direct costs that do not either by themselves, or cumulatively exceed the amount listed on Page 3, Section II, of the Contract. The Emergency Food Organization must submit the final. invoice for payment to the Distributing Agency no more tha❑ thirty (30) days after the contract ends or is terminated; if the Emergency Feeding Organization fails to do so, all right to payment if forfeited, and the Distributing Agency will not honor any requests submitted after the aftersaid time period. Any payment due under the terms of this contract may be withheld until all evaluation and financial reports due from the Emergency Feeding Organization and necessary adjustments thereto, have been approved by the Distributing Agency. -9 ' • ATTACHMENT Il CIVIL RIGHTS CERTIFICATE I . The distributing agency or, where applicable, recipient agency agrees that it will comply with Title VI of the Civil Rights Act of 1964 (P.L. 88-352) , Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973 (P.L. 93-112) , Age Discrimination Act of 1975 (P.L. 94-135) and all requirements imposed by the regulations of the Department of Agriculture (7 CFR Part. 15) , Department of Justice (28 CFR Parts 42 and 50) and FNS directives or regulations issued pursuant to that Act and the regulations, to the effect that, no person in the United States shall, on the ground of race, color, national origin, age, sex or handicap, he excluded from participation in, be denied the benefits of, or be otherwise subject to discrimination under any program or activity for which the program applicant received Federal financial assistance from the Department; and hereby gives assurance that it will immediately take any measures necessary to effectuate this agreement. This assurance is given in consideration of and for the purpose of obtaining any rind all Federal financial assistance, grants and loans of Federal funds, reim- bursable expenditures, grant or donation of Federal property and interest in property, the detail of Federal personnel, the sale and lease of, and the permission to use, Federal property or interest in such property or the furnishing of services without consideration or at a nominal consideration, or at a consideration which is reduced for the purpose of assisting the recipient, or in recognition of the public interest to be served by such sale, lease or furnishing of services to the recipient, or any improvements made with Federal financial assistance extended to the program applicant by the Department. This includes any Federal agreement, arrangement, or other contract which has as one of its purposes the provision of assistance such as food, and cash assistance for purchase or rental of food service equipment or any other financial assist- ance extended in reliance on the representations and agreements made in this assurance. By accepting this assurance, the distributing agency or, where applicable, re- cipient agency agrees to compile data, maintain records and submit reports as required, to permit effective enforcement of Title VI and permit authorized USDA personnel during normal working hours to review such records, books and accounts as needed to ascertain compliance with Title VI. If there are any violations of this assurance, the Department of Agriculture, Food and Nutrition Service, shall have the right to seek judicial enforcement of this assurance. This assurance is binding on the distributing agency or, where applicable, recipient agency, its successors, transferees, and assignees as long as it receives assistance or retains possession of any assistance from the Department. The person or persons Whose signatures appear below are authorized to sign this assurance on the behalf of the program applicant. -/0 ' ATTACHMENT IC • DIRECT DTSTRIBUTTON SITES The Distributing Agency and the Emergency Feeding Organization further agree, for the sites distributing food directly to needy persons for household consumption: 1. The USDA commodities covered by this Contract include those foods distributed by the food bank or food pantry site to needy individuals on May 1, 1983, or later, up through and including foods ordered by the Distributing Agency (for the distribution site) for planned delivery by September 30, 1983, or for earlier delivery. 2. Costs eligible for reimbursement are limited to those incurred between May 1, 1983, and the last date that the foods described in Item I are distributed to needy individuals, inclusive, not to include any costs incurred after October 31 , 1983. 3 If applicable, payment of the Emergency Feeding Organization's contractor fee for intrastate storage and delivery of USDA foods may be assumed by the Distributing Agency and applied toward the Emergency Feeding Organization's reimbursement ceiling (five per cent of the value of foods distributed) . This assumption of payment may be continued through the delivery period ending October 31 , 1983.