Item F13 BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 11/19/14 Division: Communily Services
Bulk Item: Yes X No Department: Social Services——
Staff Contact Person: Shet:yl Graham 305)292-4510
AGENDA ITEM WORDING: Requesting approval of Amendment#002 of the Home Carefor the
Elderly(HCE) Contract #KH 1472 between the Alliance for Aging, Inc. (AAA) and Monroe County
Board of County Commissioners (Social Services/In Home Services)for the contract period of 7/1/14
to 6/30/15 to correct a scrivener's error on Attachment 11.1, Financial and Compliance Audit, Part IV, #2
from Community Care for the Elderly(CCE)to Home Care for the Elderly (CCE).
ITEM BACKGROUND: The original Home Care for the Elderly Contract (HCE) #KH 1472,
Attachment 111, Financial and Compliance Audit, Part IV, #2 read Community Care for the Elderly
Program. The correct program title is Home Care for The Elderly. This Amendment #002 corrects a
scrivener's error only,
PREVIOUS RELEVANT BOCC ACTION: Prior approval granted by the BOCC on 10/17/2014 for
Amendment #001 of the Home Care for the Elderly Contract (HCE) # KH 1472, contract year 14115.
CONTRACT/AGREEMENT CHANGES: Attachment 111, Financial and Compliance Audit, Part
IV, #2 is amended to read Home Care for the Elderly Program.
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $12,694.00 BUDGETED: Yes X No
COST TO COUNTY: 10% CASH MATC14 SOURCE OF FUNDS: Grant funds
REVENUE PRODUCING: Yes—No X AMOUNT PER: MONTH.,J, YEAR.-_$
APPROVED BY: County Att
OMB/Purchasing Risk Management k1A
DOCUMENTATION: Included x Not Required To Follow
DISPOSITION: AGENDA ITEM
Revised 8/06
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACTSUMMARY
Contract with: Alliance For Aging, Inc. Contract: KH 1472
Effective Date: 1,1/19/2014
Expiration Date: 06/30/2015
Contract Purpose/Description: Requesting approval of Amendment#002 of the Home Care for the
Elderly (HCE) Contract#KH 1472 between the Alliance for Aging, Inc. (AAA) and Monroe County
Board of County Commissioners (Social Services/In Home Services) for the contract period of 7/1/14 to
6/30/15 to correct a scrivener's error on Attachment 111, Financial and Compliance Audit, Part IV, #2
from Community Care for the Elderly (GCE)to Home Care for the Elderly (CCE),
Contract Manager: Sheryl Gra',h,am (305) Social Services/Stop I
?0�akl 470 292-4510
(Nani(ef� (Ext.) (Department/Stop
f,'or BOCC meeti2l on 11/19/2014 Agenda Deadline: 11/4/2014
CON'fRACTCOSTS
Total Dollar Value of Contract: approx. $12,694.00 Current Year Portion: $
125-6153914
Budgeted: Yes x No Ll Account Codes:
County Match: $10% CASH MATCH
Additional Match:
Total Match$ 10% CASH MATCH ADDITIONAI., COSTS
Estimated Ongoing Costs: l,or:
(Not included jo dollar value above) (e.g.Maintenance,--r-t-Iffies'—
'aruitorial,salaries,etc)
CONTRACT REVIEW
Changes Date Out
view
�7-7 4,11-�,
7 Needed
Division Director No E6,Yes t6 -00
X
Risk Management Yes I I No L/ °1(
14
O.M.B./Purchasing Yes F1 No V,
County Attorney
Yes Ll N?"-,-;)
Comments:
OMB Form Revised 2/27/01 MCP#2
T,y.vl y-
Amendment 002 CONTRACT NUMBER KH-1472 "'J"LL, Page 1
THIS AMENDMENT, entered into between the Alliance for Aging, Inc. hereinafter referred
to as the "Alliance", and Monroe County Board of County Commissioners, Social Services/In-
Home Services amends contract KH-1472.
The purpose of this amendment is to change Attachment III of this Standard Contract, to
read Home Care For The Elderly instead of Community Care for the Elderly. See Attached.
Program Title Year Funding Source CSFA9 Fund Amounts
Home Care For The 2014- General Revenue 65010 $ 12,694
Elderly 2015
TOTAL FUNDS CONTAINED IN THIS CONTRACT: $ 12,694
All provisions in the contract and any attachments thereto in conflict with this amendment
shall be and are 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 are hereby amended to conform with this amendment.
This amendment is hereby made a part of the contract.
IN WITNESS WHEREOF, the parties hereto have caused this 1-page amendment to be
executed by their undersigned officials as duly authorized.
PROVIDER:
ALLIANCE FOR AGING, INC.
Monroe County Board of County
Commissioners, Social Services/In-
Home Services.
SIGNED BY: SIGNED BY:
Max B. Rothman, JD, LL.M
NAME: SYLVIA MURPHY NAME:
President/CEO
TITLE: MAYOR TITLE:
DATE: 11/19/14 DATE:
N",Y
For Fiscal Year 2014/2015.
............
Contract NUmber KFI- 1472
ATTACITNIENT III
EXHIBIT— 1
1, FEDERAL RESOI:RCLS -\\ ARDEDTO THE SUBRECIPIENT M-RSUA J'TO THIS AGREE',1ENT CON'SIST OF THE FOLLOWING
PROGRA,NI ,ri,rLE FUNDING SOURCE CFDA AMOUNT
TOTAL FEDERAL AWARD
COIMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED
PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS-
2. STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT CONSIST
OF THE FOLLOWING:
MATCHING RESOURCES FOR FEDERAL PROGRAMS
PROG.RATNITITLE FUNDING SOURCE CFDA AMOUN'r
TOTAL STATE AWARD s()
STATE FINANCIAL ASSISTANCE SUBJECT"TO Sec. 215.97, F.S.
PROGRAM "TITLE FUNDING SOURCE CSFA AMOUNT
or-e- for the Elderly 1-3ro(-,rarn (Jeneral Revenue 65010 S12,694
TOTAL AWARD S 1 ".694
Cff'NIPLIANCE IZEQUIIZE�IEN'I'S .,kPPI,IC:4131,E '1'0 STATE RESOURCESAW RDED PURSUANT -1-0
TIIIS .\GREENIENTMZE AS FOLLOWS:
Amendment 001 CONTRACT KH 1472 Page 1
1,
THIS AMENDMENT, entered into between the Alliance for Aging, Inc., hereinafter referred
to as the "Alliance", and Monroe County Board of Commissioners, Social Services/111-"Ome
Services.
The purpose of this amendment is to amend the contract language regarding Attachment
Vill. This contract is hereby amended to read one-tenth instead of one-twelfth of advance
reconciliation starting with report# 5. See Attached.
All provisions in the contract and any attachments thereto in conflict with this amendment
shall be and are hereby changed to conform with this amendment.
All provisions not in conflict with this amendment are still in effect and are to be performed at
the level specified in the contract are hereby amended to conform with this amendment.
This amendment and all its attachments are hereby made a part of the contract. mm��
IN WITNESS WHEREOF, the parties hereto have caused this 1-page amendment to be executed
by their undersigned officials as duly authorized.
PROVIIDER: Monroe County Board of ALLIANCE FOR AGING, INC.
ommissioners, Social
/. , *rvi
S ic, siln / eS.
'�IZNED BY:
SIGNED pie l`
M x B. Rothman,, LL.
NAME:/ SYVLIA M RPHY NAME: President & CEO
TITLE: MAYOR TITLE:
DATE: 10117/2014 DATE:
Contract Number KH-1472
ATTACHMENT VIII
HOME CARE FOR THE EDLERLY
INVOICE REPORT SCHEDULE
Report Number Based On Submit to Alliance on
this Date
1 July Advance* July 1
2 August Advance* July 1
3 July Expenditure Report August 15
4 August Expenditure Report September 15
5 September Expenditure Report +1/10 advance reconciliation October 15
6 October Expenditure Report +1/10 advance reconciliation November 15
7 November Expenditure Report +1/10 advance reconciliation December 15
8 December Expenditure Report +1/10 advance reconciliation January 15
9 January Expenditure Report +1/10 advance reconciliation February 15
10 February Expenditure Report +1/10 advance reconciliation March 15
11 March Expenditure Report +1/10 advance reconciliation April 15
12 April Expenditure Report +1/10 advance reconciliation May 15
13 May Expenditure Report +1/10 advance reconciliation June15
I, 14 June Expenditure Report +1/10 advance reconciliation July 15
15 Final Expenditure and closeout July 15
Legend: * Advance on projected cash need.
Contract NLIIIIbCr KH- 1472
X11"I"ACIENIENT III
FINANCIM_ ND COMPI,LkNCE AUDrr
I'lle administration of resources awarded by the Alliance for Aging, Inc. to the provider may be subject to audits .111d.or
monitoring by the Alliance or the Florida Department ofFlder Affairs, as described in this section.
MONITORING
In addition to reviews of audits conducted in accordance with OMB Circular A-133, as revised, and Section 215.97, F.S.,
(see -AUDITS" below), morntoring, procedures may include, but not be limited to, on-site visits by tile Department of
staff, limited scope audits as detined by 01'013 Circular A-133, as revised, and/or other procedures. By entering into this
agreement, the provider-i(,,,rees to comply and cooperate with any monitoring procedures/processes deemed appropriate by
the Alliance or the Department of Elder Affairs. In the event the Alliance for Aging, Inc. determines that a limited scope
audit of the provider is appropriate, the provider agrees to comply with any additional Instructions provided by the
Alliance for Aging, file. to the provider regarding Such audit, The provider further agrees to comply and cooperate with
any inspections, reviews., investigations, or audits deemed necessary by the Chief Financial Officer (CFO) or Auditor
General.
AUDITS
PAR,r 1: FEDERALLY FUNDED
This part is applicable if the provider is a State or local government or a non-profit organization as defined in OMB
Circular A-133, as revised.
In the event that the provider expends $500,000 or more in federal awards during its fiscal year, the provider must have a
single or program-specific audit conducted in accordance with the provisions of ON/113 Circular A-133, as revised.
T,'X111131T I to this agreement indicates federal resources awarded through the Department of Elder Affairs and the
,Alliance by this agreement. In determining the federal awards expended in its fiscal year, the provider shall consider all
sources of federal awards, including federal resources received from the Alliance or the Department of Elder Affairs. The
determination of amounts of federal awards expended should be in accordance with the guidelines established by OMB
Circular A-133, as revised, An audit of the provider conducted by the Auditor General in accordance with the provisions
of OMB Circular A-133, as revised, will meet the requirements of this part.
III connection with the audit requirements addressed in Part I, paragraph 1, the provider shall fulfill the requirements
relative to aUditee responsibilities as provided in Subpart C of ONIB Circular A-I 33, as revised.
If the provider expends less than S500,000 in federal awards in its fiscal year, an audit conducted in accordance with the
provisions of ONIB Circular A-133, as revised, is not required. III the event that the provider expends less than S500,000
in federal awards in its fiscal year and elects to have an audit conducted in accordance with the provisions of OMB
Circular A-133, as revised, the cost of the audit must be paid from non-federal resources (i.e., the cost of such audit must
be paid from provider resources obtained from other than federal entities.)
All audit conducted in accordance with this part shall cover the entire organization for the or(!anization's fiscal year.
Compliance findings related to agreements with the Alliance for Aging, Inc. shall be based on the aureernerit's
I-CCIL11rernents. HICILKIIII21 any rules, regulations, or statutes referenced in the aizreernent. The financial staternerits shall
disclose whether or not the inatching requirement was met for each applicable a(ureenient. All questioned costs and
liabilities due to the Alliance fir Inc. shall be fully disclosed in the audit report with reference to the Alliance for,
Inc. aLrccment involved. If not otlicnvise disclosed as required by Section 3 1 0(h)(2) of(-)',,IB Circular A-I 33. as
revised, the Scliedule ot, expenditures of federal ,nvards shall Identify expenditures by agreement number far catch
aIL'rcelllcnt with the Alliance f01- AIlinLy. Inc, In effect dUrin« the audit period. Financial repotilng, packages rC(jLIII`cd under
INS 17111 IIILISt i)C SLIhnIIttCd Witimi the c_irhcr of 10 days after receipt of the audit report or 11 illontl)s after the end of (he
I-o\I d er,S fiscal ye,I r C I I d
)7
Contract Number It 1472
PiNIIT 11: STATE FUNDEID
,This part Is applicable I f t I I e provider Is a no I IS late entity as defined by Section 2 15.97(2). Florida Statutes.
the Cent that the provider expends a total an"101-Int Of State financial assistance C(ILIal to or in excess of$500,000 in any
fiscal year of such provider (for Fiscal years ending September 30, 2004 or thereafter), the provider Must have a State
I
single or pro.iect-specitic audit for such fiscal year in accordance with Section 215.97, Florida Statutes; applicable rules of
the Department of Financial Services: and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-
profit organizations), Rules of the Auditor General. EXHIBIT I to this agreement indicates state financial assistance
awarded thl-OL11111 the Alliance lor Aging, Inc. by this agreement. In determining the state financial assistance expended ill
::7 zn -, I z:�
its fiscal year, the provider shall consider all sources of state financial assistance, Including state financial assistance
received frorn the Alliance for Aoing, Inc., other state agencies, and other nonstate entities. State financial assistance does
not include federal direct or pass-through awards and resources received by a nonstate entity for federal program inatchill(y
requirements.
In connection with the audit requirements addressed in Part 11, paragraph 1, the provider shall ensure that the audit
complies with the requirements of Section 215.97(8), Florida Statutes. This includes submission of a financial reporting
package as defined by Section 215.97(2), Florida Statutes, and Chapter 10.550 (local governmental entities) or 10.650
(nonprofit and for-profit organizations), Rules of the Auditor General.
If the provider expends less than $500,000 in state financial assistance in its fiscal year(for fiscal years ending September
30, 2004 or thereafter), an audit conducted in accordance with the provisions of Section 215.97, Florida Statutes, is not
required. In the event that the provider expends less than $500,000 in state financial assistance in its fiscal year and elects
to have an audit conducted in accordance with the provisions of Section 215.97, Florida Statutes, the cost of the audit
11-11.1st be paid from the nonstate entity's resources (i.e., the cost of Such an audit must be paid from the provider resources
obtained frorn other than State entities).
An audit conducted in accordance with this part shall cover the entire organization for the organization's fiscal year.
orripliance findings related to a&reements with the Alliance for Aging, Inc. shall be based on the agreement's
including any applicable rules, regulations, or statutes. 'rhe financial statements shall disclose whether or
not the matching requirement was met for each applicable agreement. All questioned costs and liabilities due to the
Alliance for Aging, Inc. shall be fully disclosed in the audit report with reference to the Alliance for Aging, Inc.
agreement involved. If not otherwise disclosed as required by Rule 691-5.003, Fla. Admin. Code, the schedule of
expenditures of state financial assistance shall identify expenditures by agreement number for each agreement with the
Alliance for Aging, Inc. in effect during the audit period. Financial reporting packages required under this part must be
submitted within 45 (lays after delivery of the audit report, but no later than 12 months after the provider's fiscal year end
For local governmental entities. Non-profit or for-profit organizations are required to be submitted within 45 days after
delivery of the audit report, but no later than 9 months after the provider's fiscal year end. Notwithstanding the
applicability of this portion, the Alliance and the Department of Elder Affairs retain all right and obligation to monitor and
oversee the performance of this agreement as outlined throughout this document and pursuant to law.
PAR'r Ill: REPORT SUBMISSION
Copies of reporting packages for audits conducted in accordance with ON413 Circular A-133, as revised. and required by
PART I of this aureeinent shall be submitted, when required by Section .320 (d), ONIB Circular A-133. as revised. by Or
on behalf of the provider directly to each of the following:
I lie Alliance for A,_,int4. Inc. at each of the following addresses:
Alliance for A(_Ying, Inc.
\ttn: Fiscal Manager
760 NNE' 107"' AN c. Suite 214
Miami,iami, FL.33172-3 1-5-5
111C Federal Audit ClearillYhOLISC dCSi1.!IIatCd in ON113 (.ircUlar A-133. as revised (the monher of copies required by
Contract Number KH- 1-47-1
Sections .320 (d)( I) and (2), OMB C Ircular A-133, as revised, should he submitted to the I-edend ALIdIt (112al-11111110USC), :lt
the Eollowill'-1 address:
Federal Audit Clearinghouse
Bureau of the Census
1201 East 10"' Street
Jeffersonville, IN 47132
Other federal agencies and pass-through entities in accordance with Sections .320 (c) and (t), OMB Circular A-133, as
revised.
Pursuant to Sections .320(t), OMB Circular A-133, as revised, the provider shall submit a copy of the reporting package
described in Section 320(c), ONIB Circular A-133, as revised, and any management letter issued by the auditor, to the
z7
Alliance for Aging, Inc. at each of the following addresses:
Alliance for Aging, Inc
Attn: Fiscal Manager
760 NW 107 1h Ave. Suite 214
Miami, FL.33172-31550
Additionally, copies of financial reporting packages required by Part 11 of this agreement shall be subrnittcd by or on
41
behalf of the provider directly to each of the following:
The Alliance for Aging, Inc. at each of the following addresses:
Alliance for Aging, Inc
Attn: Fiscal Manager
760 NW 107"' Ave. Suite 214
Miami, FL. 33172-3155
The Auditor General's Office at the following address:
State of Florida Auditor General
Claude Pepper Building, Room 574
111 West INI adison Street
'Tallahassee, Florida 32399-1450
Any reports, management letter, or other information required to lie submitted to the Alliance for Aging, Inc. pursuant to
this agreement shall be submitted timely in accordance with OMB Circular A-133, Florida Statutes, and Chapters 10.550
(local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General, as
applicable.
Providers, when submitting financial reporting packages to the Alliance for Aging, Inc. for audits done in accordance with
OMB Circular A-I 33 or Chapters 10.550 (local (_,overnmental entities) or 10.050 (nonprofit and for-profit organizations),
Rules of the Auditor General. should indicate the date that the reporting package was delivered to the provider In
correspondence acconipanying, the reporting package.
PiXRT IV: RHORD RETENTION
Elie pro%ider shall retain sufficient records denionstratin,g its compliance with the terms of'this a�,reenient I'Or a period of'
�,Ix \Cars h,olll the (LaC the ZlUdlt I_L�E)Ort IS iSSLICd. Mid Shall Alo�� (lie Alliance t'01- Auin�,. Inc, or its desl-nee. tire (T'() or-
wditor General 'ICCCSS to SLICII I-CCORIS Upon re(]UeSt. Elie provider shall CIIsLlre that audit working 1),ij)ers sire made
,available to the Alliance for Atniig,, Inc.. or its designee, the Department or its (ICSiUIICC. (T0, Or .\UdItor General upon
rcquest for a period of six \ears 1'roin the date the <audit report is ISSLICd. Lillicss extended ill writing by the Alliance 1,01,
file..
- — -__---------- .........
Contract NUmber ICI-1- 1472
ATTACHMENT III
EXHIBIT — 1
I I'MERAL. RE SO t RCES .\%` ,\Rf)[-'[) ro F I IF S(.BREC I P I ENT Pt,RSL'\N I TO I[I IS AGREE\I ENT CONSIST OF'FHE FOLLOWI\G
PROGRAM TITLE FUNDING SOURCE CFDA AMOUNT
TOTAL FEDERAL AWARD
COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED
PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS:
2. STATE RESOURCES AWARDED TO I 'TO THIS AGREEMENT CONSIST
6
OF THE FOLLOWING:
ec w
MATCHING I A.L PROGRAMS
PROGRAM TITLE T CFDA AMOUNT
'TOTAL STATE AWARD �o
s,r,iL'rE FINANCIAL ASSISTANCE SUBJECT TO Sec. 215.97, F.S.
P ROGRANITITLE FUNDING SOURCE CSFA AMOUNT
Community Care for the Elderly Pro rain._._
General Revenue 05010 S-12,694
TOTAL AWARD S 121 M4
COMPI,IANCE IIEQL'IIZE.NIEN'I'S .tiPPI,IC: BLE '1'0 STATE 'SoUr RCESAWARDED PURSUAN,I- TO
T111S AGREEMENT ARE AS FOLLOWS:
. ... .....................