Item C16
-K~
Louis LaTorre, Senior Director
Social Services/tabt
Revised 2/95
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
MEETING DATE: 4/19-20/00
DIVISION: COMMUNITY SERVICES
BULK ITEM: YES X
NO
DEPARTMENT: SOCIAL SERVICES
AGENDA ITEM WORDING: APPROVAL OF AMENDMENT 001 TO 2000 OLDER AMERICANS
ACT CONTRACT #AA-029 BETWEEN THE ALLIANCE FOR AGING, INC. , THE AREA AGENCY
ON AGING FOR PLANNING AND SERVICES AREA 11 AND MONROE COUNTY BOARD OF
COUNTY COMMISSIONERS/ MONROE COUNTY SOCIAL SERVICES (MONROE COUNTY IN
HOME SERVICE PROGRAM, THE CASE MANAGEMENT AGENCY).
ITEM BACKGROUND: This amendment is to being executed to dissolve the Title IU-D Program of the
original contract and transfer the $29,840.00 and 1,342.75 Units of Service to the Title UI-B Homemaker
Program. This will make the total dollar amount of the Title III-B Homemaker Program $60,903.00 and
2,730.5 will be the total Units of Service to be provided. The total Older Americans Act Contract dollar
amount is unchanged.
PREVIOUS RELEVANT BOCC ACTION:
Approved
STAFF RECOMMENDATION: APPROVAL
TOTAL COST: $360,955.00
BUDGETED: YES X NO
COST TO COUNTY: $73,798.56 (Match)
REVENUE PRODUCING:
YES NO-K- AMT.PER MONTH
YEAR
APPROVED BY: COUNTY ATTY.l OMB/Purchasing l RISK ANAGEMENT ~
DOCUMENTATION: INCLUDED_
TO FOLLOW__ NOTfEcpI~E~
AGENDA ITEM#:~
DIVISION DIRECTOR APPROVAL:
DISPOSITION:
AGENDA.DOC
TABT
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #AA-029 Amendment 1
Contract with:Alliance For Aging. Inc. Effective Date:January 1.2000
Expiration Date:December 31. 2000
Contract Purpose/Description:Amendment to dissolve the Title III-D Program of the original
contract and transfer the $29.840.00 and 1,342.75 Units of Service to the Title III-B Homemaker
Program. This will make the total dollar amount of the Title III-B Homemaker Program
$60.903.00 and 2.730.5 will be the total Units of Service to be provided. The total Older
Americans Act Contract dollar amount is unchanged
t'r~
Contract Manager:Louis La Torre/tabt 1~ 4572
(N ame) l'" (Ext.)
Social Services
(Department)
for BOCC meeting on 4/19-20/00
Agenda Deadline: 04/05/00
CONTRACT COSTS
Total Dollar Value of Contract: $360.955.00 Current Year Portion: $N/A
Budgeted? Yescg] No D Account Codes: _-_ _-_
Grant: $360.955.00 NA-_-_-_
County Match: $73.798.56 NA-_-_-_
NA-_-_-_
ADDITIONAL COSTS
Estimated Ongoing Costs: $_/yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Division Director
Changes Date Out
Needed ~~ Reytetyer /J I /
3F'/ou YesDNoLj" ~:y"\~'CV~ _, 3/13/00
3l' '-\-1 (}U Y esD No~ c~... l0 CL.<-:J'~ \ "--<-~'t-C'-~,J'r.___ ,~ ) I '-f fo .
3(41V :::~::~~ ~1i1t--~L-_J/7)
Date In
~ana,,~e~t
O.M.B./P~ing
County Attorney
Comments:
Amendment 001
AMENDMENT TO 2000 OLDER AMERICANS ACT CONTRACT
THIS AMENDMENT, entered into between the Alliance for Aging, Inc, hereinafter referred to as the
"Alliance", and Monroe County Board of Commissioners hereinafter referred to as the "Provider", amends
contract AA 029.
1, Attachment I, Section III., Method of Payment, Paragraph D, is hereby amended to read:
The Alliance shall make payment to the provider for provision of services up to a maximum number of
units of service and at the rate(s) stated below:
Service to be Unit of Unit Maximum Maximum
Provided Service Rate Units Dollars
Information one contact 4.51 100 $ 451
Referral one contact w/follow up 4,50 80 $ 36U
Homemaker IIIB one client hour 22,3006 2,731 $ 60,903
Conregate Meals one meal 5.781 92 20,795 $120,235
C 1 Nutrition Ed. one presentation 15.20 10 $ 152
Home Del. Meals on meal 5,807557 30,726 $178,443
C2 Nutrition Ed. one presentation 205,50 2 $ 411
3, This amendment shall begin on Aprill, 2000 or on the date on which the amendment has been signed by
both parties, whichever is later.
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.
IN WITNESS WHEREOF, the parties hereto have caused this 2 page amendment to be executed by their
undersigned officials as duly authorized.
PROVIDER: MONROE COUNTY
BOARD OF COMMISSIONERS
ALLIANCE FOR AGING, INC.
SIGNED BY:
SIGNED BY:
NAME:
NAME: MARTIN URRA
TITLE:
TITLE: PRESIDENT
DATE:
DATE:
(
01/01/2000
Contract Number
AA029
STANDARD CONTRACT
THIS CONTRACT i~ entered into between the Alliance for Aging, Inc., hereinafter referred to as
the "Alliance", and the Monroe County Board of Commissioners, hereinafter referred to as the
"provider". This contract is subject to all provisions contained in the MASTER AGREEMENT
executed benveen the Alliance and the Provider, Agreement No. pA 29, and its successor,
incorporated herein by reference.
The parties agree:
I. Provider Agrees:
A. . Services to be Provided:
To plan, develop, and accomplish the services delineated, or otherwise cause the planning,
development, and accomplishment of such services and activities, under the conditions
specified and in the manner prescribed in Attachment.L of this agreement.
B. Requirements of Section 287.058, Florida Statutes:
These requirements are herein incorporated by reference.
C. Final Request for Payment .
I. The provider must submit the final request for payment to the Alliance no more than
45 days after the contract ends or is tenninated; if the provider fails to do so, all right
to payment is forfeited, and the Alliance will not honor any requests submitted
after the aforesaid time period. Any payment due under the terms of this contract may
be withheld until all reports due from the provider, and necessary adjustments thereto,
have been approved by the Alliance.
2. A final receipt and expenditure report as a closeout report will be forwarded to the
Alliance within sixty (60) days after the contract ends or is terminated. All monies
which have been paid to the provider which have not been used to retire outstanding
obligations of the contract being closed cut must be refimded to the Alliance along with
the final receipt and expenditure report.
'II. ,The Alliance Agrees:
Contract Amount
To pay for contracted services according to the conditions of AttachmentL in an amount not to
exceed S360,955, subject to the availability offimds. The Alliance's performance and obligation
to pay under this contract is contingent upon an annual appropriation by the Legislature. The
1
, 01/01/2000
Contract Number
AA029
costs of services paid under any other contract or from any other source are not eligible for
reimbursement under this contract. The schedule of funds awarded to the provider pursuant to
this contract is in state grants and aids appropriations and consists of the following: . .
Program Title Year Funding S~urce CFDA# Fund Amounts
Title IIIB Support 2000 U.S. Dept. Of Health and 93.044 $31,874
Services Human Services .
Title III C 1 2000 " 93.045 $120,387
Congregate Meals
Title III C2 Home 2000 " 93.045 $178,854
Delivered Meals
Title IiI DIn-Home 2000 " 93.046 $29,840
Services
TOTAL FUNDS CONTAINED IN TIllS $360,955
CONTRACT:
III. Provider and Alliance Mutually Agree:
A. Effective Date:
1. This contract shall begin on Januarv 1. 2000 or on the date the contract has been signed
by both parties, whichever is later.
2. This contract shall end on December 31. 2000.
B. Termination, Suspension and/or Enforcement
The causes and remedies for termination or suspension of this contract shall follow the same
procedures as outlined in Section III. B. And Section III. C. of the Master Agreement.
C Notice, Contact, and Payee Information:
1. The name, address, and telephone number of the contract manager for the Alliance for
this contract is:
John L. Stokesberry
Alliance for Aging, Inc.
9500 S. Dadeland Boulevard, Suite 400
Miami, Florida 33156
305-670-6500
2
01/01/2000
Contract Number
AA029
2. The name, address, and telephone number of the representative of the provider
responsible for administration of the program under this contact is:
.:. .
Louis LaTorre
Monroe Co~ty Board of Commissioners
5100 College Road
Key West, Florida 33040
(305) 292-4589
3. In the event different 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 \vriting to the other party and said notification attached to originals of this contract.
4. The name (provider nameas shown on page 1 of this contract) and mailing address of
the official payee to whom the payment shall be made:
Monroe County Board of Commissioners
5100 College Road
Key West, Florida 33040
IN WITNESS THEREOF, the parties hereto have caused this ~ page contract to be executed
by their undersigned officials as duly authorized. .
PROVIDER: MONROE COUNTY
BOARD OF COMMISSIONERS
ALLIANCE FOR AGING, me.
BOARD PRESIDENT OR
AUTHORIZED DESIGNEE
SIGNED: .... _. '
BY: --
- ." ;.. ....., : '........ -
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SIGNED
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BY: \~."" t"f' (I,
II
~ ,~\,\i.)(:\..')"T'Q.y,
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NAME:
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NAME: RAMONA FRlSCHMAN, EdD
...
. TITLE:
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,t- /s ~.~ --r-; '_=- ?
TITLE: PRESIDENT
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DATE:
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DATE: \ '!-('2~'( I C(':'I
FFi-DE~Ei.: MBER: 59-6000749
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l{R:~:3PM~9~'. L YEAR END DATE: 6/30
t .!/;~.. ; ,':"} .'
~." . 'I''" -($10' .
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01/01/2000
Contract Number
AA029
. .
. .
ATTACHMENT I
OLDER AMERICANS ACT
I. STATEMENT OF PURPOSE
. '.
The Older Americans Act Program is a federal program which provides assistance to older
persons.
II. SERVICES TO BE PROVIDED
A. The approved Service Provider Application of the for the Older Americans Act funds
for :2000, and any revisions thereto approved by the Alliance, are incorporated by
reference in this contract between the Alliance and the provider and prescribe the
manner in which the provider will meet the requirements of the Older Americans Act of
1965, as amended.
B. The services will be provided in a manner 'consistent with and described in the Service
Provider Application for Older Americans Act for 2000 of the Monroe County Board of
Commissioners and the Department of Elder Affairs Client Services Manual. In the
event this manual is revised, the 'contract will incorporate any such revision and the
provider will be given a copy of the revisions. The provider agrees to perform the
services of this contract in accordance with all federal, state, and local laws, rules,
regulations and policies that pertain to Older Americans Act funds.
III. METHOD OF PAYMENT - FIXED RATE
A. This is a fixed rate - advance funding contract. Payment shall be on an advance basis in
accordance with the Department of Elder Affairs Client Services Manual and
A TT ACHMENT II. All requests for payment and expenditure reports submitted to
support requests for payment shall be on DOEA forms 106L and 105L. Duplication or
replication of both forms via data processing equipment is permissible, provided all data
elements are in the same format as included on department forms.
B. The due date for the request for payment and expenditure reports shall be on the 15th
day of the month following the month being reported.
C. The Alliance shall make payment to the provider for a total dollar amount not to exceed
$360.955, subject to the availability of funds. Rates listed in paragraph B-3 are the
Alliance's share not to exceed 90% of the gross cost per unit of service.
4
01/01/2000
Contract Number
AA029
D. The Alliance shall make payment to the provider for provision of services up to a
maximum number of units of service and at the rate(s) stated below:
Service to be Unit of Unit Maximum Maximwn
Provided Service Rate Units Dollars
Information 1 person informed 4.51 100 $451
Referral contact 4.50 80 $360
Homemaker IHB 1 hour . 22.3837 1,387.75 $31,063
Congregate Meals 1 meal 5.78192 20,795 $120,235
Nutrition Ed. C 1 1 presentation 15.20 10 $152
Home Del. Meals 1 meal 5.807557 30,726 $178,443
Nutrition Ed. C2 1 maHout 205.50 2 $411
Homemaker HID 1 hour 22.2230 1,342.75 $29,840
E. Provider will implement a Modified Spending Authority for the services in Title LIIB.
Provider projects a: number of units of service and amount of funds per service and
determines a rate of service.
These figures are omy a projection. Provider is to provide service based on clients'
service plans and will not be restricted to providing the services as projected: Additional
budget revisions/contract amendments will not be required to move funding among these
services, with the exception of Screening and Assessment. Total Contract Amount
Cannot be exceeded.
F. The provider may request a monthly advance for each of the first two months of the
contract period, based on anticipated cash needs. Detailed documentationjustirying cash
needs for advances must be submitted with the signed contract and a copy maintained in
the contract manager's file. All payment requests for the third through the twelfth months
shall be based on the submission of monthly actual expenditure reports beginning with
. the first month of the contract. The schedule for submission of advance requests is
A TT ACHMENT II to this contract. Reconciliation and recouping of advances made
under this contract are to be completed by the time the final payme!}t is made. All
advance payments are subject to the availability of funds.
G. A final receipt and expenditure report (closeout report) will be forwarded to the
department within sixty (60) days after the contract ends or is terminated. All monies
which have been paid to the provider and not used to retire outstanding obligations of the
contract being closed out must be refunded to the Alliance along with the final receipt and
expenditure report.
5
(
01/01/2000
Contract Number
AA029
H. Any payment due by the Alliance under the terms of this contract may be withheld
pending the receipt and approval by the Alliance of all financial and programmatic
reports due from the provider and any adjustments thereto. .
T. The provider agrees to. implement the distribution of funds as det~led in the Service
Provider Application and the Budget Summary, A TTACHMRNT III to this contract.
Any changes in the amounts of federal or general revenue funds identified on the Budget
Summary form require a contract amendment.
. J. Financial Reports: The provider agrees to provide an accurate, complete and current
disclosure of the financial results of this contract as follows:
,1. To submit all requests for payment and expenditure reports according to the
format, schedule and requirements specified in A TT ACHMENT I .
A. Match
The provider will assure a match requirement of at least 10 percent of the cost for all
services. The subcontract provider's match will be made in the form of cash and/or
inkind resources. At the end of the contract period, all Older Americans Act funds
expended must be properly matched.
R Co-payments for Services
The provider assures aider Americans Act paid staff will not asses~nor collect co-
payments from eligible clients for Older Americans Act funded services. Provider may
charge co-payments for services not paid for with Older Americans Act funds to those
persons able to pay part or all of the cost of services.
C. Carry Forward Funds
Federal fiscal year funding provided in this contract is subject to substitution by prior
year's carry forward funds in accordance with procedures established by the Alliance.
6
01/01/2000
Contract Number
AA029
D. Outcome Achievement
1. The Alliance and provider will implement the legislatively approved outcome
measures.
2. The Alliance and provider will track outcome achievement on a monthly basis.
Technical assistance will be provide~ to service providers when achievement'
levels drop 1 % or more from the assigned outcome measures. Corrective action
will be required specifying actions the providers will take to bring achievement
levels up to assigned amount if achievement drops 2% or more. .
3. The Alliance will monitor implementation of provider strategies toward achieving
outcomes as described in the Service Provider Application for Monroe County
Board of Commissioners.
E. Business Hours
Providers (area agencies and Elder Helplines) must, at a minimum, maintain business
hours from 8:00AM to 5:00 PM daily, Monday through Friday.
7
Report.
Number
1
2
3
1:
3
7
l
)
.0
.1
.2
.3
,4
.5
6
egend:
~te'.# 1:
)te # 2:
lte # 3:
01/01/2000
Month
Contract Number
CONTRACT REPORT CALENDAR
ADVANCE BASIS CONTRACT
TITLE III
Based On
January
"February
March
April
May
June
July
August
September
October
November
December
*
Advance *
Advance *
January Expenditure Report
February Expenditure Report
March Expenditure Report
April Expenditure Report
May Expenditure Report
June Expenditure Report
July Expenditure Report
August Expenditure Report
September Expenditure Report
October Expenditure Report
November Expenditure Report
December Expenditure Report
Final Payment Request
Closeout Package
Advance based on projected cash need.
AA029
.....
ATTACHMENT II
Submit to
State on
This Date
January 1
January 1
February 5
March 5
April 5
May 5
June 5
July 5
Augus t 5
September 5
October 5
November 5
December 5
January 5
February 14
February 29
Submission of expenditure reports mayor may not generate a
payment request. If closeout report reflects funds due back to
the Alliance, payment is to accompany the report.
Reports *1 and #2 for Advance Basis Contracts cannot be submitted
to the Alliance until the contract with the Alliance has been
executed.
A final payment request may be submitted to the Alliance by the
provider up to 45 days after the contract has ended.
The last two months of the provider's fiscal reports covering
actual expenditures should reflect an adjustment repaying
advances for the first two months of the contract.
8
, 01/01/2000
Contract Number
AA029
. ,
'. ,
ATTACHMENT III
BUDGET SUMMARY
2000 OAA BUDGET SUMl\1ARY
Name of Agency: New Horizons Community Mental Health Ctr, Inc.
Contract No. AA021
Distribution of Award by Title
Federal Share
Title ITI-B
$31,874
Title ill C-1
$120,387
Title III C-2
$178,854
Title III-D
$29,840
-
Title III-F
$0
'OT AL FEDERAL AM:OUNT
$360,955
9