Item C45
Revised 2/95
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: September 20, 2000
Division: Management Services
Bulk Item: Yes [8J No [g]
Department: Office of Management &
Budget
AGENDA ITEM WORDING: Approval of contract with Rural Health Network concerning
County contribution of $25,000.00 toward purchase of second "Medi-van" and transfer of
funds from reserves to cover.
ITEM BACKGROUND: Medi-van will provide primary care exams, diagnosis, on-site
care, and referral to low income, below-poverty, immigrants, and uninsured residents.
PREVIOUS RELEVANT BOCC ACTION: Approval of funding request from Rural Health
Network at August 2000 BOCC meeting.
STAFF RECOMMENDATION: Approval
TOTAL COST: 25,000.00
BUDGETED: Yes D No [8J
COST TO COUNTY: n/a
REVENUE PRODUCING: Yes D No [g]
AMOUNT PER MONTH
YEAR
APPROVED BY:COUNTY ATTY [g] OMB/PURCHASING [8J RISK MANAGEMENT [g]
DIVISION DIRECTOR APPROVAL: J _ ~-r:Q R_ (
James L. Roberts, County AdminIStrator
DOCUMENTATION: INCLUDED: [g] TO FOLLOW: D NOT REQ~~R;~: ~
DISPOSITION: AGENDA ITEM #: J..:..l.}VJ
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with: K u (,....1 l/-ec.....l fA. /J-e-~'<.. Effective Date:_/_/_
Expiration Date: / /
Contract Purpose/Description: L 0 Y1 +,.reI e-f GOYl C e7" V1 I' (1 j Co J r'l ~ - -
C--erY\, i-v-'\~ 6 v ~I 6Y\. 0 -f ,t z- '5:J () C) o. J 0 -f-f)N c:t. r J p./ ,:: cACi s-<-
,
() f- <;;..e C em d {( (Yl-e d " ./ &-r. ' . ~ +rC41 s .f<-r- 0.( f..hld s
-~ Ie s e.-r/"'./~.s fu ~
Contract Manager: U~ iJ e. OWU1..5
(N arne)
tf482-
(Ext.)
~ -I..s A-cL /11 / r1
(Department)
for BOCC meeting on ~/ 2D / cJD
Agenda Deadline: q / ~ / () ()
CONTRACT COSTS
Total Dollar Value of Contract: $ '2- s: 6()(). (J D Current Year Portion: $ 25: {)()O. Cl ()
Budgeted? Yes No ?<:J Account Codes: ~ - 0 ~o i 3 -
Grant: $
County Match: $
ADDITIONAL COSTS
Estimated Ongoing Costs: $ rzi /yr For:
(Not included in dollar value above) (eg. mamtenance, utIhtIes, ]anItonal, salarIes, etc.)
Division Director
CONTRACT REVIEW
Changes
Date In Needed R?L-eie er
Yes No, ~ ~
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5..}SIJ;8 ( (~.LJ~ ~<^'-
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Date Out
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:LIS-IOO
Risk Management
County Attorney
/ I_PtU
O~~ng
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Comments:
AGREEMENT
THIS AGREEMENT, made and entered into this day of
, 2000, by and between Monroe County Board Of County Commissioners,
hereinafter "County" and Rural Health Network of Monroe County, Florida, Inc. hereinafter
"RHN."
WIT N E SSE T H:
WHEREAS, the Monroe County's Health Department's budget for primary care has been
reduced; and
WHEREAS, County funding of a primary care "Medivan" would enable RHN to provide
primary care assistance County-wide for the uninsured, and homeless; now, therefore,
IN CONSIDERATION of the mutual covenants and agreements hereinafter contained, it
is agreed by and between County and RHN as follows:
1. RHN will purchase a large van, which shall be adapted to allow for primary care
examinations, diagnosis, on-site care, and referral. Said van will be large enough to
accommodate basic primary care services for one to two patients at a time as well as medical
personnel to conduct examinations and care.
2. RHN will provide personnel sufficient to operate the van on a weekly basis
throughout Monroe County with scheduled stops to include areas and locations known to be
proximal to low-income and below-poverty residents, homeless, immigrants, and uninsured
persons. Planned stops will be consistent from week to week and routine hours of operations will
accommodate the schedules of the working poor.
3. County . shall provide funding not to exceed Twenty-five Thousand Dollars
($25,000) for the procurement of the medical vehicle, upon submission by RHN of appropriate
documentation under County procurement policies to support reimbursement to RHN or direct
payment to the Medivan supplier. Upon determination by RHN that the medical vehicle is no
longer usable for the purposes described in paragraph 2 above, RHN shall inform the County of
its intent to retire the vehicle and shall give County the option of obtaining title to said vehicle
upon payment of the costs of transfer, which costs shall include only those costs necessary to
transfer title via stamped documents, licenses, registration, and the like, and shall not include
any costs of the vehicle itself.
4. RIGHT TO AUDIT. The County reserves the privilege of auditing the RHN's
records, as such records relate to this Agreement between Monroe County and RHN. Records
should be maintained for three (3) years from the date of final payment.
5. TERMINATION OF CONTRACT FOR CAUSE. The County reserves the right to
cancel this Agreement without cause by giving to RHN thirty (30) days prior written notice of
the intention to cancel, or with cause by giving RHN one (1) day prior written notice of intent to
terminate, if at any time the RHN fails to fulfill or abide by any of the terms or conditions
specified. Failure of the RHN to comply with any of the provisions of this Agreement shall be
considered a material breach of contract and shall be cause for immediate termination of the
Agreement at the discretion of Monroe County. In addition to all other legal remedies available
to the County, the County reserves the right to cancel and obtain from another source, any
items which have not been delivered within the period of time stated in proposal, or if no such
time is stated, within a reasonable period of time from the date of order as determined by
Monroe County.
6. WAIVER OR MODIFICATION. There shall be no waiver or modification of this
Agreement or of any covenant, condition, or limitation herein contained unless mutually agreed
upon in writing by the County and the RHN and incorporated as written amendments to the
Agreement.
7. RENEW AL OPTION. The Agreement may be extended subject to written notice
of Agreement from the County and the RHN for an additional twenty-four (24) month period
beyond the primary contract period. This period shall be extended only if all discounts/prices,
terms and conditions remain the same, funding is appropriated in the extension period, and
approval is granted by the Board of County Commissioners.
8. INDEMNIFICATION. RHN shall indemnify, pay the cost of defense, including
attorneys; fees, and hold harmless the County from all suits, actions or claims of any character
brought on account of any injuries or damages received or sustained by any person, persons or
property by or from the said RHN, or by, or in consequence of any neglect in safeguarding the
work; or on account of any act or omission, neglect or misconduct of the said RHN; or by, or on
account of, any claim or amounts recovered under the "Workers' Compensation Law" or of any
other laws, by-laws, o~dinance, order or decree, except only such injury or damage as shall have
been occasioned by the sole negligence of the County.
9. CONFORMITY TO THE LAW. The RHN shall comply with all federal, state, and
local laws and ordinances, and any rules or regulations adopted thereunder. The RHN shall not
discriminate on the grounds of age, sex, race, color, religion, national origin, ancestry or physical
handicap in the performance of services under this Agreement.
10. NON-DISCRIMINA TION. RHN shall not discriminate against any applicant for
employment or employee with respect to hire, tenure, terms conditions or privileges of
employment or any matter directly or indirectly related to employment because of age, sex,
race, color, religion, national origin, ancestry or physical handicap in the performance of services
under this Agreement.
2
11. NON-ASSIGNABILITY. No interest under this Agreement may be assigned, nor
duties hereunder delegated, without prior written consent of the County. The County reserves
the right to review the qualifications of any and all sub-providers, and to reject any sub-
provider deemed not qualified to perform in a proper and timely manner, the services for which
it shall have been engaged. No subagreement or transfer of agreement shall in any case release
the RHN or his surety of any liability under the Agreement. The County will pay only the RHN.
12. SEVERABILITY. If any provision, or any portion thereof, contained in this
Agreement is held unconstitutional, invalid or unenforceable, the remainder of this Agreement,
or portion thereof, shall be deemed severable, shall not be affected and shall remain in full
force and effect.
13. AGREEMENT COVERED BY FLORIDA LAW. This Agreement and performance
hereunder and all suits and special proceedings hereunder shall be construed in accordance with
the law of the State of Florida.
14. AGREEMENT MANAGEMENT. The County Department of Social Services
designates David P. Owens, Monroe County Grants Administrator, Public Service Building, 5200
College Road, Stock Island, Key West, FL 33040, as the liaison between the County and the
RHN.
15. ENTIRE AGREEMENT. This written Agreement contains the sole and entire
agreement between the County and the RHN and supersedes any and all other agreements
between them.
IN WI1NESS WHEREOF, the parties hereto have set their hands and seals the day and
year first above written.
(SEAL)
ATTEST: DANNY L. KOLHAGE, CLERK
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
By
Deputy Clerk
Mayor/Chairman
(SEAL)
ATTEST:
RURAL HEALTH NElWORK OF
MONROE COUNTY, FLORIDA, INC.
By
Title
By
Title
jdconrhn2000
3
SWORN STATEMENT UNDER ORDINANCE NO. 10-1990
MONROE COUNTY, FLORIDA
Enncs CLAUSE
warrants that he/it has not employed, retained
or otherwise had act on his/its behalf any former County officer or employee in violation of
Section 2 of Ordinance No. 10-1990 or any County officer or employee in violation of
Section 3 of Ordinance No. 10-1990. For breach or violation of this provision the County
may, in its discretion, terminate this contract without liability and may also, in its discretion,
deduct from the contract or purchase price, or otherwise recover, the full amount of any fee,
commission, percentage, gift, or consideration paid to the former County officer or employee.
(signature)
Date:
STATE OF
COUNTY OF
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
who, after first being sworn by me, affixed his/her
signature (name of individual signing) in the space provided above on this
day of
,19_.
NOTARY PUBLIC
My commission expires:
OMB - MCP FORM #4
PUBLIC ENTITY CRIME STATEMENT
"A person or affiliate who has been placed on the convicted vendor list
following a conviction for public entity crime may not submit a bid on a
contract to provide any goods or services to a public entity, may not submit a
bid on a contract with a public entity for the construction or repair of a public
building or public work, may not submit bids on leases of real property to
public entity, may not be awarded or perform work as a contractor, supplier,
subcontractor, or consultant under a contract with any public entity, and may
not transact business with any public entity in excess of the threshold amount
provided in Section 287.017, for CATEGORY TWO for a period of36
months from the date of being placed on the convicted vendor list."
AITACHMENTA
Expense Reimbursement Requirements
This document is intended to provide "basic" guidelines to Human Service Organizations, coun~y
travellers, and contractual parties who have reimbursable expenses associated with Monroe
County business. These guidelines, as they relate to travel, are from Florida Statute 112.061,
which is attached for reference.
A cover letter summarizing the major line items on the reimbursable expense "equest should also
contain a certified statement such as:
I certify that the attached expenses are accurate and in agreement with the records of this
organization. Furthermore, these expenses are in compliance with this organization's contract
with the Monroe County Board of County Commissioners.
Invoices should be billed to the contracting agency. Third pany payments will not be considered
for reimbursement. Remember, the expense should be paid prior to requesting a reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored iIi accordance with the level of detail in the contract.
This document should not be considered all-inclusive. The ClCfkls Fmance Department reseryes
the right to review reimbursement requests on an individual basis. Any questions regarding these
guidelines should be directed to SJephanie Griffiths at 305-292-3528.
(
Payroll:
A certified statement verifying the accuracy and authenticity. of the payroll expenses.
If a Payroll JownaI is provided, it should include:
Payroll Journal dates
employee name, salary, or hourly rate
hours worked during the payroll joumaJ dates
withholdings where appropriate
check number and check amount
If a Payroll Journal is not provided the following must be listed:
check number, date, payee, check amounthsupport for applicable payroll taxes
Original vendor invoices must be submitted for Worker's Compensation an" :ihbility insurance
coverage; ; .
Telephone expenses:
A user log of pertinent information must be remitted: the party called, the caller, the telephone
number, the date, and the purpose of the call must be identified.
T elefax, fax, etc.:
A fax log is required. The log must define the sender, the intended recipient, the date, the number
ca!led, and the I:eason for sending the..fax.
Supplies, services, etc.:
For supplies or services ordered the County requires the original vendor invoice.
Rents, leases, efc.:
.
A copy of the rental agreement or lease is required. Deposits and advance p~iyments will not be
allowable expenses.
Postage, overnight deliveries, courier, etc.:
A log of all postage expenses as it relates to' the County contract is required for reimbursement.
For <?vernight or express deliveries, the original vendor invoice must be 'included.
"
Reproductions, copies, etc.:
-I
A log of copy expenses as it relates to the County contract is required for rr imburs~.ment. The
log must define the date, number of copies made, source document" purpo;:e, and .-ecipient. A
reasonable fee for Copy expenses will be allowable. For vendor seivices, the original vendor
invoice is required and a sample of the finished product.
.....
Travel expenses: please refer to Florida Statute 112.061.
Travel expenses must be submitted on a State of Florida Voucher. .for Reimt',rsement of
Travel Expenses. Credit card statements are not acceptable documentation for r' .im. lrsement.
Airfare reimbursement requires the original passenger receipt portion of the airiine ticket. A
travel itinerary is appreciated to facilitate the audit trail.
Auto rental reimbursement requires the original vendor invoice. Fuel purc.hases should be
documented with original paid receipts.
Original taxi receipts should be prqvided. However, reasonable fares will be reimbl~rsed without
receipts. Taxis are not reimbursed if taken to arrive at a departure point: for eX2:. ole, taking a
taxi from one's residence to the airpon for a business trip is not reimbursable.
I
Original toll receipt;) should be provided. However, reasonable tolls will be reimbursed without
receipts.
Parking is considered a reimbursable travel expense at the destination. Airport parking during a
business trip is not.
.
Lodging reimbursement requires a detail liSting of charges. The original lodging invoice must be
submitted. The County will only reimburse the actual room and relat~ bed tax. Room service,
movies, and personal telephone calls (see previous -guidelines) arc not allowable expenses. Per '.'
diem lodging expenses may apply. Again, refer to Florida Statute 112.061.
Meal reimbursement is breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal guidelines
are that travel must begin prior to 6 am for breakfast reimbursement, before noon and end after
2pm for lunch reimbursement, and before 6pm and end after 8 pm for dinner reimbursement.
\
1-- C\ ~\
.
Mileage reimbursement is calculated at 20 cents per mile for personal auto mileage while on
county business. Effective October 1, 1994, mileage will be reimbursed at 25 cents per mile. An
odometer reading must be included on the state travel voucher for vicinity travel. A mileage map
is attached for reference to allowable miles from various Florida destinations.
Mileage is not allowed from a residence or office to it point of departure: for example, driving
fro~ one's home to the airport for a business trip is not a reimbursable expense.
.
Data processing, PC time, etc.:
I
The original vendor inToice is required for reimbursement. Intercompany allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the charging
department (see Payroll above). are attached and certified. ~
The CoUowiDg expenses are Dot allowable Cor reimbursement:
penalties and fines
non-sufficient check charges
fimdraising
contn'butions
capital outlay expenditures (unless specifically included in the contract)
depreciation expenses (unless specifically included in the contract)
SGRIFFlTHS
WP51\PROCEDUR\EXP _REIM ;.,
A IT ACHMENT n
HUMAN SERVICE ORGANIZATION LETTERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
Key West, Florida 33040
(Date)
The following is a summary of the expenses for (Human Servic:e Organization namel for the time
period of_to _ :
Check #
Pavee
Reason
Amount
101
102
103
104
105
A Company
B Company
D Company
Person A
Person B
rent
utilities
phones
payroll
payroll
$xxxx.xx
$xx:<x..x.(
$xxxx.xx
$xx:.'x.xX
$xx ex.XX
.
(A) Total
(B) Total prior;,ayments
(
(C) Total requested and paid (A + B)
.Sxxxx.xx
$xxxx.xx
$xxxx.xx
(0)
Total contract amount
J
,
$xxxx.xx
'.
.AI
'Balance of contract (D - C)
$xxxx xx
I certifY that the above checks have been submitted to the vendors as noted--and thut the expenses
are accurate and in agreement with the records of this organization. Furthermore, these expenses
are in compliance with this organization's contract with the Monroe County Board of County
Commissioners and . ~ot be submitted for reimbursement to any other funding source.
2!l
Executive
Attachments (supporting documentatjon)
;
Sworn and subscribed before me this _ day of
199_.
Notary Public
Notary stamp
Resolution No.
- 2000
A RESOLUTION CONCERNING THE TRANSFER OF FUNDS
WHEREAS, it is necessary for the Board of County Commissioners of Monroe County,
Florida, to make budgeted transfers in the Monroe County Budget for the Fiscal Year
2000, therefore,
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, that there shall be transfers of amounts previously
set up in the Monroe County Budget for the Fiscal Year 2000 as, hereinafter set forth to
and from the following accounts:
Fund #001- General Fund
FroDl:001-5900-85500-590990
Cost Center # 85500-Reserves General Fund
For the ADlount: $25,000.00
To: 001-5130-06013-560640
Cost Center # 06013-Rural Health Network
Other Uses
Capital Outlay-EquipDlent
BE IT FURTHER RESOLVED BY SAID BOARD, that the Clerk of said Board, upon
receipt of the above, is hereby authorized and directed to make the necessary changes of
said items, as set forth above.
PASSED AND ADOPTED by the Board of County Commissioners of Monroe County,
Florida, at a regular meeting of said Board held on the 20 day of September AD 2000.
Mayor Freeman
Mayor ProTem Neugent
Commissioner Harvey
Commissioner Williams
Commissioner Reich
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By:
Mayor/Chairman
(Seal)
Attest: DANNY L. KOLHAGE, Clerk
ruralhealthtsfr September 6, 2000 Page I