Item F43
Revised 2/95
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: November 21, 2000
Division: Management Services
Bulk Item: Yes ~ No 0
Department: Grants Administration
AGENDA ITEM WORDING: Authorization for the Mayor to execute the fiscal year 2001
anti-drug abuse grant contracts with the implementing agencies.
ITEM BACKGROUND: Funds are provided throught the Florida Dept of law
Enforcement to implement the following programs: Sheriff Inmate Intervention Program,
Juvenile Community Intervention Program, Heron Residential Program, Residential
Detoxification Program, Sunrise House, and Samuel's House.
PREVIOUS RELEVANT BOCC ACTION: By resolution 239-1999, the BOCC agreed to
serve as the coordinating unit of government in the development of the grant proposals
and in the distribution of funds allocated to Monroe County.
STAFF RECOMMENDATION: Approval
TOTAL COST: 293,373.00
COST TO COUNTY: 66,914.00
REVENUE PRODUCING: Yes 0 No [gI
BUDGETED: Yes [gI No 0
AMOUNT PER MONTH
YEAR
APPROVED BY:COUNTY A TTY 0 OMB/PURCHASING 0 RISK MANAGEMENT 0
DIVISION DIRECTOR APPROVAL:
James L. Roberts, County Administrator
DOCUMENTATION: INCLUDED: [gI TO FOllOW: 0 NOT REQUIRE~:t;l,
DISPOSITION: AGENDA ITEM #: l:.f't~
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Florida Keys Outreach
Coalition
Effective Date: 10/01/00
Expiration Date: 9/30/01
Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of
the Sunrise House Transitional Housing for Recovering Homeless Men I as part of Monroe
County's FYOl Anti-Drug Abuse Program
Contract Manager: David P. Owens
(Name)
4482
(Ext. )
OMB/Grants Mgt.
(Department)
for BOCC meeting on 11/21/00
Agenda Deadline: 11/07/00
CONTRACT COSTS
Total Dollar Value of Contract: $31,311.00 Current Year Portion: $31,311.00
Budgeted? Yes X No Account Codes: 125-06017-530490-GG0108-XXXXXX
Grant: $23,483.00
County Match: $7,828.00
ADDITIONAL COSTS
Estimated Ongoing Costs: $2857.00 For: Staff support-filing reports, oversight
(Not included in dollar value above) (eg. Maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes Date Out
Date In Needed - (7' ~v~er
DivisionDirector #. YesDN~~ ~ /#
RiskMan~ent J$)ooYesONO~C~~ M'-4--t.d"'- $1011
~~g A'~esONoQ' ~~~ ~/.2&/Ml
County Attorney !!/liJ-" Y esO No[6"" j) 4L tc;{~
Comments: ~ ~/I
ANTI-DRUG ABUSE ACT FUNDS AGREEMENT
TillS AGREEMENT is made and entered this day of
2000, by and between MONROE COUNTY, a political subdivision of the State of Florida,
whose address is 5100 College Road, PSB Wing II, Stock Island, Key West, FL 33040,
hereinafter referred to as "COUNTY," and Florida Keys Outreach Coalition Sunrise House
Transitional Housing for Recovering Homeless Men I, whose address is Post Office Box 4767,
Key West, Florida 33041, hereinafter referred to as "COALITION."
WITNESSETH
WHEREAS, the Department of Community Affairs has awarded a sub-grant of Anti-
Drug Abuse Act Funds to the COUNTY to implement a program that provides Sunrise House
Transitional Housing for Recovering Homeless Men; and
WHEREAS, the County is in need of an implementing agency to provide said services
under this Program; and
WHEREAS, the COALITION is the sole provider of this program; and
WHEREAS, the COUNTY has agreed to disburse the Anti-Drug Abuse Act Funds to the
COALITION in accordance with the COUNTY'S application for the Anti-Drug Abuse Act
Funds.
NOW THEREFORE, in consideration of the mutual understandings and agreements set
forth herein, the COUNTY and the COALITION agree as follows:
1. TERM - The term of this Agreement is from October 1, 2000, through September
30,2001, the date of the signature by the parties notwithstanding, unless earlier terminated as
provided herein.
2. SERVICES - The COALITION will provide services as outlined in the
COUNTY'S Anti-Drug Abuse Sub-grant Award, attached and made a part hereof.
3. FUNDS - The total project budget to be expended by the COALITION in
performance of the services set forth in Section 2 of this agreement shall be the total sum of
$31,311.00. The total sum represents federal grant/state sub-grant support in the amount of
$23,483.00 and local matching funds in the amount of $7,828.00, which amount shall be
provided by the county through the grant matching funds account. All funds shall be distributed
and expended in accordance with the Project Budget Narrative submitted as outlined in the grant
agreement.
4. INCORPORATION BY REFERENCE - The provisions of those certain
documents entitled "State of Florida Department of Community Affairs, Division of Housing
and Community Development, Bureau of Community Assistance Sub-grant Award Certificate
and Application" therefor and all laws, rules and regulations relating thereto are incorporated by
reference, (Attachment A).
, .
5. IMPLE!\1ENTING AGENCY BOND - The COALITION is an implementing
agency under the COUNTY'S Anti-Drug Abuse Program, and shall be bound by all the
provisions of the documents incorporated by reference in Section 4 of this Agreement.
Additionally, the COALITION shall be bound by all laws, rules, and regulations relating to the
COUNTY'S performance under the Department of Community Affairs Grant Program.
6. BILLING AND PAYMENT
(a) The COALITION shall render to the COUNTY, at the close of each calendar
month, an itemized invoice properly dated, describing the services rendered, the cost of the
services, and all other information required by the Program Director. The original invoice shall
be sent to:
Grants Administrator
Public Service Building, Wing II
5100 College Road
Key West, FL 33040
(b) Payment shall be made after review and approval by the COUNTY within thirty
(30) days of receipt of the correct and proper invoice submitted by the COALITION.
7. TERMINATION - This Agreement may be terminated by either party at any
time, with or without cause, upon not less than thirty (30) days written notice delivered to the
other party. The COUNTY shall not be obligated to pay for any services provided by the
COALITION after the COALITION has received notice of termination. In the event there are
any unused Anti-Drug Abuse Act Funds, the COALITION shall promptly refund those funds to
the COUNTY or otherwise use such funds as the COUNTY directs.
8. ACCESS TO FINANCIAL RECORDS - The COALITION shall maintain
appropriate financial records which shall be open to the public at reasonable times and under
reasonable conditions for inspection and examination and which comply with the Agreement
incorporated in Section 4 of this Agreement.
9. AUDIT - The COALITION shall submit to the COUNTY an audit report
covering the term of this Agreement, within one-hundred twenty (120) days following the
Agreement's lapse or early termination and shall also comply with all provisions of the
Agreement incorporated in Section 4 of this Agreement.
10. NOTICES - Whenever either party desires to give notice unto the other, it must
be given by written notice, sent by registered United States mail, with return receipt requested,
and sent to:
FOR COUNTY
Grants Administrator
Public Service Building
5100 College Road
Key West, FL 33040
FOR PROVIDER
CONTACT NAME
AND ADDRESS
Either of the parties may change, by written notice as provided above, the addresses or persons
for receipt of notices.
11. UNAVAILABILITY OF FUNDS - If the COUNTY shall learn that funding from
the Florida Department of Community Affairs cannot be obtained or cannot be continued at a
level sufficient to allow for the services specified herein, this Agreement may then be terminated
immediately, at the option of the COUNTY, by written notice of termination delivered in person
or by mail to the COALITION at its address specified above. The COUNTY shall not be
obligated to pay for any services provided by the COALITION after the COALITION has
received notice of termination.
12. COMPLIANCE WITH LAWS AND REGULATIONS - In providing all services
pursuant to this Agreement, the COALITION shall abide by all statutes, ordinances, rules, and
regulations pertaining to, or regulating the provision of, such services, including those now in
effect and hereafter adopted, and particularly Article 1, Section 3 of the Constitution of the State
of Florida and Article 1 of the United States Constitution, which provide that no revenue of the
state or any political subdivision shall be utilized, directly or indirectly, in aid of any church,
sect or religious denomination or in aid of any sectarian institution. Any violation of said
statutes, ordinances, rules, or regulations shall constitute a material breach of this Agreement
immediately upon delivery of written notice of termination to the COALITION. If the
COALITION receives notice of material breach, it will have thirty days in order to cure the
material breach of the contract. If, after thirty (30) days, the breach has not been cured, the
contract will automatically be terminated.
13. ASSIGNMENTS AND SUBCONTRACTING - Neither party to this Agreement
shall assign this Agreement or any interest under this Agreement, or subcontract any of its
obligations under this Agreement, without the written consent of the other.
14. EMPLOYEE STATUS - Persons employed by the COALITION in the
performance of services and functions pursuant to this Agreement shall have no claim to
pension, worker's compensation, unemployment compensation, civil service or other employee
rights or privileges granted to the COUNTY'S officers and employees either by operation of law
or by the COUNTY.
15. INDEMNIFICATION - The COALITION agrees to hold harmless, indemnify,
and defend the COUNTY, its commissioners, officers, employees, and agents against any and all
claims, losses, damages, or lawsuits for damages, arising from, allegedly arising from, or related
to the provision of services hereunder by the COALITION.
16. ENTIRE AGREEMENT
(a) It is understood and agreed that the entire Agreement of the parties is contained
herein and that this Agreement supersedes all oral agreements and negotiations between the
parties relating to the subject matter hereof as well as any previous agreements presently in
effect between the parties relating to the subject matter hereof.
(b) Any alterations, amendments, deletions, or waivers of the provisions of this
Agreement shall be valid only when expressed in writing and duly signed by the parties.
IN WITNESS WHEREOF, the parties to this Agreement have caused their names to be
affixed hereto by the proper officers thereof for the purposes herein expressed at Monroe
County, Florida, on the day and year first written above.
(SEAL)
ATTEST: DANNY L. KOLHAGE, Clerk
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By:
By:
Deputy Clerk
Mayor/Chairman
AGENCY NAME
By:
Title:
Witness
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 fonner 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, tenninate 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 fonner 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 of 36 months from the date of being
placed on the convicted vendor list."
'f ."
ATTACHMENT A
Exoense Reimbursement Reauirements
This document is intended to provide "basic" guidelines to Human Service Organizations, county
travelers, and contractual parties who have reimbursable expenses associated with Monroe County
business. These guidelines, as they relate to travel, are from FS 112.061, which is attached for
reference.
A cover letter summarizing the major line items on the reimbursable expense request 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 party payments will not be considered
for reimbursement. Remember, the expenses should be paid prior to requesting a reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the contract.
This document should not be considered all-inclusive. The Clerk's Finance Department reserves the
right to review reimbursement requests on an individual basis. Any questions regarding these
guidelines should be directed to 305/292-3528.
Pavroll
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll Journal is provided, it should include:
Payroll Journal dates, employee name, salary, or hourly rate, hours worked during the payroll
journal dates, with holdings where appropriate, check number and check amount
If a Payroll Journal is not provided, the following must be listed:
Check number, date, payee, check amount, support for applicable payroll taxes
Original vendor invoices must be submitted for Worker's Compensation and Liability insurance
coverage.
Teleohone Exoenses
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.
Telefax. fax. etc.
A fax log is required. The log must define the sender, the intended recipient, the date, the number
called, and the reason for sending the fax.
Suoolies. services. etc.
For supplies or services ordered, the County requires the original vendor invoice.
Rents. leases. etc.
A copy of the rental agreement or lease is required. Deposits and advance payments will not be
allowable expenses.
Postaae. overniaht deliveries. courier. etc.
A log of all postage expenses as it relates to the County contract is required for reimbursement.
For overnight or express deliveries, the original vendor invoice must be included.
Reoroductions. cooies. etc.
A log of copy expenses as it relates to the County contract is required for reimbursement. The log
must define the date, number of copies made, source document, purpose, and recipient. A
reasonable fee for copy expenses will be allowable. For vendor services, the original vendor invoice
is required and a sample of the finished product.
Travel Exoenses: Please refer to Florida Statute 112.061.
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Credit card statements are not acceptable documentation for reimbursement.
Airfare reimbursement requires the original passenger receipt portion of the airline ticket. A travel
itinerary is appreciated to facilitate the audit trail.
Auto rental reimbursement requires the original vendor invoice. Fuel purchases should be
documented with original paid receipts.
Original taxi receipts should be provided. However, reasonable fares will be reimbursed without
receipts. Taxis are not reimbursed if taken to arrive at a departure point: for example, taking a
taxi from one's residence to the airport for a business trip is not reimbursable.
Original toll receipts 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 detailed listing of charges, The original lodging invoice must be
submitted. The County will only reimburse the actual room and related bed tax. Room service,
movies, and personal telephone calls (see previous guidelines) are 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 6:00 a.m. for breakfast reimbursement, before noon and end
after 2:00 p.m. for lunch reimbursement, and before 6:00 p.m. and after 8:00 p.m. for dinner
reimbursement.
Mileage reimbursement is calculated at 29 cents per mile for personal auto mileage while on county
business. An odometer reading must be included on the state travel voucher for vicinity travel. A
mileage map is available for reference to allowable miles from various Florida destinations.
Mileage is not allowed from a residence or office to a point of departure: for example, driving from
one's home to the airport for a business trip is not a reimbursable expense.
Data orocessina. PC time. etc. ...-
The original vendor invoice 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 followina are not allowable for reimbursement:
Penalties and fines
Non-sufficient check charges
Fundraising
Contributions
Capital outlay expenditures (unless specifically included in the contract)
Depreciation expenses (unless specifically included in the contract)
ATTACHMENT B
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 Service Oroanization name) for the
time period of to
Check # Pavee Reason Amount
101 A Company Rent $xxxx.xx
102 B Company Utilities $xxxx.xx
103 0 Company Phone $xxxx.xx
104 Person A Payroll $xxxx.xx
105 Person B Payroll $xxxx.xx
(A) Total $xxxx.xx
-------
-------
(B) Total prior payments $xxxx.xx
(C) Total requested and paid (A + B) $xxxx.xx
(D) Total contract amount $xxxx.xx
Balance of contract (0 - C) $xxxx.xx
-------
-------
I certify that the above checks have been submitted to the vendors as noted and that 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 Commissioners
and will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
STATE OF FLORIDA
COUNTY OF MONROE
..
......
SWORN TO AND SUBSCRIBED before me this _ day of , 200_ by
(Event Contact Person) who is personally known
to me
presented as identification:
Notary Public, State of Florida at Large
My Commission Expires:
Jdconhsoex
, ,
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Guidance Clinic of the
Middle Keys
Effective Date: 1 % 1/00
Expiration Date: 9/30/01
Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of
the Residential Detoxification Services for Monroe County Homeless Men and Women Program
II as part of Monroe County's FYOl Anti-Drug Abuse Program
Contract Manager: David P. Owens
(Name)
4482
(Ext. )
OMB/Grants Mgt.
(Department)
for BOCC meeting on 11/21/00
Agenda Deadline: 11/07/00
CONTRACT COSTS
Total Dollar Value of Contract: $30,606.00 Current Year Portion: $30,606.00
Budgeted? Yes X No Account Codes: 125-06015-530490-GG0106-XXXXXX
Grant: $22,954.00
County Match: $7,652.00
ADDITIONAL COSTS
Estimated Ongoing Costs: $2857.00 For: Staff support-filing reports, oversight
(Not included in dollar value above) (ego Maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes Date Out
Date In Needed ~~r
Division Director #- YesONo!2r:~~: /#
Risk ManagTt .1 DO YesO No[g"" Gl' 4""-"- ~-j:::o"" ~I <lO
O~~g/()'as6t')yesONO~dA () ~ /O/2~1J'{
CountyAttomey I~ YesONo~~ ~
Comments: ~ ~ ~ ~IJ
. ,
ANTI-DRUG ABUSE ACT FUNDS AGREEMENT
TillS AGREEMENT is made and entered this day of
2000, by and between MONROE COUNTY, a political subdivision of the State of Florida,
whose address is 5100 College Road, PSB Wing II, Stock Island, Key West, FL 33040,
hereinafter referred to as "COUNTY," and Guidance Clinic of the Middle Keys Residential
Detoxification Services for Monroe County Homeless Men and Women Program II, whose
address is 3000 41st Street, Marathon, FL 33050, hereinafter referred to as "CLINIC."
WITNESSETH
WHEREAS, the Department of Community Affairs has awarded a sub-grant of Anti-
Drug Abuse Act Funds to COUNTY to implement a program that provides Residential
Detoxification Services for Monroe County Homeless Men and Women; and
WHEREAS, the County is in need of an implementing agency to provide said services
under this Program; and
WHEREAS, the CLINIC is the sole provider of this program; and
WHEREAS, the COUNTY has agreed to disburse the Anti-Drug Abuse Act Funds to the
CLINIC in accordance with the COUNTY'S application for the Anti-Drug Abuse Act Funds.
NOW THEREFORE, in consideration of the mutual understandings and agreements set
forth herein, the COUNTY and the CLINIC agree as follows:
1. TERM - The term of this Agreement is from October 1, 2000, through September
30,2001, the date of the signature by the parties notwithstanding, unless earlier terminated as
provided herein.
2. SERVICES - The CLINIC will provide services as outlined in the COUNTY'S
Anti-Drug Abuse Sub-grant Award, attached and made a part hereof.
3. FUNDS - The total project budget to be expended by the CLINIC in performance
of the services set forth in Section 2 of this agreement shall be the total sum of $30,606.00. The
total sum represents federal grant/state sub-grant support in the amount of $22,954.00 and local
matching funds in the amount of $7,652.00, which amount shall be provided by the county
through the grant matching funds account. All funds shall be distributed and expended in
accordance with the Project Budget Narrative submitted as outlined in the grant agreement.
4. INCORPORATION BY REFERENCE - The provisions of those certain
documents entitled "State of Florida Department of Community Affairs, Division of Housing
and Community Development, Bureau of Community Assistance Sub-grant Award Certificate
and Application" therefor and all laws, rules and regulations relating thereto are incorporated by
reference. (Attachment A).
. ,
5. IMPLEMENTING AGENCY BOND - The CLINIC is an implementing agency
under the COUNTY'S Anti-Drug Abuse Program, and shall be bound by all the provisions of
the documents incorporated by reference in Section 4 of this Agreement. Additionally, the
CLINIC shall be bound by all laws, rules, and regulations relating to the COUNTY'S
performance under the Department of Community Affairs Grant Program.
6. BILLING AND PAYMENT
(a) The CLINIC shall render to the COUNTY, at the close of each calendar month,
an itemized invoice properly dated, describing the services rendered, the cost of the services, and
all other information required by the Program Director. The original invoice shall be sent to:
Grants Administrator
Public Service Building, Wing II
5100 College Road
Key West, FL 33040
(b) Payment shall be made after review and approval by the COUNTY within thirty
(30) days of receipt of the correct and proper invoice submitted by the CLINIC.
7. TERMINATION - This Agreement may be terminated by either party at any
time, with or without cause, upon not less than thirty (30) days written notice delivered to the
other party. The COUNTY shall not be obligated to pay for any services provided by the
CLINIC after the CLINIC has received notice of termination. In the event there are any unused
Anti-Drug Abuse Act Funds, the CLINIC shall promptly refund those funds to the COUNTY or
otherwise use such funds as the COUNTY directs.
8. ACCESS TO FINANCIAL RECORDS - The CLINIC shall maintain appropriate
financial records which shall be open to the public at reasonable times and under reasonable
conditions for inspection and examination and which comply with the Agreement incorporated
in Section 4 of this Agreement.
9. AUDIT - The CLINIC shall submit to the COUNTY an audit report covering the
term of this Agreement, within one-hundred twenty (120) days following the Agreement's lapse
or early termination and shall also comply with all provisions of the Agreement incorporated in
Section 4 of this Agreement.
10. NOTICES - Whenever either party desires to give notice unto the other, it must
be given by written notice, sent by registered United States mail, with return receipt requested,
and sent to:
FOR COUNTY
Grants Administrator
Public Service Building
5100 College Road
Key West, FL 33040
FOR PROVIDER
CONTACT NAME
AND ADDRESS
, .
Either of the parties may change, by written notice as provided above, the addresses or persons
for receipt of notices.
11. UNAVAILABILITY OF FUNDS - If the COUNTY shall learn that funding from
the Florida Department of Community Affairs cannot be obtained or cannot be continued at a
level sufficient to allow for the services specified herein, this Agreement may then be terminated
immediately, at the option of the COUNTY, by written notice of termination delivered in person
or by mail to the CLINIC at its address specified above. The COUNTY shall not be obligated to
pay for any services provided by the CLINIC after the CLINIC has received notice of
termination.
12. COMPLIANCE WITH LAWS AND REGULATIONS - In providing all services
pursuant to this Agreement, the CLINIC shall abide by all statutes, ordinances, rules, and
regulations pertaining to, or regulating the provision of, such services, including those now in
effect and hereafter adopted, and particularly Article 1, Section 3 of the Constitution of the State
of Florida and Article 1 of the United States Constitution, which provide that no revenue of the
state or any political subdivision shall be utilized, directly or indirectly, in aid of any church,
sect or religious denomination or in aid of any sectarian institution. Any violation of said
statutes, ordinances, rules, or regulations shall constitute a material breach of this Agreement
immediately upon delivery of written notice of termination to the CLINIC. If the CLINIC
receives notice of material breach, it will have thirty days in order to cure the material breach of
the contract. If, after thirty (30) days, the breach has not been cured, the contract will
automatically be terminated.
13. ASSIGNMENTS AND SUBCONTRACTING - Neither party to this Agreement
shall assign this Agreement or any interest under this Agreement, or subcontract any of its
obligations under this Agreement, without the written consent of the other.
14. EMPLOYEE STATUS - Persons employed by the CLINIC in the performance of
services and functions pursuant to this Agreement shall have no claim to pension, worker's
compensation, unemployment compensation, civil service or other employee rights or privileges
granted to the COUNTY'S officers and employees either by operation of law or by the
COUNTY.
15. INDEMNIFICATION - The CLINIC agrees to hold harmless, indemnify, and
defend the COUNTY, its commissioners, officers, employees, and agents against any and all
claims, losses, damages, or lawsuits for damages, arising from, allegedly arising from, or related
to the provision of services hereunder by the CLINIC.
16. ENTIRE AGREEMENT
(a) It is understood and agreed that the entire Agreement of the parties is contained
herein and that this Agreement supersedes all oral agreements and negotiations between the
parties relating to the subject matter hereof as well as any previous agreements presently in
effect between the parties relating to the subject matter hereof.
. .
(b) Any alterations, amendments, deletions, or waivers of the provisions of this
Agreement shall be valid only when expressed in writing and duly signed by the parties.
IN WITNESS WHEREOF, the parties to this Agreement have caused their names to be
affixed hereto by the proper officers thereof for the purposes herein expressed at Monroe
County, Florida, on the day and year first written above.
(SEAL)
ATTEST: DANNY L. KOLHAGE, Clerk
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By:
By:
Deputy Clerk
Mayor/Chairman
AGENCY NAME
By:
Title:
Witness
. .
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
COUNlY 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 of 36 months from the date of being
placed on the convicted vendor list."
, ,
ATTACHMENT A
Exoense Reimbursement Reauirements
This document is intended to provide "basic" guidelines to Human Service Organizations, county
travelers, and contractual parties who have reimbursable expenses associated with Monroe County
business. These guidelines, as they relate to travel, are from FS 112.061, which is attached for
reference.
A cover letter summarizing the major line items on the reimbursable expense request 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 party payments will not be considered
for reimbursement. Remember, the expenses should be paid prior to requesting a reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the contract.
This document should not be considered all-inclusive. The Clerk's Finance Department reserves the
right to review reimbursement requests on an individual basis. Any questions regarding these
guidelines should be directed to 305/292-3528.
Pavroll
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll Journal is provided, it should include:
Payroll Journal dates, employee name, salary, or hourly rate, hours worked during the payroll
journal dates, with holdings where appropriate, check number and check amount
If a Payroll Journal is not provided, the following must be listed:
Check number, date, payee, check amount, support for applicable payroll taxes
Original vendor invoices must be submitted for Worker's Compensation and Liability insurance
coverage.
Teleohone Exoenses
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.
Telefax. fax. etc.
A fax log is required. The log must define the sender, the intended recipient, the date, the number
called, and the reason for sending the fax.
Suoolies. services. etc.
For supplies or services ordered, the County requires the original vendor invoice.
Rents. leases. etc.
A copy of the rental agreement or lease is required. Deposits and advance payments will not be
allowable expenses.
Postaae. overniaht deliveries. courier. etc.
A log of all postage expenses as it relates to the County contract is required for reimbursement.
For overnight or express deliveries, the original vendor invoice must be included.
, '
Reoroductions. cooies. etc.
A log of copy expenses as it relates to the County contract is required for reimbursement. The log
must define the date, number of copies made, source document, purpose, and recipient. A
reasonable fee for copy expenses will be allowable. For vendor services, the original vendor invoice
is required and a sample of the finished product.
Travel Exoenses: Please refer to Florida Statute 112.061.
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Credit card statements are not acceptable documentation for reimbursement.
Airfare reimbursement requires the original passenger receipt portion of the airline ticket. A travel
itinerary is appreciated to facilitate the audit trail.
Auto rental reimbursement requires the original vendor invoice. Fuel purchases should be
documented with original paid receipts.
Original taxi receipts should be provided. However, reasonable fares will be reimbursed without
receipts. Taxis are not reimbursed if taken to arrive at a departure point: for example, taking a
taxi from one's residence to the airport for a business trip is not reimbursable.
Original toll receipts 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 detailed listing of charges. The original lodging invoice must be
submitted. The County will only reimburse the actual room and related bed tax. Room service,
movies, and personal telephone calls (see previous gUidelines) are 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 6:00 a.m. for breakfast reimbursement, before noon and end
after 2:00 p.m. for lunch reimbursement, and before 6:00 p.m. and after 8:00 p.m. for dinner
reimbursement.
Mileage reimbursement is calculated at 29 cents per mile for personal auto mileage while on county
business. An odometer reading must be included on the state travel voucher for vicinity travel. A
mileage map is available for reference to allowable miles from various Florida destinations.
Mileage is not allowed from a residence or office to a point of departure: for example, driving from
one's home to the airport for a business trip is not a reimbursable expense.
Data orocessina. PC time. etc.
The original vendor invoice 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 followino are not allowable for reimbursement:
Penalties and fines
Non-sufficient check charges
Fundraising
Contributions
Capital outlay expenditures (unless specifically included in the contract)
Depreciation expenses (unless specifically included in the contract)
ATTACHMENT B
HUMAN SERVICE ORGANIZATION LElTERHEAD
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 Service Oraanization name) for the
time period of to
Check # Pavee Reason Amount
101 A Company Rent $xxxx.xx
102 B Company Uti Iities $xxxx.xx
103 0 Company Phone $xxxx.xx
104 Person A Payroll $xxxx.xx
105 Person B Payroll $xxxx.xx
(A) Total $xxxx.xx
-------
-------
(B) Total prior payments $xxxx.xx
(C) Total requested andpaid (A + B) $xxxx.xx
(D) Total contract amount $xxxx.xx
Balance of contract (0 - C) $xxxx.xx
-------
-------
I certify that the above checks have been submitted to the vendors as noted and that 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 Commissioners
and will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
STATE OF FLORIDA
COUNTY OF MONROE
..
...-. .
SWORN TO AND SUBSCRIBED before me this _ day of , 200_ by
(Event Contact Person) who is personally known
to me
presented as identification:
Notary Public, State of Florida at Large
My Commission Expires:
Jdconhsoex
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Care Center for Mental
Health
Effective Date: 10/01/00
Expiration Date: 9130101
Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of
the Juvenile Community Intervention Program IV as part of Monroe County's FYOl Anti-Drug
Abuse Program
Contract Manager: David P. Owens
(Name)
4482
(Ext. )
OMB/Grants Mgt.
(Department)
for BOCC meeting on 11/21/00
Agenda Deadline: 11/07/00
CONTRACT COSTS
Total Dollar Value of Contract: $51,446.00 Current Year Portion: $51,446.00
Budgeted? Yes X No Account Codes: 125-06011-530490-GG0102-XXXXXX
Grant: $38,584.00
County Match: $6,431.00
(match of 6,431.00 provided by agency)
ADDITIONAL COSTS
Estimated Ongoing Costs: $2,857.00 For: Staff support-filing reports, oversight
(Not included in dollar value above) (eg. Maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes Date Out
Date In Needed _ ~w~
DivisionDirector # YesONoJ2r" ~ #
Risk ManagemQ: ~ 00 YesO NOg'Z\ , \, \~ \\L~~",,, I 0 \ Z "'I 0 (
O~~IDg/O-dStVYesONO~~ tJ~ /tipt,ko
County Attorney KJ./~"'/()(j YesO NOGJ.-E 1~4~
Comments: ~ fu..c.I./f'Ih ~ (tA~ Ch ,",,,f A ,,.
ANTI-DRUG ABUSE ACT FUNDS AGREEMENT
TillS AGREEMENT is made and entered this day of
2000, by and between MONROE COUNTY, a political subdivision of the State of Florida,
whose address is 5100 College Road, PSB Wing II, Stock Island, Key West, FL 33040,
hereinafter referred to as "COUNTY," and The Care Center for Mental Health Juvenile
Community Intervention Program IV, whose address is 1205 Fourth Street, Key West, FL
33040, hereinafter referred to as "CARE CENTER."
WITNESSETH
WHEREAS, the Department of Community Affairs has awarded a sub-grant of Anti-
Drug Abuse Act Funds to COUNTY to implement a program that provides (AGENCY
MISSION); and
WHEREAS, the County is in need of an implementing agency to provide said services
under this Program; and
WHEREAS, the CARE CENTER is the sole provider of this program; and
WHEREAS, the COUNTY has agreed to disburse the Anti-Drug Abuse Act Funds to the
CARE CENTER in accordance with the COUNTY'S application for the Anti-Drug Abuse Act
Funds.
NOW THEREFORE, in consideration of the mutual understandings and agreements set
forth herein, the COUNTY and the CARE CENTER agree as follows:
1. TERM - The term of this Agreement is from October 1, 2000, through September
30, 2001, the date of the signature by the parties notwithstanding, unless earlier terminated as
provided herein.
2. SERVICES - The CARE CENTER will provide services as outlined in the
COUNTY'S Anti-Drug Abuse Sub-grant Award, attached and made a part hereof.
3. FUNDS - The total project budget to be expended by the CARE CENTER in
performance of the services set forth in Section 2 of this agreement shall be the total sum of
$51,446.00. The total sum represents federal grant/state sub-grant support in the amount of
$38,584.00.00, CARE CENTER matching funds in the amount of $6,431.00 and County
matching funds in the amount of $6,431.00, which amount shall be provided by the county
through the grant matching funds account. All funds shall be distributed and expended in
accordance with the Project Budget Narrative submitted as outlined in the grant agreement.
4. INCORPORATION BY REFERENCE - The provisions of those certain
documents entitled "State of Florida Department of Community Affairs, Division of Housing
and Community Development, Bureau of Community Assistance Sub-grant Award Certificate
and Application" therefor and all laws, rules and regulations relating thereto are incorporated by
reference, (Attachment A).
5. IMPLEMENTING AGENCY BOND - The CARE CENTER is an implementing
agency under the COUNTY'S Anti-Drug Abuse Program, and shall be bound by all the
provisions of the documents incorporated by reference in Section 4 of this Agreement.
Additionally, the CARE CENTER shall be bound by all laws, rules, and regulations relating to
the COUNTY'S performance under the Department of Community Affairs Grant Program.
6. BILLING AND PAYMENT
(a) The CARE CENTER shall render to the COUNTY, at the close of each calendar
month, an itemized invoice properly dated, describing the services rendered, the cost of the
services, and all other information required by the Program Director. The original invoice shall
be sent to:
Grants Administrator
Public Service Building, Wing II
5100 College Road
Key West, FL 33040
(b) Payment shall be made after review and approval by the COUNTY within thirty
(30) days of receipt of the correct and proper invoice submitted by the CARE CENTER.
7. TERMINATION - This Agreement may be terminated by either party at any
time, with or without cause, upon not less than thirty (30) days written notice delivered to the
other party. The COUNTY shall not be obligated to pay for any services provided by the CARE
CENTER after the CARE CENTER has received notice of termination. In the event there are
any unused Anti-Drug Abuse Act Funds, the CARE CENTER shall promptly refund those funds
to the COUNTY or otherwise use such funds as the COUNTY directs.
8. ACCESS TO FINANCIAL RECORDS - The CARE CENTER shall maintain
appropriate financial records which shall be open to the public at reasonable times and under
reasonable conditions for inspection and examination and which comply with the Agreement
incorporated in Section 4 of this Agreement.
9. AUDIT - The CARE CENTER shall submit to the COUNTY an audit report
covering the term of this Agreement, within one-hundred twenty (120) days following the
Agreement's lapse or early termination and shall also comply with all provisions of the
Agreement incorporated in Section 4 of this Agreement.
10. NOTICES - Whenever either party desires to give notice unto the other, it must
be given by written notice, sent by registered United States mail, with return receipt requested,
and sent to:
FOR COUNTY
Grants Administrator
Public Service Building
5100 College Road
Key West, FL 33040
FOR PROVIDER
CONTACT NAME
AND ADDRESS
Either of the parties may change, by written notice as provided above, the addresses or persons
for receipt of notices.
11. UNAVAILABILITY OF FUNDS - If the COUNTY shall learn that funding from
the Florida Department of Community Affairs cannot be obtained or cannot be continued at a
level sufficient to allow for the services specified herein, this Agreement may then be terminated
immediately, at the option of the COUNTY, by written notice of termination delivered in person
or by mail to the CARE CENTER at its address specified above. The COUNTY shall not be
obligated to pay for any services provided by the CARE CENTER after the CARE CENTER has
received notice of termination.
12. COMPLIANCE WITH LAWS AND REGULATIONS - In providing all services
pursuant to this Agreement, the CARE CENTER shall abide by all statutes, ordinances, rules,
and regulations pertaining to, or regulating the provision of, such services, including those now
in effect and hereafter adopted, and particularly Article 1, Section 3 of the Constitution of the
State of Florida and Article 1 of the United States Constitution, which provide that no revenue of
the state or any political subdivision shall be utilized, directly or indirectly, in aid of any church,
sect or religious denomination or in aid of any sectarian institution. Any violation of said
statutes, ordinances, rules, or regulations shall constitute a material breach of this Agreement
immediately upon delivery of written notice of termination to the CARE CENTER If the
CARE CENTER receives notice of material breach, it will have thirty days in order to cure the
material breach of the contract. If, after thirty (30) days, the breach has not been cured, the
contract will automatically be terminated.
13. ASSIGNMENTS AND SUBCONTRACTING - Neither party to this Agreement
shall assign this Agreement or any interest under this Agreement, or subcontract any of its
obligations under this Agreement, without the written consent of the other.
14. EMPLOYEE STATUS - Persons employed by the CARE CENTER in the
performance of services and functions pursuant to this Agreement shall have no claim to
pension, worker's compensation, unemployment compensation, civil service or other employee
rights or privileges granted to the COUNTY'S officers and employees either by operation of law
or by the COUNTY.
15. INDEMNIFICATION - The CARE CENTER agrees to hold harmless,
indemnify, and defend the COUNTY, its commissioners, officers, employees, and agents against
any and all claims, losses, damages, or lawsuits for damages, arising from, allegedly arising
from, or related to the provision of services hereunder by the CARE CENTER
16. ENTIRE AGREEMENT
(a) It is understood and agreed that the entire Agreement of the parties is contained
herein and that this Agreement supersedes all oral agreements and negotiations between the
parties relating to the subject matter hereof as well as any previous agreements presently in
effect between the parties relating to the subject matter hereof.
(b) Any alterations, amendments, deletions, or waivers of the provisions of this
Agreement shall be valid only when expressed in writing and duly signed by the parties.
IN WITNESS WHEREOF, the parties to this Agreement have caused their names to be
affixed hereto by the proper officers thereof for the purposes herein expressed at Monroe
County, Florida, on the day and year first written above.
(SEAL)
ATTEST: DANNY L. KOLHAGE, Clerk
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By:
By:
Deputy Clerk
Mayor/Chairman
AGENCY NAME
By:
Title:
Witness
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 fuH 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 of 36 months from the date of being
placed on the convicted vendor list."
ATTACHMENT A
Exoense Reimbursement Reauirements
This document is intended to provide "basic" guidelines to Human Service Organizations, county
travelers, and contractual parties who have reimbursable expenses associated with Monroe County
business. These guidelines, as they relate to travel, are from FS 112.061, which is attached for
reference.
A cover letter summarizing the major line items on the reimbursable expense request 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 party payments will not be considered
for reimbursement. Remember, the expenses should be paid prior to requesting a reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the contract.
This document should not be considered all-inclusive. The Clerk's Finance Department reserves the
right to review reimbursement requests on an individual basis. Any questions regarding these
guidelines should be directed to 305/292-3528.
Pavroll
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll Journal is provided, it should include:
Payroll Journal dates, employee name, salary, or hourly rate, hours worked during the payroll
journal dates, with hOldings where appropriate, check number and check amount
If a Payroll Journal is not provided, the following must be listed:
Check number, date, payee, check amount, support for applicable payroll taxes
Original vendor invoices must be submitted for Worker's Compensation and Liability insurance
coverage.
Teleohone Exoenses
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.
Telefax. fax. etc.
A fax log is required. The log must define the sender, the intended recipient, the date, the number
called, and the reason for sending the fax.
Suoolies. services. etc.
For supplies or services ordered, the County requires the original vendor invoice.
Rents. leases. etc.
A copy of the rental agreement or lease is required. Deposits and advance payments will not be
allowable expenses.
Postaae. overniaht deliveries. courier. etc.
A log of all postage expenses as it relates to the County contract is required for reimbursement.
For overnight or express deliveries, the original vendor invoice must be included.
Reoroductions. cooies. etc.
A log of copy expenses as it relates to the County contract is required for reimbursement. The log
must define the date, number of copies made, source document, purpose, and recipient. A
reasonable fee for copy expenses will be allowable. For vendor services, the original vendor invoice
is required and a sample of the finished product.
Travel Exoenses: Please refer to Florida Statute 112.061.
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Credit card statements are not acceptable documentation for reimbursement.
Airfare reimbursement requires the original passenger receipt portion of the airline ticket. A travel
itinerary is appreciated to facilitate the audit trail.
Auto rental reimbursement requires the original vendor invoice. Fuel purchases should be
documented with original paid receipts.
Original taxi receipts should be provided. However, reasonable fares will be reimbursed without
receipts. Taxis are not reimbursed if taken to arrive at a departure point: for example, taking a
taxi from one's residence to the airport for a business trip is not reimbursable.
Original toll receipts 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 detailed listing of charges. The original lodging invoice must be
submitted. The County will only reimburse the actual room and related bed tax. Room service,
movies, and personal telephone calls (see previous guidelines) are 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 6:00 a.m. for breakfast reimbursement, before noon and end
after 2:00 p.m. for lunch reimbursement, and before 6:00 p.m. and after 8:00 p.m. for dinner
reimbursement.
Mileage reimbursement is calculated at 29 cents per mile for personal auto mileage while on county
business. An odometer reading must be included on the state travel voucher for vicinity travel. A
mileage map is available for reference to allowable miles from various Florida destinations.
Mileage is not allowed from a residence or office to a point of departure: for example, driving from
one's home to the airport for a business trip is not a reimbursable expense.
Data orocessina. PC time. etc.
The original vendor invoice is required for reimbursement.
considered reimbursable expenditures unless appropriate
department (see Payroll above) are attached and certified.
Intercompany allocations are not
payroll journals for the charging
The followino are not allowable for reimbursement:
Penalties and fines
Non-sufficient check charges
Fundraising
Contributions
Capital outlay expenditures (unless speCifically included in the contract)
Depreciation expenses (unless specifically included in the contract)
ATTACHMENT B
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 Service Oraanization name) for the
time period of to
Check # Pavee Reason Amount
101 A Company Rent $xxxx.xx
102 B Company Utilities $xxxx.xx
103 0 Company Phone $xxxx.xx
104 Person A Payroll $xxxx.xx
105 Person B Payroll $xxxx.xx
(A) Total $xxxx.xx
-------
-------
(B) Total prior payments $xxxx.xx
(C) Total requested and paid (A + B) $xxxx.xx
(D) Total contract amount $xxxx.xx
Balance of contract (0 - C) $xxxx.xx
-------
-------
I certify that the above checks have been submitted to the vendors as noted and that 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 Commissioners
and will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
STATE OF FLORIDA
COUNTY OF MONROE
.....-
SWORN TO AND SUBSCRIBED before me this _ day of , 200_ by
(Event Contact Person) who is personally known
to me
presented as identification:
Notary Public, State of Florida at Large
My Commission Expires:
Jdconhsoex
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Care Center for Mental
Health
Effective Date: 10101/00
Expiration Date: 9/30101
Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of
the Sheriff's Inmate Intervention Program IV as part of Monroe County's FYOl Anti-Drug
Abuse Program
Contract Manager: David P. Owens
(Name)
4482
(Ext. )
OMB/Grants Mgt.
(Department)
for BOCC meeting on 11/21/00
Agenda Deadline: 11/07/00
CONTRACT COSTS
Total Dollar Value of Contract: $97,194.00 Current Year Portion: $97,194.00
Budgeted? Yes X No Account Codes: 125-06005-530490-GG0105-XXXXXX
Grant: $72,895.00
County Match: $24,299.00
ADDITIONAL COSTS
Estimated Ongoing Costs: $2857.00 For: Staff support-filing reports, oversight
(Not included in dollar value above) (eg. Maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes Date Out
Date In Needed ~~
Division Director # YesONoff_/~ *-
Risk Maoagement ~DO YesO NoB j N-L R..c...~L:;Q~ \L\'2.~ 00
~1Pur~g /Q-J2fJDyesONo p~ /{),6~/&d
County Attorney 1C/2r1~ YesD N ~ /o/,l..~
Comments: ,;Iti:.J.- ~ 11
ANTI-DRUG ABUSE ACT FUNDS AGREEMENT
TIllS AGREEMENT is made and entered this day of
2000, by and between MONROE COUNTY, a political subdivision of the State of Florida,
whose address is 5100 College Road, PSB Wing II, Stock Island, Key West, FL 33040,
hereinafter referred to as "COUNTY," and The Care Center for Mental Health, whose address is
1205 Fourth Street, Key West, Florida 33040, hereinafter referred to as "CARE CENTER."
WITNESSETH
WHEREAS, the Department of Community Affairs has awarded a sub-grant of Anti-
Drug Abuse Act Funds to the COUNTY to implement a program that provides Sheriff's Inmate
Intervention Program IV; and
WHEREAS, the County is in need of an implementing agency to provide said services
under this Program; and
WHEREAS, the CARE CENTER is the sole provider of this program; and
WHEREAS, the COUNTY has agreed to disburse the Anti-Drug Abuse Act Funds to the
CARE CENTER in accordance with the COUNTY'S application for the Anti-Drug Abuse Act
Funds.
NOW THEREFORE, in consideration of the mutual understandings and agreements set
forth herein, the COUNTY and the CARE CENTER agree as follows:
1. TERM - The term of this Agreement is from October 1,2000, through September
30,2001, the date of the signature by the parties notwithstanding, unless earlier terminated as
provided herein.
2. SERVICES - The CARE CENTER will provide services as outlined in the
COUNTY'S Anti-Drug Abuse Sub-grant Award, attached and made a part hereof.
3. FUNDS - The total project budget to be expended by the CARE CENTER in
performance of the services set forth in Section 2 of this agreement shall be the total sum of
$97, 194.00. The total sum represents federal grant/state sub-grant support in the amount of
$72,895.00 and local matching funds in the amount of $24,299.00, which amount shall be
provided by the county through the grant matching funds account. All funds shall be distributed
and expended in accordance with the Project Budget Narrative submitted as outlined in the grant
agreement.
4. INCORPORATION BY REFERENCE - The provisions of those certain
documents entitled "State of Florida Department of Community Affairs, Division of Housing
and Community Development, Bureau of Community Assistance Sub-grant Award Certificate
and Application" therefor and all laws, rules and regulations relating thereto are incorporated by
reference, (Attachment A).
5. IMPLEMENTING AGENCY BOND - The CARE CENTER is an implementing
agency under the COUNTY'S Anti-Drug Abuse Program, and shall be bound by all the
provisions of the documents incorporated by reference in Section 4 of this Agreement.
Additionally, the CARE CENTER shall be bound by all laws, rules, and regulations relating to
the COUNTY'S performance under the Department of Community Affairs Grant Program.
6. BILLING AND PAYMENT
(a) The CARE CENTER shall render to the COUNTY, at the close of each calendar
month, an itemized invoice properly dated, describing the services rendered, the cost of the
services, and all other information required by the Program Director. The original invoice shall
be sent to:
Grants Administrator
Public Service Building, Wing II
5100 College Road
Key West, FL 33040
(b) Payment shall be made after review and approval by the COUNTY within thirty
(30) days of receipt of the correct and proper invoice submitted by the CARE CENTER.
7. TERMINATION - This Agreement may be terminated by either party at any
time, with or without cause, upon not less than thirty (30) days written notice delivered to the
other party. The COUNTY shall not be obligated to pay for any services provided by the CARE
CENTER after the CARE CENTER has received notice of termination. In the event there are
any unused Anti-Drug Abuse Act Funds, the CARE CENTER shall promptly refund those funds
to the COUNTY or otherwise use such funds as the COUNTY directs.
8. ACCESS TO FINANCIAL RECORDS - The CARE CENTER shall maintain
appropriate financial records which shall be open to the public at reasonable times and under
reasonable conditions for inspection and examination and which comply with the Agreement
incorporated in Section 4 of this Agreement.
9. AUDIT - The CARE CENTER shall submit to the COUNTY an audit report
covering the term of this Agreement, within one-hundred twenty (120) days following the
Agreement's lapse or early termination and shall also comply with all provisions of the
Agreement incorporated in Section 4 of this Agreement.
10. NOTICES - Whenever either party desires to give notice unto the other, it must
be given by written notice, sent by registered United States mail, with return receipt requested,
and sent to:
FOR COUNTY
Grants Administrator
Public Service Building
5100 College Road
Key West, FL 33040
FOR PROVIDER
CONTACT NAME
AND ADDRESS
Either of the parties may change, by written notice as provided above, the addresses or persons
for receipt of notices.
11. UNAVAILABILITY OF FUNDS - If the COUNTY shall learn that funding from
the Florida Department of Community Affairs cannot be obtained or cannot be continued at a
level sufficient to allow for the services specified herein, this Agreement may then be terminated
immediately, at the option of the COUNTY, by written notice of termination delivered in person
or by mail to the CARE CENTER at its address specified above. The COUNTY shall not be
obligated to pay for any services provided by the CARE CENTER after the CARE CENTER has
received notice of termination.
12. COMPLIANCE WITH LAWS AND REGULATIONS - In providing all services
pursuant to this Agreement, the CARE CENTER shall abide by all statutes, ordinances, rules,
and regulations pertaining to, or regulating the provision of, such services, including those now
in effect and hereafter adopted, and particularly Article 1, Section 3 of the Constitution of the
State of Florida and Article 1 of the United States Constitution, which provide that no revenue of
the state or any political subdivision shall be utilized, directly or indirectly, in aid of any church,
sect or religious denomination or in aid of any sectarian institution. Any violation of said
statutes, ordinances, rules, or regulations shall constitute a material breach of this Agreement
immediately upon delivery of written notice of termination to the CARE CENTER. If the
CARE CENTER receives notice of material breach, it will have thirty days in order to cure the
material breach of the contract. If, after thirty (30) days, the breach has not been cured, the
contract will automatically be terminated.
13. ASSIGNMENTS AND SUBCONTRACTING - Neither party to this Agreement
shall assign this Agreement or any interest under this Agreement, or subcontract any of its
obligations under this Agreement, without the written consent of the other.
14. EMPLOYEE STATUS - Persons employed by the CARE CENTER in the
performance of services and functions pursuant to this Agreement shall have no claim to
pension, worker's compensation, unemployment compensation, civil service or other employee
rights or privileges granted to the COUNTY'S officers and employees either by operation of law
or by the COUNTY.
15. INDEMNIFICATION - The CARE CENTER agrees to hold harmless,
indemnify, and defend the COUNTY, its commissioners, officers, employees, and agents against
any and all claims, losses, damages, or lawsuits for damages, arising from, allegedly arising
from, or related to the provision of services hereunder by the CARE CENTER.
16. ENTIRE AGREEMENT
(a) It is understood and agreed that the entire Agreement of the parties is contained
herein and that this Agreement supersedes all oral agreements and negotiations between the
parties relating to the subject matter hereof as well as any previous agreements presently in
effect between the parties relating to the subject matter hereof.
(b) Any alterations, amendments, deletions, or waivers of the provisions of this
Agreement shall be valid only when expressed in writing and duly signed by the parties.
IN WITNESS WHEREOF, the parties to this Agreement have caused their names to be
affixed hereto by the proper officers thereof for the purposes herein expressed at Monroe
County, Florida, on the day and year first written above.
(SEAL )
ATTEST: DANNY L. KOLHAGE, Clerk
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By:
By:
Deputy Clerk
MayorlChairman
AGENCY NAME
By:
Title:
Witness
SWORN STATEMENT UNDER ORDINANCE NO. 10-1990
MONROE COUNTY, FLORIDA
ElHICS 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
COUNlY 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 of 36 months from the date of being
placed on the convicted vendor list."
ATTACHMENT A
Exoense Reimbursement Reauirements
This document is intended to provide "basic" guidelines to Human Service Organizations, county
travelers, and contractual parties who have reimbursable expenses associated with Monroe County
business. These guidelines, as they relate to travel, are from FS 112.061, which is attached for
reference.
A cover letter summarizing the major line items on the reimbursable expense request 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 party payments will not be considered
for reimbursement. Remember, the expenses should be paid prior to requesting a reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the contract.
This document should not be considered all-inclusive. The Clerk's Finance Department reserves the
right to review reimbursement requests on an individual basis. Any questions regarding these
guidelines should be directed to 305/292-3528.
Pavroll
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll Journal is provided, it should include:
Payroll Journal dates, employee name, salary, or hourly rate, hours worked during the payroll
journal 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 amount, support for applicable payroll taxes
Original vendor invoices must be submitted for Worker's Compensation and Liability insurance
coverage.
Teleohone Exoenses
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.
Telefax. fax. etc.
A fax log is required. The log must define the sender, the intended recipient, the date, the number
called, and the reason for sending the fax. ....
Suoolies. services. etc.
For supplies or services ordered, the County requires the original vendor invoice.
Rents. leases. etc.
A copy of the rental agreement or lease is required. Deposits and advance payments will not be
allowable expenses.
Postaae. overniaht deliveries. courier. etc.
A log of all postage expenses as it relates to the County contract is required for reimbursement.
For overnight or express deliveries, the original vendor invoice must be included.
Reoroductions. cooies. etc.
A log of copy expenses as it relates to the County contract is required for reimbursement. The log
must define the date, number of copies made, source document, purpose, and recipient. A
reasonable fee for copy expenses will be allowable. For vendor services, the original vendor invoice
is required and a sample of the finished product.
Travel Exoenses: Please refer to Florida Statute 112.061.
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Credit card statements are not acceptable documentation for reimbursement.
Airfare reimbursement requires the original passenger receipt portion of the airline ticket. A travel
itinerary is appreciated to facilitate the audit trail.
Auto rental reimbursement requires the original vendor invoice. Fuel purchases should be
documented with original paid receipts.
Original taxi receipts should be provided. However, reasonable fares will be reimbursed without
receipts. Taxis are not reimbursed if taken to arrive at a departure point: for example, taking a
taxi from one's residence to the airport for a business trip is not reimbursable.
Original toll receipts 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 detailed listing of charges. The original lodging invoice must be
submitted. The County will only reimburse the actual room and related bed tax. Room service,
movies, and personal telephone calls (see previOUS guidelines) are 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 6:00 a.m. for breakfast reimbursement, before noon and end
after 2:00 p.m. for lunch reimbursement, and before 6:00 p.m. and after 8:00 p.m. for dinner
reimbursement.
Mileage reimbursement is calculated at 29 cents per mile for personal auto mileage while on county
business. An odometer reading must be included on the state travel voucher for vicinity travel. A
mileage map is available for reference to allowable miles from various Florida destinations.
Mileage is not allowed from a residence or office to a point of departure: for example, driving from
one's home to the airport for a business trip is not a reimbursable expense.
Data orocessina. PC time. etc. ....
The original vendor invoice 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 followinQ are not allowable for reimbursement:
Penalties and fines
Non-sufficient check charges
Fundraising
Contributions
Capital outlay expenditures (unless speCifically included in the contract)
Depreciation expenses (unless specifically included in the contract)
ATIACHMENT B
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 Service Orcanization name) for the
time period of to
Check # Pavee Reason Amount
101 A Company Rent $xxxx.xx
102 B Company Utilities $xxxx.xx
103 0 Company Phone $xxxx.xx
104 Person A Payroll $xxxx.xx
105 Person B Payroll $xxxx.xx
(A) Total $xxxx.xx
-------
-------
(B) Total prior payments $xxxx.xx
(C) Total requested and paid (A + B) $xxxx.xx
(D) Total contract amount $xxxx.xx
Balance of contract (0 - C) $xxxx.xx
-------
-------
I certify that the above checks have been submitted to the vendors as noted and that 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 Commissioners
and will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
STATE OF FLORIDA
COUNTY OF MONROE
..
....
SWORN TO AND SUBSCRIBED before me this _ day of , 200_ by
(Event Contact Person) who is personally known
to me
presented as identification:
Notary Public, State of Florida at Large
My Commission Expires:
Jdconhsoex