Item C32BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: February 21, 2001 Division: Administrative Services
Bulk Item: Yes ® No ❑ Department: OMB/Grants
AGENDA ITEM WORDING: Approval of contract with Rural Health Network of Monroe
County to provide outreach and promotional activities for the Florida Healthy Kids
Program.
ITEM BACKGROUND: Rural Health Network provides various health -related services to
disadvantaged citizens of Monroe County.
PREVIOUS RELEVANT BOCC ACTION: Approval of funding level as part of FY 2001
budget process.
STAFF RECOMMENDATION: Approval
TOTAL COST: 10,000.00 BUDGETED: Yes ® No ❑
COST TO COUNTY: 10,000.00
REVENUE PRODUCING: Yes ❑ No ® AMOUNT PER MONTH
YEAR
APPROVED BY: COUNTY ATTY ❑ OMB/PURCHASI RISK MANAGEMENT 0'� ,uZ
DIVISION DIRECTOR APPROVAII
L" James L. Roberts
DOCUMENTATION: INCLUDED: ® TO FOLLOW: ❑ NOT REQUIRED:
2 DISPOSITION: AGENDA ITEM #:
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Rural Health Network Effective Date: 10/01/00
Expiration Date: 9/30/01
Contract Purpose/Description: Approval of contract with Rural Health Network of Monroe
County to provide outreach and promotional activities for the Florida Healthy Kids Program_
Contract Manager: David P. Owens
(Name)
for BOCC meeting on 02/21/01
4482 OMB/Grants Mgt.
(Ext.) (Department)
Deadline: 02/07/01
CONTRACT COSTS
Total Dollar Value of Contract: $10,000.00 Current Year Portion: $10,000.00
Budgeted? Yes X No Account Codes: 001-03211-530340
Grant: $0.00
County Match: $0.00
ADDITIONAL COSTS
Estimated Ongoing Costs: $0.00 For:
(Not included in dollar value above) (eg. Maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes Date Out
Date In Needed a er_
Division Director 2 YesO Noa
Risk Management C, I YesO NoE13"
O. B.IPur asing v Yeso NoE✓r G- °�
County Attorney � o Yes Nool/ ? l L
Comments:
OMB Form Revised 9/11/95 MCP #2
rj.-�
'r -
RURAL HEALTH NETWORK OF MONROE COUNTY, FLORIDA, INC.
P.O.BOX 4966, KEY WEST, FL. 33041-4966
FitndPd in Dart by the Florida Department of Health
MEMORANDUM
To: Mr. Jim Roberts, Monroe County Administrator
From: Keith Douglass, Rural Health Network of Monroe County
Re: Florida KidCare Program Local Match Projection
Date: April 18, 2000
Each year the state requires the Rural Health Network of Monroe County Florida as the lead
agency for the Florida KidCare Program, t to rmaintain the cal lcurrenatch tuenrollment nding for hand add additionale Florida
Kids Program. The local match is required
children to the state's affordable health care initiative. Based on the current participation in the
program, the forecast for program year 2000-2001 is for 1,500 children to be enrolled.
The local match for the upcoming fiscal year is scheduled to increase from the current 15%
rate to 20%, where it is capped. The Healthy Kids monthly premium cost currently is $72.00 (up
from $59.00 in 1999), for each child enrolled, with 48.5% of that total to be provided by the
Monroe County and 51.5% provided by the Lower Florida Keys Taxing District. The totals are
based on emollment distribution. The County historically covers the portion of the current
enrollment living from Marathon to Key Largo. The formula used to determine the local match
figures is calculated as follows:
1. The total number of enrollment -slots forecast is 1,500.
2. The siaw gives each KidCare region
8000 $72/cslots,
12 mo the xthe
1,000 children) 0
3 . The totat cost of the program is $64 hild/mon hx
4. The totatlocal match requirement is $172,800 ($864,000 x 0.20).
5. The Monroe County portion is $83,808 (172,800 x 0.485).
6. An gdditional $20,000 is needed for outreach to be divided equally between both local match
soutces, or $10,000 from Monroe County.
7. Total request is $93,808 ($83,808 + $10,000).
Thus the Rural Health Network of Monroe county Florida, Inc. asks the Monroe county
Commissioif to plan to allocate $93,809 to meet its portion of the local match required to provide
the Healthy Kids Program to 1,500 children. Thank you for your continued support of this
program vital to the health of otv community. 1 � Ctn(-PrAIV
Keith
EXECUTIVE DIRECTOR -VOICE 305-293-7570; FAX 305-293-7573; EMAIL RHNED(&AOL Q=
COMMUNITY OUTREACH DIRECTOR -VOICE 305-293-7570; FAX 305-293-7573; EMAIL RHNOCtaIAOL.COM
PRIMARY CARE DIRECTOR -VOICE 305-872-5522; FAX 305-872-4802; EMAIL RHNPCC9bAOL.COM
HEALTHY KIDS/KIDCARE DIRECTOR -VOICE 305-517-9002; FAX 305-517-9004; EMAIL KIDCARE@KEITHCONNECTION.COM
AGREEMENT
Rural Health Network of Monroe County, Florida, Inc.
This Agreement is made and entered into this day of 2001
between the BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY FLORIDA hereinafter
referred to as "Board" or "County," and RURAL HEALTH NETWORK OF MONROE COUNTY,
FLORIDA, INC., hereinafter referred to as "Provider."
WHEREAS, the Provider is a not -for -profit corporation established for the provision of
health -related services to the disadvantaged citizens of Monroe County, and
WHEREAS, it is a legitimate public purpose to provide outreach and promotional activities
for the Florida Healthy Kids Program now, therefore,
IN CONSIDERATION of the mutual promises and covenants contained herein, it is agreed
as follows:
1. AMOUNT OF AGREEMENT. The Board, in consideration of the Provider
substantially and satisfactorily performing and carrying out the duties of the Board as to providing
outreach and promotional activities related to the Florida Healthy Kids Program in Monroe County,
Florida, shall pay to the Provider the sum of TEN THOUSAND DOLLARS ($10,000.00) for fiscal
year 2000-2001.
2. TERM This Agreement shall commence on October 1, 2000, and terminate
September 30, 2001, unless earlier terminated pursuant to other provisions herein.
3. PAYMENT Payment will be paid periodically, but no more frequently than monthly
as hereinafter set forth. Reimbursement requests will be submitted to the Board via the Clerk's
Finance Office. The County shall only reimburse, subject to the funded amounts below, those
reimbursable expenses which are reviewed and approved as complying with Florida Statutes
112.061 and Attachment A - Expense Reimbursement Requirements. Evidence of payment by the
Provider shall be in the form of a letter, summarizing the expenses, with supporting
documentation attached. The letter should contain a certification statement as well as a notary
stamp and signature. An example of a reimbursement request cover letter is included as
Attachment B.
After the Clerk of the Board examines and approves the request for reimbursement, the
Board shall reimburse the Provider. However, the total of said reimbursement expense payments
in the aggregate sum shall not exceed the total amount of $10,000.00 during the term of this
agreement.
4. SCOPE OF SERVICES The Provider, for the consideration named, covenants and
agrees with the Board to substantially and satisfactorily perform and carry out the duties of the
Board in providing outreach and promotional activities related to the Florida Healthy Kids Program
in Monroe County, Florida.
S. RECORDS The Provider shall maintain appropriate records to insure a proper
accounting of all funds and expenditures, and shall provide a clear financial audit trail to allow for
full accountability of funds received from said Board. Access to these records shall be provided
during weekdays, 8 a.m. to 5 p.m., upon request of the Board, the State of Florida, or authorized
agents and representatives of the Board or State.
The Provider shall be responsible for repayment of any and all audit exceptions which are
independent auditor, or their agents and representatives. In the event of an audit
identified by the Auditor General of the State of Florida, the Clerk of Court for Monroe County, the
, an
exception
current fiscal year contract amount or subsequent fiscal year contract amounts shall be offset by
the amount of the audit exception. In the event this agreement is not renewed or continued in
subsequent years through new or amended contracts, the Provider shall be billed by the Board for
the amount of the audit exception and the Provider shall promptly repay any audit exception.
6. INDEMNIFICATION AND HOLD HARMLESS. The Provider covenants and agrees
to indemnify and hold harmless Monroe County Board of County Commissioners from any and all
claims for bodily injury (including death), personal injury, and property damage (including
property owned by Monroe County) and any other losses, damages, and expenses (including
attorney's fees) which arise out of, in connection with, or by reason of services provided by the
Provider occasioned by the negligence, errors, or other wrongful act or omission of the Provider's
employees, agents, or volunteers.
7. INDEPENDENT CONTRACTOR At all times and for all purposes hereunder, the
Provider is an independent contractor and not an employee of the Board. No statement contained
in this agreement shall be construed so as to find the Provider or any of its employees,
contractors, servants or agents to be employees of the Board.
S. COMPLIANCE WITH LAW. In providing all services pursuant to this agreement,
the Provider shall abide by all statutes, ordinances, rules and regulations pertaining to or
regulating the provision of such services, including those now in effect and hereinafter adopted.
Any violation of said statutes, ordinances, rules and regulations shall constitute a material breach
of this agreement and shall entitle the Board to terminate this contract immediately upon delivery
of written notice of termination to the Provider.
9. COMPLIANCE WITH COUNTY GUIDELINES. The Provider must demonstrate and
sustain compliance with:
(a) 501(c)(3) Registration;
(b) Board of Directors of seven or more;
(c) Annual election of Officers and Director;
(d) Annual provision of annual report to County;
(e) Corporate Bylaws;
(f) Corporate Policies and Procedures Manual;
(g) Hiring policies for all staff;
(h) Cooperate with County monitoring visits; and
(i) Semi-annual performance reports to be presented to County.
10. PROFESSIONAL RESPONSIBILITY AND LICENSING. The Provider shall assure
that all professionals have current and appropriate professional licenses and professional liability
insurance coverage. Funding by the Board is contingent upon retention of appropriate local, state
and/or federal certification and/or licensure of the Provider's program and staff.
11. MODIFICATIONS AND AMENDMENTS. Any and all modifications of the services
and/or reimbursement -of services shall be amended by an agreement amendment, which must be
approved in writing by the Board.
12. NO ASSIGNMENT. The Provider shall not assign this agreement except in writing
and with the prior written approval of the Board, which approval shall be subject to such
conditions and provisions as the Board may deem necessary. This agreement shall be
incorporated by reference into any assignment and any assignee shall comply with all of the
provisions herein. Unless expressly provided for therein, such approval shall in no manner or
event be deemed to impose any obligation upon the Board in addition to the total agreed upon
reimbursement amount for the services of the Provider.
13. NON-DISCRIMINATION. The Provider shall not discriminate against any person
on the basis race, creed, color, national origin, sex or sexual orientation, age, physical handicap,
or any other characteristic or aspect which is not job -related in its recruiting, hiring, promoting,
terminating or any other area affecting employment under this agreement. At all times, the
Provider shall comply with all applicable laws and regulations with regard to employing the most
qualified person(s) for positions under this agreement. The Provider shall not discriminate against
any person on the basis of race, creed, color, national origin, sex or sexual orientation, age,
physical handicap, financial status or any characteristic or aspect in its providing of services.
14. AUTHORIZED SIGNATURES. The signatory for the Provider below, certifies
and warrants that:
(a) The Provider's name in this agreement is the full name as designated in its
corporate charter, if a corporation, or the full name under which the Provider is authorized to do
business in the State of Florida.
(b) He or she is empowered to act and contract for the Provider; and
(c) This agreement has been approved by the Board of Directors of the Provider if the
Provider is a corporation.
15. NOTICE. Any notice required or permitted under this agreement shall be in writing
and hand -delivered or mailed, postage pre -paid, by certified mail, return receipt requested, to the
other party as follows:
For Board:
David P. Owens, Grants Administrator and
Public Service Building
5100 College Road
Key West, FL 33040
For Provider
Mark L. Szurek
Executive Director
Rural Health Network of Monroe County
Post Office Box 4966
Key West, FL 33041-4966
Monroe County Attorney
P.O. Box 1026
Key West, FL 33041
16. CONSENT TO JURISDICTION. This agreement shall be construed by and
governed under the laws of the State of Florida and venue for any action arising under this
agreement shall be in Monroe County, Florida.
17. NON -WAIVER. Any waiver of any breach of covenants herein contained to be kept
and performed by the Provider shall not be deemed or considered as a continuing waiver and shall
not operate to bar or prevent the Board from declaring a forfeiture for any succeeding breach,
either of the same conditions or covenants or otherwise.
18. AVAILABILITY OF FUNDS If funds cannot be obtained or cannot be continued
at a level sufficient to allow for continued reimbursement of expenditures for services specified
herein, this agreement may be terminated immediately at the option of the Board by written
notice of termination delivered to the Provider. The Board shall not be obligated to pay for any
services or goods provided by the Provider after the Provider has received written notice of
termination, unless otherwise required by law.
19. PURCHASE OF PROPERTY. All property, whether real or personal, purchased with
funds provided under this agreement, shall become the property of Monroe County and shall be
accounted for pursuant to statutory requirements.
20. ENTIRE AGREEMENT. This agreement constitutes the entire agreement of the
parties hereto with respect to the subject matter hereof and supersedes any and all prior
agreements with respect to such subject matter between the Provider and the Board.
IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed as
of the day and year first written above.
(SEAL) BOARD OF COUNTY COMMISSIONERS
ATTEST: DANNY L. KOLHAGE, CLERK OF MONROE COUNTY, FLORIDA
By BY
Deputy Clerk Mayor/Chairman
Witness
Witness
RURAL HEALTH NETWORK OF MONROE
COUNTY, FLORIDA, INC.
(Federal ID No. )
By
APPROVED S FI FORM
p L GAL SUFFICI
BY HU LON
ZA►`IE
e,TE
President
ATTACHMENT A
Expense Reimbursement Requirements
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.
Payroll
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.
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.
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.
Supplies, 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.
Postage, overnight 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.
Reproductions copies, 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 Expenses: 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 processing, 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 following 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 Organization name) for the
time period of to
Check #
Payee Reason
Amount
101
A Company Rent
$xxxx.xx
102
B Company Utilities
$xxxx.xx
103
D 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 (D - 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
to me
SWORN TO AND SUBSCRIBED before me this day of , 200_ by
(Event Contact Person) who is personally known
presented as identification:
Notary Public, State of Florida at Large
My Commission Expires:
)dconhsoex