Item C32
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: March 21, 2001
Bulk Item : Yes C8J No 0
Division: Administrative Services
Department: Grants Administration
AGENDA ITEM WORDING: Approval of consent to subcontract certain transportation
services contracted with the Guidance Clinic of the Middle Ke s. This is part of the
56,600.00 transportation portion of the contract.
ITEM BACKGROUND: Guidance Clinic of the Middle Keys wishes to subcontract Baker
Act and Marchman Act transportation services to Jessrica, Inc. These services are paid
for by the County pursuant to a contract with the Guidance Clinic.
PREVIOUS RELEVANT BOCC ACTION: Approval of contract with Guidance Clinic of
the Middle Keys at November 2000 meeting. Approval of funding for Guidance Clinic as
part of fiscal year 2001 budget process. Approval of $41,000.00 increase in funding
for transportation component of contract at January 2001 BOCC meeting.
CONTRACT/AGREEMENT CHANGES: Approval to subcontract is required in paragraph
thirteen of the original contract. No change in dollar amount limit or beginning and
ending dates of contract.
STAFF RECOMMENDATION: Approval
TOTAL COST: 737,955.00
COST TO COUNTY: 737,955.00
REVENUE PRODUCING: Yes 0 No [gI AMOUNT PER MONTH
f~A YEAR
APPROVED BY: COUNTY AnY 0 O~HASING 0 RISK MANAGEMENT 0
DIVISION DIRECTOR APPROVAJ /J ---.-/~ <...~
James L. Roberts
BUDGETED: Yes C8J No 0
DOCUMENTATION: INCLUDED: 0 TO FOLLOW: 0 NOT REQUIRED: 0
DISPOSITION: AGENDA ITEM #: 1:(..32
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Guidance Clinic of the
Middle Keys
Effective Date: 10/01/00
Expiration Date: 9/30/01
Contract Purpose/Description: Approval of consent to subcontract certain transportation services
funded by the County through contract with the Guidance Clinic of the Middle Keys. This is
part of $56,600.00 transportation portion of contract.
Contract Manager: David P. Owens
(Name)
4482
(Ext. )
OMB/Grants Mgt.
(Department)
for BOCC meeting on 03/21/01
Agenda Deadline: 03/07/01
CONTRACT COSTS
Total Dollar Value of Contract: $737,955.00 Current Year Portion: $737,955.00
Budgeted? Yes X No Account Codes: 001-01501-530340: 529,246.00
Grant: $0.00 001-01507-530340: 69,971.00
County Match: $0.00 001-04542-530340: 56,600.00
101-68607-530340: 82,178.00
ADDITIONAL COSTS
For:
(eg. Maintenance, utilities, janitorial, salaries, etc.)
Estimated Ongoing Costs: $0.00
(Not included in dollar value above)
CONTRACT REVIEW
Date In
Division Director 3-I'-t:I1{
Risk Management .3( {,/ 01
O.~l}LPurchasing . ~
County Attorney
Changes Date Out
Ye~Ded~~ - =--../ ~:'~ - :/-J'-<rl
YesDNocgl {{I WO-'1I~' ~"", *1
:::~:~~~~ J~
Comments:
OMB Form Revised 9/11/95 MCP #2
CONSENT TO SUBCONTRACT CERTAIN
TRANSPORTATION SERVICES
This consent to subcontract is made and entered into this day of March, 2001,
between the BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter
referred to as "Board," and the GUIDANCE CUNIC OF THE MIDDLE KEYS, INC., hereinafter referred
to as "Provider."
WHEREAS, on November 22, 2000, the parties entered into an agreement for fiscal year
2000-2001 whereby the Provider is to furnish various mental health services in the Middle Keys (the
original agreement);
WHEREAS, paragraph 13 of the original agreement prohibits the assignment or
subcontracting of any of the Provider's duties and obligations under the original agreement without
the consent of the Board; and
WHEREAS, the Provider dC:iircs to subcontr&lct ccrtain services for the transportation of Baker
Act and Marchman Act clients to Jessrica, Inc.; now, therefore,
IN CONSIDERATION of the mutual promises and covenants set forth below, the parties agree
as follows:
1. The Board consents to the Provider subcontracting Baker Act and Marchman Act
transportation services to Jessrica, Inc., according to the terms and conditions of an agreement
between the Provider and Jessrica, Inc., dated January 25, 2001. A copy of that January 25, 2001
agreement is attached to this consent to subcontract agreement as Exhibit A and is hereby made a
part of this consent to subcontract agreement. The Board agrees to reimburse the Provider for
Baker Act and Marchman Act transportation services according to the rate schedule set forth in
Exhibit A, subject to the maximum amounts set forth in the original agreement paragraph one and
subject to the Provider furnishing reimbursement documentation satisfactory to the Clerk of the
Circuit Court.
2. This consent to subcontract agreement is effective nunc pro tunc to October 1, 2000.
3. Except as provided in this consent to subcontract agreement, paragraphS one and
two, in all other respects the terms and L:onditiolls of the parties' original agreement remain in full
force and effect. This consent to subcontract does not release or waive the obligation of the Provider
to see that his duties and responsibilities under the original agreement are satisfactorily performed.
IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed as of
the day and year first written abOVe!.
(SEAL)
AlTEST: DANNY L. KOLHAGE, CLERK
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
By
Mayor/Chairman
Deputy Clerk
GUIDANCE CUNIC OF THE MIDDLE KEYS, INC.
(Federal 10 No. )
By
By
Director
APPROVED AS TO FORM
AN GAL I
President
Jdconguldemk3
02/26/2001 12:01 FAX 13052896158
GUIDANCE CLINIC MIDDLE K
~002
~-.~- ~..
GUIDANCE CLINIC OF THE MIDDLE KEYS. INC.
3000 41ST STREET, OCEAN
MARATHON. FL 33050
(v) 305/289-6150 1(1) 3051289-6158
January 25, 2001
Darren Guttman
800 Catherine Street
Key West. :Florida 33040
Ref: Letteriof Agreement
Dear Mr. Gutbnan:
The Guidance Clinic of the Middle Keys, Inc. (GCMK), will contrad with Jessrica Inc., to
provide transportation for Baker Act and Marchman Act clients from Key West to
Marathon or Miami. The effective time period for this agreement will be from
February 1:, 2001 through September 30, 2001.
GCMK will supply a 1993 Ford Crown Victoria for the transportation of clients. GCMK
will pay forfthe fuel and maintenance of the vehicle.
GCMK will maintain insurance on the vehicle, and Jessrica Inc. will supply GCMK a list
of drivers who will operate the vehicle. The list will furnish the driver's license number,
. date of birth, and social security number. GCMK will run driver's license cheCks on all
drivers and will determine eligibility to drive under the guidelines of GCMK's insurance
carrier. No one hired by Jessrica Inc. may d.rive the GCMK vehicle without prior
approval by the GCMK Transportation Coordinator.
GCMK will supply- Jessrica Inc. with. a be~per and cell phone. The on-call driver will
have the beeper and cell phone. Drivers will be dispatched by the on-dwy nurse at
GCMK. A driver must respond to the pickup location within 30 minutes from the time of
being dispatched by GCMK.
A rate structure will be as follows:
Destination
Driver
Escort
local trips within Key West area
Key West to Marathon
Key West to Key largo
Key West to Miami
$ 25.00
$ 75.00
$ 125.00
$ 175.00
$ 25.00
$ 75.00
$ 125.00
$ 175.00
Partially funded by the Florida Department of Chndren & Families. District 11
~""'-'''fMDlIIN'I'ar
CHILDREN
& fAMIUD
EXHIBIT A
02/26/2001 12:02 FAX 13052896158
GUIDANCE CLINIC HIDDLE K
@003
W_--,- ......:, ~
In the eventrthat it is requested that the Key West Car is requested to make a pick
up outside the jurisdiction of Key West, the charges that apply to the rate of the
destination are: .
Marathon to Key West
Marathon to Marathon
Marathon to Key Largo
Key Largo UJ Key Largo
Key Largo tb Marathon
Key Largo to Key West
Key Largo tb Miami
$ 75.00
$ 75.00
$ 125.00.
$ 125.00
$ 125.00
$ 125.00
$ 175.00
$ 75.00
$ 75.00
$ 125.00
$ 125.00
$125.00
$ 125.00
$ 175.00
Jessrica Inc. will supply a female driver or escort to accompany any female client that is
being transported under this agreement
Jessrica Inc. will report and document accidents or incidents invol\ling a client to GCMK
as ~n _r the proper aUlhorlty Ms been COntacted~
f.9d./LJ
Da\lid P Rice. Ph.D., CEO Darren Guttman
Guidance Clinic of the Middle Keys, Inc. Jessrica Inc.
di/O/
/-3/_01
Date
PartiallY funded by Ihe Florida Department of CllilGren & Famiia. DIstrlet 11
it-..-..
CHILPaSN
II ~AMILlU
AMENDMENT TO AGREEMENT
This Amendment to 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," and the GUIDANCE CLINIC OF THE MIDDLE KEYS, INC.,
hereinafter referred to as "Provider."
WHEREAS, the Board and the Provider entered into an agreement on November 22, 2000;
and
WHEREAS, the budget has been augmented due to strong unexpected and on going high fuel
prices and insurance premiums, and it is desired to amend Paragraph 1 of said Agreement; now,
therefore,
Paragraph 1 is hereby amended to read as follows:
1. AMOUNT OF AGREEMENT. The Board, in consideration of the Provider substantially
and satisfactorily performing and carrying out the duties and obligations of the Board, shall
reimburse the Provider for a portion of the Provider's expenditures for Baker Act hospital, physician
and crisis stabilization services, as billed by the Provider, for clients qualifying for such services
under applicable state and federal regulations and eligibility determination procedures, and for Baker
Act transportation services, non-Baker Act mental health services and substance abuse treatment.
This cost shall not exceed a total reimbursement of Seven Hundred Thirty-seven Thousand Nine
Hundred Ninety-five Dollars ($737,995.00), during the fiscal year 2000-2001, payable as follows:
a) Pay to the Provider the sum of Fifty-six Thousand Six Hundred Dollars ($56,600.00)
for the providing of transportation of patients in Monroe County to treatment facilities.
b) Pay to the Provider the sum of Five Hundred Twenty-nine Thousand Two Hundred
FortY-Six Dollars ($529,246.00) for rendering counseling services, detox, crisis stabilization, and
Baker Act transportation.
c) Pay to the Provider the sum of Eighty-two Thousand One Hundred Seventy-eight
Dollars ($82,178.00) for substance abuse treatment services.
d) Pay to the provider the sum of Sixty-nine Thousand Nine Hundred Seventy-one Dollars
($69,971.00) for Baker Act transportation.
IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed as of
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
GUIDANCE CLINIC OF THE MIDDLE KEYS, INC.
(Federal ID No. )
By
By
Director
President
Jdconguidancemk2
AGREEMENT ~ '.
This Agreement is made and entered into this 2-], day of NN{}A.~'iR 2000,
between the BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter
referred to as "Board" or "County," and the GUIDANCE CUNIC OF THE MIDDLE KEYS, INC.,
hereinafter referred to as "Provider."
WHEREAS, the Board and the Provider desire to enter into an agreement wherein the
Board contracts for services from the Provider for the rendering of mental health services to the
citizens of the Middle Keys, Monroe County, Florida, and
WHEREAS, the Board is vested and charged with certain duties and responsibilities relating
to the mental health and guidance of the citizens of Monroe County, and
WHEREAS, such services have been rendered by the Provider in the past and have been
invaluable to the citizens of the Middle Keys, and
WHEREAS, it is proper and fitting to enter into an agreement for services to be rendered in
the forthcoming fiscal year 2000-2001, 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 and obligations of the
Board, shall reimburse the Provider for a portion of the Provider's expenditures for Baker Act
hospital, physician and crisis stabilization services, as billed by the Provider, for clients qualifying
for such services under applicable state and federal regulations and eligibility determination
procedures, and for Baker Act transportation services, non-Baker Act mental health services and
substance abuse treatment. This cost shall not exceed a total reimbursement of Six Hundred
Ninety-six Thousand Nine Hundred Fifty-five Dollars ($696,955.00), during the fiscal year 2000-
2001, payable as follows:
a) Pay to the Provider the sum of Fifteen Thousand Six Hundred Dollars ($15,600.00)
for the providing of transportation of patients in Monroe County to treatment facilities.
b) Pay to the Provider the sum of Five Hundred Twenty-nine Thousand Two Hundred
Forty-six Dollars ($529,.246.00) for rendering counseling services.
c) Pay to the Provider the sum of Eighty-two Thousand One Hundred Seventy-eight
Dollars ($82,178.00) for substance abuse treatment services.
d) Pay to the provider the sum of Sixty-nine Thousand Nine Hundred Seventy-one
Dollars ($69,971.00) for Baker Act transportation.
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 monthly as hereinafter set forth. Baker Act
Billing Summary Forms, certified monthly financial and service load reports will be made available
to the Board to validate the delivery of services under this contract. The monthly financial report
is due in the office of the Clerk of the Board no later than the 15th day of the following month.
After the Clerk of the Board pre-audits the certified report, the Board shall reimburse the Provider
for its monthly expenses. However, the total of said monthly payments in the aggregate sum
shall not exceed the total amount of $696,955.00 during the term of this agreement. To preserve
client confidentiality required by law, copies of individual client bills and records shall not be
available to the Board for reimbursement purposes but shall be made available only under
controlled conditions to qualified auditors for audit purposes.
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 rendering counsel in the matter of mental health and guidance to the citizens of the
Middle Keys, Monroe County, Florida. The Provider shall provide these services in compliance with
Florida Statutes Chapter 394. Said services shall include, but are not limited to, those services
described in Provider's Details of Specific Program for Which Funding is Requested, attached
hereto as Exhibit C and incorporated herein.
5. 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
identified by the Auditor General of the State of Florida, the Clerk of Court for Monroe County, an
independent auditor, or their agents and representatives. In the event of an audit exception, the
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. The extent of liability is in no way limited to, reduced, or
lessened by the insurance requirements contained elsewhere within this agreement.
7. INDEPENDENT CONTRACTOR. At all 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.
8. 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 GUIDEUNES. The Provider demonstrate and
sustain compliance with:
(a) SOl(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;
2
(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. INSURANCE. As a pre-requisite of the services supplied under this contract, the
Provider shall obtain, at its own expense, insurance to cover its activities.
12. 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.
13. NO ASSIGNMENT. The Provider shall not assign this agreement except in writing
and with the prior written approval of the Board, which approval sha.lI 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.
14. 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.
15. 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.
16. 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:
Monroe County Attorney
PO Box 1026
Key West, Florida 33041
For Provider:
Dr. David Rice, Executive Director
Guidance Clinic of the Middle Keys, Inc.
3000 41st Street
Marathon, Florida 33050
3
17. CONSENT TO JURISDIcnON. 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.
18. 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.
19. 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.
20. 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.
21. 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
10;: with respect to such subject matter between the Provider and the Board.
~l/~
ESS WHEREOF, the parties hereto have caused these presents to be executed as
. ar first written above.
BOARD OF COUNTY COMMISSIONERS
.{ MONROE COUNTY, FLORIDA
~~~~ t:}e,~ g -
Mayor/Chairman.. ~
GUIDANCE CUNIC OF THE MIDDLE KEYS, INC.
(Federal ID No.~ - '45" 8".3 2.. " )
By
iJ7~L ~
ddtlOJ/iZzt
President
.
By
Jdconguidancemk
ANN;' A. )iUTTON
nATE 1{((jJt!P
4
ATTACHMENT A
Excense Reimbursement Reauirements
This document is intended to provide "basic" guidelines to Human Service Organizations, county
travelers, and contractual parties who have reimbursable expenses assodated 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 a.nd 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.
Telechone Excenses
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.
Succlies. 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.
Recroductions. cocies. 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 Excenses: 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 f()r a business trip is not a reimbursable expense.
Data crocessino. 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 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
~heck # pavee 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) $XXXX.xx
-------
-------
I certify that the above checks have been submitted to the vendors as noted and that the expenses
are accurate and in agreement with the records of this organization. Furthermore, these expenses
are in compliance with this organization's contract with the Monroe County Board of commissioners
and will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
STATE OF FLORIDA
COUNTY OF MONROE
SWORN TO AND SUBSCRIBED before me this _ day of ' 200_ by
(Event Contact Person) who is personallY known
to me
presented as identification:
Notary Public, State of Florida at Large
My commission Expires:
Jdconhsoex
!~l c-t1 ,-)1 c-rtT c...
tJtw:ta<<e ~ ~ de 1/(U(dle ~~. 'lite.
IiEJN~NCJAL:llSIEaR~__".' 1III.~~~fr~~.1
18. Is your agency receiving any in-kind services, i.e., free rent, utilities, maintenance, etc., from
the County or any other organization? If so, what is the fair market value?
GCMK receives no in-kind services.
19. What is the percentage of total agency revenue that goes to the following:
Fundraising Expenses: 0 percent
. Administrative Expenses: 13.1 percent
20. Complete Attachment 8 - Agency Salary Detail Form, see attachment
1'~D~II$O~EECIEfEieRaGR1\M~EQ~Walca:EmNDlNG:IS:RBJDeat:U~;~~,1
21. Please give a one paragraph description of the agency program for which you are
requesting funding.
See page 5, #2.
22. What need or problem in this community does this program address? Include your target
population.
The District 118 Needs Assessment and Strategic Plan, 1997-1998 developed and
distributed by the Florida Department of Children and Families the following target group
priorities:
. children and late adolescents with or at risk of substance abuse problems
. children with an emotional handicap, serious emotional disturbance, or mental illness
. children who have been abused or negleded by their families
. adults with disabilities who need long-term care to remain. in the community
. adults and families who need assistance to become economically self-sufficient
. victinis-of domestic violence
. adults with substance abuse problems
. families with children in chifd care
. families with children at risk of abuse and neglect
. indigent persons who are unable to work due to age, disability, or incapacity
. child victims of abuse or negled who have become eligible for adoption
. adults with mental illness
. adults with disabilities and frail elderly at risk or victims of abuse, neglect. or
exploitation
. persons with developmental disabilities.
GCMK provides some services to most of the target groups that were prioritized in this
needs assessment and most services to some of the target groups. Priorities in this
assessment and strategic plan were based on services not being provided in Monroe
Monroe County Application
FY 00101
9
. .
'Pi<<a.ee ~ af de 'iItUUHe ~~. 1we.
2. Explain specifically how your agency plans to use the money you are requesting; i.e., rent,
salaries, expansion of services or service area or general agency operations?
GCMK will use County funds in six program areas:
Program Area # Service Units $ Requested
Substance Abuse Detoxification Services. $111.494
Menta! HeaJth Services, including assessment, outpatient services,
and outpatient medicaJ services. 57 .336
Baker Act Inpatient Services: GCMK's crisis stabilization unit (CSU)
is a Baker Act receiving facility and provides crisis stabilization and
treatment services to adults ($18 years) who are in sufficient 319,419
emotional distress as to require acute care and continuous
monitoring to assure their safety and the safety of others.
Baker Act Transportation for persons throughout the County who
required crisis stabilization at the GCMK's CSU or another CSU. 40,997
The amount shown represents the allocation for the program
aJready in place.
This service is required by law.
Baker Act Transportation -Lower Keys. The amount shown
represents costs for expanding the services to having a vehlcie and
drivers in Key West to facilitate transfer of persons from the Monroe 69,971
County Jail and The Lower Keys Health Systems Hospitals to
GCMK and Miami, if necessary. These monies could come from
Gas Tax revenues rather than from the General Revenues.
Keys to Recovery-Department of Corrections Resident Program.
This is a very successful but costiy program. This amount is 82. 178
requested from the County Fines and Forfeitures Fund.
Community Transportation Disadvantaged Coordination. This
request is for General Revenues. 15,600
TOTAL $696.995
3. If your funding request is greater than last year, explain in detail, what the increase is
expected to buy.
Increases for Substance Abuse Detoxification Services, Menta. Heatth Services, Baker Act
Transportation (current program), Keys to Recovery and CTC Transportation are requested to
cover cost increases over the past several years. The last increase granted by the county for
existing programs was in 1993. In fact, allocations were decreased in FY 98-99. In the wake of
increasing costs and without an increase in funding, GCMK will likely be forced to curtail and/or
discontinue services.
Baker Act Transportation (expanded program}-There is a crisis in the lower Keys because of
the loss of Baker Act Transportation services two years ago. As it stands now, the jail is serviing
as the primary Baker Act Facility. GCMK has the inpatient services so desperately needed;
5
Monroe County Application
FY 00/01
.:-- -
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: March 21, 2001
0#'
Division: Administrative Services
r
Bulk Item: Yes ~ No D
Department: Grants Administration
AGENDA ITEM WORDING: Approval of consent to subcontract certain transportation
services contracted with the Guidance Clinic of the Middle Ke s. This is part of the
, 0.0 transportation portion of the contract.
ITEM BACKGROUND: Guidance Clinic of the Middle Keys wishes to subcontract Baker
Act and Marchman Act transportation services to Jessrica, Inc. These services are paid
for by the County pursuant to a contract with the Guidance Clinic.
PREVIOUS RELEVANT BOCC ACTION: Approval of contract with Guidance Clinic of
the Middle Keys at November 2000 meeting. Approval of funding for Guidance Clinic as
~art of fiscal year 2001 budget process. Approval of $41,000.00 increase in funding
or transportation component of contract at January 2001 BOCC meeting.
CONTRACT/AGREEMENT CHANGES: Approval to subcontract is required in paragraph
thirteen of the original contract. No change in dollar amount limit or beginning and
ending dates of contract.
STAFF RECOMMENDATION: Approval
TOTAL COST: 737.955.00
COST TO COUNTY: 737,955.00
REVENUE PRODUCING: Yes D No ~ AMOUNT PER MONTH
fA YEAR
APPROVED BY: COUNTY ATTY D O~HASING D RISK MANAGEMENTD
DIVISION DIRECTOR APPROVAJ /J --/' -=- <...~
James L Roberts
BUDGETED: Yes ~ No D
DOCUMENTATION: INCLUDED: D TO FOLLOW: D NOT REQUIRED:Q"
DISPOSITION: AGENDA ITEM #: J.:l, ~
REVISED CONSENT ATTACHED
HAR-18-01 10,18 FROH,HONROE COUNTY ATTV OFFICE 10,3052923518
PAGE
1/4
CONSENT TO SUBCONTRACT CERTAIN
TRANSPORTAnON SERVICES
This consent to subcontract is made and entered into this day of March, 2001,
between the BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter
referred to as "Board," and the GUIDANCE CLINIC OF THE MIDDLE KEYS, INC., hereinafter referred
to as "Provider."
WHEREAS, on November 22, 2000, the parties entered into an agreement for fiscal year
2000-2001 whereby the Provider is to furnish various mental health services in the Middle Keys (the
original agreement);
WHEREAS, paragraph 13 of the original agreement prohibits the assignment or
subcontracting of any of the Provider's duties and obligations under the original agreement without
the consent of the Board; and
WHEREAS, the Provider desires to subcontract certain services for the transportation of Baker
Act and Marchman Act clients to Jessrica, Inc.; now, therefore,
IN CONSIDERATION of the mutual promises and covenants set forth below, the parties agree
as follows:
1. The Board consents to the Provider subcontracting Baker Act and Marchman Act
transportation services to lessrica, Inc., acr.ording to the terms and conditions of two agreements
between the Provider and Jessrica, tnc., dated October 4, 2000 and January 25, 2001. A copy of
those agreements are attached to this consent to subcontract agreement as Exhibit A and is hereby
made a part Of this consent to subcontract agreement. The Board agrees to reimburse the Provider
for Baker Act and Marchman Act transportation services according to the rate schedule set forth in
Exhibit A, subject to the maximum amounts set forth in the original agreement paragraph one and
subject to the Provider fumishing reimbursement documentation satisfactory to the Clerk of the
Circuit Court. Transportation services provided between October 1, 2000 and January 24, 2001 will
be reimbursed pursuant to the October 4, 2000 agreement and services provided between January
25, 2001 and September 30, 2001 will be reimbursed pursuant to the January 25, 2001 agreement.
2. This consent to subcontract agreement is effective nunc pro tunc to October 1, 2000.
3. Except as provided in this consent to subcontract aoreement, paragraphs one and
two, in all other respects the terms and conditions of the parties' original agreement remain in full
force and effect. This consent to subcontract does not release or waive the obligation of the Provider
to see that his duties and responsibilities under the original agreement are satisfactorily performed.
IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed as of
the day and year first wlitten above.
(SEAL)
ATTEST: DANNY L. KOLHAGE, CLERK
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
By
Mayor/Chairman
Deputy Clerk
GUIDANCE CUNIC OF THE MIDDLE KEYS, INC.
(Federal 10 No. )
President
By
Director
JdConguldemkJ
HAR-16-01 10,16 FROH,HONROE COUNTY ATTY OFFICE 10,3052923516
PAGE 2/4
.....:.-~-:..
GUIDANCE CLINIC OF THE MIDDLE KEYS. INC.
3000 41ST STREET, OCEAN
MARATHON. FL 33050
(v) 3051289-6150 I (I) 3051289-6158
January 25, 2001
Darren Guttman
800 Ca1herine StAlet
Key West. :FIorida 33040
Ref: Lettenof Agreement
Dear Mr. GuUman:
The Guidance Clinic of the Middle Keys, Ine. (GCMK), wll contract with Jessrtca Inc., to
provide transpor1ation for Baker Ad and Marchman Act clients from Key West to
Maratnon or Miami. lbe effectfve time period for this agreement Wi. be from
February 1:, 2001 through September 30, 2001.
GeMK will supply a 1993 Ford Crown VICtoria for the transportation of clients. GCMK
will pay forlthe fuel and maintenance of the vehIcle.
GCMK will maintain Insurance on the vehicle, and Jessrica Inc. wlU &Upply GCMK a list
of drivers who wiD operate the vehicle. The list win furnish the drivel's license number.
date of birth. and social security number. GCMK wiD run driver's license checks on all
drivers and wI'l detenn'ne eligibility to drive under the guidefines of GCMK"s Insurance
carrier. No one hired by Jessrica Inc. may d'rive the GCMK vehicle wtIhout prior
approyal by the GCMK Transportation Coordinator.
GCMK win supply Jessrica Inc. with a ~per and eel phone. The on-call driver will
have the beeper and ceB phone. Drivefs will be dispatched by the on-dutY nurse at
GCMK. A driver must respond to the pickup location within 30 minutes from the time of
being dispatched by GCMK.
A rate structure wit be as follows:
pestination
Local trips within Key West area
Key West to Marathon
Key West to Key Largo
Key Weat to Miami
Driver
Escort
$ 25.00
$ 75.00
$ 125.00
S 175.00
$ 25.00
$ 75.00
$ 125.00
$ 175.00
6Ciiii.iiiM
\21.. ,AllUUI!I
~1Iw fufIlMd bit tile FlcNida Oewa. tment fIf CIIi1c11eft & F8IIIi1ies. Di*id "
EXHIBIT A
nl-\rc::-IC-1lCJ1
I"" I ,
rI<U"'"UNI<U~
~UUNIY ATTY OFFICE ID'~052S2351S
-..-_... .- -......... -.--- ..
PACE
IIY UU,,!...
3/4
---...., .
....
In the eo#entrthat It Is requested that the Key west Car Is requested to make a pick
up outside 1he jurisdiction of Key West. the c:haJgeS that apply to the rate of the
destination are:
Marathon to Ksy West
Marathon to Marathon
Marathon to Key Largo
Key LBrgo t() Key Largo
Key Largo tb Marathon
Key Largo tb Key west
Key largo Ib MIami
$ 75.00
$ 75.00
$ 125.00.
$125.00
$ 125.00
S 125.00
$ 175.00
$ 76.00
$ 75.00
S 125.00
$ 125.00
$ 125.00
$ 125.00
$ 175.00
Jessrica Inc. wiU supply a female drive, or escort to accompany any female dient that Is
being transported under this agreement
Je&srica Inc. will report and document accidents or incidents involving a client to GCMK
as soon after the proper authority has been contacted./?
l}~./LJ ~
David P Rice, Ph.D., CEO Darren Guttman
Guidanoe Clinic of the Middle Keys. Inc. Jessrica Inc.
iil/pf
/-3/-01
Date
@-..-..
CN'......"
Pallialw fullded by Itle FIaricf. ~ ~ CIIilIUIlft & Famlin. DiItIid " At ~p
HAR-16-01 10,17 FROH,HONROE COUNTY ATTY OFFICE 10,3052923516 PACE 4/4
..t4Jl"l . LII.lllJHNl..t; I..LINI\.. l'\lUl.A.-l= ~l~ t"H.JNt: l'U. ; ~~ ~ bl/~ rwr. J.~ ~J. J.1-"....'l"l t"c!
~
---.
GUIDANCe CLINIC OF THE MIDDLE KEYS. INC.
300041ST STREET. OCEAN
MARATHON. FL 33050
(v) 3051289-6160' (f) 3051289-9158
Octaber4.2000
Darren Guttman
800 Catherine Stteet
Key Weet. Florida 33040
Ref. Letter of Agreement
Dear Mr. Guttman:
The Guidance Clinic of the Middle Keys, Inc. (GCMK), will contr8d with Jessnca Inc. to proVide
transPOrtation for Baker Act and Marchman Ar1 Clients from Key west to Marathon or Miami.
GCMK willlUPpIy a 1993 Ford Crown Victoria fOr the transportation of ctients. GCMK will pay
for the fuel end maintenance of the vehlde. .
..
GCMK will maintain InsUnInce on the vehicte. and Jessric;a Inc. will aupplY GCMK a Jilt of
drivers who will operate the vehlcle. The list win fumiah the driver's Jicense number, date of
birth, and social security number. GCMK wi. run driver's license dleckB on all drivers and will
determine eligibility to drive under the guidelines of GCMK's insurance c:anicr. No one hired by
JessrIca Inc. may drive the GCMK vehicle withOut prior approval by the GCMK Transportation
Coordinator.
GCMK win supply Jeaarica Inc. with a beeper end ='1 phone. The on-c:all driver will have the
beeper and cell phOne. Driv8rs will be dispatched by the on.dutV nurse at GCMK. A driver
must respond to the pickup IocatiGn within 30 minutes from the time of being dispatched by
GCUK.
GeMK wlU pay JessriCa Inc. $50.00 per trip each for the driver (and the escort when necessary)
to Marathon, $100.00 per trip from Key West to the Upper Keye, and $150.00 from Key West to
Miami. Trips that extend from north of Miami will be paid at a rate to be agreed upon at the
time of each trip. '
Jessrica Inc. will supply a female driver or escort to accompany any female dient that Is being
transported under this agreement.
Jessrica Ine:.. will report and document accidents or tnddents Involving a dient to GCMK as soon
aft.. the proper authority haS been contacted.
.-/
~ ~~ /I-P-I;
o P RI ,Ph~D..CE JDate
Guidance Clinic of the Middle Keys, Inc.
~
~-dO
Darren Guttman, Jessrica Inc. /Date
fil-..---
CHII...IN
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