Item C09L F R
Meeting Date: 6/19/2013 Division: Community Services
Bulk Item: Yes X No _ Department: Social Services
Staff Contact Person: Sheaf Gra 305)292-4510
1
AGENDA ITEM WORDING: Approval of Amendment #0001 to Florida Department of Children
and Families Standard Grant Agreement #PZ06, Emergency Solutions Grant formerly known as:
2011 ESG/Prevention Grant Solicitation #LPZ06 between Monroe County Beard of County
Commissioners (Community Services/Social Services) and the State of Florida, Department of
Children and Families to increase funding by $11,608.00
ITEM BACKGROUND: This Emergency Solutions Grant (ESG) is awarded through a competitive
process with the Department of Children and Families. Monroe County BOCC was awarded an initial
allocation of $100,000.00 and is successfullyadministering these homeless prevention funds. Through
circumstances beyond their control, Star of the Sea Foundation in the Keys, is unable to continue their
project and has requested the balance of funds be transferred to, and managed by, Monroe County
Social Services. The Office of Homelessness has determined this to be appropriate and thus the grant
agreement will be increased by $11,608.00
PREVIOUS RELEVANT BOCC ACTION: Prior approval granted by the BOCC on 11112/12 of the
Florida Department of Children and Families Standard Grant Agreement #KPZ06, Emergency
Solutions Grant (ESG).
CONTRACT/AGREEMENT CHANGES: Increase in funding of $11,60800 from the original
allocation of $100,000.00 to the new allocation of $111,608.00. Revisions to Page 6 Attachment I,
Project Summary, Page 45, Attachment V, Request` for Reimbursement and Page 46' Attachment VI.
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $111,608.00 BUDGETED: Yes X No
COST TO COUNTY: $311,608.00 in kind (match required) SOURCE OF FUNDS: Grant
funds
REVENUE PRODUCING: Yes N/A No _ AMOUNT PER: MONTH: YEAR:
APPROVED BY: County Atty. OMB/Purchasing _ Risk Management
DOCUMENTATION: Included X Not Required To Follow
DISPOSITION: AGENDA ITEM
Revised 8/06 `
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACTSUMMARY
Contract with: State of Florida, Department of Contract: KPZ06
Children and Families
Effective Date: , 6/19/2013
Expiration Bate: 06/30/2014
Contract Purpose/Description: Approval of Amendment #0001 to Florida Department of Children and Families Standard
Grant Agreement #KPZ06, Emergency Solutions Grant formerly known as: 2011 ESGIPrevention Grant Solicitation #LPZ06
between Monroe County Beard of County Commissioners (Community Services/Social Services) and the State of Florida,
Department of Children and Families to increase funding by $11,608.00.
Contract Manager: Sheryl Graham (305) Social Services/Stop 1
292-4510
(Name) (Ext.) (Department/Stop #)
For BOCC meetn on 6/16/2013 Agenda Deadline: 6/4/2013
CONTRACT COSTS
Total Dollar Value of Contract: approx. $111,608.00 Current Year Portion: $
Budgeted..? Yes X No El Account Codes:
County Match: $311,608.00
Additional Match:
Total Match $311,608.00 ADDITIONAL COSTS
Estimated Ongoing Costs: $ /yr For:
(Not included in dollar value above) (e.. Maintenance„utilities, janitorial, salaries, etc)
CONTRACT REVIEW
Division Director
Date In
Changes
Needed e
Yes ❑ No 0
Date Out
Risk Management
Yes ❑ No mob``
O.M.B./Purchasing `
County Attorney
Yes ❑ No
Yes 0 Na
t
Comments:
/
mivm form nevisea ziz /iul ivii-r FFz
4 4 D� MW
grant Agreement #KPZ06 Amendment #0001
Date: 06/01/2013
THIS AMENDMENT, entered into between the State of Florida, Department of Children and
Families, hereinafter referred to as the "Department" and Monroe County, hereinafter referred to
as the "Recipient," amends Grant Agreement KPZ06.
1. Page 4, Standard Grant Agreement, Section 11, paragraph A. (1), is hereby amended to
read:
(1) The Department shall provide financial assistance to the Recipient in an amount not
to exceed $111,608.00, in accordance with the deliverables indicated in the Recipient's Project
Summary, Attachment I. The State of Florida's obligation to pay this amount is contingent
upon an annual appropriation by the Legislature and the availability of funds. The Department
shall reimburse the Recipient on the basis of monthly requests for payment submitted to the grant
manager using Attachment V, Request for Reimbursement. The Recipient shall provide
records to the Department evidencing that all funds provided by this agreement have been used
for the purposes, and in the amounts, described in the Recipient's proposed budget. The
Recipient shall' vary from the Budget, Attachment V1, only with the prior written consent of the
Department which must be obtained in each separate instance. Upon change of representatives
(names, addresses, telephone numbers and e-mail addresses) by, either party, notice shall be
provided in writing to the other party and the notification attached to the originals of this
agreement. The Recipient shall promptly return to the Department any overpayments due to
unearned funds, disallowed or ineligible expenditures, or accounting or record keeping errors.
The Recipient shall return such excess funds immediately upon discovery by it or its employees
or upon receiving written notice from the Department:
2. Page 6, Attachment t, Project Summary, is deleted in its entirety and Revised Page 6,
Revised Attachment I, Project Summary, dated 6/01/2013, is inserted in lieu thereof and
attached hereto.
3. Page 45, Attachment V, Request for Reimbursement, is hereby deleted in its entirety
and Revised Page 45, Revised Attachment V, Request for Reimbursement, dated
6/01/2013, is inserted in lieu thereof and attached hereto.
4. Page 46, Attachment VI, Budget, is hereby deleted in its entirety and Revised Page 46,
Revised Attachment VI, Budget Form, dated 6/l/2013, is inserted in lieu thereof and
attached hereto.
Grant Agreement OKPZ06
4-1 it I I
MPZU3KUX*1 I
This amendment shall beQin on June 1. 2013, or the date on which the amendment has been
p I signed by both parties, whichever is later. All provisions in the grant agreement and any
Z'
attachments thereto in conflict with this amendment shall be and are hereby changed to conform
with this amendment.
All provisions not in conflict with this amendment are still in effect and are to be performed at
the level specified in the grant agreement.
This amendment and all its attachments are hereby made a part of the grant agreement.
IN WITNESS THEREOF, the parties hereto have caused this five (5) page amendment to be
executed by their officials thereunto duly authorized.
PROVIDER: STATE OF FLORIDA
MONROE COUNTY. DEPARTMENT OF
CHILDREN AND FAMILIES
SIGNED SIGNED
BY: BY:
NAME: George R. Neugent NAME: Esther Jacobo
TITLE: Mayor TITLE: Regional Managing Director
DATE: DATE:
FEDERAL ID NUMBER: 59-6000749
I T P& T 0 T T [
1p�1111 MAY 2A 2013
Revised Attachment I
Grant # KPZ06
Provider I Monroe County (Social Services)
1100 Simonton Street
Key West, Florida 33040
Grant Period I December 1, 2012 —June 30, 2014
1 Project Activities * Assist with past due rental and J or utility assistance
* Assist with short-term rental and/or utility assistance
* Assist with other relocation costs such as security deposits
* Case management and overall administrative oversight of the project, including
support of the Homeless Management Information System (HMIS)
Project Outcome 47 households will be served
Project Performance * Reduce the number of households with children, both sheltered and
Measures unsheltered, in the Continuum of Care
0 50% of households served will remain in permanent housing six months after
the last assistance has been provided
Project Budget Rapid Re -Housing
Rental Assistance $ 1,000
Financial Assistance Costs $ 3,000
Services Costs $ -
Homeless Prevention
Rental Assistance $ 91,258
Financial Assistance Costs $ 6,750
Services Costs $ 5,600
HMIS $ 1,500
Administrative Costs $ 2,500
Total Budget $111,608
Project Match j 100% J $111,608 — can be cash or in -kind services, reported quarterly
Project Reporting 1 * Monthly Activity Report to be submitted to contract manager with each invoice
0 Quarterly Status Report due to contract manager and Office on Homelessness
by the 15th day following the end of the quarter
06/01/2013
Revised
06
REQUEST FOR REIMBURSEMENT
Agency: MONROE COUNTY
500 Whitehead Street
Key West, FL 33040
Grant Period: 12/0112012 - 6130/2014
Reimbursement Period:
RAPID RE -HOUSING
Rental Assistance
Financial Assistance Costs
Services Costs
HOMELESS PREVENTION
Rental Assistance
Financial Assistance Costs
Services Costs
HMIS
TOTAL
CONTRACT CURRENT YTD CONTRACT
FUNDING EXPENDITURES EXPENDITURES BALANCE
$ 1,000.00 $ 1,000.00
$ 3,000.00 $ 3,000.00
$ 91,258.00
$
91,258.00
$ 6,750.00
$
6,750.00
$ 5,600.00
$
5,600.00
$ 1,500.00
$
1'500.00
$ 2,500.00
$
2,500.00
By signing below, I certify this to be true and correct as reflected in our books and records.
Prepared by:
Approved by:
6!1/2013
Revised 45
Revised Attachment VI
Emergency Solutions Grant
Budget Farm
Prevention and Re -Housing
Eligible
Activity
Grant $
Match $
1. Rapid
Re -Housing
A.
Rental Assistance
$ 1,000.00
$ 956.00
B.
Housing Relocation and Stabilization
i Financial Assistance Costs
$ 3,000.00
$ 581.00
ii Services Costs
$ -
$ 13,570.00
2. Homeless
Prevention
A.
Rental Assistance
$ 91,258.00
$111,608.00
B.
Housing Relocation and Stabilization
i. Financial Assistance Costs
$ 6,750.00
$ 15,000.00
ii Services Costs
$ 5,600.00
$ 24,430.00
3. HMIS
.... __. _
A.
' Cost of contributing data to HMIS for
Continuum of Care
$ 1,500.00
$ 15,581.00
B.
HMIS Lead Agency Costs for hosting and
maintaining system
C.
! Victim Services provider costs for comparable
database
4. Administrative Costs [Cap 2.5%]
A.
Local government
$ 2,500.00
$ 131,000.00
B.
Private non-profit organization
Not Allowed
$
TOTAL BUDGET
$ 111,608.00
$ 312,726.00
if. I
Revised
Rick Scott
State of Florida
Governor
Department of Children and Families
David E. Wilkins
Secretary
MEMORANDUM OF NEGOTIATION — KPZ06 i Monroe County
Emergency Shelter Grant (ESG) Grant Agreement
AMENDMENT #0001
i. Introduction
A. Participants: Sheryl Graham, Social Services Director
Kim Wean, Grants Coordinator
Theresa Phelan, DCF Contract Manager
B. Meeting Date: May 17, 2013 @ 9:30 AM
C. Meeting Location: DCF Office, 1111 124h Street, Key West Florida 33040 & via telephone
it. Procurement History
This ESG grant is awarded through a competitive process that began with Application Instructions issued by
the DCF Office on Homelessness. Applications were reviewed, scores collected and averaged and ten the
final ranking was determined by the Office on Homelessness. Agreements are then managed at the
regional level.
Narrative Summary of the Negotiations
Monroe County is successfully administering these homeless prevention funds. Through circumstances
beyond their control, staff at Star of the Sea Foundation, another prevention provider in the Keys, is unable
to continue with their project and has requested that the balance be managed by Monroe County. The
Office on Homelessness has determined this to be appropriate and thus the grant agreement with Monroe
County will be increased by $11,608. These additional kinds must be spent by June 30, 2013 and the
match requirement will increase by the amount of the additional funds, to $111,608.
Conclusion
This prevention grant will cover the period from December 1, 2012 through June 3,0, 2014. Total grant
funding is now $111,608, $71,608 for FY 2012-2013 and $40,000 for FT 2013-2014.
V1. SignAat
Provider Signature
Department Signature
Title: Tide: Contract Manager
Date:
Date: V-7
ng-ano tcoromically Self -Sufficient Families, and
Advance Personal and Family Recovery and Resiliency
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 1 l/20/2012
Bulk Item: Yes X No
Division:_ County Administrator
Department: Social Services
Staff Contact Persnn-
-=LlTj •• "n"JiNk': Approval of Florida Department of Children and Families Standard
Grant Agreement#KPZ06, Emergency Shelter Grant formerly known as: 2011 ESG/Prevention Grant
Solicitation #LPZ06 between Monroe County Board of County Commissioners (Communit
Services/Social Services) and the State of Florida, Department of Children and Families. y
ITEM BACKGROUND: Approval of Florida Department of Children and Families Standard Grant
Agreement #KPZ06, Emergency Shelter Grant (ESG) will provide funds to assist eligible families and
individuals to regain stability in permanent housing after experiencing a housing crisis and/or
homelessness. The Emergency Shelter Grant 2011 was applied for on 9/19/11.
PREVIOUS RELEVANT BOCC ACTION: n/a
CONTRACT/.
%-K'tuvu":.New,
STAFF RECOMMI�NDATIONS: Approval
TOTAL COST: $100,00o
BUDGETED: Yes X
COST TO COUNTY: $300,000 in kind (match required)
funds
No
SOURCE OF FUNDS: Grant
REVENUE PRODUCING: Yes N/A No _ AMOUNT PER: MONTH: YEAR:
APPROVED BY: County Atty. OMB
/Purchasing ____ Risk Management.
DOCUMENTATION: Included
X Not Required To Follow
DISPOSITION:
AGENDA ITEM #
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: State of Florida, Department of Contract: KPZ06
Children and Families Effective Date: 12/1/21012
Expiration Date: 06/30/2014
Contract Purpose/Description: Approval of Florida Department of Children and Families Standard Grant
Agreement #KPZ06, Emergency Shelter Grant between Monroe County Board of County Commissioners
(Community Services/Social Services) and the State of Florida, Department of Children and Families.
Contract Manager: Sheryl Graham 4592 Social Services/Stop I
(Name) (Ext.) (Department/Stop #)
L For BOCC meeting on 11/20/2012 Agenda Deadline: 11/6/2012
CONTRACT COSTS
Total Dollar Value of Contract: approx. $ 100,000 Current Year Portion:
Budgeted? Yes X No Account Codes:
County Match: $300,000
Additional Match:
Total Match $300,000
Estimated Ongoing Costs: $-1yr For: ADDITIONAL COSTS
(Not included in dollar value above)
Division Director
Date In
Risk Management
O.M.B./Purchasing
/I / (a
County Attorney
I
Comments:
OMB Form Revised 2J27/01 MCP #2
CONTRACT REVIEW
Changes
P.-CL-A-- ,
Yes
Yes 1 011
Yes No
Yes No
-A-- �" — A . I
Date Out
FLORIDA DEPARTMENT OF CHILDREN & FAMILIES STANDARD GRANT AGREEMENT
This Agreement is entered into between the Florida Department of Children and Families, hereinafter referred to as the
"Department" and Monroe County, hereinafter referred to as the "Recipient."
1. THE RECIPIENT AGREES AS FOLLOWS:
A. Grant Agreement Z) ORIGINAL
It will comply with the provisions of the Department's grant solicitation, LPZ06, and will perform all activities, terms,
and conditions, described in the Recipient's proposal to the Department, both of which are incorporated herein by reference,
unless otherwise specifically superseded by the provisions set forth in any attachments or exhibits to this agreement, A
Project Summary of the Recipient's proposal which details project activities and performance measures is included as
Attachment 1. The Recipient agrees to comply with the provisions of the Department's Substantial Amendment, FY 2011
Consolidated Plan's Annual Action Plan, included as Attachment It and with its Policies and Procedures, the written
standards approved by the Department's Office on Homelessness, included here as Attachment Ill. In addition, the Recipient
shall administer the award under the Emergency Solutions Grant incompliance with the Interim Rules for the program issued by
the U.S, Department of Housing and Urban Development dated December 5, 2011.
B. State of Florida Law, Jurisdiction, and Venue
This agreement is executed and entered into the State of Florida and shall be construed, performed, and entered in all
respects in accordance with the Florida law including provisions for conflict of laws. Courts Of competent jurisdiction in Florida
-S. Department of Homeland Security to verify the employment eligibility of its employees and the subcontractors'
by the U ty,
shall have exclusive jurisdiction in any action regarding this agreement. Venue is the appropriate state court in Leon Coun ,
Florida. Pursuant to Executive Order 11-02 signed on January 4, 2011, the Recipient will use the E-Verify system established
employees performing under this agreement.
C. Federal Law and Prohibitions Against Lobbying
If this agreement is funded by the use of federal funds the Recipient shall comply with any and all of the provisions of
federal law and regulation including, but not limited to 45 CFR, Parts 74 and 92, the Clean Air Act and Federal Water Pollution
Control Act as applicable, the Energy, Policy and Conservation Act (Public Law 94-163) and any Executive Orders pertaining to
the use of the grant funds. No federal funds may be used by the Recipient or its employees or agents for lobbying Congress of
the Florida Legislature. The Recipient shall not employ unauthorized aliens, The Recipient shall comply with all laws, orders
and regulations pertaining to Equal Employment Opportunity. If applicable, the Recipient shall comply with the Pro -Children
Act Of 1994.
D. Audits, Inspections, Investigations, Monitoring, Records, and Retention
The Recipient shall maintain books, records, documents, and electronic storage media, hereinafter "records,"
sufficient to reflect all income and expenditures of funds provided by the Department under this agreement and to demonstrate
the satisfactory performance of all activities required by this agreement. The Recipient shall maintain such records for a period
not less than six (6) Years after completion or termination of the agreement, unless a longer retention period is mandated by
state or federal law or regulation. The Recipient shall make all records available for inspection by the Department, persons
duly authorized by the Department, federal authorities, or law enforcement personnel upon demand. At no additional cost to
the Department the Recipient shall make and supply such copies of records as may be necessary for investigations, audits,
program reviews, and compliance determinations to any organization or person duly authorized to inspect the records. The
Recipient shall comply with the requirements of Chapter 119, Florida Statutes, The Recipient shall fully cooperate with the
Department's agreement monitoring activities and audit requirements (Attachment IV).
E. Indemnification and Insurance
To the extent permitted by Florida Law, the Recipient shall be fully liable for the actions of its agents
partners, or subcontractors and shall fully indemnify, defend, and hod , employees,
harmless the State and Customers, and their officers,
agents. and employees, from suits, actions, damages, and costs of l every name and description, including attorneys' fees,
arising from or relating to any alleged act or Omission by the Recipient, its agents, employees, partners, or subcontracts,
provided, however, that the Recipient shall not indemnify for that portion of any loss or damages Proximately caused by the
negligent act Or Omission of the State or a Customer.
Omer.
The Recipients obligations under the preceding paragraph with respect to any legal action is contingent upon the
State or Customer giving the Recipient (1) written notice of any action or threatened action, (2) the opportunity to take over and
settle or defend any such action at Recipient's sole expense, and (3) assistance in defending the action at Recipient's sole
expense, The Recipient shall not be liable for any Cost, expense, or compromise incurred or made by the State or Customer in
any legal action without the Recipient's prior written consent, which shall not be unreasonably withheld,
The Recipient's inability to evaluate liability or its evaluation of liability shall not excuse its duty to defend and
indemnify after receipt of notice. Only an adjudication or judgment after the highest appeal is exhausted finding the department
negligent shall excuse the Recipient of performance under this Provision, in which case the State and Customers shall have no
obligation to reimburse the Recipient for the cost of their defense. If the Recipient is an agency or subdivision of the State, its
obligation to indemnify, defend and hold harmless the department under this Section 19 shall be to the extent permitted by taw.
The Recipient shall determine the type(s) and extent of liability insurance necessary to provide reasonable financial
Protection for the Recipient and any persons that may be served or affected by this agreement- The Recipient shall maintain
such insurance at its own expense, and shall furnish a copy of the certificate of the existence Of such insurance upon request
I
Grant Agreement # KPZ06
by the Department. The Department reserves the right to require reasonable additional insurance at any time.
F. Risk Prevention and Incident Reporting
If the Recipient provides any services directly to clients. the Recipient shall comply with CFOP 215-6 for establishing
risk prevention and reporting any incident listed in CFOP 215-6. The Recipient shall immediately report any knowledge or
reasonable suspicion of abuse, neglect, or exploitation of a child, aged person, or disabled adult to the Florida Abuse Hotline at
telephone number 1-800-96ABUSE. This requirement applies to both the Recipient and its employees.
G. Confidentiality of Client Information
The Recipient shall not use or disclose any information concerning any clients or persons served by occasion of this
agreement for any purpose prohibited by state or federal law or regulations except with the prior written consent of a person
legally empowered to give that consent or when authorized by law.
H. Assignments and Subcontracts
This contract is for the provision of financial assistance to the Recipient who may not assign the agreement, an
portion of this agreement, the activities performed, or an y
agreement only with the prior written consent of the Department The Recipient is responsible forecipient may the performance toct work relevant the
all
actions, work, or duties regardless of whether such consent has been sought or granted. The State of Florida may assign or
transfer, in whole or in part, its rights, duties, and obligations to another governmental entity of the State of Florida by giving
written notice to the Recipient. Such transfer or assignment does not affect the Recipient's obligation to property complete
work and perform in accordance with the terms of this agreement. The Recipient shall include or cause to be included in
subcontracts (at any tier) the substance of all clauses contained in this agreement that mention or describe subcontract
compliance.
L Civil Rights Requirements
The Recipient shall comply with all civil rights laws, regulations, and orders including, but not limited to, Title VII of the
Civil Rights Act of 1964, the Americans with Disabilities Act of 1990, the Florida Civil Rights Act of 1992, and 45 CFR Parts 80,
83, 84, 90, and 91. The Recipient shall not discriminate against any employee or applicant on the basis of race, color,
national origin, disability, age, or marital status.
gender,
J. Independent Capacity of the Recipient
The Recipient is an independent contractor. The Recipient shall act as an independent contractor and not as an
officer or employee of the State of Florida. The Recipient shall not represent to others that it has the authority to bin
Department unless specifically authorized in writing to do so. The Recipient is not entitled to any benefits reserved for state
officers, employees, or personnel, (e.g. leave, retirement, health care or support d the
telephone service, clerical support). These provisions apply to the Recipient, its employees, subcontractors, and assigns.
� pport services {e.g, office space, suppler,
K. Sponsorship and Publicity
The Recipient shall provide appropriate recognition of the role state funds play in publicizing or advertising any
Program or activities supported by the grant funds. Sponsorship material shall state "Sponsored by (Recipients name) and the
State of Florida Department of Children and Families." The Department's name shall appear in the same size and type letters
as that of the Recipient: The Recipient shall not convey, represent, or claim that it is approved or endorsed by the State of
Florida or the Department, nor shall it permit others, on its behalf, to do so, whether directly or indirectly. The Recipient is not
entitled to use the state's name or mark for any purpose without obtaining prior written consent in each separate instance.
L. Gratuities
The Recipient shall not offer or provide any gift to any Department employee or officer of the State of Florida
throughout the period of this agreement and for two years thereafter. The Recipient shall ensure that its employees and
subcontractors, if any, comply with this prohibition.
M. Patents, Copyrights, and Royalties
If any patent arises or is developed, in whole or in part, as the result of the funds awarded by this agreement, the
Recipient agrees that it will refer the patent to the Florida Department of State to determine whether patent protection will be
sought in the state or federal government's name. All copyrighted materials produced or arising as a result of the funds
awarded by this agreement are hereby reserved to the State of Florida or federal government and shall be referred to the
Department of State. The Recipient shall fully indemnify, defend. and hold harmless the State and Customers from any suits,
actions, damages, and costs of every name and description, including attorneys' fees„ arising from or relating to violation
infringement of a trademark, copyright, patent, trade secret or intellectual property right, provided, however, that the foregoior
ng
obligation shall not apply to a Customer's misuse or modification of Recipient's products or a Customers operation or us
Recipient's products in a manner not contemplated by the Contract or the purchase order, if e of
any product is the subject of an
infringement suit, or in the Recipient's opinion is likely to become the subject of such a suit, the Recipient may at its sole
expense procure for the Customer the right to continue using the product or to modify it to become non -infringing. If the
Recipient is not reasonably able to modify or otherwise secure the Customer the right to continue using the product, the
Recipient shall remove the product and refund the Customer the amounts paid in excess of a reasonable rental for past use.
The customer shall not be liable for any royalties.
Grant Agreement # KPZ06
u
N. Information Security Obligations
The Recipient shall designate an appropriately
liaison to the Department's securiy staff andwho wl stablish and maintain an vidual to � appropriate level of as its Data Security er who shall act as a
to this agreement collected or obtained by the Recipient. The Recipient shall provide necessary data security training to its
employees and affiliates. Recipient employees who have access to departmental information shall security for all data related
shall sign the security agreement forms described therein,
comply with CFOP 50-2 and
O. Health insurance Portability and Accountability Act
The Recipient shall, where applicable, comply with the Health Insurance Portability and Accountability Act (42 U:S.C.
1320d) as well as all regulations promulgated pursuant to the act (45 CFR Parts 160, 162, and 164),
P. Emergency Preparedness
If the Recipient provides any services directly to clients, the Recipient shall develop and submit to the Department an
emergency preparedness plan not later than 30 days after execration of this agreement and updated plans shall be submitted at
least annually thereafter. The Department agrees to respond in writingwithin 30 days of receipt of the plan accepting,
rejecting, or requesting modifications: The emergency preparedness plan shall, if implemented, enable the Recipient to
continue functioning, assure the safety and well-being of clients served, and ensure that the Department is fully informed at all
times.
l
Q. Whistleblower's Act Requirements
In accordance with section 112:3187(2), Florida Statutes (F.S.), agencies or independent contractors shall not
retaliate against an employee for reporting violations of law to an appropriate agency that creates substantial and speck
danger to the public's health, safety, or welfare. Furthermore, agencies or independent contractors shall not retaliate against
any person who discloses information to an appropriate agency alleging improper use of governmental office, gross waste of
funds, or any other abuse or gross neglect of duty on the part of an agency, public officer, or employee. Employees
persons may file with ,the Office of Chief Inspector General, Agency Inspector General, the Florida Commission on Human
Relations or the Whistle -blower's Hotline number at 1-800-543-5353, and
R. Support to the Deaf or Hard -of -Hearing
(1) The provider and its partners, subcontractors, and agents shall comply with section 504 of the Rehabilitation Act
of 1973, 29 U:S.C. 794, as implemented by 45 C.F.R. Part 84 (hereinafter referred to as Section 504), the Americans with
Disabilities Act of 1990, 42 U.S.C. 12131, as implemented by 28 C.F.R. Part 35 (hereinafter referred to as ADA), and the
Children and Families Operating Instruction (CFOP) 60-10, Chapter 4, entitled "Auxiliary Aids and Services Persons with
Hearing Impairment."
(2) The provider shall, if the provider or any of its partners, subcontractors, or agents employs 15 or more employees,
designate a Single -Point -of -Contact (one per firm) to ensure effective communication with deaf or hard -of -hearing customers or
companions in accordance with Section 504, the ADA, and CFOP 60-10, Chapter 4. The name and contact information for the
Provider's Single -Point -Of -Contact shall be furnished to the department's Grant or Contract Manager within 14 calendar days of
the effective date of this requirement.
(3) The provider shall, within 30 days of the effective date of this requirement, contractually require that its partners,
subcontractors and agents comply with section 504, the ADA, and CFOP 60-10, Chapter 4. A Single -Paint -of -Contact shall be
required for each partner, subcontractor or agent that employs 15 or more employees. This Single -Point -of -Contact will ensure
effective communication with deaf or hard -of -hearing customers or companions in accordance with Section 504 and the ADA
and coordinate activities and reports with the provider's Single -Point -of -Contact
(4) The Single -Point -of -Contact shall ensure that employees are aware of the requirements, roles & responsibilities
and contact points associated with compliance with Section 504, the ADA, and CFOP 60-10, Chapter 4. Further, employees of
Providers, its partners, subcontractors, and agents with 15 or more employees shall attest in writing that they are familiar with
the requirements of Section 504, the ADA, and CFOP 60-10, Chapter 4
personnel file. : This attestation shall be maintained in the employee's
(5) The providers Single -Point -of -Contact will ensure that conspicuous Notices which provide information about the
availability of appropriate auxiliary aids and services at no -cost to the deaf or hard -of -hearing customers or companions are
Posted near where people enter or are admitted within the agent locations. Such Notices must be posted immediately, but not
later than March 12, 2010, with respect to current providers (partners. subcontractors. and agents).
The approved Notice can be downloaded through the Internet at. http://www.dcf.state.fi.us/admin/ig/Civilrights,shtmi,
(6) The provider and its partners, subcontractors, and agents shall document the customer's or companion's preferred
method of communication and any requested' auxiliary aids/services provided in the customer's record. Documentation, with
supporting justification, must also be made if any request was not honored. The provider shall submit Compliance Reports
monthiy, not later than the 5"' business day following the reporting month, to the department`s Grant or Contract Manager. The
provider shall distribute Customer Feedback forms to customers or companions, and provide assistance in completing the
forms as requested by the customer or companion.
(7) If customers or companions are referred to other agencies, the provider must ensure that the receiving agency is
notified of the customer's' or companion's preferred method of communication and any auxiliary aids/service needs.
Grant Agreement # KPZ06
1
11. THE DEPARTMENT AND THE RECIPIENT AGREE AS FOLLOWS:
A. Grant Amount, Funds Disbursement, and Compliance with State Comptroller Requirements
(1) The Department shall provide financial assistance to the recipient in an amount not to exceed $100,000.00, in
accordance with the deliverables indicated in the Recipient's Project Summary, Attachment 1, The State of Florida's
obligation to pay this amount is conReciingent upon an'annual,appropriation by the Legislature and the availability of funds. The
Department shall reimburse the recipient on the basis of monthly requests for payment submitted to the grant manager using
Attachment V, Request for Reimbursement. The Recipient shall provide records to the Department evidencing that all fund
provided by this agreement have been used for the purposes, and in the amounts described in the recipient's Proposed
budget. The Recipient shall vary from the Budget, Attachment VI, only with the prior written consent of the Department which
must be obtained in each separate instance. Upon change of representatives (names, addresses;telephone numbers and e-
mail addresses) by either party, notice shall be provided in writing to the other party and the notification attached to the originals
of this agreement. The Recipient shall promptly return to the Department any overpayments due to unearned funds, disallowed
or ineligible expenditures, or accounting or record keeping errors. The Recipient shall return such excess funds immediately
upon discovery by it or its employees or upon receiving written notice from the Department.
(2) The parties shall comply with Section 215.97, Florida Statutes: Expenditures of state financial assistance shall
comply with laws, rules, and regulations applicable to expenditures of state funds, including, but not limited to, the Reference
Guide for State Expenditures. All funds charged to this agreement must be allowable and must result from obligations incurred
during the term of the agreement. Any balances or unobligated cash that have been advanced or paid that are not authorized
for retention for direct program costs in a subsequent period must be refunded to the Department.
B. Official Payee and Representatives (Names, Addresses, Telephone Number, and e-mail addresses):
1. The Recipient name, as shown on page 1 of this 3, The name, address, telephone number and e-mail address of the
agreement, and mailing address of the official payee to whom the grant manager for the Department for this agreement is. -
payment shall be made is:
Name: Monroe county
Address: 500 Whitehead Street Name: Theresa Phelan
Address: Department of Child—, and Families
111112 Street
City: Key Wes# State. FL Zip Code: 33040 Phone:305-294-4641 Ci#y: Key Wes# State:;FL Zip Code: 33040 Phone: 305-292-6810
e-mail:-xie_phe#an@dcf.state.fl.us
2. The name of the contact person and street address where 4. The name, address, telephone number and e-mail of the
Recipient's financial and administrative records are maintained is: representative of the Recipient responsible for administration of the
Name: Sheryl Graham program under this agreement is:
Address: Monroe County Social Services Name: Sheryl Graham
Address: Monroe County Social Services
1100 Simonton Street
City: Key West State: FL Zip Code:33t340 Phone: 305-292 4510 1100 Simonton Street
City: Key Wes# State: Fi. Zip Code: 33040 Phone: 305-292 4510
e-mail; ' .graham-shervi(cr�monroecount f} ov
e-mail: raham-sher l monrocecount -#l. ov
C. Termination
This agreement may be terminated by either party without cause upon no less than 30 calendar days written notice to
the other, said notice to be delivered by the U.S. Postal Service, or an expedited delivery carrier with evidence of completed
delivery in either instance. In the event funds used to support this agreement become unavailable the Department may
terminate this agreement upon no less than 24 hours notice, in writing; to the recipient. in the event the Recipient fails to
pon no less than 24
comply with the terms and conditions of this agreement the Department may terminate the agreement u y
hours (excluding Saturday, Sunday, and Holidays) notice in writing to the Recipient. The Department must specify in its notice
the circumstances and conditions pertaining to the termination for failure to comply. The Department's failure to demand
performance of any provision of this agreement shall not be deemed a waiver of such performance nor shall the Department's
waiver of any one breach of any provision of this agreement be deemed to be a waiver of any other breach and neither event
shall be construed to be a modification of the terms and conditions of this agreement, The provisions herein do not limit the
Departments right to remedies at law or in equity.
D. Severability
If a court deems any provision of the Contract void or unenforceable, that provision shall be enforced only to the
extent that it is not in violation of law or is not otherwise unenforceable and all other provisions shall remain in full force and
effect.
Grant Agreement # KPZ06
^`
E.Notice
Any notice that is required under this agreement shall be in writing, and Sent by U,S. Postal Service o/
delivery service that provides verification ofdelivery orbyhand delivery, Said notice shall ="sent to 'nempmme«»anwaof'the
recipient responsible for administration ofthe grant, Uzthe designated address oonbai/edintn/oo0reemenL F. Modification, Amendment, and Entirety ufthe Agreement
TNu agreementmay only be modified or amended in writing with such modifications or amendments duly signed by
both parties. douume~e�/ This agreement and its attachments, 1. /|. (|(. N. V and Vl, and any referenced exhibits, �gotherwiUh mmmoorpnoneobre�pence.uona8��the enhe(yofthe o0oeementThere are noother terms
'orcond|ha other
a»y
«vo contained herein. This agreement supersedes all previous communication Won ande�ene/�a�kznm between the �han�h
� 'rpnesrepresentatives.'~~ parties
orthe,
. G.Duration mfthe Grant Agreement
2D14 rmmAgreement shall heg�on�edate onwh�hthe |a�ofd/epa�esa��xemdasignature and nhoUend mnJune3O
` . un/=*xvo'enmoeosnnma�dinaccordance wdhSe��nU.C, '
` Bysigning this agreement the parties agree they have read and agree 0othe entirety osdescribed above.
IN WITNESS THEREOF, the parties have caused this 46 page agreement hzbeexecuted below.
RECIPIENT: ����
--'_ Co---..«
Signature:
` Print/Type
Name:
David P. Rice
.��
�. Title: Mayor
Date:
`
` Federal Tax � �!o#: 5e-600074w
°. . '
` Recipient Fiscal Year Ending Date: 9/30
`
,
FLORIDA DEPARTMENT OFCHILDREN AND FAMILIES
Signature:
prinoTyp
Name: Esther Jacobo
Title: Southern Region Managing Director
pproved as to Form and Legal Sufficiency
Reg o ounsel ate
s
Grant Agreement #xpZoe
Project SK�������� Summary
Grant#
Provider Monroe County (Social Services)
1100 Simonton Street
Key West, Florida 33040
Grant Period
Project Activities
Project Outcome
Attachment I
~ Assist with past due rental
� Assist with short-term rental and/or utility assistance
w As�stwith other ne�catk�ncosts such assecur�vd--
epUs�s
w Case nnanagennentand ovgraU3drn)n/strat securityformation System (HMIS) project, )ndudin�
40 households will be served
ProjeztPerfonn
Measures | - '--~~'~'~�='"/uv/u'�n,00T���e�ered�ndof Care
� 6O96ofhouseholds served will remain inpermanent housing six months after
the last assistance has been provided
Project Budget Rapid Re -Housing
Rental Assistance $ 1,000
F Financial Assistance Costs
Services Costs $ 2,000
osts
Pr
Homeless Prevention
ssistance
Home ess
Financial Assistance Costs $ 6,750
Services costs $ 3,600
Administrative Costs
Total Budget
Project Match
100% / $100,000 — can be cash or in -kind services, reported quarterl'-
Project
ontract manager with each invoice
Quarterly status Report due to contract manager and Office on Homelessness
th
by the 15 day following the end of the quarter
Project Match
100% / $100,000 — can be cash or in -kind services, reported quarterl'-
Project
ontract manager with each invoice
Quarterly status Report due to contract manager and Office on Homelessness
th
by the 15 day following the end of the quarter
Attachment i
FIhI
CFIdPon 6 Femllies
ott
State of Florida Go es or
Department of Children and Families
David E. Wilkins
Secretary
Substantial Amendment
FY 2011
Consolidated Pfan's
Annual Action Plan
Emergency Solutions Grant
Office on Homelessness
March 1, 2012
1317 Winewood Boulevard, Tallahassee, Florida 3239M700
Mission: Protect the Vulnerable, Promote Strong and Economically Self -Sufficient Families, and
Advance Personal and Family Recovery and Resiliency
01
Department of Children and Families
Substantial Amendment
FY 2011 consolidated Plan's Annual Action Plan
The Department of Children and Families has prepared this substantial
amendment in accordance with the recruirements of 24 CFR- part 91, and the
state's citizen participation plan. This amendment shall govern the
Department's application for $1,683,590 under the Emergency Solutions Grant
program--with.---the—,TT.,S-.--.Department,--,of __Housing. and _Urban mpl-
ent.
This document shall address the required elements of the substantial
amendment, pursuant to the =i Notice posted online on January 23, 2012.
1. Standard Form 424, Application for Federal Assistance SF 424 is enclosed as
Attachment 1.
2. Summary of Consultation Process
The Department of Children and Families initiated the required consultation
with Florida's 28 contin-uum of care planning lead agencies upon the release
of the Interim Rule governing the Emergency solutions Grant. On December
14, the Office on Homelessness provided a briefing on the new Emergency
Solutions Grant to the lead agencies of the continuums of care. This
briefing was included as part of the agenda for the Council on
Homelessness, Continuum of Care Committee monthly call. Following up on
this discussion the Department sent out a survey to all 28 of the continuum
lead agencies requesting input on the following items;
• Existing Continuum of Care goals and strategies in place for
each of the eligible components of the Emergency Solutions
Grant (ESG).
Priority levels for funding by the Department among the
eligible ESG compc)nents, based upon the level of unmet need in
the local continuum.
of the state's ESG funded recipients.
How the lead agencies can assist the Department to evaluate
the performance of ESG projects.
M
+ Assess current funding needs for the local homeless management
information system, and assuring that. the Department's ESG
recipients are ful3.y participating in HMIS data entry.
Seek ideas on how the state can help ensure coordination and
integration at the community level with other homeless and
mainstream services
required written standards to govern the use of Emergency
Solutions Grant, or require the local recipients to establish
and implement such standards,
• inventoried the 'current status of "centralized or coordinated
assessment systems" in place within each continuum of care
area. '
The Office on Homelessness followed up on the survey as part of the January
11 call of the Council's Continuum of Care Committee. This discussion
addressed the need to ensure that the state's recipients of the ESG are
fully engaged in the HMIS data entry. The continuums were briefed on the
eligible HMIS casts that can be 'covered under the ESG rules.
On February 3, the Office held another conference call with the lead'
agencies of the continuums to specifically, discuss two issues.
1. The performance measures to be established to evaluate the
outcomes achieved by the state's ESG funded projects,, as
assessed jointly by the Department and the continuums.
2. whether the state should establish the required written
standards for the ESG program, or require the local recipients
to write and implement the standards.
As a result of this discussion, four performance measures were identified
and supported by the continuums. Further, consensus was reached that the
Department should require the local recipients to estaEllsh t e written
standards. This is consistent with Florida legislative intent that the
community should establish the homeless assistance plan to reflect the
community's unique needs. The Department will set a •target population
priority to assist families with children facing homelessness. These
results were sent out to all lead agencies for their review and further
n-put ,
€1 T
Upon posting the draft Substantial Amendment, the Office held another
conference call with the lead agencies on February 24 to solicit cortnents
on the Department's plan for using the Emergency Solutions Grant for 2011.
There were no concerns or proposed changes offered by the lead agencies to
the amendment,
3. Summary of Citizen Participation Process
-
1. At least one public hearing shall be held during the
preparation of the amendment to the Action Plan to receive
comments from interested parties.
2. The draft amendment to the Action Plan shall be posted to the
agency website and made available to the public upon request.
3. The public shall be given 15 days to comment on the draft
amendment.
4. Written comments received shall be acknowledged in writing and
a summary of written comments with the State's response shall
be incorporated in the Substantial Amendment submission.
The Department noticed the public hearing on the preparation of the
Substantial Amendment in the Florida Administrative Weekly. The notice
ran on February 3. The Department held the public hearing by conference
call on February 13. The Office on Homelessness posted the agenda for
the February 13 hearing on the Department's internet site. The
conference call was opened at the noticed time. There were no callers
participating on the conference call.
The Department posted the draft Substantial Amendment to its internet
site on February 20. The fifteen day public comment Period ended on
March 6. The Department received no written comments on the draft
4. Match
The local recipients of the Department's Emergency Solutions Grant awards
are responsible for providing the required match. The local recipients
may comply with the required match by providing the matching funds with
cash or in -kind services.
Match sources used on a previous ESG grant may
not be used on a new award.
Based on the applications pending award under the Emergency Solutions
G.-ant for homeless prevention. and rapid re -housing of the homeless, the
following match sources are committed.
State grant in aid funds $ 372,562
Local and other federal $ 729,044
----- ----- --------
Private cash $ 524,124
in -kind match $ 404,052
value of volunteer efforts $ 104,848
TOTAL $2,134,630
The match sources are committed by the local applicants to carry out
eligible prevention, re -housing, HMIS and grant administration costs,
allowed under the December 5, 2011 Interim Rule.
5. Proposed Activities and overall Budget
a. Proposed Activities
The Department proposes to use the 2011 allocation of the Emergency
Solutions Grant to fund the following activities:
• Rapid Re -housing - Rental Assistance
• Rapid Re -housing - Housing Relocation and Stabilization Services
0 Homeless Prevention - Rental Assistance
• Homeless Prevention - Housing Relocation and Stabilization Services
0 HMIS
No funding is proposed to be used from Department's second allocation of
"funds, nor from any reallocation of the first allocation of Funding for
Emergency Shelter activities, or for Street Outreach,
Activities Proposed for Funding for 2011
(i) Rapid Re -Housing — Rental Assistance
In consultation with the lead agencies of the continuums of
care, the allocation of the funds for rapid re -housing received
a high priority rating. This priority also reflects the
federal preference for re -housing the homeless. Therefore, the
-rapid--rehousing—acL,-i-v-ity—has.-pricri-ty,, in -the- -allocation--of
funds under the state's Action Plan.
Rental assistance to homeless individuals and households may be
provided on a short term basis (up to three months) , or for a
medium term of up to 24 months. Rental payments for past due
rent in arrears may be allowed up to a maximum of 6 months.
Under the Department's 2011 Action Plan, rent shall be tenant
based only. For this grant period, rental assistance on a
project based arrangement is not authorized.
Based on the preliminary budgets submitted by the local
applicants, the Department estimates that 213 households will
be assisted to move from homelessness to permanent rental
housing. This estimate was based on the Department's actual
re -housing costs per household expended by the sub -recipients
of the Homeless Prevention and Rapid Re -Housing Program awards.
Under the Outcome Performance Measurement System, the rental
assistance for rapid re -housing is included under the "Decent
Housing/Affordability" outcome {objective category. See Table
3C in Attachment 2 for estimated outcomes.
The anticipated start date for the local grantees is July 2012,
based on the execution of the grant award to the Department in
late May or early June. Local grantees will have until June
30, 2014 to expend the grant funding. The preliminary budgets
submitted by the local grantees proposed to expend $397,729 on
ateas
will provide match of at least $397,729.
(ii-') Rapid Re -Housing -Relocation and Stabilization Services
As reported for rental assistance to re -house the homeless, the
Acton Plan establishes a h 4 gh priority for the relocation and
stabilization services provided to the household to be re-
housed. All participants receiving rental assistance payments
must receive case management services.
The following services shall be eligible for funding under the
grant awards to local agencies; pursuant to 24CFR 576.105-
0 Rental application fees
0 Security deposits
L --f -_,s7 merit--- --------
dstf nontlil
• Utility deposits
• Utility payments
• Moving costs
• Housing stability case management
• Housing search and placement services
• Mediation
Legal services
• Credit repair
These eligible financial assistance and service costs will be
tied to the estimated 164 households to be re -housed under the
rental assistance activity. The preliminary budget allotted by
the proposed local grantees for relocation and stabilization
services is $191,863.
Like the rental assistance for rapid re -housing, these
relocation and stabilization activities will be measured under
the Decent Housing/Affordability" outcome and objective. See
Table 3C.
The anticipated start date for the local grantees funded is July
2012. The end date will be June 2014.
Homeless Prevention - Rental Assistance
As with the Rapid Re -Housing component, the lead agencies of the
state's continuum a care p ann�ng areas gave a nrg priori y
rating to Prevention activities, based on the local unmet needs.
Accordingly, the Department's 2011 Action Plan gives Prevention
high priority for funding consideration.
Rental assistance under the homeless prevention component shall
include the fc>1lcwing-
• Short term rental assistance for up to 3 months;
• Medium term rental assistance for more than 3 months,
but not more than 24 months;
• One time payment for up to 6 months of rent in arrears;
Such rental assistance shall-, be limited to tenant based
aid only.
Under the federal outcome performance measures, the Homeless
prevention component is covered by the 'Decent
Housing/Affordability" outcome and objective measures. Based on
the preliminary budgets, the proposed local grantees plan to
spend $796,789 on rental assistance to households at risk of
becoming homeless. Using cost per household data under the
Department's I4PRP grant, this level of aid will assist 475
households to remain safely housed and avoid homelessness.
The anticipated start date for the local grantees to be funded
is July 2012, The end date for funded activities will be June
2014. The local grantees will match the prevention- rental
assistance money with at least $796,789 of eligible cash and in -
kind services.
(iv) Homeless Prevention - Housing Relocation and Stabilization
Services
As previously indicated, this homeless prevention activity has
been given high priority in the Department's 2011 Action Plan.
The allowable activities under the housing relocation and
stabilization services, to households determined to be at risk
of homelessness, shall include the following uses in accordance
with 24 CFR 576.105
* Rental applications fees
• Utility payments
• Last month's rent
• Utility deposits
Utility payments
moving costs
Housing stability case management
• Housing search and placement services
• Mediation
• Legal services
• Credit repair
Local grantees shall be required to provide case management
services and other stabilization services as needed, to the
households assisted with rental payments.
The proposed-'l-o—cal grantees have budgeted ':177--,-734 for these
stabilization services from the grant, matched by an equal or
greater amount of required m ' atch. These services are directly
tied to 475 households expected to receive rental assistance,
These services are measured under the Decent
Housing/Affordability outcome and objective category in concert
with prevention rental assistance. The Department anticipates
executing grant agreements with local agencies in July 2012,
which will end in June 2014.
(v) Homeless management and Information System (HMIS)
The Department's 2011 Action Plan gives high priority to the use
of the grant to cover the costs of contributing data to the
local continuum of care HMIS database. This reflects the
federal mandate that all recipients of the Department's ESG
awards must enter participant data into the HMIS, or comparable
database in the case of victim services providers.
The HMIS component costs include the following, based or. the
rules in 24CFR 576.107.
• Computer hardware
• Software or software license
• Salaries for operating the HMIS for completing data entry,
reviewing data quality, data analysis, reporting, training
standards
• Other operating expenses, including office space, utilities
• Obtaining technical support
• Travel for federally approved training
• Covering participation fees charged by the HMIS lead agency
The HMIS activity is essential to capture and report or, the
outcomes attained by the local grantee's activities. As such,
this activity supports the "Decent Housing/Affordability"
performance measures.
The proposed local grantees have identified $114,250 to cover
EMIS costs under the Department's 2011 ESG award. These costs
'L
are matched by a like amount of cash and in -kind serv-ices
committed by our local grantees.
The start date anticipated is July 2012, with the end date of
June 2014 for the local grant agreements.
5-b Discussion of Funding Priori -ties
Based or. the Interim Rule and the Notice of the Fiscal Year 2011
Substantial Amendment Process, the Department will focus the Emergency
Solutions Grant award of $1,683,590 on two primary components:
Rapid Re -Housing of the Homeless
Homeless Prevention for Households At -Risk of Homelessness
To the extent needed, the local recipients may use the grant to cover
eligible costs of participating and entering client data into the local
continuum homeless management information system (FIMIS) Local government
recipients may also cover grant administration costs, up to a maximum of
2.5a of their award from the Department.
Within both the rapid re -housing and the homeless prevention components,
'the provision of financial aid, and relocation and stabilization services,
will be targeted to address the growing homeless family with children and
Youth Population in Florida. The state's Children's Cabinet has
identified the problem of homelessness among children as one of their top
Priorities for action. Further, the safety and well-being of families and
children is the mission of the Department. Targeting of the Emergency
Solutions Grant resources to families with children and Youth will be a
priority for the Department's local recipients.
This focus on the family homeless population supports the RUD national,
of r-ad;
CL19 li
- the nmbpr of homeies LAMilies with children.
Further, this focus in the 2011 Emergency Solutions Grant is intended to
L
further the following goals and objectives in the 'Opening Doors: Federal
Stratec-ric Plan to Prevent and End Homelessness.,,
Goal 3 Preventing and ending homelessness for families, youth and
children by 2020.
Cbiec+-1ves
3. Provide Affordable Housing:
Support rental housing subsidies.
9. Advance housing stability for youth aging out of care:
Improve access to housing for youth.
10- Transform Homeless Systems:
Emergency Solutions Grant to Sustain the best practic
es
--(Rapid-Re-Housing Re -Housing of -the -homeless) learned -4. n- the -HPRP,.
program.
The lack of short-term financial assistance for housing costs has been
well documented by the demand for aid under the HPRP program that far
exceeded the resources available. Using the Emergency Solutions Grant to
fund prevention and re -housing programs is essential to limiting the
potential growth of the homeless Populations. Florida continues to have
an unemployment rate above the national average, and a large number of
homes that remain within the foreclosure process.
So. Detailed Budget
The breakdown of the Emergency Solutions Grant funding by eligible
activities is reflected in Table 3 attached to the amendment.
(Attachment 3) This budget breakdown reflects the proposed spending of
the Department's local grant recipients. No spending is proposed for
project based rental assistance for the 2011 ESG allocation to the
Department.
6. Written Standards for Provision of ESG Assistance
In accordance with the option provided to state recipients, the Department
shall require the local grantees to establish and implement the written
standards required under the interim rule, 576.400(e) (2). The local
grantees shall establish their written standards, and submit them to the
Department for review and approval. The approval by the Department is
n'
required prior to the execution of the grant agreeme
UrAnf--� t with the local
The Department's transfer of the responsibility to establish the written
standards to the local grantee is consistent withthe state's homeless
enabling statutes. In accordance with section 420.624, Florida Statutes,
the homeless services are intended to be tailored to the unique needs of
each community. The homeless planning shall- be done at the community
level, as is the delivery of services and housing to those in need.
M
I
For 2011, the local -recipients of the Emergency Solutions Grant shall
develop the following written standards. All such standards shall be
consistent with the Provisions specified by .4,,D 4n
� the December 5, 2011
Interim Rule, as well as the January 23, 2012 Notice of the FY2011
Substantial Amendment Process.
Required Written Standards
a. Standard -policies- and- procedures--for-evaluating.
- individual,'s and
families' eligibility for assistance under the Emergency Solutions
Grar-t
Minimum standards:
(1) consistency with the definition of
homeless and at -risk homeless set forth in 24 CFR 576.2; !12) The
record keeping requirements in 24 CFR 576,500 (b - e) .
Department's Limitation: For the 2011 awards, local recipients
shall not use the risk factor for homeless allowed under paragraph
576.2 related to "otherwise lives in housing that has
characteristics associated with instability and an increased risk
of homelessness."
b. Policies and procedures for coordination among homeless service
providers, as well as mainstream service and housing providers.
Minimum standards: Standard shall encompass all providers and
programs listed in Sections 576.400(b) and (c) of the HUD Interim
Rule.
c- Policies and procedures for determining and prioritizing which
eligible families and individuals will receive homeless prevention
assistance or rapid re -housing aid.
Department's Priority: Families with children shall be given
Preference under the Department's awards for both prevention and
rapid re -housing, to the maximum extent possible.
d. standards for determining the share of rent and utilities cost that
each eligible Participant must pay, if any, while receiving either
homeless Prevention or rapid re -housing aid.
e. Standards for determining how long a Particular participant will be
provided with rental assistance, and whether and how the amount of
the assistance may be adjusted over time.
Minimum Standard: In accordance with the interim Rule, no
participant may receive more than 24 months of assistance in any 3
year period.
Department Standard: Local grantees shall not obligate any
assistance beyond the term of the Deoartment's grant agreement.
Generally this will limit assistance to less than 24 months under
our grant agreement,
f. Standards for determining the type, amount and duration of housing
Stabilization and/or rapid re -housing assistance and/or relocation
services to be provided to an eligible participant, including
limits, if any, on the amount of homeless prevention or rapid re-
housing assistance that a participant may receive. The standards
shall set forth the maximum amount of assistance, the maximum
number of months of assistance possible, and maximum number of
times a participant may receive assistance,
Minimum Standard: The HUD Interim Rule limits cannot be violated by
the local standard.
NOTE: Written standards related to the provision of street outreach or
emergency shelter activities are not applicable to the 2011 Emergency
Solutions Grant.
7. Process for making Sub -awards
The Department solicited grant applications from eligible local governments
and nonprofit agencies for the provision of homeless prevention services.
This solicitation anticipated that the Department would award grants based
on the Stage one ESG award of $2,993,048, as well as the Stage two
Emergency Solutions Grant award. Based on the 2011 Action Plan, initial
prevention grants were awarded in December 2011. The awards from the Stage
one award totaled $853,o19, or the maximum 30§ under the Emergency Shelter
Grant -rules. The Department will award the Emergency Solutions Grant
funding to the remaining applicants based on the order of the competitive
anticipates funding an additional 21 local agencies. �4.
Fcr the agencies to be funded from the Emergency Solutions Grant, the
Department is negotiating a revised spending plan that reflects the
eligible activities under the Interim Rule. This includes the Department's
Pr-'Ority for the local grantees to fund the rapid re -housing assistance to
homeless Participants.
The Department will be in position to execute grant agreements with zHese
local agencies upon the execution of the HUD gran- agreement for the Stage
two Emergency Solutions Grant award. See the list of the Stage 1 and Stage
2 recipients contained in Attachments 5 and 6.
S. Homeless Participation Requirement
Not Applicable to State Recipients
Performance Standards
Following discussions and input with the continuum of care planning lead
agencies in Florida, the Department proposes to apply the following
performance standards for the 2011 Emergency Solutions Grant.
Homeless Prevention performance measures:
a. Reduce the number of homeless households with children who
are homeless in the continuum of care area. [Objective 5
in the CoC plans.] State would establish a priority
targeting to families with children for the local
prevention activities funded under the Department,s ESG
awards.
b. Outcome expectation: At least 350 of the participants
assisted will remain in permanent housing 6 months after
the last assistance provided under the ESG program.
Homeless Rapid Re -Housing performance measure
a. Reduce the number of households with children, both sheltered
and unsheltered in the continuum of care. [Support Objective 5
in the COC plan.] Like prevention, the state would establish
priority targets to families with children.
b. Outcome expectation: At least 350 of the participants assisted
� in ps
assistance Provided under the ESG program.
13. Certifications
See Attachment 4 for the required certifications.
M
MW
APPLICATION FOR -*,a Apprcved No. 1076-tOO6 Attachment I
17-II:1`11PPAI AQ42I1ZTAM('9= f-2nATssUBmrrTED— I Applicant Identifier
1. TYPE OF SUBMISSION:3,
DATE RECEIVED BY STATE State Application Identifier
Application Pre -application
—
4. DATE RECEIVED -ffy FEDERAL AGENCY I Federal !dentfor
10 Construction Construction
o Construction IONon-Construction
5 APPLICANT INFORMATION
Legal Name:
Organizational Unit:
Do artment
Children and Families
David E. Wll:drs
Organizational DUNS,
Division:
60464rt350
Office or, Homelessness
Address-yLL
Name and telephone rwinbar of person to be contacted on Matters
I volvin this application {give area code)
4 19' co'ce
Street:
1317 Winewcod Blvd.
p3or"Lvl
Pre
Thomas
I. fly;
Middle Name
1-Talla,
County:
Last Name
Leon
Pierce
Sta'�
Z&
Sufix:
Florida
II1700
County:
Ema 1:
To.-Pf.rce@,dcfatata.ft.uS_
6. EMPLOYER IDENTIFICATION NUMBER (EINj:
Phone Number (give area code)
Fax Number (give area code)
850 922-9850 =Sa:
487-1361
5. TYPE OF APPLICATION:
7, TYPE OF APPLICANT, (See back of form for Application Types)
0 New In Continuation Revision
�f
A. State Government
Revision, enter appropriate letter(s) In box(es) .
'See back of form for description of letters,)
other (specify)
I n
9. NAME OF FEDERAL AGENCY:
Other (specify)
Dept of Housing and Uftn Oevfeopment
10, CATALOG OF FEDERALDOMESTIC ASSISTANCE NUMBER,
11. DESCRIPTIVE TITLE OF APPLICANT'S PROJECT:
mo ii
Provide homeless prevention assistance to thaw
se at risk of becoming
(Name of Program):
� am);
homeless, and to assist homeless persons to return to permanent
[TITLE
Labor anagement Cooperation Program
1�-- - -
I housing.
I
AREAS AFFECTED BY PROJECT (Cities, Counties, States, otcJ:
St
State of Florida
13. PROPOSED PROJECT
14. CONGRESSIONAL DISTRICTS OF:
Start Date: Ending Date:
a. Applicant
Project
June 1, 2012 June 30,2013
2 ==.
2
IS. ESTIMATED FUNDING:
116; IS APPLICATION SUBJECT TO REVIEW BY STATE EXECUTIVE
ORDER 12372 PROCESS?
a. Federal
Yes, ri THIS PREAPPUCXTIONIAPPLICATION WAS MADE
1,683,590
a.
AVAILABLE TO THE STATE EXECUTIVE ORDER 12372
PROCESS FOP REVIEW ON
b.
EApplicant
c� State
j
DATE:
_4 PROGRAM IS NOT COVERED BY E. O. 12372
b. No. W�
OR PROGRAM HAS NOT BEEN SELECTED BY STATE
rf. Local
a. Other
FOR EZAM
I, Program Income
17. IS THE APPLICANT DELINQUENT ON ANY FEDERAL DEBT?
g. TOTAL
ClYes 11"Yes'attach an explanation, IM No
$ 1,683,590 •
I % TO THE BEST OF My KNOWLES7GE
AND BELIEF, ALL DATA IN THIS APPLICATIONtPREAPPLICATION
ARE TRUE AND CORRECT. THE
EN DtJI:Y AtJTMORtM BY THE GOVERNtfild; BODY er T-I fErAPPOIBANT-ANS T1 fE APP UOANT WIL-b eGIMPLY WITI 1 TI 1E
TACHED ASSURANCES IF THE ASSISTANCE IS AWARDED,
a 691hors zed Rap , ro ntative
iix First Name iddle Name
r. David E.
j; Last NarTie PRIX
i 'Ar"kins
Id, Title Telopnona Minter (give area code)
Secretary 50 487-1111
f. Signature of a, Data Signed
-.1.
A uthoriz a for Local Reproduction
;5tarvaarc Form 424(RaV,9-2CiC,3)
Prescribed bv DMB Circular A-1 02
Attachment 2
Table 3C (Optional)
Annual Action Plan
Planned Project Results
Outcomes and
OWectives,
DH-2
Performance Expected
Indicators Number
Tenant Based Rent I
Assistance 213
Activity Description
# households with short-term,
rent assistance
213
# homeless households -
DH-2
Homeless Prevention 475
households received financial
I assistance
Useonetive categories
�eccnt Housing I DH-I
citable Li in Environment —SL- I —
conomic C3ppqrtunity I FO- I
DFT-2
SL-2
DH - 3
SL-3
EO-2
EO-3
Attachment 3
FY 2011 Detailed Budget Table
First AHacatio $2,993,048.001
FY Z011
Second Allocat $1,683,590.00
Emerizencv Shelter Grants/Emerri*encv Solutions
Grants
Grant Amount $4,676,638.()o
Prop—nim Allocations
Total
Administratio $154,877.00
First Allocation Second
Total Fiscal Year
Allocation
2011
Eligible Activities
Activity Reprogrammed
Amount Amount Activity Amount
Activity 1
-$ "LP990;377,001.
a E
RehoblConversion
saoo]
Operations
$0-00
E
Essential Services 30%
$aool
Homelessness Prevention
$853,019.00l____
$853,019.001
-
Administration
$149,652.001
$14 9,652.00
fA Ernergen CY Shelter Grants
--y jISubtotal
$7,993 04SLW $0.00
$2,993,048.001
I Emergency Shelter**--
00
Renovation
V2.
operation**
Essential Service—
_$0-00
URA Assistance
Street Outreach - Essential
E
S **
eirvces
$0.00-
$0.00
o
HMIS
$114,25010(l
$114,250.00
Rapid Re -housing
$589,592.00
$589,592.00
N
Housing Relocation, and
C
N
Stabilization Services
$191,863.00
$191,863.00
Tenant -Based Rental
o
Assistance
$397,729.00
$397,729M
2
Project -Based Rental
Assistance
$0.00
$0.00
Homelessness Prevention
$0.00 $974,523.00
$974,523.00
0)
Lo
Housing " elocation and
0)
E
Stabilization Services
$177,734
$177,734
Tenant-Bosed Rental
Assistance
$796,789
$796,789
Project -Based Rental
$0.00
$0.00
Administration
$5 25.00
$5,225.00
Emergency Solutions Grants
Subtotal
$0.00 $1,683,590.00
$1,683,S90.00
*Allowable only If the amount obligated for homeless
Total Grant Amount:
$4,67 ,638.007
the expenditure
assistance activities using funds from the first allocation is less than
limit for emergency shelter
and street outreach activities (see Section fit. 8. of this Notice).
STATE CERTlFf CATIONS
To accordance w-'th the applicable statutes and the regulations governing the consolidated plan
regulations, the State. certifies .that:
Affirmatively Further Fair Housing -- The State will affirmatively flurter Fair housing, 4which means it
will conduct an analysis of impediments to fair housing choice within the state, take appropriate actions
to overcome the effects of anyimpedimentsidentified through that analysis, and maintain records
reflecting that analysis and actions in this regard.
Afiti--disolitceiifeiit-Aiid-Reideatibn Plan ----It Will comply Frith the acquisition and relocation
requirements of the Unileorrn Relocation Assistance and Real Property AcqLsidou Policies Act of 1970,
as amended, and implementing regulations at 49 CFR 24; and it has in effect and is fallowing a
residential anti -displacement and relocation assistance plan required under section 104(d.1 of the Housing
and Community Development Act of 1974, as amended, in connection with any activity assisted with
funding under the CDBG or H01',AE programs.
Drug Free Workplace -- It will or will continue to provide a drug -free workplace by:
I Publishing a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession, or use of a controlled substance is prohibited in the grantee's workplace
and specifying the actions that will be taken against employees for violation of such prohibition;
2. Establishing an ongoing drug -free awareness program to inform employees about -
(a) The dangers of drug abuse in the workplace;
(b) The grantee's policy of maintaining a drug -free workplace;
(c) Any available drug counseling, rehabilitation, and employee assistance programs- and
(d) The penalties that may be imposed upon employees for drug, abuse violations occurring
in the workplace;
3. Making it a requirement that each employee to be engaged in the performance of the grant be
given a copy of the statement required by paragraph 1;
4. Notifying the employee iri the statement required by paragraph I that, as a condition of
employment under the grant, the employee will -
(a) Abide by the terms of the statement; and
(b) Nlotify the employer in writing of his or her conviction for a violation of a criminal drug
statute occurring in the workplace no later than five calendar days after such conviction;
5. Notifying the agency in writing, within ten calendar days after receiving notice under
subparagraph 4(h) from an =ployee or otherwise receiving actual notice of such conviction,
Employers of convicted employees irrust provide notice, including position title, to every grant
officer or other designee on whose grant activity the convicted employee was working unless the
Federal agency has designated a central point for the receipt of such notices. -N-oric'e I shall
include the identification nurnber(s) of each affected grant;
Taking one of the e I following actions. within 30 calendar days of receiving notice under
t
-) f
Attacrirnent 4
subparagraph 4( b), with respect to any employee who is so convicted -
(a) Taxing appropriate personnel action against such an employee, up to and including
termination, consistent with the requirements of the Rehabilitation Act of 1973, as
amended: or
b)
Requii� ug such employee to participate satisfactorily in a drug abuse assistance or
reba'oillitation prograin approved for such purposes by a Federa', State, or local health,
law enforcernent, or other appropriate agency;
Making a good faith effort to continue to maintain a drug -free workplace throulglu- imple-mentation
of paragraphs 1, 2, 3, 4, 5 and 6.
Anti -Lobbying- ing--
-
y - To tfi6-besL of'the StaWs khowl-edze and belief: -
1. No Federal appropriated funds have been paid or will, be paid, by or on behalf of it, to any person
for influencing or attempting to influence an officer or employee of any agency, a Member of
Congress, an of-9-cer or employee of Congress, or an employee of a Member of Congress in
connection with the awarding of any Federal contract, the making of any Federal grant, the
making of any Federal loan, the entering into of any cooperative agreement, and the extension,
continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or
cooperative agreement;
If any farads other than Federal appropriated funds have been paid orwill be paid to any person
for influencing or attempting to influence an officer or employee of any agency, a Member of
Congress, an officer or employee of Congress, or an employee of a Member of Congress in
connection with this Federal contract, grant, loan, or cooperative agreement, it will complete and
subraft Standard Form.-LLL, "Disclosure Form to Report Lobbying," in accordance with its
instructions; and
3. It will require that the language of paragraphs I and 2 of this certification be included in the
award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts
under grants, loans, and cooperative agreements) and that all subrecipients sball certify and
disclose accordingly,
Authority of State -- The submission of the consolidated plan is authorized under State law and the
State possesses the legal authority to carry out the programs under the consolidated plan for which it 0 is
seeking funding, in accordance with applicable HUD regulations.
Consistency with plan -- The housing activities to be undertaken with CDBG, HON.14E, ESG, and
HOPWA liands are consistent with the strategic plan.
Section 3 -- It will comply with section 3 of the Housing and Urban Development Act of 1968, and
implementing regulations at 24 CFR Part 135.
Si2nature/Authorized Official ate
onze
-tic
MON E C U NEY
ESG Certifications
Each State that seeks funding under the Emergency Solutions Grants Prograrrirriust provide he
follow1ug certifications:
Matching Funds — The State will obtain any matching amounts required under 24 CFR
576.1101 ui a manner so that its sLibrtcipients that are least capable of providing matching
amounts receive the benefit of the exceptionunder24 CFR 576.2-01(a)(2).
Discharge Policy — The State will establish and implement, to the rnaximurn extent
practicable and where appropriate, policies and protocols for the discharge of1persons from
publicly funded -institutions -or systems of care- (suchas-health care facilities; mental health - -
facilities, foster care or other youth facilities, or correction programs and institutions) in order
to prevent this discharge from. inamediately resulting in homelessness for these persons,
Confidentiality — The State will develop and implement procedures to ensure the confidentiality
of records pertaining to any individual provided family violence prevention Or treatment services
under any project assisted under the ESG program, including protection against the release of
the address or location of any family violence shelter project, except with the written
authorization of the person responsible for the operation of that shelter.
The State will ensure that its subreciptients comply with the following criteria:
Major rehabilitation/conversion -- If an emergency shelter's rehabilitation costs exceed 75
percent of the value of the building before rehabilitation, the building will be maintained as a
shelter for homeless individuals and families for a minimum of 10 years after the date the
buildingis first occupied by a homeless individual or family after the completed rehabilitation. If
1
the cost to convert a building into an emergency shelter exceeds 75 percent of the value of the
building after conversion, the building will be maintained as a shelter for homeless individuals
and families for a minimum of 10 years after the date the building is first occupied by a homeless
individual or family after the completed, conversion. In all other cases where ESG funds are used
for renovation, the building will be maintained as a shelter for homeless individuals and families
for a minimum of 3 years after the date the building is first occupied by a homeless individual or
family after the completed renovation,
Essential Services and Operating Costs — If ESG funds are used for shelter operations or
essential services related to street outreach or emergency shelter, the subrecipient will provide
services or shelter to homeless individuals and families for the period during which the ESG
assistance is provided, without regard to a particular site or structure, so long the applicant serves
the same type of persons (e.g., families with children, unaccompanied youth, veterans, disabled
individuals, or victims of domestic violence) or persons in the same geographic area,
Renovation — Any renovation carried out with ESG assistance shall be sufficient to ensure
that that the building involved is safe and sanitary.
Supportive Services— The subrecipietir will assist homeless individuals in obtaining permanent
housing, appropriate ate supportive services (including medical and mental health treatment,
counseling, supervision, and other services essential for achieving independent living), and other
Federal State, local, and private assistance available for such individuals.
fJ
� xxa, ..a.uxasacuL. ..
Homeless Persons Involvement - To the maximum extent practicable, the subrecipient will
involve, tl rt }g2 e pi yr ens, vc linear services, or othtmise, homeless individuals and
farailies in constructing, renovating, maintaining, and operating facilities; ii-i providing services'
assisted tinder the 1 SG program, and in providing°services for occupants of facilities assisted
ESQ. v
Consolidated Plan - All activities the subrecipient undertakes with assistance under ESG are
consistent ;with the State's {current FRJT %-approved consolidated plats.
r''1 2-•-
Signatu ,luthc�rized Official Date
Title
Signat#ure/ uthorizzed Official Bate
Title
y.. r
a
AttaCnTrent 4
N.PPENDIX TO CERTIFICATIONS
NSTRUCTIONS CONCERNING LOBBYING AND DPUIG-FREE WOPK.PLACE'S QUjRFTjFN1TS:
A. Lobbying CcrtificatiL)n
This certification is a matey al representation offfact upon which reliance was placed
when this transaction was madeor catered into.
prerequisite for making or entering into this transaction imposed by section 13.52, title
3 Ill, J.S. Code. Any person who fails to fillthe required certification shall be. sult'ject to a
civil penalty of not less than $10,000 and not more than $I00,0010 forca�;u Such failure.
Orin -Free Vr
Ylace Certifcat iori
L By signing anchor submitting this application or grant agreement, the
grantee is providing the certification.
2. The certification is a material representation of fact upon which reliauce is
placed when the ageucy awards the grant. If it is later determined that the
grantee knowingly rendered a false certification, or Dtherwise violates the
requirements of the Drug -Free Workplace Act, IM, in addition to any other
remedies available to the Federal Govertirrient, may take action authorized under
the Drug -Free Workplace Act.
3. Workplaces under grants, for grantees other than individuals, need not be identified on
the certification. if known, they may be identified in the grant application. If the grantee
does not identify the workplaces at the time of application, or upon award, if there is no
application, the grantee must keep the identity of the workplace(s) on file in its office
and make the information available for Federal inspection. Failure to identify all known
workplaces constitutes a violation of the grantee's drug -free workplace requirements,
4. Workplace identifications must include the actual address of buildings
(or parts of buildings) or other, sites where work under the grant takes
place. Categorical descriptions may be used (e.g., all vehicles of a mass
transit authority or State highway department while in operation, State
employees in each local unemployment office, performers in concert
halls or radio stations).
5. If the workplace identified to the agency changes during the performance
of the grant, the grantee shall inform the agency of the change(s), if it
Previously identified the workplaces in question (see paragraph three).
6. The grantee may insert in the space provided below the site(s) for the perf'on-nance of
work done in connection with the specific grant:
Place of Pcrformauce (Street address, city, county, state, zip code)
CE&ck---'- if tlice6are workplaces off Fild-thatarc not identified-bere;
This information with regard to the drag -free workplace required by 24 CFR part 21
7, Definitions of terms in the Nonprocurement Suspension and Debarment
common rule and Drug -Free Workplace common rule apply to this
certification. Grantees' attention is called, in particular, to the following
definitions from these rules:
"Controlled substance" means a controlled substance in Schedules I
through V of the Controlled Substances Act (21 U.S.C.812) and as
further defined by regulation (21 CPR DO&I 1 through IJO&15);
"Conviction" means a finding of guilt (including a plea of nolo
conteadere) or imposition of sentence, or both, by any judicial body
charged with the responsibility to determine violations of the. Federal or
State criminal drug statutes;
"Criminal drug statute", means a Federal or non -Federal criminal statute
involving the manufacture, distribution, dispensing, use, or possession of
any controlled substance;
"Employee" means the employee of a grantee directly engaged in the
performance of work under a grant, including: (i) Alt "direct charge"
employees; (ii) all "indirect charge" employees unless their impact or
involvement is insignificant to the performance of the grant-, and (iii)
temporary personnel and consultants who are directly engaged in the
performance of work under the grant and who are on the grantee's
payroll. This definition does not include workers not on the payroll of
the grantee (e.g., volunteers, even if used to meet a matching
requirement; consultants or independent contractors not on the grantee's
payroll; or employees of subrecipients or subcontractors in covered
�
�� | F~--------------------'
Applicant
�
1
31
Salvation Army -Sarasota
, 4
Treasure Coast Homeless
--'-----------
|—
4uii tmergency�,neueruram: Attachment
Prevention Solicitation
Requested 1
Stage 1 Stage 2
Notes
Award Award
�
_
' |
/
�
St. Johns
�
.$80
/13[ [apfta Area[AA
/ $51son/
_
q24000/ x=a.rpija...,~1— f'~ k'- /
$80,000i
�
$60,0= Reduced by applicant
171
United Way Suwannee
181' Monroe
19, AIDS Help
20-
.,-.
Catholic Charities -Central FL
- -----------
d
.22
United Meth. Cooperative
2fCatholic
Charities - Venice
unty Homeless
281
Highlands County Homeless
TOTAL AWARDS
February Z8.ZO12
Office onHomelessness
Recipient
ZUJLI rfflergeflCy J,ojuvons tirani:
Stage 2 Award Recipients
Award Homeless Re -House
Attachment 6
HMIS Admin. Locai
Prevent;on
Homeless
Government
1�
Catholic Charities Lake City f
563,573
$63,573,
$0
$ a
2
Catholic Charities NW
$63,573
$31,786
-331,787
3
Citrus County
$9,020�
$8,795,
$o
$225
4
Salvation Army St. Johns
$100,000.
$60,000
$37,000
$3,000
5,
DeScito Co. Homeless
$100,000i
$50,000:
$30,0001
$20,000:
$0,
6
N. Brevard Charities
32,000
, 0
$0
7
Capital Area CAA
000_;
0__
$0,
Catholic Charities Jack-s-cinvi-fie
$60,000
$60,000
$0
9
United Way Suwannee
$100,000;
$70,000�
$22,500;
$7,500
$0
10,
Monroe County
$100,00of
$67,200
528,800
$1,500
52,500
11:
AIDS Help
$85,0001
$27,500�
$57,500
$0
<0
12
1 "
Catholic Char1i.t1i-e-s Central 'F'L.
I
I$1I0I0I,0I00
$60,000
-- 1
$40,000
$0
$01-
13,
Osceola County
$100,00oi
10,00 0
-87,500
$0
$2,500
14:
United Meth. Cooperative
$100,000::
$49,000
$40,000
$11,000
15:
Dade City$95,125
$29,689;
$65,186
$250
$0
161
Catholic Charities Venice
$100,000i
$94,00017-
$0.
$1,000
$0,
17
Marion arion Co.u.n.t,y Homeless
$100,000!
$30,000�
$50,000
$20,000
$0
18
Daystar Life Center
$35,0W
$35,000
$0
$01
$0
19f
Hardee Help Center
sioo,000;
$40,000
$40,000,
$20,000.
$0
20'
Highlands Co. Coalition
slool000�
$7o,000,!
$&
$30,000
$0.
21;
Salvation Army Broward
$68,2991
$40,980'
$27,3194'
$0
$o
$1,683,5901
$974,523 a
$589,592,
$114,250
$5,225
February 28, 2012
Office on Horneiessness
Attachment III4 rj,
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
DEPARTMENT OF SOCIAL SERVICES
EMERGENCY SOLUTIONS GRANT (ESG)
POLICIES AND PROCEDURES
WRITTEN STANDARDS FOR PROVISION OF ESG ASSISTANCE
32
INTRODUCTION.
This document is designed to assist with implementing the Emergency Solutions Grant (ESG). It
is to be used as a reference by our agency and its staff for the administration of this grant and
its funding. These written procedures and in accordance with the Department of Homelessness
Interim Rule, 576.400 and 24 CFR 91.
The Emergency Solutions Grant was created to focus on two primary components:
Rapid Re -housing of the Homeless AND Homeless Prevention for Households At risk of
Homelessness.
Rapid Re -housing of the Homeless program will assist those individuals and families who are
experiencing homelessness to be quickly re -housed and stabilized. It will provide temporary
financial assistance and housing relocation and stabilization services -to individuals and families
who are homeless or would be homeless but for this assistance. The funds under this program
are intended to target individuals and families who are experiencing homelessness (residing in
emergency or transitional shelters or on the street) and need temporary assistance in order to
obtain housing and retain it (rapid re -housing). Homeless Prevention for Households At risk of
Homelessness will assist individuals and families who are experiencing a "Sudden loss of
income" with the possibility of losing their current housing.
HUD expects that these resources will be targeted and prioritized to serve households that are
most in need of this temporary assistance and are most likely to achieve stable housing,
whether subsidized or unsubsidized, outside of ESG after the program concludes.
ESG assistance is not intended to provide long-term support for program participants, nor will it
be able to address all of the financial and supportive services needs of households that affect
housing stability. Rather, assistance should be focused on housing stabilization, linking program
participants to community resources and mainstream benefits, and helping them develop a plan
for future housing instability,
ALLOCATION. -
Monroe County Board of County Commissioners, requested an allocation award of $100,000 to
provide ESG services. In addition to these funds, Monroe County Board of County
Commissioners will be providing a match amount total $301,000.00, The match funds consist of
in kind dollars, such as donated case managers and administrative services.
The budget is as follows:
Emergency Solutions Grant
Budget Form. 2011
Prevention and Re -Housing
E jiai.ble Activity Grant $ Match
1, Rapid Re -Housing
A. Rental Assistance
$1,000,00
$ muo
B, Housing Relocation and Stabilization
$
$
i. Financial Assistance Costs
$3,000.00
$ 5E31.00
ili.: Services Costs
$ 2,000.00
$13,570,00
2. Homeless Prevention
A. Rental Assistance
$ 79,650.06
B. Housing Relocation and Stabilization
i. Financial Assistance Costs
$ 6,750.00
$ 15,000.00
i i Services Costs
3,600.00
$ 24,436-00
3, HMIS
A. Cost of contributing data to HMIS for
Continuum of Care
$ 1,500.00
$15,581.00
B. HMIS Lead Agency Costs for hosting and
maintaining system
C. Victim Services provider costs for comparable
database
4. Administrative Costs (-Cap- 2-.5%)
A. Local government
--non-profit , --- -organization
$ 2,500.00
$131,()00.00
B. Private,
Not Allowed
Il
_T6TAL BUDGET
$100,000.00
_t301, 1 moo
CLIENT ELIGIBILITY:
The intent ofBSG is to provide funding for housing expenses to individuals and families who are
` ^
homeless, This program targets persons who meet the HUD definition of homeless.
This agency is responsible for verifying and documenting a client's actual homelessness.
Income eligibility and need for assistance must be evaluated and reviewed by the Eligibility
Specialist/case manager once arnonth.
5.(n)Prioritizing:
The purpose nfthe ESGprogram istoprovide rapid re -housing assistance b>gmmany
homeless individuals and families who face multiple obstacles toobtaining and sustaining
housing oopossible. Anindividual cKb30|k/s ability hzsustain housing imnot a threshold
requirement. The program will focus on helping individuals and families overcome their
immediate housing obstacles and connect them with the resources they need tostay housed
when the program ends.
Our agency will target assistance tofamilies and individuals who are homeless Vrwho are about
to spend their first night in a shelter, car, or on the street. These families and individuals will be
prioritized oufollows:
Priority 1'Homeless Families
Priority 1 (a). The homeless family who is in the emergency shelter for less than 30 days
Priority 4(b) The homeless places^
not meant for human habitation) for less than 30 days
r//o/'ty /(c). The homeless family orindividual who mmthe emergency shelter for over 3Ddays
Priority 1(d). The homeless farrily or individual who has been living on the streets (cars, parking
lots
places not meant for human habitation) for over 3Qdays
Priority 2. Homeless Individuals
Priority 2(a). The homeless individual who is in the emergency shelter for less than 30 days
Priority 2(b). The homeless individual who has been living on the streets (cars, parking lots,
places not meant for human habitation) for less than 3Odays
Priority 2(o). The homeless individual who is inthe emergency shelter for over 3Odays
Priority '2(d).The homeless individual who has been living onthe streets (oora.parking lots,
places not meant for human habitation) for over 3Ddays
5Prioritizing:
The purpose of the E8E; program is to provide financial assistance bxhouseholds sdrisk of
nnnne/esmoeas. Persons being evicted from aprivate dwelling -The agency must have
evidence that the eviction will be within 21 days of the dedo the household applied for EGG
assistance.
Eligibility Requirements for Rapid Re -housing Assistance and/or Prevention Assistance:
-The program participant must meet the criteria under paragraph ) the "at risk 0f
/ (3).or(4) of the homeless
definition in 576.2 for homeless prevention assistance. A homeless certification form will be
required.
-The household income must be less than 30% AMI. Annual income will be calculated usirg
the standards for calculating income under HOME and Section 8income guidelines.
-The program participant tacks sufficient resources and support networks necessary to retain
housing without ESG assistance (but for this assistance they would be homeless).
Complete a one-on-one assessment for mumbainabUdy with staff.
-Ensure that the rent for a subsidized unit does not exceed the established fair market rent for
the area and that the unit meets the rent reasonableness test.
Eligibility Requirements for All Clients:
Evaluating individuals' and families' eligibility for ESG assistance in order to receive financial
assistance or services funded by ESG, individuals and families must at least meet the minimum
criteria:
Initial interview:
Any individual or family provided with financial assistance through ESG must have an
assessment with a case manager or eligibility specialists who can determine the appropriate
type of assistance to meet their needs. Monroe County Social Services (MCSS) has a process
in place to refer persons ineligible for ESG to the appropriate resources or service provider that
can assist them.
income Verification:
The household must be below 30 % percent of Area Median Income (AMI). Qualifying incomes
for ESG assisted households will be calculated in the manner prescribed in the Section 8
Housing Assistance program,
Eligibility Specialists)/case managers will complete income verification forms and submit to
appropriate income sources for third party verification. Completed income verifications should
be placed in the client file.
INCOME LIMITS - Eligible applicant must meet the income guidelines of less than 30% of AMI,
2012 INCOME LIMITS — Eligible applicant must meet the income guidelines of 30% of Average Median
Income (AMI) or less for Monroe County, Florida
# of Persons
1
2
-3 -4
-5
-6
-7
8
m y
Extremely
ff<30%)
$17,400
$
_�_22,3 .50 4,800
6,,300
$2-8
'800
--
$3-0
'800
--
$32,750
1
Low Income
Housing Status:
The household must be at risk of losing its housing and meet both of the following
circumstances. (1) no appropriate subsequent housing options have been identified; AND (2)
the household lacks the financial resources and support networks needed to obtain immediate
housing or remain in its existing housing.
ELIGIBLE ACTIVITIES
There are four categories of eligible activities for the ESG program: financial assistance,
housing relocation and stabilization services, data collection and evaluation and administrative
costs. These eligible activities are intentionally focused on housing — either financial assistance
to help pay for housing, or services designed to keep people in housing or to find housing.
Generally, the intent of ESG assistance is to successfully support program participants in their
journey from homelessness to long-term stability,
Clients should achieve stability either through their own means and/or through public assistance
as appropriate.
Financial Assistance
For all financial assistance, payments may not be made directly to program participants; only
payments to third parties, such as landlords or utility companies are eligible.
Properties owned by the grantee, sub -grantee or the parent, subsidiary or affiliated organization
of the sub -grantee may not receive payments that include H-ESG funding.
Financial Assistance is limited to the following activities:
Rental Assistance
Tenant -based rental assistance can be provided to allow individuals and families to remain in
their existing rental units or to help them obtain and remain in rental units they select. Rental
assistance may be provided for up to 12 months, but participants must be recertified for
eligibility every three (3) months. Agencies may determine how many months of rent assistance
to provide a program participant, or a maximum amount of assistance that a single individual or
family may receive. Total assistance will be limited to $6200.00.
Share of rent and utilities costs that each client must pay, if any, while receiving
re -housing assistance:
Monroe County Social Services is not requiring a share of cost for rent or other financial
assistance.
When a rental unit has been located, Monroe County Social Services will assist the client in
contacting the landlord to complete the appropriate paperwork and conduct a habitability
standards inspection.
For all homelessness prevention Lead Based Paint Poisoning Act requirements must be met
when applicable based on participant household composition. Agencies must certify that the unit
has passed habitability standards by completing the Habitability Standards Certification or the
HabitabilityQuality Standards assessment before any ESG funds may be released, The
Habitability Standards Checklist is Attachment B of this document and can also be found on the
Department H-ESG website located at: hftp://commerce-wi.-gov/Cb/cd-boh-H-ESG.html.
Monroe County Social Services will have acceptable documentation showing a client is in need
of rental assistance. Documentation may be in the form of an eviction notice from a landlord,
owner, or property manager.
MOSS will use fair market rent (FMR) standards to determine eligibility. If a unit is above FMR,
the participant is ineligible for ESG. MOSS will assist program clients to locate a rental unit at or
below fair market rent,
The Final FY2012 Monroe County, Florida Fair Market Rent (FMRs) for All Bedroom Sizes
Efficiency 1 Bedroom Bedroom 3 Bedroom i 4_8edroorn
Final 012 $946.00 j $1,152.00 $1,419.00 $2,065.FX7)$2,211.00
FMR
Security and Utility Deposits
EGG funds may be used to pay for securityo��a����p��.Se�'r�a���n
funding �the program pa�icipantvv0otherwise be '
homeless without this assistance.
Security and utility deposits covering the same period oftime inwhich assistance iobeing
provided through another housing subsidy program are eligible, as long as they cover different
cost types.
Security and utility deposits may bepaid as a one-time grant not tUexceed the monthly rental
amount. Information documenting the need for ammCurbvd�pOsbshould be obtained atthe
sornetirnethe required rental paperwork is beinQcPnnp/' bythe client and |and(ond
Agencies nnaydeternninevvhethertocolke�d
thexecur�h/d�pn�whenUleporbuipant—moves,if
the weour�/depoe�iarecovered bythe agency, �nnuetbetreated msprogram inoorn- and
reported tothe City.
K8CGSwill conduct ahabitability standards ins��oUd
ononmnyunitthmt�ientwU/bemoving
into hveforo���.roru�|�yd � mit.KHCS8v�Uce�Kvthattheun�haspossed
hab/tob/<dystandards before any
'G��funds Mn'yb*released,
^
Utility Payments
ESG funds may be used for up to 12 months of utility payments, including up to 6 months of
utility payments in arrears. The client, or a member of the participant's household, must have an
account in his/her name with a utility company, If the participant does not have an account in
his/her name, they must be able to show responsibility to make utility payments with canceled
checks or receipts from a utility company. The participant must have a lease with their name on
it to prove residency and verify address of utility service. Copies of the proof of responsibility
should be obtained and maintained in the client file.
Utility payments must be made directly to the utility company.
Utility payments may not be made on behalf of homeowners who are facing foreclosure.
Assistance Limits
The maximum number ufmonths the client receives assistance is1%months, including any
arrears.
� The maximum number of times the program participant may receive assistance isnot applicable
� and based onneed.
Coordination: Housing Relocation and Stabilization Services
Assistance should befocused onhousing mtabi!bcat/on |ink�ngprq�r�mno|/entmtocommunity
� .
na�our��g�ndn�einatnemmmbemef�s and hek����Ul�n�dev* -' program
—'-
. / housing instability. �amjc� for . w�op�p/� for preventing
c�. ^ - ,'-u'~''r—'^'~r~''^=,""'"e"vu'"x/**,qm^uvntheuonnnuumcf
Care provider network, the Monroe County Helpline and other area emergency shelter
providers, essential service providers, homelessness prevention and rapid re -housing
assistance providers, other homeless assistance providers, and mainstream service and
^ housing providers.
Housing Relocation and Stabrilizatton Services are limited to the following activities:
Data Collection and Evaluation
ESG data collection and reporting is conductedthrough the HMIS via MOSS staff. ESG funds
are allocated to MCSS for continuation of contributing date to the Continuum of Care (CoC),
Administrative Casts
MCSS will utilize administrative funds for training for staff who will administer the program and
accounting casts.
Confidentiality
MCSS has procedures in glace to ensure the confidentiality of records pertaining to any
individual provided with assistance.
f
Termination of Housing Assista6ce and Grievance Procedure
MCSS'may terminate assistance to a program participant who violates program requirements.
MOSS may resume assistance to a program participant whose assistance was previously
terminated. In terminating assistance to a program participant, MCSS has a formal process that
recognizes the rights of individuals receiving assistance to clue process of law. This process
consist of.-
- Written notice to the program participant containing a clear statement of the reasons for
termination;
• A review of the decision, in which the program participant is given the opportunity to file a
grievance and present written or oral objections before a person other than the person (or a
subordinate of that person) who made or approved the termination decision; and
Prompt written notice of the final decision to the client.
Recdrdkeeping
MCSS will maintain program records for a minimum of five years after the final expenditure
under the ESG contract.
Monitoring
MOSS is responsible for ensuring that the program requirements established by the HUD Notice
and any subsequent guidance are met. MOSS will follow the monitoring procedures it
established in its substantial amendment submitted for ESG, and has staff that has
responsibility for continuous monitoring of all ESG activities.
Attachment B
ESG Habitability Standards Certification
All housing assisted under the Emergency Solutions Grant (ESG) must provide safe and sanitary housing that is in
compliance with the habitabilit f standards outlined below and any state or local requirements,
Mark each statement as A for approved or D for deficient. Property must meet all standards in order to be approved.
_T i ,Structure and materials: The structures must be structurally sound so as not to pose any threat to
occupants and so as to protect the residents from hazards.
2.Access: The housing crust be accessible and capable of being utilized without unauthorized use of other
private properties. Structures must provide alternate means of egress in case of fire.
3.Space`and Security: Each resident must be afforded adequate space and security for themselves and their
belongings. An acceptable place to sleep must be provided for each resident.
4.lnterior air quality: Every room or space must be provided with natural or mechanical ventilation. Structures
must be free ofpollutants in the air at levels that threaten the health of residents.
5. Water Supply: The water supply must be free from contamination at levels that threaten the health of
individuals:
6.Sanitary facilities:: Residents must have access to sufficient sanitary facilities that are in proper operating
condition, may be used in privacy, and are adequate for personal cleanliness and the disposal of human waste.
7. Thermal environment: The housing must have adequate heating and/or cooling facilities in proper operating
condition.
8.I1lumination and electricity: The housing must have adequate natural or artificial illumination to permit
normal indoor activities and to support the health and safety ofresidents. Sufficient electrical sources must be
provided to permit use of essential electrical appliances while assuring safety from fire;
9.Food preparation and refuse disposal: All food preparation areas trust contain suitable space and equipment
to store, prepare, and serve food in a sanitary manner.
10.Sanitary Conditions: The housing; and any equipment must be maintained in sanitary condition.
1 /.Lead -based paint: Ifthe structure was built prior to 1978, and a child under the age of six or a pregnant
woman will reside in the property, and the property has a defective paint surface inside or outside the structure, the
property cannot be approved until the defective surface is appropriately treated. Defective paint surface means:
applicable surface on which paint is cracking, scaling, chipping, peeling or loose.
12.Fire safety.
Each unit crust include at least one battery -operated or hard -wired smoke detector, in proper working condition, on
each occupied level of the unit. Smoke detectors must be located, to the extent practicable, in a hallway adjacent to a
bedroom. lfthe unit is occupied by hearing -impaired persons, smoke detectors must have an alarm system designed
for hearing -impaired persons in each bedroom occupied by a hearing -impaired person.
Attachment B
ESG Habitability Standards Certification
(continued)
The public areas of all housing must be equipped with a sufficient number, but not less than one for each area, of
battery -operated or hard -wired smoke detectors. Public areas include, but are not limited to, laundry rooms,
community rooms, day care centers, hallways, stairwells, and other common areas.
Note the following to assist in determining if unit can be approved or is deficient:
Building built/rehabbed before 1978? Yes No
Children under 6 present Yes No
Pregnant woman present Yes No
CERTIFICATION STATEMENT
I certify that I have evaluated the property located at the address below to the best of my ability and find the
following:
The property meets all of the above standards Yes No
Therefore, I make the following determination:
The property is approved Yes No
Client Name
Rental Unit Street Address: Apartment #
City, State Zip
Evaluator's Signature: Date:
Print Name:
ATTACHMENT IV
The administration of resources awarded by the Department of Children & Families to the provider may be
subject to audits as described in this attachment.
MONITORING
In addition to reviews of audits conducted in accordance with OMB Circular A-133 and Section 115.97,
F.S., as revised, the department may monitor or conduct oversight reviews to evaluate compliance with
contract, management and programmatic requirements. Such monitoring or other oversight procedures
may include, but not be limited to, on -site visits by department staff, limited scope audits as defined by
OMB Circular A-133, as revised, or other procedures. By entering into this agreement, the recipient agrees
to comply and cooperate with any monitoring procedures deemed appropriate by the department. In the
event the department determines that a limited scope audit of the recipient is appropriate, the recipient
agrees to comply with any additional instructions provided by the department regarding such audit. The
recipient further agrees to comply and cooperate with any inspections, revie
deemed necessary by the department'ws, investigations, or audits
s inspector general, the state's Chief Financial Officer or the Auditor
General.
AUDITS
PART I: FEDERAL REQUIREMENTS
This part is applicable if the recipient is a State or local government or a non-profit organization as defined
in OMB Circular A-133, as revised.
In the event the recipient expends $500,000 or more in Federal awards during its fiscal year, the recipient
must have a single or program -specific audit conducted in accordance with the provisions of OMB Circular
A-133, as revised. The recipient agrees to provide a copy of the single audit to the Department's Single
Audit Unit and its contract manager. In the event the recipient expends less than $500,000 in Federal
awards during its fiscal year, the recipient agrees to provide certification to the Department's Single Audit
Unit and its contract manager that a single audit was not required. In determining the Federal awards
expended during its fiscal year, the recipient shall consider all sources of Federal awards, including Federal
resources received from the Department of Children & Families, Federal government (direct), other state
agencies. and other non -state entities. The determination of amounts of Federal awards expended should be
in accordance with guidelines established by OMB Circular A-133, as revised. An audit of the recipient
conducted by the Auditor General in accordance with the provisions of OMB Circular A-133, as revised,
will meet the requirements of this part. In connection with the above audit requirements, the recipient shall
fulfill the requirements relative to auditee responsibilities as provided in Subpart C of OMB Circular A-
133, as revised.
The schedule of expenditures should disclose the expenditures by contract number for each contract with
the department in effect during the audit period. The financial statements should disclose whether or not
the matching requirement was met for each applicable contract. All questioned costs and liabilities due the
department shall be fully disclosed in the audit report package with reference to the specific contract
number.
Single Audit Information for Recipients of Recovery Act Funds:
(a)TO maximize the transparency and accountability of funds authorized under the .American Recovery and
Reinvestment Act of2009 (Pub. L, 1 1 1--5) (Recovery Act) as required by Congress and in accordance with
2 CFR 215,21 "1!niform Administrative Requirements for Grants and AjTreements" and OMB Circular A—
CF 1120 02/14/2011)
102 Common Rules provisions, recipients agree to maintain records that identify adequately the source and
application of Recovery Act funds. OMB Circular A- 102 is available at
http::iwww.whitehouse.gov/omblcirctilars/a102" 102.html.
t (b) For recipients covered by the Single Audit Act Amendments of 1996 and OMB Circular A-133,
"Audits of States, Local Governments, and Non -Profit Organizations,.' recipients agree to separately
identify the expenditures for Federal awards under the Recovery Act on the Schedule of Expenditures of
Federal Awards (-SEFA) and the Data Collection Form (SF —SAC) required by OMB Circular A—I33. OMB
Circular A-133 is available at http:!Pwww.whitehouse.gov!'Omb/circularslal33'a 133_1tml. This shall be
accomplished by identifying expenditures for Federal awards made under the Recovery Act separately on
the SEFA, and as separate rows under Item 9 of Part III on the SF —SAC by CFDA number, and inclusion of
the prefix "ARRA-" in identifying the name of the Federal program on the SEFA and
as the first characters in Item 9d of Part III on the SF —SAC.
(c) Recipients agree to separately identify to each subrecipient, and document at the time of subaward and
at the time of disbursement of funds, the Federal award number, CFDA number, and amount of Recovery
Act funds. When a recipient awards Recovery Act funds for an existing program, the information furnished
to subrecipients shall distinguish the subawards of incremental Recovery Act funds from
regular subawards under the existing program.
(d)_Recipients agree to require their subrecipients to include on their SEFA information to specifically
identify Recovery Act funding similar to the requirements for the recipient SEFA described above. This
information is needed to allow the recipient to properly monitor subrecipient expenditure of ARRA funds
as well as oversight by the Federal awarding agencies, Offices of Inspector General and the Government
Accountability Office.
PART II: STATE REQUIREMENTS
This part is applicable if the recipient is a nonstate entity as defined by Section 215.97(2), Florida Statutes.
In the event the recipient expends $500,000 or more in state financial assistance during its fiscal year, the
recipient must have a State single or project -specific audit conducted in accordance with Section 215.97.
Florida Statutes; applicable rules of the Department of Financial Services; and Chapters 10.550 (local
governmental entities) or 10.650 (nonprofit and for -profit organizations), Rules of the Auditor General. The
recipient agrees to provide a copy of the single audit to the Department's Single Audit Unit and its contract
manager. In the event the recipient expends less than $500,000 in State financial assistance during its fiscal
year, the recipient agrees to provide certification to the Department's Single Audit Unit and its contract
manager that a single audit was not required. In determining the state financial assistance expended
during its fiscal year, the recipient shall consider all sources of state financial assistance, including state
financial assistance received from the Department of Children & Families, other state agencies, and other
nonstate entities. State financial assistance does not include Federal direct or pass -through awards and
resources received by a nonstate entity for Federal program matching requirements.
In connection with the audit requirements addressed in the preceding paragraph, the recipient shall ensure
that the audit complies with the requirements of Section 215.97(8), Florida Statutes. This includes
submission of a financial reporting package as defined by Section 215.97(2), Florida Statutes, and Chapters
10.550 or 10.650. Rules of the Auditor General.
The schedule of expenditures should disclose the expenditures by contract number for each contract with
the department in effect during the audit period. The financial statements should disclose whether or not
the matching requirement was met for each applicable contract. All questioned costs and liabilities due the
department shall be fully disclosed in the audit report package with reference to the specific contract
number.
CF 1120 (12/14/2011)
PART III. REPORT SUBMISSION
Any reports, management letters, or other information required to be submitted to the department pursuant
to this agreement shall be submitted within 180 days after the end of the provider's fiscal year or within 30
days of the recipient's receipt of the audit report, whichever occurs first, directly to each of the following
unless otherwise required by Florida Statutes:
i
A. Contract manager for this contract (I copy)
B. Department of Children & Families ( i electronic copy and management letter, if issued
Office of the Inspector General
Single Audit Unit
Building 5, Room 237
1317 Winewood Boulevard
Tallahassee, FL 32399-0700
Email address: ,in,,Ie audrt,ii'dcf.state.fl.us
C. Reporting packages for audits conducted in accordance with OMB Circular A-133, asrevised,and
required by Part l of this agreement shall be submitted, when required by Section .320(d), OMB
Circular A-133, as revised, by or on behalf of the recipient directly to the Federal Audit Clearinghouse
using the Federal Audit Clearinghouse's Internet Data Entry System at:
1:ttp harw_ c:4ter.cetrsu5�orvitacicollect ddeindex.htinI
and other Federal agencies and pass -through entities in accordance with Sections .320(e) and (f),
OMB Circular A-133, as revised.
D. Copies of reporting packages required by Part 11 of this agreement shall be submitted by or on behalf
of the recipient directly to the following address:
Auditor General
Local Government Audits/342
Claude Pepper Building, Room 401
111 West Madison Street
Tallahassee, Florida 32 99-1450
Email address: flaudgen—localgovt@aud. state. fl.us
Providers, when submitting audit report packages to the department for audits done in accordance with
OMB Circular A-133 or Chapters 10.550 (local governmental entities) or 10.650 (nonprofit or for -profit
organizations), Rules of the Auditor General, should include, when available. correspondence from the
auditor indicating the date the audit report package was delivered to them. When such correspondence is
not available, the date that the audit report package was delivered by the auditor to the provider must be
indicated in correspondence submitted to the department in accordance with Chapter 10.558(3) or Chapter
10.657(2). Rules of the Auditor General.
The recipient shall retain sufficient records demonstrating its compliance with the terms of this agreement
for a period of six years from the date the audit report is issued and shall allow the department or its
designee, Chief Financial Officer or Auditor General access to such records upon request. The recipient
shall ensure that audit working papers are made available to the department or its designee, Chief Financial
Officer or Auditor General upon request for a period of three years from the date the audit report is issued.
unless extended in writing by the department.
C" F 1120 (12/14/2011) � 1
�: u
REQUEST FOR REIMBURSEMENT
ATTACHMENT V
Agency: MONROE COUNTY
500 Whitehead Street
Key West, FL 33040
Grant Period: 12/01/2012 6/30/2014
Reimbursement Period:
DESCRIPTION
S 'PT'O
CONTRACT
CONTRACT
CURRENT YTD
[RAPICD
FUNDING
EXPENDITURES EXPENDITURES
BALANCE
P RE -HOUSING
Rental Assistance
$
1,000.00
$
1'000.00
Financial Assistance Costs
$
3,000.00
$
3,000.00
Services Costs
$
2,000.00
$
2,000,00
HOMELESS PREVENTION
Rental Assistance
79,650.00
$
79,650.00
Financial Assistance Costs
$
6,750.00
$
6,750.00
Services Costs
$
3,600.00
$
3,600.00
HMIS
$
1,500.00
$
1,500.00
ADMINISTRATIVE COSTS
$
2,500.00
$
2.500.00
TOTAL
$
1.00'000.00
100'000.00
By signing below, I certify this to be true and correct as reflected in our books and records.
Prepared by:
Approved by:
W
`
Attachment V1
Emergency Solutions Grant
Budget Form 2011
____-___-
-I'g_ible
� Grant-,-$
Match� �
1
B. Housing Relocation and Stabilization
i. Financial Assistance Costs
581.00
Homeless Prevention
A, Rental Assistance
B. Housing RWJo�kion and Stabilization
I. Financial Assistance Costs
6,750.00 .00
ii Services Costs
A Cost of contributing data to HMIS for
Continuum of Care
$ 1,600.00
i B. i HM IS Lead Agency Costs for hostin-g"' aindi ------
maintaining system
$
C. Victim Services provider costs for compara Is
i database
4t Administrative Costs [Cap 2,5%]
Local government
d
Private non-profit organization
Not Allowed
To: Tuesday, November 06, 2012 9:19 AM
Cc: Wilkes -Kim
Subject: Graham -Sheryl; steckley-marlene
Re: ESG agreement
Line 3 is referring to the solicitation document which is what you used to develop the application you submitted - the
�
,
Your agreement will beKPZO6-just acoincidence that they are snsimilar.
Onthe other documents, / have the Civil Rights form and the debarment hzmn ijust need the Execut�e[n
rorrnandthatdoesnotnecessah/ymeedtobeindudedinyourrevievv'|just' need �th mpeosathzn
' signature.
submit e8/entforDCF
Thanks
,.�
ZrixiePhelan
Department of Children and Families
111I12thStreet, #3O4
Key West, Florida 33040
Wilkes -Kim
<0Wlke*Khn@knonno
ecounty-O.gov> To
TrixiePhe/an/D11/D[F@DCP
11/02/20I211:26
cc
AM stecWey'nnadene
xsteck|ey-nmadene@mnnroecounty-O.8
nv>,Gnsharn-Shery|
< >
Subject
ESGagneennent
1
HiTrixie,
We are reviewing the ES6agreement and iammpreparing itfor the county attorney today, just acouple nf '
Wanted toconfirm the agreement #, page one, Line three shows LPZO6 but the rest ofthe agreement shows KPZO6?�
And additionally, the three other documents:
Certification ofExecutive Compensation
Civil rights
Certification ofdebarment
Should all ofthis be added tothe agreement before /submit to the O\for review?
Thanks have agreat FrklavM
Kim Wilkes Wean
Social Services
Sr. Grants Coordinator
Historic GatoBuilding
11OQSimonton Street
` Key West, Florida ]3O4O
. 305'292-4588'phune
305-295-4376-fam
``.
HELP UGHELP YOU!
Please take amoment tocomplete our Customer Satisfaction Survey:
",tti?;//monroecofi.virtualtownhall.net/"""PE_eSZMonroeCoFL WebDocs/css Your feedback is important to us!
Please note: Florida has a very broad public records law. Most written communications to or from the
� subject`Count' _'_-are public record, uvaxaoerothe public and n�ed�upon request. Your County regarding
topub/�dbdnsure. ' connnnun�at�nmaybe
IN
From: Trixie Phelan [Trixie Phelan @dcfstate.flus]
To: Wilkes -Kim
Cc: Graham -Sheryl; steckley-marlene
Subject: Re: ESG agreement
Line is referring to the solicitation document which is what you used to develoo �h
application you submitted - the RFP. ' e
|
` ,our agreement will be KPZ06 - just a coincidence that they are so similar.
Onthe other documents, I have the Civil Rights form and the debarment form I ust d th
Executive Compensation form and that does not necessarily need to be i l 'J »ee e
- Z just need it when I submit the grant for D[F signature. nc uded i n your review
Thanks
' Trixie Phelan
Department of Children and Families
1111 1Ith Street, #304
Kay West, Florida 33040
305 / 292-6810
Wilkes -Kim
<WiIkes-K ro
ecounty-fl.gov>
11/02/I012 11:26
AM
Trixie Phelan/D11/D[F@D[F To
uteckIev-marIune cc
<steckley-marlene@monroecounty-fI.g
ov^, Graham -Sheryl
<
x
ESG agreement Subject
H± Trixie,
We are reviewing the ESG agreement and I am preparing it for the county attorney today, just
a couple of questions:
Wanted to confirm
pthe?agreement #, page one. Line three shows LPZ06, but the rest of the
agreement shows K
0
And additionally, the three other documents:
Certification of Executive Compensation
Civil rights
Certification of debarment
Should all of this be added to the agreement before I submit to the CA for review?
Thanks, have a great Friday!!!
Kim Wilkes Wean
Social Services
Sr. Grants Coordinator
Historic Gato Building
1100 Simonton Street
Suite 190
Key West, Florida 33040
305-292-4588-phone
305-295-4376-fax
wilkes-kin*monroecounty-fl.gov
HELP US HELP YOU!
Please take a moment to complete our Customer Satisfaction Survey:
http://monroecofl.virtualtownhall.net/PagesZMonroeCoFL WebDocs/css Your feedback is important
to us!
Please note: Florida has a very broad public records law. Most written communications to or
from the County regarding County business are public record, available to the public and
media upon request. Your e-mail communication may be subject to public disclosure.
N
State of Florida Rick Scott
Department of Children and Families Govemp
David E.Nilkins
Secretaty
MEMORANDUM OFNEGOTIATION —KPZ0G/Monroe Couniv
EnmngenoyShe�erGrant (E8G)Grant —�
L Introduction
A. : Sheryl Graham, Social Services Director
Kim Wean, Grants Coordinator
Theresa Phelan, DCFContract Manager
@. Meeting Date: October 3.2O128D1O:UUA/M
' C.k�mtinQLoo��n: DCFO�oe.111I~2m—~Street, Key West, Florida 33U4O&via telephone
U. Procurement
x .`. This ESGgrant isawarded through acompetitive process that
the DCF Office on Homelessness. Applications were reviewed, scores collected and averaged and then the
final ranking was determined by the Office on Homelessness. Agreements are then managed at the
regional level.
Narrative Summary of the Negotiations
�^These funds are awarded through agrant agreement. The agreement will becomprised odthe
grant agreement, Department's Substantial Amendment mthe u.S. Department VfHousing and Urban
Deve~p"e'"/Hv ', the provider's approved Written Standards, osummary of project activities, the uur
Audit Attachment, aRequest for Reimbursement hn andthe provider's budget. The provider intends house the grant funds to assist eligible families and individuals /n both Rapid Ra4ouaiand Preventionscenarios.
ng
The method ofpayment will becost mimbmsemen Rx�� 8�pmv�rw0submit
� approval Of
�'�'�� �
,tifyinginformation for all assistance
` ll
data for case management. There �ema�hmq�mnnan of10O%wh�hwjUbe --`---~'~pr°"
^ �����m�o�e»�p��n��pmv ed�E8G��� ��m ��U�»���
invoicing. The provider will submit
' ^ individualsreporting will quarterly, due
by the 15t' of the month following the report period. A monthly activity report may also be necessary for
d � Ondh�5mbuu�en� the --''~^/summary 'epm`w/aoms�noeK)deaf ovhood��headng
(. "" _maykVUuvMngthenspurtingmunMh.
. The provider agrees hoparticipate hlthe homeless ona|itionSn�bemmmoa Homeless Assistance
(8HAL)which o�omeans pe�nipaUon/nSHAL.g Homeless —` mS sa��nmaLe ug
Wanagement/n�on��nSyn�m(HM—"
Ill, Conclusion —
This prevention grant will cover the period from Douembor1 2O12UhmughJune 3O 2O�4 Total $40,000
`hurFT7O13-2O14. ' � grant
VI. S
Provider Signature
Department Signature
Title:
Title: Contract Manager
Date:
Date:__
Mission: Protect the Vulnerable, Promote Strong and Economically Self -Sufficient Families, and
Appeal of Monroe County Board of County Commissioners/
Monroe County Social Services
2011 Emergency Shelter Grant/Prevention Grant
Grant Solicitation # LPZ06
FORMAL APPEAL AND PETITION HEARING
Monroe County Board of County Commissioners/Monroe County Social Services
hereby appeals the grant award determinations resulting from the 2011 Emergency Shelter
Grant/Prevention Grant, Grant Solicitation #LPZ06 and states as follows:
I. That affected agency is Monroe County Board of County Commissioners/Monroe
County Social Services, 1100 Simonton Street, #2-257, Key West, Florida, 33040. The Tax
Identification Number is 59-6000749.
2. The petitioner is the Director of Social Services, Ms. Sheryl Graham, 1100
Simonton Street, #2-257, Key West, Florida, 33040, (305) 292-45 10.
3. The petitioner's representative is the Monroe County Attorney's office, Pedro J.
Mercado, Esq., 1111 12'h St., Suite 408, Key West, Florida, 33040, (305) 292-3470.
4. The petitioner's substantial interests are adversely affected by its loss of rant
funding for petitioner's emergency shelter/homelessness prevention program. gran
S. The petitioner received notice of the agency's decision from Tom Pierce via e-
mail dated December 1, 2011.
6. Petitioner avers that the disputed issues of material fact are: the petitioner
provided evidence of written arrangements in place to link clients to other assistance and;
petitioner provided evidence of unmet demand for service.
7. Petitioner avers the following:
The grant application instructs the applicant to complete the scoring criteria
(appendix III of the application form) and submit supporting documentation in accordance with
the criteria set forth in the grant application. Under scoring criteria item # 4 entitled "Formal
Arrangements for Linking Clients with Other Assistance" the application instructs the petitioner
to check the response that describes "their formal written arrangements to refer and link the
households seeking assistance with other critical services and benefits" and instructs the
applicant to attach a "Copy of the applicant's written agreement or Arr
an to refer clients
for financial counseling services". The criteria is clear and unambiguous in that an applicant can
satisfy the criteria set forth in item # 4 by submitting proof of one of two alternatatives, either
proof of a written agreement or proof of an AEqW ,ement to refer clients. The petitioner was not
awarded any points on the scoring form prepared by "TP". It is important to note tke that "TP"
noted "No written Agreements" to justify the withholding of points; however, the petitioner
would respectfully submit that "TP" incorrectly withheld points on this basis. A fundamental
tenet of law is that the words written in a document should be given their plain meaning and not
be disturbed unless found to be ambiguous or in need of clarification, modification, or
interpretation. By use of the word "arrangement" and the instruction allowing for use of either
alternate the intent of the instruction here is clear and unambiguous and grants an applicant 1
point each if the applicant submits proof of an "arrangement", which the applicant did.
With regard to scoring criteria item # 7 entitled "Unmet Client Demand for Year
Ending June 30, 2010", the application instructs the petitioner to "check the response that
describes the level of need for homeless prevention services that the agency could not address,
based upon the resources available for the year ending June 30, 2010" and instructs the applicant
to attach a "copy of the report or documentation generated by the Applicant's data collection and
reporting system, or HMIS system". The criteria is clear and unambiguous in that an applicant
can satisfy the criteria set forth in item #7 by submitting proof of one of two documents, either
the applicants data collection and reporting system documentation or documentation generated
by HMIS. The applicant submitted proof of its use of its own data collection and reporting
system documenting that 211 clients had not received funding. Under the scoring form prepared
by "TP", the applicant is only granted 1 point and a notation is made that "applicant had funds
during denial period". It is clear that "TP" used criteria outside of that provided for in the
application and the petitioner respectfully submits that it is inappropriate for "T?' to evaluate the
petitioner using criteria that has not been set forth in the gr
ant application. Petitioner would also
note that, as with scoring criteria item # 4, "TP" did not check any of the boxes to indicate which
criterion was applicable to applicant. Instead, "TP" appears to use her first-hand knowledge and
familiarity with applicants operations to set an arbitrary criterion to the disadvantage of the
applicant.
8. The scoring evaluation criteria is set forth in sections 3.2.1 and 3.2.3 of the 2011
Emergency Shelter Grant/Prevention Grant, Grant Solicitation #LPZ06 in conjunction with the
application form scoring criteria requirements. The applicant contends that "TP" failed to apply
the correct scoring criteria and that the criteria employed by "TP", as detailed in the facts averred
in #7 above, were arbitrary and capricious. The petitioner contends that all of the above set forth
reasons mandate modification of the agency action.
Wherefore, petitioner, Monroe County Board of County Commissioners/Monroe County
Social Services, respectfully requests the scoring form prepared by "TV' be corrected to provide
the petitioner with 2 points under criteria item #4, and 2 points under criteria item # 7, and
petitioner be awarded $ 100,000 in grant funds.
C
UNTYMONROE
KEY wsT qorUDA 33040
saris aw-rsar
Sn:snne A. Hatton, County Attorneys
Robert B. Shilliager, Chat Asdstw County Atteney ••
Pedro I. Metrado, Assistant County Attorney e•
Susan M. Gritaeley, Assistant County Attorney ••
Natilmne W. Castel, Assimm County Amy
Cynthia L. Hs11, Asdstwt County Attorney •*
Christine Umbert Barrows, Astistw County Attorney
Derek V. Howard, Assistant County Attorney
Lisa Grange. Assistant County Mooney
** Hoard Catifled in City, County & Local Conn. Law
Mayor David Rice, District 4
Mayor Pro Tern Kim wigington, District 2
George Neugent, District 2
Heather Carruthers, District 3
Sylvia J. Murphy, District 5
' Office of the County Attorney
1111 126 Street, Strict 4W
Key west, FL 33040
(305) 292-3470 — Phone
(305) 292-3516 — Fax
To: Greg Vertu Date January 1-0, 2D12
From: Pedro Mercado
RE: 2011 Emergency Shelter Grant/Prevention Grant,
Grant Solicitation #LPZ06 Petition for Hearing
Dear Mr. Venz,
Pursuant to our conversation of Friday January 6, 2012, I am submitting this letter
requesting that the Monroe County Board of County Commissioners/Monroe County Social
Services appeal and petition for hearing be held in abeyance for 45 days. As discussed, Monroe
County timely filed its petition and this request for abeyance does not and will not affect Monroe
County's right of appeal if the County is required to go forward with the hearing.
As discussed, DCF staff believes that federal funding for phase 2 of the grant is
imminent. Phase 2 funding will permit DCF to fund the grant applicants who were not initially
funded in the base grant. Contingent upon the release of phase 2 of the federal funding, Monroe
County will be fully funded per its September 2011 response to grant solicitation #LPZ 06. There
will be no further action required by Monroe County in order to receive the grant funding once
the funding has been released by the federal government- Monroe County will be able to use the
funds for the purposes set forth in its September 2011 grant application. Based on the above
stated, Monroe County would request that is petition for hearing be held in abeyance for 45 days
or not later than February Z4, 2012.
State of Florida
Department of Children and Families
August 31, 2012
Ms. Sheryl Graham
Monroe County
1100 Simonton Street
Key West, FL 33040
Dear Ms. Graham:
Rick Scott
Governor
David E. Wilkins
Secretary
The U.S. Department of Housing and Urban Development has awarded to the Department the 2011
Emergency Solutions Grant. Based on the Department's approved Action Plan, it is my pleasure to
announce the award of a grant to your organization in the amount of $100,000.
On behalf of Secretary Wilkins, thank you for your willingness to use the Emergency Solutions Grant to
provide homeless prevention and/or rent assistance to enable the homeless to transition into
permanent housing.
The Department's contract manager will be contacting you shortly to begin the process to execute a
grant agreement with your organization. The term of your grant will end June 30, 2014.
This office has approved your written policies and procedures to be used in carrying out the grant. This
approval must be received before your grant agreement can be executed. Likewise, this office has
approved your final budget, on the form provided to you.
This office is prepared to assist you, as needed, to successfully carry out your grant program. Please
contact me at (850) 922-9850 if you have questions or concerns with the grant, or the new federal rules.
Sincerely,
Thomas Pierce
Director
Office on Homelessness
Cc: Trixie Phelan, Contract Manager
1317 Wnewood Boulevard, Tallahassee, Florida 32399-0700
Mission: Protect the Vulnerable, Promote Strong and Economically Self -Sufficient Families, and
Advance Personsf and Farnfly Recovery-and-Resiffency-