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Item C14 ~~ Louis LaTorre, Senior Director Social Services/tabt BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY MEETING DATE: 11/20-21/01 DIVISION: COMMUNITY SERVICES BULK ITEM: YES X NO DEPARTMENT: SOCIAL SERVICES AGENDA ITEM WORDING: Approval of Contract AE-129 Older American Act III-E Respite Care, for Fiscal Year 10/1/01 thru 12/31/01 in the amount of$25,804.00 between the Alliance for Aging, Inc. (Area Agency On Aging for Miami-Dade and Monroe Counties and the Monroe County Board of County Commissioners/Monroe County Social Services (Monroe County In Home Service Program, The Case Management Agency). ITEM BACKGROUND: This is a new contract and grant that will present additional funding under the Older Americans Act to provide respite care for the primary caregivers of elderly homebound clients to prevent caregiver breakdown and possible premature institutionalization of the client. PREVIOUS RELEVANT BOCC ACTION: Approval of contacts of other Older American Act programs which began Jan 1,2001 for homemaking, congregate meals, and home-delivered meals. Approval of a Resolution at the last meeting to set up an account number for the above mentioned pending grant and contract. CONTRACT/AGREEMENT CHANGES: N/A STAF.F RECOMMENDATION: Approval TOTAL COST: $25,804.00 BUDGETED: YES--.lL NO COST TO COUNTY: $2,869.00 REVENUE PRODUCING: YES NO~ AMT.PERMONTH YEAR APPROVED BY: COUNTY A TTY. X .\ -:r X Lv! J" I DIVISION DIRECTOR APPROVAL: DOCUMENT A TION: TO FOLLOW NOT REQUIRED_ DISPOSITION: AGENDA ITEM#: /--~7 Revised 2/27/0 I MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: Alliance For Aging, Inc. Contract #AE-] 29 Effective Date: ] 0/] 1200] Expiration Date: ] 2/31/0] Contract Purpose/Description: Approval of Contract AE-]29 Older American Act II1-E Respite Care, for Fiscal Year] 011/0] thru ]2/31/01 in the amount of$25,804.00 between the Alliance For Aging Inc., and the Monroe County board of County Commissioners/Monroe County Social Services (Monroe County In Home Service ~~:::::'~~:a:::e manag~::~~:::) /J V 4573 Social Se~ices/Stop I (Name) (,.-XI( (Ext.) (Department/Stop #) For BOCC meeting on 11/20-21/0] Agenda Deadline: ] I/OI/O] CONTRACT COSTS Total Dollar Value of Contract: Budgeted? Yes X No 0 Grant: $ 25,804.00 County Match: $2,869.00 $25,804.00 Account Codes: Current Year Portion: $ Estimated Ongoing Costs: $ (Not included in dollar value above) /yr ADDITIONAL COSTS For: (eg, Maintenance. utilities, janitorial. salaries, etc) CONTRACT REVIEW Yes 0 Changes ~ Needed ~ vi e YesO No ;\() lD/2X/D/ " ~, ., r, I I YesO NO/_, i,.JO"-,,,..~ }.~~~)~\ ~O/.9!;I(l' . ~ ~ I ' <i~ 44-C1 ~ lojJ/P1 Date Out Date In Division Director lOr 28" I CD ( Risk Management fo \ ':;'~I t, c r O.M.B./Purchasing \o~c\ \0\ County Attorney I oj"Jtjr;, No~ No~ Yes 0 Comments: OMB Form Revised 2/27/01 MCP #2 1 % 1/0 1 Contract AE-129 OLDER AMERICANS ACT TITLE III-E FIXED RATE CONTRACT 2001 THIS CONTRACT is entered into between the Alliance for Aging, Inc., hereinafter referred to as the "Alliance", and the Monroe County Board of Commissioners referred to as the "recipient". This contract is subject to all provisions contained in the MASTER AGREEMENT executed between the Alliance and the recipient, Agreement No. PA 229, and its successor, incorporated herein by reference. The parties agree: I. Recipient Agrees: A. Services to be Provided: To plan, develop, and accomplish the services delineated, or otherwise cause the planning, development, and accomplishment of such services and activities, under the conditions specified and in the manner prescribed in Attachment I of this agreement. B. Requirements of Section 287.058, Florida Statutes: These requirements are herein incorporated by reference. C. Final Request for Payment: The recipient must submit the final request for payment to the Alliance no more than 45 days after the contract ends or is terminated; if the recipient fails to do so, all right to payment is forfeited, and the Alliance will not honor any requests submitted after the aforesaid time period. Any payment due under the terms of this contract may be withheld until all reports due from the recipient, and necessary adjustments thereto, have been approved by the Alliance. II. The Alliance Agrees: Contract Amount: To pay for contracted services according to the conditions of Attachment I in an amount not to exceed $25,804.00, subject to the availability of funds. The Alliance's performance and obligation to pay under this contract is contingent upon an annual appropriation by the Legislature passed through the Department of Elder Affairs. The costs of services paid under any other contract or from any other source are not eligible for reimbursement under this contract. The funds awarded to the recipient pursuant to this contract are in the state grants and aids appropriations and consist of the following: Program Title Year Funding Source CFDA# Fund Amounts Title IIIE 2001 U.S. Dept. Of Health and 93.052 $25,804.00 Caregiver Human Services Services TOTAL FUNDS CONTAINED IN THIS $25,804.00 CONTRACT: 1 10/01/01 Contract AE-129 III. Recipient and Alliance Mutually Agree: A. Effective Date: 1. This contract shall begin on October 1, 2001 or on the date the contract has been signed by both parties, whichever is later. 2. This contract shall end on December 31, 2001. B. Termination, Suspension, and/or Enforcement: The causes and remedies for termination or suspension of this contract shall follow the same procedures as outlined in Section III. B. and Section III. C. of the Master Agreement. C. Notice, Contact, and Payee Information: 1. The name, address, and telephone number of the contract manager for the Alliance for this contract is: Steven Weisberg 9500 South Dadeland Boulevard, Suite 400 Miami, Florida 33156 (305) 670-6500 SC 455-6500 2. The name, address, and telephone number of the representative of the recipient responsible for administration of the program under this contact is: Louis LaTorre 5100 College Road - Wing III Key West, Florida 33040 (305) 292-4583 3. In the event different representatives are designated by either party after execution of this contract, notice of the name and address of the new representative will be rendered in writing to the other party and said notification attached to originals of this contract. 4. The name (recipient name as shown on page 1 of this contract) and mailing address of the official payee to whom the payment shall be made: Monroe County Board of Commissioners 5100 College Road - Wing III Key West, Florida 33040 2 10/01/01 Contract AE-129 IN WITNESS THEREOF, the parties hereto have caused this 15 page contract to be executed by their undersigned officials as duly authorized. RECIPIENT: MONROE COUNTY BOARD OF COMMISSIONERS ALLIANCE FOR AGING, INC. BOARD PRESIDENT OR AUTHORIZED DESIGNEE SIGNED BY: SIGNED BY: NAME: NAME: KATE CALLAHAN, PH.D. TITLE: PRESIDENT TITLE: DATE: DATE: FEDERAL JD NUMBER: RECIPIENT FISCAL YEAR END DATE: 59-6000749 09/30 APPROVED AS TO FORM B:ND~$ ~ANNE~ HUTTON DATE I~ <;101 3 10101/01 Contract AE-129 ATTACHMENT I OLDER AMERICANS ACT TITLE III-E PROGRAM I. STATEMENT OF PURPOSE The Older Americans Act (OAA) Title III-E National Family Caregiver Support Program is a federal program which provides assistance to caregivers. II. SERVICES TO BE PROVIDED A. Services: The recipient's Title III-E proposal for the calendar year 2001, and any revisions thereto approved by the Alliance and located in the contract manager's file, are incorporated by reference in this contract between the Alliance and the recipient, and prescribe the services to be rendered by the recipient and prescribe the manner in which the recipient will meet the requirements of the Older Americans Act Amendments of 2000. B. Manner of Service Provision: The services will be provided in a manner consistent with and described in the recipient's proposal for calendar year 2001, the draft Department of Elder Affairs Client Services Manual dated 12/98, the Department of Elder Affairs National Family Caregiver Support Program Guidelines, ATTACHMENT II, and the Department of Health and Human Services, Office of Assistant Secretary, Administration on Aging, Program Instruction, AoA-PI-01-02. In the event the manual is revised, such revision will automatically be incorporated into the contract and the recipient will be given a copy of the revisions. The recipient agrees to perform the services of this contract in accordance with all federal, state, and local laws, rules, regulations and policies that pertain to Older Americans Act funds. III. METHOD OF PAYMENT A. This is a fixed rate - advance funding contract. Payment shall be on an advance basis in accordance with the draft Department of Elder Affairs Client Services Manual dated 12/98 and ATTACHMENT III. All requests for payment and expenditure reports submitted to support requests for payment shall be on DOEA forms 106A and 105A. . B. The recipient shall maintain documentation to support payment requests which shall be available to the Alliance, Department of Elder Affairs staff or the Comptroller for the State of Florida upon request. C. The due date for the request for payment and expenditure reports shall be on the 5th day of the month following the month being reported. 4 10/01/01 Contract AE-129 D. The Alliance shall make payment to the recipient for provision of services up to a maximum number of units of service and at the rate(s) stated below: Service to be Provided Unit of Service Unit Rate Maximum Units Maximum Dollars In-Home Respite 1 hour 29.157062 885 $25,804 E. Recipient may request a monthly advance for each of the first two months of the contract period, based on anticipated cash needs. Detailed documentation justifying cash needs for advances must be submitted with the signed contract and a copy maintained in the contract manager's file. All payment requests for the third through the twelfth months shall be based on the submission of monthly actual expenditure reports beginning with the first month of the contract. The schedule for submission of advance requests is A TT ACHMENT III to this contract. Reconciliation and recouping of advances made under this contract are to be completed by the time the final payment is made. All advance payments are subject to the availability of funds. F. A final receipt and expenditure report (closeout report) will be forwarded to the Alliance within sixty (60) days after the contract ends or is terminated. All monies which have been paid to the recipient and not used to retire outstanding obligations of the contract being closed out must be'refunded to the Alliance along with the final receipt and expenditure report. G. Any payment due by the Alliance under the terms of this contract may be withheld pending the receipt and approval by the Alliance of all financial and programmatic reports due from the recipient and any adjustments thereto. H. The recipient agrees to implement the distribution of funds as detailed in the service proposal for 2001 and the Budget Summary, ATTACHMENT IV to this contract. Any changes in the amounts of federal or general revenue funds identified on the Budget Summary form require a contract amendment. I. Financial Reports: The recipient agrees to provide an accurate, complete and current disclosure of the financial results of this contract as follows: 1. To submit all requests for payment and expenditure reports according to the format, schedule and requirements specified in ATTACHMENT I . 2. The completed manual units of service portions of the Older Americans Act Annual Report, if applicable, are due to the contract manager on the date established by the Alliance. The Department of Elder Affairs will obtain the remaining Report sections from the Consumer Information, Registration and Tracking System (CIRTS). IV. SPECIAL PROVISIONS A. Match The recipient will assure a match requirement of at least ten percent of the cost for all services. The recipient's match will be made in the form of cash and/or inkind resources. At the end of the contract period, all Older Americans Act funds expended must be properly matched. 5 10/01/01 Contract AE-129 B. Consumer Contributions and Co-payments for Services The recipient assures compliance with Older Americans Act Amendments of 2000, Section 315, in regard to consumer contributions. For services not paid for with Older Americans Act funds, recipient may charge co-payments to those persons able to pay part or all of the cost of services. C. Use of Voluntary Contributions and Cost Sharing under Title III Funds Voluntary contributions are not to be used for cost sharing or matching. Accumulated voluntary contributions are to be used prior to requesting Federal reimbursement. Voluntary contributions and related interest earned are program income and must be used to expand services. D. Title III Funds The recipient assures compliance with Older Americans Act Amendments of 2000, Section 306, that funds received under Title III will not be used to pay any part of a cost incurred to carry out a contract or commercial relationship that is not carried out to implement Title III. E. Carry Forward Funds Federal fiscal year funding provided in this contract is subject to substitution by prior year's carry forward funds in accordance with procedures established by the Department of Elder Affairs and the Alliance. F. Prioritization for Service Delivery The recipient shall develop and implement policies and procedures consistent with Older Americans Act targeting criteria. 6 10/01/01 Contract AE-129 ATTACHMENT II OLDER AMERICANS ACT TITLE III-E PROGRAM DEPARTMENT OF ELDER AFFAIRS OLDER AMERICANS ACT TITLE III-E NATIONAL FAMILY CAREGIVER SUPPORT PROGRAM (FCSP) GUIDELINES S~A ELDER-AFiiTiis Jrll1 To LEAD THE NATION IN PROVIDING OLDER PERSONS WITH INFORMATION, CHOICES AND OPPORTUNITIES Gema G. Hernandez, D.P.A. Secretary 7 10/01/01 Contract AE-129 Title III-E National Family Caregiver Support Program (FCSP) provides support services for family caregivers and grandparents or older individuals who are relative caregivers. The program encourages the provision of multifaceted systems of support services to assist individuals in providing care to older family members, adults with disabilities, and children. The goal of the program is to relieve emotional, physical, and financial hardships of individuals providing care. The primary consideration is for the caregiver. a. Eligibility: (1) "Family caregiver" means an adult family member, or another individual, who is an informal provider of in-home and community care for a person age 60+. (2) "Grandparent or older individual who is a relative caregiver" means an individual, age 60+, who is the grandparent or step-grandparent of a child, or a relative of a child by blood or marriage. Additionally, the individual must: (a) live with the child, and (c) be the primary caregiver of the child, because the biological or adoptive parents are unable or unwilling to serve as the primary caregiver of the child, and (d) have a legal relationship to the child, such as legal custody or guardianship, or is raising the child informally. (3) "Child" means an individual who is not more than 18 years old. (4) Priority for services is given to older individuals (age 60+) with the greatest social and economic need, with particular attention to low-income older individuals, and older individuals providing care and support to persons with mental retardation and related developmental disabilities as defined in section 102 of the Developmental Disabilities Assistance and Bill of Rights Act (42 U.S.C. 6001). Additionally, attention must be given to low-income culturally distinct elders. b. Service provision must be flexible and include the involvement of non-traditional service providers, including faith-based organizations. Support Services include: (1) Information to caregivers about available services. Information is provided through public education or outreach. (2) Assistance to caregivers in gaining access to services. Access is gained through referral, screening and assessment. (3) Individual counseling, organization of support groups, and caregiver training to assist caregivers in making decisions and solving problems relating to their caregiving roles. In addition to caregiver training and counseling, the availability of assistance to caregivers for participation in caregiver forums and support groups exist. (4) Respite care to enable caregivers to be temporarily relieved from their caregiving responsibilities. Respite care may be provided in the home and in the community, at day, night, weekends, and for extended periods. Sitter services can be provided to assist a grandparent or older relative caregiver caring for a child. 8 10/01/01 Contract AE-129 (5) Supplemental services, on a limited basis, to complement the care provided by caregivers. Services are provided to participants in the program on an as needed basis through direct service delivery, direct caregiver payment, or vendor payment. Supplemental services include chore, housing improvement, legal assistance, and the provision of medical supplies and services. (6) Transportation is funded as a means of support. c. Coordination: (1) Area agencies on aging and contracted service providers must coordinate service activities with the activities of other community agencies and voluntary organizations providing support services. Where feasible, interagency agreements should be developed as currently required in the area plan. Regarding children and persons with mental retardation and related disabilities, interagency agreements must ensure that existing services are accessed first. Do not duplicate efforts of programs providing services to children and persons with mental retardation and related developmental disabilities. (2) Title III-E funds must be spent in addition to, and must not supplant any Federal, State, or local funds expended for services. (3) Title III-E funds must support and not supplant caregiver and family efforts, fostering consumer choice and effiCiency in service dollars. d. Administration and Operation: (1) Title III requirements related to targeting and conducting participant satisfaction surveys apply to Part E. Focus groups should be conducted, involving consumers from targeted populations as defined by the Older Americans Act. (2) Existing requirements documented in the Draft Client Services Manual (12/28), Introduction, Chapter I, Page 1.11, C. Monitoring, apply to Part E. (3) Existing requirements for Programs and Services, Chapter II, Page 2.17 of the Draft Client Services Manual (12/98), 8. Common Issues for Services and Programs apply to Part E. (4) At least 5 percent, but no more than 10 percent, of Title III-E funds shall be used to provide support services to grandparents and older individuals who are relative caregivers. (5) At least 10 percent, but no more than 20 percent, of Title III-E funds shall be used to provide supplemental services. (6) Regarding respite care and supplemental services, the older individual (age 60+) being provided care by the family caregiver must meet the conditions, with respect to frailty, specified in subparagraph (A) (i) or (8) of subsection 102(26) of the Older Americans Act. (7) Only support services in categories 1-3 are available to older individuals (age 60+) providing care for persons with mental retardation and related developmental disabilities. 9 0) N ..- uJ <( u C'll L.. 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'0 >. >'.::: ..c rn ,> " co ro ro :J U Q) Ul :;::; ':. 0. 0.. 0.. ,0 :J C '0 0. . , 'W lfl 0 'co rn ,~ ~ lfl lfl Q) -a 0'1 1ii ,:; .0 .~ ~ ,~ E ~ ,~ U ;.:: vi > ~:J Q) l..... 0- ~ ill 'S OJ lfl ..... ~ 6 .... .~iCJ) Q)u ~ c ill'..c .;:0 '" .0 o'O.u mro~UOlflQ) U c/'.o Q) E Q) ill '-cu-C (/). '0 ro""-Elflc Q) -=1 :J .... 0 rn 0 2 0..., 0 .2 U OJ c :J '0 ro lfl ro "- == C/) Z o i= c z o o -l <t o w a.. C/) c z <t C/) C a::: <t C Z ~ C/) >- a::: w ~ -l W C W o :> a::: w C/) o t- t- o W """) m ::::> C/) t- o Z t- Z W ~ >- <t a.. t- o W a::: c ('I') ..- W I- o Z 10/01/01 Report Number 1 2 3 4 5 8 9 Legend: Note # 1: Note # 2: Contract AE-129 A TT ACHMENT III OLDER AMERICt,NS ACT TITLE III-E PROGRAM CONTRACT REPORT CALEN CAR ADVANCE BASIS CONTRA~:T Based On October Advance* November Advance* October Expenditure Report November Expenditure Report/Oct Adv. Recon** December Expenditure Report/Nov Ad\! Recon** Final Expenditure & Request for Paymer;t Report Closeout Report * Advance based on projected cash neec ** Submit to the Alliance On This Date October 1 October 1 November 5 December 5 January 5 February 14 February 28 Submission of expenditure reports mayor may not generate a payment request. If final expenditure report reflects funds due back to the Alliance, payment is to accompany the 'c;port. Report #1 for Advance Basis Contracts ,;annot be submitted to the Alliance prior to October 1 or until the c ntract with the Alliance has been executed. The last two months of the recipient's fiscal reports covering actual expenditures should reflect an adjustme'lt repaying advances for the first two months of the contract. 14 10/01/01 Relative Caregiver Program Services Supplemental Services Title III-E Services Total Contract AE-129 A TT ACHMENT IV OLDER AMERIC \NS ACT TITLE III-E PROGRAM BUDGET SUMMARY $ $ 0.00 0.00 $25,804.00 $25,804.00 15