Item C15
.BOARD OF COUNTY COMMISSIONERS
/ AGENDA ITEM SUMMARY
c0tr~
Meeting Date: November 20-21.2001
Division:
Community Services
Bulk Item: Yes ~ No
Department: Social Services/Nutrition
AGENDA ITEM WORDING:
Approval of Amendment #002 to OAA Contract #AA-129 (1/1/01-12/31/01) between the Alliance for
Aging and the County. .
ITEM BACKGROUND:
The purpose of this amendment is to increase the amount of the 2001 OAA Contract #AA-129 by an
additional grant award amount of $44,252.00. This includes $7,280 for Title III C-l (Congregate
Meals), $21,356.00 to Title III C-2 (Home-Delivered Meals), and $15,616.00 for Title III-B, In-Home
Services, (Support Services/Homemaking); and to revise fixed rates for some of the services under
contract.
PREVIOUS REVELANT BOCC ACTION:
Approval of Amendment #001 to 2001 OAA Contract #AA-129 and 2001 OAA Contract #AA-129
between the Alliance for Aging and Monroe County, effective January 1,2001.
CONTRACT/AGREEMENT CHANGES:
Additional grant award increases the total funding allocation for 2001 OAA Contract #AA-129 from
$400,00 to $444,252.00. Title C-I Congregate Meals increases from $112,000 to $119,280,
Title C-II, Home Bound Meals increases from $173,000 to $194,356 and Title III-B, Support Services
increases from $115,000 to $130,616. Also, in response to these changes the fixed rates for some of
the services have been revised. The total contract amount changes from $400,000 to $ 444,252.00.
STAFF RECOMMENDATIONS:
Approval
TOTAL COST: $ 444, ~52. 00 BUDGETED: Yes ---K- No
COST TO COUNTY: $ 76,965.25
REVENUE PRODUCING: Yes
No X
AMOUNTPERMONTH_ Year
DOCUMENTATION:
Included
Risk Management _X jj) . ~ .
APPROVED BY: County Atty --.K.- OMB/Purchasing-1L..
DIVISION DIRECTOR APPROVAL:
To Follow_
Not Required_
DISPOSITION:
AGENDA ITEM # /~/6
Revised 2/27/01
MONRqE COpNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract # Amendment #002 to OAA Contract #AA129
Contract with:Alliance for Aging. Inc. Effective Date:ll/20-11/21/01
Expiration Date: 12/31/0 1
Contract Purpose/Description:Approval of Amendment #002 to 2001 OAA Contract #AA-129
to increase total grant amount by additional award of $44.252 for a total Of $4 4 4 ,21ancreases
funds for Title III C-1 (Congregate Meals) by $7.820. Title III C-2. Homebound Meals by
$21,356. and Title III-B (In-Home Services, Support Services by $15,616.
Contract Manager:Louis La T OITe lj {~72 Social Services/Nutrition Program
(Name) {f'/'" (Ext.) (Department)
for BOCC meeting on 11/20-11/21/01
Agenda Deadline: 11/1/01
CONTRACT COSTS
Total Dollar Value of Contract: $444252 Current Year Portion: $444252
Budgeted? Yescgj No 0 Account Codes: _-_-_-_
Orant: $$444252 125-61531-530-490-0S0101 OA3C-l
County Match: $$76,965.25 125-61532-530-490-0S0102 OA3C-2
125-61530-530-490-0S0 100 OA3-B
ADDITIONAL COSTS
Estimated Ongoing Costs: $_/yr For:
(Not included in dollar value above) (eg. maintenance, utilities, ianitorial, salaries, etc.)
CONTRACT REVIEW
Division Director
Changes Q
Dat I Needed~ iewer
dlio/YeSONO I /'t~~.QJI ~ \ \ II /0 I
1'10'10\ YeSONo~QWc~ ~~ \\H01
\ 1\ -z-jol YesO Nog-' ~ 0, / iI,l~\ 0\
YesD NO[kl ~r. ./ 5/1 II IIO(
Date Out
Risk Management
O.M.B./Purchasing
County Attorney
Comments:
OMB Form Revised 9/11/95 MCP #2
Amendment 002
CONTRACt M-129
PAGE 1
THIS AMENDMENT, entered into between the Alliance for Aging, Inc. hereinafter referred to as the
"Alliance", and the Monroe County Board of Commissioners, amends contract AA-129.
The purpose of this amendment is to increase the total amount under contract by $44,252.00. The
funds awarded are non-recurring.
1. Section II, Contract Amount, is hereby amended to read:
To pay for contracted services according to the conditions of Attachment I in an amount not to exceed
$444,252.00 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. The costs of services paid
under any other contract or from any other source are not eligible for reimbursement under this
contract. The schedule of funds awarded to the provider pursuant to this contract is in state grants and
aids appropriations and consists of the following:
Program Title Year Funding Source CFDA# Fund
Amounts
Title 111-8 Support 2001 U.S. Department of Health 93.044 $130,616.00
Services and Human Services
Title III C-1
Congregate Meals 2001 " 93.045 $119,280.00
Title III C-2
Homebound Meals 2001 " 93.045 $194,356.00
TOTAL FUNDS CONTAINED IN THIS CONTRACT: $444,252.00
2. Section IV.A., Match, is hereby amended to read:
The recipient will assure a match requirement of at least 10 percent of the cost for all services. The
total match for this contract period will be at least $49,361.00. 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.
3. Attachment I, Section III, Paragraph D, Method of Payment, is hereby amended to read:
The Alliance shall make payment to the provider 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
Homemaker
Information
1 hour
episode
26.74199
37.897959
4,743.75
49
$126,856
$1,857
Amendment 002 CONTRACT AA-129 PAGE 2
Service to be Unit of Unit Maximum Maximum
Provided Service Rate Units Dollars
Referral episode 63.43333 30 $1,903
Congregate Meals 1 meal 6.173653 19,094 $117,881
Nutrition Education (C-1) episode 174.875 8 $1,399
Home Delivered Meals 1 meal 5.809313 33,269 $193,271
Nutrition Education (C-2) episode 542.50 2 $1,085
4. Attachment III, Budget Summary, is hereby amended and attached hereto.
5. This amendment shall begin on the date it has been signed by both parties.
All provisions in the contract and any 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 contract are hereby amended to conform with this amendment.
This amendment and all its attachments are hereby made a part of the contract.
IN WITNESS WHEREOF, the parties hereto have caused this 3 page amendment to be executed by
their undersigned officials as duly authorized.
PROVIDER: MONROE COUNTY
BOARD OF COMMISSIONERS
ALLIANCE FOR AGING, INC.
SIGNED BY:
SIGNED BY:
NAME:
NAME: KATE CALLAHAN. PH.D.
TITLE:
TITLE: PRESIDENT
DATE:
DATE:
FEDERAL 10 NUMBER:
59-6000749
PROVIDER FISCAL YEAR ENDING DATE:
09/30
Amendment 002
CONTRACT AA-129
PAGE 3
A TT ACHMENT 11/
BUDGET SUMMARY
2001 OAA BUDGET SUMMARY
f
Recipient:. Monroe County Board of Commissioners
Contract No. AA-129
Distribution of Award by Title
Federal Share
Title III-B
$130,616.00
Title I II C-1
$119,280.00
Title III C-2
$194,356.00
Title III-E
$0.00
Title III-F
$0.00
TOTAL FEDERAL AMOUNT
$444,252.00
. . .;- . -"
Amendment 001
CONTRACT AA-129
PAGE 1
THIS AMENDMENT, entered into between the Alliance for Aging, Inc. hereinafter referred to as the
"Alliance", and the Monroe County Board of Commissioners, amends contract AA-129.
The purpose of this amendment is to transfer $20,000.00 from Title III C-1 to Titles III C-2 and III-B, and
to revise fixed rates for some of the services under contract.
1. Section II, Contract Amount, is hereby amended to read:
To pay for contracted services according to the conditions of Attachment I in an amount not to exceed
$400,000.00 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. The costs of services paid
under any other contract or from any other source are not eligible for reimbursement under this
contract. The schedule of funds awarded to the provider pursuant to this contract is in state grants and
aids appropriations and consists of the following:
Program Title Year Funding Source CFDA# Fund
Amounts
Title 111-8 Support 2001 U.S. Department of Health 93.044 $115,000.00
Services and Human Services
Title III C-1
Congregate Meals 2001 " 93.045 $112,000.00
Title III C-2
Homebound Meals 2001 " 93.045 $173,000.00
TOTAL FUNDS CONTAINED IN THIS CONTRACT: $400,000.00
2. Attachment I, Section III, Paragraph D, Method of Payment, is hereby amended to read:
The Alliance shall make payment to the provider for provision of services up to a maximum number of
units of service and at the rate(s) stated below:
Service to be Unit of Unit Maximum Maximum
Provided Service Rate Units Dollars
Homemaker 1 hour 26.74199 4,159.75 $111,240
Information episode 37.897959 49 $1,857
Referral episode 63.43333 30 $1,903
Congregate Meals 1 meal 6.173653 17,915 $110,601
Nutrition Education (C-1) episode 174.875 8 $1,399
Home Delivered Meals 1 meal 5.809313 29,593 $171,915
Nutrition Education (C-2) episode 542.50 2 $1 ,085
f". ,
~/. . .... \
-J-. / 1-.....
)L ( ~L /. c' 'I ( - I t: / .
/ '--., . .- I, I ,'........^.' '_0 ~,"-..-' L
- '- ...- - -...-'--' ''''''''--
~
;: ',_ ';::;"'('~L---'). t
~ a(>~..d..-/~., ( ,{I
,r- .~~/ 1.-/ ......~' _/.~ ~,----.
/0/;7/0 I.
. .. - I,
Amendment 001
CONTRACT M-129
PAGE 2
3. Attachment III, Budget Summary, is hereby amended and attached hereto.
4. This amendment shall beg[n on the date it has been signed by both parties. .
All provisions in the contract and any 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 contract are hereby amended to conform with this amendment.
This amendment and all its attachments are hereby made a part of the contract.
IN WITNESS WHEREOF, the parties hereto have caused this 3 page amendment to be executed by
their undersigned officials as duly authorized.
PROVIDER: MONROE COUNTY
BOARD OF COMMISSIONERS
ALLIANCE FOR AGING, INC.
SIGNED BY:
SIGNED BY:
NAME:
NAME: KATE CALLAHAN. PH.D.
TITLE:
TITLE: PRESIDENT
DATE:
DATE:
FEDERAL 10 NUMBER:
59-6000749
PROVIDER FISCAL YEAR ENDING DATE:
09/30
. .. ./".,
Amendment 001
CONTRACT AA~129
PAGE 3
A TT ACHMENT III
BUDGET SUMMARY
2001 OAA BUDGET SUMMARY
Recipient: Monroe County Board of Commissioners
Contract No. AA-129
Distribution of Award by Title
Title 111-8
Federal Share
$115,000.00
Title III C-1
$112,000.00
Title III C-2
$173,000.00
Title III-E
$0.00
Title III-F
$0.00
TOTAL FEDERAL AMOUNT
$400,000.00
CLERK'S ORIGINAL.
.i
12/00
Contract Number AA-129
STANDARD CONTRACT
THIS CONTRACT is entered into between the Alliance for Aging, Inc., hereinafter referred to as the
"Alliance", and the Monroe C9unty Board of Commissioners, hereinafter 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 PA-129, 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
1. The provider 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.
2. A final receipt and expenditure report as a 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 which have not been 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.
II. The Alliance Agrees:
Contract Amount
To pay for contracted services according to the conditions of Attachment I in an amount not to
exceed $400,000.00, 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. 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 state grants
and aids appropriations and consist of the following:
1
. '
12/00
Contract Number AA-129
Program Title Year Funding Source CFDA# Fund Amounts
Title IIIB Support 2001 U.S. Dept. Of Health and 93.044 $100,000.00
Services Human Services
Title III C1 2001 " 93.045 $132,000.00
Congregate
Meals
Title III C2 Home 2001 " 93.045 $168,000.00
Delivered Meals
TOTAL FUNDS CONTAINED IN THIS $400,000.00
CONTRACT:
III. Recipient and Alliance Mutually Agree:
A. Effective Date:
1. This contract shall begin on January 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:
John L. Stokesberry
9500 S. Dadeland Boulevard, Suite 400
Miami, Florida 33156
305-670-6500
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) 292-4573
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.
2
12/00
Contract Number AA-129
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
IN WITNESS THEREOF, the parties hereto have caused this 17 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
AUT/IZED DESIGNEE
~~.?L xe-- K !q~k~d
'--. "'-'
NAME c,ecwJe. R. N",-,,:]"_'1 f--
TITLE: !vJ a. y () l/
/
DATE: d~ <? '7. '-00 ,
FEDER. . D NUMBER:
REC ISCAL YEAR END DATE:
Ie c .{V~
~(GB. ~~
o 1) ~
C;...CO ~\
(~ . ;
~ ~
L
~'.
,~
11".....0' ,
SIGNED/~,/) L:
BY. ~~ /C!.i::~ ",/J!! .-
/ '
"t\.\~ Ct\LL~-\-\-~'\ 7:>...1.. ~
NAMC. MAnTIN URR/\-. \\\.j) \:1;\, \.),
TITLE: PRESIDENT
DA TE: ;2/~/o/
.... / I
59-6000749
09/30
3
12/00
Contract Number AA-129
ATTACHMENT I
OLDER AMERICANS ACT
I. STATEMENT OF PURPOSE
The Older Americans Act (OM) Program is a federal program which provides assistance to older
persons.
II. SERVICES TO BE PROVIDED
A. Services:
The recipient's service application 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 as well as the manner in which the recipient will meet the
requirements of the Older Americans Act Amendments of 2000, as amended. In addition to
the foregoing, the recipient's service application must assure, if applicable, that case
management service options requirements are in compliance with the Older Americans Act
Amendments of 2000, a copy of which is attached hereto and incorporated herein as
EXHIBIT A to this ATTACHMENT I. If applicable, recipient must amend their service
application by March 1, 2001, to comply with the case management service option
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 service
application for calendar year 2001 of the and the draft Department of Elder Affairs Client
Services Manual dated 12/98. 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.
Ill. METHOD OF PAYMENT - FIXED RATE
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 II. All requests for payment and expenditure reports submitted to support
requests for payment shall be on DOEA forms 1 06A 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.
4
12/00
Contract Number AA-129
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.
D. The Alliance shall make payment to the recipient for a total dollar amount not to exceed
$400,000.00 subject to the availability of funds. Rates listed in Paragraph E are the Alliance's
share not to exceed 90% of the gross cost per unit of service.
E. 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 Unit of Unit Maximum Maximum
Provided Service Rate Units Dollars
Homemaker 1 hour 23.1294 4,289 $99,202
Information Episode 5.29412 85 $450
Referral Episode 5.19403 67 $348
Congregate Meals 1 meal 6.14675 21,356 $131,270
Nutrition Education (C-1) Episode 73.00 10 $730
Home Delivered Meals 1 meal 6.11013 27,312 $166,880
Nutrition Education (C-2) Episode 560.00 2 $1,120
F. If applicable, recipient will implement a Modified Spending Authority for these services,
WITHIN THE RESPECTIVE TITLES, with the exception of Screening and Assessment.
Provider projects a number of units of service and amount of funds per service and determines
a rate of service.
These figures are only a projection, with the exception of Screening and Assessment.
recipient is to provide service based on consumer's service plans and will not be restricted to
providing the services as projected. Additional budget revisions/contract amendments will not
be required to move funding among these services, with the exception of Screening and
Assessment. Total Contract Amount cannot be exceeded.
G. 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 ATTACHMENT II 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.
H. 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
5
12/00
Contract Number AA-129
must be refunded to the Alliance along with the final receipt and expenditure report.
I. 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.
J. The recipient agrees to implement the distribution of funds as detailed in the service
application and the Budget Summary, ATTACHMENT III to this contract. Any changes in the
amounts of federal funds identified on the Budget Summary form require a contract
amendment.
K. 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 or by October 5, 2001. The
Department of Elder Affairs will obtain the remaining Report sections from the Client
Information, Registration and Tracking System (CIRTS).
IV. SPECIAL PROVISIONS
A. Match
The recipient will assure a match requirement of at least $44,444.00 of the cost for all
services. The recipient's match will be made in the form of cash and/or in kind resources. At
the end of the contract period, all Older Americans Act funds expended must be properly
matched.
B. Consumer Contribution 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. 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 (including an
administrative cost) incurred by the recipient to carry out a contract or commercial relationship
that is not carried out to implement Title III.
6
12/00
Contract Number AA-129
D. 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 Alliance.
E. Prioritization for Service Delivery
The recipient shall develop and implement policies and procedures consistent with Older
Americans Act targeting criteria.
F. Information and Referral
The recipient will ensure, as applicable, adherence by December 31,2001, to the Standards
for Professional Information & Referral. published by the Alliance of Information & Referral
Systems, copyright 2000, ATTACHMENT IV to this contract. These standards are the
foundation for Alliance for Information & Referral Systems (AIRS) national accreditation.
7
12/00
Contract Number AA-129
EXHIBIT A TO A TT ACHMENT I
OLDER AMERICANS ACT PROGRAM
SEC. 305. AREA PLANS.
(a) IN GENERAL- Section 306(a) of the Older Americans Act of 1965 (42 U.S.C. 3026(a)) is
amended--
(1) in paragraph (1), by inserting 'and older individuals residing in rural areas' after 'low-income
minority individuals' in each place it appears;
(2) in paragraph (2)--
(A) in the matter preceding subparagraph (A), by striking 'section 307(a)(22)' and inserting
'section 307(a)(2)';
(B) in subparagraph (B), by striking 'services (homemaker' and all that follows through
'maintenance, and' and inserting 'services, including'; and(C) in the matter following
subparagraph (C), by striking 'and specify annually in such plan, as submitted or as amended,'
and inserting 'and assurances that the area agency on aging will report annually to the State
agency';
(3) in paragraph (3)(A), by striking 'paragraph (6)(E)(ii)' and inserting 'paragraph (6)(C)';
(4)(A) by striking paragraph (4); and
(B) by,redesignating paragraph (5) as paragraph (4);
(6) in paragraph (4)(A)(ii) (as redesignated) by inserting 'and older individuals residing in rural
areas' after 'low-income minority individuals' each place it appears;
(7) in paragraph (4)(8)(i) (as redesignated) by inserting 'and older individuals residing in rural
areas' after 'low-income minority individuals' each place it appears;
(8) in paragraph (4)(C) (as redesignated) by inserting 'and older individuals residing in rural areas'
after 'low-income minority older individuals';
(9) by inserting after paragraph (4) (as redesignated by paragraph (3)) the following:
'(5) provide assurances that the area agency on aging will coordinate planning, identification,
assessment of needs, and provision of services for older individuals with disabilities, with
particular attention to individuals with'severe disabilities, with agencies that develop or provide
services for individuals with disabilities;';
(10) in paragraph (6)--
(A) by striking subparagraphs (A), (B), (G), (I), (J), (K), (L), (0), (P), (Q), (R), and (S);
8
12/00
Contract Number AA-129
(B) by redesignating subparagraphs (C), (D), (E), (F), (H), (M), and (N) as subparagraphs (A),
(B), (C), (0), (E), (F), and (G), respectively;
(C) in subparagraph (C) (as redesignated by subparagraph (B)), by striking 'or adults' and
inserting', assistance to older individuals caring for relatives who are children';
(D) in subparagraph (D) (as redesignated by subparagraph (B)), by inserting 'and older
individuals residing in rural areas' after 'minority individuals'; and
(E) in subparagraph (F) (as redesignated by subparagraph (B)), by adding 'and' after the
semicolon;
(11) by striking paragraphs (7) through (13) and inserting the following:
'(7) provide that the area agency on aging will facilitate the coordination of community-based,
long-term care services designed to enable older individuals to remain in their homes, by means
including--
'(A) development of case management services as a component of the long-term care
services, consistent with the requirements of paragraph (8);
'(B) involvement of long-term care providers in the coordination of such services; and
'(C) increasing community awareness of and involvement in addressing the needs of residents
of long-term care facilities;
'(8) prbvjde that case management services provided under this title through the area agency on
aging will-- .
'(A) not duplicate case management services provided through other Federal and State
programs;
'(B) be coordinated with services described in subparagraph (A); and
'(C) be provided by a public agency or a nonprofit private agency that--
'(i) gives each older individual seeking services under this title a list of agencies that
provide similar services within the jurisdiction of the area agency on aging;
'(ii) gives each individual described in clause (i) a statement specifying that the
individual has a right to make an independent choice of service providers and
documents receipt by such individual of such statement;
'(iii) has case managers acting as agents for the individuals receiving the services and
not as promoters for the agency providing such services; or
9
12/00
Contract Number AA-129
'(iv) is located in a rural area and obtains a waiver of the requirements described in
clauses (i) through (iii);
'(9) provide assurances that the area agency on aging, in carrying out the State Long-Term Care
Ombudsman program under section 307(a)(9), will expend not less than the total amount of funds
appropriated under this Act and expended by the agency in fiscal year 2000 in carrying out such a
program under this title;
. (10) provide a grievance procedure for older individuals who are dissatisfied with or denied
services under this title;
'(11) provide information and assurances concerning services to older individuals who are Native
Americans (referred to in this paragraph as 'older Native Americans' ), including--
'(A) information concerning whether there is a significant population of older Native Americans
in the planning and service area and if so, an assurance that the area agency on aging will
pursue activities, including outreach, to increase access of those older Native Americans to
programs and benefits provided under this title;
'(B) an assurance that the area agency on aging will, to the maximum extent practicable,
coordinate the services the agency provides under this title with services provided under title
VI; and
'(C) an assurance that the area agency on aging will make services under the area plan
available, to the same extent as such services are available to older individuals within the
pla'rll'}ing and service area, to older Native Americans; and
'( 12) provide that the area agency on aging will establish procedures for coordination of services
with entities conducting other Federal or federally assisted programs for older individuals at the
local level, with particular emphasis on entities conducting programs described in section 203(b)
within the planning and service area.';
(12) by redesignating paragraph (14) as paragraph (13);
(13) by inserting after paragraph (13) (as redesignated by paragraph (7)) the following:
'(14) provide assurances that funds received under this title will not be used to pay any part of a
cost (including an administrative cost) incurred by the area agency on aging to carry out a
contract or commercial relationship that is not carried out to implement this title; and
. (15) provide assurances that preference in receiving services under this title will not be given by
the area agency on aging to particular older individuals as a result of a contract or commercial
relationship that is not carried out to implement this title.'; and
(14) by striking paragraphs (17) through (20).
10
12/00
Contract Number AA-129
(b) WAIVERS- Section 306(b) of the Older Americans Act of 1965 (42 U.S.C. 3026(b)) is amended--
(1) in paragraph (1), by striking '(1)' and inserting before the period 'and had conducted a timely
public hearing upon request'; and
(2) by striking paragraph (2).
11
Report
Number
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
Legend:
Note # 1 :
Note # 2:
Note # 3:
12/00
Contract Number AA-129
ATTACHMENT II
CONTRACT REPORT CALENDAR
ADVANCE BASIS CONTRACT
TITLE III
Month
Submit to
Alliance on
This Date
Based On
January
February
March
April
May
June
July
August
September
October
November
December
Advance*
Advance*
January Expenditure Report
February Expenditure Report
March Expenditure Report
April Expenditure Report
May Expenditure Report
June Expenditure Report
July Expenditure Report
August Expenditure Report
September Expenditure Report
October Expenditure Report
November Expenditure Report
December Expenditure Report
Final Payment Request
Closeout Package
January 1
January 1
February 5
March 5
April 5
May 5
June 5
July 5
August 5
September 5
October 5
November 5
December 5
January 5
February 14
February 29
*
Advance based on projected cash need.
Submission of expenditure reports mayor may not generate a payment request. If
closeout report reflects funds due back to the Alliance, payment is to accompany the
report.
Reports #1 and #2 for Advance Basis Contracts cannot be submitted to the Alliance until
the contract with the Alliance has been executed.
A final payment request may be submitted to the Alliance by the provider up to 45 days
after the contract has ended.
The last two months of the provider's fiscal reports covering actual expenditures should
reflect an adjustment repaying advances for the first two months of the contract.
12
12/00
Contract Number AA-129
ATTACHMENT III
BUDGET SUMMARY
2001 OAA BUDGET SUMMARY
Recipient: Monroe County Board of Commissioners
Contract No. AA-129
Distribution of Award by Title
Title III-B
Federal Share
$100,000.00
Title III C-1
$132,000.00
Title III C-2
$168,000.00
Title III-D
$0.00
Title III-F
$0.00
TOTAL FEDERAL AMOUNT
$400,000.00
13
12/00
Contract Number AA-129
ATTACHMENT IV
OLDER AMERICANS ACT PROGRAM
SUMMARY OF STANDARDS FOR PROFESSIONAL
INFORMATION & REFERRAL
I. SERVICE DELIVERY
Standard 1: Information Provision
The I & R service shall provide information to inquirer in response to a direct request for such
information. Information can range from a limited response (such as organization's name,
telephone number, and address) to detailed data about community service systems (such as
explaining how a group intake system works for a particular agency), agency policies, and
procedures for application.
Standard 2: Referral Provision
The I & R service shall provide information and referral services in which the inquirer has one-
to-one, human contact with an I & R specialist. The referral process consists of assessing the
needs of the inquirer, identifying appropriate resources, assessing appropriate response
modes, indicating organizations capable of meeting those needs, providing enough
information about each organization to help inquirers make an informed choice, helping
inquirers for whom services are unavailable by locating alternative resources, and, when
necessary, actively participating in linking the inquirer to needed services.
Standard 3: Advocacyllntervention
The I & R service shall offer advocacy to ensure that people receive the benefits and services
to which they are entitled and that organizations within the established service delivery system
meet the collective needs of the community. For purposes of these standards, "advocacy"
does not include legislative advocacy (lobbying). All advocacy effort shall be consistent with
policies established by the governing body of the I & R service and shall proceed only with the
permission of the inquirer.
Standard 4: Follow- Up
The I & R service shall have a written policy which addresses the conditions under which
follow-up must be conducted. The policy shall mandate follow-up with inquiries in
endangerment situations and in situations where the specialist believes that the inquirer does
not have the necessary capacity to follow through and resolve his or her problem; and must
specify a percentage of other inquiries for which follow-up is required. Additional assistance in
locating or using services may be necessary.
14
1 2/00
Contract Number AA-129
II. RESOURCE DATABASE
Standard 5: Inclusion! Exclusion Criteria
The I & R service shall develop criteria for the inclusion or exclusion of agencies and programs
in the resource database. These criteria shall be uniformly applied and published so that staff
and the public will be aware of the scope and limitations of the database.
Standards 6: Data Elements
A standardized profile shall be developed for each organization that is part of the local
community service delivery system or other geographic area covered by the I & R service.
Standard 7: Indexing the Resource Database! Search Methods
Information in the resource database shall be indexed and accessible in ways that support the
I & R process.
Standard 8: Classification System (Taxonomy)
The I & R service shall use a standard service classification system to facilitate retrieval of
community resource information, to increase the reliability of planning data, to make
evaluation processes consistent and reliable, and to facilitate national comparisons of data.
Additional classification structures such as keywords may supplement the Taxonomy.
Staridard 9: Database Maintenance
The resource database shall be updated through continuous revision or at intervals sufficiently
frequent to ensure accuracy of information and comprehensiveness of its contents.
III. REPORTS AND MEASURE
Standard 10: Inquirer Data Collection
The I & R service shall establish and use a system for collecting and organizing inquirer data
which facilitates appropriate referrals and provides a basis for describing requests for service,
identifying service gaps and overlaps, assisting with needs assessments, supporting the
development of products, identifying issues for staff training and facilitating the development of
the resource information system. Inquirer data includes information gathered during follow-up
as well as that acquired during the original contact.
Standard 11: Data Analysis and Reporting
The I & R service shall develop reports using inquirer data and/or data from the resource
database to support community planning activities (or planning at other levels), internal
15
12/00
Contract Number AA-129
analysis and advocacy.
IV. COOPERA TIVE RELATIONSHIPS
Standard 12: Cooperative Relationships within the Local I & R System
In communities which have a multiplicity of comprehensive and specialized I & R providers,
the I & R service shall develop cooperative working relationships to build a coordinated I & R
system which ensures broad access to information and referral services, maximizes the
utilization of existing I & R resources, avoids duplication of effort and encourages seamless
access to community resource information. I & R services within the system may choose to be
"full service" programs performing all necessary I & R functions within their designated service
area; or may prefer to partner with one or more I & R services to share those functions. (e.g.,
one I & R service might build and maintain the resource database and another might assume
responsibility for service delivery.)
Standard 13: Cooperative relationships within the Local Service Delivery System
The I & R service shall strive to develop cooperative working relationships with local service
providers to build an integrated service delivery system which ensures broad access to
community services, maximizes the utilization of existing resources, avoids duplication of effort
and gaps in services, and facilitates the ability of people who need services to easily find the
most appropriate provider.
Standard 14: Coooerative Relationships Among Local. State or Provincial. Regional.
National. and International I & R Providers
Comprehensive and specialized I & R services at all geographic levels (local, state/provincial,
regional, national and international) shall strive to develop formal and informal working
relationships with the objective of broadening the availability of information and referral to all
inquirers, facilitating access to appropriate resources regardless of their origin and/or location,
avoiding duplication of effort and funding, expanding the effectiveness of social analysis with
more global information about needs and services, and augmenting the impact of advocacy
efforts through coordination, where possible.
Standard 15: Participation in State or Provincial. Regional. National. and International I
& R Associations
The I & R service shall strive to strengthen state or provincial, regional, national, and
international I & R networks by becoming active in planning, program development, advocacy,
training, and other efforts at these levels.
V. ORGANIZA TJONAL REQUIREMENTS
Standard 16: Governance
16