Item C13
AGENDA ITEM SUMMARY
~~
LOUIS LATORRE
BOARD OF COUNTY COMMISSIONERS
Meeting Date: 12/18-12/1 9/0 I
Division: Community Services
Bulk Item: Yes ---X- No
Department: Social Services/Nutrition
AGENDA ITEM WORDING:
Approval of USDA Rate Agreement Contract #US-251 between the Alliance for Aging and the
Monroe County Nutrition Program.
ITEM BACKGROUND:
The USDA Rate Agreement reimburses the Monroe County Nutrition Program for meals provided to
senior clients over 60 years old in the county who receive meals at the Congregate Nutrition Sites or
home-delivered meals.
PREVIOUS REVELANT BOCC ACTION:
USDA Rate Agreement, US-151 approved on 9/20/01.
CONTRACT/AGREEMENT CHANGES:
Changes amount of previous contract from $27,351.00 to $27,756.
STAFF RECOMMENDATIONS:
Approval
TOTAL COST: $27.756 BUDGETED: Yes ~ No
COST TO COUNTY: Reimbursed
REVENUE PRODUCING: Yes
Nol AMOUNT PER MONTH_ Year
APPROVED BY: County Atty _ OMBlPurchasing _ Risk Management ';;. R .
DOCUMENTATION:
Included X
Not Required_
AGENDA ITEM # / - C I]
DIVISION DIRECTOR APPROVAL:
DISPOSITION:
Revised 2/27/0 I
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #USDA Rate Agreement #US-25I
Contract with:Alliance for Aging. Inc. Effective Date: 1 0/1/01
Expiration Date:9/30/02
Contract Purpose/Description:Reimburses the Monroe County Nutrition Program for Meals
Served.for Congregate and Home-Delivered Program Clients.
Contract Manager:Louis LaTorre /} I~ ~72 Social ServiceslNutrition Program
(Name)f~rI (Ext.) (Department)
for BOCC meeting on 12/18-12/19/01 Agenda Deadline: 12/4/01
CONTRACT COSTS
Total Dollar Value of Contract: $27.756.00
Budgeted? YesC8J No D Account Codes:
Grant: $
County Match: $-0-
Current Year Portion: $
125-61531-331-620-
125-61532-331-620-
- - -
----
ADDITIONAL COSTS
Estimated Ongoing Costs: $_/yr For:
(Not included in dollar value above) (eg. maintenance, utilities, ianitorial, salaries, etc.)
- - -
----
CONTRACT REVIEW
Changes
Date In Needed...---...........---- ~ Rey;iYfer \)
Division Director \\/~Jol YesD No~ -zr'\^(J -VJLa,C' 'jJ. .
Risk Management 12 \n'{-)u \ YesD Nog C\.W e\-~ R~~'-.l",,-
O.M.B./Purchasing \ \ l~")li)t YesD NoB-' ~
County Attorney YesD NoD ~ ~ee Attached
Date Out
ll/"&J!t;>(
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Comments:
OMB Form Revised 9/] 1/95 MCP #2
Contract Number US-251
UNITED STATES DEPARTMENT OF AGRICULTURE CONTRACT
2001-2002
THIS CONTRACT is entered into between the Alliance for Aging, Inc., hereinafter referred to as
the "Alliance", and Monroe County 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 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 contract.
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 30
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 $27,756.00, 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 and 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 state grants and
aids appropriations and consist of the following:
1
Contract Number US-251
Program Title Year Funding Source CFDA# Fund Amounts
Nutrition Program for 2001-2002 USDA 10.570 $27,756.00
the Elderly (NPE)
TOTAL FUNDS CONTAINED IN THIS $27,756.00
CONTRACT:
III. Recipient and Alliance Mutually Agree:
A. Effective Date:
1. This contract shall begin on October 1, 2001.
2. Delivery of services shall end on September 30, 2002. This contract shall end on
January 31,2003. See Attachment I, Section III.C.
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
2. The name, address, and telephone number of the representative of the recipient
responsible for administration of the program under this contract is:
Louis LaTorre
Gato Building - 1100 Simonton Street
Key West, Florida 33040
(305) 292-4573
2
Contract Number US-251
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
Gato Building - 1100 Simonton Street
Key West, Florida 33040
IN WITNESS THEREOF, the parties hereto have caused this 5 page contract to be executed by their
undersigned officials as duly authorized.
PROVI DER:
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 ID NUMBER:
RECIPIENT FISCAL YEAR END DATE:
59-6000749
09/30
3
nATF
Contract Number US-251
ATTACHMENT I
UNITED STATES DEPARTMENT OF AGRICULTURE
i. STATEMENT OF PURPOSE
The United States Department of Agriculture program provides reimbursement for the purchase of
United States produced agricultural and other food commodities for use in nutrition projects operating
under approved Older Americans Act Title III contracts.
II. SERVICES TO BE PROVIDED
A. Services:
Upon receipt of a prior authorization for services from Alliance staff, to provide the following
services: The purchase of United States produced agricultural and other food commodities
for use in nutrition projects operating under approved Title 11/ contracts for nutrition
services with the recipient. Prior authorization for these services will be provided by the Alliance
or its designee.
B. Manner of Service Provision:
The services will be provided in a manner consistent with the Department of Elder Affairs Client
Services Manual dated 12/98. In the event the manual is revised, the contract will incorporate any
such revision and the recipient will be given a copy of the revision.
III. METHOD OF PAYMENT - FIXED RATE
A. 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 stated below:
Service to be Provided Units of Services
Eligible Congregate
and Home Delivered Meals 1 unit = 1 meal
Unit Rate
Maximum Units
0.53
52,370
The prospective rate is based on the estimated USDA grant award.
B. All requests for reimbursement shall be in accordance with USDA policy regarding reimbursable
meals and Client Information Registration and Tracking System (CIRTS) policy regarding data
entry for USDA reimbursable meals. All requests for reimbursement shall include:
1. The request for reimbursement shall be submitted on DOEA Form 117, Request for
Reimbursement, USDA Cash-In-Lieu of Commodities.
2. DOEA Form 118, PSA/Recipient Monthly Meals Report must be submitted with the request
for reimbursement.
4
Contract Number US-251
3. A CIRTS report must be submitted with DOEA Forms 117 and 118 as supporting
documentation for the total number of meals reported. The CIRTS report must match the
number of meals reported on DOEA Form 118.
4. Duplication or replication of the DOEA forms 117 and 118 via data processing equipment is
permissible but replication must include all data elements in the same format as included on
the departmental forms.
5. The due date for the request for reimbursement and report(s) shall be no later than the 10th
day of the month following the month being reported.
C. This contract is for services provided during the 2002 Federal Fiscal year beginning October 1,
2001 through September 30, 2002. The additional four months (October 1, 2002 through January
31, 2003) are to allow rates to be adjusted for the twelve month service period. Retrospective
rates will be based on the final USDA grant award divided by the total USDA eligible meals
reported in Florida. This contract shall automatically terminate after the final rate for the federal
fiscal year has been established and the release of final payments are authorized by the
department.
D. In the event that the final reimbursement rate is greater or less than the rate in Section III, A., then
this contract shall be appropriately adjusted and the final rate shall be effective for the entire
contract period upon notice from the contract manager.
E. Any payment due by the Alliance under the terms of this rate agreement 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.
IV. SPECIAL PROVISIONS
A. State Laws and Regulations
1. The recipient agrees to comply with applicable parts of the Florida Statutes, Rule 58A-1,
Florida Administrative Code and the Department of Elder Affairs Client Services Manual dated
12/98.
2. The Alliance and recipient agree to provide the services and implement the provisions of this
rate agreement in accordance with the Federal, State and Local laws, rules, regulations and
policies that pertain to USDA cash payments and Older Americans Act program.
5
CLERK'S ORIGINAL
Rate Agreement Number US-1 51
STANDARD RATE AGREEMENT
2000-2001
Monroe Countv Board of Commissioners
(Provider Name)
THIS CONTRACT is entered into between the Alliance for Aging, Inc., hereinafter referred to
as the "Alliance", and the Monroe County Board of Commissioners, hereinafter referred to as
the "provider". This contract is subject to all provisions contained in the MASTER
AGREEMENT executed between the Alliance and the Provider, Agreement No. PA-129, and
its successor, incorporated herein by reference.
The parties agree:
I. Provider 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-L of this agreement.
B. Requirements of Section 287.058, Florida Statutes:
These requirements are herein incorporated by reference.
C. Final Request for Payment
The provider must submit the final request for payment to the Alliance no more than
30 days after the contract ends or is terminated; if the provider 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 rate agreement
may be withheld until all reports due from the provider, 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 $27,351.00, 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 rate agreement. The schedule of funds
awarded to the provider pursuant to this rate agreement is in state grants and aids
appropriations and consists of the following:
1
Rate Agreement Number US-1 51
Program Title Year Funding Source CFDA# Fund Amounts
~
Nutrition Program 2000-2001 USDA 10.570 $27,351.00
for the Elderly (NPE)
TOTAL FUNDS CONTAINED IN THIS $27,351.00
CONTRACT:
III. Provider and Alliance Mutually Agree:
A. Effective Date:
1. This rate agreement shall begin on October 1, 2000 or on the date the contract has
been signed by both parties, whichever is later.
2. This rate agreement shall end on September 30, 2002.
B. Termination, Suspension and/or Enforcement
The causes and remedies for termination or suspension of this rate agreement 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 rate agreement is:
John L. Stokes berry
Alliance for Aging, Inc.
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 provider
responsible for administration of the program under this rate agreement is:
Louis La Torre
Monroe County Board of Commissioners
5100 College Road - Wing III
Key West, Florida 33040
(305) 292-4573
2
Rate Agreement Number US-1 51
3. In the event different representatives are designated by either party after execution of this
rate agreement, notice of the name and address of the new representativ~e will be
rendered in writing to the other party and said notification attached to originals of this rate
agreement.
4. The name (provider name as shown on page 1 of this rate agreement) 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 -L page rate agreement to be executed
by their undersigned officials as duly authorized.
PROVIDER:
MONROE COUNTY BOARD OF
COMMISSIONERS
ALLIANCE FOR AGING, INC. FOR
DADE AND MONROE COUNTIES
BOARD PRESIDENT OR
AUTHO 'ZED DESIGNEE
NAME: a<:oJ <<- f( tJ" ":.T'~
TITLE: (V\ A ~ t e-. r:. '" r ~
DATE: 9/2-/),/ o-iJ
FEDERAL 10 NUMBER: 59-6000749
PROVIDER FISCAL YEAR END DATE: 09/30
)) ~~~NED~f ~
NAME: MARTY URRA
TITLE: PRESIDENT
DATE: ! ~ - ( f ~ tJ 0
,
3
Rate Agreement Number US-151
UNITED STATES DEPARTMENT OF AGRICULTURE
A TT ACHMENT I
I. STATEMENT OF PURPOSE
The United States Department of Agriculture program provides reimbursement for the purchase
of United States produced agricultural and other food commodities for use in nutrition projects
operating under approved Older Americans Act Title "' contracts.
II. SERVICES TO BE PROVIDED
A. Services:
Upon receipt of a prior authorization for services from Alliance staff, it is the provider's
responsibility to provide the following services: The purchase of United States produced
agricultural and other food commodities for use in nutrition projects operating under approved
Title III contracts for nutrition services with the provider. Prior authorization for these
services will be provided by the Alliance or its designee.
B. Manner of Service Provision:
The services will be provided in a manner consistent with the Department of Elder Affairs
Client Services Manual. In the event the manual is revised, the rate agreement will
incorporate any such revision and the provider will be given a copy of the revision.
III. METHOD OF PAYMENT - FIXED RATE
A. 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 stated below:
Service to be Provided
Eligible Congregate
and Home Delivered
Units of Services
Unit Rate
Maximum Units
Meals
1 unit = 1 meal
0.5404
50,613
B. All requests for reimbursement shall be submitted on DOEA Form 117, Request for
Reimbursement, USDA Cash-In-Lieu of Commodities. DOEA Form 118, PSA/Provider Monthly
Meals Report must be submitted with the request for reimbursement. DOEA Form 119,
USDA Commodities, Supplemental Report, must be submitted with the request for
reimbursement when the provider utilizes USDA commodities. Duplication or replication of
the forms via data processing equipment is permissible but replication must include all data
elements in the same format as included on the departmental forms. The due date for the
request for reimbursement and report(s) shall be no later than the 10th day of the month
fol/owing the month being reported.
4
Rate Agreement Number US-151
UNITED STATES DEPARTMENT OF AGRICULTURE
C. In the event that the final reimbursement rate established by the United States Department
of Agriculture (USDA) is greater or less than the rate in Section Ill, C.1., then this rate
agreement shall be appropriately adjusted and the final rate shall be effective for the entire
rate agreement period.
ATTACHMENT I
D. This rate agreement is for services provided during the 2001 Federal Fiscal year beginning
October 1, 2000 through September 30, 2001. The additional twelve months (October 1,
2001 through September 30, 2002) are to allow rates to be adjusted for the twelve month
service period. Rate adjustments will be based on the final reimbursement rate established
by the USDA. This rate agreement shall automatically terminate after the final rate for the
federal fiscal year has been established and the release of final payments are authorized by
the Alliance.
E. Any payment due by the Alliance under the terms of this rate agreement may be withheld
pending the receipt and approval by the Alliance of all financial and programmatic reports due
from the provider and any adjustments thereto.
IV. SPECIAL PROVISIONS
A. State Laws and Regulations
,. The provider agrees to comply with applicable parts of the Florida Statutes, Rule S8A-',
Florida Administrative Code and the Department of Elder Affairs Client Services Manual.
2. The Alliance and provider agree to provide the services and implement the provisions of
this rate agreement in accordance with the Federal, State and Local laws, rules,
regulations and policies that pertain to USDA cash payments and Older Americans Act
program.
B. Outcome Achievement
1. The Alliance will assign the provider legislatively approved outcome measures.
2. The Alliance wiil track outcome achievement on a monthly basis. Technical assistance
will be provided to service providers when achievement levels drop 1 % or more from the
assigned outcome measures. Corrective action will be required specifying actions the
providers will take to bring achievement levels up to assigned amount if achievement
drops 2 % or more.
5