Item C13
BOARD OF COUNTY COMMISSIONERS
7i?d:.
LOUIS LATORRE
AGENDA ITEM SUMMARY
Meeting Date: 2/13-2/14/02
Division: Community Services
Bulk Item: Yes ~
No
Department: Social Services/Nutrition
AGENDA ITEM WORDING:
Approval of2002 OAA (Older Americans' Act) Contract #AA-229 (111/02-12131/02) between the
Alliance for Aging and the County.
ITEM BACKGROUND:
The OAA contract provides funding for Nutrition and In-Home Services' ongoing grant programs to
ensure the nutritional health, cleanliness, and well being of elders and their caregivers in Monroe
County and help them remain in their communities and homes and avoid institutionalization.
PREVIOUS REVELANT BOCC ACTION:
Approval of Older American's Act Contract #AA-129, and related amendments for the year 2001.
CONTRACT/AGREEMENT CHANGES:
$38,103.00 increase in funding for addition of grant money for Title III E Services for respite care
services provided by the In-Home Services Program.
ST AFF RECOMMENDATIONS:
Approval
TOTAL COST:$438.103.00 BUDGETED: Yes -1L No
Increase of$38, 103.00 over last year for new Title III E Program for Respite Care. Other allocations
for Title III-Be Support Services ($ I 00,000), Title III C- I Congregate Meals ($ 132,000), and Title III
C-2, Home Delivered Meals ($168,000) remained the same.
COST TO COUNTY:$88.539.00
(Increase of$9,565.05 over last year due to grant increase.)
REVENUE PRODUCING: Yes
No -X AMOUNT PER MONTH_ Year
DOCUMENT A TION:
Included X
To Follow_ Not Required
AGENDAITEM# /-~ /d
APPROVED BY: County Atty _
DIVISION DIRECTOR APPROVAL:
DISPOSITION:
Revised 2/27/0 I
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #AA-229
Contract with:Alliance for Aging. Inc. Effective Date: 1/1/02
Expiration Date: 12/31/02
Contract Purpose/Description:Approval of Older Americans' Act Contract #AA-229 between
the Alliance for Aging. Inc. and the Monroe County Board of County Commissioners. Contract
will provide for a total of$438. 103. Apprioriates. $100.000 for In-Home Services. Title III-B
Support Services Program. $ I 32.000 for Nutrition Program Title III C- I. Congregate Meals.
$168.000 for Title III C-2 Home-Delivered Meals. and $38.103.00 for In-Home Services Title
III-E Respite Services.
Contract Manager:Louis LaTorre ~ ~
(Name) r",.,' (Ext.)
Social Services/Nutrition Program
(Department)
for BOCC meeting on 2/13-2/14//02
Agenda Deadline: 1/29/02
CONTRACT COSTS
Total Dollar Value of Contract: $438.103.00 Current Year Portion: $438.103.00
Budgeted? Yes~ No 0 Account Codes: 125-61530-530-490-GS0100- OAA 3-B-
Grant: $444.252 125-61531-530-490-GSOI01- OAA 3C-l
County Match: $88.539.00 125-61532-530-490-GSOI02 - OAA 3C-2
125-61534-530-490-GS0104 - OAA3-E
ADDITIONAL COSTS
Estimated Ongoing Costs: $_/yr For:
(Not included in dollar value above) (eg. maintenance, utilities, ianitorial, salaries, etc.)
CONTRACT REVIEW
Division Director
Changes
Date In Needed
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Risk Management
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County Attorney
Comments:
OMB Fonn Revised 9/ll/95 Mep #2
12/01
Contract Number AA-229
OLDER AMERICANS ACT STANDARD FIXED RATE CONTRACT- 2002
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 "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. 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
$438,103.00, 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 State of Florida
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:
Program Title Year Funding Source CFDA# Fund Amounts
Title 1118 Support 2002 U.S. Dept. Of Health and 93.044 $100,000.00
Services Human Services
Title III C1 2002 " 93.045 $132,000.00
Congregate Meals
Title III C2 Home 2002 " 93.045 $168,000.00
Delivered Meals
Title III E Services 2002 " 93.052 $38,103.00
TOTAL FUNDS CONTAINED IN THIS $438,103.00
CONTRACT:
1
12/01
Contract Number AA-229
III. Recipient and Alliance Mutually Agree:
A. Effective Date:
1. This contract shall begin on January 1, 2002 or on the date the contract has been signed by both
parties, whichever is later.
2. This contract shall end on December 31, 2002.
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. Recipient Responsibility:
Notwithstanding the pass-through language contained in Section I.S.1. of the Master Agreement, the
recipient maintains responsibility for the performance of all subrecipients and vendors in accordance with
all applicable federal and state laws.
D. 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, M.S.
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 contract is:
Louis LaTorre
Gato Building - 1100 Simonton Street
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.
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
2
12/01
Contract Number M-229
IN WITNESS THEREOF, the parties hereto have caused this 12 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:
TITLE:
NAME: STEVEN WEISBERG, M.S.
TITLE: PRESIDENT/CEO
DATE:
DATE:
FEDERAL 10 NUMBER:
RECIPIENT FISCAL YEAR END DATE:
59-6000749
09/30
3
12/01
Contract Number AA-229
ATTACHMENT I
OLDER AMERICANS ACT
I. STATEMENT OF PURPOSE
The Older Americans Act (OAA) Program is a federal program which provides assistance to older persons
and caregivers.
II. SERVICES TO BE PROVIDED
A. Services:
The recipient's service application for the calendar year 2002, 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 manner in which the recipient will meet the
requirements of the Older Americans Act as amended in 2000.
B. Manner of Service Provision:
The services will be provided in a manner consistent with and described in the recipient's service
provider application for the calendar year 2002, the draft Department of Elder Affairs Client Services
Manual dated 12/98, the Department of Elder Affairs National Family Caregiver Support Program
Guidelines, 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 or guidelines
are 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. The method of payment in this contract includes advances, cost reimbursement and/or fixed price for
some Title III E services and fixed rate for all other services. The recipient must ensure all costs and
fixed rates include only those costs which are in accordance with all applicable state and federal
statutes and regulations and are based on historical costs and audited historical costs when
applicable. 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 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.
D. The Alliance shall make payment to the recipient for a total dollar amount not to exceed
$438,103.00, 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.
4
12/01
Contract Number AA-229
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 30.047204 3,328 $100,000
Congregate Meals 1 meal 6.839863 19,015 $130,060
Nutrition Education (C-1) Episode 194.00 10 $1 ,940
Home Delivered Meals 1 meal 5.8674707 28,439 $166,865
Nutrition Education (C-2) Episode 567.75 2 $1,135
In-Home Respite (3E) 1 hour 28.182692 1,352 $38,103
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. The recipient may request a monthly advance for each of the first two months of the contract period,
based on immediate anticipated cash needs. Detailed documentation justifying cash needs for
advances must be submitted with the signed contract, approved by the Alliance, and maintained in the
contract manager's file. For profit organizations cannot receive advance funds. 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 invoices is
A TT ACHMENT 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 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 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, including any disallowance not resolved as outlined in Section I.T. of the Master
Agreement.
J. The recipient agrees to implement the distribution of funds as detailed in the service application and
the Budget Summary, A TT ACHMENT III to this contract. Any changes in the amounts of federal funds
identified on the Budget Summary form require a contract amendment.
5
12/01
Contract Number AA-229
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 A TT ACHMENT 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 10 percent of the cost for all services funded
through this contract. 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 Contributions and Co-payments for Services
(1) The recipient assures compliance with Section 315 of the Older Americans Act as amended in
2000, in regard to consumer contributions. For services not paid for with Older Americans Act
funds, subrecipients may charge co-payments to those persons able to pay part or all of the
cost of services.
(2) Voluntary contributions are not to be used for cost sharing or matching.
(3) Accumulated voluntary contributions are to be used prior to requesting Federal reimbursement.
(4) Voluntary contributions and related interest earned are program income and must be used to
expand services.
C. Title III Funds
The recipient assures compliance with Section 306 of the Older Americans Act as amended in 2000,
that funds received under Title '" 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.
D. Carry Forward Funds
Carry forward funds must be identified on the computation of carry forward report submitted with the
closeout report and requests for award of carry forward funds must be justified by the recipient and
approved by the department. All OAA carry forward funds must be budgeted in the same title as
originally awarded.
E. Prioritization for Service Delivery
The recipient shall develop and implement policies and procedures consistent with Older Americans
Act targeting criteria.
6
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Contract Number AA-229
F. Information and Referral
The recipient agrees to adhere to the Standards for Professional Information & Referral,
ATTACHMENT IV to this contract. The basis of these standards are those found in the standards
published by the Alliance for Information & Referral Systems (AIRS), copyright 2000, and amended by
the Department of Elder Affairs to meet the unique needs of the Elder Helpline system.
G. Service Cost Reports:
The recipient will submit semi-annual service cost reports which reflect actual costs of providing each
service by program. This report provides information for planning and negotiating unit rates.
H. Caregiver Forums
The recipient will collaborate with the Alliance in supporting a Statewide Caregiver Forum coordinated
by the Department of Elder Affairs. The Alliance will sponsor the attendance of a minimum of ten
caregivers and contribute $1,000.00 toward the expense of speakers and miscellaneous training
expenses using contract funds. Sponsorship of caregivers includes providing funds for all expenses
related to caregivers attending this event; to include registration, travel, and local respite services.
Recipients are also encouraged to help the Alliance plan and conduct local caregiver forums utilizing
Title III-E funds. Caregiver Forums are defined in the Department of Elder Affairs Title III-E National
Family Caregiver Support Guidelines.
7
Report
Number
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
Legend:
Note # 1:
Note # 2:
12/01
Contract Number AA-229
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,o
Advance,o
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 S
March S
AprilS
May S
June 5
July S
August S
September 5
October S
November S
December 5
January S
February 14
February 29
*
Advance based on projected cash need.
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 report.
Reports #1 and #2 for Advance Basis Contracts cannot be submitted to the Alliance until
the contract with the Alliance has been executed.
The last two months of the recipient's fiscal reports covering actual expenditures shall
reflect an adjustment repaying advances for the first two months of the contract, if
advances have not been recouped.
8
12/01
Contract Number AA-229
A IT ACHMENT III
BUDGET SUMMARY
W020AABUDGETSUMMARY
Recipient: Monroe County Board of Commissioners
Contract No. AA-229
Distribution of Award by Title
Title 111-8
Federal Share
$100,000
Title III C-1
$132,000
Title III C-2
$168,000
Title IlI-E
$38,103
Title III-F
$0
TOTAL FEDERAL AMOUNT
$438,103
9
12/01
Contract Number AA-229
ATTACHMENT IV
OLDER AMERICANS ACT PROGRAM
SUMMARY OF STANDARDS FOR PROFESSIONAL
INFORMATION & REFERRAL
I. SERVICE DELIVERY
Standard 1: Information Provision
The Information and Referral (I & R) service shall provide information to the 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. Every call, including information only calls, shall be documented. Documentation shall include
the type of information requested and the action taken.
Standard 2: Referral Provision
The I & R service shall provide information and referral services in which the inquirer has one-to-one
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, actively participating in linking the inquirer to needed services. Follow-up is required for
each referral. The referral cannot be counted until follow-up is complete.
Standard 3: Advocacv/lntervention
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 efforts 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
Follow-up on referrals must be completed within 10 calendar days either by telephone or visit, to determine
that services are being provided and that the person or caregiver is satisfied with the services as provided
unless a crisis situation suggest more immediate follow-up.
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.
10
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Contract Number AA-229
Standards 6: Data Elements
A standardized profile shall be developed for each county's organization within the planning and service
area. The database shall include a providers legal name, common name and acronym, address (mailihg
and physical location) telephone number(s) and a description of services.
Standard 7: Indexing the Resource Databasel Search Methods
Information in the resource database shall be indexed and accessible in ways that support the I & R
process.
Standard 8: 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 9: 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 10: Data Analvsis and Reoorting
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 analysis and advocacy. If
requested, data will made available to the Department of Elder Affairs.
IV. COOPERATIVE RELATIONSHIPS
Standard 11: 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 Afull 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 12: CooDerative relationships within the Local Service Delivery System
The I & R service shall strive to develop cooperative working relationships with local service providers to
11
12/01
Contract Number AA-229
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 13: Cooperative Relationshios 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 14: Particioation 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.
5. ORGANIZATIONAL REQUIREMENTS
Standard 15: Governance
The auspices under which the I & R service operates shall ensure the achievement of I & R goals and
meet the standards set forth by the Department of Elder Affairs.
Standard 16: Personnel Administration
The I & R service shall provide a framework and mechanisms for program and personnel management
and administration that guarantee the continuity and consistency required for effective service delivery.
Standard 17: Staff Training
The f & R service shall have a training policy and make training available to paid and volunteer staff.
Standard 18: Promotion and Outreach
The I & R service shall establish and maintain a program which increases public awareness of I & R
services, their objectives, and their value to the community. At least two outreach projects targeting low-
income minority and rural elders must be completed annually.
12
CLERK'S ORIGINAL _
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 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 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 notto
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 1118 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.
8. 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. Stokes berry
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.
(/1 r
I l Q
f -;-{'A--Lv.-..
i r\
'-..i
NG'Je.Y7 f
SIGNED 1< ,-"'Lf: ,/) L
BY. ~~d.ti::.5 /, I ~
I .
~~ % C~l..LA. \t LU"\ ~ t1. "-
NAMe: MARTIN URRA. i\\J) \:,\, ,.),
TITLE: PRESIDENT
,
DATE: -.2/~/ ~/
59-6000749
09/30
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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.
III. 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 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.
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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 wilt 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
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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, A TT ACHMENT 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.
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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.
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EXHIBIT A TO ATTACHMENT 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)';
(8) in subparagraph (8), 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
(8) bYJedesignating paragraph (5) as paragraph (4);
(6) in paragraph (4)(A)(ii) (as redesignated) by inserting 'and older individuals residing in rural
areas' after "ow-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), (8), (G), (I), (J), (K), (L), (0), (P), (Q), (R), and (S);
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(8) by redesignating subparagraphs (C), (0), (E), (F), (H), (M), and (N) as subparagraphs (A),
(8), (C), (0), (E), (F), and (G), respectively;
(C) in subparagraph (C) (as redesignated by subparagraph (8)), by striking' or adults' and
inserting', assistance to older individuals caring for relatives who are children';
(0) in subparagraph (0) (as redesignated by subparagraph (8)), by inserting 'and older
individuals residing in rural areas' after 'minority individuals'; and
(E) in subparagraph (F) (as redesignated by subparagraph (8)), 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);
'(8) 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) provide 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
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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 eoncerning 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
planning 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).
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(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).
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Legend:
Note # 1:
Note # 2:
Note # 3:
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Contract Number AA-129
A TT ACHMENT "
CONTRACT REPORT CALENDAR
ADVANCE BASIS CONTRACT
TITLE III
Month
Submit to
Alliance on
This Date
Based On
January
February
March
April
May
June
July
Aug ust
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.
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Contract Number AA-129
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 III-B
Federal Share
$100,000.00
Title III C-1
$132,000.00
Title III C-2
$168,000.00
Title 111-0
$0.00
Title III-F
$0.00
TOTAL FEDERAL AMOUNT
$400,000.00
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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.
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II. RESOURCE DATABASE
Standard 5: Inclusionl 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 Databasel 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.
Standard 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
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Contract Number AA-129
analysis and advocacy.
IV . COOPERATIVE 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: Cooperative 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. ORGANIZATIONAL REQUIREMENTS
Standard 16: Governance
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The auspices under which the I & R service operates shall ensure the achievement of I & R
goals and meet the stated goals of funders.
Standard 17: Personnel Administration
The I & R service shall provide a framework and mechanisms for program and personnel
management and administration that guarantee the continuity and consistency required for
effective service delivery.
Standard 18: Staff Training
The I & R service shall have a training policy and make training available to paid and volunteer
staff.
Standard 19: Promotion and Outreach
The I & R service shall establish and maintain a program which increases public awareness of
I & R services, their objectives, and their value to the community.
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