FY2021 06/08/2021, Case Manager ATTACHMENT D.6
COUNTY ADMINISTRATOR
CONTRACT SUMMARY FORM FOR CONTRACTS LESS THAN $50,000.00
Contract with: Samuel's House Contract#
Effective Date: 10/01/2020
Expiration Date: 9/30/2021
Contract Purpose/Description:
Provide a full-time position of a Court Mandated Criminal/Substance Abuse Case
Manager, designated to work with clients that are referred fromthe 'udicail system,
recently released from mail or prison and/or referred from the Key West Police Dept,
Monroe County Sheriff's Office and probation officers as a condition of release.
Contract is Original Agreement Contract Amendment/Extension Renewal
Contract Manager: Janet Gunderson 292-4476 OMB/Stop#1
(Name) (Ext.) (Department/Stop#)
CONTRACT COSTS
Total Dollar Value of Contract: $ Current Year Portion: $
(must be less than$50,000) (If multiyear agreement then
requires BOCC approval,unless the
[01:a1, iMIulaliVC €,ICSN titan
$28,530 z� tgp)s)�)}, $28,530
Budgeted? Yes❑ No ❑■ Account Codes: 001 _ 06000 -530340- _
Chant: $ 28,530 - - - -
County Match: $ No - - - -
ADDITIONAL COSTS
Estimated Ongoing Costs: $ NA /yr For: Samuel's House Case Mgr
(Not included in dollar value above) (e.g.maintenance,utilities, janitorial, salaries,etc.)
CONTRACT REVIEW
Changes Date Out
Date In Needed R VI wlgirally signed by Tina Boan
Department Head Yes[] No[] Tina Bob r� Date:2021.06.0809:11:06
04'00'
Risk Management 6-4-2021 yes❑ NA Maria L.Slavik 6-4-2021
Digitally signed by Julie
Cuneo
Julie Cuneo Date:
O.M.B./Purchasing 6/7/21 Yes❑ ❑x Date:No2021.D6n' 6/7/21
12:32:01-D4'OD'
County Attorney Yes❑ NO❑■ Christine Limbert Barrows 6/3/21
Comments:
Page 71 of 74
&GREEMENT
This Agreement is made and entered into this 27th day of May 2021, between the BOARD
OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter referred to as "Board"
or "County," and Samuel's House, Inc., a Florida 501(c)(3) not-for-profit corporation, hereinafter
referred to as "AGENCY" or"PROVIDER".
WITNESSETH
WHEREAS, the PROVIDER is a not-for-profit corporation established for the provision of
women and children's housing and support services, and
WHEREAS, it is a legitimate public purpose to provide substance abuse treatment and
relapse prevention and education activities, now, therefore,
IN CONSIDERATION of the mutual promises and covenants contained herein, it is agreed as
follows:
FUNDING
1. AMOUNT OF ® The Board, in consideration of the PROVIDER substantially
and satisfactorily performing and providing Criminal Substance Abuse Case Manger services to
women who reside in Monroe County, as billed by the Provider. This cost shall not exceed a total
reimbursement of TWENTY-EIGHT THOUSAND FIVE HUNDRED THIRTY AND NO/100 DOLLARS
($28,530.00) during the fiscal year 2021.
2. TERM. This Agreement shall commence on October 1, 2020, and terminate September
30, 2021, unless earlier terminated pursuant to other provisions herein.
3. PAYMENT. Reimbursement requests will be submitted to the Board via the Clerk's
Finance Office. Reimbursement request and supporting documentation must be acceptable to the
Clerk. Acceptability to the Clerk is based on generally accepted accounting principles and such laws,
rules and regulations as may govern the Clerk's disbursal of funds. The County shall only reimburse,
subject tote funded amounts below, those reimbursable expenses which are reviewed and
approved as complying with Monroe County Code of Ordinances, State laws and regulations and
Attachment A - Expense Reimbursement Requirements. Evidence of payment by the PROVIDER
shall be in the for of a letter, summarizing the expenses, with supporting documentation attached.
(The Clerk's Finance Office may accept Reimbursement Requests electronically, but only when
submitted and formatted in a PDF file with cover letter and attachments together in one (1) file.)
The PROVIDER agrees to submit hard copies of Reimbursement Request and supporting
documentation upon request. The letter should contain a notarized certification statement. An
example of a reimbursement request cover letter is included as Attachment B. The organization's
final invoice must be received within thirty days after the termination date of this contract shown
in Article 2 above.
After the Clerk of the Board examines and approves the request for reimbursement, the
Board shall reimburse the PROVIDER. However, the total of said reimbursement expense payments
in the aggregate sum shall not exceed the total amount shown in Article 1, above, during the term
of this agreement.
4. AVAILABILITY OF FUNDS. If funds cannot be obtained or cannot be continued at a
level sufficient to allow for continued reimbursement of expenditures for services specified herein,
this agreement may be terminated immediately at the option of the Board by written notice of
termination delivered to the PROVIDER. The Board shall not be obligated to pay for any services
or goods provided by the PROVIDER after the PROVIDER has received written notice of termination,
unless otherwise required by law.
Contract:Samuel's House FY21 Page I 1
S. PURCHASE OF PROPERTY. All property, whether real or personal, purchased with
funds provided under this agreement, shall become the property of Monroe County and shall be
accounted for pursuant to statutory requirements. Funding under this agreement shall not be used
to purchase capital assets.
RECORDKEEPING
6. AUDIT AND RIGHT TO AUDIT - The AGENCY shall submit to the COUNTY an audit
report covering the term of this Agreement, within one-hundred twenty (120) days following the
Agreement's lapse or early termination and shall also comply with all provisions of the Agreement
incorporated in Section 4 of this Agreement. In addition, the audit shall be prepared by an
independent certified public accountant (CPA) with a current license, in good standing with the
Florida State Board of Accountancy.
Right to Audit. Availability of Records. The records of the parties to this Agreement relating to
the Project, which shall include but not be limited to accounting records (hard copy, as well as
computer readable data if it can be made available; general ledger entries detailing cash and if
applicable trade discounts earned, insurance rebates and dividends; any other supporting evidence
deemed necessary by County or the Monroe County Office of the Clerk of Court and Comptroller
(hereinafter referred to as "County Clerk") to substantiate charges related to this agreement, and
all other agreements, sources of information and matters that may in County's orthe County Clerk's
reasonable judgment have any bearing on or pertain to any matters, rights, duties or obligations
under or covered by any contract document (all foregoing hereinafter referred to as "Records")
shall be open to inspection and subject to audit and/or reproduction by County's representative
and/or agents or the County Clerk. County or County Clerk may also conduct verifications such as,
but not limited to, counting employees at the job site, witnessing the distribution of payroll,
verifying payroll computations, overhead computations, observing vendor and supplier payments,
miscellaneous allocations, special charges, verifying information and amounts through interviews
and written confirmations with employees, Subcontractors, suppliers, and contractor's
representatives. The County Clerk possesses the independent authority to conduct an audit of
Records, assets, and activities relating to this Project. The right to audit provisions survives the
termination of expiration of this Agreement.
In addition, if PROVIDER is required to provide an audit as set forth in in Section 8(e) below, the
audit shall be prepared by an independent certified public accountant (CPA) with a current license,
in good standing with the Florida State Board of Accountancy.
7. ACCESS TO FINANCIAL RECORDS AND PUBLIC RECORDS. - PROVIDER must comply with
Florida public records laws, including but not limited to Chapter 119, Florida Statutes and Section
24 of article I of the Constitution of Florida. The County and PROVIDER shall allow and permit
reasonable access to, and inspection of, all documents, records, papers, letters or other "public
record" materials in its possession or under its control subject to the provisions of Chapter 119,
Florida Statutes, and made or received by the County and PROVIDER in conjunction with this
contract and related to contract performance. The County shall have the right to unilaterally cancel
this contract upon violation of this provision by the PROVIDER. Failure of the PROVIDER to abide
by the terms of this provision shall be deemed a material breach of this contract and the County
may enforce the terms of this provision in the for of a court proceeding and shall, as a prevailing
party, be entitled to reimbursement of all attorney's fees and costs associated with that proceeding.
This provision shall survive any termination or expiration of the contract. The PROVIDER is
encouraged to consult with its advisors about Florida Public Records Law in order to comply with
this provision. Pursuant to F.S. 119.0701 and the terms and conditions of this contract, the
PROVIDER is required to:
(1) Keep and maintain public records that would be required by the County to
perform the service.
Contract:Samuel's House FY21 Page 2
(2) Upon receipt from the County's custodian of records, provide the County with a
copy of the requested records or allow the records to be inspected or copied within a
reasonable time at a cost that does not exceed the cost provided in this chapter or
as otherwise provided by law.
(3) Ensure that public records that are exempt or confidential and exempt from
public records disclosure requirements are not disclosed except as authorized by law
for the duration of the contract term and following completion of the contract if the
PROVIDER does not transfer the records to the County.
(4) Upon completion of the contract, transfer, at no cost, to the County all public
records in possession of the PROVIDER or keep and maintain public records that
would be required by the County to perform the service. If the PROVIDER transfers
all public records to the County upon completion of the contract, the PROVIDER shall
destroy any duplicate public records that are exempt or confidential and exempt from
public records disclosure requirements. If the PROVIDER keeps and maintains public
records upon completion of the contract, the PROVIDER shall meet all applicable
requirements for retaining public records. All records stored electronically must be
provided to the County, upon request from the County's custodian of records, in a
format that is compatible with the information technology systems of the County.
(5) A request to inspect or copy public records relating to a County contract must
be made directly to the County, but if the County does not possess the requested
records, the County shall immediately notify the PROVIDER of the request, and the
PROVIDER must provide the records to the County or allow the records to be
inspected or copied within a reasonable time.
If the PROVIDER does not comply with the Cony's request for records, the County shall enforce
the public records contract provisions in accordance with the contract, notwithstanding the County's
option and right to unilaterally cancel this contract upon violation of this provision by the PROVIDER.
An PROVIDER who fails to provide the public records to the County or pursuant to a valid public
records request within a reasonable time may be subject to penalties under section119.10, Florida
Statutes.
The PROVIDER shall not transfer custody, release, alter, destroy or otherwise dispose of any public
records unless or otherwise provided in this provision or as otherwise provided by law.
IF THE PROVIDER HAS QUUEESELTIONS REGARDING THE APPLICATION OF CHAPTER
119r, FLO IDA STATUTES, TO THE PROVIDER'S DUTY TO PROVIQE PUBLIC RECORDS
RELATING TO THIS CONTRACL CONTACT THE CUSTODIAN OF PUBLIC REC_O_RDS, BRIAN
BRADLEY AT PHONE# 305-292-3470 BRADLEY-BRIANDMONROECOUNTY-FL.GOV,,
MONROE COUNTY ATTORNEY'S OFFICE 1111 , 12TH Street SUITE 408. KEY WEST, FL
33040.
® COMPLIANCE WITH COUNTY GUIDELINES. The PROVIDER must furnish to the
County the following (items (a)-(j) must be provided prior to the payment of any invoices):
(a) IRS Letter of Determination and GUIDESTAR printout indicating current 501(c)(3) status;
(b) Proof of registration with the Florida Department of Agriculture, as required by Florida
Statute 496.405, and the Florida Department of State, as require by Florida Statute
617.01201, or proof of exemption from registration as per Florida Statute 496.406.
(c) List of the Organization's Board of Directors of which there must be at least 5 and for each
board member please indicate when elected to serve and the length of term of service;
(d) Evidence of annual election of Officers and Di rectors/Di rectors At-Large or i-annual election
of Officers and Directors/Di rectors At-Large as applicable;
(e) Unqualified audited financial statements from the most recent fiscal year for all organizations
that expend $150,000 a year or more; if qualified, include a statement of deficiencies with
corrective actions recommended/taken; audit shall be prepared by an independent certified
public accountant (CPA) with a current license, in good standing with the Florida State Board
Contract:Sainuel's House FY21 Page 13
of Accountancy. If the PROVIDER receives $100,000 or more in grant funding from the
County:
a. The CPA that prepares the audit must also be a member of the
American Institute of Certified Public Accountants (AICPA);
b. The CPA must maintain malpractice insurance covering the audit
services provided and
c. The County shall be considered an "intended recipient" of said audit.
(f) Copy of a filed IRS or 990 from most recent fiscal year with all attached schedules;
(g) Organization's Corporate Bylaws, which must include the organization's mission, board and
membership composition, and process for election of officers;
(h) Organization's Policies and Procedures Manual which must include hiring policies for all staff,
drug and alcohol-free workplace provisions, and equal employment opportunity provisions;
(i) Specific description or list of services to be provided under this contract with this grant (see
Attachment Q;
(j) Annual Performance Report describing services rendered during the most recently completed
grant period (to be furnished within 30 days after the contract end date.) The performance
report shall include statistical information regarding the types and frequencies of services
provided, a profile of clients (including residency) and numbers served, and outcomes
achieved (see Attachment G);
(k) Cooperation with County monitoring visits that the County may request during the contract
year; and
(1) her reasonable reports and information related to compliance with applicable laws,
contract provisions and the scope of services that the County may request during the
contract year.
RESPONSIBILITIES
9. SCOPE OF SERVICES. The PROVIDER, for the consideration named, covenants and
agrees with the Board to substantially and satisfactorily perform and provide the services outlined
in Attachment C to residents of Monroe County, Florida.
10. ATTORNEY'S FEES AND COSTS. The County and PROVIDER agree that in the event
any cause of action or administrative proceeding is initiated or defended by any party relative to
the enforcement or interpretation of this Agreement, the prevailing party shall be entitled to
reasonable attorney's fees, court costs, investigative, and out-of-pocket expenses, as an award
against the non-prevailing party, and shall include attorney's fees, courts costs, investigative, and
out-of-pocket expenses in appellate proceedings. Mediation proceedings initiated and conducted
pursuant to this Agreement shall be in accordance with the Florida Rules of Civil Procedure and
usual and customary procedures required by the circuit court of Monroe County.
® BINDING EFFECT. The terms, covenants, conditions, and provisions of this Agreement
shall in and inure to the benefit of the County and PROVIDER and their respective legal
representatives, successors, and assigns.
12. CODE OF ETHICS. County agrees that officers and employees of the County recognize
and will be required to comply with the standards of conduct for public officers and employees as
delineated in Section 112.313, Florida Statutes, regarding, but not limited to, solicitation or
acceptance of gifts; doing business with one's agency; unauthorized compensation; misuse of public
position, conflicting employment or contractual relationship; and disclosure or use of certain
information.
13. NO SOLICITATION/PAYMENT. The County and PROVIDER warrant that, in respect
to itself, it has neither employed nor retained any company or person, other than a bona fide
employee working solely for it, to solicit or secure this Agreement and that it has not paid or agreed
to pay any person, company, corporation, individual, or firm, other than a bona fide employee
working solely for it, any fee, commission, percentage, gift, or other consideration contingent on
Contract:Sainuel's House FY21 Page 1 4
or resulting from the and or making of this Agreement. For the breach or violation of the
provision, the PROVIDER agrees that the County shall have the right to terminate this Agreement
without liability and, at its discretion, to offset from monies owed, or otherwise recover, the full
amount of such fee, commission, percentage, gift, or consideration.
14. INDEPENDENT CONTRACTOR. At all times and for all purposes hereunder, the
PROVIDER is an independent contractor and not an employee of the Board. No statement contained
in this agreement shall be construed so as to find the PROVIDER or any of its employees,
contractors, servants or agents to be employees of the Board.
COMPLIANCE ISSUES
15. COMPLIANCE WITH LAW. In providing all services pursuant to this agreement, the
PROVIDER shall abide by all statutes, ordinances, rules and regulations pertaining to or regulating
the provision of such services, including those now in effect and hereinafter adopted. Any violation
of said statutes, ordinances, rules and regulations shall constitute a material breach of this
agreement and shall entitle the Board to terminate this contract immediately upon delivery of
written notice of termination to the PROVIDER.
16. PROFESSIONAL RESPONSIBILITY AND LICENSING. The PROVIDER shall assure
that all professionals have current and appropriate professional licenses and professional liability
insurance coverage. Funding by the Board is contingent upon retention of appropriate local, state
and/or federal certification and/or licensure of the PROVIDER'S program and staff.
17. NON-DISCRIMINATION. The COUNTY and PROVIDER agree that there will be no
discrimination against any person, and it is expressly understood that upon a determination by a
court of competent jurisdiction that discrimination has occurred, this Agreement automatically
terminates without any her action on the part of any party, effective the date of the court order.
The COUNTY and PROVIDER agree to comply with all Federal and Florida statutes, and all local
ordinances, as applicable, relating to nondiscrimination. These include but are not limited to: 1)
Title VII of the Civil Rights Act of 1964 (PL 88-352), which prohibits discrimination in employment
on the basis of race, color, religion, sex, and national origin; 2)Title IX of the Education Amendment
of 1972, as amended (20 USC §§ 1681-1683, and 1685-1686), which prohibits discrimination on
the basis of sex; 3) Section 504 of the Rehabilitation Act of 1973, as amended (20 USC § 794),
which prohibits discrimination on the basis of handicaps; 4) The Age Discrimination Act of 1975, as
amended (42 USC §§ 6101-6107), which prohibits discrimination on the basis of age; 5) The Drug
Abuse Office and Treatment Act of 1972 (PL 92-255), as amended, relating to nondiscrimination on
the basis of drug abuse; 6) The Comprehensive Alcohol Abuse and Alcoholism Prevention,
Treatment and Rehabilitation Act of 1970 (PL 91-616), as amended, relating to nondiscrimination
on the basis of alcohol abuse or alcoholism; 7) The Public Health Service Act of 1912, §§ 523 and
527 (42 USC §§ 690dd-3 and 290ee-3), as amended, relating to confidentiality of alcohol and drug
abuse patient records; 8) Title VIII of the Civil Rights Act of 1968 (42 USC §§ 3601 et seq.), as
amended, relating to nondiscrimination in the sale, rental or financing of housing; 9) The Americans
with Disabilities Act of 1990 (42 USC §§ 12101), as amended from time to time, relating to
nondiscrimination in employment on the basis of disability; 10) Monroe County Code Chapter 14,
Article II, which prohibits discrimination on the basis of race, color, sex, religion, national origin,
ancestry, sexual orientation, gender identity or expression, familial status or age; and 11) any other
nondiscrimination provisions in any Federal or state statutes which may apply to the parties to, or
the subject matter of, this Agreement.
AMENDMENTS, CHANGES, AND DISPUTES
18. MODIFICATIONS AND AMENDMENTS. Any and all modifications of the services
and/or reimbursement of services shall be accomplished by an amendment, which must be
approved in writing by the County.
Contract:Sanniel's House FY21 Page 15
19. ADJUDICATION OF DISPUTES OR DISAGREEMENTS. County and PROVIDER agree
that all disputes and disagreements shall be attempted to be resolved by meet and confer sessions
between representatives of each of the parties. The PROVIDER and County staff shall try to resolve
the claim or dispute with meet and confer sessions to be commenced within 30 days of the dispute
or claim, If the issue or issues are still not resolved to the satisfaction of the parties, then any party
shall have the right to seek such relief or remedy as may be provided by this agreement or by
Florida law. Any claims or dispute that the parties cannot resolve shall be decided by the Circuit
Court, 16th Judicial Circuit, Monroe County, Florida.
20. COOPERATION. In the event any administrative or legal proceeding is instituted
against either party relating to the formation, execution, performance, or breach of this Agreement,
County and PROVIDER agree to participate, to the extent required by the other party, in all
proceedings, hearings, processes, meetings, and other activities related to the substance of this
Agreement or provision of the services under this Agreement. County and PROVIDER specifically
agree that no party to this Agreement shall be required to enter into any arbitration proceedings
related to this Agreement.
ASSURANCES
21. COVENANT OF NO INTEREST. County and PROVIDER covenant that neither presently
has any interest, and shall not acquire any interest, which would conflict in any manner or degree
with its performance under this Agreement, and that only interest of each is to perform and receive
benefits as recited in this Agreement.
22. NO ASSIGNMENT. The PROVIDER shall not assign this agreement except in writing
and with the prior written approval of the Board, which approval shall be subject to such conditions
and provisions as the Board may deem necessary, This agreement shall be incorporated by
reference into any assignment and any assignee shall comply with all of the provisions herein.
Unless expressly provided for therein, such approval shall in no manner or event be deemed to
impose any obligation upon the Board in addition to the total agreed upon reimbursement amount
for the services of the PROVIDER.
23. NON-WAIVER OF IMMUNITY. Notwithstanding the provisions of Sec. 768.28, Florida
Statutes, the participation of the County and the PROVIDER in this Agreement and the acquisition
of any commercial liability insurance coverage, self-insurance coverage, or local government
liability insurance pool coverage shall not be deemed a waiver of immunity to the extent of liability
coverage, nor shall any contract entered into by the County be required to contain any provision
for waiver.
24. ATTESTATION& PROVIDER agrees to execute such documents as the County may
reasonably require, to include a Public Entity Crime Statement, an Ethics Statement, and a Drug-
Free Workplace Statement.
25. AUTHORITY. Each party represents and warrants to the other that the execution,
delivery and performance of this Agreement have been duly authorized by all necessary County
and corporate action, as required by law.
INDEMNITY ISSUES
26. INDEMNIFICATION AND HOLD HARMLESS. The PROVIDER covenants and agrees
to indemnify and hold harmless Monroe County Board of County Commissioners from any and all
claims and causes of action for medical malpractice, medical negligence, bodily injury (including
death), personal injury, and property damage (including property owned by Monroe County) and
any other losses, damages, and expenses (including attorney's fees) which arise out of, in
connection with, or by reason of services provided by the PROVIDER occasioned by the negligence,
errors, or other wrongful act or omission of the PROVIDER'S employees, agents, or volunteers.
Contract:Samuel's House FY21 Page 16
27. PRIVILEGES AND IMMUNITIES. All of the privileges and immunities from liability,
exemptions from laws, ordinances, and rules and pensions and relief, disability, workers'
compensation, and other benefits which apply to the activity of officers, agents, oremployees of
any public agents oremployees of the County, when performing their respective functions under
this Agreement within the territorial limits of the County shall apply to the same degree and extent
to the performance of such functions and duties of such officers, agents, volunteers, ore loyees
outside the territorial limits of the County.
28. NO PERSONAL LIABILITY. No covenant or agreement contained herein shall be
deemed to be a covenant or agreement of any member, officer, agent oremployee of Monroe
County in his or her individual capacity, and no member, officer, agent oremployee of Monroe
County shall be liable personally on this Agreement or be subject to any personal liability or
accountability by reason of the execution ofthis Agreement.
29. LEGAL OBLIGATIONS AND RESPONSIBILITIES: Non-Delegation of Constitutional
or Statutory Duties. This Agreement is not intended to, nor shall it be construed as, relieving any
participating entity from any obligation or responsibility imposed upon the entity by law except to
the extent of actual and timely performance thereof by any participating entity, in which case the
performance may be offered in satisfaction of the obligation or responsibility. Further, this
Agreement is not intended to, nor shall it be construed as, authorizing the delegation of the
constitutional or statutory duties of the County, except to the extent permitted by the Florida
constitution, state statute, and case law.
30. NON-RELIANCE BY NON-PARTIES. No person or entity shall be entitled to rely upon
the terms of this Agreement to enforce or attempt to enforce any third-party claim or entitlement
to or benefit of any service or program contemplated hereunder, and the County and the PROVIDER
agree that neither the County nor the PROVIDER or any agent, officer, oremployee of either shall
have the authority to inform, counsel, or otherwise indicate that any particular individual or group
of individuals, entity or entities, have entitlements or benefits under this Agreement separate and
apart, inferior to, or superior to the community in general or for the purposes contemplated in this
Agreement.
GENERAL
31. EXECUTION IN COUNTERPARTS. This Agreement may be executed in any number
of counterparts, each of which shall be regarded as an original, all of which taken together shall
constitute one and the same instrument and any of the parties hereto may execute this Agreement
by signing any such counterpart.
32. NOTICE. Any notice required or permitted under this agreement shall be in writing
and hand-delivered or mailed, postage pre-paid, by certified mail, return receipt requested, to the
other party as follows:
For Board:
Grants Administrator and Monroe County Attorney
1100 Simonton Street PO Box 1026
Key West, FL 33040 Key West, FL 33041
For PROVIDER
Tara Salinas, Chief Executive Officer
Samuel's House, Inc.
1614 Truesdell Court
Key West, FL 33040
305-296-0240
305-296-4219 FAX
Contract:Samuel's House FY21 Page 17
33. GOVERNING LAW, VENUE, INTERPRETATION, COSTS, AND FEES. This
Agreement shall be governed by and construed in accordance with the laws of the State of Florida
applicable to contracts made and to be performed entirely in the State.
In the event that any cause of action or administrative proceeding is instituted for the
enforcement or interpretation of this Agreement, the County and PROVIDER agree that venue will
lie in the appropriate court or before the appropriate administrative body in Monroe County, Florida.
The County and PROVIDER agree that, in the event of conflicting interpretations of the terms
or a term of this Agreement by or between any of the the issue shall be submitted to mediation
prior to the institution of any other administrative or legal proceeding.
34. NON-WAIVER. Any waiver of any breach of covenants herein contained to be kept
and performed by the PROVIDER shall not be deemed or considered as a continuing waiver and
shall not operate to bar or prevent the Board from declaring a forfeiture for any succeeding breach,
either of the same conditions or covenants or otherwise.
3S. SEVERABILITY. If any term, covenant, condition or provision of this Agreement (or
the application thereof to any circumstance or person) shall be declared invalid or unenforceable to
any extent by a court of competent jurisdiction, the remaining terms, covenants, conditions and
provisions ofthis Agreement, shall not be affected thereby; and each remaining term, covenant,
condition and provision of this Agreement shall be valid and shall be enforceable to the fullest extent
permitted by law unless the enforcement of the remaining terms, covenants, conditions and
provisions of this Agreement would prevent the accomplishment of the original intent of this
Agreement. The County and PROVIDER agree to reform the Agreement to replace any stricken
provision with a valid provision that comes as close as possible to the intent of the stricken
provision.
36. CLAIMS FOR FEDERAL OR STATE AID: PROVIDER and COUNTY agree that each
shall be, and is, empowered to apply for, seek, and obtain federal and state funds to further the
purpose of this Agreement. Any conditions imposed as a result of funding that effect the Scope of
Services will be provided to each party.
37. ENTIRE AGREEMENT. This agreement constitutes the entire agreement of the
parties hereto with respect to the subject matter hereof and supersedes any and all prior
agreements with respect to such subject matter between the PROVIDER and the Board.
[THIS SPACE INTENTIONALLY LEFT BLANK WITH SIGNATORY PAGE TO FOLLOW]
Contract:Samuel's House FY21 Page 8
WITNESSIN H F, the parties hereto have caused these presents to be executed as o
the day and year first written above.
COUNTYBOARD OF MI O R
OF MONROE COUNTY, FLORIDA
cn=Kevin G.Wilson,P.E.,o=Monroe
County,FL(the Florida Keys,ou,
email=wilson-kevin@monroecounty-
{ � fl.gov,c=US
2021.06.08 13:05:17-04'00'
y_
County Administrator
/ MONROE COUNTY ATTORNEY
'PPR V#:D AS TO Fa 4:
CH RISTME LIMBERT-BARROWS
ASS)STANT CQU,f�',y rRNEY
DATE. bb����LL
Samuel's House, Inc.
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fitness �................._._�........................__
L
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Wit ess Executive Officer
Contract:Samuel's House FY21 Page 9
ATTACHMENT A
EXPENSE REIMBURSEMENT REQUIREMENTS
This document is intended to provide basic guidelines to Human Service and Community-Based
Organizations, county travelers, and contractual parties who have reimbursable expenses
associated with Monroe County business. These guidelines, as they relate to travel, are from the
Monroe County Code of Ordinances and State laws and regulations.
A cover letter (see Attachment B) summarizing the major line items on the reimbursable expense
request needs to also contain the following notarized certified statement:
"I certify that the above checks have been submitted to the vendors as noted and that the
attached expenses are accurate and in agreement with the records of this organization,
Furthermore, these expenses are in compliance with this organization's contract with the Monroe
County Board of County Commissioners and will not be submitted for reimbursement to any other
funding source."
Invoices should be billed to the contracting agency. Third party payments will not be considered
for reimbursement. Remember, the expense should be paid prior to requesting a reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the contract.
This document should not be considered all-inclusive. The Clerk's Finance Department reserves
the right to review reimbursement requests on an individual basis. Any questions regarding these
guidelines should be directed to 305-292-3534.
Data Processing, PC Time, etc.
The vendor invoice is required for reimbursement. Inter-company allocations are not considered
reimbursable expenditures unless appropriate payroll journals for the charging department are
attached and certified.
Payroll
A certified statement verifying the accuracy and authenticity of the payroll expense is needed. If a
Payroll Journal is provided, it should include: dates, employee name, salary or hourly rate, total
hours worked, withholding information and paid payroll taxes, check number and check amount. If
a Payroll Journal is not provided, the following information must be provided: pay period, check
amount, check number, date, payee, and support for applicable paid payroll taxes.
Postage, Overnight Deliveries, Courier, etc.
A log of all postage expenses as they relate tothe County contract is required for reimbursement.
For overnight or express deliveries, the vendor invoice must be included.
Rents, Leases, etc.
A copy of the rental or lease agreement is required. Deposits and advance payments are not
allowable expenses.
Reproductions, Copies, etc.
A to of copy expenses as they relate to the County contract is required for reimbursement. The
log must define the date, number of copies made, source document, purpose, and recipient. A
reasonable fee for copy expenses will be allowable. For vendor services, the vendor invoice and a
sample of the finished product are required.
Supplies, Services, etc.
For supplies or services ordered, a vendor invoice is required.
Contract:Samuel's House FY21 Page 110
Telefax, Fax, etc.
A fax to is required. The log must define the sender, the intended recipient, the date, the number
called, and the reason for sending the fax.
Telephone Expenses
A user log of pertinent information must be remitted including: the party called, the caller, the
telephone number, the date, and the purpose oft e call.
Travel and Meal Expenses
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Travel reimbursement requests must be submitted and will be paid in accordance with
Monroe County Code of Ordinances and State laws and regulations. Credit card statements are not
acceptable documentation for reimbursement. If attending a conference or meeting, a copy of the
agenda is needed. Airfare reimbursement requires the original passenger receipt portion of the
airline ticket. A travel itinerary is appreciated to facilitate the audit trail. to rental reimbursement
requires the vendor invoice. Fuel purchases should be documented with paid receipts. Taxis are
not reimbursed if taken to arrive at a departure point: for example, taking a taxi from one's
residence to the airport fora business trip is not reimbursable. Parking is considered a reimbursable
travel expense at the destination. Airport parking during a business trip is not.
A detailed list of charges is required on the lodging invoice. Balance due must be zero. Room must
be registered and paid for by traveler. The County will only reimburse the actual room and related
bed tax. Room service, movies, and personal telephone calls are not allowable expenses.
Mileage reimbursement shall be at the rate established by ARTICLE XXVI, TRAVEL, PER DIEM,
MEALS, AND MILEAGE POLICY of the Monroe County Code of Ordinances. An odometer reading
must be included on the state travel voucher for vicinity travel. Mileage is not allowed from a
residence or office to a point of departure. For example, driving from one's home to the airport for
a business trip is not a reimbursable expense.
Meal reimbursement shall be at the rates established by ARTICLE XXVI'TRAVEL, PER DIEM, MEALS,
AND MILEAGE POLICY of the Monroe County Code of Ordinances, Meal guidelines state that travel
must begin prior to 6 a.m. for breakfast reimbursement, before noon and end after 2 p.m. for lunch
reimbursement, and before 6 p.m. and end after 8 p.m. for dinner reimbursement.
Non-allowable Expenses
The following expenses are not allowable for reimbursement: capital outlay expenditures (unless
specifically included in the contract), contributions, depreciation expenses (unless specifically
included in the contract), entertainment expenses, fundraising, non-sufficient check charges,
penalties and fines.
Contract:Samuel's House FY21 Page 11
ATTACHMENT B
ORGANIZATION
LETTERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
Key West, FL 33040
Date
The following is a summary of the expenses for (Orcianization name) for the time period of to
Check # Payee Reason Amount
101 Company A Rent $ X'XXX.XX
102 Company B Utilities xxx,xx
104 Employee A P/R ending 05/14/01 XXX.XX
105 Employee B P/R ending 05/28/01 xxx.xx
(A) Total
1XXXIM
(B) Total prior payments $ X'XXX.XX
(C) Total requested and paid (A + B) $ X'XXX.XX
(D) Total contract amount $ X'Xxx.XX
Balance of contract (D-C) 1AM&M
I certify that the above checks have been submitted to the vendors as noted and that the expenses are
accurate and in agreement with the records of this organization. Furthermore, these expenses are in
compliance with this organization's contract with the Monroe County Board of County Commissioners
and will not be submitted for reimbursement to any other funding source.
Chief Executive Officer
Attachments (supporting documentation)
TO BE COMPLETED BY NOTARY(in accordance with State notary requirements)
State of
County of
The foregoing instrument was acknowledged before me, by means of El physical presence or 0 online
notarization, this_day of (month), _ (year), by
(name of officer or agent, title of officer or agent) of
(name of entity).
Personally Known
Produced Identification: Type of ID and Number on ID,
(SEAL)
Signature of Notary
Name of Notary (Typed, Stamped or Printed)
Notary Public, State of
Contract:Samuel's House FY21 Page 112
ATTACHMENT C
Specific description and list of services to be provided under this contract,
Our Mission is"'to provide in a nurturing environment for homeless women, women with children,
men with children and intact families and to provide them with care coordlnation beneficial to
their physical, mental, emotional and spiritual well-being,"'
Our,Vision is "to provide women, men and intact families with care coordination to access all
appropriate services/resources to help them become self-sufficient."
Specifically, funds received from the Drug Abuse Trust Fund will be used for the Mary Spottswood
Wornen's Center Emergency Shelter in order to provide the following services:
Provide a full-time position of a Court Mandated Criminal /Substance Abuse Case Manager,
designated to work with clients that are referred from the judicial system, recently release
from jail or prison and/or referred from the Key West Police Department, Monroe County
Sheriffs Office and probation officers as a condition of their client"s release,
Services include but are not limited to: Shelter, employment assistance, permanent
housing search assistance, food, clothing, substance abuse counseling, drug recovery
support set-vices, administer drug and alcohol tests, refer clients to services, monitor client
progress, assist clients with developments of lndividualized Plan of Action and maintain
contact with judicial office, Monroe County Sheriffs Office, Key West Police Department
and probation officers on behalf of the client
(7ontrac1.Samuel's House FY.21 Page 13
ATTACHMENT D
PUBLIC ENTITY CRIME STA-i"EMENT
"A person or affiliate who has been placed on the convicted vendor list following a conviction for
public entity crime may not submit a bid on a contract to provide any goods or services to a
public entity, may riot submit a bid on a contract with a public entity for the construction or repair
of a public building or public work, may not submit bids on leases of real property to public entity,
may not be awarded or perform work as a CONTRACTOR, supplier, subcontractor, or
CONTRACTOR under a contract with any public entity, and may not transact business with any
public entity in excess of the threshold arnount provided in Section 287.017, for CATEGORY TWO
for a period of 36 months from the date of being placed on the convicted vendor list,"
I have read the above and state that neither we-t
(Respondent's name)
nor any Affiliate has been placed on the convicted vendor list within the last 36 months.
...........
(Signature)
Date
.......................
TO BE COMPLETED BY NOTARY in accordance with State notary requirements)
State of
County of--B4nr\.V-0 C---
The foregoing instrument was acknowledged before me, by means of -Trphysical presence or 0 online
notarization, this 2e+l"".—day of (month), (year), by—jcky &
4 :1)i 4_1'%
(0-r f officer or agent, title of officer or agent) of
(name of entity).
Personally Known
Produced Identiflcation: Type of ID and Number on
(SEAL)
R 0 - - - -
LTIS
e of
3
To�5 662
tip.wMARIA P:ROTOPSALTIS
Notary Public-State of Florida
Commission#GG 351662 ci,-�"s
XPI s t 30
re Oc ,2023
My Comm.Expires Oct 30,2023 Name 3f Notary (-ffyr.ec, S tamped or Printed)
Bonded through Nationa I Notary Assn.
F-4 q
Notary Public, State of,.EOCILII:A- --------
Contract:Samuel's House FY2.1 Page 14
ArrACHMENT E
SWORN STATEMENT UNDER ORDINANCE NO. 010-1990
MONROE COUNTY, FLORIDA
ETHICS CLAUSE
-—--------------------
(Company)
"...warrants that he/it has note ploye , retained or otherwise had act on his/her behalf any former
County officer ore ployee in violation of Section 2 of Ordinance No. 010-1990 or any County officer
oremployee in violation of Section 3 of Ordinance No. 010-1990. For breach or violation of this
provision the County may, in its discretion, terminate this Agreement without liability and may also,
in its discretion, deduct from the Agreement or purchase price, or otherwise recover, the full amount
of any fee, commission, percentage, gift, or consideration paid to the former County officer or
employee."
j IrL -
(Signature)
Date: `_3
---------------------
TO BE COMPLETED BY NOTARY (in accordance with State notary requirements)
State of
County of YLon�Oc_
The foregoing instrument was acknowledged before me, by means of 12-physical presence or 0 online
notarization, this_a8tVN day of U24 — (month), :9nQ=-L-1 (year), by
-T-alrm Saltin CLS. 6Xe_CAk4i ve1"'rK0BaqW*z_of officer or agent, title of officer or agent) of
1 ',S sac (name of entity).
Personally Known
Produced Identification: Type of ID and Number on ID——-------------
(SEAL)
2Sltugre!tf_Nota
P�"". MARIA PROTOPSALTIS
Notary Public-state of Florida
i m 'Typed, Stamped or—Printed)
NaYhe of Notaryl(
Mycom commission
Comm,Expires Oct 30,2013
Bonded through National Notary
Notary Public, State of-F—lar"dc—
Contract:Sanzuel's House FY21 Page 115
ATTACHMENT F
DRUG-FREE WORKPLACE FORM
The undersigned vendor in accordance with Florida Statute 287.087 hereby certifies that:
I s
(Name of Business)
1. Publish a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession, or use of a controlled substance is prohibited in the workplace and
specifying the actions that will be taken against employees for violations of such prohibition.
2. Inform employees about the dangers of drug abuse in the workplace, the business' policy of
maintaining a drug-free workplace, any available drug counseling, rehabilitation, and
employee assistance programs, and the penalties that may be imposed upon employees for
drug abuse violations.
3. Give each employee engaged in providing the commodities or contractual services that are
under bid a copy of the statement specified in subsection (1).
4. In the statement specified in subsection (1), notify teemployees that, as a condition of
working on the commodities or contractual services that are under bid, the employee will
abide by the terms of the statement and will notify the employer of any conviction of, or
plea of guilty or nolo contendere to, any violation of Chapter 893 (Florida Statutes) or of
any controlled substance law of the United States or any state, for a violation occurring in
the workplace no later than five (5) days after such conviction.
5. Impose a sanction on or require the satisfactory participation in a drug abuse assistance or
rehabilitation program if such is available in the employee's community, or any employee
who is so convicted.
6. Make a good faith effort to continue to maintain a drug-free workplace through
implementation of this section.
As the person authorized to sign the statement, I certify that this firm complies fully with the
above requirements.
------------------
(Signature) Cc-
Date: 1�un'31 (s] fro.
TO BE COMPLETED BY NOTARY (in accordance with State notary requirements)
State of F1 oy-i 6
County of IRDnroe—
The foregoing instrument was acknowledged before me, by can of B`physical presence or 0 online
notarization, this day of Wa,,,t, (month), '2
U (year), by
CLYC,-s5l
(name of officer or agent, title of officer or agent) of
1-n r- - (name of entity).
Personally Known
Produced Identification: Type of ID and Number on ID................................__.................................. ..............
(SEAL)
4S' re ot�Notary
PROTOPSALT'S
3 of IF Florida
: - 6 2
MAW PROTOPSALTIS
Notary Public-State of Florida
Commission Gt351662 Name of Notary ff ped, Stamped or Printed)
ga- m
P�Ke-"` My Comm.Ex,-if es Oct 30.2023
" a,� . s
Bonded thr0Ljh-4&tioriai NotaryAkssn.. Notary Public, State of--F__k_6_ck,_
Contract:Samuel's House FY21 Page ii 16
ATTACHMENT G
1 Annual Performance
r year October 1, September
(Report Deadline: c )
r................... ------------------------------------------------------_�..,.........___.._.__.._.
enc a y
_ ___ ._._____......__.__.._..®._..... ..e.e.e........................_..................---------------------------------...__..........................................................................................._.._..._.._-----------------------------------
..._.
Point of Contact
........................................_.. .. __............. ....___.__ .__e____.__._._.____................_._........__._w _......e .......... _ _--._.._®. __..
Phone/Email
----a_._--------......................®.---- ....._....._..........__.w------------------------------------------------._._._.._._.__....._......_................................................_. .._._.._._--------------------.......__...e®.......
Grant Amount
r Section 8 of your contract, it is requiredthat you fill out the entireform andr every
question.
Narrative on the FY2021 Performance (i.e. successes c alien esg ec.a:
Questions:
1. Please list services and client information below for the program/activities funded byte Monroe
County award.
(Description of Target Number of Persons in F To `➢ Number-of Clients
Description of Services Po "ulation far et Population Served in FY2021
Total Urduu li `ted Clients Served
2. What were the measurable outcomes (including numbers)accomplished in 021? Please base
these outcomes on the services,you identified in Question 1.
3® What number and percentage of your clients/participants were at or below the federal poverty level
in FY2 21; and/or 00%; and/or another standard used by your organization?
4. What area of MonroeCounty did you serve in FY2021?
5. During FY2021, how many months did you provide program services to( .1)clients?
6. How any total FT Es in your organization?
7. How manyFTEs workedon the program(s)funded by the FY2021 Monroe County award?
8. Volunteers: hours of programservice were contributed by volunteers in FY2021.
Contract:Sa uel's House FY21 Page 1, 17
FINANCIAL REPORT
Court Mandated Criminal Substance Abuse Case Manager
(Note:Report Only Grant Expenditures for the Grant Period)
9. Were all the Monroe County funds used in FY2021?
a. If no, please explain:
10. Allocation of Award; Award Amount $
Program Expense Administrative Expense
Budget Categoq (Dallay Amoun§ (Dollar A912ypjt
Salaries $0 $0
F r d n_q_q $0 $0
FICA $0 $0
Independent Contractor ) $0 $0
Office Supplies,Tele hone, Posta e $0 $0
p ........
Utilities $0 $0
Insurance $0 $0
Repaiir& $0 $0
Maintenance
Travel/Transportation $0 $0
Rent/Association Dues $0 $0
Client Service/Describe: $0 $0
Client Service/Describe: $0 $0
Client Service/Describe: $0 $0
Client Service/Describe: $0 $0
Other Expense/Describe: $0 $0
Other Expence/Descdbe: $0 $0
Other Expense/Describe: $0 $0
Other Expense/Describe: $0 $0
11. Compensation Detail: Include all persons who receive compensation from the FY2021 Monroe
County Funding (including Independent Contractors)
Employee i4a-me Type of Work Hrs.Work d Taal Charges
(FName, Last Initial Title Performed in Program qn Pro gramj_ to Program
Woo
$0.00
$0.00
$0.007
$0.00
$0.00
WOO
$0.00
$0.00
$0.00
(Note:If you need more space,you may add additional lines or an addendum.)
Contract:Samuel's House FY21 Page 118
12. Did the FY2021 funding serve as required match for a portion or all funding awarded by another
granting agency? If yes, please provide details below:
Amount of Name of Grantor --A-mount Grantor Type: Grant-Type: Match%
Funding that Required Match Awarded by Federal, Competitive or Required
served as Funding Grantor*** State, Non-Competitive by the
Required Local or Grantor
Match Foundation
'Enter the Amount Awarded by the Grantor regardless of whether Monroe Co. funding provided I of the
Required Match.
For the following questions, please use the number as reported on your FY2021 IRS Form 990. If
your FY2021 IRS Form 990 is not yet prepared, please provide an estimate for the following
questions.
13. What is your organization's fiscal year?
14. What were your organization's total expenses in FY2021?
15. What was your organization's total revenue in FY2021?
16. What was the organization's total in grants and contracts for FY2021?
17. What was the organization's total donations/fundraising and in-kind in FY2021?
a. as Donations/Fundraising:
b. In-kind Donations/Fundraising:
18. What percentage of your expenses are program service expenses' versus management and
general expenseS2 in FY2021 as reported on your IRS Form 990?
19. Additional Comments, Questions and/or Suggestions:
Email dre Annual Perliormance Report to to Grants Coordinator flor Monroe County
Program service expenses are defined as expenses needed to run your programs.
21VIanagement and general expenses encompass expenses such as human resources,salaries of those not working directly with
programs,legal services,accounting services,insurance expenses,office management,auditing,and other centralized
services.
Contract:Samuel's House FY21 Page 119