Item C23
AGENDA ITEM SUMMARY
~
BOARD OF COUNTY COMMISSIONERS
Meeting Date: 7/17-7/18/02
Louis LaTorre
. .. C . SDir.ector Social Services
DIvISIon: ommumtv ervIces
Bulk Item: Yes ---X- No
Department: Social Services/Nutrition
AGENDA ITEM WORDING:
Approval of USDA Rate Agreement Amendment #001 of Contract US-251 between the Alliance for
Aging and the Monroe County Nutrition Program.
ITEM BACKGROUND: ,
The USDA Rate Agreement reimburses the Monroe CoUnty Nutrition Program for meals provided to
senior clients over 60 years old in the county who receive meals at the Congregate Nutrition Sites or
home-delivered meals.
PREVIOUS REVELANT BOCC ACTION:
USDA Rate Agreement, US-251 approved on 12/18/01.
CONTRACT/AGREEMENT CHANGES:
Changes amount of reimbursement from $27,756 to $29,750 due to availability of funds. Unit rate of
reimbursement remains the same at $.53 per unit (meal). However, funds available are increased by
$1,994.00.
STAFF RECOMMENDATIONS:
Approval
TOTAL COST: $29.750.00
COST TO COUNTY: Reimbursed
BUDGETED: Yes -L No
REVENUE PRODUCING: Yes
Nol AMOUNTPERMONTH_ Year
DOCUMENTATION:
Included X
To Follow_
Not Required
APPROVED BY: County Atty -1L
DIVISION DIRECTOR APPROVAL:
DISPOSITION:
AGENDA ITEM # ~
Revised 2/27/01
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract # USDA Rate Agreement #US-251 Amendment #001
Contract with: Alliance for Aging. Inc. Effective Date: 12/18/01
Expiration Date: 9/30/02
Contract PurposeIDescription: Reimburses the Monroe County Nutrition Program for a Specified Amount of
Congregate Meals Served at Nutrition Sites and for Home-Delivered Meals.
Contract Manager: Louis LaTorre
(Name)
4572
(Ext. )
Social Services/Nutrition
(Department)
for BOCC meeting on 7/17-7/18/02
Agenda Deadline: 7/02/02
CONTRACT COSTS
Total Dollar Value of Contract: $ 29.750.00 Current Year Portion: $
Budgeted ? Yes X- No - Account Codes: ~-61531 -331 -620 -OH
Grant: $ ~ -61532 -331 -620 -OH
County Match: -0- - - - -
-
ADDITIONAL COSTS
Estimated Ongoing Costs: $ tyro For:
(Not included in dollar value above) (e.g. maintenance~utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
O.M.B./Purchasing
Changes
Date In Needed
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Division Director
Risk Management
County Attorney
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Comments:
AMENDMENT 001
Contract US-251
Page 1
THIS AMENDMENT, entered into between the Alliance for Aging, Inc.,
hereinafter referred to as the "Alliance" and the Monroe County Board of
Commissioners, hereinafter referred to as the "recipient", amends Contract US-251.
The purpose of this amendment is to make an adjustment in the number of
meals to be served through September 30,2002 and to adjust the corresponding
reimbursement ar:nount to which the recipient shall be entitled.
1. Section II is hereby amended to read:
11. The Alliance Agrees:
Contract Amount
To pay for contracted services according to the conditions of Attachment
I in an amount not to exceed $29,750.00, 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 provider pursuant to this contract are in the state grants
and aids appropriations and consist of the following:
Program Title Year Funding Source CFDA# Fund
Amounts
Nutrition Program 2001-2002 USDA 10.570 $29,750.00
for the Elderly
TOTAL FUNDS CONTAINED IN THIS CONTRACT: $29,750,00
2. ATTACHMENT I, Section III, Paragraph A is amendedto read:
A. The Alliance shall make payment to the provider for provision of services up to a
maximum number of units of service and at the rate stated below:
Service to be Provided
Eligible Congregate
and Home Delivered
Meals
Units of Services
Unit Rate
Maximum Units
1 unit = 1 meal
0.53
56,132
AMENDMENT 001
Contract US-251
Page 2
3, This amendment shall be effective the date on which it has been signed by both
parties.
All provisions in the contract and any attachments thereto in conflict with this
amendment are hereby changed to conform with this amendment.
All provisions not in conflict with this amendment are still in effect and are to be
performed at the level specified in the contract and the Master Agreement.
This amendment and all its attachments are hereby made a part of the contract.
IN WITNESS WHEREOF, the parties hereto have caused this 2 page amendment to be
executed by their undersigned officials as duly authorized.
MONROE COUNTY BOARD OF
COMMISSIONERS
ALLIANCE FOR AGING, INC.
SIGNED
BY:
SIGNED
BY:
NAME:
NAME: STEVEN WEISBERG, M.S.
TITLE:
TITLE: PRESIDENT/CEO
DATE:
DATE:
59-6000749
PROVIDER FISCAL YEAR ENDING DATE: 09/30
Contract Number US-251
UNITED STATES DEPARTMENT OF AGRICULTURE CONTRACT
2001-2002
THIS CONTRACT is entered into between the Alliance for Aging, Inc" hereinafter referred to as
the "Alliance", and Monroe County Board of Commissioners, hereinafter referred to as the
"recipient", This contract is subject to all provisions contained in the MASTER AGREEMENT
executed between the Alliance and the recipient, Agreement No, PA-229 and its successor,
incorporated herein by reference,
The parties agree:
I. Recipient Agrees:
A. Services to be Provided:
To plan, develop, and accomplish the services delineated, or otherwise cause the
planning, development, and accomplishment of such services and activities, under the
conditions specified and in the manner prescribed in Attachment I of this contract.
B. Requirements of Section 287.058, Florida Statutes:
These requirements are herein incorporated by reference.
C. Final Request for Payment
The recipient must submit the final request for payment to the Alliance no more than 30
days after the contract ends or is terminated; if the recipient fails to do so, all right to
payment is forfeited, and the Alliance will not honor any requests submitted after
the aforesaid time period. Any payment due under the terms of this contract may be
withheld until all reports due from the recipient, and necessary adjustments thereto, have
been approved by the Alliance,
II. The Alliance Agrees:
Contract Amount
To pay for contracted services according to the conditions of Attachment I in an amount not
to exceed $27,756.00, subject to the availability of funds, The Alliance's performance and
obligation to pay under this contract is contingent upon an annual appropriation by the
Legislature and passed through the Department of Elder Affairs. The costs of services paid
under any other contract or from any other source are not eligible for reimbursement under this
contract. The funds awarded to the recipient pursuant to this contract are in state grants and
aids appropriations and consist of the following:
1
Contract Number US-251
Program Title Year Funding Source CFDA# Fund Amounts
Nutrition Program for 2001-2002 USDA 10,570 $27,756,00
the Elderly (NPE)
TOTAL FUNDS CONTAINED IN THIS $27,756,00
CONTRACT:
III. Recipient and Alliance Mutually Agree:
A. Effective Date:
1, This contract shall begin on October 1, 2001.
2. Delivery of services shall end on September 30, 2002. This contract shall end on
Janl.lary 31,2003, See Attachment I, Section III.C.
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:
Steven Weisberg
9500 South Dadeland Boulevard, Suite 400
Miami, Florida 33156
(305) 670-6500
2, The name, address, and telephone number of the representative of the recipient
responsible for administration of the program under this contract is:
Louis LaTorre
Gato Building - 1100 Simonton Street
Key West, Florida 33040
(305) 292-4573
2
Contract Number US-251
3. In the event different representatives are designated by either party after execution of this
contract, notice of the name and address of the new representative will be rendered in writing
to the other party and said notification attached to originals of this contract.
4. The name (recipient name as shown on page 1 of this contract) and mailing address of the
official payee to whom the payment shall be made:
Monroe County Board of Commissioners
Gato Building - 1100 Simonton Street
Key West, Florida 33040
IN WITNESS THEREOF, the parties hereto have caused this 5 page contract to be executed by their
undersigned officials as duly authorized.
PROVIDER:
MONROE COUNTY BOARD
OF COMMISSIONERS
ALLIANCE FOR AGING, INC
BOARD PRESIDENT OR
AUTHORIZED DESIGNEE
SIGNED ~
BY:
NAME: Ct,,,,,les';: ~'H<C.y
TITLE: /'1C1f..V"'"
I
DATE: Dc.c.c:...,., b~ 19 z.o 0 I
I
SIGNED
BY:
..<::::-~\-:\ ,,/': Cl,.'-:.1J.
...;> \<;;''oI,,::;J,) \..\,J-':;\~'V~; :5
NAME: K,^,TE C,\LL^,I><l,^.~J. PH,D.. .
TITLE: PRESIDENV0~J
DATE: ~/ea~
BER:
YEAR END DATE:
59-6000749
09/30
S ANNE,A: HUTTON
r"lATF 1/.0#01
3
.'
Contract Number US-251
A TT ACHMENT I
UNITED STATES DEPARTMENT OF AGRICULTURE
i. STATEMENT OF PURPOSE
The United States Department of Agriculture program provides reimbursement for the purchase of
United States produced agricultural and other food commodities for use in nutrition projects operating
under approved Older Americans Act Title III contracts,
II. SERVICES TO BE PROVIDED
A. Services:
Upon receipt of a prior authorization for services from Alliance staff, to provide the following
services: The purchase of United States produced agricultural and other food commodities
for use in nutrition projects operating under approved Title 11/ contracts for nutrition
services with the recipient. Prior authorization for these services will be provided by the Alliance
or its designee.
B. Manner of Service Provision:
The services will be provided in a manner consistent with the Department of Elder Affairs Client
Services Manual dated 12/98, In the event the manual is revised, the contract will incorporate any
such revision and the recipient will be given a copy of the revision,
III. METHOD OF PAYMENT - FIXED RATE
A. The Alliance shall make payment to the recipient for provision of services up to a maximum
number of units of service and at the rate stated below:
Service to be Provided Units of Services
Eligible Congregate
and Home Delivered Meals 1 unit = 1 meal
Unit Rate
Maximum Units
0,53
52,370
The prospective rate is based on the estimated USDA grant award.
B. All requests for reimbursement shall be in accordance with USDA policy regarding reimbursable
meals and Client Information Registration and Tracking System (CIRTS) policy regarding data
entry for USDA reimbursable meals, All requests for reimbursement shall include:
1, The request for reimbursement shall be submitted on DOEA Form 117, Request for
Reimbursement, USDA Cash-in-Lieu of Commodities.
2, DOEA Form 118, PSA/Recipient Monthly Meals Report must be submitted with the request
for reimbursement.
4
Contract Number US-251
3, A CIRTS report must be submitted with DOEA Forms 117 and 118 as supporting
documentation for the total number of meals reported, The CIRTS report must match the
number of meals reported on DOEA Form 118,
4, Duplication or replication of the DOEA forms 117 and 118 via data processing equipment is
permissible but replication must include all data elements in the same format as included on
the departmental forms,
5, The due date for the request for reimbursement and report(s) shall be no later than the 10th
day of the month following the month being reported,
C. This contract is for services provided during the 2002 Federal Fiscal year beginning October 1,
2001 through September 30, 2002. The additional four months (October 1. 2002 through January
31, 2003) are to allow rates to be adjusted for the twelve month service period, Retrospective
rates will be based on the final USDA grant award divided by the total USDA eligible meals
reported in Florida. This contract shall automatically terminate after the final rate for the federal
fiscal year has been established and the release of final payments are authorized by the
department.
D. In the event that the final reimbursement rate is greater or less than the rate in Section III. A., then
this contract shall be appropriately adjusted and the final rate shall be effective for the entire
contract period upon notice from the contract manager.
E. Any payment due by the Alliance under the terms of this rate agreement may be withheld pending
the receipt and approval by the Alliance of all financial and programmatic reports due from the
recipient and any adjustments thereto,
IV. SPECIAL PROVISIONS
A. State Laws and Regulations
1. The recipient agrees to comply with applicable parts of the Florida Statutes, Rule 58A-1,
Florida Administrative Code and the Department of Elder Affairs Client Services Manual dated
12/98, '
2, The Alliance and recipient agree to provide the services and implement the provisions of this
rate agreement in accordance with the Federal, State and Local laws, rules, regulations and
policies that pertain to USDA cash payments and Older Americans Act program,
5