Item C29
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
~~~
Louis Latorre -
Social Services Direct.
Meeting Date: 10/16-10/17/02
Division: Community Services
Bulk Item: Yes.-.X.- No
Department: Social ServicesINutrition
AGENDA ITEM WORDING:
Approval of USDA Rate Agreement Contract #US-351 between the Alliance for Aging and the
Momoe 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 and Amendment #1 to US-251 approved on
July 17, 2002.
CONTRACT/AGREEMENT CHANGES:
Previous 2002 Contract amount was $29,750, as amended. Amount of new contract award is indicated
as To Be Announced (TBA), since the reimbursement depends on the number of units (meals)
projected to be completed by the Nutrition Program for 2003. This has not yet been determined as the
Older American's Act (OM) contract will not be fmalized until December 2002. Until then, pursuant
to the Alliance for Aging, the total meal count and allowable reimbursement amount will be based on
the current projection for the 2001-2002 contract period, of $29,750.
ST AFF RECOMMENDATIONS:
Approval
TOTAL COST: TBA (current year $29.750)
BUDGETED: Yes ---X- No
COST TO COUNTY:
Reimbursed
REVENUE PRODUCING: Yes
Nol AMOUNTPERMONTH_ Year
DOCUMENTATION:
Included X
To Follow_
Not Required_
APPROVED BY: County Atty :i OMB/Purchasing X. Risk Man
DIVISION DIRECTOR APPROVAL:
DISPOSITION:
AGENDA ITEM # /J\/-/
Revised 2/27/01
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #USDA Rate Agreement #US-351
Contract with:Alliance for Aging. Inc. Effective Date: 1 0/1/02
Expiration Date: 1/31/04
Contract Purpose/Description:Reimburses the Monroe County Nutrition Program for Meals
Served.for Congregate and Home-Delivered Program Clients (age 60 and over)..
Contract Manager:Louis LaTorre ~ R/ ~72 Social ServicesINutrition ProllJ1llll
. . (Name){S'" . (Ext.) (Department)
for BOCC meeting on 10/16-10/17/02
Agenda Deadline: 10/2/02
CONTRACT COSTS
Total Dollar Value of Contract: $TBA. current Current Year Portion: $
$29.750
Budgeted? Yesl2$J No 0
Grant: $
County Match: $-0-
Account Codes: 125-61531-331-620-0H-GS0201
125-61532- 3 31-620-0H -GS0202
- - - -
----
- - -
----
ADDITIONAL COSTS
Estimated Ongoing Costs: $~yr For:
(Not included in dollar value above) (eg. maintenance, utilities, ianitorial, salaries, etc.)
CONTRACT REVIEW
Changes JL
Date}n Needed ~Re r
DivisionDirector ''t1lllo~ YesDNo~ ~_ -
RiskManagement m)lilO~ YesDNorLr - ~
O.M.B./Purchasing I DIll 0 z.. YesD Norz( 'l)~ ~ ((l vr,-~_
County Attorney 9/23/02 YesD Nol2$J 5((.,. ~ A. ~ kl- j
Date Out
, 0 /1/02-
lo/lIOd-
{(, /'/0 2-
q{lb/J)..
Comments:
OMB Form Revised 9/11/95 MCP #2
OFFICERS
Martin I irr;l
Cb.,;1'
Dr. freeman T. \X'yche
l'/ff C.bair
Henry Bikofsky
Srt"rY1J'J
SUSilfi E. Ourre. E~t.I'
fftdWIyr
Kilte Cal\;,han. Ph.D.
lmmtdiau PdJI ChJir
BOARD MEMBERS
Raymond AdriiLO
C,rlns f. Arazoza
Rosl)'n K. B!rrin
William Calderin
Olga A. Connor
Carl Eisdorfcr, Ph.D., M.D.
. Ramona Frischman, Ed.D.
Ginger Grossman
Harold F. Heim
Alben Maury
Ellen W. Oppenheimer
Suzette S. Pope
Ana M. Poveda
BMbara Abel Reiser. M.S.
Jose T. Sanchez. M.D.
Cltherine Schaus
Maggie Smich
Harvey S"ocin
Manha Tejeda
Margarec \'qeedmiln
David Williams, Jr.
HONORARY BOARD
MEMBERS
C~uolina Ciducrin
R....ebud L. Foscer. Ed.D.
Benjamin Leon. Jr.
PRESIDENT/CEO
Sceven \1(feisberg, ~I.S.
9500 Souch Dadeland Boulevard
Suice 400
Miami, Florida 33156
(305) 670-6500
Fax: (305) 670-6516
Elder Helpline: 1-800-963-5337
TOo: (305) 670-7721
parriaUy funded by member of
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AlIitmce /o/' Aging, Inc.
/IIlSU'(/I~ fin I t:.!illg
September 18, 2002
Louis La Torre, Executive Director
Monroe County Social Services
. Gato Building - 1100 Simonton Street
Key West, Florida 33040
Re: USDA Rate Agreement US351
Dear Louie:
I am sending you two (2) copies of your 2002-03 USDA Rate Agreement.
Please remember that in order to continue paying your agency
uninterruptedly for meals served, the agreement must be in place prior to
October 1, 2002,
Once your 2003 OAA budget is finalized we will amend the rate
agreement as needed to reflect the specific dollar amount and meal count
for each OAA nutrition title, Until then, the total meal count and allowable
reimbursement amount will be based on our current projection for the
2001-2002 contract period,
Please have both copies signed and dated by an appropriate official at
your agency and return them to us for final review and signing.
If you have any questions on this matter, please call me at (305) 670-
6500, Extension 223.
~IYI
\\~tW
Pedro Jove
Director of Administration
Enclosures as stated
Area Agency on Aging for Miami-Dade and Monroe Counties
. .
Contract Number US-351
UNITED STATES DEPART~ENT OF AGRICULTURE CONTRACT
2002-2002
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-329 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 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-351
Program Title Year Funding Source CFDA# Fund Amounts
Nutrition Program for 2002-2003 USDA 10.570 TBA
the Elderly (NPE)
TOTAL FUNDS CONTAINED IN THIS TBA
CONTRACT:
III. Recipient and Alliance Mutually Agree:
A. Effective Date:
1. This contract shall begin on October 1, 2002.
2. Delivery of services shall end on September 30, 2003. This contract shall end on
January 31,2004. See Attachment I, Section III.C.
B. Termination, Suspension and/or Enforcement
The causes and remedies for termination or suspension of this contract shall follow the same
procedures as outlined in Section III. B. And Section III. C. of the Master Agreement.
C. Notice, Contact, and Payee Information:
1. The name, address, and telephone number of the contract manager for the Alliance for
this contract is:
Steven Weisberg
9500 South Dadeland Boulevard, Suite 400
Miami, Florida 33156
(305) 670-6500
2. The name, address, and telephone nUinber of the representative of the recipient
responsible for administration of the program under this contract is:
Louis LaTorre
Gato Building - 11 oq Simonton Street
Key West, Florida 33040
(305) 292-4573
2
Contract Number US-351
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:
SIGNED
BY:
NAME:
NAME: STEVEN WEISBERG, M.S.
TITLE: PRESIDENT/CEO
TITLE:
DATE:
DATE:
FEDERAL 10 NUMBER:
RECIPIENT FISCAL YEAR END DATE:
59-6000749
09/30
3
Contract Number US-351
ATTACHMENT I
UNITED STATES DEPARTMENT OF AGRICULTURE
1. STATEMENT OF PURPOSE
The United States Department of Agriculture program provides
reimburse~ent 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
1. Services:
Upon receipt of a prior authorization for services from Alliance
staff, to provide the following services: The purchase OI United
States produced agricul.tura.l and other IOed commodities Ior use in
nutrition projects operating under approved Tit~e III contracts
Ior nutrition services ~th 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.
I I I . 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
Maxi
0.54
TBA
The prospective rate is based on the estimated USDA grant award.
B. All requests for reimbursement shall be in accordance with USDA
5
Contract Number US-351
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. DOE~ For!tl 118, p'SA/Recipient Monthly Meals Report must be
submitted with the request for reimbursement.
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 2003 Federal
Fiscal year beginning October 1, 2002 through September 30, 2003.
The additional four months (October 1, 2003 through January 31,
2004) 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 raie 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. SPECD\L PROVI:SXONS
6
Contract Number US-351
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.
7
--- - ---o-~---
\
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 thrOl-!gh the Department of Elder Affairs. The ~osts 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!ary 31,2003. See Attachment I, Section III.C.
B. Termination, Suspension and/or Enforcement
The causes and remedies for termination or suspension of this contract shall follow the same
procedures as outlined in Section III. B. And Section III. C. of the Master Agreement.
C. Notice, Contact, and Payee Information:
1. The name, address, and telephone number of the contract manager for the Alliance for
this contract is:
Steven Weisberg
9500 South Dadeland Boulevard, Suite 400
Miami, Florida 33156
(305) 670-6500
2. The name, address, and telephone number of the representative of the recipient
responsible for administration of the program unde~this contra~! 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
BOARD PRESIDENT OR
AUTHORIZED DESIGNEE
SIGNED ~
BY:
NAME: Ctuvle.s .;: -t' /-1<'-1
TITLE: MQ.v""-
I
DATE: De.c.c...,.,"~ I~ 2.001
I
ALLIANCE FOR AGING, INC
TITLE: PRESIDENyc:.tJ
DATE: ~ I C) '1......
59-6000749
09/30
nATF
J .-
3
Contract Number US-251
ATTACHMENT I
UNITED STATES DEPARTMENT OF AGRICULTURE
i. STATEMENT OF PURPOSE
The United States Department of Agriculture program provides reimbursement for the purchase of
United States produceg 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 gran~. 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, PSNRecipient 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 reimbl,lrsement 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 Localla'N.s, rules, regulations and
policies that pertain to USDA cash payments and Older Americans Act program.
5
'..
. .
;0":':-'--t1':
M9~1'ft\ C....ty wi::-J.:". OMce Or~~~
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:
II. 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 amended to 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