Item C28
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
MEETING DATE: JUNE 18,2003
DIVISION: COMMUNITY SERVICES
BULK ITEM: -+4& res
DEPARTMENT: COMMUNITY SERVICES
AGENDA ITEM WORDING: Approval of Amendment to Contract #WWW-PY'-01-01-03, between Monroe County and
South Florida Employment & Training Consortium, revising the financial closeout procedures.
ITEM BACKGROUND: N/A
PREVIOUS RELEVANT BOCC ACTION: Approval of PY'01-01-00 - June 20,2001. Approval of PY'01-01-01 -
September 1 g, 2001. Approval of PY'01-01-02 - June 1 g, 2002.
CONTRACT/AGREEMENT CHANGES: Deletion of last sentence in Article II. Adding of additional language to Article II.
STAFF RECOMMENDATION: Approval
TOTAL COST: N/A
BUDGETED: N/A
COST TO COUNTY: N/A
SOURCE OF FUNDS: N/A
REVENUE PRODUCING: N/A
AMOUNT PER MONTH /YEAR: N/A
APPROVED BY: County Attorney XXX
OMB/Purchasing XXX Risk Management XXX
DOCUMENTATION: Included
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/ .JAMES E. MALLOCH, Division Director
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x66< To Follow Not Required
DIVISION DIRECTOR APPROVAL
AGENDA ITEM # ~/$
DISPOSITION:
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with So. FI. Employment & Contract
,,--------- - --.
Effective Date:
Expiration Date:
Contract PurposelDescription:
Approval of Amendment to Contract # WWW-PY'01-01-03, between Monroe County
and South Florida Employment & Training Consortium, revising the financial closeout
procedures.
Contract Manager: Jim Malloch 4500 Community Services / #1
(Name) (Ext. ) (Department/Stop #)
for BOCC meeting on 6/18/03 Agenda Deadline: 6/3/03
CONTRACT COSTS
Total Dollar Value of Contract: $
Budgeted') YesD No D Account Codes:
Grant: $
County Match: $
Current Year Portion: $
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ADDITIONAL COSTS
Estimated Ol1going Costs: $_/yr For:
(Not included in dollar value above) (eg. maintenance. utilities. janitorial. salaries. etc.)
CONTRACT REVIEW
Changes
..Er~. If Needed ~
Division Director ~o j YesD NoD -
Risk Management shIh? Y esD No~ '
O.M.B (Purchasing 5/;JI/CJ.resD No[&;}
"
County Attorney ,5^--!b'c..3 YesD NoGY
Comments:
OMB Form Rc\iscd ll27/0 I Mep #2
Date Out
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WORKFORCE/WELF ARE TRANSITION/WELF ARE TO WORK
AMENDMENT TO CONTRACT
SOUTH FLORIDA EMPLOYMENT AND TRAINING
CONSORTIUM AND SERVICE PROVIDER
SOUTH FLORIDA EMPLOYMENT AND TRAINING CONSORTIUM (SFETC)
3403 NW 82nd A VENUE, SUITE 300
MIAMI, FLORIDA 33122-1029
SERVICE PROVIDER
Monroe County Board of County Commissioners
5100 College Road
Key West, Florida 33040
TITLE OF SERVICE PROVIDER'S PROGRAM
"WORKFORCE/WELF ARE TRANSITION/WELF ARE to WORK"
AlYIENDED CONTRACT NUMBER: WWW-PY'01-01-03
THIS AMENDMENT, made this 1st day of May of 2003 by and between the South Florida
Employment and Training Consortium and Monroe County Board of County Commissioners,
herein referred to as the Service Provider.
1. It is expressly agreed by the parties that this amendment is supplemental to WWW-
PY'01-01-00, Index Code Numbers #101058 / 102058, effective 07/01/01 and
referred to as the original contact which, is, by this reference, incorporated and made
a part hereof and all terms, conditions and provisions thereof unless specifically
modified herein are to apply to this amendment as though they were expressly
rewritten, incorporated and include herein.
2. It is agreed the W\VW-PY'01-01-00 shall be modified, altered and changed in the
following respects only:
a. ARTICLE II is amended to delete.... "All closeout procedures stipulated in
the Service Provider Manual and subsequent Program Directives shall be
completed within forty-five (45) calendar days subsequent to the expiration
date listed in this Contract."
b. ARTICLE II is amended to include - Financial Closeout Package (FCOP)
required by SFETC shall be completed within forty-five (45) calendar days of
the Contract completion date unless specifically waived by SFETC in writing
.-\.'IE~'m'IE~T TO CONTR-\CT
PAGE 1 of3
2002-2003
and shall include a full accounting of all funds expended and received under the
terms of this Contract in accordance with SFETC Financial Closeout
Procedures attached herein and incorporated as Exhibit A. Non-receipt of the
required closeout package and supporting documentation by the specified due
date shall result in the disallowance of all costs included in the FCOP.
Contractor may be subject to deobligation of funds under existing Contract(s)
and may be disqualified from the award of Contracts under future solicitations
for such a period of no less than one (1) year and under such conditions as
may be determined by SFETC when Contractor has failed to submit the
FCOP.
c. The effective date of this amendment is May 1, 2003.
3. In the event of any conflict, inconsistency, variance or contradiction between the
provisions of this Amendment and any of the provisions of the original contract, the
provision of this Amendment shall in all respects superseded, govern and control
4. This amendment shall not be deemed valid until is has been executed by the SFETC
Executive Director.
AME:\D\lE:\T TO CO~TRACT
PAGE 2 01'3
2002-2003
SIGNATORY FORM
AUTHORIZED SIGNATURES FOR:
PROGRAM ENTITLED:
CONTRACT NUMBER:
Monroe County Board of County Commissioners
"WORKFORCE/WELFARE TRANSITION/WELFARE to WORK"
WWW-PY'OI-01-03
(These Signatures shall be the same as those names which appear in the List of Authorized Signatures
Provided in the Operational Documents on file with the SOUTH FLORIDA EMPLOYMENT AND
TRAINING CONSORTIUM.)
la.
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Signature of Authorized Officials
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Date
Date
2b. James L. Roberts
Typed Name of Authorized Officials
2a. Dixie Spehar
3a.
Mayor
3b. County Administrator
Full Title of Authorized Officials
4a.
Signature of Person Attesting
Signature that appears on Line la
4b.
Signature of Person Attesting
Signature that appears on Line Ib
SOUTH FLORIDA EMPLOYMENT AND TRAINING CONSORTIUM
BY:
Contracts Manager
Date
BY:
Executive Director
Date
AMEl'W\IE:'-iT TO CONTRACT
PAGE 3 of 3
2002-2003
EXHIBIT A
FINANCIAL CLOSEOUT PROCEDURES
1. Purpose
The purpose of this procedure is to document and provide guidance to service providers and
South Florida Employment and Training Consortium (SFETC) staff on the required process to
close out contracts at the expiration or termination date.
II. Policv
A. Service providers shall complete and submit a Financial Closeout Package (FCOP) for
each contract on or before 45 days after the contract expires, or upon termination of the
contract. For example, if the contract expires September 30, the FCOP will be due to
South Florida Workforce on or before November 15.
B. The final payment request must be submitted with the FCOP. All costs included with a
late FCOP shall be disallowed.
C. The following are the required FCOP documents, which must be submitted by the service
provider:
1. Cumulative Expenditure Report (Enclosure 1)
2. Final Report of Cash Transactions (Enclosure 2)
3. Release Form (Enclosure 3)
4. Outstanding Liabilities Report (Enclosure 4)
5. SFETC Property Inventory Report (Enclosure 5)
6. Contract Close-Out Tax Certification (Enclosure 6)
7. Service Provider Submittal of Close-Out Documents (Enclosure 7)
8. Bank Statement
D. Upon the request of the service provider, SFETC accountant will provide technical
assistance on completing the FCOP.
III. Proced u re
A. Salaries !Wages
Staff persons may be paid for absences (vacations, sick leave, etc.), if such a provision for
payment is included in the service provider's personnel policies and procedures manual
that was submitted as part of the operational documents. All service providers are
encouraged to allow staff to take time off rather than issue payment for leave time.
Staff persons may be paid for unused vacation time once they are terminated from the
program. This payment shall be charged to staff salaries unless such payment, when
added to the total salary, is such that it exceeds the maximum salary established in the
operating budget.
Revised 05108/03
Page 1 of 11
B. Insurance
Serv'ice provider should keep in force all insurance policies, \vhich are applicable to their
program(s). If premium refunds are due to the service provider, the serv'ice provider shall
request that the premium be returned with a credit invoice from the insurance company
shO\ving the adjustment. Any refunds received shall be returned to SFETC.
C. Professional Service, Sub-Contract & Rental Agreements
The serv'ice provider shall cancel, all of the following services, which will not be applicable
to anv future contract with SFETC.
I, All professional service agreements and sub-contract agreements paid by funds
generated from this contract;
2. All rental contracts associated with office space, equipment, and/or vehicles and
maintenance contracts which are paid with funds generated from the contract(s);
3, All utility services associated with the operation of your program(s), i.e. telephone,
electricity, water.
D. Completion of FCOP
1. Cumulative Expenditure Report (Enclosure 1 ):
Complete columns A, B, C, D and E providing the information as indicated by the
column headings.
2. Final Report of Cash Transactions (Enclosure 2):
Prepare a final report of cash transactions. Follow the \vording on the report form.
Any difference shown on the bottom line of the report must be explained.
3. Release Form (Enclosure 3):
The total amount shown on line 4, "Total of Amounts Paid and Liabilities
Outstanding" must reflect the total allowable costs incurred through the expiration
date of any sub-agreement.
Checks that are unclaimed or outstanding at the time of closeout should be cancelled
or payment stopped, return the money to SFETC and document the amount on the
Outstanding Liabilities report.
4, Outstanding Liabilities Report (Enclosure 4):
(a) List all possible claimants as follows:
I. The claimant's name, last known address, amount of money outstanding
and the service provided.
11. If it's an emp loyee paycheck, the list shall also include the pay period
during which the money was earned, the number of hours worked, the
hourly rate of pay, the dates worked, and the claimant's social security
number.
R<:V\S~l; C ", .'
Revised I) ~
iii. A list of all outstanding (uncashed) checks, i.e., checks for which a stop
payment has been issued, shall also be provided. The list shall include a
check l1umber, the date of issuance, the amount of the check, the number
of the invoice for which the check was issued, and the name of the vendor.
If additional space is needed, use the reverse side of form.
IV. A list of all vouchers or payments pending from vendors is to be reported
on enclosure 4 (these items are not reimbursable after the closeout date).
(b) No cost shall be incurred subsequent to the end of the contract period, or after
the expiration date of any contract.
(c) All efforts must be made by the service provider to receive final vendor
invoices prior to preparing the close out package.
(d) SFETC will not allow payment of any expenditure, subsequent to 45 days after
contract expires.
(e) The service provider will be responsible for any costs incurred that were not
reflected in the close out package.
5. SFETC Propertv Inventorv Report (Enclosure 5):
Complete this form for all property valued over 5500.00 that has been acquired with
SFETC funds. If no property has been acquired, write on the first line "No Property
Acquired" and sign and date the form.
6. Contract Close-Out Tax Certification (Enclosure 6):
Complete and sign, certifying that all payroll taxes have been paid for staiI salaries
and wages.
7. Service Provider Submittal of Closeout Documents (Enclosure 7):
This serves as a checklist of all enclosures required by SFETC. Upon completion of
the above enclosures, this checklist is forwarded to the SFETC.
8. Bank Statement:
If the service provider has a bank account exclusively for this program:
(a) Close out the account with the banle
(b) The service provider must submit a bank statement reflecting a zero balance
with the closeout package or within 30 days after the closeout due date.
E. SFETC Accountant Responsibility
The SFETC accountant assigned to the contract will provide technical assistance to
complete the FCOP upon request.
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Revised 05;08,03
SFETC accountant will perform the following functions:
1. Verify that all required enclosures in the FCOP are completed, signed and dated.
2. Audit final payment request and update the financial record accordingly.
3. Verify service provider's total expenditure against the financial record.
4. Verify that SFETC Property Inventory Report is accurate according to invoices
submitted and payments made to the service provider. If discrepancies are found,
contact the service provider and request a corrected Property Inventory Report.
5. Forward a copy of the SFETC Property Inventory Report to the designated SFETC
employee responsible for tagging and tracking SFETC fixed/capital assets.
6. If the service provider declares that a separate bank account is kept, but the zero (0)
balance bank statement was not submitted, the accountant must immediately follow-
up with the service provider and notify his or her supervisor.
Page 4 of 11
Enclosure 1
CUlVIULA TIVE EXPE~1)ITURE REPORT
Index Code #
SERVICE PROVIDER
PERIOD FOR 'VHICH COST HAVE BEEN INCURRED: FROM
TO
A
B
C
D
LINE ITEivU Y.T.D. Ct."),L EXPEND. Y.T.D. Y.T.D. ClJ:Vl.
DESCRIPTION Lr;... t ITEM ClTM. EXPEl'iD. PROGRA~[ COST
ADMIN.
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Prepared by:
Approved by:
Official \vho signed Contract! Date
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Enclosure 2
FINAL REPORT OF CASH TRANSACTIONS
1.
DATE
Suuth Florida Employment and Training Consortium
2. :-:ame of Service Provider
3. Title of Program
Cash Position Section:
Index Code #
(.-\) l. Total Amount of Funds Received
from Reimbursement Packages:
(Year-To-Date) $
2. Total Amount of Funds Received
from Cash Advances CYear-To-
Date) $
Total Amount of
Funds Received:
(Year-To-Date)
(Add Lines A I & A2)
$
(B) Less Total Allowable Disbursements:
(Year-To-Date) Sf
(C) Less Any Preliminary Refunds $f
(D) Balance To Be Refunded to SFETC*
$
* If this amount will not be totally refunded, explain the reason(s) why a
refund will not be submitted. This includes an explanation why only a
partial refund will be submitted.
Re"."',,,; .:s. 1)3
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Enclosure 3
RELEASE FORM
SERVICE PROVIDER:
PROGRAM::
Address:
Title:
Index Code #
Name:
Pursuant to the terms of the Contractual Agreement between the Service Provider listed above and the South Florida
Employment and Training Consortium (SFETC), and in consideration of the total amounts paid and liabilities
outstanding as reported on the schedule of outstanding liabilities (Enclosure 3A), to the Service Provider which
equal
($ ), the Service Provider, does remise release, and discharge the SFETC, its officers,
agents, and employees, of and from all liabilities, obligations, claims, and demands whatsoever under or arising
from the Contractual Agreement, except under the following conditions:
The service provider also is notifying the SFETC that it has additional liabilities as detailed on the enclosed
schedule of outstanding liabilities. The service provider certifies that they have not received the invoices from the
vendors and that they are attempting to resolve the liability.
The service provider understands that onlv those outstandiD!?: liabilities reported will be reimbursed bv the
SFETC. Anv costs incurred that is not reported in this close-out packal!e will be the sole responsibility of the
service provider/service provider.
IN WITNESS WHEREOF, this Release has been executed this
day of
Official Who Signed Contract/Date
Program Director's Signature/Date
Revised 05/08/03
Page 7 of 11
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Enclosure 6
CONTRACT CLOSEOUT TAX CERTIFICATION
Service Provider:
Federal Employer Identification #:
South Florida Employment and Training Consortium
Index Code #:
In the performance of the Contractual Agreement between the Service Provider listed above and the South i
Florida Employment and Training Consortium, I, as Program Director, certify that I have complied with the :
requirements of the law regarding: '
o Obtaining employer identification and account numbers
o Collecting, paying, depositing, and reporting Federal, State and local ta'\.es.
o Providing W-2 Forms to employees and participants who are not now employees. For present
employees and participants who were formerly employed under the Contract, W-2 Forms shall be
furnished as specified in Circular E, Employer's Tax Guide.
Program Director's Signature/Date
Service Provider
Service Provider's Street Address
City/State/Zip Code
Revised 05/08103
Page 10 0 f I I
Enclosure 7
SERVICE PROVIDER SUBMITTAL OF CLOSE-OUT DOCUMENTS
South Florida Employment and Training Consortium
1) Date
Index Code #
3) Title ofProgram(s)
2) Service Provider
Name
Address
Enclosed
Will Be Sent
Separately By:
(Enter Date)
Unable to Furnish
Identification of Documents
1) Enclosure #1 (Cumulative Expenditure Report)
2) Enclosure #2 (Final Report of Cash Transactions)
3) Enclosure #3 (Release Form)
4) Enclosure # 4 (Outstanding Liabilities Report)
5) Enclosure #5 (Final Property Inventory Report)
6) Enclosure #6 (Contract Close-Out Tax
Certification)
7) Enclosure #7 (Service Provider Submittal of Close-
Out Documents)
8) Bank Statement
I, as Program Director, have taken actions related to the close-out of
subject contract and am closing required close-out documents as listed above (or) have provided a date when
documents will be submitted (or) have provided an explanation of why those documents cannot be furnished.
Program Director's Signature/Date
Executive Director's Signature/Date
Page 11 of 11