Item F1
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: Sept. 15. 2004
Division: Management Services
Bulk Item: Yes
No XX
Department: Administrative Services
AGENDA ITEM WORDING: Approval of contract amendment with Guidance Clinic of the
Middle Keys to provide additional funds through remainder of FY04 for Baker Act
Transportation program, and resolution to transfer funds from fund 102 reserves to cover.
ITEM BACKGROUND: Additional funds are needed because of an unanticipated 31 % increase
in trips experienced in FY04, and increase in fuel costs.
PREVIOUS RELEVANT BOCC ACTION: Monroe County has previously contracted with the
Guidance Clinic of the Middle Keys for the past several years to provide Baker Act
Transportation.
CONTRACT/AGREEMENT CHANGES: Increase current contract amount for Baker Act
Transportation component from $94,307 to $115,844, an increase of $21,537 in funding.
STAFF RECOMMENDATIONS: approval
TOTAL COST: $772.501.00 (new contract total)
BUDGETED: Yes
No XX
COST TO COUNTY: $772.501.00 (increase of21.537.00) SOURCE OF FUNDS: road and bridge fund
REVENUE PRODUCING: Yes
NoXX AMOUNTPERMONTH_ Year
APPROVED BY: County Atty _
OMB/purch,az in., _ . ,.RiSk M. ,a...nageme,nt_
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~~, /[E<.~etL (? (:7?ZLKt/L/'
Sheila A. Barker
DIVISION DIRECTOR APPROVAL:
DOCUMENTATION:
Included XX
To Follow
Not Required
DISPOSITION:
AGENDA ITEM # F 1-
Revised 1/03
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with: Guidance Clinic ofthe Effective Date: 1 0/01103
Middle Keys
Expiration Date: 9/3 0/04
Contract Purpose/Description: amendment to portion of contract that provides funding for Baker
Act transportation services in Monroe County.
Contract Manager: David P. Owens
(Name)
4482
(Ext.)
OMB/Grants
(Department)
for BOCC meeting on 09/15/04
Agenda Deadline: 08/31/04
CONTRACT COSTS
Total Dollar Value of Contract: $ 772.50 1. 00 Current Year Portion: $ 772.501.00
Budgeted? Yes~ No 0 Account Codes: 001-01501-530340-_-528.019.00
Grant: $0.00 102-01507-530340-_-115.844.00
County Match: $_ 102-04542-530340-_-42351.00
101-68607-530340-_-86.287.00
ADDITIONAL COSTS
Estimated Ongoing Costs: $_/yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
O.M.B.lPurchasing
Changes Date Out
Date In Needed ,0' Re~ie~ /J ) /) y -, 1-/
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Division Director
Risk Management
County Attorney
Comments:_
OMB Form Revised 9/11/95 MCP #2
09/02/2004 13:33 FAX 3052896158
GCMK
14I 0011001
GUIDANCE CLINIC OF THE MIDDLE KEYS, INC.
3000 41sT STREET, OCEAN
MARATHON, FL 33050
(v) 305/289-6150 / (f) 305/289-6158
www.gcmk.org
September 2, 2004
Mr. James L. Roberts
Monroe County Administrator.
1100 Simonton Street
Key West, FL 33040
Re: Agenda Items for the September meeting of the Board of
County Commissioners-Requests for additional funds for
Baker Act Transportation
Dear Mr. Roberts:
The Guidance Clinic of the Middle Keys requests additional funding in the amount of
$21,537 for Fiscal Year 2004 and $25.410 for Fiscal Year 2005. The additional funds
are needed in Fiscal Year 2004 because:
1. The number of trips for the first 10 months of this year has increased by more
than 30% over the same period last year.
2. Fuel costs have increased 30% since October 2003.
Our initial request for Fiscal Year 2005 was for the same amount as the original FY 04
Contract: $94,307. We are asking that the funding be increased for FY 05 because we
expect the utilization and fuel costs to remain at current levels.
Additional documentation regarding costs is included in the agenda item request.
Thank you for your consideration in this matter
Sincerely,
Q~~ ~~~
~~i~ T. Pipher, MA
Vice President of Operations
Partially funded by the Florida Department of Children & Families, District 11
~'CUHiLDRiN
121 .. JAM."'ES
The Guidance Clinic of the Middle Keys requests a contract amendment for Fiscal year 2004 to increase
the amount for Baker Act Transportation. The additional funds are needed because:
1. The number of trips increased by 31 % over last fiscal year.
2. Gasoline costs have increased by 30% since October 2004.
Detail of costs appears below. The additional funds requested represent an increase of 23% over the
current contract amount. The projection for this fiscal year is based on actual information through July
2004.
GUIDANCE CLINIC OF THE MIDDLE KEYS, INC.
Baker Act Transportation Expenses
County Fiscal Year: October through September
FY04
Projection
FY03
Actual
Trips
422
322
ExDenses
Drivers
$77,590
$52,305
Vehicle Costs
Insurance
Fuel
Repairs
Licenses & Other
subtotal
7,864
3,385
2,588
37
13,874
6,590
2,125
5,069
405
14,190
Other Costs
Coordination
Telephone/Pagers
Other
subtotal
23,076 26,792
1,293 946
11 74
24,380 27,812
115,844 94,307
94.307 94.307
$21,537
Total Expenses
Current County Contract
Additional Funds Needed
Management Services
Resolution No.
- 2004
A RESOLUTION CONCERNING THE TRANSFER OF FUNDS
WHEREAS, it is necessary for the Board of County Commissioners of Monroe County, Florida, to
make budgeted transfers in the Monroe County Budget for the Fiscal Year 2004, therefore,
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE
COUNTY, FLORIDA, that there shall be transfers of amounts previously set up in the Monroe
County Budget for the Fiscal Year 2004 as, hereinafter set forth to and from the following accounts:
Fund #102 - Road and Bridge Fund
From: 102--5630-85504-590990 Other Uses
Cost Center # 85504 - Reserves, Fund 102
For the Amount: $21,537.00
To: 102-5630-01507-530340 Contractual Services
Cost Center # Guidance Clinic of the Middle Keys - Baker Act Transportation
BE IT FURTHER RESOLVED BY SAID BOARD, that the Clerk of said Board, upon receipt ofthe
above, is hereby authorized and directed to make the necessary changes of said items, as set forth
above.
PASSED AND ADOPTED by the Board of County Commissioners of Monroe County, Florida, at a
regular meeting of said Board held on the 15th day of September AD 2004.
Mayor Nelson
Mayor Pro Tem Rice
Commissioner McCoy
Commissioner Neugent
Commissioner Spehar
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By:
Mayor/Chairman
(Seal)
Attest: DANNY L. KOLHAGE, Clerk
,.....,.~..,._c.,
(/ZJ'
CONTRACT AMENDMENT
This amendment to agreement is made and entered into this day of September,
2004, between the BOARD OF COUNTY COMMISSIONERS OF MONORE COUNTY,
FLORIDA, hereinafter referred to as "COUNTY" and the Guidance Clinic of the Middle Keys,
Inc., hereinafter referred to as "PROVIDER."
WHEREAS, COUNTY and PROVIDER entered into an agreement on October 15, 2003
for the purpose of providing Baker Act transportation services,
IN CONSIDERATION of the mutual promises and covenants contained herein, it is
agreed as follows:
1. Article 1 and article 1.d. of the agreement shall be amended to read:
1. AMOUNT OF AGREEMENT. The Board, inconsideration of the Provider
substantially and satisfactorily performing and carrying out the duties and
obligations of the Board, shall reimburse the Provider for a portion of the
Provider's expenditures for Baker Act hospital, physician and crisis stabilization
services, as billed by the Provider, for clients qualifying for such services under
applicable state and federal regulations and eligibility determination procedures,
and for ,Baker Act transportation service, non-Baker Act mental health and
substance abuse treatment. This cost shall not exceed a total reimbursement of
SEVEN HUNDRED SEVENTY-TWO THQUSAND, FIVE HUNDRED, ONE, AND
NO/100 DOLLARS ($772,501.00), during the fiscal year 2003-04, payable as
follows:
d) Pay to the Provider the sum of ONE HUNDRED FIFTEEN
THOUSAND, EIGHT HUNDRED, FORTY-FOUR AND NO/100 DOLLARS
($115,844.00) for Baker Act transportation.
2. All other provisions of the agreement dated October 15, 2003, not inconsistent
herewith shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed
as of the day and year first written above.
(SEAL)
ATTEST: DANNY L. KOHLAGE, CLERK
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
By
Deputy Clerk
Mayor/Chairman
Guidance Clinic of the Middle Keys, Inc.
FederallD No. 59-1458324
Witness
By
Witness, '." ~'.. ~'~"~;":/./.,~.,
_._ S;, -,,;;t. V . .,..~,(.~"...,._
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· ?/l/t-~y
AGREEMENT
A-fA -
This Agreement is made and entered into this . b day of CJlC--I. ,2003,
between the BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter
referred to as "Board" or "County," and the GUIDANCE CLINIC OF THE MIDDLE KEYS, INC.,
hereinafter referred to as "Provider."
WHEREAS, the Board and the Provider desire to enter into an agreement wherein the
Board contracts for services from the Provider for the rendering of mental health services to the
citizens of the Middle Keys, Monroe County, Florida, and
WHEREAS, the Board is vested and charged with certain duties and responsibilities relating
to the mental health and guidance of the citizens of Monroe County, and
WHEREAS, such services have been rendered by the Provider in the past and have been
invaluable to the citizens of the Middle Keys, and
WHEREAS, it is proper and fitting to enter into an agreement for services to be rendered in
the forthcoming fiscal year 2003-2004, now, therefore,
IN CONSIDERATION of the mutual promises and covenants contained herein, it is agreed
as follows:
1. AMOUNT OF AGREEMENT. The Board, in consideration of the Provider
substantially and satisfactorily performing and carrying out the duties and obligations of the
Board, shall reimburse the Provider for a portion of the Provider's expenditures for Baker Act
hospital, physician and crisis stabilization services, as billed by the Provider, for clients qualifying
fOf such services under aoplicable state and federal regulations and eligibility determination
procedures, and for Baker Act transportation services, non-Baker Act mental health services and
substance abuse treatment. This cost shall not exceed a total reimbursement of SEVEN
HUNDRED FIFTY THOUSAND, NINE-HUNDRED, SIXTY-FOUR, AND NO/IOO DOLLARS
(S750,964.00), during the fiscal year 2003-2004, payable as follows:
a) Pay to the Provider the sum of FORTY-TWO THOUSAND, THREE-HUNDRED, FIFTY-
ONE, AND NO/100 DOLLARS ($42,351.00) for Community Transportation Coordinator services.
b) Pay to the Provider the sum of FIVE-HUNDRED TWENTY-EIGHT THOUSAND,
NINETEEN, AND NO/lOO DOLLARS ($528,019.00) for Baker Act Inpatient, Residential Detox, and
Mental Health/Substance Outpatient counseling services and community mental health and
substance abuse services.
c) Pay to the Provider the sum of EIGHTY-SIX THOUSAND, TWO-HUNDRED EIGHTY-
SEVEN, AND NO/lOO DOLLARS ($86,287.00) for residential treatment services, including
detoxification, long-term substance abuse treatment,. and long-term psychiatric treatment
services.
d) Pay to the provider the sum of NINETY-FOUR THOUSAND, THREE HUNDRED,
SEVEN, AND NO/lOO DOLLARS ($94,307.00) for Baker Act transportation.
2. TERM. This Agreement shall commence on October 1, 2003, and terminate
September 30, 2004, unless earlier terminated pursuant to other provisions herein.
3. PAYMENT. Payment will be paid monthly as hereinafter set forth. Baker Act
Billing Summary Forms, certified monthly financial and service load reports will be made available
to the Board to validate the delivery of services under this contract. The monthly financial report
is due in the office of the Clerk of the Board no later than the 15th day of the following month.
Payment for Baker Act and Marchman Act transportation services shall be made according to the
rate schedule set forth in Attachment 0, subject to the maximum amounts set forth in Paragraph
1. d. above. After the Clerk of the Board pre-audits the certified report, the Board shall
reimburse the Provider for its monthly expenses. However, the total of said monthly payments in
the aggregate sum shall not exceed the total amount shown in Article 1, above, during the term
of this agreement. To preserve client confidentiality required by law, copies of individual client
bills and records shall not be available to the Board for reimbursement purposes but shall be
made available only under controlled conditions to qualified auditors for audit purposes. The
organization's final invoice must be received within sixty days after the termination date of this
contract shown in Article 2 above.
4. SCOPE OF SERVICES. The Provider, for the consideration named, covenants and
agrees with the Board to substantially and satisfactorily perform and carry out the duties of the
Board in rendering counsel in the matter of mental health and guidance to the citizens of the
Middle Keys, Monroe County, Florida. The Provider shall provide these services in compliance with
Florida Statutes Chapter 394. Said services shall include, but are not limited to, those services
described in Provider's Details of Specific Program for Which Funding is Requested, attached
hereto as Exhibit C and incorporated herein. Baker Act and Marchman Act transportation services
which are covered under this agreement may be subcontracted, but are subject to the rates set
forth in Attachment D, and the limitations above. The subcontractor shall be subject to all of the
conditions of this contract, including but not limited to insurance and hold-harmless requirements,
as is the Provider.
5. RECORDS. The Provider shall maintain appropriate records to insure a proper
accounting of all funds and expenditures, and shall provide a clear financial audit trail to allow for
full accountability of funds received from said Board. Access to these records shall be provided
during weekdays, 8 a.m. to 5 p.m., upon request of the Board, the State of Florida, or authorized
agents and representatives of the Board or State.
The Provider shall be responsible for repayment of any and all audit exceptions which are
identified by the Auditor General of the State of Florida, the Oerk: of Court for Monroe County, an
independent auditor, or their agents and representatives. In the event of an audit exception, the
current fiscal year contract amount or subsequent fiscal year contract amounts shalt be offset by
the amount of the audit exception. In the event this agreement is not renewed or continued in
subsequent years through new or amended contracts, the Provider shall be billed by the Board for
the amount of the audit exception and the Provider shalt promptly repay any audit exception.
6. 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 for bodily injury (including death), personal injury, and property damage (induding
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. The extent of liability is in no way limited to, reduced, or
lessened by the insurance requirements contained elsewhere within this agreement.
7. INDEPENDENT CONTRACTOR. At all 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.
8. 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.
9.
COUNTY:
COMPLIANCE WITH COUNTY GUIDELINES. The PROVIDER must furnish to the
(a) evidence of the organization's SOl(c)(3) status;
(b) a list of the organization's Board of Directors of which there must be five or more;
(c) evidence of annual election of Officers and Directors;
(d) an annual audited financial report;
(e) a copy the organization's Corporate Bylaws, which must address the organization's
mission, board and membership composition, election of officers, and so on;
(f) a copy of the organization's Corporate Policies and Procedures Manual which must include
hiring policies for all staff, drug and alcohol free workplace provisions, equal employment
opportunity provisions, and so on;
(g) cooperation with County monitoring visits;
(h) semi-annual performance reports. These reports should include performance
measurements which will demonstrate the level of accomplishment of goals for which funding
has been provided.
(i) other reasonable reports and information related to compliance with applicable laws,
contract provisions and the scope of services that the County may from time to time request.
10. 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.
11. INSURANCE.As a pre-requisite of the services supplied under this contract, the
Provider shall obtain, at its own expense, general liability and professional liability insurance to
cover its activities.
12. MODIFICATIONS AND AMENDMENTS. Any and all modifications of the services
and/or reimbursement of services shall be amended by an agreement amendment, which must be
approved in writing by the Board.
13. 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. Baker Act and Marchman Act
transportation services may be subcontracted, as set forth in Paragraph 4, above. 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.
14. NON-DISCRIMINATION. The Provider shall not discriminate against any person
on the basis race, creed, color, national' origin, sex or sexual orientation, age, physical handicap,
or any other characteristic or aspect which is not job-related in its recruiting, hiring, promoting,
terminating or any other area affecting employment under this agreement. At all times, the
Provider shall comply with all applicable~ laws and regulations with regard to employing the most
qualified person(s) for positions under this agreement. The Provider shall not discriminate
against any person on the basis of race, creed, color, national origin, sex or sexual orientation,
age, physical handicap, financial status or any characteristic or aspect in its providing of services.
15. AUTHORIZED SIGNATURES. The signatory for the Provider below, certifies and
warrants that:
(a) The Provider's name in this agreement is the full name as designated in its
corporate charter, if a corporation, or the full name under which the Provider is authorized to do
business in the State of Florida.
(b) He or she is empowered to> act and contract for the Provider; and
(c) This agreement has been approved by the Board of Directors of the Provider if the
Provider is a corporation.
16. 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 Boa rd:
David P. Owens, Grants Administrator
1100 Simonton Street
Key West, FL 33040
and
Monroe County Attorney
PO Box 1026
Key West, FL 33041
For Provider:
Dr. David Rice, Executive Director
Guidance Clinic of the Middle Keys, Ine.
3000 41st Street
Marathon, Florida 33050
17. CONSENT TO JURISDICTION. This agreement shall be construed by and
governed under the laws of the State of Florida and venue for any action arising under this
agreement shall be in Monroe County, Florida.
18. 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.
19. 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.
20. 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.
21. 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.
BOAR~~ COU~[f_ ~OMMISSIONERS
OF M~~/J=O~, ~aV
By
Mayor/Chairman
GUIDANCE CUNIC OF THE MIDDLE KEYS, INC.
(Federal ID No. _ )
i ire. ct/b
~&L.
/ \ President
~}
By
By
'J
ATTACHMENT A
EXPENSE REIMBURSEMENT REQUIREMENTS
This document is intended to provide basic guidelines to Human Service Organizations, county
travelers, and contractual parties who have reimbursable expenses associated with Monroe
County business. These guidelines, as they relate to travel, are from Florida Statute 112.061.
A cover letter summarizing the major line items on the reimbursable expense request needs to
also contain a notarized certified statement such as:
"I certify 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."
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 st3tement verifying th€ acC'..Jracy and authentidty 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 payroll taxes, check number and check amount.
If a Payroll Journal is not provided, the following information must be provided: check amount,
check number, date, payee, support for applicable payroll taxes.
Postage, Overnight Deliveries, Courier, etc.
A log of all postage expenses as they relate to the 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 log 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 or~ered, a vendor invoice is required.
Telefax, Fax, etc.
A fax log 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 of the call.
Travel Expenses
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Travel must be submitted in accordance with Florida Statute 112.061. 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.
Auto 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 for a 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.
Meal reimbursement is: breakfast at $3.00, lunch at $6.00, and dinner at $12.00. 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.
Mileage reimbursement is calculated at .29 cents per mile for personal auto mileage while on
County business. 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 form one's home to the airport for a business trip is not a reimbursable expense.
Non-allowable Expenses
The following expenses are not allowable for reimbursement: capital outlay expenditures (unless
specifically induded in the contract). contributions. depreciation expenses (unless specifically
included in the contract), entertainment expenses, fundraising, non-suffident check charges,
penalties and fines.
ATTACHMENT B
ORGANIZATION
LETTERH EAD
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 ( Organization 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 OS/28/01 XXX .XX
(A) Total $ X.XXX.XX
(B) Total Drior 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) $ X.XXX.XX
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 organizations_ contract with
the Monroe County Board of County Commissioners and will not be submitted for
reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
Sworn to and subscribed before me this _ day of 2003
by who is personally known to me.
Notary Public
Notary Stamp
ATTACHMENT C
Baker Act inpatient services, residential detoxification services, mental health and
substance abuse outpatient services, Baker Act vehicles, Keys to Recovery residential
substance abuse treatment, and community transportation coordination.
SWORN STATEMENT UNDER ORDINANCE NO. 10-1990
MONROE COUNTY. FLORIDA
ETHICS CLAUSE
(}v.'f)A-NC6 WNIC t2f';7I& IVlI/?PtE.~k"warrants that he/it has not employed, retained
or otherwise had act on his/its behalf any former County officer or employee in violation of
Section 2 of Ordinance No. 10-1990 or any County officer or employee in violation of
Section 3 of Ordinance No. 10-1990. For breach or violation of this provision the County
may, in its discretion, terminate this contract without liability an d may also, in its discretion,
deduct from the contract or purchase price, or otherwise recover, the full amount of any fee,
commission, percentage, gift, or consideration pai~ or employee.
f (signAre)
Date: Ii:> /I~ a3
I I
STATE OF
F(aTlclc,
COUNTY OF N O'V'\ (~e.-
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
~.b{ ~ C. ~f Se...-t 1 who, after first being sworn by me, affixed his/her
_ '" ~Ir-
signature (name of individual signing) in the space provided above on this I~
O~Jc)b.u-
day of
, 20 03 .
-~,~~
NOTARY PUBUC
My commission expires: rJ..j J1! ~ c
OMB - MCP FORM #4
PUBLIC ,ENTITY CRIME STATEMENT
"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 not 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
consultant under a contract with any public entity, and may not transact business with any
public entity in excess of the threshold amount 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."
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: Sept. 15.2004
Division: Management Services
Bulk Item: Yes
No XX
Department: Administrative Services
AGENDA ITEM WORDING: Approval of contract amendment with Guidance Clinic of the
Middle Keys to provide additional funds through remainder of FY04 for Baker Act
Transportation program, and resolution to transfer funds from fund 102 reserves to cover.
ITEM BACKGROUND: Additional funds are needed because of an unanticipated 31 % increase
in trips experienced in FY04, and increase in fuel costs.
PREVIOUS RELEVANT BOCC ACTION: Monroe County has previously contracted with the
Guidance Clinic of the Middle Keys for the past several years to provide Baker Act
Transportation.
CONTRACT/AGREEMENT CHANGES: Increase current contract amount for Baker Act
Transportation component from $94,307 to $115,844, an increase of $21,537 in funding.
STAFF RECOMMENDATIONS: approval
TOTAL COST: $772.501.00 (new contract total)
BUDGETED: Yes
No XX
COST TO COUNTY: $772.501.00 (increase of21.537.00) SOURCE OF FUNDS: road and bridge fund
REVENUE PRODUCING: Yes
NoXX AMOUNTPERMONTH_ Year
APPROVED BY: County Atty _
OMB/purCh, aSi~J?~ ~isk ~anagement -:-
yl/U~~L {(.(~J~{/(___'/
Sheila A. Barker
DIVISION DIRECTOR APPROVAL:
DOCUMENTATION:
Included XX
To Follow
Not Required_
AGENDAITEM#~
DISPOSITION:
Revised 1/03
AGENDA ITEM WITH LATE DOCUMENTATION
DIVISION
Manaqement Services
DEPARTMENT Administrative Services
SUBJECT Approval of contact amendment with
Guidance Clinic of the Middle Keys to provide
additional funds through remainder of FY04 for Baker
Act Transportation program, and resolution to
transfer funds from fund 102 reserves to cover.
DATE ITEM WILL BE AVAILABLE: 09/08/04