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Item C31 BOARD OF COUNTY COMl\-1ISSIONERS AGENDA ITEM SUMMARY MEETING DATE: 3/1512006 DIVISION: COMMUNITY SERVICES BULK ITEM: YES X NO DEPARTMENT: SOCIAL SERVICES AGENDA ITEM WORDING: Approval of OAA Agreement #AA-629 (4/1/06-12/31/06) for Titles III-B, C-I, C-II and III-E between the Alliance for Aging, Inc. (Area Agency on Aging for Miami-Dade and Monroe Counties) and the Monroe County Board of County Commissioners/Monroe County Social Services, and resolution concerning unanticipated funds to set up program budget ITEM BACKGROUND: The approval of OAA Agreement #AA-629 will enable Monroe County to continue providing services to Monroe County's elderly population under the Older American's Act program. PREVIOUS RELEVANT BOCC ACTION: Approval ofOAA Contract #AA-529, between the Alliance for Aging and Monroe County Board of County Commissioners/Monroe County Social Services, effective January 1,2005 through December 31,2005, at the BOCC Meeting on December 15,2004, whit a three month extension approved December 21, 2005 CONTRACT I AGREEMENT CHANGES: N/ A ~ New Contract STAJ:l'f( RE<:UMMENUATJUN: Approval TOTAL COST: $419,692.00 COST TO COUNTY: $41,971.00 BUDGETED: YES~NO SOURCE OF FUNDS: Ad Valorem Taxes REVENUE PRODUCING: YES NO.1L AMT.PERMONTH YEAR APPROVED BY: COUNTY ATTY.l OMB/Purchasing l RISK MANAGEMENT -K DIVISION DIRECTOR APPROVAL: /p ,// 0 ~-vJ:tL SHEILA BARKER DOCUMENTATION: INCLUDED TO FOLLOW X NOT REQlJIRED_ DISPOSITION: AGENDA ITEM#: Revised 02127/0 l!da MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract # AA-629 Effective Date: 04/01/2006 Expiration Date: 12/3112006 Contract Purpose/Description: Approval ofOAA Agreement #AA-629 (4/1/06-12/31/06) for Titles III-B, C-I, C- nand III-E between the Alliance for Aging, Inc. (Area Agency on Aging for Miami-Dade and Monroe Counties) and the Monroe County Board of County Commissionersf.l\.,fonroe County Social Services, and resolution concerning unanticipated funds to set up pr9!Vam bud&~t /..~ ,G./'~.-::_r.; .. ?,::::::--~,;-;""'" Deloris Simp~5~/~~:/'~ (Name) c...// Contract with: Alliance For Aging, Inc. Contract Manager: For BOCC meeting on 03/1512006 4589 (Ext.) Community Services/Stop I (Department/Stop #) Agenda Deadline: 02/28/2006 CONTRACT COSTS Total Dollar Value ofComract: $419,692.00 Budgeted? Yes X No Account Codes: Grant: $ 377,721.00 County Match: $41,971.00 (required) Current Year Portion: $ Estimated Ongoing Costs: $ (Not included in dollar value above) /yr ADDITIONAL COSTS For: (ee. Maintenance, utilities,janitorial, salaries, etc) CONTRACT REVIEW Date In Changes Ne~.. Yes~ (/~~-c-'>'"\:1 Yes \ No / ~,...J'-? Division Director Risk Management ?7 t;.v O.M.B./Purchasing ( 3ft"?!1 Yes County Attorney Yes i) Comments: OMB Form Revised 2/27/01 MCP #2 Date Out CONTRACT AA- 629 Page 1 THIS AGREEMENT is entered into between the Alliance for Aging, Inc., hereinafter referred to as the "Alliance," and Monroe County Social Services, hereinafter referred to as the "recipient." This agreement is subject to all provisions contained in the MASTER AGREEMENT executed between the Alliance and the Recipient, Agreement No. P A- 429, and its successor, incorporated herein by reference. The breakdown by Title will be as following: Title III B: $ 79,600 Title C1: $ 118,950 Title C2: $ 138,592 Title III E: $ 40,579 1, This agreement shall begin on April 1, 2006 or the date it has been signed by both parties, whichever is earlier. All provisions in the contract and any attachments thereto in conflict with this agreement shall be and are hereby changed to conform with this agreement AI! provisions not in conflict with this agreement are still in effect and are to be performed at the level specified in the contract are hereby amended to conform with this agreement. This agreement and all its attachments are hereby made a part of the contract. IN WITNESS WHEREOF, the parties hereto have caused this 1-page agreement to be executed by their undersigned officials as duly authorized. PROVIDER: County Social Services ALLIANCE FOR AGING, INC. SIGNED BY: SIGNED BY: Steven Weisberg, M. S. NAME: NAME: President & CEO TITLE: TITLE: DATE: DA TE: RESOLUTION NO, -2006 A RESOLUTION CONCERNING THE RECEIPT OF UNANTICIPATED FUNDS Whereas, it is necessary to increase items under the Governmental Fund Type Grants number 125 of the Monroe County budget for fiscal year 2006 to account for unanticipated funds now, therefore, Be it resolved by the Board of County Commissioners of Monroe County, Florida, as follows: That the Governmental Fund Type Grants number 125 of the Monroe County budget for fiscal year 2006 be and the same is hereby increased by the sum of $79,600.00 as follows: Fund: 125 Governmental Fund Type Grants Cost Center #6153006 - Older Americans Act - IIIB Function: 5600 Human Services Activity: 5640 Other Human Services Revenues: 125 6153006 125 6153006 125 6153006 Total Revenues Appropriations: 125 6153006 125 6153006 125 6153006 125 6153006 125 6153006 125 6153006 125 6153006 125 6153006 125 6153006 125 6153006 125 6153006 125 6153006 125 6153006 125 6153006 125 6153006 125 6153006 125 6153006 125 6153006 125 6153006 125 6153006 Total Appropriations 3316900H 381001 369001 Federal Grants Transfer from General Fund (match) Program Income 510120 510130 510210 510220 510230 510240 530310 530340 530400 530410 530440 530451 530460 530470 530498 530510 530520 530528 530540 530640 Salaries Temporary Salaries FICA Retirement Group Insurance Workers Compensation Professional Services Contractual Services Travel Comm & Postage Rentals Risk Management Maintenance & Repair Printing Advertising Office Supplies Operating Supplies Gasoline Books/Pubs/Subscriptions Equipment Amount 79,600.00 0.00 79,600.00 Amount 58,902,00 0.00 4,506.00 5,390.00 7,110.00 292.00 200.00 0.00 1,700.00 100.00 100.00 500.00 0.00 100,00 100.00 200.00 300.00 0,00 100.00 0.00 79,600.00 Be it further resolved by said Board that the Clerk of said Board. upon receipt of the above unanticipated funds, is hereby authorized and directed to place funds in 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 March A.D. 2006. Mayor McCoy Mayor pro tem Nelson Commissioner Neugent Commissioner Rice Commissioner Spehar Board of County Commissioners of Monroe County, Florida By (Seal) Mayor/Chairman Attest: Danny L Kolhage, Clerk RESOLUTION NO, ~2006 A RESOLUTION CONCERNING THE RECEIPT OF UNANTICIPATED FUNDS Whereas, it is necessary to increase items under the Governmental Fund Type Grants number 125 of the Monroe County budget for fiscal year 2006 to account for unanticipated funds now, therefore, Be it resolved by the Board of County Commissioners of Monroe County, Florida, as follows: That the Governmental Fund Type Grants number 125 of the Monroe County budget for fiscal year 2006 be and the same is hereby Increased by the sum of $130,950.00 as follows: Fund: 125 Governmental Fund Type Grants Cost Center #6153106 ~ Older Americans Act - CI Function: 5600 Human Services Activity: 5640 Other Human Services Revenues: 125 6153106 125 6153106 125 6153106 Total Revenues Appropriations: 125 6153106 125 6153106 125 6153106 125 6153106 125 6153106 125 6153106 125 6153106 125 6153106 125 6153106 125 6153106 125 6153106 125 6153106 125 6153106 125 6153106 125 6153106 125 6153106 125 6153106 125 6153106 125 6153106 125 6153106 Total Appropriations 3316900H 381001 369001 SH Federal Grants Transfer from General Fund (match) Program Income 510120 510130 510210 510220 510230 510240 530310 530340 530400 530410 530440 530451 530460 530470 530498 530510 530520 530528 530540 530640 Salaries Temporary Salaries FICA Retirement Group Insurance Workers Compensation Professional Services Contractual Services Travel Comm & Postage Rentals Risk Management Maintenance & Repair Printing Advertising Office Supplies Operating Supplies Gasoline Books/Pubs/Subscriptions Equipment Amount 118,950.00 12,000.00 130,950.00 Amount 95,573.00 0.00 7,311,00 8,745.00 7,110.00 474.00 286.00 0.00 2,379.00 1,071.00 238.00 500.00 900_00 119_00 250.00 1,000,00 4,875.00 0.00 119.00 0.00 130,950.00 Be it further resolved by said Board that the Clerk of said Board, upon receipt of the above unanticipated funds, is hereby authorized and directed to place funds in 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 March A,D. 2006, Mayor McCoy Mayor pro tern Nelson Commissioner Neugent Commissioner Rice Commissioner Spehar Board of County Commissioners of Monroe County, Florida By Mayor/Chairman (Seal) Attest: Danny L. Kolhage, Clerk RESOLUTION NO. -2006 A RESOLUTION CONCERNING THE RECEIPT OF Ul'-.JANTICIPATED FUNDS Whereas, it IS necessary to increase items under the Governmental Fund Type Grants number 125 of the Monroe County budget for fiscal year 2006 to account for unanticipated funds now, therefore, Be it resolved by the Board of County Commissioners of Monroe County, Florida, as follows: That the Governmental Fund Type Grants number 125 of the Monroe County budget for fiscal year 2006 be and the same is hereby increased by the sum of $144,192.00 as follows: Fund: 125 Governmental Fund Type Grants Cost Center #6153206 - Older Americans Act - CII Function: 5600 Human Services Activity: 5640 Other Human Services Revenues: 125 61532063316900H 125 6153206 381001 125 6153206369001SH Total Revenues Federal Grants Transfer from General Fund (match) Program Income Amount 138,592.00 5,600.00 144,192.00 Appropriations: 125 6153206 510120 125 6153206 510130 125 6153206 510210 125 6153206 510220 125 6153206 510230 125 6153206 510240 125 6153206 530310 125 6153206 530340 125 6153206 530400 125 6153206 530410 125 6153206 530440 125 6153206 530451 125 6153206 530460 125 6153206 530470 125 6153206 530498 125 6153206 530510 125 6153206 530520 125 6153206 530528 125 6153206 530540 125 6153206 530640 Total Appropriations Salaries Temporary Salaries FICA Retirement Group Insurance Workers Compensation Professional Services Contractual Services Travel Comm & Postage Rentals Risk Management Maintenance & Repair Printing Advertising Office Supplies Operating Supplies Gasoline Books/Pubs/Subscriptions Equipment Amount 75,513.00 0.00 5,777.00 6,909.00 7,110.00 374.00 0.00 0.00 300.00 139.00 139.00 2,772.00 1,386.00 42.00 239.00 47ROO 40,735.00 1,032.00 1,247.00 0.00 144,192.00 Be it further resolved by said Board that the Clerk of said Board, upon receipt of the above unanticipated funds, is hereby authorized and directed to place funds in 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 March AD. 2006. Mayor McCoy Mayor pro tem Nelson Commissioner Neugent Commissioner Rice Commissioner Spehar (Seal) Attest: Danny L. Kolhage, Clerk Board of County Commissioners of Monroe County, Florida By Mayor/Chairman A RESOLUTION CONCERNING THE RECEIPT OF UNANTICIPATED FUNDS RESOLUTION NO. -2006 Whereas, it is necessary to increase items under the Governmental Fund Type Grants number 125 of the Monroe County budget for fiscal year 2006 to account for unanticipated funds now, therefore, Be it resolved by the Board of County Commissioners of Monroe County, Florida, as follows: That the Governmental Fund Type Grants number 125 of the Monroe County budget for fiscal year 2006 be and the same is hereby increased by the sum of $40,579.00 as follows: Fund: 125 Governmental Fund Type Grants Cost Center #6153406 - Older Americans Act - IlIE Function: 5600 Human Services Activity: 5640 Other Human Services Revenues: 125 6153406 125 6153406 125 6153406 Total Revenues Appropriations: 125 6153406 125 6153406 125 6153406 125 6153406 125 6153406 125 6153406 125 6153406 125 6153406 125 6153406 125 6153406 125 6153406 125 6153406 125 6153406 125 6153406 125 6153406 125 6153406 125 6153406 125 6153406 125 6153406 125 6153406 Total Appropriations 3316900H 381001 369001 Federal Grants Transfer from General Fund (match) Program Income 510120 510130 510210 510220 510230 510240 530310 530340 530400 530410 530440 530451 530460 530470 530498 530510 530520 530528 530540 530640 Salaries Temporary Salaries FICA Retirement Group Insurance Workers Compensation Professional Services Contractual Services Travel Comm & Postage Rentals Risk Management Maintenance & Repair Printing Advertising Office Supplies Operating Supplies Gasoline Books/Pubs/Subscriptions Equipment Amount 40,579.00 0.00 40,579.00 Amount 6,244.00 0.00 478.00 571.00 7,110.00 31.00 2,812.00 18,666.00 1,217.00 0.00 0.00 1,217.00 1,218,00 365.00 365.00 203.00 82.00 0.00 0.00 0.00 40,579.00 Be it further resolved by said Board that the Clerk of said Board, upon receipt of the above unanticipated funds, is hereby authorized and directed to place funds in 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 March AD. 2006. Mayor McCoy Mayor pro tem Nelson Commissioner Neugent Commissioner Rice Commissioner Spehar (Seal) Attest Danny L. Kolhage, Clerk Board of County Commissioners of Monroe County, Florida By Mayor/Chairman January 1, 2005 Agreement Number AA-529 OLDER AMERICANS ACT STANDARD FIXED RATE AGREEMENT - 2005 THIS AGREEMENT is entered into between the Afliance for Aging, Inc., hereinafter referred to as the "Alliance," and Monroe County Board of Commissioners, hereinafter referred to as the "recipient" This agreement is subject to all provisions contained in the MASTER AGREEMENT executed between the Alliance and the Recipient, Agreement No. PA-429, 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 agreement B. Requirements of Section 287, 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 45 days after the agreement 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 agreement may be withheld until all reports due from the recipient, and necessary adjustments thereto, have been approved by the Alliance. II. The Alliance agrees: A. Agreement Amount: To pay for services according to the conditions of Attachment I in an amount not to exceed $502,493.00, subject to the availability of funds. B. Obligation to Pay: The AlUance's performance and obligation to pay under this agreement is contingent upon an annual appropriation by the Legislature and passed through the State of Florida Department of Elder Affairs, C. Source of Funds: The costs of services paid under any other agreement or from any other source are not eligible for reimbursement under this agreement The funds awarded to the recipient pursuant to this agreement are in state grants and aids appropriations and consist of the following: 1 January 1 ~ 2005 Agreement Number AA-529 Program Title Year Funding Source CFDA# Funds Amounts OAA Title 11IB Support 2005 US Department of 93,044 $110,000,00 Services Health & Human Services OM Title lIIe 1 Congiegate 2005 " 93.045 $158,599.00 Meals OAA Title III C2 Home 2005 " 93.045 $184,789.00 Delivered Meals OM Title WE Services 2005 " 93.052 $49,105,00 TOTAL FUNDS CONTAINED IN THIS AGREEMENT: $502,493.00 m. Recipient and Alliance Mutually Agree: A. Effective Date: 1, This agreement shall begin on January 1, 2005. 2. This agreement shall end on December 31,2005, B. Termination, Suspension and/or Enforcement: The causes and remedies for termination or suspension of this agreement shall foilow the same procedures as outlined in Section iII.B. and Section IILC. of the Master Agreement. C. Recipient Responsibility: Notwithstanding the pass-through language contained in Section 1.8.1. of the Master Agreement, the recipient maintains responsibility for the periormance of all sub-recipients and vendors in accordance with all applicable federal and state laws. (Code of Federal Regulations (CFR) Title 45, Chapter, XIII, Part 1321,) D. Notice, Contact~ and Payee Information: 1. The name, address, and telephone number of the grant manager for the Alliance for this agreement is: Steven Weisberg, M. S, 9500 S. Dadeland Boulevard, Suite 400 Miami, FL 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 agreement is: 2 Louis LaTorre GA TO Building - 1100 Simonton Street Key West, FL 33040 (305) 292-4573 January 1, 2005 Agreement Number AA-529 3. In the event different representatives are designated by either party after execution of this agreement, 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 agreement 4. The name (recipient name as shown on page 1 of this agreement) 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, FL 33040 IN WITNESS THEREOF, the parties hereto have caused this 1S-page agreement to be executed by their undersigned officials as duly authorized. RECIPIENT: MONROE COUNTY BOARD OF COMMISSIONERS BOARD PRESIDENT OR AUTHORIZED DESIGNEE SIGNED BY: i;?;.77J ~w ALLIANCE FOR AGING, INC. NAME; Dixie M. Spehar SIGNED Br/!-~ WJ", NAME: Steven Weisberg, M. S. TITLE: Mayor/Chairman TITLE: PresidenVCEO DATE: December 15, 2004 DATE: -Dd 1-:J )0 ~ FEDERAL ID NUMBER: RECIPIENT FISCAL YEAR END DATE: 59-6000749 09/30 ~.~.~~ OE . CtMK 3 January 1, 2005 Agreement Number AA-529 ATTACHMENT i OLDER AMERICANS ACT PROGRAM I. STATEMENT OF PURPOSE The Older Americans Act (OAA) Program is a federal program that provides assistance to older persons and caregivers. To enhance the provision of services at the local level, the Department of Elder Affairs is charged with dividing the state into distinct planning and service areas (PSAs) and designating an Area Agency on Aging (AAA) for each of them. The Alliance is responsible for assessing the needs of older persons within PSA~ 11. The OAA Program is the only federal supportive services program directed solely toward improving the lives of older people. The Alliance fosters the development and implementation of comprehensive and coordinated systems to serve older individuals. Under current law, all service providers funded under part 8 of the Act must follow priorities established by the Alliance and approved by the Department of Elder Affairs for serving the elderly, providing assurances that preference wlll be given to those with the greatest economic and social need, with particular attention to low~income minority older individuals residing in rural areas. The Older Americans Act provides a framework for a partnership among the different levels of government and the public and private sectors with a common objective- improving the quality of life for all older Americans by helping them to remain independent and productive. II. SERVICES TO BE PROVIDED A. Services: The recipient's service application for the calendar year 2005, and any revisions thereto approved by the Alliance and located in the grant manager's file, are incorporated by reference in this agreement between the Alliance and the recipient and prescribe the manner in which the recipient will meet the requirements of the Older Americans Act as amended in 2000. B. Manner and Service Provision: The services wi!! be provided in a manner consistent with and described in the recipient's service provider application for the calendar year 2005, the Department of Elder Affairs Home and Community-Based Services Handbook dated 1/03, the Department of Elder Affairs National Family Caregiver Support Program Guidelines, and the Department of Health and Human Services, Office of Assistant Secretary, Administration on Aging, Program Instruction, AoA~PI-01- 02. In the event the manual or guidelines are revised, such revisions will automatically be incorporated into the agreement and the recipient will be given a copy of the reviSions. The recipient agrees to perform the services of the agreement in accordance with all federal, state, and local laws, rules, regulations and policies that pertain to Older Americans Act funds. 4 January 1, 2005 Agreement Number AA-529 III. METHOD OF PAYMENT A. The method of payment in this agreement includes advances, cost reimbursement and/or fixed price for some Title III E services and fixed rate for all other services. The recipient must ensure all costs and fixed rates include only those costs which are in accordance with all applicable state and federal statutes and regulations and are based on historical costs and audited historical costs when applicable. All requests for payment and expenditure reports submitted to support requests for payment shall be on DOEA forms 106A, 105A and 106E. This agreement is subject to those Federal cost principles applicable to the particular organization concerned [Office of Management and Budget (OMS) circulars A~87, A-122, A-21, 45 CFR part 74, and 48 CFR part 31]. B. The recipient shall maintain documentation to support payment requests which shall be available to the Alliance, Department of Elder Affairs staff or the Comptroller for the State of Florida upon request. C. The due date for the request for payment and expenditure reports shall be on the 5th day of the month following the month being reported. D. The Alliance shall make payment to the recipient for a total dollar amount not to exceed $502,493.00, subject to the availability of funds. Rates listed in Paragraph E are the Alliance's share not to exceed 90% of the gross cost per unit of service. E. 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(s) stated below: Service to be Provided Unit of Unit Rate ! Maximum Maximum I Service Units Dollars Homemaker 1 hour 30.64 1,542 $47,276.00 Personal Care 1 hour 34.75 1,805 62,724.00 Congregate Meals 1 meal 8.95 17,398 155,714.00 Nutrition Education (C-1) EpiSOde 412.12 7 2,885.00 Home Delivered Meals 1 meal 5,70 32,241 183,777.00 Nutrition Education (C-2) Episode 505.88 2 1,012.00 In~Home Respite (3E) 1 hour 27.87 960 26,763.00 Facility Respite (3E) 1 hour 9.85 2,268. 22,342.00 F. If applicable, recipient may implement a Modified Spending Authority for these services, WITHIN THEIR RESPECTIVE TITLES. Under this Modified Spending Authority, the total units of service and maximum dollar amount projected by the recipient and approved under Section litE may fluctuate based on consumers' service plans. Additional budget revisions/amendments will not be required in order to move funding among sen/ices within any given funding title, with the exception of Screening/Assessment, Case Aide, and Case Management The total 5 January 1, 2005 Agreement Number AA~529 agreement amount per funding title cannot be exceeded without prior approval and an agreement amendment. G. The recipient may request a monthly advance for each of the first two months of the agreement period, based on immediate anticipated cash needs. Detailed documentation justifying cash needs for advances must be submitted with the signed agreement, approved by the Alliance, and maintained in the grant manager's file. For-profit organizations cannot receive advance funds. All payment requests for the third through the twelfth months shall be based on the submission of monthly actual expenditure reports beginning with the first month of the agreement. The schedule for submission of invoices is ATTACHMENT II to this agreement Reconciliation and recouping of advances made under this agreement are to be completed by the time the final payment is made. All payments are subject to the availability of funds. H. A final receipt and expenditure report (closeout report) will be forwarded to the Alliance within sixty (60) days after the agreement ends or is terminated. All monies which have been paid to the recipient and not used to retire outstanding obligations of the agreement being closed out must be refunded to the Alliance along with the final receipt and expenditure report. I. Interested Earned on General Revenue and Federal Funds: All interest income earned on the advance of general revenue and federal funds must be separately identified and returned to the Alliance, together with the payment and expenditure reports. Advances on Federal funds must be maintained in interest- bearing accounts in accordance with 45 CFR 74.22 (k). Interest amounts earned on Federal funds up to $250.00 per year, may be retained by the recipient for administrative expenses. J. Any payment due by the Alliance under the terms of this agreement may be withheld pending the receipt and approval by the Alliance of aU financial programmatic reports due from the recipient and any adjustments thereto, including any disallowance not resolved as outlined in Section LT. of the Master Agreement K. The recipient agrees to implement the distribution of funds as detailed in the service application and the Budget Summary, ATTACHMENT III to this agreement. Any changes in the amounts of federal funds identified on the Budget Summary form require an agreement amendment. L. Financial Reports: The recipient agrees to provide an accurate, complete and current disclosure of the financial results of this agreement as follows: 1. To submit all requests for payment and expenditure reports according to the format, schedule and requirements specified in ATTACHMENT i. 2. The completed manual units of service portions of the Older Americans Act Annual Report, if applicable, are due to the grant manager on the date established by the Alliance. The Department of Elder Affairs will obtain the remaining Report sections from the Consumer Information, Registration and Tracking System (CIRTS). 6 January 1, 2005 Agreement Number AA~529 IV. SPECIAL PROVISIONS A. Match The recipient will assure a match requirement of at least 10 percent of the cost for all services funded through this agreement The recipient's match will be made in the form of cash and/or in~kind resources. At the end of the agreement period, all Older Americans Act funds expended must be properly matched. B. Consumer Contributions and Co~payments for Services 1) The recipient assures compliance with Section 315 of the Older Americans Act as amended in 2000, in regard to consumer contributions. Sub-recipients may charge co-payments to those persons able to pay part or all of the cost of services only for services not paid for with Older Americans Act funds. 2) Voluntary contributions are not to be used for cost sharing or matching. (See Title 45, chapter XIII, Part 1321.67, CFR.) 3) Accumulated voluntary contributions are to be used prior to requesting Federal reimbursement. (See Title 45, Chapter XIII, Part 1321.67, CFR.) 4) Voluntary contributions and related interest earned are program income and must be used to expand services. C. Title III Funds The recipient assures compliance with Section 306 of the Older Americans Act as amended in 2000, that funds received under Title III will not be used to pay any part of a cost (including an administrative cost) incurred by the recipient to carry out an agreement or commercial relationship that is not carried out to implement Title III. D. Carry Forward Funds Carry forward funds must be identified on the computation of carry forward report submitted with the closeout report and requests for award of carry forward funds must be justified by the recipient and approved by the Alliance. All OAA carry forward funds must be budgeted in the same title as originally awarded< E. Prioritization for Service Delivery The recipient shall develop and implement policies and procedures consistent with Older Americans Act targeting criteria. E Information and Referral The recipient agrees to adhere to the Standards for Professional Information & Referral, ATTACHMENT IV to this agreement. The basis of these standards are those found in the standards published by the Alliance for Information & Referral 7 January 11 2005 Agreement Number AA~529 Systems (AIRS), copyright 2000, and amended by the Department of Elder Affairs to meet the unique needs of the Elder Helpline system. G. Service Cost Reports The recipient will submit semi~annual service cost reports which reflect actual costs of providing each service by program. This report provides information for planning and negotiating unit rates. H. Caregiver Forums The recipient will collaborate with the Alliance in supporting a Statewide Caregiver Forum coordinated by the Department of Elder Affairs. The Alliance will sponsor the attendance of a minimum of ten caregivers and contribute $1,000.00 toward the expense of speakers and miscellaneous training expenses using agreement funds. Sponsorship of caregivers includes providing funds for all expenses related to caregivers attending this event; to include registration, travel, and local respite services. Recipients are also encouraged to help the Alliance plan and conduct local caregiver forums utilizing Title III-E funds. Caregiver Forums are defined in the Department of Elder Affairs Title III-E National Family Caregiver Support Guidelines, 8 January 1, 2005 Report Number 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 Month January February March April May June July August September October November December Agreement Number AA-529 ATTACHMENT II AGREEMENT REPORT CALENDAR ADVANCE BASIS AGREEMENT TITLE III Based On Submit To Alliance On This Date Advance * Advance * January Expenditure Report February Expenditure Report March Expenditure Report April Expenditure Report May Expenditure Report June Expenditure Report July Expenditure Report August Expenditure Report September Expenditure Report October Expenditure Report November Expenditure Report December Expenditure Report Final Payment Request Closeout Package January 1 January 1 February 5 March 5 April 5 May 5 June 5 July 5 August 5 September 5 October 5 November 5 December 5 Jan uary 5 February 14 February 28 Leaend: * Advance based on projected cash need. Note #1: Note #2: Submission of expenditure reports mayor may not generate a payment request. If final expenditure report reflects funds due back to the Alliance, payment is to accompany the report. Reports #1 and #2 for Advance Basis Agreements cannot be submitted to the Alliance until the agreement with the Alliance has been executed. The last two months of the recipient's fiscal reports covering actual expenditures shall reflect an adjustment repaying advances for the first two months of the agreement, if advances have not been recouped. 9 January 1> 2005 Agreement Number AA-529 ATTACHMENT iii BUDGET SUMMARY 2005 OOA BUDGET SUMMARY Recipient: _~on~Q~_gQunty Board of Commjssion~ Agreement No.: AA-529 ~--~~.. DISTRIBUTION OF AWARD BY TITLE FEDERAL SHARE OAA Title 111-8 $110,000.00 $158,599.00 ^^____l:l_ 84, 789.Q!L.______ . $49,105.00 $502A93.00 OM Title IIl-C-1 OAA Title III-C-2 OAA Title III-E .~_.~~~~ TOTAL FEDERAL AMOUNT: 10 January 1, 2005 Agreement Number AA-529 ATTACHMENT IV OLDER AMERICANS ACT PROGRAM SUMMARY OF STANDARDS FOR PROFESSIONAL INFORMATION & REFERRAL I. SERVICE DELIVERY Standard 1: Information Provision The Information and Referral (I & R) service shall provide accurate information to an inquirer in response to a direct request for such information, Information can range from a limited response (such as organization's name, telephone number, and address) to detailed data about community service systems (such as explaining how a group intake system works for a particular agency), agency policies, and procedures for application. Every call, including information only calls, shall be documented. Documentation shall include the type of information requested and the action taken. The I & R Specialist shall encourage inquirers to call back if the information proves incorrect, inappropriate, or insufficient to link them with needed service{s). Standard 2: Referral Provision The I & R service shall provide information and referral services in which the inquirer has one~to~one contact with an I & R specialist The referral process consists of assessing the needs of the inquirer, identifying appropriate resources, assessing appropriate response modes, indicating organization capable of meeting those needs, providing enough information about each organization to help inquirers make an informed choice. helping inquirers for whom services are unavailable by locating alternative resources, and actively participating in linking the inquirer to needed services. Follow-up is required for each referral. The referral cannot be counted until follow~up is complete, The I & R Service shall provide the ability to access to its services for individuals and groups who have special needs (Le. TDDmy access for people with hearing impairments, and language access for inquirers who speak languages other than English.) The I & R service shall utilize technology that improves access to service and enhances its ability to serve inquirers efficiently and effectively while preserving the level and quality of its core services. Technology includes telephone systems, 1& R software packages, and searchable I & R databases on the Internet. Standard 3: Advocacy/Intervention The I & R service shall offer advocacy to ensure that people receive the benefits and services to which they are entitled and that organizations within the established service delivery system meet the collective needs of the community. For purposes of these standards, advocacy does not include any actions specifically prohibited by Federal i 1 January 1, 2005 Agreement Number AA-529 cost principles. All advocacy efforts shall be consistent with policies established by the government body of the I & R service and shall proceed only with the permission of the inquirer, The I & R service shaH intervene on behalf of individuals to help them establish eligibility for or obtain needed services when they have been denied benefits or services to which they are entitled, or when they need assistance to communicate their needs to a service provider. Standard 4: Follow-UP Follow-up on referrals must be completed within 10 calendar days, either by telephone or visit to the inquirer and/or the organization, to determine that services are being provided and that the elder or caregiver is satisfied with the services as provided, unless a crisis situation suggests more immediate follow~up. If the inquirer has not received services or the need has not been met, the I & R service shall determine whether there is still a need and make additional appropriate referrals. The I & R service shall also document the follow~up results (that service was not received) for future reference. II. RESOURCE DATABASE Standard 5: Inclusion/Exclusion Criteria The I & R service shall have a written policy that describes inclusion/exclusion criteria for the resource database. The inclusion/exclusion criteria shall be reviewed on a regular basis to ensure that they continue to meet the changing needs of the community. These criteria shall be uniformly applied and published so that staff and the public will be aware of the scope and limitations of the database. If the I & R service charges a fee for the inclusion of organizations in its database, that practice shall be published as a part of its inclusion/exclusion criteria. Standard 6: Data Elements A standardized profile shall be developed for each county's organization within the planning and service area. The database shall include: .. Provider's legal name, common name and acronym .. Address (mailing and physical location) .. Telephone number(s) lI! Hours and days of operation '" Legal Status (non~profit, government, for-profit, unincorporated group) III Description of services III Method (Source) of Payment (Medicaid, Medicare, private insurance) .. Date the information was last verified 12 January 1, 2005 Agreement Number AA"529 Standard 7: Indexing the Resource DatabaselSearch Methods Information in the resource database shall be indexed and accessible in ways that support the I & A process. Standard 8: Classification System (Taxonomy) The I & A service shall use the AlAS/INFO LINE Taxonomy of Human Service classification system. Standard 9: Database Maintenance The resource database shall be updated through continuous revision or at intervals sufficiently frequent to ensure accuracy of information and comprehensiveness of its contents. The resource database shall be updated at least annually and records in the database shall include the date of the last update. III. REPORTS AND MEASURE Standard 10: Inauirer Data Collection The I & R service shall establish and use a system for collecting and organizing inquirer data which facilitates appropriate referrals and provides a basis for describing requests for service, identifying service gaps and overlaps, assisting with needs assessments, supporting the development of products, identifying issues for staff training and facilitating the development of the resource information system. Inquirer data includes information gathered during follow~up as well as that acquired during the original contract The I & R service shall have in place appropriate security precautions which protect and keep confidential data collection forms and inquirer information. Standard 11: Data Analvsis and Reportina The I & R service shall develop reports using inquirer data and/or data from the resource database to support community planning activities (or planning at other levels). internal analysis and advocacy. Beginning January 2005. the I & R service shall submit quarterly reports to the Department of Elder Affairs. Reports shall provide total number of incoming calls, type of service requested, referrals (clients served), unmet needs, and gaps in services, IV. COOPERATIVE RELATIONSHIPS Standard 12: Cooperative Relationships within the Local I & R System In communities which have a multiplicity of comprehensive and specialized I & R providers, the I & R service shall develop cooperative working relationships to build a coordinated 1& R system which ensures broad access to information and referral services, maximizes the utilization of existing I & A resources, avoids duplication of effort and encourages seamless access to community resource information. 1& R 13 January 1 ~ 2005 Agreement Number AA-529 services within the system may choose to be ''full service" programs performing all necessary! & R functions within their designated service area; or may prefer to partner with one or more I & R services to share those functions (e.g., one I & R service might build and maintain the resource database and another might assume responsibility for service delivery.) Standard 13: Cooperative Relationships within the Local Service Delivery: System The I & R service shall strive to develop cooperative working relationships with local service providers to build an integrated service delivery system which ensures broad access to community services, maximizes the utilization of existing resources, avoids duplication of effort and gaps in services, and facilitates the ability of people who need services to easily find the most appropriate provider. Standard 14: Cooperative Relationships ARlona Local. State or Provincial. Reaional. National, and International I & R Providers Comprehensive and specialized I & R services at all geographic levels (local, state/provincial, regional, national and international) shall strive to develop formal and informal working relationships with the Objective of broadening the availability of information and referral to all inquiries, facilitating access to appropriate resources regardless of their origin and/or location, avoiding duplication of effort and funding, expanding the effectiveness of social analysis with more global information about needs and services, and augmenting the impact of advocacy efforts through coordination, where possible. Standard 15; Participation in State or Provincial, Reaional. National, and International I & R Associations The I & R service shall strive to strengthen state, regional, and national I & R associations by participating in activities. v. ORGANIZAnONAL REQUIREMENTS Standard 16: Governance The auspices under which the I & R service operates shall ensure the achievement of I & R goals and meet the standards set forth by the Department of Elder Affairs. Standard 17: Personnel Administration The I & R service shail provide a framework and mechanisms for program, personnel management and administration that guarantee the continuity and consistency required for effective service deliverye Standard 18: Staff Training The I & R service shall have a training policy and make training available to paid and volunteer staff. 14 January 1; 2005 Agreement Number AA-529 Standard 19: Promotion and Outreach The I & R service shall establish and maintain a program which increases public awareness of I & R services, their objectives, and their value to the community. At least two outreach projects targeting low-income minority and rural elders must be completed annually. 15 07/2004 Agreement PA-429 ALLIANCE FOR AGING INC. MASTER AGREEMENT THIS MASTER AGREEMENT is 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." All agreements executed between the recipient and the Alliance shall be subject to the conditions set forth in this agreement for the duration of the agreement period(s), Any and all agreements executed between the recipient and the Alliance during the effective period of this agreement will incorporate this agreement by reference and shall be governed in accordance with the laws, statutes, and other c~:mditions set forth in this agreement The parties agree: I. Recipient Agrees: A. 1. To provide services according to the conditions specified in any agreement(s) with the Alllance during the period this agreement is in effect. 2. This agreement covers all services provided by the recipient under contract with the Alliance. 3, To provide services in compliance with the provisions of the Department Home and Community~ Based Services Handbook. B. State and Federal Laws and Regulations: The recipient shall: 1. Comply with the cost principles, administrative requirements, and other provisions of all applicable state and federal laws and regulations including: sections 215.97 and 216.348, F.S., Title 45, Code of Federal Regulations (CFR), Part 74, and/or 45 CFR, Part 92, andlor 48 CFR Part 31, and Office of Management and Budget (OMB) Circulars A-21, A-87, A-102, A-IIO, A~l22, and A-133, whichever is applicable to the recipient's organization. 2. Comply with all applicable standards, orders, or regulations issued pursuant to the Clean Air Act [42 United States Code (U,S.C) 7401 et seq.}, the U.S. Department of Labor, Occupational Safety and Health Administration (OSHA) code, Title 29 CPR, Part 1910.1030, and the Federal Water Pollution Control Act as amended (33 U.S.C 1251 et seq.), The recipient shall report any violations of the above to the Alliance. 3. Prior to execution of this agreement, complete the Certification Regarding Lobbying form, ATTACHMENT I, and the Certification Regarding Debarment, Suspension. Ineligibility and V oluntary Exclusion Contracts/Subcontracts form, A TT ACH'f\ilENT II, If a Disclosure of Lobbying Activities fonn, Standard Form ILL, is required, it may be obtained from the Alliance's contract manager, and all disclosure forms as required by the Certification Regarding Lobbying form must be completed and returned to the Alliance with the signed agreement. 1 07/2004 Agreement PA-429 4. Comply with section 112.061, F. S" and any policies of the Department of Elder Affairs regarding any and all business travel pursuant to agreements covered by this agreement (including use of the State Comptroller approved Reimbursement of Travel Expenses form, or an equivalent form developed by the recipient), and comply with the provisions of Chapter 119, F,S., allowing public access to all documents, papers. letters, or other materials made or received by the recipient in conjunction with this agreement and any agreements incorporating this agreement by reference. S. Abuse Neglect and Exploitation Reporting: In compliance with Chapter 415, F.S., an employee of the recipient who knows, or has reasonable cause to suspect, that a child, aged person or disabled adult is or has been abused, neglected, or exploited, shall immediately report such knowledge or suspicion to the State of Florida's central abuse registry and tracking system on the state\\~de to11- free telephone number (l-800-96ABUSE). 6. Transportation Disadvantaged: If clients are to be transported under any agreements incorporating this agreement, comply with the provisions of Chapter 427, F.S., and Rule 41-2, Florida Administrative Code (F. A. C.). 7. Use of Funds For Lobbying Prohibited: Comply with the provisions of section 216.347, F,S., Title 48 CFR, Part 31.205, or Title 45 CFR, Part 93, whichever is applicable, that prohibit the expenditures of funds for the purpose of lobbying the Legislature, a judicial branch or a state agency. 8. Safeguarding Information: Except as provided for auditing and monitoring purposes, not to use or disclose any information concerning a consumer who receives services under agreements incorporating this agreement by reference or subsequent agreements for any purpose not in conformity with state and federal regulations, except upon \\lritten consent of the consumer, or the consumer's authorized representative. 9. HIP AA Compliance: Comply with all requirements of the Health Insurance Portability Act (HIP AA) of 1996, as applicable. The Alliance and the recipient recognize that each may be a "Business Associate" of the other under the tenus of HIP AA. As such and to the extent said terms may be applicable, each agrees to the terms as written in ATTACHMENT VII. 10. Grievance and Appeal Procedures: Follow the Minimum Guidelines for Recipient Grievance Procedures, A TT ACHMENT V, for handling complaints from consumers who complain service has been suspended, terminated or reduced. Recipients and subrecipients will also establish their O\Vl1 complaint procedures for consumers who are dissatisfied with or denied services that include, at minimum, notice of the right to complain and to have their complaint reviewed. It is expressly understood that substantial evidence of the recipient's refusal to comply with any of the above provisions shall constitute a breach of this agreement. 2 07/2004 C. Civil Rights Certification: Agreement PA-429 1. The recipient gives this assurance in consideration of and fOr the purpose of obtaining federal grants, loans, contracts (except contracts of insurance or guaranty), property, discounts, or other federal financial assistance to programs or activities receiving or benefiting from federal financial assistance. The recipient shall comply with all federal, state and local regulations, statutes and ordinances relating to nondiscrimination in programs or activities receiving or benefiting from state, federal, or local financial assistance, whichever apply. These include, but arc not limited to: (a) Executive Order 11246, "Equal Employment Opportunity," as amended by E.O. 11375, "Amending Executive Order 11246 Relating to Equal Employment Opportunity," and as supplemented by regulations at Title 41 CFR, Part 60; (b) Title VI of the Civil Rights Act of 1964, as amended, 42 U.S.c. 2000d et seg., which prohibits discrimination on the basis of race, color, or national origin (c) title IX of the Education Amendments of 1972, as amended, 20 U.S.c. 1681- 1683, and 1685-1686 et seq., which prohibits discrimination on the basis of sex in education programs; (d) Section 504 of the Rehabilitation Act of 1973, as amended, 29 U.S.c. 794, which prohibits discrimination on the basis of handicaps; (e) The Age Discrimination Act of 1975, as amended, 42 U.S.c. 6101 et seq., which prohibits discrimination on the basis of age and with any and all other applicable regulations, guidelines, and standards as are now or may be lawfully adopted pursuant to the above statutes or which may apply to agreements covered by this agreement 2. The recipient agrees to complete the Civil Rights Compliance Questionnaire (DOEA forms 101 A and B), if services are provided to consumers and if fifteen (15) or more persons are employed. For recipients employing less than 15 persons, the Alliance requests completion of the Civil Rights Compliance Questionnaire. 3. The recipient shall establish procedures to handle complaints of discrimination involving services or benefits through this agreement. These procedures shall include advising clients, employees, and participants of the right to file a complaint, their right to appeal a denial or exclusion fi-orn the services or benefits, and their right to a fair hearing as a result of their complaint of discrimination. Complaints of discrimination involving services or benefits through this agreement and may also be filed with the Secretary of the Department of Elder Affairs or the appropriate federal or state agency. 4. The recipient agrees that compliance with these assurances are a condition of continued receipt of or benefit from federal financial assistance, and that it is binding upon the recipient, its successors, transferees, and assignees for the period during which such assistance is provided. The recipient further assures that all subrecipients, vendors, or others with whom it arranges to provide services or benefits to participants or employees in connection with any of its programs and activities are not discriminating against those participants or employees in violation of the above statutes, regulations, guidelines, and standards. In the event of failure to comply, the recipient understands that the Alliance and/or Department of Elder Affairs may, at their discretion, seek a court order requiring compliance with the terms of this assurance or seek other appropriate judicial or administrative relief, including but not limited to, termination of and denial of further assistance. 3 07/2004 Agreement PA-429 D. Payment Reqnirements For all agreements covered by this agreement, the recipient agrees: 1. To submit bills for fees or other compensation for services or expenses in sufficient detail for a proper pre audit and post audit thereof. The recipient shall comply with only the particular requirements under the following laws and guidelines that are applicable to the agreements covered under this agreement (a) paragraph (16) (b) of section 216.181, F. S., regarding advances; (b) paragraph 691-40.103 F.AC pertaining to Restriction of Expenditures from state funds; and, (c) the Contract Payment Requirements sub-section of section C of the Reference Guide for State Expenditures from the Department of Financial Services http://www.dbf.state.fl.us/aadir/referenccJ;uide/). The recipient certifies that detailed documentation is available to support each item on the itemized invoice or payment request for cost reimbursed expenses, including paid subcontractor invoices, and will be produced upon request by the Alliance. The recipient further certifies that reimbursement requested is only for allowable expenses as defined in the laws and guiding circulars cited in Section I, paragraph B. 1 of this agreement, in the Reference Guide for State Expenditures, and any other laws or regulations, as applicable, and that administrative expenses do not exceed amounts budgeted in the recipient's approved service application. 2. Recipients and sub-recipients shall provide units of de1iverables, including reports, findings, and drafts as specified in the agreements and agreement attachments covered by this agreement, and the service provider applications developed by the recipient (pursuant to section 306(a) of the Older Americans Act), to be received and accepted by the contract manager prior to payment. E. Withholdings and Other Benefits: The recipient is responsible for Social Security and Income Tax withholdings. F. Indemnification: If the recipient is a state or local governmental entity, pursuant to section 768.28(18) F.s., the provisions of this section do not apply. 1. Recipient and all subrecipients agree to indemnify, defend, and hold harmless the Department of Elder Affairs and the Alliance and their officers, agents, and employees from any claim, loss, damage, cost, charge, or expense arising out of any acts, actions, neglect or omission, action in bad faith, or violation of federal or state law by the recipient, its agents, employees, or subrecipients during the performance of all agreements incorporating this agreement by reference, whether direct or indirect, and whether to any person or property to which the Department, the Alliance or said parties may be subject, except neither recipient nor any of its subrecipients will be liable under this section for damages arising out of injury or damage to persons or property directly caused or resulting from the sole negligence of the Department, the Alliance or any of its officers, agents, or employees. 2. Recipient's obligation to indemnifY, defend, and pay for the defense or, at the Department's option, to participate and associate with the Department in the defense and trial of any claim and any related settlement negotiations, shaH be triggered by the Department's notice of claim for indemntfication to recipient Recipient's inability to evaluate liability or its evaluation of liability shall not excuse recipient's duty to defend and indemnify the Department, upon notice by the Department. Notice 4 07/2004 Agreement PA~429 shall be given by registered or certified mail, return receipt requested. Only an adjudication or judgment after the highest appeal is exhausted specifically finding the Department solely negligent shall excuse performance of this provision by recipients. Recipient shall pay all costs and fees related to this obligation and its enforcement by the Department The Department's failure to notify the recipient or subrecipient of a claim shall not release recipient of the above duty to defend. 3. It is the intent and understanding of the parties that the recipient, nor any of its subrecipients, are employees either of the Department or the AHiance and shall not hold themselves out as employees or agents of either agency without specific authorization from them. It is the further intent and understanding of the parties that neither the Department nor the Alliance control the employment practices of the recipient and shall not be liable for any wage and hour, employment discrimination, or other labor and employment claims against the recipient, or its subrecipient. 5 07/2004 Agreemenc PA-429 G. Insurance and Bonding: 1. To provide adequate liability insurance coverage on a comprehensive basis and to hold such liability insurance at all times during the effective period of any and all agreements incorporating this agreement by reference. The recipient accepts full responsibility for identifying and determining the type(s) and extent ofliability insurance necessary to provide reasonable financial protections for the recipient and the clients to be served under contracts incorporating this agreement by reference. Upon execution of each contract covered under this agreement, the recipient shall furnish the Alliance written verification supporting both the determination and existence of such insurance coverage. Such coverage may be provided by a self-insurance program established and operating under the laws of the State of Florida. The Department of Elder Affairs and the Alliance reserve the right to require additional insurance where appropriate. 2. To furnish an insurance bond from a responsible commercial insurance company covering all officers, directors, employees and agents of the recipient authorized to handle funds received or disbursed under all agreements incorporating this agreement by reference in an amount commensurate with the funds handled, the degree of risk as determined by the insurance company and consistent with good business practices. 3. If the recipient is a state agency or subdivision as defined by section 768.28, F.S., the recipient shall furnish, upon request, written verification of liability protection in accordance with section 768.28, F.S. Nothing herein shall be construed to extend any party's liability beyond that provided in section 768.28, F.S. (See also fudemnification clause.) H. Purchasing: 1. Procurement of Products or Materials with Recycled Content Any products or materials which are subject of, or are required to carry out any contracts under this agreement shall be procured in accordance with the provisions of Section 403.7065 and 287.045, Florida Statutes. I. Sponsorship: 1. Any nongovernmental organization which sponsors a program financed partially by state funds or funds obtained from a state agency shall, in publicizing, advertising, or describing the sponsorship of the program, state: "Sponsored by Monroe County Board of Commissioners, the State of Florida, Department of Elder Affairs and Alliance for Aging Inc." If the sponsorship reference is in written material, the words "State of Florida, Department of Elder Affairs and the Alliance for Aging" shall appear in the same size letters or type as the name of the organization (ref.: section 286.25, F. S.). This shall include, but is not limited to, any correspondence or other \Vriting, publication or broadcast that refers to such program. 2. If the recipient is a governmental entity or political subdivision of the state, the Department and the Alliance request compliance with the conditions specified above. 3 ~ The recipient shall not use the words "State of Florida, Department of Elder Affairs and the Alliance for Aging, Ine" to ind1cate sponsorship of a program otherwise financed unless specific authorization has been obtained by the Alliance prior to use. 6 07/2004 Agreement PA-429 J. Public Entity Crime - Applicable only to state agencies or political subdivisions of the state: Denial or revocation of the right to transact business with public entities, In compliance with the legislature's intent to restrict the ability of persons convicted of public entity crimes to transact business with the Department of Elder Affairs, or the Alliance, as the pass through agent for the Department, pursuant to section 287.133, ES.: is a condition of receipt or benefit from state or federal funds and it is binding upon the recipient, its successors and transferees during the period of this agreement The recipient further assures that the recipient, its officers, directors, senior management, partners, employees or agents have not been convicted of any public entity crimes within the last 36 months. If the recipient or any of its officers or directors is convicted of a public entity crime during the period of this agreement, the recipient shall notify the Department of Elder Affairs and the Alliance immediately. Non~compliance with this statute shall constitute a breach of this agreement K. Employment: If the recipient is a non~govemmental organization, it is expressly understood and agreed the recipient will not knowingly employ unauthorized alien workers. Such employment constitutes a violation of the employment provisions as determined pursuant to the Immigration Nationality Act (lNA), Sec. 274A [8 U.S.C s.1324aJ. Violation of the employment provisions as determined pursuant to section 274A shall be grounds for unilateral cancellation of any and all agreements incorporating this agreement by reference. L. Audits and Records: The recipient agrees: 1. To maintain books, records, and documents (including electronic storage media) in accordance with generally accepted accounting procedures and practices that sufficiently and properly reflect all revenues and expenditures of funds provided by the Alliance under an contracts covered by this agreement. Recipient agrees to maintain records, including paid invoices, payroll registers, travel vouchers, copy logs, postage logs, time sheets, etc., as supporting documentation for service cost reports and for administrative expenses itemized for reimbursement. This documentation will be made available upon request for monitoring and auditing purposes. 2. To assure these records shall be subject at all reasonable times to inspection, review, audit, copy, or removal from premises by state personnel and other personnel duly authorized by the Alliance, the Department of Elder Affairs or by federal personnel, if applicable. 3. To maintain and file with the Alliance such progress, fiscal and inventory and other reports as the Alliance may require within the period of this agreement. Such reporting requirements must be reasonable given the scope and purpose of the agreements incorporating this agreement by reference. 4. To submit management, program, and client identifiable data, as specified by the Department of Elder Affairs and lor the Alliance. To record and submit program specific data in accordance with Department of Elder Affairs Client Information Registr2rion and Tracking System (CIRTS) Policy Guidelines. 5. To provide a financial and compliance audit to the Alliance as specified in ATTACHMENT In and to ensure all related party transactions are disclosed to the auditor. 7 Agreemer.l~ PA-429 07/2004 6. To include these aforementioned audit and record keeping requirements, including A TT AClli~ENT III, in all sub-agreements and assignments. 7 The recipient agrees to provide client information and statistical data for research and evaluative purposes when requested by the Department of Elder Affairs and/or the Alliance, 8. To provide to the Alliance all fiscal infOlmation regarding services contracte<J pursuant to this agreement using the application required by the Department of Elder Affairs. M. Retention of Records: I. To retain all client records, financial records, supporting documents, statistical records, and any other documents (including electronic storage media) pertinent to each agreement covered under this agreement for a period of at least five (5) years after termination of the agreement( s), or if an audit has been initiate<J and audit findings have not been resolved at the end of five (5) years, the records shall be retained at least until resolution of the audit findings. These records may be subject to additional retention requirements set by law. 2. Persons duly authorized by the Department of Elder Affairs, the Alliance or fe<Jeral auditors, pursuant to Title 45 CFR, Part 92.42(e), (I), and (2), shall bave full acceSS to and the right to examine or duplicate any of said records and documents during said retention period or as long as records are retained, whichever is lateL N. Monitoring and Incident Reporting: 1. The recipient will provide progress reports, including data reporting requirements as specified by the Department of Elder AffairS to he used for monitoring progress or performance of the contractual services as specified in the area plan submitted by the Alliance to the Department as well as in the service application submitted by the recipient to the Alliance. Following the norms set down hy the Department of Elder Affairs, the Alliance will establish performance standards for recipients with weights assigned to each standard. Standards will he tracked monthly hy Alliance staff through desk reviews of availahle fiscal, cm TS, and research production reports and any other system or process designated by the Department. Examples of review criteria are surplusJdeficit, independent audits, internal controls, reimbursement requests, subrecipient monitoring, targeting, program eligihility, outcome measures, service provision to clients designated as "bigh risk" by tbe Department of Children & Fan>>lies, Adult Protective Services program. data integrity, co- payments, client satisfaction, correspondence, and client file reviews. 2. The Alliance will perform administrative and programmatic monitoring of the recipient tn ensure contractual compliance, fiscal accountahility, programmatic performance, and compliance wlth applicable state and federal laws and regulations. 8 07/2004 Agreement PA-429 3. To permit persons duly authorized by the Department of Elder Affairs or the Alliance to inspect any records, papers, documents, facilities, goods and services of the recipient which arc relevant to agreements incorporating this agreement by reference, or to the mission and statutory authority of the Department of Elder Affairs or the Alliance, and to interview any clients and employees of the recipient to be assured of satisfactory performance of the terms and conditions of these agreement(s). Following such inspection the Department of Elder Affairs or the Alliance will deliver to the recipient a list of its concerns with regard to the manner in which said goods Of services are being provided. The recipient will rectify all noted deficiencies provided by the Department of Elder Affairs or the Alliance within the time set forth, or provide either the Department of Elder Affairs or the Alliance with a reasonable and acceptable justification for the recipient's failure to correct the noted shortcomings. The Department of Elder Affairs or the Alliance shall deteimine whether such failure is reasonable and acceptable. The recipient's failure to correct or justify deficiencies within a reasonable time as specified by the Department of Elder Affairs or the Alliance may result in either agency taking any of the actions identified in Section III., c., Enforcement, or deeming the recipient's failure to be a breach of this agreement. 4. Extraordinary Reporting: The recipient shall nobfy the contract manager for the Alliance immediately, but no later than within 24 hours, from the recipient's awareness or discovery of conditions that may materially affect the recipient's ability to perform, such as problems, delays, or adverse conditions which may impair the recipient's ability to meet the objectives of the agreements covered by this agreement. The notice shall include a brief summary of the problem(s), a statement of the action taken or contemplated, time frames for implementation, and any assistance needed to resolve the situation. Examples of reportable conditions may include: . proposed consumer terminations recipient financial concerns/difficulties non-payment or untimely payment reported by vendors service documentation problems agreement non-compliance service quality problems and consumer complaint trends . . . . . The Alliance shall investigate allegations regarding falsification of client information, service records, payment requests, and other related information. Substantiated allegations shall be reported to the Department of Elder Affair's contract manager. In the event that a situation results in the cessation of services by a sub-recipient or vendor, the recipient retains the responsibility for performance under agreements covered by this agreement and must follow their OWTI procedures to ensure that clients continue receiving services without interruption, c. g. exercising their emergency procurement procedures, temporary assumption of the direct provision of services, etc. O. Assignments and Subcontracts: 1. Alliance approval of the service application presented by the recipient shall constitute Alliance approval of the recipient subagreements if the subagreements follow the service and funding information identified in the service application, Tue recipient must submit an contracts for services under the service application to the Alliance for prior approval when the proposed subrecipient is a profit making organization. No such approval by the Alliance of any assignment Of subcontract shall be deemed in any event or in any manner to provide for the incurrence of any obligation of the Alliance in addition to the dollar amount agreed upon in contracts covered by this 9 07/2004 AgreemenL PA-429 agreement and the contracts incorporating it by reference and to any conditions of approval the Alliance shall deem necessary. 2. For every transaction, the recipient must determine if the subcontractor is a vendor rather than a subrecipicnt, as defined in OMB Circular A-133, subpart B, section .210, and in section 215.97, F.S" and this determination must be documented in \\-Tiring. When a vendor relationship is identified, an agreement with aU of the terms and conditions set forth in this agreement is not required. However, a 'hTitten agreement outlining the tenn of the agreement, the goods being purchased or services to be performed, and conditions for procurement, receipt and payment for goods and services. Compliance for vendors is usually limited to these tasks unless the recipient chooses to pass doVv'U program compliance to the vendor in the written agreement. The recipient is ultimately responsible for assuring program compliance and performance, and any applicable conditions of this agreement and the agreements covered by it. P. Return of Funds: 1. To return to the Alliance any overpayments due to unearned funds or funds disallowed pursuant to the terms of all agreements for which funds were disbursed to the recipient by the Alliance. a. The recipient shall return any overpayment to the Alliance within forty (40) calendar days after either discovery by the recipient, Of notification by the Alliance, of the overpayment. b. In the event the recipient Of its independent auditor discovers an overpayment has been made, the recipient shall repay said overpayment within forty (40) calendar days without prior notification from the Alliance. In the event the Alliance first discovers an overpayment has been made, the Alliance will notify the recipient by letter of such a finding, c, Overpayments due to unallowable or un-allocable expenses due to billing discrepancies must be returned to the Alliance under the same tenus and conditions as this section. Information indicating recipient has been overpaid as a result of over-budgeting on the unit cost methodology can be used by the Alliance to negotiate lower rates in subsequent years. Continuous overpayment to recipients due to over budgeting may result in a demand for repayment to the Alliance under the same terms and conditions of this section. Repayment received by the Alliance shall be reported to the Department of Elder Affairs and may be either re~allocated to other recipient(s) or returned to the Department, at the Department's discretion. Q. Data Integrity Federal Grants Management require financial management systems for recipients of state and federal funds to be capable of providing certain information, assuring accuracy and accountability, in accord with prescribed reporting requirements. These reporting requirements may require certain calculations or the provision of specified data to fully disclose the financial results of each federally funded or state- sponsored program. Accordingly, the recipient must, prior to execution of this agreement, complete the Data Integrity Certification fOffi1o A TT ACHMENT VI. R Conflict of Interest: The recipient will maintain a written code of conduct governing the performance of its employees, board members, management and sub~recipients, engaged in the award and administration of contracts. No employee, officer or agent ofthe recipient or sub-recipient shall participate in selection, or in the 10 07/2004 Agreement PA-429 award or administration of a contract supported by State or Federal funds if a conflict of interest, real or apparent, would be involved. Such a conflict would arise when: (a) the employee, officer or agent; (b) any member of his /her immediate family; (c) his or her partner, or; (d) an organization which employs, or is about to employ, any of the above, has a financial or other interest in the firm selected for award. The recipient or sub-recipient's officers, employees or agents will neither solicit nor accept gratuities, favors or anything of monetary value from contractors, potential contractors, or parties to sub- agreements. The recipient's board members and management must disclose to the Alliance any relationship which may be, or may be perceived to be, a conflict of interest within thirty (30) days of an individual's original appointment or placement in that position, or ifthe individual is serving as an incumbent, wi thin thirty (30) days of the commencement of this agreement. The recipient's employees and sub-recipients must make the same disclosures described above to the recipient's board of directors. Compliance with this provision will be monitored. S. Successors and Transferees: Recipient must receive approval from the Alliance's contract manager prior to transferring or assigning this agreement, or any agreements referencing this agreement, to another party or a different organizational entity. Further, this agreement or any agreements referencing this agreement are binding in their entirety on the recipient and its successors, assignees and transferees. II. The AJliance Agrees: A. Payment: Unless otherwise stated in the agreements covered by this agreement between the Alliance and recipient, payments made by the Alliance to the recipient must be within seven (7) working days after receipt by the Alliance of full or partial payments from the Department of Elder Affairs. Payments to vendors contracted by the Alliance shall be made in accord with the terms as negotiated with the vendor(s). Failure to pay within these time frames may result in the Department of Elder Affairs applying intermediate measures against the Alliance as per Attachment VI. B. Vendor Ombudsman: Recipients who may be experiencing problems in obtaining timely payments(s) from the Department of Elder Affairs may contact the Vendor Ombudsman within the Department of Banking and Finance at 1 (800) 848-3792 or (850) 413-7269, Subrecipients and vendors experiencing problems obtaining timely payment(s) from the Alliance may contact the Department's contract manager at (850) 414-2000. 11 07/2004 Agreement PA-429 III. Agreement Term and Renewal The recipient and the i\lliancc mutually agree: A. Effective Date 1. This agreement shall begin on March 1, 2004 or on the date on which the agreement has been signed by both parties, whichever is earlier, and shall end on December 31, 2006. 2. All agreements executed between the Alliance and the recipient during the effective period of this agreement shall reference this agreement by number, incorporating it therein, and shall be governed by the conditions of this agreement and its successor(s) for the duration of the contract period(s). B. Enforcement: 1. The Department of Elder Affairs, or the Alliance acting on its behalf may, in accordance with section 430.04, F.S., take intermediate measures against the recipient, including: corrective action, unannounced special monitoring, temporary assumption of the operation of one or more programs, placement of the recipient on probationary status, imposing a moratorium on recipient action, imposing financial penalties for nonperformance, or other administrative action pursuant to Chapter 120 F.S., if the Department of Elder Affairs or the Alliance acting on its behalf finds that: . an intentional or negligent act of the recipient has materially affected the health, welfare, or safety of consumers served pursuant to this agreement, or substantially and negatively affected thc operation of services covered under this agreement. . the recipient lacks financial stability sufficient to meet contractual obligations or that contractual funds have been misappropriated. . the recipient has committed multiple or repeated violations of legal and regulatory standards, regardless of whether such laws or regulations are enforced by the Department of Elder Affairs or the recipient has committed or repeated violations of Department standards. . the recipient has failed to continue the provision or expansion of services after the declaration of a state of emergency. . the recipient has failed to adhere to the terms of this agreement or the terms of any agreement(s) covered by this agreement and incorporating it by reference. 2. In making any determination under this provision the Department of Elder Affairs may rely upon the findings of another state or federal agency, or other regulatory body. Any claim for breach of this agreement is exempt from administrative proceedings and shall be brought before the appropriate entity in the venue of Leon County. Before the Department of Elder Affairs formally rescinds the designation of the recipient or initiates any intermediate measure, or either party commences equitable or legal action of any sort, both parties agree to engage in informal mediation tl>.Iough a meeting of each party's representative at a place and location designated by the Department of Elder Affairs. 3. In making any determination under this provision for intermediate measures, the Department or the Alliance acting on its behalf, will be guided by the measures and options as set forth in 12 07/2004 Agreement PA-429 ATTACIL'\iIENT VI. The purpose of the options set forth in ATTACHMENT VI is to give notice to the recipient of the range of intermediate measures that would normally be imposed for violations as set forth in this provision. This range of intermediate measures is based upon a single violation of each provision listed. Multiple violations of the same provision will be grounds for enhancement of intermediate measures. The Department or the Alliance acting on its behalf, is entitled to deviate from the range of intermediate measures provided in A TTACHl\'lENT \'1 upon a showing of circumstances presented to the Department and/or Alliance prior to the imposition of an intermediate measure. Circumstances that may be considered for enhancement or reduction of intermediate measures include, but are not limited to: a. Bistor; of previous violations. b. The magnitude and scope ofthe damage inflicted upon the general public. c. The lack of danger to the public health, safety and welfare. d. The degree of financial hardship incurred by the recipient as a result of the imposition of intermediate measures. e, Corrective action taken by the recipient. f. Steps taken by the recipient to ensure the non-occurrence of similar violations in the future. C. Termination: 1. Termination for Convenience This agreement and any other agreements incorporating it by reference may be terminated by either party upon no less than sixty (60) calendar days notice, without cause, unless a lesser time is mutually agreed upon by both parties, in writing. Said notice shall be delivered by certified mail, return receipt requested, or in person with proof of delivery. In the event the recipient terminates an agreement at will, the recipient agrees to submit, at the time it serves notice of the intent to terminate, a plan which identifies procedures to ensure services for consumers pursuant to this agreement or any sub-agreement will not be interrupted or suspended by the termination. In the event that an agreement between the recipient and a sub-recipient is terminated, the recipient shall require the sub-recipient to submit to the recipient and the Alliance, a similar plan ensuring services to consumers will not be interrupted or suspended by the termination. 2. Termination Because of Lack of Funds In the event funds to finance any agreement(s) under this agreement become unavailable, the Alliance may terminate the affected agreement or agreements upon no less than twenty-four (24) hours notice in writing to the recipient Said notice shall be delivered by certified mail, return receipt requested, or in person with proof of delivery. The Alliance shall be the final authority as to the availability of funds. 13 07/2004 Agreement PA-429 3. Termination for Breach Unless the breach is waived in \\Titing by the Department of Elder Affairs and/or the Alliance as the local agent for the Department, or if the recipient fails to cure the breach within the time specified, the Department /Alliance may, by written notice to the recipient, terminate any and all of the agreement(s) incorporating this agreement by reference upon no less than twenty-four (24) hours notice, Said notice shall be delivered by certified mail, return receipt requested, or in person with proof of delivery. If applicable, the Department of Elder Affairs may employ the default provisions in section 60A-1.006(3), Florida Administrative Code, Waiver of breach of any provisions of any one contract covered by this agreement shall not be deemed to be a waiver of any other breach and shall not be construed to be a modification of the terms of other agreements covered under this agreement. The provisions herein do not limit the Department's or the Alliance right to remedies at law or to damages of a legal or equitable nature. 14 07/2004 Agreement PA-429 D. Notice and Contact: 1. The name, address and telephone number of the Alliance for this agreement is: Steven Weisberg, M.S. PresidenUCEO 9500 South Dade1and Boulevard, Suite 400 Miami, FL 33156 Phone: (305) 670-6500, SC 455-6500 2. The name, address and telephone number of the recipient for this agreement is: Momoe County Board of Commissioners Gato Building 1100 Simonton Street Key West, FL 33040 Phone: (305) 292-4573 3. The name of the contact person, street address and telephone number where financial and administrative records are maintained: Louis LaTorre Gato Building 1100 Simonton Street Key West, FL 33040 Phone: (305) 292-4573 E. Renegotiation or Modification: 1. Modifications of provisions of this agreement and of any and all agreement(s) incorporating this agreement by reference shall only be valid when they have been reduced to vtriting and duly signed by both parties. The parties agree to renegotiate this agreement and any affected agreements if revisions of any applicable laws or regulations make changes in this agreement necessary. 2. The rate of payment and the total dollar amount may be adjusted retroactively for anyagreement(s) incorporating this Master Agreement by reference only when these have been established through the appropriations process, or identified in the federal program. IV. The Recipient Agrees to the following special provisions: A.Property & Equipment 1. Equipment means: (a) an article ofnonexpendab1e, tangible personal property having a useful tife of more than one year and an acquisition cost which equals or exceeds the iesser of (a) the capitalization level established by the organization for the financial statement purposes, or $5000 [for federal funds], or (b) nonexpendable, tangible personal property of a nonconsumable nature with an acquisition cost of $1 000 or more per unit, and expected useful life of at least one year; and hardback bound books not circulated to students or the general public, with a value or cost of $250 or more [for state funds]" 15 07/2004 Agreement PA-429 2. Recipients and sub-recipients who are fustitutions of Higher Education, Hospitals. and Other Non- Profit Organizations shall have written property management standards in compliance with OMB Circular A-ll 0 that include: (a) a property list with all the elements identified in the circular; and, (b) A procedure for conducting a physical inventory of equipment at least once every two years. The property records must be maintained on file and shall be provided to the Alliance upon request. 3. Equipment purchased with federal funds with an acquisition cost over $5,000 and equipment purchased with state funds with an acquisition cost over $1,000 that is specifically identified in the recipient's service application approved by the Alliance is part of the cost of carrying out the activities and functions of the grant awards and Title (ownership) will vest in the recipient, subject to the conditions of OMB Circular A-IIO, Subpart C, paragraph .34. Equipment purchased under these thresholds is considered supplies and is not subject to property standards. Equipment purchased with funds identified in the budget attachments to agreements covered by this agreement, or identified in agreements with recipients (not included in a cost methodology), is subject to the conditions of section 273, F. S. and 60A-l.0017, F. A. C. Of Title 45 CFR part 74. 4. Real property means land (including land improvements), buildings, structures and appurtenances thereto, but excludes movable machinery and equipment Real property may not be purchased with state or federal funds through agreements covered under this agreement without the prior approval of the Alliance. Real property purchases from Older Americans Act funds are subject to the provisions of Title 42, Chapter 35, Subchapter III, Part A., Sec. 3030b United States Code (USe). Real property purchases from state funds can only be made through a fixed capital outlay grants and aids appropriation and therefore are subject to the provisions of section 216.348, F. S. 5. Any permanent storage devices (e.g.: hard drives, removable storage media) must be reformatted and tested prior to disposal to ensure no confidential information remains. 6. A budget amendment is required to be submitted and approved by the Alliance's contract manager prior to the purchase of any item of nonexpendable property not specifically listed in the approved budget. 7. Infonnation Technology Resources The recipient must adhere to the Department of Elder Affairs' procedures and standards when purchasing fuformation Technology Resources (ITR) as part of any agreement(s) incorporating this agreement by reference. An ITR worksheet is required for any computer related item costing $1,000.00 or more, including data processing hardware, software, services, supplies, maintenance, training, personnel and facilities. The completed ITR worksheet shall be maintained in the Alliance for Aging's LAN administrator's file. The Alliance has the responsibility to require any recipient to comply with the Department of Elder Affairs' ITR procedures. B. Copyright Clause The recipient may copyright any work that is subject to copyright and was developed, or for which ownership was purchased, under any agreement(s) incorporating this agreement by reference. The Department of Elder Affairs reserves a royalty-free, nonexclusive and irrevocable right to reproduce, publish, or otherwise use the work for state and federal purposes, and to authorize others to do so. Other rights of the Department and recipient are described in Title 45 CFR, sec. 74.36, and section 286.021, F.S, 16 07/2004 Agreemeuc PA-429 C. Investigation of Criminal Allegations Any report that implies criminal intent on the part of this recipient or any subrecipient and referred to a governmental or investigatory agency must be sent to the Department of Elder Affairs via the Alliance. If the Alliance has reason to believe that the allegations will be referred to the State Attorney, a law enforcement agency, the United States Attorney's Office, or other governmental agency, the Alliance shall notify the Inspector General at the Department of Elder Affairs immediately" A copy of an documents, reports, notes or other written material concerning the investigation, whether in the possession of the Alliance or the recipient, must be sent to the Department of Elder Affair's Inspector General with a summary of the investigation and allegations. D. Disaster In preparation for the threat of an emergency event as defined in the State of Florida Comprehensive Emergency Management Plan, the Department of Elder Affairs may exercise authority over an area agency or service provider agency to implement preparedness activities to improve the safety of the elderly in the threatened area and to secure area agency and service provider facilities to minimize the potential impact of the event. These actions will be within the existing roles and responsibilities of the area agency and its subrecipient. In the event the President of the United States or Governor of the State of Florida declares a disaster or state of emergency, the Department of Elder Affairs may exercise authority over an area agency or service provider agency to implement emergency relief measures and/or activities, In either of these cases, only the Secretary, Deputy Secretary or his/ber designee of the Department of Elder Affairs shall have such authority to order the implementation of such measures. All actions directed by the department under this section shall be for the purpose of ensuring the health, safety and wel fare of the elderly in the potential or actual disaster area. E. Volunteers The recipient will promote the use of volunteers as prescribed in section 306(a) (12), Older Americans Act and section 430.07, F.S, F. Business Hours Recipients who arc lead agencies, as defined in section 430.203(9), FS. or who provide elder helpline services pursuant to this agreement must also maintain minimum business hours from 8:00 AM until 5:00 PM, Monday through Friday, excluding national and state holidays. 17 07/2004 G. Management Information Systems Agreement PA-429 For all program agreements incorporating this agreement by reference for which the collection of client data in electronic format (ClRTS, for example) is required: 1. The Alliance shall employ a Local Area Netw'Ork (LAN) Administrator who shall assure the Alliance's compliance with the requirements of the "LAN Administrator Guidelines" adopted by the Department These "Guidelines" delineate the roles and responsibilities of the Local Area Network Administrator. The Alliance shall assure any other support necessary for full "LAN Administrator Guidelines" comphance, including reporting to the department the operational status of their LAN and Wide Area Network (WAN) in accord with the frequency and format directed in these "Guidelines". 2. The Alliance will ensure the collection and maintenance of consumer and service information on a monthly basis from the Client Information Registration and Tracking System (CIRTS) or any such system designated by the department Maintenance includes valid exports and backups of all data and systems according to department standards. 3. The recipient must enter all required data per the Department's CIRTS Policy Guidelines for consumers and services in the CIRTS database. The data must be entered into the CIRTS before the recipient submits their request for payment and expenditure reports to the Alliance. The Alliance shall establish time frames to assure compliance with due dates for the requests for payment and expenditure reports to the Department 4. The recipient will run monthly CIRTS reports and verify consumer and service data in the CIRTS is accurate. This report must be submitted to the Alliance with the monthly request for payment and expenditure report and must be reviewed by the Alliance before the recipient's request for payment and expenditure reports can be approved by the Alliance. 5. Failure to ensure the collection and maintenance of the CIRTS data may result in the Alliance enacting the <'Enforcement" clause of this agreement (see Section III, C.), including delaying or withholding payment until the problem is corrected. 6. Computer System Backup and Recovery Each recipient, among other requirements, must anticipate and prepare for the loss of information processing capabilities. The routine backing up of data and software is required to recover from losses or outages of the computer system. Data and software essential to the continued operation of recipient functions must be backed up. The security controls over the backup resources shall be as stringent as the protection required of the primary resources. It is recommended that a copy of the backed up data be stored in a secure, offsite location. The recipient shall maintain written policies and procedures for computer backup and recovery. These policies and procedures shaH be made available to the Alliance upon request. 18 07/2004 Agreement PA-429 fl. Consumer Outcomes l. The Alliance will develop consumer outcome measures consistent with those developed by the Department of Elder Affairs. 2. As required by the legislature for performance-based program budgeting, the Department of Elder Affairs will set targets for the performance of outcome measures. The Alliance is responsible for achieving these targets and will incorporate them into sub agreements as necessary. I. SurpluslDeficit Report: The Alliance will submit a consolidated surplus/deficit report in a format provided by the Department to the Department's contract manager by the 25th of each month. This report is for an agreements between the Alliance and the Department. The report will include the following: I. A list of all subcontractors and their ClllTent status regarding surplus or deficit; 2. The Alliance's detailed plan on how the surplus or deficit spending exceeding the threshold specified by the Department wi11 be resolved; 3. Recommendations to transfer funds to resolve surplus/deficit spending, and; 4. Input from the recipient's Board of Directors on resolution of spending issues, if applicable. 19 07/2004 AgreemL~.t PA-429 IN WITNESS THEREOF, the parties hereto have caused this _~ page agreement to be executed by their undersigned officials as duly authorized. RECIPIENT: MONROE COUNTY BOARD. OF COMMISSIONERS ALLIANCE FOR AGING, INC., BOARD PRESIDENT OR AUTHORIZED DESIGNEE SIGN~{ .~ BY,..-' . '\.;;;:7 NAME: Murray E. Nelson NAME: STEVEN WEISBERG, M.S. TITLE: Mayor / Chairman TITLE: PRESIDENT/CEO DATE: June 16. 2004 DATE:~ FEDERAL ill NUMBER: 59-6000749 RECIPIENT FISCAL YEAR ENDING DATE: 09/30 (Revised MARCH 2004) 20 07/2004 Agreemel~~ PA-429 ATTACHMENT I CERTIFICATION REGARDING LOBBYING CERTIFICA TION FOR CONTRACTS, GRANTS, LOANS AND COOPERATIVE AGREEMENT The undersigned certifies, to the best of his or her knowledge and belief, that: ( 1) No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any state or federal agency, a member of congress, an officer or employee of congress, an employee of a member of congress, or an officer or employee of the state legislator, in connection with the awarding of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement. (2) If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a member of congress, an officer or employee of congress, or an employee of a member of congress in connection \Vith this federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Foun to Report Lobbying," in accordance with its instructions. (3) The undersigned shall require that the language of this certification be included in the award documents for all sub-awards at all tiers (including subcontracts, sub-grants, and contracts under grants, loans and cooperative agreements) and that all sub-recipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, Title 31, U.s, Code, Any person who fails to file the required certification shall be subject to a . . penal, not less than $10,000 and not more than $100,000 for each such failure. "...:{s:: O~ Date (0 J i j l~ 01\. "-~ Name of Authorized Individual P A429 Application or Contract Number Monroe County Board of Commissioners Gato Building 1100 Simonton Street Key \Vest, FL 33040 Name and Address of Organization DOLL\. Form 103 21 07/2004 (Revised No\' 2002) Agreeme., PA-429 Page Intentionally Left Blank 22 07/2004 Agreemem:: PA - 429 A TT ACHMENT II INSTRUCTIONS CERTIFICATION REGARDING DEBARi\'1ENT, SUSPENSION, INELlGffiILITY AND VOLUNTARY EXCLUSION CONTRACTS/SUBCONTRACTS 1. Each recipient of federal financial and non-financial assistance that equals or exceeds $100,000 in federal monies must sign this debarment certification prior to contract execution. Independent auditors who audit federal programs regardless of the dollar amount are required to sign a debarment certification form. Neither the Department of Elder Affairs nor its contract recipients can contract with subrecipients if they arc debarred or suspended by the federal government. 2. This certification is a material representation of fact upon which reliance is placed when this agreement is entered into. If it is later determined that the signed knowingly rendered an erroneous certification, the Federal Government may pursue available remedies, including suspension and/or debannent 3. The recipient shall provide immediate written notice to the contract manager at the Alliance any time the recipient learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. 4. The tenns "debarred," "suspended," "ineligible," "person," "principal," and "voluntarily excluded," as used in this certification, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549 and 45 CFR (Code of Federal Regulations), Part 76. You may contact the contract manager for assistance in obtaining a copy of those regulations. 5. The recipient further agrees by submitting this certification that, it shall not knowingly enter into any subcontract with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this contract unless authorized by the Federal Government. 6. The recipient further agrees by submitting this certification that it will require each subrecipient of agreements referencing this agreement whose payment will equal or exceed $100,000 in federal monies, to submit a signed copy of this certification with each sub agreement. 7. The Department of Elder Affairs may rely upon a certification by a recipientlsubrecipient entity that it is not debarred, suspended, ineligible, or voluntarily excluded from contracting/subcontracting unless the Department knows that the certification is erroneous. 8. The Alliance may rely upon a certification by a subrecipient entity that it is not debarred, suspended, ineligible, or voluntarily excluded from contracting/subcontracting unless the Alliance knows that the certification is erroneous. 9. The signed certifications of all subrecipients shall be kept on file with the Alliance. DOEA F0Rl\1112A (Revised February 2004) 23 07/2 004 AgreemeI~.... PA-429 CERTIFICATION REGARDING DEBAR1'\1.ENT, SUSPENSION, Il'i"ELIGIBILITY AND VOLUNTARY EXCLUSION CONTRACTS/SUBCONTRACTS This certification is required by the regulation implementing Executive Order 12549, Debarment and Suspension, si gned February 18, 1986. The guidelines were published in the May 29, 1987 Federal Register (52 Fed. Reg.. pages 20360-2(369). ( I ) The prospective recipient certifies, by signing this <ertift cation, that neither he nor his principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in contracting with the Department of Elder Affairs (or the Alliance for Aging acting as its agent) by any federal department or agency, (2) Where the prospe<Otive recipient is unable to cCltify to any of the statements in this certification, such prospective recipient shall attach an explanation to this certification. Signature ~~~ t I ...- Date b;7 .... ..<.) ... .;:.-r Louis LaTorre. Executive Director Name and Title of Authorized Individual (Print or type) Monroe County Board of Commissioners Name of Organization DOEA FORt\1. 112B (Revised April 2001) 24 07!2(J04 AgreemeL- PA-429 ATTACHMENT III Audit Attachment The administration of funds awarded by the Department of Elder Affairs to the Alliance and to any subrecipient, through agreements with the Alliance, may be suhject to audits andior monitoriog by the Deparbncnt and other authorized state personnel or federal personnel as described in this section. Monitorin,g In addition to reviews of audits conducted in accordance with OMB Circular A-133 and section 215,97, F.s" as revised (see "AUDITS" below), monitoring procedures may include, but not be limited to, on-site visits by department staff, limited scope audits as defined by OMB Circular A-l33. as revised, and/or other procedures. By entering into this agreement, the recipient agrees to comply and cooperate with any monitoring procedures/processes deemed appropriate by the department In the event the department detennines that a limited scope audit of the recipient is appropriate, the recipient agrees to comply witb any additional instrUctions provided by the Department to the recipient regarding such audit. '!he recipient further ab~ees to comply and cooperate with any inspections, reviews, investigations, or audits deemed necessary by the Comptroller, Auditor General or federal personnel. OTHER REQUIREMENTS If the recipient is a non-profit organization, the Oath of Not for Profit Status fonn (EXHIBIT 2 of this attachment) must be completed and returned to the Alliance with the signed contract. Audits PART I: FEDERALLY FUNDED n>s part is applicable if the recipient or subrecipient is a State or local government or a non-profit organiution as defined in OMB Circular A-133, as revised. L \n the event that the recipient expends $300,000 ($500,000 (or fiscal years ending aftcr December 31,2003) or more in Federal awards in its fiscal year, the recipient must have a single or program-specific audit conducted in accordance with the provisions of OMB Circular A-133, as revised, Federal funds awarded through the Alliance by this agreement, if any, are indicated in section n. A. of the contract(s) covered by this agreement In detennining the Federal awards expended in its fiscal year, the recipient shall coosider all sources of Federal awards, including Federal funds received from or passed through the Alliance. The determination of amounts of Federal awards expended should be in accordance with the guidelines established by OMB Circular A-133, as revised. An audit of the recipient conducted by the Auditor General in accordance with the provisions OMB Circular A-133, as revised, will meet the requirements of this part 2. In connection with the audit requirements addressed in Part I, paragraph 1" the recipient shall fulfill the requirements relative to auditee responsibilities as provided in Subpart C of OMB Circular A-133, as revised. 25 AgreemeI~ _ 'PA-429 07/2004 3. If the recipient expends less than $300,000 ($500,000 for fiscal years ending after December 31, 2003) in Federal awards in its fiscal year, an audit conducted in accordance with the provisions of OMB Circular A- 133, as revised, is not required. In the event that the recipient expends less than $300,000 ($500,000 for fiscal years ending after December 31, 2003) in Federal awards in its fiscal year and elects to have an audit conducted in accordance with the provisions ofOMB Circular A-l33, as revised, the cost of the audit must be paid from non-Federal funds (i.e., the cost of such an audit must be paid from recipient resources obtained from other than Federal entities). 4. Information regarding audit requirements contained in OMB Circular A-l33 and section 215.97, F.S., can be obtained from the following web-sites: httj2:! !Vvv/w .whitehouse.goy/ omb! c ircu lars/ and: !!!tp:/lwww.leg.stateJl.us! PART II: STATE FUNDED This part is applicable if the recipient is a non-state entity as defined by section 215.97, F.S. 1. In the event that the recipient expends a total amount of State awards (I.e., State financial assistance provided to the recipient to carry out. St.te project) equ.1 to or in excess of $300,000 in any fiscal year of such recipient, the recipient must have a State single or project-specific audit for such fiscal year in accordance with section 215.97, F$.; applicable rules of the Executive Office of the Governor and the Comptroller, and Chapter 10.600, Rules of the Auditor GeneraL State grants and aids amounts awarded through the Alliance by this agreement are indicated in section II. A. of the contract(s) of which this agreement is an attachment. In determining the State awards expended in its fiscal year, the recipient shall consider all sources of State awards, including State funds received from the Department of Elder Affairs through the Alliance for Aging, other state agencies, and other nonstate entities except that State awards received by a non-state entity for Federal program matching requirements shall be excluded from consideration. 2. In connection with the audit requirements addressed in Part II, paragraph 2, the recipient shall ensure that the audit complies with the requirements of section 215.97, F.8. This includes submission of a reporting package as defined by section 215.97, F.S., and Chapter 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit organizations) Rules of the Auditor General, to include an auditor's examination attestation report, management assertion report (alternatively, management's assertion may be included in the management representation letter), and a schedule of State financial assistance. The auditor's examination attestation report must indicate whether management's assertion as to compliance with the following requirements is fairly stated, in all material respects: activities allowed or unallowed; allowable costs/cost principles; matching (ifapplicable), and; reporting. 3. If the recipient expends less than $300,000 in State awards in its fiscal year, an audit conducted in accordance with the provisions of section 215.97, F.S., is not required. In the event that the recipient expends less than $300,000 in State awards in its fiscal year and elects to have an audit conducted in accordance with the provisions of section 215.97, F.S., the cost of the audit must be paid from non-State funds (Le., the cost of such an audit must be paid from the recipient's resources obtained from other than State entities). 26 07/2004 AgreemeL PA-429 Page Intentionally Left Blank 27 07/2004 PART III: REPORT SUBMISSION Agreemen~ PA-429 1. Copies of reporting packages for audits conducted in accordance with OMB Circular A-133, as revised, and required by PART I of this attachment shall be submitted, when required by section .320 (d), OMB Circular A-133, as revlsed, by or on behalf of the recipient directly to each ofthe following within 45 days of receipt of the report but no later than nine (9) months of recipient's fiscal year end: A. The Alliance for Aging, Inc" at the following address: Attn: Carlos L. Martinez, CPA Chief Financial Officer 9500 South Dadeland Boulevard, Suite 400 Miami, FL 33156 B. The Federal Audit Clearinghouse designated in OMB Circular A-133, as revised (the number of copies required by sections .320 (d) (1) and (2), OMB Circular A-133, as revised, should be submitted to the Federal Audit Clearinghouse), at the following address: Federal Audit Clearinghouse Bureau of the Census 1201 East 10lh Street Jeffersonville, IN 47132 C. Other Federal agencies and pass-through entities in accordance with sections .320 (e) and (f), OMB Circular A~133, as revised. 2. The recipient shall submit a copy of the reporting package described in section .320 (c), OMB Circular A. 133, as revised, and any management letters issued by the auditor, to the Alliance at the following address \vithin 45 days ofreceipt of the report but no later than nine (9) months ofrecipient's fiscal year end: Alliance for Aging, Inc. Atm: Carlos L. Martinez, CPA Chief Financial Officer 9500 South Dadeland Boulevard, Suite 400 Miami, FL 33156 3. Copies of audits and reporting packages required by PART II of this attachment shall be submitted by or on behalf of the recipient directly to each of the following within 45 days of receipt of the report but no later than nine (9) months of recipient's fiscal year end: A. The Alliance for Aging, Inc. at the following address: Attn: Carlos L. Martinez, CPA Chief Financial Officer 9500 South Dade1and Boulevard, Suite 400 Miami, FL 33156 28 07/2004 AgreemeL PA-429 B. The Auditor General's Office at the following address: State of Florida Auditor General Room 574, Claude Pepper Building III West Madison Street Tallahassee, Florida 32302~ 1450 4. Any reports, management letters, or other information required to be submitted to the Alliance pursuant to this attachment shall be submitted timely in accordance with OMB Circular A-l33, section 215.97 F.S., and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General, as applicable and should indicate the date that the reporting package was delivered to the recipient in correspondence accompanying the package. 5. Recipients, when submitting the financial reporting packages to the Alliance, should indicate the date that the audit report was delivered to the recipient in correspondence accompanying the audit report, PART IV: RECORD RETENTION The recipient shall retain sufficient records demonstrating its compliance with the terms of this attachment for a minimum period of five (5) years from the date the audit report is issued or longer if requested by the Alliance in writing, and shall anow the Alliance, the Department of Elder Affairs or its authorized designee and the Comptroller or Auditor General access to such records upon request The recipient shan ensure that audit working papers are made available to the Alliance, the Department of Elder Affairs or its designee, and the Comptroller or Auditor General upon request, for a minimum period of five (5) years from the date the audit report is issued, or may need to be longer if requested in writing by any of these agencies. Alliance. 29 07/2 004 Agreemeri~ PA-429 PART V: SPECIFIC REQUIREMENTS OF DEPARTMENT ADMINISTERED PROGRAMS 1. The Department of Elder Affairs requires a supplemental schedule of functional expenses be prepared in a format provided by the department, which presents costs by service (as defined by the department), including units of service delivered, for recipients or subrecipients expending state or federal awards for services performed by their employees, contractors, and other payees who receive payment from department-administered funds for units of service recorded in the department's Client Registration and Tracking System (CIRTS). This supplemental schedule shall be prepared using the same methodology as used in determining the contractual rates. Government entities are excluded from this requirement. 2. If an audit is not required or performed, the head of the recipient entity or organization must provide a written attestation, under penalty of perjury, that the recipient has complied with the allowable cost provisions (congruent with the Reference Guide for State Expenditures and OMB Circular A-122 or A-87, whichever is applicable). EXHIBIT I to this attachment provides an example attestation document that should be used by the agency head or authorized signatory for contracts to attest to compliance with these prOVISions. 3. Interest earned on federal funds or general revenue funds must be returned to the Alliance. A chart is included in all contracts identifying the funding source(s), program titles, applicable CFDA or CSFA numbers and the amount of funds granted, 4. Specific requirements for match, co-payments, and program income applicable to programs administered by the Department are outlined in the following applicability chart. 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COQ)'c:E ro nl E "0 W - >-"0 () 0.. ~ Q) .- ~ ro ro , >--0 '5 II) jQII)E...... ..0 .= ::l ..c: CT Q) CIl :::l 0 (/} 0 ......- ~ E EO'a>_ (l) ..... .0 ......l.{)I.-(t) ..c: 0 ..c - co J2 :::l 0 ~ U ...... ..... 0 ~ .:= 0 (j) tV CO c: .in ~ -g Q) ..... C Q).3 E r5~ ~ Q) ..c: ..0:0 (/} 0..- ..... ltl ~r;;..... C C IJ} ..... ~O) Q) uO) .....OWOC E~ -a r"'O 0....-->>_ m '0 I .zJE ..... c- IV ...... ..c; . () (1) 0- ..c;0 *1 ~Jl o . Cum 0= _"0 ID..... (1) _..0 .0 nl(\}C'lQi...... ro ::J ::l o 0 E l.l. <( 0. ro E D- en . . . . 1- ~ ~ ~ ro':B t>> OO"OEt5e _ <(<(0- APPLICABILITY CHART DEFIl'i'ITIONS AAA. Area Agency on Aging Program Income. Program mcorne means gross income earned by a reCIpIent from activities which are supported by a grant; i.e., when at least some of the cost of the activity is a direct cost of the grant or indirect cost which helps match requirements of the grant. Program income includes contributions for meals Of other supporti ve services, proceeds from the saJc of tangible personal property purchased for the program, fees for the usage or rental of such property, and patent or copyright royalties for materials developed through the program. Revenue generated from a particular activity of the recipient/sub-recipient for which Department funds were used to cover at least half the cost is considered program income. Note: Money donated (cash donation) without earmark to the project by the donor should not be declared in an audit to be "program income" Cash Donations. Cash donations are money donated without earmark to the project by the donor. These donations, when used as match, cannot be earmarked for any specific expenditure but arc to be budgeted normally. Cash donations arc not program income. Match. When general revenue funded contracts require match, it may be either by cash, certified public expenditure, or third.party in-kind. The non-federal share used to match OM funds may be cash, certified public expenditure, or third.party in-kind. Co-payments. Fees assessed and collected according to a sliding scale based on the consumer's income for CCE and ADl services. In-kind Resources. In-kind resources must be identified in project records, necessary to project's achievement, reasonable and in proportion to time used for project, claimed after use in the project and, not included as contributions for other programs unless specifically allowed. In~kind contributions represent a value placed on noncash contributions provided to the recipient of a contract. In-kind contributions may consist of actual charges for real property and equipment, and the value of goods and services that directly benefit and are identified with project activities. This may include staff time contributed by state and local agencies not otherwise matched or supported by federal funds. 33 A TT ACHMENT III EXHIBIT - 1 MANAGEMENT ATTESTATION LETTER (To be completed at the end of recipient's fiscal year) Contract or Agreement Number: I, , hereby attest under penalty of petjury (recipient's authorized representative) that , based on the criteria (recipient agency name) set forth in the Audit Attachment, PARTS I and II, that: A. The above named recipient agency is not required to provide an audit report or reporting package because [check applicable statement(s)]: the above-named entity has not expended $300,000 ($500,000 for fiscal years ending after December 31, 2003) or more in total federal awards in its fiscal year and therefore is not required to have a single or program-specific audit performed in accordance in OMB Circular A-l33, as revised, and/or; the above-named entity has not expended a total amount equal to or in excess of $300,000 in state awards in its fiscal year and therefore is not required to have a State single or program-specific audit in accordance with section 215.97, Florida Statutes. o o B. The recipient has complied with the allowable cost provisions [congruent with State and Federal law, generally accepted accounting principles, the Department of Financial Services' Reference Guide for State Expenditures, and Office of Management and Budget (OMB) Circular A-I22, A-IIO, or A-87, whichever is applicable] . By making this statement the recipient has considered not only funding or awards from the Alliance, but all sources of Federal and State funding or awards. Fiscal year ended (Month, day, year) (Signature) (Title) (Dale) 34 A TT ACHMENT III Exhibit - 2 Oath of Not for Profit Status Contract or Agreement Number: P A-429 As an authorized representative for the Recipient identified herein, and in the above referenced document(s), I do hereby swear under oath that this entity is currently a "not for profit" (non~profit) organization as defined in section 50 l(c)(3) of the Internal Revenue Code. If this non-profit status changes for any reason during the life of the above referenced contract or agreement, the Alliance for Aging will be notified in VvTiting immediately. Monroe County Board of Commissioners Name of Recipient entity ~~ Signature of Authorized Representative Louis LaTorr Printed name and.:rill!; of Authorized Representative b;;Lr:-~'1 Date of Oath (Revised February 2004) 35 Agreement P A-429 712004 ATTACHMENT IV CERTIFICA nON REGARDING DATA INTEGRITY COMPLIANCE FOR CONTRACTS, GR4.NTS, LOANS AND COOPERATIVE AGREEMENTS : The undersigned, an authorized representative of the recipient named in the contract or agreement to which this form is an attachment, hereby certifies that: (1) The recipient and any sub-recipients of services under this contract have financial management systems capable of providing certain information, including: (]) accurate, current, and complete disclosure of the financial results of each grant-funded project or program in accordance with the prescribed reporting requirements; (2) the source and application of funds for all contract supported activities; and (3) the comparison of outlays with budgeted amounts for each award. The inability to process information in accordance with these requirements could result in a return of grant funds that have not been accounted for properly. (2) Management Information Systems used by the recipient, sub-recipient(s), or any outside entity on which the recipient is dependent for data that is to be reported, transmitted or calculated, have been assessed and verified to be capable of processing data accurately, including year-date dependent data. For those systems identified to be non-compliant, recipient(s) will take immediate action to assure data integrity. (3) If this contract includes the provision of hardware, software, firmware, microcode or imbedded chip teclmology, the undersigned warrants that these products are capable of processing year-date dependent data accurately. All versions of these products offered by the recipient (represented by the undersigned) and purchased by the State will be verified for accuracy and integrity of data prior to transfer. In the event of any decrease in functionality related to time and date related codes and internal subroutines that impede the hardware or software programs from operating properly, the recipient agrees to immediately make required corrections to restore hardware and software programs to the same level of functionality as warranted herein, at no charge to the State, and without interruption to the ongoing business of the state, time being of the essence. (4) The recipient and any sub-recipient(s) of services under this contract warrant their policies and procedures include a disaster plan to provide for service delivery to continue in case of an emergency including emergencies arising from data integrity compliance issues. The recipient shall require that the language of this certification be included in all subcontracts, sub grants, and other agreements and that all sub-contractors shall certify compliance accordingly" This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by OMB Circulars A~I02 and A-IIO. ~ Signature /.......J tJ L4-Ib6\.A...d Name of Authorized Signer ~Ae4--a#\... Title b ., .2 ;-:.. o'l Date 36 7/2004 (Revised February 2004) Page Intentionally Left Blank 37 ~greement PA-429 _greement PA-429 ATTACHMENT V MINIMUM GUIDELINES FOR RECIPIENT GRIEVANCE PROCEDURES APPLICABLE TO ALL ADVERSE ACTIONS DEEMED TERMINATIONS, SUSPENSIONS, OR REDUCTIONS IN SERVICE 7/2004 Medicaid Waiver clients have the right to request a fair hearing from the Department of Children and Families (DCAF) Office of Appeal Hearings in addition to or as an alternative to these procedures. NOTI~50 THE RnCIPlENT OF THE ADVERSE ACTON TO BE TAKEN AND EXPLANATION OF THE ~i~E PROCEDURES FOR REVIEWING TRA T DECISION . The recipient must be informed by the decision maker of the action, in writing, no less than 10 ca1endar* days prior to the date the adverse action will be taken. (Prior notice is not applicable where the health or safety of the individual is endangered if action is not taken immediately; however, notice must be made as soon thereafter as practicable.) . Services cannot be reduced or terminated, nor any adverse action taken during the 10 day period. . The Notice must contain: a statement of what action is intended to be taken; the reasons for the intended action; an explanation of: 1) the individual's right to a grievance review if requested in "vriting and delivered within 10 calendar* days of the Notice postmark (assistance in writing, submitting and delivering the request must be offered and available to the individual); 2) in Medicaid Waiver actions, the individual's right to request a fair hearing from DeAF; 3) the individual's right, after a grievance review, for further appeal; 4) the right to seek redress through the courts if applicable; a statement that current benefits will continue if a grievance review is requested, and will continue until a final decision is made regarding the adverse action; and a statement that the individual may represent himse1fi'herse1f or use legal counsel, a relative, a friend, or other qualified representative in the requested review proceedings. . All records of the above activities must be preserved in the client's file. GRIEV ANCE REVIEW PROCEDURE UPON TIMELY RECEIPT OF A WRITTEN RE VEST FOR REVIEW .. Within 7 calendar* days of the receipt of a request for review, the provider must acknowledge receipt of the request by a written statement delivered to the requester. This statement must also provide notice of: the time and place scheduled for the review; the designation of one or more impartial reviewers who have not been involved in the decision at issue; the opportunity to examine, at a reasonable time before the review, the individual's own case record, and to a copy of such case record at no cost to the individual; the opportunity to informally present argument, evidence, or witnesses without undue interference at a reasonable time before or during the review; a contact person for any accommodations required under the Americans with Disabilities Act; and assistance, if needed, in order to attend the review; and the stopping of the intended action untn all appeals are exhausted. . All grievance reviews must be conducted at a reasonable time, date and place by one or more impartial reviewers who have not been directly involved in the initial determination of the action in question. 38 ngreement P A-429 . The reviewer(s) must provide written notification to the requester, within 7 calendar* days after the grievance review, stating: the decision, the reasons therefore in detail; the effect the decision has on CWTent benefits, if favorahle, or the circumstances regarding continuation of current benefits until an appeals are exhausted; the individnal's right to appeal an adverse decision to the Alliance for Aging hy ",ilten request within 7 calendar* days, except in decisions involving the professional judgement of a legal assistance provider; the availability of assistance in \vriting, submitting and delivering the appeal to the appropriate agency; the opportunity to be represented hy lrimselflherself or hy legal counsel, a relative, a friend or other qualified representative; for legal assistance service appeals, the individual's right to file a grievance with the Florida Bar regarding complaints related to the actual legal representation provided. 1/2004 PROCEDURE FOR APPEALS Of A GRIEVANCE REVIEW DECISION lJPON TIMELY RECEIPT OF A WRITTEN APPEAL TO THE ALLIANCE FOR AGING - AREA AGENCY ON AGING . Within 7 calendar'" days of the receipt of a notice of appeal of a grievance review decision, the AAA must acknowledge receipt of the notice of appeal by a written statement delivered to the appellant. This statement must also provide notice of: the time and place scheduled for the appeal; the designation of one or more impartial AAA officials who have not been involved in the decision at issue; tlie opportunity to ex.mine at a reaoonable time before the appeal the individual's own case record to date, and to a copy of such case record at no cost to the individual; the opportunity to informally present argument, evidence, or witnesses without ondne interference during the appeal; assistance, if needed, in order to attend the appeal: and the stopping of the intended action until all appeals are exhausted. . All appeals of grievance reviews must be conducted at a reasonable time, date and place by one or more imparti.1 AA A officials who liave not been dIrectly involved in the initial determination of the action in question. . The designated AAA official(s) must provide written notification to the requester witlrin 7 calendar- days after considering the grievance review appeal, stating: the decision, and the reasons therefore in detail; the effect the decision lias on current henefits, if favorable, or the circnmstances regarding continuation of current benefits until all appeals arc exhausted; the individual's right to appeal, if applicable. . Except for Medicaid Waiver actions, the decision of the AAA shall be the final decision; and the availability of assistance in requesting a fair hearing, including a notice regarding accommodations as required by the ADA. . All records of the above activities must be prewved and remain confidential. A copy of the final decision must be placed in the client's file. . In computing any period of ,ime prescrihed or .1Iowed by these guidelines, tlie last day of the paiod 00 computed sliaU he included unless it is . s.turday, Sunday, or ieg.1 holiday, in which event the period shall ruo until the end of the next day which is neither a Saturday, Sunday, or legal holiday. 39 7/2004 ",,~reement P A-429 A TT ACHMENT VI INDICATORS MEASUREMENT INTERMEDIATE Section 430.04 (2), F.S. MEASURES Section 430.04 (2), F.S. Lacks financial stability . Failure within the same . Temporary assumption of I sufficient to meet contractual fiscal year in which due to operations and functions I obligations or that contractual pay short-term loans related to the problem I funds have been . Failure to transfer at the area within the agency misappropriated appropriate time, due to . Placement on lack of funds probationary status for a 0 Taxes withheld on specified period sufficient the income of to address identified employees problems 0 Employer and . Impose a time limited employee moratorium on agency contributions for . Reduce any advances for federal social security the following year to 30 or any pension. days and examine retirement. or benefit surpluses for plan for an employee redistribution. . Failure for one pay period to pay, due to lack of funds 0 Wages and salaries owed to employees 0 Retirement benefits owed to former employees . An unreserved or total fund balance or retained earnings deficit for which sufficient resources are not available to cover the deficit for 2 successive years An intentional or negligent act . Intentional or Repeated . Impose a time limited of the agency has materially violations of the moratorium on agency affected the health, welfare. requirement to serve APS . Temporary assumption of or safety of clients, or clients within 72 hours operations and functions substantially and negatively . Any other verifiable report related to the problem affected the operation of an of such actions area within the agency aging services program Committed multiple or . Achievement levels from . Unannounced special repeated violations of legal monitoring reviews monitoring ! and regulatory requirements . Any other verifiable report . Reduction in advances for 1 or Department standards of such actions following year and review I , of surpluses for I redistribution INTE&."\fEDIA TE ME ,\.SURES 40 . Appropnate Corrective action 712004 Agreement P A-429 ATTACHMENT "1 (cont.) INDICATORS MEASUREMENT INTERMEDIATE Section 430.04 (2). F,S. MEASURES Section 430.04 (2), F,S. Failed to adhere to terms of _Achievement levels from _ Placement on probationary its contract with the monitoring reviews status for a specified Department as passed I-Adherence to Service period to address identified through the Alliance Application problems -Any other verifiable report _ Financial penalties of such action _ Re-allotment of surplus funds to other planning and service areas . Appropriate Corrective action Failed to implement and _Achievement levels from _ Appropriate Corrective maintain Department monitoring reviews action approved client grievance -Any other verifiable report resolution procedure of such action , Failed to continue the _Achievement levels from . Temporary assumption of provision or expansion of monitoring reviews agency operations and services after the declaration -Any other verifiable report functions to implement of a state of emergency of such action emergency service plan INTERMEDIATE MEASURES 41 7/2004 , Agreement P A~429 Attachment VII Health Insurance Portability and Accountability Act (IUP AA) of 1996 The Alliance and the recipient will comply with all requirements of the Health Insurance Portability and Accountability Act (HIP AA) of 1996. The Alliance and the recipient recognize that each is a "Business Associate" of the other under the terms ofHIPAA. As such and in so far as these apply, each agrees to the following: (a) That neither party will use or disclose protected health information for any purpose other than as authorized by law, by this contract, or by separate agreement between the parties. (b) That each party will not use or disclose protected health information in a manner which would be a prohibited use or disclosure if made by the other. (c) That each party will maintain safeguards as necessary to ensure that the protected health information is not used or disclosed except as provided by law, by this contract, or by separate agreement between the parties. (d) That each party will report to the other any use or disclosure of the protected health information of which it becomes aware that is not provided for by law, by this contract, or by separate agreement between the parties. (e) That each party will ensure that any of its subcontractors or agents to whom it provides protected health information received from the other agree to the same restrictions and conditions that apply to each other with respect to such information. (D That each party will follow an agreed upon process established to provide access to protected health information to the subject of that information when the other has made any material alteration to the information. This process will include how each party would determine in advance how the other would know or could readily ascertain when a particular individual's protected health information has been materially altered by the other and how it could provide access to such information. This process will establish how each party would provide access to protected health information to the subject of the information in circumstances where the information is being held by the other. (g) That each party will provide health information to the subject of the information in accordance with the subject's right to access, inspect, copy, and amend their health information. (h) That each party will make available to the other its internal practices, books and records relating to the use, disclosure, and tracking of disclosure of protected health information received from the other or its agents for the purposes of enforcing compliance with HIP AA (i) That each party will assist the other in meeting its obligation to provide, at an individual's request, an accounting of all uses and disclosures of personal health information which are not related to treatment, payment, or operations within 60 days of the request of an accounting. (j) That each party will incorporate any amendments or corrections to protected health information when notified by the other that the information is inaccurate or incomplete. (k) That at the termination of this contract, unless a new contract is agreed upon, each party will return or destroy all protected health information received from the other that it still maintains in any fonn. (1) That either party may terminate this contract if it learns that the other has repeatedly violated a term of this contract provision. 42 [~greement P A-429 7/2004 (m) That each party will disclose only the minimum amount of information necessary to accomplish the pcnnitted use of the protected health information. This minimum use requirement does not apply to information provided for treatment or to disclosures required by law, (n) That e.eh party will limit the use and disclosUIe of protected health information to the minimum number of employees necessary by class of employee and type of information to accomplish the permitted use of the information. (0) That each party will meet at least the minimum security requirements for the protection of protected health information as required by HIP AA (p) That each party is bound by the terms of the "Notice ofpr.etiees" of the other with regard to protected health information it receives from the other. 43