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Item C09 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: 10/16/2013 Division: Deputy County Administrator Bulk Item: Yes X No _ Department: Social Services Staff Contact Person: Sheryl Graham f -Q292,4 1 A�� AGENDA ITEM WORDING: Request approval of Contract US-1451,Nutrition Services Incentive Program(NSIP)between the Alliance For Aging, Inc. (AAA)and the Monroe County Board of County Commissioners(Social Services/In home and nutrition programs) for the contract period of 10/1/13 to 12/31/14. ITEM BACKGROUND: The NSIP program provides reimbursement for the purchase of United States produced agricultural and other food commodities for use in nutrition projects operating under approved Older Americans Act Title III contracts.NSIP funds allow for a reimbursement to the County for congregate and home delivered meals provided to clients participating in our OAA grant. PREVIOUS RELEVANT BOCC ACTION: On 9/17/13, the BOCC approved amendment #003 to the US-1351 contract. CONTRACT/AGREEMENT CHANGES: none STAFF RECOMMENDATIONS: Approval TOTAL COST: $26,509.44 INDIRECT COST: 0 BUDGETED: Yes X No DIFFERENTIAL OF LOCAL PREFERENCE: COST TO COUNTY: $. 0 SOURCE OF FUNDS: N/A REVENUE PRODUCING: Yes N/A No AMOUNT PER: MONTH: YEAR: APPROVED BY: County Atty. OMB/Purchasing_ Risk Manageme t _ 11 DOCUMENTATION: Included X Not Required To Follow DISPOSITION: AGENDA ITEM# Revised 7/09 MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: Alliance For Aging,Inc. Contract: NSIP Contract US-1451 (AAA) Effective Date: 10/16/13 Expiration Date: 12/31/14 _-- Wit. Request_approvatof Contract.ilS-1 45 11betm=n the-Alliance for Aging,Inc----- (AAA)and Monroe County Board of County Commissioners(Social Services/In Home and Nutritional Services). Contract Manager: Sheryl Graham 305-292- Social Services/Stop I 4511 (Name) Z01 13 (Ext.) (Department/Stop#) For BOCC meeting on 10/16/13 # Agenda Deadline: 10/1/13 CONTRACT COSTS Total Dollar Value of Contract: approx.$26,509.44 Current Year Portion: $_ Budgeted?Yes X No❑ Account Codes: T T - _125-61 13 - - - County Match: $7,196.80 125-615'213 - - - Additional Match: - Total Match$ ADDITIONAL COSTS Estimated Ongoing Costs:$ _ /yr For: ; (Not included in dollar value above) (e.g.Maintenance,utilities,'anitorial,salaries,etc CONTRACT REVIEW Changes Date Out Date In Needed Re fewer Division Director ,� .� Yes 0 No / in minis Qr Risk Management ` s Yes p No E V r O.M.B./Purc asing .13 Yes❑ No uo County Attorney �1?9113 Yes 0 No z Comments: OMB Form Revised 2/27/01 MCP#2 Contract Number US-1451 NUTRITION SERVICES INCENTIVE PROGRAM ORIGINAL 2013-2014 CONTRACT THIS CONTRACT is entered into between the Alliance for Aging, Inc., herenr after,referred to as the"Alliance",, nd,_ o-ro .Co ty.B d.of - Commissioners, hereinafter referred to as the "recipient The total amount and the reimbursement rate included in this initial contract are subject to change based on the official funding allocation and unit reimbursement rate is published by DOEA.' 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 1_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 30 days after the contract ends or is terminated; if the Recipient fails to do so, all right to payment is forfeited, and the Alliance will not honor any requests submitted after the aforesaid time period. Any payment due under the terms of this contract may be withheld until all reports due from the Recipient, and necessary adjustments thereto, have been approved by the Alliance. D. Additional Reporting Requirements: 1. If the Alliance has sanctioned the recipient, while the sanctions are in effect the recipient shall provide to the Alliance, on a monthly basis, the recipient's financial statements that reflect the current, un-audited revenues and expenditures and the recipient's cash position as well as any other documentation that may be requested by the Alliance. 2. If the recipient is required to prepare a corrective action plan, supporting documentation as requested by the Alliance shall be provided. 11. The Alliance Agrees: A. Contract Amount: To pay for services according to the conditions of Attachment 1 in an amount not to exceed $26,509.44, subject to the availability of funds. 1 Contract Number US-1451 B. Obligation to Pay: The Alliance's performance and obligation to pay under this contract is contingent upon an annual appropriation by the Legislature and passed .Department,of_Elder Affa rs� C. Source of Funds: The costs of services paid under any other contract or from any other source are not eligible for reimbursement under this contract. The funds awarded to the recipient pursuant to this contract are in the state grants and aids appropriations and consist of the following: Program Title Year Funding CFDA# Fund Amounts Source Nutrition Services 2013- 2014 OAR 93.053 $26,509.44 Incentive Program TOTAL FUNDS CONTAINED IN THIS CONTRACT: $26,509.44 Ill. Recipient and Alliance Mutually Agree: A. Effective Date: 1. This contract shall begin on October 1, 2013. 2. Delivery of services shall end on September 30, 2014. This contract shall end on December 31, 2014. See Attachment 1, Section III.E. B. Termination, Suspension, and/or Enforcement: The causes and remedies for termination or suspension of this contract shall follow the same procedures as outlined in Section III.B. and Section III.C. of the Master Agreement. C. Recipient Responsibility: The provider agrees to comply with applicable parts of Rule Chapter 58C 1, Florida Administrative Code promulgated for administration of Sections 430.201 through 430.207, Florida Statutes, and the Department of Elder Affairs 2013 Home and Community-Based Services Handbook. D. Notice, Contact, and Payee Information: 1. The name, address, and telephone number of the contract manager for the Alliance for this contract is: Max B. Rothman, JD, LL.M. President/CEO 760 W 107th Avenue, Suite 214 Miami, FL 33156 2 Contract Number US•1451 (305) 670-6500 2. The name, address, and telephone number of the representative of the recipient responsible for administration of the program under this contact is: Sheryl Graham GATO Building — 1100 Simonton Street Key West, FL 33040 (305) 292-4573 3. In the event different representatives are designated by either party after execution of this contract, notice of the name and address of the new representative will be rendered in writing to the other party and said notification attached to originals of this contract. 4. The name (recipient name as shown on page 1 of this contract) and mailing address of the official payee to whom the payment shall be made': Monroe County Board of Commissioners GAT© Building — 1100 Simonton Street Key West, FL 33040 (305) 292-4573 E. Renegotiation or Modification: 1'. Modifications or changes to the funding in this contract and corresponding services related to the increase or decrease, may be made in the form of a written Notice of Award Increase/Decrease signed by the Alliance's President and Director of Administration. The Board President or its Designee of the recipient shall sign the Notice of Award' Increase/Decrease and return it to the Alliance within fourteen (14)days or sooner if requested by the Alliance. By signing Notice of Award Increase/Decrease, the Beard President or its Designee of the recipient acknowledges the receipt of and agreement with the terms contained in the Notice. 2. Upon Receipt of a Notice of Award Increase/Decrease, the recipient shall update affected information in budget summaries, deliverable schedules, unit rate information contained in the unit cost methodology, or any other applicable financial information` contained in the service provider application or required in this contract. This shall be done within ten woring days of receipt of such notice. 3 Contract Number US-1451 IN WITNESS THEREOF, the parties hereto have caused this 7-page contract to execute by-- under-skjned-,officials" duty- a od RECIPIENT: MONROE COUNTY BOARD OF ALLIANCE FORAGING, INC. COMMISSIONERS BOARD PRESIDENT OR AUTHORIZED DESIGNEE SIGNED BY: SIGNED BY: Max B. Rothman, JD, LL.M. NAME: George Neugent NAME: TITLE: Mayor TITLE: President/ CEO DATE: 10/16/13 DATE`. Ey 0 g ` . tUl FEDERAL ID NUMBER: 59-6000749 RECIPIENT FISCAL YEAR END DATE: 09/ 0 4 s Contract Number US-1451 ATTACHMENT I , NUTRITION SERVICES INCENTIVE PROGRAM 1. STATEMENT OF PURPOSE Thy trtio-n cervices tnc-entive.Program�NIS1P) is authorized by e�c-fio t 11 of the Older Americans Act of 2000, as amended. The NSIP is the new name for the former United States Department of Agriculture (USDA) cash or commodity program known as the Nutrition Program for the Elderly. NSIP provides'reimbursement for the purchase of United States produced agricultural and other fond commodities for use in nutrition projects operating under approved Older Americans Act Title III contracts. 11. SERVICES TO BE PROVIDED A. Services: Upon receipt of a prior authorization for services from Alliance staff, to provide the following services: The purchase of United States produced agricultural and other food commodities for use in nutrition projects operating under approved Title III contracts for nutrition services with the Recipient. Prior authorization for these services will be provided by the Alliance. B. Manner of Service Provision: The services will be provided in a manner consistent with and described in the recipient's service provider application update for federal fiscal year 2014 and the Department of Elder Affairs Horne and Community-Based Services Handbook. In the event the handbook is revised, such revision will automatically be incorporated into the contract and the recipient will be given a copy of the revisions. Ill. METHOD OF PAYMENT A. This is a fixed rate contract. The Alliance shall make payment to the recipient for provision of services up to a maximum number of units of service and at the prospective rate stated below: Service to be Provided Units of Unit Rate Maximum Service Units Eligible Congregate and Home Delivered Meals 1 unit = 1 meal 0.72 36,818 The prospective rate is based on the estimated OAA grant award. 5 a Contract Number US-1451 B. All requests for reimbursement shall be in accordance with policy regarding reimbursable meals and Client Information Registration and Tracking System (CIRTS) policy regarding data entry for reimbursable meals. All requests for reimbursement shall include: T . for rei urn ent sb l be sub -i ed on D Perm 117, Request for Reimbursement, USDA Cash-In-Lieu of Commodities. 2. DOER Form 118, PSAIRecipient Monthly Meals Report must be submitted with the request for reimbursement. 3. A CIRTS report must be submitted with DOEA Forms 117 and 118 as supporting documentation for the total number of meals reported. The CIRTS report must match the number of meals reported on DOER Form 118. 4. Duplication or replication of the DOEA forms 117 and 118 via data processing equipment is permissible but replication must include all data elements in the same format as included on the departmental forms. 5. The due date for the request for reimbursement and report(s) shall be no later than the 1 Oth day of the month following the month being reported. C. Invoices will be in sufficient detail for a proper pre-audit and past-audit thereof. The recipient shall maintain documentation to support payment requests which shall be available to the Comptroller, the Department of Elder Affairs or the Alliance, upon request. D. Additional Reporting Conditions. 1. This contract is for services provided during the 2014 Federal Fiscal Year beginning October 1, 2014 through September 30, 2014; however, the contract is in effect through December 31, 2014. The additional four months (October 1, 2014 through December 31, 2014) are to allow rates to be adjusted for the twelve-month service period. Retroactive rates will be based on the final OAA grant award divided by the total eligible meals reported in Florida This contract shall automatically terminate after the final rate for the federal fiscal year has been established and the Department of Elder Affairs authorizes the release of final payments. 2. In the event that the final reimbursement rate is greater or less than the rate in Attachment 1, Section III.A., then this contract shall be 6 Contract Number US-1451 appropriately adjusted and the final rate shall be effective for the entire contact period upon notice from the department's contract manager. E. Any payment due by the Alliance under the terms of this contract may be withheld pending the receipt and approval by the Alliance of complete and accurate-firtancW,and,programmatic reports due-from- recipient-and. any adjustments thereto. IV. SPECIAL PROVISIONS A. State Laws and Regulation: 1. The recipient agrees to comply with applicable parts of Florida Statutes, Rule 58A-1, Florida administrative code and the Department of Elder Affairs Home and Community-Based Services Handbook. 2. The Alliance and recipient agree to provide services and implement the provisions of this contract in accordance with Federal, State, and Local laws, rules, regulations, and policies that pertain to the Nutrition Services Incentive Program cash payments and Older Americans Act. 7 r r BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: 9/17/2013 Division: Q99N County Administrator Bulk Item: Yes X No Department Social Services Staff Contact Person: 5her 30 2 -4511 AGENDA ITEM'WORDING'. R � � 2013 e9 �of Amendment 003 to Contract 1351 between the Alliance for Aging,Inc.and Monroe County Beard of County Commissioners.This amendment decreases the coated amount by$1519.80 for a total.allocation of$26,509.44,as a result of a reduction in finding by the USDA. ITEM BACKGROUND: This contract allows for reimbursement to the County for congregate and home delivered meals provided to clients of the Nutrition Program.As stated on Page l of the contract, the total amount and the reimbursement rate are subject to change based upon the official funding allocation and uPit reimbursement rate published by the Department of Elder Affairs. PREVIOUS REIE'VANT BOCC ACTION: Approval of Amendment 002 to Contract US-1351 on 4/17/201-3 CONTRACT/AGREEMENT CHANGES:Decreases the total amount of the contract by$1,519.80 STAFF RECOMMENDATIONS: Approval TOTAL C6ST:.$25,509.44 INDIRECT COST: 0 BUDGETED: Yes X No DIFFERENTIAL OF LOCAL PREFERENCE: COST TO COUNTY:$ _0 SOURCE OF FUNDS:Older Americans Act-USDA REVENUE PRODUCING: Yes— No X AMOUNT PER: :MONTH: YEAR: APPROVED BY County Atty `� OQ§/Pur&ng V RiskManagementw DOCUMENTATION: Included X Not Required To Follow DISPOSITION: AGENDA ITEM,# Revised 7/09 MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with:Alliance For Aging,Inc. Contract US-1351 Effective Date: September 17,2013. Eiii anon 15ate: December 31,2013 Contract Purpose/Description:This contract allows for reimbursement to the County for congregate and home delivered meals provided to clients of the Nutrition Program.Amendment 003 decreases the total amount of the contract by$1519.80 to$26,509.44 Contract Manager: Sheryl Graham 305-292- Social Services/Stop 1 4511 (Name ?A! (Ext.) (Department/Stop#) For BOCC meeting on 9l17/2013 Agenda Deadline: 91312013 CONTRACT COSTS Total Dollar Value of Contract:approx.$26,509.44 Current Year Portion.$ Budgeted?Yes X No Account Codes: _ - _125-6153113-530491 County Match:In-Kind _125-6153213-530491 - - Grant:$26,509.44 Additional Match - - - ADDITIONAL COSTS Estimated Ongoing Costs:$ /yr For: Not included in dollar value above (e.g.Ma utilities 'aflitotiZ salaries,d. CONTRACT REVIEW Changes Date Out Division Director e Yes No ew Risk Management } Yes No � � O.M.B./PurchlLmg F3J23113 Yes County Attorney Yes No 44 Comments: OMB Form Revised 2/27/01 MCP#2 Amendment 003 CONTRACT US- 1351 Page 1 THIS AMEhlL71 lENfi,'erEtered:inlo between the Alden ►for Aging,Inc. hereinafter referred to as the WHanc a*,and Moukoe county - The C m itoners` The purpose of thiwarriendment Is to decrease Owcontracted amount as-a result of a reduction in funding by USDA by$1,519M,for a total allocation of$26,M9.44 All provisions in the contract aril any attachmer is thereto in conflict with this amendment shall be and,are.hereby duMed to conform with this amendments All provisions not in conflict with the amendment are still in effect and are to be performed at the level specified in the contract are hereby amended to conform with this amendment. This:amendment and all its attachments ere hereb r»ade.a 'art of, contrast. IN 1 I"Ess MINI 1 E01=,the parties hereto have caused this 1-page amendment to be executed by their under geed`officials as duly a t s rized: PR�3,�,,VIDEFZ: Monroe County Board of Commissioners. ALuANCE FOR AGING,INC. SIGNED BY: SIGNED ay: NAM• G -" _ NAME: Max B.Rothman,JD,LL.M. TITLE: ( TITLE: President&CEO DATE: DATE: UtNMTY il a `Y os O '3. 3 F , ' ORIGINAL Amendment 02_ CONTRACT US-1351 Page 1 THIS AMENDMENT.entered b to between the Alliance for Agin%Inc.hereinafter referred to as the*Affiance,and Monroe County Board of Commissioner:: The Purpose of this amendment;Is to des the cenbact d amount as a result of a reduction In funding by USDA by$908.14 for a total won of$2#, .24'__ AM provisions in the contract and any attechmertts thereto in conflict with this amendment WW be and are hereby ganged to conform with ttus amendment. AN provisions not in conflict with tttt amendment are still in effect and are to be performed at the level specified in the contract are hereby amended;to conform with this amendment. This amendment and an its attad"ents we hereby made a dart of the cwt act. 1N WITNESS WHEREOF, the Mies hereto have caused this 1-page amendment'to be executed by#mk undersigned officials as duty authorized. PROVIDER: ooroe County Board of Commlcalo ALLIANCE FOR AGING,INC. SIGNED BY- � nn �' SIGNED BY: NAME: l�rty � NAME: Max B. JD LL.M. TITLE: 0. pQ_. TITLE --Prosident S CEO DATE: 411 DATE: i6Y 47 Zal3 . t (Ile ARtr ,CLEM i; DEC y, MONFOe ,r COUfNT 1/ 71P= PED J.VERCADO ASSIST ASSISTAWT CgUNTY PWANEY Dais y >tr hif912 �,,