Item C34 BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Mecting Date: 02/20/13 Division: Co!LrLty A4 inistrator
... . ........
Bulkltem: Yes X No Department: Social Services
Staff Contact Person:_ S I Graharn 305-292-45 f 0
AGENDA ITEM WORDING: Approval of the 1,ow Income Ilome Energy Assistance Prog a,T rn
Federally Funded Sub grant Agreement Number 13 EA-OF 11-54-01-019 between Monroe County
Board of County Commissioners(Community Services/Social Services)and the State of Florida,
Department of Economic OppOrtUnity for the provision of funds to pay ete:ctric bills for to income
clients.
ITEM BACKGROUND: This is a reoccurring agreement. There is no match require(] by, Monroe
County. This is a cost reimbursement agreement. This agreement allows Monroe County Social
Services to provide financial assistance to low income residents in order to assist them with paying past
due energy bills.
PREVIOUS RELEVANT BOCC ACTION: Prior approval grantcd for Modification #001 the 11ow
Income florne Energy Assistance Program Contract Nuniber 12EA-01"A 1-54-01-019 on 7/18/12.
CONTRACT/AGREEMENT CHANGES: Not applicable.
STAFF RECOMMENDATIONS: Approval
TOTAL COST',. $245,491 BUDGETED: Yes No
COST TO COUNTY: $0 (no match required) SOURCE OF FUNDS: Grant funds—
REVENUE PRODUC ING: Yes AMOUNT PER: MONTH: YEAR:
APPROVED BY: County AU.y. .. ( OMB/Purchasing— Risk Manageme,
DOCUMENTATION: Included x Not R.c4,ju _
ired ,.,,._._ To Follow
DISPOSITION: AGENDA ITEM OC6
Rev is,ed 8/06
ffi
MONROE C,'OUNTY BOARD OF COI,,,JNI'Y COMMISSIONERS
U.)NI"RACT SUMMARY
Contract with: IA I EA P(D EO) Comma #13EA OF-I 1-54-01.-019
Effective Date: 3-01-2013
Expiration Date: 331-14
Contract Purpose/Description: Approval of the Low Income Home Energy Assistance Prograrn Federally funded
Sub rant Agreement Nurniber 13 EA-OF-11-5401-019 between Monroe County Board of County Connyussioners
and the State of Florida, Department of Economic Opportunity for the provision of funds to pay electric bills for
to income Monroe County residents,,
Contract Manager: Sheryl Graham 305292- Social Services/Stop I
4510
(Name) (Ext.) (Department/Stop#)
—For BOCC meeting on 2/20/2013 Agenda Deadline: 2/5/2013
CONTRACT COSTS
Total Dollar Value of Contract: approx. $245,491.00 Current Year Portiow
._245,491,00
Budgeted?Yes X No 0 Account,Codes: 125 6
.................................
County Match: -0- ..........................................
Additional Match:
.................................... ........................
Total Match $0 ADDITIONAL COSTS
Estimated Ongoing Costs: $,, _!yr For: ....... ..........
(Not included in dollar value above) (e. .Maintenance utilitiei ianunr'al,salaries,etc)
CONTRACTREVIEW
Cl.i.anges Date Out
Needed 11") to I
per
Yes 1.1 No 3
Division Director '�X C
.....................
Es
Risk Mana�
!,ernent Yes EI No V"' ..............
O.M.B./Purchasing A jqj 13 Yes No t. all
................ ......
County Attomey 2/1 Yes I Nok:,�
........... ........-
Comments:
............ ...........
...............
. ............ ...........
OMB Form Revised 2/27/01 MCP#2
m
I ow-lncome Home Energy Assistance Program
FY 2013-2014C T A T PROPOSAL H I T
_........ ...... ._ _...__r..i.
IMPORTANT REVISIONS
To the FY 2013-2014Award Agreement
....._ .... .__...__............w.._......_.._... w . __ .. ..._ .n_..____..__._...__... ..i__ ._....... _........._ '
IT _ _._."_._ REFERENCE NUMBER
the Recipient can now type in their information on the Signature Page 1
.....� � ! �
Page
I
Compliance with the FY2013 LIFIEAP State Plan has been i Page 16, Exhibit 1
added..__.. ..... ...__. _ . ..._____._w___
Language regarding documentation of Weathenzation referrals Attachment A, Scope of Work,
and verifying EHEAP records has been added, as well as the Sections A (4) and (5)
precirerment that the MIL!s be no more than eve warsI , .............._...__._ .....r
P
Language regard�ng
� identification
amended.fidocumentation
do�urn tatr�i H"sa been and income Attachment
p Scope Work,
Utility Vendor Agreements that comply with the requirements in �Attachment A, Scope ofWork,
Attachment A are required before the contract will be signed b Section
the Partrment:
Language regarding submission requirements for the close-out Attachment c„ Repoirts,
.re
sed. Parana h 1 ort s been re�i._._..� _..._.�...._..�,..... __..__..__...__......__ . _......_......_m._._�......._.
Language regarding due dates for t close-out„ monthly and ......_._. Atta�... chment C, Reports„
quarterly reports has been revised to include weekends and Paragraphs, 1, 2, 1
holida s.
Language regarding submission requirements for the monthly Attachment C® Deports„
re orts bra been revised. _ _ Parana h
paragraph g ..._. ..�_. ......�...... _ �....._... ...
new as been ..added addressing monitoring reports Attachment c„ Reports„
and resns ._.�__._..,_... ._.. _.._...._.......... ..... ..._._ ............_._... Para ra h 4
Language regarding a new approval requirement for the cast Attachment , Reports,
allocation plans has been added. ......_.......... _ _ .......' Para r h
w _. _.... _.r__......_...._._ __._�._..._._.._.
A revised G.guidance on os Allocation Planning has been Attachment c„ Deports„
..nclaaded._�..__._ ._... .._._...._ ............_. I_ara ra h.._�� �._. _.. ww......_.
Language regarding compliance with most current monitoring Attachment E, Statement of
w. ._ _.. __.._._.. _ _ ._ ..._.. ....� ....... .... _._..._ .. ___ . __._.......
instrument has been added, Assurances, Section f3
Language e regarding adherence to the Drug-Free Workplace Act Attachment E, Statement of
_ . ... _ _m.__.... _... _ 4 _ ....._....._
has been added_ Assurances„ Section C3 13
Language regarding n procedures for processing advances Attachment F .._ _
has been added.
Spaces have been added to allow the Recipient to include the k o-M l AttachmentTM n Ym IT ��
da s their offices are o en s well a the hours.
_._ ... _
The Workplan portion of the Budget Summary has been Attachment J, Budget
amended to include a breakout of home energy benefits to Summary and Workplan,
summer and winter home energy. Instructions for,Attachments I-
M
The Justification of Advance Form has been revised. Agenicies Attachment M
may no Longer request a waiver of the calculated maximum for
advances fhi?, portion of the Form has been deleted.
S FA FE OF FLORIDA
(TDA Nuniber: 03.5n� DITAR VNIENT OF ECONOMIC OPPOR Y TL N I I ORIGINAL
Number: I 'TA-'T-11 J4-01-0 1 Q
FEDERALLY-FUNDED
VHIS A6101F.MENT is crilcred Into by the State of Florida, Departincrit OfTC01101111C Ith
iicadquai-ters in Tallahassee, Florida dicrefflafter iet'erred to as the "Departnicrit"). and Monroe County BOM-d Of'
(',)Lint\' Commissioners, 1100 Sinionion Street. Suite -1-2i-I Kc%- %Vcst.Horida 10-40, (hereinafter referred to is
the "Recipient").
VI[IS AGRUNIF'N r is LN [TRED IN 1'0 BASF ON TI IE FOLLOWING REPRESENTATIONS.-
A. I lie Recipient represents that it is fL1IIV (ILIalilied and eligible to receive these 2rInt funds to pro ide
the sere ices identified herein, and
13. The Department has recel%cd these grant funds from the State of Florida, and has the authorit",to
SUbgrant these funds to the Recipient upon the terms and conditions bclo%%r; and
C. The Department has statutory authority to disburse the funds under this Agreement.
THEREFORE, the Department and the Recipient agree to the tlotlowing:
(I) SCOPE OF WORK
The Recipient shall perform the work in accordance with the Scope of Work (Attachment A), and Budget
SUnimary and Workplan(Attachment J), of this Atzrcenient.
(2) INCORPORA"HON OF LAVVS, RULES, REG..ULA FJONS AND POLICIES
The Recipient and the Department sliall be go%erned by applicable state and federal laws, rules and
rc�_'Ulations, includinu those identified in Attachment B.
(3) PERIOD 0FAGREEMEN-r
I- u flits Areernent shall begin upon execution by both parties or I - - jarch 1.2013 whiche -cr is earlier, and
.,,halt end March 31, 2014, unless tenninatcd earlier in accordance \%ith the pro\isions ot'llarauraph (12) of this
Aurcenient.
(4) MODIFICATION OF CONTRACT
Either party Ina\ request 1110d1hCatiOn of the prof islons of this Agrcenictit. Changes \%hich arc agreed
upon SI1a11 be \,Ilid 0111% tk IICII in I)\ each ot'the panties, and attached to the original of this
RECL)RIALITIVI
(,if V, ipplicthle, Recipient's LHILIcr dus A,_,rC1:nICIA -,hall he �LINCLt I(' the ledCrad
In
I &I'C'11 I on, I 1I"pl,Al.,,, 'In't Oilier No!;PD)Ht I )vu,;,m/,III, .wd :;IThcr \I il C !ar \( It I R11w
Cost PriIICII)Ics for State and 1.oc.lI Govcrn III cnt-, " tf1ll3 CI No, A-21 (lltm 2 Cl R fart 220) Votit
['ri tic iples, fOr [-ducationaI Ins tit Lit olls," ort)1113 Circular No, .\-12_' (now 2 ('1 R fart 3?U1. "Cost Principles t'}r
Nonprofit OrL'anl/,Clods." it till, .A!reeinclit is nlade Vl Ith a cotlilllcrclal I for-profit) orl-'anlzatloll oil a eost-
reiinhur,cinctit hasis, the Rccipiclit shall be subicct to Fedcral AC�luisition RegUL1ltltions ',1._ and 931.2.
(11) The Recipient ,hall retain sufficient records to show its compliance with the tcruls of this
A'. reenletit, and the compliance o all subcontractors or C0115LIKIllts paid Irom tLlildti LIIidCr this AU'reetlleilt, for a
period of titc: tears from the date the audit rcpoit IS i,sLied, and;hall allow the Department or its designee. the
State C'hiet'Financial Officer or the State Auditor General access to the records upon request. The Recipient >hall
ensure that audit working papers are available to OIC111 upon regLie,t for a period of title %'cars from the date the
audit report is issued, unless extended in writing by the Depariniccnt. Fhe five \'car perk}d niay be extctided for
the following exceptions:
I. If°any litigation, claim or audit is started before the fife year period expires, and e.xtcnds
beyond the five tear period, the records shall be retained until all litigation, claims or audit tindinggs involving the
records halve been resoled.
?. Records for the disposition of non-expendable personal property Valued at S-5,000 or more at
the time it is acquired shall be retained for five years after final disposition.
3. Records relating;to real property acquired shall be retained for five years after the closing;on
the transfer of title.
(c) The Recipient shall maintain all records for the Recipient and for all subcontractors or
consultants to be paid from funds provided under this Agreement, including documentation of all program costs,
in a form sufficient to determine compliance with the requirements and objectives of the Budget and Scope of
Fork and all other applicable laws and reggulations.
(d) "I lie Recipient, its employees or agents, including all subcontractors or consultants to be paid
From funds provided under this Agreement, shall allow access to its records at reasonable tinges to the
Department, its employees, and agents. "Reasonable" shall ordinarily mean during normal business hours of 8:00
a.m. to 5:00 p.m., local tune, on Monday through Friday. "Agents" shall include, but not he limited to, auditors
retained by the Department.
(0) AUDIT REQU'IRE`EENTS
(a) The Recipient aurces to maintain financial procedures and support documents, iii accordance
with generally accepted accountings principles, to account for the receipt and expenditure of funds under this
L,rceinent.
(b) 1 hcse records ,hall lie aiallablc at I-Casonable tulles Ior inspection. rc4 ic%4 or audit ht state
personnel and otlicr pci-somlel authorized by the Dcpartilleltt. Reasonable" ,hall ordinarily mean normal
1)usille<s !lours tit N:()O a.ln. to `;tlfi 1) In , local tinge. `1i511da% throm-di t rida�.
I :) I the Rccipl,int ,ll,ttl pro %idc the I)cparinienI 1l it, Illc iccord,,. r,:ports or tma11clal >tatcnients LIpoll
`�`ULiC11 l0r the purpi}sCi 0 ,IudltlllL' Gild tie Hinds apt ardcd ulider tills .\:!;'CeillCPlt.
r
d
(d) ifthe Recipient is a �,t.ltc or loc:ll ,overnnlcnt 01*a 11011-ilnr(it of aniiatitm as'Ictined in ONIB
( Ircular A-I?3, JM1 III tl.e el Cut that the iZcelplellt e\pendi S500,I lHO c)r lill`re ill Federal ate'ardi III Its tliCal vCar,
the Rcctpnetlt must have a snmgle or progralll-ipeCltle alldit COIidUClCd III accordatic:e 1`'Cth the pro`Istons of'(AI B
Circular A-I 33. FXI11131 F I to this .\grccmcnt shows the I:cdcrat resourccs awarded throLlUll the Dcparttncllt by
this Aurcemcnt. In dctcrnnining the Federal a'.`'ards expended in its fiscal ®'car, time Recipient shall consider all
sources of`Federal awards, includinu Federal resources received from the Department. Pic determination of
amounts of Federal aw,irds expended should be in accordance with the guidelines established by OMB Circular
A-I33. All audit of the Recipient conducted by the Auditor Gencral in accordance with the provisions of()ill3
Circular A-133 "ill meet the rcquircmcnts of this paragraph.
In connection with the audit rccltttrements addressed in this Paragraph 6 (d) above, the Recipient shall
fulfill the requirements for auditce responsibilities as pro%ided in Subpart C of OMB Circular A-133.
If the Recipient expends less than S?00,000 in Federal awards in its fiscal %car, an audit conducted in
accordance with the provisions of ONIB Circular A-133 is not required. In the event that the Recipient expends
less than S300,000 in Federal awards in its fiscal year and chooses to have an audit conducted in accordance with
the provisions of ONI13 Circular A-133, the cost of the audit trust be paid front non-Federal funds.
(e) Send copies of reporting packages and any manaruement letters issued by the auditor for audits
conducted in accordance with OINIB Circular A-133 and required by subparagraph (d) above:, when required by
Section .320 (d), ONI13 Circular A-133, by or on behalf of the Recipient to the Department of Economic
Opportunity at the following address:
Department of Economic Opportunity
Office of Audit Services
107 East rladison Street
MSC 130
Tallahassee, Florida 32399-4120
(also send an electronic copy to Nis. Ginny Ilelwig at: ginny.hel`ci (a deo.mvflorida.corn)
Send the Single Audit reporting package and Form SF-SAC to the Federal Audit Clcarimdhouse by submission
online at
litto: har ester.census.gov Fac collect cldeinde.\.html
And to any other Federal agencies and pass-through entities in accordance tc'ith Sections .3_20 le)and(f). (AIR
(.1rClllar A-1 13.
(f1 Pursuant to Section .330 (0, O\i€3 Circular .A-I;3. the Recipient shail send a cope )f the
t-cportrn, packa,c de,crihed in Section .'3(} (c). ()M13 Circular A-I33. and anv manal.-Mncllt later Issued Ill. the
,Itidltor, to the Depatl imit ;tt ille I'AloICIn',addl`c:�.iC1:
PcIlartinclit of Economic ()pportullltv
Office of the Inspector(Icncr-,il
1()7 Fast Madison Street
N I SC 1 110
Tallahassee, Florida 32399-4120
And
Department of Economic Opportunity
Di%islon of C01111111.111ity Development
)ffice off lousing and Community Development
Community Assistance Section
107 East Madison Street
M SC _400
Tallahassee, Florida 32399-4120
( y) By the date clue, send any reports, management letter, or other information required to be
submitted to the Department pursuant to this Agreement in accordance with OMB Circular A-1 33, Florida
Statutes, and Chapters 10.550 (local governmental entities)or 10.650 (nonprofit and for-profit organizations),
Rules of the Auditor General, as applicable.
(h) Recipients should state the (late that the reporting package was delivered to the Recipient when
submitting financial reporting packages to the Department for audits done in accordance with OMB Circular A-
133 or Chapters 10.550(local governmental entities) or 10.650 (nonprofit and for-profit organizations). Rules of
the Auditor General,
(1) Ifthe audit shows that all or any portion of the funds disbursed were not spent in accordance with
the conditions of this Agreement, the Recipient shall be held liable for reimbursement to the Department of all
funds not spent in accordance with these applicable regulations and Agreement provisions v6 Ithin thirty calendar
clays after the Department has notified the Recipient of such noel-compliance.
(j) The Recipient shall have all audits completed by all independent certified public accountant
HPA). dither a certified public accountant or a public accountant licensed under Chapter 473, Fla. Stat. File IPA
,hall ,,MtC that the audit Colliplicd %%ith the applicable provisions noted above. File audit must be reccivecl by the
Dcl),111111clit no later than colic; moliths from the end of the Recipient's fiscal %car.
R111ORI-S
im I lie Rccipictit ,hall pro%ide the Department cc Ith monthly reports. qual-IC11% rcilort', and a :Io,c-
out 1-cilort, I hcsc lvroll,] 111,111 HICIULIC the CUrrent ,t,itus and jvo,!l'c,,s by the Izccilliclit acid ill "uht-ccipiclits ,illd
I ;Iclol's In 'ZoIllplcmiL, the \t m-k dc,c:rt bed ill the Sk:ollc of Work and the cxpcilditurc or !,,wds under dilS
V_,i%2cmcnt. in iddition to i!i\ lithcr int'Ormation Ickluc"tcd by the D�:palllllcm,
4
(1>) `Ik)IIt III V rCpetrtS ;11'C dLIC t } tic I)epartnlcllt iio latcr IIIan I I I c I%kc tit\'-lir;t dI f c�lell 111 71ItII
6011o%v Ing the cud of the rcportim-, month in vv hich rimds «'erc expended. In the cv ent the twcnty-IIIst day (11,01C
month falls on a weckcnd day or holidav, the Inolithl} report shall he duC no later than the next htlsinCSS dav,
M ()uarterly relit i-ts are due to the Department no later than t\\'ent\'-one calendar da\'s attcr the cnd
Of e.lCh Cltlarter of the program gear and tihall be salt each quarter until submiSsion of the ndtninlstrative CloNC-oUt
rcport. The ending, dates for each quartcr oCthe program \'car are March 3€, J,.mc 30, Septcniber 3o and
December 31. In the c\etlt the twenty-first day' of the nionth falls on a weekend day or holiday. the qu.11-terly
report shall he due no later than the next business day.
(e) 'file close-out report is due flirty-five calendar days after tertilination of this Agreement or toFty-
five calendar days after completion of the acti\'ities contained in tills A2reentent, \`'hiche\er first occurs. Ill the
event the tbrty-tifth day Calls on a weekend day or holiday, the close-out report shall he due no later than the next
business day.
(d) If all required reports and copies are not sent to the Department or are not completed in a manner
acceptable to the Department, the Department shall withhold further payments until they are completed or may
take other action as stated in Paragraph (I I) REMEDIES. "acceptable to the Department" means that the work
product was completed in accordance with the Budget and Scope of Work.
(e) The Recipient shall provide additional program updates or infonnation that may be required by
the Department.
(t) Tile Recipient shall provide additional reports and information identified in
attachment C.
(g) MONITORING
The Recipient shall monitor its performance under this Agreement, as well as that of its
subcontractors and/or consultants who are paid from funds provided under this Agreement, to ensure that the
Scope of Work and other performance ggoals are being;achieved. a review shall be done for each function or
activity in ;attachment a to this agsreement, and reported in the quarterly report.
In addition to reviews of audits conducted in accordance-with Paragraph (6) above, inonitorinu,
procedures may include, but not be limited to, on-site Visits by Department staff, limited scope audits, and or
other procedures. The Recipient agrees to comply and cooperate \\'ith any monitoring procedures,processes
deemed appropriate by the Department. In the cent that the Department determines that a limited scope audit of
the Recipient is appropriate, the Recipient agrees to comply with any additional instnictions pro\ided by the
Departirtcnt to the Recillictlt regai'dinUl such audit. File Recipient further agrees to comply and cooperate a,`ith
,I11V inspections, rc\'ic\\s, in\esti`ations or audits deemed neccssan' by the Florida C hicf I inancial ()Ricer or
Auditor general. In addition, the Department \III monitor the performance and tinancial manauciltent b\ the
I�CClptcllt thl-OLP-dIOut the C011Ir;ICt term tO cllstll'C t:HICIV CoMI)ICHOII t,t ;Ill t[ltikti.
i
(`t) I I.113![.1 N
(a) ll';C�� IteClplellt 1S a Mate aL'CIIeC ��l'�Llhdl\1�ion, as defl(lCd ill 7eetiolT 'ftl"_',�, I_ia. S[at., t�iC
Itectplellt is soiclV' itiipoll�IhlC to parties It deals LCICh Ill ealT\Illy, DLit file tertll5 0l lhis :��urcclllcllt. and �lillll hold
Ole Dcpartillcnt harmicss au':linst Al Maims ot,%% liatc%cr nature hV third parties .Irisinti from the work pert`Ornlcd
Udder this . gm:met,t. For o tllls Agreement. Recipient :Igrecs that it is not in eniployce or al-,cnt lit the
Departnlcnt, but is an indepemlent contractor.
(h) Ally Rccipicnt %\hick is a state Iucllcy or suhdl\ision, as Llctitied in Section "OS.28, Fla. Stm.,
a`urecs to he fully responsible for its negligent or tortlous acts or omissions which result in claims or Suits<IL':IIntiC
the Department, and aurces to be liable for any dalna`.pes proximately CaUSCd by its :lets or omissions to the extent
set forth in Section 768,18, Fla. Stat. Nothim-, herein is Intended to scr\'e as a k\'alver of so\'ereign 1I1111iL1111ty b®'
ally Recipient to \\lltc:h sovereign InimUllity'applies. Nothing herein shall be construed as consent by a state
agcim, or subdivision of the State of Florida to be sued by third parties in anv smatter arising out of any contract.
(IQ) DEFAULT
If any of the follow ins:cyents occur("Events of Default"), all obligations on the part of the
Department to snake further payment of funds shall, if the Department elects, terminate and the Department has
the option to exercise any of its remedies set forth in Paragraph (1 1). However, the Department may slake
payments or partial payments after any Events of Default without waiving the right to exercise such remedies,
and without becominvu liable to make any further payment:
(a) If any warranty or representation made by the Recipient in this .Agreement or any previous
aureement with the Department is or becomes false or misleading in any respect, or if the Recipient fails to keep
or perform any of the obligations, terms or covenants in this Agreement or any previous agreement with the
Department and has not cured them in timely fashion, or is unable or unwilling to meet its obligations under this
.Aa,,reement,
(b) If material adverse changes occur in the financial condition of the Recipient at any time during
the term of this .yrareementa and the Recipient fails to cure this adverse change within thirty calendar days from
the date written notice is sent by the Department.
(c) If any reports required by this Agreement ha\"e not heen submitted to the Department or lia\c
been submitted with incorrect, incomplete or insufficient information;
(d) Iftlie Recipient has failed to perfonli and complete in timely fashion any of its Obli`rcitiotls udder
this Aurecincnt.
If all F%CIlt Of IMaLllt occurv, and the Department pi-m ides G i-Well notice to the Reclpler.t, the
Deparinicllt ma}' cxcrisc ill%" o[ic or more of dic IAlo'.\'inc lcmcdlcs, either Collellrrcildy or COI1SCCutl\cl\:
f I :I-IIlITl,0C thls .VCreclll Cllt If the RCeililcllt Ims [lot :m-Cd the dcLiult �k lthin :hill\ calendar davti of
.CClpl of AI'111cII Ilo11CC of .IIi l:ve11t of I)Q1'aIUIt,'
�! HeL''In all Or AJLlila1`11C ae[Itcil io eliloreC l7CI'lormancc of thrU A-.1rccillciit;
(e) WIt Ill old of SLishCnd pziA nicIIL of ;III or arl\ 11,C11 0l a Ne JLICSt fkIt,haA tile IIt'.
(d) F\CreLSC ;In\'eoiTCCtiwe or reilledial 'Ictions, to Include but not he hillited to:
1. request additional infin-tnation front the Recipient to determine the reasons for or the cytcnt
of nort-Comphancc or lack of pCrfoClilaliCe,
2. ISSUe a written ',warnlnu to ad\'t;e that more scnoUS 111Casures Ina\' he taken !f tic SULl.ltloll CS
not corrected,
'. ad\'Ise the Rec il)ILCit to SLiSpCtld, dislontinnC, or refrain lrom il1CUrrim,Costs tor'inw activities
Ill LIUCStlotl, or
-I. require the Recipient to relmhurse the Department for the .11lloUnt of COSIS Incurred for any
items determined to be incli<Lible,
(c) Exercise any other mulmts or rcinedies `\hich may be otherwise available under law,
PLtrsLun.;any of the above remedies will not keep the Department from pursuing any other remedies
in this Al-,reemcnt or provided at la\v or in equity. if the Department wni\'es any right or remedy in this
\ureement or fails to insist on strict perf'ormance by the Recipient, it will not affect, extend or waive any other
right or renmcdy of the Department, or affect the later exercise of the same right or remedy by the Department for
an),other default by the Recipient.
(12) TERMINATION
(a) The Department may terminate this Avgreenient for cause with thirty calendar days written notice,
Cause can include misuse of funds, fraud, lack of compliance with applicable rules, laws and regulations, failure
to perform in a timely manner, failure to cure an Event of Detault within thirty calendar days from receipt of the
notice, or refusal by the Recipient to permit public access to any document, paper, letter, or other material subject
to disclosure udder Chapter 119, Fla. Stat., as anmended.
(b) The Department may tenninate this Agreement for convenience or when it dctemiines, in its sole
discretion,that continuing the Al-,reernent \w'ould not produce beneficial results in line with the further expenditure
of funds, by providing the Recipient with thirty calendar days prior`Written notice.
(c) The patties may agree to terminate this Agreement for their mutual convenience tllroursll a
written amendment of this As,reenlent. The arnendinent shall state the effective date of the termination and the
procedures for proper closeout of the Agreement.
(d) if the Department issues a notice of Evetlt of Default, the Recipient shall not incur tiCvw
ohli,ations during the thirty day Cure period. If the Department determines that the Recipient has cured the Bent
of Default \%ithm the thirty day Cure period, the Department will pro®ide notice to the Recipient that it may
I'CSLIIiiC HICLUTIM Ile%w Ohh--Zatioils. <<),,ti 111CUCTcd for new obll"ations after receipt of the notice of lacnt of
Dct"ault will he disalloncd. fhc RCCipiCnt ,hall not he I•cliCVCd of liabiiity to the Department because of;lnv
^reach ol'fills A, rcelncnt hl the Recipient. ['he Dcpaltilletlt illa\'. to ihC CSICllt ;iltthorvecl 1.1\ I11\l', \\Itlholll
�i(1\nlellt� io illc ReCTIoni for file purpose of met-ol L111til the exact 1111OL1111 of c1anl:1_CS dUC the I)eh;lrtlllellt iW111
the Recipient is detcriiiincd.
s
( 13) Nc>IKT: l\l) C'()NI,.\t.II-
(.I) ,All notices pro\ldcd landcr t}C pUI'NU:llt 10 !Ills A,,ircctllcllt shall he III !t rltill� 'ICB crcd' by
,tandard mall or clectronlc methods, to the represetitatl\e tdcntit[cd helow m the address and clml[1 sct loilh
helot' 'Ind ,atd tit}titication attached to the ort�inal of "his Aurcelllctlt.
(l1) I ne Ilaine and addretis o1 tilt; Dlt itioon contract manager tttr this Aureenictlt Is'.
Paula LCItlnitl, Community Program Mana,er
DCpalinlcnt of I"coriorllic ()pportunit}
DP,i,lutl of Co111111lltllty Det'clopment
Office of I IOttsin" and Community Development
Community munity .assistance Section
1O7 East Madison Street
M SC 400
'Tallahassee, Florida 32399-4120
Entail: paula.leiiitno,ci d`o.iilyflorida.com
(c) "The name and address of the Representative of the Recipient responsible for the
administration of this A_,reement is stated in Attachment I, Recipient Information. of this Agreement.
(d) In the event that different representatives or addresses are designated by either party after
execution of this Agreement, notice of the name, title and address of the new representative will be provided as
stated in 03)(a)above.
(14) SUBCONTRACTS
If the Recipient subcontracts any of the work required under this A=ureenlent, a copy of the unsigned
subcontract must be forwarded to the Department for review and approval before it is executed by the Recipient.
The Recipient agrees to inctude in the subcontract that (i) the subcontractor is bound by the terms of this
Agreement, (ii) the subcontractor is bound by all applicable state and federal laws and reygulations, and(iii) the
subcontractor shalt hold the Department and Recipient harmless against all claims of whatever nature arising,out
of the subcontractor's pertOrmance of work under this Agreement, to the extent allowed by law. The Recipient
shall document in the quarterly report the subcontractor's progress in performing its %%ork under this Agreement.
For each subcontract, the Recipient shall provide a written statement to the Department as to \`hether
that subcontractor is a minority vendor, as defined in Section 2S8."03, Fla. Stat.
( I TFRNIS AND CONDITIONS
Yhis A,_,rcemcnt contains all the ternis and conditions agreed upon by the parties.
( Its) A FTACIINIFNTS
(a) All attadinients to this A(_'reenlent al'C ;lit Ut"poCalCd ,Is If set ollt In11\',
(11) 111 file C\C'.lt of ;tll% Illcon"i"t Cllcics or Conflict hct`.`-Cell the lallu'Ua'ue of this Au"Cenlcllt antt the
i'aClltlll'll[ti, the ial1,:U,lL'c Ot illy aitaCllIllCllt> wh ill C�'ntrol. 11ut otltt to the c\tent of IIlC CofltllCt }C I;1Ct}fI,I [cllc\
ct this An-Cement ha, the I'Olk m inu itt.tchinciits (ch"k all that .ire ,tplilicabler
0
4
Y
L, I \hihit 1 - Funding Sourdes
.V%IC11111CIit A - SColve Ot' Ork
ALtaellilletit 13 - I'ro®ranl Statutes and Rcgtila[iolis
Attachment C' - Reports
Attachment 1) - Property `Ianagctncnt and Procurclnent
El Attachment E - Statement of Assurancc`;
Attachment F - Special Conditions
.attachment G - Warranties and Representations
Attachment If - Certification Regarding Debarment
Attachment I - Recipient Inforniation
.attachment J - Budget Summary and Workplan
El Attachment K- Bud=gct Detail
Attachment L - Multi-County Fund Distribution
El Attachment M -Justification of Advance Payment
( 17) FUNDING.CONSIDERATION
(a) This is a cost-reimbursement :agreement. The Recipient shall be reimbursed for costs incurred in
the satisfactory perfonmance oftvork hereunder in an amount not to exceed S24;,491, subject to the availability
of funds and appropriate budget authority. Until the Department provides further notice to the Recipient,
however, the Recipient is only authorized to incur costs in an aniount not to exceed $9 7742. As funds and budget
authority are available, changes to the costs the Recipient may incur will be accomplished by notice From the
Department to the Recipient by written notice to the Recipient's contact person identified in attachment 1,
Recipient Information. The terms of the Argreement shall be considered to have been modified to allow the
Recipient to incur additional costs upon the Recipient's receipt of the `vritten notice from the Department.
(b) any advance payment under this agreement is subject to Section 216.181(16), Fla.Stat., and is
contingent upon the Recipients acceptance of the rights of the Department under Paragraph (I2)(b)of this
a,reement. -File amount which may be advanced may not exceed the expected cash needs of the Recipient
within the first two(,) months of the contract tenn. any ad%ance payment is also subject to federal ONIB
Circulars A-87 (now , CFR Part '_,-5). A-1 10 (now ? CFR Part 215). A-122' (now , CFR Part 230)and the Cash
`Iana!gelllent Ilmpro%cment :act of 199O. Wan ad`ance payment is requested, the budget data oil %`hick the
request is based and a 1ustilication statcnlctlt shall be included in this Agreement as .attachment M. Attachment
a1 Will al7ecl[t' the atmmt}Utlt lit adlancc payment needed and provide in explanation of ilic necessity for and
proposed L1,C of tliC1C funds.
to Alter the initial ;id%,mcc. IC any, 11,1%mcnt 11.11 lie made on a reimbursement hasis. I lie Recipient
r; ce to C\hcild f[dllds in .ic,:or laticc kl itil the Scope of %Vorh l.ttt:ichnicin A). and Adhminkirame and Outrcach
1 (Aitachlllcilt h 1, of Mils Au'l% lllclit.
�y
If the lilcessary fends al`C not 1\a11a6lc to tLltld (Ill' A\!rlclllellt as a I-esllIt of aetl0II ilv t I I C U II!k:d
Stateti Col",-,res.," the federal Of flee of \lanawemcllt ,Ind B11dL'Ctlltll. the St1(C ChICt F111111Llal (}iflLCr,or tll icr
Subpara`_mpll (NttIII of this :Agreemctit, all obligations tail the part Cif the Departmett to [hake any IUrthcr
piaA Illelit of funds shall telllllnate, t1116 the RCC(ptellt shall ,Ubtllit its ChlsCllltt rcliml `. iihin thirty :aIcndar dot's of
I'ecei\!nu notice from the Departillent.
( 1 1 11111 \l'\IFNTS
All refunds or repayments to be niade to the Department under this Aureenient are to be made
pa\able to the order of"'Department of F;conomIc ()pportnnity.. and mailed dlrectf\ to the Department at the
t'0llowin�� address: Department of F eOnatllie Opportunity
Di\ision of Community Development
()Rice of Housing and Community Development
Community Assistance Section
107 Cast :Madison Street
NISC 400
Tallahassee, Florida 32399-4120
In accordance with Section 215.34(2), Fla. Stat., if a check or other draft is returned to the
Department for collection, Recipient shall pay to the Department a service fee of Fifteen Dollars (S 15.00)or Five
Percent 0%') of the face amount of the returned check or draft, whichever is greater.
(19) MANDATED CONDITIONS
(a) 'Elie validity of this Agreement is subject to the truth and accuracy of all the information,
representations, and materials submitted or provided by the Recipient in this Agreement, in any later submission
or response to a Department request, or in any submission or response to fulfill the requirements of this
\ureement. All of said in formation, representations,and materials are incorporated by reference. 'Elie inaccuracy
of the submissions or any material changes shall, at the option of the Department and with thirty calendar days
written notice to the Recipient, cause the tennination of this Aureement and the release of the Department from
all of its oblivations to the Recipient.
(h) "Ellis Aureenhent shall be construed under the la\\s of the State of Florida, and venue fir any
actions arising out of this Agreement shall be in the Circuit Court of l con County. If any provision of this
Agreement is in conflict with any applicable statute or rule, or is unenforceable, then the pro\ision shall he null
alld \rid to the extent of'the conflict. Ind shall he.se\erahle, but shall not invalidate any other provision of this
\L!rccllient.
(c) Any power of approv al or disapproval -!ranted to the Department under the terms of this
\' reettter,t 'hall >ur\i\e the term ot'this A,-,rccmcnt.
(. ) PI!, .\' rJellle[lt ilia\ 'tic executed in ail% number rf counterparts. ,Ill\ one of N filch ilia\ he °.IkCtl
A" All ter:"Ill.il.
;ff
(c) I he Recipient arrcCs to conll}I`' G ith 11iC .\ntcricans !t ith I)i�ahilitics .\ct (1'ubliC I aw lt'1 3 tr,,
4" (`.S.C. ~Cctioil 1_'!t)l Ct sc(L1 and the Florida Ci.�il 1Li��lit� atl�i l�,lir [luu�in� .Act; (:cctiutls -(�001 - 760 ?�
1'lorhla smtulcsl, «lit'li prohibit tllscrlmlllation h% public and priNatc cuttiics on the hasis of disabllliy 111
cw,plo�ment, public acconinlodations, tratl4pollation, state ;lnd local �._`oAcrimient icr%Ice`+, rind
telecommunications.
(t) .A per.,on or oruanization Mio has been placed on the cony icted �cndor li,t 1611owing a
con`.ictlon for a public entity crime or oil the discriminatory tcmdor list may not sllblllit a bid on a contract to
provide any goods or set--ices to a public entity, 111Lly not submit a bid oil a contract with a public entity for the
construction or repair ofa public building or public work, may not submit bids on leases of real property to a
public entity, 11161v not be awarded or perform work as a contractor, supplier. subcontractor, or consultant under a
contract With a public entity, and may not transact business t%ith any public entity in excess of 923,000.00 for a
period of 36 nlontlls froln the date of being placed on the convicted `cndor list or on the discriminatory vendor
list.
(`r) :Any Recipient which is not a local government or state aygency. and which receives funds under
this .Agrcement from the federal government,certifies, to the best of its knowledge and belief, that it and its
principals:
l. are not presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from covered transactions by a federal department or agency;
?. have not, within a 3-year period preceding this proposal been convicted of or had a civil
judgment rendered auainst them for commission of fraud or a criminal offense in connection with obtaining,
attempting to obtain, or perforllling a public(federal, state or local) transaction or contract under public
transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery,
falsification or destruction of records, making false statements, or receiving stolen property;
3. are not presently indicted or othenvise criminally or ci%illy charged by a ygovcmnlental entity
(.federal, state or local)with commission ofanv offenses enumerated in Paragraph( 19)0a02. of this certification;
and
b. have not within a 3_vcar period preceding this .Agreement had one or more public
transactions(federal. state or local) terminated for cause or default.
Ifthe Recipient is unable to certity to any of the statenicras in this certification, then the
Recipient sliall attach all explanation to this Aurcement.
1:1 addition, the ReCipient ,ha11 send to the Department (hv email or by t:ic,lnllle transmi>,ion)
the cotllplcted "Leilltication Regal'dinl! DChal"111CI1C. tiU,l}ell,fe}Pl. 1Ilelt®Ibi1it® and Ao1ll11tan F\cluslon"
(.Almchnni :nt 11) for each Intended Miich Recipient [}lams to hind Linder this .Aurceinent. SU':11 t01,111
illil,t 1'e :'cccII,cd b\ 1ale 1 1111elit "ctoR; tilC 1iCclpicin enters Into ;i contract ,\Itll my subcontractor.
(I1) Ilie State of I lurida°; performance ,and obligation to ,gay under this A<,rccmcnt is contin eltlt
u1}oti .111.lrlival aippropriaton by the [CUISlature, mill subject to anv modification in accordance Ut ith Owpter 216,
I Lt. ``;tat. or file Florida L`onstitutit}n.
(1) All '.)Ills for fees or other compensation for SerR lees or e`pen,,es shill be suhi fated ill detail
sufticielit fir a proper prcaudit and postaudit thereof.
(j) :Any bills tier travel expenses shall be subillltted in accordance %v ith Section t 12.061, Fla. Stat.
(k) Hie Department of Econotilic Opportunity reserves the HUllt to unilaterally cancel this
Aurecnlcnt it the Recipient refuses to allow, public access to all documents, paipers, letters, or other material
subject to the provisions of Chapter 1 11), Ha. Stat., which the Recipient created or received under this Agreement.
(1) If the Recipient is allovycd to temporarily invest any advances of funds under tills Agrecirlent,
any interest income shall either be returned to the Department or be applied against the Department's obligaition
to pay the Contract amount.
(ill)The State of Florida wIII not intentionally award publicly-funded contracts to any contractor who
knowingly eillplo}'s Unauthorized alien workers, constituting a violation of the employment provisions contained
in 9 U.S.C. Section I324a(e) [Section 274A(e)of the Imrniaration and Nationality Act(-INA-)]. Tile
Department shall consider the employment by any contractor of unauthorized aliens a violation of Section
"74A(e) of the INA. Such violation by the Recipient of the employment provisions contained in Section 274A(e)
of the INA shall be grounds for unilateral cancellation of this Agreement by the Department.
(n) Tile Recipient is subject to Florida's Government in the Sunshine Law(Section 286.0 1 I. Fla.
Stat.) with respect to the meetings of the Recipient's governing board or the ineetings of any subcommittee
illakirilz recommendations to the`govcrnin`g board. All of these meetings shatl be publicly noticed, open to the
public, and the minutes of all the meetings shall be public records, available to the public in accordance with
Chapter 1 1 g, Fla. Stat.
(0) All unmanutactured and manufactured articles, materials, and supplies which are acquired for
public use under this Agreement must flaw been produced in the United States as required under 41 U.S.C. 10a,
unless it would not he in the public interest or unreasonable ill cost.
(-10) LOBBYING PROHIBITION
(a) No binds or other resources received from the Department under this :Agreement may be u<ed
directly or indirectly to iiltltleilee legislation or any other official action by the Florida I,cgislature or anv state
atgellC`".
(b) The Recipient ccrtitics, by the atuthorized rcprescntativc` simature to this ALl-cenlent, that to the
1}cat of its kno,.vledge :ind hcliet:
I. No Fcdcral appropriated Hinds have hcen paid or will be paid, by oron hchalf of the
Recipient, io xi% person tt'r inflnetleim-, or,lttenlptillg to Hillimice,ill ot'licer or employee tit any
'.1cmhcr in (ifficer or cmplo\ce of (r on,-!retis, or in emplo\ee of ai NIcnlber of ( tmluretii ill
-ollll,2CHon `,Cltih the of an% federal cotntract. die illaklttg of Fitly I cdcrA limit, the mliking of ,ink I'cderail
II
d
lt7,llI, the Clltcl'ltlr Into of ;Illy Cool}Cr:Itlt e ,t CCenlell[, 'Ind thl: contimlatloll, rCI1C\t;tt, a111Cnthllcllt or
IIIodifiCation o! ;lII% I'Cllt:ral coiltr;lct, LraIIt, toall or Coo pCrati%c :I�!rccmcilt.
_'. If ant funds other than Federal appropriatcd funds hayc been paid or tt ill ke paid to any
person !or tllfluciicing or Imctnptltl'g, to influence an officer or cmplovice of any a `tcmt'Cr of ( o zi-ess,
all officer or employee of C on'!ress, Or in employee of a Member of Congress in Connection !t lth this federal
Colltmct, °'rant, loth or cooperati%c a'greenictit, the RCClplent shall Complete and submit Standard I"orm-LLL,
"Disclo<ure Form to Report Lobbying."
?. Fhe Recipient shall require that this certification be IIICiudcd in the a%%ard documents !i}r all
;Llhawards (IIICILldillUl subcontracts, subt-mints, and contracts under✓rants, loans, and cooperative a`vreenients) and
that all subl'ccipient, shall certify and disclose.
'Flits certification is a material representation of tact upon \t'hich reliance was placed tthen this
transaction was made or cantered into. SubtlliSSion of this certification is a prerequisite ti,r making or entering into
this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to tile the required
certification snail be subject to a civil penalty of not less than S10.000 and not more than S100,000 for each such
failure.
(21► COPYRIGHT 13:\TENd_r ,AND-FR.NDFlfr\RK
ANY AN AL.L PATENT RIGHTS ACCRUING UNDER IN CONNECTION WITH THE
PERFORMANCE OFTIIISAGREEMENT ARE HEREBY RESERVED TOT TOTiIE STATE OF
FLORIDA. ANY AN AL,E COPYRIGHTS ACCRUING UNDER OR IN CONNECTION WITH TIIE
F RF RIN ANC F THIS AGREEMENT ARE IIEREBYTRANSFERRED BY THE ECI i N" 7
TiIE STATE OF FLORIDA.
(a) If the Recipient has a pre-existing patent or copyright,the Recipient shall retain all rights and
entitlements to that pre-existing patent or copyright unless tale Agreement provides other-wise.
(b) If any discovery or Hv ention is developed in the course ofor as a result of tt'ork or services
performed under this Agree ent, or in any way connected with it, the Recipient shall refer the disco-'ery or
invention to the Department for a determination tt'hether the State of Florida will seek patent protection in its
name. Any patent rights accruing under or ill connection tt'ith the perFormance of this Agreement are reser-cd to
the State of Florida. It any books. manuals, films, or other copy rightable material are produced, the Recipient
shall notify the Department. Any copyrights accruing udder Or in connection tt'ith the pertOrnlance under this
\°rreemcm are transferred by the Recipient to the State of Florida.
(c) Within thirty calendar da}'s of execution of this .\Lrecrimit, the Recipient hall disclose all
intellectual properties relating to the perfin•mance of this Agreement \t hicli Recipient knm%s or should know
COLIId 'ite rise to a pEitCnt or coptriuht. I he Reclhletlt sllall maill all rl`lits and t:lllitlelllent.s to ,lily prC-e\itimg
1111cllcCtual 1ropC[`t\ \t illCil 11 kId1 Cir,Cd. I .1lllli'C to dt>Clo>e \s III Ind1c,ite that Ilo L1C11 prorcrlt' C\I"ts. I lie
I1Cp';ll1i17Cltt 'Nall th,e11. un,lcr P.imLr,irll (h). Il.it the m-'ht to ,111 ildlClits .111d C011t F1211IN \t filch .ICCI`nC Liltrlll !
j`Cr tor11la1iCC °et t�iC .V-'rCelliclit.
Ile Rcctt-wnt wilaci that A has the legal authority to i-eccive the hinds Under thiq A grcewnt and
than It gwernirig body has awhorized (lie cxccution and acceptance of this .%�!rccancnt. E he Recipient also
ecilincs that the under icgned pc Non his the aUth way to lcga!4 execute and hind Reci( icnt to the tcrnis o this
,'urceinwit.
(1) OSSC MO1'EE.55
The RccQiciat shall comply with my Stat man of Assurances incorporated as Anchricnt L.
14
STAIT OF` FLORIDA
DEPARTMEN'r OF EC ® IC OPPORTUN'I IX
FE 1)E R.k 1,1,Y F U N 1)E 1) S L'13 G RA N,r :®GI E E.%I EN-U
SIGN,MITRE PAGE
IN %VITNESS WHEREOF, the parties Im%e executed this Aureement h® their CILII® Wthorized okiccrs on
the day, month and %ear set ['Orth below,
RECIPIENT STATE OF FLORIDA
DEPARTMENT OF ECONOMIC OPPORTUNITY
M0490E �WJQTY 65IQVS
(Type Lcual Name of'Recipient)
By:
cor-4 e, Ken Reem Assistant Director
NameT�, ce 'a aft Mi Title e I I erere) Division of Community Development
Date: Date:
- '51 — G 00 0 7 49 Approved as to form and legal
Federal Identification Number sufficiency, subject only to full and
proper execution by the parties.
07397�)75-7
DUNS* Number Office of the General Counsel
Department of Economic Opportunitv
*Data Universal Numberim-, System
Appro%ed Date:
mo E C UNTY R
ov AS
PEE-)RO
ASSISTA'
Date----
EX111BIT I
FL',N 1)FN G, S 0 L 11 CE S
1*11 E FOLLOWING FFDFRAL RF'SOL RC F S ARE AWARDIJ) VO F I I F RI C°I PI FN f UNDLR -H I IS
\(I I Z 1:Ll-i I L N I':
S,pa I-t ti,.1.1,/i.N I dit,10110 I t ill Q'illI(O-111(l lb)ll /(')/*C4 lJi jL'(/LT(11 11)? it 11 il'11 1/7C IVA I)I WLV 1 11-1 Ld(0 the'
FCdcral Prourain
Federal Auencv: U.S. Department elf lealth and I funian Services
.............
Catalog of'Federal Domestic Assistance title and Number:
J itle: Low Income Home Energy Assistance Program
UFDA t:: 91.;68
Orantee: Monroe County Board of County Commissioners
Award Amount: S245,491
TiIE FOLLOWfNG COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES
,,'1WARDED UNDERTI[IS AGREEMENT:
Compliance Requirement Program
1. Fil'St(117171iCtlhle COMI)Ii(Illce requirement (C.g, cli'lible cictivilic.v, Low Income Home Energy
.1;LV,WC(:S Of-COMMOdi(iCS).. Assistance Pro+_,ram
Tiie Recipient will use the LIHEAP funds to provide energy
Payment assistance to low income consumers. These funds will
be expended in accordance with the Scope of%Vork(Attachment
- C ations A), Program Statutes and Re(-,ul, (Attachment B), [3ud(-,et
Summary and Workplan (Attachment J), applicable OMB
Circulars and the FY -1013 LIHEAP State Plan.
SCL 0) (1(I/)/11iCe 1/)/( L 01111r1i(111CV I (C.cZ. L*Qili i Lo Income IIonle Energy
R,:(jllilV1l1ClltS 101-PLVI. Of 111CIC(ILT(Ill Assistance Pro(!rani
Fhe Recipient twill comply %%ith applicable OMB Circulars and cli(ribihtv
requirements as set forth in U.S. Department ot'llealth and I funian Scr\ices
re'-,ulatiolls codil"Ied in:
l'itle-4� of the Code ofl-cklcral RC'ILILIOOIIi. hart Q() - 11jock(,rants, 111d
I Itle I ot the COLIC ot'[:Cderd Re1L1la(10i)S, JIMI 205 Clish Manaucinew Imprm ciliclit
011: "IN� HIC �11 E hlbll ':I'll ","d/,,I-
lw
FY 2013 1,111F.`P .`GREE`IFN' I'
.® 1TACIFNIE N r .`
SCOPE OF WORK
l he IZccipicrit shall comply \`ith the tollowing requirements, and it applicable, shall ensure all �uhcontracti
require compliance \`ith the lollo\`'inrg requircirictit;:
A. hrogri m RCguir eine;irh
f l D Conduct outreach activities desk<gned to ensure that eligible households, CSpeciall\ IIOUSCholdS \with
cldcrl\ or disabled irldi\ideals. voun`g children and those \with the highest percentage of their income
required to pa} tier their home criergy are made aware of the assistance a\ailahle under this
Agreement.
(21 `fake home visits to home-hound clients, especially the elderly or disabled, for completion of the
program application or eligibility determination when other assistance is not adequate.
(3) The Recipient shall make payments to vendors on behalf°of eligible applicants with the "highest Koine
enerygv needs and lowest household income," which %%ilk be determined by takiu into account both the
cneragy burden and the unique situation of such households that results from having members of
vulnerable populations, including very young children, the disabled, and frail older individuals.
(4) The Recipient shall enter into a Memorandum of Understanding(MOU) with all Weatherization
Assistance Programs(WAP) in their service area. The NIOU shall detail cooperative efforts and
shall describe the actions that will be taken by both parties to assure coordination, partnership and
referrals. The MOU shall be reviewed and renewed at least every five years. The Recipient, in
coordination with the local WAP agency, shall develop a system by which L114EAP applicants who
have received more than three LIHEAP benefits in the last ei,01teen months and who are
homeowners, are referred to the WAP provider'. The Recipient shall maintain records sufficient to
document referrals.
(;) The Recipient shall enter into a Memorandum of Understandinrg (NIOU) with service area
E-merrgency° Hoirie Dien, .'assistance 6or the Elderly Program (FI-IEAP) providers. The MOU will
Cy
ensure coordination of°set\ices, avoid duplication of assistance, and increase the quality of°ser,'ices
pro`ided to elderly applicants. The NIOU shall be re`'iewed and renewed at least c%ery ti\e years.
llle MOU shall detail how 1.111EAP and FHEAP records (tilr households "ith clderly members) \`'ill
he checked to a\oid duplicate crisis assistance pa\limits during the saute season. ('lie Recipient strait
maintain record-,; iultieiCllt to doCUnlent coordination.
((t) I lie Recipient >hall maintain a N ratted polic% and implement procedures to SCCtire :Ipplicailts x>Clal
,eCUrlty ilCrilll'crs in order to protect their Identlt\'. At a Illilililllnn, this pohcv ,hall iddres,, the
I1,11ILHI 1`_' O !"Vitt palicr and Clcctronic i`CCorll5 al`.tl file~.
l kcclpicllti �cr\ill? llluln-coulit\ ,trcls ahall pro\IdC the I)ej1,H1illCl1t ll lib ,i clCtiCflhtlt ll tC llt}tl tili'Cct
�1C11I aS�I�LtIICC tillldS Vv Ill !"C .l1I0CJt1.:d ail)OWU Idle COUIIIIC>. I he Il1CCllc1lt0l(1L% IHUat he
t -
I1'Iscd at 1ca,t In part till the v%'Ithill cacti lit t11c countics per%cd. I lit,
llifOnnatlon illUst he rcpm-tcd Ill Attachinclit F to this A,-'rcellicilt.
%!Neil LII IL-OP iUnds are not m%'ailable or,Ire insufliicielit to inect the cmcr,cncv honic energy needs of
till applicant, the Recipient shall assist the applicant to sccure lielp thrcllllh other etl[lllllllllity' i`esouree,
(9 Fhe Recipient :hall Igree to treat (m'ncrs mill renter, equitably under the .Agrcenicnt.
1 10) Hie Recipient sliall develop and implement a written policy and procedure to a.,sure that till
.Issistanec payments made to eiier-y° %endors comply with the requirements tit Aitachillent A,
Section D of this ,O,reenient.
(i l i I he Recipient;halt define in a %%'rittcmti policy\%'flat criteria and verificati011 %%'ill be Lised to detertllille
if a household has a "honie ener`a", crisis"and is chuible for crisis assistance. Fhe policy Inust
cricourage households to seek assistance prior to incurring non-energy penalties -such as
disconnect.reconnect fees, additional deposit, Interest or late payment penalties.
(12) Flie Recipient sliall not charge applicants a tee or accept donations from all applicant to provide
LIHEAP benetits. "this policy must be posted in a prominent place where it is visible to all
applicants and include the following language: No money, cash or cliecks, shall be requested or
received from customers ill a LIHEAP office. Ilan employee asks for money, report this to the
agency Executive Director or Department I lead.
(13) The Recipient shall be in a location and operate during (lours available to clients.
(14) The. Recipient shall refund, with non-federal funds, to the Department, all funds incorrectly paid on
helialf of clients that cannot be collected front the client.
( 15) The Recipient shalt have appropriate staff attend training sessions scheduled by the Department to
cover LIHEAP policies and procedures.
(16) The Recipient sliall furnish training for all staff melribers assigned responsibilities within the
program.
(17) 'File Recipient sliall take applications when it has a signed Agreement and adequate funding, and
continue taking applications until the Agreement expires or funds are exhausted, %%'hichever comes
first.
(I v) Fhe Recipient .,hall ha%e adequate procedures in place to ensure that LIHEAP funds are
appropriately budgeted and expended to sufficiently allow for energy assistance benetits in bath the
heatins and coolin`a seasons.
t I Q) Fhe Recipient ,11all comply .%ith the Federal Financial Accountability and Fransparency .Oct (I F.O FA).
I'Ilis InCILIdCS >ecurinu I Dun and Brad>trect NUmberin1u, S%steni (DUNS) number i%®\%'wAnh.coni) and
nlaintailling all acti%e and current profile in the Central Contractor Re4i,tration (CCIt) I\%%%\%.ccr.rvo% !.
B. Customer Se►-®'ices ;liid Benefits
( 1 ) MAc I.II I LA1' home ener=®' ripen-crisis assistance pawmc:tts ha,cd on a state-pro`Idcd pa%Ill ciht
matrix and \%orksIiect. I'll e paynicllt ill ounI is hascd or, Ilhe household°s Income Ic\eI as compared it)
the national pl>\eirtw `1.1idellnCs. 1 ills takes Into aCCOLint both `rosy Income and falnllw slCc.
d'} '[he tollo\\insu ;1laxilnulrl l)etletlts Will be a`:lilabfe to eliuible lhoti:icholds:
t a) (line tlon-crisis benefit per m clt'e mothth period:
dh) One sumincr season home cncrvuw crisis benefit bem,ccn April I and September 30 each year: and
(c) One `winter season home cncr`uy crisis benckit between October I and %larch 31 each year.
(_;) Based on local need for LII IEAP ser\ices and other non-1.111EAP eneruy assistance resources in their
,cr\icc area, the Recipient may limit crisis benefits to less than those stated in subsection (_') abowc.
(4) Deterraine the correct anhoullt of each crisis henetit leased on the minimum necessary to resole the crisis,
but not More than the llla illltttll set by the Departlhlent. The maximum crisis benefit for this contract period
is S600.00 per household per season as set forth in subsection (2)above.
(3) When the applicant is not in a life threatcrung situation, take actions that will resolve the emergency
within forty-eight }lours of the application approval for a crisis benefit.
(6) When the applicant is in a life threatenin(u situation, take actions that will resolve the emergency
situattC)il lwitlllil etuflteen hours of the application approval for a crisis benefit.
(7) Make home energy payments within thirty calendar days froill the date the application is approved.
(S) The Recipient shall, within fifteen working dads of recei�inn the client's application. furnish ill
writing to all applicants a Notice of.Approval which includes: the type and amount of assistance;the
(lame of the energy vendor to be paid on their behalf, and the next date when the applicant will be
eligible to apply for assistance.
(9) Recipients shall lha\'e written applicant appeal procedures that provide an opportunity for a fair
administrative heirim, to individuals whose applications for assistance are denied or%%hose
applications are not acted upon with reasonable promptness. "Reasonable promptness" ,hall he
defined as `within fifteen \workin=u days of recei`ing the client's application. Any applicant denied
I i11EAP services must be provided a written notice of the denial. At a ininmhum, the \written Notice
of Denial and Appeals shall contain: the reason(,) for the denial: the appeal process: in explanation
of under what circumstances the client may reapply: \what information or documentation is needed
I'Or the person to rc.ipply: the name and address tO w honh the loll or appeal .hcuild he sent.
,end the phone nuinher of Plc Rccipictht. Appcal pro\isions shall also he posted in a pro11hi11ctlt place
`11hu1 the oi'iicc a here thew are i\,iilahlc to all applicants.
t i l l l I lie :'CL`lpleilt \\Ill compare 1.11 WAP r cord, and I:mcr!'cnc\ I Lome Lncrdw .\„l.,txice for Ille
I dL:1 k Pro'!ranl 0.1 ILAP) rc(�ords I'rr hou,cholds \\lth eldcrl\ n1Cr11hers to a\Old �iuplic:lte crisis
l"l."IMIee pa\mciti,darw,! the ,mite cheiNhi\ penod.
( l 1 { 1-lie Rc ipici t shall lie I`t S1tk1n Chle for Inallitalnln!! and Inip!cniciiiing,,\y1,01cti polh.:Ics ,Ink€
procedures fkr c'cternlininL, the clip-ihility ofthc clients.111l+tink-; for tl,c 111lE AP pi-w-,rani. Clicnt
eligibility shall 'tic haled on the C011owin-; Factors:
(a) The Rcctptclit may onl` :issi,t houscholds t�ho are or t�crc residing in their L 11IEAP scre'ice area at
the time the home crier, ` costs were II1CurrCd.
(h) Ilie client must complete an application and return all required inti,rnlation and verification to ,lie
Recipient or subcontractor while funds rcmain available.
(c) Hie client must prof tde a Fuel bill for house energy or pro%ide other documentation %c:rit'v111'1 :III
obligation to pay fk,r home energy costs.
(d) The client must have a total dross household income of not more than 15'0 o the current
(AI I3 federal poi crty level for their household's size.
(e) For applicants receiving Supplemental Nutrition Assistance Program (SNAP) or Supplemental
Security Income (SSI), prodram qualification approvals or notifications may be used to document
household size and income. IIo`4`e`er, the household income eligibility and the benefit levels are the
same as other applicants.
(t) To receive crisis assistance, the applicant must have a verifiable home energy crisis.
00 If the applicant lives in rloyernment subsidized housing, the Recipient shall deteninne if all or part
of the applicants utility costs are paid directly or indirectly by the rgovernment and take the
following actions:
l. Applicants are not eligible for assistance if their house heating and coolinel costs are totally
included in their rent and they have no obligation to pay any portion of the costs.
'. For Crisis Assistance Only: If the applicant receives an energy subsidy through Section 8 or a
Public Housim, Authority, then the Recipient must subtract the amount of the subsidy available
to the applicant during the period covered by the utility bill from the allowable LIHEAP crisis
benefit calculated for the households
3, The applicant is eligible for non-crisis, house energy assistance with no deductions at the same
level as other applicants.
(1,) The applicant must not reside in a group living facility or a hoine where the cost of residency is at
least partially paid through any foster care or residential Program administered by the state.
1 1 3 f I lle Client must not he a student Its rig , in a donnitorv.
C. Ctistomer Records
1 he Rccipictit sli.tll maintain a separate File tier each LH IFAP applicant that includes at least the
lkdlouklwu Information!
I I \hplieant i%iwc. .iddress, ex. agc:
1 ,I \. 1111e,. ,tge> ;ffld erlrrClit A!,:111ltleation cltoetrf11et1larlc Il (Ilk) 11101V than one Geal-cw1rct.11 c)t all
.!c�ll,elic�ld i11en111CI-ti®
'1}
scetlnty \III1111CI-s alld docu III ell IaCIoII tIt Chat III IIIIher (Ur all hOU")CIlold IIICIIIhel'i (soIIle
�xccptnnls nlav apply and «III he otltlmed h\ the UCpartlnent);
( 1) income ;1111otint :Ind tlictllod of \vcntication $or Al household nlclnhers;
(®) income documentation to support eliglhtht\' Mid Is repreecnt:ltl\e of the aippllcan[ s current
CeonoIIIIC sntlfltI011;
((I) Statement ofsetf-declaration of income if apphcablc;
(7) A signed statement kit how has(c livin<U expenses, such as $i}od. shelter and transportation, are
hein4 pro\idCd if the total 11011SChold income is less than 50°a of the current federal l'o`erty
GUIdelillcs Mld no one in the household is receiving SNAP assistance.
(e) Copies ot`approvat or denial letters provided to the applicant;
(Q Doc[llnCntatIoil of disabIIit\ income or ph\sic ian s statement it preference 1s l\ell due to a
disability.
(it)) Documentation of applicants obligation to pay the energy hill liar the residence in \which they
reside.
(t l) All LIHEAP assistance applications must be signed by the applicant and by the Recipient's
rcpresentati\e and supervisory staff.
). Ener2v Vendor Relations
The Recipient shall negotiate and maintain written agreements (the "Vendor Agreement"), \\'ith home
energy suppliers which shall at a minimum include:
(I) The be<-innin and endinyg date of the a<areement.
(?) The Vendor Agreement must include a process for identifying the Recipient's representatives
authorized to resolve a crisis situation and make a payment commitment on behalf of the Recipient.
(3) The Vendor Agreement must include a process for identifying the Vendor's representatives authorized
to resolve a crisis.
(4) A description of how energy payments will be made directly to the \elidor on helialfof the
1,I11EAP eligible applicant. In cases "'here no `endor agreement exists, the payment shall be made
to the applicant in the form ofa two-party check made payable to the applicant and ``ndor. This
procedure ,hall he used onl\ in rare special circumstances. according to the Recipient's purchasing
policies and onl\ \v nth \\ritten approval of the Recipient's management.
(�1 ®ssuranccs froin the home energy supplier that no household receiving 1.II1EAP assistance \vill he
treated ad%erscl\ hCC.I ise of such assistance under applicable 17ro\isirns of stile law or public
rcgulatory rcyuircnlents.
1(7( .®ssnraticcs (ruin the lu}me energy suppllcr that tile\' \\Ill not disclinunate. Cilher in the cost of
goods �,uhphcd or the �cv%Ices tiro\Ided. .I'u"Im."I the Ch IhIC hO€IJChold 011 1\hoie i)cllalt I1LI%MCats
11LI1ic.
,t
(�) An lllldcl'stalldtll' th:lt Only diet`iv related c1cments of :i tit Ility hill are to be pald. No %C ater or
wCtC ILC Cllar' es rally Ile paid C\Ccpt It rCLjUIrCd by the CHCP-'V \Clldor to I"C,olt lilt,!the crisis and no
otIlCr i'Cx1l1rCe, to ll;lt that portion of the 11111 can be secured by the .ipplicarit or Recipient.
( } A statcillcnt that the Rc:cllllent Illav not p:ly ti$r char'ues that result troill llle_Tal :lctl 'Itles "Ucb as a bad
check or meter tanlperin`�. A,tatcnlent that the \cndor is aware that those char--,es are the
rctipollsibillty of the applicant.
(9) :\ statement that file \enLiOr Is aware that wheit the benefit amount does not pay for the: complete
charges Owed by an applicant, that the applicant is responsible ti)r the remaininal :tnulullt O ed.
(10) Details on hots the `endor x%ill assist the Recipient in `erik in,; the LIl lEAP 'applicant`, aeceitttlt
infOrnlation and in the case of crisis assistance make timely commitments to resolve the crisis. A
process should be in place to verify the current anlollnt owned and the amount necessary to resolve the
crisis situation.
(I I) The Recipients commitment to make pat meat to the %elldor tl ithln thirty calendar days of the day of
the Recipient's promise to pay.
(12) Vendor mueenlents shall be reviewed by both parties at least every two years. The m,reenlent should
include a be<-innin'u and end date.
(l 3) Vendor a<ureements shall be signed by a representative of both the Recipient and the vendor who has
authority to bind the entity and enter into such commitments.
(14) A description of when Llt 1E.AP payments made to the vendor cannot be applied to the applicant's
account, the funds `\ill be returned to the Recipient or"ith the Recipient's appro\'al applied to another
eligible applicants account.
(1>) The enery-v `elldor must be in -'active"status `\ith the State of Florida: Ilttp:,' sunhiz.org search.litnll
and the ®endor`s flame must be checked on EPLS: littps: www.epls.uov . "File business name oil the
vendor a-reentent must match the le,-,al business name on the State of Florida website. N'tumcipal
providers are excluded from this requirement.
E`h' '_I113 I,111FAP AGREES ENI'
A I-TACIUMENT l
PROGRAM S A FU FES AND RE:GULA!IONS
A. INCORPORATION OF LAWS, RULES. RUA.L.A IT)NS AND PQ1ICIES
The applicable documents .,Oov:fling service provision regulations are in the Cotrlmon Rule, 41 C'l R faits
74 and 92, or OMB Circular No. A-I 10 tnow , CI R fart 215), "Grants and A(ureements with lll,ti 1.160Ils
of I li.ther 1:&:atlon, llospitals, and Other Nonprofit Organizations," and either ONIB Circular No, A-S7
(now , CFR Part ,,;)` "Cost Principles For State and Local Governments," OMB Circular No. A-21 (now
CFR Part 220). "Cost Principles for Educational Institutions," or OMB Cil"Cular No. A-I,? (not® , C'FR
Part 23O), "Cost Principles for Nonprofit Organizations," and OMB Circular No. A-133. "Audits or
States, Local Go`'ernments, and Non-Profit Organizations." if this .\greenlent is made with a commercial
(flor-protit) organization on a cost-reimbursement basis, the Recipient shall be subject to Federal
Acquisition Regulations 31.2 and 931.2. LOW-IlleOnle I loine Energy Assistance Act of 1981 (Title XXVI
of the Omnibus Bud=act Reconciliation Act of 1981, Public Law 97-35), as amended. The following
Federal Department of I Iealth and Fluman Services rel,Tulations codified in Title 45 of the Code of Federal
Regulations are also applicable under this Agreement.
I. Part 16- Procedures of the Departmental Grant Appeals Board;
?. Part 30 - Claims Collection,
3. Part 80 - Nondiscrimination under programs receiving Federal assistance throuyah the Department
of Health and Human Services (HI IS), Effectuation of Title VI of the Civil Riglits Act of 1964;
4. Part 81 - Practice and procedure for hearings under Part 80 of this Title,
i. Part S4- Nondiscrimination on the basis of handicap in programs and activities receiving®
Federal financial assistance.
6. Part 86 - Nondiscrimination on the basis of se` in education programs and activities receit'itlg
Federal Financial assistance.
7. Part 87- Equal Treatment for Faith Based Organizations,
S. Part 91 - Nondiscrimination on the Basis of Aue in MIS programs or activities reccivinr.;
Federal Financial Assistance:
o. Part 93 -New restrictions on Iobbvinu:
Ill. Part 96 -Block Grants;
1 1. Part 100— llltcrgotcrnmental Ref left' of Deparment of[Iealth and I luman Seri ices Pro'-'raills
.tlld (letltltWS;
12. I'.Seellti`e Otiler t25-39. Debarillellt and SU,,l1eniiL1I1 I1-0111 [ lil-1tblllt` for ['lnan`tal .tti l�tatll'e
Ni�il-4'rUelll"CPllellt 1:
R. PROJIVI'S ()R PIO )GRANIS H_NDI:D IN \\ 1101-L ()R PAR V W! 111 l+DI:RAI, NIOM:�-
Hie Reciplent assures, 'I's stated III Section of,Public Law 101-11 tlwt all -,tatm"clits. I)rcs,,
releases, requests for proposals, hid solicitations and other documents ticscribing,projects or programs
I'linded in \l liole or in part %%Ith Fedcral money, all gantecs rccct%hig, I cdvral f1inds. IncIUdiW_1 but not
hmited to State and local umcminents and recipients of Fcdcral research grants, shall clearly ,tote:
I ) the percentage orthe total Costs oftlie program or project wifich will be financed %%ith Fcdcral
money.
(2) the dollar amount of Fcdcral funds for the project or lirm-muil, and
Percentaw and dollar.1111OLInt of the total costs ofthe project or program that %�Ill be financed
by non-,.!overnmerital Sources.
C. INTEREST FROM CASH ADVANCES
Recipients shall invest cash advances in compliance with section .21 (it) (2)(i)of the Common Rule
and section .22 oFONIB Circular A-1 tO (now 2 CFR Part 215). Recipients shall maintain advances
of Federal funds in interest-bearin(T accounts unless one or the 1`611mvim, conditions applies:
NON-PROFITS ONLY:
L The Recipient or subcontractor rcceivcs less than 5120,000 in total Federal awards per year.
1 The best reasonably available interest bearing; account would not be expected to eam interest 111
excess of 5250 per year on all Federal cash balances.
3. The depository would require an average or minimum balance so hid,i that it would not be feasible
within the expected Federal and non-Federal cash resource. Interest earned off cash advances shall
be reflected on the monthly financial status report and the close-out report.
LOCAL GOVERNMENTS ONLY:
Except tier interest earned on advance of funds exempt Linder the interov ernmental Cooperation Action
(31 U.S.0 6501 et. seq.) and the Indian Self-Deterinination Act(23 U.S.C. 450). recipients and sub-
recipients shall promptly, but at least quarterly, reinit interest earned on advances to the Federal agency.
The recipient or sub-recipient may keep 'interest amounts up to SI 00 per year for admInistrati\e
expenses.
1). PROGRAM INCOME
I-lie Recipient may reapply program income tier eliulble program projects ccts or ohjccti%es. File amount of
program income and its di-,position IIILISt be reported to the DCPa11I11CI1t at OIC time 0f'SUbn1i,-;1-,i0n Oft)IC
1-111,11 ClOSC-OLIt report.
i i I I lie hall not I)C Obli2XC(l 10 rCItII1)UrSC the Recillmit f'Or outkivs in cxcc.,.s of the tundcd
and until the ollickiffi ippro%c-, 1LI,:I1
,ACCUt11I'_' I-11MI I() !Ile 01-1-11[1,11 \�,VCCIIICM.
t
d
(2) l Ile hale Ilcn1 hLRIUCt. ,is U'i\Cn in Att;lC11111 lit .l oftlii, .AurecrnCnt and rcrolled oll the nl(7Ivhl`
linallci;ll hats reputes, may not he altered \wlthout a \written 17udEuet 11101,101cU1011 s111}Illincd III
accordance \\ith the terms below:
(a} hhc ftccipietlt 1nt1,t use a Dcpar[nicnt approved Moditication package.
(h) ()nl% unOblivated funds n1a% he transferred fri,nt one line item to anothcr line itenl.
(c) Che Recipient nm} transfer unObligated hud eted fine item, \withill a 1}tlduet eatcuory as
lonau as the bUdl-M catc`uelrs subtotal remains the same. For the Purpose Of tran,t.cmilu,
funds, the f011owinau are considered hudLet eatcsuorics: Adr111nlstrati\e Expenses,
Outreach Expenses and Direct Client .assistance.
(d) Each modified line 1te111 must rllect all contractual nuni111um and maximum percentage
budget requirements.
(c) AH requests for modifications to increase or decrease any line item Must he submitted to the
Department for approval thirty calendar days pricer to the anticipated implementation date.
Failure to niect this time frank may result In reimbursement delays.
(t) A letter of explanation and a completed ntoditication package (Budget Summary and
Workplanm Administrative and Outreach Budget Detail (if applicable) and Multi-Courity Fund
Distribution (if applicable)signed by the Recipient must be submitted to the Department and
approved prior to the submission of a financial status report in which the chanvues are
implemented.
(Qu} Upon appro%ale the Recipient's budget detail v%ill be red iced in the Department's electronic
payment system.
(h) `done of the bud=uet transfers may violate this Agreement or 6 NIB Circulars
A-110 (now 2 CFR Part 215). A-87 (now ' CFR Part 225), A-2'1 (now _' CFR Part 220)and
A-122 (now ? CFR Part '30). The bud,-,et revision(s) will be reviewed by the Department for
compliance with these circulars.
F, BONDING
( I i Non-Profit Or=uanizations: The Recipient ag>rces to purchase a blanket fidelity bond covering all
Officers.employees and agents of the Recipient holding a position of trust and authorized to
handle funds recci\ed or dINbUrsed under this Agreement. Individual bonds apart from the blanket
hand are not acceptable. The amount oftlic hond must co%er each officer, eniplovice and auent up
to 111 aa11ot1111 e+ltlal to at least crone-half of tile total 1,11IFAP a`urecnleIIt amount.
a') I ocat (lo% rilnlcii,ts: fhe Recipient a erces io purchase a fidelity bond in accordance with Section
I I .ia Ila. Star, I lie fidelity hoed nrnat cd)\crcdl ot'iiccrs. cniplmces ,md oftfic Recipient
I1oldtn-1 a 110,1H `ll of ti"I"t :Intl authori/cd to handle guilds recclA cd or dl;;hilr>ed ,MdCr d1l"
V21"ccnlellt.
t i. t t I'I lI lZ 1'!tt ►t"lSlt t'�S
(1 ) I lIC RCCIpICIIt 1111isI )ILidUCt :[ IIIIm III LIIII tIf Mt:[It%-litc licivcIIt 0t t I I C total Aul`CC111cllt hinds IIIr
l Ionic Fneruy :assistance,
(,) The RCCip1Cllt must bLkE!Ct 3 [lliillplunl of two perccnt of the total Agi-ccnlcilt Funds for "Cat11Cr
Related Supply Shortage enlergcncv.l,sistancc. These funds must he licld in this buduct line itent
catC,2ort until ❑eccinber 15 of the proggam year for USC in response to a possible disaster. 171,c5e
ILlnds twill 0111v he used during state or federal cmcruencics declared ht the President, the
<Im cnior or the EXCCutiwe Dicector of the DCpartInC[lt as Ile.she dee[11S 11CCCSSarV. In the Ct Cut of
an cmcrgencv bein±l offiCiallV&Clared. if the Recipient or the Department finds that two percept
Of the bLICIUCt Is not sufficient to meet the emer4uency. the Recipient may draft' oil other Agreement
catevones, up to fifty percent of the total Agreement budget, Without additional written
authorization. When funds are distributed for a %weather-related supply shortage emergency, the
Department will provide binding directives as to the allowable expenditures of the funds. .After
December 15, if no emergency has been declared, the Recipient will allocate these funds to the
crisis or home enemy category of the program through a bud-et modification.. The Recipient will
comply with these directives or agree that these funds will remain with the Department.
(3) In addition to the record keeping and audit requirements contained in Sections (5) and
(6)of this Agreement,the books, records, and documents required under this agreement must also
be available for copying and mechanical reproduction on or off the premises of the Recipient.
(4) If the U.S. Department of Health and Human Services initiates a hearing re`uardinyz the expenditure
of funds provided under this Agreement, the Recipient shall cooperate with, and upon written
request, participate with the Department in the hearing.
(;) All records, including supporting documentation of all proruram costs, sliall be SLlfficient to
determine compliance with the requirements and objectives of the Scope of Work, :Attachment
:1, and all other applicable laws and regulations.
"6
F ' '_013 1.111 AP A(AZE EN ENT
\ I'TACi ` EN f C
REPORTS
1. Annual rcf,orts
(a) C'1 1-S-OLIt "I he 1-111FAII Close-Out Repoil is Arse forty-tire calcnkiar days attcr termination
of the Aurccmcnt or Pony-ltv C calendar Ala\+ after completion of thi: aetl�sties contained to the
.Vueement. v%hichcycroe:curs first. Ifthe 601-tw-fifth daw falls on a weekend day or holiday, the Ulose-
thlt Report shall be due no later than the next business day. The Recipient shall submit original signed
documents to the Department that include. at a mintinuin, the Close-out Cover Shect, the LII IEAP
Final Financial Status Report, property inventory and accrual report, report on interest bearin( accounts,
a refund cheek for any unspent funds, and a refund check for any interest eamed on advances.
(h) IRS Form 990: Ali agency that is below the S500,000 threshold for all Federal awards in its fiscal
year and thus is exempt from the federal single audit act requirements, shall submit with its contract
proposal a copy of their most recent IRS Form 990.
?. Quarterly Re orts: For each county the Recipient serves, the LIl LEAP I IotiSellold Quarterly
Program Report shall be pro`ided to the Department no later than twenty-one calendar days following the
end of the quarter. For the purposes of this Agreement, the ending dates of the quarters are June 30,
September 30, December 31 and March 31. In the event the twenty-first day of the month falls on a
weekend day or holiday, the Quarterly Report shall be due no later than the next business day.
3. Lionthly reports : The LIFIEAP Nlonthly Financial Status Repots shall be provided to the Department no
later than the twenty-first dayofeach month following the end of the reporting month in which funds were
expended. The Monthly Financial Status Report shall be submitted in the Department's current electronic
Financial management system and a signed copy submitted via facsimile or electronic mail by the twenty-
first day. In the event the twenty-first day of the month falls on a weekend day or holiday, the Monthly
Financial Status Report shall be due no later than the next business day.
4. Nionitorim, Report Responses: The Recipient shall provide a written response to the Department for all
moilitorin=a report findings and or eoncems no later than thirty-five calendar days front the date of the
on ,inal monitoring report. -File Departnlcnt shall notify the Recipient of the due date for any subsequent
monitoring report responses as may be required. If the thirty-fifth clay falls oil a weekend day or holiday,
the response shall be due ilk) later than the neat business day. The Recipient may request an extension in
riling for the Depamimit`s re`ie\%.
�. Cost_Allocation Plans: , CFR Part 215, Subpart C. Section ,15.2 1(t,). re.{uires that Recipients have
'k ripen IUlincial tna1IILclllCllt .0y�,Iclll proCCdUI_CS for Jctcrininln?g, the reasonableness, .illocabilltw. and
.uittu ability of �:o-;tti ill �lccol',Llncc %%itil f1le stints UBollS of the :illpi cahlc te&ral co} t principles anti ic1,111i
.111d C0lIL1iil(1nS o the :t\%;ird. 10 &CU111CIlt `AIN. I�CCIpICIIIS 111U."t ;UbIllit COI)ICS oI thClr\S-itt,:11 t tilt
lllocatkin flans to We Apartment %%A OwN Cunt ma pnTovW& I c C w Alkwation (Tall €trust he
appw%eel A the agerry's Balm or 17ire°etew
6, ()ther r�e_ortS Upon reasonable notice, the (teeipient sll6tll prop A miah addhionti program Updates or
info nlation as may he req&wd by the lkpatrtinw, including ;upp M.ng or soUree doeuillentation Cor amy
reprts ldenthled above in ON SCONIll.
The report; shall he submitted to:
Ms. Jean Andmon, Manager
Florida Departnicnt or Econmie Opportunity
Di%isioll OCCurnnlunity DCNelupmcllt
t lice of Houshu and Community C7evelopt-imt
Community Assistance Section
107 last :Madison Street - MSC 400
Tallahassee, FL 32399-4120
Fay: (850) 488048S
FY 20113 1,1111EAPAGREEMENT
PROCUREMENT
A. All propert% ptcrehased under this :®ercemcm shall he im cntoricd annually and an
invctiton, report shall he made :i\ailahle to the Department upon reque>t,
B. All property pLIrehascd under this .Vureement shall he listed on the property records of the
Recipient. Said Iisticig shall include a description of the property, model number,
;nanuldscturer's serial number. funding source, intOrmation needed to calculate the federal
and or state ;hare,date of acquisition,unit cost, property inventory number and inturmatioll oil
the loeatio[l, use and condition, transfer, replacement or Llispositiun of the property.
C. Title(Ov'nership)to Al nonexpendable property acquired witli funks from this Agreement shall
he vested in the Department upon completion or termination of the Agreement.
D. 'rhe Recipient a`urees to comply witli Section 507 of Public Law i 03-333. As stated in
this section, it is the sense of Con<oress that, to the extent practicable, all equipment and
products purchased with Fiinds made available in this :let should be :American made.
A. [merest of ,crtairl federal Officials
No nlenlli`r of or delegate to the Congress of the United States, and no Residetrt( oIlllilrssloner, shall be
adinlacd to any share or part of this .\,rcciiicrit or to ditty hens ht to arise from the saltle.
B. Interest of Members, Officers, or Fniplo%ces of or(utter
Public t)ftic Ill s.
No member, officer, or cniptoyce of the Recipient, or its delegates or agents, no member of the -,overrun-,
bode of the locality in .which the prorgrain is situated, and no other public official of such locality or
localities who exercises any functions or responsibilities with respect to the program during his tenure or
['or one year thereafter, shall have any interest, direct or indirect, in any contract or subcontract, or the
proceeds thereof, for work to be performed in connection with the progra►n assisted under this Agreement.
Tile Recipient shall incorporate or cause to be incorporated in all such Agreements, a provision prohibiting
such interest pursuant to the purposes of this subsection. No board member, officer or employee will lie
permitted to receive any remuneration or gift in any amount. Board members may receive travel expenses
in accordance with s. 112.061, Florida Statutes.
C. Ne otism
Tile Recipient agrees to abide by the provisions of s. 1 12.3135, Fla. Stat., pertaining to nepotism in its
performance under this Agreement
D. LIIJEAP:assurances
The Recipient hereby assures and certifies as a condition of receipt of Low Income Home Encrgy
Assistance Program funds, that it and its subcontractors will comply with the applicable requirements
of federal and state laws, rules, regulations, and guidelines. As part of its acceptance and use of
LIFIEAP hinds,the Recipient assures and certifies that:
(l) The Recipient possesses the legal authority to administer the program as approved by
the Recipient's !governing body, including all assurances contained herein.
(2) The Recipient possesses the sound controls and fund accounting procedures necessary to
adequately safeguard the assets of the agency. cheek the accuracy and reliability ofaccounting
data, promote operating efficiency and maintain compliance with prescribed manaygement policies
oftheagencv.
t t the Recipient shall permit and cool7crate with federal and State imcstiagations designed to
e®aluate cot111}liatice "ith the I.t`w.
�il
I �! MIL Recipient shill g1%e I C I)Cpa III I lent, the .\udIt0r 0C11Cra1 0r,tiiv AttllorizCd
repCesCiltalit Cs.Complete access to cx llllille all records, books, palters or dl CUIIICIIIS I'elatCd to
all pro`,Ca€n operations of the`_'Cant. inchIdm,tioSC of anv AIII-Co1ltractor.
( ! I lle Recipieilt shall Comply wills all of the pro`isions and practices outlined In the
Departillent s most current monitoring Manual.
(6) l lie Recipient shall comply" \b ith non-iliscrniiination prm isions, in aCCordailCC "[Ill Florida
StatUtCS: Section 077 of P.L. 97-35: Titles VI and VIf of the Civil Rights Act of 1964, and 45
C.F.R. Parts 84. S6 and 90.
(7) The Recipient shalt comply with section 680 of public Law 97-35, as amended, which
prohibit; use of LIf iEAP funds for purchase or improvement of bind, or the purchase,
construction, or permanent imprmenient of any building or other facility.
(S) The LIIIEAP application and all its attachments, including buduet data, are true and correct.
(9) The Recipient shall prohibit any political activities in accordance with Section 67SF(h)
of42 USC 99IS. as amended.
(10) Administration of this program has been approved by the Recipient's go`eming body by
official action,and the officer who signs it is duty authorized to sign this Agreement.
(11) The Recipient shall comply with Public Law 103-227, Part C, Environmental Tobacco
Smoke, also known as the Pro-Children Act of 1994 (Act).This Act requires that smoking not
be pennittcd in any portion of any indoor facility owned or leased or contracted for by In
entity and used routinely or regularly for the provision of health, day care, education, or
library services to children under the age of 18, if the services are funded by Federal programs
either directly or through States or local governments. Federal programs Include grants,
cooperative agreements, loans or loan guarantees, and contracts. The law does not apply to
children's services pro`ided in private residences, facilities funded solely by Medicare or
Medicaid tbnds, and portions of facilities used for inpatient drug and alcohol treatment. The
Recipient further agrees that the above language evill be included in any subawards which
contain prop isions for children's ser,.ices and that all subrecipients shall certify compliance
accordin,ly. Failure to comply with the provisions of this law may result in the imposition of
a civil monetary penalty of up to S 1,000 per day.
( 12! the Recipient shall lla`e a published and puhhci'cd local outreach office tlUlIIhCI-is hen the
OultrCacll ol'tice is ,lien a minimum of -tst hoUI-S ilcr �`cck.or tall-free telephone minlhcr.
1 :i ChC Recipient CCtrtitics that it hall rr :hall COntinuC to prof ide a diuu-free workplace as sct
t itli I the recuLttirns irllpleiticimm-, the Drug-Free Workplace Act of 1 nti: 45 (TI? Part `! .
'Sui,han F. -Section", _0 030 0c Uld (d)(,i.
� 1
®1 "ACII1I E 'r (.
®VARItV FIES XND IRE: I SE T,®FIONS
\. Fir1,lnC1,11 tlanau0€11ent
Recipient warrants that its tuiancial illanagement sysicni ;Ball provide the tollo\%ing:
(1) .\CCuratc. Current and complete disclosure of the tinancial rc,ults of this project or prouram.
(_') Records that identifti' the source and use of funds for all activities. Cllese records shall contain
infilrniation peitainina to grant awards, authorizations, obligations, ull-Obligated balances, assets,
outlays, income and interest.
(;) Effective control o`cr and accountability for all funds, property and other assets. Recipient shall
safeguard all assets and assure that they are used solely for authorized purposes.
(4) Comparison of expenditures "ith budget amounts for each Request for Payment. Whenever appropriate,
financial information shall be related to performance and unit cost data.
(5) Written procedures for determining whether costs are allowed and reasonable under the provisions of the
applicable ONIB cost principles and the terms and conditions of this Agreement.
(6) Cost accounting records that are supported by backup documentation.
B. Coni etition
Recipient warrants the following:
(1) :'fit procurement transactions shall be done in a manner to provide open and tree competition.
(2) The Recipient shall be alert to conflicts of interest as well as noncompetitive practices among contractors
that may restrict or eliminate competition or otherwise restrain trade. In order to ensure excellent
contractor performance and eliminate unfair competitive advantage, contractors that develop or draft
specifications, requirements, statements of work, invitations for bids and,'or requests for proposals shall
be excluded from competing for such procurements.
(3) Awards shall be made to the bidder or offeror whose bid or offer is responsive to the solicitation and is
most advantarseous to the Recipient, considering the price, quality and other factors.
(4) Solicitations sliall clearly set forth all requirements that the bidder or offeror must fulfill in order for the
hid or otter to he evaluated by the Recipient. Any and all bids or offers may he rejected when it is in the
Recipient's interest to do so.
C. Codes OfCOnduCt
Recipient "arrants the tiollo"ins:
( I ) Reciplent .shall :naintaln %Fritten standards of conduct -,o%crnlnl the pertc7rmance of its enlploNees eii'-'.1ged
i!i the a"ard .t€ld adniiilistration o(contracts.
i,} No cnlplw,ee, ottieer, or a`cnt whAl 1"Irticip(Ite In the >Clectioll, a";Ird, or ;idniim-,iratlon of i contract
`lip}p ItCd Iri I�1111hC `I"atll 1llClds it .i iVa� ter apparent ct2niliCi of IntC1-C,t kWUld 1)e 111%01`Cd. .illeh a C (ItiILC
i lid hell tile cnlnlo eC, of(icer, or:it(ciit, mi% nienibcr of I11s 01- !let- 1111111edidtC tsentl V. III, OF her
p,w ier, or in organtlation It hich cnWkgs of is about to cniploy any ofthe parties huhcated, has a IbutubI
or kqher intwot in the firin selected for an aw;wd.
( ) IN officers, emplolees, and agents of the Recipient Inc ither solicit nor accept gatu airs, On ors. or
w diing of nwetary %alue from contractors, or partics to subcontracts.
(4) Fhe standards ofconduct shall provide for disciplinary actions to he applied fur violations of the standards
by officers, cmpO ees,or a`was of the Recipient.
D) Rusiiicss [[ours
The Rccipient warrants tlmt it shall We its offices open Air business, `pith the cri mice door open to the public,
and at least one employee on site, on (clays) I ��c�C� throu�1h g.i and from (finics) 1
to _ SKY
[:. l iccrisin, attd ['ennittin
Recipient n�affants that all subcontractors or employees hired by Recipient shall have and maintain all licenses
and penitits necessary to conduct the particular work fur which they are hired by Recipient.
EY '_Il1i 1,111EAPAGREF.MENT
k r r.kcmNa*'vr I
CF� R 'l F I C.VH 0 N REC;.® I)LNG 1)E11,®R`I EN,r, S U S P ENS I ON" I`EI,1("I It 1 ,rrY
AND `°OLUN I'ARY EXCLUSION
(1 ) certttles, by submiss loll of this doculnent,
that neither it nor its pincipats is presently debarred, ,u,pended, proposed tOr&IMMlent, declared incligible. or
r,oluntarily excluded from participation in this transaction by anv federal department or Ll_encv.
(1 t`here the Recipient's subcontractor i5 tillable to certitj to the abo`e Statement. the proSpecti`e
subcontractor shall attach an explanation to this fonii.
SUBCONTItLL®C rt}R:
(Type Name) , \
y:
Skmature Recipient's Name DYI
Name and"title DEO Contract Number
Street Address
City, State, Zip
Date
FY 2013 LIHEAP AGREEMENT
ATTACHMENT I
RECIPIENT INFORMATION
FEDERAL YEAR: 2013 CONTRACT PERIOD: Date of Signing through March 31,2014
lnstructions; Complete the blanks I-flghfighted in yellow. For item 11,put an"X"In whiichever highlighted box appIles to your agency.
L DEO CONTRACT NUMBER: 13EA-OF-1 1-54-01-.019 CONTRACT AMOUNT: 245,,491 00
TOTAL DIRECT CLIENT ASSISTANCE: 188,775,00
II® RECIPIENT CATEGORY: El Non-Profit Local Government State Agency
Ill, COUNTY(IES)TO BE SERVED WITH THESE FUNDS: Monroe
IV. GENERAL ADMINISTRATIVE INFORMATION
a. Recipient, Monroe County Board of Counr j Corr mr ssianers County 1-ocation: Honda
b, Executive Director or Chief Aciftnistrator: Sheryl Graham
C. Address: 1100 Sin,-ionlon Street,Sufte 2-257 City: Key West FL Zipcode: 33040
Telephone: 305-292-4510 Fax:' 375 295-4359
Cell: Email: gLkiartLILeryff rn2nroikqourjbLA_qoy
& Mailing Address: 11 Slrronfon St,Suite 2-257 City: Key West FL Zpcodw 33040
e. Chief Elected Official(for local governments)or Presideni/Chair of the Board(for non-profits):
Name: George Neugent Title: Mayor
-------`--Enter home or business address,telephone numbers and email other than the Recipient's
Address: 25 Ships Way city- Big Pine Key FL Zipcode: 33043
Telephone: 309-872-l 678 Fax: Email: n9qgqnL-g
f. Official to Receive State Warrant:
Name: Arny leavifin Title: Depuly Clerk
Address: 500 Whlitehead Street city, Key West FL Zipcodw 33040
g. Recipient Contacts
1, emrarrr Name: Sheryl Grahani Tift Social Services Director
TT5_ Zpcode: 33040
Address: osimonton street,Suite 2257 City: Key West FL
Telephone: 305-292 4510 Fax: 305-295-4359
Cell: Email: X:aham-jnerjo m roeLountyj!Agv
2. Fiaga..L Name: Amy He(.ivifln Title: Deputy Clerk
Address: 500 Whitehead Street City: Key West , FL. Zipcode 33040
Telephone: 305-292-3560 Fax: 305-295-3660
Cell: Erria&
h, Person(s)authorized to sigin reports: Sheryl Graham, K�m Wilkes Wean
............ ......................... . ......
i Agency's FIEID Number 59,.6(.XX)749 Agency's DUNS Number 73876757
V., AUDIT DUE DATE: Audit(s)are due lby the end of the Mrith.,month, foilow ng the end of the qj_qtpi;�Ls:.figioj_year.
Recipient Fiscal Year: October I®2012 thru September 30, 2013 Audit Due to 11',.)EO: June 30,2014
FY 2013 LIHEAP AGREEMENT
ATTACHMENT J
BUDGET SUMMARY AND WORKPLAN
RECIPIENT: Monroe q2yTty BoSrd CONTRACTa 13EA-OF-I 1-54-01-019
lnstrucfions° Enter the approprPate figures in the boxes highlighted in yellow Use only whole dollar amounts;no cents.
1. BUDGET SUMMARY'
LIHEAP FUNDS ONLY BUDGETED AMOUNT
245,491.00
ADMINISTRATIVE EXPENSES
---T-- - L
I isalaries including Fringe, Rent,Ubfifies,Travel,Other (Total cannot exceed 8.5%of Line 1)
Maximum Administrafive Expense: $20,866.74 20,000.0®LJ0
L--J—
TREACH EXPENSES
E3Salaries including F6nge,,Rent,utilities,Travel,Other(Total cainnot exceed 15%of the difference
between Line I &Line 2 (LJ ne I minus Line 2 times.15))* 33,823.00
Maximum Outreach Expense, $33,823.65
OIR CT CUENT ASSISTANCE,
4 Home Energy Assistance (Must be at least 25%of Line 1,) 62,000.00
25%Minimum Ca:l:cula�hon $6�13 7 2-7
6 Crisis Assistance 121,825.00
6 Weather Related/Supply Shortage/Disaster (Must be at least 2%of iine I 4,950D0
2%Minimum Calculifiors: J�4,909.82
M 7 TO'T:AL0:1RE:CT CLIENT�ASSISTANCE (Lines 4+5 �-61 188,775.00
To ALL
S (Le
—C L(G:3R—AND--TOT:A:LALLEXPENSES(Lines 2+3+7) 242,598.00
II® DIRECT CLIENT ASSISTANCE PLAN_
Estimated#of Estimated Estimated
Type of Assistance Benefits to Cost Per Expenditures
be Provided Benefit (Est#x Est$)
Summer Home Energy 124 250.00 31,000.00
Winter Home Energy 124 250.00 31,000.00
Summer Crisis 250 275.00 68,750.00
Winter Crisis 193 275DO 53,075.00
5
Weather Related/Supply Shortage 18 275-00 4,950.00
'upp'y...j"7 'd' u"[—TOTA—L --,— 709, 1,325.00 188�,77fOO��
R iess thain 8.59/6 of Line b is laudgeted for Administrafive Exlmnses,Ote Recipient may increase the Outreach Expenses. 1"he Mai AdministraUve Expenses F.9us
the total Outreach Ex1r.mnses may not exceed the sum of the o6qinal maximum atiowed for each of these line hems.---Total of tine 2 plus Une 3 may not excewl: 0 39 Line 2+Lkia 3 T 73—
82300
Estimated ExpendiftIPS given in the Assistance plan must agree w4h the corresponding vaiues on Lines 4-7
.3 5"
FY 2013 LiHEAP AGREEMENT
ATTACHMENT K
ADMINISTRATIVE AND OUTREACH EXPENSE BUDGET DETAIL(Lines 2-3)
Recipient: Monroe County Board of County Commissioners Contract: 13EA-O',-11-54-01 0019
Instructions On the form below, enter the detail of the figures listed on the Budget Summary If more space is needed.copy this form
copy this form to another tab and name the new tabs"Budget Detail I", 'Budget Detail 2". etc.
Line Expenditure Detail
Item LIHEAP FUNDS]
Number (Round up line items to dollars. Do not use cents and decimals in totals
ADMINISTRATIVE EXPENSES:
salary:Director 4.267,00
5%LIHEAP,15%CCE,20%MCT,4%C1,4%C2,22%GENERAL REVENUE,30%WAP
105 HIRS X S40 64/HR LOADED WITH FRINGE
salary:Sr.Grants Coordinator 10,186.00
15%LIHEAP,40%CCE,5%MCT,5%ADI,5%CCDA,5%C1,5%C2,20%GENERAL REVENUE
312 HIRS X S32.651HR LOADED WITH FRINGE
MISC-OTHER: 4.34700
1)PHONE,POSTAGE,FREIGHT- 250
2)PRINTING AND BINDING SUPPLIES- 352
3)OFFICE SUPPLIES 500
4)OPERATING SUPPLIES 245
5)RENTAL/COPIER 500
6)MAINTENANCE AGREEMENT 2500
(annual fee for maintaining internal data client tracking system)
TRAVEL: 1 person to the Annual FACA traing conference(airfare,meals,per diem) 1,200.00
TOTAL ADMINISTRATIVE EXPENSES -20-,000-06--
OUTREACH EXPENSES
salary:FULL TIME CASE MANAGER(INTAKE,ELIGIBILITY) 15,662.00
25%LIHEAP, 75%GENERAL REVENUE
5200 HRS X S30.12YHR LOADED WITH FRINGE
salary:STAFF ASSISTANTS(TWO INTAKE,ELIGIBILITY) $7936.00 x 2 employees 15,872.00
20%LIHEAP, 80%GENERAL REVENUE
400 HIRS X$119.841HR LOADED WITH FRINGE
TRAVEL: 1000 MILES X$.4451PER MILE(estimated local mileage) 44500
TRAVEL: I person to the Annual FACA traing conference(airfare,meals,per diem) 1 50000
Other(consumable office supplies such as postage for mail outs,equipment) 34400
TOTAL OUTREACH EXPENSES 33,823.00
nEd
31
FY 2013 LIHEAP AGREEMENT
ATTACHMENT L
MULTI-COUNTY FUND DISTRIBUTION
RecipienC Monroe County and of County Commissioners
Contract., 13EA-OF-11-54-01-019
Nurriber of Counties to be Served witti u"nis agreement:
If the Rec plent wfll serve more than one courity with this agreement,comp0ete khe forrn below, Describe how you will equitably
Wocate W-1EAP resources to each of the counbes you serve, 1"his plan must be in part based on the 150%poverty popWaUcn of
each county,
lrmtnjcfions. Enter approprWe data oMy M the cells below 0'iat are Wgtilighted in yeflow. Percentages will automatically populate
when file total direct client assistance arnount and all three c0urnns for each county are Mled fiia
Poverty Population Data Sauce: Provide the Ala S. Census data source for the 150%of poverty popWation used 4icluding 0--ie year of
the data, if any other data or factors are used in allocating the funds, describe and give the source.
Data Source
and
Description:
TOTAL DIRECT %OF AGENCY'S
COUNTY'S % CLIENT DIRECT CLIENT
COUNTY 150%POVERTY OF POVERTY ASSISTANCE ASSISTANCE
POPULATION'''., POPULATION IN $0.00 DOLLARS
SERVICE AREA COUNTY ALLOCATED TO
ALLOCATION THIS COUNTY
MONROE 188,775.,00 ;DIVf01
Total Budgeted Direct 0 0% 188,775.00
Client Assistance*
Aflocabon must be equal to Attachment,J, Budget Summary and Workppan, Lkw 7,
T_
FY 2013 LIHEAP AGREEMENT
ATTACHMENT M
JUSTIFICATION OF ADVANCE PAYMENT
RECIPIENT Monroe County Board of County Commissioners CONTRACT NUMBER: 13EA-OF-I 1-54-01-019
Any advance payrnent undw this Agreement is subject to s.216o 181(16)(a)(b),Fbwida Stahites and Section(17)(bl of this Agreement.
The Recioent shall invest cash advances In compliance with section.21(h)(2)(1)of the Common Rule,section.22 of OUS Circular A-110
as revised and Attachment B,subsection C of this Agreement Check the applicabie box below(che0 only cane).
MNO ADVANCE REQUESTED =ADVANCE REQUESTED
No advance payrnent is being requesied. Advance payment of - is requested. Balance of payments w
Payment WO be made solely on a be made on a reimbursement baris. These, funds are needed to pay staff,award
reimbursement basis. No addifianat benefits to clients,duplicate forms and purchase start-up supplies and eclOpment.
inforrination is required. We would not be able to operate the prograrn without this advance.
AQ16A/JCE REQt/EST IrVC7txt<SME�7 If an advance is requested,complete the following worksheet by filling in the cells highlighted in yellow.
DESCRIPTION (A) (a) (C) (D)
FFY 2010 FFY 2011 FFY 2012 Total
I 'TOTAL CONTRACT ALLOCATION(includes 0'00 0.00 0.00 0.00
any base Increases and carryforward dollars)
2 FIRST TWO MONTHS OF CONTRACT EXPENDITURES 0.00 0,00 0.00 0.00
AVERAGE PERCENT EXPENDED IN FIRST NDIV/01 #DIV/ 1 #DIVIOf NDIV/01
3 TWOMONTHS IDIvide line 2 by line 1) 0
The expenses for the first lwo months icr wRgich expeeaditure vrer reported need to be provided for the years you received a LIHEAP contract, If
you do not have this information,cad your contract manager and they VAR assist you.
The Recipient may request an amount up to the historical percent of expenditures for the first 2 months of the agreement OR 177E of the award,
whichever Is less.-
HISTORIC #OlV101 x 245,49120 #01V101
Cell D3 U HEAP Award Historical Advance
17%CALCULATION: 245,491�00 x 0.17 41,733,47
.... ......
LIHEAP Award Percent of Award Maximum Advance
NIONROE COUNTY BOARD OF COUNTY COINENIIISSIONERS
SUPPORTING DOCUMENTATION
ATTACHMENTS:
N. CERTIFICATE OF CORPORATE RESOLUTION
O. FIDELITY BOND DOCUMENTATION
P. UTILITY VENDOR AGREEMENTS
Q. COPY OF WAP MOU
R. COPY OF EHEAP MOU
S. OUTREACH OFFICES
T. WRITTEN COST ALLOCATION PLAN
U. CENTRAL CONTRACTOR REGISTRATION
40
ATTACHNIENT l
C� T� ICA'ff, C ATE c' " oy
1, as Secretary of
NOTAPPLIC4BLE a
Florida nonprofit Corporation (°"Corporation"), hereby certify that the following is a full,
true and accurate copy of the resolution of the Board of Directors of the Corporation,
duly and regularly passed and adopted at a meeting of the Board duly called and held in
all respects as required by law and by the bylaws of the Corporation on
, at which meeting a quorum of the Board was present, and that
the resolution remains in full force and effect and has not been modified or repealed.
WHEREAS, it is in the best interest of the Corporation to enter into a grant agreement
with the Florida Department of Community Affairs for the Fiscal Year 2008-2009 Low
Income Home Energy Assistance Program.
RESOLVED, that as the
of the Corporation is hereby authorized and empowered
on behalf of the Corporation to negotiate the terms for and to enter into and execute the
above described agreement with the Florida Department of Community Affairs, and to negotiate
the terms for and to execute any and all related documents which are necessary to
effectuate
the terms of said agreement.
Executed by me as Secretary of the Corporation on
Secretary
(Corporate Seal)
President
41
ATTAC H NI E NT 0
FIDELITY BOND
The following page (page 433) is a copy the Monroe County Board of County
Commissioners' Fidelity and Agreement.
42
TE,�LWOMAX.YYYYY)
TM CERTIFICA OA
TE OF PROPERTY INSURANCE 10 15 12012
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER, THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. TIMS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER.
If tWs cerIfficate ls boIng prepared for a Party who has an Insurable lWerest ki the Prop",do not use tlMs fornrr, Use ACORD 27 or ACORD 28.
"PODUCFR 1 561-995-67(D6
Arthur J. Oallaghar Risk Managamant Services, Inc. ............ .................
PHONE FAX
WC,No,Esth (A�C,Na�
2255 Glades Road AE-MDAM
DRESS�
Suite 400E PRODUCER
Boca Raton, FL 33431 CUSTOMERIM
INSURMAJ!H AfFORMN4 COVERAGE
INSURED L"sUREFt*:,rravo Lora cam a surety 1%GJ9
Konron County Board of Cc.mnty CommixeLoners;
INSURER R,
110a Simonton Street, Room 04SUMER C 02-274 ..............
INSUAFRD-�
Key West, FL 33040 INSURr"R 61
..................--- ...................
COVERAGES CERTIFICATE NUMBER: 29665214 REVISION NUMBEFtI
LOCAMN OF PREMISES I DESCRIPTION OF PROPERTY yAnvdc ACORD 101,Addftloaat Remerks Sotedule,it mare space Is requIved)
--—---------
PIJS 0, 17)(-,ERTIFY THAT THE POIACIES OF INSURMiCE USTED BF.I.,OW HAVE BEEN ISSUED TO THE IF NAMED ABOVE FOR THE POUCY PER10r)
INDICATED, NOTWITHSrANDING ANY REQUIREMENT, "TERM OR CONDITION OF ANY CONTRACT OR arm:�K' DOCUMENT)NITH RESPECT' TO WHICH THIS
CEIRTIFRCATE MAY BE ISSUED OR MAY FIERT'Aft TIME INSURANCE AFFORDED BY TINE POLICES DESCRIBED HEiREM M SUBJECT TO ALL r1HE TIERMS,
EXCLUSIONS AND CONDITIONS(,)F F UCI- POL CIES,00ffs S IOWN MAY HAVE,BEEN Rr,,0L9(,ED BY PA DL C WS I _A_
TYPE OF INSURANCE POLI W CY oolf," POLICY EFFECTIVE POLICY EXPIRATION OVERED PROPERTY LIMITS
LTR DATE(MMA " Mwo)DYY) DATE� oryyyy) C
MALEING
PROPERTY
CAUSES OF LOSS 0FDOC'IBLES POMONAL PROPERTY S
BASLC SWLOING RUSNESS LNCOME
j r,CO RA L.XPEJNSE
BROAD CONTENTS
SPECM1, REN tl AL VAII UE
EARo�cjuAKE BLANKET SUNDWG'
WI1140 Bt ANKE T PERS PROP
FL000 I BLANKELr BLDG&pp 5
INLAND MARINE ryPE OF PCH CY 5
CAUSEM OF O..CDSS
.............. ......
NAMr.0 PERILS F1011 CY NUMBER 3
A X CRIME I4D5692381 j 10/01/12 10/01/13 x CV0 FORM 0 3 1,000000
L"APF OF POLICY
PT,MLIC EMP 019 S
BMq ER&MACHINERY e S
EQUIPMENT BREAKDOWN
.............
SPECIAL CONDMONS P OTHER COVERAGES(Ansch ACORD 101,AddificuW Re.&aks Sc5wduI%W moes,space Ilp,QquwedI,
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
Monroe County Board of County, Catmissioneri THE EXPIRATION DATE THERECIF, NO"CE WILL BE DELIVERED IN
Attnz Maria simmik ACCORDANCE WITH THE POLICY PROVISIONS,
1:11,00 9jmwjnt".asj Stzeet, R=02,,274 AUTHORUED REPRE SEN rATWE
ray West , FL 33040 '10A I Davidl- %horrow
1995-2009 ACORD CORPORATION., All rights reserved.
ACORD 24(20091091 The ACORD name and logo are registered marks of ACORD 29665214
ATTACHMENT P
UTILITY, VENDOR AGREEMENTS
The following pages (pages 45 to 60) are copies of the "Utility Vendor
Agreements". The vendor agreement with one electric company Florida
Keys Electric Cooperative signed and executed their agreement.
However, the other electrical company, Keys Energy Services, CEO would
not sign the attached vendor agreement but would continue to work with our
agency in providing necessary assistance to their customers and our clients.
Directive from DEO was sought and no resolution as of yet, however we
continue to serve ALL KES customers with LIHEAP and welfare assistance.
44
Ur / /TC i�u ^
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
SOCIAL SERVICES
LOW INCOME HOME ENERGY ASSISTANCE PROGRAM/UHEAP1
VENDOR PAYMENT AGREEMENT
FORTHE
LOW INCOME HOME ENERGY ASSISTANCE PROGRAM
THIS AGREEMENT is made and entered into this day of , ZO1Z, by and Between
Monroe County, hereinafter referred to as("County")a political subdivision of the State ofFlorida
whose address is 1100 Simonton Street, Key West Florida, 33040 on behalf of its Social Ser-Vices
Department, and Florida Keys Electric Cooperative (FKEC), whose address is 91605 Overseas Highway
Tavernier, Florida, hereinafter referred toas(''Vendor").
WHEREAS, County has entered into a low-income home energy assistance program (LIHEAP) federally
funded sub grant agreement with the State of Florida, Department of Economic Opportunity(DEO),
(^L|HEAPA8/eement'); and
WHEREAS,the LIHEAP administered by Monroe County Board of County Commissioners, Social Services
Department, provides funding to assist |ovv income County Residents ("consumers")with payment of
their energy costs; and
WHEREAS,Vendor provides energy to low income consumers; and
WHEREAS, County agrees to pay Vendor funds from LIHEAP to assist low income consumers with
payment of their energy bills; and
WHEREAS, Vendor agrees to accept the funds from LIHEAP to assist low income consumers with
payment of theirenergV bills; NOW, THEREFORE.
In consideration of the covenants and conditions herein and for other good and valuable consideration,
each to the other, receipt of ,,vhich is hereby acknowledged by all parties, County an d Vendor hereby
igreeasfollows:
' ^
`
Vendor's Responsibilities and Duties.
The Vendor agrees to:
U Accept the LIHEAP funds from County's LIHEAP office as either full or partial payment of energy
bills for eligible low income consumers.
l) Charge eligible low income consumers, through Vendor's normal billing process, the actual
unpaid difference between the vendor payment made through the pro-ram and the actual
remaining unpaid cost of the home energy.
]) Eligible consumers receiving assistance under this program will not be treated adversely
because of receipt of this assistance.
4) Eligible consumers, on whose behalf a vendor payment is received,either in cost of goods
supplied urin the services provided, will not be discriminated against.
5) Adhere to and abide by the rules, regulations and guidelines of the LIHEAP program.
6) Notify County's LIHEAP office of any County payments not received by Vendor, for whatever
reason, after the thirty(30)day notice of intent to pay has expired and furnish a copy of the
payment guarantee.
7) Agree tp not terminate services after notification from Monroe County Social Services
that payment of an eligible recipient's utility bill will be made from LIHEAP funds.
County Responsibilities and Duties.
The County agrees to:
1) Determine the eligibility of energy customers to participate in the LIHEAP program.
Z) Provide L|HEAP funds to either partially orfully satisfy payment ofenergy bills for eligible low
income consumers.
}) Render payrnents to Venclor within thirty (30) days of County providing Vendor with notice of
intent to pay. Payment to Vendor shall be made to:
Name: Florida Keys Electric Cooperative
. .
Address: 9160s 6vemeas Highway
PO Box: PO Box377
City/State/Zip: Tavernier, Florida 3]O7U-0377
Q Provide Vendor:vith a resolution of guaranteed payments within hue (S) ,vorking days of
notification from Vendor ofany payments not received within the thirty(lO) day notice of
intent topay.
5) PnovideVendor»vith the rules, regulations and guidelines ofthe L|HEAP pno0nann, and
specifically those outlined in the LIHEAP sub grant agreement, between Nlonroe County Board
of County Commissioners and The State of Florida, Department of Community Affairs, DCA.
6\ A0ree to pay only energy related elements ofan eligible recipient's utility bill. In no
instance may water, sewerage or other non-energy related charges be paid expect if
required by the vendor bo meet the requirements of resolving the crisis. Any additional
charges of this nature are the responsibility of the client. When the benefit paid bythe
Monroe County Social Services om behalf of the eligible recipient does not pay the
complete charges owed, the eligible recipient will be solely responsible for the
remaining balance.
Terms of Agreement
The term of this Agreement shall be for five (5)years beginning on April l0, I0I2and
terminating on April l7. IOl7. However, this Agreement can be terminated by either party at
any time,with or without cause, upon no less than fifteen (15)days notice in writing to the
other party. This Agreement may also be terminated by the County Administrator upon such
notice as the County Administrator deems appropriate under the circumstances in the event the
County Administrator determines that termination is necessary to protect the public health or
safety.
|N WITNESS VVHEREOF, the parties hereto have executed this Agreement on the day and date first
written above in four (4) counterparts, each of which shall, without proof or accounting for the other
counterparts, be deemed an original agreement.
(SEAL) BOARD OF COUNTY COMMISSIONERS
OFM0WROE COUNTY, FLORIDA
Attest: DANNY L. KOLHAGE, CLERK
By: By:
Deputy Clerk Mayor/Chairperson
Date:
VENDOR
(SEAL)
Attest/Wit Florida Keys E| i qrative
- `
BY: � `�` ~ ' By:
Name Printed: / "' Tide:
�
Telephone: -
/
By: ' ' ' ' ~ Fax:
d / this / d f —
�annePrinte �` ' '' ( t y ayo '�°vrZOI2
=-
'
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SU.MMARY
Meeiino Daw:�� I,/I S/20 12 Division: Lot
Z� ..........
Bulk Item kN No ......
Staff Contact Person: Shervi Grahain liq-)
AGENDA ITEM WORDING: Rcquest,\pproval of Vendor Agreement Let 'nN-1(—mroe County
Spacial Services and Florida Keyi Electric Cooperative.
ITEM BACKGROUND: The Depai-trnent ofEcunomic Opportunity adrninisters d'ie federal funded
sub or rat aorcervent 1.111 AP, L.ow lacome En,crgy Assistance Program. -11fis grant allows `4onroe
Mz 0
C olin,ty Social SerOces to provitle firiancial assistance to low income residents in order to assist thern
with paying past due energy bills. Attachment A, "Scope of Work" Section D, Energy Vendor
Relations of the IAHEAP contract requirel the recipient. Monroe County. to maintam 'written
agreements with horne energy Appliers.
:7 IV
PREVIOUS RELEVANT BOCC ACTION: Prior approval gnuired on 2/15/12 for tile I-ow Income
Home Energy Assistance Pr am (I-MP) C ube EAontract Nmr 1 2E X-OF-11-54-01-019 between the
Department of Economic Oppominity and Monroe County Board of County Cominisswriers. item#C9.
CON TRACT/ACREEMENT CHANGES: rda
.................----.............
STAFF RECON14N[ENDA'rIONS: ,\pprov,,i,I
TOTAL COSTa $56,415M BUDGETED: Yes No_
cos,rro COUNTY- $0(no inatch requircd) SOURCE OF FUNDS: DEO-Grant funds-.—
REVENUE PRODUCING: Yes No X AMOUNT PER: MONTIL
APPROVED BY- county ,ktt OMB/Purcrlisiag Risk N1jnaeme on0-......
1 b.
1)()CU'.%[F,NT,%'rION* hicrIwIed Not Rcquired., To FoHow
DISPOSITION-- ... ........ AGENDA ITEM 4-...........................
MONROE COLJNTYB CHAR D OF C"-Otll l"I"Y' (",,'('),\[.\[[SS[ONE R,S
(UN FRACT SUMMARY
Contra�.� w4iv Florida Key's Pecwc Crooperafi%�: Comma
Effectikv Date: I.-MI i0l 2
Em�pjrrJtiun Date: 3.31.14
Contract PurposciDtsc6pliow Apprc v al of VendorAgreernent vvkh Florida Kos Eleoric(.`cuperafi e(FKJ`.X.')
w meet dw grant agreernevit Low Income Home Energy Av6stance Prn lzrarn Federally funded
Subgrant Agreement �%'umhe-r 12EA-OF-9 1-5 4-0 1-019 contractual ieqmreinentsand for the provkiwi of funds iro
Irani y e eczzic N11s for,low income Monroe Counry residents,
Contract Mana-er: Sher)l Grah 592 Social Service,4,Stop 1
4:19
(Ext.) (DepartmenUSrop(Name)
For BOCC ineer.ing on 4 31201' A,-,enda Deidline: 41312012
CONTRACT COSTS
Total Dollhr Vahte of'Con tract: approx. S56.4 15.00 Current Year Portiow S
Budgeted'? Yei X No Account Codes� 125............... 6153512.
5304303'3043
...............
County Match� -0-
Additional i',fwch: nf a
Total Match $0 ADDrriONAL COSTS
Estimated Ongoing Costs: S r For:-..,
............
t N,t mhAcd in dollar v.i I ne iN),o ijukfim -awopal,'Jaries,00
C'(J,NTR,A(.'T REVIEW
Changei Date Out
D"Ite I I Needed 'r Review
Diviskm Director Yes Nq�l t
Rkk Managewilefit yes r has
............... ......
O .M B,ipt�ahasiog
Yes
.......... ...... ..........................
.............. ............ ..............---------
..........
.............. ........
I It F Prin lie i it 24'27,0 1 %I P 12
Wilkes-Kim
From: Graham-Sheryl
Sent: Thursday, June 28. 2012 4:33 PM
To: Wilkes-Kim; steckley-marlene; Lawrence, Susan (Susan.La,.wenceCC deo.myflorid a.co in)
Subject: RE: executed vendor agreement
Susan,
Will Hilda he able to make any decisions on this hefore her retirement
Sheryl Graham, Director
Monroe County Social Services
1100 Simonton Street 2-257
Key West, FL 33040
305.292.4510 (Office)
305.295.4359 (Fax)
graham-sheryl�mon�roecou�nt -fl,�ov
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business are public record,aVaiLINC to the public and media upon request. Your e-mail coinnitinicatioil InaV be subject to public
diSCIOSUre.
From: Wilkes-Kim
Sent: Tuesday, June 26, 2012 10:49 AM
To: Graham-Sheryl; steckley-marlene
Subject: FW: executed vendor agreement
Fyi....
i I k e s-k i ni Jmonroecounty
i'Ira,c l;Ikc,1 rlt�nlent tt1 culnillett: +}ur( u,tt,nlLr�,ui<I,Iltitnl �ur\e\:
i1l[I}: lilttllruelttt� \irlll;tlltt\\I}hllll.I1C[ I';lee< Vt,llrtte(..ol i. \`vci Dof:, l', Your lt:cdh.11k i, 11111,oll;llll to Iltil
NeLlse 110tl: Florida hai a %t:r\ hroad ptillic rccord,� law. Vot t ttriuen con1111unicatioll,to of 110111 lilt`( tRlilf\ il' .1rtllG l tttllll\
hu,incs, ,lrt� public record. ,r\ailahle to the lnli`lit: ,lull nle,11,1 uhun rcyue>t. ) our -mall communlc,ltion w.11, I)r ,uhjrct to I)t1hhC
tii�clu,urc.
From: Lawrence, Susan [mailto:Susan.Lawrence adeo.myflorida.coml
Sent: Friday, June 22, 2012 8:58 AM
: Wilkes-Kim
Subject: R : executed vendor agreement
Good Morning Kim,
final decision has not been reached regarding Keys Energy and need for a vendor agreement. I am forwarding this to
Hilda as she has been discussing the issue with Paula Lemo. As soon as I have a response, I will let you know.
finks,
Susan Lawrence
( 717-6464
From: Wilkes-Kim [Wilkes- ionro oun -FL.Gov]
Thursday, June 21, 20129:15 AM
: Lawrence, Susan
: st kiey-marlene
Subject: executed vendor agreement
Hi Susan,
For your records, attached please find the final executed vendor agreement with one electric company, FKEC.
Any word on how to handle the other company, Keys Energy?
Thank you,
5a(-i,1I ")Lr`",C,-'
ISr. lar.lnt; C>r1r�i�n,ltur
,(i1te t if)
yllkes-kim(,Dmonroecounty-fl.
;'!l,l,c tai.e .1 n1u!llen[ to ctrnlhlete t,nr-�u�it'Ir1er tiuti,f;liliun '�urv;v
!T Int'l)l oct tIll.t II"tn't tkm llhali net I';t�c, `ilf lroci UI i ��Chi)t l l t,nl' I lh,llk It II'}I`t'rl,lill In Iltil
7
Wilkes-Kimn
From: Lawrence, Susan [Susan.LawrenceCo,,deo.myflorida.com I
Sent: Tuesday, June 12, 2012 8:10 AM
To: IoVilkes-Kim
Subject: RE: Vendor Agreement
Kim,
I have forwarded this to Hilda for her input.
Thanks,
Susan Lawrence
(850) 717-8464
From: Wilkes-Kim [Wilkes-Kim@MonroeCounty-FL.Gov]
Sent: Monday, June 11, 2012 2:40 PM
To: Lawrence, Susan
Cc: Graham-Sheryl; steckley-marlene
Subject: Vendor Agreement
Susan,
I have not obtained any further specifics from the CEO of Keys Energy Services.
Attached is Keys Energy Services"contract for service" between the customer and KES, the bottom portion references
the Customer Service Policy Manual which I have also attached.
Page 16 of the manual related to billing periods and delinquent bills. This is what she referred to in our conversation.
I got the impression she did not want to enter into any kind of written agreement, only to continue "working with us
verbally.
I will try to obtain further information.
kiin Wilkes 11'emi
Social Services
Sr. Grants Coordinator
Historic Gato Building
1100 Simonton Street
Suite 190
:<ey 'NeSt, rIonda 330-10
305-292--4538-ohone
305-295-4376-fax
HI-IJ, ) (A
A 1111'111C[It N) our Customer`,Illsfacnorl I;IIr%cy:
Molin"A'of-1, 'A',:hDocs cis Your tccdback is impondnt to iii
BOARD OF COUNTY COM.NMISSIONERS
AGENDA ITEM SUNI]NIARY
,Nleefing Date:--041.18/2012 Division:-Lounty Adminis LLratur—
Bulk Item: Yes _XL No Department:--,aQcja_,Service.,
Staff Contact Person: She I Grahain x4592
AGENDA ITEM WORDING: Request Approval of Vendor Agreement between Monroe County
S(,,)cial Services and Keys Energy Services.
ITEM BACKGROUND: The Department of Economic Opportunity administers the federal funded
sub grant agreement LHIEAP, Low Income Energy Assistance Program. This grant allows Monroe
County Social Services to provide financial assistance to low income residents in order to assist them
with paying past due energy bills. Attachment A, "Scope of Work" Section D, Energy Vendor
Relations of the LIHEAP contract requires the recipient, Monroe County. to maintain written
agreements with home energy suppliers.
PREVIOUS RELEVANT BOCC ACTION: for approval granted, on 2/1.5/12 for the Low Income
Home Energy Assistance Program (LIHEAP) Contract Number 12EA-,OF-11-54-01-019 between the
Department of Economic Opportunity and Monroe County Board of County CornmLisioners, item#C9.
CONTRA CT/AG REENIENT CHANGES: n/a
STAFF RECOMMENDATIONS:Approval
TOTAL COST:$84,623.00 BUDGETED- Yes K_ No_
COST TO COUNTY: $0(no match required) SOURCE OF FUNDS: DEO-G rant funds_
REVENUE PRODUCING: Yes— No X AINIOUNT PER® MONTH.; YEAR:
APPROVED BY: County Atty OMB/Pi hasing_ Risk Management,011
DOCUNIENTATION: Included x Not Required_...._.._ To Follow...........
DISPOSITION: AGENDA ITEM
Revised 8/06
iMONROE COUNTY BOARD OF COUNTY COININTISSIONERS
CONTRACT SUNI-MARY
Contract with: Keys Energy Services Contract:
Effective Date: 4-01-2012
Expiration Date: 3 31 14
Contract nirposelDescri pt ion: Apprioval of Vendor Agreement with Keys Energy Seryjces(KES)to meet the
grant agreement I..ow Enconie Home Energy Assistance Program Federally funded
Subgrant Agreement Number 12EA-OF-I 1-54-01-019 contractiml requirements and for the provision of hinds to
pay electric bills for low income Monroe County residents.
Contract Manager- Sheryl Graham 4592 Social Service%/Stop I
(Name) 44j'-� .�(Ext) (DepartmentlStop
For BOCC meeting on 4/18/2012 Azenda Deadline: 4/3/2012
CONTRACT COSTS
Total Dollar Value of Contra,ct: approx.$84,623.00 Current Year Portion: ........
Budgeted?Yes X No Account Codes: 125... ..°- 6153512-
�530430,53043
County Match: 0-
Additional Match: n/a
Total Match$0 ADDITIONAL COSTS
Estimated Ongoing Costs:$______Jyr For: ..............
(Not included in dollar value above) (C' 'N amtenance,utilities,janitorial,salaries,etc)
CONTRACT REWEW
Changes Date Out
D, e I d evie er
It
e Division-Di rector Yer, No
Risk Management
Yes rlls-I Z
0,NtBdPulolwsing Yes
County Atto,mey Yes
Comments: .......... ....
.......... ............... ...........
............... ............. .............
01 orm Revised 2127/01 MCP#2
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
SOCIAL SERVICES
LOW INCOME HOME ENERGY ASSISTANCE PROGRAM(LIHEAP)
VENDOR PAYMENT AGREEMENT
FOR THE
LOW INCOME HOME ENERGY ASSISTANCE PROGRAM
THIS AGREEMENT is made and entered into this day of 2012, by and
between Monroe County, hereinafter referred to as ("County") a political subdivision of the
State of Florida whose address is 1100 Simonton Street, Key West Florida, 33040 on behalf of
its Social Services Department, and Florida Keys Energy Services (KES),whose address is 1001
James Street Key West, Florida, hereinafter referred to as ("Vendor").
WHEREAS,County has entered into a low-income home energy assistance program (LIHEAP)
federally funded sub grant agreement with the State of Florida, Department of Economic
Opportunity (DEO), ("LIHEAP Agreement'); and
WHEREAS,the LIHEAP administered by Monroe County Board of County Commissioners, Social
Services Department, provides funding to assist low income County Residents ("consumers")
with payment of their energy costs; and
WHEREAS, Vendor provides energy to low income consumers; and
WHEREAS, County agrees to pay Vendor funds from LIHEAP to assist low income consumers
with payment of their energy bills; and
WHEREAS, Vendor agrees to accept the funds from LIHEAP to assist low income consumers with
payment of their energy bills; NOW, THEREFORE,
In consideration of the covenants and conditions herein and for other good and valuable
consideration, each to the other, receipt of which is hereby acknowledged by all parties, County
and Vendor hereby agree as follows:
Vendor's Responsibilities and Duties.
The Vendor agrees to:
1) Accept the LIHEAP funds from County's LIHEAP office as either full or partial payment of
energy bills for eligible low income consumers.
2) Charge eligible low income consumers, through Vendor's normal billing process, the
actual unpaid difference between the vendor payments made through the program and
the actual remaining unpaid cost of the home energy.
3) Eligible consumers receiving assistance under this program will not be treated adversely
because of receipt of this assistance.
4) Eligible consumers,on whose behalf a vendor payment is received, either in cost of
goods supplied or in the services provided,will not be discriminated against.
5) Adhere to and abide by the rules, regulations and guidelines of the LIHEAP program.
6) Notify County's LIHEAP office of any County payments not received by Vendor,for
whatever reason, after the thirty(30)day notice of intent to pay has expired and furnish
a copy of the payment guarantee.
7) Agree to not terminate services after notification from Monroe County Social Services
that payment of an eligible recipient's utility bill will be made from LIHEAP funds.
County Responsibilities and Duties.
The County agrees to:
1) Determine the eligibility of energy customers to participate in the LIHEAP program.
2) Provide LIHEAP funds to either partially or fully satisfy payment of energy bills for
eligible low income consumers.
3) Render payments to Vendor within thirty(30) days of County providing Vendor with
notice of intent to pay. Payment to Vendor shall be made to:
Name: Keys Energy Services
Address: 1001 James Street
PO Box:
City/state/zip: Key West, Florida 33040
4) Provide Vendor with a resolution of guaranteed payments within five (5)working days
of notification from Vendor of any payments not received within the thirty (30)day
notice of intent to pay.
5) Provide Vendor with the rules, regulations and guidelines of the LIHEAP program, and
specifically those outlined in the LIHEAP sub grant agreement, between Monroe County
Board of County Commissioners and The State of Florida, Department of Economic
Opportunity (DEO).
6) Agree to pay only energy related elements of an eligible recipient's utility bill. In no
instance may water, sewerage or other non-energy related charges be paid expect If
required by the vendor to meet the requirements of resolving the crisis. Any additional
charges of this nature are the responsibility of the client. When the benefit paid by the
Monroe County Social Services on behalf of the eligible recipient does not pay the
complete charges owed,the eligible recipient will be solely responsible for the
remaining balance.
Terms of Agreement:
The term of this Agreement shalt be for Five (5)years beginning on April 18, 2012 and
terminating on April 17, 2017. However, this Agreement can be terminated by either
party at any time, with or without cause, upon no less than fifteen (15) days notice in
writing to the other party. This Agreement may also be terminated by the County
Administrator upon such notice as the County Administrator deems appropriate under
the circumstances in the event the County Administrator determines that termination is
necessary to protect the public health or safety.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day and date
first written above in four(4)counterparts, each of which shall, without proof or accounting for
the other counterparts, be deemed an original agreement.
(SEAL) BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
Attest: DANNY L. KOLHAGE, CLERK
By: By:
Deputy Clerk Mayor/Chairperson
Date:
VENDOR
(SEAL)
Attest/Witnesses KEYS ENERGY SERVICES
By: By:.
Name Printed: Title:
Telephone:
By: Fax:_
Name Printed:. this day of 2012
E COUN ATT'r NEY
PF_CP0 MER Atop
ASSIST
Date `� t4 /2 -
ATTACHMENT Q
WEATHERIZATION ASSISTANCE PROGRAM
Monroe County Social Services is the current provider for Weatherization
Assistance in Monroe County. Our current Working Agreement contract
began in March 2010. The current allocation for Monroe County is
$4214,517.19 for ARRA funds. However, Monroe County Social Services
will be awarded in the future with regular WA P funds and will continue to
weatherize homes in Monroe County.
The WAP agreement requires that at least 10% of weatherized dwellings are
LIHEAP referral clients. We currently have met this goal and continue to
receive referrals from our current LIHEAP clients.
61
ATTACHMENT R
COPY OF THE MEMORANDUMS OF AGREEMENT BETWEEN
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS AND
THE EMERGENCY HOME ENERGY ASSISTANCE FOR THE
ELDERLY PROGRAM (EHEAP) PROVIDER.
The following pages (63-69) are copies of the Memorandums of Agreement
(MOA) between the Monroe County Board of County Commissioners AND
the Emergency Home Energy Assistance for the Elderly Program (EHEAP)
Provider, the Alliance for Aging, Inc. Also included are three (3) EHEAP
Intake Center Referral Agreements (one each for Upper, Middle and Lower
Keys).
62
\Iemorindtim ofAli—ement
Erner-encs Home Energy Assistance for the Elderly Program (EHEAEP)
and
Low-income Energy Assistance Program (LIHEAP)
the undersigned providers of energy assistance programs agree to coordinate services for
hcus,:halJs ccntai=3 a member of,60 years of age or older. This coordination will
pre`ent duplicate crisis assistance payments during the same hearing and cooling season.;.
Client records will be maintained by both agencies, which include the type of assistance
requested, the date requested, the d.sposition of the application and if approved, the
amount of payment to the vendor.
All parties will work together to increase the quality of services provided to seniors in
need of this service in Monroe County.
Signature ot'Xuithorizing Company Official Date
for the EHEAEP Program/Title
Alliance for Aging,
-47/-: q'I'Vc"Y' Z.1 ZC
Signature of Authorizing Company Official Date
for the Monroe County LIHEAP Program ritie
4
r T 4
4 7 i i V
-------------
Ir -n ,1) r
t�
E`°1 ERG E`JCY H(D'VlE ENERGY ASSISTANCE FOR THE ELOERLY PROGRAM (EHEAEP)
i"tTAKE CENTER REFERRAL AGREE-MENT
-,s .PJferral a',r,errert vet°:peen the A1113nce for Aginq, Inc., tre Area Agar.ry on Ag,rg ,AAA) fcr
�larr;rq 3rd :ereica Area (P SA) t t 3rd ��nt..s rim' r.^^�re�el r� +L
t. 3 intaxe Carter ;hail cegln on Ilia date the agreement 13s teen s gred by both 03rt:3s. °h cI aver ,S
cater. This referral agreement ;3 In affect for 3 peried of trr% that is equal to the Intake Canter s aoluntary
Jrrcl;rrant parcel .n tra EHEAEP prcgram. Ore purpcse of th's agreement is to promote the
deveiopment of a coordinated service delivery System to rreet the energy needs of the aged. Arother
purcose of this agreement :s to erab'e eligible elderly participants to access the EHEAEP prcgram in a
con°reniert manrer by going to the intake center nearest to their place of residence. Both parties agree
to and '.vill treat each participant with dignity and respect.
1. Objectives
A. To maintain a climate of cooperation and consultation with and between agencies, in order to
achieve maximum efficiency and effectiveness.
To promote programs and activities designed to prevent the premature institutionalization of
elders and disabled adults.
C. To require the parties of this Agreement to provide technical assistance and consultation to each
other on matters pertaining to EHEAEP beneflts and share appropriate information so
duplication may not occur.
0. To establish an effective `.vorking relationship between the Intake Center responsible for the
3 Initial assessment and verification of need, and the AAA that is responsible for management
' and oversight of the EHEAEP program.
11. Under this Agreement, the Intake Center agrees to the following:
A. To accept referrals at large from any elderly individuals in the community experiencing an
energy emergency crisis and in need of assistance.
To provide quality service(s) to the EHEAEP applicant.
C. To obtain ail documentation required under EHEAEP guidelines m order 'o establish that an
erergy crisis exists and that the applicant meets all pertinent eligibility requirements.
O. To ,-raintain tra EHEAEP applicant's confidentiality according to '42 CF .43 t 301.
E. T, (,r,vard 311 rrormat:cn cbtalned 3rd any required doeurrertatlon +n tt'? EHEAEP
•UOr;Irator 3t :Fe al'�arce for Sgirg Elder ` eichre for :'a5e 3paro',ai and ;,rocesslrj
G. i) 3Cher, '7 Iq '?Q'J '?f7 3r'3 3r,J ,'°4 :cllc:as Sod :rccedur3s cu,,t,r?d n
-°3 r'_31
r Under t"', 1gr®err'"t, :"a area Agency ,n aging 3gre4s to th9 following'
. -_ ..r. .3 7 '� • `ter^ 7) ��^.1^° S 1 � 1.7 f7 ,' ,' t ]
o re ai,.ert .3greerrent 3 !V,Mr3tad, ''3 !n!jke Carter agrees to iutrrit, :it :`3 1: c: t
-a errr!rjr9 is �eji,iared, a p 3n ',%r,ch �erliFes o.rrcedLr-35 '0 arsure 3er1!cas tO :--rilarrers ..'it jt `.a
-errin3t!cn.
A. 7ir-rir3tion at'NAl
Tt,,s .3grierrient .ray to lermirated :;y any party upon ro "ass than tti:r-y (30) c31erd3r days
^c,n I
ce, .,,itnout cause, unless a !riser lime 's mutually agreed upon by =n parties, n vriting.
Said rot:ca shall to delivered by cemPed mail, return receipt requested, or ii person -.v,th proof
cf Je6,iary.
B. Termiration for Breach
Unless a breach is waived by the area agency in .-viriting, or the parties fail to cure the breach
,viihin tk-o t,rre specified by the area agency, the area agency may, by written notice to the
parties, terminate the agreement upon no less than twenty-four (24) hours notice, Said notice
shall to delivered by certified mail, return receipt requested, or in person with proof of delivery.
In witness whereof, the parties have caused this 2 page agreement to be executed by their undersigned
officials as duly authorized.
Area Agency an In Intake Center
LLOO Simonton Streit, Key tJeec , FL )JO.Q
—M.RGENCY HOMIE ENERGY ASSIS TA-NC E FOR TPE ELOERLY PROGRAM (EHEAEP)
INTAKE CENTER REFERRAL AGREVOIV-4T
""-3 Area A,;er,:y 1,n Agx- tAAA) (,-,r
'-3)3rr,r!, ard Sa-r1c3 Area tPSA) 11 3rd'
;ra f,13xe C'er,,er, stail :eg:n on ',"a d3te !re agreerrent naSi Cein sigred ny -,ctm cart-is, P-'wer 3
rr's refer-31 agreerrert s in effect lor 3 period of Nn-9 ,hat ,s eqLal !o tie Irtake cer,°er S "Olurtarl
-ar,ro!!rr!rf zarcd n ,,-e EHEAEP prcgr3m. Ore 'iurcose of ;m,s agreement ii to Crcrrcte tre
service Jf a :cordmved setve deYer/ 5ystem to -reel the energy reeds of 'Pe aged. �rict?".er
purpose J 'Pli!ll agreement s !3 enable elig&@ elderly carlciparits to access the EHEAEP -rcgr3m in a
con,,,eriert rrarrer t:y goirg cl t,,,e stake cenler nearest to their pl3ce of residence. Both parties agree
to and mll 'reat each parl:cipant ,,,vith dignity and respect.
1. Objectives
A, To maintain a climate of cooperation and consultation with and belNeen agencies, in order to
achieve maximum efficiency and effectiveness.
13. 7a promote programs and activities designed to prevent the premature institutionalization of
elders and disabled adults.
C. To require the parties of this Agreement to provide technical assistant e and consultation to each
other on matters pertaining to EHEAEP benefits and share appropriate information so
duplication may not occur.
o. To establish an effective working relationship bet en the Intake Center responsible for the
nitial assessment and vertrication of need, an the AAA that is responsible for management
and oversight of the EHEAEP program.
11. Under this Agreement, the Intake Center agrees to the following:
A. To accept referrals at large from any elderly Individuals in the community experiencing an
energy emergency crisis and in need of assistance.
E3, To provide quality service(s) to the EH EP applicant.
C. To obtain all documentation required under EHEAEP gu-clefires n order lo establish tt"3f an
erergy cr!sis exists and that 'he 3policantrreets all pertinent elfg bifity requirements.
7:) maintain 0-j EHEAEP applicant's confidentiality accord,rg 'ci 42 CPR 43 7 301,
E. T,) lcr.-iard 311 •rforr-railicri �Waired 3rd any 'e(luved d4ccurrjr!3tic)n
f-1:.-rd:ratc-r 3t -%&-irce ,:r -',-prg :'der Helohre for case 3ccro-,31 -;rj
G. 7) 3(:t-ere .2rd --oica9 -ird -- cedir-23 ,,vr-j,j
- 3- 11
It J-,,,!-i r t 1� i Aqrsqrr-2rt, 1-9 Ar-i3 Aqer"--/ 3n Aging 1greei 10 '119
3
iv. rarmirjt:on
re 3%ert lqraerrert s !errr!rated, tre 1r!aka Carter i-rees ,0 suu,,rjt' at �r_? -:,, :e a! 2r!
10 '-2rrrT3'e 3 a clan ',,,ri!ch ertif'es PFOCedUresi 1.0 erSUr-1 3ar,CeS !I :Or5t,,-7";:_1rS ,,.0 rat
r,, -!jd �r s,.s:;-arded �)y ',:--3 '-arrr,r3!.,:i1
--
A. re"- 1r30Cn at 'N 11
7t3 3,`,[Cerrert T,,ly ce tarmiraled oy 3ily party u,ccn ro less than !hirty (30) '131erdar jays
-otfC9, ",V'Out cause. _jM!ess a 'esser time is mutually agreed upon by toth parVes, in vritirg,
Said rorce shall 'We deli-,ered by cartil"ed mail, return receipt requested, or in Person -,wth proof
of de!r'ery.
o. rcrrrir3(1Cn for ?reach
Unless a breach is waived by the area agency in writing, or the parties fail to cure the breach
.vithin, tle time specified by the area agency, the area agency may, by written notice to the
parties, terminate the agreement upon no less than twenty-four (24) hours notice. Said notice
shall be delivered by certified mail, return receipt requested, of in person .,vith proof of delivery.
In witness whereof, 'I-@ parties have caused this 2 page agreement to be executed by their undersigned
officials as duly authorized.
Area Agency an to Intake Center
12
1, 33050
Hr jai*
r
ENERGY ASSISTAMCM FOR THE SLOERLY Pq0G.RA%1 ;EHEAEP)
INTAKE CENTER REFERRAL AGREEMENT
s �eferl`31 Agre-ir-2n,' �-a!vieen lta A012nce For jaLa_q,.lr1C., 12 Area Agercy ,ri -'g,rg t'AAA)
-1'3rr,rg 3rJ A,-33 (PSA) It 3rd,,
-i-3 r,,axe_ Carler, 3rjil cegx on !k3 date !t'e agreement ti.33 nen s'g�-P_d oy :zitm -ar,,js
3,per Th;3 3ferr3l agreement �3 In affect for 3 cericd of tirra that �s equal 'a the f1fake Cer!er s ,ciurtiry
-!rro;srriirit ;3-ccl n 11-3 EHEAEP Program. One purpose of this agreement s to promote t"3
Of 3 cccrdirated service deliver/ system to meet the energy reeds of the aged. Aro!?-,.r
purpOSEII Of ;his 3greerrort is to enable eligible elderly participants to access the EHEAEP prcgram :rl 3
convenient rr,3rr,-3r by goirg to 11-,a intake center rearest to their pace of residence. Both part:as agree
,o and ovill treat each oarticiparit mlh dignity and respect.
1. Objectives
A. To maintain a climate of cooperation and consultation with and between agencies, in order to
achieve maximum efficiency and effectiveness.
E3. To promote programs and activities designed to prevent the premature institutionalization of
elders and disabled adults,
C. To require the parties of this Agreement to provide technical assistance and consultation to each
other on matters pertaining to EHEAEP benefits and share appropriate information so
duplication may not occur.
0. To establish an effective working relationship between the Intake Center responsible for the
initial assessment and verification of need, and the AAA that Is responsible for management
I J and oversight of the EHEAEP program,
It. Under this Agreement, the Intake Center agrees to the following:
A. To accept referrals at large from any elderly individuals in the community experrercfrg an
energy amergercy crisis and in need of assistance.
9, To provide quality service(s) to the EHEAEP appilcant.
C. To obtain ail -ocurrenlation required order EHEAEP guidelines ;ri order lo establish t"at in
-3rergy crisis exists and that t,"e aoplicant meets all cerfinent eligibility requirerrerts.
D. r) -rairlain trq EHEAEP -jocilicart's confidentiality 3ccord,rg to 42 CFR .131 110!
E. ro ',,r,,,,ard ill rfcrrration -,b!,aired and 3ry -iquircj iIccurreri3ricn o -e yH=_,=p
El,�C_�cujir,3tcr 3t :-e Xl,jrce 0-r Arprq er Heioline !,r !3s-3 3ocr-,',31 lf*rl
),,'here �rj :ri ::,Di,; -3s 3rd 0
31
i zn Aq�-ij _iqrssi ti e
r r
N, rarm1`latlon
o tr-i ?'.ent :h s igrairrert '3 !ern-:r"3'?d, 't e 'nt3:i3 Cer!;r 3�"rae5
prccid'uiles to 3r3ur? ser.'cas !o :Gr^,uirers 1 �✓t -,
A. rerrr waticn at L'lut
ri 3 agraerrent may ba !-?rrrira!ed by any party upon ro less than thirty (30) calerdar days
rotica, .vithout cause, Jn!ess a !esser tirr°e �s mutually agreed upon by both parties, n wrihrg.
Said notice shalt be delivered by certified mail, return receipt requested, or in person wi(h proof
J delivery.
f . rermiration for Breach
Unless a breach is '.valved by the area agency in writirg, or the parties fail to cure the breach
,vithin the time specified by the area agency, the area agency may, by written notice to the
parties, terminate the agreement upon no less than Nventy-four (24) hours notice. Said notice
shall be delivered by certified mail, return receipt requested, or in person with proof of delivery.
In Witness whereof, the parties have caused this 2 page agreement to be executed by their undersigned
officials as duly authorized.
Area Agency on Aging Intake Center �} n
,. f: / r i,.y®•l9 LJ / i1'c:wnr_r, art ✓u®.
ptlnt aim®, print ram*
99fl'Q Over®ea+ Hi�hw�v jn<<i�J ar ,ntation Key, FL
'••+ '"• JJ010
C v
ATTACHMENT S
EACH OFFICES
The following, Outreach Offices provide LIHEAP services:
Lower Keys
The Historic Gato Cigar Factory
1100 Simonton Street, Suite 1-200
Key West, Florida 33040
305-292-4408 (phone)
305-295-4376 (fax)
County Served: Monroe County
Current staff.- 2 Full time Case Managers, Administrative Assistant Case
Manager Supervisor, Grants Coordinator and Social Services Director
Office hours: Monday through Friday, Sam to 5pm.
Middle Keys
Marathon Government Annex
490 63 d Street Ocean, Suite 190
Marathon, Florida 33050
305-289-6016 (phone)
305-289-6317 (fax)
County Served: Monroe County
Current staff. Staff Assistant/intake specialist and Case Manager
Office hours: Monday through Friday, Sam to 5pm.
Upper Keys
Plantation Key Government Center
88770 Overseas Highway, Suite #I
Tavernier, Florida 33070
305-852-7125 (phone)
305-852-7159 (fax)
County Served: Monroe County
Current staff: Staff Assistant/intake specialist and Case Manager
Office hours: Monday through Friday, Sam to 5pm.
70
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ATTACHMENT T
WRITTEN COST ALLOCATION PLA '
Attached please find Monroe County Social Services Written Cost
Allocation Plan for the administering of the Low Income Home Energy
Assistance Program (LIHEAP).
71
Vlonroe County Social Services Written Allocation Plan
Below is a detailed explanation of Monroe County Social Services Cost
Allocation Plan for the LIHEAP Contract Year 2013-2014.
Administrative Expenses: (Salaries and fringe benefits)
These expenses consist of salaries of the Social Services Director and Sr.
Grants Coordinator. The budgeted allocations are based on an employee's
Personnel Action Form (PAF) which specifies the percentage of time each
employee spends performing the work of a particular grant or program. Each
employee also completes a "Personal Activity Sheet" each week which
reflects the number of hours the employee dedicates to different programs.
The Director and Grants Coordinator are not 100% dedicated to LIHEAP,
but spread across different grants and revenue funds.
These percentages allocated to LIHEAP were developed utilizing a cost
analysis, historical data, recurring Unit Cost Methodologies and taking into
account program requirements.
Salary expenses which includes fringe benefits total: $14,453.00
Other Administrative Expenses: (travel, training conference, phone, postage,
printing, Xerox, Maintenance agreement for LIHEAP database software and
office supplies).
These expenses are based on prior actual historical cost of the items utilized
to run the program efficiently.
Other Administrative Expenses total; $5,547.00
Total Administrative Expenses: $ 20,000.00
Outreach Expenses: (Salaries and fringe benefits)
These expenses consist of salaries for a full time Case Manager spending
25% of their time performing outreach, intake and eligibility determination.
The Case Manager is a full time employee with full benefits. The other 75%
of their time is dedicated to Welfare and paid out of the General Revenue
Fund.
Salary expenses for case manager total: $15,662.00
72
Other Outreach expenses consist of two staff assistant/intake specialist in two
separate outreach offices. These individuals work 40 hours per week with
full Benefits, but only expend '20% of their time performing LIHEAP
outreach duties. These duties would include setting up appointments, intake,
applications and referrals. These budgeted allocations are also based on an
employee's Personnel Action Form (PAF) which specifies the percentage of
time each employee spends performing the work of a particular grant or
program. Each employee also completes a "Personal Activity Sheet" each
week which reflects the number of hours the employee dedicates to different
programs.
The Staff Assistants are not 100% dedicated to LIHEAP and work the
remaining 80% under the General Revenue Funds in the department of
Welfare.
These percentages were developed utilizing a cost analysis, historical data,
recurring Unit Cost Methodologies and taking into account program
requirements.
Outreach salary expenses for 2 staff assistant/intake specialist
total: $15,872.00.
Additional outreach expenses consist of travel performed by the case
manager and staff assistants for needed home visits for eligible clients.
Travel expenses for I person to attend the annual FACA training conference
for ongoing LIHEAP training. Also included are miscellaneous expenses
consisting of consumable office supplies and materials.
Total Outreach expenses: $33,823.00
Other indirect expenses such as office space, Financial Audits, vehicle
maintenance and fuel for vehicles are donated/in kind items that are
provided via General Revenue Funds.
Implementation, oversight and periodic quarterly review of allocation plan
are completed by the Sr. Grants Coordinator, the Social Services Director
and further internal auditing by our Clerk of the Courts Fiscal department.
73
ATTACHNIEN'T U
CENTRAL CONTRACTOR REGISTRATION
The following pages (75-81) contain the print screen of the CCR
Registration for Monroe County Board of County Commissioners.
74
Wilkes-Kim
From: Graham-Sheryl
Sent: Friday, January 27, 2012 3:47 PM
To: Wilkes-Kim
Subject: FW: Emailing:CCR Registration and DUNS
Sheryl Graham, Director
Monroe County Social Services
1100 Simonton Street 2-257
Key West, FL 33040
305.292.4510 (Office)
305.295.4359 (Fax)
graham-shery(@monroecounty-fl.gov
HELP US HELP YOU!
Please take a moment to complete our Customer Satisfaction Survey:
http://monroecof.virtualtownhall.net/Pas4es/MonrocCoFL WebDocs/css Your feedback is important to us!
Please note: Florida has a very broad public records law. Most written communications to or from the County regarding County
business are public record, available to the public and media upon request. Your e-mail communication may be subject to public
disclosure.
From:Tennyson-Lisa
Sent: Monday, September 19, 2011 2:52 PM
To: Graham-Sheryl
Subject: Emailing: CCR Registration and DUNS
', Centrai Contractor Registrabon',- . .. .
CCR Horne CCR Search Federal Agency Registration News Release Notes Request Data Access Help
New Registration Manage Registrations Edit User Information Change Password Loy,Out
CCR Registration
Not to be used as certifications and representations. See ORCA for official certification.
Send Co Printer
Q 6-.q5
Registration Status: Active in CCR-, Registration valid until 04/20/2012.
Z-1
DUNS: 073876757
DUNS PLUS4:
CAGE/N'CAGE: 3C1Z4
Legal Business Name: COUNTY OFMONROE
Doing Business As (DBA):
TIN/EIN: 596000749
SS :
Division Name: DIVISION OF FINANCE AND BUDGET
Division Number:
Company URL:
Physical Street Address 1: 1100 SIMONTON ST RM 2-205
Physical Street Address 2:
Physical City: KEY WEST
Physical State: FL
Physical Foreign Province:
Physical Zip/Postal Code: 33040-3110
Physical Country: USA
Mailing Name: MONROE, COUNTY OF
Mailing Street Address 1: 1100 SIMONTON STREET
Mailing Street Address 2: ROOM 2-205
Mailing City: KEY WEST
Mailing State: FL
Mailing Foreign Province:
Mailing Zip/Postal Code: 33040-3110
Mailing Country: USA
Business Start Date: 07/02/1823
Delinquent Federal Debt: No
Fiscal Year End Date: 09/30
Number of Employees for This Location: 390
Number of Employees for All Affiliates: 390
Annual Receipts for This Location: 5225.887.665
Annual Receipts for All Affiliates: S225.897,665
Company Security Level:
I liuhest Employee Security Level:
DUN & BRADSTREET LINKAGE
This information comes from Dun & Bradstreet and is not editable by CCR users.
You may contact D&B Customer Service at 1-866-705-5711 (U.S. only) or a�ovt adi-ib.com (US and
International) to verify your company name, physical address, or parent information in their system.
DUNS: 073876757
Linkage Info Date: 04/27/2011
Headquarters Parent POC Global Ultimate POC
DUNS: 073876757 DUNS: 073876757
Name: COUNTY OF MONROE Name: COUNTY OF MONROE
Address: 1100 SIMONTON ST RM 2- Address: 1100 SIMON TON ST RM 2-
205 205
City: KEY WEST City: KEY WEST
State: FL State: FL
Zip/Postal Code: 33040-3110 Zip/Postal Code: 33040-3110
Country: USA Country: USA
Phone:
Domestic Ultimate POC
DUNS: 073876757
Name: COUNTY OF MONROE
Address: 1100 SIMONTON ST RM 2-
205
City: KEY WEST
State: FL
Foreign Province:
Zip/Postal Code: 33040-3110
Country: USA
CORPORATE INFOR-NATION
Type of Organization
U.S. Government Entity
Business Types/Grants
12 - U.S. Local Government
VW - Contracts and Grants
VR - Airport Authority
K%1 - Commission
Planning I nission
NJ
'I"W - Transit Authority
C7 - County
813 - Housing Authorities Public/Tribal
DISASTER RESPONSE INFORMATION
Bonding Levels
Construction Bonding Level, Per Contract (dollars):
Construction Bonding Level, Aggregate (dollars):
Service Bonding Level, Per Contract (dollars):
Service Bonding Level, Aggregate (dollars):
Geographic Areas Served
No geographic areas specified
GOODS / SERVICES
North American Industry Classification System (NAILS)
921110 - Executive Offices
921120 - Legislative Bodies
921130 - Public Finance Activities
921140 - Executive and Legislative Offices, Combined
921190 - Other General Government Support
Product Service Codes ( SC)
Federal Supply Classification (FSC)
SMALL BUSINESS TYPES
SDB. 8A and HubZone certifications come from the Small Business Administration and are not editable by
CC R vendors.
Business Types Expiration Date
North American Industry Classification Svstem (NAILS)
The small business size status is derived from the receipts, number of employees, assets. barrels of oil, and,lor
incuaN%att hours entered by the vendor during the registration process.
NAILS Description Small Business F111crulnu Small
Code Business
921110 Executive Offices No No
921120 Leuislative Bodies No No
921130 Public Finance Activities No No
921140 Executive and Legislative Offices, Combined No No
921190 Other General Government Support No No
FINANCIAL INFORMATION
Electronic Funds Transfer (EFT) Automated Clearing House (ACH)
Financial Institution: TIB BANK OF THE KEYS U.S. Phone: 305-292-4444
ABA Routing 067009280 Non-U.S. Phone:
Number:
Account Number: 60803208418 Fax:
Account Type: Checking Email Address: eservicei4tibbank.com
Lockbox Number:
Authorization Date: 04/21/2011
Remittance Information Accounts Receivable POC
Name: MONROECOUNTY Name: CHERYL MORGAN
FINANCE DEPARTMENT
Address Line 1: 500 WHITEHEAD STREET Email Address: emorgan(tt,monroe-clerk.com
Address Line 2: U.S. Phone: 305-295-3649
City: KEY WEST Non-U.S. Phone:
State: FL Fax: 305-295-3660
Foreign Province:
Zip/Postal Code: 33040-6581
Country: USA
Accepts credit cards as a method of payment: No
CC R POFNITS OF CONTACT
CCR Primary POC (Registrant Name) CC R Alternate POC
Name: LISA TENNYSON Name: TINA BORN
tennvson-lisalii.monroecount,�-
Email Address: fl.go'v ''C Email Address: boan-tinai monroecount-,--fl.i-,o-,�,- -
U.S. Phone: 305-292-4444 U.S. Phone: 305-292-4472
Non-U.S. Phone: Non-U.S. Phone:
Fax: 305-292-4515 Fax:
Government Business Primary POC Government Business Alternate POC
Name: LISA TENNYSON Name: VINA BORN
Email Address: tennyso n-I i sa(e�rno nroeCO Unt%- Emall Address: boars-tina'a monroCCOLIMV-11AYOV
il.(I - t__
WV
Address Line 1: 1100 SI'NIONTON ST. Address Line 1: 1100 SIMONTON ST.
Address Line 2: ROOM 2-2 10 Address Line 2: ROOM 2-210
City: KEY WEST City: KEY WEST
State: FL State: FL
Foreign Province: Foreign Province:
Zip/Postal Code: 33040-3110 Zip/Postal Code: 33040-3 1 1 0
Country: USA Country: USA
U.S. Phone: 305-292-4444 U.S. Phone: 305-292-4472
Non-U.S. Phone: Non-U.S. Phone:
Fax: 305-292-4515 Fax: 305-292-45 15
Past Performance Primary POC Past Performance Altemate POC
Name: Name:
Email Address: Email Address:
Address Line 1: Address Line 1:
Address Line 2: Address Line 2:
City: City:
State: State:
Foreign Province: Foreign Province:
Zip/Postal Code: Zip/Postal Code:
Country: Country:
U.S. Phone: U.S. Phone:
Non-U.S. Phone: Non-U.S. Phone:
Fax: Fax:
Electronic Business Primary POC Electronic Business Alternate POC
Name: LISA TENNYSON Name: TINA BOAN
tennyson-lisali,'bmonroecounty-
Email Address: fl.gov Email Address: boan-tina(ii-'monroeCOLinty-fl.gov
Address Line 1: 1100 SIMONTON STREET Address Line 1: 1100 SIMONTON STREET
Address Line 2: ROOM 2-2 10 Address Line 2: ROOM 2-2 10
City: KEY WEST City: KEY WEST
State: FL State: FI_
Foreign Province: Foreign Province:
Zip/Postal Code: 33040-3110 Zip/r Postal Code: 3 3040-3 110
Country: USA COLintn,: U SA
'05-292 U.S. Phone: -4444 U.S. Phone: -3,05-292-4472
Non-U.S. Phone: Non-U.S. Phone:
Fax: 3 05-29 2-4 5 15 Fax: 3 0 5-2 9 2-4 5 15
8 ,30
Previous Business Name Gox ernnient Parent
Name: Name:
Address Line 1: Address Line 1:
Address Line 2: Address Line 2:
City: City:
State: State:
Foreign Province: Foreign Province:
Zip/Postal Code: Zip/Postal Code:
Country: Country:
Corporate POC Marketing Partner Identification NLimber(*vIPIN)
Name: NIPIN: monroect I
Email Address:
U.S. Phone:
Non-U.S. Phone:
Fax:
EDI
Value Added Network:
Interchange ID (ISA) Qualifier:
Interchange Sender ID(ISA) Qualifier:
Functional Group (GS02) Identifier:
EDI POC
Name:
Email Address:
U.S. Phone:
Non-U.S. Phone:
Fax
Receive Remittance Advice Notices (820's) through their VAN provider: ---
CCR Version 4.11.1