Item F03 BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 11/20/2012
Division: County Administrator
Bulk Item: Yes X No
Department: Social Services
Staff Contact Person: Sher I Graha wx4592
AGENDA ITEM WORDING: Approval of Florida Department of Children and Families Standard
Grant Agreement#KPZ06, Emergency Shelter Grant formerly known as: 2011 ESGIPreventlon Grant
Solicitation#LPZ06 between Monroe County Board of County Commissioners (Communit
Services/Social Services) and the State of Florida, Department of Children and Families. y
ITEM BACKGROUND: Approval of Florida Department of Children and Families Stana
rant
Agreement#KPZ06, Emergency Shelter Grant (ESG) will provide funds to assist eligible f milii�es and
individuals to regain stability in permanent housing after experiencing a housin crisis a
homelessness. The Emergency Shelter Grant 2011 was applied for on 9119111. g ndlor
PREVIOUS RELEVANT BOCC ACTION: nla
CONTRACT/AGREEMENT CHANGES: New Agreement
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $100,000
BUDGETED: Yes X No_
COST TO COUNTY: $300,000 in kind (match required)
funds SOURCE OF FUNDS: Grant
REVENUE PRODUCING: Yes N/A No_ AMOUNT PER: MONTH: YEAR:
APPROVED BY: County Atty. OMB/Purchasing____ Risk Management
1
DOCUMENTATION: Included X
Not Required To Follow
DISPOSITION:
AGENDA ITEM#
Revised 8/06
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: State of Florida, Department of Contract: KPZ06
Children and Families
Effective Date: 12/1/2012
Expiration Date: 06/30/2014
Contract Purpose/Description: Approval of Florida Department of Children and Families Standard Grant
Agreement#KPZ06,Emergency Shelter Grant between Monroe County Board of County Commissioners
(Community Services/Social Services) and the State of Florida, Department of Children and Families.
Contract Manager: Sheryl Graham' ' 4592 Social Services/Stop I
(Name) C,allalw(� (Ext.) (Department/Stop#)
For BOCC meeting on 11/20/2012 Agenda Deadline: 11/6/2012
CONTRACT COSTS
Total Dollar Value of Contract: approx. $100,000 Current Year Portion:
Budgeted? Yes X No Account Codes:
County Match: $300,000
Additional Match:
Total Match$300,000 ADDITIONAL COSTS
Estimated Ongoing Costs: For:
(Not included in dollar value above) (e.g.Maintenance,utilities,janitorial,salaries,etc)
CONTRACT REVIEW
Changes
Date Out
Date In N
X Reviewer
Division Director S
Ye No
( J
Risk Management Yes 1
0
O.M.B./Purchasing It/ & 1,;;t-
Yes No
County Attorney 11/ p Yes No
Comments:
OMB Form Revised 2/27/01 MCP#2
M
FLORIDA DEPARTMENT OF CHILDREN&FAMILIES STANDARD GRANT AGREEMENT
This Agreement is entered into between the Florida Department of Children and Families, hereinafter referred to as the
"Department"and Monroe County, hereinafter referred to as the"Recipient."
I.THE RECIPIENT AGREES AS FOLLOWS:
A. Grant Agreement ORIGINAL
It will comply with the provisions of the Department's grant solicitation, LPZ06, and will perform all activities, terms,
and conditions, described in the Recipient's proposal to the Department, both of which are incorporated herein by reference,
unless otherwise specifically superseded by the provisions set forth in any attachments or exhibits to this
agreement.Project Summary of the Recipient's proposal which details project activities and performance measures is included as
Attachment 1. The Recipient agrees to comply with the provisions of the Department's Substantial Amendment, FY 2011
Consolidated Plan's Annual Action Plan, included as Attachment Ii and with its Policies and Procedures, the written
standards approved by the Department's Office on Homelessness, included here as Attachment 111, In addition, the Recipient
shall administer the award under the Emergency Solutions Grant incompliance with the Interim Rules for the program issued b
the U.S. Department of Housing and Urban Development dated December 5, 2011. y
_
f B. State of Florida Law,Jurisdiction, and Venue
This agreement is executed and entered into the State of Florida and shall be construed, performed, and entered in all
respects in accordance with the Florida law including provisions for conflict of laws. Courts of competent jurisdiction in Florida
shall have exclusive jurisdiction in any action regarding this agreement. Venue is the appropriate state court in Leon Co
Florida. Pursuant to Executive Order 11-02 signed on January 4, 2011, the Recipient will use the E-Verify system established
by the U.S. Department of Homeland Security to verify the employment eligibility of its employees and the subcontractors'
employees performing under this agreement.
C. Federal Law and Prohibitions Against Lobbying
If this agreement is funded by the use of federal funds the Recipient shall comply with any and all of the provisions of
federal law and regulation including, but not limited to 45 CFR, Parts 74 and 92, the Clean Air Act and Federal Water Pollution
Control Act as applicable,the Energy, Policy and Conservation Act(Public Law 94-163)and any Executive Orders pertaining to
the use of the grant funds. No federal funds may be used by the Recipient or its employees or agents for lobbying Congress of
the Florida Legislature. The Recipient shall not employ unauthorized aliens. The Recipient shall comply with all laws, orders,
and regulations pertaining to Equal Employment Opportunity. If applicable, the Recipient shall comply with the Pro-Children
Act of 1994.
D. Audits, Inspections, Investigations, Monitoring, Records, and Retention
The Recipient shall maintain books, records, documents, and electronic storage media, hereinafter "records,"
sufficient to reflect all income and expenditures of funds provided by the Department under this agreement and to demonstrate
the satisfactory performance of all activities required by this agreement. The Recipient shall maintain such records for a period
not less than six (6) years after completion or termination of the agreement, unless a longer retention period is mandated by
state or federal law or regulation. The Recipient shall make all records available for inspection by the Department, persons
duly authorized by the Department, federal authorities, or law enforcement personnel upon demand. At no additional cost to
the Department the Recipient shall make and supply such copies of records as may be necessary for investigations, audits,
program reviews, and compliance determinations to any organization or person duly authorized to inspect the records. The
Recipient shall comply with the requirements of Chapter 119, Florida Statutes, The Recipient shall fully cooperate with the
Department's agreement monitoring activities and audit requirements(Attachment IV).
E. indemnification and Insurance
To the extent permitted by Florida Law, the Recipient shall be fully liable for the actions of its agents, employees,
partners, or subcontractors and shall fully indemnify, defend, and hold harmless the State and Customers, and their officers,
agents, and employees, from suits, actions, damages, and costs of every name and description, including attorneys' fees,
arising from or relating to any alleged act or omission by the Recipient, its agents, employees, partners, or subcontracts,
provided, however, that the Recipient shall not indemnify for that portion of any loss or damages proximately caused by the
negligent act or omission of the State or a Customer.
The Recipient's obligations under the preceding paragraph with respect to any legal action is contingent upon the
State or Customer giving the Recipient(1) written notice of any action or threatened action, (2) the opportunity to take over and
settle or defend any such action at Recipient's sole expense, and (3) assistance in defending the action at Recipient's sole
expense. The Recipient shall not be liable for any cost, expense, or compromise incurred or made by the State or Customer in
any legal action without the Recipient`s prior written consent,which shall not be unreasonably withheld.
The Recipient's inability to evaluate liability or its evaluation of liability shall not excuse its duty to defend and
indemnify after receipt of notice. Only an adjudication or judgment after the highest appeal is exhausted finding the department
negligent shall excuse the Recipient of performance under this provision, in which case the State and Customers shall have no
9
obligation to reimburse the Recipient for the cost of their defense. if the Recipient is an agency or subdivision of the State, its
obligation to indemnify, defend and hold harmless the department under this Section 19 shall be to the extent permitted by law.
The Recipient shall determine the type(s) and extent of liability insurance necessary to provide reasonable financial
protection for the Recipient and any persons that may be served or affected by this agreement. The Recipient shall maintain
such insurance at its own expense, and shall furnish a copy of the certificate of the existence of such insurance upon request
1 Grant Agreement#KPZ06
(
by the Department. The Department reserves the right to require reasonable additional insurance at any time.
F. Risk Prevention and Incident Reporting
If the Recipient provides any services directly to clients, the Recipient shall comply with CFOP 215-6 for establishing
risk prevention and reporting any incident listed in CFOP 215-6. The Recipient shall immediately report any knowledge or
reasonable suspicion of abuse, neglect, or exploitation of a child, aged person, or disabled adult to the Florida Abuse Hotline at
telephone number 1-800-96ABUSE. This requirement apples to both the Recipient and its employees.
G. Confidentiality of Client Information
3 The Recipient shall not use or disclose any information concerning any clients or persons served by occasion of this
agreement for any purpose prohibited p p ed by
state or federal law or regulations except with the prior written consent of a person
legally empowered to give that consent or when authorized by law.
Al
H. Assignments and Subcontracts
This contract is for the provision of financial assistance to the Recipient who may not assign the agreement, any
portion of this agreement, the activities performed, or an
y The work relevant
agreement only with the prior written consent of the Departmentent.The Recipient tstresponsbe for maya ct the performancetoftall
3 actions, work, or duties regardless of whether such consent has been sought or granted. The State of Florida may assign or
transfer, in whole or in part, its rights, duties, and obligations to another governmental entity of the State of Florida by giving
written notice to the Recipient. Such transfer or assignment does not affect the Recipient's obligation to properly complete
work and perform in accordance with the terms of this agreement. The Recipient shall include or cause to be included in
subcontracts (at any tier) the substance of all clauses contained in this agreement that mention or describe subcontract
compliance.
1. Civil Rights Requirements
The Recipient shall comply with all civil rights laws, regulations, and orders including, but not limited to, Title VII of the
Civil Rights Act of 1964, the Americans with Disabilities Act of 1990, the Florida Civil Rights Act of 1992, and 45 CFR Parts 80,
83, 84, 90, and 91. The Recipient shall not discriminate against any employee or applicant on the basis of race, color, gender,
national origin, disability, age, or marital status.
J. Independent Capacity of the Recipient
The Recipient is an independent contractor. The Recipient shall act as an independent contractor and not as an
officer or employee of the State of Florida. The Recipient shall not represent to others that it has the authority to bind the
officers, employees, or personnel, (e.g.Department unless specifically authorized in writing to do so. The Recipient is not entitled to any benefits reserved for state
telephone service, clerical support). Theselprrovisionsrapplyt, heath care) or to thel Recipient, its employees,rt services (e.g. office space, supplies,
p oyees, subcontractors, and assigns.
K. Sponsorship and Publicity
The Recipient shall provide appropriate recognition of the role state funds play publicizing or advertising any
program or activities supported by the grant funds. Sponsorship material shall state "Sponsored by(Recipient's name)and the
p
State of Florida Department of Children and Families." The Department's name shall appear in the same size and type letters
as that of the Recipient. The Recipient shall not convey, represent, or claim that it is approved or endorsed by the State of
Florida or the Department, nor shall it permit others, on its behalf, to do so, whether directly or indirectly. The Recipient is not
entitled to use the state's name or mark for any purpose without obtaining prior written consent in each separate instance.
L. Gratuities
The Recipient shall not offer or provide any gift to any Department employee or officer of the State of Florida
throughout the period of this agreement and for two years thereafter. The Recipient shall ensure that its employees and
subcontractors, if any, comply with this prohibition.
M. Patents, Copyrights,and Royalties
If any patent arises or is developed, in whole or in part, as the result of the funds awarded by this agreement, the
Recipient agrees that it will refer the paten to the Florida Department of State to determine whether patent protection will be
sought in the state or federal government's name. All copyrighted materials produced or arising as a result of the funds
awarded by this agreement are hereby reserved to the State of Florida or federal government and shall be referred to the
Department of State. The Recipient shall fully indemnify, defend, and hold harmless the State and Customers from any suits,
actions, damages, and costs of every name and description, including attorneys' fees arising from or relating to violation or
infringement of a trademark, copyright, patent, trade secret or intellectual property right, provided, however, that the foregoing
obligation shall not apply to a Customer's misuse or modification of Recipient's products or a Customer's operation or use of
Recipient's products in a manner not contemplated by the Contract or the purchase order. If any product is the subject of an
infringement suit, or in the Recipient's opinion is likely to become the subject of such a suit, the Recipient may at its sole
expense procure for the Customer the right to continue using the product or to modify it to become non-infringing. If the
Recipient is not reasonably able to modify or otherwise secure the Customer the right to continue using the product, the
Recipient shall remove the g g
product and refund the Customer the amounts paid in excess of a reasonable rental for past use.
The customer sham not be Babe for any royalties.
Grant Agreement#KPZ06
(
N. Information Security Obligations
The Recipient shall designate an appropriately skilled individual to act as its Data Security Officer who shall act as a
liaison to the Department's security staff and who will establish and maintain an appropriate level of security for all data related
to this agreement collected or obtained by the Recipient. The Recipient shall provide necessary data security training to its
employees and affiliates. Recipient employees who have access to departmental information shall comply with CFOP 50-2 and
u
shall sign the security agreement forms described therein.
O. Health Insurance Portability and Accountability Act
The Recipient shall, where applicable, comply with the Health Insurance Portability and Accountability Act(42 U.S.C.
1320d)as well as all regulations promulgated pursuant to the act(45 CFR Parts 160, 162, and 164).
P. Emergency Preparedness
If the Recipient provides any services directly to clients, the Recipient shall develop and submit to the Department an
emergency 9 y preparedness plan not later than 30 days after execution of this agreement and updated plans shall be submitted at
least annually thereafter. The Department agrees to respond in writing within 30 days of receipt of the plan accepting,
rejecting, or requesting modifications. The emergencyp
preparedness plan shall, if implemented, enable the Recipient to
continue functioning; assure the safety and well-being of clients served, and ensure that the Department is fully informed at all
times.
Q. Whistleblower's Act Requirements
In accordance with section 112.3187(2), Florida Statutes (F.S.), agencies or independent contractors shall not
retaliate against an employee for reporting violations of law to an appropriate agency that creates substantial and specific
danger to the public's health, safety, or welfare. Furthermore, agencies or independent contractors shall not retaliate against
any person who discloses information to an appropriate agency alleging improper use of governmental office, gross waste of
funds, or any other abuse or gross neglect of duty on the part of an agency, public officer, or employee. Employees and
persons may file with the Office of Chief Inspector General, Agency Inspector General, the Florida Commission on Human
Relations or the Whistle-blower's Hotline number at 1-800-543-5353.
R. Support to the Deaf or Hard-of-Hearing
(1) The provider and its partners, subcontractors, and agents shall comply with section 504 of the Rehabilitation Act
of 1973, 29 U.S.C. 794, as implemented by 45 C.F.R. Part 84 (hereinafter referred to as Section 504), the Americans with
Disabilities Act of 1990, 42 U.S.C. 12131, as implemented by 28 C.F.R. Part 35 (hereinafter referred to as ADA), and the
Children and Families Operating Instruction (CFOP) 60-10, Chapter 4, entitled "Auxiliary Aids and Services Persons with
Hearing Impairment."
(2) The provider shall, if the provider or any of its partners, subcontractors, or agents employs 15 or more employees,
designate a Single-Point-of-Contact (one per firm) to ensure effective communication with deaf or hard-of-hearing customers or
companions in accordance with Section 504, the ADA, and CFOP 60-10, Chapter 4. The name and contact information for the
provider's Single-Point-of-Contact shall be furnished to the department's Grant or Contract Manager within 14 calendar days of
the effective date of this requirement.
(3) The provider shall, within 30 days of the effective date of this requirement, contractually require that its partners,
subcontractors and agents comply with section 504, the ADA, and CFOP 60-10, Chapter 4. A Single-Point-of-Contact shall be
required for each partner, subcontractor or agent that employs 15 or more employees. This Single-Point-of-Contact will ensure
effective communication with deaf or hard-of-hearing customers or companions in accordance with Section 504 and the ADA
and coordinate activities and reports with the provider's Single-Point-of-Contact.
(4) The Single-Point-of-Contact shall ensure that employees are aware of the requirements, roles & responsibilities,
and contact points associated with compliance with Section 504, the ADA, and CFOP 60-10, Chapter 4. Further, employees of
providers, its partners, subcontractors, and agents with 15 or more employees shall attest in writing that they are familiar with
the requirements of Section 504, the ADA, and CFOP 60-10, Chapter 4. This attestation shall be maintained in the employee's
personnel file.
(5) The provider's Single-Point-of-Contact will ensure that conspicuous Notices which provide information about the
availability of appropriate auxiliary aids and services at no-cost to the deaf or hard-of-hearing customers or companions are
posted near where people enter or are admitted within the agent locations. Such Notices must be posted immediately, but not
later than March 12, 2010,with respect to current providers(partners, subcontractors,and agents).
The approved Notice can be downloaded through the Internet at: http://www.dcf.state.fl.us/admin/ig/Civilrights.shtml.
(6) The provider and its partners, subcontractors, and agents shall document the customer's or companion's preferred
method of communication and any requested auxiliary aids/services provided in the customer's record. Documentation, with
supporting justification, must also be made if any request was not honored. The provider shall submit Compliance Reports
monthly, not later than the 5`�'business day following the reporting month. to the department's Grant or Contract Manager. The
Provider shall distribute Customer Feedback forms to customers or companions, and provide assistance in completing the
forms as requested by the customer or companion.
(7) If customers or companions are referred to other agencies, the provider must ensure that the receiving agency is
notified of the customer's or companion's preferred method of communication and any auxiliary aids/service needs.
Grant Agreement#KPZ06
11. THE DEPARTMENT AND THE RECIPIENT AGREE AS FOLLOWS:
A. Grant Amount, Funds Disbursement,and Compliance with State Comptroller Requirements
(1) The Department shall provide financial assistance to the Recipient in an amount not to exceed $100,000 00 in
accordance with the deliverables indicated in the Recipient's Project Summary, Attachment I. The State of Florida's
obligation to pay this amount is contingent upon an annual appropriation
Department shall reimburse the Recipient on the basis of monthly req ests for paymentture submitted to the and the �Ig aiint mof fun . The
anage us ng
Attachment V, Request for Reimbursement. The Recipient shall provide records to the Department evidencing that all funds
provided by this agreement have been used for the purposes, and in the amounts, described in the Recipient's proposed
budget. The Recipient shall vary from the Budget, Attachment VI, only with the prior written consent of the Department which
hone numbers and e-
mail addresses) by either party, notice shall be provided in writing to the other party and the notification attached to the originals
must be obtained in each separate instance. Upon change of representatives {names, addresses, telep
of this agreemen#. The Recipient shall promptly return to the Department any overpayments due to unearned funds, disallowed
or ineligible expenditures, or accounting or record keeping errors. The Recipient shall return such excess funds immediately
upon discovery by it or its employees or upon receiving written notice from the Department.
(2) The parties shall comply with Section 215 97, Florida Statutes. Expenditures of state financial assistance shall
t comply with laws, rules, and regulations applicable to expenditures of state funds, including, but not limited to, the Reference
Guide for State Expenditures. All funds charged to this agreement must be allowable and must result from obligations incurred
during the term of the agreement. Any balances or unobligated cash that have been advanced or paid that are not authorize
for retention for direct program costs in a subsequent period must be refunded to the Department. d
B. Official Payee and Representatives(Names,Addresses, Telephone Number, and e-mail addresses):
� The Recipient name, as shown on page 1 of agreement, and mailing address of the official payee to whom th'e grant manager for the Department.fors 3. The name,address,telephone nu mbsraagre meentlisddress of the payment shall be made is:
Name: Monroe County
Name: Theresa Phelan
Address: 500 Whitehead Street
Address: Department of Children and Families
111112 Street
City: Key West State:FL Zip Code:33440 Phone:305-294-4641 City: Key West State:FL Zip Code:33040 Phone:305-292-6810
e-mail:trixie_phelan@dcf.state.fl.us
2. The name of the contact person and street address where 4. The name,address, telephone number and e-mail of the
Recipient's financial and administrative records are maintained is: representative of the Recipient responsible for administration of the
Name: Sheryl Graham program under this agreement is:
Address: Monroe County Social Services Name: Sheryl Graham
Address: Monroe County Social Services
1100 Simonton Street
ton Street
City: Key West State: FL Zip Code:33040 Phone:305-292-4510 City: Key WeStateOnFt_ Zip Code:33040 Phone:305-292-4510e-mail: graham-shery1 monroecounty fi cgove-mail: sheryl(rsnonrocecounty fE cin
C. Termination
This agreement may be terminated by either party without cause upon no less than 30 calendar days written notice to
the other, said notice to be delivered by the U.S. Postal Service, or an expedited delivery carrier with evidence of completed
delivery in either instance. In the event funds used to support this agreement become unavailable the Department may
terminate this agreement upon no less than 24 hours notice, in writing, to the Recipient. In the event the Recipient fails to
comply with the terms and conditions of this agreement the Department may terminate the agreement upon no less than 24
hours (excluding Saturday, Sunday, and Holidays) notice in writing to the Recipient. The Department must specify in its notice
the circumstances and conditions pertaining to the termination for failure to comply. The Department's failure to demand
performance of any provision of this agreement shall not be deemed a waiver of such performance nor shall the Department's
waiver of any one breach of any provision of this agreement be deemed to be a waiver of any other breach and neither event
shall be construed to be a modification of the terms and conditions of this agreement. The provisions herein do not limit the
Department's right to remedies at law or in equity.
D, Severability
If a court deems any provision of the Contract void or unenforceable, that provision shall be enforced only to the
extent that it is not in violation of law or is not otherwise unenforceable and all other provisions shall remain in full force and
effect.
4 Grant Agreement#KPZ06
E. Notice
Any notice that
au required under this agreement shall be in writing, and sent by U.S. Postal Service or any expedited
delivery service that provides verification ofde|imaryorbyhandde(ivery Saidn���esha|| beoe �tzth
»edpient»esponsib|efnradm�niotxoUonof the gmnt &othedeuignahadad."reoocontainedin�hi n enaPeaen&adveofthe
. this
F. Modification,Amendment, and Entirety of the Agreement
|� This agreement may only be modified or amended inwriting with such modifications or amendments duly a|gned byboth parties. This agreement and its attachments, |. H. Ui |V. Vand VI, and any referenced exhibits' together with anyduuumen= cupvratenoyrefensnoe. constitute the entirety of the agreement, There are no other terms or conditions other
than those contained herein. This agreement supersedes all previous communication and nypreaent representations between the parties
or their representatives
G. Duration of the Grant Agreement
2014 Th�AgeementshnUbegin on the date onwhk±the last uf the pa�ieamfUxomits signature and ohaUend on June 3O. un|oasotherwise terminated in accordance with Section ||. C, '
8y signing this agreement the parties agree they have read and agree to the entirety oo described above.
(N WITNESS THEREOF, the parties have caused this 46 page agreement tobe executed below.
RECIPIENT: Monroe County FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES
Signature:
Signature:
printnypo
pnnurvpo
Name: DaviupRioe P. Name: Estxo,xaooho
Title: Mayo,
Title: Southern Region Managing Director
Date:
Federal Tax m#:so-Goon7*o Approved as to Form and Legal ReupientFiscal Year Ending oa�: VmO Sufficiency
Oil
AP H V AST
5 Grant Agreement#*PZns
Attachment 1
Project Summary
ON Grant # KPZ06
Provider Monroe County (Social Services)
1100 Simonton Street
Key West, Florida 33040
j
Grant Period December 1, 2012—June 30, 2014
Project Activities �
* Assist with past due rental and /or utility assistance
• Assist with short-term rental and/or utility assistance
• Assist with other relocation costs such as security deposits
j • Case management and overall administrative oversight of the project, including
support of the Homeless Management Information System (HMIS)
!� Project Outcome 40 households will be served !
i
Project Performance • Reduce the n�the
of households with children, both sheltered and
i Measures unsheltered, Continuum of Care
• 50% of households served will remain in permanent housing six months after
the last assistance has been provided
i
Project Budget� g I Rapid Re-Housing !
Rental Assistance $ 1,000
Financial Assistance Costs $ 3,000
j
I I Services Costs
$ 2,000
Homeless Prevention j
j Rental Assistance
$ 79,650
I Financial Assistance Costs $ 6 750
Services Costs
HMIS $ 3,600 i
Administrative Costs $ 1,500 I
$ 2,500
I
Total Budget
j $100,000
i
Project Match 100%
f$100 000—can be cash or in-kind services, reported quarterly
Project Reporting • Monthly Activity Report to be submitted to contract manager with each
h invoice
Quarterly Status Report due to contract manager and Office on Homelessness
— t�
by the 15 day following the end of the quarter
Attachment I
Flwids Oe penmen(oT
Children&Femities
Rick Scott
State of Florida Governor
�.. k Department of Children and Families
David E.Wilkins
Secretary
Substantial Amendment
FY 2011
Consolidated Plan's
Annual Action Plan
Emergency Solutions Grant
Office on Homelessness
March 1, 2012
1317 Winewood Boulevard, Tallahassee, Florida 32399-0700
Mission: Protect the Vulnerable, Promote Strong and Economically Self-Sufficient Families, and
Advance Persona[ and Family Recovery and Resiliency
Department of Children and Families
Substantial Amendment
F--,' 2011 CC7.-IS014dated Plan' s Annual Action Plan
The Department of Children and Families has -prepared this substantial
amendment in accordance with the requirements of 24 CFR. part 91, and the
state' s citizen participation plan. This amendment shall govern the
Department's application for $1, 683, 590 under the Emergency Solutions Grant
with- J p-the U.S_ Department, of _Hous.Lng, and- Urban-DevIelo-ment'.11-
This document shall address the recTaired elements of the substantial
amendment, pursuant to the HUD Notice posted online on January 23, 2012.
1 Standard Form 424, Application for Federal Assistance SF 424 is enclosed as
Attachment 1.
2. Summary of Consultation Process
The Department of Children and Families initiated the required consultation
with Florida's 28 continuum of care planning lead agencies upon the release
of the Interim Rule governing the Emergency Solutions Grant. On December
14, the Office on Homelessness provided a briefing on the new Emergency
Solutions Grant to the lead agencies of the continuums of care. This
briefing was included as part of the agenda for the Council on
Homelessness' Continuum of Care Committee monthly call . Following up on
this discussion the Department sent out a survey to all 28 of the continuum
lead agencies requesting input on the following items:
• Existing Continuum of Care goals and strategies in place for
each of the eligible components of the Emergency Solutions
Grant (ESG) .
• Priority levels for funding by the Department among the
eligible ESG components, based upon the level of unmet need in
the local continuum.
of the state' s ESG funded recipients,
How the lead agencies can assist the Department to evaluate
the performance of ESG projects.
�s
9 MLssess -urrent funding needs for the local homeless manaaement
information system, and assuring that the Department' s ESG
recipients are fully participating in HMILS data entry.
0 Seek ideas on how the state can help ensure coord-ination and
integration at the community level with other homeless and
Mainstream services.
8 h--the
- 'inert - - - -- t
Soughtf _i_nput an whether the stat 811OUld establi
required written standards to govern the use of Emergency
Solutions Grant, or require the local recipients to establish
and implement such standards.
• Inventoried the current status of "centralized or coordinated
assessment systems" in place within each continuum of care
area.
The Office on Homelessness followed up on the survey as part of the January
11 call of the Council' s Continuum of Care Committee. This discussion
addressed the need to ensure that the state's recipients of the ESG are
fully engaged in the MIS data entry. The continuums were briefed on the
eligible HMIS costs that can be covered under the ESG rules.
On February 3, the office held another conference call with the lead
agencies of the continuums to specifically discuss two issues.
1 . The performance measures to be established to evaluate the
outcomes achieved by the state' s ESG funded projects, as
assessed jointly by the Department and the continuums .
2. Whether the state should establish the required written
standards for the ESG program, or require the 'Local recipients
to write and implement the standards.
As a result of this discussion, four performance measures were identified
and supported by the continuums. Further, consensus was reached that the
Department should require the local recipients to establish the written
standards. This is consistent with Florida legislative intent that the
community should establish the homeless assistance plan to reflect the
community' s unique needs . The Department will set a target population
priority to assist families with children Facing homelessness. These
results were sent out to all lead agencies for their review and further
input .
C,
J0
---------------
Upon posting the draft Substantial Amendment, the Office held another
conference call with the lead agencies on February 24 to solicit ccmnents-
or- the Department's plan for using the Emergency Solutions Grant for 2011.
T -r--ro,There were no concerns or proposed changes offered by the 'Lead agencies to
the amendment.
3 . Summary of Citizen Participation Process
The Consolidated- Plan -s established citizen--partic ipation--process _.for
substantial amendments reTdires the following actions :
1. At least one public hearing shall be held during the
preparation of the amendment to the Action Plar, to receive
comments from interested parties.
2. The draft amendment to the Action Plan shall. be posted to the
agency website and made available to the public upon request .
3 . The public shall be given 1S days to comment on the draft
amendment.
4 . Written comments received shall be acknowledged in writing and
a summary of written comments with the State's response shall
be incorporated in the Substantial Amendment submission.
The Department noticed the public hearing on the preparation of the
Substantial Amendment in the Florida Administrative weekly. The notice
ran on February 3. Tile Department held the public hearing by conference
call on February 13 . The Office on Homelessness posted the agenda for
the February 13 hearing on the Department' s internet site. The
conference call was opened at the noticed time. There were no callers
participating on the conference call.
The Department posted the draft Substantial Amendment to its internet
site on February 20 . The fifteen day public comment period ended on
March 6. The Department received no written comments on the draft
4. Match
The local recipients of the Department' s Emergency Solutions Grant awards
are responsible for providing the required match, The local recipients
may comply with the required match by providing the matching funds wit-h
cash or in-kind services. Match sources used on a previous ESG grant may
not be used on a new award.
Sased on the ap-plications pending award under the Emergency Solutions
Grant for homeless prevention and rapid re-housing of the homeless, the
tcllowincr match sources are committed.
State grant- in aid funds 372,562
Local and other federal $ 729, 044
gr ant s __11---------
Private cash $ 524,124
In-kind match $ 404,052
Value of volunteer efforts $ 104,848
TOTAL $2, 134,630
The match sources are committed by the local applicants to carry out
-eligible prevention, re-housing, HMIS and grant administration costs,
allowed under the December 5, 2011 Interim Rule.
5. Proposed Activities and overall Budget
a. Proposed Activities
The Department proposes to use the 2011 allocation of the Emergency
Solutions Grant to fund the following activities:
• Rapid Re-housing - Rental Assistance
• Rapid Re-housing - Housing Relocation and Stabilization Services
• Homeless Prevention Rental Assistance
• Homeless Prevention Housing Relocation and Stabilization Services
• HMIS
No funding is rro-posed to be used from Department's second allocation of
funds, nor from any reallocation of the first allocation of funding for
Emergency Shelter activities, or for Street Outreach.
Activities Proposed far Funding for 2011
i) Rapid Re-Housing — Rental Assistance
7n consultaticn with the lead agencies of the Continuums of
care, the allocation of the funds for rapid re-housing received
a high priority rating. This priority also reflects the
Federal preference for re-housing the homeless. Therefore, the
rapid--rei�-Iousing--activity--has-,pr-iori-ty,-, in---the -c alloat-ion-of,
funds under the state' s Action Plan.
Rental assistance to homeless individuals and households may be
provided on a short term basis (up to three months) , or for a
.medium term of up to 24 months. Rental payments for past due
rent in arrears may be allowed up to a maximum of 6 months.
Under the Department' s 2011 Action Plan, rent shall be tenant
based only. For this grant period, rental assistance on a
project based arrangement is not authorized.
Based on the preliminary budgets submitted by the local
applicants, the Department estimates that 213 households will
be assisted to move from homelessness to permanent rental
housing. This estimate was based on the Department's actual
re-housing costs per household expended by the sub-recipients
of the Homeless Prevention and Rapid Re-Housing Program awards.
Under the Outcome Performance Measurement System, the rental
assistance for rapid re-housing is included under the "Decent
Housing/Affordability" outcome/objective category. See Table
3C in Attachment 2 for estimated outcomes.
The anticipated start date for the local grantees is July 2012,
based on the execution of the grant award to the Department in
late May or early June. Local grantees will have until June
30, 2014 to expend the grant funding. The preliminary budgets
submitted by the local grantees proposed to expend $397, 729 on
arrant aa_s__
will provide match of at least $397,729.
Rapid Re-Housing-Relocation and Stabilization Services
As reported for rental assistance to re-house the homeless, the
Act-on Plan establishes a h 4 gh priorit-1, for the relocation and
stabilization services provided to the household to be re-
-----------
housed. Al? participants receiving rental assistance payments
must receive case management services.
The following services shall be el-',ctj'j)7e --or fundi-zcr rider the
grant awards to local agencies; pursuant to 24CFR
• Rental application fees
• Security deposits
Laste rilont'1111-siPent
• Utility deposits
• Utility payments
• Moving costs
• Housing stability case management
• Housing search and placement services
Mediation
• Legal services
• Credit repair
These eligible financial assistance and service costs will be
tied to the estimated 164 households to be re-housed under the
rental assistance activity. The preliminary budget allotted by
the proposed local grantees for relocation and stabilization
services is $191, 863 .
Like the rental assistance for rapid re-housing, these
relocation and stabilization activities will be measured under
the "Decent Housing/Affordability" outcome and objective. See
Table 3C.
The anticipated start date for the local grantees funded is July
2012 . The end date will be June 2014 .
(iii) Homeless Prevention - Rental Assistance
As with the Rapid Re-Housing component, the lead agencies of the
state'
rating to Prevention activities, based on the local unmet needs .
Accordingly, the Department' s 2011 'n,c t_`1 on Plan gives 2 r event-i on
high priority for funding consideration.
Rental assistance under the homeless prevention component shall
include the following:
• Short term rental assistance for up to -_- months;
• Mediu-ni term rental assistance for more than 3 months,
but not more than 24 months;
• one time me payment for up to 6 months of rent in arrears;
Such rental assistance shall-, be limited to tenant based
aid c>nly.
Under the federal out-come performance measures, the Homeless
prevention component is covered by the 'Decent
Housing/Affordability" outcome and objective measures, Based on
the preliminary budgets, the proposed local grantees plan to
spend $796,789 on rental assistance to households at risk of
becoming home2ess. Using cost per household data under the
Department's 14PRP grant, this level of aid will assist 475
households to remain safely housed and avoid homelessness.
The anticipated start date for the local grantees to be funded
is July 2012. The end date for funded activities will be June
2014 . The local grantees will match the prevention-rental
assistance money with at least $796, 789 of eligible cash and in-
kind services .
(iv) Homeless Prevention - Housing Relocation and Stabilization
Services
As previously indicated, this homeless prevention activity has
been given high priority in the Department' s 2011 Action Plan.
The allowable activities under the housing relocation and
stabilization services, to households determined to be at risk
of homelessness, shall include the following uses in accordance
with 24 CFR 576.105
• Rental applications fees
• Utility payments
Last month' s rent
• Utility deposits
• Utility payments
• Moving cost s
• Housing stah)-41-4ty case management
• Housing search and placement services
0 Mediation
0 7 egal services
* Credit re-pair
Local grantees shall be required to provide case management
services and other stabilization services as needed, to the
households assisted with rental T--avments.
Thetees -ud proposed local grantees have b geted- $177,734 for these
stabilization services from the grant, matched by an equal or
greater amount of required match. These services are directly
tied to 475 households expected to receive rental assistance ,
These services are measured under the Decent
Housing/Affordability outcome and objective category in concert
with prevention rental assistance. The Department ant4C4pateS
executing grant agreements with local agencies in July 2012 ,
which will end in June 2014.
(v) Homeless Management and information System (HMIS)
The Department's 2011 Action Plan gives high priority to the use
of the grant to cover the costs of contributing data to the
local continuum of care HMIS database. This reflects the
federal mandate that all recipients of the Department's ESC
awards must enter participant data into the HMIS, or comparable
database in the case of victim services providers.
The HMIS component costs include the following, based on the
rules in 24CFR 576. 107.
• Computer hardware
• Software or software license
• Salaries for operating the HMIS for completing data entry,
reviewing data quality, data analysis, reporting, training
S standards
• Other operating expenses, including office space, utilities
• Obtaining technical support
• Travel for federally approved training
• Covering participation fees charged by the HMIS lead agency
The HMIS activity is essential to capture and report on the
outcomes attained by the local grantee's activities . As such,
this activity supports the "Decent HousingjAffiDrdability"
performance measuresff
The proposed local grantees have identified ^11,1
�- ,250 to cover
HIS costs under the Department' s 2011 ESG award. These costs
are matched by a like amount of cash and in-kind services
committed by our local grantees.
The start date an is July 2012, with the end date of
June 2014 for the local grant agreement,,-,. _
5 .b Discussion of Funding Priorities
Based on the Interim Rule and the Notice of the Fiscal year 2011
Substantial Amendment Process, the Department will focus the Emergency
Solutions Grant award of $1,683, 590 on two primary components :
Rapid. Re-Housing of the Homeless
Homeless Prevention for Households At-Risk of Homelessness
To the extent needed, the local recipients may use the grant to cover
eligible costs of participating and entering client data into the local
continuum homeless management information system (P-MIS) . Local government
recipients may also cover grant administration costs, up to a maximum of
2 . 50 of their award from the .Department.
Within both the rapid re-housing and the homeless prevention components,
the provision of financial aid, and relocation and stabilization services,
will be targeted to address the growing homeless family with children and
Youth population in Florida. The state's Children's Cabinet has
identified the problem of homelessness among children as one of their top
priorities for action. Further, the safety and well-being of families and
children is the mission of the Department . Targeting of the Emergency
Solutions Grant resources to families with children and youth will be a
priority for the Department's local recipients.
This focus on the family homeless population supports the HUD national,
f Alps families with children
Further, this focus in the 2011 Emergency g y Solutions Grant is intended to
farther the following goals and objectives in the llopening Doors: Federal
Strategic Plan to Prevent and End Homelessness. "
Goal 3 Preventing and ending homelessness for families, youth and
children by 2020.
Objectives
3 . Provide Affordable Housing:
Support .mental housing subsidies .
8 . Advance housing stability for youth aging out of care:
improve access to housing for youth.
10. Transform Homeless Systems:
Emergency Solutions Grant to sustain the best practices
- (Rapid--Re-Housina of-the -homeless) learned in the -i-3FR_
Program.
- - -
The lack of short-term financial assistance for housing costs has been
well documented by the demand for aid under the HPRP program that far
exceeded the resources available. Using the Emergency Solutions Grant to
fund prevention and re-housing programs is essential to limiting the
Potential growth of the homeless populations. Florida continues to have
an unemployment rate above the national average, and a large number of
homes that remain within the foreclosure process.
So. Detailed Budget
The breakdown of the Emergency Solutions Grant funding by eligible
activities is reflected in Table 3 attached to the amendment .
(Attachment 3) This budget breakdown reflects the proposed spending of
the Department ' s local grant recipients. No spending is proposed for
project based rental assistance for the 2011 ESG allocation to the
Department.
6. Written Standards for Provision of ESG Assistance
In accordance with the option provided to state recipients, the Department
shall require the local grantees to establish and implement the written
standards required under the interim rule, 576.400 (e) (2) . The local
grantees shall establish their written standards, and submit them to the
Department for review and approval. The approval by the Department is
required prior to the execution of the grant agreement with the local
The Department`s transfer of the responsibilitt
y to establish the written
standards to the local grantee is consistent with the state' s homeless
enabling statutes. In accordance with section 42v. 62= o�
'Florida ida Statutes,
the homeless services are intended to be tailored to the unique needs of
each community. The homeless planning shay
be done at the community
level, as is the delivery of services and housing to t11ose in need.
IN
For 2011, the local recipients of the Emergency Solutaor_s Grant shall
develop the following written standards. All such standards shall be
consistent wit'- the provisions speclf''_ed by HUD � the December 5, 2011
interim Rule, as well as the January 23, 2012 Notice of the FY2011
Substantial Amendment Process.
Required Written Standards
- a tandard-policies- and procedures---for--evaluating- i-ndividual_rs and
families, eligibility for assistance under the Emergency Solutions
Grant
Minimum standards: (1) Consistency with the definition of
homeless and at-risk homeless set forth in 24 CuR 576.2; (12) The
record keeping requirements in 24 CFR 576.50D (b - e) .
Department's Limitation: For the 2011 awards, local recipients
shall. not use the risk factor for homeless allowed under paragraph
576.2 related to "otherwise lives in housing that has
characteristics associated with instability and an increased risk
of homelessness. "
b. Policies and procedures for coordination among homeless service
providers, as well as mainstream service and housing providers.
Minimum standards: Standard shall encompass all providers and
Programs listed in Sections 576.400 (b) and (c) of the HUD Interim
Rule.
c. Policies and procedures for determining and prioritizing which
eligible families and individuals will receive homeless prevention
assistance or rapid re-housing aid.
Department's Priority: Families with children shall be given
preference under the Department's awards for both prevention and
rapid re-housing, to the maximum extent possible.
d. Standards for determining the share of rent and utilities cost that
each eligible participant must pay, if any, While receiving either
homeless prevention or rapid re-housing aid.
e. Standards for determining how long a particular participant w4ll be
provided with rental assistance, and whether and how the amount of
the assistance may be adjusted over time.
Minimum Standard: In accordance with the interim Rule, no
participant may :receive more than 24 months of assistance _n
any 3
year period.
Department Standard: Local grantees shall not
obligate any
assistance beyond the term of the Department' s grant agreement.
Generally this will limit assistance to less than 24 months under
our grant agreement .
Standards for determining the type, amount and duration of housing
stabilization and/or rapid re-housing assistance and/or relocation
services to be provided to an eligible participant, including
limits, if any, on the amount of homeless prevention or rapid re-
housing assistance that a participant may receive. The standards
shall set forth the maximum amount of assistance, the maximum
number of months of assistance Possible, and maximum number of
times a participant may receive assistance.
Minimum Standard: The HUD Interim Rule limits cannot be violated by
the local standard.
NOTE: Written standards related to the provision of street outreach or
emergency shelter activities are not applicable to the 2011 Emergency
Solutions Grant.
7. Process for making Sub--awards
The Department solicited grant applications from eligible local governments
and nonprofit agencies for the provision of homeless prevention services .
This solicitation anticipated that the Department 'would award grants based
on the Stage one ESG award of $2, 993, 048, as well as the Stage two
Emergency Solutions Grant award. Based on the 2011 Action Plan, initial
prevention grants were awarded in December 2011. The awards from the Stage
one award totaled $853, 029, or the maximum 30`6 under the Emergency Shelter
Grant rules. The Department will award the Emergency Solutions Grant
funding to the remaining applicants based on the order of the competitive
anticipates funding an additional 21 local agencies,
For the agencies to be funded from the Emergency Solutions Grant, the
Department is negotiating a revised spending plan that reflects the
eligible activities under the interim Rule . TI-I-is includes the Department' s
Priority for the local grantees to fund the rapid re-housing assistance to
hcmeless participants.
Wy
i The Department will be in position to execute grant agreements with these
local agencies upon the execution of the 14M grant agreement for the Stage
two Emergency solutions Grant award. ,See the list of the Stage 1 and St
ar=
2 recipients contained in Attachments 5 and 6. ��
n
. o=reless participation Requirement
NTot Applicable to State Recipients
3
a
. Performance Standards
Following discussions and input with the continuum of care planning lead
agencies in Florida, the Department proposes to apply the following
performance standards for the 2011 Emergency Solutions Grant.
Homeless Prevention performance measures:
a. Reduce the number of homeless households with children who
are homeless in the continuum of care area. [Objective 5
in the COC plans, ] State would establish a priority
targeting to families with children for the local
prevention activities funded under the Departments ESG
awards.
b. Outcome expectation: At least 350 of the participants
assisted will remain in permanent housing 6 months after
the last assistance provided under the ESG program.
Homeless Rapid Re-Housing performance measure
a. Reduce the number of households with children, both sheltered
and unsheltered in the continuum of care . [Support Objective 5
in the COC plan.] Like prevention, the state would establish
priority targets to families with children.
b. Outcome expectation: At least 354 of the participants assisted
assistance provided under the ESG program.
10 . Certifications
See Attachment 4 for the required certifications.
APPLICATION FOR
OeT3 Approved Attachment I FEDERAL ASSISTANCE 2,DATE SUBMITTED [Applicant—1da-1101w
1.TYPE OF SUBMISSION: 3,DATE RECEIVED BY STATE 1 State Application Identifier
Application Pre-application
4.DATE RECEIVE FEDERAL AGENCY I Federal Identfier
Ill Construction In Construction
Non-Construction ONon-ConstnLc—tion
5.APPLICANT INFORMATION,
Legai!Name: organizational Unit:
�
Da rtment David E.WilKirs Chfildrer,end Families
Organizational DUNS, Division:
Or
ganizational
6�350 office or Homelessness
Name and telephone number of person to be contacted on matters
Street: involving this application(give area code)
Illy 1317 Alinewood Blvd, Prefix: 1 First—Name:
Mr. Thomas
I C'Ity; Middfiz Name
County: Last Name
Leon Pierce
State: Zip Code I Suffix:
Florida 32399-0700
Country: Email:
Tom_PIerce@dcf.state.V.us
6.EMPLOYER IIDENTTIIFICATION NUMBER(EIN): Phone Number(give area code) Fax Number(give area code)
850 922-98550 850 487-1361
B.TYPE OF APPLICATION; 7.TYPE OF APPLICANT: (See back of form for Application Types)
C' New ncontinuation Revision A. State Government
,If Revision,enter appropriate letter(s)in boxes)
/See back of form for description of letters.) n FJ Other(specify)
Other(specify) 9.NAME OF FEDERAL AGENCY:
Dept.of Housing and Urban 0evleopment
16_:_&ATAL0G OF FEDERAL DOMESTIC ASSISTANCE-NUMBER:-- 11.DESCRIPTIVE TITLE OF APPLICANTS PROJECT;
[flE_E[3i 7 J Provide homeless prevention assistance to those at risk of becoming i
TITLE(Name of Program); homeless,and to assist homeless persons to return to permanent
Labor Management Program}:
Program housing.
12.AREAS AFFECTED BY PROJECT(Cities,Counties,States,etc):
State of Florida
113PROAOSED PROJECT 14,CONGRESSIONAL DISTRICTS OF:
Start Date: Ending Date: a,Applicant b.Project
June 1,2012 June 30,2013 2 2
115.ESTIMATED FUNDING: 16.IS APPLICATION SUBJECT TO REVIEW BY STATE EXECUTIVE
ORDER 12372 PROCESS?
a. Federal 8�Yes. ri THIS PREAPPLICkTIONIAPPLICATION WAS MADE
b.Applicant 1,663,590 AVAILABLE TO THE STATE EXECLMVE ORDER 12372
PROCESS FOR REVIEW ON
c.State DATE:
rf.Local b.No. PROGRAM IS NOT COVE-RED BY E.O.12372
e.Other OR PROGRAM HAS NOT BEEN SELECTED BY STATE
FOR REVIEW
I.Program Income $ 17.IS THE APPLICANT DEL114GUENT ON ANY FEDERAL DEBT?
g,TOTAL $ 1,683,590 DlYes If"Yes"attach an explanation, 10 No
18,TO THE BEST OF MY KNOWLEDGE AND BELIEF,ALL DATA IN THIS APPLICATIONIPREAPPLICATIGNARG TRUE AND CORRECT.THE
tY AtJTHC)R!Z— YTHE���DY OF THE APPLIe Tl 1 E A,PP HeANT—M EL-e0MPLY-A*,TH-T4iE
t=t HIED ASSURANCES IF THIS ASSISTANCE 15 AWARDED.
a,Authorized R
Iefix Pliddle Name
David I E.
Last Name
Wilkins
I Title ic Telephone,Number(give area code)
Sec star 8,50 487-1111
Signature of Authorized Representative s.Data Signed
Standard Form 424,'Rev,9-20G
Authorized for Local ReDroduchon Prescribed by OMB Circular A-1 02
Attachment 2
Table 3C (Optional)
Annual Action Plan
Planned Project Results
Outcomes and f Performance � Expected
f b'eeti��es Indicators ?dumber Activity Description
i Tenant Based Rent
DH-2 #households with short-term
` Assistance — 213 rent assistance
3 - - - 21-3 #homeless households
I
#households received financial
DH-2 E Nameless Prevention 475 ! assistance
i
I
I
i
i
i
I
I � —
*Use one of 9 outcome/objective categories I
r AvailabilitvlAeeessibility Affordability 5ustainabiiity
Dew-- cent Housing I I3H-i I H-
DH-3
——y— -- S i-1 _Suitable Living Environment I SL-2 SL-3
{ E—onomic a p o-rtuni -�
Ep 2
' _�_ t;C�-3 1
Attachment 3
FY 2011 Detailed Budget Table
First Allocatio $2,993,048.00 FY 2011
Second Allocat $1,683,590.00 Emergency Shelter Grants JEmeree ,Solutions Grants
Grant Amount $4,676,638.00 Program Allocations
Total
Administratio $154,877.00
First Allocation Second Total Fiscal Year
Allocation 2011
Eligible Activities Activity Reprogrammed
- -
_ Amount Amount Activity Amount Activity Amount
y Homeless Assistance — -- -
$1,990,377.00 — $0.00
$1;990;377:00-
m E RehabfConversion 00
L $0Operations o $0 00
= a` Essential Services 3036 $0.00
w r Homelessness Prevention $8s3,019.00 $8531019.00
Administration
$149,6si.oa $149,652.00
Emergency Shelter Grants
Subtotal $t.993,oa8.0o $0.00 $2,993,048.00
Emergency Shelter**
$om
Renovotion**
:' $QM: $0.00
Operation" '� $OAO'
Essential Service** $0.00 $0:00
URA Assistance" $0.00 $0.60
Street Outreach- Essential
Services** $0.00 $0.00
o hfMIS $114,250.00 $114,250.00
a Rapid Re-housing $589,592.00 $589,592.00
Housing Relocation and
'a Stabilization Services $191,863.00 $191,863.00
Tenant-Based Rental
o Assistance $397,729.00 $397,729.00
2 Project-Based Rental
0 Assistance $0.00 $0,00
Homelessness Prevention $0.00 $974,523.00
$974,523.00
0 Housing Relocation and
Stabilization Services $177,734 5177,734
w Tenant-Based Rental
Assistance $796,789 $796,789
Project-Based Rental
$0,00 $0,00
Administration $5,225.00
Emergency Solutions Grants $5,225.00
Subtotal $0.00 $1,683,590.00 $1,683,590.00
- '� Total Grant Amount: $4,676,638.00
*"Allowable only if the amount obligated for homeless assistance activities using funds from the first allocation is less than
the expenditure limit for emergency shelter and street outreach activities(see Section III.9.of this Notice).
r� i
STATE CERTIFICATIONS
ha acc�ordarxcc L,v`th the applicable, statutes and the regulations gove-ruing the coasolidated plan
regulatJous,the State certifies,that:
Vfi irniatively Durtlier Eia'r housing, whi h a s it
innatively Further Fair Housing--The State will affi l7e n L
will conduct an analysis of impf.-d-line-uts to fair housing choice within the stare,take appropriate actions
to overcome the effects of any ii-ripediMents identified through that analysis,and maintain records
reflecting that analysis and actions in this regard.
Anti-displacernient and RelocationPlan—It will comply with the acquisitior and rtlocation
-
requ:rerncats of the Unii'Lorin Relocation Assistance and Real Property Acquisition Policies Art of 197CI,
as amended,and implementing regulations at 49 CFR 24; and it has in effect and is following a
residential anti-displacement and relocation assistance plan required under section 104(d) of the Housing
and Community Development Act of 1974, as amended, in connection with,any activity assisted with
fundinc,under the CDBG or HO'.,',IE prograrns.
Drug Free Workplace--It will.or will continue to provide a drug-ace workplace by:
I employees publishing g a statement notifying that the un-lawful manufacture,distribution,
dispensing,possession, or use of a controlled substance is prohibited is the grantee's workplace
and specifying the actions that will betaken against employees for violation of such prohibition,"
2. Establishing an ongoing drug-free awareness program to inform employees about-
(a) The dangers of drug abuse in the workplace;
(b) The grantee's policy of maintaining a drug-free workplace;
(c) Any available drug counseling rehabilitation, and employee assistance programs; and
Cl) I
(d) The penalties that may be imposed upon employees for drug abuse violations occurring
in the workplace;
3. Making it a requirement that each employee to be engaged in the performance of the grant be
given a copy of the statement required by paragraph 1;
4. Notifying the employee iti the statement required by paragraph I that,as a condition of
employment under the grant, the employee will -
(a) Abide by the terms of the statement; and
Notify the employer in writing of his or her conviction for a violation of a criminal drug
statute occurring in the work-place no later than five calendar days after such conviction;
5. Notifying the agency in writing,within ten calendar days after receiving notice under
7— siibpara—aph 4(b) firo riviction,
Employers of convicted employees must provide notice,including position title, to even,grant
officer or other designee on whose grant activity the convicted employee was-,,vorking,unless the
federal agency has designated a central point for the receipt- ceipt of such notices. Notice shall
include the identification rrunnbcr(s)of each affected grant:
6. Taking one of the following actions,within 30 calendar days of receiving notice under
L41
AttaC=ent 4
ubparagraph 4(b),with respect to ary employee Who is so convicted-
s
son such ar, employee,up to and-liclud
Tak ng appropriate personnel action against MCI
-1
tern i a at i on,
consistent with the requirements of the.Rehabl"I'tatioll-Act of 1973, as
annerided,or
Requiring such employee to partficipate 'satisfactorily ir a d,-uz abuse assistance or
atior,, p-ograrn approved for such purposes by a Federal,State,or local h(,aith,
law enforcement,or other appropriate agency;
71 Makin,g a good faull effort to cont'nue to maintain a dni i tip-free viorkplace through irnpic-nicntation
o ficaragraphs 1, 2.3_1 1 4, i and 6.
Anti-Lobbyin e and 9--To the besi.oF the State'-- knowledbg 4 beEef,
L. No Federal appropriated funds have been paid or will,be paid, by or on behalf of it, to any persor,
for influencing Or attempting to influence an officer or employ(,-,of any agency, a Member of
Congress, an officer or employee of Congress,or an employee of Member of Congress in
connection with the awarding of any Federal contract,the making of any Federal grant,the
MaEri.cF of any Federal loan,the entering into of any cooperativ-,agreement, and, the extension,
continuation,renewal, amendment, or modification of any Federal contract, grant, loan, or
cooperative agreement;
2. If any funds other than Federal appropriated funds have been paid or will be paid to any person
for influencing or attempting to influence an officer or employee of any agency,a Member of
Congress,an officer or employee Of Congress,or an employee of a Member of Congress in
connection with this Federal contract,grant,loan,or cooperative agreement,it will Complete and
subrrr t Standard Form-LLL,"Disclosure Form to Report Lobbying,"in accordance with its
instructions; and
3. It will require that the language of paragraphs I and 2 of this certification be'included in the
award documents for all subawards at all tiers(including subcontracts,subgrants,and contracts
under grants, loans, and cooperative agreements)and that all subrecipients shall certify and
disclose accordingly.
0
Authority of State-- The submission of the consolidated plan is authorized under State law and the
State possesses the legal authority to carry out the programs under the consolidated plan for which it'is
seeking funding, in accordance with applicable HUD regulations.
Consistency with plan--The housing activities to be undertaken with CDBG,HOTME, ESG, and
HOPWA funds are consistent with the strategic plan,
Section 3-- It will comply with section 3 of the Housing and Urban Development Act of 1968,and
implementing regulations-at 24 CFR Part 135.
Signa'uture/Authorized Official
ate
0
-tic
MON, E CO� AATTO N5Y*
Al P
V E"D _AAs/Y
t_j
A,S
ESG Certifications
Each State L e that necks funding under the Emergency Solutions Grants PrOZI-aill:must vrovidc the
following certifications:
N'Tatchino,Funds—The State will obtain anv matching wnotinis;required ur-J,-r 2"t CFR
t� I �`
:n a rnanritr so that its subbrtziplents that are least capable ofiproviding marching
amounts receive the benefit of the exception under 24 CFR 576.20I(a)(2)
Discharge Policy—The State will establish and implement, to the maxiard in extent
practicable and where appropriate, policies and protocols for the discharge f persons from
publicly funded-institutions-or systems of-care (such as-health care facilities, me a'a I health-
faCllitles, foster care or other youth facilities, or correotion programs and institutions) In oroer
to prevent this discharge from immediately resulting in homelessness for these persons.
Confidentiality—The State will develop and implement procedures to ensure the confidentiality
c,f records pertaining to any individual provided family violence prevention or treatment services
under any project assisted under the ESG program, including protection against the release of
the address or location of any family violence shelter project, except with the written
authorization of the person-responsible for the-operation of that shelter,
The State will-ensure that its subrecipients comply with the following criteria:
-Major rehabilitation/conversion—If an emergency shelter's rehabilitation costs exceed 75
percent of the value of the building before rehabilitation,the building will be maintained as a
shelter for homeless individuals and families for a minimum of 10 years after the date the
building is first occupied by a homeless individual or family afl--r,he completed rehabilitation. If
the cost to convert a building into an emergency shelter exceeds 75 percent of the value of the
building after conversion, the build' will be maintained as a shelter for homeless individuals
building
and families for a minimum of 10 years after the date the building is first occupied by a homeless
individual or family after the completed conversion. In all other cases where ESG funds are used
for renovation,the building will be maintained as a shelter for homeless individuals and families
for a minimum of 3) years after the date the building is first occupied by a homeless individual or
family after the completed renovation.
Essential Services and Operating Costs—If ESG funds are used for shelter operations or
essential services related to street outreach or emergency shelter, the subrecipitnt will provide
services or shelter to homeless individuals and families for the period during which he ES
assistance is provided, without regard to a particular site or structure, so long the applicant serves
the same type of persons (e.g., families with children, unaccompanied youth, veterans. disabled
individuals, or victims of domestic violence) or persons in the same ge ographic area,
Renovation—Any renovation carried out with ESG assistance shall be sufficient to ensure
that thelbuitding *involved is safe and sanitary,
Supportive Services—The subrecipient will assist homeless individuals 112 obtaining pennarient,
housing. appropriate supportive services (including medical and mental health. appropria -- 0 h treatment,
counseling, supervision, and other services essential for achieving independcut living),and other
Federal State, local, and pnivate assistance available for such individuals.
�,J
Homeless Persons Involvement —To Lhe,maximum -,xtent practicable,the subrociplent will
involve, through employment,volunteer services, or otherwise, laomticss individuals and
farailles in Consmucting,renovating, maintaining, and operating facilities, ill providing services
assisted under th-- ESG program, and m providing strvicesfbr occupants of facilincs assisted
FSC-.
Consolidated Plan—All activities the subrecipient undertakes with assistance under ESG are
consistent with'hF.-State's oun eat F-,UID-upproved -,unsolidatti plan.
Z 2—
S iggna4tud'/
-AkutAwizcd Official Date
Title
Sigmat,irc/Author;zed Official Date
Title
MON E OUNTY ATTI 19N
AS 1-(
P D
NT COU Y A�FTPDRI�EY
Daft 12-
------------
A--tacrimerit 4
A-PPENDIX TO CERTIFICATIONS
P\TSTRUCTIONS CONCEPJ,,TlNG LOBBYING AND DRUIG-FREE NXORK:PL.Acl
A• Lobbvina Certification
is certlifcatlou is a mater'al representation of fact upon wh
ich reliaa--e was place
V"Filer this transaction w imo. Subrriiiss;on ofti
as made or cate L I tilts certification �s a
prerequisite for making or entering into this transaction imposed by scctio-ri 13 5'-2t title
3 1,U.S. Code.Any person who fails to file the required certification shall be zU-r!'eCt to a
vil,penalty of not"less than S10,000 and not more than$100,000 forea,-11 suc',j
D g-Frge ZAlorkolac¢,Certij-jcai,
L BY signing and/or submitting this application or grant agreernellt' the
gTautee is providing the certification.
C�
2, The certification is a material representation of fact upon which reliance is
placed when the agency awards the grant. if
4 it is later determined that the
grantee knowingly rendered a false certification, or otherwise violates the
requirements of theDrug"-Free Workplace Act,HUD,in addition to any other
rernec�Jes available to the Federal Goverurnent,may take action authorized under
the Drug-Free Workplace Act.
3. Workplaces under grants,for grantees other than individuals,need not be identified on
the certification. If known, they may be identified in the grant application. If the grantee
does not identify the workplaces at the time of application,or upon award,if there is no
application, the grantee trust keep the identity of the workplace(s)on file in'its office
and make the information available for Federal inspection, Failure to identify all known
workplaces constitutes a violation of the grantee's drug-free workplace requirements,
4. Workplace identifications m ust include the actual address of building
(or parts of buildings)or other sites where work under the grant takes
place. Categorical descriptions may be used(e.g., all vehicles of a mass
transit authority or State highway department while in operation, State
employees in each local Unemployment office,PCrfon-ners in concert
balls or radio stations),
5. If the workplace identified to the agency changes during the performance
of the grant,the grantee shall inform the agency of the chaage(s),if it
Previous'.'y identified the workplaces in question(see paragraph three),
6. The grantee may insert in the space provided below the sitc(s)for the perfon-nance of
work done iu connection with the specific grant,
Place of Per forlTmnce(Street address,city,county,state,zip code)
_ -Check_if'C1tz;r'�are v�arkpi�ces oi�file that 2tc net dented here;_._ _ __
This information with regard to the drug-free workplace rc#red by 24 CFR part 2,.
;. Definitions of terrrls in the Nonprocurement Suspension and Debarment
common rule and Drug-Free Workplace common rule apply to this
certification. Grantees'attention is called, in particular,to the following
definitions from these rules:
"Controlled substance" means a controlled substance in Schedules I
through V of the Controlled Substances Act(21 U.S.C.812) and as
urther defined by regulation(21 CFR DO&11 through 1308.15);
"Conviction"means a finding of guilt(including a plea of polo
contendere) or imposition of sentence, or both,by any judicial body
charged with the responsibility to determine violations of the,Federal or
State criminal drug statutes;
"Criminal drug statute"means a Federal or non-Federal criminal statute
involving the manufacture,distribution,dispensing,use,or possession of
any controlled substance;
"Employee"means the employee of a grantee directly engaged in the
performance of work under a grant, including: (i)All"direct charge"
employees; (ii)all "indirect charge"employees unless their impact or
involvement is insignificant to the performance of the grant;and(ill)
temporary personnel and consultants who are directly engaged in the
performance of work under the grant and who are on the grantee's
payroll. This definition does not include workers not on the payroll of
the grantee(e.g.,volunteers,even if used to meet a matching
requirement;consultants or independeat contractors not or the grantee's
payroll; or employees of subrecipients or subcontractors in covered
workrr?ace,l
sup i tmergency Jnener tirant Attachment 5
Prevention Solicitation
Applicant $ Requested ! Stage 1 Stage Z Notes
Award Award
:
lµ Flagler^County,____m $100 o00r $100 0O0!
2 Jewish Familyy&Children $100,000` $100,000
31 Salvation Ar
my Sarasota i
_--_ -. _ $75000i $75,000;
4. Treasure Coast Homeless $100,0OOi $100,000
51 Comm, Coalition on Homeless $100,000 $100,000 -
61, Salvation Array-Clay � $100,0OOl $100 OOOe���
_ _
7; Salvation Arm r
Nassau $10O 000' $100,000
& Star of the Sea j $100,000l $100,000{
° -'
F ` Catholic Charities Lake City e100,000 ~ $36,427
$63,5731 i
�-. ._...., a _._..._....3_ -._._...... __ .. .,,_ ....
10i Catholic Charities NW $100,000' $36,427 563,573
11' Citrus County $14r185
$5,165 $9,020,
121 Salvation Army St Johns $100,000 $1 0O,000
13' Desoto County Homeless $100,000 -i $100,000-
1 141 N. Brevard Charities $80,000; $80,000!
15 Capital Area CAA $51,680, - $24,000 Reduced due to loss of match
_ _.---_-_
16� Catholic Charities Jacksor,viiie $80,0001 $60,000i Reduced by applicant
117i United Way Suwannee $100,000, $100,000'
f 18 Monroe County $100,000 $100,000
19' AIDS Help $85,OO , $85,000'
2O Catholi Charities cent ai FL $100,000; f $100,000
Osceola County -...._-_ $100,000i 3 $100,000
(22, United Meth. Cooperative $100,000, -1 5100,000i
-._
23 Dade City 1 $ 5, $95,125'
+ 241 Catholic Charities Venice - -$100,000 $100,0001
251 Marian County Homeless $100,000 - $100,000
26Daystar Life Center $35,OOOi - $35,000 ___
_ y,.._..,_ � ._�a. .
27?.Hardee Help Center ; $100,000 -f $100,0001
1 281 Highlands County Homeless I $100,OOO-, -I $100,000
291 Salvation Army Broward $100,000; $68,2991 Balance of Stage 2 Award
30; City of Lauderhill _ _ _
$100,0001
-
311 Gulfcoast Workforce l $100,000
$2,815,990 j
TO AL A_W_..A._R..D_S._
-__� .. 1 ._ __._. __� ... $853,019-_' -
$1,683,590
______
TOTAL ALL AWARDS' $2,536,609
{
i
February 28, 2012
Office on Homelessness c�
ruii crnergency�otutians tiranL Attachment 6
Stage 2 Award Recipients
Homeless Re-House Admin.Local
Recipient Award$ HtV1CS
Prevention Homeless Gove-nment
f 1y Catholic Charities Lake City $63,573 $63,573 $0 $0 Y0
_
2, Catholic Charities NW $63,573 $31,786 $31,787 $0 $v
3 Citrus County
_ t_�. $9,020 $8,795 50 $C $225
4 Salvation Army St.Johns 5100,000 $60,000" >37,000, $3,000; $0__. -
5; DeSoto Co Homeless - $100,000 $50,000; $30,000 $20,000 - $0
6, N. Brevard Charities $8o,o0ot $48,000 $32,000 $0 $0
7 Capital Area AAA $24,000; $24,000; So, $0 $0.
_ ,
8 Catholic Charities Jacksonville $0 $0'
$60'000z $60,000' 50
9; United Way Suwannee $100,o00i $70,Qt}# _ $22,50t�. $7,500 $0,
_ _. _
10; Monroe County- $100,000' $67,200 828,800 $1,500 $2,500
11^ AIDS ,Help $85,000' $27,500 $57,500 $0 $0
12; Catholic Charities Central FL $100,000' $60,000 $40,000 $0 $0
Y
$100,000�
13 Osceola Count _ h $0 $2,500
$10,000 >87,500'
„14 United Meth.Cooperative $1oo,o00 $49,000 $40,000 $11,000 $0'
25 Dade Ctt}._... r$95,125 $29,689• $65,186 $250 $0
16` Catholic Charities Venice $100,000 $99,000; $0 $1,000 $0
_ _ - _
17 Marion County Homeless $Ioo,000 $30,000 $50,000 $20,000 $0
_ _ _
18 Daystar Life Center $35,000 $35,000 __. $0 $0, $0
19i Hardee Help Center V $Ioo,o00, $40,000 $40,000 $20,000: $0
20' Highlands Co. Coalition $100,000 $70,Oo0' $0. $30,000 $0.
_. -
21 Salvation Arrny Broward $68,299' v $40,9801 $27,319 $0 $0
$1,683 590, $974,523 $589,592 $114,250_ $5,225
February 28, 2012
Office on Horr.eiessness
Attachment III
{
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
DEPARTMENT OF SOCIAL SERVICES
EMERGENCY SOLUTIONS GRANT (ESG)
POLICIES AND PROCEDURES
WRITTEN STANDARDS FOR PROVISION OF ESG ASSISTANCE
32
i
INTRODUCTION:
This document is designed to assist with implementing theEmergency Solutions Grant (ESG). It
� is to be used as a reference by our agency and its staff for the administration of this grant and
its funding, These written procedures and in accordance with the Department of Homelessness
Interim Rule, 576.400 and 24CFR 91.
i PROGRAM DESCRIPTION:
The Emergency Solutions Grant was created 0o focus on two primary oom �
Rapid Re-housing of the Homeless AND Homeless Prevention for Households Adhskqf
Honne/esnmaaa.
Rapid Re-housing of the Homeless program will assist those individuals and families who are
experiencing hDrDe/maaDesG to be quickly re-housed and stabilized. It will provide temporary
financial assistance and housing relocation and stabilization services,to individuals and families
who are homeless or would be homeless but fbrthis assistance. The funds under this program
are intended to target individuals and families who are experiencing homelessness (residing in
emergency or transitional shelters or on the street) and need temporary assistance in order to
obtain housing and retain iL (rapid na-houaing\. Homeless Prevention for Households At risk of
Homelessness will assist individuals and families who are experiencing a"Sudden loss of
income" with the possibility of losing their current housing.
HUD expects that these resources will be targeted and prioritized to serve households that are
most in need Vf this temporary assistance and are most likely to achieve stable housing,
whether subsidized or unsubsidized, outside of ESG after the program concludes.
ESG assistance is not intended to provide long-term support for program participants, nor will it
ba able to address all ofthe financial and supportive services needs of households that affect
housing stability. Flmther, assistance should be focused on housing stabilization, linking pnJgnonn
participants to community resources and mainstream benafits, and helping them develop ap|on
for future housing instability,
ALL{yCAJ70At
K0nnroeCountyBoordofCountyCommioaionerarequeStedana||ooahonevvmrdof$1O0'OOOto
provide ESGservices. |n addition to these funds, Monroe County Board ofCounty
Commissioners will be providing a match amount total $301,000.00, The match funds consist of
in kind dollars, such as donated case managers and administrative services,
The budget is as follows:
nn
Emergency Solutions Grant
Budget Form 2011
Prevention and Re-Housing
EiLgible Activity Grant$ Match$
1, Rapid Re-Housing
A. Rental Assistance $ 1,000.00 $ 956.00
B, Housing Relocation and Stabilization $
i. Financial Assistance Costs $3,000.00 $ 581.00
ii Services Costs $2,000.00 $ 13,570.00
2. Homeless Prevention
A. Rental Assistance $79,650.o0 $100,000.00
B. Housing Relocation and Stabilization $
i. Financial Assistance Costs $ 6,7KOO $ 15,000.00
ii Services Costs $ 3,600,00 $ 24,430.00
3. HMS _
A. Cost of contributing data to HMIS for
Continuum of Care $ 1,500.00 $ 15,581,00
B. HMIS Lead Agency Costs for hosting and
maintaining system $ $
C. Victim Services provider costs for comparable
database $ $
4. !Administrative Costs[Cap 2.5%)
A. Local government $ 2,500,00 $131,000.00
B. Private non-profit organization _ Not Allowed $
TOTAL BUDGET $100,000.00 $301,118,00
<T
' CLIENT ELIGIBILITY:
|
The intent ofEGG is to provide funding for housing expenses hz individuals and families who are
homeless. This program targets persons who meet the HUD definition of homeless,
This agency is responsible for verifying and documenting a diaD[o actual homelessness.
� Income eligibility and need for assistance must be evaluated and reviewed by the Eligibility
Specialist/case manager once arnon1h.
5. (a} Prioritizing:
/ The purpose of the ESG program is to provide rapid re-housing assistance to as many
i honoa|eeo individuals and families who face multiple obstacles tOobtaining and sustaining
housing as possible. An individual orhuoli!y's ability to sustain housing is not a threshold
requirement. The program will focus on helping individuals and families overcome their
immediate housing obstacles and connect them with the resources they need to stay housed
|
when the program ends.
Our agency will target assistance to families and individuals who are homeless or who are about
to spend their first night in a shelter, car, or on the street. These families and individuals will be
prioritized aofollows:
Primritn1. Homeless Families
Priority 1 ta). The homeless family who is in the emergency shelter for less than 30 days
Priority 1(b). The homeless family who has been living on the streets (cars, parking lots, places
not meant for human habitation) for less than 8Odays
Priority 1(c). The homeless family or individual who is in the emergency shelter for over 30 days
� Priority 1(d)� The homeless family or individual who has been living on the streets (cmno, parking
! lots
places not meant for human habitation)for over 3Ddays
Frioriky2. Homeless Individuals
Priority 2(a). The homeless individual who is in the emergency shelter for less than 3Odays
Priorih/2(b). The homeless individual who has been living on the streets (cars, parking lots,
places not meant for human habitation)for less than 30days
Priority 2(o). The homeless individual who is in the emergency shelter for over 3Odays
Priority2(d). The homeless individual who has been living on the streets (oere. parking lots,
places not meant for human habitation)for over 3Ddays
5.(b) Prioritizing:
The purpose 0f the E8G program iatoprovide financial assistance hm households Gt risk Df
homelessness. Persons being evicted from a private dwelling -The agency must have
evidence that the eviction will be within 21 days of the date the household applied for E8B
assistance.
Eligibility Requirements for Rapid Re-housing Assistance and/or Prevention Assistance:
-The program participant must meet the criteria under paragraph (1) the"at risk of
homelessness" definition or who meet the criteria in paragraph (2), (3), or(4) of the homeless
definition in 576.2 for homeless prevention assistance, A homeless certificationformsi|| be
required.
-The household income must be less than 30%AM[, Annual income will be calculated using
the standards for calculating income under HOME and Section 8 income guidelines,
-The program participant lacks sufficient,resources and support networks necessary toretain
housing without ESG assistance (but for this assistance they would be homeless),
Complete aone-on-one assessment for euataioobi/ity with staff,
-Ensure that the rent for a subsidized unit does not exceed the established fair market rent for
the area and that the unit meets the rent reasonableness test.
/
�
/ Eligibility Requirements for All Clients:
Evaluating individuals' and families' eligibility for ESG assistance in order to receive financial
assistance or services funded by ESG, individuals and families must at least meet the minimum
criteria:
/
Initial interview:
Any individual or family provided with financial assistance Uln}uQh ESG must have an
assessment with a case manager or eligibility specialists who can determine the appropriate '
| type of assistance to meet their needs. Monroe County Social Services (N1<�8S) has a process
(�
in place to refer persons ineligible for EStV the appropriate resources
'r service providerthet
| can assist them.
|
Income Verification:
The household must be below 3U96 percent of Area Median Income (AKH|\. UU8/hvinginoonneo
for E8(� assisted households vvi|| be calculated in the OmaDnerpnamori-prescribed the Section G
Housing Assistance program.
Eligibility Specialist(s)/case managers will complete income verification forms and submit to
appropriate income sources for third party verification. Completed income verifications should
be placed in the client file.
INCOME LIMITS - Eligible applicant must meet the income guidelines of less than 3O96ofAK4|,
! 2012 INCOME LIMITS—Eligible applicant must meet the income guidelines of 30%of Average Median
Income(AK4|)o/less for Monroe County, Florida
E Erxtfre:mely —__�J$30,800
Low Income
Housing Status:
The household must be at risk of losing its housing and meet both of the following
circumstances: (1) noappropriate subsequent housing ooti0Oshave been identified; AND (2)
financial
etwoFk8neededtoo~`~aiD�'nlrDedia'`e
housing or remain in its existing housing.
ELIGIBLE ACTIVITIES
There are four categories ofeligible activities for the EGG program: financial assistance,
costs. These eligible activities are intentionally focused on housing—either financial assistance
tohe[ppayforhuua/nQ. oroen/ioesdes/gnedtokeeppenp/einhous)ngortofindhousinB,
Generally, the intent ofES �e�iet�noeiatoBuomasafuUyouppo� nn
proQropa�icipants
(� in their
journey from homelessness to long-term stability. o
3 u
n�
�
|
�
Clients should achieve stability either through their own means and/or through public assistance
| as appropriate.
Financial Assistance
For all financial assistance, payments may not be made directly to program participants; only
payments to third partjee, such as landlords or utility companies are eligible.
Properties owned by the gnantee, sub-grantee or the perent, subsidiary or affiliated organization
of the sub-grantee may not receive payments that include H-EGGfunding.
|
/ Financial Assistance iy limited to the following activities:
/
Rental Assistance
Tenant-based rental assistance can bg provided tO allow individuals and families to remain in
their existing rental units or to help them obtain and remain in nanba|units they select. Rental
assistance may be provided for uptO12 months, but participants must be recertified for
eligibility every three (3) months, Agencies may determine how many months of rent assistance
/ to provide a program participant, or a [nmx|nouno amount OfaSSistancethat a single individual or
i family may receive. Total assistance will be limited hz $620D.DU.
Share of rent and utilities costs that each client must pay, if any. while receiving
re-housing assistance:
Monroe County Social Services is not requiring g share of cost for rent 0[other fiOanda|
assistance.
When a rental unit has been located, Monroe County Social Services will assist the client in
contacting the landlord to complete the appropriate paperwork and conduct a habitability
standards inspection.
For all homelessness prevention Lead Based Paint Poisoning Act requirements must be met
when applicable based on participant household composition. Aoanc/esnnuatCe��vthat the unit
has passed habitobU completing
endo[da (}ert/hc'UoDorthe
Habitability Quality Standards assessment before any ESG funds may be released, The
Habitability Standards Checklist is Attachment 6 of this document. and can also be found on the
Department H-E8Gvvebo|to located at: http�//commerce.wi.gov/CD/cd-boh-H-ESG.html.
Monroe County Social Services will have acceptable
oocumenT000DSOovv|ngaC||ent |s /Mneed
of rental assistance. Documentation may be in the form of an eviction notice from a landlord,
owner, or property manager.
K8CSS will use fair market rent /FK8R\ standards todetermine eligibility. |fa unit is above FMR.
the participant is ineligible for E8G. K8CGSvvi// assist program clients to |ocehs ananta| unit gtor
be/owfair market rent,
The Final FY2012 Monroe County,Florida Fair Market Rent(FMRs)for All Bedroom Sizes
u /
�
��
/
/
Security and Utility Deposits
EGG funds may beused to pay for security deposits and utility deposits. Gecur -Security and utility
depuahonnayonly bepaid vv0hEGG funding �the program pa�|uipaO[w�| otherwise be
homeless without this assistance.
Security and utility deposits covering the same period Of time in which assistance is being
provided through another housing subsidy program are eligible, aa long aa they cover different
cost types.
Security and utility deposits may be paid as a one-time grant not tD exceed the monthly rental
amount, Information documenting the need for a security deposit should be obtained adthe
same time the required rental paperwork is being completed bythen|ient and landlord.
Agencies may determine whether to collect the security deposit when the participant moves. U
the security deposit is recovered by the agency, it must be tr ated as program income and
reported tn the City,
K8CGG will conduct g habitability standards inspection on any unit that a client will be moving
into using EGG funds for a security oruU/itv deposit. K8(�8SvviUce�ifvthattheVn/thaspaSsed
habitability standards before any E8(�funds may bereleased.
'
Utility Payments
ESG funds may be used for up to 12 months of utility payments, including up to 6 months of
utility payments in arrears. The client, or a member of the participant's household, must have an
account |n his/her name with a utility company, /f the participant does not have an account in
his/her name, they must beable to show responsibility to make utility payments with canceled
checks or receipts from a utility company. The participant must have a lease with their name on
it to prove residency and verify address of utility service. Copies of the proof of responsibility
should be obtained and maintained in the client file.
Utility payments must be made directly tothe utility company.
| Ub|itypaymnente0aynotbe �nmdeonbeha�Ofhomeowners who are facing foreclosure.
Assistance Limits
� The maximum number of months the client receives assistance is 12 months, including any
arrears,
The maximum number of times the program participant may receive assistance is not applicable
and based onneed.
Coordination: Housing Relocation and Stabilization Services
Assistance should be focused on housing stabilization, linking program clients to community
resources and mainstream benefits and helping them develop a plan for preventing future
housing instability. Services for program participants will be coordinated within the Continuum of
Cana provider network, the Monroe County He|p|ine and other area emergency she/ter
providers, essential service providers, homelessness prevention and rapid re-housing
assistance providers, other homeless assistance providers, and mainstream service and
housing providers,
wu
Housing Relocation and Stabilization Services are limited to the following activities.
Case Management and Support Services
Activities for the arrangement, coordination, monitoring, and delivery of services related to
meeting the housing needs of clients will be provided with ESG funds. MOSS will include
counseling, developing, securing and coordinating service, obtaining Federal, State and local
benefits, developing and individualizing housing and service plans including a path to
permanent housing stability.
Outreach and Engagement
MCSS will conduct outreach intended to promote ESG, targeting the program to persons who
are homeless or near homeless so that they are aware of the program and its services. ESG
funds may be used to inform community agencies and organizations of the services that the
program offers, who is eligible to participate, and how services are accessed.
Data Collection and Evaluation
ESG data collection and reporting is conducted through the HMIS via MCSS staff. ESG funds
are allocated to MCSS for continuation of contributing date to the Continuum of Care (CoC).
Administrative Costs
MCSS will utilize administrative funds for training for staff who will administer the program and
accounting costs.
Confidentiality
MCSS has procedures in place to ensure the confidentiality of records pertaining to any
individual provided with assistance.
Termination of Housing Assistance and Grievance Procedure
MCSS may terminate assistance to a program participant who violates program requirements.
MCSS may resume assistance to a program participant whose assistance was previously
terminated. In terminating assistance to a program participant, MCSS has a formal process that
recognizes the rights of individuals receiving assistance to due process of law. This process
consist of.-
-Written notice to the program participant containing a clear statement of the reasons for
termination;
•A review of the decision, in which the program participant is given the opportunity to file a
grievance and present written or oral objections before a person other than the person (or a
subordinate of that person)who made or approved the termination decision; and
Prompt written notice of the final decision to the client.
Recordkeeping
MCSS will maintain program records for a minimum of five years after the final expenditure
under the ESG contract.
Monitoring
MCSS is responsible for ensuring that the program requirements established by the HUD Notice
and any subsequent guidance are met. MCSS will follow the monitoring procedures it
established in its substantial amendment submitted for ESG, and has staff that has
responsibility for continuous monitoring of all ESG activities.
i
Attachment B
ESG Habitability Standards Certification
All housinf,assisted under the Emergency Solutions Grant(ESG)must provide safe and sanitary housing that is in
compliance
with tie habitability standards outlined below and any state or local requirements.
Mark each statement as A for approved or D for deficient.Property must meet all standards in order to be approved.
---I Structure and materials:The structures must be structurally sound so as not to pose any threat to
occupants and so as to protect the residents from hazards.
;.Access: The housing must be accessible and capable of being utilized without unauthorized use of other
private properties. Structures must provide alternate means of n egress eg i case of fire.
---3.Space and Security: Each resident must be afforded adequate space and security for themselves and their
belongings. An acceptable place to steep must be provided for each resident.
—4.Interior air quality:Every room or space must be provided with natural or mechanical ventilation. Structures
must be free of pollutants in the air at levels that threaten the health of residents.
5.Water Supply: The water supply must be free D-om,contamination at levels that threaten the health of
individuals,
---6.Sanitar,v facilities:Residents must have access to sufficient sanitary facilities that are in proper operating
condition, may be used in privacy,and are adequate for personal cleanliness and the disposal of human waste.
7.Thermal environment: The housing must have adequate heating and/or cooling facilities in proper operating
condition.
8.11lumination and electricity: The housing must have adequate natural or artificial illumination to permit
normal indoor activities and to support the health and safety of residents. Sufficient electrical sources must be
provided to permit use of essential electrical appliances while assuring safety from fire.
--9.Food preparation and refuse disposal:All food preparation areas must contain suitable space and equipment
to store,prepare, and serve food in a sanitary manner.
-1 O.Sanitary Conditions:The housing and any equipment must be maintained in sanitary condition,
I I.Lead-based paint: If the structure was built prior to 1978,and a child under the age of six or a pregnant
woman will reside in the property,and the property has a defective paint surface inside or outside the structure,the
property cannot be approved until the defective surface is appropriately treated.Defective paint surface means:
applicable surface on which paint is cracking,scaling,chipping,peeling or loose.
12.Fire safety:
Each unit must include at least one battery-operated or hard-wired smoke detector,in proper working condition,or,
each occupied level of the unit. Smoke detectors must be located,to the extent practicable, in a hallway adjacent to a
bedroom. If the unit is occupied by hearing-impaired persons,smoke detectors must have an alarm system designed
for hearing-impaired persons in each bedroom occupied by a hearing-impaired person,
Attachment B
ESG Habitability Standards Certification
(continued)
The public areas of all housing must be equipped with a sufficient number,but not less than one for each area.of
battery-operated or hard-wired smoke detectors.Public areas include,but are not limited to, laundry rooms,
community rooms, day care centers,hallways,stairwells, and other common areas.
Note the following to assist in determining if unit can be approved or is deficient:
Building builtirehabbed before 197 8?-yes No
Children under 6 present-Yes No
Pregnant woman present-Yes No
CERTIFICATION STATEMENT
I certify that I have evaluated the property located at the address below to the best of my ability and find the
following:
The property meets all of the above standards-Yes No
Therefore,I make the following determination:
The property is approved-Yes No
Client Name
Rental Unit Street Address: Apartment
City, State Zip
Evaluator"s Si-nature:
Date:
Print Name:
ATTACHMENT IV
The administration of resources awarded by the Department of Children& Families to the provider may be
subject to audits as described in this attachment.
MONITORING
In addition to reviews of audits conducted in accordance with OMB Circular A-133 and Section 21597,
F.S.,as revised,the department may monitor or conduct oversight reviews to evaluate compliance with
contract, management and programmatic requirements. Such monitoring or other oversight procedures
may include, but not be limited to, on-site visits by department staff, limited scope audits as defined by OMB Circular A-133,as revised, or other procedures. By entering into this agreement, the recipient agrees
to comply and cooperate with any monitoring procedures deemed appropriate by the department In the
event the department determines that a limited scope audit of the recipient is appropriate, the recipient
agrees to comply with any additional instructions provided by the department regarding such audit. The
recipient further agrees to comply and cooperate with any inspections, reviews, investigations,or audits
deemed necessary by the department's inspector general, the state's Chief Financial Officer or the Auditor
General.
AUDITS
PART I: FEDERAL REQUIREMENTS
This part is applicable if the recipient is a State or local government or a non-profit organization as defined
in OMB Circular A-133, as revised. 1-1
In the event the recipient expends$500,000 or more in Federal awards during its fiscal year.the recipient
midst have a single or program-specific audit conducted in accordance with the provisions of OMB Circular
A-133, as revised. The recipient agrees to provide a copy of the single audit to the Department's Single
Audit Unit and its contract manager. In the event the recipient expends less than $50e rt in Federal
awards during its fiscal year,the recipient agrees to provide certification to the Department's Single Audit
Unit and its contract manager that a single audit was not required. In determining the Federal awards
expended during its fiscal year,the recipient shall consider all sources of Federal awards, including Federal
resources received from the Department of Children & Families,Federal government(direct),other state
agencies,and other non-state entities. The determination of amounts of Federal awards expended should be
in accordance with guidelines established by OMB Circular A-133, as revised. An audit of the recipient
conducted by the Auditor General in accordance with the provisions of OMB Circular A-133,as revised.
will meet the requirements of this part. In connection with the above audit requirements, the recipient shall
fulfill the requirements relative to auditee responsibilities as provided in Subpart C of OMB Circular A-
133, as revised.
The schedule of expenditures should disclose the expenditures by contract number for each contract with
the department in effect during the audit period. The financial statements should disclose whether or not
the matching requirement was met for each applicable contract All questioned costs and liabilities due the
department shall be fully disclosed in the audit report package with reference to the specific contract
number.
Single Audit Information for Recipients of Recovery Act Funds:
(a) To maximize the transparency and accountability of funds authorized under the American Recovery and
Reinvestment Act of2009(Pub. L. 1 1 1-5)(Recovery Act)as required by Congress and in accordance with
2 CFR 215.21 "Uniform Administrative Requirements for Grants and Agreements- and ONIB Circular A—
CF 1120(12/14/2011)
I
102 Common Rules provisions.recipients agree to maintain records that identiA.-adequatel-v the source and
application of Recovery Act funds. OMB Circular&-lO2im available oa
hup:/h�w*.vvhitehousc,�onnmbmb/circu|ur�u}O2/o|02.hon|.
(b) For recipients covered by the Single Audit Act Amendments ufiy96 and OMB
Circular
|� �
Cioo|ur& 133
'^ Audi/oofS/mca, LouulGovcmnnnis and Non-Profit 0rgonizuiona`` recipients ogr«ct»»cPo'»/e|yid»»tifYtheczpe»diiurcskxFcdcm| awards under the Recovo yA t m the Schedule»fEzpumUtmeo o fF»deru|&"ords(SEF/ )ood/hnDoza~o||oodonFonn(SF_S`` )'equruooy»muc»zuWr A-|3]. OMB
Grcu}ar/ -|33 is available gh�p:�vw.vhiichouue.&n�oi ---( ~'~^^^^ . This shall "v
accomplished hyidcndfying ezpcndikrcy �vFederal awards made under mc «ccovc� Auycporu�|yon
the SEF \, and aamopum/e rows under ltcmy fpn�III ond-cSF-8AC6yCFD4oumbcruoJinc!uai000fthe prefix -&KRA-- in idnnbfyia the name ofthe Federal
pro-ram on the S2P4and
ao tile first characters in Item qd o,Part III onthe SF-SAC.
(c) Recipients agree to separately Ncnrfy N each su6ocipicnt and document m the time ofaubuwurda d
ui the time ofdishuocmcntof funds.the Federal award numb-' CFDAnumbcc and amount ofKecovcm
Act funds. VVhcnoncipicnt awards Recovery Act funds for
--''xistinoprogrmo the information 6�nizyd
iosubmcipicn�shall diadnguiohthe suhowmdsof incremental Recovery »//o
rc�u|ursuba*mdo under the existing program.
- ' ''
(d) Recipients agree io require their yuhrccipicntu|o include on their SEF/\ information to ypeciGcuO
identify Recovery Act funding similar to the requirements for the recipient SEFA described above. T ox�i
information io needed toa||ovv the recipient{opropedy monitor subrrcipimniexpenditure of&Ry`^ funds
as well as oversight bythe Federal awarding ugcncica.Of6ccy of Inspector General and the Government
rcrnmon�
PA0TKX: STATE REQUIREMENTS
This part iyapplicable if the recipient isononsmou entity us defined 6y Section 2|5.97(2). Florida Statutes.
In the event the recipient expends$5O0.U0U or more in state financial assistance
e-�~xduring its fi"y"c�o|yu»r'
the
h»rccipien/musthovcaStu|csinglcorpr��ci'spcui6 cuud�tconduuedinuccu,donccv"b»cco»n2|5 »/'HoddoS�U�ry;applicable rules of the Dcpu�muntof Financial 8cmicus;and Chapters \"55"(local�ovonmenta| entities)or |065O(nonpro�t and for-profit orguniz�iona) Rules of the Auditor"encru|� T
kc�z/p/cntugrcuatoprovidcucopyofihcaing|cauditotbcDcpo�ment`- - og|e Audit Unit and its cvu/mctmanager. |n the event the recipient expends less than $5OO`O0OioS��financiali /s�»cc dub»gim6ycuyca/ the nz/Picmagrees io provide ce�i6oudoniothe D~'an~mcn[�Single m«uuu»uunouscontruunn»«-,ur1hutosinglcouditnosnotrcquircd lnd `'^ "a the state financial assistance nxpcndcdduri» its fiscal year,the recipient shall consider all sources of state financial assistance. including state assistance received from the Department of Children x Families, other state agencies, and other»«nstate entities. State financialassistancedocsnutindudcFcdcm|dircc
or pass-through awards and
rcsuu000 received by a nonstate entity for Federal program matching requirements.
/n connection ^'ith the audit requirements addressed in the preceding paragraph,the recipient shall ensure
that the uouocomp|iea with the rrquimmcotoo[Sccdun2/597(8) Florida Statutes. This includes
submission ofohnaociu| mpnuing package as defined by Section 2�l597(2) Florida5txsu/«
tCk
{V.5�0o' 10,650. Rules ofthe Auditor General.
� ' os. »no aptcm
The schedule of expenditures should disclose the expenditures 6y contract number for each contract with
the ucpumnentino0ec,during the audit poriod The Gn000idstatements ohouN «cm*disclose h h
the matching requirement was met for each applicable conuao/ All questioned coo |/uv//»w»ctdo/orn»�h
/osoue t ucpm�menishall brfb|k disclosed in the audhrcpou with ithrr��r�nc� tothc'="'^vG «
number.
spou cconoucz
CFl]Z8(\Z/l4/%01l)
����
PART III: REPORT SUBMISSION
Any reports, management letters, or other information required to be submitted to the department pursuant
to this agreement shall be submitted within 180 days after the end ofthe provider's fiscal year or within 30
days of the recipient's receipt of the audit report, whichever occurs first, directly to each of the following
unless otherwise required by Florida Statutes:
A. Contract manager for this contract(I copy)
B. Department of Children & Families( I electronic copy and management letter, if issued
Office of the Inspector General
SmLyle Audit Unit
Building 5, Room 237
1317 Winewood Boulevard
Tallahassee, FL 32399-0700
Email address: single a id.vrcA 11 state,01JIS
C. Reporting packages for audits conducted in accordance with OMB Circular A-133,as revised, and
required by Part I of this agreement shall be submitted, when required by Section .320(d),OMB
Circular A-I')3, as revised by or on behalf of the recipient directly to the Federal Audit Clearinghouse
using the Federal Audit Clear-in-house's Internet Data Entry System at:
n-a..v v '1�1 o cc dde n ester cell us, 0 _c-'e 11 V j dex,hu-ni
and other Federal agencies and pass through entities in accordance with Sections .320(e)and(f),
OMB Circular A-1 33,as revised.
D. Copies of reporting
packages required by Part 11 of this agreement shall be submitted by or on behalf
of the recipient directly to the following address:
Auditor General
Local Government Audits/3421
Claude Pepper Building, Room 401
111 West Madison Street
Tallahassee, Florida 32')99-1450
Email address: flaudgen localgovt(�i,,aud.state.fl.us
C� _
Providers,when submitting audit report 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 or for-profit
organizations), Rules of the Auditor General, should include, when available, correspondence from the
auditor indicating the date the audit report package was delivered to them. When such correspondence is
not available,the date that the audit report package was delivered by the auditor to the provider must be
indicated in correspondence submitted to the department in accordance with Chapter 10.558(3)or Chapter
10-657(2). Rules of the Auditor General,
PART IV: RECORD RETENTION
The recipient shall retain sufficient records demonstrating its compliance with the terms of this agreement
for a period of six years from the date the audit report is issued and shall allow the department or its
designee, Chief Financial Officer or Auditor General access to such records upon request. The recipient
shallshall ensure that audit working papers are made available to the department or its designee, Chief Financial
Officer or Auditor General upon request for a period of three-years from the date the audit report is issued,unless extended in writing by the department.
CF 1120(12,114/2011)
------------
REQUEST FOR REIMBURSEMENT
ATTACHMENT V
Agency: MONROE COUNTY
500 Whitehead Street
Key West, FL 33040
Grant Period: 12/01/2012 -6/30/2014
Reimbursement Period:
DESCRIPTION CONTRACT CURRENT YTD CONTRACT
FUNDING EXPENDITURES : EXPENDITURES BALANCE
RAPID RE-HOUSING
Rental Assistance $ 1,000.00 $ 1,000.00
Financial Assistance Costs $ 3,000,00 $ 3,000.00
Services Costs $ 2,000.00 $ 2,000,00
HOMELESS PREVENTION
Rental Assistance $ 79,650.00 $ 79,650.00
Financial Assistance Costs $ 6,750.00 $ 6,750.00
Services Costs $ 3,600.00 $ 3,600.00
HMIS $ 1,500.00
$ 1,500.00
ADMINISTRATIVE COSTS $ 2,500.00 $ 2,500.00
TOTAL $ 100,000.00
$ 100,000.00
By signing below, I certify this to be true and correct as reflected in our books and records.
Prepared by:
Approved by:
r
`� Eli
'
, Attachment VI
Emergency Solutions Gran
Budget Form 2O11
| Prevention and Re-Housing
- GreDt$--__ -Activity
Match S |
1. Rapid Re-Housing
A, Rental Assistance
� B. Housing Relocation and Stabilizationi.
2
B. Housina Relocation and Stabilization
ii Services Costs 3,600.00
1 A Cost of contributing data to HMIS for
i B. HMIS Lead Agency Costs for hosting and
maintaining syster'n
C, Victim Services provider costs for
comparable
database
4 Administrative Costs [Cap 2.5%)
B. Private non-profit organization Not Allowed
TOTAL BUDGET $100,OWOD $301,11800
Rental Assistance
�� u
Graham-Sheryl
From: Trixie Phelan <Trixie Phelan@dcf.state.fl.us>
Sent: -
Tuesday, November 06, 2012 9:19 AM
To: Wilkes-Kim
j Cc: Graham-Sheryl; steckley-marlene
Subject: Re: ESG agreement
Line 3 is referring to the solicitation document which is what you used to develop the application you submitted-the
RFP.
Your agreement will be KPZ06-just a coincidence that they are so similar.
On the other documents, I have the Civil Rights form and the debarment form. I just need the Executive Compensation
form and that does not necessarily need to be included in your review- I just need it when I submit the grant for DCF
signature.
Thanks
Trixie Phelan
Department of Children and Families
1111 12th Street, #304
Key West, Florida 33040
305/292-6810
Wilkes-Kim
<Wilkes-Kim@monro
ecounty-fl.gov> To
Trixie Phelan/D11/DCF@DCF
11/02/2012 11:26 cc
AM steckley-marlene
<steckley-marlene@monroecounty-fl.g
ov>,Graham-Sheryl
<Graham-Sher�� �monroecount -���ov>
Subject
ESG agreement
f
NO
w
°° Hi Trixie,
We are reviewing the ESG agreement and I am preparing it for the county attorney today,just a couple of questions:
Wanted to confirm the agreement#, page one. Line three shows LPZ06, but the rest of the agreement shows KPZ06?
f And additionally,the three other documents:
Certification of Executive Compensation
3 Civil rights
Certification of debarment
Should all of this be added to the agreement before I submit to the CA for review?
Thanks, have a great Friday!!!
Kim Wilkes Wean
Social Services
Sr. Grants Coordinator
Historic Gato Building
1100 Simonton Street
Suite 190
Key West, Florida 33040
305-292-4588-phone
305-295-4376-fax
wilkes-kim@monroecounty-fl.gov
HELP US HELP YOU!
Please take a moment to complete our Customer Satisfaction Survey:
I'tO,ZZmonroecofl.v.irtualtownhall.net/Pages/MonroeCoFL 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.
2
Wilkes-Kim
From: Trixie Phelan [Trixie_Phelan@dcf.state.fI.us]
Sent:
Tuesday, November 06, 2012 9:19 AM
To: Wilkes-Kim
Cc: Graham-Sheryl; steckley-marlene
Subject: Re: ESG agreement
Line 3 is referring to the solicitation document which is what you used to develop the
application you submitted - the RFP.
Your agreement will be KPZ06 - just a coincidence that they are so similar.
On the other documents, I have the Civil Rights form and the debarment form. I just need the
Executive Compensation form and that does not necessarily need to be included in your review
- I just need it when I submit the grant for DCF signature.
Thanks
Trixie Phelan
Department of Children and Families
1111 12th Street, #304
Key West, Florida 33040
305 / 292-6810
Wilkes-Kim
<Wilkes-Kim@amonro
ecounty-fl.gov> To
Trixie Phelan/D11/DCF@DCF
11/02/2012 11:26
Ate cc
steckley-marlene
<steckley-marlene@amonroecounty-fl.g
ov>, Graham-Sheryl
<Graham-Shery10monroecounty fl ov>
ESG agreement Subject
Hi Trixie,
We are reviewing the ESG agreement and I am preparing it for the county attorney today, just
a couple of questions:
Wanted to confirm the agreement #, page one. Line three shows LPZ06, but the rest of the
agreement shows KPZ06?
1
And additionally' the three other documents:
Certification of Executive Compensation
Civil rights
Certification of debarment
| Should all of this be added to the agreement before Z submit to the CA for review?
�
Thanks/ have a great Fridayl ! !
Kim Wilkes Wean
Social Services
Sr. Grants Coordinator
Historic GatV Building
1100 Simonton Street
Suite 190
Key West, Florida 33048
305-292-4588-phone
305-295-4376-fax
HELP US HELP YOU!
Please take a moment to complete our Customer Satisfaction Survey:
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.
Z
�
T
State of Florida Rick Scott
Governor
Department of Children and Families
David E. Wilkins
Secretary
t
MEMORANDUM OF NEGOTIATION—KPZO61 Monroe County
Emergency Shelter Grant(ESG)Grant Agreement
1. Introduction
A. Participants: Sheryl Graham, Social Services Director
Kim Wean, Grants Coordinator
Theresa Phelan, DCF Contract Manager
B. Meeting Date: October 3, 2012 @a 10:00 AM
C. Meeting Location: DCF Office, 1111 12th Street, Key West, Florida 33040&via telephone
II. Procurement History
This ESG grant is awarded through a competitive process that began with Application Instructions issued by
the DCF Office on Homelessness. Applications were reviewed,scores collected and averaged and then the
final ranking was determined by the Office on Homelessness. Agreements are then managed at the
regional level.
Ill. Narrative Summary of the Negotiations
These funds are awarded through a grant agreement. The agreement will be comprised of the five-page
grant agreement, the Department's Substantial Amendment to the U.S. Department of Housing and Urban
Development (HUD), the provider's approved Written Standards, a summary of project activities, the DCF
Audit Attachment, a Request for Reimbursement form and the provider's budget. The provider intends to
use the grant funds to assist eligible families and individuals in both Rapid Re-Housing and Prevention
scenarios.
The method of payment will be cost reimbursement. For reimbursement, the provider will submit an
approval of payment checklist form with client identifying information for all assistance payments and payroll
data for case management. There is a match requirement of 100%which will be covered with the cost of
staff salaries and other support services provided to ESG clients. Programmatic reporting will quarterly,due
by the 151h of the month following the report period. A monthly activity report may also be necessary for
invoicing. The provider will submit the monthly summary report on assistance to deaf or hard-of-hearing
individuals,due on the 5th business day following the reporting month.
The provider agrees to participate in the homeless coalition, Southernmost Homeless Assistance League
(SHAL)which also means participation in SHAL's Homeless Management Information System(HMIS).
Ill. Conclusion
This prevention grant will cover the period from December 1,2012 through June 30,2014, Total grant
funding is$100,000, $60,000 for FY 2012-2013 and$40,000 for FT 2013-2014.
VI. Sig es:
Provider Signature Department Signature
Title:
Title:Contract Manager
Date: - 1 Date: —
r
Mission: Protect the Vulnerable, Promote Strong and Economically Self-Sufficient Families, and
Advance Personal and Family Recovery and Resiliency
BEFORE THE DEPARTMENT OF CHILDREN
AND FAMILIES
IN RE:
Appeal of Monroe County Board of County Commissioners/
Monroe County Social Services
2011 Emergency Shelter Grant/Prevention Grant
Grant Solicitation#LPZ06
FORMAL APPEAL AND PETITION HEARING
Monroe County Board of County Commissioners/Monroe County Social Services
hereby appeals the grant award determinations resulting from the 2011 Emergency Shelter
Grant/Prevention Grant, Grant Solicitation#LPZ06 and states as follows:
1. That affected agency is Monroe County Board of County Commissioners/Monroe
County Social Services, 1100 Simonton Street, #2-257, Key West, Florida, 33040. The Tax
Identification Number is 59-6000749.
2. The petitioner is the Director of Social Services, Ms. Sheryl Graham, 1100
Simonton Street,#2-257, Key West, Florida, 33040, (305) 292-45 10.
3. The petitioner's representative is the Monroe County Attorney's office, Pedro J.
Mercado, Esq., 1111 12'h St., Suite 408, Key West, Florida, 33040, (305) 292-3470.
4. The petitioner's substantial interests are adversely affected by its loss of grant
funding for petitioner's emergency shelter/homelessness prevention program.
5. The petitioner received notice of the agency's decision from Tom Pierce via e-
mail dated December 1, 2011.
6. Petitioner avers that the disputed issues of material fact are: the petitioner
provided evidence of written arrangements in place to link clients to other assistance and;
petitioner provided evidence of unmet demand for service.
7. Petitioner avers the following:
The grant application instructs the applicant to complete the scoring criteria
(appendix III of the application form) and submit supporting documentation in accordance with
the criteria set forth in the grant application. Under scoring criteria item # 4 entitled "Formal
Arrangements for Linking Clients with Other Assistance" the application instructs the petitioner
to check the response that describes "their formal written arrangements to refer and link the
households seeking assistance with other critical services and benefits" and instructs the
applicant to attach a "Copy of the applicant's written agreement or arrangement to refer clients
for financial counseling services". The criteria is clear and unambiguous in that an applicant can
satisfy the criteria set forth in item # 4 by submitting proof of one of two altematatives, either
proof of a written agreement or proof of an arrangement to refer clients. The petitioner was not
awarded any points on the scoring form prepared by "TP". It is important to note the that '713"
noted "No written Agreements" to justify the withholding of points; however, the petitioner
would respectfully submit that "TP" incorrectly withheld points on this basis. A fundamental
tenet of law is that the words written in a document should be given their plain meaning and not
be disturbed unless found to be ambiguous or in need of clarification, modification, or
interpretation. By use of the word "arrangement" and the instruction allowing for use of either
alternate the intent of the instruction here is clear and unambiguous and grants an applicant 1
point each if the applicant submits proof of an "arrangement", which the applicant did.
With regard to scoring criteria item # 7 entitled "Unmet Client Demand for Year
Ending June 30, 2010", the application instructs the petitioner to "check the response that
describes the level of need for homeless prevention services that the agency could not address,
based upon the resources available for the year ending June 30, 2010" and instructs the applicant
to attach a "copy of the report or documentation generated by the Applicant's data collection and
reporting system, or HMIS system". The criteria is clear and unambiguous in that an applicant
can satisfy the criteria set forth in item #7 by submitting proof of one of two documents, either
the applicants data collection and reporting system documentation or documentation generated
by HMIS. The applicant submitted proof of its use of its own data collection and reporting
system documenting that 211 clients had not received funding. Under the scoring form prepared
by "TP", the applicant is only granted 1 point and a notation is made that "applicant had funds
during denial period". It is clear that "TP" used criteria outside of that provided for in the
application and the petitioner respectfully submits that it is inappropriate for"TP"to evaluate the
petitioner using criteria that has not been set forth in the grant application. Petitioner would also
note that, as with scoring criteria item#4, "TP" did not check any of the boxes to indicate which
criterion was applicable to applicant. Instead, "TP" appears to use her first-hand knowledge and
familiarity with applicants operations to set an arbitrary criterion to the disadvantage of the
applicant.
8. The scoring evaluation criteria is set forth in sections 3.2.1 and 3.2.3 of the 2011
Emergency Shelter Grant/Prevention Grant, Grant Solicitation #LPZ06 in conjunction with the
application form scoring criteria requirements. The applicant contends that "TP" failed to apply
the correct scoring criteria and that the criteria employed by"TP", as detailed in the facts averred
in#7 above, were arbitrary and capricious. The petitioner contends that all of the above set forth
reasons mandate modification of the agency action.
Wherefore, petitioner, Monroe County Board of County Commissioners/Monroe County
Social Services, respectfully requests the scoring form prepared by "TP" be corrected to provide
the petitioner with 2 points under criteria item #4, and 2 points under criteria item # 7, and
petitioner be awarded $100,000 in grant funds.
Respectfully submi
edro J. Mercado ,
-Ass f*s-fant y Attorney
FBN#84050
BOARD OF COUMY COMIMIIMONERS
Mayor David Rice,District 4
O UNTY YSO �MONROE Mayor Pro Tern Kim Wigington,District 1
i George Neugent,District 2
KEY WEST .ORDA 33040 Heather Carnrthem District 3
(305)294-4641
Sylvia J.Murphy,District 5
Suzanne A.Hutton,County Attorney** * Office of the County Attorney
Robert B.Shillinger,Chief Assistant County Attorney 1 I I I I P Street,Suite 408
Pedro J.Mercado,Assistant County Attorney ** r KeyWest,FL 33040
Susan M.Grimsley,Assistant County Attorney**
(305)292-3470—Phone
Natilcene W.Cassel,Assistant County Attorney'` (305)292-3516—Fax
Cynthia L.Hall,Assistant County Attorney**
Christine Limbert-Barrows,Assistant County Attorney
Derek V.Howard,Assistant County Attorney
Lisa Granger,Assistant County Attorney
**Hoard Certified in City,County&Local Govt.Lew
To: Greg Venz Date January 10,2012
From: Pedro Mercado
RE: 2011 Emergency Shelter Grant/Prevention Grant,
Grant Solicitation#LPZ06 Petition for Hearing
Dear Mr.Venz, y
Pursuant to our conversation of Friday January 6, 2012, I am submitting this letter
requesting that the Monroe County Board of County Commissioners/Monroe County Social
Services appeal and petition for hearing be held in abeyance for 45 days. As discussed, Monroe
County timely filed its petition and this request for abeyance does not and will not affect Monroe
County's right of appeal if the County is required to go forward with the hearing.
As discussed, DCF staff believes that federal funding for phase 2 of the grant is
imminent. Phase 2 funding will permit DCF to fund the grant applicants who were not initially
funded in the base grant. Contingent upon the release of phase 2 of the federal funding, Monroe
County will be fully funded per its September 2011 response to grant solicitation#LPZ 06. There
will be no further action required by Monroe County in order to receive the grant funding once
the funding has been released by the federal government. Monroe County will be able to use the
funds for the purposes set forth in its September 2011 grant application. Based on the above
stated, Monroe County would request that is petition for hearing be held in abeyance for 45 days
or not later than February 24, 2012.
s• y,
Pedro J.
As$igl:ant C my Attorney
Rick Scott
State of Florida Governor
Department of Children and Families
David E.Wilkins
Secretary
vW,LFAMtiiES.CONA
August 31,2012
Ms.Sheryl Graham
Monroe County
1100 Simonton Street
Key West, FL 33040
Dear Ms. Graham:
The U.S. Department of Housing and Urban Development has awarded to the Department the 2011
Emergency Solutions Grant. Based on the Department's approved Action Plan, it is my pleasure to
announce the award of a grant to your organization in the amount of$100,000.
On behalf of Secretary Wilkins,thank you for your willingness to use the Emergency Solutions Grant to
provide homeless prevention and/or rent assistance to enable the homeless to transition into
permanent housing. -
The Department's contract manager will be contacting you shortly to begin the process to execute a
grant agreement with your organization. The term of your grant will end June 30, 2014.
This office has approved your written policies and procedures to be used in carrying out the grant. This
approval must be received before your grant agreement can be executed. Likewise,this office has
approved your final budget, on the form provided to you.
This office is prepared to assist you, as needed,to successfully carry out your grant program. Please
contact me at(850)922-9850 if you have questions or concerns with the grant,or the new federal rules.
Sincerely, r
Thomas Pierce
Director
Office on Homelessness
Cc: Trixie Phelan,Contract Manager
1317 Winewood Boulevard, Tallahassee, Florida 32399-0700
Mission: Protect the Vulnerable, Promote Strong and Economically Self-Sufficient Families„ and
Advance Personal and Fa ^fly Recovery and Resiliency