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HomeMy WebLinkAboutFY2001 11/21/2000 . ~. nlannp 1.. l&olbage BRANCH OFFICE 3111 OVERSEAS IDGHWA Y MARAmON, FLORIDA 33050 TEL. (305) 289-6021 FAX (305) 289-1145 CLERK OF THE CIRCUIT COURT MONROE COUNTY SOO WHITEHEAD STREET KEY WEST, FLORIDA 33040 TEL. (305) 292-3550 FAX (305) 295-3660 BRANCH OFFICE 88820 OVERSEAS IDGHWA Y PLANTATION KEY, FLORIDA 33010 TEL. (305) 852-1145 FAX (305) 852-1146 MEMORANDUM DATE: December 4, 2000 TO: Jennifer Hill, Budget Director Office of Management & Budget ATTN: FROM: Dave Owens Grants Administrjfrator Pamela G. Hanc Deputy Clerk , At the November 21, 2000, Board of County Commissioner's meeting the Board granted approval and authorized execution of the Fiscal Year 2001 Anti-Drug Abuse Act Funds Agreements between Monroe County and the following: Florida Keys Outreach Coalition Sunrise House Transitional Housing for Recovering Men I, and the Guidance Clinic of the Middle Keys Residential Detoxification Services for Monroe County Homeless Men and Women Program II. Enclosed please find a duplicate original of each of the above for your handling. Should you have any questions please feel free to contact this office. Cc: County Administrator wlo documents County Attorney Finance File ANTI-DRUG ABUSE ACT FUNDS AGREEMENT TillS AGREEMENT is made and entered this ~/ ~ day of jV() vi f f"\J3 E- K 2000, by and between MONROE COUNTY, a political subdivision of the State of Florida, whose address is 5100 College Road, PSB Wing II, Stock Island, Key West, FL 33040, hereinafter referred to as "COUNTY," and Florida Keys Outreach Coalition Sunrise House Transitional Housing for Recovering Homeless Men I, whose address is Post Office Box 4767, Key West, Florida 33041, hereinafter referred to as "COALITION," WITNESSETH WHEREAS, the Department of Community Affairs has awarded a sub-grant of Anti- Drug Abuse Act Funds to the COUNTY to implement a program that provides Sunrise House Transitional Housing for Recovering Homeless Men; and WHEREAS, the County is in need of an implementing agency to provide said services under this Program; and WHEREAS, the COALITION is the sole provider of this program; and WHEREAS, the COUNTY has agreed to disburse the Anti-Drug Abuse Act Funds to the COALITION in accordance with the COUNTY'S application for the Anti-Drug Abuse Act Funds, NOW THEREFORE, in consideration of the mutual understandings and agreements set forth herein, the COUNTY and the COALITION agree as follows: 1. TERM - The term of this Agreement is from October 1, 2000, through September 30,2001, the date of the signature by the parties notwithstanding, unless earlier terminated as provided herein. 2. SERVICES - The COALITION will provide services as outlined in t~ ~ g COUNTY'S Anti-Drug Abuse Sub-grant Award, attached and made a part hereof. ~p~ ~ m:;x:-< n n. r- , 3, FUNDS - The total project budget to be expended by the COALITIO~m', .s::- performance of the services set forth in Section 2 of this agreement shall be the total3P.~f ;z:. I . on' ::c $31,311,00, The total sum represents federa grant/state sub-grant support In the ~f CD $23,483,00 and local matching funds in the amount of $7,828,00, which amount sh~fb~' ;.: ,_ m .. provided by the county through the grant matching funds account. All funds shall be distribdh?d and expended in accordance with the Project Budget Narrative submitted as outlined in the grant agreement. 4. INCORPORATION BY REFERENCE - The provisions of those certain documents entitled "State of Florida Department of Community Affairs, Division of Housing and Community Development, Bureau of Community Assistance Sub-grant Award Certificate and Application" therefor and all laws, rules and regulations relating thereto are incorporated by reference. (Attachment A), -r, r- fT1 C1 .." C> :;0 ::0 fT1 C") a :::0 c 5, IMPLEMENTING AGENCY BOND - The COALITION is an implementing agency under the COUNTY'S Anti-Drug Abuse Program, and shall be bound by all the provisions of the documents incorporated by reference in Section 4 of this Agreement. Additionally, the COALITION shall be bound by all laws, rules, and regulations relating to the COUNTY'S performance under the Department of Community Affairs Grant Program, 6, BILLING AND PAYMENT (a) The COALITION shall render to the COUNTY, at the close of each calendar month, an itemized invoice properly dated, describing the services rendered, the cost of the services, and all other information required by the Program Director. The original invoice shall be sent to: Grants Administrator Public Service Building, Wing II 5100 College Road Key West, FL 33040 (b) Payment shall be made after review and approval by the COUNTY within thirty (30) days of receipt of the correct and proper invoice submitted by the COALITION, 7 , TERMINATION - This Agreement may be terminated by either party at any time, with or without cause, upon not less than thirty (30) days written notice delivered to the other party, The COUNTY shall not be obligated to pay for any services provided by the COALITION after the COALITION has received notice of termination. In the event there are any unused Anti-Drug Abuse Act Funds, the COALITION shall promptly refund those funds to the COUNTY or otherwise use such funds as the COUNTY directs, 8, ACCESS TO FINANCIAL RECORDS - The COALITION shall maintain appropriate financial records which shall be open to the public at reasonable times and under reasonable conditions for inspection and examination and which comply with the Agreement incorporated in Section 4 of this Agreement. 9. AUDIT - The COALITION shall submit to the COUNTY an audit report covering the term of this Agreement, within one-hundred twenty (120) days following the Agreement's lapse or early termination and shall also comply with all provisions of the Agreement incorporated in Section 4 of this Agreement. 10, NOTICES - Whenever either party desires to give notice unto the other, it must be given by written notice, sent by registered United States mail, with return receipt requested, and sent to: FOR COUNTY Grants Administrator Public Service Building 5100 College Road Key West, FL 33040 FOR PROVIDER CONTACT NAME AND ADDRESS Either of the parties may change, by written notice as provided above, the addresses or persons for receipt of notices. 11, UNAVAILABILITY OF FUNDS - If the COUNTY shall learn that funding from the Florida Department of Community Affairs cannot be obtained or cannot be continued at a level sufficient to allow for the services specified herein, this Agreement may then be terminated immediately, at the option of the COUNTY, by written notice of termination delivered in person or by mail to the COALITION at its address specified above. The COUNTY shall not be obligated to pay for any services provided by the COALITION after the COALITION has received notice of termination. 12. COMPLIANCE WITH LAWS AND REGULATIONS - In providing all services pursuant to this Agreement, the COALITION shall abide by all statutes, ordinances, rules, and regulations pertaining to, or regulating the provision of, such services, including those now in effect and hereafter adopted, and particularly Article 1, Section 3 of the Constitution of the State of Florida and Article 1 of the United States Constitution, which provide that no revenue of the state or any political subdivision shall be utilized, directly or indirectly, in aid of any church, sect or religious denomination or in aid of any sectarian institution, Any violation of said statutes, ordinances, rules, or regulations shall constitute a material breach of this Agreement immediately upon delivery of written notice of termination to the COALITION. If the COALITION receives notice of material breach, it will have thirty days in order to cure the material breach of the contract. If, after thirty (30) days, the breach has not been cured, the contract will automatically be terminated. 13, ASSIGNMENTS AND SUBCONTRACTING - Neither party to this Agreement shall assign this Agreement or any interest under this Agreement, or subcontract any of its obligations under this Agreement, without the written consent of the other, 14. EMPLOYEE STATUS - Persons employed by the COALITION in the performance of services and functions pursuant to this Agreement shall have no claim to pension, worker's compensation, unemployment compensation, civil service or other employee rights or privileges granted to the COUNTY'S officers and employees either by operation of law or by the COUNTY. 15, INDEMNIFICATION - The COALITION agrees to hold harmless, indemnify, and defend the COUNTY, its commissioners, officers, employees, and agents against any and all claims, losses, damages, or lawsuits for damages, arising from, allegedly arising from, or related to the provision of services hereunder by the COALITION. 16. ENTIRE AGREEMENT (a) It is understood and agreed that the entire Agreement of the parties is contained herein and that this Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter hereof as well as any previous agreements presently in effect between the parties relating to the subject matter hereof. (b) Any alterations, amendments, deletions, or waivers of the provisions of this Agreement shall be valid only when expressed in writing and duly signed by the parties. IN WITNESS WHEREOF, the parties to this Agreement have caused their names to be to by the proper officers thereof for the purposes herein expressed at Monroe on the day and year first written above, BOARD OF COUNTY COMMISSIONERS ~OE COUNTY, FLORIDA &,e ~ d Mayor/Chairman ~ - AGENCY NAME S9JftP Witness ~~~y~ i 1_ \ (, - Q 0 BY:l Title: 9J\~I~Q..jt SWORN STATEMENT UNDER ORDINANCE NO. 10-1990 MONROE COUNTY, FLORIDA ETIllCS CLAUSE Jl.J4Iu 'j t1J i:'hf ~~ (J.~ warrants that _lit has not employed, retained or otherwise had act on hislits behalf any former County officer or employee in violation of Section 2 of Ordinance No. 10-1990 or any County officer or employee in violation of Section 3 of Ordinance No, 10-1990, For breach or violation ofthis provision the County may, in its discretion, terminate this contract without liability and may also, in its discretion, deduct from the contract or purchase price, or otherwise recover, the full amount of any fee, commission, percentage, gift, or consideration paid to the former County officer or employee, STATE OF dI~oI;) COUNlY OF IJt v~ ~7J~~ ~ (signature) "- Dare I<~) / PERSONALLY APPEARED BEFORE ME, the undersigned authority, ...~ phJ...! 73rtroldadc who, after first being sworn by me, affixed hislRer signature (name of individual signing) in the space provided above on this I '1 th day of Y)/hU~~ ,~~t). KxiV ~~ NOTARY PUBLIC My commission expires: 0 q ~ /$ ~ ~4 "<'B.' Gina Pecora ~ t\,~rij!, " 1 * My Commiasion CC962I32 ~~~ ',.'....,.. Fyoirea September 15, 2004 OMB - MCP FORM #4 PUBLIC ENTITY CRIME STATEMENT "A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of36 months from the date of being placed on the convicted vendor list." ATTACHMENT A Exoense Reimbursement Reauirements This document is intended to provide "basic" guidelines to Human Service Organizations, county travelers, and contractual parties who have reimbursable expenses associated with Monroe County business. These guidelines, as they relate to travel, are from FS 112.061, which is attached for reference. A cover letter summarizing the major line items on the reimbursable expense request should also contain a certified statement such as: I certify that the attached expenses are accurate and in agreement with the records of this organization. Furthermore, these expenses are in compliance with this organization's contract with the Monroe County Board of County Commissioners. Invoices should be billed to the contracting agency. Third party payments will not be considered for reimbursement. Remember, the expenses should be paid prior to requesting a reimbursement, Only current charges will be considered, no previous balances. Reimbursement requests will be monitored in accordance with the level of detail in the contract. This document should not be considered all-inclusive. The Clerk's Finance Department reserves the right to review reimbursement requests on an individual basis. Any questions regarding these guidelines should be directed to 305/292-3528. Pavroll A certified statement verifying the accuracy and authenticity of the payroll expenses. If a Payroll Journal is provided, it should include: Payroll Journal dates, employee name, salary, or hourly rate, hours worked during the payroll journal dates, withholdings where appropriate, check number and check amount If a Payroll Journal is not provided, the following must be listed: Check number, date, payee, check amount, support for applicable payroll taxes Original vendor invoices must be submitted for Worker's Compensation and Liability insurance coverage, Teleohone Exoenses A user log of pertinent information must be remitted; the party called, the caller, the telephone number, the date, and the purpose of the call must be identified. Telefax. fax. etc. A fax log is required. The log must define the sender, the intended recipient, the date, the number called, and the reason for sending the fax, Suoolies. services. etc. For supplies or services ordered, the County requires the original vendor invoice. Rents. leases. etc. A copy of the rental agreement or lease is required. Deposits and advance payments will not be allowable expenses. Postaae. overniaht deliveries. courier. etc. A log of all postage expenses as it relates to the County contract is required for reimbursement. For overnight or express deliveries, the original vendor invoice must be included. Reoroductions. cooies. etc, A log of copy expenses as it relates to the County contract is required for reimbursement. The log must define the date, number of copies made, source document, purpose, and recipient. A reasonable fee for copy expenses will be allowable. For vendor services, the original vendor invoice is required and a sample of the finished product, Travel Exoenses: Please refer to Florida Statute 112.061. Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel Expenses. Credit card statements are not acceptable documentation for reimbursement. Airfare reimbursement requires the original passenger receipt portion of the airline ticket, A travel itinerary is appreciated to facilitate the audit trail. Auto rental reimbursement requires the original vendor invoice. Fuel purchases should be documented with original paid receipts, Original taxi receipts should be provided. However, reasonable fares will be reimbursed without receipts. Taxis are not reimbursed if taken to arrive at a departure point: for example, taking a taxi from one's residence to the airport for a business trip is not reimbursable. Original toll receipts should be provided. However, reasonable tolls will be reimbursed without receipts. Parking is considered a reimbursable travel expense at the destination. Airport parking during a business trip is not. Lodging reimbursement requires a detailed listing of charges. The original lodging invoice must be submitted. The County will only reimburse the actual room and related bed tax. Room service, movies, and personal telephone calls (see previOUS guidelines) are not allowable expenses. Per diem lodging expenses may apply. Again, refer to Florida Statute 112,061. Meal reimbursement is breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal guidelines are that travel must begin prior to 6:00 a.m. for breakfast reimbursement, before noon and end after 2:00 p.m. for lunch reimbursement, and before 6:00 p.m. and after 8:00 p.m. for dinner reimbursement. Mileage reimbursement is calculated at 29 cents per mile for personal auto mileage while on county business. An odometer reading must be included on the state travel voucher for vicinity travel. A mileage map is available for reference to allowable miles from various Florida destinations. Mileage is not allowed from a residence or office to a point of departure: for example, driving from one's home to the airport for a business trip is not a reimbursable expense. Data orocessina. PC time. etc. ... The original vendor invoice is required for reimbursement, Intercompany allocations are not considered reimbursable expenditures unless appropriate payroll journals for the charging department (see Payroll above) are attached and certified. The followina are not allowable for reimbursement: Penalties and fines Non-sufficient check charges Fundraising Contributions Capital outlay expenditures (unless specifically included in the contract) Depreciation expenses (unless specifically included in the contract) ATTACHMENT B HUMAN SERVICE ORGANIZATION LETTERHEAD Monroe County Board of County Commissioners Finance Department 500 Whitehead Street key West, Florida 33040 (Date) The following is a summary of the expenses for (Human Service Oraanization name) for the time period of to Check # Pavee Reason Amount 101 A Company Rent $xxxx.xx 102 B Company Utilities $xxxx.xx 103 D Company Phone $xxxx.xx 104 Person A Payroll $xxxx.xx 105 Person B Payroll $xxxx.xx (A) Total $xxxx.xx ------- ------- (B) Total prior payments $xxxx,xx (C) Total requested and paid (A + B) $xxxx.xx (D) Total contract amount $xxxx.xx Balance of contract (D - C) $xxxx.xx ------- ------- I certify that the above checks have been submitted to the vendors as noted and that the expenses are accurate and in agreement with the records of this organization, Furthermore, these expenses are in compliance with this organization's contract with the Monroe County Board of Commissioners and will not be submitted for reimbursement to any other funding source. Executive Director Attachments (supporting documentation) STATE OF FLORIDA COUNTY OF MONROE " ..... SWORN TO AND SUBSCRIBED before me this _ day of , 200_ by (Event Contact Person) who is personally known to me presented as identification: Notary Public, State of Florida at Large My Commission Expires: Jdconhsoex