FY2000 10/13/1999
KEYS TO RECOVERY FUNDS AGREEMENT
#- me
THIS AGREEMENT is made and entered this ~ day of {!JC 77J ", 1999 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 the GUIDANCE CLINIC OF THE MIDDLE KEYS, INC., whose address is 3000 41 st Street. Ocean,
Marathon. FL 33050. hereinafter referred to as "GUIDANCE CLINIC."
WITNESSETH
WHEREAS, the GUIDANCE CLINIC has previously conducted the Keys to Recovery
Program with a subgrant of Anti-Drug Abuse Act Funds to the County, providing alternatives to
incarceration and recovery therapy for non-dangerous criminal offenders; and
WHEREAS. the GUIDANCE CLINIC is the sole provider of this social model program; and
WHEREAS, the program has shown a 57% success rate; and
WHEREAS, the COUNTY desires to continue to provide rehabilitative services and
residential facilities under this Program; and
WHEREAS, the COUNTY desires to fund the Program out of the Fine and Forfeiture Fund;
now therefore,
IN CONSIDERATION of the mutual understandings and agreements set forth herein, the
COUNTY and the GUIDANCE CLINIC agree as follows:
Section 1. TERM - The term of this Agreement is from October 1, 1999, through
September 30, 2000, the date of the signature by the parties notwithstanding, unless earlier
terminated as provided herein.
Section 2. SERVICES - The GUIDANCE CLINIC will provide rehabilitative services as
outlined in the Keys to Recovery attached hereto as Attachment A and made a part hereof.
Section 3. FUNDS - Payment is contingent upon availability of funding from the Fine
and Forfeiture Fund and shall not exceed the total sum of $68,482.
Section 4. BILLING AND PAYMENT
(a) The GUIDANCE CLINIC 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:
Ms. Deanna Lloyd. Grants Management
Public Service Building, Wing II
5100 College Road, Stock Island
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 GUIDANCE CLINIC.
Section 5. 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 GUIDANCE
CLINIC after the GUIDANCE CLINIC has received notice of termination. In the event there is
any overpayment, the GUIDANCE CLINIC shall promptly refund those funds to the COUNTY or
otherwise use such funds as the COU NTY directs.
Section 6. ACCESS TO FINANCIAL RECORDS - The GUIDANCE CLINIC shall maintain
appropriate financial records which shall be open to the public at reasonable times and under
reasonable conditions for inspection and examination.
Section 7. AUDIT - The GUIDANCE CLINIC 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.
Section 8. 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
Ms. Deanna Lloyd, Grants Management
Public Service Building
5100 College Road, Stock Island
Key West. Fl 33040
FOR GUIDANCE CLINIC:
Dr. David Rice
Chief Executive Officer
3000 41st Street. Ocean
Marathon, Fl 33050
Either of the parties may change, by written notice as provided above, the addresses or
persons for receipt of notices.
Section 9. UNAVAilABILITY OF FUNDS - If funding 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 GUIDANCE CLINIC at its address specified above. The COUNTY shall not be
obligated to pay for any services provided by the GUIDANCE CLINIC after the GUIDANCE CLINIC
has received notice of termination.
Section 10. COMPLIANCE WITH lAWS AND REGULATIONS - In providing all services
pursuant to this Agreement. the GUIDANCE CLINIC 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 I, Section 3 of the Constitution of the State
of Florida and Article I 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 GUIDANCE CLINIC. If the GUIDANCE CLINIC
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.
2
Section 11. 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.
Section 12. EMPLOYEE STATUS - Persons employed by the GUIDANCE CLINIC 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.
Section 13. INDEMNIFICATION The GUIDANCE CLINIC 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 GUIDANCE CLINIC.
Section 14. INSURANCE - The GUIDANCE CLINIC shall comply with the Monroe County
Risk Management Manual governing insurance requirements for contractors performing work for
Monroe County, Florida, incorporated in Attachment B.
Section 15. 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.
By
c. ~
Deputy Clerk
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
~ ....~., ......:~-~~~~
B ~
Y -
Mayor/Chairman
THE GUIDANCE CLINIC OF THE
MIDDLE KEYS, INC.
By ~1:
Witness
jconiiirecovery
3
AT7ACHMENT "A"
KEYS TO RECOVERY
1669 Overseas Highway
Marathon, FL 33050
(305) 743-8484
11-19-98
Description: Keys to Recovery is a 12 bed non-secure residential drug/alcohol treatment
program. Duration of the program is six months. Capacity is 12 beds.
Location:
Upper floor of the building located at 1669 Overseas Highway.
Program:
The program is divided into two phases.
-The initial phase (Intensive Treatment Component) is two months long
and focuses on intensive substance abuse treatment.
- The second phase (Employment Re-entry Phase) is four months long.
During this phase the client enters the work force with full-time day job.
He returns to KTR by 5: 15 PM and continues to participate in the
treatment program.
Services:
Prior to entry: Complete psychosocial and screening
Entry:
Orientation; physical; TB, SID & Hepatitis B testing. AIDS
testing is available on a voluntary basis.
ITC Phase: Individual Counseling
Group Counseling
Educational Groups
Physical Ed
Drug Testing
12 Step Support
ERC Phase: Individual Counseling
Group counseling
Educational Groups
Drug Testing
12 Step Support
Employment
Added services:
One hour per week
Fourteen hours per week
1bree hours per week
Three hours per week
One test per week
Ten per week
One hour per week
Six hours per week
As needed
One per week
Seven per week
Maximum of 40 hours per week
Optional Acupuncture
Coordination with Public Health Services
Coordination with PsychologicallPsychiatric Services
Coordination with Vocational Rehabilitation
Coordination with the Judicial System, Department of Corrections and
Public Defender
Access to Salvation Army
Alwnni/Family groups
90 day Aftercare
/1 tt a chrnen..-t t;5
1996 Edition
RISK MANAGEMENT
POLICY AND PROCEDURES
CONTRACTADMIMSTRATION
MANUAL
General Insurance Requirements
for
Other Contractors and Subcontractors
As a pre-requisite of the work governed, or the goods supplied under this contract (including the
pre-staging of personnel and material), the Contractor shall obtain, at his/her own expense,
insurance as specified in any attached schedules, which are made part of this contract. The
Contractor will ensure that the insurance obtained will extend protection to all Subcontractors
engaged by the Contractor. As an alternative, the Contractor may require all Subcontractors to
obtain insurance consistent with the attached schedules.
The Contractor will not be permitted to commence work governed by this contract (including
pre-staging of personnel and material) until satisfactory evidence of the required insurance has
been furnished to the County as specified below. Delays in the commencement of work,
resulting from the failure of the Contractor to provide satisfactory evidence of the required
insurance, shall not extend deadlines specified in this contract and any penalties and failure to
perform assessments shall be imposed as if the work commenced on the specified date and time,
except for the Contractor's failure to provide satisfactory evidence.
The Contractor shall maintain the required insurance throughout the entire term of this contract
and any extensions specified in the attached schedules. Failure to comply with this provision
may result in the immediate suspension of all work until the required insurance has been
reinstated or replaced. Delays in the completion of work resulting from the failure of the
Contractor to maintain the required insurance shall not extend deadlines specified in this contract
and any penalties and failure to perform assessments shall be imposed as if the work had not
been suspended, except for the Contractor's failure to maintain the required insurance.
The Contractor shall provide, to the County, as satisfactory evidence of the required insurance,
either:
· Certificate of Insurance
or
· A Certified copy of the actual insurance policy.
The County, at its sole option, has the right to request a certified copy of any or all insurance
policies required by this contract.
All insurance policies must specify that they are not subject to cancellation, non-renewal,
material change, or reduction in coverage unless a minimum of thirty (30) days prior notification
is given to the County by the insurer.
The acceptance and/or approval of the Contractor's insurance shall not be construed as relieving
the Contractor from any liability or obligation assumed under this contract or imposed by law.
Administration Instruction
#4709.3
14
1996 Edition
The Monroe County Board of County Commissioners, its employees and officials will be
included as "Additional Insured" on all policies, except for Workers' Compensation.
Any deviations from these General Insurance Requirements must be requested in writing on the
County prepared form entitled "Request for Waiver of Insurance Requirements" and
approved by Monroe County Risk Management.
Administration Instruction
#4709.3
15
1996 Edition
GENERAL LIABILITY
INSURANCE REQUIREMENTS
FOR
CONTRACT
BETWEEN
MONROE COUNTY, FLORIDA
AND
Prior to the commencement of work governed by this contract, the Contractor shall obtain
General Liability Insurance. Coverage shall be maintained throughout the life of the contract and
include, as a minimum:
· Premises Operations
· Products and Completed Operations
· Blanket Contractual Liability
· Personal Injury Liability
· Expanded Definition of Property Damage
The minimum limits acceptable shall be:
$300,000 Combined Single Limit (CSL)
If split limits are provided, the minimum limits acceptable shall be:
$100,000 per Person
$300,000 per Occurrence
$ 50,000 Property Damage
An Occurrence Form policy is preferred. If coverage is provided on a Claims Made policy, its
provisions should include coverage for claims filed on or after the effective date of this contract.
In addition, the period for which claims may be reported should extend for a minimum of twelve
(12) months following the acceptance of work by the County.
The Monroe County Board of County Commissioners shall be named as Additional Insured on
all policies issued to satisfy the above requirements.
GLl
Administration Instruction
#4709.3
54
.'
1996 Edition
VEHICLE LIABILITY
INSURANCE REQUIREMENTS
FOR
CONTRACT
BETWEEN
MONROE COUNTY, FLORIDA
AND
Recognizing that the work governed by this contract requires the use of vehicles, the Contractor,
prior to the commencement of work, shall obtain Vehic1e Liability Insurance. Coverage shall be
maintained throughout the life of the contract and include, as a minimum, liability coverage for:
· Owned, Non-Owned, and Hired Vehicles
The minimum limits acceptable shall be:
$100,000 Combined Single Limit (CSL)
If split limits are provided, the minimum limits acceptable shall be:
$ 50,000 per Person
$100,000 per Occurrence
$ 25,000 Property Damage
The Monroe County Board of County Commissioners shall be named as Additional Insured on
all policies issued to satisfy the above -requirements.
VLl
Administration Instruction
#4709.3
81
SWORN STATEMENT UNDER ORDINANCE NO. 10-199Q
MONROE COUNTY. FLORIDA
ETHICS CLAUSE
~v,rI pt2;ee..
warrants that he/it has not employed, retained
or olhenvise had act on his/its behalf any forrner County officer or employee in violation of.
Section 2 of Ordinance no. 10-1990 or any County officer or employee in violation of
Sect ion 3 of Ordinance No. 10-1990. For breach or violation of this provision the County
may, in its discretion, lerminate this contract without liability and may also, in "ils discretion,
deduct from the contract or purchase price, or otherwise recover, the full amount of any fcc,
commission, percentage, gift, or consideration paid to the fonner County officer or employee.
t.~.#
v (signaturcf)
Date: 1-/,. - ?9
STATE OF ;::'/or; du
COUNTY OF . "'/Y)()nrce
PERSONALL Y APPEARED BEFORE ME, the undersigned authority,
r:J::;(li.(."d OL'e who. after first being SWorn by me. affixed<!jfsli\er
signature (name of individual signing) in the space provided above on Ihis o1~/l,,(. day of
'Z1-~ ' '~~f_ .
'_ --=::> /.r'~~
\""'~ J..?...u'k.,X~ u
NOTARY PUBLIC
My commission expires:
OMB - MCP FORM #4
........."" ~R. RIct
~~\if\y., . "'-'"
=..,.., : "J;;.'l:~ MY COMMISSItII 'CC8IIlI9ll5 EXPIRES
~~;:.~~j August 22. 2IXQ
" :~:~~., 1lONllED1IRIlRJr FAIlIIISUIWICE, INC.
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 efltity in excess
of the threshold amount provided in Section 287.0 17, for CATEGORY
TWO for a period of 36 months from the date of being placed on the
convicted vendor list."
,
.
A'ITACHMENT .c
Expense Reimbursement Requirements
This document is intended to provide "basic" guidelines to Human Service Organizations, county
travellers, and contractual parties who have reimbursable expenses associated with Monroe
County business. These' guidelines, as tl1ey relate to travel, are from Florida Statute 112.061,
which is attached for reference.
A cover letter summarizing the major line items on the reimbursable expense ""equest 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 expense 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 Cleric's Finance Department reserves
the right to review reimbursement requests on an individual basis. Any questions regarding these
guidelines should be directed to S5ephanie Griffiths at 305-292-3528.
,
Payroll:
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll Jofunal 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 Workers Compensation anc :!a:bility insurance
coverage;
Telephone expenses:
A user log of pertinent infonnation 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 theJax.
Supplies, 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 p;.,yments will not be
allowable expenses.
Postage, overnight deliveries, courier, etc.:
A log of all postage expenses as it relates to' the County contract is required for reimbursement.
For ,?vemight or express deliveries, the original vendor invoice must be included .
.
Reproductions, copies, etc.:
I
A log of copy expenses' as it relates to the County contract is required for r( imbursement. The
log must define the date, number of copies made, source document, purpo~ie, and ,-ecipient. 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 expenses: please refer to Florida Statute 112.061.
Travel expenses must be submitted on a State of Florida Voucher for Reimr'1rsement of
. Travel Expenses. Credit card statements are not acceptable documentation for r' .m. lrsement.
,
Airfare reimbursement requires the original passenger receipt portion of the airiine ,ieket. A
travel itinerary is appreciated to facilitate the audit traiL
Auto rental reimbursement requires the original vendor lDVOlce. Fuel purc.hases should be
documented with original paid receipts.
Original taxi receipts should be provided. However, reasonable fares will be reimbl~n:ed without
receipts. Taxis are not reimbursed if taken to arrive at a departure point: for eX2:. ole, taking a
taxi from onels residence to the airport for a business trip is not reimbursable.
/
Original toll receipb 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 detail listing of charges. The original lodging invoice must be
submitted. The County will only reimburse the actual room and rel~t~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 am for breakfast reimbursement, befote noon and end after
2pm for lunch reimbursement, and before 6pm and end after 8 pm for dinner reimbursement.
\
V (\ ~,
.
Mileage reimbursement is calculated at 20 cents per mile for personal auto mileage while on
county business. Effective October 1, 1994, mileage will be reimbursed at 25 cents per mile. An
odometer reading must be included on the state travel voucher for vicinity travel. A mileage map
is attached 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
fro~ one's home to the airport for a business trip is not a reimbursable expense.
.
Data processing, PC time, etc.:
I
The origin3I 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.
:i.-
The following expenses are not allowable for reimbursement:
penalties and fines
non-sufficient check charges
fund raising
contributions
capital outlay expenditures (unless specifically included in the contract)
depreciation expenses (unless sp~cificalIy included in the contract)
SGR..Lr r litIS
WP51\PROCEDUR\EXP _REIM:
ATTACHMENT n
I-IUMAN SERVICE ORGANIZATION LETTERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
K:ey West, Florida 33040
(Date)
The following is a summary of the expenses for (Human Service Organization_name) for the time
period of _ to _ :
Check # Payee Reason
]0] A Company
102 n Company
103 o Company
]04 Person A
105 Person B
(A) Total
(B) Total prior-Payments
{
(C) Total requested and paid (A + D)
(0) Total contract amount
.... Balance of contract (0 - C)
Amount
rent
utilities
phones
payroll
payroll
$xxxx.XX
$xxxx.x,(
$xxxx.xx
$xx~.x.xx
$xx <x.xx
...;..
$xxxx.xx
$xxxx.xx
$xxxx.xx
t.
'.!lXXxx.xx
1xxxx.xx
I certify that the above checks have been submitted to the vendors as noted and thut 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 County
Commissioners and will not be submitted for reimbursement to any other funding source.
,.
Executive Director
Attachments (supporting documentation)
Sworn and subscribed before me this _ day of
199_.
Notary Public
Notary stamp