Item C21
BOARD OF COUNTY COMMISSIONERS
AGI~NDA ITEM SUMMARY
Meeting Date: May 16. 2006
Division:
Community Services
Bulk Item: Yes X
No
Department: Social Services
AGENDA ITEM \VORDING: Approval of Modification #1 to Contract Number 06EA-3M-II-54-
01-019 between Monroe County and the Florida Department of Community Affairs, regarding Low-
Income Home Energy Assistance Program (LIHEAP) funds.
ITEM BACKGROUND: This is a cost reimbursement Agreement. All other provisions of the
Contract not in conflict with this Modification remain in full force and effect. This Modification is for
an increase of $70,488 in addition to the $102,384 current FY 2006-2007 LlHEAP base allocation.
Funds provided by the program are available to qualified households for the payment of home heating
and/or cooling costs.
PREVIOUS RELEVANT BOCC ACTION: On March 15,2006, the BOCC granted approval and
authorized execution ofLIHEAP Contract Number 06EA-3M-11-54-0l-019.
CONTRACT/AGREEMENT CHANGES: An increase in funding for the 2006/2007 Low-Income
Home Energy Assistance Program (LIHEAP).
ST AFF RECOMMENDATIONS: Approval
TOTAL COST:
$172.872
BUDGETED: Yes -X- No
COST TO COUNTY:
N/A
SOURCE OF FUNDS: Grant Funds
REVENUE PRODUCING: Yes N/A No N/A AMOUNT PER MONTH N/A YEAR N/A
APPROVED BY: County Atty _ OMB/Purchasing _ Risk Management ~"_..
DIVISION DIRECTOR APPROVAL:
DOCUMENTATION:
Included X
Not Required _~.~
DISPOSITION:
AGENDA ITEM #
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
FY 2006-2007 LIHEAP CONTRACT
Contract # 06EA-3M-11-54-01-019
Contract with: Department of CommunitY' Affairs
Effective Date: March 1.2006
Expiration Date: March 31, 2007
Contract Purpose/Description: MQ4!fication #001 to FY 2006-2007 Low-Income Home Energy Assistance Program
(l)HEAP) Contract which provides funds to assist eligible households in meeting the cost of home energy:,
Contract Manager: _ Sheila Barker _,__~~__
(Name)
4510
(Ext.)
Community Services/Stop # 1
(Department/Stop #)
for BOCC mceting on 5/16/06
Agenda Deadline: 5/2/06
CONTRACT COSTS
Total Dollar Value of Contract: $ 172,872
Budgeted'! YesLNo_
Grant: $ 172,872
County Match: $ N/A
Current Year Portion: $ 102,384
Account Codes: 125-61 i15JlJi_XXXX_
AllIlITIONAL COSTS
Estimated Ongoing Costs: $ N/A
(Not included in dollar value above)
For: N/ A
(e,g. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Datc In
Changes
Needed
Yes No
Reviewer
Date Out
Division Director
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Risk Management
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OlViB/Purchasing
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County Attorney
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Comments:
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MOD #001
MODIFICATION OF AGREEMENT
BETWEEN
FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS
AND
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
This Modification is made and entered into by and between the State of Florida,
Department of Community Affairs, ("the Department"), and MONROE COUNTY BOARD OF
cOtJNTY COMMISSIONERS, the ("Recipient") to modify DCA Contract Number 06EA-3M-
11-54-01-019, ("the Agreement").
WHEREAS, the Department and the Recipient have entered into the Agreement, pursuant
to which the Department has provided a grant to the Recipient under the Low-Income Home
Energy Assistance Program (UHEAP) of $1 02384; and
WHEREAS, the Department and the Recipient desire to modify the Agreement.
WHEREAS, additional funds have become available to increase the amount of the
funding granted to the Recipient.
NOW, THEREFORE, in consideration of the mutual promises of the parties contained
herein, the parties agree as follows:
1. Paragraph (17)(a) Funding/Consideration is hereby modified to read as follows:
"This is a cost-reimbursement Agreement. The Recipient shall be reimbursed for
costs incurred in the satisfactory performance of work hereunder in an amount not to
exceed $172.872 subject to the availability of funds and appropriate budget
authority. The Recipient is authorized to incur costs in an amount not to exceed
$64.502 until further notification is received from the Department. As funds and
budget authority are available, changes to the costs the Recipient may incur will be
accompanied by notice from the Department to the Recipient, in the totm. of certified
mail, return receipt requested, to the Recipient contact person identified in
Attachment I, Recipient Information. 1be tenns of the Agreement shall be
considered to have been modified to allow the Recipient to incur additional costs
upon the Recipient's receipt of the vvTitten notice from the Department." This
revised contract amount includes:
1 < $102384 Current FFY 2006-2007 LIHEAP contract allocaTion
$70A88 Base Increase Funds
2. Attachment 1, Recipient lnfonnation, is hereby deleted in its entirety a,~d replaced
vvith Amended Attachment L
3. Attachment J, Budget Summary and Workplan, is hereby deleted in its entirety and
replaced with Amended Attachment J,
4. Attachment K, Budget Detail, is hereby deleted in its entirety and replaced with
Amended Attacb...ment K.
5. Attachment L, Multi-County Fund Distribution, is hereby deleted in its entirety and
replaced with Amended Attachment L.
6. All provisions of the Agreement being modified and any attachments thereto in
conflict with this Modification shall be and are hereby changed to conform with this
Modification, effective as of the date of the last execution of this Modification by
both parties.
7. All provisions not in conflict with this Modification remain in full force and effect,
and are to be performed at the level specified in the Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this document as of the dates
set out herein.
RECIPIENT
STATE OF FLORIDA
DEPARTMENT OF COMMUNITY AFFAIRS
BY:
BY:
(Type Name and Title)
Kimball Love, Director
Division of Housing and Community
Development
Date:
Date:
Federal Identification Number
MONROECOUNTYfJTORNEV
~'AOVEO A~ 0
/
L1HEAP
REVISED ATTACHMENT I ~~ RECIPIENT INFORMATION
FEDERAL YEAR: ~ CONTRACT PERIOD: Date of SiQninQ to March 31, 2007
I.
RECIPIENT CATEGORY:
{ } Non-Profit { X} Local Government { } State Agency
II. COUNTIES TO BE SERVED WITH THESE FUNDS: Monroe County
III. GENERAL ADMINISTRATIVE INFORMATION
a. Recipient: Monroe County Board of County Commissioners.
b. Executive Director or Chief Administrator: Sheila Barker. Director, Community Services
c. Recipient Address: 1100 Simonton Street
City: Key West, FL Zip Code: 33040
Telephone: (305) 292-4500 Fax: (305) 292-4417
County: Monroe Web Page: www.monroecounty-fI.Qov
d. Mailing Address (if different from above):
,FL Zip Code:
e. Chief Elected Official (Local Governments) or President/Chairman (for corporations):
Name: Charles "Sonny" McCoy
Title: Mavor. Monroe County
Home or business address and telephone number other than Recipient's address:
530 Whitehead Street
Key West, FL Zip Code: 33040 Telephone: (305) 292-3430
f. Official to Receive State Warrant:
Name: Dannv Kolhage
Title: Monroe County Clerk of Court
Mailing Address: 500 Whitehead Street
Key West. FL Zip Code: 33040
g. Recipient Contacts:
(1) Program: Name: Sheila Barker Title: Director, Community Services
Mailing Address: 1100 Simonton Street
Key West. FL Zip Code: 33040
Telephone: (305) 292-4500 Fax: (305) 292-4417
Cell: (305) 304-7114 E-Mail Address: barker-sheilaCCllmonroecounty-fl.Qov
(2) Fiscal: Name: Danny Kolhage Title: Monroe County Clerk of Court
Mailing Address: 500 Whitehead Street
Key West. FL Zip Code: 33040
Telephone' (305) 292-3560 Fax: (305) 292~3660
Cel!: ( ) E-Mail Address:dkolhage@monroe-c1erk.com
h. Person(s) authorized to sign reports: Sheila Barker
IV. AUDIT
Recipient Fiscal Year: October 1 to September 30
Audit is due seven months from the end of the recipient's fiscal year Mav
lIHEAP
REVISED ATTACHMENT J
BUDGET SUMMARY AND WORKPLAN
L Budget Summary
BUDGET
CATEGORY
B.
Last
Approved
Budget
Amount
C.
Adjustment to
last
Budget
(Optional)
D.
April 2006
Base Increase
Funds
E.
TOTAL
Modified
Budget
1. LIHEAP funds 102,384
..GRAN1:E!E ADMINIS'TRATIVE EXPENSE. .. .... ....(GeiI2Ec~6nQ{e*t~~d8%(lf(;elllE........... .
2. Salaries including Fringe, Rent, Utilities, Travel and
Other.
GRANT:EiEOQ'tnf;.i\C>>EXPJJ;:NSE}.......... .
3. Salaries including Fringe, Rent, Utilities. Travel and
Other.
PlR,EC$PLIENJ:A.sSiSTA.NCJt.. ..
4. Home Energy Assistance Payments
(Cell 4E must be at least 25% of Cell 1 E)
5. Crisis Benefits Pa 'ments
6. Weather Related/Supply Shortage
(CeIl6E must be at least 2% of Cell t E)
7. DIRECT CLIENT ASSISTANCE SUBTOTAL
(Lines 4 + 5 6)
..tE'YERAGINCFUNDSONLV
8. Home Ener y Assistance
9. Crisis Assistance
10. LEVERAGING SUBTOTAL (Lines 8 + 9)
11. GRAND TOTAL Lines 2 + 3 + 7 + 10)
II. WORKPLAN
8,190
27,000
65,094
20,442
48,636
47,442
113,730
2,100
1,410
3,510
94,194
70,488
164,682
Type of Assistance
Estimated Estimated Expenditures
Estimated # of Households Cost (Estimated # of Households X
Per Estimated Cost Per Household)
Pre... ious Amended Household Amounts must agree with Column E above.
216 316 $150 47,442
260 454 $250 113,730
8 14 $250 3,510
484 784 164,682
Home Energy
Crisis
Weather Related/Supply Shortage
TOTAL
REVISED A TT ACHMENT K
ADMINISTRATIVE AND OUTREACH EXPENSE BUDGET DETAIL
(BUDGET SUMMARY LINES 2 AND 3)
Line EXPENDITURE DETAIL
Item (Round up line items to dollars. Do not use cents and decimals in totals) LlHEAP FUNDS
Number
Administrative Expenses
2. A. Travel 500
2.B. Other 7,690
1) Phone/Postage -- 400
2) Rental/Copy -- 2,290
3) Maintenance Agreement -- 2,500
4) Printing & Binding ~ 500
5) Office Supplies - 1,000
6) Operating Supplies ~ 1,000
8.190
Total Administrative Expenses
0
Total Outreach Expenses
Direct Client Assistance
4. Home Energy Assistance 47,442
Crisis Assistance 113,730
5.
3.510
6. Weather Related/Supply
Total Direct Client Assistance 164,382
GRAND TOTAL 172,872
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