Item C20BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 10-21-2009
Bulk Item: Yes _X_ No
Division: _County Administrator.
Department: Social-Services/l�n Home Services_
Staff Contact Person/Phone #: Sheryl Graham/X4510
AGENDA ITEM WORDING: Approval of Amendment 002 to the Home Care for the Elderly (HCE)
Contract KH-972 between the Alliance for Aging, Inc. (Area Agency on Aging) and the Monroe
County Board of County Commissioners (Social Services/In-Home Services) for fiscal year 7/1/09 to
6/30/10.
ITEM BACKGROUND: Approval of Amendment 002 to the HCE Contract will amend paragraph
III.E of Attachment I, revise and replace Attachment II, amend paragraph I.B, paragraph II.B
attachment I and paragraph IV.A attachment I.
PREVIOUS RELEVANT BOCC ACTION: Prior approval granted for Amendment #001 to the
Home Care for the Elderly (HCE) Grant Contract #KH972 on 7-15-09.
CONTRACT/AGREEMENT CHANGES: The provider may request a monthly advance for service
costs for each of the first two months of the contract period, based on anticipated cash needs.
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $10,721.00 INDIRECT COST: _-0-_BUDGETED: Yes X No
COST TO COUNTY: $0 (No Cash Match Required) SOURCE OF FUNDS: Grant
REVENUE PRODUCING: Yes No _ AMOUNT PER MONTH $50.00 Year 600.00
Il%`
APPROVED BY: County A X OMB/Purchasing X Risk Management _X_
DOCUMENTATION: Included X Not Required,
DISPOSITION:
Revised 1/09
AGENDA ITEM #
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Alliance for Aging, Inc. Contract Amendment
002 to HCE Contract #
KH-972
Effective Date: July 1, 2009
Expiration Date: June 30, 2010
Contract Purpose/Description: Approval of Amendment 002 to the Home Care for the Elderly (HCE)
Contract#KH-972 will amend paragraph 111.E of Attachment I, revise and replace Attachment II, amend
paragraph I.B, paragraph H.B attachment I and paragraph IV.A attachment I.
Contract Manager: Sheryl Graham 4510 Social Services/Stop 1
(Name) (Ext.) (Department/Stop #)
For BOCC meeting on 10/21/2009 Agenda Deadline: 10/6/2009
CONTRACT COSTS
Total Dollar Value of Contract: $10,721.00 Current Year Portion: $
Budgeted? Yes X No Account Codes: _125_-6 43W_- - -
Grant: $10,721.00 (Fiscal Year) -
County Match: $0 (No Cash Match required) - - - -
Estimated Ongoing Costs: $ /yr
(Not included in dollar value above)
ADDITIONAL COSTS
For:
CONTRACT REVIEW
Division Director
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Changes
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Ye No Q
Date Out
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Risk Manageements
0 M.B./Purcha3
County Attorney
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Yes No
Yes No
Yes C�.)
Comments:
OMB Form Revised 2/27/01 MCP #2
Amendment 002 CONTRACT KH 972 Page 1
THIS AMENDMENT, entered into between the Alliance for Aging, Inc. hereinafter referred
to as the "Alliance", and Monroe County Board of Commissioners.
_ -The_purpose_of_this _amendment is to_ amend_paragraphJ_I1sE of Attachment I, revise and _ _ _
replace Attachment 11, amend paragraph 1.13, paragraph 11.13 attachment I and paragraph IV.A
attachment I.
a) Paragraph III.0 of attachment I, is hereby amended to read:
The provider may request a monthly advance for service costs for each of the first two
months of the contract period, based on anticipated cash needs. Detailed
documentation justifying cash needs for advances must be submitted with the
signed contract, approved by the Alliance, and maintained in the contract
manager's file. All payment requests for the third through the twelfth months shall
be based on the submission of monthly actual expenditure reports beginning with
the first month of the contract. The schedule for submission of advance requests is
ATTACHMENT II to this contract. Reconciliation and recouping of advances made
under this contract are to be completed by the submission date of the Report # 10
and # 11 (February and March Expenditure Report).
b) Attachment II (Contract Report Calendar) is hereby replaced with the revised Attachment II
as follow:
CONTRACT REPORT CALENDAR
Report Based On
Number
1 July Advance * ..
2 August Advance *
3 July Expenditure Report ....................................................
4 August Expenditure Report ................................................
5 September Expenditure Report ...........................................
6 October Expenditure Report ...............................................
7 November Expenditure Report .............................................
8 December Expenditure Report ............................................
9 January Expenditure Report ...............................................
10 February Expenditure Report/July Advance Reconciliation**......
11 March Expenditure Report /August Advance Reconciliation**.....
12 April Expenditure Report ....................................................
13 May Expenditure Report ......................................................
14 June Expenditure Report ....................................................
16 Final Expenditure and Closeout Report .................
Legend: * Advance based on projected cash need.
Submit
to the Alliance
on This Date
July 1
July 1
August 15
September 15
October 15
November 15
December 15
January 15
February 15
March 15
April 15
May 15
June 15
July 15
July 20
** Submission of expenditure reports may or may not generate a payment request.
If final expenditure report reflects funds due back to the Alliance, payment is to
accompany the report.
Note # 1: Report #1 for Advance Basis Contracts cannot be submitted to the Alliance prior to
July 1 or until the contract with the Alliance has been executed. Actual submission of
the vouchers to the Department of Elder Affairs is dependent on the accuracy of the
expenditure report.
Note # 2: Report numbers 10 and 11 shall reflect an adjustment of one-half of the total
advance amount, on each of the two reports respectively, repaying advances for the
first two months of the agreement.
Amendment 002 CONTRACT KH 972
c) Paragraph 1.13 is hereby amended to read:
Page 2
The services will be provided in a manner consistent with and described in the provider's
service provider application for state fiscal year 2009 and the 2009 Department of Elder
_,Affairs-Homeand -Community-Ras ed Services Handbook. In the event the handbook is
revised, such revision will automatically be incorporated into the contract and the provider
will be given a copy of the revisions.
d) Paragraph II.B of attachment I is hereby amended to read:
The services will be provided in a manner consistent with and described in the provider's
service provider application for state fiscal year 2009 and the 2009 Department of Elder
Affairs Home and Community Based Services Handbook. In the event the handbook is
revised, such revision will automatically be incorporated into the contract and the provider
will be given a copy of the revisions.
e) Paragraph IV.A of attachment I is hereby amended to read:
The provider agrees to comply with applicable parts of Rule 58D-1, Florida
Administrative Code promulgated for administration of Sections 430.501 through
430.504, Florida Statutes, and the 2009 Department of Elder Affairs Client Home
and Community Based Services Handbook.
METHOD OF PAYMENT:
1. This amendment shall begin on July 1, 2009 or the date it has been signed by both parties,
whichever is earlier.
All provisions in the contract and any attachments thereto in conflict with this amendment
shall be and are hereby changed to conform with this amendment.
All provisions not in conflict with this amendment are still in effect and are to be performed at
the level specified in the contract are hereby amended to conform with this amendment.
This amendment and all its attachments are hereby made a part of the contract. This
amendment and all its attachments are hereby made a part of the contract.
IN WITNESS WHEREOF, the parties hereto have caused this 1-page amendment to be executed
by their undersigned officials as duly authorized.
PROVIDER:
ALLIANCE FOR AGING, INC.
SIGNED BY:
NAME:
TITLE:
DATE:
George Neugent
Mayor
10-21-2009
SIGNED BY:
NAME:
TITLE:
DATE:
Max B. Rothman, JD, LL.M.
President & CEO
h
Amendment 001 CONTRACT KH
Page 1
THIS AMENDMENT, entered into between the Alliance for Aging, Inc. hereinafter referred
to as the "Alliance", and Monroe County Board of Commissioners.
-----------------
The purpose of this amendment is to decrease the amount under contract by $ 1,391
from $12,112 to $ 10,721.
The provider must adjust the Unit Cost Methodology to take this decrease in funding into
account.
METHOD OF PAYMENT:
This amendment shall begin on July 1, 2009 or the date it has been signed by both parties,
whichever is earlier.
All provisions in the contract and any attachments thereto in conflict with this amendment
shall be and are hereby changed to conform with this amendment.
All provisions not in conflict with this amendment are still in effect and are to be performed at
the level specified in the contract are hereby amended to conform with this amendment.
This amendment and all its attachments are hereby made a part of the contract. This
amendment and all its attachments are hereby made a part of the contract.
IN WITNESS WHEREOF, the parties hereto have caused this 1-page amendment to be executed
by their undersigned officials as duly authorized.
PROVIDER:
SIGNED BY:
NAME:
TITLE:
DATE:
Monroe County Board of
Commissioners.
George Neugent
Mayor
July 15, 2009
SIGNED BY:
NAME:
TITLE:
DATE:
ALLIANCE FOR AGING, INC.
Max B. Rothman, JD, LL.M.
President & CEO
��� F t COUNTY Ai"TORi�cY
P RO ED AS q�iM:
SSISTANT CO NTY ATTORNEY 7 /
Date