Item C11
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:
12-17-2008
Division: Community Services
Bulk Item: Yes l No
Department: Social Services
Staff Contact Person: Sheryl Graham, x4592
AGENDA ITEM WORDING: Approval of Amendment 001 to the Community Care for the Elderly
(CCE) contract #KC871 between the Alliance for Aging, Inc. (Area Agency on Aging for Miami-Dade
and Monroe Counties) and the Monroe County Board of County Commissioners (Social ServiceslIn-
Home Services) for fiscal year 7/1/08 to 6/30/09.
ITEM BACKGROUND: The approval of this amendment will increase the amount under contract by
$12,000,00 from $459,836,00 to $471,836.00
PREVIOUS RELEVANT BOCC ACTION: Prior approval granted to the Community Care for the
Elderly (CCE) Contract #KC871 on June 18,2008
CONTRACT/AGREEMENT CHANGES: increasing the contract amount by $12,000.00,
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $471,836,00
Yes ~ No
COST TO COUNTY: Inkind (Space) Match $30,121.22 SOURCE OF FUNDS:
No Cash Match is Required - an Inkind (Space) Match of $30,121.22 and Co-Payment Match of
$22,305.00 will be used for the $52,426.22 Total Match Commitment
REVENUE PRODUCING: Yes l. No
AMOUNT PER MONTH appro x $2,500.00
Year approx $30,000,00
APPROVED BY:
11111{
County Atty!-L OMB/Purchasing ----X-
Risk Management _X_
DOCUMENTATION:
Included X
Not Required_
To Follow
DISPOSITION:
AGENDA ITEM #
Revised 8/06
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Alliance For Aging, Inc. Contract # Amendment
#001 for Contract
#KC-871
Effective Date: July 1,2008
Expiration Date: June 30, 2009
Contract Purpose/Description: Approval of Amendment #001 to the CCE Contract #KC-871-Community Care
for the Elderly (CCE) will provide an additional amount of $12,000,00 for a revised total contract amount of
$471,836.00
Contract Manager:
Sheryl Graham
(Name)
For BOCC meeting on 12/17/2008
4592
(Ext.)
Social Services/Stop 1
(Department/Stop #)
Agenda Deadline:
12/2/2008
Total Dollar Value of Contract: $471,836.00
Budgeted? Yes X No Account Codes:
Grant: $4 71,836.00
County Match: No cash match required - In-kind
Match of$30,121.22 and client co-payment match of
$22,305.00 will be used for the $52,426.22 Total Match
Commitment.
Estimated Ongoing Costs: $
(Not included in dollar value above)
Date In
Division Director /10,/1
Risk ManarctntJ l 0,. +.0 ,5
O~B./purCh~~g ~ !,./ ~
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County Attorney
Comments:
OMB Form Revised 2/27/01 MCP #2
CONTRACT COSTS
Current Year Portion: $
/yr
ADDITIONAL COSTS
For:
(eg. Maintenance, utilities, ianitorial, salaries, etc)
CONTRACT REVIEW
Changes
Ye~
Yes~
Yes ~
Yes '9
Date Out
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Amendment 001
CONTRACT KC 871
Page 1
THIS AMENDMENT, entered into between the Alliance for Aging, Inc. hereinafter referred
to as the "Alliance", and Monroe County.
The purpose of this amendment is to increase the amount under contract by $12,000 from
$459,836 to $471,836.
The provider must adjust the Unit Cost Methodology to take this increasee in funding into
account.
METHOD OF PAYMENT:
1. This amendment shall begin on July 1, 2008 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:
Monroe County
ALLIANCE FOR AGING, INC.
SIGNED BY:
SIGNED BY:
NAME:
Max B. Rothman, JD, LL.M.
NAME:
President & CEO
TITLE:
TITLE:
DATE:
DATE:
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CONTRACT NUMBER KC 871 IJ
Page 1
COMMUNITY CARE FOR THE ELDERLY CONTRACT
2008-2009
THIS CONTRACT is entered into between the Alliance for Aging, Inc" hereinafter referred to
as the "Alliance", and Monroe County, hereinafter referred to as the "recipient". This contract
is subject to a/l provisions contained in the MASTER AGREEMENT executed between the
Alliance and the recipient, Agreement No., and its successor, incorporated herein by reference.
The parties agree:
I. Recipient Agrees:
A. Services to be Provided:
To plan, develop, and accomplish the services delineated, or otherwise cause
the planning, development, and accomplishment of such services and activities,
under the conditions specified and in the manner prescribed in Attachment I of
this aqreement and included in the Service Provider Application (SPA)
submitted in response to the March 2008 CCE/Lead Aqency RFP, The recipient
will not be allowed to provide services that are not included in the SPA
submitted in response to the March 2008 CCE/Lead Agency RFP and included
related Unit Cost Methodology submitted as an integral part of the RFP
application, In the event of the conflict between the Service Provider Application
and this contract, the contract controls.
B. Final Request for Payment:
1, The recipient must submit the final request for payment to the Alliance no
later than July 15, 2009; if the recipient fails to do so, all right to
payment is forfeited, and the Alliance will not honor any requests
submitted after the aforesaid time period.
2, If the contract is terminated prior to the contract end date of July 15, 2009,
then the recipient must submit the final request for payment to the Alliance
no more than 45 days after the contract is terminated, but no later than July
15, 2009. If the recipient fails to do so, all right to payment is forfeited,
and the Alliance will not honor any requests submitted after the
aforesaid time period.
C. Additional Reporting Requirements
1. If the Alliance has sanctioned the recipient, while the sanctions are in effect
the recipient shall provide to the Alliance, on a monthly basis, the recipient's
financial statements that reflect the current, un-audited revenues and the
recipient's cash position as well as any other financial and/or programmatic
documentation that may be requested by the Alliance,
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CONTRACT NUMBER KC 871
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Page 2
2. If the recipient is required to prepare a corrective action plan or respond to
a Fiscal and/or Programmatic Monitoring, supporting documentation as
requested by the Alliance shall be provided within the time frame stipulated
by the Alliance.
3. If the recipient has requested transfers of funds between programs,
supporting documentation shall be provided,
4. The recipient is to provide explanations to any program surplus/deficit
and/or program spend-out plans as requested by the Alliance for Aging
within the time period requested by the Alliance.
5. The recipient is responsible to report the units of services in CIRTS on a
monthly basis, The recipient is ultimately responsible to ensure that sub-
providers report units of service in GIRTS as well, The recipient is aware
and accepts that all units of service not reported after a maximum of ninety
(90) days after the date of service will not be honored and paid by the
Alliance. These units will be considered forfeited.
The recipient acknowledges that failure to meet the requirements set forth in
the 2008 GCE/Lead Agency RFP and in this agreement as well as in the
Master Agreement may result in delay or termination of payment and/or in
sanctions and other enforcement actions as established in the Master
Agreement, including termination of contract.
II. The Alliance Agrees:
A. Contract Amount
To pay for services according to the conditions of Attachment I in an amount not to
exceed .I 459,836 for the State Fiscal Year 2008-2009, subject to the availability of
funds, Recipient must not exceed their quarterly allocations and spending authority
as reflected in Attachment III. Failure of the recipient to remain within allocated
authorized spending authority amounts may result in the Alliance enforcing sanctions
as set forth in the Enforcement Clause, Section III, B, of the Master Agreement. The
Alliance reserves the right to adjust the CGE quarterly allocations and spending
authority for each lead agency based on availability of funds or as deemed
necessary,
B. Obligation to Pay
The Alliance's performance and obligation to pay under this contract IS contingent
upon an annual appropriation by the Legislature,
C. Source of Funds
The costs of services paid under any other contract or from any other source are not
eligible for reimbursement under this contract. The funds awarded to the recipient
pursuant to this contract are in the state grants and aids appropriations and consists
of the following:
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CONTRACT NUMBER !{C 871
Page 3
Program Title Year Funding Source CSFA# Fund Amounts
Community Care 2008 General RevenuelTobacco 65010 $459,836
for the Elderly Settlement Trust Funds
TOTAL FUNDS CONTAINED IN THIS CONTRACT: $459,836
III. Recipient and AJllance Mutually Agree:
A. Effective Date:
1. This contract shall begin on July 1, 2008 or on the date the contract has been
signed by both parties, whichever is later.
2 DAlivAry of servicEs shRII end on JunA 30, 2009 This contr~ct sh<=lll end on July
1~9;--See-Attacltment I, SeGtlon IHoF.
B. Termination, Suspension, and/or Enforcement:
The causes and remedies for tennlnation or suspension of this contract shall follow the
same procedures as outlined in Section III. B. and Section III.C. of the Master
Agreement.
C. Recipient Responsibility:
Notwithstanding anything to the contrary in the Master Agreement, the recipient
maintains responsibility for the perfonnance of all sub recipients and vendors in
accordance with all applicable federal and state laws.
D. Notice, Contact, and Payee Information:
1, The name, address, and telephone number of the contract manager for the Alliance
for this contract is:
Max B, Rothman, JD, LL.M.
President and CEO
9500 South Dadeland Boulevard, Suite 400
Miami, Florida 33156
(305) 670-6500, Ext, 224
2. The name, address, and telephone number of the representative of the recipient
responsible for administration of the program under this contact is:
3. In the event different representatives are designated by either party after execution
of this contract, notice of the name and address of the new representative will be
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CONTRACT NUMBER KC 871 [~J
Page 4
rendered in writing to the other party and said notification attached to originals of
this contract.
4. The name (recipient name as shown on page 1 of this contract) and mailing
address of the official payee to whom the payment shall be made: (Fill in contact
information).
E. Renegotiation or Modification
1. Modifications or changes to the funding in this contract and corresponding
services related to the increase or decrease, may be made in the form of a
written Contract Amendment signed by the Alliance's President and CEO. The
Board President or its Designee of the Recipient shall sign the Notice of Award
Increase/Decrease and return it to the Alliance within fourteen (14) days or
sooner if requested by the Alliance, By signing Notice of Award
Increase/Decrease, the Board President or its Designee of the Recipient
acknowledges the receipt of and agreement with the terms contained in the
Notice,
2, Upon Receipt of a Notice of Award Increase/Decrease, the recipient shall update
affected information in budget summaries, deliverable schedules, or any other
applicable financial information contained in this contract. The parties shall then
incorporate such changes into a contract amendment. This shall be done within
ten working days of receipt of such notice,
IN WITNESS THEREOF, the parties hereto have caused this 16-page contract (including
Attachment I-III) to be executed by their undersigned officials as duly authorized,
MONROE COUNTY //7 ALLIANCE FOR AGING, INC.
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BOARD PRESIDENT OR~AUTH6RIZED DESIGNEE
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Charles "Sonny" ,\fcCoy
RECIPIENT:
SIGNED BY:
NAME:
TITLE:
<tl DATE:
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SIGNED BY:
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Max B, Rothman, JD, LLM.
NAME:
~[dyor Pro Tern
TITLE:
President and CEO
June 18, 2008
DATE:
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