HomeMy WebLinkAboutItem Q01 BOARD OF COUNTY COMMISSIONERS
COUNTY of MONROE Mayor Michelle Lincoln,District 2
The Florida. Keys Mayor Pro Tem David Rice,District 4
p Craig Cates,District 1
James K. Scholl,District 3
Holly Merrill Raschein,District 5
Regular Meeting
May 20, 2026
Agenda Item Number: Q1
26-6344
BULK ITEM: Yes DEPARTMENT: Community Services
TIME APPROXIMATE: N/A STAFF CONTACT: Cathy Crane
AGENDA ITEM WORDING: Ratification of Amendment#001 to Contract#AA2659 between the
Alliance for Aging, Inc. and Monroe County Board of County Commissioners to increase funding
from $706,269.92 to $916,269.92, sourced from Older Americans Act funding, with a required
County match of ten percent(10%) for the contract period of 01/01/2026 - 12/31/2026. This
ratification authorizes the earliest possible effective date of Amendment#001 to facilitate funding and
reimbursement.
ITEM BACKGROUND: The United States Congress originally passed the Older Americans Act
(OAA) in 1965, and it was subsequently amended in 2020. As a result of the OAA, the State of
Florida's Department of Elder Affairs receives federal funding that is passed down to local
communities through designated area agencies on aging. The designated area agency on aging for the
planning and service area 11 (PSA-11), inclusive of Monroe County, is the Alliance for Aging, Inc.
Annually, the Alliance for Aging, Inc. provides grant funding to the County through yearly OAA
Contracts. Pursuant to the grant agreement, Contract#AA2659, grant funding is made available to the
County on a reimbursement basis, and such funding is non-reoccurring, and may only be used during
the contract term. The County must provide a local match of at least 10% of the cost for services
funded through the contract, except for OAA Title IIID (Disease Prevention and Health Promotion
Services). On January 28, 2026, the BOCC ratified the original Contract#AA2659 to authorize
funding for services delivered pursuant to the grant program. This Amendment#001 modifies the total
award amount in the original contract from $706,269.92 to $916,269.92, wherein the County is now
eligible for up to $916,269.92 in reimbursable expenses. The documents set forth the specific changes
in more detail,however the increased funding is for Title IIIB eligible expenses, and there is an
adjustment in funding for Title IIIE services/expenses. Staff requests that the BOCC ratify the earlier
signature of the County Administrator in order to facilitate and enable the County's reimbursement as
of the earliest date allowable under the Amendment#001 to the Contract#AA2659 (grant agreement).
The OAA program's primary purpose is to foster coordinated systems to serve older individuals and
their caregivers in attaining and maintaining maximum independence at home with supportive
services. This prevents premature nursing home or assisted living institutionalization and improves
quality of life for older individuals and their family members countywide.
PREVIOUS RELEVANT BOCC ACTION: BOCC Approved Item # 01, OAA Contract AA2659,
on January 28, 2026.
INSURANCE REQUIRED: Yes.
CONTRACT/AGREEMENT CHANGES: Funding increase of$210,000 for the contract period of
01/01/2026 through 12/31/2026.
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
OAA Monroe AA2659 Amendment 001 (2-way signed)
OAA Contract AA2659 (fully executed)
FINANCIAL IMPACT: Funding Increase of$210,000.00. The County must provide a match of at
least 10% of the cost of services funded through the contract.
Effective Date: 01/01/2026 (original agreement term)
Expiration Date: 12/31/2026
Total Dollar Value of Contract: $916,269.92
Total Cost to County: 10% match
Current Year Portion: see above
Budgeted: Yes
Source of Funds: Grant
CPI: N/A
Indirect Costs: N/A
Estimated Ongoing Costs Not Included in above dollar amounts: N/A
Revenue Producing: No If yes, amount:
Grant: Yes
County Match: Yes, 10%
Insurance Required: Yes
Amendment 001 CONTRACT AA 2659
This Amendment entered into between the Alliance for Aging, Inc. (Alliance) and Monroe County Board of
County Commissioners, Social Services/In-Home Services. (Provider), collectively referred to as the "Parties"
hereby amends contract AA-2659.
The purpose of this amendment is to increase IllB funding by$210,000 in regions A and B and adjust IIIE
funding between services in region B.
WHEREAS any modification to the Contract shall be executed by the parties thereto; and
WHEREAS the Parties wish to amend the Contract as set forth herein.
NOW THEREFORE, the Parties hereby amend the Contract as follows:
1. The first paragraph in Section 4(page 1)is hereby replaced to read:
4. Contract Amount
"The Alliance agrees to pay for contracted services according to the terms and conditions of this contract
in an amount not to exceed $916,269.92 subject to the availability of funds. Any costs or services paid
for under any other contract or from any other source are not eligible for payment under this contract."
2. Attachment 11, Exhibit 2 is hereby replaced.
3. Attachment VII is hereby replaced. Changes highlighted in yellow.
This Amendment does not amend any other term or provision of the Contract or previous amendments to the Contract
(except for any term or provision of the Contract that is inconsistent with the express amendments set forth in this
Amendment),which shall continue to be in full force and effect.
This Amendment may be executed in one or more counterparts, any one of which need not contain the signature
of more than one Party, but all such counterparts taken together will constitute one and the same instrument.
IN WITNESS WHEREOF, by signature below the parties have duly executed and delivered this Amendment.
Monroe County Board of
County Commissioners,
Social Services/In-Home Services Alliance ffoo�rr Aging,Inc�.Digita ,1/Y f�
ristine Hurley
Sl ned:_HurleChristine-------Dfat50I2�026.ana4ly signed Y____________________Slglled;_r,Hr aii,r�n.r�� '-,.,i„-i,,,,
- g --- ----------------
Name: Christine Hurley Name: Max B. Rothman
Title: County Administrator Title: Pres. & CEO
Date: Date: 05/04/2026
Attest:Kevin M,ladok.Clerk Approved as to legal farm&sufficieixcy
Rati$icd Dy Eve M.Lewis
mielielle l,ineoln miyor As Dep-sty Clerk Assist dit C-ounty Attorney
!':.„p
Amendment 001 CONTRACT AA 2659
ATTACHMENT Il
FINANCIAL, AND COMPLIANCE AUDIT ATTACHMENT
EXHIBIT 2-FUNDING SUMMARY
Note:Title 2 CFR§200.331,as revised,and s.215.97,F.S.,require that information about Federal Programs and State Projects included in
ATTACHMENT II, Exhibit 1 be provided to the recipient.Information contained is aprediction of funding sources and related amounts based
on the contract budget.
1. FEDERAL RESOURCES AWARDED TO THE SUBRECIPIENT PURSUANT TO THIS CONTRACT CONSIST OF
THE FOLLOWING:
PROGRAM TITLE FUNDING SOURCE CFDA AMOUNT
Older Americans Act U.S.Health and Human Services 93.044 $279,211.00
Title 111B—Support Services
Older Americans Act U.S.Health and Human Services 93.045 $131,848.83
Title IIICI—Congregate Meals
Older Americans Act U.S.Health and Human Services 93.045 $238,000.00
Title IIIC2—Home Delivered Meals
Older Americans Act
Title HID U.S.Health and Human Services 93.043
Older Americans Act $136,260.00
Title 111E—Caregiver Support Services U.S.Health and Human Services 93.052 $30,000.00
Title 1llEG—Caregiver Support Services $78,360.00
Title III ES—Caregiver Support Services
Older Americans Act U.S.Health and Human Services 93.053 $22,590.09
Nutrition Services Incentive Program
TOTAL FEDERAL AWARD $9161,269.92
COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED PURSUANT TO THIS
CONTRACT ARE AS FOLLOWS:
FEDERAL FUNDS:
2 CFR Part 200-Uniform Administrative Requirements,Cost Principles,and Audit Requirements for Federal Awards.OMB Circular
A-133-Audits of States,Local Governments, and Non-Profit Organizations
2. STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS CONTRACT CONSIST OF THE
FOLLOWING:
MATCHING RESOUCES FOR FEDERAL PROGRAMS
PROGRAM TITLE FUNDING SOURCE CFDA AMOUNT
TOTAL STATE AWARD
STATE FINANCIAL ASSITANCE SUBJECT TO sec.215.97 F.S.
PROGRAM TITLE FUNDING SOURCE CFDA AMOUNT
TOTAL AWARD
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT TO THIS
CONTRACT ARE AS FOLLOWS:
STATEFINANCIAL ASSISTANCE:
Section 215.97,F.S.,Chapter 69I-5,F.A.C.,Reference Guide for State Expenditures,Other fiscal requirements set forth in program laws,rules and
regulations.
2 a g e
Amendment 001 CONTRACT AA 2659
ATTACHMENT VII
CONTRACT BUDGET SUMMARY BY SERVICE AND TITLE
eCIRTS SUMMARY FOR THE AGENCY
Region A Region B County Wide Total
Maximum Maximum Maximum Maximum
Service Maximum Maximum Maximum Maximum
Program Services to be Provided Units of Units of Units of Units of
Unit Rate Service Dollars Service Dollars Service Dollars Service Dollars
OA313 Companionship $ 38.00 591 2,240.00 59 $ 2,240.00 118 $ 4,480.00
OA313 Escort $ 25.85 87 2,240.00 87 S 2,240.00 173 $ 4,480.00
OA3B Homemaker $ 38.00 1,0201 38,760.00 1,809 $ 68,760.00 2,829 S 107,520.00
OA313 Personal Care $ 45.00 1,084 48,760.00 2,417 S 108,760.00 3,500 S 157,520.00
OA3B Screening&Assessment $ 90.00 29 2,605.50 29 S 2,605.50 58 $ 5,211.00
03C1 Congregate Meals $ 15.00 4,410 66,150.00 4,000 $ 59,998.93 8,410 $ 126,148.83
03C1 Congregate MealsMLTC $ 15.00 - - - $ - - $ -
03C1 Congregate Meals Guest $ 15.00 - $ - - S
03C1 Congregate Meals Volunteer $ 15.00 - - - $ - - $
03C1 I Emergency Congregate Meals $ 15.001 501 750.00 50 $ 750.00 1 100 Is 1,500,00
03C1 Nutrition Education 1$ 2.251 133 300.001 133 1 S 300.00 1 267 1$ 600.00
03CI Nutrition Counseling 1$ 95.001 3 300.001 31 S 300.00 1 1 6 $ 600.00
03C1 Congregate Meals Screening 1$ 45.001 33 1,500.001 33 1 S 1,500.001 1 67 $ 3,000.00
03C2 Home Delivered Meals Frozen 1$ 10.001 10,711 107,107.00 1 12,348 $ 123,477.00 1 1 23,058 $ 230,584.00
03C2 Emcigency Home Delivered ShelfMcals 1$ 15.001 601 900.00 1 67 1 S 1,000,00 127 $ 1,900.00
03C2 lNutrition Education is 2,251 133 1 300.001 178 1 S 400.00 1 1 311 1$ 700.00
03C2 [Nutrition Counseling 1$ 95.001 31 300.001 41 S 400.00 1 1 7 $ 700.00
03C2 Screening&Assessment is 90.001 21 1 1,893.001 251 S 2,223.00 46 1$ 4,116,00
OA3E Adult Day Care 1$ 200,001 110 1 22,020.001 - 1 $ - I I 1 110 1$ 22,020.001
OA3E 1Respite In Home 1$ 45.001 635 1 28,560.001 1,200 1 S 54,020.001 1 1 1,835 1$ 82,580.001
OA3E Respite Facility $ 15.00 2,0001 30,000.00 $ - 2,000 $ 30,000.00
OA3E Screening&Assessment $ 90.00 11 996.00 7 S 664.00 18 $ 1,660.00
OA3EG Sitter $ 44.98 - - $ - 222 10,000.00 222 $ 10,000.00
OA3EG Home Delivered Meals $ 10.00 $ 2,000 20,000.00 2,000 $ 20,000.00
OASES Chore $ 40.00 $ 500 20,000.00 500 $ 20,000.00
OA3ES Enhanced Chore CostReimb cost reimb cost reimb $ cost reimb 7,250.00 cost rcinib $ 7,250.00
OASES Material Aide Cost Reimb $ cost reimb 15,000.00 cost reimb $ 15,000.00
OASES Housing Improvement Cost Reimb $ cost reimb 15,000.00 cost reimb $ 15,000.00
OASES Specialized Medical Equipment&Supplies Cost Reimb $ cost reimb 21,110.00 cost reimb $ 21,110.00
NSIP NSIP S 0.72 31,375 22,590.09 31,375 $ 22,590.09
TOTAL S 355,681.50 $429,638.33 S 130,950.09 $ 916,269.92
3 III°. a !':.„p w:!!:
um
2026 d� o
m� Monroe d� irr ins
R it a ii d e it signed
Final Audit Report 2026-05-04
Created: 2026-05-04
By: Stan Mcneese(mcneeses@allianceforaging.org)
Status: Signed
Transaction ID: CBJCHBCAABAAH49ra0AE48_-11g8k6n9B2f4gSy6uKUc
"2026 OAA Monroe AA2659 Amend 001 -Provider signed" Histor
v
�°C Document digitally presigned by Christine Hurley (Hurley-Christine@monroecounty-fl.gov)
2026-05-04- 10:50:51 AM GMT-IP address:54.172.3.145
Document created by Stan Mcneese (mcneeses@allianceforaging.org)
2026-05-04-2:11:02 PM GMT-IP address:54.172.3.145
�j Document emailed to rothmanm@allianceforaging.org for signature
2026-05-04-2:14:47 PM GMT
Email sent to countyadministrator@monorecounty-fl.gov bounced and could not be delivered
2026-05-04-2:15:00 PM GMT
Email viewed by rothmanm@allianceforaging.org
2026-05-04-2:39:21 PM GMT-IP address: 172.226.188.48
4°- ) Signer rothmanm@allianceforaging.org entered name at signing as Max B. Rothman
2026-05-04-3:22:13 PM GMT-IP address: 12.50.155.35
) Document e-signed by Max B. Rothman (rothmanm@allianceforaging.org)
Signature Date:2026-05-04-3:22:15 PM GMT-Time Source:server-IP address: 12.50.155.35
Agreement completed.
2026-05-04-3:22:15 PM GMT
:. Adobe Acrobat Sign
GVS COURTq°
o: A Kevin Madok, CPA
-
�o ........ � Clerk of the Circuit Court& Comptroller Monroe County, Florida
�z cooN
DATE: January 30, 2026
TO: Cathy Crane, Director
Community Services
Lourdes Francis
Sr. Administrator of Transportation & Fiscal Services
FROM: Brynn Morey, Deputy Clerk
SUBJECT: January 28, 2026 BOCC Meeting
The following item has been executed and added to the record:
01 Ratification of Contract 4AA2659 between the Alliance for Aging, Inc. and Monroe
County Board of County Commissioners that reflects a new grant agreement for the contract
period of 01/01/2026— 12/3 1/2026 and provides an award in the amount of$706,269.92 sourced
from Older Americans Act funding, with a required County match of ten percent(10%). This
ratification authorizes the earliest possible effective date of the grant agreement to facilitate
funding and reimbursement.
Should you have any questions please feel free to contact me at(305) 292-3550.
cc: County Attorney
Finance
File
KEY WEST MARATHON PLANTATION KEY
500 Whitehead Street 3117 Overseas Highway 88770 Overseas Highway
Key West, Florida 33040 Marathon, Florida 33050 Plantation Key, Florida 33070
Contract Number AA2659
ALLIANCE FOR AGING,INC.
STANDARD CONTRACT
OLDER AMERICANS ACT
THIS CONTRACT is entered into between the Alliance for Aging,Inc.,hereinafter referred to as the``Alliance,"and Monroe County
Board of County Commissioners, Social Services/In-Home Services, hereinafter referred to as the "Provider", and collectively
referred to as the"Parties." The term contractor for this purpose may designate a vendor, sub-grantee or sub-recipient,the status to be
further identified in ATTACHMENT II,Exhibit-2 as necessary.
WITNESSETH THAT:
WHEREAS, the Alliance has established through the Area Plan on Aging that it is in need of certain services as described herein; and
WHEREAS, the Provider has demonstrated that it has the requisite expertise and ability to faithfully perform such services as an
independent contractor of the Alliance.
NOW THEREFORE, in consideration of the services to be performed and payments to be made, together with the mutual covenants
and conditions hereinafter set forth,the Parties agree as follows:
1. Purpose of Contract
The purpose of this contract is to provide services in accordance with the terms and conditions specified in this contract including
all attachments and exhibits which constitute the contract document.
2. Incorporation of Documents within the Contract
This contract incorporates by reference attachments,proposal(s), Provider's Service Provider Application, and the current DOEA
Programs and Services Handbook(the"Handbook"). Any and all contracts or agreements executed between the Provider and the
Alliance during the effective period of this contract shall be governed in accordance with the applicable laws and statutes.
3. Term of Contract
This contract shall begin on January 1,2026,or on the date on which the contract has been signed by the last party required to sign
it,whichever is later.It shall end at midnight,local time in Miami,Florida,on December 31,2026,unless renewed or extended as
provided herein.
4. Contract Amount
The Alliance agrees to pay for contracted services according to the terms and conditions of this contract in an amount not to exceed
S706.269.92 subject to the availability of funds. Any costs or services paid for under any other contract or from any other source
are not eligible for payment under this contract.
5. Renewals
By mutual agreement of the parties, the Alliance may renew the contract for five additional one-year periods. Contingent upon
satisfactory performance evaluations by the Alliance and the availability of funds. Any renewal is subject to the same terms as the
original contract,and any amendments,with the exception of establishing unit rates which is described further in this section. The
original contractual unit rates are set forth in the bid proposal and reply.
Requests to change the original contractual established rates are provided for in Attachment 1. Section 1V.G of this contract.
This contract may be extended upon mutual agreement for one extension period not to exceed six months to ensure continuity of
service. Services provided under this extension will be paid for out of the succeeding agreement amount.
6. Compliance with Federal Law
6.1 This contract contains federal funds. The following shall apply:
6.1.1 The Provider shall comply with the provisions of 45 CFR 74 and/or 45 CFR 92, and other applicable regulations.
6.1.2 If this contract contains federal funds and is over$100,000.00,the Provider shall comply with all applicable standards,
orders, or regulations issued under s. 306 of the Clean Air Act as amended(42 U.S.C. 7401, et seq.), s. 508 of the
Federal Water Pollution Control Act as amended(33 U.S.C. 1251,et seq.),Executive Order 11738, as amended,and
where applicable Environmental Protection Agency regulations 40 CFR 30. The Provider shall report any violations
of the above to the Alliance.
Page 1 of 70
Contract Number AA2659
6.1.3 The Provider,or agent acting for the Provider,may not use any federal funds received in connection with th is contract
to influence legislation or appropriations pending before the Congress or any State legislature. The Provider must
complete all disclosure forms as required, specifically the Certification of Assurances Attachment, which must be
completed and returned with this signed contract.
6.1.4 In accordance with Appendix A to 2 CFR 215, the Provider shall comply with Executive Order 11246, Equal
Employment Opportunity, as amended by Executive Order 11375 and others, and as supplemented in Department of
Labor regulation 41 CFR 60 and 45 CFR 92,if applicable.
6.1.5 A contract award with an amount expected to equal or exceed$25,000.00 and certain other contract awards shall not
be made to parties listed on the government-wide Excluded Parties List System, in accordance with the OMB
guidelines at 2 CFR 180 that implement Executive Orders 12549 and 12689, -Debarment and Suspension." The
Excluded Parties List System contains the names of parties debarred, suspended, or otherwise excluded by agencies,
as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. The
Provider shall comply with these provisions before doing business or entering into subcontracts receiving federal
funds pursuant to this contract. The Provider shall complete and sign the Certification and Assurances Attachment
prior to execution of this contract.
6.2 The Provider shall not employ an unauthorized alien. The Alliance shall consider the employment of unauthorized aliens a
violation of the Immigration and Nationality Act(8 U.S.C. 1324 a)and the Immigration Reform and Control Act of 1986 (8
U.S.C. 1101). Such a violation shall be cause for unilateral cancellation of this contract by the Alliance.
6.3 If the Provider is a non-profit provider and is subject to Internal Revenue Service (IRS) tax exempt organization reporting
requirements (filing a Form 990 or Form 990-N) and has its tax exempt status revoked for failing to comply with the filing
requirements of the 2006 Pension Protection Act or for any other reason, the Provider must notify the Alliance in writing
within thirty(30)days of receiving the IRS notice of revocation.
6.4 The Provider shall comply with Title 2 CFR Part 175 regarding Trafficking in Persons.
6.5 Unless exempt under 2 CFR Part 170.110(b),the Provider shall comply with the reporting requirements of the Transparency
Act as expressed in 2 CFR 170.
6.6 To comply with Presidential Executive Order 12989 and State of Florida Executive Order Number 11-116,
Provider agrees to utilize the U.S.Department of Homeland Security's E-verify system to verify the employment of all new
employees hired by Provider during the contract term. Provider shall include in related subcontracts a requirement that
subcontractors and/or vendors performing work or providing services pursuant to the state contract utilize the E-verify system
to verify employment of all new employees hired by the subcontractor and/or vendor during the contract term. Providers
meeting the terms and conditions of the E-Verify System are deemed to be in compliance with this provision.
7. Compliance with State Law
7.1. This contract is executed and entered into in the State of Florida, and shall be construed, performed and enforced in all
respects in accordance with Florida law, including Florida provisions for conflict of laws.
7.2. The Provider shall comply with the requirements of s.287.058, Florida Statutes("F.S.")as amended.
7.2.1. The Provider shall provide units of deliverables,including reporting,findings,and drafts,as specified in this contract,
which the Contract Manager must receive and accept in writing prior to payment.
7.2.2. The Provider shall comply with the criteria and final date by which such criteria must be met for completion of
this contract as specified in ATTACHMENT I, Section III. Method of Payment.
7.2.3. The Provider shall submit bills for fees or other compensation for services or expenses in sufficient detail for a proper
pre-audit and post-audit.
7.2.4. If itemized payment for travel expenses is permitted in this contract, the Provider will submit bills for any travel
expenses in accordance with s. 112.061, F.S., or at such lower rates as may be provided in this contract.
7.2.5. The Provider shall allow public access to all documents,papers,letters,or other public records as defined in subsection
1 19.01](12),F.S., made or received by the Provider in conjunction with this contract except for those records which
are made confidential or exempt by law. The Provider's refusal to comply with this provision shall constitute an
immediate breach of contract for which the Alliance may unilaterally terminate the contract.
Page 2 of 70
Contract Number AA2659
7.3. If clients are to be transported under this contract, the Provider shall comply with the provisions of Chapter 427, F.S., and
Rule 41-2,Florida Administrative Code("F. A. C.").
7.4. Subcontractors and/or vendors who are on the discriminatory vendor list may not transact business with any public entity,in
accordance with the provisions of s.287.134,F.S.
7.5. The Provider will comply with the provisions of s. 11.062, F.S., and s. 216.347, F.S., which prohibit the expenditure of
contract funds for the purpose of lobbying the legislature,judicial branch or a state agency.
7.6. In accordance with Section 287.135 F.S., any Contractor on the Scrutinized Companies with Activities in Sudan List, the
Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List,or the Scrutinized Companies that Boycott
Israel List(Lists), created pursuant to Section 215.473 F.S. and 215.4725, F.S., or is engaged in a boycott of Israel, or is
engaged in business operations in Cuba or Syria, is ineligible to enter into or renew a contract with the Department for goods
or services of$1,000,000 or more. Pursuant to Section 287.135 F.S.,the Alliance may terminate this contract if the Provider
is found to have submitted a false certification of its status on the Lists or has been placed on the Lists or is engaged in a
boycott of Israel or has been engaged in business operations in Cuba or Syria. Further, the Provider is subject to civil
penalties, attorney's fees and costs and any costs for investigations that led to the finding of false certification. The Provider
shall complete and sign the Certifications and Assurances Attachment,prior to the execution of this contract.
S. Background Screening
The Provider shall comply with and ensure subcontractors are in compliance with the requirements of s.430.0402 and Chapter 435,
F.S.,as amended, regarding background screening for all persons who meet the definition of a direct service provider and who are
not exempt from the Department's level 2 background screening pursuant to s.430.0402(2)-(3),F.S.The Provider must also comply
with any applicable rules promulgated by the Department and the Agency for Health Care Administration regarding implementation
of s. 430.0402 and Chapter 435, F.S. To demonstrate compliance with this provision, Provider shall submit to the Alliance, the
Background Screening Affidavit of Compliance(Screening Form)upon thirty(30)days of execution of this contract. Should the
Alliance have a completed Screening Form on file for the Provider, a new Screening Form will be required every twelve (12)
months.
8.1 Further information concerning the procedures for background screening is found at
http://elderaffairs.state.fl.us/doea/backEroundscreenin hn
8.2 Background Screening Affidavit of Compliance- To demonstrate compliance with this contract, the Provider shall submit
ATTACHMENT D,Background Screening Affidavit of Compliance annually as part of his contract.
9. Grievance and Complaint Procedures
9.1 Grievance Procedures
The Provider shall comply with and ensure subcontractor and/or vendors compliance with the Minimum Guidelines for
Recipient Grievance Procedures,Appendix D,of the Handbook,to address complaints regarding the termination,suspension
or reduction of services, as required for receipt of funds.
9.2 Complaint Procedures
The Provider shall develop and implement complaint procedures and ensure that subcontractors and/or vendors develop and
implement complaint procedures to process and resolve client dissatisfaction with services. Complaint procedures shall
address the quality and timeliness of services,provider and direct service worker complaints, or any other advice related to
complaints other than termination, suspension or reduction in services that require the grievance process as described in
Appendix D, of the Handbook. The complaint procedures shall include notification to all clients of the complaint procedure
and include tracking the date, nature of complaint,the determination of each complaint,and the follow-up with the client to
ensure satisfaction with the resolution
10. Public Records and Retention
10.1. By execution of this contract, Provider agrees to all provisions of Chapter 119, F.S., and any other applicable law,
and shall:
10.1.1.Keep and maintain public records required by the Department to perform the contracted services.
10.1.2. Upon request from the Alliance or the Department's custodian of public records, provide the Alliance or the
Department a copy of the requested records or allow the records to be inspected or copied within a reasonable
Page 3 of 70
Contract Number AA2659
time at a cost that does not exceed the cost provided in Chapter 119,F.S.,or as otherwise provided by law.
10.1.3. Ensure that public records that are exempt, or confidential and exempt, from public records disclosure
requirements are not disclosed except as authorized by law for the duration of the contract term and following
completion of the contract if the Provider does not transfer the records to the Alliance or the Department.
10.1.4. Upon completion of the contract,the Provider will either transfer,at no cost to the Alliance,all public records in
possession of the Provider,or will keep and maintain public records required by the Department.If the Provider
transfers all public records to the Department upon completion of the contract, the Provider shall destroy any
duplicate public records that are exempt, or confidential and exempt, from public records disclosure
requirements. If the Provider keeps and maintains public records upon completion of the contract, the Provider
shall meet all applicable requirements for retaining public records. All records stored electronically must be
provided to the Department in a format that is compatible with the information technology systems of the
Department.
10.2 The Alliance may unilaterally cancel this contract,notwithstanding any other provisions of this contract, for refusal by the
Provider to comply with ATTACHMENT 1 of this contract by not allowing public access to all documents,papers, letters,
or other material made or received by the Provider in conjunction with this contract, unless the records are exempt, or
confidential and exempt,from s.24(a)of Article I of the State Constitution and s. 119.07(1),F.S.
IF THE PROVIDER HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA
STATUTES, TO THE PROVIDER'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS
CONTRACT,CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT:
Public Records Coordinator
Florida Department of Elder Affairs 4040 Esplanade Way
Tallahassee, Florida 32399
850-414-2342
__ eubliicrecor s(c�el erafairsaor�
10.3 Upon termination of this contract, whether for convenience or for cause as detailed in this contract, the Provider and
subcontractors shall, at no cost to the Alliance, transfer all public records in their possession to the Alliancet and destroy
any duplicate public records that are exempt,or confidential and exempt,from public records disclosure requirements. All
records stored electronically shall be provided to the Alliance in a format that is compatible with the information
technology systems of the Alliance.
11. Audits,Inspections,Investigations,Public Records and Retention
11.1. The Provider shall establish and maintain books,records and documents(including electronic storage media)
sufficient to reflect all assets,obligations,unobligated balances, income, interest and expenditures of funds
provided by the Alliance under this contract. The provider shall adequately safeguard all such assets and assure they are
used solely for the purposes authorized under this contract. Whenever appropriate, financial information should be related
to performance and unit cost data.
11.2. The Provider shall retain all client records, financial records, supporting documents, statistical records, and any other
documents(including electronic storage media)pertinent to this contract for a period of six(6)years after completion of the
contract or longer when required by law. In the event an audit is required by this contract, records shall be retained for a
minimum period of six(6)years after the audit report is issued or until resolution of any audit findings or litigation based on
the terms of this contract, at no additional cost to the Alliance.
11.3. Upon demand,at no additional cost to the Alliance,the Provider will facilitate the duplication and transfer of any records or
documents during the required retention period in Paragraph 12.2.
11.4. The Provider shall assure that the records described in this section shall be subject at all reasonable times to inspection,
review,copying,or audit by Federal, State,or other personnel duly authorized by the Alliance.
11.5. At all reasonable times for as long as records are maintained, persons duly authorized by the Alliance,DOEA and Federal
auditors,pursuant to 45 CFR Part 75, shall be allowed full access to and the right to examine any of the Provider's contracts
and related records and documents pertinent to this specific contract,regardless of the form in which kept.
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11.6. The Provider shall provide a financial and compliance audit to the Alliance as specified in this contract and ensure that all
related third-party transactions are disclosed to the auditor.
11.7. The Provider shall comply and cooperate immediately with any inspections, reviews, investigations, or audits deemed
necessary by the office of the DOEA's Inspector General pursuant to s. 20.055, F.S. Provider further agrees that it shall
include in related subcontracts a requirement that subcontractors and/or vendors performing work or providing services
pursuant to this contract agree to cooperate with the Alliance or Inspector General in any investigation, audit, inspection,
review,or hearing pursuant to s. 20.055(5),F.S.
12. Nondiscrimination-Civil Rights Compliance
12.1 The Provider shall execute assurances in ATTACHMENT VI that it will not discriminate against any person in the provision
of services or benefits under this contract or in employment because of age,race,religion, color, disability,national origin,
marital status or sex in compliance with state and federal law and regulations. The Provider further assures that all
contractors, subcontractors, vendors, sub-grantees, or others with whom it arranges to provide services or benefits in
connection with any of its programs and activities are not discriminating against clients or employees because of age,race,
religion,color,disability,national origin,marital status or sex.
12.2 During the term of this contract,the Provider shall complete and retain on file a timely, complete and accurate Civil Rights
Compliance Checklist attached to this contract.
12.3 The Provider shall establish procedures pursuant to federal law to handle complaints of discrimination involving services or
benefits through this contract. These procedures will include notifying clients, employees, and participants of the right to
file a complaint with the appropriate federal or state entity.
12.4 If this contract contains federal funds,these assurances are a condition of continued receipt of or benefit from federal financial
assistance, and are binding upon the Provider, its successors, transferees, and assignees for the period during which such
assistance is provided. The Provider further assures that all subcontractors, vendors, or others with whom it arranges to
provide services or benefits to participants or employees in connection with any of its programs and activities are not
discriminating against those participants or employees in violation of the above statutes, regulations, guidelines, and
standards. in the event of failure to comply,the Provider understands that the Alliance may, at its discretion, seek a court
order requiring compliance with the terms of this assurance or seek other appropriate judicial or administrative relief,
including but not limited to, termination of and denial of further assistance.
13. Monitoring by the Alliance for Aging
13.1 The Provider shall permit persons duly authorized by the Alliance to inspect and copy any records,papers,documents.facilities,goods
and services of the Provider which are relevant to this contract, and to interview any clients, employees and subcontractor
employees of the Provider to assure the Alliance of the satisfactory performance of the terms and conditions of this contract.
Following such review,the Alliance will provide a written report of its findings to the Provider, and where appropriate,the
Provider shall develop a Corrective Action Plan (CAP). The Provider hereby agrees to correct all deficiencies identified in
the CAP in a timely manner as determined by the Contract Manager. Failure to comply with the CAP shall subject the
Provider to enforcement actions as described in this Contract.
13.2 The Alliance will perform administrative, fiscal, and programmatic monitoring of the provider to ensure contractual
compliance, fiscal accountability, programmatic performance, and compliance with applicable state and federal laws and
regulations. The Provider will supply progress reports, including data reporting requirements as specified by the Alliance or
the Department to be used for monitoring progress or performance of the contractual services. Examples of review criteria
are surplus/deficit reports, independent audits, internal controls, reimbursement requests, subcontractor monitoring,
targeting, program eligibility, outcome measures, service provision to clients, data integrity, client satisfaction, and client
file reviews.
13.3 Service Cost Reports(SCR)—The Provider shall submit a SCR to the Alliance annually,but no later than ninety(90)calendar
days after the Provider Fiscal Year ends. The SCR shall reflect the actual costs of providing each service by program for the
preceding contract year. Costs associated with services provided under this contract shall only include allowable direct and
indirect costs as defined by applicable state law. Failure to submit an accurate SCR no later than ninety (90) calendar days
after the Provider Fiscal Year End may result in withholding invoice payment. If the Provider desires to renegotiate its
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reimbursement rates, the Provider shall make a request in writing to the Alliance, with the inclusion of a Unit Cost
Methodology, in accordance with the Alliance's approved Reimbursement Rate Review Policy, which is incorporated by
reference.
14. Provision of Services
The Provider shall provide the services referred to in ATTACHMENT VII in the manner described in the Handbook and the
procurement documents leading to this contract. In the event of a conflict between the Service Provider Application and this
contract, the contract language prevails.
15. Coordinated Monitoring with Other Agencies
If the Provider receives direct or pass through funding from one or more other State of Florida human service agencies,in addition
to the Department of Elder Affairs funding passed through the Alliance, it is expected that the provider cooperates with all monitors,
inspectors,and/or investigators should a state agency joint inquiry or investigation begin.
16. Indemnification
The Provider shall indemnify,save,defend, and hold harmless the Department and the Alliance and its agents and employees from
any and all claims, demands,actions,causes of action of whatever nature or character, arising out of or by reason of the execution
of this agreement or performance of the services provided for herein. It is understood and agreed that the Provider is not required
to indemnify the Alliance for claims,demands, actions or causes of action arising solely out of the Alliance's negligence.
17. Insurance and Bonding
17.1 Provider must provide continuous adequate liability insurance and worker's compensation insurance coverage, during the
existence of this contract, and during any renewal(s)or extension(s)of it. in the event there is a need to process any claims
that may arise that the same protection will be afforded the Alliance. Supporting documentation should be either a Certificate
of Insurance naming the Alliance as an additional insured on the provider's liability insurance policy (or policies) or if the
Provider is self-insured or a local municipality or county, and to be in compliance with and subject to the limitations of
Florida Statutes,Section 768.28 and Chapter 440,a signed letter from the municipality or county stating that it will indemnify
the Alliance against any claims. The Provider accepts responsibility for identifying and determining the type(s) and extent
of liability insurance necessary to provide reasonable financial protections for the Provider and the clients to be served under
this contract. Upon execution of this Contract, the Provider shall furnish the Alliance written verification supporting both
the determination and existence of such insurance coverage. The limits of coverage under each policy maintained by the
Provider do not limit the Provider's liability and obligations under this contract. The Provider shall ensure that the Alliance
has the most current written verification of insurance coverage throughout the term of this contract. Such coverage may be
provided by a self-insurance program established and operating under the laws of the State of Florida. The Department and
the Alliance reserves the right to require additional 'insurance as specified by this contract.
17.2 Throughout the term of this agreement, the Provider shall maintain an insurance bond from a responsible commercial
insurance company covering all officers,directors,employees and agents of the Provider authorized to handle funds received
or disbursed under all agreements and/or contracts incorporating this contract by reference in an amount commensurate with
the funds handled,the degree of risk as determined by the insurance company and consistent with good business practices.
IS. Confidentiality of Information
The Provider shall not use or disclose any information concerning a recipient of services under this contract for any purpose
prohibited by state or federal law or regulations except with the written consent of a person legally authorized to give that consent
or when authorized by law.
19. Health Insurance Portability and Accountability Act
Where applicable, the Provider shall comply with the Health Insurance Portability and Accountability Act (42 USC 1320d.), as
well as all regulations promulgated thereunder(45 CFR 160, 162,and 164).
20. Incident Reporting
20.1 The Provider shall notify the Alliance immediately but no later than forty-eight(48)hours from the Provider's awareness or
discovery of conditions that may materially affect the Provider's, subcontractor's or vendor's ability to perform the services
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Contract Number AA2659
required to be performed under any contract. Such notice shall be made orally to the Contract Manager(by telephone)with
an email to immediately follow.
20.2 The Provider shall immediately report knowledge or reasonable suspicion of abuse,neglect, or exploitation of a child,aged
person, or disabled adult to the Florida Abuse Hotline on the statewide toll-free telephone number(1-800-.96ABUSE). As
required by Chapters 39 and 415, F.S., this provision is binding upon the Provider, subcontractors, vendors, and their
employees.
21. Bankruptcy Notification
If, at any time during the term of this contract, the Provider, its assignees, subcontractors, vendors or affiliates files a claim for
bankruptcy, the Provider must immediately notify the Alliance. Within ten (10) days after notification, the Provider must also
provide the following information to the Alliance:(1)the date of filing of the bankruptcy petition;(2)the case number;(3)the court
name and the division in which the petition was filed(e. g.,Northern District of Florida, Tallahassee Division); and, (4)the name,
address, and telephone number of the bankruptcy attorney.
22. Sponsorship and Publicity
22.1 As required by s.286.25,F.S.,if the Provider is a non-governmental organization which sponsors a program financed wholly
or in part by state funds,including any funds obtained through this contract,it shall,in publicizing,advertising,or describing
the sponsorship of the program,state: "Sponsored by(Monroe County Board of County Commissioners, Social Services/111-
Home Services), the State of Florida Department of Elder Affairs and the Alliance for Aging, Inc." if the sponsorship
reference is in written material, the words "State of Florida, Department of Elder Affairs" and"Alliance for Aging, Inc."
shall appear in at least the same size letters or type as the name of the organization.
22.2 The Provider shall not use the words "The State of Florida Department of Elder Affairs" or"Alliance for Aging, Inc." to
indicate sponsorship of a program otherwise financed,unless specific authorization has been obtained by the Alliance prior
to use.
23. Assignments
23.1 The Provider shall not assign the rights and responsibilities under this contract without the prior written approval of the
Alliance, which shall not be unreasonably withheld. Any sublicense, assignment, or transfer otherwise occurring without
prior written approval of the Alliance will constitute a material breach of the contract.
23.2 This contract shall remain binding upon the successors in interest of either the Provider or the Alliance.
24. Subcontracts
24.1 The Provider is responsible for all work performed and for all commodities produced pursuant to this contract, whether
actually furnished by the Provider or its subcontractors. Any subcontracts shall be evidenced by a written document and
subject to any conditions of approval the Alliance deems necessary. The Provider further agrees that the Alliance will not be
liable to the subcontractor in any way or for any reason. The Provider, at its expense, shall defend the Alliance against any
such claims.
24.2 The Provider shall promptly pay any subcontractors upon receipt of payment from the Alliance or other state agency.Failure
to make payments to any subcontractor in accordance with s. 287.0585,Fla. Stat., unless otherwise stated in this contract
between the Provider and subcontractor,will result in a penalty as provided by statute.
24.3 The Provider shall programmatically monitor, at least once per year, each of its Subrecipients. The Provider shall perform
programmatic monitoring to ensure contractual compliance,and programmatic performance and compliance with applicable
state and federal laws and regulations. The Provider shall monitor to ensure that time schedules are met; the budget and
scope of work are accomplished within the specified time periods, and other performance goals. The Provider shall also
perform fiscal and administrative monitoring for all Subrecipients to ensure fiscal accountability.
24.4 The Provider shall award subcontracts in a manner that offers maximum free and open competition.Such subcontract awards
must conform with the Alliance's procurement policy and be performed at a minnnum of every six years.
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24.5 The Provider shall dedicate the staff necessary to meet the obligations of this contract and ensure that subcontractors dedicate
adequate staff,accordingly.The provider shall ensure that the staff responsible for performing any duties or functions within
this contract has the qualifications as specified in floe Department's Programs and Services Handbook.
25. Service Cost Reports(SCR)
The Provider shall submit a SCR to the Alliance annually, but no later than ninety(90)calendar days after the Provider Fiscal Year
ends. The SCR shall reflect the actual costs of providing each service by program for the preceding contract year. Costs associated
with services provided under this contract shall only include allowable direct and indirect costs as defined by applicable state law.
If the Provider desires to renegotiate its reimbursement rates, the Provider shall make a request in writing to the Alliance, in
accordance with the Section IIA.G.
26. Funding Obligations_
26.1 The Alliance for Aging, Inc. acknowledges its obligation to pay the Provider for the performance of the Provider's duties
and responsibilities set forth in this Contract.
26.2 The Alliance shall not be liable to the Provider for costs incurred or performance rendered unless such costs and performances
are strictly in accordance with the terms of this contract,including but not limited to terms governing the Provider's promised
performance and unit rates and/or reimbursement capitations specified.
26.3 The Alliance shall not be liable to the Provider for any expenditures which are not allowable costs as defined in 2 CFR Part
200 and 45 CFR Part 92,as amended,or which expenditures have not been made in accordance with all applicable state and
federal rules.
26.4 The Alliance shall not be liable to the Provider for expenditures made in violation of regulations promulgated under the
Older Americans
27. Independent Capacity of Provider
It is the intent and understanding of the Parties that the Provider, or any of its subcontractors and/or vendors, are independent
contractors and are not employees of the Alliance and shall not hold themselves out as employees or agents of the Alliance without
specific authorization from the Alliance. It is the further intent and understanding of the Parties that the Alliance does not control
the employment practices of the Provider and shall not be liable for any wage and hour,employment discrimination, or other labor
and employment claims against the Provider or its subcontractors and/or vendors. All deductions for social security,withholding
taxes, income taxes, contributions to unemployment compensation funds and all necessary insurance for the Provider shall be the
sole responsibility of the Provider.
28. Payment
28.1. Payments shall be made to the Provider as services are rendered and invoiced by the Provider. The Alliance will have final
approval of the invoice for payment and will approve the invoice for payment only if the Provider has met all terms and
conditions of the contract, unless the bid specifications, purchase order, or this contract specify otherwise. The approved
invoice will be submitted to the Alliance's fiscal department for budgetary approval and processing per ATTACHMENT
Vill.
28.2 The Provider shall maintain documentation to support payment requests which shall be available to the Department of
Financial Services,the Department,or the Alliance upon request.Invoices must be submitted in sufficient detail for a proper
pre audit and post audit thereof. The Provider shall comply with all state and federal laws governing payments to be made
under this contract including,but not limited to the following: ss.216.181(16)(a)&(b),215.422,Fla. Stat., and the Invoice
Requirements of the Reference Guide for State Expenditures from the Department of Financial Services at
https://www.mylloridacfo.com/docsmsl%accounting-and-auditing-libraries/manuals/agencies/referencemguidemformstate-
expenditures.pol'?sfvrsn=b4cc3337 6
28.3 The Provider shall maintain detailed documentation to support each item on the itemized invoice or payment request for cost
reimbursed expenses,fixed rate or deliverables,for this contract, including paid subcontractor invoices,and will be produced
upon request by the Alliance. The Provider shall only request reimbursement for allowable expenses as defined in the laws
and guiding circulars cited in this Contract section 6, in the Reference Guide for State Expenditures, and any other laws or
regulations,as applicable.
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28.4 The Provider and subcontractors shall provide units of deliverables, including reports, findings, and drafts as specified in
this contract to be received and accepted by the Alliance prior to payment.
29. Return of Funds
The Provider will return to the Alliance any overpayments due to unearned funds or funds disallowed and any interest attributable
to such funds pursuant to the terms and conditions of this contract that were disbursed to the Provider by the Alliance. In the event
that the Provider or its independent auditor discovers that an overpayment has been made,the Provider shall repay said overpayment
immediately without prior notification from the Alliance. In the event that the Alliance first discovers an overpayment has been
made, the Contract Manager, on behalf of the Alliance, will notify the Provider of such findings. The Alliance may deduct the
overpayment from the invoice most recently submitted but net yet paid, even if from a different program or contract year. Should
repayment not be made forthwith, the Provider will be charged at the lawful rate of interest on the outstanding balance pursuant to
s. 55.03,F.S., after Alliance notification or Provider discovery.
30. Data Integrity and Safeguarding Information
The Provider and its subcontractors and/or vendors shall ensure an appropriate level of data security for the information the Provider
is collecting or using in the performance of this contract. An appropriate level of security includes approving and tracking all
Provider employees that request system or information access and ensuring that user access has been removed from all terminated
employees.The Provider,among other requirements,must anticipate and prepare for the loss of information processing capabilities.
All data and software shall be routinely backed up to ensure recovery from losses or outages of the computer system. The security
over the backed-up data is to be as stringent as the protection required of the primary systems. The Provider shall ensure all
subcontractors and/or vendors maintain written procedures for computer system back-up and recovery. The Provider shall, prior to
execution of this agreement, complete the Certification Regarding Data integrity Compliance for Agreements, Grants, Loans,and
Cooperative Agreements prior to the execution of this contract. as part of ATTACHMENT IV.
31. Social media and Personal Cell Phone use:
31.1 Inappropriate use of social media and personal cell phones may pose risks to Alliance's and/or DOEA's confidential and
proprietary information and may jeopardize compliance with legal obligations. By signing this contract,Provider agrees to
the following social media and personal cell phone use requirements.
31.2 Social Media Defined. The term Social Media and/or personal cellular communication includes,but is not limited to,social
networking websites,blogs,podcasts,discussion forums,RSS feeds,video sharing,SMS(including Direct Messages(DMs),
iMessages, text messages, etc.); social networks like Instagram, TikTok, Snapchat, Google Hangouts, WhatsApp, Signal,
Facebook,Pinterest, and Twitter; and content sharing networks such as Flickr and YouTube. This includes the transmission
of social media through any cellular or online transmission via any electronic, intemet, intranet, or other wireless
communication.
31.3 Application to any direct or incidental DOEA or other state business. This contract applies to any DOEA or other state
business conducted on any of the Provider's, Subcontractor's,or their employees' social media accounts or through personal
cellular communication.
31.4 Application to DOEA and Providers Equipment. This contract applies regardless of whether the social media is accessed
using Alliance's and/or DOEA's IT facilities and equipment or equipment belonging to Provider, Subcontractor, or their
respective employees. Equipment includes, but is not limited to, personal computers, cellular phones, personal digital
assistants, smart watches,or smart tablets.
31.5 Florida Government in the Sunshine, Florida Public Records Law, and HIPAA. Provider acknowledges that any Alliance
and/or DOEA or other state business conducted by social media or through personal cellular communication is subject to
Florida's Government in the Sunshine Law, Florida's Public Records Law (Chapter 119, Florida Statutes), and the Health
Insurance Portability and Accountability Act(HIPAA). Compliance with these laws and other applicable laws are further
detailed in the contract.
31.6 Prohibited or Restricted Postings.
Any social media posts which include photos, videos, or names of clients, volunteers, staff, or other affiliates of Alliance
and/or DOEA may only be posted when authorized by law and when any required HIPAA authorizations and any other
consents or authorizations required pursuant to federal,or state law are on file with the Provider's records.
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31.7 Assist Alliance and/or DOEA with Communications. Contractors maybe asked periodically to assist in distributing certain
DOEA communications through their social media outlets. Any such requests should be posted in adherence to the social
media requirements herein and the other provisions of this contract.
32. Conflict of Interest
The Provider shall establish safeguards to prohibit employees, board members, management and subcontractors from using their
positions for a purpose that constitutes or presents the appearance of personal or organizational conflict of interest or personal gain.
No employee, officer, or agent of the Provider or subcontractor shall participate in selection, or in the award of an agreement
supported by state or federal funds if a conflict of interest, real or apparent,would be involved. Such a conflict would arise when:
(a)the employee,officer,or agent;(b)any member of his/her immediate family;(c)his or her partner;or(d)an organization which
employs, or is about to employ, any of the above,has a financial or other interest in the firm selected for award. The Provider or
subcontractor's officers, employees or agents will neither solicit nor accept gratuities, favors or anything of monetary value from
Providers,potential Providers,or parties to subcontracts.
Pursuant to Chapter 4, Section 2 of the Handbook,no Provider may employ, in any capacity, any member of its governing board
or any family member of a person on the board or family member of its Executive Director.
The Providers' board members and management must disclose to the Alliance any relationship which may be,or may be perceived
to be, a conflict of interest within thirty(30)calendar days of an individual's original appointment or placement in that position, or
if the individual is serving as an incumbent,within thirty(30)calendar days of the commencement of this contract. The Providers'
employees and subcontractors must make the same disclosures described above to the Providers' Board of Directors. Compliance
with this provision will be monitored.
33. Public Entity Crime
Pursuant to s. 287.133, F.S., a person or affiliate who has been placed on the convicted vendor list following a conviction for a
public entity crime may not submit a bid,proposal, or reply on a contract to provide any goods or services to a public entity;may
not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public
work;may not submit bids,proposals,or replies on leases of real property to a public entity;may not be awarded or perform work
as a Provider,supplier, sub-Provider,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 s.287.017, F.S., for Category Two for a period of 36 months following
the date of being placed on the convicted vendor list. If the Provider or any of its officers or directors is convicted of a public entity
crime during the period of this agreement, the Provider shall notify the Alliance immediately. Non-compliance with this statute
shall constitute a breach of this agreement.
34.Purchasing_
34.1 The Provider shall procure products and/or services required to perform this contract in accordance with section 413.036,
F.S.
34.1.1 IT IS EXPRESSLY UNDERSTOOD AND AGREED THAT ANY ARTICLES THAT ARE THE SUBJECT OF,OR
REQUIRED TO CARRY OUT, THIS CONTRACT SHALL BE PURCHASED FROM A NONPROFIT AGENCY
FOR THE BLIND OR FOR THE SEVERELY HANDICAPPED THAT IS QUALIFIED PURSUANT TO
CHAPTER 413, FLORIDA STATUTES, IN THE SAME MANNER AND UNDER THE SAME PROCEDURES
SET FORTH IN SECTION 413.036(1) AND (2), FLORIDA STATUTES; AND FOR PURPOSES OF THIS
CONTRACT THE PERSON, FIRM, OR OTHER BUSINESS ENTITY CARRYING OUT THE PROVISIONS OF
THIS CONTRACT SHALL BE DEEMED TO BE SUBSTITUTED FOR THE STATE AGENCY INSOFAR AS
DEALINGS WITH SUCH QUALIFIED NONPROFIT AGENCY ARE CONCERNED.
34.1.2 Pursuant to sections 413.036(1)and(4), F.S.,the Provider shall not be required to procure a product or service from
RESPECT if: (a)the product or service is not available within a reasonable delivery time,(b)the Provider is required
by law to procure the product or service from any agency of the state, or (c) the Provider determines that the
performance specifications,price,or quality of the product or service is not comparable to the Provide's requirements.
34.1.3 This act shall have precedence over any law requiring state agency procurement of products or services from any other
nonprofit corporation unless such precedence is waived by the alliance or the Department in accordance with its rules.
34.1.4 Additional information about the designated nonprofit agency and the products it offers is available at
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Contract Number AA2659
http://www.respLg
.Itofflorida..gr
Z.
34.2 The Provider shall procure any recycled products or materials which are the subject of, or are required to carry out, this
contract when the Department of Management Services determines that those products are available,in accordance with the
provisions of section 403.7065,F.S.
34.3 The Provider shall procure products and/or services required to perform this contract in accordance with section 946.515,
F.S.
34.3.1 IT IS EXPRESSLY UNDERSTOOD AND AGREED THAT ANY ARTICLES WHICH ARE THE SUBJECT OF,
OR REQUIRED TO CARRY OUT, THIS CONTRACT SHALL BE PURCHASED FROM THE CORPORATION
IDENTIFIED UNDER CHAPTER 946,F.S.,IN THE SAME MANNER AND UNDER THE SAME PROCEDURES
SET FORTH IN SECTION 946.515(2) AND (4), F.S.; AND FOR PURPOSES OF THIS CONTRACT THE
PERSON,FIRM, OR OTHER BUSINESS ENTITY CARRYING OUT THE PROVISIONS OF THIS CONTRACT
SHALL BE DEEMED TO BE SUBSTITUTED FOR THIS AGENCY INSOFAR AS DEALINGS WITH SUCH
CORPORATION ARE CONCERNED.
34.3.2 The corporation identified is Prison Rehabilitative Industries and Diversified Enterprises, Inc. (PRIDE). Additional
information about PRIDE and the commodities or contractual services it offers is available at https://pride-
enterprises.oeg.
34.4 The Provider shall provide a Certified Minority Business Subcontractor Expenditure (CMBE) Report summarizing the
participation of certified suppliers for the current reporting period and project to date. The CMBE Report shall include the
names,addresses,and dollar amount of each certified participant,and a copy must be forwarded to the Department,Division
of Financial Administration, and must accompany each invoice submitted to the Department. The Office of Supplier
Diversity (850-487-0915) will assist in furnishing names of qualified minorities. The Department's Minority Coordinator
(850-414-2153)will assist with questions and answers.The CMBE Report is attached to this contract(ATTACHMENT(H).
35. Patents,Convri6hts,Royalties
35.1 If this contract is awarded state funding and if any discovery, invention or copyrightable material is developed,produced or
for which ownership was purchased in the course of or as a result of work or services performed under this contract the
Provider shall refer the discovery, invention or material to the Alliance to be referred to the Department.Any and all patent
rights or copyrights accruing under this contract are hereby reserved to the State of Florida in accordance with Chapter 286,
F.S.Pursuant to s.287.0571 (5)(k),as amended,the only exceptions to this provision shall be those that are clearly expressed
and reasonably valued in this contract.
35.2 If the primary purpose of this contract is the creation of intellectual property,the State of Florida shall retain an unencumbered
right to use such property, notwithstanding any agreement made pursuant to this section.
353 If this contract is awarded solely federal funding,the terms and conditions are governed by 2 CFR Part 200.315.
36. Emergency Preparedness and Continuity of Operations
36.1 The Provider shall, within thirty (30) calendar days of the execution of this contract, submit to the Contract Manager
verification of an emergency preparedness plan, Continuity of Operations Plan. (`-COOP"). In the event of an emergency,
the Provider shall notify the Alliance of emergency provisions. The COOP must address continuity of services in weather
and non-weather-related emergencies.
36.2 In the event a situation results in a cessation of services by a subcontractor and/or vendor, the Provider shall retain
responsibility for performance under this contract and must follow procedures to ensure continuity of operations without
interruptions.
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36.3 Providers offering nutrition services must have an Alliance approved shelf stable menu with at least 3 days' worth of shelf
stable meals with reserved fluids set aside to purchase the food items in order to ensure continuity of services without
interruptions in weather and no-weather related emergencies.
37. The PUR 1000 Form is hereby incorporated by reference and available at:
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s
In the event of any conflict between the PUR 1000 Form and any terms or conditions of any contract or agreement terms or
conditions the contract shall tape precedence over the PUR 1000 Form.However, if the conflicting terms or conditions in the PUR
1000 Form are required by any section of the Florida Statutes, the terms or conditions contained in the PUR 1000 Form shall take
precedence.
38. Use of State Funds to Purchase or Improve Real Property
No funds under this contract will be used by the Provider to purchase or improve Real Property.
Any state funds provided for the purchase of or improvements to real property are contingent upon the Provider or political
subdivision granting to the state a security interest in the property at least to the amount of state funds provided for at least 5 years
from the date of purchase or the completion of the improvements or as further required by law.
39. Dispute Resolution
Any dispute concerning the performance of this contract shall be decided by the Contract Manager,who shall reduce the decision
to writing and serve a copy on the Provider.
40. Financial Consequences
If the Provider fails to meet the minimum level of service or performance identified in this contract, the Alliance shall impose
financial consequences as stated in Attachment 1.
41. No Waiver of Sovereign Immunity
Nothing contained in this agreement is intended to serve as a waiver of sovereign immunity by any entity to which sovereign
immunity may be applicable.
42. Venue
If any dispute arises out of this contract, the venue of such legal recourse will be Miami-Dade County,Florida.
43. Entire Contract
This contract contains all the terms and conditions agreed upon by the parties. No oral agreements or representations shall be valid
or binding upon the Alliance or the Provider unless expressly contained herein or by a written amendment to this contract signed
by both Parties.
44. Force Majeure
The Parties will not be liable for any delays or failures in performance due to circumstances beyond their control,provided the party
experiencing the force majeure condition provides immediate written notification to the other parry and takes all reasonable efforts
to cure the condition.
45. Severability Clause
The Parties agree that if a court of competent jurisdiction deems any term or condition herein void or unenforceable, the other
provisions are severable to that void provision and shall remain in full force and effect.
46. Condition Precedent to Contract: Appropriations
The Parties agree that the Alliance's performance and obligation to pay under this contract is contingent upon an annual
appropriation by the Legislature.
47. Addition/Deletion
The Parties agree that notwithstanding the terms of the procurement documents and actions leading to this contract, the Alliance
reserves the right to add or to delete any of the services required under this contract when deemed to be in the best interest of the
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Contract Number AA2659
elder population targeted by the Area Plan and reduced to a written amendment signed by both Parties. The Parties shall negotiate
compensation for any additional services added.
48. Waiver
The delay or failure by the Alliance to exercise or enforce any of its rights under this contract shall not constitute or be deemed a
waiver of the Alliance's right thereafter to enforce those rights, nor shall any single or partial exercise of any such right preclude
any other or further exercise thereof or the exercise of any other right.
49. Compliance
The Provider shall abide by all applicable current federal statutes, laws, rules and regulations as well as applicable current state
statutes, laws,rules and regulations, policies of the Alliance and the Department, and the terms of this contract. The Parties agree
that failure of the Provider to abide by these laws,rules,regulations,policies, and terms of this contract shall be deemed an event
of default of the Provider and subject the Provider to disciplinary action including corrective action, unannounced special
monitoring,temporary assumption of the operation of one or more contractual services,placement of the Provider on probationary
status, imposing a moratorium on Provider action, imposing financial penalties for nonperformance or noncompliance, or other
administrative action to immediate,unilateral contract cancellation at the discretion of the Alliance.
If the Alliance finds that the Provider fails to abide by all applicable current federal and state statutes, laws, miles and regulations,
as well as conditions of this contract, the Alliance shall provide the Provider a Notice of Violation which shall include a concise
statement of the specific violations of the Provider and the facts relied upon to establish the violation.
Upon receipt of the Notice of Violation, the Provider shall have twenty-one(21)days to respond to the Notice of Violation. The
Provider's response must include a statement of any disputed issues of material fact and a concise statement of the specific facts
the Provider contends warrant reversal or deviation from the All iance's proposed action, including an explanation of how the alleged
facts relate to the specific rules, statutes,or contractual term.
Failure of the Provider to respond to the Notice of Violation within twenty-one (21) days shall be deemed a waiver of the rights
outlined above and the Alliance will proceed against the Provider by default.
The Alliance, upon receiving a timely filed response to a Notice of Violation, will forward the response and all accompanying
documentation to the Contract Manager to review and consider. The Contract Manager shall, within 30 days after the receipt of
the Provider's response,file an order which lays out the final determination of disciplinary action by the Alliance.
50. Final Invoice
The Provider shall submit the final invoice for payment to the Alliance as specified in section 3.4.7 (date for final request for
payment)of ATTACHMENT I. If the Provider fails to submit final request for payment by the deadline,then all rights to payment
may be forfeited and the Alliance may not honor any requests submitted after the aforesaid time period. Any payment due under
the terms of this contract may be withheld until all reports due from the Provider and necessary adjustments thereto have been
approved by the Alliance.
51. Modifications
Modifications of the provisions of this contract shall be valid only when they have been reduced to writing and duly signed by both
parties.
52. Suspension of Work:
The Alliance may in its sole discretion suspend any or all activities under this contract and any contract or agreement incorporating
in this contract, at any time,when in the best interests of the State to do so. The Alliance shall provide the Provider written notice
outlining the particulars of suspension.Examples of the reason for suspension include,but are not limited to, budgetary constraints,
declaration of emergency, or other such circumstances. After receiving a suspension notice, the Provider shall comply with the
notice and shall not accept any purchase orders. Within ninety days, or any longer period agreed to by the Provider, the Alliance
shall either(1) issue a notice authorizing resumption of work, at which time activity shall resume, or(2)terminate the contract or
purchase order. Suspension of work shall not entitle the Provider to any additional compensation.
53. Termination
53.1 Termination for Convenience. This contract may be terminated by either party without cause upon no less than thirty (30)
calendar days'notice in writing to the other party unless a sooner time is mutually agreed upon in writing. Said notice shall
be delivered by U.S.Postal Service with verification of delivery or any expedited delivery service that provides verification
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Contract Number AA2659
of delivery or by hand delivery to the Alliance Contract Manager or the representative of the Provider responsible for
administration of the contract. The Provider shall not furnish any product after it receives notice of termination, except as
necessary to complete the continued portion of the contract, if any. The Provider shall not be entitled to recover any
cancellation charges or lost profits. See notes on email regarding this paragraph.
53.2 Termination for Cause. The Alliance may terminate this contract if the Provider fails to (1) deliver the product within the
time specified in the contract or any extension,(2)maintain adequate progress,thus endangering performance of the contract,
(3)honor any term of the contract,(4)abide by any statutory requirement,regulatory requirement,licensing requirement,or
Department policy or(5)in the event funds for payment become unavailable for this contract. The Alliance will be the final
authority as to the availability and adequacy of funds. In the event of termination of this contract, the Provider will be
compensated for any work satisfactorily completed prior to the date of termination. Rule 60A- 1.006(3), F.A.C., governs
the procedure and consequences of default.The Provider shall continue work on any work not terminated.Except for defaults
of subcontractors at any tier,the Provider shall not be liable for any excess costs if the failure to perform the contract arises
from events completely beyond the control, and without the fault or negligence,of the Provider. If the failure to perform is
caused by the default of a subcontractor at any tier, and if the cause of the default is completely beyond the control of both
the Provider and the subcontractor, and without the fault or negligence of either, the Provider shall not be liable for any
excess costs for failure to perform, unless the subcontracted products or services were obtainable from other sources in
sufficient time for the Provider to meet the required delivery schedule.If,after termination,it is determined that the Provider
was not in default, or that the default was excusable, the rights and obligations of the Parties shall be the same as if the
termination had been issued for the convenience of the Alliance. The rights and remedies of the Alliance in this clause are
in addition to any other rights and remedies provided by law or under the contract.
53.3 Upon expiration or termination of this contract, the Provider and subcontractors shall transfer all public records in its
possession to the Alliance and destroy any duplicate public records that are exempt or confidential and exempt from public
records,disclosure requirements at no cost to the Alliance.All electronically stored records shall be provided to the Alliance
in a format that is compatible with the Alliance's information technology system(s).
54. Successors
This contract shall remain binding upon the successors in the interest of either the Alliance or the Provider,subject to the assignment
provisions in Section 22 above.
55. Electronic Records and Signature
55.1 The Alliance authorizes, but does not require, the Provider to create and retain electronic records and to use electronic
signatures to conduct transactions necessary to carry out the terms of this contract. A Provider that creates and retains
electronic records and uses electronic signatures to conduct transactions shall comply with the requirements contained in the
Uniform Electronic Transaction Act, s. 668.50,F.S.. All electronic records must be fully auditable; are subject to Florida's
Public Records Law, Ch. 119, F.S.; must comply with Section 29, Data Integrity and Safeguarding Information; must
maintain all confidentiality, as applicable; and must be retained and maintained by the Provider to the same extent as non-
electronic records are retained and maintained as required by this contract.
55.2 The Alliance's authorization pursuant to this section does not authorize electronic transactions between the Provider and the
Alliance. The Provider is authorized to conduct electronic transactions with the Alliance only upon further written consent
by the Alliance.
553 Upon request by the Alliance, the Provider shall provide the Alliance or Department with non-electronic (paper) copies of
records.Non-electronic(paper)copies provided to the Alliance of any document that was originally in electronic form with
an electronic signature must indicate the person and the person's capacity who electronically signed the document on any
non-electronic copy of the document.
56. Special Provisions:
The Provider agrees to the following provisions:
56.1 Investigation of Criminal Allegations:
Any report that implies criminal intent on the part of the Provider or any subcontractors and/or vendors and was referred to
a governmental or investigatory agency must be sent to the Alliance.If the Provider has reason to believe that the allegations
will be referred to the State Attorney,a law enforcement agency, the United States Attorney's office, or other governmental
agency,the Provider shall notify the Alliance immediately.A copy of all documents,reports,notes or other written material
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Contract Number AA2659
concerning the investigation, whether in the possession of the Provider, its subcontractors, or vendors,must be sent to the
Alliance's contract manager with a summary of the investigation and allegations.
56.2 Volunteers:
The Provider shall ensure the use of trained volunteers in providing direct services delivered to older individuals and
individuals with disabilities needing such services. If possible, the Provider shall work in coordination with organizations
that have experience in providing training, placement, and stipends for volunteers or participants (such as organizations
carrying out federal service programs administered by the Corporation for National and Community Service),in community
service settings.
56.3 Enforcement:
56.3.1 in accordance with s.430.04,F.S.,the Alliance may,without taking any intermediate measures available to it
against this contract rescind this contract if the Alliance finds that:
56.3.2 An intentional or negligent act of the Provider has materially affected the health,welfare, or safety of clients served
pursuant to any contract or agreement,or substantially and negatively affected the operation of services covered under
any contract or agreement;
56.3.3 The Provider lacks financial stability sufficient to meet contractual obligations or that contractual funds have been
misappropriated;
56.3.4 The Provider has committed multiple or repeated violations of legal and regulatory standards, regardless of whether
such laws or regulations are enforced by the Alliance,or the Provider has committed or repeated violations of Alliance
standards;
56.3.5 The Provider has failed to continue the provision or expansion of services after the declaration of a state of emergency;
and/or
56.3.6 The Provider has failed to adhere to the terms of any contract or agreement incorporating in this Contract.
56.3.7 In the alternative, the Alliance may, at its sole discretion, in accordance with section 430.04,F.S., take immediate
measures against the Provider, including: corrective action, unannounced special monitoring, temporary assumption
of the operation of one or more contractual services, placement of the Provider on probationary status, imposing a
moratorium on Provider action, withholding payment, imposing financial penalties for nonperformance, or other
administrative action pursuant to Chapter 120,F.S.
56.4 In making any determination under this provision the Alliance may rely upon the findings of another state or federal agency,
or other regulatory body. Any claims for damages for breach of any contract or agreement are exempt from administrative
proceedings and shall be brought before the appropriate entity in the venue of Miami-Dade County.
56.5 Use of Service Dollars:
The Provider will optimize the use of contract funds by serving the maximum possible number of individuals with the
services allowed by this contract. The Provider will spend all funds provided by this contract to provide such services.
56.6 Surplus/Deficit Report
The Provider will submit a consolidated surplus/deficit report in a format provided by the Alliance to the Alliance's Contract
Manager in conjunction with the required monthly billing submission. This report is for this contract between the Provider
and the Alliance. The report will include the following:
56.6.1 The Provider's detailed plan on how the surplus or deficit spending exceeding the I%threshold will be resolved;
56.6.2 Number of clients currently on the APCL,that receive a priority ranking score of four(4)or five(5);
56.6.3 Number of clients currently on the APCL designated as Imminent Risk.
56.6.4 Number of clients served and Aging and Disability Resource Center("ADRC")client contacts,
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Contract Number AA2659
In accordance with its surplus/deficit management policies, in order to maximize available funding and minimize the time
that potential clients must wait for services, the Alliance in its sole discretion can reduce funding awards if the Provider is
not spending according to monthly plans and is projected to incur a surplus at the end of the year
56.7 Training:
The Provider will attend all required trainings and meetings schedule by the Alliance.
57.Contract Manager
The Alliance may substitute any Alliance employee to serve as the Contract Manager.
58.Official Payee and Representatives(Name, Address,and Telephone Numbers)
The name, address, and telephone number of the representative for the Alliance for this contract is:
Max B.Rothman,JD, LL.M.President and CEO
760 NW 107th Ave, Suite 214
Miami,Florida 33172
(305)670-6500,Ext.224
The name, address, and telephone number of the representative of the Provider responsible for administration of the program
under this contract is:
Monroe County Board of County Commissioners, Social
The Provider name,as shown on page 1 of this Services/In-Home Services
A contract,and mailing address of the official payee 1100 Simonton Street, Suite 1-190
to whom the payment shall be made is: Key West, FL 33040
305-292-4408
Monroe County Board of County Commissioners, Social
The name of the contact person of the Provider and Services/In-Home Services
B street address where financial and administrative 1100 Simonton Street, Suite 1-190
records are maintained is: Key West,FL 33040
305-292-4408
Cathy Crane
The name address, and telephone number of the Monroe County Board of County Commissioners, Social
c Services/In-Home Services
representative of the Provider responsible for e 1-190
Sui
te
1100 Simonton Street,,
administration of the program under this contract is: Key West,FL Suit
3040
305-292-4408
Alliance for Aging,Inc.
The section and location within the AAA where Fiscal Department
d Requests for Payment and Receipt and Expenditure 760 NW 107th Avenue, Suite 214
forms are to be mailed is: Miami, Florida 33172 3]55
305-670-6500
Contract Monitor
e The name,address, and telephone number of the Alliance for Aging, Inc.760 NW 107th Avenue, Suite 214
Contract Manager for the AAA for this contract is: Miami, Florida'3172 3155
305-670-6500
Upon change of representatives(names,addresses,telephone numbers)by either party,notice shall be provided in writing to the other
party and the notification attached to the originals of this contract.
59.All Terms and Conditions Included
This contract and its Attachments and any exhibits referenced in said attachments, together with any documents incorporated by
reference,contain all the terms and conditions agreed upon by the Parties. There are no provisions,terms,conditions,or obligations
other than those contained herein, and this contract shall supersede all previous communications, representations or agreements,
either written or verbal between the Parties.
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Contract Number AA2659
By signing this contract,the Parties agree that they have read and agree to the entire contract.
IN WITNESS THEREOF,the Parties hereto have caused this contract,to be executed by their undersigned officials as duly
authorized.
MONROE COUNTY BOARD OF COUNTY
COMMISSIONERS,SOCIAL
SERVICESIIN- 01, F SERVICF6S ALLIANCE FOR AGING,INC.
ristine xauysiu Hurley
by
Dais:
HUAey May 9 ►Roth fae
SIGNED BY: Hurley �0 °''$ SIGNET]BY: _5 H('.,,,n.:h 16 2-';';Ii-,I i9E5 ri
2!�•1A J�CM'
NAME: Christine Hurley NAME: MAX B.ROTHMAN,JD,LL.M.
TITLE: County Administrator TITLE: PRESIDENT AND CEO
DATE: January 14, 2026 HATE: 01/16/2026
ug��r Attest:Kevin Madok. lerk oved as to legal form&sufficiency:
Ratified By: Eve M.Lewis
Michelle UncohL Mayor As peputy C4W Assistant County Attorney
N)
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Contract Number AA2659
INDEX TO CONTRACT ATTACHMENTS
ATTACHMENT ATTACHMENT DESCRIPTION
ATTACHMENT I STATEMENT OF WORK
ATTACHMENT II FINANCIAL COMPLIANCE AUDIT ATTACHMENT
ATTACHMENT III CERTIFICATIONS AND ASSURANCES
ATTACHMENT VI ASSURANCES—NON-CONSTRUCTION PROGRAMS
ATTACHMENT VII BUDGET SUMMARY BY SERVICE AND TITLE
ATTACHMENT VIII INVOICE REPORT SCHEDULE
ATTACHMENT IX REQUEST FOR PAYMENT
ATTACHMENT X, RECEIPTS AND EXPENDITURES,FOR ALL OAA TITLES
EXHIBIT I
ATTACHMENT X, RECEIPTS AND EXPENDITURES, FOR NSIP
EXHIBIT 2
ATTACHMENT X, PROVIDER MONTHLY MEALS REPORT,FOR NSIP
EXHIBIT 3
ATTACHMENT B DEPARTMENT OF ELDER AFFAIRS' CIVIL RIGHTS COMPLIANCE
CHECKLIST AND INSTRUCTIONS
ATTACHMENT D BACKGROUND SCREENING—AFFIDAVIT OF COMPLIANCE
ATTACHMENT F DATA PRIVACY& SECURITY BUSINESS ASSOCIATE AGREEMENT
ATTACHMENT G ADRC POLICY AND PROCEDURES FOR OUTSOURCED FUNCTIONS
ATTACHMENT H CERTIFIED MINORITY BUSINESS SUBCONTRACTOR EXPENSE REPORT
(CMBE)
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Contract Number AA2659
ATTACHMENT I
ALLIANCE FOR AGING,INC.
STATEMENT OF WORK
OLDER AMERICANS ACT
SECTION l: SERVICES TO BE PROVIDED
A. ALLIANCE FOR AGING,INC.MISSION STATEMENT
The Alliance mission is to promote and advocate for the optimal quality of life for older adults and their families.
B. DEFINITION OF TERMS
Area Plan: A plan developed by the Area Agency on Aging outlining a comprehensive and coordinated service delivery system in
its planning and service area in accordance with the Section 306 (42 U.S.C. 3026) of the Older Americans Act and DOEA
instructions.
Area Plan Update: A revision to the area plan wherein the Alliance enters OAA specific data in the CIRTS. An update may also
include other revisions to the area plan as instructed by the DOEA.
Child: An individual who is not more than 18 years of age or an individual with disability.
Criteria: A standard which the Administration on Aging/Administration for Community Living set for the Title HID Program.
AoA/ACL's standard criterion consists of three tiers: Minimal Criteria, Intermediate Criteria, and Highest-Level Criteria.
Family Caregiver: An adult family member, or another individual,who is an informal provider of in-home and community care
to an older individual.
Frail: When an older individual is unable to perform at least two activities of daily living ("ADL") without substantial human
assistance, including verbal reminding, physical cueing or supervision; or due to cognitive or other mental impairment, requires
substantial supervision because the individual behaves in a manner that poses a serious health or safety hazard to the individual or
to another individual.
Grandparent: A grandparent or step-grandparent of a child, or a relative of a child by blood,marriage or adoption and who lives
with the child; is the primary caregiver of the child because the biological or adoptive parents are unable or unwilling to serve as
the primary caregiver of the child; and has a legal relationship to the child, such as legal custody or guardianship, or is raising the
child informally.
Living Healthy: Also known as CDSMP for the State of Florida.
C. GENERAL DESCRIPTION
1. General Statement
The primary purpose of the OAA Program is to foster the development and implementation of comprehensive and coordinated
systems to serve older individuals. These systems assist older individuals to attain and maintain maximum independence with
supportive services.
The NSIP provides incentives for the effective delivery of nutritious meals to older individuals. NSIP allows programs
to increase the number and/or the quality of meals served. NSIP is a cash allotment or commodity program that
supplements funding or food used in meals served under the OAA.Florida has opted for cash payments in lieu of donated
foods.
2. Authority
All applicable federal laws, regulations, action transmittals, program instructions, review guides and similar
documentation related to the following:
a. Catalog of Federal Domestic Assistance No. 93.043, 93.044, 93.045, 93.052, and 93.053;
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Contract Number AA2659
b. Older Americans Act of 1965, as amended 2016;
c. 42 U.S.C. §303, 42 U.S.C. §604;
d. Rule 58A-1,Florida Administrative Code (FAC);
e. Section 430.101,Florida Statutes(F.S.); and
f. DOEA Programs and Services Handbook,
httD://www.alliancefoLain2.Ol-fZ/Droviders/pro2ram-documents
3. Scope of Service
The Provider is responsible for coordinating and assessing the needs of older persons and assuring the availability of quality
services. The services shall be provided in a manner consistent with and described in the Providers Service Provider
Application (SPA) as submitted with the 2024 OAA RFP, and any revisions thereto approved by the AAA, and the current
DOEA Programs and Services Handbook and all subsequent amendments and revisions to the Handbook, which are hereby
incorporated by reference. In the event of conflict between the SPA and the Handbook,the Handbook prevails.
The Provider is responsible for adherence to the Area Plan and any amendments to the Area Plan.
4. Major Program Goals
The major goals of the OAA program are to improve older individual's quality of life,preserve their independence,and prevent
or delay their need for costlier institutional care. These goals are achieved through the implementation of a comprehensive and
coordinated service system that provides a continuum of service alternatives and effective delivery of nutritious meals that
meet the diverse needs of elders and their caregivers.
5. Leadership and Advocacy
As a designated Focal Point, a provider is encouraged to provide coordination of services for older individuals. The Provider
must also provide community leadership on aging issues and serve as the advocate and focal point for the elderly within the
community in cooperation with agencies, organizations and individuals participating in activities funded by the Alliance.
Advocacy should include initiating positive changes in public or private policies and attitudes towards older persons, taking
action to improve,modify, or eliminate situations which adversely impact on lives of older persons, or expressing support for
older persons and their interests. Advocacy activities may be broadly supportive of the general interests of older persons or
may involve specific activities on behalf of individuals.
D. CLIENTS TO BE SERVED
1. General Description
Preference shall be given to those with the greatest economic and social needs,with particular attention to low-income older
individuals,including those that are low-income minorities,have limited English proficiency,and older individuals residing in
rural areas.
2. OAA Title 111,General Client Eligibility
Consumers shall not be dually enrolled in an OAA program, and a Medicaid capitated long-term care program, with the
exception of consumers in need of OAA Legal Assistance services and OAA Congregate Nutrition Services, including
transportation services to and from congregate meal sites.
2.1 OAA Title IIIB, Supportive Services,Client Eligibility
a. Individuals age 60 or older
2.2 OAA Title IIIC1,Congregate Nutrition Services
In addition to meeting the general nutrition services eligibility requirements listed in ATTACHMENT 1, Paragraph
1.4.1.3 individuals must be mobile,not homebound and physically,mentally and medically able to attend a congregate
nutrition program. Individuals eligible to receive congregate meals include:
a. Individuals age 60 or older; and
b. Any spouse(regardless of age)who attends the dining center with his/her eligible spouse;
c. Persons with a disability,regardless of age,who reside in a housing facility occupied primarily by older individuals
where congregate nutrition services are provided;
d. Disabled persons who reside at home with and accompany an eligible person to the dining center; and
e. Volunteers,regardless of age,who provide essential services on a regular basis during meal hours.
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Contract Number AA2659
2.3 OAA Title IIIC2,Home Delivered Nutrition Services
In addition to meeting the general nutrition services eligibility requirements listed in ATTACHMENT I, Paragraph
1.4.1.3, individuals must be homebound and physically, mentally or medically unable to attend a congregate nutrition
program. Individuals eligible to receive home delivered meals include the following:
a. Individuals aged 60 or older who are incapacitated or unable to attend a congregate nutrition site due to illness,
disability, isolation, or caring for a loved one who is ill at home;
b. Individuals aged 60 or older who are unable to attend a congregate nutrition site due to teeth and mouth issues which
makes it difficult to eat in public;
c. A home delivered meals recipient's spouse, regardless of age, if the provision of the collateral meal supports
maintaining the person at home;
d. Individuals with disabilities, regardless of age, who reside at home with home delivered meals recipients and are
dependent on them for care;
e. Persons at nutritional risk who have physical,emotional,or behavioral conditions,which would make their presence
at the congregate site inappropriate;
f. Persons at nutritional risk who are socially or otherwise isolated,including those who are self-isolating at home due
to potential health risks, and unable to attend a congregate nutrition site; or
g. Individuals age 60 or older who are unable to prepare meals due to a lack of or inadequacy of facilities,an inability
to shop,cook,or prepare meals safely,or a lack of appropriate knowledge or skill.
2.4 OAA Titles IIIC1 and IIIC2,Nutrition Services, Client Edibility
General factors that should be considered in establishing priority for nutrition services include those older persons who
meet the following:
a. Cannot afford to eat adequately;
b. Lack the skills or knowledge to select and prepare nourishing and well-balanced meals;
c. Have limited mobility which may impair their capacity to shop and cook for themselves;or
d. Have a disabling illness or physical condition requiring nutritional support or have been screened at a high
nutritional risk.
2.5 OAA Title IIID,Disease Prevention and Health Promotion Services
a. Target individuals aged sixty(60) or older; and
b. Priority will be given to individuals residing in medically underserved areas.
2.6 OAA Title IIIE,Caregiver Support Services,Client Eligibility
a. Family caregivers of individuals aged 60 or older;
b. Grandparents(age 55 or older)or older individuals(age 55 or older)who are relative caregivers;
c. Priority will be given to family caregivers who provide care for individuals with Alzheimer's disease and related
disorders with neurological and organic brain dysfunction and for grandparents or older individuals who are relative
caregivers who provide care for children with severe disabilities; and
d. For respite and supplemental services,a family caregiver must be providing care for an older individual who meets
the definition of the term"frail"in OAA, as per ATTACHMENT I, Section 1.2.
2.7 NSIP
Meals served to an elderly individual, funded in whole or in part under Statewide Medicaid Managed Care Long-
Term Care,Home Care for the Elderly,Community Care for the Elderly Programs,or other means tested programs
may not be included in the NSIP count. OAA-funded congregate meals provided to SMMC LTC clients may be
included in the NSIP count.
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Contract Number AA2659
SECTION II—MANNER OF SERVICE PROVISION
A. Service Tasks
To achieve the goals of die OAA program,the Provider shall ensure the following tasks:
1. Client Eligibility Determination
The Provider shall ensure that applicant data is evaluated annually to determine eligibility prior to rendering services. Eligibility
to become a client is based on meeting the requirements described in this contract.
2. Targeting and Screening of Service Delivery for New Clients:
The Provider shall develop and implement policies and procedures consistent with OAA targeting and screening criteria.
3. Program Services:
The Provider shall ensure the provision of a continuum of services that meets the diverse needs of elders and their caregivers.
The Provider shall ensure the performance and report performance of the following services are in accordance with the current
Handbook.
4. Program Eligibility Requirements
4.1 Eligibility Criteria
Entities must meet the following criteria to be eligible for program participation:
4.1.1 An agency that has received a grant under OAA Title III [OAA section 311(42 U.S.C. § 3030a)]; and
4.1.2 A nutrition service provider that serves meals and is under the jurisdiction, control, management and audit
authority of the Area Agency on Aging and the Department.
4.2 Provider's Nutrition Service Operations
The Provider shall ensure the nutrition service operations of the Provider meet the requirements of this contract,
as well as any other applicable regulations and policies prescribed by the current Handbook, the Department of
Health and Human Services, USDA, DOH and local health departments, DBPR, or any other agency designated
to inspect meal quality for the State. The Provider must run the DBPR report monthly and agree to notify the
Alliance of any sanitation inspections, especially those that include high priority violations and provide a copy of
the report to the Alliance within 24 hours. Closures must be reported immediately. All subcontracted food service
vendors must provide a written corrective action plan to the Nutrition Provider for any high priority or significant
findings on sanitation inspections.The CAPS must be approved by the Provider's registered dietician and submitted
to the Alliance to ensure that deficiencies are remedied.
4.3 Prescribed Nutritional Requirements
The Provider shall ensure that each meal provided under this contract meets the following criteria:
4.3.1 Complies with the current Dietary Guidelines for Americans,published by the Secretaries of the Department
of Health and Human Services and the Department of Agriculture;
4.3.2 Provides a minimum of 33 1/3 percent of the dietary reference intakes/adequate intakes for an age 70+
female as established by the Food and Nutrition Board of the National Academy of Sciences; and
4.3.3 Is served from and approved Alliance menu.
4.3.4 Food Origin and Commodities Requirements
4.3.5 Consistent with existing requirements of the NSIP,the Provider and its service providers may use NSIP cash
to purchase foods of U.S. origin for their nutrition projects under Title III of the OAA.NSIP funds must be
used to expand meal services to older adults.
5. Monitoring the performance of its subcontractors and/or vendors
6. Comply with the Alliance's Nutrition policies and procedures
B. Staffing Requirements
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Contract Number AA2659
1. Staffing Levels
The Provider shall assign its own administrative and support staff as needed to perform the tasks, responsibilities and
duties under this contract and ensure that subcontractors and/or vendors dedicate adequate staff accordingly.
2. Professional Qualifications
The Provider shall ensure that the staff responsible for performing any duties or functions within this contract have the
qualifications as specified in the Handbook.
3. Service Times
The Provider shall ensure the provision of services listed in this contract during normal business hours unless other times
are more appropriate that meet the performance requirements of this contract, and it shall monitor its subcontractors
and/or vendors to ensure they are available to provide services during hours responsive to client needs and during those
times which best meet the needs of the relevant service community.
4. Use of Volunteers to Expand the Provision of Available Services
The Provider shall make use of trained volunteers in providing direct services delivered to older individuals and individuals
with disabilities needing such services. If possible, the Provider shall work in coordination with organizations that have
experience in providing training, placement, and stipends for volunteers or participants (such as organizations carrying out
Federal service programs administered by the Corporation for National and Community Service), in community service
settings.
5. Use of Subcontractors and/or Vendors
If this contract involves the use of a Subcontractor or third party, then the Provider shall not delay the implementation of its
agreement with the Subcontractor. If any circumstance occurs that may result in a delay of a period of 60 days or more the
initiation of the subcontract or the performance of the Subcontractor,the Provider shal I notify the AI liance's Contract Manager
in writing of such delay. The Provider shall not permit a Subcontractor to perform services related to this agreement without
having a binding Subcontractor agreement executed. In accordance with Section 23 of this Contract,the Alliance will not be
responsible or liable for any obligations or claims resulting from such action.
5.1. Copies of Subcontracts:
The Provider shall submit a copy of all subcontracts to the Alliance Contract Manager within thirty (30) days of the
subcontract being executed.
5.2. Monitoring the Performance of Subcontractors:
The Provider shall programmatically monitor,at least once per year,each of its Subrecipients. The Provider shall perform
programmatic monitoring to ensure contractual compliance, and programmatic performance and compliance with
applicable state and federal laws and regulations. The Provider shall monitor to ensure that time schedules are met; the
budget and scope of work are accomplished within the specified time periods, and other performance goals. The Provider
shall also perform fiscal and administrative monitoring for all subcontractors to ensure fiscal accountability.
5.3. Copies of Subcontractor Monitoring Reports
The Provider shall forward a copy of all subcontractor monitoring reports to the Alliances' Contract Manager within thirty
(30)days of the report being issued to the Subcontractors, Subrecipients,Vendors, and/or Consultants.
C. Deliverables
The following section provides the specific quantifiable units of deliverables and source documentation required to evidence
the completion of the tasks specified in this contract. The Provider must submit all required documentation in the time and
manner specified for the minimum performance levels to be met.Each deliverable must be accepted in writing by the Alliance
Contract Manager based on the requirements for each deliverable before the Provider submits an invoice requesting payment.
I. The Provider shall ensure the provision of a continuum of services that meets the diverse needs of elders and their
caregivers. The Provider shall ensure the performance and reporting of the following services in accordance with the
current DOEA Handbook, and this contract. Documentation of service delivery must include a report consisting of the
following: unduplicated number of clients served, number of service units provided by service, and rate per service unit
with calculations that equal the total invoice amount.
The services include the following categories:
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a. Supportive Services JHB Program)
Supportive services include a variety of community-based and home-delivered services that support the quality of life for
older individuals by helping them remain independent and productive. Services include the following:
(1) Adult Day Care (10)Housing Improvement/Material Aid
(2) Chore Services (11)Legal Assistance
(3) Companionship (12)Personal Care
(4) Counseling(Gerontological) (13)Recreation
(5) Counseling(Mental Health) (14)Screening and Assessment
(6) Emergency Alert Response (15)Technology
(7) Education/Training (16)Transportation
(8) Escort (17)Specialized Medical Equipment, Svs, and Supplies
(9) Homemaker
(10) Medical Equipment, Services,and Supplies
b. Congregate Nutrition Services(IIIC1 Program)
Nutrition services are provided in congregate settings and are designed to reduce hunger and food insecurity, promote
socialization and the health and well-being of older individuals by assisting them to gain access to nutrition and other
disease prevention and health promotion services. Services include the following:
(1) Congregate Meals
(2) Emergency Shelf Stable Meals
(2) Congregate Meals Screening
(3) Nutrition Education
(4) Nutrition Counseling
c. Home Delivered Nutrition Services JHC2 Program)
In-home nutrition services are provided to reduce hunger and food insecurity; promote socialization and the health and
well-being of older individuals by assisting such individuals to gain access to nutrition and other disease prevention and
health promotion services. Services include the following:
(1) Home delivered meals(Frozen ore Hot)
(2) Emergency Shelf Stable Meals
(3) Screening&Assessment
(4) Nutrition education
(5) Nutrition Counseling
d. Disease Prevention and Health promotion Services(IIID Program)
Evidence-Based Disease Prevention and Health Promotion ("EBDPHP") services have been demonstrated through
evaluation to be effective for improving the health, wellbeing or reducing disease, disability and/or injury among older
adults, and proven effective with older adult populations. The ACL defines EBDPHP services as meeting highest-level
criteria. Only services that meet the highest-level criteria are allowed under the IIID Program. EBDPHP services must be
delivered per the requirements of the program and ensure program fidelity. Evidence based programs include the
following:
(1) A Matter of Balance (6) Arthritis Foundation Tai Chi
(2) Chronic Disease Self-Management (7) Walk with Ease
(3) Diabetes Self-Management Program (8) Savvy Caregiver
(4) Enhanced Fitness
(5) Bingosize
e. Caregiver Support Services(111E Program)
The following services are intended to provide direct help to caregivers,assist in the areas of health,nutrition and financial
literacy and assist caregivers in making decisions and problem solving related to their caregiving roles and responsibilities:
(1) Adult Day Care
(2) Caregiver Training/Support(Individual&Group)
(3) Respite Services(Home&Facility)
(4) Screening/Assessment
f. Caregiver Support Supplemental Services JHES Program)
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The following services are provided to complement the care provided by caregivers:
(1) Chore Services
(2) Housing Improvement/Material Aid
(3) Specialized Medical Equipment, Services and Supplies.
(4) Legal Assistance
g. Caregiver Support Grandparent Services(IIIEG Program):
Services for grandparents or older individuals who are relative caregivers designed to help meet their caregiving obligations
include the following:
(1) Sitter
(2) Home Delivered Meals
(3) Homemaker
2. Service Units
The Provider shall ensure that the provision of services described in this contract is in accordance with the current DOEA
Handbook and the service tasks described in Section II.A. Attachment VII lists the services that can be performed, budget
allocation for each service, the number of units of service, and the reimbursement unit rate. Units of service will be paid
pursuant to the rate established in Attachment VII.
3. Administrative Responsibilities
The Provider shall provide management and oversight of OAA Program operations in accordance with the current DOEA
Handbook which include the following:
a. Establish contractual agreements or vendor agreements with appropriate and capable subcontractors,when applicable.
b. Provide technical assistance to subcontractors and vendors to ensure provision of quality services.
c. Monitor and evaluate subcontractors and vendors for appropriate programmatic and fiscal compliance.
d. Appropriately submit payments to subcontractors.
e. Establish procedures for handling recipient complaints and ensure that subcontractors develop and implement complaint
procedures to process and resolve client dissatisfaction with services. Complaint procedures shall address the quality and
timeliness of services,provider and direct service worker complaints, or any other advice related to complaints other than
termination,suspension or reduction in services that require the grievance process as described in Appendix D,Department
of Elder Affairs Programs and Services Handbook. The complaint procedures shall include notification to all clients of the
complaint procedure and include tracking the date,nature of complaint, and the determination of each complaint.
f. Ensure compliance with Client Information and Registration Tracking System(eCIRTS)regulations.
g. Monitor outcome measures in accordance with targets set by the Department.
h. Conduct client satisfaction surveys to evaluate and improve service delivery.
D. Reports
The Provider is responsible for responding in a timely fashion to additional routine and/or special requests for information and
reports required by the Alliance. The Provider must establish due dates for any subcontractors and/or vendors that permit the
Provider to meet the Alliance's reporting requirements.
1. Service Cost Report(SCR):
The Provider shall submit a SCR to the Alliance annually and no later than ninety (90)calendar days after the Provider Fiscal
Year end. The SCR shall reflect the actual costs of providing each service by program for the preceding contract year. Failure
to submit an accurate SCR no later than ninety(90)calendar days after the Provider Fiscal Year end may result in withholding
of invoice payments.
2. Surplus/Deficit Report
The Provider will submit a consolidated surplus/deficit report in a format provided by the Alliance to the Alliance's Contract
Manager in conjunction with the required monthly billing submission.This report is for this contract between the Provider and
the Alliance. The report will include the following:
a. The Provider's detailed plan, by program and service, on how the surplus or deficit spending exceeding the 1%threshold
will be resolved;
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b. A detailed plan on how the surplus or deficit spending exceeding the 1% monthly threshold will be resolved. The plan
must include specific budget numbers to reflect how the Provider plans to address the variance.
c. Number of clients currently on the waitlist(APCL).
d. Number of Unduplicated Client served.
In accordance with its surplus/deficit management policies,in order to maximize available funding and minimize the time
that potential clients must wait for services,the Alliance in its sole discretion can reduce funding awards if the Provider is
not spending according to monthly plans and is projected to incur a surplus at the end of the year.
3. Volunteer Activity Report
The Provider shall submit an annual unduplicated report of volunteer hours on the format provided by the Alliance. The data
collection period is from January 1 —December 31 for each calendar year. The data submission date is five(5)working days
following the close of the contract period.
4. eCIRTS Reports:
The Provider shall input OAA-specific data into eCIRTS, depending on the instructions provided by the Alliance, to ensure
eCIRTS data accuracy. The Provider shall use CIRTS-generated(or eCIRTS generated)reports which include the following:
a. Client Reports;
b. Monitoring Reports;
c. Services Reports;and
d. Outcome Measures Reports.
e. Fiscal Reports
f. Miscellaneous Reports
5. Program Highlights
The Provider shall submit Program Highlights referencing specific events that occurred in the previous contract year by
September 10' of the current contract year. The Provider shall provide a new success stony, quote, testimonial, or human-
interest vignette. The highlights shall be written for a general audience,with no acronyms or technical terms. For all agencies
or organizations that are referenced in the highlight,the Provider shall provide a brief description of their mission or role. The
active tense shall be consistently used in the highlight narrative, in order to identify the specific individual or entity that
performed the activity described in the highlight.The Provider shall review and edit Program Highlights for clarity,readability,
relevance, specificity,human interest, and grammar,prior to submitting them to the Alliance.
6. Outreach Activity
The Provider shall report on outreach activities at least semi-annually using a uniform reporting format established by
the Alliance.The format must include the following information:number and type of provider events or activities;date and
location; total number of participants at each event or activity; individual service needs identified; and referral sources
or information provided. Reports must be submitted by June 30 and December 31 of each contract year. At a minimum,
the number of outreach activities required to be completed annually for the Provider must be consistent with the number
of outreach activities referenced in the procurement documents leading to this contract.
7. Health and Wellness Reports
The Provider shall submit Monthly Programmatic Reports for EBDPHP services. The Provider shall submit the
monthly reports with the monthly billing. Invoices submitted will not be paid unless the programmatic reports are
submitted with the billing. The Alliance Contract Manager will provide an Excel spreadsheet with the following
tabs: Health and Wellness(one for each month); Success Story(reported only in May);Partnership(one tab updated
as needed); and a Statistical Breakdown Page.
a. information provided in the Monthly Programmatic Report must match eCIRTS billing reports and the Request
for Payment.
b. The Provider shall review program documentation to ensure documentation is complete and adequately
supports the information reported on the Monthly Programmatic Report prior to submitting a Request for
Payment. The Provider will attest to the review in the "comments" section of the Monthly Programmatic Report
and provide relevant information regarding the documentation as needed.
c. Program documentation shall include all the following elements: Sign-In Sheet or Attendance Log; flyers or
documentation demonstrating efforts to recruit participants and promote EBDPHP services provided; current
facilitator certificates; copy of program license(if applicable); and any forms required by the specific program.
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Contract Number AA2659
d. The provider shall ensure that program documentation includes a Sign-In Sheet or Attendance Log with date, time,
name of program, participant names, and name of program facilitator(s). If the Attendance Log does not include a
space for participant signatures, additional program documentation must be included with participant signatures that
match the participant names and dates in the Attendance Log. Exceptions may be approved by Alliance Contract
Manager. Requests must be made in writing and kept with program documentation.
e. Participants must write and sign their name on a program sign-in sheet or Attendance Log. Attendance Logs with
participant names typed or written in by the same person will not be accepted as program documentation. If a
participant refuses or is unable to write their own name and sign, the instructor may sign by proxy for the participant
with a note on the sign-in sheet stating why it is necessary to do so(the note needs to be initialed and dated).
f. The Provider shall abide by all program fidelity requirements and annually observe delivery of EBDPHP services. A
note will be included in the Monthly Programmatic Report, in the comments section, when a program has been
observed. Documentation pertaining to the observation will be kept and provided to the Alliance upon request.
g. The Provider shall contact the Alliance Contract Manager in the event of an emergency or an exigent circumstance
where the provider is unable to maintain an aspect of fidelity of the EBDPHP services (e.g., minimum or maximum
number of participants) before the end of the workshop. At the discretion of the Alliance Contract Manager, the
service may be reimbursed under this contract;however, if die fidelity infraction is discovered after the program has
finished, during the Request for Payment Process or a desk review, the Provider may not be reimbursed for the
workshop or shall be requested to reimburse the Alliance the cost of the workshop.
h. The Provider shall collaborate and partner with organizations to extend the reach of EBDPHP services. Partnerships
shall be designed to stimulate innovation of new approaches and activities in EBDPHP services, development of
greater capacity, and leverage other funding sources. Partnerships shall also address building and sustaining an
infrastructure for the dissemination of EBDPHP services. This includes,but is not limited to, recruitment of trainers
and participants, covering costs for licenses, and replicating program fidelity.
i. The Provider shall document,and provide to the Alliance upon request, evidence of partnerships created formally through
Memoranda of Agreement/Understanding. The provider will be required to keep track of partnerships in the Monthly
Programmatic Report.Each month the Provider shall review and provide updates as necessary.
S. Florida Elder Law Program(FELP)Report
The purpose of the FELP reports is to collect consistent and standard data to illustrate the range and type of legal assistance
provided by the Provider to older persons in social or economic need.
Providers funded for Legal Assistance shall submit the Florida Elder Law Program (FELP)report annually to the Alliance in
the format provided by the Department to ensure that legal services reached the targeted groups and served the priority issue
areas described in Attachment I, Section 1.4.1 of this contract. The Provider shall compile and report data using the definitions
and specific instructions provided by the Department and the Alliance in the FFY 2022-2023 Florida Elder Law Program Data
Collection Handbook.The reporting cycle for the FELP report is from October 1 to September 30'. The FELP Report includes
the following areas:
a. Cases and Client Information
b. OAAP Complaint Case Report A
C. Case Examples
d. Education Log
e. Referred From Data
f. Publications(optional)
g. Unmet Needs(optional)
"Individual clients are to be counted only once per calendar year.
Reports must be summited annually to the Alliance by October 15"
E. Records and Documentation
1. Requests for Payment
The Provider shall maintain documentation to support Requests for Payment that shall be available to the Alliance, the
Department, or other authorized agencies and individuals such as the Florida Department of Financial Services (DFS), upon
request.
2. eCIRTS Data and Maintenance:
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Contract Number AA2659
The Provider shall ensure,on a monthly basis, collection and maintenance of client and service information in eCIRTS or any
such system designated by the Alliance. Maintenance includes accurate and current data, and valid exports and backups of all
data and systems according to the Alliance and Department standards.
3. Data Integrity and Back up Procedures:
The Provider shall anticipate and prepare for the loss of information processing capabilities. The routine backing up of all data
and software is required to recover from losses or outages of the computer system.Data and software essential to the continued
operation of Provider functions must be backed up. The security controls over the backup resources shall be as stringent as the
protection required of the primary resources. It is recommended that a copy of the backed up data be stored in a secure,offsite
location.
4. Policies and Procedures for Records and Documentation:
The Provider shall maintain written policies and procedures for computer system backup and recovery and shall have the same
requirement of its Subcontractors. These policies and procedures shall be made available to the Alliance upon request.
F Performance Specifications
1. Outcomes
At a minimum,the Provider must:
a. Ensure the provision of the services described in this contract are in accordance with the current DOEA
Handbook and Section II.A. and Section II.C. of this contract;
b. The Provider shall timely submit to the Alliance all reports described in Section. II.D of this contract;
b. The Provider shall maintain all information described in Section II.E.of this contract;
d. The Provider shall ensure the prioritization and service provision of clients in accordance with Section II.A.2 of this
contract;
e. The Provider shall timely and accurately submit to the Alliance Attachments IX, X and supporting documentation in
accordance with Attachment VIII of this contract.
f. The Provider shall timely and accurately submit to the Alliance a Service Cost Report in accordance with Section 13.3 of
this contract.
2. Criteria
a. 66%of new service recipients with high-risk nutrition scores will improve their nutritional status.
b. 65%of new service recipients will maintain or improve their ADL's assessment score.
c. 62.3%of new service recipients will maintain or improve their IADL's assessment score.
d. 89%of family and family-assisted caregivers will self-report they are very likely to provide care.
3. Monitoring and Evaluation Methodology
The Alliance will review and evaluate the performance of the Provider under the terms of this contract. Monitoring shall be
conducted through direct contact with the Provider through telephone, in writing, and/or an on-site visit. The Alliance's
determination of acceptable performance shall be conclusive.The Provider agrees to cooperate with the Alliance in monitoring
the progress of completion of the service tasks and deliverables.The Alliance may use,but is not limited to,one or more of the
following methods for monitoring:
a. Desk reviews and analytical reviews;
b. Scheduled,unscheduled, and follow-up on-site visits;
c. Client visits;
d. Review of independent auditor's Compliance Reports, if applicable.
e. Review of Independent Auditors Financial Report or third party compilation
f. Review of third-parry documents and/or evaluation;
g. Review of progress reports;
h. Review of customer satisfaction surveys;
i. Agreed-upon procedures review by an external auditor or consultant;
j. Limited-scope reviews; and
k. Other procedures as deemed necessary.
G. Provider Responsibilities
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Contract Number AA2659
I. Provider Accountability:
All service tasks and deliverables pursuant to this contract are solely and exclusively the responsibility of the Provider,and for
which,by execution of the contract,the Provider agrees to be held accountable.
2. Coordination with Other Providers and/or Entities:
Notwithstanding those services for which the Provider is held accountable involve coordination with other entities in
performing the requirements of the contract,the failure of other entities does not alleviate the Provider from any accountability
for tasks or services that the Provider is obligated to perform pursuant to this contract.
H. Alliance Responsibilities
I. Alliance Obligations:
The Alliance may provide technical support and assistance to the Provider within the resources of the Alliance to assist the
provider in meeting the required tasks in the above Section II.
2. Alliance Detcmiinations:
The Alliance reserves the exclusive right to make certain determinations in the tasks and approaches. The absence of the
Alliance setting forth a specific reservation of rights does not mean that all other areas of the contract are subject to mutual
agreement.
SECTION III: METHOD OF PAYMENT
A. Payment Methods Used
The Method of Payment for this contract is a combination of fixed fee/unit rate,cost reimbursement,and advance payments,subject
to the availability of funds and Provider performance. The Alliance will pay the Provider upon satisfactory completion of the
Tasks/Deliverables,as specified in Section II and in accordance with other terms and conditions of the contract.
1. Fixed Fee/Unit Rate
Payment for Fixed Fee/Unit Rates shall not exceed amounts established in Attachment VII,per unit of service.
2. Cost Reimbursement
Payment may be authorized only for allowable expenditures,which are in accordance with the services specified in Attachment
VIi. All Cost Reimbursement Requests for Payment must include the Receipt and Expenditure Report beginning with the first
month of the contract.
3. Advance Payments
Non-profit Providers may request a monthly advance for service costs for each of the first two months(or 1/6')of the contract
period and total contract amount, based on anticipated cash needs. For the first month's advance request, the Provider shall
provide to the Alliance documentation justifying the need for an advance and describing how the funds will be distributed. If
the Provider is requesting two (2) months of advances, documentation must be provided reflecting the cash needs of the
Provider within the initial two (2) months and should be supported through a cash-flow analysis or other information
appropriate to demonstrate the Provider's financial need for the second month of advances. The Provider must also describe
how the funds will be distributed for the first and second month.If sufficient budget is available,and the Department's Contract
Manager, in his or her sole discretion, has determined that there is justified need for an advance, the Department will issue
approved advance payments after July 1 st of the contract year.
All advance payments made to the Provider shall be reimbursed to the Alliance as follows: At least one—tenth of the advance
payment received shall be reported as an advance recoupment on each Request for Payment(Attachment XI) for each Region
being billed,starting with the invoice submission of the third month activities and billing,in accordance with the Invoice Report
Schedule(Attachment IX).
B. Method of Invoice Payment
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Contract Number AA2659
Payment shall be made upon the Provider's presentation of an invoice subsequent to the acceptance and approval by the Alliance of
the deliverables shown on the invoice and payment has been received from DOEA. The form and substance of each invoice
submitted by the Provider shall be as follows:
1. A separate set of billing reports must be submitted for each County and further for each Region within the County. For billing
purposes,County Wide Services are considered to be a Region and should be invoiced on a separate set of billing reports.
2. Request payment on a monthly basis for the units of services established in this contract, provided in conformance with the
requirements as described in the DOEA Programs and Services Handbook, and at the rates established in Attachment VII of
the contract. Documentation of service delivery must include a report consisting of the following: number of clients served,
number of service units provided by service,and rate per service unit with calculations that equal the total invoice amount. Any
change to the total contract amount requires a formal amendment.
3. For each Region,the Provider shall consolidate all subcontractors'Requests for Payment and Expenditure Reports that support
Requests for Payment and shall submit to the Alliance using forms Request for Payment (Attachment IX), Receipt and
Expenditure Reports(Attachment X)for all services.
4. All Requests for Payment shall be based on the submission of monthly Expenditure Reports beginning with the first month of
the contract. The schedule for submission of advance requests and invoices is Invoice Schedule,Attachment VIII;
5. In the event that services were not billed during the regular billing cycle, the Provider may request payment for services no
later than 90 days after the month in which the expense was incurred, except that requests cannot be made after the contract
closeout date. Request for payment of services rendered 90 days after the month in which the expense was incurred will require
approval of the contract manager prior to the billing of such incurred expenses. Late service billing requests will not be paid
unless justification is submitted and approved by the contract manager;
6. The Provider shall maintain documentation to support payment requests which shall be available to the Alliance, the
Department, and the Department of Financial Services, or other authorized state and federal personnel upon request; and
7. All payments under the terms of this contract are contingent upon an annual appropriation by the Legislature, and subject to
the availability of funds.
C. Payment Withholding and/or Financial Penalty
Any payment due by the Alliance under the terms of this contract may be withheld pending the receipt and approval by the Alliance
of all financial and programmatic reports due from the Provider and any adjustments thereto, including any disallowance not
resolved as outlined in this Contract.
D. Final Invoice Instructions
The Provider shall submit the final Request for Payment to the Alliance no later than 30 days after the contract period ends and as
referenced in Attachment VIII. If the contract is terminated prior to the end date of the contract,then the Provider must submit the
final request for payment to the Alliance no more than 30 days after the contract is terminated.If the provider fails to do so,all right
to payment is forfeited, and the Alliance will not honor any requests submitted after the aforesaid time period.
E. eCIRTS Data Entries for Subcontractors
The Provider must require Subcontractors to enter all required data for clients and services in the eCIRTS database per the DOEA
Programs and Services Handbook and the eCIRTS User Manual - Aging Provider Network users (located in Documents on the
eCIRTS Enterprise Application Services). Subcontractors must enter this data into the eCIRTS prior to submitting their requests
for payment and expenditure reports to the Provider. The Provider shall establish deadlines for completing eCIRTS data entry and
to assure compliance with due dates for the requests for payment and expenditure reports that Provider must submit to the Alliance.
F. Providers' Monthly eCIRTS Reports
The Provider must run monthly eCIRTS reports and verify client and service data in the eCIRTS is accurate. This report must be
submitted to the Alliance with the monthly request for payment and expenditure report and must be reviewed by the Alliance before
the Provider's request for payment and expenditure reports can be approved by the Alliance.
G. Consequences of Non-Compliance:
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Contract Number AA2659
Should it be determined that the Provider is found to not be incompliance with any deliverables,aspects or requirements of this
contract, the Alliance may:
1. Require a Corrective Action Plan(CAP)
a. If at any time the Provider is notified by the Alliance's Contract Manager that it has failed to correctly,completely,and/or
adequately perform contract deliverables identified in Section II.0 and III.D,or any other contractual requirements of this
contract,the Provider will have ten (10)business days to submit a CAP to the Alliance's Contract Manager that addresses
the deficiencies and states how the deficiencies will be remedied within the time approved by the Alliance's Contract
Manager. The Alliance may assess a Financial Consequence for Non-Compliance on the Contractor as referenced in
Section III.G.2.of this contract for each deficiency identified in the CAP which is not corrected pursuant to the CAP. The
Alliance may also assess a financial consequence for failure to timely submit a CAP.
b. If the Provider fails to correct an identified deficiency within the approved time specified in the CAP, the Alliance may
deduct financial consequence established in Section III.G.2. of this contract from the payment for the invoice of the
following month.
c. If the Provider fails to timely submit a CAP, the Alliance shall deduct the amount established in Section III.G.2 of this
contract. The deduction will be made from the payment for the invoice of the following month(s).
d. Failure to submit a CAP may result in contract termination.
2. Financial Consequences
a. Failure to submit a CAP timely may result in a financial penalty up to the lower of$25,000 or 5%of the Provider Contract
amount and may be calculated on the totality of all Alliance funded contracts,depending on the area of non-compliance.
b. Failure to correct an identified deficiency may result in withholding invoice payments until the deficiency is corrected or
may result in financial penalty up to the lower of$25,000 or 5%of the Provider Contract amount and may be calculated
on the totality of all Alliance funded contracts related to the deficiency,depending on the area of non-compliance.
c. Failure to comply with established assessment and prioritization criteria as per Section ILA and as evidenced by eCIRTS
reports may result in a financial penalty of the lower of$25,000 or 5%and may be calculated on the totality of all related
Alliance funded contracts, depending on the area of compliance. A second offense may result in a financial consequence
of the lower of$50,000 or 10%and may be calculated on the totality of alliance funded contracts.
d. Failure to provide services in accordance with the current DOEA Handbook, the service tasks described in Section II.A.,
and the Budget summary(Attachment XII),may result in a result in a financial penalty of the lower of$25,000 or 5%and
may be calculated on the totality of all related Alliance funded contracts, depending on the area of compliance.A second
offense may result in a financial consequence of the lower of$50,000 or 10% and may be calculated on the totality of
related Alliance funded contracts.
e. Failure to perform management and oversight of the OAA Programs operations may result in a result in a financial penalty
of the lower of$25,000 or 5%and may be calculated on the totality of all related Alliance funded contracts,depending on
the area of compliance.A second offense may result in a financial consequence of the lower of$50,000 or 10%and may
be calculated on the totality of related Alliance funded contracts.
f. Failure to properly submit monthly surplus/deficit reports within the contractually required time frame may result in a
result in a financial penalty of the lower of$25,000 or 5% and may be calculated on the totality of all related Alliance
funded contracts, depending on the area of compliance. A second offense may result in a financial consequence of the
lower of$50,000 or 10%and may be calculated on the totality of related Alliance funded contracts.
g. Failure to submit contractually required IIID Programmatic reports by the required time frame identified in Section Ii.D.7,
if IIID funding is included in this contract as identified in Attachment VII,may result in a result in a financial penalty of
the lower of$25,000 or 5% and may be calculated on the totality of all related Alliance funded contracts, depending on
the area of compliance.A second offense may result in a financial consequence of the lower of$50,000 or 10%and may
be calculated on the totality of related Alliance funded contracts.
h. Failure to submit invoices and reports by the contractually required submission date will result in a reimbursement
reduction of$50 for every business day the invoice is late until required invoice or report is submitted unless an
extension is approved by the Alliance Contract Manager. The reduction shall commence on the first business day
following the deadline and shall continue until the required documentation is submitted to the Alliance.
i. Failure to fully and properly submit invoices and reports and properly complete the required monthly billing forms
(Attachments IX, X Exhibits 1, 2, and 3 (which include Program Income (if received), MTD and YTD units and billing
dollars, match, etc.) may result in Financial Consequences of the lower of$25,000 or 5%of the contract(s) amount and
may be calculated on the totality of Alliance funded contracts.
j. Failure to run contractually required monthly eCIRTS exception reports and clear any exceptions may result in a result in
a financial penalty of the lower of$25,000 or 5% and may be calculated on the totality of all related Alliance funded
contracts, depending on the area of compliance. A second offense may result in a financial consequence of the lower of
$50,000 or 10%and may be calculated on the totality of related Alliance funded contracts.
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Contract Number AA2659
IV. SPECIAL PROVISIONS
A. Provider's Financial Obligations
1. Matching,Level of Effort,and Earmarking Requirement:
The Provider must provide a match of at least 10 percent of the cost for services funded through this contract,except for Title
IIID. The match will be made in the form of cash and/or in-kind resources. At the end of the contract period,all funds through
this contract,except for Title IIID must be properly matched.
2. Management and Use of Service Dollars and Continuity of Service:
a. The Provider is expected to spend all funds provided by the Alliance for the purpose specified in this contract. The Provider
must manage the service dollars in such a manner so as to avoid having a surplus of funds at the end of the contract period.
If the Alliance determines that the Provider is not maximizing available funding, the Alliance, in accordance with its
Surplus/Deficit Fiscal policies, may transfer funds to other Providers and/or adjust subsequent funding allocations
accordingly.
b. The Provider shall ensure that contract services will be provided until the end of the contract period. In order to enable
the Provider to better manage the services under this contract and to maximize the use of available resources,the Alliance
has established a spending authority as identified in Budget Summary, Attachment VII. The Provider is responsible for
managing the spending authority so that a continuity of service can be maintained for the maximum number of consumers.
The Provider agrees to assume responsibility for any contractual deficit that may be incurred.
3. Consumer Contributions
Consumer contributions are to be used under the following terms:
a. The Provider assures compliance with Section 315 of the OAA as amended in 2006,in regard to consumer contributions;
b. Voluntary contributions are not to be used for cost sharing or matching;
c. Accumulated voluntary contributions are to be used prior to requesting federal reimbursement; and
d. Voluntary contributions are to be used only to expand services.
4. Budget Summary:
The Alliance has established a spending authority based on services and rate detailed in the SPA and the Budget Summary,
Attachment VII and any revisions thereto approved by the Alliance. Any changes in the total amounts of the funds identified
on the Budget Summary require a contract amendment.
B. Remedies for Nonconforming Services
I. The Provider shall ensure that all goods and/or services provided under this contract are delivered timely, completely and
commensurate with required standards of quality. Such goods and/or services will only be delivered to eligible program
participants.
2. If the Provider fails to meet the prescribed quality standards for services, such services will not be reimbursed under this
contract. hi addition, any nonconforming goods(including home delivered meals) and/or services not meeting such standards
will not be reimbursed under this contract. The Provider's signature on the request for payment form certifies maintenance of
supporting documentation and acknowledgement that the Provider shall solely bear the costs associated with preparing or
providing nonconforming goods and/or services. The Alliance requires immediate notice of any significant and/or systemic
infractions that compromise the quality, security or continuity of services to clients.
3. The Alliance will pass through to the provider any financial consequences imposed by the Department on the Alliance should
the provider be at fault and/or cause for the imposed financial consequence. Any passthrough financial consequences will be
withheld by reduction of payment and will levy against the provider for the following:
a. Delivery of services to eligible clients as referenced in Attachment I, Section II of this contract—Failure to comply with
established assessment and prioritization criteria as evidenced by eCRITS reports.
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Contract Number AA2659
b. Services and units of services as referenced in Attachment I, Section II of this contract—Failure to provider services in
accordance with the current DEOA Handbook
c. Administrative duties as referenced in Attachment I, Section 11 of this contract —Failure to perform management and
oversight of the program operations.
C. Investigation of Criminal Allegations
Any report that implies criminal intent on the part of the Provider or any Subcontractors and referred to a governmental or
investigatory agency must be sent to the Alliance which will in turn forward the information to the Department. If the Alliance has
reason to believe that the allegations will be referred to the State Attorney,a law enforcement agency,the United States Attorney's
office, or other governmental agency,the Alliance shall notify the Inspector General at the Department immediately. A copy of all
documents, reports, notes or other written material concerning the investigation, whether in the possession of the Provider or
Subcontractors, must be sent to the Alliance which will in turn send the material to the Department's Inspector General with a
summary of the investigation and allegations.
D. Volunteers
The Provider shall ensure the use of trained volunteers in providing direct services delivered to older individuals and individuals
with disabilities needing such services.If possible, the Provider shall work in coordination with organizations that have experience
in providing training, placement, and stipends for volunteers or participants (such as organizations carrying out federal service
programs administered by the Corporation for National and Community Service),in community service settings.
E. Use of Service Dollars and Management of Assessed Priority Consumer List
The Provider is expected to spend all federal,state,and other funds providedby the Alliance for the purpose specified in the contract.
The Provider must manage the service dollars in such a manner so as to avoid having a surplus of funds at the end of the contract
period,for each program managed by the Provider. The Provider understands and agrees to the reallocation of funding as described
in Attachment 1, Section II.E.3.of this contract.
F. Investigation of Criminal Allegations
Any report that implies criminal intent on the part of the Provider or any subcontractors and referred to a governmental or
investigatory agency must be sent to the Department and the Alliance.If the Provider has reason to believe that the allegations will
be referred to the State Attorney,a law enforcement agency,the United States Attorney's office,or governmental agency,the Provider
shall notify the Inspector General at the Department immediately.A copy of all documents,reports,notes,or other written material
concerning the investigation,whether in the possession of the Provider or subcontractors,must be sent to the Department's Inspector
General with a summary of the investigation and allegations.
G. Rate Increase Thresholds
Rates may only increase from one contract year to the next at a rate consistent with the annual rate of inflation in the Consumer
Price Index (CPI)percentage change for all items as determined by the Bureau of Labor Statistics for the 12-months prior to the
Department's required Area Plan submission date and as per the Alliance policy incorporated her in by reference. See
hQL//www.b Is.gov/ch arts/co n aum&jr-price®index/con sum e r-t)r i ce-in dex-b -category .htm9
In order to receive the rate increase:
1. The Provider must submit a written request to receive a rate increase as described in the previous paragraph. The written
request must be received no later than September 15 for the new rate beginning in the following contract year.
2. Should the requested rate increase exceed 5%of the current year's rate,the Provider must provide:
a. A detailed written justification describing the reasons) for the interim rate adjustment. This explanation shall include a
detailed assessment of potential organizational and client impact. The written justification shall provide sufficient detail for
the Alliance to review,identifying the service or commodity component(s)that are increasing Provider costs;
b. Supporting documentation for the written justification;
c. A current rate and a requested rate unit cost methodology;
d. A simplified Unit Cost Methodology
3. Note: All rate increase thresholds mentioned in the above language is cumulative from rate at the time of contract execution.
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Contract Number AA2659
ATTACHMENT II
ATTACHMENT II
FINANCIAL AND COMPLIANCE AUDIT
The administration of resources awarded by the Alliance to the provider may be subject to audits and/or monitoring by the Alliance
and/ortheDeparnnent as described in this section.
I. MONITORING
In addition to reviews of audits conducted in accordance with 2 C F R Part 200 (formerly OMB Circular A-133, as
revised), and s. 215.97, F.S.,(see "AUDITS" below), monitoring procedures may include, but not be limited to, on-site visits by
the Alliance and/or the Department staff, limited scope audits as defined by OMB Circular A-133, as revised, and/or other
procedures. By entering into this agreement, the Provider agrees to comply and cooperate with any monitoring procedures/processes
deemed appropriate by the Alliance. In the event the Alliance and/or the Department determines that a limited scope audit of the
Provider is appropriate, the Provider agrees to comply with any additional instructions provided by the Alliance and/or t h e
Department to the Provider regarding such audit. The Provider further agrees to comply and cooperate with any inspections,
reviews, investigations, or audits deemed necessary by the Alliance and/or the Department.
AUDITS
PART I:FEDERALLY FUNDED
This part is applicable if the provider is a State or local government or a non-profit organization as defined in OMB Circular A-]33,
as revised.
In the event that the Provider expends $1,000,000.00 or more in federal awards during its fiscal year, the Provider must have a
single or program-specific audit conducted in accordance with the provisions of 2 C F R P a r t 2 0 0. EXHIBIT 2 to th i s agreement
indicates federal resources awarded through the Alliance by this agreement. In determining the federal awards expended in its fiscal
year, the P r o v i d c r shall consider all sources of Federal awards, including federal resources received from the A 11 i a n c C. The
determination of amounts of Federal awards expended should be in accordance with the guidelines established by 2 C F R P a r t
2 0 0. An audit of the P r ov i d e r conducted by the Auditor General in accordance with the provisions of 2 C F R P a r t 2 0 0,
will meet the requirements of this part.
In connection with the audit requirements addressed in Part 1,paragraph 1,the Provider shall fulfill the requirements relative to
auditee responsibilities as provided in 2 C F R P a r t 2 0 0.5 0 8.
If the Provider expends less than $1,000,000.00 in federal awards in its fiscal year, an audit conducted in accordance with the
provisions of 2 C F R P a r t 2 0 0, is not required. in the event that the Provider expends less than $1,000,000.00 in federal
awards in its fiscal year and elects to have an audit conducted in accordance with the provisions oft C F R P a rt 2 0 0, the cost
of the audit must be paid from non-federal resources (i.e., the cost of such audit must be paid from Provider resources obtained
from other than federal entities.)
An audit conducted in accordance with this part shall cover the entire organization for the organization's fiscal year.
Compliance findings related to agreements with the Alliance shall be based on the agreement's requirements, including any rules,
regulations, or statutes referenced in the agreement. The financial statements shall disclose whether or not the matching
requirement was met for each applicable agreement.All questioned costs and liabilities due to the Alliance and/or the Department
shall be fully disclosed in the audit report with reference to the Alliance agreement involved. If not otherwise disclosed as
required by 2 C F R P a r t 2 0 0.5 10, the schedule of expenditures of federal awards shall identify expenditures by agreement
number for each agreement with the Alliance in effect during the audit period. Financial reporting packages required under this
part must be submitted within the earlier of 30 days after receipt of the audit report or 9 months after the end of the Provider's fiscal
year end.
PART II: STATE FUNDED
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Contract Number AA2659
This part is applicable if the Provider is a non-state entity as defined by s.215.97(2),F.S.
In the event that the Provider expends a total amount of state financial assistance equal to or in excess of$750,000.00 in any fiscal year
of such Provider(for fiscal years ending September 30, 2004 or thereafter), the Provider must have a State single or project-specific
audit for such fiscal year in accordance with s. 215.97, F.S.; applicable rules of the Department of Financial Services; and Chapters
10.550 (local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General. EXHIBIT 2 to
this agreement indicates state financial assistance awarded through the Alliance by this agreement. In determining the state financial
assistance expended in its fiscal year, the Provider shall consider all sources of state financial assistance, including state financial
assistance received from the Alliance,other state agencies,and other non-state entities.State financial assistance does not include Federal
direct or pass-through awards and resources received by a non-state entity for Federal program matching requirements.
In connection with the audit requirements addressed in Part 11,paragraph 1, the Provider shall ensure that the audit complies with the
requirements of s.215.97(8),F.S.This includes submission of a financial reporting package as defined by s.215.97(2),F.S.,and Chapter
10.550(local governmental entities)or 10.650(nonprofit and for-profit organizations),Rules of the Auditor General.
If the Provider expends less than$750,000.00 in state financial assistance in its fiscal year(for fiscal years ending September 30, 2004
or thereafter), an audit conducted in accordance with the provisions of s. 215.97, F.S., is not required. In the event that the Provider
expends less than$750,000.00 in state financial assistance in its fiscal year and elects to have an audit conducted in accordance with the
provisions of s. 215.97,F.S., the cost of the audit must be paid from the non-state entity's resources(i.e.,the cost of such an audit must
be paid from the Provider resources obtained from other than State entities).
An audit conducted in accordance with this part shall cover the entire organization for the organization's fiscal year.Compliance findings
related to agreements with the Alliance shall be based on the agreement's requirements, including any applicable rules,regulations, or
statutes. The financial statements shall disclose whether or not the matching requirement was met for each applicable agreement. All
questioned costs and liabilities due to the Alliance shall be fully disclosed in the audit report with reference to the Alliance agreement
involved. If not otherwise disclosed as required by Rule 69I-5.003, F.A.C., the schedule of expenditures of state financial assistance
shall identify expenditures by agreement number for each agreement with the Alliance in effect during the audit period. Financial
reporting packages required under this part must be submitted within 45 days after delivery of the audit report, but-no later than 12
months after the Provider's fiscal year end for local governmental entities. Non-profit or for-profit organizations are required to be
submitted within 45 days after delivery of the audit report,but no later than 9 months after the Provider's fiscal year end.Notwithstanding
the applicability of this portion, the Alliance retains all right and obligation to monitor and oversee the performance of this agreement
as outlined throughout this document and pursuant to law.
II. PART III: REPORT SUBMISSION
Copies of reporting packages for audits conducted in accordance with 2 CFR Part 200, and required by PART I of this agreement shall
be submitted,when required by 2 CFR Part 200.512, by or on behalf of the Provider directly to each of the following:
The Alliance at each of the following addresses:
Alliance for Aging,Inc.
Attn: Fiscal Department
760 NW 1071"Avenue
Suite 214
Miami,FL 33172
For fiscal year 2013 and earlier to the Federal Audit Clearinghouse designated in 2 CFR §200.36 at the following address:
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Contract Number AA2659
Federal Audit Clearinghouse
Bureau of the Census 1201
East 10"' Street
Jeffersonville, IN 47132
For fiscal year 2014 and later, pursuant to 2 CFR §200.512, the reporting package and the data collection form must be
submitted electronically to the Federal Audit Clearinghouse.
Pursuant to 2 CFR§200.512, all other Federal agencies,pass-through entities and others interested in a reporting package and
data collection form must obtain it by accessing the Federal Audit Clearinghouse.
The Provider shall submit a copy of any management letter issued by the auditor, to the Florida Department of Elder Affairs,
via the Alliance, at the following address:
Alliance for Aging,Inc.
Attn: Fiscal Department
760 NW 107"Avenue
Suite 214
Miami,FL 33172
Additionally, copies of financial reporting packages required by this contract's Financial Compliance Audit Attachment, Part
ii shall be submitted by or on behalf of the Provider directly to each of the following:
The Florida Department of Elder Affairs,via the Alliance, at the following address:
Alliance for Aging,Inc.
Attn: Fiscal Department
760 NW 107"Avenue
Suite 214
Miami,FL 33172
The Auditor General's Office at the following address:
State of Florida Auditor General
Claude Pepper Building,Room 574
111 West Madison Street
Tallahassee, Florida 32399-1450
Any reports, management letter,or other information required to be submitted to the Department pursuant to this contract shall
be submitted timely in accordance with 2 CFR Part 200, Florida Statutes, and Chapters 10.550 (local governmental entities)
or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General, as applicable.
Providers, when submitting financial reporting packages to the Department for audits done in accordance with 2 CFR Part 200
or Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor
General, should indicate the date that the reporting package was delivered to the Provider in correspondence accompanying
the reporting package.
PART IV: RECORD RETENTION
The Provider shall retain sufficient records demonstrating its compliance with the terms of this contract for a period of six(6)
years from the date the audit report is issued, and shall allow the Department or its designee, the CFO or Auditor General
access to such records upon request. The Provider shall ensure that audit working papers are made available to the Alliance
and/or the Department or its designee, CFO, or Auditor General upon request for a period of six (6) years from the date the
audit report is issued, unless extended in writing by the Department.
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Contract Number AA2659
ATTACHMENT II
FINANCIAL, AND COMPLIANCE AUDIT ATTACHMENT
EXHIBIT 1
PART l: AUDIT RELATIONSHIP DETERMINATION
Providers who receive state or federal resources may or may not be subject to the audit requirements of 2 CFR Part §200.500,
and/or s. 215.97, F.S.. Providers who are determined to be recipients or subrecipients of federal awards and/or state financial
assistance may be subject to the audit requirements if the audit threshold requirements set forth in Part I and/or Part II of Exhibit
I is met. Providers who have been determined to be vendors are not subject to the and it requirements of 2 CFR Part §200.38,
and/or s.215.97,F.S.Regardless of whether the audit requirements are met, Providers who have been determined to be recipients
or subrecipients of Federal awards and/or state financial assistance must comply with applicable programmatic and fiscal
compliance requirements.
In accordance with 2 CFR Part§200 and/or Rule 691-5.006,F.A.C., Contractor has been determined to be:
Vendor not subject to 2 CFRPart§200.38 and/or s.215.97,F.S.
X Recipient/subrecipient subject to 2 CFR Part §200.86 and §200.93 and/or s. 215.97, F.S.
Exempt organization not subject to 2 CFR Part §200 and/or s. 215.97,F.S. For Federal awards, for-profit
organizations are exempt;for state financial assistance projects, public universities, community colleges, district
school boards, branches of state (Florida) government, and charter schools are exempt. Exempt organizations must
comply with all compliance requirements set forth within the contract or award document.
NOTE: If a Provider is determined to be a recipient/subrecipient of federal and or state financial assistance and has been approved
by the Alliance to subcontract, they must comply with s.215.97(7),F.S., and Rule 691-.5006,F.A.C. [state financial assistance]
and 2 CFR Part§200.330 [federal awards].
PART ll: FISCAL COMPLIANCE REQUIREMENTS
FEDERAL AWARDS OR STATE MATCHING FUNDS ON FEDERAL AWARDS. Providers who receive Federal awards,
state maintenance of effort funds, or state matching funds on Federal awards and who are determined to be a subrecipient must
comply with the following fiscal laws, rules and regulations:
STATES, LOCAL GOVERNMENTS AND INDIAN TRIBES MUST FOLLOW:
2 CFR Part §200.416-Cost Principles*
2 CFR Part §200.201-Administrative Requirements**
2 CFR Part§200.500- Audit Requirements
Reference Guide for State Expenditures
Other fiscal requirements set forth in program laws, rules and regulations
NON-PROFIT ORGANIZATIONS MUST FOLLOW:
2 CFR Part§200.400-.411-Cost Principles*
2 CFR Part §200.100-Administrative Requirements
2 CFR Part §200.500-Audit Requirements Reference Guide for State Expenditures
Other fiscal requirements set forth in program laws, rules and regulations
EDUCATIONAL INSTITUTIONS (EVEN IF A PART OF A STATE OR LOCAL GOVERNMENT)MUST
FOLLOW:
2 CFR Part §200.418-Cost Principles*
2 CFR Part §200.100-Administrative Requirements
2 CFR Part §200.500-Audit Requirements Reference Guide for State Expenditures
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Contract Number AA2659
Other fiscal requirements set forth in program laws,rules and regulations
*Some Federal programs may be exempted from compliance with the Cost Principles Circulars as noted inthe 2 CFR Part
§200.400(5) (c).
**For funding passed through U.S. Health and Human Services, 45 CFR 92; for funding passed through U.S.
Department of Education, 34 CFR 80.
STATE FINANCIAL ASSISTANCE. Providers who receive state financial assistance and who are determined to be a
recipient/subrecipient must comply with the following fiscal laws,rules and regulations:
Section 215.97,Fla. Stat.
Chapter 691-5, Fla. Admin. Code
State Projects Compliance Supplement Reference Guide for State Expenditures
Other fiscal requirements set forth in program laws, rules and regulations
The Remainder of This Page Left Intentionally Blank
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Contract Number AA2659
ATTACHMENT II
FINANCIAL, AND COMPLIANCE AUDIT ATTACHMENT
EXHIBIT 2-FUNDING SUMMARY
Note" Title 2 CFR§200.331,as revised, and s.215.97,F.S.,require that information about Federal Programs and State Projects included in
ATTACHMENT II, Exhibit I be provided to the recipient.Information contained is a prediction of funding sources and related amounts based on the contract
budget.
1. FEDERAL RESOURCES AWARDED TO THE SUBRECIPIENT PURSUANT TO THIS CONTRACT CONSIST OF THE
FOLLOWING:
PROGRAM TITLE FUNDING SOURCE CFDA AMOUNT
Older Americans Act U.S.Health and Human Services 93.044 S69,21 1.00
Title IIIB—Support Services
Older Americans Act
Title TITCI—Congregate Meals U.S.Health and Human Services 93.045 $131,848.83
Older Americans Act
Title 111C2—Home Delivered Meals U.S.Health and Human Services 93.045 $238,000.00
Older Americans Act
Title IIID U.S.health and human Services 93.043
Older Americans Act $136,260.00
Title IIIE—Caregiver Support Services
U.S.Health and Human Services 93.052 $78,360.00
Title IIIEG—Caregiver Support Services
Title III ES—Caregiver Support Services $78,360.00
Older Americans Act U.S.Health and Human Services 93.053 $22,590.09
Nutrition Services Incentive Program
TOTAL FEDERAL AWARD $706,269.92
COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED PURSUANT TO THIS CONTRACT
ARE AS FOLLOWS:
FEDERAT FTINDS:
2 CFR Part 200-Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.OMB Circular A-133-
Audits of States,Local Governments, and Non-Profit Organizations
2. STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS CONTRACT CONSIST OF THE FOLLOWING:
MATCHING RESOUCES FOR FEDERAL PROGRAMS
PROGRAM TTTLE FUNDING SOURCE CFDA AMOUNT
TOTAL STATE AWARD
STATE FTNANCIAL ASSITANCE SUBJECT TO sec. 215.97 F.S.
PROGRAM TTTLE FUNDING SOURCE CFDA AMOUNT
TOTAL AWARD
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT TO THIS CONTRACT ARE AS
FOLLOWS:
STATF,FTNANCTAL ASSTSTANCF.-
Section 215.97,F.S., Chapter 691-5, F.A.C., Reference Guide for State Expenditures,Other fiscal requirements set forth in program laws,rules and regulations.
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Contract Number AA2659
ATTACHMENT III
CERTIFICATIONS AND ASSURANCES
DOEA will not award this Contract unless the Provider completes these CERTIFICATIONS AND ASSURANCES
in performance of this contract. The Provider provides the following certifications and assurances:
A. Debarment and Suspension Certification (29 CFR Part 95 and 45 CFR Part 75)
B. Certification Regarding Lobbying (29 CFR Part 93 and 45 CFR Part 93)
C. Nondiscrimination & Equal Opportunity Assurance (29 CFR Part 37 and 45 CFR Part 80)
D. Certification Regarding Public Entity Crimes, section 287.133, F.S.
E. Association of Community Organizations for Reform Now (ACORN) Funding Restrictions
Assurance (Pub.L. 111-117)
F. Certification Regarding Scrutinized Companies Lists, section 287.135, F.S.
G. Certification Regarding Data Integrity Compliance for Contracts, Agreements, Grants, Loans
and Cooperative Agreements
H. Verification of Employment Status Certification
I. Records and Documentation
J. Certification Regarding Inspection of Public Records
A. CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER
RESPONSIBILITY MATTERS - PRIMARY COVERED TRANSACTION.
The undersigned Provider certifies to the best of its knowledge and belief, that it and its principals:
1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded
from covered transactions by a federal department or agency;
2. Have not within a three-year period preceding this Contract been convicted or had a civil judgment rendered
against them for commission of fraud or a criminal offense in connection with obtaining,attempting to obtain,
or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation
of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements, or receiving stolen property;
3. Are not presently indicted or otherwise criminally or civilly charged by a government entity (Federal, State
or local)with commission of any of the offenses enumerated in paragraph A.2. of this certification; and/or
4. Have not within a three-year period preceding this application/proposal had one or more public transactions
(Federal, State, or local)terminated for cause of default.
The undersigned shall require that language of this certification be included in the documents for all subcontracts
at all tiers (including subcontracts, vendors, sub-grants and contracts under grants, loans and cooperative
agreements) and that all sub recipients and contractors shall provide this certification accordingly.
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Contract Number AA2659
B. CERTIFICATION REGARDING LOBBYING - CERTIFICATION FOR CONTRACTS,
GRANTS, LOANS, AND COOPERATIVE AGREEMENTS.
The undersigned Provider certifies, to the best of its knowledge and belief, that:
No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned,to any person
for influencing or attempting to influence an officer or employee of Congress, or an employee of a Member of
Congress in connection with the awarding of any Federal contract, the making of any Federal grant,the making
of any Federal loan, the entering into of any cooperative agreement , and the extension, continuation, renew al,
amendment or modification of any Federal contract, grant, loan or cooperative agreement.
If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing
or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee
of Congress, or employee of a Member of Congress in connection with a Federal contract, grant, loan, or
cooperative agreement, the undersigned shall also complete and submit Standard Form -LLL, "Disclosure Form
to Report Lobbying," in accordance with its instructions .
The undersigned shall require that language of this certification be included in the documents for all subcontracts
at all tiers (including subcontracts, sub-grants and contracts under grants, loans, and cooperative agreements)
and that all sub- recipients and contractors shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this Contract was
made or entered into. Submission of this certification is a prerequisite for making or entering into this Contract
imposed by 31 U.S.C. 1352. Any person who fails to file the required certification shall be subject to a civil
penalty of not less than $10,000 and not more than $100,000 for each such failure.
C. NON-DISCRIMINATION & EQUAL OPPORTUNITY ASSURANCE (29 CFR PART 37 AND 45 CFR
PART 80).-As a condition of the Contract,Provider assures that it will comply fully with the nondiscrimination
and equal opportunity provisions of the following laws:
1. Section 188 of the Workforce Investment Act of 1998 (WIA), (Pub. L. 105-220), which prohibits
discrimination against all individuals in the United States on the basis of race, color, religion, sex national
origin, age, disability, political affiliation, or belief, and against beneficiaries on the basis of either
citizenship/status as a lawfully admitted immigrant authorized to work in the United States or participation in
any WIA Title 1-financially assisted program or activity.
2. Title VI of the Civil Rights Act of 1964 (Pub. L. 88-352), as amended, and all requirements imposed by or
pursuant to the Regulation of the Department of Health and Human Services(45 CFR Part 80), to the end that,
in accordance with Title VI of that Act and the Regulation, no person in the United States shall, on the ground
of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise
subjected to discrimination under any program or activity for which the Applicant receives Federal financial
assistance from the Department.
3. Section 504 of the Rehabilitation Act of 1973 (Pub. L. 93-1 12) as amended, and all requirements imposed by
or pursuant to the Regulation of the Department of Health and Human Services (45 CFR Part 84), to the end
that, in accordance with Section 504 of that Act, and the Regulation, no otherwise qualified handicapped
individual in the United States shall, solely by reason of his handicap, be excluded from participation in, be
denied the benefits of, or be subjected to discrimination under any program or activity for which the Applicant
receives Federal financial assistance from the Department.
4. The Age Discrimination Act of 1975 (Pub. L. 94-135), as amended, and all requirements imposed by or
pursuant to the Regulation of the Department of Health and Human Services (45 CFR Part 91), to the end that,
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Contract Number AA2659
in accordance with the Act and the Regulation, no person in the United States shall, on the basis of age, be
denied the benefits of, be excluded from participation in, or be subjected to discrimination under any program
or activity for which the Applicant receives Federal financial assistance from the Department.
5.Title IX of the Education Amendments of 1972 (Pub. L. 92-318), as amended, and all requirements imposed
by or pursuant to the Regulation of the Department of Health and Human Services (45 CFR Part 86), to the
end that, in accordance with Title IX and the Regulation, no person in the United States shall, on the basis of
sex, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination
under any education program or activity for which the Applicant receives Federal financial assistance from the
Department.
6.The American with Disabilities Act of 1990 (Pub. L. 101-336), which prohibits discrimination in all
employment practices, including job application procedures, hiring, firing, advancement, compensation,
training, and other terms, conditions, and privileges of employment. It applies to recruitment, advertising,
tenure, layoff, leave,fringe benefits, and all other employment-related activities.
Providers also assures that it will comply with 29 CFR Part 37 and all other regulations implementing the laws
listed above. This assurance applies to Provider's operation of the WIA Title I -financially assisted program or
activity, and to all contracts, Provider makes to carry out the WIA Title I - financially assisted program or
activity. Provider understands that DOEA and the United States have the right to seek judicial enforcement of
the assurance.
The undersigned shall require that language of this assurance be included in the documents for all subcontracts
at all tiers (including subcontracts, vendors, sub-grants and contracts under grants, loans and cooperative
agreements) and that all sub recipients and contractors shall provide this assurance accordingly.
D. CERTIFICATION REGARDING PUBLIC ENTITY CRIMES,SECTION 287.133, F.S.
Provider hereby certifies that neither it,nor any person or affiliate of Provider,has been convicted of a Public Entity
Crime as defined in section 287.133, F.S., nor placed on the convicted vendor list.
Provider understands and agrees that it is required to inform DOEA immediately upon any change of
circumstances regarding this status.
E. ASSOCIATION OF COMMUNITY ORGANIZATIONS FOR REFORM NOW (ACORN) FUNDING
RESTRICTIONS ASSURANCE(PUB.L. 111-117).
As a condition of the Contract, Provider assures that it will comply fully with the federal funding restrictions
pertaining to ACORN and its subsidiaries per the Consolidated Appropriations Act,2010,Division E,Section 511
(Pub. L. I I 1-117). The Continuing Appropriations Act,2011, Sections 101 and 103 (Pub.L. 111-24 2),provides
that appropriations made under Pub. L. 1 1 1-1 17 are available under the conditions provided by Pub. L. 1 1 1-1 17.
The undersigned shall require that language of this assurance be included in the documents for all subcontracts
at all tiers (including subcontracts, vendors, sub-grants and contracts under grants, loans and cooperative
agreements) and that all sub recipients and contractors shall provide this assurance accordingly.
F. CERTIFICATION REGARDING SCRUTINIZED COMPANIES LISTS,SECTION 287.135,F.S.
If this Contract is in the amount of$1 million or more, in accordance with the requirements of Section 287.135,
F.S., Provider hereby certifies that it is not participating in a boycott of Israel, is not listed on either the
Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran
Petroleum Energy Sector List, and that it does not have business operations in Cuba or Syria. Both lists are
created pursuant to Section 215.473,F.S.
Provider understands that pursuant to Section 287.135, F.S., the submission of a false certification may subject
Provider to civil penalties, attorney's fees, and/or costs.
Page 42 of 70
Contract Number AA2659
If Provider is unable to certify any of the statements in this certification, Provider steal I attach an explanation to
this Contract.
G. CERTIFICATION REGARDING DATA INTEGRITY COMPLIANCE FOR CONTRACTS,
AGREEMENTS,GRANTS,LOANS AND COOPERATIVE AGREEMENTS
1. The Provider- and any subcontractors of services under this contract have financial management systems
capable of providing certain information, including: (1) accurate, current, and complete disclosure of the
financial results of each grant-funded project or program in accordance with the prescribed reporting
requirements; (2) the source and application of funds for all contract supported activities; and (3) the
comparison of outlays with budgeted amounts for each award. The inability to process information in
accordance with these requirements could result in a return of grant funds that have not been accounted for
properly.
2. Management Information Systems used by the Provider, subcontractors, vendors, or any outside entity on
which the Provider is dependent for data that is to be reported, transmitted, or calculated,have been assessed
and verified to be capable of processing data accurately, including year-date dependent data. For those
systems identified to be non-compliant, Provider will take immediate action to assure data integrity.
3. if this contract includes the provision of hardware, software, firmware, microcode or imbedded chip
technology,the undersigned warrants that these products are capable of processing year-date dependent data
accurately. All versions of these products offered by the Provider (represented by the undersigned) and
purchased by the state will be verified for accuracy and integrity of data prior to transfer.
4. In the event of any decrease in functionality related to time and date related codes and internal subroutines
that impede the hardware or software programs from operating properly, the Provider agrees to immediately
make required corrections to restore hardware and software programs to the same level of functionality as
warranted herein, at no charge to the state, and without interruption to the ongoing business of the state, time
being of the essence.
5. The Provider and any subcontractors and/or vendors of services under this contract warrant their policies and
procedures include a disaster plan to provide for service delivery to continue in case of an emergency
including emergencies arising from data integrity compliance issues.
H. VERIFICATION OF EMPLOYMENT STATUS CERTIFICATION
As a condition of contracting with the Florida Department of Elder Affairs, Provider certifies the use of the U.S.
Department of Homeland Security's E-verify system to verify the employment eligibility of all new employees
hired by the Provider during the contract term to perform employment duties pursuant to this contract and that
any subcontracts include an express requirement that subcontractors and/or vendors performing work or
providing services pursuant to this Contract utilize the E-verify system to verify the employment eligibility of
all new employees hired by the subcontractor and/or vendor during the entire contract term.
The Provider shall require that the language of this certification be included in all sub-agreements, sub-grants,
and other agreements/contracts and that all subcontractors and/or vendors shall certify compliance accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction was
made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction
imposed by Circulars A-102 and 2 CFR Part 200, and 215 (formerly OMB Circular A-1 10).
I. RECORDS AND DOCUMENTATION
The Provider agrees to make available to Department staff and/or any party designated by the Department any
Page 43 of 70
Contract Number AA2659
and all contract related records and documentation. The Provider shall ensure the collection and maintenance of
all program related information and documentation on any such system designated by the Department.
Maintenance includes valid exports and backups of all data and systems according to Department standards.
J. CERTIFICATION REGARDING INSPECTION OF PUBLIC RECORDS
1. In addition to the requirements of sections, 10.1, 10.2 of the Standard Contract, and 119.0701(3) and (4)
F.S., and any other applicable law, if civil action is commenced as contemplated by Section 119.0701(4),
F.S., and the Department is named in the civil action, Provider agrees to indemnify and hold harmless the
Department for any costs incurred by the Department, and any attorneys' fees assessed or awarded against
the Department from a Public Records Request made pursuant to Chapter 119, F.S., concerning this contract
or services performed thereunder.
a. Notwithstanding Section 119.0701, F.S., or other Florida law, this section is not applicable to contracts
executed between the Department and state agencies or subdivisions defined in Section 768.28(2), F.S.
2. Section 1 19.01(3),F.S., states if public funds are expended by an agency in payment of dues or membership
contributions for any person, corporation, foundation,trust, association, group, or other organization, all the
financial, business, and membership records of such an entity which pertain to the public agency(Florida
Department of Elder Affairs) are public records. Section 119.07, F.S, states that every person who has
custody of such a public record shall permit the record to be inspected and copied by any person desiring to
do so, under reasonable circumstances.
Additionally, I certify this organization does_does not X provide for institutional memberships.
Provider's signature below attests that records pertaining to the dues or membership application by the Alliance
and the Department are available for inspection as stated above.
By execution of this contract, Provider must include these provisions in all related subcontract agreements (if
applicable).
By execution of this contract, Provider must include these provisions (A-J) in all related subcontract agreements (if
applicable).
By signing below, Provider- certifies the representations outlined in parts A through J above, are true and correct.
Di,ila l ly signed by Cathy Crane
Cathy Crane D,te 2026,E 1.131655:56
a5a6 Director of Community Services 1100 Simonton Street, Suite 1-190
Signature and Title of authorized Representative Street Address
Monroe County Board of County Commissioners,
Social Services/In-Home Services
1/13/2026 Key West,FL 33040
Provider Name Date City, State,Zip code
Page 44 of 70
Contract Number AA2659
ATTACHMENT VI
ASSURANCES—NON-CONSTRUCTION PROGRAMS
Public reporting burden for this collection of information is estimated to average 45 minutes per response, including time
for reviewing instructions, searching existing data sources, gathering and maintaining the data needed and completing and
reviewing the collection of information. Send comments regarding the burden estimate or any other aspect of this collection
of information, including suggestions for reducing this burden, to the Office of Management and Budget. Paperwork
Reduction Project(0348-0043), Washington,DC 20503.
PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE OFFICE OF MANAGEMENT AND BUDGET,
SEND IT TO THE ADDRESS PROVIDED BY THE SPONSORING AGENCY.
Note: Certain of these assurances may not be applicable to your project or program. If you have questions, please contact
the awarding agency. Further, certain Federal awarding agencies may require applicants to certify to additional assurances.
If such is the case,you will be notified.
1. Has the legal authority to apply for Federal assistance, and the institutional, managerial and financial capability
(including funds sufficient to pay the non-Federal share of project cost) to ensure proper planning, management, and
completion of the project described in this application.
2. Will give the awarding agency, the Comptroller General of the United States, and if appropriate,the State, through any
authorized representative, access to and the right to examine all records, books, papers, or documents related to the
award; and will establish a proper accounting system in accordance with generally accepted accounting standards or
agency directives.
3. Will establish safeguards to prohibit employees from using their positions for a purpose that constitutes or presents the
appearance of personal or organizational conflict of interest, or personal gain.
4. Will initiate and complete the work within the applicable time frame after receipt of approval of the awarding agency.
5. Will comply with the Intergovernmental Personnel Act of 1970(42 U.S.C. 4728-4763) relating to prescribed standards
for merit systems for programs funded under one of the 19 statutes or regulations specified in Appendix A of OPM's
Standards for a Merit System of Personnel Administration (5 C.F.R. 900, Subpart F).
6. Will comply with all Federal statutes relating to nondiscrimination. These include but are not limited to: (a) Title VI of
the Civil Rights Act of 1964 (P.L. 88-352)which prohibits discrimination on the basis of race, color or national origin;
(b)Title IX of the Education Amendments of 1972,as amended(20 U.S.C. 1681-1683,and 1685-1686),which prohibits
discrimination on the basis of sex;(c)Section 504 of the Rehabilitation Act of 1973,as amended(29 U.S.C. 794),which
prohibits discrimination on the basis of handicaps; (d) the Age Discrimination Act of 1975, as amended (42 U.S.C.
6101-6107), which prohibits discrimination on the basis of age; (e) the Drug Abuse Office and Treatment Act of 1972
(P.L. 92-255), as amended, relating to nondiscrimination on the basis of drug abuse; (f) the Comprehensive Alcohol
Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (P.L. 91-616), as amended, relating to
nondiscrimination on the basis of alcohol abuse or alcoholism;(g)523 and 527 of the Public Health Service Act of 1912
(42 U.S.C. 290 dd-3 and 290 ee 3), as amended, relating to confidentiality of alcohol and drug abuse patient records;
(h) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. 3601 et seq.),as amended,relating to nondiscrimination in the
sale, rental or financing of housing; (i) any other nondiscrimination provisions in the specific statute(s) under which
application for Federal assistance is being made; and 0) the requirements of any other nondiscrimination statute(s)
which may apply to the application.
7. Will comply, or has already complied, with the requirements of Titles 11 and III of the uniform Relocation Assistance
and Real Property Acquisition Policies Act of 1970 (P.L. 91-646) which provide for fair and equitable treatment of
persons displaced or whose property is acquired as a result of Federal or federally assisted programs.These requirements
apply to all interests in real property acquired for project purposes regardless of Federal participation in purchases.
8. Will comply, as applicable, with the provisions of the Hatch Act(5 U.S.C. 501-1508 and 7324-7328), which limit the
political activities of employees whose principal employment activities are funded in whole or in part with Federal
funds.
9. Will comply, as applicable,with the provisions of the Davis-Bacon Act(40 U.S.C. 276a to 276a-7), the Copeland Act
(40 U.S.C. 276c and 18 U.S.C. 874) and the Contract Work Hours and Safety Standards Act(40 U.S.C. 327-333),
regarding labor standards for federally assisted construction sub agreements.
Page 45 of 70
Contract Number AA2659
10. Will comply, if applicable, with flood insurance purchase requirements of Section 102(a) of the Flood Disaster
Protection Act of 1973 (P.L. 93-234) which requires recipients in a special flood hazard area to participate in the
program and to purchase flood insurance if the total cost of insurable construction and acquisition is $10,000.00 or
more.
11. Will comply with environmental standards which may be prescribed pursuant to the following: (a) institution of
enviromnental quality control measures under the National Environmental Policy Act of 1969 (P.L. 91-190) and
Executive Order (EO) 11514; (b) notification of violating facilities pursuant to EO 11738; (c) protection of wetlands
pursuant to EO 11990; (d) evaluation of flood hazards in floodplains in accordance with EO 11988; (e) assurance of
project consistency with the approved State management program developed under the Coastal Zone Management Act
of 1972 (16 U.S.C. 1451 et seq.); (f) conformity of Federal actions to State (Clear Air)Implementation Plans under
Section 176(c) of the Clear Air Act of 1955, as amended (42 U.S.C. 7401 et seq.); (g) protection of underground
sources of drinking water under the Safe Drinking Water Act of 1974, as amended, (P.L. 93-523); and (h)protection
of endangered species under the Endangered Species Act of 1973, as amended, (P.L. 93-205).
12 Will comply with the Wild and Scenic Rivers Act of 1968 (16 U.S.C. 1721 et seq.)related to protecting components or
potential components of the national wild and scenic rivers system.
13. Will assist the awarding agency in assuring compliance with Section 106 of the National Historic Preservation Act of
1966, as amended (16 U.S.C. 470), EO 11593 (identification and protection of historic properties), and the
Archaeological and Historic Preservation Act of 1974(16 U.S.C. 469a-1 et seq.).
14. Will comply with P.L.93-348 regarding the protection of human subjects involved in research,development,and related
activities supported by this award of assistance.
15. Will comply with the Laboratory Animal Welfare Act of 1966 (P.L. 89-544, as amended, 7 U.S.C. 2131 et seq.)
pertaining to the care, handling, and treatment of warm-blooded animals held for research,teaching, or other activities
supported by this award of assistance.
16. Will comply with the Lead-Based Paint Poisoning Prevention Act(42 U.S.C. 4801 et seq.), which prohibits the use of
lead- based paint in construction or rehabilitation of residence structures.
17. Will cause to be performed the required financial and compliance audits in accordance with the Single Audit Act
Amendments of 1996 and OMB Circular No. A-133, Audits of States, Local Governments, and Non-Profit
Organizations.
18. Will comply with all applicable requirements of all other Federal laws, executive orders, regulations and policies
governing this program.
SIGNATURE OF AUTHORIZED CERTIFYING OFFICIAL TITLE
Cathy Crane Digitally signed by Cathy Crane Director of Community Services
Date:2026.01.12 17:54:37-05'00'
APPLICANT ORGANIZATION DATE SUBMITTED
Monroe County Board of County Commissioners, Social Services/In- 1/12/2026
Home Services
Page 46 of 70
Contract Number AA2659
ATTACHMENT VII
CONTRACT BUDGET SUMMARY BY SERVICE AND TITLE
eCIRTS SUMMARY FOR THE AGENCY
Region A Region R County Wide Total
Maximum Maxirnum Maximum Maximum
Services to be Provided Units of Units of Units of
Service Maximum Maximum Maximum Units of Maximum
Unit Rate Service Dollars Service Dollars Service Dollars Service Dollars
Companionship $ 38.00 59 2,240.00 59 $ 2,240.00 118 $ 4,480.00
Escort $ 25.85 87 2,240.00 87 $ 2,240.00 173 $ 4,480.00
Homemaker $ 38.00 362 13,760.00 362 $ 13,760.00 724 $ 27,520.00
Personal Care $ 45.00 306 13,760.00 306 $ 13,760.00 612 $ 27,520.00
Screening&Assessment $ 90.00 29 2,605,50 29 $ 2,605.50 58 $ 5,21 1.00
Congregate Meals $ 15.00 4,410 66,150.00 4,000 $ 59, 998.83 8,410 $ 126,148.83
Congregate Meals MLTC $ 15.00 - $ $ -
Congregate Meals Guest $ 15.00 $ $ -
Congregate Meals Volunteer $ 15.00 - $ $ -
Emergency Congregate Meals $ 15.00 50 750.00 50 $ 750.00 100 $ 1,500.00
Nutrition Education $ 2.25 133 300.00 133 $ 300.00 267 $ 600.00
Nutrition Counseling $ 95.00 3 300.00 3 $ 300.00 6 $ 600.00
Congregate Meals Screening $ 45.00 33 1,500.00 33 $ 1,500.00 67 $ 3,000.00
Home DelivetedMeals Frozen $ 10.00 10,711 107,107.00 12,348 $ 123,477,00 23,058 $ 230,584.00
Emergency Home Delivered Shelf Meals $ 15.00 60 900.00 67 $ 1,000.00 127 $ 1,900.00
Nutrition Education $ 2.25 133 300.00 178 $ 400.00 311 $ 700.00
Nutrition Counseling $ 95.00 3 300.00 4 $ 400.00 7 $ 700.00
Screening&Assessment $ 90.00 21 1,893,00 25 $ 2,223.00 46 $ 4,116.00
Adult Dap Care $ 200.00 110 22,020.00 110 $ 22,020.00 220 $ 44,040.00
Respite Tn Home $ 45.00 635 28,560.00 - $ - 635 $ 28,560.00
Respite Facility $ 15.00 2,000 30,000.00 2,133 $ 32,000.00 4_,133 $ 62,000.00
Screening&Assessment $ %00 11 996.00 7 $ 664.00 18 $ 1,660.00
Sitter $ 4498 - - $ - 222 10,000.00 222 $ 10,000.00
Home Delivered Meals $ 10.00 $ - 21000 20,000.00 2,000 $ 20,000.00
Chore $ 40.00 $ - 500 20,000.00 500 $ 20,000.00
Enhanced Chore $ 45.00 $ - 161 7,250.00 161 $ 7,250.00
Material Aide Cost Reimb - $ - cost reimb 15,000.00 cost reimb $ 15,000.00
Housing Improvement Cost Reinib - $ - cost reimb 15,000.00 cost reinib $ 15,000.00
Specialized Medical Equipment&Supplies Cost Reimb - $ - cost reimb 21,110.00 cost reimb $ 21,110.00
NSIP $ R72 - 31,375 22,590.09 31,375 $ 22,590.09
TOTAL $295,681.50 $279,638.33 $130,950.09 $ 706,269.92
Page 47 of 70
Contract Number AA2659
ATTACHMENT VIII
OLDER AMERICANS ACT CONTRACT REPORT CALENDAR
ADVANCE BASIS CONTRACT
Report Number Based On Submit to Alliance
On This Date
I January Advance* January 6
2 February Advance* January 6
3 January Expenditure Report February 6
4 February Expenditure Report March 6
5 March Expenditure Report April 6
6 April Expenditure Report May 6
7 May Expenditure Report June 6
8 June Expenditure Report July 6
9 July Expenditure Report August 6
10 August Expenditure Report September 6
11 September Expenditure Report October 6
12 October Expenditure Report November 6
13 November Expenditure Report December 6
14 December Expenditure Report January 6
15 Final Expenditure and Close Out Report January 31
Legend: * Advance based on projected cash need.
Note # 1: Report 41 for Advance Basis Agreements cannot be submitted to the Department of
Financial Services(DFS) prior to January 1 or until the agreement with the Alliance has
been executed and a copy sent to DFS. Actual submission of the vouchers to DFS is
dependent on the accuracy of the expenditure report.
Note #2: Report numbers 5 through 14 shall reflect an adjustment of one-tenth of the total advance
amount, on each of the reports, repaying advances issued the first two months of the
agreement. The adjustment shall be recorded in Part C, 1 of the report(ATTACHMENT
IX).
Note 43: 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.
Page 48 of 70
Contract Number AA2659
ATTACHMENT IX
REQUEST FOR PAYMENT
FORM 106
OLDER AMERICANS ACT NZIP
T)T�F OF REPORT:
PROVICER NAME,ADDRESS,PHONE&FED RD NUMBER Contracl A:
Advance
Flrowq,der Nsnnie: ContraP.,Ferkod�
Add—,
Report Peitsd
Fromder Tslsphone:
;I-z-1 C-1 1��T-
Region
CER7�FBCATION lherpbyepirtifyto the best rfmyk.,no a 5 fo 'd thF pi foidh pm flie above contrarl
Fnepar-Rd By Am,P".,t�I-F E Date
signature)
BUD,GET SUMMARY HIS WGI MG2 IHDI KE N VF TOTAL
Appwowed ConkractAr aunt C)Do 0.00 0.)m O.D'a 0010 0 no
F�,eviaus Monvi YTD, Billed coal D 00 O.'ar, 91.010 0 DO 0 Do, 0.00
P'na:r Mon kh I=nJrr,.l C;amracl gz�ance 0 DOI aria mol 0.001 00,01 0 DO•I G.UO
Ctinrent Month Amourit EWL-d O.DO, 000 0.00 0.00 OX0 OLD O.Do
I
L,e�i3 Guin,etr Month Ad'v Payback 0.00, 10 OD 0.00 DOO 0 O'd ODD 0.00
I-
Contracted Funds Requested for Month 0 GIGI 0"00 9.00 0 ED 0 DO 0.01i
PIL 911
Page 49 of 70
Contract Number AA2659
ATTACHMENT X
EXHIBIT I
RECEIPTS&UNIT COST REPORT
OAA SubTftle M-B
PROVIDER NAME,ADDRESS,PHCAJE#and FE11D# FUNDING SOURCE THIS REPORT PERIOD:
0 OAA 111-B x Report PpAod 0
0 OAA Ifl-Cl
0 OAA W-C2 Contract Penod 0
0 OAA 111-0
UAA III E Pepoi Period U
C.—Ay 0 REFORT#: 0
Region LY
CFRTFICATON h-rtt t.th.nest.f y 1--I.dg.and b.1,0 that d—.put. ornpl.te—d orr-t.,,J all..Owp hzlem are fo purposes s 1 farth&n
the— —L FufO.—,laervfq dia9 the atached ni d 17 ri I 1 1.- ndup
Pnepared by: Mil Date:
INCOMEM'EL EIPTS �. ppffwed Bu Mel' IF. ".Iudl TotaMM11111y ota1 Biffing D. %&Appreved Prior Mo.,VTD
Ifor,thss feport Year to Date Budget ReLelpts
Federal Funde, ?UIV(W
Program Income
Cash Match(IMB,C1,C2,WE)
SUBTOTAL: Cash Receipts
Lo,cal in-Kind rniatcb $ S #D1V0
70TAL RECEIPTS $ #DIV[V
Efllab[L Unit Cost Report Unduplitcated Clients Served
(A) (Ba 4Ic P) (E (F1' (G (A) (BR
Service Contract BflW31p Umt Rate AMIDLIM Earn Y-T-13 Y-T-D Current Month Y-T-D
Code Arno unt Unils This Pen,Dc BiflaWe BiflaWe Undup Ckents Undup Ctients Pnow Month YTD pd—m—fln
Unfts cast Served .Served'... Unit. YTD
$
$
$
ECHO Cast Reinib.
MATE Cost Reiinib. $
Holm Cool Reinib. $
S C,S M Cosl Reimb. $
Total 3,
Pf-,'A#I I OAA NSIFF—,R-0 D—J�beer=4
Page 50 of 70
Contract Number AA2659
ATTACHMENT X
EXHIBIT 2
RECEIPTS AND EXPENDITURE REPORT
NSIP
PROVIDER NAME,ADDRESS,PHONE# PROGRAM FUNDING SOURCE
NSIP P—d..
0
0 R.p.n P.—d
0
RF;FQR7#� 2
Lxe dram.
County wd'e
CERTIFICATION 1 ccpffy Pothe best cif j7Ty:kmfMedge and belief that this report is complete and W11 ardays herein are for purposes set fo#,h
h th.
PrepaTed by: Date Approved I-Ty: Date
(Signature) R A roll tre)
EXPENDITURE COMPUTATION I IL A (11FRE HE YEAR TO DATE.I VPREVIOUS YTD UNITS
UQMUM FkCM1 --.HT1!r--T,0NGREGATE HOME DEL11VERED CONGREGATE HOMEDELIVERED
OAA Funded Meals UN:ITS :0 ID 0 0 a 0
ISPIFundadMeals UNITS D 0 0 0 9 0
NDP Funded Meals UNITS 0 0 It 0 0
Tool FLincled Meals UNITS Fj 0 0 0 a n
Line,I Times$72 cents.per Meal $0.0G $0.00 VJ.00 $000
MTD Total Meals 0 YTD TrAW MaNs 0
�U Tt-�d�Exp--idituresl $0.00 13 Total Expen&WY es $000
CONTRACT SLIM ARY
Approved CAntract.AdTiount
Actual Expenditures for ths Repyt $0.fE
Total E,,qpeDdfttjrn Year toDate $G.00
ContracC Bt-wce $0.00
Should recacnIke tj C 1 and G2 units hi lied for khe mrjnlh If not,m expalanbon must he provided below-
I
FGA 0 11 QAA NISP Foms,Rwsez
Page 51 of 70
Contract Number AA2659
ATTACHMENT X
EXHIBIT 3
PSAIPROVIDER MONTHLY MEALS REPO
PS,A Number 11
Month of Report 0
Number of days served this nionth
Total number of meals, regardless of funding source, served to�
-all persons 601 years of age or older and thew spouses, regardless of Igoe
-volunteers, regardless of age, who provider services during: nleal hours, on a Regular basis
-handicapped or diisablIed individuals residing in housing;facilities occu pied primarfly by
elderly at which congregate meal services we�re provider dlU-ring the month..
Provider Name Cuigregate,Meals Horne-(delivery Mea[s Total
01 0 0 0
TOTAL milip E. 01 0
1 certify that the above, information iis,accurate and:, carnplete to the best of my Iknow ledge-
Siignature.-. Titlei Date:
PSA.#11 OAA NSP Fornis,Revised Decedml)Rr 2024
Page 52 of 70
Contract Number AA2659
ATTACHMENT B
STATE OF FLORIDA DEPARTMENT OF ELDER AFFAIRS
CIVIL RIGHTS
COMPLIANCE
CHECKLIST
Program/Facility Name: Monroe County Board of County
Commissioners, Social Services/In-Home Services County: Monroe
Address 1100 Simonton Street,Suite 1-190 Completed By Lourdes Francis
City, State, Zip Code Key West,FL 33040 Date 01/12/2026 Telephone 305-292-4408
PART I.
READ THE ATTACHED INSTRUCTIONS FOR ILLUSTRATIVE INFORMATION WHICH
WILL HELP YOU IN THE COMPLETION OF THIS FORM.
1. Briefly describe the geographic area served by the program/facility and the type of service provided:The
entire Ftorlda Keys(Monroe oun is approxima e y mites and is considered rurat with some urban
HCITM,C'.C)MP,FCC',,NTF,TI,NTT'.C)T
2. POPULATION OF AREA SERVED. Source of data:
Total#82,874 72.6%White 5.8% Black 23.4% Hispani 15.1% Other 48% Female
3. STAFF CURRENTLY EMPLOYED. Effective date:
Total#21 38.1%White 23.8% Black 38.1% Hispani % Other 95.2% Female 4.8% Disabled
4. CLIENTS CURRENTLY ENROLLED OR REGISTERED Effective date:01/01/2026
Total#205 65.4%White 9.8% Black 23.9% Hispani 1% Other 54.6% Female t00% Disabled 100% Over 4
5. ADVISORY OR GOVERNING BOARD, IF APPLICABLE.
Total#5 100%%White % Black % Hispanic %Other 40%% Female % Disabled
PART II. USE A SEPARATE SHEET OF PAPER FOR ANY EXPLANATIONS REQUIRING MORE SPACE.
6. Is an Assurance of Compliance on file with DOEA? If NA or NO, explain. NA YES NO
❑ ❑x ❑
7. Compare the staff composition to the population. Is staff representative of the
population? If NA or NO, explain.
NA YES NO
❑ ® ❑
8. Are eligibility requirements for services applied to clients and applicants without regard to NA YES NO
race, color, national origin, sex, age, religion or disability? If NA or NO, explain. ❑ ❑
Page 53 of 70
Contract Number AA2659
9. Are all benefits, services and facilities available to applicants and participants in an equally effective manner regardless
of race, sex, color, age, national origin, religion or disability? NA YES X NO_If NA or NO, explain.
10. For in-patient services, are room assignments made without regard to race, color, national origin or disability?
NA X YES_NO_ If NA or NO, explain.
Not a Facility
11. Is the program facility accessible to non-English speaking clients? If NA or NO, explain.
Yes,program is accessible to non-English speaking clients.
12. Are employees, applicants and participants informed of their protection against discrimination?
If yes, how? Verbal ❑ Written ❑ Poster ❑ If NA or NO, explain.
Verbally,Written and Poster
13. Give the number and current status of any discrimination complaints regarding services or
employment filed against the program/facility.
0
14. Is the program facility physically accessible to mobility, hearing, and sight-impaired individuals? NA_
YES X NO_ If NA or NO, explain.
PART III. THE FOLLOWING QUESTIONS APPLY TO PROGRAMS AND FACILITIES WITH 15 OR MORE EMPLOYEES
15. Has a self-evaluation been conducted to identify any barriers to serving disabled individuals, and to make any
necessary modifications? If NO, explain.
Yes
16. Is there and established grievance procedure that incorporates due process in the resolution of
complaints?YES X NO_If NO, explain.
Page 54 of 70
Contract Number AA2659
17. Has a person been designated to coordinate Section 504 compliance activities? YES X NO_If NO, explain.
18. Do recruitment and notification materials advise applicants, employees and participants of
nondiscrimination on the basis of disability? If NO, explain.
Yes
19. Are auxiliary aids available to assure accessibility of services to hearing and sight impaired
individuals?YES X NO_If NO, explain.
PART IV
FOR PROGRAMS OR FACILITIES WITH 50 OR MORE EMPLOYEES AND FEDERAL CONTRACTS OF $50,000 OR
MORE.
20. Do you have a written affirmative action plan? YES_X NO If NO, explain.
Alliance USE ONLY
Reviewed By In Compliance: YES ❑ NO*❑
Program Office *Notice of Corrective Action Sent
Date Telephone Response Due _/ /
On-Site ❑ Desk Review ❑ Response Received _/ /
INSTRUCTIONS FOR THE CIVIL RIGHTS COMPLIANCE CHECKLIST
1. Describe the geographic service area such as a district, county, city or other locality. If the program/facility serves a
specific target population such as adolescents, describe the target population.Also, define the type of service provided.
Page 55 of 70
Contract Number AA2659
2. Enter the percent of the population served by race and sex. The population served includes persons in the geographical
area for which services are provided such as a city, county or other regional area. Population statistics can be obtained
from local chambers of commerce, libraries, or any publication from the 1980 Census containing Florida population
statistics.Include the source of your population statistics. ("Other"races include Asian/Pacific Islanders and American
Indian/Alaskan Natives.)
3. Enter the total number of full-time staff and their percent by race, sex and disability. Include the effective date of your
summary.
4. Enter the total number of clients who are enrolled,registered or currently served by the program or facility, and list their
percent by race, sex and disability. Include the date that enrollment was counted.
5. Enter the total number of advisory board members and their percent by race, sex, and disability. If there is no advisory
or governing board, leave this section blank.
6. Each recipient of federal financial assistance must have on file an assurance that the program will be conducted in
compliance with all nondiscriminatory provisions as required in 45 CFR 80. This is usually a standard part of the
contract language for DOEA recipients and their sub-grantees, 45 CFR 80.4 (a).
7. Is the race, sex, and national origin of the staff reflective of the general population? For example, if 10% of the
population is Hispanic, is there a comparable percentage of Hispanic staff?
8. Where there is a significant variation between the race, sex or ethnic composition of the clients and their availability in the
population, the program/facility has the responsibility to determine the reasons for such variation and take whatever action
may be necessary to correct any discrimination. Some legitimate disparities may exist when programs are sanctioned to serve
target populations such as elderly or disabled persons, 45 CFR
80.3 (b)(6).
9. Do eligibility requirements unlawfully exclude persons in protected groups from the provision of services or
employment?Evidence of such may be indicated in staff and client representation(Questions 3 and 4)and also through
on-site record analysis of persons who applied but were denied services or employment, 45 CFR 80.3 (a) and 45 CFR
80.1 (b)(2).
10. Participants or clients must be provided services such as medical,nursing and dental care,laboratory services,physical
and recreational therapies, counseling and social services without regard to race, sex, color, national origin, religion,
age or disability. Courtesy titles, appointment scheduling and accuracy of record keeping must be applied uniformly
and without regard to race, sex, color, national origin, religion, age or disability. Entrances, waiting rooms, reception
areas, restrooms and other facilities must also be equally available to all clients, 45 CFR
803 (b).
11. For in-patient services, residents must be assigned to rooms, wards, etc., without regard to race, color, national origin
or disability. Also, residents must not be asked whether they are willing to share accommodations with persons of a
different race, color, national origin, or disability, 45 CFR 80.3 (a).
12. The program/facility and all services must be accessible to participants and applicants, including those persons who
may not speak English.in geographic areas where a significant population of non-English speaking people live,program
accessibility may include the employment of bilingual staff. In other areas, it is sufficient to have a policy or plan for
service, such as a current list of names and telephone numbers of bilingual individuals who will assist in the provision
of services, 45 CFR 80.3 (a).
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Contract Number AA2659
13. Programs/facilities must make information regarding the nondiscriminatory provisions of Title VI available to their
participants, beneficiaries or any other interested parties. This should include information on their right to file a
complaint of discrimination with either the Florida Department of Elder Affairs or the U.S. Department of HHS. The
information may be supplied verbally or in writing to every individual, or may be supplied through the use of an equal
opportunity policy poster displayed in a public area of the facility, 45 CFR 80.6 (d).
14. Report number of discrimination complaints filed against the program/facility.indicate the basis,e.g.,race,color,creed,
sex, age, national origin, disability, retaliation; the issues involved, e.g., services or employment, placement,
termination, etc. Indicate the civil rights law or policy alleged to have been violated along with the name and address
of the local, state or federal agency with whom the complaint has been filed.Indicate the current status, e.g., settled, no
reasonable cause found, failure to conciliate, failure to cooperate, under review, etc.
15. The program/facility must be physically accessible to disabled individuals. Physical accessibility includes designated
parking areas, curb cuts or level approaches, ramps and adequate widths to entrances. The lobby, public telephone,
restroom facilities, water fountains, information and admissions offices should be accessible. Door widths and traffic
areas of administrative offices, cafeterias, restrooms, recreation areas, counters and serving lines should be observed
for accessibility. Elevators should be observed for door width, and Braille or raised numbers. Switches and controls for
light,heat,ventilation,fire alarms,and other essentials should be installed at an appropriate height for mobility impaired
individuals.
16. Section 504 of the Rehabilitation Act of 1973 requires that a recipient of federal financial assistance conduct a self-
evaluation to identify any accessibility barriers. Self-evaluation is a four step process:
❑ With the assistance of a disabled individual/organization, evaluate current practices and policies which do not
comply with Section 504.
❑ Modify policies and practices that do not meet Section 504 requirements.
❑ Take remedial steps to eliminate any discrimination that has been identified.
❑ Maintain self-evaluation on file. (This checklist may be used to satisfy this requirement if these four steps have
been followed.), 45 CFR 84.6.
17. Programs or facilities that employ 15 or more persons must adopt grievance procedures that incorporate appropriate due
process standards and provide for the prompt and equitable resolution of complaints alleging any action prohibited by
Section 504.45 CFR 84.7 (b).
18. Programs or facilities that employ 15 or more persons must designate at least one person to coordinate efforts to comply
with Section 504.45 CFR 84.7 (a).
19. Continuing steps must be taken to notify employees and the public of the program/facility's policy of nondiscrimination
on the basis of disability. This includes recruitment material,notices for hearings,newspaper ads,and other appropriate
written communication, 45 CFR 84.8 (a).
20. Programs/facilities that employ 15 or more persons must provide appropriate auxiliary aids to persons with impaired
sensory, manual or speaking skills where necessary. Auxiliary aids may include, but are not limited to, interpreters for
hearing impaired individuals, taped or Braille materials,or any alternative resources that can be used to provide equally
effective services, (45 CFR 84.52 (d).
21. Programs/facilities with 50 or more employees and$50,000 in federal contracts must develop, implement and maintain
a written affirmative action compliance program in accordance with Executive Order 11246. 41 CFR 60 and Title VI
of the Civil Rights Act of 1964, as amended.
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Contract Number AA2659
ATTACHMENT D
DEPARMENT Of ELDER AFFAIRS
BACKGROUND SCREENLNG
ATTESTATION OF COMPLIXNCE - EMPLOYER
AUMUORMI-,ALL EMPLOITRS are tvquibred to,ansually submit this for attesting to
comphaare mith the pro'Visio'n's of chapter 4,35 and section 430.0401 of'the norida Statutes.
Tb*tam"ewployW"meam any perwa or entity required by law to comfuct tkwAgrouad Screenings,wchuiing
but not limited to,Area Agetscies on AginglAging,=A Mubtlity,Resource Ceoter4,Lead Agencies,aud Service
Providers,that contract duedly or mdixectly with the,Departnaent o�f Elder Affairs(DOEAAR„and any adier,Person
or ezihty which area empiqyvess im bas volstitteers eziice who meet:the definition of dired:5ervice prondw
See§§435,02,43 402,Fla, Stat,
A dired saiace;aw aid er is"a person IS yews of�a,ge or of wbri,piur-mazt to a program to pro6'ek senim, to
ffie elderly,lias direct,face-w-face coartae with a cheat wbale providing swirioes to the clumt md has access to
the clierd's hviirg arem,,fim&,.;wmomal property,orpersawl idetatificabon information as defined in s 917,568
'The term aLm includen.,bw is not h=ted to,the adstvinistrator or aswularly titled perwn who is responsibLe for
the day-to-Jay operations,of the prowidez,the finA fficer wsirinlarly tideJ Wnan who is respowibLe forth
fin=—Lal operatims afthe p"nader, coordinators, manageisi, and supervasoms, of residential Eiribties, azid
'volmmteers,and any la seeking employment vrith a;wavider who is expected to,or whose reVanubilibes
=ay require bun o; bet,to,pa ide per-sonal care or rRavices,disedly to chouts o; have acresds to cbeaal ferids,
fimanew matters"legal Vatteas"persaval pooperty�,or by aex5."§430 0402(1 Fla,Stat (2023),
ATTES'TATION
mitabiv of Monroe County BOCC,Social Services/In Home Services
As the(hdy authorized repre
(Name of Employer)
I_Mate,dat 1100 Simonton Street 1-190 ESLEEst,FL 33040
Street address City state, Zip Code
Underpewftyofperlw,5,I, CathyCrane
(Name of Relpesentativre)
hereby swear cc affm that the above,-named employer is in comphance with the primisious of chapter
435 and section 4W0402 of the Florida Statutes,re level 2,background screening,
ligi,ally signed by CithyCrane
Cathy CraneDate:2026.01.12 17:54:04-05'00' 1/12/2026
Sigutive of Representative Date
DOEA Fonn 235,Anesuban of Con3phsnce-EmpWyw,.EffeCth*Cktaber 2023,FJS,
Page 58 of 70
Contract Number AA2659
ATTACHMENT F
Alliance for Aging,Inc.
Business Associate Agreement
This Business Associate Agreement is dated January 1,2026 , by the Alliance for Aging, Inc. ("Covered Entity") and
Monroe County Board of County Commissioners, Social Services/In-Home Services, ("Business Associate"), a not-for-profit
Florida corporation.
1.0 Background.
1.1 Covered Entity has entered into one or more contracts or agreements with Business Associate that involves the use of Protected
Health Information(PHI).
1.2 Covered Entity recognizes the requirements of the Health Insurance Portability and Accountability Act of 1996(HIPAA)and
has indicated its intent to comply in the County's Policies and Procedures.
1.3 HIPAA regulations establish specific conditions on when and how covered entities may share information with Providers who
perform functions for the Covered Entity.
1.4 HIPAA requires the Covered Entity and the Business Associate to enter into a contract or agreement containing specific
requirements to protect the confidentiality and security of patients' PHI, as set forth in,but not limited to the Code of Federal
Regulations (C.F.R.), specifically 45 C.F.R. §§ 164.502(e), 164.504(e), 164.308(b), and 164.314(a-b)(2010) (as may apply)
and contained in this agreement.
1.5 The Health Information Technology for Economic and Clinical Health Act(2009),the American Recovery and Reinvestment
Act (2009) and Part I—Improved Privacy Provisions and Security provisions located at 42 United States Code (U.S.C.) §§
17931 and 17934(2010)require business associates of covered entities to comply with the HIPAA Security Rule, as set forth
in, but not limited to 45 C.F.R. §§ 164.308, 164.310, 164.312, and 164.316 (2009) and such sections shall apply to a business
associate of a covered entity in the same manner that such sections apply to the covered entity.
The parties therefore agree as follows:
2.0 Definitions. For purposes of this agreement,the following definitions apply:
2.1 Access. The ability or the means necessary to read, write, modify, or communicate data/information or otherwise use any
system resource.
2.2 Administrative Safeguards. The administrative actions, and policies and procedures,to manage the selection,development,
implementation,and maintenance of security measures to protect electronic Protected Health Information(ePHI)and to manage
the conduct of the covered entity's workforce in relation to the protection of that information.
2.3 ARRA. The American Recovery and Reinvestment Act(2009)
2.4 Authentication. The corroboration that a person is the one claimed.
2.5 Availability. The property that data or information is accessible and useable upon demand by an authorized person.
2.6 Breach. The unauthorized acquisition, access, use, or disclosure of PHI which compromises the security or privacy of such
information.
2.7 Compromises the Security. Posing a significant risk of financial, reputational,or other harm to individuals.
2.8 Confidentiality. The property that data or information is not made available or disclosed to unauthorized persons or processes.
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Contract Number AA2659
2.9 Electronic Protected Health Information (ePHI). Health information as specified in 45 CFR §160.103(1)(i) or (1)(ii),
limited to the information created or received by Business Associate from or on behalf of Covered Entity.
2.10 HITECH. The Health Information Technology for Economic and Clinical Health Act(2009)
2.11 Information System. An interconnected set of information resources under the same direct management control that shares
common functionality. A system normally includes hardware, software, information, data, applications, communications,
and people.
2.12 Integrity. The property that data or information have not been altered or destroyed in an unauthorized mamier.
2.13 Malicious software. Software, for example,a virus,designed to damage or disrupts a system.
2.14 Part I. Part I—Improved Privacy Provisions and Security provisions located at 42 United States Code (U.S.C.) §§ 17931
and 17934(2010).
2.15 Password. Confidential authentication information composed of a string of characters.
2.16 Physical Safeguards. The physical measures, policies, and procedures to protect a covered entity's electronic information
systems and related buildings and equipment,from natural and environmental hazards,and unauthorized intrusion.
2.17 Privacy Rule. The Standards for Privacy of Individually Identifiable Health Information at 45 CFR Part 160 and Part 164,
subparts A and E.
2.18 Protected Health Information(PHI). Health information as defined in 45 CFR§160.103,limited to the information created
or received by Business Associate from or on behalf of Covered Entity.
2.19 Required By Law.Has the same meaning as the term"required by law"in 45 CFR§ 164.103.
2.20 Secretary. The Secretary of the Department of Health and Human Services or his or her designee.
2.21 Security incident. The attempted or successful unauthorized access, use, disclosure, modification, or destruction of
information or interference with system operations in an information system.
2.22 Security or Security measures. All of the administrative, physical, and technical safeguards in an information system.
2.23 Security Rule. The Security Standards for the protection of Electronic Protected Health Information at 45 CFR part 164,
subpart C, and amendments thereto.
2.24 Technical Safeguards. The technology and the policy and procedures for its use that protect electronic protected health
information and control access to it.
2.25 Unsecured PHI.Protected health information that is not secured through the use of technology or methodology specified by
the Secretary in guidance issued under 42 U.S.C. section 17932(h)(2).
2.26 All other terms used,but not otherwise defined, in this Agreement shall have the same meaning as those terms in the Privacy
Rule.
3.0. Obligations and Activities of Business Associate.
3.1 Business Associate agrees to not use or disclose PHI other than as permitted or required by this agreement or as Required by
Law.
3.2 Business Associate agrees to:
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Contract Number AA2659
(a) Implement policies and procedures to prevent,detect,contain and correct Security violations in accordance with 45 CFR
§ 164.306;
(b) Prevent use or disclosure of the PHI other than as provided for by this Agreement or as required by law;
(c) Reasonably and appropriately protect the confidentiality, integrity, and availability of the ePHI that the Business
Associate creates, receives, maintains,or transmits on behalf of the Covered Entity;and
(d) Comply with the Security Rule requirements including the Administrative Safeguards,Physical Safeguards, Technical
Safeguards, and policies and procedures and documentation requirements set forth in 45 CFR §§ 164.308, 164.310,
164.312, and 164.316.
3.3 Business Associate agrees to mitigate,to the extent practicable, any harmful effect that is known to Business Associate of a
use or disclosure of PHI by Business Associate in violation of the requirements of this Agreement.
3.4 Business Associate agrees to promptly report to Covered Entity any use or disclosure of the PHI not provided for by this
Agreement of which it becomes aware.This includes any requests for inspection,copying or amendment of such information
and including any security incident involving PHI.
3.5 Business Associate agrees to notify Covered Entity without unreasonable delay of any security breach pertaining to:
(a) Identification of any individual whose unsecured PHI has been, or is reasonably believed by the Business Associate to
have been,accessed, acquired,or disclosed during such security breach;and
(b) All information required for the Notice to the Secretary of HMS of Breach of Unsecured Protected Health Information.
3.6 Business Associate agrees to ensure that any agent, including a subcontractor, to whom it provides PHI received from, or
created or received by Business Associate on behalf of Covered Entity, agrees to the same restrictions and conditions that
apply through this Agreement to Business Associate with respect to such information.
3.7 If Business Associate has PHI in a Designated Record Set:
(a) Business Associate agrees to provide access, at the request of Covered Entity during regular business hours,to PHI in a
Designated Record Set, to Covered Entity or, as directed by Covered Entity, to an individual in order to meet the
requirements under 45 CFR§164.524; and
(b) Business Associate agrees to make any amendment(s)to PHI in a Designated Record Set that the Covered Entity directs
or agrees to pursuant to 45 CFR§ 164.526 at the request of Covered Entity or an Individual within 10 business days of
receiving the request.
3.8 Business Associate agrees to make internal practices,books,and records, including policies and procedures and PHI,relating
to the use and disclosure of PHI received from, or created or received by Business Associate on behalf of Covered Entity,
available to the Covered Entity or to the Secretary upon request of either party for purposes of determining Covered Entity's
compliance with the Privacy Rule.
3.9 Business Associate agrees to document such disclosures of PHI and information related to such disclosures as would be
required for Covered Entity to respond to a request by an individual for an accounting of disclosures of PHI in accordance
with 45 CFR§ 164.528.
3.10 Business Associate agrees to provide to Covered Entity or an individual, upon request, information collected to permit
Covered Entity to respond to a request by an individual for an accounting of disclosures of PHI in accordance with 45 CFR
§ 164.528 and ARRA § 13404.
3.11 Business Associate specifically agrees to use security measures that reasonably and appropriately protect the confidentiality,
integrity,and availability of PHI in electronic or any other form,that it creates, receives,maintains,or transmits on behalf of
the Covered Entity.
3.12 Business Associate agrees to implement security measures to secure passwords used to access ePHI that it accesses,
maintains,or transmits as part of this Agreement from malicious software and other man-made and natural vulnerabilities to
assure the availability,integrity, and confidentiality of such information.
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Contract Number AA2659
3.13 Business Associate agrees to implement security measures to safeguard ePHI that it accesses,maintains,or transmits as part
of this agreement from malicious software and other man-made and natural vulnerabilities to assure the availability,integrity,
and confidentiality of such information.
3.14 Business Associate agrees to comply with:
(a) ARRA § 13404(Application of Knowledge Elements Associated with Contracts);
(b) ARRA § 13405 (Restrictions on Certain Disclosures and Sales of Health Information);and
(c) ARRA § 13406(Conditions on Certain Contacts as Part of Health Care Operations).
4.0 Permitted Uses and Disclosures by Business Associate. Except as otherwise limited in this Agreement or any related agreement,
Business Associate may use or disclose PHI to perform functions, activities, or services for, or on behalf of, Covered Entity as
specified in any and all contracts with Covered Entity provided that such use or disclosure would not violate the Privacy Rule if
done by Covered Entity or the minimum necessary policies and procedures of the Covered Entity.
5.0 Specific Use and Disclosure Provisions.
5.1 Except as otherwise limited in this agreement or any related agreement, Business Associate may use PHI for the proper
management and administration of the Business Associate or to carry out the legal responsibilities of the Business Associate.
5.2 Except as otherwise limited in this agreement or any related agreement,Business Associate may disclose PHI for the proper
management and administration of the Business Associate, provided that disclosures are Required By Law, or Business
Associate obtains reasonable assurances from the person to whom the information is disclosed that it will remain confidential
and used or further disclosed only as Required By Law or for the purpose for which it was disclosed to the person, and the
person notifies the Business Associate of any instances of which it is aware in which the confidentiality of the information
has been breached.
53 Business Associate may use PHI to provide data aggregation services to Covered Entity as permitted by 45 CFR
§164.504(e)(2)(i)(B),only when specifically authorized by Covered Entity.
5.4 Business Associate may use PHI to report violations of law to appropriate Federal and State authorities, consistent with 45
CFR§164.5020)(1).
6.0 Obligations of Covered Entity.
6.1 Covered Entity shall notify Business Associate of any limitation(s) in its notice of privacy practices of Covered Entity in
accordance with 45 CFR § 164.520,to the extent that such limitation may affect Business Associate's use or disclosure of
PHI,by providing a copy of the most current Notice of Privacy Practices(NPP)to Business Associate. Future Notices and/or
modifications to the NPP shall be posted on Covered Entity's website at www.alliancefora ing.org.
6.2 Covered Entity shall notify Business Associate of any restriction to the use or disclosure of PHI that Covered Entity has
agreed to in accordance with 45 CFR § 164.522, to the extent that such restriction may affect Business Associate's use or
disclosure of PHI.
7.0 Permissible Requests by Covered Entity. Except for data aggregation or management and administrative activities of Business
Associate, Covered Entity shall not request Business Associate to use or disclose PHI in any manner that would not be permissible
under the Privacy Rule if done by Covered Entity.
8.0 Effective Date and Termination.
8.1 The Parties hereby agree that this agreement amends,restates and replaces any other Business Associate Agreement currently
in effect between Covered Entity and Business Associate and that the provisions of this agreement shall be effective as
follows:
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Contract Number AA2659
(a) These Business Associate Agreement provisions, with the exception of the electronic security provisions and the
provisions mandated by ARRA,HITECH and Part I shall be effective upon the later of April 14,2003, or the effective
date of the earliest contract entered into between Business Associate and Covered Entity that involves the use of PHI;
(b) The electronic security provisions hereof shall be effective the later of April 21,2005 or the effective date of the earliest
contract entered into between Business Associate and Covered Entity that involves the use of PHI; and
(c) Provisions hereof mandated by ARRA, HITECH and/or Part I shall be effective the later of February 17, 2010 or the
effective date of the earliest contract entered into between covered entity and business associate that involves the use of
PHI or ePHI.
8.2 Termination for Cause. Upon Covered Entity's knowledge of a material breach by Business Associate, Covered Entity
shall either:
(a) Provide an opportunity for Business Associate to cure the breach or end the violation and terminate this agreement if
Business Associate does not cure the breach or end the violation within the time specified by Covered Entity;
(b) Immediately terminate this agreement if Business Associate has breached a material term of this Agreement and cure is
not possible;or
(c) If neither termination nor cure is feasible,Covered Entity shall report the violation to the Secretary.
8.3 Effect of Termination. Except as provided in subparagraph(b)of this section,upon termination of this agreement,for any
reason, Business Associate shall return all PHI and ePHI received from Covered Entity or created or received by Business
Associate on behalf of Covered Entity.
(a) This provision shall apply to PHI and ePHI that is in the possession of subcontractors or agents of Business Associate.
Business Associate shall retain no copies of the PHI and ePHI.
(b) In the event that Business Associate or Covered Entity determines that returning the PHI or ePHI is infeasible,
notification of the conditions that make return of PHI or ePHI infeasible shall be provided to the other party. Business
Associate shall extend the protections of this Agreement to such retained PHI and ePHI and limit further uses and
disclosures of such retained PHI and ePHI,for a minimum of six years and so long as Business Associate maintains such
PHI and ePHI,but no less than six(6)years after the termination of this agreement.
9.0 Regulatory References. A reference in this agreement to a section in the Privacy Rule or Security Rule means the section then
in effect or as may be amended in the future.
10.0 Amendment. The Parties agree to take such action as is necessary to amend this agreement from time to time as is necessary for
Covered Entity to comply with the requirements of the Privacy Rule,the Security Rule and the Health Insurance Portability and
Accountability Act of 1996, Pub. L.No. 104-191.
11.0 Survival. Any term, condition, covenant or obligation which requires performance by either party hereto subsequent to the
termination of this agreement shall remain enforceable against such party subsequent to such termination.
12.0 Interpretation. Any ambiguity in this agreement shall be resolved to permit Covered Entity to comply with the Privacy Rule
and Security Rule.
13.0 Incorporation by reference. Any future new requirement(s),changes or deletion(s)enacted in federal law which create new or
different obligations with respect to HIPAA privacy and/or security, shall be automatically incorporated by reference to this
Business Associate Agreement on the respective effective date(s).
14.0 Notices. All notices and communications required, necessary or desired to be given pursuant to this agreement, including a
change of address for purposes of such notices and communications, shall be in writing and delivered personally to the other
party or sent by express 24-hour guaranteed courier or delivery service, or by certified mail of the United States Postal Service,
postage prepaid and return receipt requested, addressed to the other party as follows(or to such other place as any party may by
notice to the others specify):
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Contract Number AA2659
To Covered Entity: Alliance for Aging, Inc.
Attention: Max Rothman
760 NW 107 Avenue
Miami, Florida 33172
To Business Associate: Monroe County Board of County Commissioners, Social Services/In-Home Services
1100 Simonton Street, Suite 1-190
Key West, FL 33040
Any such notice shall be deemed delivered upon actual receipt. If any notice cannot be delivered or delivery thereof is refused,delivery
will be deemed to have occurred on the date such delivery was attempted.
15.0 Governing Law. The laws of the State of Florida, without giving effect to principles of conflict of laws, govern all matters
arising under this agreement.
16.0 Severability. If any provision in this agreement is unenforceable to any extent, the remainder of this agreement,or application
of that provision to any persons or circumstances other than those as to which it is held unenforceable, will not be affected by
that unenforceability and will be enforceable to the fullest extent permitted by law.
17.0 Successors. Any successor to Business Associate (whether by direct or indirect or by purchase, merger, consolidation, or
otherwise) is required to assume Business Associate's obligations under this agreement and agree to perform them in the same
manner and to the same extent that Business Associate would have been required to if that succession had not taken place. This
assumption by the successor of the Business Associate's obligations shall be by written agreement satisfactory to Covered Entity.
18.0 Entire Agreement. This agreement constitutes the entire agreement of the parties relating to the subject matter of this agreement
and supersedes all other oral or written agreements or policies relating thereto, except that this agreement does not limit the
amendment of this agreement in accordance with section 10.0 of this agreement.
Covered Entity: Alliance for Aging,Inc.
By: MGfX �OtGttan 01/16/2026
Date:
(signature)
Business Associate: Monroe County Board of County Commissioners,Social Services/in-Home Services
Y� Cath Crane Digitally signed by Cathy Crane `�
B Y Date:2026.01.13 16:55:06-05'00' Date:1•13.2026
(signature)
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Contract Number AA2659
ATTACHMENT G
Alliance for Aging,Inc.
Aging and Disability Resource Center/Elder Helpline
AGING AND DISABILITY RESOURCE CENTER(ADRC)—OUTSOURCED FUNCTIONS
I. If applicable,the provider agrees to the following:
A. Perform ADRC outsourced functions in accordance with the Alliance's policies and procedures.
i. Policies and Procedures for Outsourced Function-Screening
ii. Policies and Procedures for Outsourced Function-Triage
iii. Policies and Procedures for Activation from Waitlist-Client Services
iv. Policies and Procedures for Termination from Waitlist-Client Services
B. Maintain wait lists in eCIRTS in accordance with DOEA requirements.
C. Adhere to prioritization and targeting policy as set forth in the Handbook, as applicable.
D. Ensure the Provider's Disaster Plan reflects ADRC Outsourced Functions, annually or as needed to
incorporate ADRC outsourced functions.
E. Ensure against conflicts of interest and inappropriate self-referTals by referring consumers in need of
options counseling or long-term care services beyond the provider's scope of set-vices to the Aging and
Disability Resource Center.
F. Ensure that set-vices provided are in the clients' best interest, are the most cost effective, of high quality,
and are responsive and appropriate to the assessed needs.
The Assessed Priority Consumer List(APCL)is maintained when services funded by the department are not available.
Contracted Providers of registered services for Local Services Program (LSP) and Older Americans Act (OAA) must
maintain waiting lists in the eCIRTS database for registered services when funding is not available.
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Contract Number AA2659
Alliance for Aging,Inc.
Aging and Disability Resource Center/Elder Helpline
Policy and Procedure for Outsourced function—Screening
Creation Date: March 5, 2008
Revision Date: October 2019
Review Date: December 2025
Objective: To ensure that a comprehensive list of clients in need of services is maintained in eCIRTS by appropriate
funding source and that the ADRC is thereby able to effectively gauge the level of elder service need in
Miami-Dade and Monroe Counties.
Policy: To obtain necessary information from clients in order to assist in determining level of need and eligibility for
registered services funded through OAA and LSP programs.
Procedure:
I. Providers will collect information from callers and conduct a 701 S assessment. Alternatively, if a 701A(B)
assessment already exists or is provided from another Provider the information from the 701 B can be utilized.
2. The Provider will determine the services needed and the appropriate funding source(s)that provides the needed
services.
If the caller is in need of a scrvice(s)that is not provided by the Provider, the Provider will refer caller to the
ADRC Elder Helpline, as well as,to other contracted Providers and community organizations.
3. The caller will be provided with general information regarding the ADRC as well as the ADRC Elder Helpline
contact number.
4. The caller will be informed of the services and funding sources that they are being placed on the wait list for in
eCIRTS.
5. For non-case managed programs, the Provider will create a client record in eCIRTS (if there is no existing
record)and enter the services needed for the caller by funding source and service. [If there is an existing record
in eCIRTS, the appropriate fields will be updated].
6. If the Provider determines that the caller may qualify for more than one program for which the Provider is
funded,the Provider is encouraged to enter the appropriate information under multiple funding sources. [If there
is an existing client record in eCIRTS, the client record in eCIRTS will be updated with appropriate
information].
7. The Provider will inform caller that they will receive an annual re-assessment based on DOEA Wait List
Reassessment Standards and encourage caller to contact the ADRC Elder Helpline with any questions.
Page 66 of 70
Contract Number AA2659
Alliance for Aging,Inc.
Aging and Disability Resource Center/Elder Helpline
Policy and Procedure for
Outsourced function-Triage
Creation Date: March 5, 2008
Revision Date: October 2019
Review Date: December 2025
Objective: To ensure that clients in need of DOEA funded services receive services based on the highest level of need,
first, as funding becomes available.
Policy: To assist clients in obtaining DOEA funded services as funding becomes available, based on level of need as
determined by an eCIRTS priority score.
Procedure:
1. The Provider will conduct annual reassessments based on DOEA Wait List Reassessment Standards.
2. If there is no current 701 A or B in eCIRTS, the Provider will conduct the annual reassessment (701 s) as
appropriate. Based on the information provided via the 701 S/A(B)assessment,the Provider will update the client
information in eCIRTS specifically as it pertains to level of need for services by funding source.
3. The Provider will ensure that the eCIRTS prioritization score is accurately maintained, according to DOEA
Standards. If a significant change has occurred prior to the annual re-screening, the Provider must re-screen.
Definitions and examples of significant change are documented in the DOEA Programs & Services Manual
Chapter 2.
4. If the caller is in need of a service(s)that is not provided by the Provider,the Provider will refer caller to the ADRC
Elder Helpline,as well as,to other contracted Providers and community organizations. The caller will be informed
of the services and funding sources that the wait list for and/or have been removed from the wait list for.
5. The Provider will remind client of the ADRC Elder Help Line contact number and to contact the ADRC Elder
Help Line with any questions or concerns.
6. As funding becomes available, the Provider will run the eCIRTS Prioritization Report and activate clients
according to DOEA Standards (refer to ADRC Client Activation Policies and Procedures). The Contracted
Provider will apply targeting criteria, as appropriate, to prioritized clients to ensure activations meet programmatic
requirements.
Page 67 of 70
Contract Number AA2659
Alliance for Aging,Inc.
Aging and Disability Resource Center/Elder Helpline
Policy and Procedure for
Activation from Wait List—Clients/Services
Creation Date: March 5, 2008
Revision Date: October 2019
Review Date: December 2025
Objective: To ensure that elders in need of DOEA funded services in Miami-Dade and Monroe Counties and on the
eCIRTS wait list begin to receive services as funding becomes available.
Policy: ADRC will work with Providers to ensure that clients waiting for DOEA funded services begin to receive
those services as funding becomes available.
Procedure:
1. The Provider will activate clients on the eCIRTS wait list based on DOEA prioritization polices and funding
availability.
2. The Provider will update eCIRTS status by funding source and service for any services being activated for the
client using appropriate eCIRTS codes.
3. Client may be left on wait list of a different funding source than the one being activated if the Provider determines
that it is appropriate.
4. Client may also be left on the wait list in eCIRTS if they are being activated by the Provider under a temporary
non-DOEA funding source and the Provider determines that the client's need will persist after the temporary
funding source is exhausted.
5. The Provider will inform the client of any services/funding source that they are being activated for as well as those
services and funding sources that they will continue to be wait listed for.
6. The Provider will inform client to contact the ADRC Elder Helpline if they have any questions or concerns
regarding the status of any of their services.
Page 68 of 70
Contract Number AA2659
Alliance for Aging,Inc.
Aging and Disability Resource Center/Elder Helpline
Policy and Procedure for
Termination from Wait List—Clients/Services
Creation Date: March 5, 2008
Revision Date: October 2019
Review Date: December 2025
Objective: To ensure that the comprehensive list of clients in need of services in eCIRTS is appropriately maintained by
funding source and that the ADRC is thereby able to effectively gauge the current level of elder service need
in Miami-Dade and Monroe Counties.
Policy: ADRC will maintain an accurate and current list of clients in need of elder services in Miami-Dade and
Monroe Counties with the assistance of the ADRC Contracted Providers.
Procedure:
1. The Provider will re-screen clients which the Provider initially placed on the eCIRTS wait list for services based
on DOEA Reassessment Standards.
2. The re-screening may be in the form of a phone screening or a home visit depending on the client's status (i.e.
active/pending)
3. The Provider will determine if the client is no longer in need(or eligible)for any of the services they were wait-
listed for.
4. The Provider will terminate the client from the wait list (entirely or by specific service) using the appropriate
eCIRTS termination code for any services or funding source for which the client is determined to no longer be
eligible for or no longer in need of.
5. The Provider will inform the client of any services/funding source that they are being removed from the wait list
for.
6. The Provider will inform client of their ability to be re-added to the wait list if their level of need should change.
7. The Provider will inform client to contact the ADRC Elder Helpline if they have any questions or concerns
regarding their wait list status.
8. Reference the Handbook as applicable.
Page 69 of 70
Contract Number AA2659
ATTACHMENT H
CERTIFIED MINORITY BUSINESS SUBCONTRACTOR EXPENDITURES (CMBE FORM)
CMBE FOR1lI_LIUST ACCOILIPANY INVOICES SUBMITTED TO ALLIANCE
PROVIDER:
CONTRACT NUMBER:
*REPORTING PERIOD-FROM: TO:
*(DATE RANGE OF RENDERED SERVICES,MUST MATCH INVOICE SUBMITTED)
REPORT ALL EXPENDITURES MADE TO CERTIFIED MINORITY BUSINESS SUBCONTRACTORS
CONTACT DOER CMBE COORDINATOR FOR ANYOUESTIONS, AT 850-414-2153.
SUBCONTRACTOR NAME SUBCONTRACTOR'S CMBE EXPENDITURES
FEID
FJ I
DOEA USE ONLY--REPORTING ENTITY(DIVISION,OFFICE,ETC)
SEND COMPLETED FORMS VIA INTEROFFICE MAIL TO:JUSTIN TAYLOR
CMBE COORDINATOR.CONTRACT ADMINISTRATION&PURCHASING,TALLAHASSEE,FLORIDA 32399-7000.
If unsure if subcontractor is a certified minority supplier,click on the hyperlink below. Enter the name of the supplier, cl ick
"search". 0n1y Certified Minority Business Entities will be displayed.
hftr)s://osd.dms.Mjflo ida.com/directories
INSTRUCTIONS
(A) Enter the Provider name as it appears on your Alliance contract.
(B) Enter the Alliance contact number.
(C) Enter the service period matching the current invoice's service period.
(D) Enter all certified minority business expenditures for the time period covered by the invoice:
I. Enter certified minority business name.
2 Enter the certified minority business FETD number.
3. Enter the certified minority business CMBE number.
4. Enter the amount expended with the certified minority business for the time period covered by the invoice.
(E) CMBE be form must accompany invoice submitted to the Alliance for processing.
Page 70 of 70