HomeMy WebLinkAboutItem Q02 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 I
James K. Scholl,District 3
- Holly Merrill Raschein,District 5
Regular Meeting
July 15, 2026
Agenda Item Number: Q2
26-32180
BULK ITEM: Yes DEPARTMENT: Community Services
TIME APPROXIMATE: N/A STAFF CONTACT: Cathy Crane
AGENDA ITEM WORDING:
Ratification of Amendment No. 1 to the Agreement between G.A. Food Services of Pinellas County,
LLC, d/b/a G. A. Foods, and Monroe County Board of County Commissioners (Monroe County
Community Services Department- Social Services) for the provision of Congregate and Home
Delivered Meals throughout Monroe County to exercise the first of five renewals for a new contract
period starting on 07/01/2026 and ending on 06/30/2027, to provide for shelf stable meal unit pricing
($5.44) and frozen meal unit pricing ($5.59), and to clarify other terms and conditions as provided
therein. Funding is through the Older Americans Act and 10% County match.
ITEM BACKGROUND:
In July 2025, the BOCC awarded a secondary contract for Food Service Meal Catering for the Senior
Nutrition Program to G. A. Foods. This contract was competitively procured through formal
solicitation (a request for proposals). The contract allows G.A. Foods to request an adjustment in its
pricing in accordance with the Consumer Price Index for all Urban Consumers as reported by the U.S.
Bureau of Labor Statistics reflecting the Unadjusted 12-Month Averaged CPI-U as specified in the
agreement. The contract also allows for five (5) additional one (1) year renewals. This Amendment
No. 1 exercises the first of five renewals, adds a state-mandated contract provision pursuant to Section
287.139, Fla. Stat., clarifies pricing per unit with and without mills starting from the contract's
inception, as well as authorizes a breakdown of two unit prices—one for frozen meals with milk, and
another for shelf stable meals with shelf stable milk. The agreed upon pricing increases the meal rate
by roughly three(3%). Corresponding with the new term commencing on July 1, 2026, G.A. Foods is
authorized to increase its unit rate for a frozen meal from $5.43 to $5.59,resulting in an increase of
$0.16 per meal including milk. The shelf stable meal including shelf stable milk will be charged at a
unit rate of$5.44.
To ensure continuity of services, and consistent with the signature authority vested in the County
Administrator pursuant to the County's Ordinances and Purchasing Policy Manual (County's match is
$100,000 or less), the Amendment No. 1, exercising the extension, was executed prior to the
expiration of the initial term. Through this item, the Community Services Department currently seeks
ratification by BOCC of the earlier effective date of June 9, 2026 for this Amendment No. 1 and
ratification of its changes to the underlying agreement's terms and conditions that were previously
approved by BOCC in July 2025.
PREVIOUS RELEVANT BOCC ACTION:
On July 16, 2025, BOCC approved Item 04, a secondary contract with G.A. Foods for Food Services
Meal Catering (Senior Nutrition Program).
INSURANCE REQUIRED:
Yes.
CONTRACT/AGREEMENT CHANGES:
This amendment increases the meal rate by $0.16, clarifies other meal rates, adds a state-mandated
contract provision, and extends the contract period for 1 year, commencing on 07/01/2026 and
terminating on 06/30/2027.
STAFF RECOMMENDATION:
Approval.
DOCUMENTATION:
Amendment No. 1 to GA Foods Catering Services Agreement—Fully Executed (Needs Ratification)
04_GA FOODS Original Agreement (July 2025)
2026 06 GA Foods COI GL AL WC CL exp 3.15.27 signed
FINANCIAL IMPACT:
Effective Date: 07/01/2026
Expiration Date: 06/30/2027
Total Dollar Value of Contract: $491,747.57
Total Cost to County: $109,024.76
Current Year Portion: $368,810.69
Budgeted: Yes
Source of Funds: Older Americans Act Grant Funding and General Fund
CPI: N/A
Indirect Costs: $0
Estimated Ongoing Costs Not Included in above dollar amounts: $0
Revenue Producing: No If yes, amount: Click oir tap heire t(:) en'Q:eit text,
Grant: Yes
County Match: 10% ($42,524.76)
AMENDMENT NO. 1
TO THE AGREEMENT BETWEEN
MONROE COUNTY,FL AND G.A.FOOD SERVICES OF PINELLAS COUNTY,LLC
dba G.A.FOODS
FOR FOOD SERVICE MEAL CATERING(SENIOR NUTRITION PROGRAM)
This Amendment No. 1 to the agreement between Monroe County,Florida, and G.A. Food
Services of Pinellas County, LLC, dba G.A. Foods, for food service meal catering dated July 16,
2025 ("Original Agreement"), is made on the 91h day of June, 2026, and ratified this day of
20 by and between the Monroe County, Florida, acting through its County
Administrator and the Monroe County Board of County Commissioners (the "County"), and G.A.
Food Services of Pinellas County, LLC (the "Contractor") both of whom agree as follows:
WITNESSETH:
WHEREAS, on the parties entered into the Original Agreement dated July 16, 2025 for
provision of meals for the Monroe County Nutrition Program Congregate and Home Delivered
Meals program operated by the County through the Department of Community Services (Social
Services); and
WHEREAS, the parties desire to amend the agreement to increase the unit price per meal
in accordance with an agreed upon three percent (3%) CPI-U increase for food away from home
starting on July 1, 2026, as more specifically described herein; and
WHEREAS, additionally, the parties desire to clarify and ratify the unit price per meal
relating back to the commencement of the Original Agreement as of July 16, 2025, as further
described herein; and
WHEREAS, the parties further desire to amend the agreement to add a section at the end
of the agreement in order to comply with a new state law, to wit: Section 287.139,Fla. Stat.,related
to a state-mandated provision within government contracts; and
WHEREAS, additionally, the parties desire to exercise an extension of the term of the
agreement for one (1) additional year, allowing for the new terms and conditions to become
effective immediately upon mutual signing of this amendment(with subsequent ratification by the
Board of County Commissioners that confirms the earliest date of execution), and providing that
the Renewal Term will commence on July 1, 2026 and extend through June 30, 2027.
NOW, THEREFORE,based on the promises and covenants herein contained, the parties
agree as follows:
1. The recitations referred to above are true and correct, and are hereby adopted and
incorporated as if set forth in full. The parties seek to describe changes in the existing agreement
in following ways: 1) words in strike through type are deletions from existing text, 2) words in
underline type are additions to existing text, and 3) asterisks(***) indicate existing text not shown.
Page 1 of 4
2. The parties desire to amend the Original Agreement, specifically Section 4,
"Contract Amount,"to read as follows:
4) Contract Amount
Contractor will perform contract requirements with pricing pursuant to Contractor's Price
Proposal Form within its Response to the RFP,to wit: a unit price of$5.08 per meal without
a milk, all meals of all types; and for avoidance of doubt, the unit price of$5.43 per meal
includes a milk. Notwithstanding the foregoing, commencing_ on n July 1, 2026, Contractor
will adjust and increase its unit price from $5.08 per meal without a milk ($5.43 per meal
including a milk)for all meals of all types to the following: 1)unit price of$5.59 per Frozen
Meal including a Milk; and 2) unit price of$5.44 per Shelf Stable Meal including a Shelf
Stable Milk. Invoices are to be sent to the Monroe County Nutrition Program Director on
a weekly basis. The Monroe County Office of the Clerk and Comptroller will process and
issue payments to the Contractor. Payment by the County of an undisputed invoice
submitted by the Contractor will be processed within 30 business days after being stamped
as received, or otherwise as provided in accordance with the Florida Prompt Payment Act,
Section 218.735, Fla. Stat., as amended. County is exempt from payment of Florida State
Sales and Use taxes. Contractor shall not be exempted by virtue of the County's exemption
from paying sales tax to its suppliers for materials used to fulfill its obligations under this
contract, nor is Contractor authorized to use the County's Tax Exemption Number in
securing such materials. Contractor shall be responsible for any and all taxes, or payments
of withholding, related to services rendered under this Agreement.
a) Additionally, the Contractor is to submit to the County invoices with supporting
documentation that are acceptable to the Monroe County Office of Clerk and
Comptroller (County Clerk). Acceptability to the County Clerk is based upon
generally accepted accounting principles and such laws, rules and regulations as
may govern the disbursal of funds by the County Clerk.
b) Rate Increase Thresholds requirements. Rates may only increase if approved
through the formal procedure set forth in Contract Number AA2529 (Older
Americans Act ("OAA")— Standard Contract between Alliance for Aging,Inc. and
Monroe County, Florida), and subsequent grant agreements reflecting OAA annual
funding awards to Monroe County, from one 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 DOEA's required Area Plan submission date and as per the
Alliance policy incorporated herein by reference. See
ht:t: s:�fwww.blsw pov�charhs�cop gamer rice inclex�consumer- race index b
Prior to any rate increase being authorized, the Contractor must
submit a written request according to the timelines and formal procedures required
by the Alliance for Aging, Inc. in said grant agreement(s), incorporated herein by
reference. An amendment hereto must be executed by the parties prior to any rate
increase taking affect.
3. The parties hereby further agree that starting on July 1, 2026, the increased unit
price of$5.59 per Frozen Meal including a Milk, and increased unit price of$5.44 per Shelf Stable
Page 2 of 4
Meal including a Shelf Stable Milk will take effect and apply to all exhibits incorporated by
reference into the Original Agreement. As such, wherever the former value per meal was listed
within the exhibits, it must be read to mean the new values per applicable meals commencing upon
the Renewal Term authorized hereunder.
4. The parties further clarify and ratify the following unit pricing for all meal types:
1) unit price of$5.08 per meal without a milk, and 2) the unit price of$5.43 per meal including a
milk,relates back to the commencement of the Original Agreement as of July 16, 2025.
5. The parties hereby add the following Section 40) "Prohibited Activities regarding
Diversity, Equity, and Inclusion," to the end of the agreement, in order to comply with applicable
state law related to government contracts:
40) Prohibited Activities regarding Diversity, Equity, and Inclusion
Effective January 1, 2027, in accordance with Section 287.139, Fla. Stat., as a condition
precedent to any award of a contract or rg ant by the County, the Contractor must certify
(and by signing tsAgreement hereby certifies) that the Contractor does not and will not
use county funds to require its employees, contractors, volunteers, vendors, or agents to
ascribe to, study, or be instructed using materials relating to diversity, equity, and inclusion
as defined in Section 125.595(1), Fla. Stat., as may be amended from time to time.
6. The parties hereby exercise the first(1 st)of five(5)renewals as authorized pursuant
to Section 6 of the Original Agreement, entitled "Contract Term." The Renewal Term will
commence as of July 1, 2026 and extend through June 30, 2027.
7. This Amendment No. I will become effective immediately upon the later of the
two signing dates between the: 1)Monroe County Administrator; and 2) Contractor. The Board of
County Commissioners may ratify this amendment, and such earlier effective date, at a following
duly-noticed County Commission meeting.
8. This agreement constitutes the entire understanding between the Contractor and the
County regarding this Amendment No. I to the agreement, and all other terins and conditions of
the Original Agreement, not inconsistent herewith, shall remain in full force and effect, and are
incorporated herein.
[Signatures to follow]
Page 3 of 4
IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. I
the day and year first above written.
CONTRACTOR: G.A. FOOD SERVICES OF PINELLAS COUNTY, IA,C
By:
Signature Date
Print Name & Title
STATE OF
COUNTY OF
The foregoing instrument was sworn to/affirmed and acknowledged before me by
means of GK-physical Ares 4- day of 20-26- by
okn nQtarization, this
+ Se
0�—�OP—A 6 i VC�/Z�5 Q,r Rc�C title)of G.A. Food ofPinellas County,LLC,dba
.-I-.- ---l-............ to me/or has produced
G.A. Foods,a Delaware for profit Corporation. He/Shets(p, rsonally
1:4vo�W (type of identification) as kJe6Ft'fi`e1ffi6fi'
ANNETM HENRY ff 4yttatuxv
NcAary Public v,cl jary
State of Florida
• • Comm#HH672856
ExOlres 7/26/2029 (Print& Stamp CorhMissiled Name of Notary Public)
BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA:
Digitally signed by Christine Hurley
Christine Hurley Date:2026.06.09 07:24:07-04r00r
Signed By:
Christine Hurley, County Administrator Date
Ratified By:
Michelle Lincoln, Mayor
(Seal)
Attest: Kevin Madok, Clerk
As Deputy Clerk
Approved as to legal form & sufficiency:
Digitally signed by Eve M.Lewis
Eve M. Lewis D,,.*2026.06.013 12:33:31-04'00'
Eve M.Lewis,Assistant County Attorney
Page 4 of 4
cou
00
Kevin Madok, CPA
Clerk of the Circuit Court& Comptroller— Monroe County, Florida
oz COVNSy
DATE: July 23, 2025
TO: Cathy Crane, Director
Community Services
ATTN: Lourdes Francis, Sr. Administrator
Social Services
Kim Wilkes Wean, Sr. Administrator
Social Services
FROM: Liz Yongue, Deputy Clerk
SUBJECT: July 16, 2025 BOCC Meeting
The following item has been executed and added to the record:
04 Secondary Contract with G.A. Food Services of Pinellas County, LLC, d/b/a G.A.
Food Services, with the second highest ranked proposal for services resulting from Monroe
County's formal competitive solicitation for Food Service Meal Catering for the Senior Nutrition
Program (RFP-592); Funding is through the Older Americans Act; the initial term of the
agreement is 7/16/2025 through 6/30/2026.
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
AGREEMENT
hetween
MONROE C'OUNTY,FI,
and
G.A. FOOD SERVICES OF PINELLAS COIJNTY,LLC
d/b/a G.A. FOOD SERVICES
fir
FOOD SERVICE MEAL CATERIN G.
SENIOR NUTRITION PROGRAM
Secondary Contractor
I C
T G HIS AGREEMENT is made and entered into this 6th day f` JYJY........... 2025
by and between the Monroe County., Florida, a political subdivision of the State of Florida, with
principal offices located at 1.100 Simonton Street, Key Westjl-, 33040 (the "County") and G.A,
Food Services of Pinellas County, V-AX, d/b/a G.A. Food Services, a Delaware limited liability
company whose mailing address is 1.2200 32nd Court North, St, Petersburg, Florida 337.16 (the
"Contractor")to provide food catering atid associated services consistent with the Monroe County
Request for Pr(,,)posais R.FP-592 entitled, "Food Service Meal Catering, Senior Nutrition Program,
MODAW,COUnty, Florida."
Now therefore, in exchange for good arid sufficient consideration,the parties hereby agree
to the following terms and conditions:
1) The Contract Documents
The contract documents consist of this Agreement, Monroe County.Ftequest for Proposals
RFP-592 and Addendum No, I thereof, Contractor's Response to the County's RFII-592,
and Contract Nurnber AA2529 (Older Americans Act ("OAA") -- Standard Contract
between Alliance for Aging, Inc. and Nfoirroe County, Florida), and subsequent grant
agreements reflecting CAA annual funding awards to Mcmroe County, Florida, These
contract documents fbrni the Agreement, and all are incorporated herein as if set forth in
full. In the event.of a conflict between the aforementioned documents,the applicable grant.
contract with the Alliance for Aging, Inc, will control, followed by this Agreement and.
any duly executed ar.nendinents hereto, followed by the RFP-592 and its Addendum No. 1,
and then Contractor's Response to the County's RF13-592, in that order—Any ambiguities
contained in any of the referenced document herein are to be resolved in favor of" the
County.
2) The Work/Services
'The parties acknowledge that this .food service contract must be submitted and approved
by the Alliance for Aging prior to implementation. The ContracIor must perform all or
for the County required by this.Agreernent, and as set forth below:
a) Contractor will furnish all labor, materials, and equipment necessary as the
,.s�c!, tolLIM contractor on an as-needed basis, and as requested by the County, in
accordance with the terms and conditions stated in these contract documents.
b) In addition, upon request by the County., Contractor tnust:provide sample rneals to
the County intended to be used for the NUtrition Program for the purposes of
quarlity control, within as titnetrame agreed upon by both parties. If new iterris are
introducedirito the menu,a sainple inust be provided to the Nutrition Program and
tested f..)rior to using it in anneal service.
C) Menu plans proposed for the Nutrition Program must be approved by the
Prograni's Rcgis(cred Dietician, the Nutrition Prograrn Director, and the, A]Hance
for Aging,, Inc.,, as the final menu prior to implernentation. Menu plans, as
approved,inust: be adhered to.
Page 1 of 15
d) The weekly delivery schedule will be decided and agreed upon by the County's
Contractor, Manager and the Contractor, but must include the following: 1.)
Deliveries will be made on weekdays only; 2.)The delivery schedule must specify
When service will be provided(clay and time)at each of the Congregate Meal Site
locations, as requested by the Coun.ty,- and 3.)The delivery sebedule stiould be the
same every week. 11e County's C."ontract Manager must approve deviations frorn
the schedule due to special circumstances. Provisions for special deliveries., such
as emergency ineals,will be determined and agreed Upon by the County's Contract
Manager and the Contractor. At the discretion of the County, the Nutrition
Prograni inay observe thirteen (13) holidays, whcn no meals Nvill be served, As
such, deliveries are not: to be made on weekends or holidays. If circurnstances
waffarit, the arrangements rnade f6r tire Nutrifion .Prt,)grain may be determined on
a case-by.-case or as-needed basis with written directions by the County's Umtract
Manager.
e) Locations for rneal catering set-vices, both horne delivered ineals and congregate
rneals, and levels of service may be modified (increased or decreased) on an as-
needed or as,-requested basis by the County durirng the contract.based on ](,ocal ion
demands, food service offerings, reductions in funding, closure of' existing
locations oi-opening ofnew locations, ow general demands f(.)r service,
l) Contractor must supervise the work force to ensure that all workers conduct
themselves and perform their work in as safe and professional manner. Col'itractor
rnust comply with all OSHA safety rules and regulations, ais well as all relevant
food safety rules and regulations, in the performance ofthe work, Contractor inust
at all times have a competent field supervisor on the meal site to enforce these
policies and procedures at the Contractor's expense.
g) Contractor must cornply with the latest versions of the Department of E'lolerly
Aflairs ("DOE A") Programs and Services Manual, and the DOE Finan6al
Managernent Manual, as well as any and all Federal, State, and local laws and
regulations now in effect,or hereinafter enacted during the tenn of this Agreement,
which are applicable to the Contractor, its employees, agents or subcontractors, if
any, with resped to t,lie work and services described herein, Specifically, but not
in derogation of the remainder, Contractor must coinply with the Department of
Elder Affairs Programs and Services Handbook, Chapter 5- Older Americans Act
(OAA)Title HIC, as may be amended from thne to tirne,Contractor shall maintain
throughout the terryi of this Agreement, appropriate ficenscs.Proof of such licenses
shall be submitted to the County upon execution of this Agreement, if not
previously submitted to the County,
h) Contractor warrants that hat all goods,materials,and work rnansh ip fumished,whether
Cirmished by the Contractor,or its subcontractors and suppliers, will comply with
the specifications and descriptions supplied or adopted through the contract
clocurnents. Specifically, Coritractor shall maintain as food safety management
prograrn within its facilities that rnect or exceed the rnininium requirements of
federal, state, municipal, or other agencies authorized to inspect or accredit the
food service operation and shall, upon request of the County, provide
documentation of said food safety management prognam and the results of any
inspections related theroo.
i) Within 30 days of execution of this Agreement Contractor shall provide Cmurty
with a written plan of correction for any high priority or- significant fjndings on
sanitation inspections, Contractor shall immediately notify the County of' any,
closures or Aohniglistrative Complaints regarding R,.)od safety or of any sanitation
inspections as referenced in the I)epartinent of Elder Affitirs Prograrns and
Services I landbook,Chapter 5a Older Americans Act(OAA)'"I'itle 111C, as rnay be
arnended frorn time to firne.
Page 2 of 15
D County, Alliance For Aging, Inc., arid/or Depart.rnent of Elder Affairs staff shall
have the right, upon 24--hOUrs written notice or such other tirne proscribed by
policy, rule, or contract, to.inspect the food preparation and storage areas,
k) Contractor fnirStr CoynPlete Sj,jCIl f6mis as Counly deenks necessary in furtherance
of its grant aWarrd froin the state and/or federal government. Additionally,
Cotitractor niust supply infortriation for trutrition reporting on labor costs all(] raw
food costs, as requested-
3) Changes in the Work
a) Without invalida6rig the .Agreenient, the County may, at any time or ftorn time to
time, order additions, deletions or revisions in the volunle ol"work described in the
TUP; these changes triust be rnernorialized in writing by the County's Contract
Manager. The changes must be within the scope origi I nally contetriplated by the RFP
and the('oUjjtyr'S grant ag reernent that funds the Nutrition program,and be reasonable
to achieve its goa]s. For example, ifthe Contractor requests to make a minor rnatcr°ials
cw reclairement substitution within the proposal, arid such change is deerned de
tnininds by the Counly (e& the proposed substitution is an equivalent industry
standard and will result in no price change), such change does not warrant
arnendr,rient, however must be approved by the County's Contract Manager in writing
prior,to implementation.
b) The Contractor will not be entitled to an increase in the contract silina or payinent or
compensation ofany kind from the COUDty for direct, indirect, consequential, irnpact
or other costs,expenses or damages,including but not Hmited to costs for acceleration
or inefficiency arising because of delay, disruption, inlerierence or hindrance from
any cause whatsoever, whether such delay, disruption, interference or hindrance was
avoidable or unavoidable. 1lic C'ontractor's recovery ot'dainages and sole reinledy for
any delay caused by the County is exclusively an extension of time on tile Contract,
and only for air amount of firne authorized in writing.
4) Contract Amount
Contractor will perfonn contract requirenients with pricing pursuant,to Contractor's Price
Proposal Forrn within its Response to the RIT, to wit: a unit I-Wice of$5.08 per meal, all
meals ofall types.Invoices are to be sent to the Monroe County Nutrition Prograrn Director
on a weekly basis. The Monroe County Office of the Clerk and Comptroller will process
and issue payments to the Contractor. Payment by the County of an undisputed invoice
submitted by the Contractor will be processed within 30 business days after-being stamped
as received, or otherwise as provided in accordance with the F1orida Prompt Payment Act,
Section 218.735, F'la, Stat., as amended, County is exernpl. from payment of Florida State
Sales and I Jse taxes. Contractor sliall not be exempted ky virtue ofthe County's exemption
frown paying sales tax to its suppliers fijr materials used to fulfill its obligations under this
contract. nor is Contractor authorized to use the County's Tax Exemption Number in
securing such rnaterials. Contractor shall [.)e responsible for any and all taxes, or payments
of withholding, related to services rendered under this Agreement.
a) Additionally, the Contractor is to submit to the County invoices with supporting
docurnentation that are acceptable to the Monroe County Office of Clerk and
Comptroller (County Clerk). Acceptability to the County Clerk is based upon
generally accepted accounting principles and such laws, rules and regulations as
rnay govern the disbursal of funds by the County 0erk.
b) Rate Increase Thresholds requirements. Rates may only increase if approved
thrcaigh the f6raial procedure set forth in Contract Nurnber AA2529 (Older.
Anrericans Act ("'OAA") Standard Contract between Alliance for Aging, Ltica,
and Monroe County, Florida), an(] subsequent grant agreen-tents reflecting (..)A.A
annual funding awards to Monroe County, frorn one year to tile next at as rate
Page 3 of')5
consistent with the annual rate of inflation in the Consumer, Price Index (CPI)
percentage change for all itLins as deter ivied by the Bureau of Labor Statistics for
the 12rnonths prior to the D(:;bEA's required Area Plan submission date and as per
the Alliance policy incorporated herein by rellerence. See
L11flen-price index-4)v
categ rN,),htm#. Prior to any rate increase being authorized, the Contractor must
subinit as written request according to the titnefiries and fix-rnal procedures required
by the Alliance for Aging, Inc, in said grant agreernent(s), incorporated herein by
referencc% An amendnient heretonlust be executed by the parties prior to any rate
increase tarking affecL
5) Agreement Subject toFunding
T'he County's perl'on-nance and obligation tea pay under this contract is contingent upon an
annual appropriation by the Board of Ccmnty Cominissioners, In the event that the County
funds on which this.Agreernent.is dependent are withdrawn, this Agreement is terminated,
arid the )County has no further obligation under the terms of this Agreement U, the
("r'ofltractor beyond that already incurred by the termination date; as such this agreernent. is
coritingent oil the (.'Ounly's receipt offederal funding through Tille 11.1 C-1 and C-2 of the
Older.A.inericans Act, as administered by the DO EA and the Area Agency on Aging (for
PSA.-I I it is Alliance for Aging, Inc) and such other available grant fiinding soiarces,
6) Contract Term
Tbe parties expressly agree that this Agreement conlinences, or). July 16, 2025 and will
expire oil June 30, 2026. A renewal of this Agreement inay be accomplished in ogle (1)
year intervals starting on July 1 and ending on June 30 of' each successive year,
notwithstanding the above coin me ncern en t date. A rencwa.l may be accomplished by the
('..',ounty Administrator exeicising her an approval authority vested pursuant to
the Monroe County Purchasing Policy, so long as all renevvals are triade expressly subject
to the same terms and conditions as provided herein, This Agreement nlay be extended for
up to five (5) successive one (1)year periods (each as "Renewal Term").Nf2l ithstarn_ dint
ih, abam Ldimainistra! L11i_stE&).r_sm
Lj,gs prime, runuust�Ept c)i�eed the total value of if 00.000..00 without tkpri..LforraajUa iL)roval
of the Monroe (;o urn �3oard!Lyf mk,,A,'1,,)mrnissiOners. As used hereill the "total value"
is calculated b adLdftig_the valpeLe ILn(iin&,--ritit-furicled.va cues)of each adininistratively-
gJ_I�e�yajl�)lus a�n , value-added amendments as gp4).1L)vgd a.di.i.,i.iiiistrative,Ly.Ltql:
the Monroe Comir LIS ioners, 1110st recenLE
qg(._&)qgt,
......— y Board of Coimiy_
7) Conditions for Emergency/11urricane or Disaster
.ft is hereby inade a pail,r).fthis agreenient that betbre,during and after a public emergency,
disaster, hurricane, flood, pandernic or other substantial loss that,the Monroe (.ounty will
require as "first priority" basis for goods and services,, It is vital and imperative that flie
niaJority of citizens are protected from any einergency situation which thre,,Ytens public
safety and health, as determined by the County Administrator,or her designee. Contractor
agrees to rent/sel lAease all goods and services to the County or other governmental entities,
as opposed to a private citizen or corporation,on a first priority basis. The County expects
to pay a fair and reasonable price 16r all products/services in the event of a disaster,
f)atidemic, eniergeiicy car hniri°icai,ie, Awarded Contract or ni u q f"Jurnish a twenty-four (24)
hour telephone number iri the event of such an ernergency.
8) Independent Contractor
This Agreernent does not create an employee/ernployer relationship between the Parties,
It is the intent (,-.)f the: Parties that: the ontractor is an independent contractor tinder, this,
Agreement and no the Coiinty"s cinployce fear any purposes, including but riot l4nited to,,
the application of the Fair Labor Standards Act ininirnuin wage and overtinie payrnews,
Page 4 of 15
Federal Insurance C'untribution Act, tire Social Security Act, the Federal Unemployment
'Tax Act, the provisions of the Internal Revenue Code, the State Worker's Compensation
Act,, and the State Unernploynicatt Insurance law, I'lie Contractor will retain sole and
absolute discretion in the judgment c'A'the manner and means of carrying out:Contractor's
activities and responsibilities hereunder provided, further that administrative procedures
applicable to services rendered under this Agreement will be those of Contractor, which
policies of Contractor will not conflict with County, State., or U'rlited States policies, rules
or regulations relating to the rise of Contractor's fiinds provided for herein. The Contractor
agrees that it is a separate and independent enterprise frorn the County, that it had full
opportunity to find other business,that it has rnade its own investment in its business, and
that it will utilize as high level ofshill necessary to perform the work This Agreement niust
not be construed as creating any joint einployinent relationship between the Contractor and
the County and the County will not be liable for any obligation incurred by Contractor,
including but not lirnited to unpaid minirnurn wages and/or overtime premiums.
9) Assignment and Subcontracting
Contractor must nol transfer car assign tire performalice required by this Agree.nient without
(fie prior written consent of tone Board of('I ounty Corninissioners. This Agreement, or any
f.,)ortion thereof, niust not be subcontracted without the prior written consent of the County
nor inay the Contractor assign any monies clue or to become 4111C to Irril'yj one)Jej,,Witillonj the
previous written consent,
10) Termination
a) Termination for UncurableDePault
In the event the Contractor shall default in or violate any of the terms,obligations,
restrictions or conditions of this Contract in a inanner that is uncurable (as
determined in the sole discretion of"the County�) the County nray, upon written
notice tothe;Contractor',terminate this Contract eff&;tive irmnediately.In the event
of such termination the County inay hold the Contractor liable for any and all
damages sustained by the (.ounty arising out of"such default, including but not
lirnited to costs ofreprocurernent and cover. County may immediately lenninate
this Agreement if any of the following occur: 1,A ternpormy or permanent closure
related to food service violations; 2. Administrative Cornplaints regarding food
safety; or 3. Ten (10) or more high priority/significant findings on sanitation
inspections within the past rolling twelve(12)rnonth period.
b) Termination for Curable Default
In the event the Contractor shall defilUlt in any oft he terms,obligations,restrictions
or conditimls in tile(-'.ontract.Docurnents in a manner that is curable(as determined
in the sole discretion of the County), the County shall give the Contractor written
notice by registered, certified mail of the default and that such default shall be
corrected or,actions taken to correct such default shafl be commenced within three
(3) calendar days thereof In the event the Contractor has failed to correct tile
conditions(s) of the defliult or the delault is not remedied to the satisfaction. and
approval of tine County, the (''ounty shall have all legal reiriedies available to it,
including, but. not limited to termination of the Contract in which case the
Contractor shall be liable fi,)r any and all damages permitted by law arising frorn
the default and breach of the Contract.
c) 1'ermination for(:`onvenience of County
t1pon thirty (30) calendar days written notice delivered by certified nlad, return
receipt requested, to tile Contractor, the County may without cause and withoul
ffeljUdice to any other right or remedy, terminale the Contract for the County's
convenaence whenever the County determines that such termination is h'i the best
interest of the Couir(y. Where the (...ontract is terrninated for the convenience of
tile County the nofice of termination to the Contractor inust state that the Cantnwt
Page 5 of 15
is being terminated for the convenience of the County under the termination clause
I
and the extent of termination, Tbe Contractor shall discontinue all work on the
appointed last day of service.
1 1) Remedies
a) Damages
The County reserves the right to recover any ascertainable actual damages incurred as
an result of the failure other Contractor to pertbrin in accordance with the requirements
of this Agreement,or for losses sustained by the C`OUDI.y resultant frorn the Contractor's
failure to perform in accordance with the requirements of this Agreement.
h) Correction of Work
If, in the j udgnient ofthe County,� , work provided by the Contractor does not conforrn
to tile requirements of this Agreement, or if the work.exhibits poor workmanship, the
County reserves the right to require that the Contractor correct all deficiencies in the
work to bring the wor k. into conformance without additional cost to tile County, and
or replace any personnel who fail to perforni in accordance with the requirements of'
this Agreement, The County is the scale judge of non-confonriance and tire quality of'
work n i anship or products,
12) 'insurance Requirements
(".ontraclor shall obtain and inaintain, at its own experise the insurance coverages listed
within the Request f'or Proposals, attached hereto.
13) Indemnification & Hold Harmless
Notwithstanding any minimurn insurance requirements prescribed, Contractor shall
defy nd, indemnify, and hold the County, and the County's elected and appointed of'.ficer's
and employees, harrulesslioni an(] against (i) arty, claims, actions or causes of action, (ii)
any litigation, administrative proceedings., appellate proccedings, or other proceedings
relating to any type of injury (including death), loss, darnage, firle, penalty or business
interruption, and (iii) any costs or expenses that may be assefted against, initiated with
respect to, or sustained by, any indemnified party by reason of, or in connection with- (A.)
any activity of Contractor any of its employees, agents, subcontractors or other invitees
during the agreenlent,(B)the negligence or recklessness,intentional wrongful misconduct,
errors or other wrongful act or onfission of Contractor or any of its employees,agents, sub-
contractors or other invitees, or(C)Contractor's default in respect of any of obligations
that it undertakes during the terni of the agreement,except to the extent the claims,actions,
causes of action, litigation,proceedings,costs or expenses arise solely fi*orn the intentional
or negligent acts or omissions of the County or any of its employees,agents,subcontractors
or invitees (other than. Contractor). Nothing contained herein is intended, nor may be
construed, to waive County's rights and immunities under the common law or Section
768.28, Florida Statutes, as an.i.ended frorn time to time; nor will anything included he-rein
be construed as consent to be sued by any third parties in any matter arising out of this
agreement., To the extent considered necessary by the Contract Manager, any sums due
Contractor under the agreerneift may be retained by the County until all of the County s
claims subject to thisindernnification obligation have been settled or other-wise resolved.,
and any arnount withheld is not subject to payment of interest by the County.Insofar as the
claims, actions, causes c&action, litigation, proceedings, costs or expenses relate to events
or circtunstances that occur during or after the tertil of tht agreemerit, and the rights and
irrununitiesreserved to die County, this section will survive the expiration of tile ter"n of
the agreement or any earlier termination of same.
'14) Disc riminatory Vendor List
Contractor hereby acknowledges its continuous duty to disclose to the County if the
Contractor or any of its affiliates,as defined by Section 287,134(l)(a),Florida Statutes,are
Page 6 of 15
placed on the Discriminatory Vendor List. I'Lli-Suant to Section 287.1.34(12)(a),Florida
Statutes: ",An entity or affiliate who has been placed on the discriminatory vendor list 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 as contract with a public entity for
the corisiruction 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, inay not be awarded or
pe.r1brm work as a,contractor, supplier, subcontractor, or consultant tinder a contract with
any public entity; and may not transact business with any public entity."
15) County Suspended Vendor List
The eligibility of persons to bid for an award of County contract(s),or enter into a contract,
may be suspended pursuant to sec. 2-347(1)of the Monroe County Code of Ordinances, In
the event an eligible person as SUspended by the County after the contract is awarded, or a
suspended person is employed to perform work (e.g, subcontractor in a bid or contract.)
pursuant to a County contract, same shall constitute a material breach of the contract. The
County, in its sole discretion, may terminate the contract with no further liability to the
contractor beyond payment of the portion of the contract price that rnay be due for work
satisfactorily completed up to tire date of termination, and hereby reserves all other rights
and reniedics avadable at law or in equity.
16) Prohibition on C(onflict of Interest, Gratuities, Kickbacks,and Collusion
The statements contained in this paragraph are true and correct, and rnade witli the full
knowledge that Monroe County relies upon the truth of the statements contained herein in
awarding the contract for this project,
a) Conflict of Interest. Contractor covenants that it presently has no interest and will.not
acquire any interest that would conflict in any manner or degree with the performance
of'services required. F'ach patty hereto covenants that there is no conflict of`interest or
any other prohibited relationship between the County and itself'.
b) Gratuities. Contractor hereby certifies that it has not offered, given, or agreed to give
any Monroe County employee a gratuity, favor, or, anything of monetary value in
connection with any decision, approval, disapproval, recommendation, preparation of
any part of the Prqject or award of this contract,
c) Kickbacks. (.,ontractor certifies that it has riot given paymei t.I , gratuity, or offer of
employment to be made by or on behalf of a Sub-contractor under a contract to
Contractor or higher tier sub-contractor or any person associated therewith, as an
inducement of the award of a subcontract or order.
d) Non-Collusion Statement. By signing this Agyeernent, Contractor certifies under
penalty of'perjury that the price proposed by Contractor was arrived at independently
without. collusion, consultation, or communication for the purpose of restricting
competition;and no attempt has been niade to induce another person or entity to subnrit
as proposal,or riot submit,f6r the purpose of restricting competition in the award of thk
llro�ject.
e) Conti-act Clause. The prohibitions on conflict of interest, gratuities, kickbacks, and
collusion prescribed in this paragraph must be conspicuously set forth in every contract
and subcontract and solicitation initiated by Contractor in its performance of this
Agreement,
17) Ethics (.;la use pursuant to Monroe County Ordinance No.010-1990
By signing this Agreement, the (..ontractca, warrants that he/she/it has not employed,
retairted or otherwise had act. on his/her/its behalf"any former County officer or ernployce
in violation of Section 2-149, Monroe County Code of Ordinances, or any County offic;er
or employee in violation of Section 2-150, Monroe County Code of Ordinance For
breach or violwion of this provision the County may, in its discretion, terminate this
.Agreernent. without liability and may also, in its discretiori, deductfrorn the Agreement or
Page 7 of 15
purchase price, or otherwise recover, the full arriount of any fee, commission., percentage,
gift,or consideration paid to the former Couqy officer or employee pursuant to Subsection
2-152(b),Monroe (.'(,)t,]Dty Code of Ordinances.
18) Prompt Disclosure of Litigation, Investigations, Arbitration, or A.dininistrative
Proceedings
T'hroughout the term of thiis Agreement,the Contractor has as continuirig duty to promptly
disclose to (he County, in writing, upon occurrence, all civil or criminal litigation,
investigations, arbitration, or administrative proceedings repating to or affecting
Contractor's ability to perform under this Agreement, 11"'the existence of such causes the
County concern that the C,ontraCtor'S abflity or willingness to perform the Agreement is
jeopardized, the Coutractor may be required to provide the County with reasonable
ar,Ssurances to dernonstrate its ability to perform as required hereunder, and that its
empoyees/agents have not or will not engage in conduct siniflar in nature to the conduct
alleged in such proceeding.
19) Notice
All written correspondence to the County shall be clated and signed by in authorized
re prese.n(ative of the Contractor, Any written notices or correspondenci,, required or
conteinphated under this Agrectnent shall be sent by U S. Mail, ccrtitied,, rel urn receipt
requested,postage prepad,or by courier with proof of"delivery.Notice is deenied received
by Contrac(,�Jr vdien, hand delivered by national courier with proof"of`defivery or by U. S.
Mail upon verified receipt or upon the aJate of refusal or non-acceptance of delivery. Notice
shall be sent to the following persons:
FOR COUNTY" FOR CQN,rRACJDR,�
County Adruinistrator General Counsel
.............
Monroe County 12200 32nd Court N,St Petersburg,FL.33716
1100 Simonton Street,Room 2-205
Key West, F1.,33040 Email:contracts@gafoods.com
And (with copy to)
Monroe COUDly Attorney's Office
I I I l 12th Street, Suite 408
.Key WestjL33040
20) Choice of Law and Venue
The parties hereby agree that the only laws that apply to this Agreement are those of the
State of Florida and [Jnited States of'Arnerica., The parties waive the privilege 01"VeDUe
and agree that.all litigation between them in the state courts, will take place exclusively in
the Sixteenth Judicial Circuit in and for Monroe Comity, Florida, and that all litigation
between there in the federal courts will take place exclusively in the 1-Jnited States District
(I.ourl in and for the Southern 13istrict of Ilotida,or 1..]nited States Bankruptcy Court for the
Southern District ol-Tlorida, whenever applicable, This Agreement sh,,,di not be subject to
arbitration. Mediation proccedings initiated and conducted pursuant to this Agreement
shall be in accordance with the Florida Rules of Civil Procedure arid usual and custorriary
procedures required by the Circuit COUYt. ol'Monroe Counly, Florida.
21) Attorney's Fees amid Costs
County arid Contractor agree that in the event any cause of action or administrative
Proceeding is initiallefi or def nded by any, party relative to thee entloreernent or
interpretation of this Agreement, the prevailing party shall be entitled 1(,-.) reasonable
attOrney'sf es, court costs, investigative,and out-of.pocket expenses, as an award againsl
the rion-prevaihng party, at all levels of the COU11 system, including in al)pelhate
proceedings.
Page 8 of 15
22) Public Records
("'ounty is as public agency subject to Chapter 119, Florida Statutes, as amended ftorn tirne
to firrie. To the extent Contractor is a C.ontractor acting oil behalf'of the County pursuant
to Section. 119,,0701, Florida Statutes, as amended ftoin One to firne, Contractor must
cornply with all public, records laws in accordance with (.,'hapter 119, Florida Statutes. In
accordance with state taw, Contractor agrees to:
a) Keep and maintain all records that ordinarily and necessarily would be required by
the County in order to perl'orm the services.
b) Upon reqUCSt front the COUrIty's, custodian of pubhc records, provide the County
with a copy of the requested records or allow the records to be inspected or copies
within a rea son able borne at a cost that does not exceed the costs provided in
Chapter H 9, Florida Statutes, or as otherwise provided by law.
C) EnSUre that public records that are exempt,or confidential and exempt,froin public
records disclosure are not disclosed except as authorized by law for tile duration
of the Agreenient tern'i and I-(..)Ilowing cormpletion of the Agreement if' the
Contraclor does not transfer the records to the County.
d) Upon completion of the services within this Agreement, at no cost, either,transfer
to the Courity a.11 public lecords in possession of the Contractor or keep and
maintain public records required by the ourtty to perl'orrn tire services, If the
("ontractor transfers all public records tcn the (-'ounty upon conipletion of the
services,the Contractor MUst destroy any duplicate put)fic records that are exernp ,
or confidential and exempt, frorn public records disclosure requirements, If the
Contractor keeps and maintailrIs public records upon completion of"the. services,
the (2ontractor must rneet allappkeable requirements 1`6r retaining public records,
All records stored electronically must be provided to the County, upon request
froin the County's custodian of public records, in a fbi-mat that is compatible with
the inforinatioTi technology systems of the County.
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 11.9, FLORHM ST,A,rLJTES, TO THE
CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS
RELATING TO THIS AGREEMENT, CGNTACT THE COUN,rrs
CUS710DIAN OF PUBLIC RECORDS AT: MONROE COUNTY
ATTORNEY'S OFFR""Ej 1111 1 2TH STREE'r, SUITE 408,KEY WEs,r,
FL 33040, EMAIL: PUBLICRU.I ORD�Ni.L�Aj()NR�.jf
FUGOVI, OR PHONE: 305-292-3470.
If Contractor does not comply with this section, the County will enforce the Agreement
provisions in accordance herewith and may unilaterally cancel this Agreernent in
accordance with state law,
23) Audit Rights
The Contractor must maintain accurate books, records, documents and other evidence that
sufficiently and properly reflect all direct and indirect costs ofar y nature expended in the
performance this Agreernent, in accordance with generally accepted accounting principles.
County reserves the right to audit,the records of the Contractor for the comi-nodities and/or
services provided under the contract at any time during the performance and teryn of the
contract and for a period of five(5)after compleflon of the contract. Such records must be
retained by Conli-actor for as gnininium of live (5) years following the close of the
Agreement,or the period required for this particular type ofproJect by the(leneral Records
Schedules iriaintained by the [)epartment of State, whichever is longer. The Conlractor
agrees to cooperate with the C'ourq and agrees to subinit to an audit as required by the
County, or,officr authorized representafive(s) of the State offlorida, The Cantractor must
Page 9 of 15
allow the County or such other auditing agency to have access to and inspect the complete
records of the Contractor in relation to this Agreernent at any and all tirnes during normal
business hours for the purposes of conducting audits or examinations or making excerpts
or transcriptions. 'llic requirernents set fbrib in this paragraph will survive the terniination
of this AgrectricriL
24) Third Party Beneficiaries
Neither Contractor nor, County intends to directly or substantially benefit a. third party by
this Agreement, Therefore, the Parties acknowledge that there are no third-party
beneficiaries to this Agreement and that no third party is or will be entitled to assert aright
or clahn against either of them based upon this Agreernent.
25) Uncontrollable Circumstances("Force Majeure")
As used herein, "Force MaJeure"means the occurrence of any event that prevents or delays
the performance by either party of its obligations hereunder which are beyond the
reasonable control ofthe non-perflorming party, Examples of"Toree Mjeure" include,, but
are not firnited tc), acts ot'God, natural disasters, or emergency governmental acti(.:)n. To
invoke this paragral+, inirriediate written notice, consistent with the "Notice" provisions
ofthis Agreement, must be sent by the non-perfix-rning party describing the circumstances
constituting f6rce rriq.iet.ire and proof that the non-performance or delay ol"perfbi-nial ice is
as direct and reasonable result of such event(s). Any clairri for extension of time by
Contractor pursuant to this paragraph will be made not rnore than Seventy-two (72) hours
afler the commencement of the delay, Otherwise, it, shall be waived. Jbc Contractor shall
immediately report the termination of the cause t(.)r the delay within seventy-two(72)hours
after such tennination. The C.ounty reserves its right to challenge the invocation by the
Contractor within five(5)calendar days of receipt of said notice,in such case uninterrupted
performance in required. 1-10wever, in the event the invocation is accepted by the County,
the Contractor must take all reasonable rricasures,to twittigate any and all resulting dainages,
costs, delays, ar disruptions to the Contractor's performance requirements kinder this
Agreement, All obligations must resurrie when the circumstances of'such event(s) have
subsided, or other arrangements are made pursuant to as written amendment to this
Agreernent.
26) Public Entity Crimes Statenient
Pursuant to Section 287.133(2)(a), Florida Statutes, as amended fforn linic U) tirrie,
(.'ontractor hereby certifies that ri(-,,ither it or its affiliate(s) have been placed on ttie
convicted ven.dor listt following any conviction for a public entity crime. If placed on that list,
Contractor agrees., to immediately notify the County and is prohibited frown providirng any
goods or services to a. public enfity,, it may not subinit a bid oil a contract with a public
entity for the construction or,repair of a.public building or public work; it may not submit
bids nisi leases of real property to a public entity; it may not be awarded or per,forin work
as a contractor, supplier, subcontractor, or consultint under a contract with any public
entity', and, it may riot transact business with any public entity in excess of the threshold
arnount provided in Section 287,01.7, Florida. Statutes, f()r Category TWO ($35,000), as
may be amended, for an period of thirty-six (36) months frorri the date of being placed on
the COD.Victed vendor list.
27) Foreign Gifts and Contracts
1",h e ('.orOactor must o"Miply with any applicable disclosure requirements in Section
286,10 1, 1,lorida Statutes. Pursuant to Section 286.10 1(7)(b),Florida Statutes: "M addition
to any fine assessed under I.
§ 286,101(7)(a), Florida Statutes], a final order defennining a
third or subsequent violation by an entity other than a state agency or political subdivision
niust autornwically disqualify the entity froni eligibility for any grant or contract fiaided
Page 10 of 15
by a state agency or any political suWivision until such ineligibility is lifted by the
Adrninistration Commission [Governor and Cabinet per §14.202, Florida Statutes] for
good cause."
28) Scruhnized Companies and Countries of Concern per Sections 287.135, 215.473, &
287.138, Florida Statutes
C'ontractor hereby certifies that it'. a) has not been placed on the Scrutinized Companies
that Boycott lsrael List, nor is engaged in a boycott of Israel; b)has not been.placed on the
Scrutinized Companies with Activities in Sudan List nor the Scrutinized Companies with
Activities in the Iran Terrorism Sectors List (fortnerly the Iran Petroleum Emery Sector
List); and c) has not been engaged iTi business operations in Cuba or Syria. If County
determines that Contractor has falsely certified Iacts tinder this paragraph,, or if Coritractor
is found to have been placed on a list created pursuant to Section 215.473, Florida Statutes,
as amended, car is engaged in a boycott of Israel after the execution of this Agreement,
County will have all rights and remedies to terminate this Agreement, consistent with
Section 7A35, Florida Statutes, as amended, 'Me County reserves all, rights to waive
certain requirements of this paragraph on a case-by-ease exception hasis, pursuant to
Section 287.135, Florida Statutes, as amended. Beginning January L, 2024, the (.,ounty
must not enter into a contract that grants access to an iadrvid dal'� personal identifying
information to any Foreign Country ofC.oncern such aso People's Rclean fic of China,, the
Russian Federation, the Islarnic Republic of Iran, the Democratic People's Republic of
Korea, the Republic of Cuba, the Venezuelan regime of Nicohis Maduro, or the Syrian
Arab Ikepublic, unless the Coatractor provides the COUDtY with an affidavit sigried by an
authorized representative of the Contractor, under penally of peKjuipy, attesting that the
Contractor does not meet arry of the criteria in subparagraphs(2)(a).-(c)of Section 287,138,
Florida Statutes, as may be amended. Beginning Jarmary .1, 2025, the County must not
extend or renew kiny contract that grants access to an individual's Personal identifying
information unless the Contractor provides the County with an affidavit signed 1)y an
authorized representative of the Contractor, under penalty of perjury, attesting that the
Contractor does snot meek any of the criteria ii�istibparagraptis(2)(a)-('c)ol'Section287,138,
Florida Statutes, as rnay be amended. Violatiorts of this Section wd] result in termination
of this Agreement and may result in administrative sanctions and penalties by the Office
of the Attorney C..reneral of the State of Florida.
G.A. Food Services ofTinelLaiU Ldfb/a G.A. Food Services is not owned by
the government of"a Foreign Country of Concern, is not organized under the laws of nor
has its Principal Place of Business in a Foreign Country of Concern, and the government
of a Foreign Clountry of Concern does riot have a Controlling Interest in the entity.
Under penalties of perjuiy, I declare that I have read the foregoing staternent and that the
facts stated in it are true.
Printed Name, Ernest Kam-fier
Tille, Presilen,
Signatun� Date- 071021,2025
t ',,) ...........
29) Noncoercive Conduct for Labor or Services
.As anongovernmental entity submitting a. proposal, executing, reneMng, or, extending as
contnacl with a government entity, Contractur is required to provide an affidavit tinder
penalty of perittry aftesting 'that Contractor does riot use coercion for W)or or servwes in
acccvdance with Section 787.06, Florida Statutes. As an. authorized representative of
Page 1 i of 1.5
Contractor, I certify under penalties of perjury that. Contractor does not use coercion for
labor or services as prohibited by Section 787.06. Additionally, Contractor has reviewed
Section 787.06, Florida Statutes, and agrees to abide by saine.
30) Nondiscrimination
The Conti-actor and County agree that there will be no discrimivation agains( any person,
and it is expressly understood that Upon as determination by a court of competent
jurisdiction that discrimination has occurred, this Agreernent automatically tcrtninates
without any further action on the pail of any party, effective the date of the court order.
Contractor agrees to comply with all Federal and Florida statutes, and all local ordinances,
as applicable, relating to nondiscrimination, These include but are not limited to: 11.) Titic
VH. of the Civil Rights Act of .1.964 (PL, 88-352) which prohibits discrimination in
ernployrnent on the basis of race, color, religion, sex or national origin; 2) Title IX of the:
Education Amendment of 1972, as amended (20 USC ss, 1681-1683, and 1685-1686),
which prohibits discrindnation on the basis of sex; 3)Section 504 of the Rehabilitation Act
of 1973, as amended (20 USC s. 794), which prohibits discrimination on the basis of
disability; 4) The Age Discrimination Act of .1,975, as airiended (42 USC ss.. 610.16107)
which prohibits discrimination ori the basis of age; 5) The Drug Abuse Office and
Treatrrwnt.Act ol 1 1972(PL,92-255),as arnended,,relating to nondiscriniination on the basis
of drug abuse; 6) The Comprehensive Alcohol Abuse and Alcoholism Prevention,
Treatrnera and Rehabilitation Act of 1970 (PL, 91-616), as aniended,, relating to
nondiscrimination on the basis of alcohol abuse or aleoholisrn,; 7) The Public Llealt1l
Service Act of 1912, ss. 523 and 527 (42 USC ss. 690dd-3 and 290ee-3), as arnended,
relating to confidentiality of alcohol and drug abuse patient, rccords; 8) Title V111 of the
Civil Rights Act of 1968 (42 LJSC s, 3601 et seq.), as arnended,, relating to
nondiscrimination in the sale, rental or financing of housing; 9) The Americans with
Disabilities Act of 1990 (42 1_JSC, s, 12101 Note),, as may be aniended. from time to time,
relating to nondiscriunination on the basis of disability, 10) Monroe County Code Chapter
14, Article 11, which prohibits discrimination on the basis of" race, c(flor, sex, relligion,
national origin, ancestry, sexual orientation, gender identity or expression, familial status
or age; 11) The Pregnant Workers Fairness Act(PWF'A) pursuant to 42 LJ�S�C% 20OOgg et
seep.;and 12)Any other nondiscrimination provisions in any Federal or state statutes which
may apply to the parties to, ar the subJect matter of, this Agreement.
31) IF-Verify Requirements
Effective January 1, 2021, public and private employers, contractors avid subcontractors
must require registration with, and use of the E-verify systern in order to verify the work
authorization statues of.'all newly hired emph-)yees, Contractor acknowledges and agrees to
utilize the U.S. Department of Homeland SeCLErity's E-Verily System to verify the
employment eligibility of-
a) All persons ernployed by Contractor to perforni employment duties within Florida
during the term cat`the contract; and
b) All persons (including subveii(lot-s/stibconsultaiiis/subcojitractoi,$) assigned by
Contractor to per1brin work Pursuant to the contract with the County. The
Contractor acknowledges and agrees that use cif the U.S.Department.of"Horrieland
Security's E-Verify Systern during the term of the contract is a condition of the
contract with the Coutity.
By entering into this Agreenient, the (..ontxactor becomes obligated to corwiply with the
provisions of Section 448.095, Florida Statutes, "Employrnew Eligibility," as amended
f'rofn firne to finle. 1"his includes, but is not firn ited to,„utilization of the E-Verily System to
verify tire work authorizafi4,�)n status of all newly hired employees, and recluiri.ng all
subcontractors to provide an affidavit to Contractor attesting that the subcontractor does
Page 12 of 15
not eiriploy,contract with, or subcontract with, an unauthorized alien. Contractor agrees to
maintain a copy ot'such affidavit for the duration of this Agreement. Failure to Comply
with this paragraph will result in the tennination of this Agreement as provided in Section
448.095, Florida Statutes, as amended, and Contractor may not be awarded as public
contract for at least. one (1) year after the date on which the .Agreernent was terminated.
Contractor will also he liable for any additional costs to ounty incurred as as result of the
termination of this Agreernerit in accordance with this Section. Upon executing this
Agreement, Contract(,ar will provide proof'of enrollment in E.-verify to the County.
32) Prohibited Telecommunications Equipment
Contractor represents and certifies that it and its applicable subcontractors do not and will
not use any equipment,systern.,or service that uses covered telecommunications equipment
or services as a substantial or essential component of any system, or as critical. technology
as part ofarry systern, as Such terms are used in 48 CFR §§ 52.204-,24 through 52.204-26,
By executing this Agreement, Contractor represents and certifies that Contractor aird its
applicable su bcon tractors rnust not provide or use such covered telce onirn un i cations
equiprnent, syston, or services for any scope of work performed for the County f(--)r the
entire duration of th is Agreement. It'Contractor is notified of any use or provisions ol'such
covered telecomm ri nica(ions equipment, systern, or services by a subcontractor at any tier
or by any other source, Contractor must promptly report the infim-mation in 40 (34R §
51204-25(d)(2)to County,
33) Antitrust Violations; Denial or Revocation tinder Section 287.137, Florida Statutes
Ilursuant to Section 287,137, Florida Statutes, as may, be amended, a person or an affiliate
who has been placed on the antitrust violator vendor list (electronically published and
updated quarterly by the State of Florida)following a conviction or being held civilly liable
for an antitrust violation may not submit a bid, proposal, or reply for any new contract to
provide any goods or services to a PUblic entity; may not submit a bid, proposal, or reply
for a new contract with as public entity for the constructic)n or repair of a public building or
public work,-, rnay not submit a bid,proposal, or reply on new leases of real property to a
public entity; aray not be awarded or perforin work as a contractor, supplier, subCOntractor,
or consultant under,a.new contract with an public entity; and may nor transact new business
with a public entity. By entering this Agreetrient, Contractor certifies neither it nor its
affiliate(s) are on the antitrust violator vendor list at the tirrie of entering this Agreement,
False certification Linder this paragraph or being subsequently added to that list will result
in terinination of this Agreement, at the option of the County consistent with Section
287.137, Florida Statutes, as amended.
34) No Personal Liability
No covenant or agreement contained herein shall be deenaed to be a covenant or agreement
of any member, officer, agent or employee of' Monroe County in his or her individual
capacity, and no member, officer, agent or employee of Monroe County shall be liable
personally on this Agreement or be subject to any personal liability or accountability by
reason of the exccution of this.Agreernent.
35) Merger; Amend ment
This Agreement cotistitutes the crifire Agreement between the Contractor and the County,
and negotiations and oral understandings between the parties are merged herein. This
Agreement can be supplemented and/or,amended only by as written document executed by
both the Contractor and authorized designees ofthe County. The County Adniinistrator, or
designee, rnay administratively approve and execute, on behalf of the (.`,ounty, an
arnendment to this Agreement that does riot exceed the total value of$100,,000.00; any
amendment with an Value above $100,000.00 must be formally approved by the Moriroe
C,'ounty Board of County Commissioners,
Page 13 of 15
36) Interpretation
The titles and headings contained in this Agreement are for reference purposes only and
will not in any way affect the meaning or interpretation of this Agreement. All personal
pronouns used in this Agreement include the other gender, and the singular includes the
plural, and vice versa,unless the context otherwise requires. Terms such as"herein"refer
W this Agreement as a whole and not to any particular sentence, paragraph, or section
UJ :* Here they appear, unless the context otherwise requires. Whenever reference is made to
section or article of this Agreement, such reference is to the section or article as a whole,
3acluding all subsections thereof,unless the reference is made to a particular subsection or
xw..,,,�%bbparagraph of such section or article. Any reference to "days" means calendar days,
('-,'CuBless otherwise expressly stated.
37) �oint Preparation
It is acknowledged that each party to this Agreement had the opportunity to be represented
by counsel in the preparation of this Agreement and accordingly the rule that a contract
will be interpreted strictly against the party preparing same does not apply herein due to
the joint contributions of both parties.
38) Severability; Waiver of Provisions
Any provision in this Agreement that is prohibited or unenforceable in any jurisdiction
will, as to that jurisdiction, be ineffective to the extent of such prohibition or
unenforceability without invalidating the remaining provisions hereof or affecting the
validity or enforceability of such provisions in any other jurisdiction.The non-enforcement
of any provision by either party will not constitute a waiver of that provision nor will it
affect the enforceability of that provision or of the remainder of this Agreement.
39) Signatory Authority
Upon request, the Contractor must provide the County with copies of requisite
documentation evidencing that the signatory for Contractor has the authority to enter into
this Agreement.
40) Counterparts and Multiple Originals.
This Agreement may be executed in multiple originals, and may be executed in
counterparts, each of which is hereby deemed to be an original, but all of which, taken
together, constitutes one and the same agreement.
IN WITNESS WHEREOF, County and Contractor have executed this Agreement as of
the date first written above.
BOARD OF COUNTY COMMISSIONERS OF ONROE COUNT�,FL A:
Y K
By. r
M I .
J
James K. Scholl
(Sehest:,) ok, Clerk
Approved as to legal form & sufficiency:
--q
4c ��Meputy Clerk
M91111y signed by Eve M.Lewis
Eve M. Lewis Date:2025.06.30 1$D9:29-04W
Eve M.Lewis,Assistant County Attorney
[Contractor's signature to follow]
Page 14 of 15
CONTRACTOR: G.A. FOOD SERVICES OF PINELLAS COUNTY,LLC
d/b/a G.A.Food Services
Bye
Signatu
Ernest Kazmier, President
......... Print N,.., ,.,.,...
ame&Title
STATE OF Florida
COUNTY OF Pinellas
The foregoing instrument was sworn to/affirmed and acknowledged before me by
means ofXphysical presence or ❑ online notarization, this 2nd day of 4U�O 25.W, by
Ernest Kazmier __,-as President of G.A. Food Services
of She PinellasCs� r:t ,-1�6, a L'z A. Food Services, a Delaware Limited Liability Company.
�)sonally. ..., ori...ww me r has produced .. ............ _----- _......_ (type of
known to
identification as identiiica
m
Signature of Notary a Notary Public Slate of Florida
Dobra Debra Silvers My Commlaalon HH 875729
(Print& Stamp Co"' ably
Page 15 of 15
cou
00
Kevin Madok, CPA
o' RTS
A A
i M
....L.... Clerk of the Circuit Court& Comptroller— Monroe County, Florida
oz COVNSy
DATE: January 21, 2025
TO: Sheryl Graham, Director
Social Services
ATTN: Lourdes Francis, Administrator
Social Services
Kim Wilkes Wean, Sr. Administrator
Social Services
FROM: Liz Yongue, Deputy Clerk
SUBJECT: January 15, 2025 BOCC Meeting
The following item has been executed and added to the record:
C13 Contract No. AA2529 between the Alliance for Aging, Inc. ("Alliance") and
Monroe County Board of County Commissioners that reflects a new grant agreement for the
period of 01/01/2025 to 12/31/2025 and provides an award in the amount of$719,281.00 sourced
from Older Americans Act funding. This ratification is made retroactively effective as of January
1, 2025.
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 AA2529
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 to contractor for this purpose may designate a vendor,sub-grantee or sub-recipient,
the status to be further identified in ATTACHMENT 11, 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 1,2025,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 31,2025,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$719,281.00 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 IV.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.
Page 1 of 72
Contract Number AA2529
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.
6.13 The Provider,or agent acting for the Provider,may not use any federal funds received in connection with this
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.
63 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 170.1 10(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 I 1-116,
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 pet-forming 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, perfon-ned 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 1, Section Ill. Method of Payment.
T2.3. 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.
Page 2 of 72
Contract Number AA2529
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 119.011(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.
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.C2').
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 KS.and 215.4725,VS.,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.
8. 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
i rs.state.fl.us/doea/back �[mild, U111,
—... ....... 'E�knl 11 V
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
9.2 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.
9.1. 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 ally
other advice related to complaints other than termination,suspension or reduction in services that require the grievance
Page 3 of 72
Contract Number AA2529
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 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 areexempt, 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 I 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),RS.
IFTHE PROVIDER HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119,FLORIDA
STATUTES, TO THE PROVIDER'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS
CONTRACT,CONTACTTILE CUSTODIAN OF PUBLIC RECORDS AT:
Public Records Coordinator
Florida Department of Elder Affairs 4040 Esplanade Way
Tallahassee, Florida 32399
850-414-2342
dim a fiamukAxLdglu
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
I LL The Provider shall establish and maintain books,records and documents(including electronic storage media)
sufficient to reflect all assets,obligations,unobligated balances,incorne, 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
Page 4 of 72
Contract Number AA2529
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.
11A. 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.
1 L5. 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.
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.
123 The Provider shall establish procedures pursuant to federal law to handle complaints of discrimination involving
services or benefits through this contruct. 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 dul) authorized b) 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
Page 5 of 72
Contract Number AA2529
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 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 ATTACHMENTVII 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. The Alliance shall be included as an
additional insured on the provider's liability insurance policy or policies and a copy of the Certificate of Insurance
shall be provided annually or when any changes occur. The Provider accepts full 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 reserve the right to require
additional insurance as specified by this contract.
17.2 Throughout the term ofthis 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
Page 6 of 72
Contract Number AA2529
commensurate with the funds handled,the degree of risk as determined by the insurance company and consistent with
good business practices.
18. 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
211 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 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,
22.2 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 to 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:(I)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/In-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.
212 This contract shall remain binding upon the successors in interest of either the Provider or the Alliance.
24. Subcontracts
Page 7 of 72
Contract Number AA2529
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.
24A 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 minimum of every six years.
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 the 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 11A.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
perfon-nances 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.
Page 8 of 72
Contract Number AA2529
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
to 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),215A22,
Fla. Stat., and the Invoice Requirements of the Reference Guide for State Expenditures from the Department of
Financial Services at
/W. v..v..v.v. .1.r1..1iY_fl ori d3c fo_.corn/docs- . .ii 11
......... .. .............
s tat eex,"nijj t u res L)d 1'N fy ir s,n 12�1��0.337 6
............................-........... .............................. .................-1........
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.
28.4 The Provider and subcontractors shall provide units ofdeliverables,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 one use®
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), Messages, 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
Page 9 of 72
Contract Number AA2529
YouTube. This includes the transmission of social media through any cellular or online transmission via any
electronic,internet,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 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
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 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,
31.7 Assist DOEA with Comm unications.Contractors may be 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 finn 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
Page 10 of 72
Contract Number AA2529
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. Purchasin&.
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 set-vices 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
h.j.tj -//v�vww.r�e..$)c.,ct�offlo6d�ac)rty.
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.
343.1 IT`IS EXPRESSLY UNDERSTOOD AND AGREED THAT ANY ARTICLES WHICH ARE THE SUBJEC'r
OF, OR REQUIRED TO CARRY OUT, THIS CONTRACT SHALL BE PURCHASED FROM THE
CORPORATION IDENTIFIED UNDER CHAPTER 946, F.&, 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 CONTRA CT' 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
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
Page 11 of 72
Contract Number AA2529
attached to this contract(ATTACHMENT(H).
35. Patents.Corlvriehts.Rovalties
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 tinder
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 200.3 15.
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 all
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.
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 funds set aside to purchase the food items in or-der to ensure continuity of services
without interruptions in weather and no-weather related emergencies.
37. The PUR 1000 For is hereby incorporated by reference and available at:
hw.L !1�5�Adg F7740 PURl0()()jL(ff
——----------------In the event of any conflict between the PUR 1000 Form and any terms or conditions ofany contractor agreement terms or
conditions the contract shall take 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.
Page 12 of 72
Contract Number AA2529
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 party and takes all
reasonable efforts to cure the condition.
5® 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 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, rules 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(2 1)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 Alliance'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,
Page 13 of 72
Contract Number AA2529
The Alliance,upon receiving atimely 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 1. 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 fine, 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 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 to 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 tinder the contract.
533 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
Page 14 of 72
Contract Number AA2529
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 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;
Page 15 of 72
Contract Number AA2529
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, 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 1%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,
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
Page 16 of 72
Contract Number AA2529
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,
The Provider naeire,as shown on page I of this Social Services/ln-Home Services
A contract,and Mai ling.address of the official payee 1 100 Siononton Street,20 Floor
to ivhont the payment shall be made is: Key West;FL 33040
305-292-4510
Monroe County Board of County Commissioners,
The name of the contact person of the Provider and Social ServicesAii-Houle Services
B street address where financial and administrative 1100 Simonton Street,2°d Floor
records are maintained is; Key West,FL 33040
30.5-292-4510
Sheryl Graham
The name,address,and telephone number of the Monroe County Board of County Commissioners,
c Social Serviceslln-Home Services
representative of the Provider responsible for 1100 Simonton Street,21 Floor
administration of the program under this contract is: Key West,FL 33040
305-292.45 Id
Alliance for Aging,Inc.
The section and location within the AAA where Fiscal Department
d Requests for Payment and Reccipt and Expenditure 760 NW 107th Avenue,Suite 214
forms are to be rnailed is: Miami,Florida 33172-3 t 55_
305-670-6500
Contract Monitor
e The naive,address;and telephone number of the Alliance for Aging,Inc.
Contract Manager for the AAA for this contract is: 760 NW 107th Avenue,Suite 214
Miami,Florida 33172-3155
305-670-6500
Upon change of representatives(names;addresses,telephone numbers)by either part),,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 tenets and-conditions agreed,upon by the .Parties. There are no provisions; tennis; 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:
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;SOCIA L
SERVICES IN-HOME SERVICES ALLIANCE FOR AGING,INC.
SIGNED BY: Digitally signed SiGNED BY:Max8 R0ihmantJa06,20251447ESTt
ChrMin by Christine X
NAME: Hurley NAME: MAX B. ROTHMAN,JD,LL.M: �w
e Hurle Date:2025.0 .02TITLE: TiTL.E: PRESIDENT EO c
09:59:58 05'00'
DATE: DATE: art 6,2025 cp - O
. A;,,tovud as a,k-pi roan,Ju8}aanay
<` Page 17 of72
C
*:. . Board of County Commissioners t` crt y
Ev4.M.r4w At# t I vin Madok,'Clerk
AuLmmit County A„omey f Monroe County, Fl rid
oit�:,,L2 7r 24
Mayor Ja a oll w A§ peaty Clerk
Contract Number AA2529
INDEX TO CONTRACT ATTACHMENTS
ArrACHMENT A,rTACHMENTI)ESCRIPTION
——------- —------------ATTAC;V-VME NT STATEMENT OF WORK
Arl'ACHMENT19 FINANCIAL COMPLIANCE AUDITA'"I'TACHMENT
ATTACHMENT191 CERTTFICATIONS AND ASSURANCES
ATTACHMEN'I'VI ASSURANCES -NON-CONSTRUCTION PROGRAMS
............
ATTACHMENT'VII BUDGET'SUMMARY BY SERVICE ANEW 111,E
........... ............
ATTACHMENTVIII INVOICE REPOR,r SCHEDULE
ATTACHMENT IX REQUEST'FOR PAYMENT
.......................................................................I.................................... ...............
Al"TACTIMENT X, RECEIPTS AND EXPENDITURES, FOR ALL OAA TIT'LES
Emimrr I
WF7 C-/�T I--I M E_NTX, RECEIP,rS AND EXPENDI-l"URES, FOR NSIP
EXHIBIT"
........................................................................... ....................................................................
ATl`A(.'.TlMENT X, PROVIDER MONTHLY MEALS REPORT,FOR NSIP
EXHIBIT 3
ATTACHMENTB DEPARTMENT OF ELDER AFFAIRS' CIVIL RIGHT'S COMPLIANCE
CHECKLISTANEW INST'RUCTIONS
—----------------------------
ATTACHMENT 1) BACKGROUND SCREENING.-AFFIDAVIT OF COMPLIANCE
ATTACHMENTF DATA PRIVACY&SECURITY BUSINESS ASSOCIATE AGREEMENT'
ATTACHMENT G ADRC POLICY AND PROCEDURES FOR OUTSOURCED FUNCTIONS
ATTACHMENTI-I CERTIFIED MINORITY BUSINESS SUBCONTRACTOR EXPENSE ESE POR"r
((-,'MBE)
Page 18 of 72
Contract Number AA2529
ATTACHMENT I
ALLIANCE FOR AGING, INC.
STATEMENT OF WORK
OLDER AMERICANS ACT
SECTION 1: SERVICESTO BE PROVIDED
A. ALLIANCE FOR AGING,INC. MISSION s-rATEMENT
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 DOER.
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 I...iving set for the Title IIID 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("A)I.,")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 Linder 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;
Page 19 of 72
Contract Number AA2529
b. Older Americans Act of 1965,as amended 2016;
c. 42 US.C. §303,42 U.S.C. §604;
d. Rule 58A-1, Florida Administrative Code (FAO);
e. Section 430.101, Florida Statutes(F.S.); and
f. DOEA Programs and Services Handbook,
[111p.,bwwv�.La�fiancef�oraging.,l, g( -documents
2.1a -------
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-tenn 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 11113, Supportive Services,Client Eligibility
a. Individuals age 60 or older
2.2 OAA Title I I IC I,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;
Page 20 of 72
Contract Number AA2529
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.
2.3 OAA Title IIIC2,Home Delivered Nutrition Services
In addition to meeting the general nutrition services eligibility requirements listed in ATTACHMENT 1,
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 rneals 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. Pei-sons 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 IIICI 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. I-lave a disabling illness or physical condition requiring nutritional support or have been screened at a high
nutritional risk.
2.5 OAA Title HID, 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 to "frail"in OAA,as per ATTACHMENT 1,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.
Page 21 of 72
Contract Number AA2529
SECTION 11—MANNER OF SERVICE PROVISION
A. Sery ice'casks
To achieve the goals of the OAA program,the Provider shall ensure the following tasks:
L 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
4J Eligibility Criteria
Entities must meet the following criteria to be eligible for program participation:
4.1.I 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 rneals and is under the jurisdiction,control,management and
audit authority of the Area Agency on Aging and the Department.
42 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.I 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;
43.2 Provides a minimum of 33 11 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
433 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 ofthe OAA.
NSIP funds must be used to expand meal services to older adults.
5. Monitoring the performance Of its Subcontractors an&or vendors
6. Comply with the Alliance's Nutrition policies and procedures
Page 22 of 72
Contract Number AA2529
B. Staffing Requirements
1. Staffing Levels
The Provider shall assign its own administrative and support staff as needed to perform the tasks, responsibilities
and duties Linder 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
firnes 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 shall notify the Alliance'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.
Page 23 of 72
Contract Number AA2529
The Provider shal I 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:
a. Supportive Services(11113 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)'I'ransportation
(8) Escort (17)Specialized Medical Equipment, Svs,and Supplies
(9) Flomemaker
(10) Medical Equipment,Services,and Supplies
b. Congregate Nutrition Services(11110 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(1111C2 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 or Hot)
(2) Emergency Shelf Stable Meals
(3) Screening&Assessment
(4) Nutrition education
(5) Nutrition Counseling
d. Disease Prevention and Health promotion Services(if[D 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
Page 24 of 72
Contract Number AA2529
e. Caregiver Support Services(III E 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 Train i ng/S upport(individual&Group)
(3) Respite Services(Home& Facility)
(4) Screen ing/Assessment
f. Caregiver Support Supplemental Services(IIIES Program)
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 H.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 Vil.
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.
Page 25 of 72
Contract Number AA2529
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 fbr 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 a withholding of invoice payment.
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;
b. A detailed plan on how the surplus or deficit spending exceeding the I 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.
1 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 I —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 cCIRTS 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 101"of the current contract year.The Provider shall provide a new success story,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 rninnIlUrn,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.
Page 26 of 72
Contract Number AA2529
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 in accordance with Section 3A of this contract. Invoices
submitted in accordance with Section 3.4 of this contract will riot be paid unless the Programmatic reports are
submitted with the billing. The Alliance Conti-act 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 CIRTS data 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,
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 E13DPHP services (e.g.,
minirnurn or maximum number of participants) before the end of the workshop. At the discretion of the
Alliance Contract Manager, the service may be reimbursed tinder this contract; however, if the 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. 'rhe 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.
8. 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 Prograin (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 1, Section 1.4.1 of this contract.The Provider shall compile and report
Page 27 of 72
Contract NUrnber AA2529
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 I to
September 3 01h. The FELP Report includes the following areas:
a. Cases and Client Information
b. OAAP Complaint Case Report A
C. Case Examples
rl. 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 submitted 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:
"The Provider shall ensure,on a monthly basis,collection and maintenance of client and service information in eCIR"rs
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.
1 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.
Q. 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. ILD of this contract;
b. The Provider shall maintain all information described in Section I I 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 VI I I 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.
Page 28 of 72
Contract Number AA2529
2. Criteria
a. 66%of new service recipients with high-risk nutrition scores will improve their nutritional status.
b. 650,,6 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;
& Review of independent auditor's Compliance Reports,if'applicable.
e. Review of Independent Auditors Financial Report or third party compilation
f Review of third-party 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. L,imited-scope reviews;and
L Other procedures as deemed necessary.
G. Provider Responsibilities
1. 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.
1 Coordination with Other Providers and/or Entities:
Notwithstanding those services for which the Provider is held accountable involve coordination with other entities in
perfon-ning 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.
1-1. Alliance Responsibilities
1. 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 11.
2. Alliance Determinations:
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 Ill. METHOD OF PAVMENT
A. Payment Methods Used
The Method of Payment for this contract is a combination of fixed fec)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 11 and in accordance with other terms and conditions of the
contract.
Page 29 of 72
Contract Number AA2529
I. 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 1h)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 I 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
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:
I. 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
Vill;
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,avid the Department of Financial Services,or other authorized state and federal personnel upon request;and
Page 30 of 72
Contract Number AA2529
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 Vill. 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:
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 ILC and IILD, 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 a financial penalty up to the lower of$25,000 or 5"o 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.
Page 31 of 72
Contract Number AA2529
c. Failure to comply with established assessment and prioritization criteria as per Section II.A 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 100/6 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 X11),and/or failure to submit required documentation 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 10g6 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 financial
consequence of the lower of$50,000 or 10%and may be calculated on the totality of alliance funded
IV. SPECIAL PROVISIONS
A. Provider's Financial Obligations
I. 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 111D. 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 property 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.
Page 32 of 72
Contract Number AA2529
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. In 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 1,Section 11 of this contract -- Failure to comply
with established assessment and prioritization criteria as evidenced by eCRITS reports.
b. Services and units of services as referenced in Attachment 1,Section 11 of this contract—Failure to provider services
in accordance with the current DEOA Handbook
c. Administrative duties as referenced in Attachment 1, 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 provided by 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
Page 33 of 72
Contract Number AA2529
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 h t-s, wwWsgQ hpq� P.m.gL Jce-iridex/consunle[- .-index.. D,.htm#
_ZqQn,5 rl�...111...............
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 reason(s) 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.
Page 34 of 72
Contract Number AA2529
ATTACHMENT 11
ATTACHMENT 11
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 andbr the Department as described in this section.
® 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 Provideragrees to comply with any additional instructions provided by the
Alliance and/or the 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 1: FEDERALLV FUNDED
This part is applicable ifthe provider is State or local government or a non-profit organization as defined in OMB Circular A-
133, 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 this
agreement indicates federal resources awarded through the Alliance by this agreement. In determining the federal awards
expended in its fiscal year, the Provider shall consider all sources of Federal awards, including federal resources received
from the A I I i an c e. The determination of amounts of Federal awards expended should be in accordance with the guidelines
established by 2 C F R Part 2 0 0. An audit of the Provider 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 of 2 C F R P a r t 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.
Page 35 of 72
Contract Number AA2529
PART 1111: STATE FUNDED
This part is applicable ifthe Provider is a non-state entity as defined by s.21 5.97(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. 21 5.97(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 riot otherwise disclosed as required by Rule 691-5,003,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 docurrient and pursuant to law.
If. PART111: 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 107" Avenue
Suite 214
Miami, FL 33172
Page 36 of 72
Contract Number AA2529
For fiscal year 2013 and earlier to the Federal Audit Clearinghouse designated in 2 CFR §200.36 at the following address:
Federal Audit Clearinghouse
Bureau of the CeFISUS 1201
East 10"' Street
Jeffersonville, IN 47132
For fiscal year 2014 and later, pursuant to 2 CFR §200.5 12, the reporting package and the data collection form must be
submitted electronically to the Federal Audit Clearinghouse.
Pursuant to 2 CFR§200,5 12,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, FI, 33172
Additionally, copies of financial reporting packages required by this contract's Financial Compliance Audit Attachment,
Part If shall be submitted by or on behalf of the Provider directly to each of the following:
'rhe Florida Department of Elder Affairs, via the Alliance, at the following address:
Alliance for Aging,Inc.
Aftn- Fiscal Department
760 NW 10711 Avenue
Suite 214
Miami, Ff., 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 ofthe 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 dernonstrating 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,
Page 37 of 72
Contract Number AA2529
ATTACHMENT If
FINANCIAL, AND COMPLIANCE AUDIT ATTACHMENT
EXHIBrr I
PART 1: AUDITRELATIONSHIP 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 11 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 CFR Part§200.38 and/ors.215.97,F.&
R.ecipient/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, fbr-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].
PARTII: 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 §200.20 1- 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-.41 1-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 CUR Part §200.100-Administrative Requirements
Page 38 of 72
Contract Number AA2529
2 CFR Part §200.500-Audit Requirements Reference Guide for State Expenditures
Other fiscal requirements set forth in program laws,roles and regulations
*Some Federal programs may be exempted from compliance with the Cost Principles Circulars as noted in the 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.
S'I'A'I'E FINANCIAL ASS IS'I'ANCE. 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. StaL
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
III
The Remainder of This Page Left Intentionally Blank
Page 39 of 72
Contract NUmber AA2529
A-rTA,CHMENT If
FINANCIAL, AND COMPLIANCE AUDIT ATTACHMENT
EXHIBIT 2-FLINDING SUMMARY
LLIg;_'I'itle2CFIZ§200.331,asrevised,and s.215.97.,I-'.S.,requjirethat information aboutFederal Progranisand StateProjeos included in
ATTACHMENT IL, Exhibit l be provided to the recipient,tnibanation contained ri a prediefion of funding;sources and related aimounts based on the contract
budget.
L, FEDERAI..,Rl*-"SOL.JitC ES AWARI')Ell),r,o'6'1-NESI-JBRECIPIENI'lIUR.SIJAN'l"l'()'t'I-IISCON'IRAC'I'(,'ONSRS'1'01-"I'l-ir-,
FOLLOWrNG:
PROGRA',%I'H'1'1'1,E FUND UR FUNDING SOC E' CFDA ANIOUNT
......----------------—--—-----------------
01deir Anredums Act U,S, I icahli and Hurnan Sem ices 93.044 $69.21 LOO
"Fide H113 Supp rt Services__________.__....._.._........._.
-1-................. --------------------- .....................---------- ——--------
Older Arnericans Act U,S. Health and I luman Services 93.045 $138.000.00
Tide H[Cl Congregate Meals ...................................................—
01deir Americans Act LVS,I Icalth and I luman Services 93.045 $238,000A()
Tide 119C2- ome H Defivered Meads
........................................................... ............................................................................--..............................................................................................................................................................................................................
Mer Arnericarrs,Act (J,S, I fealth and Human Services 91043 $29.450,00
Tide HID
.......................I'll..........111.1............................................................................................... ........................................................
CDlder Americans Act $L)K2)%00
Title 111E. Carcgiver Support Services
U.S, Heakh,and HU[Ykarl Ser%ices 91052 $30,000DO
'ride III 1EGfl--Caregrver Support Services $78360�00
ride 111 f.,S C Services
................... ........ .... ... ...................................................................................................................................
cr Americans Act U.S. Health and Human Services 93.053
Nutrition Services Incentive Pro rarn
......TOTAL FEDERA L A WA RD
.................................. ...... .............................................
COMPLIANCE RL"QUIRL"MEN'l S APPLACABLE T'01411L F'EDERAI RESOURCES AWARDED PURSUANTTOTHIS CONTRACT
ARF'AS FOLLOWS:
IIDMAL-LLIN12SL
2 CFR Part 200-Wirforim Adrnairnistrati®e ReqUireTYRCMS.. Cost Principlcs,and Audit Requirements for Federal Awards.OMB Circular A-133-
Audits of'States.Locvd Governments,and Non Profit Organizations
2. STATE RESOURCES AWARDEA3TOTHL'RECIPIEN'r PUIISUAr,4'1"1'0'1'ilISCON'1'1]kAC'I'CONSIS"FOIFTHE FOLLOWING�
MATCIHNG RESOUCES FOR F1:lX.`,RAL PROGRAMS
PROGRAM'ITHAH, FUNDFNG SOURCE CFDA AMN.JNT
......................................................
TOTAL STATE AWARD
STA,rE HNANCIAL ASSFrANCE SLJBJECTT0 sec.215,97,KS,
..............................................................PROGRAM TITLE FUNDING SOURCE� CFDA AMOUNT
......................................................................................................................... ......
-----------------------------
COMPLAANCE Rl"'QtHREMENTS AD PLACABL[-,� 1-0 STNTE RESO[JRCFS AWARDED PLJRS1JANTT0'rF[#S CONTRACT ARE AS
FOL,LOWS:
Section 2[5.97,F.S., Chapter 6911.5, F.A.C., Refcrence Guide for State["xpertditures,Other FiLwal requirements set forth in program la,,%s,mules and regulations.
Page 40 of 72
Contract Number AA2529
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 9 CFR Part 95 and 45 CEB fart 751
B. Certification '29 CFR Part 93 and 45 CFR P-Lt23
C. Nondiscrini i nation & E_quall 0 nortunity Assurance f29 CFR Part 37 and 45 CFRyart 80
1). CerlificationR ear diny tiblic Entity Crimes,section 287.133 F.S.
E. Association of Corrtr tr i r aniratioras for Reform Now (ACORN) Funding Restrictions
Assurance LPub.L. 1 11-1 17)
F. Certification Rog-ardling Rerutinized Companies Lists section 287,131.5, F.S.
G. Certificaii,i: Data lip iliance for C".orttracts A1reeinents Grants Loans
-J
and
H. Verification of EMpI21ment Status Certification
I® Records and Documentation
J. Certification Reording Insviection 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 forcornmission of fraud or a criminal offense in connection with obtaining,attempting too tain,
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 ernbezzlement,theft, forgery,bribery, falsiflcation 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 cornmission of any of the offenses entirnerated 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 Linder grants, loans and cooperative
agreements) and that all sub recipients and contractors shall provide this certification accordingly.
Page 41 of 72
Contract Number AA2529
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 atte►rrpting 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► raking 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.
lfany 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 su►bmit 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 tinder 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 SLIC11 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 tire following laws:
1. Section 188 of the Workforce Investment Act of 1998 (WIA), (Pub. L. 105-220), which prohibits
ch scrim i nation 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 i►m►migrant 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 tote Regulation of the Department of Health and Human Services(45 CFI Part 80),to the end that,
in accordance with'Title V1 of that Act and the Regulation, no person in the United States shall, on the ground
of race, color, or national origin, be excluded froin participation► in, be denied the benefits of,or be otherwise
su►bjected to disc;ri►urination tinder any program► or activity for which the Applicant receives Federal financial
assistance from the Department.
3. Section 504 ofthe Rehabilitation Act of 1973 (Pub, L. 93-112) as amended, and all requirements imposed by
or pursuant to the Regulation of the Department of Health and Hurnan 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 tinder any program or activity for which the Applicant
receives Federal financial assistance from the Department.
4.The Age Discri►uination Act of 1975 (Pub, I_ 94-135), as a►r►ended, a►id all requ►ire►ments imposed by or
pursuant to the Regulation of the Department of Health and Hunan Services(45 CFR Pa►°t 91),to the end that,
Page 42 of 72
Contract Number AA2529
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 Linder 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. 92-3 18), 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 frorn the
Department,
6.The Arnerican 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 employrnent-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-Fitle 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 DO EA 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,norany person oraffiliate of F ovider,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 tinder Pub, L. I I 1-117 are available tinder the conditions provided by Pub, L. I I 1-117.
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 Linder 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 requirement,,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
Petroleufn Energy Sector List, and that it does riot 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 I-nay Subject
Provider to civil penalties,attorney's ices,and/or costs.
Page 43 of 72
Contract Number AA2529
If Provider is unable to certify any of the statements in this certification, Provider shall 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 tinder 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. Managetnent 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 Calculate(],have been assessed
art(] verified to be capable of processing data accurately, including year-date dependent data. For those
systems identified to be non-coiripl iant, Provider will take irmuediate 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 ofprocessing 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 frorn 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 Linder this contract warrant their policies and
procedures include a disaster plan to provide for service delivery to continue in case of an emergency
including ernergencies arising from data integrity compliance issues.
H. VERIFICATION OF EMPLAC}YMENTSTATUS CEWI'IFICATION
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 CFTC Part 200, and 215 (formerly OMB Circular A-] I 0).
I. RECORDS AND DOCUMENTATION
The Provider agrees to make available to Department staff and/or any party designated by the Department any
Page 44 of 72
Contract Number AA2529
and all contract related records and docurnentation.The Provider shall ensure the collection and maintenance of
all program related information and dOCUnientation on any such system designated by the Department.
Maintenance includes valid exports and backups of all data and systerns 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 l 19.0701(3) and (4)
F.S., and any other applicable law, ifacivil action is commenced as contemplated by Section 119.070 1(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 Departnient, 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 119.01(3), RS.,states if public funds are expanded 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 rnernbership 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 Zprovide 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 agreernents (if
applicable).
By signing below, Provider certifies the representations outlined in parts A through J above, are true and correct.
1100 Simonton Street.2"' Floor
.au............ignatureand fid t orized Representative Street Address
Monroe County Board of County Commissioners,
Social Services/In-Home ServicesKe West FL 33040
.................. -4214a
Provider Name Date City,State,Zip code
Page 45 of 72
Contract Number AA2529
ATTACHMENT V1
ASSURANCES—NON-CONSTRUCTION PROGRAMS
Public reporting burden for this collection of information is estimated to average 45 minutes per response, including tirne
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.
I. 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.
1 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)'Fitle 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; (t) 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 Vill orthe Civil Rights Act of]968(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 (j) 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"I"itles I I and 111 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 46 of 72
Contract Number AA2529
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
environmental 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 Linder the Coastal Zone Managerrient Act
of 1972 (16 U.S.C. 1451 et seq.); (0 conformity of Federal actions to State (Clear Air) Implementation Plans tinder
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 Linder the Safe Drinking Water Act of 1974, as amended,(P.L.93-523);and (h) protection
of endangered species Linder the Endangered Species Act of 1973,as arnended,(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.
11 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(16t.).S.C.469a-I et seq.).
14. Will comply with PJ_93-348 regarding the protection Offnimansubjects involved in research,development,and related
activities supported by this award of assistance.
I.S. 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
..........
APPLICANT ORGANIZATION DATIE'SUBMI'T'I ED
Monroe County Board of County Commissioners,Social 12,1
Services/in-Home Services
Page 47 of 72
Contract Number AA2529
ATTACHMENT V11
CONTRACT BUDGET SUMMARY BY SERVICE AND TITLE
eCIRTS SUMMARY FOR THE AGENCY
Re nA R!jk!—B - nty Wide Total
Service Maxima Maximum maximm Maxima Maximum Maximum Maximum Maximum
Program Services to be Provided Unit Me Umb of Dollars Unift,of Dollars Units of DoUsix Units of Dollars
Service Service Service
................... .................................. .... .............-I.1 8 S...............4...4 It..0..0,0..-
2.. ---22!I� At ............................
A, sr '00 173 4 80
_M .......
hle
as Coone W aa�:_
,U&m't�jC:f DOU
Service
362 13,7 S 27,520,00
..................... ..............
$ 45.00 .......... 5,760,00 3 J?,760 00 612 S 27,520 00
............. .................. ............. ......................per
0A3D Screening&Assessment 29 5, 58 S 5211.00
'no ll $ 15.00 4,410 66,150,00 AAIR. 15
............ ....................................................
C. $ 15.00 ....... ............................. .......... .................
Meals Guest
C ........... .......... .......................
C."o ..........
........... $ 750,, 1(X) 1,500 Of?
....... .................... .......Nutrition Education S 2.25 133 300.00 133 .......30,,00 267 S 600 W
.......... ...... .......--------- .................. ......................................
03CI N
,- m !��5!Lns�.......... .................. .................. ......... A
03CI Congregate Meals,Screening S 45�00 33 1,5*00 33 IMDD� 67 S 3,00000
T 10.00 10,711 0771 '$ 123477 DO 23,058 & 230,594 00
77-2 W.-T—Debyered Meals F,.. 07.00
......................... ...............................
-6idE,ma,p..y Haane Delivered ShcW' Mcals $ 15.00 60 900.00 67 7 , - 127 & 1,900A
(na. .................. ---------
03C2 Nutrilron Edecatillm S 2.25 133 3 X00 sI 311 $ 700�00
Nuinh-o n C.....
...........h.......... 'S 4000W 7 $ 700(K)F
...... .... .... .... '95- .................
173C2..........!crcening&Assessment 91.00 21 I.M,00 2 2.23 00 46 S 4,116.00
60 160 S 24,00000
2A31) Chronic Disease Self Management $ 2,651.67 2 5,450,00 2 S 5,450-00
- 220 S 44,04000
CBA3E lies
PA��.........mnirpsy,pme-..................................................... .2 W
l.—.- 77,�,Rqsl
!j=7 7�'777-
635 S 28,560.00
.......... ............... . ... ..................
3000000 7
33� 32ODDOO 4,133 S 62,000A)
2A3E 91-10 1 996-00 1 18 S 1,660A10
.98 S
10,
............. 0W 00
.......
2A3EG Home Delivered Meals $ 7 2000 2000000 2(w S 20„W00
500 500 S 20,00000
40 W ..........__!q. . ... ................................................................
I'm-
ced Chore 161 7 161 $45,w
2J9n-'.Ms. .............................. Cost ie�m� 15 S 15,000.00
............
OA3ES Hous In nt Cost Reirim
19'a TRTYST� .................---...................- Cost Re------------------ --—----------
�ip-e-c-rahzed Medical Eqff menu&Suppliesbb .. ........................................
21,110()0 S 21,110.00
T—OTAL— $295691.50 1295 7994W _.n37j8l0.00 S 719,281 00
Page 48 of 72
Contract Number AA2529
ATTACHMENT VIll
OLDER AMERICANS ACT CONTRACTREPORT 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
to 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#1 for Advance Basis Agreements cannot be submitted to the Department of
Financial Services(DFS)prior to January I 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, I of the report(ATTACHMENT
IX).
Note#3: 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 49 of 72
Contract Number AA2529
ATTACHMENT IX
REQUEST FOR PAYMENT
FORM 106
OLDER AMERICANS ACT I NSIP
TYPE OF REPURF�
PROVO)ER NAME,ADDRESS,PHONE&FED M NUMBER co't'acl 0
Narnei........-........................................
Pmv,dvAdtPe%s
.............. ...................
Ste asps
CERIFICANON
Pnppwod ............ ........................................................................... Dato.................. Aplivw)WOO ey Date .................
BUDGET SUMMARY q3 ut WE NCM TOTAL
a con con
'UMT............................... ................——-----
AZV C—tr-t A.. W 00
........... . ..... ------
— ---------Pi--.M—th YTi'Tn.�-; 0 no Ono 0 001
....................................................... —-------
F. klcnp4gnd�M Contract Bafance 00
...... ........ 1500
Cv,Tvnt ---------- ............... 60.0
Lens Ctwta hhntJh Ad Pi b.ialk fl 00 a VIV a au 0 7
=�.— - I--mll.............. Q
Comracled Funds Req !,aed fa,A. G2.00 mal 0 W 0,00 000
P'b al I nab 1qQ p F—.P.—M rn ewA- ?MA
Page 50 of 72
Contract NUmber AA2529
ATTACHMENT X
EXHIBIT I
RECEIPTS&UNIT COST REPORT
OAA SubTftle 111-B
�q!AqY............
ADDRESS. fa -#and KOU ION
......................
A.!2 x Re-W--,—dPe—r-i ..........6..................A.. :
kD 0AAH11,Ci
OAA M C2 �C..Mml Pw�wd
'AA IN 0
'AA H-E R"� iF�61.d
-7-5
--rYwNdnes ------------ ................................ ...........
' RN
MR b-1&my -_1d MIT. �e.wefa'pu.v
nw a"'d..a..
by Dak,,_......... ...........
0
0
0
WOMEIRECEIPTS A Approv*.d Budget 6 AtftjW Taint Billing r 71 t Offlino D %of Approvo,0 PviorMo.VID
1!14 V��,
FedeifW Furdi
.................. ............. ..........................
�m"rw A
Ca0 MWch(009,CA,C2,Wfl
SUBT01AL Cash Rec6pfs
.......................
Locai F�nKmd maich .............. OD AD,
TOTAL,RECEWITS S
Biflabk Unlit C(mt Report Unduplicatild Ckents Sevved
(pj)i (Eli (A
Berme conlyact BMab* UnLftte ArnouiptEavv Y-T-0 WJ'D cu"evit MuMh YJ D
Code Amounk U. M1 Pvwx W111W Elllkab e iUndup Ckents Undiop OmnU P,i.AMaWh YTO M.,Writh
unk- Coot.........._Svwd _S&Ned YTD St
$ - A
-� L— S ---—--
........................................ ..................... .....................................
--------- ---—------
... ....... ................5.............
.... .. ......................-------- ---
................
C o z I Re�mb S S
H_0
MARE Cost R6nib. $ S
� _j_ ................................... ...... .............._...................
6ii ............
—------.......
.................. ................. .......................................................
...................................
Total S
PSA 0 1 0 OAA NSP Farm Revwd IDw dmbw 2024
Page 51 of 72
Contract Number AA2529
ATTACHMENT X
EXHIBIT2
RECElPTS AW)EXPENOTTUf&REPORT
NSIP
PROVIDER NAME,ADDRESS,PFlONF.# PRrXAM FUNDING SWRCE
0
0 Pol-d— --------- -------------
0 -------
0
Cocsraty
..........
FIR NEON I cer*Co ft t of av M Fmise and bete that s r Us ooryp e a 2H eaW am kx purposP-qsai hxth
h tW mitay-ft
prk"pared by: ............................ A;gwaved tar ._...................................................... Date.........................................
(Sigrotwe)
...................................
PREVOUSYTDUNIM
........Cl .U"-7.-Zwol ira .: -Fmn.� Eff/rwff"
OAA Fumled Ane aka LINFI'S u 0 0 0 10----------
----------- ..................................... ................................ ----------
LSP Fun*xl Meals WATS T—
.................................
NDP Raided is UNUS 0 .... 0
............... ................................. ..........................
r0al Fur4od vews uNrTs 0 0 0 0 0 0
Lm I times$72 cents Gres Weal $000 ...............................................................................................
uU[�MID�F-iww&
MTD Total Expavil res SC4�00 �M TdA E�Lw,,!14u'4 a 1:1 $0�f
.....................................................................
CONTRACT SUMMARY
Approved Cuitract Amunt
Actual ExperWhures km em Repxt
Total Expendtures Year to Date [:::::::y�-00 �
ConbW f3alanep
Shotdd recrxmW-to C1 md C2 units WiLd tow die n ___riot --- ........................
............................................................................... -—---------------
...............
PSA,M OAA WF F—,Ft—�D�,.i-2024
Page 52 of 72
Contract Number AA2529
ATTACHMENT
XfU
PSAIPROVIDER MONTHLY MEALS REPORT
PSA Number 21
Month of Report 0
Number of days served this month
Total number of meals,regardless of funding source,served to:
-all persons 60 years of age or older and their spouses„regardless of age
-volunteers,regardless of age,who provider services during meal hours on a Regular basis
-handicapped or disabled individuals residing in housing facilities occupied primarily by
elderly at which congregate meal services were provider during the month.
Provider Name Congregate Meals Home-Delivery Meals Total
0 0 0 0
TOTAL: 0 0 0
I certify that the above information is accurate and complete to the best of y knowledge.
Signature: itle Date:
PSA#11 OAA NSEP Forms,Revised Decedmber 2024
Page 53 of 72
Contract Number AA2529
ATTAIC11IMENT B
STATE OF FLORIDA DEPARTMENT OF ELDER AFFAIRS
CIVIL RIGHTS
COMPLIANCE
CHECKLIST
-Fr—ogram/Faciiity Name: Monroe County Board of County
Commissioners, Social Services/In-Home Services County:
Address 1100 CA L)+b.1 Completed By K:1 M OeA�-r
<
City, State, Zip Code e, 2-6 Z Telephone ?05 1-92
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 prodded:—rWWWW�e... eniirc,
.... ........
2. POPULATION OF AREA SERVED. Source of data: &A15 sc/
-r a�a ..White I %Black %Other 961.Ferriale
3. STAFF CURRENTLY EMPLOYED. Effective date:
9FTotal#167 , %White 5(e %Hispanic36 r %Other TV16 FeM:a:1ej:EjjE:]::=
4. CLIENTS CURRENTLY ENROLLED OR REGISTERED Effective date: A 1
Total#
%White %Black %Hispanic %Other Female 110CV.Disabled I %Over
5. ADVISORY OR GOVERNING BOARD, IF APPLICABLE.
PART Ill. USE A SEPARATE SHEET OF PAPER FOR ANY EXPLANATIONS REQUIRING MORE SPACE.
6. Is an Assurance of Compliance on file with DOER?If NA or NO,explain. NA YE5AO
.........................rrrrrrrrrrrrrrrrrrrr--11111111-,IlIr,-I,r-1--l-I'-1--'--. .......................................................... ......................
Page 54 of 72
Contract Number AA2529
T Compare the staff composition to the population. Is staff representative of the
population?If NA or NO, explain. NA YES 0
----------
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. El 12"[1
........................-------------
............................. ............................................... ...................... ................ .........
Page 55 of 72
Contract Number AA2529
9. Are all benefits, services and facilities available to applicants and participant in an equally effective manner regardless
of race, sex,color,age, national origin, religion or disability? NA YES participant
If NA or NO,explain.
.........................-.......................................... ...............................................................................
.................._............................_'_.......................... .....................................................
-----------------------
10. For in-patient services, are room assignments made without regard to race, color, national origin or disability?
NA YES—NO— IfNAorNO, explain.
-------------------- ..................... .........................................C'L V 0 ,
.................................................. --------------------------------- re___Q 6- . ...
.................................................................................................................................
11, Is the program/facility accessible to non-English speaking clients?If NA or NO, explain,
------------------------- -----------------------
............................-I.........................................I.I.I.I.I.I.I.I.1----.-.---......���-�����������..................................................................................................
12. Are employees, applicant and participa s informed 9ftheir protection against discrimination?
If yes, how? Verbal 17 Written 6y"Foster Z If NA or NO, explain.
------------------
13, Give the number and current status of any discrimination complaints regarding services or
employment filed against the program/facility.
—-----------
14. Is th p, ram cility physically accessible to mobility, hearing, and sight-impaired individuals? NA
N-0 NA or NO, explain.
YE*�0_rare
----------------
..................................................................................................................................
...........................'__'___'_...................
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.
--------------------------------
16. Is there and establi ed grievance procedure that incorporates due process in the resolution of
complaints? :ZO—If NO, explain.
............................................................__.............. ......... .................---—----------------.................................
..................................-..............................................
Page 56 of 72
Contract NUrnber AA2529
17. Has a person been designated to coordinate Section 504 compliance activities? YES 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.
--------------
-------------------- --------
............ ........... .................... .........................---.............................. .......................
19. Are auxiliary aids vailable to assure accessibility of services to hearing and sight impaired
individuals? 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? YESZNO_ If NO,explain.
.................. ..........-".------------
................... ................... .............. ..................... ..... --------
................................-.................. ....................................................................................
Alliance USE ONLY
Reviewed By In Compliance: YES NO*0
Program Office *Notice of Corrective Action Sent
Date Telephone Response Due —/—I—
INSTRUC CIO NS FORTHE CIVIL RIGHTS COMPLIANCE CHECKLIST
1. Describe the geographic service area such as a district, county, city or other locality. If the program/fiacility serves a
specific target Population such as adolescents, describe the target population.Also,define the type of service provided.
Page 7 of 72
Contract Number AA2529
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 Arnerican
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
surnmary.
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 oil 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 80A(a).
7. Is the race, sex, and national origin of the staff reflective of'the general population'? For example, it' 10% of the
population is Hispanic, is there a comparable percentage of Hispanic staff?.
S. 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).
M 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, restroorns and other facilities must also be equally available to all clients,45 CFR
80.3 (b).
IL For in-patient services, residents must be assigned to roorns, 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 CF'R 80.3(a).
12, The program/fiteility 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 803 (a),
Page 58 of 72
Contract Number AA2529
13. Programs/facilities must make information regarding the nondiscriminatory provisions of Title V1 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 FIFIS. The
information may be Supplied verbally or in writing to every individual,or may be supplied thrOLIgh 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, Linder 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, restroorns, recreation areas, Counters and serving lines should be observed
for accessibility. Elevators should be observed for door width,and Braille or raised nurnbers. 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.
I Modify policies and practices that do not meet Section 504 requirements.
E I Take remedial steps to eliminate any discrimination that has been identified.
0 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 cornmun i cation,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.
Page 59 of 72
Contract Number AA2529
ATTACHMENT
DEPAUMM OF EIDER AFFNItS
BACKGROUND SCREENLNG
ATTESTATION OF COMPLIANCE -EMPLOYER
AUTH0R=..M.L EMPLOITIRS are required to t this form attesting to
compliance with the protisionsof chapter 435 and section .M2 of the FloridA Statutes,
my person by law to conduct back g
but no lanAed to, ° Agoncws,and Service
Providers that contract directly,or awhro by w>Ah the Deparunent of Eldw Af1"ans(DO ),a od any other persons
or etany Much him employ*"or has imhudem in on of a dwed wnwe. provider.
See IS 435,02,430 0402,Fla.Stat.
A as"a person 18 years of age or older who,Fenuant to a progrun to prmi&servicesto
the elderly,has davet,Liece-to-face contact with a chent while pravuhug servicesto the chem and has access
cheot's linng areas,fiands,personal property,or personal idmft&xiaon reformation as deEwd m s.817.
The term also inchmies,but es not hanited to,the adonnistrator cc a as responsible for
officer of smidarly Wed person who is respomable for the
of rendmittal fouhates,
roluntears,and any odm person a -ides its expected to,
may rye to or her to,provide personal care or services dae tly to c.l nh or have access to comet finis,
finmocul s;,lao mattm,persona.1 property,or hvmg areas 430. (1, ), ,(2023)
ATTE
9 .
As the duly authonwd
x epresentative of: as t aP P -
of Employer)
Loca at ...w_.
Street address ity tate hp Code
Under penalty ofpegrtnY,L__.�n�.n,._. .. � f ..11W,�
.of )
hereby sweat or affirm that the above-named employer ism comphance with the pro%wions of daptev
31 n .., 2 of Sregardrag leveel 2 backgxcirmd saftrung
1 , ZG
Signature of Rotative Rate
235„Anewaboo of Catophance-Employer,liffitctive October X23,p 5
f - uAL
ys:�`m�acaw" w•,Grw�uw��darmaxta":.
Page 60 of 72
Contract Number AA2529
ATTACHMENTIF
Alliance for Aging,Inc.
Business Associate Agreement
This Business Associate Agreement is dated I 1-9da —, by the Alliance for Aging, Inc. ("Covered Entity") and
Monroe County Board of County Commissioned, Solial 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 CYK §§ 164.502(c), 164.504(c), 164.308(b),and 164.314(a-b)(2010) (as may apply)
and contained in this agreement.
1.5 The Health Information'rechnology 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(20 10)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 ofsecurity measuresto 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.
18 Confidentiality. The property that data or information is not made available or disclosed to unauthorized persons or processes.
Page 61 of 72
Contract Number AA2529
2.9 Electronic Protected Health Information (ePHI). Health information as specified in 45 CFR §160.103(l)(i) or(1)(ii),
limited to the information created or received by Business Associate frorn or on behalf'of Covered Entity.
2.10 ITECH.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 manner.
2.13 Malicious software. Software,for example,a virus,designed to damage or disrupts a system.
2.14 Part 1. Part I—Improved Privacy Provisions and Security provisions located at 42 United States Code(U.S.C.) §§ 17931
and 17934(2010).
115 Password. Confidential authentication information composed ora string of characters.
116 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 to "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.
124 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
I,aw,
3.2 Business Associate agrees to:
Page 62 of 72
Contract NUrnber AA2529
(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 ePI-II 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, 164.3 10,
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 PI-11 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 PHL
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 Volice to the Secretary ql'11113 oj'Breach qf Unsecured Protected flealth lqfiwmalion
3.6 Business Associate agrees to ensure that any agent, including a subcontractor, to whom it provides PI-41 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 arnendrnent(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 PI-11,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.
Page 63 of 72
Contract Number AA2529
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 F'xcept 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,alliaricefc)r-agirily.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:
Page 64 of 72
Contract Number AA2529
(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)ofthis section,upon termination ofthis agreement,for any
reason, Business Associate shall return all PHI and ePI-II received from Covered Entity or created or received by Business
Associate on behalf of Covered Entity.
(a) This provision shall apply to PHI and ePFII that is in the possession of subcontractors or agents of Business Associate.
Business Associate shall retain no copies ofthe 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 ofthis 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 pennit 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 ancFor security, shall be automatically incorporated by reference to this
Business Associate Agreement on the respective effective clate(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):
Page 6S of 72
Contract NumberNunlber A,R2529
To Covered Entity: Affiance for Aging,lnc
Attention; Max.Rothman
760 NW (07 Avenue
Miami.Florida 33 t 72
To Business Associate: ;Monroe County Board of County Commissioners,Social Services to-Home.Services
i 100 Simonton S.trect,2"d Floor
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 thal provision to any persons or circumstances other than those as to which it is held unenforceable,will not be affected by
that unenforceabihty and will be enforceable to tire 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 nianerofthis 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.
Co.vered,Ectiity- Alliance for Aging,Inc.
t B Apthffatr Jan 6,2025
ay;Ma!golfxnan:l.n 4.2L351-T EST) Date:
(signature)
Business Associate;Nfooroc County Uorird of County C:omruissioners,Social Servicestltt-llnme Services
Christine l l C��y Digitally signed by Christine hurley
Date:202 5'.61.0 2 14:10:2 2.05'W
BY Date:
(signature)
Board of County Commissioners
of Monroe County, Florida At#est F.Kevlrl Ma#iok., Clerk
l By t L-3 ,
s Deputyr erk I
Mayor Jam 5 K. choll U �-
r
A rt C my 11t,3mc}•
ry �+
—-
Page 66 of 72 .l
Contract Number AA2529
ATTACHMENT G
Alliance for Aging, Inc.
Aging and Disability Resource Center/Eider 1-lelpline
AGING AND DISABILITY RESOURCE CENTER(ADRC)—OUTSOURCED FUNCTIONS
1. If applicable,the provider agrees tothe 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 OUISOUrced 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 I-landbook,as applicable.
D. Ensure the Provider's Disaster Plan reflects ADRC Outsourced Functions, annually or as needed to
incorporate ADRC OWSOUrced functions.
E. Ensure against conflicts of interest and inappropriate self-referrals by referring consumers in need of
options Counseling or long-term care services beyond the provider's scope of services to the Aging and
Disability Resource Center.
F. Ensure that services 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.
Page 67 of 72
Contract Number AA2529
Alliance for Aging, Inc.
Aging and Disability Resource Center/Eider Helpline
Policy and Procedure for Outsourced function—Screening
Creation Date- March 5,2008
Revision Date: October 2019
Review Date: November 2023
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 70 1 A(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 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.
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 Linder 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 68 of 72
Contract Number AA2529
Alliance for Aging, Inc.
Aging and Disability Resource Center/Eider Helpline
Policy and Procedure for
Outsourced function®Triage
Creation Date: March 5,2008
Revision Date: October 2019
Review Date- November 2023
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:
I, The Provider will conduct annual reassessments based on DOEA Wait List Reassessment Standards.
2. If there is no Current 701A or B in eCIRTS, the Provider will conduct the annual reassessment (701s) 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 69 of 72
Contract Number AA2529
Alliance for Aging, Inc.
Aging and Disability Resource Center/Eider Helpline
Policy and Procedure for
Activation from Wait List®Clients/Services
Creation Date: March 5,2008
Revision Date: October 2019
Review Date: November 2023
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 DOER 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 DOER 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 Linder 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,
& The Provider will inform client to contact the AD RC Elder Helpline if they have any questions or concerns
regarding the status of any of their services.
Page 70 of 72
Contract Number AA2529
Alliance for Aging, Inc.
Aging and Disability Resource Center/Eider Helpline
Policy and Procedure for
Termination from Wait List—Clients/Services
Creation Date: March 5,2008
Revision Date: October 2019
Review Date: November 2023
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 Miarni-Dade and Monroe Counties.
Policy: ADRC will maintain an accurate and Current list of clients in need of elder services in Miarni-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 set-vices 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 tennination 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 71 of 72
Contract NUMber AA2529
ATTACHMENT H
CERTIFIED MINORITY BUSINESS SUBCONTRACTOR EXPENDITURES(CMBE FORM)
01RE 1010ES SIRVITTLD 70 IILLI.I,\CE
PROVIDER:
CONTRAC'r NUMBER:
*REPORTING PERIOD-FROM: TO:
*(DATE RANGE OFRENDERED SERVICES,MUST MATCH INVOICE SUBMITTED)
CO,\LACTDOIL'A C WBE COORDINA TOR
--------------——--------------------------
....................................——-—---------
LUBCONTRACTOR NAME SU4,COKTRACTOWS CIVIRE EXPENDITURES
LEID
---------------------------- ---------------- -------------..........................................—-------
--------------—-------------——-----------— --—----------
--—--------- —---------------------—--------- -—--------------—----------------..............................................
—--—----------- --- ----- ----- ----------
------------------------ --------—--------
-—---------------------------------------
..................
-- --—-------------- --
DOEA USE ONLY--REPORTING ENTITY(DIVISION,(OFFICE,ETC)
SEND COMPEETE)FORMS V1 A INTEROF1 ICE MAI 1,1'0 JUSI IN I A Y11OR
CM BE'COORDINATOR,(.'ON'I'ItAC'I'AI)MINIS'I'RA'I'ION&Pl.JRC[IAS1NGjALl-AHASSFE.I-1,0111DA 32399-7000.
If unsure if subcontractor is a certified minoritylop_fier_stick o
"search".OnI Certified�Minorit�Busir�iessEnfi�tieswill be�dis ja�ed.
h_tt.p�
. ....... --------
[\'STWIC770�\S
(A) Enter the Provider name as it appears on)our Alliance contract.
(B) Enter the Alliance contract number.
(C) Enter the service period matching the current invoice's service period.
(D) Enter all certified minority business e\pendituies fior the time period co%eyed b) the invoice:
1. Enter certified minority business name.
2 Enter the ccititie(frinoi-it),business l"ElDnLitilber.
3. Enter the certified nnnorit) KlSuIeSS CMBF,number,
4. Enter the amount expended s%ith the certified mitwity business 6(w the time period co%ered 15s the iinorcc,
(E) CM BE be form must accrunpan) invoice submitted to the Alliance for processing.
Page 72 of 72
cou
00
Kevin Madok, CPA
o' RTS
A A
i M
....L.... Clerk of the Circuit Court& Comptroller— Monroe County, Florida
oz COVNSy
DATE: March 26, 2025
TO: Sheryl Graham, Director
Social Services
ATTN: Lourdes Francis, Administrator
Social Services
Kim Wilkes Wean, Sr. Administrator
Social Services
FROM: Liz Yongue, Deputy Clerk
SUBJECT: February 19, 2025 BOCC Meeting
The following item has been executed and added to the record:
C7 Amendment No. 001 to Contract AA-2529 between the Alliance for Aging, Inc.
("Alliance") and Monroe County Board of County Commissioners to increase the Older
Americans Act Nutrition Services Incentive Program (OAA NSIP) grant amount by $23,560.00,
bringing the overall total grant amount from $719,28 1.00 to $742,84 1.00 for the contract period
of 1/0 1/2025-12/31/2025. Once ratified,the Amendment will be retroactively effective as of
January 30, 2025.
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
AMENDMENT 001 CONTRACT AA-2529 Page 1
This Amendment.entered into between the Alliance for Aging,:lnr.(Alliance)Monroe:County Board
of County Commissioners,Social Services/1n-Home Services;(Provider). collectively referred to as
the"Parties"hereby amends contract AA-2529
The purpose of this Amendment is to add NSIP funding to contract AA-2529
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$742,84f.00 subject to the availability of funds.
1, ATTACHMENT 11, Exhibit 2 is hereby replaced
2, ATTACHMENT VII, CONTRACT BUDGET SUMMARY BY SERVICE AND TITLE is
hereby replaced.(Service Units and Funding changes are highlighted)
All provisions in the contract and any attachments thereto in conflict with this amendment are hereby
changed to conform with this amendment.
All provisions not in conflict with this amendment are still in effect and are to be performed at the
level specified in the contract are hereby amended to conform with this amendment:
This amendment and all its attachments are hereby made apart of the contract.
IN WITNESS THEREOF,the Parties hereto have caused this contract,to be executed by their
undersigned officials as duly authorized.
.; rri
MONROE COUNTY BOARD OF COUNTYs
COMMISSIONERS,SOCIAL €:
SERVICESIIN=HOME SERVICES ALLIANCE FOR AGINGaNC.
Christine N���VY A
D. 2026.0t29 �(
SIGNED BY:Hurley ,s92:au dsroa SIGNET}BY"Ma!a�ar�a�ee�sa�>s�aes
Christine Hurley
.NAME:.. NAME: ,MAX B._ROTHMAN.3.13, LL.M.
County Administrator TtTLE:,N--_ ,_ _ . . _ .......... .. "TITLE: FRESIDI;NT AND CE4
DATE; 1/29/2025 DATE: Jan30,2025
Digitally signed by Eve F
EVt»'M.Lewis
0:46,21 os•oo Z' � a
Approved for form and legal sufficiency
Attest: Kevin Madok Clerk
Eve M.Lewis,Assist nt C nt ttorney P , �z
__. B
y'
mes K. Scholl,Mayor A Deputy Clerk
p ll �
AMENDMENT00J., CONTRACT AA-2529 Page 2
A,rTACHMEN'17 11
FINANCIAL, AND COMPLIANCE AUDIT ArrACIFIMENT
EX11111BIT 2-FU1 13ING SUMMARV
.f.q.�A 'p'itle2C'I'IR§200.3311,asiieviscd, .,�inids.2115.97,F,'S-iruq�,iircthat inibmation Omit FcdcrM Progiramand Siale Projects included in
A'FIF�CIHMEN-11- H., Exhibit
hased on the cornrw lbudget.
THE' FOLLOWINU
........................................................................................................................
PROC IRAM TITILiF FUNDING S RC (�-'F 1)O( E ,k AMOUNT
.......... ...... ........a.......n....s ........A...
.............. k C;.I.de r A i.r.i.i..e.i.r.i�u v..............................................................................................
US.Health and I lurnan Sc: ices 910,14 $69.211.00
...............II............................................. ......................................................................................................................................................
011der Airwicidems Act
IIIC I ate 1weak U&I Icalth and I luman Services 93,045 $138.000.00
l Title .ire ..................................................... ....................................................................................................................
Oldui Arneiricans Act U.S,I(callth sanel I luman Services 93.0,15 S238.000.00
'll'ide MC2 110mle Delivewed meals
.........................................................-.-........ ........ ....................................
er Americans Act U.S. Fivallth and I fuman Sem ices 91043 $29,450,00
fitlIc HID
.............. .. ........................................................................................................................................................ ..............................................................................................................
C:Dlapcn
rneiricans Act $q 362%00
Tifle HIE Carcgiver,Support Services U& N.-alth and I lurnan Scr%ices 93.052 S34a"000�00
'91 fic
...............I.I 1 9"G,...........C. aregiver Suppoirt Services
'I ifle III1 1-S -C areSive S pp 'S Ices
..... S78360,00
......;............ ........... ..........
011der Americans Act U& Health and Human Scrvices 91053 S23,560,00
Nutrition Servlcp.s Incenfive lflrogj��Ej
................................................................................................................................ .............................................
TOTAL FEDERAL AWARD $742,841.00
L— --------------------------------
COMIl"ll-IIANCE RI.IQUIREIMEN-11"S Rr-,SOI.JRCII'S.A,WARII-)I-.11.)PUIRSIJANT TO-1-1-11IS
CON]RAC I ARII:- AS FOLLOWS:
2 UP,Pairt 200-Uniftwim Administrafive Reqkoireiineiiats. Cc st Pranciples,and Audit Requirements rear Ilvedera,ll Awwds.0MI3 Circular
A-I 33 -AudilN of Suaws.Local Giovernimems., and Non.-Prora Organizations
2. S]A 1; R]..'SOURCES AWARDEA)"I"OTI-1111:`1 RE,10 1111ILN)1' PURSUANT TOT11 III S CONTRACT CONSIST OFT11-IF
FOLLOWING:
MAICININ(.iRi:SOIJ('I:.Sl['0111.l[�'EDI 11IAll.,PRO(";RAMS
PROGRAM TIT II..IF'. FUNDING SOURCIF, CFDA AMOUNT
...... ..............................................................................................
..................
T01 AI S'll'ATE AWARD
................................................I.............................................................I.-..............................................................................................................................................................................................
S1 A I 1� TINANCIAR,ASSrrANCIF suiFwir,,(,,vro sec,2115 97, IS.
...................
PROGRAM I'll IUNINING SOIJIRCII.'F CFDA A,M 10)k 7JINI'l F
.............
..................................................................................
T01AI AWARD
............................................... .............. ..................
COMPLIANCE REQ(,JIRI,:IMEN'I['SA911PI[,I[(.,'Agll[,I[-'.'I'OSI'A'11.-"RtS(.)I.IlRCl SAWARI)11-'I[)IIURSIJAN'l"1'0'1["liglS
(.'..'0NTIRACJ ARE AS ll,`011,11.,OWS;
I,I INAUCIAI 1.�
Seckion 21797.IFS, Chapter 6911-5, FAT" IRefereirwew Guide fiv State Fxpvxfiiures.Other fisut mquk,emenus set in prup prarn ruh.s aiad
rcgulaflorls.
AMIENIDW-Wrom CONI'RACTAA-2529 Page 3
COWIIIIACT
KIIRTS SUMMARY FOR THE AGENCY
I'M "DO,11 Tog$
---- j—I '-8
Sp�wv i 3 0 a I'm a as MUM
1*11Tkes Io be pwovidtil VnIflw o( 11uhs"f Ulsks of klo'ft of
Unit IRMO Do"An I te �Wwvfxq, sc,%lOq,�wn ice $rwV16 Dollbm INAIsm
---------------
2_110D L--lmannlo-O�k— ffi----------- 4,418000
.................................................—
Q!A�S Ewtwt s 2595 97 2,2,�U)00 V 2,24000 n $ 4,00 UO
............. ------------- ----------
0AJR �I Mkg r .5 3900 367 362 11161100 ZZ4 S 27 S W,0101
-— ------------
5AU-1 F7,SMW—cme S-4500 —306 13jW(K) )D6 S 13,76000 W $ .17 5201010
2A 3 0 Assoisawni 00 71717 2N 7—505 31 i
I s V5 00 t 010 1,L S w 4,4 10 7775—s000 —8,830 ' 0,312,1010 00
—-------- --
.2-ic—I ry) ......................... s s
21 C—I S11,00 ------ - 'j7-- --'-—---------------------- ------------------- ------------
IL30 lim ---I rs7—:- .
-L—------------------- ------------
'Lll-l—'l Enmnc�� 50 71%00 so '1 750.00 1W S L!ClllI(0
.............
INI------------------
-- ---------------
_i------------
.................F
L).3 l Nwmm Educamn .5 Z 30D,rK) 133 30000 �67 F Wu vilgi
s 3 's 30000 6 S 600100,
GA:i ('6mgrepm XICA4;fwycening S 4S 00 33 9 50114v 37 �0,5wm "I
Home Dela"'eml Nkmk Floaam 5 10 00 110,711 WIMP l248 "�123-P77 .23,059 S 2311U58400
- --________
2 EungLen-i DpAmed SWr%or"As —sl 11 IX) -------± ------22ni 61 �0"00 ---------- -I 1-=X1001)
L)K—i Nwoon Eimawsw S 225 133 300,w- 178 s 4(ylo(1 311. s 70000
1)C! 5 95 w L 4 S 400.00 .1 1
2—�� —-------- ------ —---------- _;w 00
03Cl2 Screening&A.ssesswmenk s W UP 21 U93 cc 25 S 2,22300 06 S 4,Q U6 00
0A31D Finhaneed Fanr%.,4 En lmhV T-1707, -- 7-- �--,7) 2.1,9')0.CXJ 1q) s
L)A ID Owu:Dg:aea.�-9drMaympment s 2,6M 67 s - 2 5,450 W 2 s %v000
—irmoo —iio 720 s7 44,0.*(X)
.OA,l E 4�,Nh�ln 12,020 W_ 110 S 22,020.00 --------
1,LA.3E KeS de In 11(mme s 45W 6.35 29,56000 - s ---------- 615 S 29 50)W,
OA3V s i�X1.
zl--- tLow Pal—kv 32-00000 ----------
(WE Smenmg&Asso-sunew s 90 4W.I. 0 i 9916,00 7 S 66400 ip, s 11,66000
77-377—SlUrp s s 222 1 DW)DD- 2.n s 10,00ow
Z—A311-2•:u —so 0 W $ Zwo 20,wo w 2,000 S 20,000 W
chowe s K)(10 Sw 20,00000 UKP $ 20000W
UT— ----------------------
�vi wl. s 061 7,250.wi 161 s 1,2m.)00
-----------
,F)l—ulls Maoeuml Aide Cast Relmh 5aw(X.o s 15poo M.
'Ulk 3—as 7--- - ----------
it,—m.b s Wo(9) s 15,0N)00
- ----------------------
Elk i--rs SW..r.(oIvxd NiledicM Equqmmm Swppks CaYt Reart IS 1 00000 1 1000
TOTAL Eno
cou
00
Kevin Madok, CPA
o' RTS
A A
i M
....L.... Clerk of the Circuit Court& Comptroller— Monroe County, Florida
oz COVNSy
DATE: April 23, 2025
TO: Sheryl Graham, Director
Social Services
ATTN: Lourdes Francis, Administrator
Social Services
Kim Wilkes Wean, Sr. Administrator
Social Services
FROM: Liz Yongue, Deputy Clerk
SUBJECT: April 16, 2025 BOCC Meeting
The following item has been executed and added to the record:
C3 2nd Amendment to Contract AA-2529 between the Alliance for Aging, Inc. and
Monroe County Board of County Commissioners to increase grant funding by $210,000.00,
bringing the overall total funding amount from $742,841.00 to $952,841.00 for the contract
period of 0 1/0 1/2025-12/31/2025. Once ratified, Amendment 4002 will be retroactively effective
as of March 21, 2025.
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
AMENDMENT002 CONTRACT AA-2529 Page 1
This Amendment entered into between the Alliance for Aging,Inc.(Alliance)Monroe County Board
of County Commissioners,Social Services/In-Home Services, (Provider);collectively referred to as
the"Parties°,hereby amends contract AA-2529
The purpose of this Amendment is to add $105,000 of IIIB funding for the In-Home Bundle in both
Region A and Region B.This funding increases the total Contract funding by$2.10,000.
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$951,841.00 subject to the availability of funds.
1. ATTACHMENT II,Exhibit 2 is hereby replaced
2. ATTACHMENT VII, CONTRACT BUDGET SUMMARY BY SERVICE AND TITLE is
hereby replaced.(Service Units and Funding changes are highlighted)
All provisions in the contract and any attachments thereto in conflict with this amendment are hereby
changed to conform with this amendment.
All provisions not in conflict with this amendment are still in effect and are to be.performed at the
level specified in the contract are hereby amended to conform with this amendment.
This amendment and all its attachments are hereby made a part of the contract.
IN WITNESS THEREOF,the Parties hereto have caused this contract,to be executed by their
undersigned officials as duly authorized.
TIAOE CO ATTORNEY
{ �rROVE FOA M
PE b
MONROE COUNTY BOARD OF COUNTY �sst NTY ATMRNEY
COMMISSIONERS,SOCIAL Date 3/21/25
SERVICESIIN-HOME SERVICES ALLIANCE FOR AGING,INC.
SIGNED BY: SIGNED BY Max B.Rothman(Mar 21,2625 13. eor �
Digitally signed
NAME .,rt,. NAME: MAX B. ROTHMAN.JD.LL.I�I.. rn
��„�+sti t -r=_
Hurley. w
.,,,.,��, TITLE PRESIDENT AND CEO
TITLE W le- PV DOe�25:0m a
DATE:
1 09a 0:i 4-04-00- 2025 -0
�ry Attesvt r adok Clerk �, r
UVVVVY
ames K. Scholl,Mayor '.` t lerk
AMENDMENT002 CONTRACT AA-2529 Paget
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 l be provided to the recipient.The 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 $279,21 I.00
Title IIIB—Support Services
Older Americans Act U.S.Health and Human Services 93.045 $138,000,00
Title IBC 1—Congregate Meals
Older Americans Act U.S.Health and Human Services 93.045 $238,000.00
Title IIIC2—Home Delivered Meals
Older Americans Act U.S.Health and Human Services 93.043 $29,450.00
Title IIID
Older Americans Act
Title[HE—Caregiver Support Services $130, 0.00
U.S. ealth and Human Services 93 000.00
Title IIIEG--Caregiver Support Services . .052 $ ,
Title III ES—Caregiver Support Services $78,360.00
Older Americans Act U.S.Health and Human Services 93.053 $23,560.00
Nutrition Services Incentive Program
TOTAL FEDERAL AWARD $952,841.00
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:
STATE FINANCIAL.ASSISTANCE:
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.
S3 s 8
r`
HHHK G#) /A
iiT
——----- ----------------- ----------
11 Lek
r 1 e e 1 e p e • Y tl
tioO N NR O N N r N N N
N
b � Y Y • r 1 a a e e p e • e • • e Y r �
yFy
�• °yl i/J
m "
� •� � �N a Y / v7 m m � R lv e � • 1 1 Y
O _
Yj
Ln
ui
8 •� S `•Y B • S S Y / I tl I a Y Y 1 1
o' 4
Q O •sY w, " G N
— --------
p�
su fV 1M
ryvry� b N ® r / e rmre m m P�'i • 1 r a 1
6 tt a✓ ap
Vy p Yry �j �7
Y ery
M N M tlo +n vi vm va 1<i t4 ui r4 v� . �• Q .p . C
.r r .r w .-r ,—e
_ yy
O
y
19
Qn
w . x .
.Ila
d .4 x
1!,�
C cra cn cn co m
Q4 .. «� .»lu .. N C3 A ran w Iw wi •w 10 ew W w w 0.
0 CYC7 Jd c� r� C7b en en
Tom:, Oo Od 0 a0 000 o
lien : 1458462 GAFOO
ACORD. CERTIFICATE OF LIABILITY INSURANCEDATE(MM/DD )
/1 1 5
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW.THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING IU (S),AUTHORIZED
REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER.
IMPORTANT:If the certificate holder is an ADDITIONAL INSURED,the olicy(ies)must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement.A statement on
this certificate does not confer any rights to the certificate holder in lieu of such endorsement(s).
PRODUCER ON T CT
NAME:
UISI Insurance Srvcs-Indiana PHONE 7 6
AIC Ne Ext: AIC,No
89-8422
1 t Circle Dr. E,Ste 120 E-MAIL
ADDRESS:
Fort Wayne,IN 46825 INSURER(S)AFFORDING COVERAGE NAIC#
1 INSURER A:Pennsylvania Manufacturers Assoc.Ins. 12262
INSURED G.A.Food INSURER B: IS Surplus Insurance Company 2662
Se ices mall GuideOne National Insurance Company 1417
1 3 Ct., North p y
County,LLC; INSURER c.INSURER D:Federal Insurance Company 1
Saint etersur L 1 Hanover Insurance Company INSURER E: P y
INSURER F:Manufacturers Alliance
COVERAGES CERTIFICATE NUMBER: REVISION R:
TI•IIS IS TO CERTIFY THAT THE POLICIES OF uNSURANC E LISTED BFI.0W HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POI ICY PERIOD
INDICATED, NOTMTHS'TANDING ANY REQUIREMENT, TERM OR CONDITION OF: ANY CONTRACTOR (7THER DOCUMENT WITH RESPECT '8O 'WiflCH THIS
CERTIFICATE MAY BE ISSI,IE;!O OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE PCL.ICIIFS DESCRIBED HEREIN IS SUBJECT TO ALI.. 'THE TERMS
EXCLUSIONS AND CONDITIONS OF SUCH PCL.ICIES. LIMITS SHOWN MAY HAVE: BEEN REDUCED BY PAID CLAIMS.
)IWSRft, TYPE OF INSURANCE VSIU ., _ _.. _.._ _................. _...._..... ........,
POLICY EFF POLICY EXP
I.N3R nID POLICY NUMBER (MMIDDIYYYYj (MMIDDlYYVY) LIMITS _
A X COMMERCIAL GENERAL LIABILITY x _ 3025000298901 3/15/2025 03/151202C EACH OCCURRENCE P 1 t000,000
EIFtp�g�I F Ftu RENTED
...�tl„„V...AIMS-MrBADE: X1I OCCUR i �'rtkE"Iwgl�roF' (E.a 9('c ryP9g .,1 $1,001000
...131/PD ME D EXP(Aauy one µaerw,,r
PE:RSONAI..s ADV INJURY $1,000,000
C»'I=.N°U.AGURF..GAR'E':LIMIT APPLIES PER: � Cz E:.NERAI Ac3GlzEGATl,.... s2,000,000
F'o[IIcy 1 .IE:C:E I.00 PRG➢I»u➢Cem .a;e.➢Mw*,�c»I'AGG s2,000,000
asrrlER $
F AUTOMOBILE LIABILITY x 1525750 98901A 311512025 0311512026 COMBINED SINGLE LIMIT
�g000,000
X ANY A0.U'dC:7 S 1 BODILY INJURY(Per pemona $
.. OWNED .. SCH1:17I.➢LE'D $
I3tlIX'.71E,W IN,ICIW�tW W''eraa>c:iidert�:tp
..,_.... AUTOS ONLY ...... At➢Tt7,s ( ...., ....,
XHIRED XNON-OWNE:Z TIXk ._.......w... PROPE RTY DAMAGE
AUTOS ONLY AUTOS ONLY _
$
2asa aaerodetrut)-1 .-,,, .. . ..�....... ..
E
B UMBRELLA LAB OCCUR x.... P00100079730304 3/15/2025 03/15/202 EACH OCCU➢RRE NCE $ 1.000,,000
X EXCESS LIAB,.,.. XCLAIMS MADE; AG7CRE,GyA.TC: 52®®®RETENTION$
woRKERscoMPENsaroNA - _ 2025750298901 3/15/2025 03/15/202 �iFR
AND EMPLOYERS LIABILITYYIN EA TJT° ..cFri_
I�
®®®
ANY PR€aPRIE:TORIPARTNE:RIEXEC'-0.UTIVE= E.0 E Aa H ArC~ID NT $1 000 000
OF'F'ICERIME MBER E XCLUDI D'? NIA ... ... .r._, r.
(Mandatory in NH) :I.ESISE ASI: FA t M�Pa<»YE E. s1,000,000
If yes,des abe uendeii
DESCRIPTION OF OPERATIONS Ebe o w E.I. DI E A;;-POLICY I,YM IT $1,000,000
C 2nd Layer Excess 56000299703 3115/2025 03/15/202 $2,000,000
D 3rd Layer Excess 79892909 3/1512025 03/15/202 $10,000,000
j_&T2!y Dishones BDYH44261004 12/0112024 12/01/202 $3,000,000
DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached if more space is required)
Additional Named Insureds: Linden Ventures, LLC;Jaguar Borrower,LLC;Jaguar Intermediate,LLC;Clossman
Catering, LLC. Workers Comp applies to the following states:AR,AZ,CA,CO,FL,GA,IL,IN, KY,LA, MA,
MI, MO, NC, NJ,PA,SC,TN,T ,OH,NY,VA.
Cyber Liability:Travelers Casualty&Surety Co.of America; NAIC 31194,Policy#107547037,Term 12/01/2024
12/01/2025; Limits 5,000,000, Deductible-$25,000
(See Attached Descriptions)
CERTIFICATE HOLDER CANCELLATION
The Monroe County r of SHOULD ANY OF THE ABOVE DESCRIBED POLICIES CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
County Commissioners ACCORDANCE WITH THE POLICY PROVISIONS,
1100 Simonton St
Key West, FL 33040 AUTHORIZED REPRESENTATIVE
®198 .2015 ACORD CORPORATION.All rights reserved.
ACORD 25( 01 / 3) 1 of 2 The ACORD name and logo are registered marks of ACORD
#S49621429/M48512232
DESCRIPTIONS (Continued from Page 1)
The Monroe County Board of County Commissioners,its employees and officials,1100 Simonton St.Key West,
FL 33040 are listed as Additional Insureds regarding the policies listed on this certificate with the
exception of Workers Compensation. Excess Liability is follow form.This coverage is primary with respect to
the County,its officials,
employees,agents,and volunteers when required by written contract.
SAGITTA 25.3(2016/03) 2 of 2
#S49621429/M48512232
73/26/2026
(MM/DD/YYYY)
A�" CERTIFICATE OF LIABILITY INSURANCE
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on
this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
PRODUCER CONTACT
NAME: Doroth Leavitt
The Baldwin Group Southeast LLC PHONE FAx
1115 Bartow Rd A/c No Ext: 863-272-6702 AC,No):863-682-6292
Lakeland FL 33801 ADDRESS: dorothy.leavitt@baldwin.com
INSURER(S)AFFORDING COVERAGE NAIC#
License#:L002281 INSURERA: Manufacturers Alliance Insuran 36897
INSURED GAFOODS-02 INSURER B: Endurance American Specialty 1 41718
G.A. Food Services Of Pinellas County, LLC
12200 32nd Ct N INSURER C:Summit Specialty Insurance Corn 16889
Saint Petersburg FL 33716-1803 INSURER D:Travelers Casualty&Surety Co 31194
INSURER E: Republic-Vanguard Insurance Co 40479
INSURER F:
COVERAGES CERTIFICATE NUMBER:431336853 REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR TYPE OF INSURANCE ADDL SUBR POLICY EFF POLICY EXP LIMITS
LTR I POLICY NUMBER MM/DD/YYYY MM/DDIYYYY
A X COMMERCIAL GENERAL LIABILITY 0298901 302600 3/15/2026 3/15/2027 EACH OCCURRENCE $1,000,000
CLAIMS-MADE OCCUR DAMAGE TO RENTED
PREMISES Ea occurrence $100,000
MED EXP(Any one person) $5,000
PERSONAL&ADV INJURY $1,000,000
GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $2,000,000
POLICY PRO LOC PRODUCTS-COMP/OP AGG $2,000,000
X JECT
OTHER:El $
A AUTOMOBILE LIABILITY 0298901 152675 3/15/2026 3/15/2027 COMBINED SINGLE LIMIT $2,000,000
Ea accident
X ANY AUTO BODILY INJURY(Per person) $
OWNED SCHEDULED BODILY INJURY(Per accident) $
AUTOS ONLY AUTOS
HIRED NON-OWNED PROPERTY DAMAGE $
AUTOS ONLY AUTOS ONLY Per accident
B UMBRELLA LIAB X OCCUR ELD30111825600 3/15/2026 3/15/2027 EACH OCCURRENCE $2,000,000
X EXCESS LIAB CLAIMS-MADE AGGREGATE $2,000,000
DED RETENTION$ $
A WORKERS COMPENSATION 0298901 202600 3/15/2026 3/15/2027 X PER �( OTH-
AND EMPLOYERS'LIABILITY YIN STATUTE ER
ANYPROPRIETOR/PARTNER/EXECUTIVE ❑ E.L.EACH ACCIDENT $1,000,000
OFFICER/MEMBER EXCLUDED? NIA
(Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $1,000,000
If yes,describe under
DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $1,000,000
C Excess Liability SXSL001000096100 3/15/2026 3/15/2027 Per Claim/Aggregate $2,000,000
D Employee Dishonesty 108463021 3/27/2026 3/15/2027 Per Claim/Aggregate $3,000,000
E Cyber Liability B10582554 3/24/2026 3/15/2027 Per Claim/Aggregate $5,000,000
DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space is required)
Additional Named Insureds: Linden Ventures,LLC; Jaguar Intermediate, LLC;Jaguar Borrower, LLC;Clossman Catering,LLC.Workers Compensation applies
to the following states:AL,AR,AZ,CA,CT, FL,GA, IA,IL,IN, KY, LA, MA, MI, MO,MS, NC, ND,NJ, NV,NM, NY,OH, PA,SC,TN,TX,VA,WA,WY.
Monroe County BOCC is included as an additional insured as it relates to the General and Automobile Liability in accordance with the policy terms and
conditions. Bayshore Manor is named as an additional insured as it relates to General Liability and Automobile Liability in accordance with the policy terms and
conditions.
APPROVED BY RISK MANAGEMENT
BY...................€:Ir.'....''.zrc:...(?............................
.
CERTIFICATE HOLDER DATE 6.5.26 CANCELLATION
WAIVER N/A X YES
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
Monroe County BOCC
1100 Simonton St, 2nd Floor ATORIZEDREPRE N TVE
Key West FL 33040
1988-2015 ACORD CORPORATION. All rights reserved.
ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD