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Resolution 219-1987 \ \ Louis LaTorre, Director Social Services Department RESOLUTION NO. 219 -1987 A RESOLUTION OF THE BOARD OF COUNTY COMMIS- SIONERS OF MONROE COUNTY, FLORIDA, APPROVING AND AUTHORIZING THE MAYOR TO EXECUTE A SUBGRANT AGREEMENT BY AND BETWEEN THE NATIONAL COUNCIL ON THE AGING, INC. AND THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY , IN CONNECTION WITH THE SENIOR COMMUNITY SERVICES PROJECT. BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, that said Board hereby approves and authorizes the Mayor to execute a Subgrant Agreement by and between the National Council on the Aging, Inc. and the Board of County Commissioners of Monroe County , a copy of same being at- tached hereto, in connection with the Senior Community Services Proj ect. PASSED AND ADOPTED by the Board of County Commissioners of Monroe County, Florida, at a regular meeting of said Board held on the 2nd day of June, A.D. 1987. BOARD OF COUNTY COMMISSIONERS OF ONROE COUNTY, FLORIDA (SEAL) ATTEST:PANNYLKOLHAGE,Pl~k ~-~1112~ APPP. V: AS TO FOml./,' 8Y AN E ~L 81J~FJCcf!f:l ,1',""'"01'" omce ~, SUB GRANT AGREEMENT ~ THIS AGREEMENT is entered into by the National Council on the Aging, Inc. (NCOA), hereinafter refered to as GRANTEE, and (name of SU8GRANTEE) BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA hereinafter referred to as SUBGRANTEE. The SUB GRANTEE agrees to operate a pro- ject under the GRANTEE'S Senior Community Services Project (SCSP) in the manner described in the approved Subgrant Narrative, as governed by the Older Americans Act (OAA) Title V regulations, including all clauses and exhibits included herein. This entire AGREEMENT is contingent in its entirety on SUBGRANTEE'S strict conformance with its terms and applicable state and Federal laws. GRANTEE: THE NATIONAL COUNCIL ON THE AGING, INC. 600 Maryland Avenue, S.W. West Wing 100 Washington, D.C. 20024 (202) 479-1200 SUBGRANTEE: BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA 500 WHITEHEAD STREET KEY WEST, FLORIDA 33040 SUBGRANT PERIOD: July 1, 1987 to June 30, 1988 SUBGRANT NUMBER: FUNDING, SLOT LEVELS, PLACEMENT GOALS: Title V 502 (if applicable) XXXXXXX XXXXXXX . Federal Funns Awarded · DOL Authorized Enrollment Positions 174,400 40 . NCOA Approved Enrollment Positions · Unsubsidized Placement Goal 40 8 . Method of Payment I J Cost Reimbursement [ X J Advance Payments For official subgrant purposes, the total subgrant agreement consists of this document which details contractual obligations, any special conditions or changes noted as Article X, a line item budget (Exhibit A), and a narrative/project workplan (Exhibit B). -1- ~1' WITNESSETH WHEREAS, the GRANTEE has received a Grant from the United States Department of labor, Employment and Training Administration, for use in providing employment and training opportunities for eligible persons pursuant to Title V of the Older Americans Act, as amended; and WHEREAS, the SUBGRANTEE, an independent contractor, has established a program to provide services for said eligible persons residing within its jurisdiction; THE GRANTEE and the SUBGRANTEE desire to enter into an ayreement whereby said GRANTEE will distribute funds received under its grant to SUBGRANTEE for use in the operation of said program. THE GRANTEE requires the competent performance of the SUBGRANTEE in pro- viding employment and training services as specified in this AGREEMENT. That the GRANTEE and the SUBGRANTEE acting by and through its represen- tatives, have collectively agreed and by execution hereof are bound to the mutual obligations and to the performance and accomplishments of the tasks and provi- sions hereafter described. I: Program Purpose A. Project Objectives The SUBGRANTEE understands and agrees that the purpose of the Senior Community Service Employment Program (SeSEP) is to provide, foster, and promote useful part-time opportunities in community service employment for low income persons who are 55 years of age or older and, to the extent feasible, to assist and promote the transition of program enrollees to privat~or other unsubsidized employment. The primary objectives are to: (1) Provide needed wages to eligible individuals through employment in service to the community. (2) Provide needed service to the community. -2- -, (3) Provide opportunities for entry/transition of program participants ' into private or other unsubsidized employment. B. Special Assurances The project conducted under the Subgrant will: (1) Provide employment only for eligible individuals, except for necessary technical, administrative, and supervisory personnel, but such personnel shall, to the fullest extent possible, be recruited from among eligible individuals; (2) Provide employment for eligible individuals in the community in which such individuals reside, or in nearby communities; (3) Employ eligible individuals in services related to publicly owned and operated facilities and projects or in projects sponsored by organiza- tions, other than political parties, exempt from taxation under the provisions of Section 501(c)(3) of the Internal Revenue Code of 1954, as amended, except projects involving the construction, operation, or maintenance of any facility used or to be used as a place for sectarian religious instruction or worship; (4) Contribute to the general welfare of the community; (5) Provide employment for eligible individuals. (6) Result in an increase in employment opportunities over those which would otherwise be available, but (i) not result in the displacement of currently employed workers (including partial displacement, such as reduction in the hours of non-overtime work or wages or employment benefits), and (ii) not impair existing contracts or result in the substitution of Federal funds for other funds in connection with work that would otherwise be performed; (7) Not employ or continue to employ any eligible individual to perform work the same or substantially the same as that performed by any other person who is on layoff; -3- -'" '(8) Utilize methods of recruitment and selection (including listing of job vacancies with the employment agency operated by any State or politi- cal subdivision thereof) which assure that the maximum number of eli- gible individuals have an opportunity to participate in the project; (9) Include such training as may be necessary to make the most effective use of the skills and talents of those individuals who are par- ticipating, as well as provide for the reasonable expenses of indivi- duals being trained, including reasonable compensation for time spent in training; (10) Assure that safe and healthful conditions of work will be provided and assure that persons employed in community service jobs assisted under this Subgrant shall be paid wages which shall not be lower than whichever is highest of (i) the minimum wage which would be applicable to the employee under the Fair Labor Standards Act of 1938, if Section 6(a)(I) of such Act applied to the participant and if he/she were not exempt under Section 13 thereof, (ii) the State or local minimum wage for the most nearly comparable covered employment, or (iii) the pre- vailing rates of pay for persons employed in similar pUblic occupa- tions by the same employer; as well as, assure that the minimum wage and maximum hours provisions of the Federal Fair Labor Standards Act, as they apply to hospital and education institution employees of state and local governments are followed; (11) Be established or administered with the advice of persons who are com- petent in the field of service in which employment is being provided and who are knowledgeable with regard to the needs of older persons; (12) Authorize pay for necessary transportation costs of eligible indivi- duals which may be incurred in project-related activities under this Subgrant in accordance with the Federal regulations governing OAA Title V activities; -" -4- (13) To the extent feasible, serve the needs of minorities, handicapped individuals, individuals who are members of Indian or Alaskan enti- ties, Hawaiian natives, and limited English-speaking individuals in proportion to their numbers in the SUBGRANTEE'S geographic jurisdiction; (14) Authorize funds to be used, to the extent feasible, to include indivi- duals participating in the project under the State unemployment insurance plan; (15) Make available to each enrollee a written explanation of allowable and unallowable political activities under Chapter 15 of Title V of the U.S. Code. The project shall post such a notice. II. GRANTEE/SUBGRANTEE Relationship A. Legal Authority The SUBGRANTEE warrants that it is in compliance with all applicable state and Federal requirements and standards and that it possesses the legal authority pursuant to any proper, appropriate and official motion, resolution or action passed or taken, giving the SUBGRANTEE authority to enter into this Subgrant, receive the funds authorized by this Subgrant, and to perform the services the SUB GRANTEE has obligated itself to perform under this Subgrant. The person or persons signing and executing this Subgrant on behalf of the SUBGRANTEE, or representing themselves as persons authorized to sign and exe- cute this Subgrant on behalf of the SUBGRANTEE, do hereby warrant and guarantee that they have been fully authorized by the SUBGRANTEE to execute this Subyrant on behalf of the SU8GRANTEE and to validly and legally bind the SUBGRANTEE to all the-terms, conditions, performances and provisions herein set forth. The GRANTEE shall have the right to temporarily suspend or terminate this Subgrant if there is a dispute as to the legal authority of either the SUBGRANTEE or the person executing this Subgrant. The SUB GRANTEE shall be -5- totally lii or return or reimbursement to the GRANTEE monies received if the Subgrant is suspended or terminated. B. Fund Availability That it is expressly understood and agreed by and between the parties hereto that this agreement is wholly conditioned upon the actual receipt by GRANTEE of federal funds granted by the United States Department of Labor, Employment and Training Administration; that all monies distributed to SUBGRANTEE hereunder shall be exclusively from federal monies received under said Grant, and not from any monies of GRANTEE, and that if such funds are not timely forthcoming, GRANTEE may, at its sole discretion, terminate this agreement. The GRANTEE shall not be liable for payment for any work or ser- vices performed by SUBGRANTEE under or in connection with this Subgrant beyond the effective date of said termination. If the funds anticipated to be received by GRANTEE, under which this Subgrant is funded, are suspended or terminated, in whole or in part, funding for this Subgrant may cease. GRANTEE will within a reasonable time from receipt of such notice provide written notification to SUBGRANTEE. Payments under this Subgr?nt may be suspended or terminated upon refusal of the SUBGRANTEE to accept any additional conditions that may be imposed by the United States Department of Labor and/or the GRANTEE at any time. C. Independent Contractor SUBGRANTEE shall operate hereunder as an independent contractor, and not as an officer, agent, or employee of GRANTEE. It is expressly agreed and understood between the parties hereto, in entering into this agreement, that the GRANTEE shall not be liable to the SUBGRANTEE for any benefits or coverage as pro~ded by Workers Compensation Laws, and further anyone employed by the SUBGRANTEE shall not be considered an employee of the GRANTEE for the purpose of Workers Compensation coverage. SUBGRANTEE shall have exclusive control of and the exclusive right to control the details of the work and services per- -6- '. formed hereunder, and all persons performing same, and shall be solely respon- sible for the acts and omissions of its officers, agents, employees, sub- contractors and program participants. It is expressly understood and agreed that no officer, agent, employee, or subcontractor of the SUBGRANTEE, is in the paid service of GRANTEE; and that GRANTEE does have the legal right to insure compliance with the tasks performed hereunder by SUBGRANTEE, its officers, agents, employees, subcontractors, or program participants. In no event shall any person employed by the SUBGRANTEE be considered an employee of the GRANTEE. D. Third Party Agreements The SUBGRANTEE shall give advance notification to the GRANTEE of any pro- posed third party agreements, including but not limited to consultant contracts, agreements for personal services, or any subcontract hereunder. The SUBGRANTEE shall obtain the written consent of the GRANTEE'S SCSP National Director prior to subcontracting. The GRANTEE may, at its discretion, specifi- cally approve in writing any of the provisions of a third party agreement or subcontract; however, such approval obtained as required by this clause shall not be construed to be a determination of the allowability of any cost under the subcontract. Individual training courses for enrollees are subject to the provisions of the SCSP Procedures Manual regarding approval of enrollee training. E. Indemnification SUBGRANTEE covenants and agrees to and does hereby indemnify and hold harmless GRANTEE from and against any and all injury, damage or destruction of - property of GRANTEE arising out of or in connection with all acts or omissions of SUBGRANTEE, its officers, agents, employees, subcontractors, invitees, licensees, or program participants, or caused in whole or in part, by presumed negligence of officers, agents, or employees of SUBGRANTEE. ~- ~1 In the event it is determined that SUBGRANTEE has misused, misappli~d or misappropriated all or any part of these grant funds described herein, SUBGRANTE[ agrees to indemnify, hold harmless and defend GRANTEE and its offi- cers, agents, and employees, from and against any and all claims or suits resulting from such misuse, misapplication or misappropriation of such funds. SUBGRANTEE shall be responsible for indemnifying GRANTEE for any awards, costs, or penalties, including legal expenses, arising out of SUBGRANTEE'S activities. F. Miscellaneous Provisions (1) Personnel and Records Availability Personnel and records must be available to Authorized Representatives of GRANTEE, the United States Department of Labor, and the Comptroller General of the United States. Such authorized representatives shall, during business hours, have access to, for inspection and copying: books, records, memoranda, correspondence, personnel staffing records, tapes or electronic transcrip- tions, and any other documents. Authorized representatives have the right to inspect the SUBGRANTEE'S facilities, monitor and review, through on- site visits, all program activities, personnel, staff, services, and programmatic and administrative practices, supported with funds under this Subgrant to ensure compliance with the terms of this Subgrant. GRANTEE'S staff shall monitor SUBGRANTEE through on-site visits and program data, all Subgrant activities, services, administrative and man- agement practices, funded in whole or in part through this Subgrant. Such monitoring shall be announced and shall be accomplished by data collection through comprehensive on-site review of SUBGRANTEE'S records, interviews with administrative/program staff and participants, and by the examination of worksites and work conditions. SUBGRANTEE must make available for review and duplication, at SUBGRANTEE'S cost, all records required for this monitoring process. -8- ~r (2) Conflict of Interest SUBGRANTEE shall establish safeguards to prohibit persons funded in whole or in part by this agreement from using their positions for a pur- pose that is, or gives the appearance of being motivated by a desire for private gain for themselves or others, particularly those with whom they have family, business, or other ties. (3) Lobbying SUBGRANTEE will not attempt to influence any member of Congress, State or local legislator to favor or oppose any legislation or appropriation with respect to this agreement. (4) Scope of Agreement That this written instrument, including all Exhibits attached to and incorporated herein, constitutes the entire agreement by the parties hereto concerning the work and services to be performed hereunder, and any prior or contemporaneous, oral or written agreement which varies from the terms hereof shall be void. That the provisions of this agreement are severable and if for any reason a clause, sentence, paragraph or other part of this agreement shall be determined to be invalid by a court, federal agency, board or com- mission having jurisdiction over the subject matter thereof, such inval- idity shall not affect other provisions which can be given effect without the invalid provision. Provided, however, that GRANTEE retains the right to revoke this AGREEMENT in its entirety, at GRANTEE'S discretion, in the event of non-compliance by SUBGRANTEE or if GRANTEE has a reasonable basis fop believing the SUBGRANTEE is not or will not be carrying out the pro- ject as specified herein and according to GRANTEE'S Program directives and applicable state and Federal law. -9- III. General Administrative Provisions A. Period of Performance That the term of this Subgrant shall be for the dates specified on page 1 of this agreement, unless amended as described in Article III, Clause I. B. Total Funds Awarded That it is understood and agreed that in no event shall the total distri- bution of federal grant funds made by GRANTEE to SUBGRANTEE during the term of the Subgrant exceed the specific amount agreed upon and set forth on page 1 of this agreement, unless amended as described in Article III, Clause I. That it is further understood and agreed that the GRANTEE will pay not more than 90 percent of the cost of any project, and that the non-federal share may be cash and/or in-kind contributions. C. Subgrant Identification The SUB GRANTEE agrees to utilize the Subgrant Number on all correspon- dence, communication, reports, vouchers, invoices, publications, and all data concerning this Subgrant as delivered hereunder. In the event the SUBGRANTEE makes any public announcements, written or oral, pUblicizes or furnishes information on/or concerning activities under this Subgrant, such item or activity shall include information that the project is funded by a Subgrant with the National Council on the Aging, Inc. D. Compliance with Applicable Laws, Regulations and Guidelines (1) General Compliance That the SUBGRANTEE, its officers, agents, employees and subcontrac- tors, shall abide by and comply with all laws, federal, state and local, a~ all rules and regulations of GRANTEE. It is further agreed and understood that as GRANTEE calls to the attention of SUBGRANTEE any such violation on the part of SUBGRANTEE or program participants, the SUBGRANTEE shall immediately desist from and correct such violation. -10- .~ (2) Laws and Regulations Incorporated by Reference The provisions of the following Acts, and applicable regulations made pursuant to said Acts, and other listed directives, are hereby incor- porated by reference. All changes in said Acts, regulations, and directives are automati- cally incorporated into this Subgrant. a. Title V of the Older Americans Act, as amended. b. Title V regulations found at 29 CFR Part 89, including sub- sequent revisions or amendments. c. Contract Work Hours and Safety Standards Act (40 usc 327-332). d. Office of Management and Budget (OMB) Circulars A-87 and/or A-122. e. U.S. Department of Labor Administrative Regulations, at 41 CFR 29-70 and 29 CFR Part 96. f. NCOA-SCSP Procedures Manual. g. Equal Employment Opportunity Directives. h. Civil Rights Act of 1964 (PL 88-352). i. Uniform Relocation and Assistanie and Real Property Acquisitions Act of 1970 (PL 91-646). (3) The SUBGRANTEE agrees to provide all program enrollees with employee bene- fits as required by state and Federal law and, in addition, as directed by the GRANTEE. Failure to comply with this paragraph shall constitute grounds for revocation of this AGREEMENT. SUB GRANTEE agrees to indemnify GRANTEE for any costs, awards, penalties or associated expenses, including legal fees, incurred by the GRANTEE, arising out of SUBGRANTEE'S enrollee benefit policies. E. Funding Obligations and Payments That in consideration of full and satisfactory performance hereunder, GRANTEE shall be liable to SUBGRANTEE for the actual costs incurred by -11- ~1' SUBGRANTEt Tor performance rendered, subject to the following limitations: GRANTEE shall not be liable to the SUBGRANTEE for any costs in excess of the budgeted amount. GRANTEE shall not be liable to the SUBGRANTEE for expenditures made in violation of regulations promulgated under the Older Americans Act, violation of the regulations found at 41 CFR 29-70 and Office of Management and Budget Circulars A-87 or A-122, or in violation of any other regulations and/or man- agement circulars promulgated under the Act or other statute or regulation. GRANTEE may, at its sole discretion, make an initial advance to SUBGRANTEE before insured or collateralized bank account(s) have been established. No further advances shall be made until GRANTEE has received proof from SUBGRANTEE that such bank accounts have been insured or collateralized in accordance with 12 U.S.C. 1821 (Supplement 176-1977). SUBGRANTEE shall minimize the time period between the transfer of cash from GRANTEE to SUBGRANTEE and the disbursement of funds in accordance with the Act, regulations, management circulars and GRANTEE directives. Maximum cash on hand, at any given time, shall not exceed three (3) calendar days of planned expenditures. Payments under this Subgrant are conditioned in their entirety upon SUBGRANTEE'S full and satisfactory performance of its obligations under this Subgrant. It is expressly understood and agreed by the parties hereto that if SUBGRANTEE fails to submit to the GRANTEE in a timely and satisfactory manner any report required by this Subgrant, GRANTEE may, at its option and in its discretion, withhold any or all payments otherwise due SUBGRANTEE hereunder. . GRANTEE may withhold payments until such time as delinquent obligations are fulfilled by SURGRANTEE. The GRANTEE may withhold from payment to the SUBGRANTEE, direct admin- istrative costs and the indirect costs invoiced for under this Subgrant for -12- -, failure to submit required reports accurately and timely. Amounts withheld will be released upon submission of satisfactory reports. If prior approval has been provided by the GRANTEE, an advance payment to the SUBGRANTEE may be made for exceptional circumstances. F. Special Bank Account All funds under this Subgrant including all advance and supplemental payments shall be made by check payable to the SUBGRANTEE and be marked "For Deposit Only" and deposited in a Special Bank Account. The funds in the Special Bank Account may be withdrawn by the SUBGRANTEE solely for the purposes of making payments for items of allowable costs within the terms of this Subgrant, or to reimburse the GRANTEE in accordance with closeout procedures. Authorized representatives of the GRANTEE shall have access to the books and records maintained by the Bank with respect to such Special Bank Account at all reasonable times and for all reasonable purposes, including, but not limited to, the inspection or copying of such books and records and any and all memoranda, checks, correspondence, or other documents pertaining thereto. G. Program Income All records and accounts of program income are to be maintained and reported in accordance with the financial management requirements contained in 41 CFR 29-70.205. Money generated by any income-producing activity under this Subgrant shall be applied to the cost of the activity, and reimbursement under this Subgrant reduced accordingly by the GRANTEE. Use of program income for other allowable Title V activities requires the written approval of the GRANTEE'S SCSP National Director. H. Use of Federal Funds Federal funds received as a result of this Subgrant may be expended only for purposes permitted under the provisions of the Act, and within the -13- ~~ ~~ authorizec. ..........nt and time frame prescribed in writing by the GRANTEE. I. Subgrant Modifications and Changes (I) Time Limitations That except as otherwise provided herein, any alterations, additions, or deletions to the terms of this Subgrant shall be by modification hereto in writing and executed by both parties to this Subgrant. Any modifica- tion pursuant to this Clause must be signed by the duly authorized repre- sentative of the GRANTEE, and an authorized agent of the SUBGRANTEE as specified in Subgrant Article II. If the SUBGRANTEE is directed to make any changes whatsoever by any person other than the GRANTEEIS SCSP National Director, or his duly authorized representatives, which they feel will change the period of per- formance, require additional effort, affect the cost of the Subgrant or change any other terms and conditions, the SUBGRANTEE shall immediately make a written request to the GRANTEE IS SCSP National Director for offi- cial approval to proceed. The SUBGRANTEE is cautioned that any changes prior to official GRANTEE SCSP National Directorls written approval shall be at SUBGRANTEEIS own risk. (2) Li ne Item Transfers Flexibility of cost within the Subgrant budget will be allowed pro- vided that: (a) The total cost of this Subgrant is not exceeded; (b) The administrative portion of the budget is not increased; (c) No change is made in enrollee costs or staff salaries and fringe benefits; and (d) No single cost category is increased or decreased by more than 5 per- cent. (3) Other Modifications Prior approval is required for: -14- I '4t (a) A net increase or decrease from the anticipated enrollment level by 15 percent (b) Any significant changes in the scope of the project. (c) The transfer of federal funds allocated for enrollee wages and fringe benefits to other categories of expense. (d) The addition of any cost items requiring approval in accordance with the provisions of Office of Management and Budget Circulars A-87 and A-122. (4) Changes That any alterations, additions, or deletions to the terms of this Subgrant which are required by changes in Federal laws, and by Federal Regulations promulgated pursuant thereto are automatically incorporated into this agreement on the date designated by law or regulation. The parties hereto expressly agree that GRANTEE shall have the right to make unilateral amendments to this Subgrant necessary to assure conform- ity to federal law, availability of funds, and regulations by the issuance of written Notification of Change duly signed by the GRANTEE1S SCSP National Director. If such changes cause an increase or decrease in the cost of performance of this Subgrant or in the time required for per- formance, an equitable adjustment shall be made in the amount of funds obligated and the Subgrant shall be modified in writing accordingly. If SUBGRANTEE cannot conform to a Notification of Change, it shall notify GRANTEE of same, in writing, within five (5) working days of receipt of s~ch Notification of Change. Failure to agree on any adjustMent shall be a dispute concerning a fact within the meaning of this Subgrant and shall be submitted through GRANTEE'S nor~al channels for resolution. However, nothing in this clause shall excuse the SUBGRANTEE from proceeding with the agreement as changed, un t i1 fin a 1 re sol uti 0 n . -15- ..1 If SUBGRANTEE cannot conform to the changes required by laws, ~edera1 Regulations promulgated pursuant thereto, GRANTEE Directives or Manayement Circulars, then SUB GRANTEE shall notify the GRANTEE in writiny within 30 days of promulgation. GRANTEE may then establish procedures for the suspension or termination of SUBGRANTEE'S pro~rams, if appropriate, until such time as the "Dispute" is finally resolved. J. Subgrant Termination That the performance of work under the Subyrant may be terminated by the GRANTEE in accordance with this Clause in whole or in part: (1) Termination for Cause The GRANTEE or the SUBGRANTEE may terminate this Subgrant when it has been determined that the other party has failed to provide any of the ser- vices specified, or failed to comply with any federal requirement or pro- visions contained within this Subgrant. If the SUBGRANTEE fails to per- form in whole or in part the terms of this Subgrant or fails to make suf- ficient progress so as to endanger performance, the GRANTEE will notify the SUBGRANTEE of such unsatisfactory performance in writing. The SUB GRANTEE has ten (10) working days in which to respond with a written plan accep- table to the GRANTEE for correction of deficiencies. If the SUB GRANTEE does not respond within the appointed time with appropriate plans, the GRANTEE shall serve a Notice of Termlnation on the SUBGRANTEE which will become effective within thirty (30) days after receipt. In the event of termination, the GRANTEE shall be liable for payment only for services prior to the effective date of the termination, provided that such ser- vi~es are in accordance with the provisions of this Subgrant and are allowable costs as specified in the regulations. (2) Termination for Convenience Either the GRANTEE or SUBGRANTEE may request a termination for con- venience. Either party shall give a thirty (30) day advance notice, in -, -16- . writing, of the effective date of such a termination. The SUBGRANTEE shall be entitled to receive just and equitable compensation for any allowable services satisfactorily performed hereunder through the date of termination. (3) Notice of Termination Whenever for any reason the GRANTEE shall determine that such ter- mination is necessary for the GRANTEE, any such termination shall be effected by delivery to the SUBGRANTEE of a Notice of Termination specifying whether termination is for cause or for the convenience of the GRANTEE, the extent to which performance of work under the Subgrant is terminated, and the date upon which such termination becomes effective. Upon such termination of this Subgrant, the GRANTEE will determine the amount due the SUBGRANTEE, or otherwise, such sum will in no event exceed the face value of this Subgrant. In the event of a partial termination, the portion of the fee which is payable with respect to the work under the continued portion of the Subgrant shall be equitably adjusted by agreement between the SUBGRANTEE and the GRANTEE, and such adjustment shall be evidenced by a modification to this AGREEMENT. K. Closeout Procedures Guidelines for completion of the closeout package are contained in the SCSP Procedures Manual. A SUBGRANTEE who is delinquent in submitting a refund check may be prohibited from entering into a Subgrant for the fiscal year following the Subgrant closeout period, and payments may be suspended. IV. Financial Management Provisions A. Accounting System The SUBGRANTEE will maintain complete and accurate records justifying all actual and accrued expenditures, leaving a clear audit trail to the point of origin. Costs shall be segregated, as directed within the framework of this -17- Subgrant. Also, an accrual reporting system shall be implemented and main- tained, and utilized for monthly reporting of program expenditures. That in the event that GRANTEE determines that the record-keeping system of SUB GRANTEE does not comply with federal guidelines, financial accountiny may be done by an accounting firm approved by GRANTEE. The Cost shall be deducted monthly from the funds allocated to SUBGRANTEE. Commingling of funds is prohibited under this Subgrant. All funds received under this Subgrant must be segregated from those of any other Subgrant/Contract funded by the GRANTEE, or any other funding source. SUBGRANTEE shall retain on file written evidence to support all expen- ditures accrued, on a monthly basis, and report such expenditures to GRANTEE. SUBGRANTEE shall maintain accounts in such a way that they are traceable to source documentation of unit transactions. Source documents will be maintained for all transactions. SUBGRANTEE shall insure that GRANTEE, the Comptroller General of the United States, the U.S. Department of Labor, or any of their authorized agents have the right of access fo~ examination and reproduction of any books, accounts or records' of SUBGRANTEE and its subcontractor(s), and shall maintain such right of access as a condition of any subcontract award. This access shall include records of program income, and cost allocation plans. The SUBGRANTEE assures and certifies that it has complied with the requirements of federal, state and local laws regarding the obtaining of employer identification/account numbers and the collection, payment, deposit, and reporting of federal, state and local taxes. In addition to certifying complia~ce for all prior subgrants with the GRANTEE, if applicable, the SUBG~ANTEE further assures continuing compliance throughout the period covered by this Subgrant. -18- B. Bonding That SUBGRANTEE shall, before an advance or any payment or compensation is made under this Subgrant, furnish proof to the GRANTEE that it has a fidelity bond covering all officers and employees of the SUB GRANTEE who are responsible for the receipt, custody and disbursement of program assets. Such a fidelity bond shall be conditioned that the surety executing such bond agrees to indem- nify the SUB GRANTEE and ultimately the GRANTEE as appropriate, against any direct loss of money or other personal property, for which the SUBGRANTEE is legally responsible under the terms of this Subgrant. Such bond shall be in the amount of FIFTY THOUSAND DOLLARS ($50,000). Advance written notice of thirty (30) days shall be given to GRANTEE of the intention to cancel such fidelity bond by SUBGRANTEE. C. Equipment (1) Purchase and Maintenance of Equipment The purchase of all nonexpendab1e personal property requires prior written approval by the GRANTEE. The execution of this Subyrant, inclu- sive of all exhibits, does not constitute prior approval. No purchases of equipment shall be allowed during the last quarter of the Subgrant period. SUBGRANTEE shall follow the provisions of 41 CFR 29-70.215 for all purchases of property with Subgrant funds. However, should the SUBGRANTEE have, or the GRANTEE issue, a more restrictive policy, then the most restrictive policy shall apply. The titles to all property purchased with Subgrant funds remain vested in the GRANTEE. The GRANTEE may take possession of all such pro- perty upon termination of the Subgrant, or on evidence that property's utilization is not consistent with the Subgrant. SUBGRANTEE shall maintain an up-to-date inventory of all Subyrant property in its custody, and shall maintain the property in good condition. This includes property currently on hand from previous subgrants/contracts -19- ,1' with the GRANTEE, surplus government property utilized for the Subgrant, and all new purchases under this Subgrant. This clause is applicable to all office furnishings and equipment, tools, and materials used in training and services activities. (2) Lease, Rental and Lease-Purchase The GRANTEE reserves the right of reviewing and approving all appli- cable lease, rental and lease/purchase agreements of the SUBGRANTEE. SUBGRANTEE shall maintain and make available to the GRANTEE copies of all documents relative to bids, quotations and offers related to the agreements. Lease, rental and lease/purchase agreents may be reviewed for a fair and reasonable cost analysis prior to approval. Any remodeling and rehabilitation must be reviewed by the GRANTEE and written approval provided by the GRANTEE prior to the SUBGRANTEE expendng funds from this Subgrant. Funds from this Subgrant are prohibited from use for capital improve- ments on privately-owned property. D. Indirect Costs That SUBGRANTEE will not be reimbursed for any indirect cost incurred in performance under this Subgrant unless SUBGRANTEE has a current Indirect Cost Negotiated Agreement, fully executed by a cognizant Federal Agency, and been given prior written approval by GRANTEE. E. Insurance That SUB GRANTEE shall procure and thereafter maintain all private and public insurance coverage required by Federal, State and local law, and as detailed in the NCOA-SCSP Procedures Manual. F. Audits The Subgrantee is not authorized to use funds to contract with independent public accountants for audit services under this Subgrant, without prior written approval. The word "audit" as used herein is intended to mean: h1 -20- (1) A Syst "c verification of the accounting records, !rs, and other financial and legal records and documents of a SUBGRANTEE for the purpose of determining the allowability of Subgrant costs. (2) The ~endering of an expert and impartial opinion by a qualified accountant as to the fairness of ~corded costs incurred in the performance of work under this Subgrant. Interim and final audits of this Subgrant will be performed by the GRANTEE (including a representative of the U.S. Department of Labor or others, if applicable), and findings of such audits thereof will be provided to the SUBGRANTEE. All books of accounts, ledgers, supporting records and worksheets per- taining to the financial records of the subgrant shall be retained for a period of three (3) years from the final closeout date of the GRANTEE's prime grant. Records shall be retained beyond the 3 year period if audit findings have not been resolved, or if requested by GRANTEE. In the event of disallowance or audit exception by the GRANTEE, including any exception resulting from a U.S. Department of Labor audit, of any expen- diture which it considers to be an item not properly allocable to the work, or reimbursable under this Subgrant, the GRANTEE shall notify the SUBGRANTEE in writing of the disallowance, giving full particulars and reasons for diasallowance. In the event the SUBGRANTEE concurs, the amount disallowed may be withheld by the GRANTEE from the next advance, if any; or if there is no next advance, the SUBGRANTEE shall make payment to the GRANTEE. In the event the SUBGRANTEE does not concur with a disallowance or audit exception, the matter may be ~ferred to the appropriate official of the U.S. Department of Labor fo! review, after the GRANTEE's Audit Resolution procedures have been exhausted. Notwithstanding any other provision of law or this AGREEMENT, the SUBGRANTEE shall indemnify and/or reimburse GRANTEE for any disallowances or exceptions, and for any associated or consequential costs thereof, resulting from a DOL audit or otherwise. -21- ~~ SUBGRANT~~ shall retain the records beyond the three 17\ "~ar period until the litigation, audit findings, or claim has been finally resolved. GRANTEE will formally notify the SUB GRANTEE of the expiration of each subgr~nt retention period. Disposal of records, without GRANTEE approval, is at the SUBGRANTEE'S risk. B. Program Staff The SUBGRANTEE shall designate a Project Director to be responsible for administration of the SCSP. Appointment shall be subject to consultation with GRANTEE. Other staff necessary to administer, manage and/or operate this subgrant shall be proyram enrollees whenever feasible, and project staffing arrangements shall be subject to approval by the GRANTEE. GRANTEE shall be provided advance notification, of at least 10 days, of any proposed changes in project administrative personnel and/or staffing arrangements. C. Advisory Council SUBGRANTEE agrees to develop a mechanism for securing the largest and broadest possible community support for the project, such as an Advisory Council. The Advisory Council is to provide advice, assistance and support, while not functioniny as a program policy-making body. The Advisory Council may be a committee or sub-committee of a larger aging, employment, or human services program council. Membership should include, but not be limited to, enrollees, professional persons who are specialists in the field of aging, employment and human services programs, local labor leadership and represen- tatives of private industry. A listing of the membership shall be submitted to the GRANTEE within ninety (90) days after execution of this agreement. VI. Reporting Require.ents A. Financial Reports The SUB GRANTEE shall deliver to GRANTEE'S Finance Department, a monthly financial report of its expenditure of funds received under this Subgrant. The -23- '4* report must have original signatures, and must be received by the 15th day of the month following the reporting period. The GRANTEE, at its discretion, may require SUB GRANTEE to submit an additional statement each month which will reflect the following: (a) Purpose of each expenditure; (b) Payee of each expenditure; (c) Amount of each expenditure; and (d) Name of person requesting each expenditure. A copy of the Monthly Financial Report (MFR), and all attachments, shall be submitted to the designated Field Representative. B. Management Information System (MIS) Reports The SUBGRANTEE shall submit properly certified participant tracking reports to the GRANTEE. These reports shall be submitted in the format and within the time frame prescribed by the GRANTEE. The reports shall include but not be limited to, information on enrollment, activity change and termination of participants. The SCSP Procedures Manual provides a full description of all required reports, due dates, and persons to whom copies are distributed. c. Other Reports That SUB GRANTEE shall prepare in accordance with written directives those documents as .specified by the GRANTEE to enable the GRANTEE to summarize and report the status of the program as set forth in this Subgrant and as required by the Department of Labor, other Federal agencies, and the GRANTEE. This data, along with other reports will be used to determine the performance of this Subgrant as set forth herein. VII. Performance A. Performance Standards The SUBGRANTEE shall have adequate administrative and accounting controls, personnel standards, evaluation programs and other policies as may be necessary to promote the effective use of funds and to comply with Title V regulations. -24- .,- Performance by the SUBGRANTEE shall be measured monthly, by the GRA~TEE, on a cumulative basis against goals and standards specified in this AGREEMENT and incorporated by reference. The performance standards for program activi- ties under this Subgrant, as outlined in the Program Narrative, shall also be monitored. It will be the responsibility of the SUBGRANTEE, to determine the nature, extent and cause of performance below relevant goals. B. Program and Financial Goals GRANTEE will review and analyze at least monthly, all reports submitted pursuant to provisions for program and financial goals set forth in this Subgrant. The GRANTEE reserves the right to require replanning or other appropriate action which may involve the unilateral deobligation of funds. The SUBGRANTEE will be expected to perform within a plus or minus two per- cent (2%) of the monthly financial plans, as stipulated in the Budget, however, appropriate procedures must be initiated to assure that the total subgrant is not over-expended. Enrollment shall also be maintained at the authorized level at all times. The unsubsidized placement goal is stipulated on page 1 of this AGREEMENT, and progress toward achieving same shall be reviewed on a monthly basis. Enrollee services plans, as stipulated in the narrative/workplan, shall be continuously reviewed to determine that goals are being met. c. Evaluation The frequency, format, accuracy and time of submission of required MIS and financial reports and invoices shall conform to instructions published by the GRANTEE. The submission of delinquent or faulty data will be recorded and such occurrecces shall result in an adverse effect upon the evaluation of the overall performance of the SUBGRANTEE, and may result in the suspension or ter- mination of the Subgrant. The submission of reports shall not be the only criteria by which the SUBGRANTEE is evaluated. Total performance within the scope of this Subgrant, -25- Title V of the Older Americans Act and regulations, other applicable law~ and regulations, and GRANTEE Directives, will all affect the evaluation of the Subgrant. -26- amendment or alteration in the terms or conditions contained herein shall be effec- ~ tive unless contained in a written document executed with the same formality and of equal dignity herewith. To provide services as set forth in the Subgrant Narrative, the SUBGRANTEE shall continuously manage and operate this Subgrant at the following administrative office(s) and/or sUbsite(s): MONROE COUNTY SOCIAL SERVICES PUBLIC SERVICE BLDG. WING III STOCK ISLAND KEY WEST, FL 33040 -27- ~1 ~"'. Authority to Execute Each of the parties hereto covenant to the other party that it has lawful authority to enter into this AGREEMENT and has authorized the execution of this AGREEMENT by the party's authorized representative. This AGREEMENT shall be effec- tive upon execution by both parties. IN WITNESS WHEREOF, the parties have caused this AGREEMENT to be duly executed by their authorized representative, this 2nd day of JUne, , 1987 . Approved for SUBGRANTEE by: Approved for GRANTEE by: Jerry Hernandez, Jr. Name Name of Monroe County, Florida Title 'f Signature 2, 1987 Date APP. OYED AS TO FC:::,; f) l1Y ~N ~=~RC/~ }, Attorney's om,," Il " , I . .' -28- ~-. ,--. -- ,'" Art i c 1 e Clause A. B. Art i c 1 e I I : Clause A. B. C. D. E. F. Article III: SUBGRANT AGREEMENT INDEX Program Purpose PAGE Project Special o bj e ct i ves. . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 3 Assurances...................... ..... ..... ... ................ Grantee/Subgrantee Relationship Legal Authority...................................................... Fund A va i 1 a b i 1 ; t y . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Independent Contractor............................................... Third Party Agreements............................................... Indemnification...................................................... Miscellaneous Provisions............................................. 1. Personnel & Records Availability.................................. 2. Conflict of Interest.............................................. 3. 4. 5 6 6 7 7 8 8 9 9 9 Lobby; ng.......................................................... Scope of Agreement................................................ General Administrative Provisions Clause A. B. C. D. E. F. G. H. I. J. K. Article IV: Clause A. B. C. D. E. F. Article V: Clause A. B. C. Art i c 1 e V I : Clause A. B. C. Performance Period................................................... 10 Total Funds Awarded.................................................. 10 Subgrant Identification.............................................. 10 Compliance with Applicable Laws, Regulations, Guidelines............. 10 Funding Obligations and Payments..................................... 11 Special Bank Account................................................. 13 Pro gram I n corne. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 13 Use of Federal Funds................................................. 13 Subgrant Modifications and Changes................................... 14 Subgrant Termination................................................. 16 Closeout Procedures.................................................. 17 Financial Management Provisions Accounting System.................................................... Bond; ng. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . E qui pme nt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Indirect Costs....................................................... Ins u ra n ce. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Aud; t 5 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 19 19 20 20 20 Progra~ Management Provisions Policies and Records................................................. 22 Program Staff........................................................ 23 Advi sory Counci 1..................................................... 23 Reporting Requirements Financial Reports.................................................... Management Information System (MIS) Reports.......................... Other Reports........................................................ 23 24 24 SUBGRANT AGREEMENT INDEX (continued) Art i c 1 e V I I : Performance PAGE Clause A. Performance Standards............................................... 24 B. Program and Financial Goals......................................... 25 C. Eva' u at; on. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Art i c 1 e V I I I : Miscellaneous · Copyrights........................................................ 26 . Publication of Data............................................... 26 . Prior Agreements.................................................. 26 e Location(s) of Activities......................................... 27 Article IX: Authority to Execute Article X: Special Conditions or Changes to Subgrant Agreement (optional)