12/15/2004
January 1, 2005
Agreement Number AA-529
OLDER AMERICANS ACT STANDARD FIXED RATE AGREEMENT - 2005
THIS AGREEMENT is entered into between the Alliance for Aging, Inc., hereinafter
referred to as the "Alliance," and Monroe County Board of Commissioners,
hereinafter referred to as the "recipient." This agreement is subject to all provisions
contained in the MASTER AGREEMENT executed between the Alliance and the
Recipient, Agreement No. PA-429, and its successor, incorporated herein byreferen~.
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The parties agree:
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I. Recipient Agrees:
A. Services to be Provided: . '- -. ~
To plan, develop, and accomplish the services delineated, or otherwi~ cq'use-::,
the planning, development, and accomplishment of such services anaactivitieS-:'
under the conditions specified and in the manner prescribed in Attachment I of
this agreement.
B. Requirements of Section 287, Florida Statutes:
These requirements are herein incorporated by reference.
C. Final Request for Payment:
The recipient must submit the final request for payment to the Alliance no more
than 45 days after the agreement ends or is terminated; if the recipient fails to
do so, all right to payment is forfeited, and the Alliance will not honor any
requests submitted after the aforesaid time period. Any payment due under
the terms of this agreement may be withheld until all reports due from the
recipient, and necessary adjustments thereto, have been approved by the
Alliance.
II. The Alliance agrees:
A. Agreement Amount:
To pay for services according to the conditions of Attachment 1 in an amount not
to exceed $502,493.00, subject to the availability of funds.
B. Obligation to Pay:
The Alliance's performance and obligation to pay under this agreement is
contingent upon an annual appropriation by the Legislature and passed through
the State of Florida Department of Elder Affairs.
C. Source of Funds:
The costs of services paid under any other agreement or from any other source
are not eligible for reimbursement under this agreement. The funds awarded to
the recipient pursuant to this agreement are in state grants and aids
appropriations and consist of the following:
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January 1, 2005
Agreement Number AA-529
Program Title Year Funding Source CFDA# Funds
Amounts
OAA Title IIIB Support 2005 US Department of 93.044 $110,000.00
Services Health & Human
Services
OAA Title IIIC 1 Congregate 2005 " 93.045 $158,599.00
Meals
OAA Title III C2 Home 2005 " 93.045 $184,789.00
Delivered Meals
OAA Title IIIE Services 2005 " 93.052 $49,105.00
TOTAL FUNDS CONTAINED IN THIS AGREEMENT: $502,493.00
III. Recipient and Alliance Mutually Agree:
A. Effective Date:
1. This agreement shall begin on January 1, 2005.
2. This agreement shall end on December 31,2005.
B. Termination, Suspension and/or Enforcement:
The causes and remedies for termination or suspension of this agreement shall
follow the same procedures as outlined in Section III.B. and Section III.C. of the
Master Agreement.
C. Recipient Responsibility:
Notwithstanding the pass-through language contained in Section 1.S.1. of the
Master Agreement, the recipient maintains responsibility for the performance of
all sub-recipients and vendors in accordance with all applicable federal and state
laws. (Code of Federal Regulations (CFR) Title 45, Chapter, XIII, Part 1321.)
D. Notice, Contact, and Payee Information:
1. The name, address, and telephone number of the grant manager for the
Alliance for this agreement is:
Steven Weisberg, M. S.
9500 S. Dadeland Boulevard, Suite 400
Miami, FL 33156
305-670-6500
2. The name, address, and telephone number of the representative of the
recipient responsible for administration of the program under this
agreement is:
Louis LaTorre
GA TO Building - 1100 Simonton Street
Key West, FL 33040
(305) 292-4573
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January 1, 2005
Agreement Number AA-529
3. In the event different representatives are designated by either party after
execution of this agreement, notice of the name and address of the new
representative will be rendered in writing to the other party and said
notification attached to originals of this agreement.
4. The name (recipient name as shown on page 1 of this agreement) and
mailing address of the official payee to whom the payment shall be made:
Monroe County Board of Commissioners
GA TO Building - 1100 Simonton Street
Key West, FL 33040
IN WITNESS THEREOF, the parties hereto have caused this 15-page agreement to be
executed by their undersigned officials as duly authorized.
RECIPIENT:
ALLIANCE FOR AGING, INC.
MONROE COUNTY BOARD OF
COMMISSIONERS
BOARD PRESIDENT OR
AUTHORIZED DESIGNEE
SIGNED BY: i;4;- ml-fu-64-(}
NAME:
Dixie M. Spehar
SIGNEDB~ ~
NAME: Steven Weisberg, M. S.
TITLE:
Mayor/Chairman
TITLE:
President/CEO
DATE:
December 15, 2004
DATE:
-Dd 1:-1 )0 ~
FEDERAL 10 NUMBER:
RECIPIENT FISCAL YEAR END DATE:
59-6000749
09/30
~
. CLERK
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January 1, 2005
Agreement Number AA-529
ATTACHMENT I
OLDER AMERICANS ACT PROGRAM
I. STATEMENT OF PURPOSE
The Older Americans Act (OAA) Program is a federal program that provides
assistance to older persons and caregivers.
To enhance the provision of services at the local level, the Department of Elder Affairs
is charged with dividing the state into distinct planning and service areas (PSAs) and
designating an Area Agency on Aging (AAA) for each of them. The Alliance is
responsible for assessing the needs of older persons within PSA-11.
The OAA Program is the only federal supportive services program directed solely
toward improving the lives of older people. The Alliance fosters the development and
implementation of comprehensive and coordinated systems to serve older individuals.
Under current law, all service providers funded under part B of the Act must follow
priorities established by the Alliance and approved by the Department of Elder Affairs
for serving the elderly, providing assurances that preference will be given to those with
the greatest economic and social need, with particular attention to low-income minority
older individuals residing in rural areas.
The Older Americans Act provides a framework for a partnership among the different
levels of government and the public and private sectors with a common objective _
improving the quality of life for all older Americans by helping them to remain
independent and productive.
II. SERVICES TO BE PROVIDED
A. Services:
The recipient's service application for the calendar year 2005, and any revisions
thereto approved by the Alliance and located in the grant manager's file, are
incorporated by reference in this agreement between the Alliance and the
recipient and prescribe the manner in which the recipient will meet the
requirements of the Older Americans Act as amended in 2000.
B. Manner and Service Provision:
The services will be provided in a manner consistent with and described in the
recipient's service provider application for the calendar year 2005, the
Department of Elder Affairs Home and Community-Based Services Handbook
dated 1/03, the Department of Elder Affairs National Family Caregiver Support
Program Guidelines, and the Department of Health and Human Services, Office
of Assistant Secretary, Administration on Aging, Program Instruction, AoA-PI-01-
02. In the event the manual or guidelines are revised, such revisions will
automatically be incorporated into the agreement and the recipient will be given a
copy of the revisions. The recipient agrees to perform the services of the
agreement in accordance with all federal, state, and local laws, rules, regulations
and policies that pertain to Older Americans Act funds.
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January 1, 2005
Agreement Number AA-529
III. METHOD OF PAYMENT
A. The method of payment in this agreement includes advances, cost
reimbursement and/or fixed price for some Title III E services and fixed rate for
all other services. The recipient must ensure all costs and fixed rates include
only those costs which are in accordance with all applicable state and federal
statutes and regulations and are based on historical costs and audited historical
costs when applicable. All requests for payment and expenditure reports
submitted to support requests for payment shall be on DOEA forms 106A, 105A
and 106E.
This agreement is subject to those Federal cost principles applicable to the
particular organization concerned [Office of Management and Budget (OMB)
circulars A-87, A-122, A-21, 45 CFR part 74, and 48 CFR part 31].
B. The recipient shall maintain documentation to support payment requests which
shall be available to the Alliance, Department of Elder Affairs staff or the
Comptroller for the State of Florida upon request.
C. The due date for the request for payment and expenditure reports shall be on the
5th day of the month following the month being reported.
D. The Alliance shall make payment to the recipient for a total dollar amount not to
exceed $502,493.00, subject to the availability of funds. Rates listed in
Paragraph E are the Alliance's share not to exceed 90% of the gross cost per
unit of service.
E. The Alliance shall make payment to the recipient for provision of services up to a
maximum number of units of service and at the rate(s) stated below:
Service to be Provided Unit of Unit Rate Maximum Maximum
Service Units Dollars
Homemaker 1 hour 30.64 1,542 $47,276.00
Personal Care 1 hour 34.75 1,805 62,724.00
Congregate Meals 1 meal 8.95 17,398 155,714.00
Nutrition Education (C-1) Episode 412.12 7 2,885.00
Home Delivered Meals 1 meal 5.70 32,241 183,777.00
Nutrition Education (C-2) Episode 505.88 2 1,012.00
In-Home Respite (3E) 1 hour 27.87 960 26,763.00
Facility Respite (3E) 1 hour 9.85 2,268. 22,342.00
F. If applicable, recipient may implement a Modified Spending Authority for these
services, WITHIN THEIR RESPECTIVE TITLES.
Under this Modified Spending Authority, the total units of service and maximum
dollar amount projected by the recipient and approved under Section III.E may
fluctuate based on consumers' service plans. Additional budget
revisions/amendments will not be required in order to move funding among
services within any given funding title, with the exception of
Screening/Assessment, Case Aide, and Case Management. The total
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January 1, 2005
Agreement Number AA-529
agreement amount per funding title cannot be exceeded without prior approval
and an agreement amendment.
G. The recipient may request a monthly advance for each of the first two months of
the agreement period, based on immediate anticipated cash needs. Detailed
documentation justifying cash needs for advances must be submitted with the
signed agreement, approved by the Alliance, and maintained in the grant
manager's file. For-profit organizations cannot receive advance funds. All
payment requests for the third through the twelfth months shall be based on the
submission of monthly actual expenditure reports beginning with the first month
of the agreement. The schedule for submission of invoices is ATTACHMENT II
to this agreement. Reconciliation and recouping of advances made under this
agreement are to be completed by the time the final payment is made. All
payments are subject to the availability of funds.
H. A final receipt and expenditure report (closeout report) will be forwarded to the
Alliance within sixty (60) days after the agreement ends or is terminated. All
monies which have been paid to the recipient and not used to retire outstanding
obligations of the agreement being closed out must be refunded to the Alliance
along with the final receipt and expenditure report.
I. Interested Earned on General Revenue and Federal Funds: All interest income
earned on the advance of aeneral revenue and federal funds must be separately
identified and returned to the Alliance, together with the payment and
expenditure reports. Advances on Federal funds must be maintained in interest-
bearing accounts in accordance with 45 CFR 74.22 (k). Interest amounts earned
on Federal funds up to $250.00 per year, may be retained by the recipient for
administrative expenses.
J. Any payment due by the Alliance under the terms of this agreement may be
withheld pending the receipt and approval by the Alliance of all financial
programmatic reports due from the recipient and any adjustments thereto,
including any disallowance not resolved as outlined in Section I.T. of the Master
Agreement.
K. The recipient agrees to implement the distribution of funds as detailed in the
service application and the Budget Summary, ATTACHMENT III to this
agreement. Any changes in the amounts of federal funds identified on the
Budget Summary form require an agreement amendment.
L. Financial Reports: The recipient agrees to provide an accurate, complete and
current disclosure of the financial results of this agreement as follows:
1. To submit all requests for payment and expenditure reports according to the
format, schedule and requirements specified in ATTACHMENT I.
2. The completed manual units of service portions of the Older Americans Act
Annual Report, if applicable, are due to the grant manager on the date
established by the Alliance. The Department of Elder Affairs will obtain the
remaining Report sections from the Consumer Information, Registration and
Tracking System (CIRTS).
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January 1, 2005
Agreement Number AA-529
IV. SPECIAL PROVISIONS
A. Match
The recipient will assure a match requirement of at least 10 percent of the cost
for all services funded through this agreement. The recipient's match will be
made in the form of cash and/or in-kind resources. At the end of the agreement
period, all Older Americans Act funds expended must be properly matched.
B. Consumer Contributions and Co-payments for Services
1) The recipient assures compliance with Section 315 of the Older Americans
Act as amended in 2000, in regard to consumer contributions. Sub-recipients
may charge co-payments to those persons able to pay part or all of the cost
of services only for services not paid for with Older Americans Act funds.
2) Voluntary contributions are not to be used for cost sharing or matching. (See
Title 45, chapter XIII, Part 1321.67, CFR.)
3) Accumulated voluntary contributions are to be used prior to requesting
Federal reimbursement. (See Title 45, Chapter XIII, Part 1321.67, CFR.)
4) Voluntary contributions and related interest earned are program income and
must be used to expand services.
C. Title III Funds
The recipient assures compliance with Section 306 of the Older Americans Act
as amended in 2000, that funds received under Title III will not be used to pay
any part of a cost (including an administrative cost) incurred by the recipient to
carry out an agreement or commercial relationship that is not carried out to
implement Title III.
D. Carry Forward Funds
Carry forward funds must be identified on the computation of carry forward report
submitted with the closeout report and requests for award of carry forward funds
must be justified by the recipient and approved by the Alliance. All OAA carry
forward funds must be budgeted in the same title as originally awarded.
E. Prioritization for Service Delivery
The recipient shall develop and implement policies and procedures consistent
with Older Americans Act targeting criteria.
F. Information and Referral
The recipient agrees to adhere to the Standards for Professional Information &
Referral, ATTACHMENT IV to this agreement. The basis of these standards are
those found in the standards published by the Alliance for Information & Referral
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January 1, 2005
Agreement Number AA-529
Systems (AIRS), copyright 2000, and amended by the Department of Elder
Affairs to meet the unique needs of the Elder Helpline system.
G. Service Cost Reports
The recipient will submit semi-annual service cost reports which reflect actual
costs of providing each service by program. This report provides information for
planning and negotiating unit rates.
H. Caregiver Forums
The recipient will collaborate with the Alliance in supporting a Statewide
Caregiver Forum coordinated by the Department of Elder Affairs. The Alliance
will sponsor the attendance of a minimum of ten caregivers and contribute
$1,000.00 toward the expense of speakers and miscellaneous training expenses
using agreement funds. Sponsorship of caregivers includes providing funds for
all expenses related to caregivers attending this event; to include registration,
travel, and local respite services. Recipients are also encouraged to help the
Alliance plan and conduct local caregiver forums utilizing Title III-E funds.
Caregiver Forums are defined in the Department of Elder Affairs Title III-E
National Family Caregiver Support Guidelines.
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January 1, 2005
Report
Number
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Agreement Number AA-529
ATTACHMENT II
AGREEMENT REPORT CALENDAR
ADVANCE BASIS AGREEMENT
TITLE III
Month
Submit To
Alliance On
This Date
Based On
January
February
March
April
May
June
July
August
September
October
November
December
Advance *
Advance *
January Expenditure Report
February Expenditure Report
March Expenditure Report
April Expenditure Report
May Expenditure Report
June Expenditure Report
July Expenditure Report
August Expenditure Report
September Expenditure Report
October Expenditure Report
November Expenditure Report
December Expenditure Report
Final Payment Request
Closeout Package
January 1
January 1
February 5
March 5
April 5
May 5
June 5
July 5
August 5
September 5
October 5
November 5
December 5
January 5
February 14
February 28
Leaend: * Advance based on projected cash need.
Note #1:
Note #2:
Submission of expenditure reports mayor may not generate a payment
request. If final expenditure report reflects funds due back to the
Alliance, payment is to accompany the report.
Reports #1 and #2 for Advance Basis Agreements cannot be submitted to
the Alliance until the agreement with the Alliance has been executed.
The last two months of the recipient's fiscal reports covering actual
expenditures shall reflect an adjustment repaying advances for the first
two months of the agreement, if advances have not been recouped.
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January 1, 2005
Agreement Number AA-529
ATTACHMENT III
BUDGET SUMMARY
2005 OOA BUDGET SUMMARY
Recipient: Monroe County Board of Commissioners
Agreement No.: AA-529
DISTRIBUTION OF AWARD BY TITLE
FEDERAL SHARE
OAA Title III-B
$110,000.00
$158,599.00
$184,789.00
$49,105.00
$502,493.00
OAA Title III-C-1
OAA Title III-C-2
OAA Title III-E
TOTAL FEDERAL AMOUNT:
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January 1, 2005
Agreement Number AA-529
ATTACHMENT IV
OLDER AMERICANS ACT PROGRAM
SUMMARY OF STANDARDS FOR PROFESSIONAL
INFORMATION & REFERRAL
I. SERVICE DELIVERY
Standard 1: Information Provision
The Information and Referral (I & R) service shall provide accurate information to an
inquirer in response to a direct request for such information. Information can range
from a limited response (such as organization's name, telephone number, and
address) to detailed data about community service systems (such as explaining how a
group intake system works for a particular agency), agency policies, and procedures
for application. Every call, including information only calls, shall be documented.
Documentation shall include the type of information requested and the action taken.
The I & R Specialist shall encourage inquirers to call back if the information proves
incorrect, inappropriate, or insufficient to link them with needed service(s).
Standard 2: Referral Provision
The I & R service shall provide information and referral services in which the inquirer
has one-to-one contact with an I & R specialist. The referral process consists of
assessing the needs of the inquirer, identifying appropriate resources, assessing
appropriate response modes, indicating organization capable of meeting those needs,
providing enough information about each organization to help inquirers make an
informed choice, helping inquirers for whom services are unavailable by locating
alternative resources, and actively participating in linking the inquirer to needed
services. Follow-up is required for each referral. The referral cannot be counted until
follow-up is complete.
The I & R Service shall provide the ability to access to its services for individuals and
groups who have special needs (Le. TDDmV access for people with hearing
impairments, and language access for inquirers who speak languages other than
English.)
The I & R service shall utilize technology that improves access to service and
enhances its ability to serve inquirers efficiently and effectively while preserving the
level and quality of its core services. Technology includes telephone systems, 1& R
software packages, and searchable I & R databases on the Internet.
Standard 3: Advocacv/lntervention
The I & R service shall offer advocacy to ensure that people receive the benefits and
services to which they are entitled and that organizations within the established service
delivery system meet the collective needs of the community. For purposes of these
standards, advocacy does not include any actions specifically prohibited by Federal
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January 1, 2005
Agreement Number AA-529
cost principles. All advocacy efforts shall be consistent with policies established by the
government body of the I & R service and shall proceed only with the permission of the
inquirer.
The I & R service shall intervene on behalf of individuals to help them establish
eligibility for or obtain needed services when they have been denied benefits or
services to which they are entitled, or when they need assistance to communicate their
needs to a service provider.
Standard 4: Follow-Up
FOllow-up on referrals must be completed within 10 calendar days, either by telephone
or visit to the inquirer and/or the organization, to determine that services are being
provided and that the elder or caregiver is satisfied with the services as provided,
unless a crisis situation suggests more immediate follow-up.
If the inquirer has not received services or the need has not been met, the I & R
service shall determine whether there is still a need and make additional appropriate
referrals. The I & R service shall also document the follow-up results (that service was
not received) for future reference.
II. RESOURCE DATABASE
Standard 5: Inclusion/Exclusion Criteria
The I & R service shall have a written policy that describes inclusion/exclusion criteria
for the resource database. The inclusion/exclusion criteria shall be reviewed on a
regular basis to ensure that they continue to meet the changing needs of the
community. These criteria shall be uniformly applied and published so that staff and
the public will be aware of the scope and limitations of the database.
If the I & R service charges a fee for the inclusion of organizations in its database, that
practice shall be published as a part of its inclusion/exclusion criteria.
Standard 6: Data Elements
A standardized profile shall be developed for each county's organization within the
planning and service area. The database shall include:
· Provider's legal name, common name and acronym
· Address (mailing and physical location)
· Telephone number(s)
· Hours and days of operation
· Legal Status (non-profit, government, for-profit, unincorporated group)
· Description of services
· Method (Source) of Payment (Medicaid, Medicare, private insurance)
· Date the information was last verified
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January 1, 2005
Agreement Number AA-529
Standard 7: IndexinQ the Resource Database/Search Methods
Information in the resource database shall be indexed and accessible in ways that
support the I & R process.
Standard 8: Classification Svstem (Taxonomv)
The I & R service shall use the AIRS/INFO LINE Taxonomy of Human Service
classification system.
Standard 9: Database Maintenance
The resource database shall be updated through continuous revision or at intervals
sufficiently frequent to ensure accuracy of information and comprehensiveness of its
contents. The resource database shall be updated at least annually and records in
the database shall include the date of the last update.
III. REPORTS AND MEASURE
Standard 10: Inquirer Data Collection
The I & R service shall establish and use a system for collecting and organizing
inquirer data which facilitates appropriate referrals and provides a basis for describing
requests for service, identifying service gaps and overlaps, assisting with needs
assessments, supporting the development of products, identifying issues for staff
training and facilitating the development of the resource information system. Inquirer
data includes information gathered during follow-up as well as that acquired during the
original contract.
The I & R service shall have in place appropriate security precautions which protect
and keep confidential data collection forms and inquirer information.
Standard 11: Data Analvsis and Reportina
The I & R service shall develop reports using inquirer data and/or data from the
resource database to support community planning activities (or planning at other
levels), internal analysis and advocacy.
Beginning January 2005, the I & R service shall submit quarterly reports to the
Department of Elder Affairs. Reports shall provide total number of incoming calls, type
of service requested, referrals (clients served), unmet needs, and gaps in services.
IV. COOPERATIVE RELATIONSHIPS
Standard 12: Cooperative Relationships within the Local I & R System
In communities which have a multiplicity of comprehensive and specialized I & R
providers, the I & R service shall develop cooperative working relationships to build a
coordinated I & R system which ensures broad access to information and referral
services, maximizes the utilization of existing I & R resources, avoids duplication of
effort and encourages seamless access to community resource information. 1& R
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January 1, 2005
Agreement Number AA-529
services within the system may choose to be "full service" programs performing all
necessary I & R functions within their designated service area; or may prefer to partner
with one or more I & R services to share those functions (e.g., one I & R service might
build and maintain the resource database and another might assume responsibility for
service delivery.)
Standard 13: Cooperative Relationships within the Local Service Deliverv
Svstem
The I & R service shall strive to develop cooperative working relationships with local
service providers to build an integrated service delivery system which ensures broad
access to community services, maximizes the utilization of existing resources, avoids
duplication of effort and gaps in services, and facilitates the ability of people who need
services to easily find the most appropriate provider.
Standard 14: Cooperative Relationships Amona Local. State or Provincial.
Reaional. National. and International I & R Providers
Comprehensive and specialized I & R services at all geographic levels (local,
state/provincial, regional, national and international) shall strive to develop formal and
informal working relationships with the objective of broadening the availability of
information and referral to all inquiries, facilitating access to appropriate resources
regardless of their origin and/or location, avoiding duplication of effort and funding,
expanding the effectiveness of social analysis with more global information about
needs and services, and augmenting the impact of advocacy efforts through
coordination, where possible.
Standard 15: Participation in State or Provincial. Reaional. National. and
International I & R Associations
The I & R service shall strive to strengthen state, regional, and national I & R
associations by participating in activities.
V. ORGANIZATIONAL REQUIREMENTS
Standard 16: Governance
The auspices under which the I & R service operates shall ensure the achievement of I
& R goals and meet the standards set forth by the Department of Elder Affairs.
Standard 17: Personnel Administration
The I & R service shall provide a framework and mechanisms for program, personnel
management and administration that guarantee the continuity and consistency
required for effective service delivery.
Standard 18: Staff Trainina
The I & R service shall have a training policy and make training available to paid and
volunteer staff.
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January 1, 2005
Agreement Number AA-529
Standard 19: Promotion and Outreach
The I & R service shall establish and maintain a program which increases public
awareness of I & R services, their objectives, and their value to the community. At least
two outreach projects targeting low-income minority and rural elders must be completed
annually.
15