FY1998 10/15/1997BRANCH OFFICE
3117 OVERSEAS HIGHWAY
MARATHON, FLORIDA 33050
TEL. (305) 289-6027
FAX (305) 289-1745
i®annp �C.o[fjage
CLERK OF THE CIRCUIT COURT
MONROE COUNTY
500 WHITEHEAD STREET
KEY WEST, FLORIDA 33040
TEL. (305) 292-3550
FAX (305) 295-3660
TO: Division of Management Services
c/o County Administrator
FROM: Isabel C. DeSantis, Deputy Clerk J( (2.
DATE: November 6, 1997
BRANCH OFFICE
88820 OVERSEAS HIGHWAY
PLANTATION KEY, FLORIDA 33070
TEL. (305) 852-7145
FAX (305) 852-7146
At the October 15, 1997 meeting, the Board granted approval
and authorized execution of the following FY98 Human Service
Providers Contracts:
Agreement between Monroe County and Monroe Association for
Retarded Citizens, in the amount of $30,695.00.
Agreement between Monroe County and Help Line, Inc., in the
amount of $21,000.00.
Agreement between Monroe County and the U.S. Fellowship of
Florida, Inc., (The Heron), in the amount of $25,000.00.
Attached hereto are duplicate originals of each document for
your return to the Providers.
cc: County Attorney
Finance
File
AGREEMENT
This Agreement is made and entered into this J S day of e�Clj /-'%k:_ 1997, between the
BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter referred to as "Board"
or "County," and the MONROE ASSOCIATION FOR RETARDED CITIZENS, hereinafter referred to as
"Provider."
WHEREAS, the Board is authorized by Chapter 70.290, Laws of Florida, 1970, to expend from the
Board's general revenue fund such sums as are deemed necessary and advisable for the care,
treatment, and rehabilitation of retarded citizens, and
WHEREAS, the Provider provides residential care, training, schools, diagnos#c- and evaluation
services, parent counseling and other programs for retarded adults of Monroe County, and
WHEREAS, the Board wishes for the Provider to provide such services to the retarded adults of
Monroe County on a free and unrestricted basis as an aid in the Board's overall mental health program,
now, therefore,
IN CONSIDERATION of the mutual promises and covenants contained herein, it is agreed as
follows:
1. AMOUNT OF AGREEMENT. The Board, in consideration of the Provider substantially and
satisfactorily performing and carrying out the duties of the Board as to rendering services in matters of
care, treatment and rehabilitation of retarded adults in Monroe County, shall pay to the Provider the
sum of Thirty Thousand Six Hundred Ninety -Five Dollars ($30,695.00) for payment of personnel and
operating expenses for fiscal year 1997-98.
2. TERM. This Agreement shall commence on October 1, 1997, and terminate September
30, 1998, unless earlier terminated pursuant to other provisions herein.
3. PAYMENT, Payment will be paid periodically, but no more frequently than monthly as
hereinafter set forth. Reimbursement requests will be submitted to the Board via the Clerk's Finance
Office. The County shall only reimburse, subject to the funded amounts below, those reimbursable
expenses which are reviewed and approved as complying with Florida Statutes 112.061 and
Attachment A - Expense Reimbursement Requirements. Evidence of payment by the Provider shall be in
the form of a letter, summarizing the expenses, with supporting documentation attached. The letter
should contain a certification statement as well as a notary stamp and signature. An example of a
reimbursement request cover letter is included as Attachment B.
After the Clerk of the Board examines and approves the request for reimbursement, the Board
shall reimburse the Provider. However, the total of said reimbursement expense payments in the
aggregate sum shall not exceed the total amount of $30,695.00 during the term of this agreement.
4. SCOPE OF SERVICES. The Provider, for the consideration named, covenants and agrees
with the Board to substantially and satisfactorily perform and carry out the duties of the Board in
providing services in the area of: (a) Residential care - (b) Diagnostic and evaluation services
(c) Sheltered workshop - (d) Case work service - (e) Training schools - (f) Other related services
for retarded citizens of Monroe County, as far as practical with the funds to be provided by the Board.
Said services shall include, but are not limited to, those services described in Provider's Details of
Specific Program for Which Funding is Requested, attached hereto as Exhibit C and incorporated
herein.
5. STANDARD OF CARE. The services provided shall meet the standards of the State
Department of Health & Rehabilitative Services, Division of Developmental Service.
6. RECORDS. The Provider shall maintain appropriate records to insure a proper accounting
of all funds and expenditures, and shall provide a clear financial audit trail to allow for full
accountability of funds received from said Board. Access to these records shall be provided during
weekdays, 8 a.m. to 5 p.m., upon request of the Board, the State of Florida, or authorized agents and
representatives of the Board or State. The Provider shall be responsible for repayment of any and
all audit exceptions which are identified by the Auditor General of the State of Florida, the Clerk of
Court for Monroe County, an independent auditor, or their agents and representatives. In the event of
an audit exception, the current fiscal year contract amount or subsequent fiscal year contract amounts
shall be offset by the amount of the audit exception. In the event this agreement is not renewed or
continued in subsequent years through new or amended contracts, the Provider shall be billed by the
Board for the amount of the audit exception and the Provider shall promptly repay any audit
exception.
2
7. INDEMNIFICATION AND HOLD HARMLESS. The Provider covenants and agrees to
indemnify and hold harmless Monroe County Board of County Commissioners from any and all claims
for bodily injury (including death), personal injury, and property damage (including property owned by
Monroe County) and any other losses, damages, and expenses (including attorney's fees) which arise
out of, in connection with, or by reason of services provided by the Provider occasioned by the
negligence, errors, or other wrongful act or omission of the Provider's employees, agents, or volunteers.
8. INDEPENDENT CONTRACTOR. At all times and for all purposes hereunder, the Provider is
an independent contractor and not an employee of the Board. No statement contained in this
agreement shall be construed so as to find the Provider or any of its employees, contractors, servants or
agents to be employees of the Board.
9. COMPLIANCE WITH LAW. In providing all services pursuant to this agreement, the
Provider shall abide by all statutes, ordinances, rules and regulations pertaining to or regulating the
provision of such services, including those now in effect and hereinafter adopted. Any violation of said
statutes, ordinances, rules and regulations shall constitute a material breach of this agreement and shall
entitle the Board to terminate this contract immediately upon delivery of written notice of termination to
the Provider.
10. PROFESSIONAL RESPONSIBILITY AND LICENSING. The Provider shall assure that all
professionals have current and appropriate professional licenses and professional liability insurance
coverage. Funding by the Board is contingent upon retention of appropriate local, state and/or
federal certification and/or licensure of the Provider's program and staff.
11. MODIFICATIONS AND AMENDMENTS. Any and all modifications of the services and/or
reimbursement of services shall be amended by an agreement amendment, which must be approved
in writing by the Board.
12. NO ASSIGNMENT. The Provider shall not assign this agreement except in writing and with
the prior written approval of the Board, which approval shall be subject to such conditions and
provisions as the Board may deem necessary. This agreement shall be incorporated by reference into
any assignment and any assignee shall comply with all of the provisions herein. Unless expressly
provided for therein, such approval shall in no manner or event be deemed to impose any obligation
upon the Board in addition to the total agreed upon reimbursement amount for the services of the
Provider.
13. NON-DISCRIMINATION. The Provider shall not discriminate against any person on the
basis race, creed, color, national origin, sex or sexual orientation, age, physical handicap, or any other
characteristic or aspect which is not job -related in its recruiting, hiring, promoting, terminating or any
other area affecting employment under this agreement. At all times, the Provider shall comply with all
applicable laws and regulations with regard to employing the most qualified person(s) for positions
3
under this agreement. The Provider shall not discriminate against any person on the basis of race,
creed, color, national origin, sex or sexual orientation, age, physical handicap, financial status or any
characteristic or aspect in its providing of services.
14. AUTHORIZED SIGNATURES. The signatory for the Provider below, certifies and warrants
that:
(a) The Provider's name in this agreement is the full name as designated in its corporate
charter, if a corporation, or the full name under which the Provider is authorized to do business in the
State of Florida.
(b) He or she is empowered to act and contract for the Provider; and
(c) This agreement has been approved by the Board of Directors of the Provider if the
Provider is a corporation.
15. NOTICE. Any notice required or permitted under this agreement shall be in writing and
hand -delivered or mailed, postage pre -paid, by certified mail, return receipt requested, to the other
party as follows:
For Board:
Monroe County Attorney
310 Fleming Street
Key West, FL 33040
For Provider:
M.A.R.C.
Post Office Box 428
Key West, Florida 33041
Louis LaTorre, Social Services Director
and Public Service Building
5100 College Road
Key West, FL 33040
16, CONSENT TO JURISDICTION. This agreement shall be construed by and governed under
the laws of the State of Florida and venue for any action arising under this agreement shall be in
Monroe County, Florida.
17. NON -WAIVER. Any waiver of any breach of covenants herein contained to be kept and
performed by the Provider shall not be deemed or considered as a continuing waiver and shall not
operate to bar or prevent the Board from declaring a forfeiture for any succeeding breach, either of
the same conditions or covenants or otherwise.
18. AVAILABILITY OF FUNDS. If funds cannot be obtained or cannot be continued at a level
sufficient to allow for continued reimbursement of expenditures for services specified herein, this
agreement may be terminated immediately at the option of the Board by written notice of termination
M
delivered to the Provider. The Board shall not be obligated to pay for any services or goods provided
by the Provider after the Provider has received written notice of termination, unless otherwise required
by law.
19. PURCHASE OF PROPERTY. All property, whether real or personal, purchased with funds
provided under this agreement, shall become the property of Monroe County and shall be accounted
for pursuant to statutory requirements.
20. ENTIRE AGREEMENT. This agreement constitutes the entire agreement of the parties
hereto with respect to the subject matter hereof and supersedes any and all prior agreements with
respect to such subject matter between the Provider and the Board.
WHEREOF, the parties hereto have caused these presents to be executed as of the
day and yeti f ritten above.
LHAGE, CLERK
Q. LL'z6J
Deputy Clerk
Wrfn�ss J
i Kdss
jconiimarc
BOARD OF COUNTY COMMISSIONERS
OF MO OE 9OUNTY, FLORIDA
By.
irman
MONROE ASSOCIATION OF RETARDED CITIZENS
(Federal IDN 97 /u3l-_S�{E j
�Y '
1 Executive Director
5
ATTACHMENT A
Expense Reimbursement Requirements
This document is intended to provide "basic" guidelines to Human Service Organizations, county
travellers, and contractual parties who have reimbursable expenses associated with Monroe
County business. These guidelines, as they relate to travel, are from Florida Statute 112.061,
which is attached for reference.
A cover letter summarizing the major line items on the reimbursable expense -equest should also
contain a certified statement such as:
I certify that the attached expenses are accurate and in agreement with the records of this
organization. Furthermore, these expenses are in compliance with this organization's contract
with the Monroe County Board of County Commissioners.
Invoices should be billed to the contracting agency. Third parry payments will not be considered
for reimbursement. Remember, the expense should be paid prior to requesting a reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the contract.
This document should not be considered all-inclusive. The Clerk's Finance Department reserves
the right to review reimbursement requests on an individual basis. Any questions regarding these
guidelines should be directed to Stephanie Griffiths at 305-292-3528.
Payroll:
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll Journal is provided, it should include:
Payroll Journal dates
employee name, salary, or hourly rate
hours worked during the payroll journal dates
withholdings where appropriate
check number and check amount
If a Payroll Journal is not provided the following must be listed:
check number, date, payee, check amount
support for applicable payroll taxes
Original vendor invoices must be submitted for Worker's Compensation an:. ;ability insurance
coverage.
Telephone expenses:
A user log of pertinent information must be remitted: the party called, the caller, the telephone
number, the date, and the purpose of the call must be identified.
Telefax, fax, etc.:
A fax log is required. The log must define the sender, the intended recipient, the date, the number
called, and the reason for sending the fax.
Supplies, services, etc.:
For supplies or services ordered the County requires the original vendor invoice.
Rents, leases, etc.:
A copy of the rental agreement or lease is required. Deposits and advance p::yments will not be
allowable expenses.
Postage, overnight deliveries, courier, etc.:
A log of all postage expenses as it relates tar the County contract is required for reimbursement.
For overnight or express deliveries, the original vendor invoice must be included.
Reproductions, copies, etc.:
A log of copy expenses as it relates to the County contract is required for rc imbursement. The
log must define the date, number of copies made, source document, purpo; e, and -ecipient. A
reasonable fee for copy expenses will be allowable. For vendor services, the original vendor
invoice is required and a sample of the finished product.
Travel expenses: please refer to Florida Statute 112.061.
Travel expenses must be submitted on a State of Florida Voucher for Reims •trsement of
Travel Expenses. Credit card statements are not acceptable documentation for r• .m. rrsement.
Airfare reimbursement requires the original passenger receipt portion of the ainine ticket. A
travel itinerary is appreciated to facilitate the audit trail.
Auto rental reimbursement requires the original vendor invoice. Fuel purchases should be
documented with original paid receipts.
Original taxi receipts should be provided. However, reasonable fares will be reimbi rsed without
receipts. Taxis are not reimbursed if taken to arrive at a departure point: for ex,-1- ole, taking a
taxi from one's residence to the airport for a business trip is not reimbursable.
Original toll receipts should be provided. However, reasonable tolls will be reimbursed without
receipts.
Parking is considered a reimbursable travel expense at the destination. Airport parking during a
business trip is not.
Lodging reimbursement requires a detail listing of charges. The original lodging invoice must be
submitted. The County will only reimburse the actual room and related bed tax. Room service,
movies, and personal telephone calls (see previous guidelines) are not allowable expenses. Per
diem lodging expenses may apply. Again, refer to Florida Statute 112.061.
Meal reimbursement is breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal guidelines
are that travel must begin prior to 6 am for breakfast reimbursement, before noon and end after
2pm for lunch reimbursement, and before 6pm and end after 8 pm for dinner reimbursement.
Mileage reimbursement is calculated at 20 cents per mile for personal auto mileage while on
county business. Effective October 1, 1994, mileage will be reimbursed at 25 cents per mile. An
odometer reading must be included on the state travel voucher for vicinity travel. A mileage map
is attached for reference to allowable miles from various Florida destinations.
Mileage is not allowed from a residence or office to a point of departure: for example, driving
from one's home to the airport for a business trip is not a reimbursable expense.
Data processing, PC time, etc.:
The original vendor invoice is required for reimbursement. Intercompany allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the charging
department (see Payroll above) are attached and certified.
The following expenses are not allowable for reimbursement:
penalties and fines
non -sufficient check charges
fundraising
contributions
capital outlay expenditures (unless specifically included in the contract)
depreciation expenses (unless specifically included in the contract)
SGRIFFITHS
WPSI\PROCEDUR\EXP RERA
ATTACHMENT B
I IUNIAN SERVICE ORGANIZATION LETTERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
Key West, Florida 33040
(Date)
The following is a summary of the expenses for (Human Service Organization_ name) for the time
period of to
Check # RM=
Reason Amount
101
A Company
rent
102
B Company
utilities
103
D Company
phones
104
Person A
payroll
105
Person B
payroll
(A) Total
(B) Total priorpayments
(C) Total requested and paid (A + B)
(D) Total contract amount
Balance of contract (D - C)
$xxxx.xx
$xxxx.xx
$xxxx. xx
I certify that the above checks have been submitted to the vendors as noted and that the expenses
are accurate and in agreement with the records of this organization. Furthermore, these expenses
are in compliance with this organization's contract with the Monroe County Board of County
Commissioners and will not be submitted for reimbursement to any other funding source.
(supporting documentation)
Sworn and subscribed before me this _ day of 199_.
Notary Public Notary Stamp
"A person or affiliate who has been placed on the convicted vendor list
following a conviction for public entity crime may not submit a bid on a
contract to provide any goods or services to a public entity, may not submit
a bid on a contract with a public entity for the construction or repair of a
public building or public work, may not submit bids on leases of real
property to public entity, may not be awarded or perform work as a
contractor, supplier, subcontractor, 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 Section 287.017, for CATEGORY
TWO for a period of 36 months from the date of being placed on the
convicted vendor list."
U9 '9 4 W •C
ETHICS CLAUSE
tL L Y�%6C�R �- �ii J� C warrants that he/it has not employed, retained
or otherwise had act on his/its behalf any former County officer or employee in violation of
Section 2 of Ordinance no. 10-1990 or any County officer or employee in violation of
Section 3 of Ordinance No. 10-1990. For breach or violation of this provision the County
may, in its discretion, terminate this contract without liability and may also, in its discretion,
deduct from the contract or purchase price, or otherwise recover, the full amount of any fee,
commission, percentage, gift, or consideration paid to the former County officer or employee.
C\' n
Date: .0 2 71 9
STATE OFF✓
COUNTY OFz—
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
8�. who, after first being sworn by me, affixed his/her
TF
signature (name of individual signing) in the space provided above on this Z% day of
NOTARY PUBLIC 5f
r BG —
qY PV OFFICIAL NOTARY SEAL
My commission expires: peOAVIOA C NAROY
4 n COMMISSION NUMBER
i CC493745
OF F`QQO my O COMMISSION 19XP.
OMB - MCP FORM #4
1 AI-1�(eC-
Narratives page 5 continued...
17. Monitoring process
HRS, District 11 (and now 11-B) manages a QUALITY ASSURANCE test
of conditions and performance at MARC.
An abbreviated copy of same attached... from this past year.
Additionally, MARC must comply with all City and County regulations
as pertains to safety, fire, food service, business licensing, etc.
See attachments, please., monitoring report.
18. In Hind Services
From the County, no free rent, utilities etc.
The Monroe District School Board lends 3 part time staff through
Adult Education. They also claim the FTE totals for the MARC Client:
thereby eliminating that as a "donated service" since they are paid
on the basis of the Client generated FTE incomes.
MARC also trades a portion of its "rent" at the Old Harris School
for lawn maintenance services at several of the schools.
Not a true "in kind doantion".
19. Overhead costs..administration and fundraising percentages
adm 15% fundraising n/a
20. Agency salaries.... listing attached
21-25... funding application
I believe this has been answered in the sections regarding the
12.5% match/ADT description attached.
IF you need a different "target" ... my choice would be Transportatio
in which case the numbers can be generated —but that is something o
a semantic exercise.
I will comply if you wish...
Copy of District 11-B needs assessment attached.
t; )E I L, i) t �
Re: Page 4 narratives
1. The MARC Mission is as follows:
All programs and activitiess sustain the MARC mission:
TO PROVIDE A SAFE AND SECURE ENVIRONMENT.. A HOME
TO ASSURE THE HIGHEST LEVEL OF HEALTH AND NUTRITION
TO OFFER GUIDANCE, EDUCATION, TRAINING AND HELP IN ALL AREAS
TO PROVIDE FRIENDSHIP AND A SENSE OF FAMILY
TO PROMOTE SELF RESPECT
TO ENCOURAGE COOPERATION AND CONCERN FOR ONE ANOTHER
TO SEE OURSELVES AS A PART OF THE LARGER FAMILY/COMMUNITY
TO ENABLE ACCOMPLISHMENTS AS THE BASIS OF SELF WORTH AND
PRIDE
TO DEVELOP VALUES BEYOND IMMEDIATE MATERIAL GAIN
Within this simple statement of purpose, a meaningful, productive, and rewarding life
is made possible for every client.
2. Use of County Funding:
Over the years, MARC has applied the County funding to several staff positions of
the MARC Sheltered Workshop. This fulfills the 12.5% match request from Children
and Families, and makes a simplified (little monthly paperwork) mechanism available
for reequesting and using the funds.
MARC's preference would be to continue this simplified procedure in the interest of
efficiency.
IF a specific and NEW issue is needed, we can comply by reallocating the funds to
other areas of the MARC program, most easily into our extensive
TRANSPORTATION costs, both in wages of drivers and cost of vehicle maintenance
and replacement.
We will await your instruction if a change is desired.
See pages 4 and 5 of Description of Services, Re: Sheltered Workshop/Adult Day
Training.
3. Funding request is SAME as last year.
4. New, Creative or Innovative...
MARC does not try to be "leading edge" since that is the first part to HIT STONE
WALLS. We are intentionally conservative, doing what we KNOW to work in the
interest of Clients and Families, and is APPRECIATED by them and the
COMMUNITY.
COMMON SENSE may be our most innovative and increasingly RARE attribute!
On the "experimental side"..our increasing TRANSITIONAL programs, from Special