Backup Documents 02/25/2014 Item #16D10 ORIGINAL DOCUMENTS CHECKLIST & ROUTING 5116 £11 0
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE
Print on pink paper.Attach to original document.Original documents should be hand delivered to the Board Office.The completed routing slip and original
documents are to be forwarded to the Board Office only after the Board has taken action on the item.)
ROUTING SLIP
Complete routing lines#1 through#4 as appropriate for additional signatures,dates,and/or information needed.If the document is already complete with the
exception of the Chairman's signature,draw a line through routing lines#1 through#4,complete the checklist,and forward to Sue Filson(line#5).
Route to Addressee(s) Office Initials Date
(List in routing order)
1. Lisa Oien,Grant Coordinator Housing,Human, Veterans Services LO 2/26/2014
Department
2. Jennifer A. Belpedio,ACA County Attorney's Office 0.5+2 3/y. ,LA
3. County Attorney's Office County Attorney's Office
4. BCC Office Board of County Commissioners ;-'H \"-.1
•
5. Minutes and Records Clerk of Court's Office -(1 (i4
PRIMARY CONTACT INFORMATION
(The primary contact is the holder of the original document pending BCC approval.Normally the primary contact is the person who created/prepared the executive
summary.Primary contact information is needed in the event one of the addressees above,including Sue Filson,need to contact staff for additional or missing
information.All original documents needing the BCC Chairman's signature are to be delivered to the BCC office only after the BCC has acted to approve the
item.)
Name of Primary Staff Lisa Oien, Grant Coordinator Phone Number 239-252-6141
Contact Notify when ready for
pick up.
Agenda Date Item was 2/25/2014 V Agenda Item Number 16 D.10 I/
Approved by the BCC
Type of Document Amendment#1 City of Naples v' Number of Original 1 original V.
Attached Documents Attached -ta'[T'AGN£D inn e
INSTRUCTIONS&CHECKLIST
Initial the Yes column or mark"N/A"in the Not Applicable column,whichever is appropriate. Yes N/A(Not
(Initial Applicable)
I. Original document has been signed/initialed for legal sufficiency.(All documents to be signed by the LO
Chairman,with the exception of most letters,must be reviewed and signed by the Office of the
County Attorney.This includes signature pages from ordinances,resolutions,etc. signed by the
County Attorney's Office and signature pages from contracts,agreements,etc.that have been fully
executed by all parties except the BCC Chairman and Clerk to the Board and possibly State
Officials.) /
2. All handwritten strike-through and revisions have been initialed by the County Attorney's Office and N/A V
all other parties except the BCC Chairman and the Clerk to the Board
3. The Chairman's signature line date has been entered as the date of BCC approval of the document or LO
the final negotiated contract date whichever is applicable.
4. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's signature and LO
initials are required.
5. In most cases(some contracts are an exception),the original document and this routing slip should be LO
provided to the BCC office within 24 hours of BCC approval. Some documents are time sensitive and
require forwarding to Tallahassee within a certain time frame or the BCC's actions are nullified. Be
aware of your deadlines!
6. The document was approved by the BCC on 02/25/14 and all changes made during the �I
meeting have been incorporated in the attached document. The County Attorney's Office ha �Aa
reviewed the changes,if applicable.
l:Forms/County Forms/BCC Forms/Original Documents Routing Slip WWS Original 9.03.04,Revised 1.26.05,Revised 2.24.05
«matter_number»/«document_number»
16010
U ` ; Memorandum
To: Clerk's Minutes & Records
From: Lisa Oien
Date: February 26, 2014
Subject: First Amendment to Agreement between Collier County and City of Naples
Re: Original and certified copies
For item 16D10, BCC meeting 2/25/2014 , there is one original amendment to a
subrecipient agreement between Collier County and the City of Naples.
If you need the original please send me two certified copies. If not please send the original
and one certified copy.
Please contact me if you have any questions at 252-6141.
Thanks,
Lisa Oien
Grants Coordinator
Housing, Human and Veteran Services
Department of Housing, Human and Veteran Services
Public Services Division
16010
MEMORANDUM
Date: March 13, 2014
To: Lisa Oien, Grants Coordinator
Housing, Human &Veteran Services
From: Ann Jennejohn, Deputy Clerk
Minutes & Records Department
Re: Amendment #1 to a Disaster Recovery Enhancement Fund
Subrecipient Agreement with the City of Naples for the
George Washington Carver Apartments Area Stormwater Project
Attached are two (2) certified copies of the agreement amendment referenced above,
(Item #16D10) approved by the Board of County Commissioners February 25, 2014.
The original agreementw will be held in the Minutes and Records Department as
part of the Board's Official Records.
Thank you.
16010
Grant#12DB-P5-09-21-01-K39
CFDA/CSFA#- 14.228
Subrecipient-City of Naples
DUNS#084130293
FETI#59-60000382
FY End-6/30
FIRST AMENDMENT TO AGREEMENT BETWEEN COLLIER COUNTY
AND
City of Naples
Stormwater Improvements/George Washington Carver Apartments (GWCA)Area
This Amendment is entered into this 25th day of February, 2014, by and between the
"City of Naples" a municipality existing under the laws of the State of Florida herein after
referred to as "SUBRECIPIENT" and Collier County, a political subdivision of the State of
Florida,hereinafter to be referred to as"COUNTY,"collectively stated as the"Parties."
WHEREAS, on October 22, 2013, the Board of County Commissioners approved
Modification Number 2 to Subgrant Agreement Contract Number 12DB-P5-09-21-01-K39
between Collier County and the Florida Department of Economic Opportunity (DEO) and the
execution of an associated subrecipient agreement providing Community CDBG/DREF funds
for the George Washington Carver Apartments Area Stormwater project in the City of Naples,
Florida;
WHEREAS, on January 8, 2014,the DEO approved Modification Number 2 making the
associated subrecipient agreement providing Community CDBG/DREF funds for the George
Washington Carver Apartments Area Stormwater project effective on January 8, 2014
WHEREAS, the Parties desire to amend the Agreement to reference Chapter 2013-154,
Laws of Florida requirements and extend the project completion date to the same date as the
ending date of Subgrant Agreement Contract Number 12DB-P5-09-21-01-K39, October 22,
2014.
NOW, THEREFORE, in consideration of the mutual benefits contained herein, it is
agreed by the Parties as follows:
Words Seek-Through are deleted; Words Underlined are added
II. TIME OF PERFORMANCE
City of Naples
DREF 08-05
Stormwater Improvements,GWCA Area
Contract Amendment#1
Page 1 of 4
16010
Services of the SUBRECIPIENT shall start on the effective date and end on the ending
date of Modification #2 of DREF Subrant Agreement # 12DB-P5-09-21-01-K39 (incorporated
by reference) and end by February 29m of 2014 October 22, 2014. The term of this Agreement
and the provisions herein may be extended by amendment to cover any additional time period
during which the SUBRECIPIENT remains in control of CDBG funds or other CDBG assets,
including program income. Any funds not obligated by the expiration date of this agreement
shall automatically revert to the County.
III. AGREEMENT AMOUNT
* * *
The County shall reimburse the SUBRECIPIENT for the performance of this Agreement upon
completion or partial completion of the work tasks as accepted and approved by HHVS pursuant,
The Subrecipient shall submit to the submitt l o f quarterly and monthly progress reports.
Invoices for work performed are required every month. If no work has been performed during
that month, or if the SUBRECIPIENT is not yet prepared to send the required backup, a $0
invoice will be required. Explanations will be required if two consecutive months of$0 invoices
are submitted. Payments shall be made to the SUBRECIPIENT when requested as work
progresses but, not more frequently than once per month. Reimbursement will not occur if
SUBRECIPIENT fails to perform the minimum level of service required by this Agreement.
Final invoices are due no later than 90 days after the end of the agreement. Work performed
during the term of the program but not invoiced within 90 days without written exception from
the Grant Coordinator will not be reimbursed. No payment will be made until approved by
HHVS for grant compliance and adherence to any and all applicable local, state or Federal
requirements. Payment will be made upon receipt of a properly completed invoice and in
compliance with §218.70, Florida Statutes, otherwise known as the "Local Government Prompt
Payment Act."
* * *
IX. ADMINISTRATIVE REQUIREMENTS
* *
B. DOCUMENTATION AND RECORDKEEPING
2. SUBRECIPIENT shall keep and maintain public records that ordinarily and
necessarily would be required by COUNTY in order to perform the service. All
reports, plans, surveys, information, documents, maps, books, records and other
data procedures developed, prepared, assembled, or completed by the
SUBRECIPIENT for the purpose of this Agreement shall be made available to the
COUNTY by the SUBRECIPIENT at any time upon request by the COUNTY or
HHVS. Materials identified in the previous sentence shall be in accordance with
generally accepted accounting principles, procedures and practices, which
City of Naples
DREF 08-05
Stormwater Improvements,GWCA Area
Contract Amendment#1
Page 2 of 4
r: ,
16
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sufficiently and properly reflect all revenues and expenditures of funds provided
directly or indirectly by this Agreement, including matching funds and Program
Income. These records shall be maintained to the extent of such detail as will
properly reflect all net costs, direct and indirect labor, materials, equipment,
supplies and services, and other costs and expenses of whatever nature for which
reimbursement is claimed under the provisions of this Agreement.
3. Upon completion of all work contemplated under this Agreement copies of all
documents and records relating to this Agreement shall be surrendered to HHVS
if requested. In any event the SUBRECIPIENT shall keep all documents and
records in an orderly fashion in a readily accessible, permanent and secured
location for(6)years after expiration of this Agreement, as required by the CDBG
supplemental conditions provided by the Department of Economic Opportunity
with the following exception: if any litigation, claim or audit is started before the
expiration date of the for six (6) year period, the records will be maintained until
all litigation, claim or audit findings involving these records are resolved. The
COUNTY shall be informed in writing if an agency ceases to exist after closeout
of this Agreement of the address where the records are to be kept as outlined in 24
CFR 85.42. SUBRECIPIENT must meet all requirements for retaining public
records and transfer, at no cost, to COUNTY all public records in possession of
the SUBRECIPIENT upon termination of the contract and destroy any duplicate
public records that are exempt or confidential and exempt from public records
disclosure requirements. All records stored electronically must be provided to the
COUNTY in a format that is compatible with the information technology systems
of the public agency.
* *
7. SUBRECIPIENT shall provide the public with access to public records on the
same terms and conditions that the public agency would provide the records and
at a cost that does not exceed the cost provided in this chapter or as otherwise
provided by law. Ensure that public records that are exempt or confidential and
exempt from public records disclosure requirements are not disclosed except as
authorized by law.
* * *
H. GRANT CLOSEOUT PROCEDURES
SUBRECIPIENT's obligation to the COUNTY shall not end until all closeout requirements are
completed. Activities during this closeout period shall include, but not be limited to: making
final payments, disposing of program assets (including the return of all unused materials,
equipment, program income balances, and receivable accounts to the COUNTY), and
determining the custodianship of records. In addition to the records retention outlined in Section
IX.B.3, the SUBRECIPIENT shall comply with Section 119.021 Florida Statutes regarding
City of Naples
DREF 08-05
Stormwater Improvements,GWCA Area
Contract Amendment#I
Page 3 of 4
16
d10
records maintenance, preservation and retention. Any balance of unobligated funds which have
been advanced or paid must be returned to the County. Any funds in excess of the amount to
which the Subrecipient is entitled under the terms and conditions of this Agreement must be
refunded to the COUNTY. SUBRECIPIENT shall also produce records and information that
complies with Section 215.97, Florida Single Audit Act.
* * *
IN WITNESS WHEREOF, the parties have each, respectively, by an authorized person
or agent, hereunder set their hands and seals on the date first written above.
ATTEST;r`'µ' -'; BOARD OF COUNTY COMMISSIONERS OF
DWIGHT E BROCK,CLERK COLLIER Cy TY4 FLORIDA
,/
0 it C_ B. •
.}tty Clerk Tom Henning, Chair-1. / .5-77 cyy
Attest as a!' ' s
signature only.
Approved as to form and legality:
Jennifer A. Belpe t ,3
Assistant County Attorney -y
ATTEST: CITY OF NAPLES
r,L
>.,c-c 7`' ' !ter
Patricia L. Rambosk, City Clerk dOliohn F. Sorey III, May
Approved as to form and legality:
rl D
\ Item ��
Robert D. Pritt, City Attorney
—D.51 1A-
Daie
Date 3-1\-\,4
Rec'd
City of Naples DePutY I
DREF 08-05
Stormwater improvements,GWCA Area
Contract Amendment#1
Page 4 of 4
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