Backup Documents 12/09/2014 Item #16D 3 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIf 6 D
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO 3
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE
Print on pink paper. Attach to original document. The completed routing slip and original documents are to be forwarded to the County Attorney Office
at the time the item is placed on the agenda. All completed routing slips and original documents must be received in the County Attorney Office no later
than Monday preceding the Board meeting.
**NEW** ROUTING SLIP
Complete routing lines#1 through#2 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#2,complete the checklist,and forward to the County Attorney Office.
Route to Addressee(s) (List in routing order) Office Initials Date
1. Peggy Hager CHS4/2/14/
/t
2. County Attorney Office County Attorney Office R
121511 4-
3. BCC Office Board of County -WA// \ZV� \
4 Minutes and Records Clerk of Court's Office
r11 t?111ttf Z'
PRIMARY CONTACT INFORMATION
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,may need to contact staff for additional or missing information.
Name of Primary Staff Rosa Munoz,Gr t Coordinator Phone Number 252-5713
Contact/ Department C m 'ty and uman Services
Agenda Date Item was 12/9/14 Agenda Item Number 16D3____/
Approved bythe BCC
Pp
Type of Document Amendment No. 1 to the Big Cypress Number of Original 3
Attached Housing Corporation's 2013 CDBG Documents Attached
Agreement
PO number or account N/A N/A
number if document is N/A
to be recorded
INSTRUCTIONS & CHECKLIST
Initial the Yes column or mark"N/A" in the Not Applicable column,whichever is Yes N/A(Not
appropriate. (Initial) Applicable)
I. Does the document require the chairman' original gnature? RM
2. Does the document need to be sent to anot ncy for additional signatures? If yes, N/A v
provide the Contact Information(Name;Agency;Address; Phone)on an attached sheet.
3. Original document has been signed/initialed for legal sufficiency. (All documents to be RM y/r
signed by the Chairman,with the exception of most letters,must be reviewed and signed
by the Office of the County Attorney.
4. All handwritten strike-through and revisions have been initialed by the County Attorney's N/A 1./'
Office and all other parties except the BCC Chairman and the Clerk to the Board
5. The Chairman's signature line date has been entered as the date of BCC approval of the RM V
document or the final negotiated contract date whichever is applicable.
6. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's RM
signature and initials are required.
7. In most cases(some contracts are an exception),the original document and this routing slip._&M
should be provided to the County Attorney Office at the time the item is input into SIRE. /
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!
8. The document was approved by the BCC on date above and all changes made RM 1/ s t 'i
during the meeting have been incorporated in the attached document. The County VALO
Attorney's Office has reviewed the changes,if applicable. i °y t
9. Initials of attorney verifying that the attached document is the version approved by the - !� +E
BCC,all changes directed by the BCC have been made,and the document is ready t e • .1' t t i
Chairman's signature. 1.
I: Forms/County Forms/BCC Forms/Original Documents Routing Slip WWS Original 9.03.04,Revised 1.26.05,Revised 2.24.05;Revised 11/30/12
16133
MEMORANDUM
Date: December 11, 2014
To: Rosa Munoz, Grant Coordinator
Housing, Human & Veteran Services
From: Martha Vergara, Deputy Clerk
Minutes & Records Department
Re: Amendment #1 for an Agreement between Collier County &
Big Cypress Housing Corporation
CBDG Grant #B-13-UC-12-0016
Attached are two (2) original amendment to the agreement referenced above, (Item
#16D3) approved by the Board of County Commissioners on Tuesday, December 9,
2014.
An original has been kept by the Minutes and Records Department for the
Official Records of the Board.
If you have any questions, please feel free to contact me at 252-7240.
Thank you.
Attachment
160 3
Grant# - B-04-UC-12-0016
CFDA/CSFA# - 14.218
DEVELOPER—Big Cypress Housing
Corporation (BCHC)
Agreement# CD13-05
DUNS # - 0647232520
IDIS# - 465
FEID # - 65-1067124
FY End 12/31
Monitoring Deadline 44404-8 04/2021
FIRST AMENDMENT TO AGREEMENT BETWEEN COLLIER COUNTY
AND
BIG CYPRESS HOUSING CORPORATION
0.1
This Amendment is made and entered into this day of ,,z_e_e , 2014, by
and between "The Big Cypress Housing Corporation", a private not-for-profit corporation existing
under the laws of the State of Florida, hereinafter referred to as DEVELOPER and Collier County,
Florida, hereinafter referred to as "COUNTY," collectively stated as the "Parties."
RECITALS
WHEREAS, on December 10, 2013, the COUNTY entered into an Agreement with Big Cypress
Housing Corporation for Community Development Block Grant Program funds to be used for the CDBG
Site Improvements Project (hereinafter referred to as the "Agreement"); and
WHEREAS, the Parties desire to amend the Agreement to extend the project completion date, and
include language to clarify federal compliance requirements of meeting a National Objective.
NOW, THEREFORE, in consideration of foregoing Recitals, and other good and valuable
consideration, the receipt and sufficiency of which is hereby mutually acknowledged, the Parties agree to
amend the Agreement as follows:
Words Struck Through are deleted; Words Underlined are added
* All references to HHVS or Housing, Human and Veteran Services throughout agreement shall now read
Community and Human Services (CHS)
II. TIME OF PERFORMANCE
Services of the DEVELOPER shall start on the 10th day of December, 2013 and end on the 34-st
30th of April, 2016. The term of this Agreement and the provisions herein may
Big Cypress Housing Corp
(CD13-05)
Site Improvements Page 1 of 6
16 0 3 .
be extended by amendment to cover any additional time period during which the DEVELOPER remains
in control of CDBG funds or other CDBG assets, including program income.
III. AGREEMENT AMOUNT
The County shall reimburse the DEVELOPER for the performance of this Agreement
upon completion or partial completion of the work tasks as accepted and approved by HHVS pursuant to
the submittal of quarterly progress reports. DEVELOPER may not request disbursement of CDBG funds
until funds are needed for eligible costs, and all disbursement requests must be limited to the amount
needed at the time of request. Invoices for work performed are required every month. DEVELOPER
may expend funds only for allowable costs resulting from obligations incurred during the term of this
agreement. If no work has been performed during that month, or if the DEVELOPER 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 DEVELOPER when
requested as work progresses but, not more frequently than once per month. Reimbursement will not
occur if DEVELOPER 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 authorization from the Grant
Coordinator will not be reimbursed. The County Manager or designee may extend the term of this
Agreement for a period of up to 180 days. The extension must be authorized prior to the expiration of the
agreement. The extension must be authorized in writing by formal letter to the DEVELOPER. 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."
The following table details the project deliverables and payment schedule:
Payment Deliverables
Deliverable Payment- Supporting Documents Submission Schedule
Project Component One: Site Upon invoicing using Exhibit B will Submission of Monthly
Improvements Costsreimburse allowable expenses on AIA Invoices
Funding costs may include but not G702-1992 form or equivalent document
limited to the following site per contractor's schedule of values.
improvement expenses per schedule of Supporting documents must be provided
values: as back up.
Infrastructure, sidewalks, landscaping,
engineering, soil & other testing, utility Final 10% ($7,471.80) released upon
installation, utility connection, and fees, documentation completion of activities.
preserve and drainage maintenance, Supporting proof of payment documents
survey and project sign, liability must be provided as back up.
insurance, and permits
Project Deliverables
Deliverable Project-Deliverable Supporting Submission Schedule
Documents
Quarterly Reports Exhibit D Deliverable: Quarterly
until project completion
Big Cypress Housing Corp
(CD 13-05)
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16 1 3
and Annually thereafter
until 11/2018 04/2021
Proof of Insurance Insurance Certificate Deliverable: Annually
within 30 days of renewal
until 4/2021
Affirmative Action/Marketing Plan Plan Documents Deliverable: Within 30
days of contract execution
and as modified
Annual Audit Audit Report with Management Letter Deliverable: 6/30 annually
and Exhibit E until 4/2021
Affidavit of Continued Use Certification Document Annually through 11/2018
04/2021
Program Income Re-Use Plan Program Income Plan Document Annually through 11/2018
04/2021
The COUNTY will monitor the performance of the DEVELOPER based on goals and performance
standards as stated with all other applicable federal, state and local laws, regulations, and policies
governing the funds provided under this contract. Substandard performance as determined by the
COUNTY will constitute noncompliance with this Agreement. If corrective action is not taken by the
DEVELOPER within a reasonable period of time after being notified by the COUNTY, contract
suspension or termination procedures will be initiated. DEVELOPER agrees to provide HUD, the HUD
Office of Inspector General, the General Accounting Office, the COUNTY, or the COUNTY's internal
auditor(s) access to all records related to performance of activities in this Agreement
CORRECTIVE ACTION
Corrective action plans may be required for noncompliance, nonperformance, or unacceptable
performance under this contract. Penalties may be imposed for failures to implement or to make
acceptable progress on such corrective action plans.
In order to effectively enforce Resolution No. 2013-228, Housing Human and Veteran Services
(HHVS) has adopted an escalation policy to ensure continued compliance by Subrecipients, Developers,
or any entity receiving grant funds from HHVS. HHVS's policy for escalation for non-compliance is as
follows:
1. Initial non-compliance may result in Findings or Concerns being issued to the entity and will
require a corrective action plan be submitted to the Department within 15 days following the
monitoring visit.
o Any pay requests that have been submitted to the Department for payment will be held
until the corrective action plan has been submitted.
o HHVS will be available to provide Technical Assistance (TA) to the entity as needed in
order to correct the non-compliance issue.
2. If in the case an Entity fails to submit the corrective action plan in a timely manner to the
Department, the Department may require a portion of the awarded grant amount be returned to
the Department.
Big Cypress Housing Corp
(CD13-05)
Site Improvements Page 3 of 6
16 13 3
o The County may require upwards of five percent (5%) of the acquisition amount be
returned to the Department, at the discretion of the Board of County Commissioners.
o The entity may be considered in violation of Resolution No. 2013-228
3. If in the case an Entity continues to fail to correct the outstanding issue or repeats an issue that
was previously corrected, and has been informed by the Department of their substantial non-
compliance by certified mail; the Department may require a portion of the awarded grant
amount or the amount of the CDBG investment for acquisition of the properties conveyed, be
returned to the Department.
o The Department may require upwards of ten percent (10%) of the acquisition amount be
returned to the Department, at the discretion of the Board of County Commissioners.
o The entity will be considered in violation of Resolution No. 2013-228
4. If in the case after repeated notification the Entity continues to be substantially non-compliant,
the Department may recommend the contract or award be terminated.
o The Department will make a recommendation to the Board of County Commissioners to
immediately terminate the agreement or contract. The Entity will be required to repay all
funds disbursed by the County for project that was terminated. This includes the amount
invested by the County for the initial acquisition of the properties.
o The entity will be considered in violation of Resolution No. 2013-228
If in the case the Entity has multiple agreements with the Department and is found to be non-compliant,
the above sanctions may be imposed across all awards at the discretion of the Board of County
Commissioners.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
SIGNATURE PAGE TO FOLLOW
Big Cypress Housing Corp
(CD13-05)
Site Improvements Page 4 of 6
160
3
IN WITNESS WHEREOF, the DEVELOPER and the County, have each,respectively,by an authorized
person or agent,hereunder set their hands and seals on the date first written above.
ATTEST: BOARD OF COUNTY COMMISSIONERS OF COLLIER
DWIGHT BROCK, CLERK COUNTY, F ORIDA
B
Y
,Depth ,Cie TOM HE IN , CHA r. AN
DateZeCa441>er1 ►
(SEL)
Attest as to Chairman s
signature only.
Big Cypress Housing Co p oration
By: Alr��
EVE •PER Sig ture
Steve Kirk, President
DEVELOPER Name and Title
Approved as to form and legality:
%Cdk--1C --e—C21 42
Jennifer A. Belpedio
Assistant County Attorney
Big Cypress Housing Corp
(CD 13-05)
Site Improvements Page 5 of 6
16D3
EXHIBIT "B"
COLLIER COUNTY HOUSING, HUMAN AND VETERAN SERVICES
REQUEST FOR PAYMENT
SECTION I: REQUEST FOR PAYMENT
Sub recipient Name: Big Cypress Housing Corporation (BCHC)
Sub recipient Address: P.O. Box 343529, Florida City, FL 33034
Project Name: Site Improvements
Project No: CD13-05 IDIS#465 Payment Request#
Total Payment minus Retainage: $0.00
Period of Availability: 11/12/ 13 11/11/11 12/10/13 —04/30/15 through
Period for which Agency has incurred indebtedness: through
SECTION II: STATUS OF FUNDS
1. Grant Amount Awarded $ 74,718.00
2. Sum of Past Claims Paid on this Account $
Total Grant Amount Awarded Less Sum
3. Of Past Claims Paid on this Account $
4. Amount of Previous Unpaid Requests (Minus Retainage) $
5. Amount of Today's Request $
6. 10% Retainage Amount Withheld
7. Current Grant Balance (Initial Grant Amount Awarded
Less Sum of all requests) (Includes Retainage) $
I certify that this request for payment has been dfawn made in accordance with the terms and
conditions of the Agreement between the COUNTY and us as the DEVELOPER. To the best of my
knowledge and belief, all grant requirements have been followed.
Signature Date
Title
Authorizing Grant Coordinator Authorizing Grant Accountant
Supervisor Department Director
(approval required $15,000 and above) (approval required $15,000 and above)
Big Cypress Housing Corp
(CD 13-05)
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