Agenda 10/27/2015 Item #16D8 10/27/2015 16.D.8.
EXECUTIVE SUMMARY
Recommendation to approve an after-the-fact contract, attestation statement and budget
amendment award for the Nutrition Services Incentive Program from Area Agency on Aging for
Southwest Florida,Inc. (Net Fiscal Impact$38,255.)
OBJECTIVE: To provide continued nutrition services to the seniors in Collier County.
CONSIDERATIONS: Collier County Services for Seniors (CCSS), managed by the Community and
Human Services Division has provided support services to Collier County's qualified seniors for over
thirty four years. This program consists of four congregate meals sites, located at the East Naples
Community Center, Goodlette Arms Apartments, the Collier County Senior Resource Center in Golden
Gate, and the Roberts Center in Immokalee. These social settings provide companionship and meals to
qualified County residents. Home delivered meals are also provided through this grant program to
qualified clients who are not able to leave their homes.
The current grant contact awarded to Collier County as the Lead Agency commenced on October 1, 2014
and ended on September 30, 2015. The new contract period for the Nutrition Services Incentive Program
(NSIP) grant is October 1, 2015 through December 31, 2016. This grant program will reimburse the
County $0.72 for each meal served in the Senior Nutrition program,which is used to support and enhance
the meals program. The grant funding from this program is $38,255, provided by the Florida Department
of Elder Affairs through the Area Agency on Aging for Southwest Florida(AAA).
This item is being presented as an after-the-fact because Collier County received the grant agreement on
September 24, 2015 from the grantor agency with a request for a 30 day turnaround time. The Agency
routinely sends CCSS contracts with a short turnaround time frame. The time frame makes it impossible
to process the document for the Board's consideration. Pursuant to CMA 5330 and Resolution No. 2010-
122, the County Manager authorized Stephen Y. Carnell, Public Services Department Head, to sign the
contract. This contract is being presented for Board ratification. Collier County, as the Lead Agency, is
responsible to respond to seniors needs and to manage the spending authority for the NSIP program
services.In order to avoid a lapse in services it was necessary for the contract to be signed expeditiously.
GROWTH MANAGEMENT: There is no growth management impact from this recommendation.
FISCAL IMPACT: A budget amendment is required to recognize grant funding in the amount of
$38,255 for FY 2016 in the Human Services Grant Fund 707,Project 33433.
LEGAL CONSIDERATIONS: This item is approved for form and legality and requires a majority
vote for Board approval.—JAB
RECOMMENDATION: That the Board of County Commissioners approves the "after-the-fact"
contract and attestation statement with Area Agency on Aging for Southwest Florida, Inc. and authorize
the corresponding budget amendment.
Prepared by: Lisa N. Carr,Grants Coordinator, Community and Human Services Division
Attachment:NSIP 203.16 Contract
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COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.D.16.D.8.
Item Summary: Recommendation to approve an "after-the-fact" contract, attestation
statement and budget amendment award for the Nutrition Services Incentive Program from
Area Agency on Aging for Southwest Florida, Inc. (Net Fiscal Impact$38,255.)
Meeting Date: 10/27/2015
Prepared By
Name: CarrLisa
Title: Grants Coordinator,Public Services Department
10/1/2015 9:44:07 AM
Submitted by
Title: Grants Coordinator,Public Services Department
Name: CarrLisa
10/1/2015 9:44:08 AM
Approved By
Name: SonntagKristi
Title: Manager-Federal/State Grants Operation,Public Services Department
Date: 10/2/2015 10:02:20 AM
Name: Bendisa Marku
Title: Supervisor-Accounting, Public Services Department
Date: 10/2/2015 4:19:13 PM
Name: GrantKimberley
Title: Division Director-Cmnty &Human Svc, Public Services Department
Date: 10/2/2015 6:30:10 PM
Name: TownsendAmanda
Title:Division Director-Operations Support,Public Services Department
Date: 10/8/2015 12:06:00 PM
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Name: RobinsonErica
Title: Accountant, Senior, Grants Management Office
Date: 10/12/2015 8:51:25 AM
Name: BelpedioJennifer
Title: Assistant County Attorney, CAO General Services
Date: 10/1 3/2015 8:04:50 AM
Name: CarnellSteve
Title: Department Head-Public Services, Public Services Department
Date: 10/13/2015 2:28:46 PM
Name: KlatzkowJeff
Title: County Attorney,
Date: 10/14/2015 9:41:13 AM
Name: StanleyTherese
Title: Manager-Grants Compliance, Grants Management Office
Date: 10/15/2015 2:39:17 PM
Name: CasalanguidaNick
Title: Deputy County Manager, County Managers Office
Date: 10/15/2015 4:34:16 PM
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AREA AGENCY ON AGING FOR SOUTHWEST FLORIDA, INC.
STANDARD CONTRACT
NUTRITION SERVICES INCENTIVE PROGRAM
THIS CONTRACT is entered into between the Area Agency on Aging for Southwest Florida, Inc. (Agency) and
Collier County Board of County Commissioners.(Contractor),and collectively referred to as the"Parties."
WITNESSETH THAT:
WHEREAS,the Agency has determined that it is in need of certain services as described herein; and
WHEREAS, the Contractor has demonstrated that it has the requisite expertise and ability to faithfully perform such
services as an independent Contractor of the Agency.
NOW THEREFORE,in consideration of the services to be performed and payments to be made,together with the mutual
covenants and conditions hereinafter set forth,the Parties agree as follows:
1. Purpose of Contract
The purpose of this contract is to provide services in accordance with the terms and conditions specified in this contract
including all attachments, forms, exhibits and references incorporated,which constitute the contract document.
2. jacorporation of Documents within the Contract
The contract will incorporate attachments,proposal(s),state plan(s),grant agreements,relevant Department handbooks,
manuals or desk books and Master Contract number HM014,as an integral part of the contract,except to the extent that
the contract explicitly provides to the contrary. In the event of conflict in language among any of the documents
referenced above, the specific provisions and requirements of the contract document(s) shall prevail over inconsistent
provisions in the proposal(s)or other general materials not specific to this contract document and identified attachments.
3. Term of Contract
This contract shall begin at twelve(12:00)A.M.,Eastern Standard Time October 1,2015 or on the date the contract has
been signed by the last party required to sign it,whichever is later. It shall end at eleven fifty-nine(11:59)P.M.,Eastern
Standard Time December 31, 2016.
4. Contract Amount
The Agency agrees to pay for contracted services according to the terms and conditions of this contract in an amount
not to exceed $38,255 or the rate schedule, subject to the availability of funds. Any costs or services paid for under any
other contract or from any other source are not eligible for payment under this contract.
5. Renewals
By mutual agreement of the Parties,in accordance with s. 287.058(1)(g), F.S.,the Agency may renew the contract
for a period not to exceed three years, or the term of the original contract, whichever is longer. The renewal price, or
method for determining a renewal price, is set forth in the bid, proposal, or reply. No other costs for the renewal may
be charged. Any renewal is subject to the same terms and conditions as the original contract and contingent upon
satisfactory performance evaluations by the Agency and the availability of funds.
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6. Official Payee and Representatives(Names.Addre§ses.and Telephone Numbers):,
Collier County Board of County Commissioners 1
The Contractor name,as shown on page 1 of this 3339 E Tamiami Trail, Building H
a. contract,and mailing address of the official payee to Naples,FL 34112
whom the payment shall be made is:
Kimberley Grant,Director
Collier County Board of County Commissioners
b The name of the contact person and street address where %Community and Human Services
financial and administrative records are maintained is: 3339 E Tamiami Trail,Building H
Naples, FL 34112
Kimberley Grant,Director
The name,address,and telephone number of the Collier County Board of County Commissioners
c' representative of the Contractor responsible for %Community and Human Services
administration of the program under this contract is: 3339 E Tamiami Trail,Building H
Naples,FL 34112
(239)252-2273
Tammy Rhoades, VP of Finance
d The section and location within the Agency where Area Agency on Aging for Southwest Florida, Inc.
Requests for Payment and Receipt and Expenditure 15201 North Cleveland Avenue, Suite 1100
forms are to be mailed is: North Fort Myers,FL 33903
239-652-6900
Marianne Lorini,Executive Director
e. The name,address,and telephone number of the Area Agency on Aging for Southwest Florida,Inc.
Contract Manager for this contract is: 15201 North Cleveland Avenue, Suite 1100
North Fort Myers, FL 33903
239-652-6900
Upon change of representatives(names,addresses,telephone numbers)by either party,notice shall be provided in
writing to the other party and the notification attached to the originals of this contract.
7. All Terms and Conditions Included;
This contract and its Attachments, I, III, and VII and any exhibits referenced in said attachments,together with any
documents incorporated by reference, contain all the terms and conditions agreed upon by the Parties. There are
no provisions, terms, conditions, or obligations other than those contained herein, and this contract shall
supersede all previous communications,representations or agreements, either written or verbal between the parties.
By signing this contract, the Parties agree that they have read and agree to the entire contract.
IN WITNESS THEREOF, the Parties hereto have caused this contract,to be executed by their undersigned officials
as duly authorized.
Contractor: COLLIER COUNTY BOARD OF Agency: AREA AGENCY ON AGING
COUNTY COMMISSI I NERS FOR SOUTHWEST FLORIDA,INC.
SIGNED BY: i v �: lig ✓, � 'l/t SIGNED BY:
NAME: Stephen Y. Carrell NAME: MARIANNE G LORINI
TITLE: Public Services Department Head TITLE: PRESIDENT/CEO
DATE: 9—1° ( � DATE:
Federal Tax ID: 59-6000-558
Fiscal Year Ending Date: 9/30 Approved as to form and legality
Assistant coon eza'S
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INDEX OF ATTACHMENTS
ATTACHMENT I STATEMENT OF WORK 4
ATTACHMENTIII FUNDING SUMMARY 13
ATTACHMENT VII REQUEST FOR REIMBURSEMENT......................................................... 14
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ATTACHMENT I
AREA AGENCY ON AGING FOR SOUTHWEST FLORIDA,INC.INC.
STATEMENT OF WORK
NUTRITION SERVICES INCENTIVE PROGRAM
SECTION I: SERVICES TO BE PROVIDED
1.1 DEFINITIONS OF TERMS AND ACRONYMS
1.1.1 DEFINITIONS OF ACRONYMS
Area Agency on Aging(AAA)
Client Information and Registration Tracking System(CIRTS)
DOEA(Department of Elder Affairs)
Dietary Reference Intake(DRI)
Nutrition Services Incentive Program(NSIP)
Older Americans Act(OAA)
Planning and Service Area(PSA)
United States Department of Agriculture(USDA)
State of Florida(State)
Department(Florida Department of Elder Affairs)
1.1.2 PROGRAM SPECIFIC TERMS
Area Plan: A plan developed by the Area Agency on Aging outlining a comprehensive and coordinated service
delivery system in its planning and service area in accordance with Section 306 (42 U.S.C. 3026) of the OAA
and Agency instructions.
Area Plan Update: A revision to the area plan wherein the Area Agency on Aging enters OAA program specific
data in the CIRTS.An update may also include other revisions to the area plan as instructed by the Agency.
1.2 GENERAL DESCRIPTION
1.2.1 General Statement
The NSIP is intended to provide incentives for the effective delivery of nutritious meals to older individuals.
NSIP allows programs to increase the number and/or the quality of meals served. NSIP is a cash allotment or
commodity program that supplements funding or food used in meals served under the OAA. Florida has opted for
cash payments in lieu of donated foods.
1.2.2 Authority
The relevant authority governing NSIP are:
(1) Older Americans Act of 2006, as amended, Section 311 (42 U.S.C. § 3030a)
(2) 42 U.S.C. 303a,42 U.S.C.604
(3) Section 430.101,Florida Statutes.
(4) Catalog of Federal Domestic Assistance(CFDA)93.053
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1.2.3 Scope of Service
The Contractor is responsible for the programmatic, fiscal and operational management of the NSIP, involving
oversight of the nutrition service operations of its subcontracted providers. The program services provided under this
contract shall be provided in a manner consistent with and described in the Contractor's current area plan update,
which is incorporated by reference, and the current DOEA Program and Services Handbook, which is also
incorporated by reference.
1.2.3.1 In fulfilling the terms of this agreement, the Contractor's scope of services shall consist of completion of the
following service tasks: (1) Client Eligibility Determination; (2) Program Eligibility Compliance; (3) Program
Coordination and Oversight; (4) Ensuring Compliance with Prescribed Nutrition Requirements; (5) Ensuring
Compliance with Prescribed Food Origin Requirements; (6) Compliance with Program Reporting and Records
Management Requirements;and(7)Monitoring the Performance of Subcontractors.
1.2.3.2 The Contractor shall use the NSIP funding under this contract to supplement funding for food used in meals served
by OAA Nutrition Program Providers.
1.2.4 Term of Provision of Services
The term of this contract for the delivery of services shall be October 1, 2015 through September 30, 2016.
However, for the purpose of settling upon the appropriate meal reimbursement rate, as provided by USDA, the
contract shall remain open until December 31, 2016. Notwithstanding this three (3) month reconciliation period,
this contract makes no provisions for the payment of any services provided beyond September 30, 2016.
1.2.5 Major Program Goals
The major goals of the NSIP program are as follows:
(1) To supplement funding for food used in meals served by OAA Nutrition Program Providers;and
(2) Provide incentives for the effective delivery of nutritious meals to older individuals.
1.3 INDIVIDUALS TO BE SERVED
1.3.1 Congregate Meals
Client eligibility for congregate meals is as follows:
(1) Individuals age 60 or older;
(2) Spouses(regardless of age)attending the dining center with their eligible spouse;
(3) Persons with a disability, regardless of age, residing in a housing facility occupied primarily by older
individuals where congregate nutrition services are provided;
(4) Persons with disabilities residing at home with and accompanying an eligible person to the dining center;
and
(5) Volunteers, regardless of age,providing essential services on a regular basis during meal hours.
1.3.2 Home Delivered Meals
Client eligibility for congregate meals is as follows:
(1) Individuals age 60 or older who are homebound by reason of illness,disability or isolation;
(2) The spouse of a homebound eligible individual,regardless of age if the provision of the collateral meal
supports maintaining the homebound eligible individual at home;
(3) Individuals with a disability, regardless of age, residing at home with eligible individuals and are
dependent on them for care;
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(4) Persons at nutritional risk having physical,emotional or behavioral conditions,which would make their
presence at the congregate site inappropriate; and
(5) Persons at nutritional risk who are socially or otherwise isolated and unable to attend a congregate
nutrition site.
1.3.3 Restrictions
Meals served to an elderly individual funded in whole or in part under the Medicaid Waiver, Home Care for the
Elderly or Community Care for the Elderly Programs or other means tested programs, may not be included in the
NSIP count.
SECTION II: MANNER OF SERVICE PROVISION
2.1 SERVICE TASKS
2.1.1 Client Eligibility Determination
The Contractor shall ensure that applicant data is evaluated to determine eligibility. Eligibility to become a client is
based on meeting the requirements described in this ATTACHMENT I,Section 1.3.
2.1.2 Program Eligibility Requirements
Entities must meet the following criteria in order to be eligible for program participation:
(1) An agency that has received a grant under the OAA Title III(OAA section 311(42 U.S.C.3030a)); and
(2) A nutrition service provider that serves meals and is under the jurisdiction, control, management and audit
authority of the Area Agency on Aging and the Department of Elder Affairs.
2.1.3 Oversight of Provider's Nutrition Service Operations
The Contractor shall oversee the nutrition service operations of the provider to ensure that the requirements of
ATTACHMENT I are met, as well as any other applicable regulations and policies prescribed by the Department
of Health and Human Services, USDA, state and local health departments or any other agency designated to inspect
meal quality for the State.
2.1.4 Prescribed Nutritional Requirements
The Contractor shall ensure that each meal provided under this NSIP contract meets the following criteria:
(1) Comply with the current Dietary Guidelines for Americans, published by the Secretaries of the
Department of Health and Human Services and the Department of Agriculture;and
(2) Provide a minimum of 33 1/3 percent of the dietary reference intakes/adequate intakes for an age 70+female
as established by the Food and Nutrition Board of the National Academy of Sciences.
2.1.5 Food Origin and Commodities Requirements
Consistent with existing requirements of the Nutrition Services Incentive Program, the Contractor and its service
providers may use NSIP cash to purchase foods of U.S. origin for their nutrition projects under Title III of the OAA.
NSIP funds must be used to expand meal services to older adults.
2.1.6 Compliance with Program Reporting and Records Management Requirements
(1) The Contractor shall ensure that all program reporting requirements evidencing service delivery are timely
met. The Contractor must establish interim report submittal due dates for its providers or Subcontractors
to permit the Contractor to meet the Agency's reporting deadlines.
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(2) In addition to any special reports that may be requested by the Agency, the Contractor shall comply with the
reporting and records management requirements as referenced in this ATTACHMENT I, sections 2.4
through 2.5.
2.1.7 Use of Subcontractors
If this contract involves the use of a Subcontractor or third party, then the Contractor shall not delay the
implementation of its agreement with the Subcontractor. If any circumstances occur that may result in a delay for
a period of 60 days or more of the initiation of the subcontract or in the performance of the Subcontractor, the
Contractor shall notify the Contract Manager and the Agency's Chief Financial Officer in writing of such delay.
The Contractor shall not permit a Subcontractor to perform services related to this agreement without having a
binding Subcontractor agreement executed. In accordance with Section 23.1 of the Master Contract,the Agency will
not be responsible or liable for any obligations or claims resulting from such action. The Contractor shall submit a
copy of all subcontracts to the Contract Manager within thirty days of the subcontract being executed.
2.1.8 Monitoring the Performance of Subcontractors
The Contractor shall monitor at least once per year each of its Subcontractors, Subrecipients, Vendors and/or
Consultants paid from funds provided under this contract. The Contractor shall perform fiscal, administrative
and programmatic monitoring to ensure contractual compliance, fiscal accountability, programmatic performance
and compliance with applicable state and federal laws and regulations. The Contractor shall monitor to ensure
that time schedules are met, the budget and scope of work are accomplished within the specified time
periods, and other performance goals stated in this contract are achieved.
2.2 SERVICE TIMES
2.2.1 Service Times
The Contractor shall ensure the services listed in this contract are available at times appropriate to meet client
service needs, at a minimum, during normal business hours. Normal business hours are defined as Monday through
Friday,8:00 am to 5:00 pm.
2.3 DELIVERABLES
2.3.1 Service Unit
The Contractor shall ensure the provision of the services described in the contract in accordance with the current
Department of Elder Affairs Programs and Services Handbook and the service tasks described in
ATTACHMENT I, Section 2.1. The chart below lists the type of services allowed and the unit of
measurement:
,Service Unit of Service
Congregate Meals Meal
Home Delivered Meals Meal
2.4 REPORTS
The Contractor shall respond to additional routine and/or special requests for information and reports required by
the Agency in a timely manner as determined by the Contract Manager. The Contractor shall establish due dates
for any Subcontractors that permit the Contractor to meet the Agency's reporting requirements.
2.4.1 Area Plan Update and All Revisions Thereto
The Contractor is required to submit an area plan update wherein the Contractor enters OAA-specific data in the
Client Information and Registration Tracking System (CIRTS).
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2.4.2 Client Information and Registration Tracking System (CIRTS)Reports
The Contractor shall input NSIP specific data into CIRTS to ensure CIRTS data accuracy. The Contractor shall
use CIRTS generated reports which include the following:
(1) Client Reports;
(2) Monitoring Reports;
(3) Services Reports;
(4) Miscellaneous Reports;
(5) Fiscal Reports;
(6) Aging and Disability Resource Center Reports; and
(7) Outcome Measurement Reports.
2.4.3 Service Costs Reports
The Contractor shall require subcontractors to submit to the Contractor annual service cost reports which reflect
actual costs of providing each service by program. This report provides information for planning and negotiating
unit rates.
2.4.4 Surplus/Deficit Report
The contractor shall submit a consolidated surplus/deficit report in a format provided by the Agency to the
Contract Manager by the 18th of each month. This report is for all agreements and /or contracts between the
Contractor and the Agency. The report will include the following:
(1) A list of all subcontractors and their current status regarding surplus/deficit;
(2) The Contractor's detailed plan on how the surplus/deficit spending exceeding the threshold specified by
the Agency will be resolved;
(3) Recommendations to transfer funds to resolve surplus/deficit spending;
(4) Input from the Contractor's Board of Directors on resolution of spending issues,if applicable;
(5) The number of clients currently on the Assessed Priority Consumer List(APCL)that receive a priority
ranking score of 4 or 5;and
(6) The number of clients currently on the APCL designated as Imminent Risk.
2.4.5 Program Highlights
The Contractor shall submit Program Highlights referencing specific events that occurred in SFY/FFY 2015-2016
by September 15, 2016. The Contractor shall provide a new success story, quote, testimonial, or human-interest
vignette. The highlights shall be written for a general audience, with no acronyms or technical terms. For all
agencies or organizations that are referenced in the highlight, the Contractor shall provide a brief description of
their mission or role. The active tense shall be consistently used in the highlight narrative, in order to identify the
specific individual or entity that performed the activity described in the highlight. The Contractor shall review and
edit Program Highlights for clarity, readability, relevance, specificity, human interest, and grammar, prior to
submitting them to the Agency.
2.5 RECORDS AND DOCUMENTATION
The Contractor shall ensure the collection and maintenance of client and service information on a monthly basis
from the CIRTS or any such system designated by the Agency. Maintenance includes valid exports and backups of
all data and systems according to Agency standards.
Each Contractor and Subcontractor, among other requirements, must anticipate and prepare for the loss of
information processing capabilities. The routine backing up of all data and software is required to recover from
losses or outages of the computer system. Data and software essential to the continued operation of Contractor
functions must be backed up. The security controls over the backup resources shall be as stringent as the protection
required of the primary resources. It is recommended that a copy of the backed up data be stored in a secure,
offsite location. The Contractor shall maintain written policies and procedures for computer system backup and
recovery and shall have the same requirement in its contracts and/or agreements with Subcontractors. These
policies and procedures will be made available to the Agency upon request.
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2.6 PERFORMANCE SPECIFICATIONS
2.6.1 Outcomes
The Contractor shall ensure services provided under this contract are in accordance with the current DOEA
Programs and Services Handbook.
The Contractor shall timely submit to the Agency all reports and information described in
ATTACHMENT I,SECTION 2.4 and 2.5.
2.7 CONTRACTOR'S FINANCIAL OBLIGATIONS
2.7.1 The Contractor agrees to distribute funds as detailed in this contract and the area plan update. Any
changes in the total amounts of the funds identified in this contract, number of meals served or meal
rate, require a contract amendment. if the Agency determines that the Contractor is not spending
service funds accordingly, the Agency may transfer funds to other Contractors during the contract period
and/or adjust subsequent funding allocations accordingly, as allowable under state and federal law.
2.8 AGENCY RESPONSIBILITIES
2.8.1 Program Guidance and Technical Assistance
The Agency will provide the Contractor with guidance and technical assistance as needed to ensure the successful
fulfillment of the contract by the Contractor.
2.8.2 Contract Monitoring
The Agency will review and evaluate the performance of the Contractor under the terms of this contract. Monitoring
shall be conducted through direct contact with the Contractor through telephone, in writing, or an on-site visit. The
Agency's determination of acceptable performance shall be conclusive. The Contractor agrees to cooperate with
the Agency in monitoring the progress of completion of the service tasks and deliverables. The Agency may use,but
is not limited to,one or more of the following methods for monitoring:
(1) Desk reviews and analytical reviews;
(2) Scheduled, unscheduled and follow-up on-site visits;
(3) Client visits;
(4) Review of independent auditor's reports;
(5) Review of third-party documents and/or evaluation;
(6) Review of progress reports;
(7) Review of customer satisfaction surveys;
(8) Agreed-upon procedures review by an external auditor or consultant;
(9) Limited-scope reviews; and
(10)Other procedures as deemed necessary.
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3. SECTION III: METHOD OF PAYMENT
3.1 GENERAL STATEMENT OF METHOD OF PAYMENT
This is a fixed rate contract. The Agency shall make payment to the Contractor for provision of services up to a
maximum number of units of service and at the prospective rate stated below:
Service to be Provided Unit of Service Unit Rate
Eligible Congregate and 1 unit= ] meal $.72
Home Delivered Meals
The prospective rate is based on the estimated OAA grant award.
COLLIER
Service to be Provided Unit of Service Unit Rate Maximum Units Allocation
Eligible Congregate and I unit= 1 meal $.72 53,131 $38,255
Home Delivered Meals
3.2 INVOICE SUBMITTAL AND REQUESTS FOR PAYMENT
All Requests for Reimbursement submitted to the Agency shall be submitted using ATTACHMENT VII
(Request for Reimbursement). The Contractor shall include documentation of services provided, unit of services,
and the rates for the services provided in conformance with the requirements as described in Section 3.1.
3.2.1 Payment Requests
All payment requests shall be based on the submission of actual monthly expenditure reports beginning with the
first month of the contract. The due date for the request for reimbursement and report(s) is no later than the 9th
day of the month following the month being reported,except for the final request for reimbursement, which is due
no later than November 5,2016.
3.2.2 Payment Withholding
Any payment due by the Agency under the terms of this contract may be withheld pending the receipt and
approval by the Agency of all financial and programmatic reports due from the Contractor and any
adjustments thereto, including any disallowance not resolved, as outlined in Section 26 of the Master
3.2.3 Date for Final Request for Payment
(1) The final request for payment is due to the Agency no later than November 5. 2016. This contract is for
services provided during the 2015 Federal Fiscal Year beginning October L 2015 through ,September 30,
Zia; however,the contract is in effect through December 31.2016. The additional three months (October 1,
2016 through December 31. 2016) are to allow rates to be adjusted for the service period, This contract shall
automatically terminate after the final rate for the federal fiscal year has been established and the release of
final payments are authorized by the Agency.
(2) In the event that the final reimbursement rate is greater or less than the rate in ATTACHMENT I, Section 3.1,
then this contract shall be appropriately adjusted upon notice from the Contract Manager.
(3) In the event of a conflict between this paragraph and any other provision in the contract, this section shall
supersede.
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3.3 DOCUMENTATION FOR PAYMENT
The Contractor shall submit all requests for reimbursement in accordance with the Master Contract. The Contractor
shall maintain documentation to support payment requests that shall be available to the Agency and/or Department or
authorized individuals, such as Department of Financial Services, upon request. All requests for reimbursement must
include the following:
(1) The Contractor shall submit the request for reimbursement on DOEA Form 117NSIP, NSIP Request for
Reimbursement, (ATTACHMENT VII);
(2) The Contractor shall submit a CIRTS report with DOEA Form 117NSIP as supporting documentation for the
total number of meals reported. The CIRTS report must match the number of meals reported on DOEA
Form 117NSIP;
Any payment due by the Agency under the terms of this contract may be withheld pending the receipt and approval
by the Agency of complete and accurate financial and programmatic reports due from the Contractor and any
adjustments thereto,including any disallowance not resolved as outlined in Section 27 of the Master Contract.
3.3.1 CIRTS Data Entries for Contractors
The Agency must require Contractors to enter all required data for clients and services in the CIRTS database
per the DOEA Programs and Services handbook and the CIRTS User Manuel — Aging Provider Network users
(located in Documents on the CIRTS Enterprise Application Services). Contractors must enter this data into the
CIRTS prior to submitting their requests for payment and expenditure reports to the Agency. The Agency shall
establish time frames to assure compliance with due dates for the submission of requests for payment and
expenditure reports to the Agency.
3.3.2 Contractors' Monthly CIRTS Reports
The Agency must require Contractors to run monthly CIRTS reports and verify client and service data in the
CIRTS is accurate. This report must be submitted to the Agency with the monthly request for payment and
expenditure report and must be reviewed by the Agency before the Contractor's request for payment and
expenditure reports can be approved by the Agency.
3.4 REMEDIES FOR NONCONFORMING SERVICES
The Contractor shall ensure that all goods and/or services provided under this contract are delivered timely,
completely and commensurate with required standards of quality. Such goods and/or services shall only be
delivered to eligible program participants. If the Contractor fails to meet the prescribed quality standards for
services, such services will not be reimbursed under this contract. In addition, any nonconforming goods
(including home delivered meals) and/or services not meeting such standards will not be reimbursed under this
contract. The Contractor's signature on the request for reimbursement form certifies maintenance of
supporting documentation and acknowledgement that the Contractor shall solely bear the costs associated with
preparing or providing nonconforming goods and/or services. The Agency requires immediate notice of any
significant and/or systemic infractions that compromise the quality, security or continuity of services to clients.
3.5 FINANCIAL CONSEQUENCES
The Contractor shall ensure 100% of the deliverables and service tasks identified in this contract are
performed pursuant to contract requirements. If at any time the Contractor is notified by the Agency's Contract
Manager that it has failed to correctly, completely, or adequately perform the deliverables or service tasks, the
Contractor will have 10 days to issue a Corrective Action Plan ("CAP") to the Contract Manager for approval
that addresses the deficiencies and states how the deficiencies will be remedied within a specified time period.
The Agency shall assess a Financial Consequence for Non-Compliance on the Contractor for each deficiency
identified in the CAP which is not corrected pursuant to the CAP. The Agency will also assess a Financial
Consequence for failure to timely submit a CAP.
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3.5.1 Payment Deduction
In the event the Contractor fails to correct an identified deficiency within the timeline specified in the CAP,
the Agency shall deduct, from the payment for the invoice of the following month, 1% of the monthly value of the
contract for each day the deficiency is not corrected. If the Contractor fails to timely submit a CAP plan,the Agency
shall deduct 1% of the monthly value of the administrative funds in the contract for each day the CAP is overdue,
beginning the I 1th day after notification by the contract manager of the deficiency.The deduction will be made from
the payment for the invoice of the following month. If,or to the extent, there is any conflict between this paragraph
and paragraphs 39 and 39.1 of the Master Contract,this paragraph shall have precedence.
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ATTACHMENT III
1. FEDERAL RESOURCES AWARDED TO THE SUBRECIPIENT PURSUANT TO THIS
CONTRACT CONSIST OF THE FOLLOWING:
PROGRAM TITLE FUNDING SOURCE CFDA AMOUNT
Nutrition Services Incentive Program Collier County FGTF 93.053 $ 38,255.00
TOTAL FEDERAL AWARD $38,255.00
COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED
PURSUANT TO THIS CONTRACT ARE AS FOLLOWS:
FEDERAL FUNDS:
2 CFR Part 200 Uniform Administrative Requirements,Cost Principles,and Audit Requirement for Federal Awards.
STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS CONTRACT CONSIST OF
THE FOLLOWING:
MATCHING RESOURCES FOR FEDERAL PROGRAMS
PROGRAM TITLE FUNDING SOURCE CFDA AMOUNT
TOTAL STATE AWARD
STATE FINANCIAL ASSISTANCE SUBJECT TO Sec.215.97,F.S.
PROGRAM TITLE FUNDING SOURCE CSFA AMOUNT
TOTAL AWARD
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT TO
THIS CONTRACT ARE AS FOLLOWS:
N/A
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ATTACHMENT VII
REQUEST FOR REIMBURSEMENT
Nutrition Services Incentive Program
PROVIDER NAME,ADDRESS,PHONE#and FEID# TYPE OF REPORT: THIS REQUEST PERIOD:
Paymerd Request: From To
Regular Final Report#
Contract Period To
Contract ft
PSA#
CERTIFICATION: I hereby certify that to the best of my knowledge the Information in tats report is accurate and complete and that all outlays reported herein were for purposes
set forth In the contract documents.
Prepared by: Date: Approved by: Data
PART A: REIMBURSEMENT COMPUTATION YEAR TO DATE CURRENT MONTH
CONGREGATE HOME DELIVERED CONGREGATE HOME DELIVERED
1.Number of Meals Served 0 0 0 0
2.Line 1 Times$.72 cents per Meal $0.00 $0.00 $0.00 $0.00
Year To Dale Total Meals 0 Current Month Total Meals 0
Year To Date Total Reimbursed $0.00 Total Reimbursement Requested $0.00
PART B: CONTRACT SUMMARY
1. Approved Contract Amount $0.00
2. Previous Reimbursements Requested $000
3. Contract Balance $0.00
4. Amount to be Reimbursed-This Report $0.00
5. Contract Balance $0.00
DOEA Form 1l lroip revlsetl 1114
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Revised August 2007
Attestation Statement
Agreement/Contract Number NSIP 203.16
Amendment Number n/a
I, Stephen Y.Carnell ,attest that no changes or revisions have been made to the
(Recipient/Contractor representative)
content of the above referenced agreement/contract or amendment between the Area Agency on Aging for
Southwest Florida and
Public Services Department Head
(Recipient/Contractor name)
The only exception to this statement would be for changes in page formatting,due to the differences in
electronic data processing media,which has no affect on the agreement/contract content.
cr- i3o-t
Signature of Reci ie nfontractor representative Date
Approved as to form and legality
CLAD if-C•42.
Assistant County Att*ney ,py-)
ON\
Revised August 2007
CO.0
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