Agenda 10/22/2013 Item #16D17 10/22/2013 16.D.17.
EXECUTIVE SUMMARY
Recommendation to approve amendment #1 to the FY2012-2013 agreement between Collier
County and The Shelter for Abused Women & Children for the Community Development Block
Grant(CDBG) project previously approved by the Board on May 14,2013. (Fiscal Impact SO).
OBJECTIVE: Complete necessary shelter upgrades to benefit victims of domestic violence.
CONSIDERATIONS: The Board of County Commissioners approved a substantial amendment of the
HUD Annual Action Plan on May 14, 2013 (Agenda Item 16D10). The substantial amendment to the
FY2012-2013 HUD Annual Action Plan included The Shelter for Abused Women & Children, shelter
upgrades project.
Also on May 14, 2013, Agenda Item No. 16D11, and as a companion item to 16D10, the Board approved
a Subrecipient agreement for The Shelter for Abused Women & Children Project. The scope of the
project is to provide grant funding towards upgrades at the shelter facility for a total cost of$174,990.
This item is to request approval of an amendment to the Subrecipient agreement to extend the project
completion date from October 31, 2013 to December 31, 2013. This extension will allow the Shelter for
Abused Women&Children to complete the upgrades approved by the Board.
In addition, The Shelter for Abused Women & Children has requested an update to their budget, allowing
monetary changes within line items. The requested changes to the budget will not change the scope of the
approved project nor will it change the amount of funds granted to the Shelter.
Furthermore, effective July 1, 2013, a new State law (Chapter 2013-154 Laws of Florida) requires
agreements funded with federal or state assistance to contain additional provisions related to public
records and compliance with grant requirements therefore. the additional provisions have been added to
the proposed amendment.
Notable modifications include:
1. TEXT BOX; modify the Monitoring Deadline.
2. TIME OF PERFORMANCE; Paragraph II. Project completion date is extended up to and
including December 31, 2013.
3. AGREEMENT AMOUNT; Add additional provisions per State Law
4. AGREEMENT AMOUNT; Budget Box updating project component amounts within allowable
line items.
5. AGREEMENT AMOUNT; Deliverables Box III updating payment schedules 10% amounts
within allowable deliverables.
6. ADMINISTRATIVE REQUIREMENTS; Add additional provisions per State Law
7. EXHIBIT"F"; Add additional provisions per State Law
The proposed modifications are allowable under the grant, and will not increase nor decrease the amount
of grant funds or impact the budget for this project.
FISCAL IMPACT: There will be no effect on ad-valorem or general fund dollars. Funds are available
within the Housing Grant Fund(705) CDBG Project(33176.2.13.1).
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LEGAL CONSIDERATIONS: HUD CDBG regulations (24 CFR 570.503) require that written
agreements be in effect for each subrecipient and that each subrecipient agreement contain a description
of the work to be performed in sufficient detail for the County to monitor performance. This item is
approved as to form and legality and requires majority vote for approval. -JAB
GROWTH MANAGEMENT IMPACT: There is no Growth Management Plan impact by this action.
RECOMMENDATION: That the Board of County Commissioners approves and authorize the
Chairwoman to execute amendment#1 to the FY2012-2013 agreement between Collier County and The
Shelter for Abused Women&Children.
Prepared By:Kristi Sonntag, Federal & State Grants Manager; Housing,Human&Veteran Services
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10/22/2013 16.D.17.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.D.16.D.17.
Item Summary: Recommendation to approve amendment#1 to the FY2012-2013
agreement between Collier County and The Shelter for Abused Women & Children for the
Community Development Block Grant (CDBG) project previously approved by the Board on May
14, 2013. (Fiscal Impact$0).
Meeting Date: 10/22/2013
Prepared By
Name: SonntagKristi
Title: VALUE MISSING
10/10/2013 11:35:28 AM
Submitted by
Title: VALUE MISSING
Name: SonntagKristi
10/10/2013 11:35:30 AM
Approved By
Name: GrantKimberley
Title:Interim Director
Date: 10/10/2013 11:57:11 AM
Name: MesaNancy
Title:Accountant,Housing, Human&Veteran Services
Date: 10/10/2013 12:10:57 PM
Name: GrafCynthia
Title: Applications Analyst.Information Technology
Date: 10/10/2013 12:58:19 PM
Name: Bendisa Marku
Title: Operations Analyst,Wastewater
Date: 10/10/2013 1:02:31 PM
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Name: RobinsonErica
Date: 10/10/2013 1:43:09 PM
Name: BelpedioJennifer
Title: Assistant County Attorney,County Attorney
Date: 10/10/2013 5:09:53 PM
Name: CarnellSteve
Title: Purchasing/General Services Director
Date: 10/11/2013 7:38:24 AM
Name: KlatzkowJeff
Title: County Attorney
Date: 10/11/2013 9:38:53 AM
Name: FinnEd
Title: Senior Budget Analyst, OMB
Date: 10/11/2013 12:33:27 PM
Name: IsacksonMark
Title: Director-Corp Financial and Mgmt Svs,CMO
Date: 10/14/2013 10:20:34 AM
„.
Name: OchsLeo
Title: County Manager
Date: 10/14/2013 2:07:04 PM
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Grant#-B-11-UC-12-0016
CFDAJCSFA#- 14.218
Subrecipient—The Shelter for Abused
Women &Children,Inc.
DUNS#-836680769
FETI#-59-2752895
FY END-6-30
Monitoring Deadline 12-31-18
FIRST AMENDMENT TO AGREEMENT BETWEEN COLLIER COUNTY
AND
THE SHELTER FOR ABUSED WOMEN & CHILDREN,INC.
This Amendment, is entered into this 22nd day of October, 2013, by and between THE
SHELTER FOR ABUSED WOMEN & CHILDREN, INC. a private not-for-profit corporation existing
under the laws of the State of Florida, herein after referred to as SUBRECIPIENT and Collier County,
Florida,herein after to be referred to as "COUNTY,"collectively stated as the "Parties."
RECITALS
WHEREAS, on MAY 14, 20I3, the COUNTY entered into an Agreement with the
Community Development Block Grant Program funds to be used for a SHELTER IMPROVEMENTS
AND UPGDRADES (hereinafter referred to as the"Agreement"); and
WHEREAS, the Parties desire to amend the Agreement to include terms required by Chapter
2013-154, Laws of Florida and make other modifications to the agreement.
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 St*- c4ra are deleted; Words Underlined are added
*
H. TIME OF PERFORMANCE
Services of the SUBRECIPIENT shall start on the 14th day of May, 2013 and end on the 31st
day of Oetebc -December 31. 2013. 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.
The Shelter for Abused Women&Children,Inc.
(CDS I3.O6)
Amendment N I_to(Shelter improvements and upgrades)
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III. AGREEMENT AMOUNT
The COUNTY agrees to make available ONE HUNDRED SEVENTY FOUR THOUSAND
NINE HUNDRED NINETY DOLLARS and 00/100 (5174,990) for the use by the SUBRECIPIENT
for SHELTER IMPROVEMENTS AND UPGRADES during the Term of the Agreement
(hereinafter, the aforestated amount including, without limitation, any additional amounts included
thereto as a result of a subsequent amendment(s) to the Agreement, shall be referred to as the
"Funds").
The SUBRECIPIENT project budget shall be as follows:
Line Item Description 1 CDBG
Project Component#1-Flooring Funds
$116,225
$120,000 Com ponent#2-Equipment Security ty
Office $ g,015
Project Component#3-HVAC $ 2.000
$ 32.000
Project Component#4-Security system at Shelter
$ -l{;988
Project Component#5-Security System Cottages $ 1$ --2-900
Project Component #6-Environmental f $ 75 75$ 40
TOTAL 0
5174,990
Modifications to the `Budget and Scope" may only be made if approved in advance. Budgeted
fund shifts between cost categories and activities shall not be more than 10% and does not signify a
change in scope. Fund shifts that exceed 10%of a cost category and activity shall be made with board
approval.
All improvements specified in Section I. Scope of Services shall be performed by
SUBRECIPIENT employees, or shall be put out to competitive bidding under a procedure acceptable
to the COUNTY and Federal requirements. The SUBRECIPIENT shall enter into contract for
improvements with the lowest, responsive and qualified bidder. Contract administration shall be
handled by the SUBRECIPIENT and monitored by HHVS, which shall have access to all records and
documents related to the project.
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 to the
submittal of quarterly progress reports. Invoices for work performed are required every month.
SUBRECIPIENT 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
SUBRECIPIENT is not yet prepared to send the required backup, a $0 invoice will be required.
The Shelter for Abused Women&Children,Inc.
(CDS 13-06)
Amendment a_1_to(Shelter Improvements and Upgrades)
Page 2 of 6
(-3
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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."
The following table details the project deliverables and payment schedule.
Deliverable Payment and/or Deliverable Schedule
Project Component#1- Submission of monthly invoices on AlA
Flooring G702-1992 form or equivalent document.
Final 10%($11,622.50$12,000.00)
released upon documentation of Flooring
complete. Supporting proof of payment
documents must be provided as backup.
Project Component#2- Submission of monthly invoices on AIA
Equipment Security Office G702-1992 form or equivalent document.
Final 10%($80.138$424.00)released upon
documentation of Equipment purchased and I
installed. Supporting proof of payment
documents must be .rovided as backu..
Project Component#3- Submission of monthly invoices on AIA
HVAC G702-1992 form or equivalent document.
Final 10%($3,200)released upon
documentation of HVAC system upgrades
complete. Supporting proof of payment
documents must be provided as back up.
Project Component#4 Submission of monthly invoices on AIA
Security System at the Shelter G702-1992 form or equivalent document.
Final 10%(S-1600-$1.400)released upon
documentation of Security system upgrades
complete. Supporting proof of payment
documents must be provided as back up.
Project Component#5 Submission of monthly invoices on AlA
Security System at Cottages G702-1992 form or equivalent document.
Final 10%($200$400)released upon
documentation of Security system upgrades
complete. Supporting proof of payment
documents must be provided as back up.
Project Component#6 Proof of approved environmental clearance
Environmental
Individuals Served T 1/
Proof of a minimum of 1000 1 Exhibit D
The Shelter for Abused Women&Children,Inc.
(CDS 13-06)
Amendment# 1 to(Shelter Improvements and Upgrades)
Page 3 of 6
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persons are served via exhibit
Al tarp
D submitted-quarterky
Inventory Submittal-of-asset
Annually/Inventory Log
annually
IX. ADMINISTRATIVE REQUIREMENTS
B. DOCUMENTATION AND RECORDKEEPING
* * *
2. SUBRECIPIENT shall maintain all records that ordinarily and necessarily would be
required by the COUNTY to perform the service.
* * *
34. 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 four(4) years after expiration of this Agreement
with the following exception: if any litigation, claim or audit is started before the expiration
date of the four(4)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.
8. SUBRECIPIENT must provide the public with access to public records on the same terms
and conditions that the COUNTY would provide the records and at a cost that does not exceed
the cost provided in Chapter 119. Florida Statutes 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
The Shelter for Abused Women&Children,Inc.
(CDS 13-06)
Amendment k I to(Shelter improvements and Upgrades)
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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,
unspent cash advances, program income balances, and receivable accounts to the COUNTY), and
determining the custodianship of records. Anv balance of unobligated funds which have been advanced
or paid must be returned to the County. Any funds paid 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. In addition to the records retention outlined in Section X.B.3, the SUBRECIPIENT shall
comply with Section 119.021 Florida Statutes regarding records maintenance, preservation and
retention. SUBRECIPIENT shall also produce records and information that complies with Section
21 5.97. Florida Single Audit Act.
EXHIBIT"F"
LOCAL AND FEDERAL RULES,REGULATIONS AND LAWS
* * *
40. Florida Statutes, 119.071, Contracts and Public Records
* * *
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
SIGNATURE PAGE TO FOLLOW
The Shelter for Abused Women&Children,Inc.
(CDS 13-06)
Amendment#_1_to(Shelter Improvements and Upgrades)
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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: BOARD OF COUNTY COMMISSIONERS OF COLLIER
DWIGHT E. BROCK, CLERK COUNTY, FLORIDA
By:
, Deputy Clerk GEORGIA A. HILLER, ESQ.,CHAIRWOMAN
Dated:
(SEAL)
THE SHELTER FOR ABUSED
WOMEN& CHILDREN, INC
By:
Subrecipient Signature
Linda Oberhaus, Executive Director
Subrecipient Name and Title
Approved as to form and legality:
0
Jennifer A. Belpedio, Assistant County Attorney t"
The Shelter for Abused Women&Children,Inc.
(CDS 13-06)
Amendment i1_1_to(Shelter Improvements and Upgrades)
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