Backup Documents 06/14-15/2011 Item #16D9
ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP16 0 9
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 # I through #4 as appropriate for additional signatures, dates, and/or information needed. If the document is already complete with the
exceotion of the Chairman's si!!'nature, draw a line through routing lines # I through #4, comolete the checklist, and forward to Ian Mitchell (line #5).
Route to Addressee(s) Office Initials Date
(List in routing order)
1.
2.
3.
4. Jennifer B. White, Asst. County County Attorney Office <){>~ tA ~~ \ \
Attorney
5. Ian Mitchell, Executive Manager Board of County Commissioners ~ (,(1) II(
6. Minutes and Records Clerk of Court's Office
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 ofthe addressees above, including Ian Mitchell, 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 Nick Green, HHVS Phone Number 252-2376
Contact Grants Coordinator
Agenda Date Item was June 14,2011 Agenda Item Number 1609
Approved by the BCC
Type of Document Agreement Amendment Number of Original 2
Attached Documents Attached
1.
INSTRUCTIONS & CHECKLIST
Initial the Yes column or mark "N/ A" in the Not Applicable column, whichever is
a ro riate.
Original document has been signed/initialed for legal sufficiency. (All documents to be
signed by the 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 ossibl State Officials.)
All handwritten strike-through and revisions have been initialed by the County Attorney's
Office and all other arties exce t the BCC Chairman and the Clerk to the Board
The Chairman's signature line date has been entered as the date ofBCC approval of the
document or the final ne otiated contract date whichever is a licable.
"Sign here" tabs are placed on the appropriate pages indicating where the Chairman's
si nature and initials are re uired.
In most cases (some contracts are an exception), the original document and this routing slip
should be provided to Ian Mitchell in 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 our deadlines!
The document was approved by the BCC on 06/14/11 and all changes made during
the meeting have been incorporated in the attached document, The County Attorney's
Office has reviewed the chan es, if a Iicable,
Yes
(Initial)
NG
N/A (Not
A licable)
2.
3.
4.
5.
6.
nla
NG
NG
NO
NG
I: Forms! County Forms! BCC Forms! Original Documents Routing Slip WWS Original 9.03.04, Revised 1.26.05, Revised 2.24.05
1609
MEMORANDUM
Date:
June 17,2011
To:
Nick Green, Grants Coordinator
Housing, Human & Veteran Services
From:
Ann Jennejohn, Deputy Clerk
Minutes & Records Department
Re:
Amendment #1 to Collier County's Hunger and
Homeless Coalition (HHC) Subrecipient Agreement
for HUD Grant S09-UY-12-0024-2009-06
Attached is an original copy of the agreement referenced above (Item#16D9)
approved by the Board of County Commissioners on June 14 2011.
The Minutes and Record's Department will hold the second original agreement
in the Board's Official Records.
If you have any questions please call me at 252-8406,
Thank you,
Attachment
1609
AMENDMENT #1 TO THE
AGREEMENT BETWEEN COLLIER COUNTY
AND
COLLIER COUNTY HUNGER AND HOMELESS COALITION
Catalog of Federal Domestic Assistance # 14.257
HUD HPRP Grant # S09-UY-12-0024-2009-06
This Amendment to the referenced Agreement shall be by and between the parties to the original
Agreement, Collier County Hunger and Homeless Coalition (CCHHC), a private not-for-profit corporation
existing under the laws of the State of Florida, having its Federal Tax Identification number as 04-
3610154 (hereafter referred to as "SUBRECIPIENT") and Collier County, a political subdivision of the
State of Florida, (hereafter referred to as "COUNTY").
The following changes to the above referenced Agreement have been mutually agreed to by the
Subrecipient and the County. The additions to the existing language in the Agreement are shown herein
by underlining; deletions from the Agreement are shown by stril<ethroughs.
********
IV, CONSIDERATION AND LIMITATION OF COSTS
The SUBRECIPIENT shall be reimbursed by the COUNTY using HUD funding for allowable costs,
determined by COUNTY, in an amount not to exceed Faro: Se'leR T~aw~3REi T'..:a HWREireEi T'/JeRW ORe
gall3Fs (SU.221,99) Thirtv Thousand One Hundred Fiftv Four Dollars and Twenty Ei~ht Cents
($30.154,28) for the services described in Exhibit "A."
********
EXHIBIT "A"
SCOPE OF SERVICES
Collier County Hunger and Homeless CoalitionjS09-UY-0024-2009-06
HPRP Program Coordination and HMIS Administration
Amendment # 1 HPRP Grant # S09-UY-12-0024-2009-06
Collier County Hunger and Homeless Coalition
";:.
16 D 9
THE SUBRECIPIENT AGREES TO:
A, PROJECT SCOPE:
The Hunger and Homeless Coalition (HHC) will provide overall program coordination and HMIS
support for the non-profit agencies participating in the Homeless Prevention and Rapid Re-
Housing Program (HPRP). In addition, the Coalition will perform public outreach and coordinate
engagements to publicize the availability of the HPRP program, develop the HPRP administrative
plan which outlines the program policies and procedures for participating agencies; develop
eligibility and reporting checklists, organize training for participating agencies; and coordinate
quarterly meetings and monthly, quarterly and annual performance reporting for the
participating grantees.
HHC will also ensure participating agencies are trained and functional in HMIS, and are capable
of providing HMIS performance reporting as outlined in the HUD Notice of Funding dated March
19,2009.
Collier County Department of Housing and Human Services is using Department of Housing and
Urban Development (HUD) Homelessness Prevention and Rapid Re-Housing (HPRP) funds in the
amount of Fertv Se'o'eR TI:leYS3REI Twe IoIYRElreEl T'lJeRtv ORe Dellars ($47.221,00) Thirtv
Thousand One Hundred Fifty Four Dollars and Twentv Eil!ht Cents ($30.154,28) to fund the
Hunger and Homeless Coalition's HPRP Program Coordination and HMIS Administration project.
Hunger and Homeless Coalition HPRP Program Coordination and HMIS Administration
B, BUDGET:
Line Item:
HPRP Funds
HMIS
HMIS Computers, Printers
and Peripherals
$ ~
SQ
Customized HMIS Programming
by ClientTrack, Inc
$ 14,000
$3.950
Technical Assistance and Training
Travel and Training for HMIS
Administrator & Project
Coordinator
Travel & Expenses for
Amendment # 1 HPRP Grant # S09-UY-12-0024-2009-06
Collier County Hunger and Homeless Coalition
1609
ClientTrack personnel to
provide HMIS technical
assistance and training
$~
$4.204.28
HMIS operational Costs
Office supplies, classroom
materials, printing,
$ 1,000
~
Administration and Training
Case Management Training
~ 18 sessions @ $500/each
$ 1,000
$9.000
Intake Specialist Training
~ Lsessions @ $400/each
$ 800
$2.800
Quarterly Meetings
8 14@ $300/each
$ 2,QOO
$4,200
Produce Administrative
Manual, Checklists, &
Standard Documents
(for BCC Approval)
$ 5,500
Reporting HPRP
Data collection, analysis for
quarterly and annual ARRA
reporting (September 2009
thru July 2012
$ 6,521
~
Outreach and Marketing
4-.f Speaking Engagements
@ $250 each
$ 1,000
$500
HPRP informational literature
minimum of 2,000 pieces distributed
(HHS approval required)
$ 5,000
~
Total Funds:
SH.l21
$30.154,28
Clarifications to the quantity and types of work to be conducted under Exhibit "A" will be processed by a
Change by Letter, Exhibit "A-l", and made an integral component ofthis Agreement.
C. PROJECT MILESTONE SCHEDULE
The time frame for completion of the outlined activities shall be:
I MILESTONE/TASK
START DATE
END DATE
Amendment # 1 HPRP Grant # S09-UY-12-0024-2009-06
Collier County Hunger and Homeless Coalition
16 D 9
Develop Administrative Manual,
Checklists, Standard Documents
(referral forms, stabilization 08/2012009 09/30/2009
plans)
Train staff and on parameters of
grant program, HMIS and award
reporting. 09/0112009 09/30/2009
Conduct Intake Specialist 09/01/2009 07/15/2012
Training
Conduct Case Management
Training 09/01/2009 07/15/2012
Initiate a fiscal reporting and
accountability process in
conjunction with the Collier
County Finance Department and 09/01/2009 10/15/2009
HHS Staff
Outreach and Marketing 09/0112009 07/15/2012 05/30/11
Data collection and analysis for
HPRP reporting 09/15/2009 07/15/2012
HMIS reporting system
implementation and training 09/01/2009 07/15/201205/30/11
Subrecipient must expend at least
60% of award amount. 09/15/2009 07/15/2011
Subrecipient must expend 100%
of award by End Date. 10/01/2009 07/15/2012
Hold quarterly HPRP meetings 10/3012009 07/15/2012
NOTE: Performance milestones are in effect for program monitoring requirements only, and
as such, are used by HUD and other grantor agencies as general target goals rather than strict
performance requirements.
This agreement shall allow reimbursement of expenses for all eligible costs associated
with the agreement and does not require the completion of all agreement milestones for
reimbursement to be paid.
Please note that if any of these activities exceed the timelines by two months a revised
work schedule must be submitted to HHS.
Amendment # 1 HPRP Grant # S09-UY-12-0024-2009-06
Collier County Hunger and Homeless Coalition
D, OUTCOME PERFORMANCE MEASUREMENTS:
OBJECTIVE
OUTCOMES
HMIS HPRP agencies will
have HMIS hardvJare
and software in place
and are trained in HMIS
reporting
req uirements.
Functional
reporting system
Case Managers and
intake personnel have
standardized checklists
and forms and are
trained to determine
assistance parameters
and referral options.
HUD reporting is
standardized among
agencies and is
consistent with HUD's
Notice of Funding dated
March 19, 2009
HPRP program
information and
availability is widely
disseminated throughout
Collier County to
individuals and families
who are homeless or at
risk of homelessness
HPRP eligibility
requirements and
assistance levels will be
standard among
participating agencies.
Collier County citizens
are aware that HPRP
resources are available
and individuals and
families who are
homeless or at risk of
homelessness are
stabilized and/or re-
housed
ACTIVITY
Implementation,
installation, training,
and on-going technical
support for HPRP
agencies. .Q.at.a
analysis/ collection and
Reporting as outlined
by HUD.
Development of
administrative policies
and procedures.
Development of
standardized forms and
checklists. Staff training
for participating
agencies' staff.
Coordination via
quarterly meeting to
ensure standardization
and continuity amongst
participating agencies.
Ensure speaking
engagements are
presented in diverse
locations within the
county. Ensure
informational mJteriJls
are distributed
throughout the County
and vb multiple
outlets.
16 D 9
INDICATORS
:'\11 H PRP agencies have had
HMIS equipment instJlled,
~;5taff is trained on HMIS
protocols, are able to input
HMIS data, and report
outcomes as outlined by HUD.
Client eligibility, assistance and
referral options are consistent
among participating HPRP
agencies.
Administrative policies and
procedures are easily
understood and participating
agencies are trained on
policies, procedures and
documentation.
Information and best practices
are communicated to
participating agencies via
quarterly meetings.
Collier County citizens are
aware ofthe HPRP program.
Civic groups, churches and
news agencies are informed of
the HPRP program target
audience and know what
agencies are participating
InformJtionJI materials Jre
J'/ailablc at J variety of outlets
and in English, Spanish and
Gfeele.
The Subrecipient agrees that this amends the original Agreement. All other terms and conditions of the
Agreement shall remain in force.
Amendment # 1 HPRP Grant # S09-UY-12-0024-2009-06
Collier County Hunger and Homeless Coalition
WITNESS our Hands and Seals on this Kday of
ATTEST:
D":'~l~~J~~~~.cLERK
'~'."" ".
~;'
-
~
First Witness
Qvi0 L-- ~JlL?-ol
Type/print witness name
Second w1t/ ~
J/I elL 0/<&CAJ
.
Type/print witness name
Approved as to form and legal sufficiency:
~~'"0~ J
Jennifer B. hite ~.R:j
Assistant County Attorney
JL{t1<-
1609
.2011.
BOARD OF COUNTY COMMISSIONERS OF COLLIER
::UNTY, FlO~ w. ~
FRED W, COYLE, CHAIRMAN
Collier County Hunger and Homeless Coalition
By: &1-- ~
Subrecipient Signature
h\,.<-- M4~r /f'!mk"" D;fl"Ar
Type/print Subrecipient name and title
Amendment # 1 HPRP Grant # S09-UY-12-0024-2009-06
Collier County Hunger and Homeless Coalition
llem# ~