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Agenda 09/29/2009 Item #16D 5 Agenda Item No. 16D5 September 29,2009 Page 1 of 12 EXECUTIVE SUMMARY Recommendation for the Board of County Commissioners to approve and authorize the Chairman to sign contract amendments with the Area Agency on Aging for State funded General Fund grant programs for Seniors, as it relates to the schedule for invoice and advance re-payments. OBJECTIVE: The execution of these amendments is necessary to revise the invoicing and advance re-payment schedule for the State of Florida General Fund grant programs for Seniors. CONSIDERATIONS: Collier County Services for Seniors has been providing in-home support services to Collier County's frail elderly for over 30 years through Federal and State funded grant programs. These grants allow for the delivery of various services to the County's frail elderly preventing premature and costly institutional placement. The State of Florida Department of Elder Affairs, along with the Area Agency on Aging, as our grantor agency, pennits lead agencies to request one-twelfth of its annual allocation during the first two months of the contract year as an advance payment, to assist with operating costs at the start of each new grant year. The General Revenue programs started on July 1,2009 and will end on June 30, 2010. The original agreements stipulated that all advance payments be repaid to the grantor agency during the last two months of the contract year. The current payment schedule requires 50% of the advance re-payment to be submitted with report # 13 (May 2010) and the remaining 50% to be submitted with report #14 (June 2010). The amended agreement requires the advance be repaid in full and submitted with report number #12 (April 2010). While the grantor agency has established an advance payment mechanism for lead agencies, Collier County Services for Seniors does not request advanced funding for the these projects. However, our agreements must reflect tlle grantors agency's revised schedule. The revised invoicing and repayment schedule applies to the following agreements which were approved by the Board on July 28, 2009. Three amendments are attached for each of the following agreements. Pro ram Alzheimer's Disease Initiative, ADI 203.09 Connnunity Care for the Elderly CCE 203.09 Home Care for the Elderly HCE 203.09 GROWTH MANAGEMENT: There is no growth management impact on this recommendation. LEGAL CONSIDERATIONS: This item has been reviewed and approved by the County Attorney's Office. This item is legally sufficient for Board action.-CMG FISCAL IMP ACT: There is no fiscal impact on tIllS recommendation as the County does not Agenda Item No. 1605 September 29, 2009 Page 2 of 12 request advance payments. RECOMMENDATIONS: Staff recommends that the Board of County Commissioners approve the amendments with the revised advance repayment schedule and authorize the Chainnan to sign the amendments. Prepared by: Terri Daniels, Accounting Supervisor, Housing and Human Services Department I Page 1 ot 1 Agenda Item No. 16D5 September 29, 2009 Page 3 of 12 COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS Item Number: 1605 Item Summary: Recommendation for the Board of County Commissioners to approve and authorize the Chairman to sign contract amendments with the Area Agency on Aging for State funded General Fund grant programs for Seniors, as it relates to the schedule for invoice and advance re-payments. Meeting Date: 9/29/2009 9:00:00 AM Prepared By Terri A. Daniels Grants Coordinator Date Public Services Housing & Human Services 9/17/200912:59:42 PM Approved By Marcy Krumbine Director Date Public Services Housing & Human Services 9/17/20091:05 PM Approved By Kathy Carpenter Executive Secretary Date I Public Services Public Services Admin. 9/17/2009 2:21 PM Approved By Colleen Greene Assistant County Attorner Date County Attorney County Attorney Office 9/17/2009 2:39 PM Approved By Marla Ramsey Public Services Administrator Date Public Services Public Services Admin. 9/17/2009 2:48 PM Approved By Marlene J. Foord Grants Coordinator Date Administrative Services Administrative Services Admin. 9/17/20093:11 PM Approved By OMB Coordinator OMB Coordinator Date County Manager's Office Office of Management & Budget 9/17/2009 4:07 PM Approved By Sherry Pryor Management & Budget Analyst Date County Manager's Office Office of Management & Budget 9/18/20095:04 PM Approved By Leo E. Ochs, Jr. Deputy County Manager Date ( Board of County Commissioners County Manager's Office 9/19/20099:02 AM file://C:\Agendatest\export\135-September 29,2009\16. CONSENT AGENDA\16D. PUBLI... 9/23/2009 Agenda Item No. 1605 , Page 4 of 12 Amendment #001 Contract AD! 203.09 STANDARD CONTRACT AREA AGENCY ON AGING Collier County Board of Commissioners This AMENDMENT, entered into by the Area Agency on Aging for Southwest Florida, Inc., hereinafter referred to as the "agency", and Collier County Board of Commissioners! hereinafter referred to as the "recipient", amends agreement #ADI 203.09. The purpose of this amendment is to; (1) amend paragraph 3.2.4 of Attachment I; and (2) revise and replace Attachment VII; Invoice Schedule. 1. Paragraph 3.2.4 of Attachment I, is hereby amended to read: 3.2.4 All advance payment made to the recipient shall be returned to the Agency by the submission date of report #12 in accordance with the Invoice Schedule, as shown on Attachment VII to this contmct. -- 2. Attachment VII, Invoice Schedule is hereby replaced with the revised Attachment VII, Invoice Schedule and attached hereto. All provisions in the ~eement and any attachments thereto in conflict with this amendment shall be and are hereby chang to confonn with this amendment. AU frovisions not in conflict with this amendment are still in effect and are to be perfonned at the leve specified in the agreement. This amendment and all of its attachments are hereby made a part of this agreement. IN WITNESS WHEREOF, the parties hereto have caused this J page amendment to be executed by their officials there unto duly authorized. COLLIER COUNTY HOUSING AND RUMAN SERVICES BY: A ITEST: BOARD OF COUNTY COMMISSIONERS DWIGHT E. BROCK, Clerk COLLIER COUNTY, FLORIDA By: By: Deputy Clerk DONNA FIALA, CHAIRMAN Date: September 29. 2009 Approved as to form and legal sufficiency AREA AGENCY ON AGING FOR c.~~ SOUTHWEST FLORIDA Assistant County Attorney By: NAOMI MANNING, BOARD PRESIDENT Date: Seotember 29. 2009 FEDERAL ID NUMBER: 59-60000558 FISCAL YEAR-END DATE: 9/30 - 1 -- Agenda Item No. 16D5 September 29,2009 Page 5 of 12 Amendment #001 Contract ADI 203.09 ATIACHMENTVIl ALZHEIMER'S DISEASE INITIATIVE (ADI) INVOICE SCHEDULE Report Submit to MA Number Based On On this Date 1 July Advance. July 1 2 August Advance. July 1 3 July Expenditure August 10 4 August Expenditure September 10 5 September Expenditure I October 10 6 October Expenditure November 10 7 November Expenditure December 10 8 December Expenditure January 10 9 January Expenditure February 10 10 February Expenditure March 10 11 March Expenditure April 10 12 April Expenditure May 10 13 May Expenditure June 10 14 June Expenditure July 10 15 Final Expenditure and Closeout Report July 25 Legend: · Advance based on projected cash need. Note #1: Report #1 for Advance Basis Contracts cannot be submitted to the Area Agency on Aging prior to July 1 or until the contract with the agency has been executed and a copy sent to DFS. Actual submission of the vouchers to MA is dependent on the accuracy of the expenditure report. Note #2: All advance payments made to the recipient shall be returned to the Agency by the submission date of report #12. The adjustment shall be recorded in Part C, 1 of the report (Attachment Xl) Note #3: Submission of expenditure reports mayor may not generate a payment request If final expenditure report reflects funds due back to the Agency, payment is to accompany the report Revised August 2009 - Form 1 2 .---. September 29, 2009 Page 6 of 12 Attestation Statement Agreement/Contract Number ADI 203.09 Amendment Number 01 ! I, Donna Fiala. Chainnan . attest that no changes or revisions have been made to the (Recipient/Con tractor/ representative) content of the above referenced agreement/contract or amendment.Qe~een the Area Agency on Aging for Southwest Florida, Inc. and Collier County Board of Commissioners (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. Seotember 29. 2009 Signature of R~ipient/Contractor representative Date DOEA Contract Manager to initial and date indicating signatures/initials appropriate on all documents; ready for DOEA S~retary/designee signature. initial date Approved as to fonn and legal sufficiency ('~KMJ- Assistant County Attorney ATTEST: DWIGHT E. BROCK, aerk By: ~_.'"-",..~~ Agenda Item No. 1605 I September L!j, Luu9 Page 7 of 12 Amendment #001 Contract CCE 203.09 STANDARD CONTRACT AREA AGENCY ON AGING Collier County Board of Commissioners This AMENDMENT, entered into by the Area Agency on Aging for Southwest Florida, Inc., hereinafter referred to as the "agency", and Collier County Board of Commissioners. hereinafter referred to as the "recipient", amends agreement #CCE 203.09. I , The purpose of this amendment is to; (1) amend paragraph 3.2.4 of Attachment I; and (2) revise and replace Attachment IX, Invoice Schedule. 1. Paragraph 3,2.4 of Attachment I, is hereby amended to read: 3.2.4 All advance payment made to the recipient shall be returned to the Agency by the submission date of report #12 in accordance with the Invoice Schedule, as shown on Attachment IX to this contract. 2. Attachment IX, Invoice Schedule is hereby replaced with the revised Attachment IX, Invoice Schedule and attached hereto. All rovisions in the agreement and any attachments thereto in conflict with this amendment shal be and are hereby changed to conform with this amendment. All provisions not in conflict with this amendment are still in effect and are to be performed at the level specified in the agreement. This amendment and all of its attachments are hereby made a part of this agreement. IN WITNESS WHEREOF, the parties hereto have caused this ~ page amendment to be executed by their officials there unto duly authorized. COLLIER COUNTY HOUSING AND HUMAN SERVICES BY: A ITEST: BOARD OF COUNTY COMMISSIONERS DWIGHT E. BROCK, Clerk COLLIER COUNTY, FLORIDA By: By: Deputy Clerk DONNA FIALA, CHAIRMAN Date: September 29. 2009 Approved as to form and legal sufficiency AREA AGENCY ON AGING FOR 0~~ SOUTHWEST FLORIDA Assistant County Attorney By: NAOMI MANNING, BOARD PRESIDENT Date: Seotember 29. 2009 FEDERAL ill NUMBER: 59-60000558 FISCAL YEAR-END DATE: 9/30 i ( 1 Agenda Item No. 1605 SeJJl~lIluel 29, 2000 Page 8 of 12 Amendment #001 Contract CCE 203.09 --- ATTACHMENT IX i COMMUNITY CARE FOR THE ELDERLY (CCE) I INVOICE SCHEDULE Report Submit to AAA Number Based all On this Dat~ 1 July Advance* July 1 2 August Advance* July 1 3 July Expenditure August 10 4 August Expenditure September 10 5 September Expenditure-__ October 10 6 October Expenditure November 10 7 November Expenditure December 10 8 December Expenditure January 10 9 January Expenditure February 10 10 February Expenditure March 10 11 March Expenditure April 10 12 April Expenditure May 10 13 May Expenditure June 10 14 June Expenditure July 10 15 Final Expenditure and Closeout Report July 25 Legend: * Advance based on projected cash need. Note #1: Report #1 for Advance Basis Contracts cannot be submitted to the Area Agency on Aging prior to July 1 or until the contract with the agency has been executed and a copy sent to DFS. Actual submission of the vouchers to AAA is dependent on the accuracy of the expenditure report Note #2: All advance payments made to the recipient shall be returned to the Agency by the submission date of report #12. The adjustment shall be recorded in Part C, 1 of the report (Attachment X) Note #3: Submission of expenditure reports mayor may not generate a payment request If final expenditure report reflects funds due back to the Agency, payment is to accompany the report Revised August 2009 - Fonn 1 2 ........... Agenda Item No. 16D5 ,- Geptcmbor 29, 2009 Page 9 of 12 Attestation Statement Agreement/Contract Number CCE 203.09 Amendment Number 01 I, Donna Fiala. Chairman . 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, Inc. and Collier County Board of Commissioners (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 / ( Seotember 29. 2009 \ Signature of Recipient/Contractor representative Date DOEA Contract Manager to initial and date indicating signatures/initials appropriate on all documents; ready for DOEA Secretary/designee signature. initial date I Approved as to fonn and legal sufficiency r1JP~~>>:1dr~ Assistant County Attorney ATTEST: DWIGHT E. BROCK. Clerk ( By: I \ ------.....--.. Agenda Item No. 16D5 September 29, 2009 Page 10 of 12 Amendment #001 Contract HCE 203.09 - STANDARD CONTRACT AREA AGENCY ON AGING Collier County Board o/Commissioners This AMENDMENT, entered into by the Area Agency on Aging for Southwest Florida, Inc., hereinafter referred to as the "agency", and Collier County Board of Commissioners. hereinafter referred to as the "recipient", amends agreement #HCE 203.09. The purpose of this amendment is to; (1) amend paragraph 3.2.4 of Attachment I; and (2) revise and replace Attachment VII, Invoice Schedule. 1. Paragraph 3.2.4 of Attachment I, is hereby amended to read: 3.2.4 All advance payment made to the recipient shall be returned to the Agency by the submission date of report #12in accordance with the Invoice Schedule, as shown on Attachment VII to this contract. 2. Attachment VII, Invoice Schedule is hereby replaced with the revised Attachment VII, Invoice Schedule and attached hereto. All provisions in the agreement and any attachments thereto in conflict with this amendment shall be and are hereby changed to conform with this amendment. All provisions not in conflict with this amendment are still in effect and are to be performed at the level specified in the agreement. "'-. This amendment and all of its attachments are hereby made a part of this agreement. IN WIlNESS WHEREOF, the parties hereto have caused this ~ page amendment to be executed by their officials there WIto duly authorized. COLLIER COUNTY HOUSING AND HUMAN SERVICES BY: ATTEST: BOARD OF COUNTY COMMISSIONERS DWIGHT E. BROCK, Clerk COLLIER COUNTY, FLORIDA By: By: Deputy Clerk DONNA FIALA, CHAIRMAN Date: September 29. 2009 Approved as to fonn and legal sufficiency AREA AGENCY ON AGING FOR ~-v-~i I SOUTHWEST FLORIDA Assistant County Attorney By: NAOMI MANNING, BOARD PRESIDENT Date: September 29. 2009 FEDERAL ID NUMBER: 59-60000558 FISCAL YEAR-END DATE: 9130 -"" I i I I I ,.~._,.......- A enda Item No. 1605 September 29,2009 Page 11 of 12 Amendment #001 Contract HCE 203.09 ATTACHMENT VIII HOME CARE FOR THE ELDERLY INVOICE SCHEDULE Report Submit to Agency Number Based On On This Date 1 July Advance* July 1 2 August Advance. July 1 3 July Expenditure August 20 4 August Expenditure September 20 5 September Expenditure October 20 6 October Expenditure November 20 7 Novernber Expenditure December 20 8 December Expenditure January 20 9 January Expenditure February 20 10 February Expenditure March 20 11 March Expenditure April 20 12 April Expenditure May 20 13 May Expenditure June 20 14 June Expenditure July 20 15 Final Expenditure and Closeout Report I July 25 Legend: * Advance based on projected cash need. Note #1: Report #1 for Advance Basis Contracts cannot be submitted to the Area Agency on Aging prior to July 1 or until the agreement with the agency has been executed and a copy sent to agency. Actual submission of the vouchers to the agency is dependent on the accuracy of the expenditure report. Note #2: All advance payments made to the recipient shall be returned to the agency by the submission date of report #12. The adjustment shall be recorded in Part C, 1, of the report (Attachment IX). Note #3: Submission of expenditure reports mayor may not generate a payment request If final , expenditure report reflects funds due back to the agency, payment is to accompany the report ReVised August 2009 2 -,- Agreement/Contract Number HCE 203.09 Amendment Number 01 I, Donna Fiala. Chairman . attest that no changes or revisions have been made to the (Recipient/Contractor/representative) content of the above referenced agreemcot/contract or amendment between the Area Agency on Aging for Southwest Florida, Inc. and Collier County Board of Commissioners (Recipient/Contractor name) - The only exccption 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. Seorember29.2009 Signature of Recipient/Contractor representative Date DOEA Contract Manager to initial and date indicating signatures/initials appropriate on all documents; ready for DOEA Secretary/designee signature. initial date Approved as to fonn and legal sufficiency --CIJ~~ Assistant County Attorney ATTEST: DWIGHT E. BROCK, Clerk By: I -- I j ~ _. '.