Backup Documents 10/13/2009 Item #16D 1ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP16 D 1
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 -'I he 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 4I through 44 as appropriate for additional signatures, dates, and /or information needed if the document is already complete with the
exeention of the Chairman's 6.narnre draw n nnr th,+nn.6 ..n in, o II,.... al o, ... ,,,.1, de ale,...
Route to Addressee(s)
List in routing order)
Office
Initials
Date
1.Frank Ramsey
Housing and Human Service
(Initial)
10/13/09
2. Chairman Donna Fiala
Board of County Commissioners
Agenda Item Number
16D -I
3.
signed by the Chairman, with the exception of most letters, must be reviewed and signed
4.
Contract Amendment
Number of Original
I
5. Ian Mitchell, Executive Manager
Board of County Commissioners
Documents Attached
6. Minutes and Records
Clerk of Court's Office
PRIMARY CONTACT INFORMATION
I the primary contact is the holder of the original document pending BC 'C approval. 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, including Sue Filson, need to contact stair 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
Frank Ramsey, Housing Manager
Phone Number
252 -2336
Contact
a ro riate.
(Initial)
Applicable)
Agenda Date Item was
10/13/2009
Agenda Item Number
16D -I
Approved by the BCC
signed by the Chairman, with the exception of most letters, must be reviewed and signed
Type of Document
Contract Amendment
Number of Original
I
Attached
resolutions, etc. signed by the County Attorney's Office and signature pages from
Documents Attached
INSTRIWTIONC R, CHFCKI ItQT
1: Forms / County Forms/ BCC Forms/ Original Documents Routing Slip W W S Original 9.03.04, Ike) iced 1 2 05, Revised 2.24.05
Initial the Yes column or mark "N /A" in the Not Applicable column, whichever is
Yes
N/A (Not
a ro riate.
(Initial)
Applicable)
I.
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 possibly State Officials.)
2.
All handwritten strike - through and revisions have been initialed by the County Attorney's
Office and all other parties except the BCC Chairman and the Clerk to the Board
3.
The Chairman's signature line date has been entered as the date of BCC approval of the
—1j
document or the fmal negotiated contract date whichever is applicable.
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4.
"Sign here" tabs are placed on the appropriate pages indicating where the Chairman's
signature and initials are required.
5.
In most cases (some contracts are an exception), the original document and this routing slip
should be provided to Sue Filson in the BCC office within 24 hours of BCC approval.
Some documents are time sensitive and require forwarding to 'Tallahassee within a certain
I%(�
time frame or the BCC's actions are nullified. Be aware of our deadlines!
6.
document was approved by the 13CC on 10/13/2009 and all changes made during
1The
the meeting have been incorporated in the attached document. The County Attorney's
Office has reviewed the changes, if applicable.
1: Forms / County Forms/ BCC Forms/ Original Documents Routing Slip W W S Original 9.03.04, Ike) iced 1 2 05, Revised 2.24.05
6DI
EXIIIBIT A -I Contract Amendment for Subrecipient Agreement
Florida Administrative Code 9BER06 -1 CFDA# 14.228
°hnmokalee Helping Our People in Emergencies, Inc. (I Ilope)."
This amendment, dated L� �� , 2009 to the referenced agreement shall be
by and between the parties to the original Agreement, (HOPE, Inc. (to be referred to as "Subrecipient') and
Collier County, a political subdivision of the state of Florida, (to be referred to as "County").
Statement of Understanding
RE: Contract Florida Administrative Code 9BER06 -1 CDFA #14.228 "Immokalee Helping Our People in
Emergencies, Inc. (MOPE) ".
In order to continue the services provided for in the original Agreement document referenced above, the
Subrecipient agrees to amend the above referenced Agreement as follows:
Note: Words struck have been deleted. Words underlined have been added.
II. SCOPE OF SERVICES: page 2 of 23
The SUBRECIPIENT shall, in a satisfactory and proper manner, as determined by HHS,
perform the tasks necessary to conduct the program outlined in Exhibit "A," and shall
submit each request for ecet direct payment using Exhibit `B" along with the
monthly submission of Exhibit "C," all of which are attached hereto and made a part
hereof.
IV. CONSIDERATION AND LIMITATION OF COSTS: page 2 of 23
The SUBRECIPIENT shall be feimbufsed paid by the COUNTY for allowable costs,
determined by COUNTY and DCA, in an amount not to exceed Three Hundred
Thousand Dollars ($300,000) for the services described in Exhibit "A."
V. NOTICES: page 3 of 23
All notices required to be given under this Agreement shall be sufficient when delivered
to HHS at its office, presently located at 3301 E.
Tamiami Trail Building H Suite 211, Naples, Florida 34494 34112, and to the
SUBRECIPIENT when delivered to its office at the address listed on page one (l) of this
Agreement.
C. SUBCONTRACTS : page 6 of 23
This review also includes ensuring that all consultant contracts and fee schedules meet
the minimum standards as established by the Collier County Purchasing Department and
HUD. Subcontracts for architecture, engineering, survey, and planning shall be
negotiated fixed fee contracts. All additional services shall have prior written approval
with support documentation detailing categories of persons performing work plus hourly
rates including benefits, number of drawings required, and all items that justify the
"Fixed Fee Contract." ReiffibUFSeffiefitS Payments for such services will be made at
SUBRECIPIENT cost.
1601
EXHIBIT A -1: page 2 of 5
None of the work or services covered by this Agreement, including but not limited to
consultant work or services, shall be subcontracted by the SUBRECIPIENT or
°« d paid by the COUNTY without prior written approval of the HHS Department
or his designee.
D. REPORTS, AUDITS, AND EVALUATIONS: page 10 of 23
Re
ce Payment will be contingent on the timely receipt of complete and
accurate reports required by this Agreement, and on the resolution of monitoring or audit
findings identified pursuant to this Agreement.
E. HOUSING & HUMAN SERVICES, COUNTY, DCA, AND HUD
REQUIREMENTS: page 10 of 23
HHS shall have the right under this Agreement to suspend or terminate FeimbursefRefit
payment until the SUBRECIPIENT complies with any additional conditions that may be
imposed by HHS, the COUNTY, DCA or HUD at any time.
F. PRIOR WRITTEN APPROVALS ADDITIONAL — SUMMARY: page 10 of 23
The following activities require the prior written approval of the HHS Department or
designee in order to be eligible for feifin payment.
NOTE 4: page 17 of 23
The SUBRECIPIENT shall not request meat payment from HHS for materials
or equipment received and stored on the project site or elsewhere. The SUBRECIPIENT
shall only request Feimbufsefaen payment for materials and equipment that have been
installed.
B. BUDGET: IHOPE: page 18 of 23
Line Item:
DRI
permits
Demolition and site clearance (two three home sites)
Labor and related costs for demolition and site clearance (twe three home
sites)
Site preparation (two three home sites)
Constniction (twe three home sites)
labor and related costs for home construction (twe three home sites)
fees or related charges for utility hook -up of twe three homes
costs associated with temporary relocation of residents (if necessary)
16D1
TOTAL PROJECT COSTS $300,000
E. FORMER PROJECTS: page 18 of 23
Failure to adequately maintain any former CDBG /HOME /SHIP funded project
may result in the delay of processing e:.�t payment requests for
ongoing activities or in the forfeiture of future CDBG /HOME /SHIP /DRI funds.
F. WORK SCHEDULE: page 18 of 23
The time frame for completion of the outlined activities shall be:
Task
End Date
Permitting
3ttne —itily October 2009
Relocation (residents)
Au�Qctober 2009
Demolition
Aaga Qctober 2009
Site preparation
Septembef- October 2009
Construction
Oetaber November 2009 -April 2010
Utility Hook -up
November 2009
Project Completion (receipt of certificate of
Occupancy)
April 30, 2010
Note: work schedules are in effect for program monitoring requirements only and as
such are used by HOUSING AND HUMAN SERVICES as general target goals rather
than strict performance requirements.
K. COMPENSATION: page 19 of 23
The County shall pay the SUBRECIPIENT for the performance of this
Agreement upon completion or partial completion of the work tasks as accepted
and approved by HHS pursuant to the submittal of monthly progress reports as
identified in Section I. Payments shall be made to the SUBRECIPIENT when
requested as work progresses, but not more frequently than once per month.
modified 41 writing by the ...._t".,. Payment will be made upon receipt of a proper
invoice and in compliance with Section 218.70, Fla. Slats., otherwise known as
the "Florida Prompt Payment Act ".
IN WITNESS WHEREOF, the Subrecipient and the County have each, respectively, by an authorized
person or agent, hereunder set their hands and seals on the date(s) indicated below.
All other terms and conditions of the agreement shall remain in force.
ATTEST: - ' ' �,n
Dwight',$: )3rck Clerk of Courts
By.'-
y C .
t� Clerk
7
first Witness f/,
Type /print witness name
Approved as to form and
Legal sufficiency:
C wket'(—�Vj -4--Q
Colleen M. Greene
Assistant County Attorney
16D1
BOARD OF C UNTY COMMISSIONERS
COLLIER TY, FLORIDA
By: fi' ruc ' o7y�C gl-3I l
DONNA FIALA, CHAIRMAN
SUBRECIPIENT:
Immokalee Helping Our People in
Emergencies, Inc. (IHOPE) ,q
By: 116
Ric ° Heers, Executive 'rector