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Agenda 02/12/2008 Item #16D32 Agenda Item No. 16D32 February 12, 2008 Page 1 of 19 EXECUTIVE SUMMARY Recommendation that the Board of County Commissioners approves and authorizes its Chairman to sign a Subrecipient Agreement providing a Challenge Grant in the amount of $59,000, to the Shelter for Abused Women and Children to fund one full-time Shelter Advocate/Counselor, and 45% of a second Shelter Advocate/Counselor and authorize any necessary budget amendments associated with this action. OBJECTIVE: For 1he Board of County Commissioners to approve and authorize its Chairman to sign a Subrecipient Agreement providing a Challenge Grant in the amount of $59,000, to the Shelter for Abused Women and Children to fund one full-time Shelter Advoca1e/Counselor, and 45% of a second Shelter Advoca1e/Counselor and authorize any necessary budget amendments associated with this action, CONSIDERATIONS: On May 27, 2003, the Board of County Commissioners (BCC) gave approval for the County to become the Lead Agency and too apply, on behalf of the County's social service agencies, for annual homeless assistance to the U .S, Department of Housing and Urban Development (HUD) and the State of Florida. Collier County applies for the State's annual Challenge Grant for homeless assistance each summer. On July 24, 2007, the Board of County Commissioners provided an after-the-fact approval for a 2008 Challenge Grant application, A notice of award was received on October 18, 2007, The total amount of State funding available from the Department of Children and Families is $l40,000, The following projects will be funded: IProiect Snonsor and Title Amount Reauested !Collier County Hunger & Homeless Coalition $65,000 HMIS/INCCC svstem Shelter for Abused Women and Children supportive Iservices and case manal1ers $59,000 1st. Matthew's House funding for transportation $16,000 trOTAL Challenl!e Grant request $140,000 The purpose of this grant is to provide funding for one full-time Shelter Advocate/Counselor, and 45% of a second Shelter Advocate/Counselor. The counselors will serve homeless women and children victims of domestic violence by assessing residents' short and long needs, assist them in accessing mainstream benefits, food stamps, medications, job placement opportunities, life skills, budgeting, nutrition, self care and legal assistance. FISCAL IMPACT: Approval ofthis contract will provide a Challenge Grant in the amount of $59,000 to The Shelter for Abused Women and Children. No general funds will be used for these projects. ~ GROWTH MANAGEMENT IMP ACT: The proposed grant to the Shelter for Abused Women and Children will address the homeless issue in Collier County, which is consistent with the Growth Management Plan. Agenda Item No. 16032 February 12, 2008 Page 2 of 19 LEGAL CONSIDERATIONS: This Agreement is legally sufficient for Board Action. -JAK RECOMMENDATION: That the Board of County Commissioners approves and authorizes its Chairman to sign a Subrecipient Agreement providing a $59,000 grant to The Shelter for Abused Women and Children for one full-time Shelter Advocate/Counselor, and 45% of a second Shelter Advocate/Counselor and authorize any necessary budget mnendments associated with this action. PREP ARED BY: Shawn Tan, Grants Management Coordinator Housing and Human Services Department Page 1 of 2 Agenda Item No. 16032 February 12, 2008 Page 3 of 19 COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS Item Number: Item Summary: 16D32 Recommendation that the Board of County Commissioners approves and authorizes its Chairman to sign a Subrecipient Agreement providing a Challenge Grant in the amount of $59,000, to the Shelter for Abused Women and Children to fund one fulHime Shelter Advocate/Counselor, and 45% of a second Shelter Advocate/Counselor Meeting Date: 2/12/2008900:00 AM Prepared By Shawn Tan Community Development & Environmental Services Senior Accountant Date Financial Admin. & Housing 1/25/200810:41 :37 AM Approved By Marcy Krumbine Director Date Public Services Housing & Human Services 1/28/200812:43 PM Approved By Marla Ramsey Public Services Administrator Date Public Services Public Services Admin. 1/30/2008 2:48 PM Approved By Jeff Klatzkow Assistant County Attorney Date County Attorney County Attorney Office 1131/20083:04 PM A pproved By Linda Best Contracts Agent Date Administrative Services Purchasing 1/31/20084:05 PM Approved By Steve Carnell Purchasing/General Svcs Director Date Administrative Services Purchasing 1/31/20084:16 PM Approved By OMS Coordinator Applications Analyst Date Administrative Services Information Technology 2/1/2008 8:39 AM Approved By Sherry Pryor Management & Budget Analyst Date County Manager's Office Office of Management & Budget 2/412008 8:39 AM Approved By James V. Mudd County Manager Date Board of County tile://C:\AgendaTest\Export\ 1 00-February%20 12,%202008\ 16, %20CONSENT%20A GEND.., 2/6/2008 Page 20f2 Agenda Item No. 16D32 February 12, 2008 Page 4 of 19 Commissioners County Manager's Office 2/5/20088:15 PM file://C:\AgendaTest\Export\ 1 OO-February%20 l2, %202008\16.%20CONSENT%20AGEND,., 2/6/2008 Agenda Item No. 16032 February 12, 2008 SUBRECIPIENT AGREEMENT BETWEEN COLLIER COUNTY Page 5 of 19 AND SHELTER FOR ABUSE WOMEN AND CHILDREN State of Florida Homeless Assistance Challenge Grant THIS AGREEMENT, is entered into this _ day of . 2008, by and between Collier County and the Shelter for Abuse Women and Children, a private not- for-profit corporation existing under the laws of the State of Florida, hereinafter referred to as "Subrecipient" WHEREAS, Collier County has entered into a Challenge Grant Agreement with the State of Florida Department of Children and Families hereinafter referred to as the "Challenge Agreement," in which Collier County was awarded the sum of $140,000 to provide the services described in an application filed with the Department by the County dated July 2, 2007; and WHEREAS, Collier County believes it to be in the public interest to provide certain activities required by the Challenge Grant Agreement to Collier County residents through the Subrecipient according to this Agreement, the Subrecipient's intent as stated in the proposal and attached exhibits and all other terms and conditions as specified; and WHEREAS, Collier County, in accordance with the State Challenge Grant terms, and Subrecipient desire to provide the activities specified in the SCG application along with the following: . The Subrecipient will provide Collier County Housing and Human Services ("CCHHS") a detailed line item budget and budget narrative indicating how the grant funds will be expended before incurring any Challenge Grant expenditures. WHEREAS, Collier County further agrees that it will use due diligence in supervising the Subrecipient to assure that funds are expended for the purposes intended and that a full accounting for these grants is made, NOW, THEREFORE, in consideration of the mutual covenants and obligations herein contained, including the Attachments, and subject to the terms and conditions hereinafter stated, the Parties hereto understand and agree as follows: Shelter for Abuse Women and Children Page 1 of 14 Agenaa Item No. 16D32 February 12, 2008 Page 6 of 19 ARTICLE ONE: DEFINITION AND PURPOSE A. DEFINITIONS (1) "CCHHS" means Collier County Housing and Human Services and where applicable, its authorized representative(s). (2) "CCHHS Approval" means the written approval of the CCHHS Division Director or designee, (3) "COUNTY" means Collier County, and where applicable, it's authorized representative(s ). (4) "DCF" means the State of Florida Department of Children and Families as the agent for the State Office on Homelessness. (5) "SCG" means the State Challenge Grant. (6) "SUBRECIPIENT" means Shelter for Abuse Women and Children. (7) "Project" means the work contemplated to be performed as set forth in Exhibit "A." B. PURPOSE The purpose of this Agreement is to state the covenants and conditions under which the Subrecipient will implement the Scope of Services set forth in Article Two of this Agreement. One hundred percent (100%) of the beneficiaries of a project funded under this Agreement must be persons who are homeless or at-risk of homeless ness, ARTICLE TWO: SCOPE OF SERVICES The Subrecipient, in a manner satisfactory to County, shall carry out or cause to be carried out all services described or referred to in Exhibit "A," and shall submit each request for reimbursement using the cover sheet in Exhibit "B," which are attached hereto and made a part hereof, Such services shall be performed, except as otherwise specifically stated herein, by persons or instrumentalities solely under the dominion and control of the Subrecipient. ARTICLE THREE: TIME OF PERFORMANCE The effective date of this Agreement and all rights and duties designated hereunder are contingent upon the timely release of funds for this project by the State under the SCG, The effective date shall be the latest date of execution of this Agreement, and the services of the Subrecipient shall be undertaken and completed in light of the purposes of this Agreement. All such services shall be performed by the Subrecipient in accordance with the applicable DCF requirements and with all requirements of this Agreement, and payment will be contingent thereupon, In any event, all services required hereunder shall be completed by the Subrecipient prior to June 30, 2008, No exceptions or extensions shall be granted, Any funds not obligated by the expiration date of this Agreement shall automatically revert to the County, Shelter for Abuse Women and Children Page 2 of 14 Agenda Item No. 16032 February 12, 2008 ARTICLE FOUR: CONSIDERATION AND LIMITATION OF COSTS Page 7 of 19 Subrecipient shall be reimbursed by the County for allowable costs, determined by County, in an amount not to exceed $59,000,00 (FIFTY NINE THOUSAND DOLLARS) for the services described in Exhibit "A." In the event the project costs exceed the stated amount, Subrecipient shall be responsible for the excess. The County reserves the right to inspect records and proj ect sites to determine that reimbursement and compensation requests are reasonable, The County also reserves the right to hold payment until adequate documentation has been provided and reviewed, but such payments shall not be arbitrarily nor unreasonably withheld if adequate documentation as defined by DCF regulations is provided, Subrecipient may submit a final invoice upon completion with a letter requesting closeout of the project. Final payment shall be made after the County has determined that all services have been rendered, files and documentation delivered, and units have been placed in service in full compliance with DCF regulations, including submission of a completion report and documentation of eligible occupancy, property standards and applicable restrictions. Said determination shall be made within reasonable time, but no later than forty-five (45) days after Subrecipient has submitted its final invoice. The County shall have the right to review and audit all records of the Subrecipient pertaining to any payment by the County. Said records shall be maintained for a period of six years after completion. All improvements specified in Exhibit "A" shall be performed by Subrecipient employees, or shall be put out to competitive bidding under a procedure acceptable to the County and state requirements. Subrecipient shall enter into contract for improvements with the lowest responsive and responsible bidder. Contract administration shall be handled by Subrecipient and monitored by the County, which shall have access to all records and documents related to the project. A. Invoices that have been approved by the Subrecipient shall be paid directly by CCHHS, or CCHHS shall reimburse the Subrecipient. In both cases, payment will be limited to items in Exhibit A. ARTICLE FIVE: PAYMENTS B. Subrecipient shall submit payment requests to CCHHS using the cover sheet in Exhibit "B," which is attached hereto and made a part hereof. These requests will only be approved if: L The contractor's/vendor' s requests for payment has been reviewed and approved by the Subrecipient as stated on the Request for Payment and the attached original invoice, In no event shall CCHHS provide advance funding to the Subrecipient or any other subcontractors /vendors hereunder, 2, For purposes of this section, originals of invoices, receipts, or other evidence of indebtedness shall be considered proper documentation, When original documents cannot be presented, the Subrecipient must adequately justify their absence, in writing, and furnish copies, Shelter for Abuse Women and Children Page 3 of 14 3. Upon receipt of the above enumerated documentation, Subrecipient, payment shall be made by the CCHHS, Agenda Item No. 16032 February 12, 2008 and apprci'Wle IlbJf 1 9 C. All disbursements by the Subrecipient must be fully documented to CCHHS so as to be available, on request, for inspection or audit in accordance with the provisions of Article Nine herein below. D, 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 CCHHS pursuant to the submittal of monthly progress reports as identified in Exhibit "c", E. Payment shall be made to the Subrecipient when requested as work progresses but not more frequently than once per month, F. Adherence to the work schedule, when appropriate, will be required unless modified in writing by the parties. G, Payment will be made upon receipt of a proper invoice and upon approval by the CCHHS, or its designee, and in compliance with Section 218,70, F,S. , otherwise known as the "Florida Prompt Payment Act". H. Subrecipient shall render a final and complete statement to CCHHS of all costs and charges for services not previously invoiced, The CCHHS shall not be responsible for payments of any charges, claims or demands of the Subrecipient received after June 30, 2008, ARTICLE SIX: COMPLIANCE WITH LOCAL AND STATE RULES, REGULATIONS AND LAWS During the performance of this Agreement, the Subrecipient agrees to comply with any applicable laws, rules, regulations and orders that may be applicable to SCG activities, No funds provided by this grant may be expended for the purpose of lobbying the Legislature, the judicial branch or a state agency. Subrecipient shall permit DCF or CCHHS personnel or representatives to monitor the services, which are the subject of this State Challenge Grant. Th Subrecipient is required to participate in the local homeless management information system for the continuum of care in conformance with state and federal law, ARTICLE SEVEN: PROJECT PUBLICITY Any news release or other type of publicity pertaining to the project as stated herein must recognize the County as the recipient funded by the State of Florida Office on Homelessness through the Department of Children and Families as the entity that provided funds for the proj ect. ARTICLE EIGHT: MANAGEMENT ASSISTANCE CCHHS Coordinator will be available to the Subrecipient to provide guidance on SCG requirements, Shelter for Abuse Women and Children Page 4 of 14 ARTICLE NINE: MAINTENANCE OF RECORDS Agenda Item No. 16032 February 12, 2008 Page 9 of 19 Subrecipient shall maintain the following records, A. Sub recipient shall maintain such records, accounts, property records, and personnel records, as are deemed necessary by the CCHHS to assure proper accounting of proj ect funds and compliance with the provisions of this Agreement. The SUB RECIPIENT shall maintain all necessary financial records as required by DCF Regulations and shall maintain the following fmancial records: 1, An invoice and a copy of a warranty for all items purchased and paid for under standard Subrecipient procedures, 2, The current, prevailing Agreement, all project contracts and corresponding billings and copies of wan-anties. 3. The CCHHS will require audit and record keeping requirements. All records shall be in sufficient detail to permit proper pre audit and post audit of all expenditures. B. Subrecipient shall maintain records showing contractor compliance with the Contract Work Hours and Work Safety Law. Similarly, the SUBRECIPIENT shall maintain records showing compliance with state purchasing requirements and with other state requirements for grant implementation. C. Subrecipient shall maintain project records and financial information so that the State could conduct an audit of SCG activities and funds. All audits covering the use of SCG funds shall be provided to the CCHHS Coordinator, Reimbursement will be contingent upon 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. D, All records and contracts of whatever nature required by this Agreement shall be available for audit, inspection or copying at any time during normal business hours and as often as the CCHHS Coordinator or DCF, may deem necessary, CCHHS shall have the right to obtain and inspect any audit pertaining to the performance of this Agreement made by any local, state or federal agency. Subrecipient shall retain all of its records and supporting documentation applicable to the Agreement for a period of not less than six (6) years after the starting date of this SCG Agreement or, if audit findings have not been resolved at the end of the six (6) year period, the records shall be retained until resolution of the audit findings, State auditors and any person duly authorized by DCF or CCHHS shall have the right to examine any of the said materials at any time during regular business hours, Shelter for Abuse Women and Children Page 5 of 14 Agenda Item No. 16D32 February 12, 2008 E. Subrecipient shaJl allow public access to aJl documents, papers, lettersPefl'bfJlkilf 19 materiaJs subject to the provisions of Chapter 119, Fla. Stat., and made or received by the Subrecipient in conjunction with this Challenge Grant. ARTICLE TEN: MONTHLY REPORTS AND EV ALUA TION Subrecipient agrees to provide the CCHHS with monthly status reports no later than the 10th of every month as shown in Exhibit C beginning the month of contract execution and final report summarizing progress, timetables, and financial information for monitoring and evaluating all aspects of project activities. ARTICLE ELEVEN: INDEPENDENT AGENT AND EMPLOYEES; CONTRACT LIABILITY Subrecipient agrees that, in all matters relating to this Agreement, it will be acting as an independent agent and that its employees are not Collier County employees and are not subj ect to the County provisions of the law applicable to County employees relative to employment, hours of work, rates of compensation, leave, unemployment compensation and employee benefits, The County shaJI not be responsible to any person, firm, or corporation (except the Subrecipient) for assignment of any aspects including providing goods or services to the Subrecipient in connection with the services it has agreed to perform hereunder, or for debts or claims accruing to such parties against the Subrecipient; and there is no contractual relationship, either express or implied, between CCHHS and any other person, firm, or corporation supplying any work, labor, services, goods or materials to the Subrecipient as a result of its services to CCHHS hereunder. ARTICLE TWELVE: CONTRACTS All contracts made by the Subrecipient to carry out the activities described in Exhibit "A" shaJl be made in accordance with all applicable laws, rules and regulations stipulated in this Agreement. Any work or services contracted hereunder shall be specified by written contract or Agreement and shall be subject to each Article set forth in this Agreement. ARTICLE THIRTEEN: CONFLICT OF INTEREST No employee, agent, consultant, officer or elected official or appointed official of the Subrecipient who exercises or have exercised any function or responsibility with respect to SCG activities assisted under or who are in the position to participate in a decision making process or gain inside information with regard to such activities, may obtain a financial interest or benefit from a SCG assisted activity, or have a financial interest in any contract, subcontract or agreement with respect to an SCG assisted activity or with respect to the proceed of the SCG assisted activity, either for themselves or those with whom they have family or business ties, during their tenure or for one year thereafter. Shelter for Abuse Women and Children Page 6 of 14 Agenda Item No. 16032 February 12, 2008 Page 11 of 19 ARTICLE FOURTEEN: INDEMNIFICATION Subrecipient shall protect, defend, reimburse, indemnify and hold the County, its agents, its employees and elected officers harmless from and against any and all claims, liability, expense, loss, cost, damages or causes of action of every kind or character, including attorney's fees and costs, whether at trial or appellate levels or otherwise, arising during the performance of the terms of this Agreement, or due to the acts or omissions of the Subrecipient. Subrecipient's aforesaid indemnity and hold harmless obligation, or portion or applications thereof, shall apply to the fullest extent permitted by law. Subrecipient will hold the County harmless and will indemnify the County for funds, which the County is obligated to refund the State arising out of the conduct of activities and administration of Subrecipient. ARTICLE FIFTEEN: INSURANCE Subrecipient agrees this coverage shall be provided on a primary basis, Unless expressly waived in writing by the County, Subrecipient shall provide the following: 1. COMMERCIAL GENERAL LIABILITY Subrecipient shall agree to maintain Commercial General Liability at a limit of liability not less than $100,000 per person and $200,000 per accident/occurrence per section 768,28, Fla, Stat., and $2,000,000 per accident for federal and outside Florida litigation per section 768,28, Fla, Stat. Coverage shall not contain any endorsement excluding Contractual Liability or Cross Liability unless granted by the County's Risk Management Department. The Subrecipient agrees this coverage shall be provided on a primary basis, 2, BUSINESS AUTOMOBILE LIABILITY Subrecipient shall agree to maintain Business Automobile Liability at a limit of liability not less than $100,000 per person and $200,000 per accident/occurrence per section 768,28, Fla, Stat, and $2,000,000 per accident for federal and outside Florida litigation per section 768.28, Fla. Stat, for all owned, non-owned and hired automobiles. The Subrecipient shall agree to maintain physical damage coverage for a period not less than 10 years with deductibles not exceeding $1,000,00 for Comprehensive and Collision. Collier County Board of County Commissioners shall be endorsed to the policy as a Loss Payee. Subrecipient shall agree to be fully responsible for any deductibles, self-insured retention or uncovered losses, Subrecipient agrees this coverage shall be provided on a primary basis, 3, ADDITIONAL INSURED Subrecipient shall agree to endorse the County as an Additional Insured with a CG 2026 Additional Insured - Designated Person or Organization endorsement, or its equivalent, to the Commercial General Liability. The Additional Insured endorsement shall read "Collier Countv Board of Countv Commissioners. a Political Subdivision of the State of Florida, its Officers. Emplovees. and Agents. c/o Housing and Human Services Department", The Subrecipient shall agree the Additional Insured endorsements provide coverage on a primary basis, 4. CERTIFICATE OF INSURANCE Subrecipient shall agree to deliver to the County a certificate(s) of insurance evidencing the required insurance is in full force and effect within thirty (30) calendar days prior to the execution of this Agreement by the County. A minimum thirty (30) day endeavor to notify due to cancellation or non-renewal of coverage shall be included on the certificate(s). Shelter for Abuse Women and Children Page 7 of 14 Agenda Item No. 16032 February 12,2008 Page 12 of 19 5. RIGHT TO REVIEW AND ADJUST Subrecipient agrees that the County, by and through its Purchasing or Risk Management Department, in cooperation with CCHHS Department, reserves the right to periodically review, modifY, reject or accept any required policies of insurance, including limits, coverage's, or endorsements, herein from time to time throughout the life of this Agreement. The County reserves the right, but not the obligation, to review and reject any insurer providing coverage because of its poor financial condition or failure to operate legally. ARTICLE SIXTEEN: WAIVER Subrecipient will not waive any of the duties and obligations under the contract without the express written consent of Collier County, ARTICLE SEVENTEEN: SALES TAX INDEMNIFICATION The State of Florida requires payment of saJes tax on the transfer of tangible personaJ property. The CCHHS will provide a resale certificate to be completed by the Subrecipient whereby Subrecipient represents and warrants that it has filed for and received an exemption from Florida Department of State for sales taxes. Subrecipient further agrees to indemnifY and hold harmless Collier County from any and aJI taxes, penaJties, interest and professional fees associated with the collection of any saJes tax under the SCG, ARTICLE EIGHTEEN: AMENDMENT; NON-ASSIGNABILITY; MERGER AND SEVERABILITY The County may, at its discretion, amend this Agreement to conform to changes required by FederaJ, State, County, or DCF guidelines, directives, and objectives, Such amendments shall be incorporated by written amendment as a part of this Agreement and shaJI be subject to approvaJ of the County, Except as otherwise provided herein, no amendment to this Agreement shall be binding on either party unless in writing, approved by the County and signed by each Party's authorized representatives, Subrecipient may not assign this Agreement without the prior written consent of Collier County and DCF, This Agreement and its provisions merge any prior agreements, if any, between the parties hereto and constitutes the entire understanding. The parties hereby acknowledge that there have been and are no representations, warranties, covenants, or undertakings other than those expressly set forth herein. If any provision of this Agreement is held invalid, the remainder of this Agreement shall not be affected thereby if such remainder would then continue to conform to the terms and requirements of applicable law. ARTICLE NINETEEN: TERMINATION 1. TERMINA nON FOR CAUSE If through any cause either party shaJI fail to fulfill in timely and proper manner its obligations under this Agreement, or if either party shall violate any of the covenants, agreements, or stipulations of this Agreement, either party shall thereupon have the right to terminate this Agreement in whole or part by giving written notice of such termination to the other party and specifYing therein the effective date of termination. Shelter for Abuse Women and Children Page 8 of 14 Agenda Item No. 16D32 February 12, 2008 Page 13 of 19 2, TERMINATION FOR CONVENIENCE The County may terminate for its convenience this contract at any time by giving at least thirty (30) days notice in writing to the Subrecipient. If the contract is terminated by the Subrecipient as provided herein, the County will reimburse for any actual and approved expenses incurred, including those costs involved in terminating the contracts and shutting down the work as of the date of notice, and the Subrecipient will be paid as a fee an amount which bears the same ratio to the total compensation as the services actually performed bear to the total service of the Subrecipient covered by this contract, less payments of compensation previously made. In the event of a dispute under this Agreement, the parties shall first use the County's then-current Alternative Dispute Resolution Procedure, Following the conclusion of this procedure, either party may file an action for injunctive relief in the Circuit Court of Collier County to enforce the terms of this Agreement, said remedy being cumulative with any and all other remedies available to the parties for the enforcement of this Agreement. 3. TERMINATION DUE TO CESSATION In the event the grant to the County is suspended or terminated, this Agreement shall be suspended or terminated effective on the date that DCF specifies, 4. GRANT CLOSEOUT PROCEDURES Subrecipient's obligation to the County shall not end until all closeout requirements are completed, Activities during this closeout period shall include, but not 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, ARTICLE TWENTY: HEADINGS All articles and descriptive headings of paragraphs in this Agreement are inserted for convenience only and shall not affect the construction or interpretation hereof. ARTICLE TWENTY ONE: NOTICES All notices required to be given under this Agreement shall be sufficient when delivered to Housing and Human Services at its office, presently located at 3050 North Horseshoe Drive, Suite 110, Naples, Florida 34104, and to Subrecipient when delivered to its office at the address listed on this Agreement. REMAINDER OF PAGE INTENTIONALLY LEFT BLANK SIGNATURE PAGE TO FOLLOW Shelter for Abuse Women and Children Page 9 of 14 WITNESS our Hands and Seals on this (SUBRECIPIENT SEAL) Jeffrey Chief A day of Agenda Item No. 16D32 February 12, 2008 Page 14 of 19 2008. BY: Lincla Oberhaus, Executive Director Shelter for Abuse Women and Children BY: Attomey for SUBRECIPIENT (Signature Optional) BY: Tom Henning, Chairman Board of County Commissioners Shelter for Abuse Women and Children Page 10 of 14 DATE: DATE: ATTEST: Agenda Item No. 16032 February 12, 2008 Page 15 of 19 EXHffiIT "A" SCOPE OF SERVICES The procurement process of the consultant shall also incorporate any sub-consultants, which shall be funded as reimbursable under the consultant's contract for services, Reimbursement for sub- consultants shall be at cost. Such sub-consultants may include surveyors, testing services, or others as deemed necessary for the nature of the project. 1. THE SUBRECIPIENT AGREES TO: A. PROFESSIONAL SERVICES: B. PROJECT SCOPE: The purpose of this project is to provide funding for one full-time Shelter Advocate/Counselor, and 45% of a second Shelter Advocate/Counselor. The counselors will serve homeless women and children victims of domestic violence by assessing residents' sbort and long term needs, assist them in accessing mainstream benefits, food stamps, medications, job placement, life skills, budgeting, nutrition, self care, legal assistance, and other basic necessities C. BUDGET: Line Item: SCG Funds Personnel Salary/Expenses $59,000 Total $59,000 F, WORK SCHEDULE: TIle time frame for comoletion of the outlined activities shall be: D. STAFFING: Provide list of staff and time commitments to be allocated to each activity specified in B (Project Scope) and C (Budget) above, if applicable. E. FORMER PROJECTS: Failure to adequately maintain any former State of Florida funded projects may result in the delay of processing reimbursement requests for ongoing activities or in the forfeiture of future State of Florida Challenge Grant funds. February 1,2008 to June 30, 2008 K. REPORTS: The SUBRECIPIENT shall submit detailed monthly progress reports to the CCHHS coordinator outlining the status of specific activities under the project. Each report must account for the total activity for which the SUBRECIPIENT is reimbursed with State Challenge Grant funds, in part or in whole, and which is required in fulfillmen1 of their obligations regarding the Project. The progress reports shall be used as an additional basis for CCHHS approval of invoices, etc. for reimbursement. Shelter for Abuse Women and Children Page 11 of 14 Agenda Item No. 16D32 February 12, 2008 Page 16 of 19 L. COMPENSATION, 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 Article Ten. Payments shall be made to the SUBRECIPIENT when requested as work progresses, but not more frequently than once per month, Adherence to the work schedule identified in Exhibit A, Article F, will be required, unless modified in writing by the parties, Payment will Payment will be made upon receipt of a proper invoice and upon approval by the or his designee, and in compliance with Section 218.70, Fla. Stats" otherwise known as the "Florida Prompt Payment Act". Shelter for Abuse Women and Children Page 12 of15 Agenda Item No. 16032 February 12. 2008 Page 17 of 19 EXHIBIT "B" Subrecipient Name STATE OF FLORIDA HOMELESS ASSISTANCE CHALLENGE GRANT REQUEST FOR PAYMENT SECTION I: REQUEST FOR PAYMENT Subrecipient Name: Subrecipient Address: Project Name: Project No: Payment Request# Dollar Amount Requested: $ SECTION II: STATUS OF FUNDS 1. Grant Amount Awarded $ 2, Sum of Past Claims Paid on this Account $ o 3. TotaJ Grant Amount Awarded Less Sum Of Past Claims Paid on this Account 4, Amount of Previous Unpaid Requests $ $ o 5. Amount of Today's Request $ 6. Current Grant Balance (InitiaJ Grant Amount Awarded Less Sum of aJl requests) $ 7, If applicable amount held as retainage to date by the County, if not retained by the sub-recipient $ o I certify that this request for payment has been drawn in accordance with the terms and conditions of the Agreement between the County and us as the Sub-recipient. I also certify that the amount of the Request for Payment is not in excess of current needs. Signature Date Title Authorizing Grant Coordinator Supervisor Dept Director Shelter for Abuse Women and Children Page 13 of15 EXHIBIT "c" Agenda Item No. 16032 February 12, 2008 Page 18 of 19 Subrecipient Name STATE OF FLORIDA HOMELESS ASSISTANCE CHALLENGE GRANT MONTHLY PROGRESS REPORT Completeformfor past month and submit to HHS staffby the ](ih of the following month. Status Report for Month of Submittal Date: Project Name Project Number Activity Number Subrecipient: Contact Person Telephone: Fax: E-mail: Performance Measures 1. Activity Status/Milestones (describe any action taken, relating to this project, during the past month): 2. What events/actions are scheduled for the next two months? 3. Describe any affirmative marketing you have implemented regarding this project. Please list and attach any recent media coverage of your organization relating to this project. 4. List any additional data relevant to the outcome measures listed on the application for this project. Shelter for Abuse Women and Children Page 14 of 15 Progress on Completion of the Grant Activity(s) Agenda Item No. 16032 February 12, 2008 Page 19 of 19 For each funded activity, provide a concise written narrative that compares work accomplished to date versus planned timeframes for completion of the activity as outlined in your application, Provide detailed explanations for any delays in carrying out a grant activity, its cause, and steps being taken to assure completion of the activity or use by June 30, 2008, Should any activity be identified as facing the likelihood of NOT BEING COMPLETED BY JUNE 30, report on the activity, the cause, and corrective actions (amendment to reduce grant award, return of funds, identification of other uses that could be completed by June 30, etc.). Shelter for Abuse Women and Children Page 15 of 15