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Agenda 05/10/2022 Item #16D 3 (After-the-Fact 1st Amendment to Provide Support for Seniors)
16.D.3 05/10/2022 EXECUTIVE SUMMARY Recommendation to approve an "After -the -Fact" first amendment and attestation statement with the Area Agency on Aging for Southwest Florida, Inc., and to transfer funds from the Older American Act Program IIIB Transportation Services to IIIB Services and from IIIE Services to title IIIES Supplemental Services. (Human Service Grant Fund 707) OBJECTIVE: To provide uninterrupted support services to Collier County Services for Seniors (CCSS) elderly clients. CONSIDERATIONS: The Older American Act (OAA) programs are federal program initiatives that provide assistance to older persons and caregivers and are the only federally funded support service programs directed solely toward improving the lives of older people. Collier County receives these funds through the Florida Department of Elder Affairs (DOEA) and is administered by the Area Agency on Aging for Southwest Florida, Inc. ("Agency"). The current Standard Contract for the OAA program was approved by the Board of County Commissioners ("Board") on 02/22/2022 (Agenda Item #16.D.7), and the proposed first amendment moves funds from the Older American Act Transportation to Older American Act IIIB program and Older American Act IIIE Program to Older Americans Act IIIES Supplemental Services. Program Project # Current Budget Revised Budget Increase/ Decrease Older American Act Title IIIB 33782 $8,296.26 $5,796.26 ($2,500) Transportation Older American Act Title IIIB 33782 $205,669.57 $208,169.57 $2,500 Services Older American Act Title IIIE 33787 $160,002.44 $144,002.44 ($16,000) Services Older American Act Title IIIES 33787 $14,143.40 $30,143.40 $16,000 Supplemental Services Total $388,111.67 $388,111.67 $0 The Agency routinely sends CCSS amendments which require a 30-day turnaround time. This timeframe makes it impossible to process the documents for the Board's approval in the time requested by the Agency. The amendment for the OAA Program is being presented "After -the -Fact" because Collier County received the grant amendment on March 23, 2022, with an effective contract date of the last day the amendment has been signed by both parties. Consequently, pursuant to CMA #5330 and Resolution No. 2018-202, the County Manager authorized the Public Services Department Head to sign the agreement. This amendment is being presented for Board ratification. Collier County, as the Lead Agency, is responsible to respond to seniors' needs and managing the spending authority for the Federal and State -funded Services for Seniors programs. FISCAL IMPACT: There is no Fiscal impact associated with this recommendation. Funds currently reside in Human Services Grant Fund (707), Project 33782 (3B) and Project 33787 (3E). There is no change in the match requirement. GROWTH MANAGEMENT: There is no Growth Management impact associated with this recommendation. Packet Pg. 704 05/10/2022 16.D.3 LEGAL CONSIDERATIONS: This item is approved for form and legality and requires a majority vote for Board action. -DDP RECOMMENDATIONS: To approve an "After -the -Fact" first amendment and attestation statement with the Area Agency on Aging for Southwest Florida, Inc. and to transfer funds from the Older American Act Program IIIB Transportation Services to IIIB Services and from IIIE Services to title IIIES Supplemental Services. Prepared By: Wendy Klopf, Grant Coordinator, Community and Human Services Division ATTACHMENT(S) 1. (linked) OAA 203.22 - Exec. (PDF) 2.OAA_203.22.01_Exec (PDF) 3. Resolution 2018-202 (PDF) Packet Pg. 705 16.D.3 05/10/2022 COLLIER COUNTY Board of County Commissioners Item Number: 16.D.3 Doe ID: 21803 Item Summary: Recommendation to approve an "After -the -Fact" first amendment and attestation statement with the Area Agency on Aging for Southwest Florida, Inc., and to transfer funds from the Older American Act Program IIIB Transportation Services to IIIB Services and from IIIE Services to title IIIES Supplemental Services. (Human Service Grant Fund 707) Meeting Date: 05/10/2022 Prepared by: Title: Operations Coordinator — Community & Human Services Name: Wendy Klopf 04/01/2022 1:32 PM Submitted by: Title: Manager - Federal/State Grants Operation — Community & Human Services Name: Kristi Sonntag 04/01/2022 1:32 PM Approved By: Review: Community & Human Services Kristi Sonntag CHS Review Community & Human Services Blanca Aquino Luque Additional Reviewer Community & Human Services Akiko Woods Additional Reviewer Community & Human Services Maggie Lopez Additional Reviewer Operations & Veteran Services Kimberley Grant Additional Reviewer Public Services Department Todd Henry PSD Level 1 Reviewer Grants Erica Robinson Level 2 Grants Review Public Services Department Tanya Williams PSD Department Head Review County Attorney's Office Derek D. Perry Level 2 Attorney Review Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Growth Management Operations Support Christopher Johnson County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Grants Therese Stanley Additional Reviewer County Manager's Office Dan Rodriguez Level 4 County Manager Review Board of County Commissioners Geoffrey Willig Meeting Pending Completed 04/01/2022 1:38 PM Completed 04/04/2022 8:33 AM Completed 04/04/2022 10:15 AM Completed 04/11/2022 4:42 PM Completed 04/12/2022 2:15 PM Completed 04/13/2022 11:38 AM Completed 04/13/2022 12:31 PM Completed 04/13/2022 2:00 PM Completed 04/25/2022 11:03 AM Completed 04/25/2022 11:15 AM Additional Reviewer Completed Completed 04/27/2022 11:23 AM Completed 04/28/2022 8:48 AM Completed 05/02/2022 9:45 AM 05/10/2022 9:00 AM Packet Pg. 706 DocuSign Envelope ID: FC6B0280-1A35-473A-BA5B-3B5BFC80EA9C January — December 2021 OAA 203.22.01 AREA AGENCY ON AGING FOR SOUTHWEST FLORIDA, INC. OLDER AMERICANS ACT TITLE III THIS AMENDMENT is entered into between the Area Agency on Aging for Southwest Florida, Inc. ("Agency") and Collier County Board of County Commissioners ("Contractor"), amends agreement OAA 203.22. The purpose of this amendment is to transfer funding in the amount of $2500 from HIB TRS to II113 and transfer funding in the amount of $16,000.00 to Title RIES from Title IIIE; revise ATTACHMENT H-EXHIBIT 2- c Funding Summary; and ATTACHMENT IX BUDGET SUMMARY. o N All provisions in the contract any attachments thereto in conflict with this Amendment shall be and are hereby changed to conform to 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 contract. This Amendment and all its attachments are hereby made part of the contract. IN WITNESS WHEREOF, the Parties hereto have caused this amendment to he executed by their undersigned officials as duly authorized, and agree to abide by the terms, conditions and provisions of OAA Contract or as amended. This Amendment is effective on the last date the Amendment has been duly signed by both Parties. COLLIER CO. BOARD OF CO. C MMSSO <R SIGNED NAME: Tanya R Williams TITLE: Public Service Department Head DATE: IJ h 3e- / 2022 as designee of the County Manager, pursuant to Resolution No. 2018-202. Approved as to form and legality: Derek D. Perry Assistant County Attorney AREA AGENCY ON AGING FOR SOUTHWEST FLORIDA, INC. SIGNED BY: NAME: NORMA ADORNO TITLE: CEO DATE: 4/1/2022 U am x; w, I' 0 N N M O NI Q O c 0 E t U M a CA L Packet Pg. 707 DocuSign Envelope ID: FC6B0280-1A35-473A-BA5B-3B5BFC80EA9C January --- December 2021 OAA 203.22.01 ATTACHMENT II - EXHIBIT 2 - FUNDING SUMMARY Note: Title 2 C F R § 2 0033 1 as revi sed. and Sect ion 215 97(5), F. S., requ ire that the in form ition about federa I program sand State Projects be p•ovided tot lie Reeipient and westated i Wflie 11 nanc ial And Compliance Audit Attachment 11, Exhibit 1 provided to the recipient. information contained herein is a 1)redic(ionoi'iundingx)tn•cesand related amounts based on the contract budget. 1. FEDERAL RESOURCES AWARDED TO THE SUBRECIPIENT PURSUANT TO THIS CONTRACT CONSIST OF THE FOLLOWING: COLLIER COUNTY PROGRAM TITLE FUNDING SOURCE CFDA AMOUNT Older Americans Act Title IIIB — Transpotlation $ 5,796.26 Support Services U.S. Health and Human Services 93.044 $ 208,169.57 $ 213,965.83 TotalIIIB OAA Title IIIC1 — Congregate Meals U.S. Health and Human Services 93.045 $ 552,670.89 Total IIIC1 OAA Title III C2 — Home Delivered Meals U.S. Health and Human Services 93.045 $ 390,360.45 Total IIIC2 Older Americans Act Title III E $ 130, Services (Title III E) $ 143.4.0 Supplement Services (Title III ES) Human Services U.S. Health and Hum 93.052 $ 6 Grandparent Services (Title III EG) ,43083.23 $ 180,229.07 Total HIE Nutrition Services Incentive Program NSIP U.S. Health and Human Services 93.053 $ 51,728.59 TOTAL FEDERAL AWARD $1,388,954.83 COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED PURSUANT TO THIS CONTRACT ARE AS FOLLOWS: FEDERAL FUNDS: 2 CFR Part 200Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards/ OMB Circular A-133 — Audits of States, Local Governments, and Nan -Profit Organizations 2. STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS CONTRACT CONSIST OF THE FOLLOWING. COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT TO THIS CONTRACT ARE AS FOLLOWS: STATE FINANCIAL ASSISTANCE Section 215.97 & 215.971, F.S., Chapter 69I-5, F.A.C., State Projects Compliance Supplement Reference Guide for State Expenditures Other fiscal requirements set forth in program laws, rules, and regulations a� x w I 0 N N M 0 N I a a 0 c a� E a 2 Packet Pg. 708771 DocuSign Envelope ID: FC6B0280-lA35-473A-BA5B-3B5BFC80EA9C January — December 2021 ATTACHMENT IX - BUDGET SUMMARY COLLIER COUNTY 1. Title III B Support Services 2. Title III CI Congregate Meals 3. Title III C2 Home Delivered Meals 4. Title III E Services 5. Title III ES Services 6, Title III EG Services 7. NSIP TOTAL $ 213,965.83 $ 552,670,89 $ 390,360.45 $ 144,002.44 $ 30,143.30 $ 6,083.23 $ 51,728.59 $ 1,388,954.83 OAA 203.22.01 3 Packet Pg. 709 DocuSign Envelope ID: FC6B0280-lA35-473A-BA5B-3B5BFC80EA9C Revised August 2007 Attestation Statement Agreement/Contract Number OAA 203.22 Amendment Number .001 I, Tanya R Williams _, 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 and Collier County Board of County 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. )22 as designee of the County Manager, pursuant to Resolution No. 2018-202. Approved as to form and legality: Derek D. Perry Assistant County Attorney v -1 Revised August 2007 Packet Pg. 710 Im 16.D.3.c RESOLUTION NO. 2018- 2 0 2 A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF COLLIER COUNTY, FLORIDA, REPEALING AND SUPERSEDING RESOLUTION NO. 96-268 and 10-122 AND AUTHORIZING THE COUNTY MANAGER OR HIS/HER DESIGNEE TO EXECUTE CERTAIN STANDARD SOCIALISENIOR SERVICES GRANT APPLICATIONS AND CONTRACT DOCUMENTS INCLUDING AMENDMENTS IN COMPLIANCE WITH CMA #5330, GRANT COORDINATION. WHEREAS, the Board of County Commissioners (Board) has the authority to apply for and receive social/senior services grants including the Older American's Act Program (OAA), Community Care for the Elderly Program (CCE), Alzheimer's Disease Initiative Program (ADI), Medicaid Waiver Agreement, the Home Care for the Elderly program (HCE), and USDA Nutritional Supplement Incentive Program, and Emergency Home Energy Assistance Program (EHEAP); and WHEREAS, in order for Collier County's social/senior services grant documents to be submitted in a timely fashion, the Board adopted Resolution No. 96-268 and 10-122 authorizing the County Manager or his/her designee to execute the required standard grant documents; and WHEREAS, Collier County CMA 95330, Grant Coordination, provides authorization for the County Manager or his/her designee to execute certain grant documents and return to the Board of County Commissioners for after -the -fact approval; and WHEREAS, the Board wishes to delegate signature authorization to the County Manager or his/her designee for the above -referenced social/senior services grant programs and as it relates to grant applications, standard contract documents, and major and minor amendments provided that said submissions and contracts require no additional Collier County matching funds. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF COLLIER COUNTY, FLORIDA, that the County Manager or his/her designee is hereby authorized to execute grant applications, standard contract documents, and "IN Packet Pg. 711 16.D.3.c amendments in compliance with CMA H5330, Grant Coordination, for the Older American's Act Program (OAA), Community Care for the Elderly Program (CCE), Alzheimer's Disease .Initiative Program (ADI), Medicaid Waiver Agreement, the Horne Care for the Elderly program (HCE), and USDA Nutritional Supplement Incentive Program, Emergency Home Energy Assistance Program (EHEAP) provided said -submissions and contracts require no additional Collier County matching funds. BE IT FURTHER RESOLVED that this Resolution repeals and supersedes Resolution No. 96-268 and No.10-122. THIS RESOLUTION ADOPTED after motion, second, and majority vote favoring same this j-1 day of J . , -Y , 2018. ATTEST: CRYSTAL K. KiNZEL CLERK :s s By: By: 'A eSt as tp (;€t�PK%gTY CLERK signature only, Approval for form and legality: 3ennl r A. Belpedio Assistant County Attorney tiO 2 Packet Pg. 712 January 2022 - December 2022 OAA 203.22 ARNMA AGENCY ON ACINC FOR SOUTHWEST WEST FI, MIDA, INC, STANDARD CONTRACT THIS CON FRACT is entered into between Ilia Area Agency oii Aging for Southwest Florida, hoc. (Agency) and Collier County Bourd of County Commissioners (Coniracta), collectively referred to as the" Furties." The terns Contractor for this purpose may designate a Vendor, Subgrantee, or Subreciplent. WITNESSETH THAT: WHEREAS, the Agency has determined that it is in need of certain services as described herein; and WHEREAS, the Contractor has demonstrated that it has the requisite expertise and ability to faithfully perform sucirservices as an Independent Contractor of the Agency. NOW THEREFORE, in consideration of the services to be performed and payments to be made, together with the mutual covenants and e.anclitions set forth herein, the Parties agree as follows: 1. Purpose of Conlract: Tire purpose of this contract is to provide services in accordance with the terms and conditions specified in this contract including all attachments, fornis, acid exhibits which constitute the contract document, 2. Incorporation of Documents within the Contract: The contract will incorporate attachments, proposal(s), state: plan(s), grant agreernenis, relevant Agency handbnoks, manuals and/or desk books, as an integral part of the contract, except to the extent that the contract explicitly provides to the, contrary, In the event of conflict in language among any of the documents referenced above, the specific provisions and requirements of the contract document(s) shall prevail over incunsistunt provisions in the proposal(s) or other general materials not specific to this contract document and identified attacbmcnts. 3. Term of Contract - 'Ibis contract shall begin at twelve (12:00) A.M., Eastern Standard Time January 1, 2,022 or on the date the contract has been signed by ilia last party required to sign it, whichever is later. It shall end at eleven fifty-nine. (11:59) P.M., Eastern Standard Time December 31, 2022. 4. Contract Amount: The Agency agrees to pay far contracted services according to the ternis and conditions of this contract in an ainountnot to exceed $1,388,954,83, subject to the availability of funds. Any costs or services paid for under any other contract or from any other source are not eligible for payment under this contract. S. Renewals: By mutual agreement of the Parties, in accordance with Section 287.058(1)(br), Florida Statutes (F.S.), the Ageneymay renew the contract for a period not to exceed three years, or the term of the original contract, whichever is longer.The renewal price, or method for determining a renewal price, is set forth in the bird, proposal, or reply. No other costsfor the renewal may be charged. Any renewal is subject to the sarne terms and conditions as the original contract and contingent upon satisfactory performance evaluations by the Agency and the availability of funds. G. C.'ompliancewitlt Federal Law: 6.1 if this contract contains federal funds this section shall apply. 6.1.1 The Contractor shalt comply with the provisions of 45 Code of Federal Regulations (CFR) Part 75 and/or 45 CPR Pail 92, 2 CPR Part 200, and other applicable regulations. 6.1.2 If this contract contains federal fiends and is over $100,000.00, tiie Contractor shall comply with all applicable standards, orders, or regulations issued under Section 306 of the Clean Air Act as amended (42 United States Code (U.S.C,) § 7401, et seq.), Section 508 of the 1,'ederal Water Pollution Control Act as aincnded (33 U.S.C. § 1251, et "q.), F,xeeutive Order 11738, as amended, and, where applicable, 1 nvironnnental Protection Agency regulations 2 CFR Part 1500, The Contractor shalt report any violations of the above to the Agency. 6.1.3 Neither the Contractor nor any agent acting on behalf of the Contractor may use any federal funds received in connection with this contract to influence legislation or appropriations pending; bel'ori; Congress or any state legislature. The Contractor must complete rill disclosure forms as required, specifically the Certification and Assurancos A.11achinent, which must be completed and returned to the Contract Manager prior to the execution of this contract. Page i of 93 of a January 2022 - December 2022 OAA 203,22 6.1,4 In accordance with Appendix I1 to 2 CPR Part 200, the Contractor shall comply with Executive Order 11246, Equal Employment Opportunity, as amended by Executive Ureter 11375 and others, and as supplemented ill Aepartrnent of Labor regulations 41 C FX Part 60 and in Department of Health and f luman Services regulations 45 t'.l~ R Park 92, if applicable. 6.1.5 A contract award with an amount expected to equal or exceed $25,000.00 find certain other contract awards will not be made to parties listed on the government -wide Excluded Parties List System, In accordance with the Office of Management and Budget (OM13) guidelines at 2 C FR. Part 180 that implement Executive Girders 12549 and 12689, "Debarment and Suspension," The Excluded Parties List System contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549, The Contractor shall comply with these provisions before doing business or entering into subcontracts receiving federal funds pursuant to this contract. The Contractor shall complete and sign the Certifications acid Assurances A ttachment prior to the execution of this contract. 6,2 The Contractor shall not employ an unauthorized alien. The Agency will consider tits employment of unauthorized aliens a violation of the Immigration and Nationality Act (8 U.S.C, § 1324a) and the Immigration Reform and Control Act of 19116 (8 U.S.C. § 1101). Such violation will be cause fiir unilateral cancellation of this contract by the Agency. 6.3 If the C ontractor is a non-profit provider and is subject to internal Reventtc Service (IRS) tax exempt organization retorting requirements (filing a Farm 990 or Form 990-N), and has its lax exempt status revoked for failing to comply with the filing requirements of the Pension Protection Act of 2006 or for any other reason, the Contractor must notify (lie Agency in writing within thirty (30) days of receiving ►he IRS notice o►'revocation. 6.4 The Contractor shall cminply with Title 2 CFR Part 175 regarding Traf eking in Persons 6.5 Unless exempt under 2 CrR § 170.110(b), the Contractor shall comply with the reporting requirements of the Transptirency Act as expre%ed in 2 CFR Part 170. 6.6 To comply with Presidential Executive Order 12989, as ainended, and State of Florida Execlitivc Order Number 11-116, Contractor agrees to utilize the U.S. Department of Homeland Security's E-verify system to verify the employment of all new employeeshirud by Contractor during the contract term. Contractor shall include in related subcontracts a requirement that Subcontractors performing work or providing services pursuant to the state contract utilize the E-verify system to verify ernploymcnt of all new employees hired by the Subcontractorduring the contract term. Contractors meeting the terms and conditions of the Lt-Verify System are deemed to bein compliance with this provision. 7, Comnl'ance Uith State Lain: 7.1 This contract is executed and entered into in IN Mate of Florida, and shall be construed, performed, and enforced in all respects in accordance with Florida law, including Florida provisions for conflict of laws. 7.2 If this contract contains slate f7naucial assistance funds, the Contractor shall comply with Section 215.97, F.S., and Section 215,971, F'.5., and expenditures must be in compliance with laws, roles, and regulations including„ but not limited to, the Reference Guide for State Expenditures. 7.3 The Contractor shall comply with the requirements of Section 287.058, F.&, as amended. 7.3.1 The Contractor shall perform all tasks contained in Attachment 1, 7.3.2 The Contractor shalt provide units of deliverables, including reports, findings, aurl drafts, as specified in Attachment I, to be received and accepted by the Agency Contract Manager prior to payment. 1.3.3 The Contactor shall comply with the criteria and final date by which such criteria must be met for completion of this contract as specified in Attachment 1, Section Ill. Method of Payment. 7.3.4 The Contractor shall submit bills for fees or other compensation for services of, expenses in sufficient detail for a proper pre -audit and post -audit. 7.3.5 If itemized payment firr travel expense% is permitted in this contract, the Contractor shall submit invoices for any travel expenses in accordance willi Section 112.061, V .5., or at such lower rates as may be provided in this contract, 7.3.6 The Contractor shall allow public access to all documents, papers, letters, or other public records as defined in Section 119,011(12), F.S., made or received by the Contractor in conjunction with this contact except Yaga 2 or 93 O Y 0 Januauy 2022 - December 2022 OAA 203,22 for those records which are made conticlentiat or exempt by law, 7'he Contractor's refusal to comply with this provision will constitute an Immediate breach of contract for which the Agency may unilaterally ternlinAtOtIli5 Contract. 7A if clients are to be transported under this contract, the Contractor shall comply with the provisions of Chapter 427, F.S., and Rule Chapter 41-2, Florida Administrative Code (RA.C). 7.5 Subcontractors who arc on the Discriminatory Vendor List may not tt-rnsact business with any public entity, in accoixiance. with the provisions of SLdion 287,134, FX 7.6 The Contractor shall comply with the provisions of Section 11,062, F.S., and Section 216,347, F.S., which prohibit the expenditure of contract funds F'or the purpose of lobbying the legislature, Judicial branch or n state agency. 7.7 The Agency may, at its option, terminate the C'.ontracl if Ole Contractor 19 found to have submitted a false cerlifluatiun as provided under Section 287,135(5), F,S,, has been placed on the. Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, the Scrutinized Companies with Activities in Sudan List, or the Scrutinized Companies that Boycott Israel List, or if the Contractor has been engaged in business operations in Cuba or Syria or is engaged In a boycott of Israel. 3, Backeround Screeninm: The Contractor shall cmure that the requirements of Section 430.0402 and Chapter 435, F.S., as amended, are met regarding background screening for all persons who lneet the definition of a direct service provider and who are not exempt from the Agency's level 2 background screening pursuant to Sections 430.0402(2)-(3), F.S. The Contractor roust also comply with any applicable rules promulgated by the Agency and the Agency ror health CareAdministration regarding implementation of Section 430.0402 and Chapter 435, F.S. To demonstrate compliance withihis provision, Contractor shall submit the Background Screening Affidavit of Compliance (Screening Form) to the Agency within thirty (30) days of execution of this contract. Should the Agency have a complctod Scrconing Form on file for the Contractor, a new Screening Form will be required every twclvu (12) rnunths, 8.1 Further information concerning the procedures for background screening may be found at hapsWelderaffairs,_o-rg%ab- ut-us/bdckgivuncl surucniniJ 9, Grievance Procedures: The Contractor shell develop, implement, and ensure that its Subcontractors have established grievance procedures to process and resolve client dissatisfaction with, or denial of, scrvice(s) and to address complaints regarding the termination, suspension or reduction of services, as required fur receipt of funds, These procedures, at a minitnum, will provide for notice of the grievance procedure and an opportunity for review of the Subcontractor's determination(s). 10. I'ublic Records and itetentioji; 10.1 By execution of this eonttwt, Contractor agrees to all provisions of Chapter 119, ES., and any other applicable Jaw, and shall; 10.1.1 Keep and maintain public records required by the Agency to perform the contracted services. 10.1.2 Upon request from the Agency's custodian of public records, provide the Agency a copy of tile requested records or allow the records to be inspected or copied within a reasonable. time at a cost that does not exceed the cost provided in Chapter 119, )+.S., or as otherwise provided by law. 10.1.3 Fnsurc that public records that are exempt, or confidential and exempt, from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and fbl lowing completion of the contract if tho Conhutor does not transfer the recorda to the Agency. 10.1.4 Upon completion of the contract, the Contractor will either transfer, at no cast to the Agency, all public records in possession of the Contractor to the Agency or will keep and maintain public records requiredby the Agency. If the Contractor tmnsfe s all public records to the Agency upon completion of thecontract, C:onlractur shall destroy any duplicate public records that are exempt, or confidential and exampt,fi•urn public records disclosure requirements. If the Contractor keeps and maintains public records upnn completion of the contract, the Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the Agency in a rurmat that is compatiblewith the Information technology systems of the Agency, 10.2 The Agency may unilaterally cancel this contract, notwithstanding any other provisions of this contract, for reefltsal by the Contractor to comply with Section 10 of this contract by not allowing public across to all documents, Page 3 of 93 �.� January 2022 - December 2022 OAA 203.22 papers, letters, or other material made or received by the Contractor in conjunction with this contract, unless the records are exempt, or confidential and exempt, from Section 24(a) ofAiiicle 1 ofthe State Constitution and ,Section 119.07(1), P.S. IIt `PHE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OIr' CHAPTER 119, FLORIDA STATUTE 8, TO THr CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO '.HIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT: Public Records Coordinator Area Agency on Aging for Southwest Florida, Inc, 2830 Winkler Ave, Suite It Fort Myers, FL 33916 239-652-+6900 10.3 Upon terminulion of this contract, %Y1101lrer for convenience or for cause as detailed in section 53 of this contract, the Contraclur and Subcontractors shall, at no cost to the Agency, transfer° all public records in their possession to the Agency and destroy any duplicate puhlie records that are exempt, or confidential and exempt, front public records discloswc reclubements. All records stored electronically shall be provided to the Agency in a format that is compaliblu with the information technology systems of the Agency, 11. Audits, Inspections, Investi atlous: 11.1 T1 a Contractor shall establish and maintain books, records, and documents (including electronic storage rnedia) sufficient to reflect all assets, obligations, unohilgated balances, income, interest, and expenditures of fiends provided by the Agency under this contract. Contractor shall adequately safeguard all stich assets and ensure that they are used solely for the purposes authorised under this contract. Whenever appropriato, financial information should be related to perfbrrnanee and unit cast data. 11.2 The Contractor shall retain and maintain all client records, financial records, supporling doctuncnts, statistical records, and any other documents (including electronic storage media) pertinent to this contract for tr period of six (6) years after completion of the contract, or longer when required by law. In the event an audit is required by this contract, records shall be retained for a minimum period of six (6) years ntter the audit report is issued or until resolution of any audit findings or litigation based on the terans or this contract, at no additional cost to the Agency, 113 Upon demand, rat no additional cost to the. Agency, the Contractor shall fncilitate the duplication and transferof nny record% or documents during the required retention period. 11.4 'lliz Contractor shall ensure that the records described in this section will be subject at all reasonable times to inspection, review, copying, or audit by federal, state, or other personnel duly nuthorized by the Agency. 11.5 Mall reasonable times for as long as records are maintained, persons duly authorized by the; Agency and federal auditors, pursuant to 45 CFR fall 75, shall be allowed full access to and the right to examine any of the Contractor's contracts and related records and documents pertinent to tills specific contract, regardless of the form in which kept. 11.6 The Contractor shall provide a Financial and Compliance Audit to the Agency as specified in this contract and ensure that all related third -party transactions are disclosed to the auditnr. 113 Contractor agrees to comply with the Inspector General in any investigHtion, audit, inspection, review, or hearing peribr'med pursuant to Section 20.055,173, Contractor £urlher agrees that it shall include in related subcontracts a requirement that subcontractors performing work or providing services pursuant to this contract agree to cooperate with the inspector General in any investigation, nudit, inspection, review, ur hearing pursuant to Section 20.055(5), F.S. By execution of this contract the Contractor understands and will comply with this subsection. 11.8 In accordance with Exet:ulive Ortiur 20-44 which requires executive agencies to submit a list of entities named In stnitrte with mulch a state agency must form a, sole -source, public -private agreement or an entity that, through contract or other agreement with the state, annually receives 504% or more oftheir budget from the State or from a combination of State and Pederal funds. Any Contractor that r n::cts one or 1 Both ofthe criteria listed must submit Page 4 of 93 January 2022 - M4:ember 2022 0AA 203.22 an annual report, including the mast recent IRS Form 990, detailing the lurid compellsatioll for tl'C entities' executive leadership teams within thirty (30) days of execution of this contract. 1 t.8,1 The report trust include total compensation including salary, honuses, cashed -in leave, cash equivalents, severance pay, retirement benefits, deferred compensation, real -property gifts, and any other payout. 11.8.2 The Contractor shall inform the agency of any changes in total executive compensation between the annual reports as those changes occur. 11.8.3 All compensation reports must indicate what percent of compensation comes directly fruit the State or Federal allocations to the contracted entity. 12, Nondiscrimination -Civil Rights Compliance: 12.1 The Contractor shall execute Assurances as stated in the Assnn-anccs-Non-Construction Programs Attachment that it will not discriminate against any person in the p:•ovision of services or benefits under this contract or in employment because of age, race, religion, color, disabilily, national 01-19111, marital status, or sex in compliance with state and federal law and regulations, The. Contractor further assures that all Contractors, Subcontractors, Sub -grantees, or others with wholn it ttrfanges to provide services or benefits in connection with any of its programs and activities are not discriminating against clients or employees because of age, race, religion, color, disability, national origin, marital statils, or sex. 12.2 During the term of this contract, the Cunttxtctor sitatl complete and retain on file a timely, complete, and accurate Civil Rights Compliance Checklist, attached to this Contract. 12.3 The C'.ontractorsltall establish procedures pursuant to federal lawtn trundle complaints of discrimination involving services or benefits through this contract. 'These procedures shall include notifying clients, employees, and participants of the eight to file a cotnplalnt with the appropriate federal or state entity. 12.4 If this contract contains federal funds, these assurances ore a condition of continued receipt of or bertccilt from federal financial assistance, and are binding upon the Contractor, its successors, transferees, and assignees for the period dtu•ing which such assistance is provided. The Contractor further assures that all Subcontractors, Vendors, or others with wliom it arranges to provide services or benefits to participants or cmployces in connection with any of its progratrts and activities are not discritinating against those participants or employees in violation of the any statutes, regulatinni, guidelines, and standards. In the event of iailurc to comply, the Contractor understands flint the Agency may, at its discretion, seek a court order requiring compliance with the terns ofthis assurance or seek other appropriate judicial or administrative relief including, but not limited to, tertninationof the cont rout and denial of further assistance, 13. Mmtitortne by the Agency: The conttaetor shall Permit persons duly authorized by the Agency to inspect and copy any records, papers, documents, facilities, goods, and services of the Contrac:or Which aro relevant to this contract, and to interview ally clients, employees, and Subcontractor employees of the Contractor to assure the Agency the satisfactory performance of the terms and conditions of this contract. Following such review, the Agency will provide a written report of its findings to the Contractor and, where appropriate, the Contractor shall develop a Corrective Action flan (CAP). The Contractor hereby agrees to correct all deficiencies idcnti Qcd lit the CIA1' in it timely manner Its detenninedby the Agency's Contract Manager. W. Provision of Services: The Contractor shall provide services in the manner deserl bed In Attachment 1. page 6 of 93 C4( January 2022 - becember 2072 OM 203.22 15. Coordinated Monitoring with Other Agencies: if the Contractor receives funding from one or more State of Florida human service agencies, in addition to the Agency, then a joint monitoring visit including such other agoncies may be scheduled, For the purposm of this contract, and pursuant to Section 287.0575, F.S., as amended, Florida's human service agencies shall include the Agency, the Depavinent of Children and Families, the Department of Hea h, the Agency for t}ersons with Disabilities, and the Department of Veterans' Affairs. Upon notification and the subsequent scheduling of Such a visitby the designated agency's lead administrative coordinator, the Conlractorshall comply and cooperate with till monitors, inspectors, aud/or investigators. 16. Ne1v Contract(s) Retorting: The Contractor shall notify the Agency within ten (10) days ofentering Into a new contract with any of the remainingfour (4) state human. su rvice agencies. The notification shall include the following Information: (1) contracting state agency and the applicable office or program issuing the contract; (2) contract name and number; (3) contract start and end dates; (4) contract amount; (5) contract description and commodity or service; and (6) Contract Manager name and contact infornrution. In complying with this provision, and pursuant to Section 297.0575, F.S., as Hmended, the Contractor shall cotltpletc the Contractor'%Mate Contracts List attached to this contract. 17, Indentnification: The Contractor shall indemnify, save, dofond, and hold harmless the Agency and its agents and employees from any and all claims, demands, actions, and causes of action of whatever nature or character arising out of, or by reason of, the execution or this contract or perfornnance of file services provided for herein. It is understood and agreed that the Contractor is not required to indunaiiify the. Agency for elairns, demands, actions, or causes of action arising solely cant of tho negligence of the Agency, 17.1 Except to the extent permitted by Section 768.28, F.S., or other Florida law, this Section 17 is not applicable to contracts oxceuted between [lie Agency and state agencies or subdivisions defined in Section 768,28(2), F.S, 18. �,nsurance oath lioradine: 18A Tile Contractor shall provide continuous adequate liability insurance coverage during the existence of this contract and any renewals) and extcnsion(s) of it, By execution of this contract, unless it is a state agency or subdivision as dellned by Section 768.28(2), N.S., the Contractor accepts full responsibility for identifying and deicrinining the type(s) and extent of liability insurance coverage necessary to provide reasonable financial protections for the Contractor and the clients to be served under this contrae:. The limits of coverage under each policy maintained by the Contractor do not limit the Contractor's liability and obligations under this contract. The Contractor shall ensure that the Agency has the most current written verification of insurance coverage throughnut the term of this coniract. Such coverage may be provided by a self-insurance program established and operating underthe laws of (lie State orMorida. The Agency reserves file right to require additional insurance as specified In this contract. 18.2 Throughout the term of this contract, the Contractor shall maintain an insurance bond from a responsible commercial insurance company coveting all ofilcers, directors, employees, and agents of the Contractor authorized too handle fiords received or disbursed under all agreements and/or contracts incorporating this contract by rcf4renu o in an amount oommensurate with the funds handled, the degree of risk as dcternnined by the insurance company, and consistent with good business practices. 19. Confidentiality of Infuranation: The Contractor shall not use or disclose any information contemning a recipient of services under this contract for any purpose prohibited by state or federal law or regulations except with the written consent of a person legally authorized to give thut consent or when authorzed by law, 20, Ilenith Iiasurancu Portability and Aceeauntability Act: Where applicable, the Contractor shall comply with the Health Insurance Portability and Accountability Act of 1996, Public Law 104-191, as well as all regulations promulgated thereunder (45 Chit tarts 160, 162, and 164). 21, Incident Reporting: 21.1 The Contractor shall notify the Agency Immediately but no later than forty -night (48) hours from the Contractor's awaroness or discovery ofconditlons that may materially affect the Contractor's or Subcontractor's Page 6 of 93 QA 0 JanuQry 2022 - December 2022 AAA 203,22 ability to perform the services required to be performed under this contract. Such notice shall be made orally to the Agency's Contract Manager (by telephone) with an email to immediately follow. 21.2 The Contractor shall immediately report knowledge or reasonable suspicion of abuse, neglect, or exploitation of a child, aged person, or disabled adult to the Florida Abuse I Iotline an the stalowide toll -free telephone number (1-800-96AHUSLr). As mquirecl by Chapters 39 and 415, F.S., this provision is binding upon the Contractor, its Subcontractors, and their employees. 22. llanlcruptcy Notification: During the term of this contract, the Contractor shall immediately notify the Agency if the Contractor, its assignees, Subcontractors, or affiliates file a claim for bantcruptoy. Within ten (10) days after notification, the Contractor must also provide the following informatlon to the Agency: (1) the date of filing of the bankruptcy petition; (2) the casenurnber; (3) the court name and the division in which the petition was filed (e.g., Northern district of Florida, Tallahassee Division), and (4) the name, address, and telephone number of the bankruptcy attorney, 23. Sponsorship and Publiclt 23.1 As required by Section 296.25, F.S., if the Contractor is a non -governmental organization which sponsors a program financed wholly or in pail by state funds, including any funds obtained through this contract, it shrill, in publicizing, advertising, or describing the sponsorship of the program, state; "Sponsored by (Contractor's name) and the State of Florida, Department of Elder Affairs," If the sponsorship reference is in written material, the words "State of Florida, Department of Elder Atiairs" shall appear in at Least the same size letters or type as the narne of the organization, 23.2 The Contractor shall not use the words "State of Florida, Dep,irlmcnt of Elder Affairs" to indicate sponsorship of a program otherwise financed, unless specific written authorization has been obtained by the Agency prioilo Stich use. 24, A.gsigninentsa 24.1 The Contractor shall not assign the rights and responsibilities under this contract without the prior written approval of the Agency. Any sublicense, assigtunent, or tnansfeil otherwise occurring without prior written approval of the Agency shall constitute a material breach of the contract. In the event the State of Florida approves assignment of the Contractor's obligations, the Contractor remains responsible for all work po l6i rued and all expenses incurred in connection with this contract. 24.2 The State of Florida is, at all times, entitled to assign or transfer, inwhole or part, its rights, duties, ur ubligations under this contract to another governmental agency in the State of lalorida upon giving prior written notim to (lie Contractor, 24.3 This contract shall remain binding upon the successors In interest of the Contractor and the Agency. 25. Subcontructsi 25.1 The Contractor isresponsible for ai] work pertornied and for all commodities produced pursuant to this contraut, whether actually furnished by the: Contractor or its Subcontractors. Any subcontracts shall be evidenced by a written document and subject to any conditions of approval the Agency deems necessary. The Contractor further agrees that the AW.ncy will not he liable to the Subcontractor in any way or for any reason. The Contractor, at its expense, shall defend the Agency against any such cinims. 25.2 The Contractor shall promptly pay any Subcontractors upon receipt of payment from the Agency or other state agency, Failure to make payments to any Subcontractor in accordance with Section 297.0585, F.S., unless othei wise stated in the contract between the Contractor and Subcontractor, will result in a licnalty as provided by statute. 26. fndenendent Capacity of Contractor: it is the intent and understanding of tiie Parties that the Contractor and any of its Subcontractors are, Independent Contractors and are not employees of the Agency, and that they shall not hold themselves out as employees or agents of the Agency without pdar specific authorization from the Agency. It is the thrther intent and understanding of the Parties that the Agency does not control the employment practices of the Contractor and will not be liable for any wage and hour, employment discrimination, or ollior Inbor and employment claims against the Contractor or its Subcontractor's. All deductions for social security, withholding taxes, income taxes, contributions to Page 7 of 93 C%O January 2022 - December 2022 OiaA 203.22 unemployment compensation fiends, and all necessary insurance for the Contractor are the sole responsibility of the Contractor. 27, Pa ntent: Payments shall be made to the Contractor for all completed and approved deliverables (units of service) as defined in Altachment 1. The Agency Contract Manager will have final approval of the Contractor's invoice submitted for payment and will approve the Invoice for payment only if the Contractor has met all terms anti conditions of the contract, unless the bid specifications, purchase order, or this contract specify otherwise. The approved invoice will be subrlaitted to the Agency's finance section for budgetary approval and processing, Disputes tarising over invoicing and payments will be resolved in accordance; with the provisions of Section 215.422, F,S, A Vendor Oiiibtttismen has beat establisltcdwilhlu the; Florida Department of Financial Services and may be contacted at 800-342-2762, 28. Return of Funds: The Contractor shall return to the Agency any overpayments due to unearned Rinds or flints disallowed, and any interest attributable to such funds pursuant to the terms and conditions of this contract, that were disbursed to the C:ontmetor by the Agency, In tine event thatthe Contractor or its independent auditor discovers that an overpayment has been made, the Contractor shall repay said overpayment Immediately without prior notification from the Agency. Tn the event that the Agency first discovers an overpayment lies been made, the Agency Contract Manager will not* the Contractor in writing of such findings. Should repayment not be made forthwith, the Cont actorshall be changed at the lawlid rate of interest on the outstanding balance pursuant to Section 55.03, F.S., e nur Agency notification or Contractor discovery. 29, a ltntegri# and Safeguarding information: The Contractor shall ensure an appropriate level of data security for the information the Contractor is collecting or using in the performance of this contract. An appropriate level of security includes approving and tracking all Contractor employees that request system or information access and ensuring that user access has been removed fiorn all terminated employers, The Contractor, among other requieements, inust anticipate and prepare for the loss of information processing capabilities. All data and software shall be routinely backed up to ensure recovery from losses or outages of the compute system. The security over the backed -up data is to be as stringent as the protection required of the primary systems. The t :ontroctor shall ensure all Subcontractors maintain written procedures for computer system backup and recovery. The Contractor shall complete and sign the Certification Regarding Data Integrity Compliance for Agreements, Grants, Loans, and Cooperative Agreements prior to the execution of this contract. 30. Social Melia and Personal Cell Phone use: 30.1 Inappropriate use of social media and personal cell phones may pose risks to Agency's confidential and proprietary information and tnay jeoparxli7e compliance with legal obligations. By signing this contraot, Contractor agrees to the following social media and personal cell phone use requirements, 30.2 Social Media Defined. The term Social Media and /or personal cellular communication includes, but is not limited to, social networking websites, blogs, podensts, discussion forums, itSS feeds, video sharing, SMS (including Direct Messages (DMs), ilvlessages, text messages, etc.); social networks like Instagram, Tikl'ok, Snapchat, Google t langouts, WhatsApp, Signal, Facchook, Pinterest, and'i'witter, and content :slinring networks such as Flickr and 'YouTube. This includes the transmission of social media through any cellular or online transmission via any electronic, Internet, intranet, or other wireless communication, 30.3 Application to nny direct or incidental Agency or, other state business. "Phis contract applies to any Agency uruther state business conducted on any of the Contractor's, Subcontractor's, or their employees' social media accounts or through personal cellular communication. 30.4 Application to Agency and Contractors Equipment, This contract applies regardless of whether the social media is accessed using Agency's IT facilities and equipment or equipment belonging to Contractor, Subcontractor, or their respective employees. Fquipment includes, but is not limited to, personal computers, cellular phones, personal digital assistants, smart watches, or smart tablets. 30.5 Flor idn Government in the Sunshine, Florida Public Records Law, and 1111'AA, Contractor acknowledges that any Agency or other state business conducted by social media or through personal cellular communication is subject to Florida's Oovernment in the Sunshine Law, Florida's Public Records Law (Chapter 119, Florida Statutes), and the Flealth Insurance Portability and Accountability Act (HIPAA). ( ompi iance with these laws and other applicable laws are furthcr detailed in the contract. Page 6 of Ea c.4a ,lanusry 202?. - rWember 2D27 OM 203,22 30.6 Prohibited or Restricted Postings. Contractors may not take or host photos or videos of, or include narnes or identifying information, about any of Agency's clients. Any social media posts which include photos, videos, or names of volunteers, staff, or other affiliates of Agency inay only be posted with the permission of those individuals. Any such posts related to volunteer service at Agency may only include individuals over the: age of 18. 30.7 Assist Agency with Communications, Contactors may be asked periodically to assist in distributing certain Agency communications through their social media outlets. Any such requests should bo posted in adhorence. to rlit; social rnedi,i requirements herein and the other provisions ol'this contract, 31. Conflict of Interest; The Contractor shall establish safeguards to prohibit employees, board members, management, and Subcontractors from using their positions for a purpose that constitutes or presents the appearance of personal or organizational conflict of interest or personal gain. No employee, officer, or agent of the Contractor or Subcontractor shall participate in the selection or in the award of a contract supported by state or federal funds if a conflict of interest, real or apparent, would be involved. Such a conflict would arise when: (a) the employee, officer or agent; (h) any mernher• of his/her ininied late family; (c) his or her partnct; or (d) an organization which employs, or is about to employ, any of the above individuals, has a financial or o1kr interest in the firm being selected for award, The Contractor's or Subcontractor's officers, employees, or ngenth will neither Solicit nor accept gratuities, favors, or anything of monetary value from Contractors, potential Contractors, at, parties to Suhcontracts. The Cnntmctor's hoard members and management trust disclose to the Agency any relationship which may be, or may k perceived to be, a conflict of interest within thirty (30) calendar days of an individual's original appointment or -placement in that position, or, Mile individual is serving as an incumbent, within thirty (34) calendar days of the commencement of this contract. The Contractor's employees and Subcontractors must make the same disclosures described above to the Contractor's board of directors. Compliance with this provision will be monitored. 32. Public Enter Crime: Pursuant to Section 287,133, F.S., a person or affiliate who has been placed on the Convicted Vendor List following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods err services to apublic entity; may not submit a bid, proposal, or reply on a contract with it public entity for the construotioar or repair of a public building or public woA; may not submit bids, proposals, or replies on leases of real Property to a public entity; tray not be awarded or pert`orm work ns a Contractor, 'Supplier, Subcontractor, or Consultant under a contract will any public entity; and may not transact husinccS with any public entity In excess of the threshold amount provided in Section 287.01.7, F.S., for CATEGORY TWO for a period of th; ly six (36) tnontlns following the date of lacing placed on flit Convicted Vendor list, 33. Purchasine: 33.1 The Contractor shall procure products and/or services required to perrorm this contract in nceordnnce with section 413,036, F.S. 33.1.1 IT IS EXPRESSLY UNDERSTOOD AND AGRF RI) THAT ANY Alt 11CLEN THAT ARE THE SUBJECTOF, OR RFQUIRFT) TO CARRY OUT, 'I'll IS C ONTRAC, I' SHALL BE PURCHASED FROM A NONPROFIT AGENCY FOR THE BLIND OR FOR THI, SI VL RELY HANDICAPPED THAT IS QUALIFI D PURSUANT TO CHAPTI'sR 413, FLORIDA STATUTES, IN THE SAME MANNER AND UNDER THE SAME PROCEDURES SLIT FORTH IN SECTION 413.036(l) AND (2), FLORIDA STATUTES; AND FOR PURPOSES OP TIIIS CONTRACT THE PERSON, FUW, OR U l ; ir.It BIJSINESS ENTITY CARRYING OUT THE PROVISIONS OF THiS CONTRACT SHALL BE DE13ME-D TO BE SUBSTITUTED I'OR THE STATE AGENCY INSOFAR AS DEALINGS WITH SUCI I QUALIFIED NONPROFIT AGENCY ARE CONCERN HD. 33.1.2 Pursuant to se ctioris 413,036(1) and (4), FS., the Contractor shall not be required to procure a product or service from RFSPF.CT if (a) the prnduct or service is not available within a reasonable delivery time, (b) the Contractor Is required by law to procure the product or service from any agency of fine slate, or (c) the Contractor determines that the performance specifications, price, or quality of the product or service is not comparable to the Contractor's acquirements. 33.1.3 This act shall have prec:eadonce over any law requiring state agency procurement of products or services from any other nonprnfit corporation unless such precedence is waived by the Agency in accordance with its rules. Page 9 of 03 CA() January 2022 - December 2022 QAA 703.22 33.1.4 Additional information about the designated nonprofit agency and the products it offers is available at In till: //www.respectofflorida.org. 33.2 The Contractor shall procure any recycled products ur malcrinl. which are the subject of, or are required to carry out, this contract when the Department oi' Manaflcmcnt Services determines that those products are available, in accordance with the provisions oiseetion 403.7065. F.S. 33.3 The Contractor shall procure products and/or services required to perform this contract in accordance %Vith section 946.515. F.S. 33.3.1 I f IS EXPRESSLY UNDERSTOOD AND AGREED THAT ANY ARTICLES WHICH ARF THF. SUBJF;("I' OF. OR REQUIRED TO CARRY OUT, THIS CONTRACT SHALL HE PURCHASED FROM THE CORPORATION IDENTIFIED UNDER CHAPTER 946, F.S., IN THE SAME MANNER AND UNDER THE SAME PROCEDURES SET FORTH IN SECTION 946.515(2) AND (4). P.S.; AND FOR PURPOSES OF THIS C01`TRAt::T" I'HE PERSON, FIRM, Olt OTHER BUSiNESS ENTITY CARRYING OUT THE PROVISIONS OF THIS CONTRACT SHALL BE DEEMED TO BE SUBSTITUI'LD FOR THIS AGENCY INSOFAR AS DEALINGS WITH SUCH CORPORATION ARL: CONCERNED. 33.3.2 The corporation identified is Prison Rehabilitative Industries and Diversified Enterprises, Inc. (PRIDL). Additional information about PRIDE and the commodities or contractual services it offers is available at hitps:/Ip:-ide-eiiterpi-ises.org/. 33.4 The Agency shall provide a Certified Minrsrity Business Subcontractor Expenditure (CaVli3E) Report summarizing the participation ofceiiifiecl sui)pliers for the current reporting perind and project to date. The CMBE Report shall include the nacres, addresses, and dollar amount of each certified participant, and a copy must be forwarded to the Agency, Division of Financial Administration, and unust accompany each invoice submitted to the Agency. The Office of supplier Diversity (850-487-0915) will assist in furnishing naanes of qualified minorities. The DOFA Minority Coordinator (850-414-2153) wil' assist with questions and answers. The CMBC Report is attached to this contract. 34. Pateuts, Copyrights, Royalties: If this contract is awarded state funding and if any discovery, invention, or copyrightable material is developed or produced in the course of or as a result of %York or services performed under this contract or in any way connected with this contract, or if ownership of any discovery, invention, or copyrightablc material was purchased in the course of or as a result of work or services perforated under this contract, the Contractor shall refer the discovery, invention, or copyrightable material to the Agency to be reterred to the Department of State. Any and all patent rights or copyrights accruing, under this contract are hereby reserved to the State of Florida in accordance with Chapter 2S6, F.S.Pursuant to Section 287.0571(5)(k), F.S., the only exceptions to this provision shall be those that are clearly expressedand reasonably valued in this contract. 34.1 If the primary purpose of this contract is the creation of intellectual property. the State of Florida shrill retain all. unencumbered right to use such property, notwithstanding any agreement made pursuant to this Section 34. 34.2 Irthis contract is awarded solely federal funding, the terns and conditions are governed by 2 CFR § 200.315 or 45 CFR § 75.322, as applicable. 34.3 Notwithstanding the foregoing provisions, if* the Contractor or one of its Subcontractors is a university and a member of Ole State University System of Florida, then Section 1004.23, F.S., shall apply, but the Agency shall retain a perpetual, fully -paid, nmzexclusive license for its use and the use of its Contractors, Subcontractors,or Assignees ot'any resulting patented. copyrighted, or trademarked work products. tv Page 10 of 93 January 2022 - December 2022 OAA 203.22 35, Emergency Preparedness and Continuity ot'Uperatlnns: 35.1 If the tasks to be performed pursuant to this contract Include the physical care and control of clients, or the administration and coordination of services necessary for client health, safety, or welfare, tine Contractor shall, within thirty, (30) calendar days of the execution of this contract, submit to the Agency Cmilract Manager, verification of an emergency Preparedness flan. In the event of an emergency, the Contractor shall notify the Agency emergency provisions. 35.2 In the event a situation results in a cessation of services by a Subcontractor, the Conhawo.. shall rcinain respnnsible for performance under this contract and must follow procedures to ensure continuity of operations without Interruption. 36, Eutrlumentt 36.1 Equipment means: (a) tangible personal lnrnperty (including intarination technology systems)1-mving a useful life of more than one year and a per -unit acquisition cost which equals or exceeds the lesser of the capitalization level established by the oaganlrmlion for the financial statement purpusus, or $5,000.00 [for federal funds - 2 CFR § 200.33 and 45 CPR § 75.2, as applicablel, or (b); nonexpendable, tangible personal property o a non -consumable nature with an acquisition cost of $5,000.00 or snore per unit, and expected useful life of at least one (1) year; and hardback bound books not circulated to students or the general public, With a value or cost of $2S0.00 or more [for state funds]. 36,2 Contractors and Subcontractors who are Institutions of Highor Eduonfion, Hospitals, and tither Non -Profit Drgani7ations shall have written properly management standards in compliance with 2 CPR Part 200 Administrative Requirements (formerly OMB Circular A-110) that Include: (a) a property list with all tho elements identified In the circular; (b) a procedure for conducting a physical inventory of equipment at least once every two (2) year's; (c) it control systetn to insuru adequate safeguards to prevent loss, damage, or theft of the equipment; and (d) maintenance procedures to keep the equipment In good condition, The property records must be maintained oil rile and shall he provided to the Agency upon request. The Contractor 9111111 promptly investigate, fiully duuurnent, and notify the Agency Contract Manager of any lass, damage, or theft of equipment. The Contractor shall provide the results of the investigaliun to tine Agency Contract Manager. 36.3 The Contractor's property management standards for equipment (Including replacement equipment), whether acquired in whole or in part with federal funds and federally -owned etiuipirtent shall, at a minimum, meet the following requirements And shall include accurately maintained equipment records with the following information: 36.3.1 Property records must be maintained that include a description of the equipment; 36.3.2 Manufacturers serial number, model number, federal stock number, national stock number, or other identification number; 36.3.3 Source of funding for the equipincnnt, including the federal award identification number; 36.3.4 Whether title vests in the Contractor or the federal govermnernt; 36.3,5 Acquisition date (or date received, if live equipment was furnished by the federal govcrnmerl); 36.3.6 Information from which one can calculate (lie percentage of federal participation in the cost of the equipment (not applicable to equipment furnished by the federal government); 36.3.7 Location, use and condition of the equipment and tine date the information was reported; 36.3.5 Unit acquisition cost; and 36.3.9 Ultimate disposition data, including date of disposal and sates price or the method used to cletcrinine current fair market value where a Contractor compensates the federal awarding agency ror its share. 36.3.10 A physical Inventory must be taken, and the results reconciled with the property records at least once every two (2) years. 36.3.11 A control systetn must be developed to ensure adequate safeguards to prevent loss, damage, or theft of the property. Any toss, damage. or theft must be investigtded, 45 CPR § 75.320(d)(3). 36.3.12 Adequate maintenance procedures must be developed to keep die property in good condition. Page i i of 03 040 January 2022 - Decomber 2022 OAA 203.22 36.3.13 If the Contractor is authorized or required to soil the equipment, proper sales procedures must be established to ensure the highest possible return. 36.4 Equipment purchased with fcxicral funds with an acquisition cost over $5,000.00 and equipment purchased with state funds with an acquisition cost over $5,000.00 is part of the cost of carrying out the activities and functions of the grant awards and title (ownership) will vest In the Contractor [for federal funds see 2 C.'FR § 200,313(a) and 45 CFR § 75,320(a), as applicable], subject to the conditions of 2 CPR Part 200 and/or 45 CFR Part 75. Equipment purchased under these thresholds is considered supplies and is not subject to property standards, Equipment purchased with firnds identified in the budget attachments to agreements covered by this contract or identified in the sub -agreements with Subcontractors (not included in a cost methodology), is subject to tite conditions of Chr pter 273, F.S., rule 60A- t .017, F. A. C., and 2 CFR Part 200 acid/or 45 (TR fart 75. 36.5 The Contractor shalt not disimsse of any equipment or materials provided by the Agency or purchased with funds p►bvide i through this contract without first obtaining the approval of the Agency Contract. Manager. When disposing of property or equipment the Contractor must submit a written request for disposition Instructions to the Agency's Contract Manager. The request should include a brief description of the property, purchase price, funding source, and percentage of state or federal participation, acquisition dale anti condition of the property. The request should also indicate the Contractor's proposed disposition of the property (i.e., transfer ordonation to another agency that administers federal programs, offer of the itemms for sale, destroy the items, etc.). 36,6 The Agency Contract Manager will issue disposition instructions. ]('disposition instructions are not received within one hundred twenty (120) days of the written requtoslfor disposition, the Contractor is authorized to proceed as directed in 2 CFR § 200.313 or 45 CFR § 75.320, as applicable. 36.7 Real property means land (including land improvoinents), buildings, structures and appurtenances thereto, but excludes movable machinery and equipment. Real property may not be purchased with state or federal funds Through agreements covered under this contract without the prior approval of the Agency. Real property purchases from Older Americans Act funds are subject to the provisions of Title 42, Chapter 35, Subehapter 111, Part A,, Section 3030b United States Cock (U.S.C.). Real property purchases from state funds can only be madc through fixed capital outlay grants and aids appropriations and therefore are subjwt to the provisions of section 216,348, F.S. 36.8 Any permanent storage, devices (e,g,: hart/ drives, removable storage media) must be. reformatted and tested prior to disposal to ensure no confidential information remains. 36.9 The Contractor roust adhere to the Agency's procedures and standards when purchasing Information Technology Resources (ITR) as part of any agreement(s) incorporating this contract by reference, An ITR worksheet is required for any computer related item costing $1,000.00 or more, Including data processing hardware, Software, services, supplies, maintenance, training,, personnel, and facilities, The completed ITR worksheet shall be niahntained in the LAN administrator's file and must be provided to the Agency upon request. The Contractor has the responsibility to require any Subcontractors to comply with the Agency's ITRprocedures. 37. PUR 1000 Form: The PUR 1000 Foam is hereby incorporated by reference and available at. litM://dots myflorida comlptuchasin(; In the event of any conflict between the PUR 1000 Form and any terms or conditions of this contract, the terms or conditions of this contract shall take precedence over the PUR 1000 Fortin. Ilowevee, if the conflicting terms or Conditions in the PUR 1000 Form are required by any section of the l:lurida Statutes, the terms or conditions contained in the PUR I OOD Dorm shall take precedence. 38. Use of State Funds to Purchase or improve Real Property: Any state funds provided for the purchase of or improvements to real property are contingent upon the Contractor or political subdivision granting to the state a security interest in the property at least to the amount of state funds provided for at least. (lye (5) yma � from the date of purchase or the completion of the improvements or as further required by law. Pegs 12 of 93 040 JaMary2022 - aecernbcr2022 39. Dispute Resolution: OAA 203,22 Any dispute concerning performance of the contract shall be decided by the Agency Contract Manager, who shall reduce the decision to writing and serve a copy on the Contractor. 40. FInnucialConsequences, If the Contractor fails to meet the minimum level of service or performance identi fled in this contract, the .agency shall impose financial consequences as stated in Attachment I. 41, No Waiver of Sovereign Immunity: Nothing contained in this contract is intended to serve m a waiver of sovereign immunity by any entity to which sovereign immunity may he applicable. 42, Ven If any dispute arises out of this contract, the venue of such legal recourse shall bu Leon County, Florida. 43. llntire Contract: This contract contains all the terms and conditions agreed upon by the Parties. No oral agreements or representations shall ba valid or binding upon the Agency or [tie Contractor unless expressly contained herein or by a wri tten ainendment to this contract signed by both Parties. 44, ForceMnleure:. The Parties will not be liable far any delays or failures in performance due to circumstances beyond their control, provided the potty experiencing the force majeure condition provides immedidto ►vri(ten notification to Ill other party and takes all treasonable efforts to cure the condition. 45. Severahility Clause: The Parties agree that if a court of competent jurisdiction deems any term or condition herein void or uttentbreeable, the other provisions are severable to that void provision and shall retrain in full farce and effect. 46. Condition Precedent to Untitroct Annroprintions: The Parties agree that the Agency's performance and obligation to pay tinder this contact are, contingent upon an annual appropriation by the Legislature. 47, Additiortlneletion: The Parties agree that the Agency reserves the right to add or to delete any of (lie services required tinder this contract when deemed to be in the State of Florida's best interest and reduced to a written amendtncut signed by both fatties. The Panties shall negotiate compensation for any additional services added, 48, Waiver: The delay or failure by the Agency to exercise or enforce any of its rights under this contract will not constitute orhe deemed a waiver of the Agency's right thetrafter to enforce those rights, nor will any single or partial exercise of any such right preclude any other or further exercise thereof or the exercise of any other right, 49, Cunti li:ance: The Contractor shall abide by all applicable current federal statutes, laws, rules, and regulations as well as applicable current state statutes, laws, rules and rcgulatiOnS. `i'he Parties agree that failure of the Contractor to abide by these laws shall be deemed au event of deffailt of the Contractor nd subject the, contract to immediate unilateral cancellation of the contract at the discretion of the Agency. 50, Final Invoice: The Contractor shall submit the final invoice for payment to the Agency no later than thirty (30) days after the contract ending date unless otherwise specified in Attachment 1. If the Contractor faits to do so, a I I right to payment is forfeited and the Agency shall not honor any requests submitted after the a forma id time period. Any payment due under the terms of this contract shall be withheld until all required doctunentatinn and reports due from the Contractorand necessary adjustments thereto have been approved by the Agency. Pago 13 of 03 040 january 2022 - Oacember 2022 51. Henckotiations of Modificatifomm, OAA 203,22 Modifications of the provisions of this contact shall be valid only when they have been reduced to writing and duly signed by both parties. The rate of payment and the total dollar amount may be adjusted retroactively to reflect price level increases and changes in the rate of payment when these have been established through tine ntitropriatiorns process and subsequently identified in the Agency's operating budget. 52. Susnension of Worir: The Agency may, in its sole discretion, suspend any or all activities under the contract or purchase order, at any time, when in the interest ofthe State to do so. The. Agency shall provide the Contractor written notice outlining thu partieulais ol'suspcirslon. Examples ofthe reason for suspension Include, but are not limited to, budgetary constraints, declaration ol'emergency, or other such circumstances. After receiving a suspension notice, the ContrdUorshalI comply with the notice and shall not accept any purchase orders. Within ninety (90) days, or any longer period agreed to by the Contractor, the Agency shall either. (1) issue a notice authorizing resumption of work, at which lime activity shall resume, or (2) terminate the contract or purchase order. Suspension of work shall nut cntitic the Contractor to any additional compensation. 53. Termination: 53.1 Termination far Convenience. The Agency, by written notice to the Contractor, may terminate this contractin whole or in part when the Agency determines in its sole discretion that it is in the States interest to clo co.The Contractor shall not futtnish any product after it receives the notice oftormination, oxcept as necessary to complete the continued portion of this contract, if any. The Contractor shall not be entitled to recover any cancellation charges or lost profits. 53.2 Termination for Cause. The Agency may terminate this contract if the Contractor fails to; (1) deliver the product within tine time specified in the contract or any extension, (2) maintain adequate progress, thimridangoring performance of the contract, (3) honor any term of the contract, or (4) abide by any statutory, regulatory, or licensing requiremont. Rule 64A-1,006(3), F.A.C., governs the procedure and consequences of default. The Contractor shall continue work on any work not terminated. Except for defaults of Subcontractors at any tics, (lie Contractor shall not be liable for any excess costs if the failure to perform the contract arises fronievents completely beyond the control, and without the fault or negligence, of the Contractor, If the fallure to perform is caused by the default ofa Subcontractor at any tier, and if the cause ofthe default is completely beyond the control of both the Contractor and the Subcontractor, and without the fault or negligence ofeither, the Contractor shall not be liable for any excess costs for failure to perform, unless the subcontracted products were obtainable froar. other sources in sufficient throe for the Contractor to ineet the required delivery schedule. if after termination, it is determined that the Contractor was not in default, or that the default was excusable, the rights and obligations of the Parties shall be the same as if the termination had been issued for the convenience of the Agency. The rights and remedies of the Agency in this clause are in addition to any other rights and remedies provided by law or under the contract. 54. Tlcetronie Recoi-ds nnd:Sianature: The Agency authorizes, but does not rerluim, the Contractor to create and retain electronic records and to use electronic signatures to conduct transactions necessary to carry out the terms of this contract, A Contractor that createsand retains electronic records and uses electronic signatures to conduct transactions shall comply with the requireinentscontai nod in the Uniform Electronic Transaction Act, Section 668.50, F.S. All electronic records must he fully auditable; are subject to Florida's Public Records Law, Chapter 119, FX; must comply with contract Section 29, Datalntcgrity and Safeguardinb lnforination; must maintain all confidentiality, as applicable; and must be. retained and inalnlained by the Contractor to the :same extent as non -electronic records are retained and maintained its required by this contract. 54.1 The Agency's authorization pursuant to this section does not authorise electronic transactions between the Contractor and the Agency. The Contractor is authorized to conduct electronic transactions with the Agency only upon further written consent by the Agency. 54.2 Upon request by the Agency, the Contractor shall provide the Agency with non -electronic (paper) copiesof records. Non -electronic (paper) copies provided to the Agency any document that was originally in electronic, form with an electronic signature inusl identify the person and the person's capacity who electronically signed the document on any non -electronic copy of the document. Page 14 of 03 0 January 2022 - December 2022 OAA 203.22 55, CUulract Managur: The Agency inay substitute atiy Agency ctnployce to serve as the Agency Contract Manager, REMAINDER OF THE PAGE INTEATTIONALLY LEIST IILIfNK Page 15 o€93 �y January 2022 -December 2022 56. Official P"Yee and Renresentotives (Names. Addresses, and Tele€ hone Numbers): OAA 203.22 The Contractor name, as shown on page 1 oftlris Collier County Roard of County Commissioners 3339 E Tamiarnl Trail, Building H H. contract, and mailing address of [Ito official payee to Naples, Ff, 34112 whom the payment shall be made is: The name of the contact person and street address Kristi Sonntug, Director Collier County Board of County Commissioners b. where financial and administrative records are Community and Human Services maintained is: 3339 E Tatnlaml Trail, Building H Naples, FL 34112 Kristi Sorurtag, Director The name, address, and telephone number of the Collier County Board of County Cormnissinners e. representative of the Contractor responsible For Community and Human Services administration ofthe program under this contract Is: 3339 B Tamiami Trail, Building H Naples, FL 34112 239 252-2273 Area Agency on Aging I'or Southwest Florida, Inc. 'rho section and location within the Agency whereRequests 2830 Winkler Ave,, Sulte 112 d. inr• Payment and Receipt and Expenditure fortes are to be Fort flyers, FL 33916 mailed Is: Richard Cocchied The name, address, and telephone number of the Aiva Agency on Aging for Southwest Florida, Inc. e' Contract Manager for this contract is: 2830 Winkler Ave,, Suite If 2 Fort Myers, FL 33916 239 652-6900 x58279 Upon change of representatives (names, addresses, telephone numbers) by either party, notice shall be providedin writing to the other party, 57. All Terms and Conditions Included: This contract and its Attachments I — XVI, including any exhibits referenced In said attachments, together with any documents incorporated by reference, contain all the terms and conditions agreed upon by the Patties. There are no provisions, terms, conditions, or obligations other than those contained herein, and this contract shalt supersede all previous communications, representations, or agreements, either written or verbal, between the Parties. By signing this contract, the Parties agree that they have read and agree to the entire contract. IN wrl'NESS WHEREOF, the Parties hereto have caused this contract to be executed lrr their undersigned officials as duly authorized. CONTRACTOR: COLLIER COUNTY RD OF AREA AGENCY ON AGING FOR COUNTY COMM , ONILCRSj OOP SOUTHWE FL OWDA, INC. tv M_eo� SIGNATURE / SIGNATURE N 2 1*1 R kvi FAII RAR1.Zti TITLE PIJBLIC SERVICE DEPARTMENT HEAD TITLE PRESIDENT & CEO DATE 0 11 -92022 DATE (� 2- l— �017 Approved as to form and legality Federal Tax ID: 54-6000558 lluns: 076997790 6 n In Assifflint County Attorney Page 16 093 1 1 f ;t f as 040 January 2p22 - IlarflM r 2027. INDEX Or ATTACHMENTS OAA 203.22 ATTACHMENTI .. ......................................................................................................................................................18 STATARMENTOF WORK.........................................................................................................,.,.....................................18 ATTACHMENTII ........................ ............. ............. .......... ...................... ....................... ............ ........ ...... .1,...... ... .............. 56 FINANCIAL AND COMPL111MCF. AUDIT.....,............................................................................................................... 56 ATTACHMENTIII...........................................................»............,.................................................................,......,. 63 C1,R TIFICA 77ONS AND ASSURANCES .............. . . ....................................„................................................................... 63 ATTACHMENTIV ............................. .............. ..... ........................... ....................... ............... ...... .......... I......................... 68 AS5UR,4iVCP'S'—IVON (,'O .1?7'Rilfa7(lN PROGRAMS'.................................................................................................. 68 ATTACHMENTV.............................................................................................................................................................. 70 k'I,ORII)A Department of FJ.IJER ArFAIR.S CIVIL RIGIIT.S COMPLIANCE CHECKLIST .................. ........................ 70 XUACHMENTVI.......H , ....................................................,....,.....,.......................................,..........................................74 CON7 RA(NZ Si' W77s f'ON'I'RACT LIM.................................................................................................................... 74 A!rrAcHmY,NT V111................................... ................................................................................................... I.— ....... ,...... 76 CERTIFIED AdINORITYBUSINESS SUBCONTRACTOR,EA'I'ENDITURES (CMBEFOW)...................................... Z6 A'I"I'ACHMENT IX.............................................................................................................................M.......................78 BUDGEST SUMft9'ARY�...................................................................................................................................................... 78 ATTACHMENTX........................................ ..................... ... ..................................................................... I .......... I ............. 79 INVOICESCHEDULE .............................................................................................................................I.......I......I........ 79 EXHIBIT1........................................................................................................................................................................ 80 EXHIBIT2................................... ................................................................. ............................................. I ............ I......... 81 ATTACHMENTXI ............................ I'll ........ ......,...... ,.................. .>..................................................... I ........................ .... n REQUESTFOR PAYAIFIVT............................................................................................................................................. 82 ATTACHMENTXIL.................................. ...................................................................... ,................................................ 83 REC:EIP7SAND EXPENDITURE RF.PORT...........................................................................................I....................... 83 EXHIA17' I.......................................................................................................................... ....................... - ,................... 83 F,YHIBIT 2..................................................................................................................................................................... 84 EXHIBIT3....................................•....._...................---...................................................................................................... 85 F.XHIIH'l' 4..................................................................I................,,.............................,................................................... 86 EXHIBITS....................................................................................................................................................................... 87 IWIIBIT6....................................................................................................................................................................... 88 EXHIBIT7......................................................................................................................................................................1. 89 ATTACHMENTXHI.........................................................................................................................................................9" CO,VPUTAT1ON OF CARR YFORWAND AND OVERADVANCE OAA TITLE III ......................................................... 90 ATTACHMENTXIV ........................................................................................................................I......I................... 91 C0S7'REIMNrIRS1,.M sNT.S1iMMARY...................................................................................................I..........I..........__ 91 A,rrACHMLNT X'V............................................................................,...............,........,...................................................92 SERVICERATE REPORI:...................................... ................................ ......................................................................... 9.2 ATTACHMENTXVI............................. ................................................ ......................... ........... ........ ..,...,........,............... 95 OAA ANNUAL VOLUNTEER ACTIVITYIill'(7ItTSPEC"IrICA7'1fJN5......................................................................... 95 Page 17 of 03 0, January 2022 - December 2022 ATTACHMENT t STATEMENT OF WORK I. SEHY]CEN TO BP' PROVIDED A. Detinitious of Perlis 1. Contract Acronyms Area Agency on Aging (AAA) Act ivities of Daily Living (ADL) Administerition on Aging (AGA) Administration on Community Living (ACL) Alliance of Information & Referral Systems (AIRS) Assessed Priority Consumer List (APCL) Adult Protective Services (APS) Chronic Disease Scif-Mangpment Education (CDSME) Chronic Disease Self -Management Progmrn (C:DSMP) Dietary Raervance Intake: (DRI) Enterprise, Client Information and Registration Tracking System (eCIRTS) 1?vidence-Based Disease Prevention and Health Promotion (EBDPHP) Florida Department of ]business and Professional Regulations (DBPR) Florida Department of Elder Affairs (Agency or Agency) Florida Department of I Icalth (DOII) Information and Referral (WO Instrumental Activities of Daily Living QAD1.) National Council on Aging (NCOA) N_itrition Services Incentive Program (NSIP) Older Americans Act (OAA) Planning and Service Area (PSA) State of Florida (State) Statewide Medicaid Managed Care Long-Te-r:ni Care (SM NIC LTC) United States Department of Agriculture (USDA) United States Department of Healdl and Human Services (USDI-IHS) 2. Progrnnt Specille'('erms OAA ?03,2? Adult Child with a Disability: A child who is agc tR or nick, and is financially dependent on all older Individual who Is a parent of the child and has a disability. Area Plan. A plan developed by (he AAA outlining a comprehensive and coordinated service delivery syslemin its PSA In accordancc with Section 306ofthe OAA [42 United States Code (U,S.C,) t§ 30261 and Ageneyinstructlons. Area Plan update: A revishan to the Area Plan Micrehi the AAA enters OAA spwifio data in eCIRTS. An update may alsn include nther revisions to liar Area Plan as Instructed by (lie Agency. Child: An individual ivho is not more than eighteen (I$) years of age or an Individual with a disability. Criteria: A standard ivhich the AOA/AC:L set for the Title HID Progrtun. AuAIACL's standard onto: Ion consists of three tiers: Minimal Criteria, IntcrmWiato Critula, and Hisllmt- Luvel Criteria, Page 18 of 93 �.�� Ja my 2022 - ❑ecpmber 2022 QM 203.22 Ftimily Caregiver: An adult family member, or another individual, who is an informal provider of in -home and community care to an older individual. Fruit: When an older individual is (1) determined to ]se unable to perform at least two activities of daily living without substantial human assistance, including verbal reminding, physical cucing, or supervision or (2) unable to perform at least three such activities Without such assistance; or, (3) due to a cognitive or other mental iinpKirniun;, requires substantial supervision because the individual behaves in a manner that poses a serious health or saluty hazard to the individual or to auotirer individual, Grandparent: A grandparent or step -grandparent of a child, or a relative of a child by blood, marriage or adoption, who: (1) lives with this child, (2) is the primary caregiver of the child because the biological or adoptive parents are unable or unwilling to serve as the primary caregiver of the child, and (3) has a legal relationship to the child, such as legal custody or guardianship, or is raising the child informally, B. General Description 1. General Statement The primary purpose of the OAA Program is to foster the development and implementation of comprehensive and coordinated systems to serve older individuals. These systems assist older individuals to attain and maintain rnaximuni independence with supportive services, The NSIP provides incentives for the effective delivery of nutritious meals to older individuals. NSIP allows programs to Increase the number and/or the quality of meals served. NSIP Is a cash allotment or commodity prograin that supplements funding or food used in meals served under the OAA. Florida has opted for cnih payments in lieu of donated foods. 2. Authority All applicable federal lows, regulations, action transmittals, program instructions, review guides and similar documentation related to the following: a. Catalog of Federal Domestic Assistance No.,;. 93.043, 93.044, 93.045, 93,052, and 93.053; b. (alder Americans Act of 1965, as amended 2020; e. 42 U.S.C. § 30.1 and§ 604; d. Rule 58A-1, Florida Administrative Code (F.A.C); e. Section QUO], Florida Statules (F.S.); and f. Agony Programs anti Services Handbook, which is hrrcby incorporated by reference, to include any subsequent revisions ttu;rcof. 3. Scope of Service The Contractor is responsible for the programmatic, fiscal, and operational management of the OAA A 'Title 11113, Title IIIC1, Title iIIC2, Title 1I113, and Title 111E Pr ogratns and NSIP, within its designated PSA, The program services shall be provided In a manner consislent with the Contractor's current Area. Plan, as updated and hereby incorporated by reference, and the current Agency Programs and Services Handbook. The Contractor shall use the NSIP funding to supplement fltnding for food used in meals served by OAA Nutrition Program Providers. 4, Major Program Goals The major goals of the OAA Program are to Improve older individuals' quality of life, preserve their independence, and prevent or delay their need for costlier institutional care. These goals are achievad through the implementation of a comprehensive and coordinated service system that provides a continuum of service alternatives and effective delivery of nutritious meals that meet the diverse needs of elders and their caregivers. C. Clients to be Served 1, General Description The OAA Program gives preference to older individuals with greatest economic need and older individuals with greatest social need (with particular attention to luw-income older individuals, including Inw-income minority older individuals, older individuals with limited English proliclency, and older individuals residing in rural areas), r aga 19 of 93 0'1() January 2022 - De"niber 2022 2, Client Eligibility n. OAA Title III OAA 203.22 Consumers shall not be dually enrolled in an OAA Program and a Medicaid capitated Long -Term Care Program, except consumers in need of OAA Legal Assistance services and OAA Congregate Nutrition Services, including transportation to and from congregate meal sites, b. NSI P Meals served to an elderly individual, funded in whole or in part under the SMIAC LTC, Home Care for the Eldcrly, Community Care For the Elderly Programs, or other means tested programs may not be included in titre NSIP count, OAA-Amded congregate meals provided to SMMC, LTC clients may be included in the NSIP count. c. OAA Title IIIB, Supportive Services i. Incividuals must be age sixty (GD) or older; and ii. I&II/Assistance services are provided to individuals regardless of age. d. OAA Titles IIICI and IIIC2, Nutrition Services, General General factors that shall be considered in establishing priority for the receipt of nutrition services include those older persons who: I, Cannot afford to eat adequately; It, Lack the skills or knowledge to select and prepare nourishing and well-balanced meals; iii. Have limited mobility which may impair their capacity to shop and cook for themselves; iv. Have a disabling illness or physical condition requiring nutritional support; or v. Have been screened at a high nutritional risk. e. OAA Title IIIC1, Congregate. Nutrition Services In addition to meeting the general nutrition services eligibility requirements listed in Section I.C.2.d. above, individuals must be mobile, not homebound, and physically, mentally, and medically able to attend a congregate nutrition program. Individuals eligible to receive congregate meals include the following: i. Im ividuals age sixty (60) or older; It. Any spouse (regardless of age) who allcnds the dining ecnter with hislher eligible spouse; iii. Persons with a disability, regardless of age, who reside in a housing facility oecirpied prirrutrily by older individuals where congregate nutrition services are provided; iv, Disabled persons who reside at home with and accompany an eligible person to the dining center; and v. Volunteers, regardless of age, who provide, essential services on a regular basis during meal hours. f. OAA Title HIC2, Home Delivered Nutrition Services In addition to meeting the general nutrition services eligibility requirements as listed in Section i.C,2.d., individuals must be homebound and physically, mentally, or medically unable to attend a congregate nutrition program. Individuals eligible to receive home delivered meals include the following: 1. Individuals age sixty (GO) or• older who aro incapacitated or unable to attend a congrcf atc nutrition site due to illness, disability, isolation, or caring for a loved one who is ill at home; il. Individuals age sixty (60) or older who are unable to attend a congregate nutrition site due to teeth andior mouth issues which makes it difficult to eat in public; ill, Individuals age sixty (60) or older who arc at nutritional risk who have physical, emotional, or behavioral conditions which would Make their presence at congregate nutrition sites inappropriate; lv. Individuals ago sixty (60) or older who are at nutritional risk who are socially or otherwise isolated, including those who are self' isolating at home due to health or other reasons, and unable to attend a congregate nutrition site; Pane 20 of 93 t .January 2022 - December 2022 OAA 203.22 v. Individuals ague sixty (60) or older who are unable to prepare nncals clue to a lack of or inadequacy of facilities; all inability to shop, cook, or prepare meals safely; a lack offunds to purchase nutritious food; or a lack of appropriate knowledge or skill; vi. A home delivered meals recipient's spouse, regardless of age, if the provision of the collateral maal supports maintaining the person at home; Find vli. Individuals with disabilities, regardiess of age, who reside at home with home delivered meals recipients and are dependent on them for care. g. OAA Tige 111D, Disease Prevention and Health Promotion Services t, Tartlet individuals age sixty (60) or alder; and it. Priority will be given to individuals residing; in medically unrlerserved areas. h. OAA Title ME, Caregiver Support Services Eligibility for OAA Title IIIE, Caregiver Support Services, is as follows: I. Eligible individuals inchtde: (1) Family caregivers of individuals age sixty (00) or older; and (2) Grandparents (age fifty-five (55) or older] or alder individuals [age fifty-five (55) or older] who are relative caregivers. it. rot respite and supplemental services, a family caregiver must he providing care for an older individual who meets the definition of the term "frail" as defined above. iii. For Home Dolivcrvd Mcals for II1E and IIIEG, caregivers and Individuals who reside in the home and are dependent on the caregiver for care. iv. Priority will be given to family caregdvens who provide care for individuals wlth Alzheimer's disease and related disorders with neurological and organic brain dysfunction and to grandparents or older individuals who are relative caregivers who provide care for children with severe disabilities. II. MANNER OFS.gRVICL PROVISION A. Service Tasks To achieve the goals of the OAA Program, the Contractor shall crnsure performance of the following tasks: 1. Client Eligibility Determination The Contractor shall ensure that applicant data is evaluated to determine, eligibility. Eligibility to become a client is based on meeting the requirements described in Section I.C,2. 2. 'l'nrgeting and Screening Neiv Clients for Service Doliver•y The Contractor shall develop and implement policies and procedures consistent with OAA targeting and screening criteria for new clients. 3. Program Services The Contractor shall ensure the provision of program services is consistent with the Contractor's cm civ Arca Plan, as updated and approved by the Agency, and the current Agency Progrrurns and Services Handbook. 4. Pi-ol;,•snn Eligibility Requirements a. Eligibility Criteria To be eligible for program participation, an entity must I. Bean agency that has received a grant under OAA 'rille Ill LOAA section :111(42 US.C. § 3030a)j; and it. Partner with a nutition service provider that serves meals and is under the jurisdiction, control, management, and audit authority of the AAA and the Agency.: Page 21 of 93 ± January 2022 - Docembor 2022 b. Provider's Nutrition Service Operations OAA 203.22 The Contractor shall ensure that the nutrition service operations of the provider ineet the requirements of this contract, as well as any other applicable regulations and policies prescribed by the current Agency Programs and Services Ilandbook, USDIHIS, USDA, DOII and local health Aguncys, DBPR, or any other agency designated to inspect meal quality for the State. c. Prescribed Nutritional Requirements The Contractor shall ensure tl)nt each meal provided under this contract meets the fallowing criteria: i. Complies with the current Dictaiy guidelines far Americans, published by the Secretaries of the USDHHS and USDA; and li. Provides a minimum of thirty-three and a third' percent (33 113%) of the ::Ietary reference intakesladequatc intakes for n fenrnle age seventy (70) or alder as estahlished by the rood and Nutrition Board of (lie Na[ional Academy of Sciences. d. It'ood Origin and Commoditiex Requirements Consistent with existing requirenents of the NSIP, the Contractor and its service providers naay use NSIP cash to purchase foods of 118, origin for their nigrition projects under Title IIi of the OAA, NSIP funds must be used to expand nmcal services to older adults. B. Use of Subcontractors If this contract involves the use of a subcontractor or third party, then the Contractor shall nat delay the implementation of its agroomunl with the Subcontractor. If any circumstance occurs that may result in a delay for a period of sixty (60) days or more of the initiation of the subcontract or the performance of the Subcontractor, the Contractor shall notify the Agency Contract Manager and the Agency's Chief Financial Officer in writing of such delay. The; Contractor shall not permlt a Subcontractor to perform services related to this contract without having; a binding Subcontractor rgreement executed. The Agency will not be. responsible or liable for any obligations or claims resulting frorn such action, 1. Copies of Subcontracts The Contractor shall submit copies of all subcontracts to the Agency Contract Manager within thirty (30) days of oxecution of each subcontract agreement. 2. Munituring the Perforniauee of Ruhcautractors The Contractor shall monitor, at least once per year, each of its subcontractors, sub -recipients, vendors, anchor consultants paid from funds provided under this contract. The Contractor shall perform fisval, administrative, and programmatic monitoring to ensure contractual compliance, fiscal accountability, programmatic performance, and compliance with applicable state and federal laws and rcgulaliuns, The Contractor shall monitor its subcontractors to ensure that the budget and scope of work are accomplished within the specified lime periods, and that all performance goals stater) in this contract are achieved. a. The Contractor shall require subcontractors to enter all required data per tlmc Agency's WIRTS Policy Guidelincs for clients arui services into the eCIRTS database. The data must be entered into the. cClIMS database before the subcontractors submit theirRequest for Payment and Receipts and Expenditure Reports to the Contractor. The Contractor shall establish time francs to ensure compliance with due dates for the Requests for Payment and Receipts Expenditure Reports to the Agency, b. The Contractor shall require subcontrac(ors to run inonfily eCIR S reports and to verify that the client and service data in the eCIRI S database is :iccorate. This report must be submitted to the Contractor with the monthly Requ(:st forPaymentand Receipts and Expenditure Report and must be reviewed by [lie Contractor Wore, the subcontractor's Request for Payment and Receipts and Expenditure Relmits can be approved by the Contractor. e. The Contractor shall require subcontractors to report on outreach activities tit least seini-annually using a uniform reporting formateslablished by (lie Contractor. Smiboontractor reports must include the total number of outreach events or activities perlbrmed by the subcontractor as well as the fallowing information for each event or activity. (late, loctition, type of event or activity, total number of participants, individual service needs identified, and referral sources or information provided to participants. pane P2. of 93 C January 2022 - Dacemher 2022 C. Staffing Requirements I, Staffing Levels OM 203.22 The Contractor shall assign its own administrative and support staff as needed to perform the tasks, responsibilities, and duties under this contract and ensure that subcontractors dedicate adequate staff accordingly. 2, Professional Qualifications The Contractor shall ensure that the staff responsible for performing any duties or functions within this crnr ICI have the qualifications specified in the Agency Programs and Services handbook, 3. ScrvleeTlmes The Contractm, shall ensure the availability of services listed in this contract at times appropriate to mcct client service needs, including, at a minimum, during normal lousiness hours. Normal business hours are defined as Monday through Friday, 8:00 a.m. to 5:00 p.m. local time. R Deliverables The followingsection provides the specific quantiffableunits of deliverables and the source docuInentddiOII required to evidence the completion of the tasks specified in this contract. The Conut rotor must submit all required documentation in the time and manner specified for the minimum performance levels to be met, Each deliverable must lie accepted in vn•iting by the Agency Contract Manager based on the requirements for each deliverable before the Contractor submits an invoice requesting payment. t. Delivery of Services to Eligible Clients The Contractor shall ensure the provision of a continuum of services that meets the: divern needs of eiders and their caregivers. Documentation of service delivery must include a report consisting of the following: number of clients served, number of sc:tiice units provided by scrvicc, and rate per service unit with calculations that equal the total invoice amount. The Contractor shall ensure the performance and reporting of the following types of services, in accordance with the Contractor's current Agency -approved Area Plan, the current Agency Programs and Services Handbook, and Section. iLA, a. Supportive Servicesg (IIID Program) Supportive services include a variety of community -based and home -delivered services that support older Individuals' quality of life by helping ilium remain independent and productive. Service include the fallowing: i. Adult Day Care/Adult pay Health Care; it. Caregiver Training/Support; W. Caregiver Support Groups; iv. Case Aid/Case Management; V. Chore and Clore (1?nhanced); vi. Companionship; vii. Counseling (Gerontological and Mcntal Health/Screening); viil. L-ducatioriRraining; ix. Emergency Alert Response; X. Lscort; xi. Health Support; xtt. Home Health Aid; xiii. Homemaker; xiv. Housing Improvement; xv. Information; Page 23 of 93 0 January 2022 - December 2022 OAA 203.22 xvi. Intake; xvii. Interpre te; /Translating; xviii. Legal Assistance; xix. Material Aid; xx. Occupational `therapy; xxi. Outreach; xxii. Personal Care; Wii. Physical Therapy; xxiv. Reomatlon; xxv. Referral/Assistance; xxvi. Respite Services (in -Home and Facility Based); xxvii. Sc;•eeiungrAssessment; xxviii. Shopping Assistance; xxii. Skilled Nursing; xxx, Specialized Medical Equipment, Services, and Supplies,; xxxi. Speech Therapy; xxxi!. Telephone Reassumnec; and xxxili. Transportation. b. Congregate Nutritlon Services (II1Ct Program) i Nutrition services are provided in congregate settings and are desigried to reduce hunger and fond insecurity 1. and to promote socinlivatinn and the health and well-being of older individuals through access to nutrition and other disease prevention and health promotion services. Services include the following: i. Congregate meals; 11. Congregate meals screening; � ; Ill. Nutrition education anti nutrltion counseling; l iv. Outreach; v. Shopping Assistance; and vi, Telephone Reassurance, j e. %mine Delivered Nutrition Services (II1C2 Program) in -home nutrition services are provided to reduce hunt;c;• and fond insecurity; promote socialization and the health and well-being of older individuals by assisting such individuals to gain access to nutrition and j I other disease prevention and health promotion servtcca. Scrvices include the following,: i. t tonic delivered meals; ; il. Nutrition education and counseling; Ili. Outreach; and i iv. Screening/Asse.ssment. t v. Shopping Assistance; and a ! A. Telephone Reassurance. Pugu 24 of 93 04 Jaitu;iry 2022 - Docombor 2022 OAA 203.22 d. Disease Prevention and Health Proniotloti Services (Title IIID Program) lividence-Based Disease Prevention and HeaNi Promotion (EBLIPHP) services have been demonstrated through ovaliration to he effective for improving Health and wellbeing or reducing disease, disability, and/or injury among older adults. The ACL defines LBDPIIP services as ineeling highest -level criteria. Only services that meet the highest -level criteria are allowable under Cite IIID Program, EBDPHP services must be delivered per the requirements of the program and ensure pro,gr•ain fidelity. EBDPHI services include the following; i. A Matter of Balance; ii. Active Living Every Day; III, Arthritis Noundation Exercise Program; iv. Arthritis Foundation `rai Chi Progrrun (Tai Chi for Arthritis); V. Arthritis Self Management Program; vi. Brief Intervention R Treatment for Elders (BRITE); vii. Chronic Disease Self -Management Program; vlii. Chronic Pain Self -Management Program; ix. Diabetms Empowerment Education Prograin (DEEP); X. Diabetes Self -Management Program; A. Disease Infonnatinn xii, Enhwioe Fitness; xiii. Enhance wellness; xiv. Fit and Strong!; xv. I lealthy Ealing Every Day; xvi. Healthy Ideas; xvil. Healthy Moves for Airing Well; xviii. Home Injury Control; xix. HorneMeds; xx. Physical Fitness; xxi. Powerful Tools for Caregivers; xxii, Program to Enemirage Active Rewarding lives for Seniors (PEARLS); xxiii, Progrhina de 14lnnejo Personal de la Arthritis; xxiv. Progtama de Maneju Personal cie lit Diabetes; xxv. Shopping Assistance; xxvi. Stepping On; xxvii. Stay Active and Independent for Life (SAIL); xxviii. Tai Chi!'fai Ji Quart Moving for Better Balance (Hibhust-LcvO); xxix, Telephone Reassurance; xxx. Tommtido Control de su Salud; xxxi. Un Asunto de Equitibrio; and xxxii, Walk with l_.ase. Page 25 of 03 �►� JanuOry 2022 - VOCOmber 2022 OAA 203.22 e Caregiver Support yervicev (1IIF, Progratrt) The following services are intondod to provide direct aid to earegiver•s in the Rivas of health, nutrition, and financial literacy, and to assist diem with dooision-mRking and problem -solving related to their caregiving roles and responsibilities: i. Adult Day Carc/Adult Day Health Caro; H. Caregiver Training/Support; iii, Caregiver Support Groups; iv. Counseling (Gerontological and Mental Ilealth/Sc►eening); v. Education/Training; A. Financial Risk Reduction (Assessment and Maintenance); vil. Hoene Delivered Meals; vili. Information; I ix, Intake; X. Outreach; xi, Powerful Tools for Caregivers; xii. Referral/Assistance, xiil. Respite Services (In -Home and Facility Based); MY, Screening►Assessment; xv. Shopping Assistance; l xvi. Telephone Reas uranee; and xvii. Transportation. (1) Caregiver Support Supplemental Services (HIES Program) I At least ten percent (10%), but no more than twenty percent (200/), of the total Title IIlE funds shall be used to provide supplernetrtal support services, The following services are provided to complement the care provided by caregivers; () Chore and Chore (Enhanced); (b) I lousing Improvement; (c) Legal Assistance; I i (d) Material Aid; and (e) Specialized Medical Equipment, Services and Supplies. t I (2) Caregiver Support GI•antlparent Services (I lll,;G 1't ograni) t At least five percent (50/o), but no tttorc than ten percent (10,A), of the total Title I11112 funds shall be used to provide support services to grandparents and older individuals who are relative caregivers. Services for grandparents or older individuals who are relative caregivers that are designed to help 1 them meet their caregiving obligations include the following: (a) CaregiverTi (b) Caregiver Support Groups; (c) Child Day Care; (d) Counseling (Gerontological and Mental Hen]IWScreening); (e) Education/Traioil no, F (1) Legal Assistance; Page 26 of 93 C January 2022 - December 2022 (g) OutreaWi; (It) Referral/Assistance; (i) Sereening/Assecsment; (j) Shopping Assistance; (k) Sitter; (1) Telephone Reassurance; and (m)Transportation. OAA 20122 Information and Referral/Assistnnce Services (Elder llelplines) The Contractor shall ensure, through training and periodic quality assurance, that Elder Hedpline Information and Referral/Assistance Services adhere to the Alliance of hiforination and Referral Systems (AIRS) Sfawuurr•yof Starle/ards or• P • fesstorrcrl I►t ...... rtfon Ide errat, provided as Attaciunent I, The Agency's standards are basod on the current AIRS standards. The standards havo boon amended by the Agra y to address the tmiqut; needs ofthe. Elder I lalpline Information and Refikrral system, 2. Provision of Services The Contractor shall ensure the provision of the services described in this contract are in accordance with the current Agency Programs and Services Handbook, the Contractor's current Agency -approved Area Plan, and the tasks described is Section II.A. J. Adrninistrative Responsibilities The Contractor shall provide management and oversight of OAA Program operations in accordance with the current Agency Progiarns and Services Handbook and Cite Contractor's current Agency -approved Area Plan. Management and oversight of OAA Program Operations include the following: a. Develop an Area Plan and updating it annually, at a minimum, as directed by the Agency. b. Establish written policies, procedures, criteria, and standards for purchasing and procurement of goods and services un an open and competitive basis, c. Review routine and spacial reports submitted by subcontractors and vendors. tl. Provide; technical assistance, to subcontractors and venders to ensure provision of quality services. e. Monitor and evdluale subcuntractors and vendors for fiscal, administrative, and programmatic compliance f. Appropriately and timely submit payments to subcontractors. g, l;stablish procedures for handling recipient complaints and grievances umccraing such adverse actions as service termination, suspension, or reduction, I. Complaint Prucedures The Contractor shall develop and implement complaint procedures and ensure that subcontractors develop and implement complaint procedures to process and resolve client dissatisfaction with services. Complaint promdurts shall address the quality and timeliness of services, provider and direct service worker complaints, and all other issues except the termination, suspension, or reduction of services, which shall be addressed through the grievance process as described in Appendix D of the Agency Programs and Services Handbook. Complaint procedures shall include notlfiention to all clients of the complaint procedure and include tracking the state, nature, and disposition of each con:ploint. It. Legal Provider Grievance Procedures •rhe Contractor shall ensure that legal providers have an internal grievance procedure that addresses both denial of service awl complaints by clients about manner or quality of legal assistance. Grievance procedures (hat enmiuvt with the requiremenfs of the Legal Services Corpuration as provided in 45 Pepe 27 of 93 C11i3 January 2022 - December 2022 Olvc 203,22 Code of Federal Regulation (CFR) Part 1621 are sufficient to neat this standard. At a minimum, the procedure must provide applicants with: (1) Adequate notice of the grievance procedures; (2) Information on how to file a grievance or complaint, and (3) Prompt uonsidendtion of each complaint by the Executive Director or the Rxecutive Director's designee. The Contractor may not serve in an appellate capacity or otherw'se interfere in the grievance review process for legal providers. IIowever, the Contractor may request #hat legal providers maintain a file of complaints and statements of disposition of complaints, with redacted client identifying information, for examination by the Contractor during monitoring. h. Ensure compliance with eCIRTS regulations. 1. Monitor performance objective achicvernents per targets set by the Agency. j. Conduct annual clien t satisfaction surveys to evaluate and improve service delivery. B, Reports The Contractor shall respond to additional, routine, or speclnl requests for information and reports required by file Agency in a tunely manner m dctermiricd by the. Agency C'oritrnct Manager. The Contractor shall establish reporting; deadlines and due dates far subcontractors that permit the Contractor to review and validate the data andmect the Agency's reporting requirements. 1. OAA Annual Volunteer Activity Report The Contractor shall submit an OAA Annual Volunteer Activity Report electronically, at the following interact address: htip:lletdet'affairs.state.tl.usldaenlvoltmteer:s.plip, per the repartspecifications provided inAttaclmient XVI. The Annual Volunteer Activity Report niust be completed and submitted to the Agency by January 15, 2022. 2, eCIRTS Reports a. Contractor shall input OAA-speciric and NS1P-specific data into eC11<1'8. 'fo ensure eCIRTS data accuracy, the: Contractor shall use eCIRTS-generated rel,nrts which include the following,: i. Client Reports; [i. Monitoring Reports; iii. Services Reports; iv. Miscellaneous Deports; v. Fiscal Rcports; and A. Outcome Measurement Reports, b, eCIRTS Data Entries for Contractors The Contractor mutt require subenntractor:s to enter all required data for ciienls and services In the eCIRTS database per the Agency Programs and Services Handbook and the eC[R'rS User Manual - Aging Providor Network users (located in Documents on the eCIRTS Enterprise Application Services). Subcontractors must enter this data into the eCIRTS database prior to submitting their Requests for Payment and Receipts and Expenditure Reports to the Contractor. The Contractor shall establish deadlines for completing eCIRTS data entry to ensure compliance with due dates for the Requests for Payment and Receipts and Expenditure Reports that Contractor must subunit to the Agency. c. Monthly eCIRTS Reports The Contractor must run monthly eCIRTS reports and verify that olicnt and service data in the eCIRTS database is accurate. This report Faust be submitted to the Contractor with the monthly Request for Payment and Receipts and Expenditure Reports and must be reviewed by the Page 28 of 03 C., January 422 - Uaceinbar 2022 OAA 203.22 Contractor before the subcontractor's Request for Payment and Receipts and Expenditure Reports can he approved by the Contractor. d, Quarterly Mental Distress Reports The Contractor inust run at a mininium quarterly eCIRTS Mental Distress Reports and provide foltow-up contacts to all active clients (other than clients who are active in SMMC LTC) identified with new (from their most recent assessment) and persistent (from their two most recent) mental distress. Fallow -up information must be submitted in cCIRTS and will be reviewed by (lie Agency's Contract Manager ona quarterly basis. Follow-ups shall include wellness checks (either over the phnnr. or in person), address the client's needs for mental health counseling or support, care through a medical profeialonat, referrals to aging network services, referrals to community resources, etc. 3, Lead Spending Report The Contractor shall submit a spending report, in a format provided by the Agency, totie Agency Contract Manager by the l8th of each month. This Report is for all agreements and/or contracts between the Contractor and the Agency and must include the following: a. Straus regardingsurplus/deficit: b. The Contractor's detailed plan on how the surplustdeficit spending which exceeds the threshold specified by the Agency will be resolved; c, Recommendations to transfer funds to resolve surplus/doficit spending; d. Input from the Contractor's Board of Directors on resolution of spending issues, if applicabic-, 4. OAA Nationni Aging Program Information System (NAPIS) Report Data required for the CAA NAPIS Report that is not recorded in eCIRTS will be provided to the Agency Contract Manager in tho format and on the date established by the Agency. a, . 5. Program Highlight Narratives The Contractor shall submit brief written narratives to the Agency for publication in the Program 1 lighlight sections of the Agency's Sunana,y of Prograins and Services, which Is hereby incorporated by reference, to include any subsequent revisions thereof. The narratives shall reference specific events that have occurred since the last submission of Progrflm Highlight. narratives, including new success slories, quotes, testimoniats,or human -interest vignettes, The narratives shall he written for a general audience, with no acronyms or technical leans. For all agencies or organizations that are referenced in the nanativ,;s, the Contractor shall provide a brief description oftheir mission or role. The active tense shall be consistently used in the narrotivesto identify the stimific individuals or entities that performed the activities dascribccl in the narratives, The Contractor shall rcviow and edit narratives for clarity, readability, relevance, specificity, human interest, and grammar prior to submitting them to the Agency. F. Records and Documentation 1. The Contractor agrees to mnke availab e to Agency staff and any party designated by the Agency all contract related records and documentation. The Contractor shall ensure tic collection and maintenance of all program related information and documentation on any system designated by the Agency. Maintenance Page 29 of 93 V�1 January 2022 - December 2022 OAA 203.22 Includes valid exports and backups of all data and systems according to Agency standards. Data must bo usable and must be maintained in a format that is readable to the Agency. 2, cORTS Dal» and Maintenance The Contractor shall MUM monthly collection and maintenance of client and service information in eCIRTS, or any other system designated by the Agency. Mainlennnce includes ensuring that all data is accurate and current and performing valid exports and backups of all data and systems according to Agency standards. 3. Policies and Pracedures for Records and Documentation The Contractor shall maintain w-itton policies and procedures for computer system backup and recovery and sliall have the same requit-emcnt of its subcontractors. `1'liese policies and procedures shall be made available to the Agency upon request. 4. eCIRTS Address Validation The Contractor shall work with Cite Agency to ensure that client addresses are connect in eCIRTS for disaster preparedness efforts. At least annually, and more t1•egaently as needed, the Agency will provide direction on how to validate eCIRTS addresses to ensure they can be mapped.'t he Contractor will receive a list of unmatched addresses that cannot be mapped, and the Contractor will be responsible for working; with the localserviee providers to correct addresses and send a list to the Agency with confirmed addresses. Ttic Agency will use this information to update maps, client rosters, and unmatched addresses and disseminatethis information to the local service providers. G. Performance Specifications 1. Outcomes and Outputs (Performance Measures) At a minimum, the Contractor shall: a. Ensure the provision of the services described in this contract arc in accordance with the Agency Programs and Services Handbook, the Contractor's current Agency -approved Area Plan, and Section II.A. b, Timely and accurately submit to the Agency all documentation and reports described in Attachment 1, Section II.E. c, Timely and accurately, per Attachment X, submit to the Agency Attachments ICI and XII, Exhibit$ 1-7. d. Develop and document strategies in the Area Plaw to support the Agency's standard of performance achievement, including increases in the following: i. Percentage of most frail elders who remain at home or in the community instead of going into a nursing home; ii. Percentage of APS referrals who need immediate services to prevent further harm who are served within seventy-two C72) hours; ill. Percentage of active clients eating two or murc meals per day; iv. Percentage of new service recipients whose ADL assessment score has been maintained or improved; v. Percentage of new service recipients whose IADL assessment score has been maintained or improved.; vi. Percentage of caregivers who, aver service interventiun, self report being very confident about their ability to continue to provide care; and vii. Percentage of customers who are at imminent risk of nursing home pJncenient who are served with community -based services. 2. The Contractor's performance of the measures in G.1, above, will be reviewed and documented in theAgency's Annual Programmatic Monitoring Reports. 3. Monitoring undEvnlnationMethodology The Agency will review and evaluate the performance of the Contractor under the terms of this uonlract. Monitoring shall be conducted through direct contact with the Contractor via telephone, in writing;, or all on- sitc visit. The primary, secondary, ur signatory of the contract must be availablc for any on -site programnmtic monitoring visit. The Agency reserves the right to conduct an on -site visit unannounced by persons duly Pa0e 30 of 93 January 2027. - nacember 2022 OAA 203.22 authorized by the Agency. The Agency's determination of acceptable performance slyall be canclusivo,The Contractor agrees to cooperate with the Agency in monitoringthe progress of coinplclican of the sea vicctasks and deliverables. The Agency may use, but is not limited to, one or nt4ro of the following metliods for monitoring,; a. Desk reviews and analytical reviews; b. Schedrded, unscheduled, and follow-up on -site visits; e. Client visits; d. Review of independent auditor's reports, e, Review of third -party documents and/or evaluation; f. Review of progress reports; g. Review of customer satisfaction surveys; h. Agreed -upon procedures review by an external auditor or consultant; 1. Limited -scope reviews; and j, Other procedures ns deemed neeessnty by the Agency. 4, Performance Definitions "Work day" shall mean a provider's staff rnernber's eight (8) hour work period, unless specifically noted otherwise. "Day" shall mean a calendar day, unless specifically noted otherwise. II. Contractor Responsibilities I. Contractor Unique Activities All tasks listed above in Section 11, are solely and exclusively the responsibility of the Contractor and are tasks for which, by execution of this contract, the Contractor agrees to he held accountable. 2. Coordination with Other Providers andlor Entities Notwithstanding that services for which the Contractor is held accountable involve coordination with other entities in performing the requirements of this contract, the failure of other providers or entities sloes not alleviate the Contractor from any accountability for tasks or services that the Contractor is obligated to perform pursuant to this contract. T. Agency Responsibilities 1. Agency Obligations The Agency may, within Its resources, provide technical support and/or assistance to the Contractor to a::;;:,t the Contractor in meeting the requirements of this canG-dct. The Agency's support and assistance or lade thereof, shall not relieve the Contractor from full performance : sf contract requirements. 2. Al;ency Determinations The Agency rescrvcs the exclusive right to make certain determinations in the tasks performed by the Contractor and the approaches used by the Contractor to perforrra those tasks. The absence of the Agency setting forth a specific reservation of rights does not mcatz that all other areas of the contract are subject to mutual ngivenicnt. III, MFs y' OD OF PA PiV ENT A. Payment Method Used The method of payment for this contract is a combination of Fixed-Fec/Unit Rate, Cost ltetrnbursement, and Advance Payments subject to the availability of funds and Contractor performance. The. Agency will pay file Contractor capon satisfactory completion of the Tasks/Dolivernbles, as specified in Section II.D., and in accordance with all other terms and conditions of this contract. Page 310193 C4() January 2022 - Rwcc+nber 2022 B. 11hrit of Service 1. Fixed Fee/Unit Hate OA A 203.22 Contractor must ,neat the nnininnum level of'performance stated in the contract to receive payment. payments for fixed tee/Unit hates shall not exceed amounts established in Attachment XV, 2. ifted Rates for NSiP Program Payments for NS1P Fixed rate shall not exceed the unit rate nfservice identified below. Service to be Provided I Unit oi'Service Unit Rate kligible Congregate and HotneDelivered Meals I - -- 1 unit=m - 1 e el $.72 3. Cost Rchubnrsement Payment shall only be authorized for allowable expenditures, per the Iirnits specified in the Budget Summary (Attachment IX). All cost teiinbursement Requests for Payment must include the actual Receipts and Expenditure Reports, beginning with the first month of the contract. The Contractor must meet the minimum level of performance stated in the contract to receive payment. The Contraclor agrees to distribute funds as detailed in the Area Plan Update and the Budget aurmnary (Altachinent 1X). Any change in the total amounts of the fiords identified on the Budget Summary form requires a contract amendment. C. Adva uce Payments The Contractor may requmst up to two (2) months of advances at the start of the contract period to cover program administration, outreach, and service costs. 'Ihe payment of an advance will be contingent upon the sufficieney and amount of funds released to the Agency by the State of Florida (budget release). The Contractor's requests for advance payments require the written approval of the Agency's Contract Manager. For the first month's advance request, the Contractor shall provide the Agency's Contract Manager document€,tinn justifying ilia need for an advance and describinghow the funds will be disfrihnted. If tile Contractor is requesting two (2) mondisof advances, documentation must be provided reflecting the cash needs of the Contractor within the initial two (2.)monlhs trod should be supported through a cash -flow anatysts or other information appropr;uto to demonstrate the Contractor's financial need for the second inonih ofadvances. If sufficient budget Is available, and the Agency's Contract Manager, in his or her sole discretion, has determined that there is a justified need for an advance, the Agency may issue approved advance payments up to 30 days after, but not prior to, the contract execution date. Advance payments will not be issued. for NSIP. 1. Any advance payments the Contractor requests far subcontractors must he distributed within seven (7) days of receipt of payment from the Agency. The Contractor shall submit to the Agency documentation to support full distribution of advanced funds with Request for Payment, report number 5, due to the Agencyon April 15, 2022, in accordance with Invoice Schedule (Attachment X). 2. Al I advance payments retained by the Contractor must be fully expended no later than March 31, 2022, Any portion of advanced payments not expended must be recouped on the Request for Payment, report number 5, due to the Agency on April 15, 2022, in accordance with the Invoice Schedule (Attachment X). 3. Advance reeoupment shall start with the third monthly Request for Payment submission, in accordance with the Invoice Schedule (Attachment X). The amount of recoupment shall be oqually divided be.twccir the remaining number of Requests for Payment invoices due forthe contract year. All advances should be recorded in Part 0,1 of the report (attachment XI), and shall be fully recouped by the end ol'the contract year or vArhen funds are fully expended, whichever is first. 4. Interest earned on advances must be identified separately by source of funds (state or federal). Contractors shall maintain advanced payments of fuderral funds in FDIC interest bearing accounts unless an exception is made in aceor dancewith 45 CPR § 75.305. Earned interest must be returned to the Agency at theend of each cluaricrof the contract period. Paga 32 of 03 January 2022 - December 2022 D. Invoice Instructions OAA 203.22 Payment shall be made upon the (:'ontinctor's presentation ofan invoice subsequent to the acceptance by the Agency the deliverables shown on the invoice, The form and substance of each invoice submitted by the Contractor shall be as follows, 1. The invoice shall include a "Remit to" address that corresponds exactly to the remittance address identified in the MyFloridaMarketftee (MFMP) registration. 2. The monthly invoice shall include the units of scivices established in the Contractor's Agency- approved Area. Plan, per the requirements In the Agency Programs and Services Handbook, at the rates established in Attachment X'V, Service !fate Report. Uocumentntion of service delivery shall include a report consisting of the following; nmtiber ofelierth served, number of service units provided by service, and rate per service unit, with calculations that equal the total invoice amount, Reimbursement amounts for administrative costs shall be reflected oil the Cost Reimbursement Summary forth (Attachment XIV) and include only items contained on the Conimetor's Agency -approved budget, Any Change to ilia Contractor's Agency -approved budget after the execution of this contract shall require approval from the Agency Contract Manager prior to being made. Any change to the total vonlract ailrount requires a Contract atlietidrnent. 3. The Contractor shall consolidate requests for payment from subcontractors and receipts and expenditure reports that support the requests for payment and shall submit to the Agency Rocittesis far Payment (Attachment XI), Receipt and Expenditure Reports (Attachment XII), and Cost Reimbursement Summaries (Attachment XIV), A. 'llie Contractor shall include with the fixed FeelUnit Rate portion of its invoice the units of services provided based on rates established inAttacltinent YV, number of clients, and the rates for the services provided per the requirements described in the deliverablus anti service tasks, The Contractor shall clearly state the provider name, the report month, and the. invuicc nunibLr on fhe invoice. S. All Requests for Payment shall be based on the submission of actual monthly Receipts and Nxpenditure Reports beginning with the first month of the contract. The schedule for submission of advanced ,payment requests (when available) and invoices can be fowid in the invoice Schedule (Attachment X). G. The Certified Minority Business Subcontractor Expenditures Report (Attachment VIII) is cow idered a deliverable and must be completed in its entirety acid submitted with each invoice. 7. Final contract invoices must be submitted to the Agency no later than February 15, 2023. E. Payment Withholding Any payment due by the Agency under the terms of this contract may be withbolti pending receipt anti approvalby the Agency all financial ,and programmatic reports clue from the Contractor and any adjustments thereto,including any disallowance not resolved. F. Corrective Action Plan 1, Contractor shall ensure 100°l4 of the deliverables identified in Section iI.D. are performed pursuant to contract requirements. 2. If at any tuna the Contractor is notified by the Agency Contract Manager that it has failed to correctly, completely, or adequately perform contract deliverables idenitfied in Section ll.D., the Contractor will have tell (10) clays to submit a Corrective Action Plan (CAP) to the Agency Contract Manager that addresses the deficiencies and slates how the deficiencies will be remedied within a time period approved by the Agency Contract Manager. Tho Agency shall assess a financial consequence far non-compliance on the Contractor as referenced in Section 111.0, for each deficiency identified in the CAP which is not corrected pursuant to the CAP. The Agency will also assess a financial consequence for failure to timely submit a CAP to the Agency. 3. if the Contractor fails to correct an identified deficiency within the Agency -approved period specified in the CAP, the Agcncy shall deduct the percentage established in Section lll.G. from the payment for the invoice of the following month. 4. if the Contractor fails totimely submit a CAI' to tho Agency, the Agency shall deduct the percentage established in Section 1I1.0. for each day the CAP is overdtie, The deduction will be made from the payment for tiie invoice of the following month. Page 33 of 03 C,,,() January 2022 - rraotniW 2022 G. Financial Consequences OAA 203.22 The Agency will withhold or reduce payment if the Contractor fails to perform the dcliYurables to the satisfaction or the Agency according to the requirements roibronued in Section 11,D. The following financial crwgccirenoes-wiII be imposed if the deliverables stated do not meet in part or in whole the performance criteria asoutlined in Section II.D.: 1, Delivery of services to eligible elionts as rorewticed itt Section I1.A3. and Section Ii.D.1, of this contract Failure to comply with established assessment and prioritization criteria, as evidenced by cC]RTS reports,'..vi II result in a 20/a iWuctiun ofpayment per bushwss clay, The reduction of payment will begin oil the first business clay following tho Agency's notiticatot► to the Contraetrir that the identified deficiency was not cured or satisfactorily addressed in accordance with the Agency -approved CAT'. 2. Services and units of services as referenced in Section II.D.2, of this contract -- Failutne to provide services in accordance with the current Agency Programs rind Services Hnndbook, the service tasks described in Section II,A., and Attachment XV, or failure to submit required documentation will result in a 21% reduction of payment per business day.'rhe reduction of payment will begin the first business clay following the Agency's notification to the Contractor that the identified deficiency is not cured or satisfactorily addressed in accordanecwith the Agency -approved CAP, 3. AdministVive duties as referenced in Section 11.DJ. of this contract — failure to perform management and oversight of program operations will result in a 2°/o reduction of payment per business clay. The reduellon of payment will begin the first business day following the Agency's notification to tlae Contractor that the identified deficiency was not cured or satisfactorily addressed in accordance with the Agency approved CAP. 'l. '11mely submission of a CAP Failure to timely submit a CAP within ten (10) business days after notification of a deficiency by the Agency Contract Manager 4vi I I result in a 2% redaction of paay rent per business clay file CAP is not received. The reduction of payment will begin with the subsequent invoice received from the Contractor and shall be prorated for cacti day the CAP was late follnv+,inp, the due date specified by the Agency and shall remain in effect until [tic contractor complies with the submission requirement, 5. aceptlons may be granted solely, in writing, by the Agency Contract Manager. 1V. SPECIAL PROVI.V10A'S A, Final Budget and Funding Revision Requests Final request4 for hudget revisinns or adjustments to contract funds based on expenditures for provided services must be submitted to the Agency Contract Manager in writing no later than December 31, 2022; email requests are considered acceptable. 8. Contractor's Financial Obliptions 1. Matching, Level of Effort, And Harnrnridug Requirements The Contractor will assurc, through a provision it) subcontracts, a match req�iirenment of at least ten percent (10%) of the cost for services flinded through this contract, except for services provided }pursuant to OAA Title IIID. The subcontractor's match will be made in the rorni of cash and/or In -kind resources. The Contractor shall report match funds by title each month. At the end of the cuntraot period, tine Contractor must properly match OAA funds that require a match. 2. Consumer Contributions Consumer contributions are to be used under the following terms; a. The Contractor assures compliance with Section 315 of the OAA, as amended in 2020, regarding ctansumer contributions; b. Vohuatary contributions are not to be used for cost sharing or matching; c. Voluntary contributions are to b:; used unly to expand services; and it, Accumulated voluntary, contributions are to be used prior to requesting federal reimbursement. Pago 34 of 93 January 2022 - December 2022 OAA 203.22 3. Use of Service Dollars And Management of the Assessed Priority Consumer List The Contractor is expected to spend all federal, state, and other funds provided by the Agency for the pu: pose specified in this contract. Fnr each program rurnaged by the Contractor, the Contractor mast manage the service dollars in such a inanner as to avoid having await list and a surplus of fttttds at the rand of the contractperiod, if the Agency determines that the Contactor is not spending service funds accordingly, the Agency may transfer funds to other AAAs during the contract puriud and/or ad', ust subsequent funding allocalions as allowable under state and federal law. 4. Title III Funds The Contractor assures compliance with Section 306 of the OAA, as amended in 2020, and will not use funds received under Title Iii to pay any part. of a cost (including an administrative cost) incurred by the Contractor to maintain u contractual or coinnnercittl relationship that is not carried out to implement Title Ill. 5. Carry Forward Funds Carry forward fiends roust be identified on Attachment Xl 11, Computation of Carry Forward and Ovur-Advance OAA Thic III, and submitted with the Closeout Repoit due to the Agencyno later than March 1, 2023. Requests for carry forward funds must he justified by the Contractor and approved by the Agency. All OAA carry forward funds must he budgeted In the same title as originally awarded, C. Remedim for Nonconforming Services 1, The. Contractor shall ensure that all goods and/or services prov.ded under this contract are duliverod direly, completely, and commensurate with required standards of quality. Such goods and/or services will only he dclivcrcd to eligible program participants, 2. If the Contractor fails to meetthe prescribed quality standards for services, such services will not Im reimbursed under this contract. In addition, any nonconforming goods (including home delivered meals) andinr ser�,ices not meeting such Standards will not he reimbursed under this contract. The Contractor's signature on tine Request for payment Form cetilfies maintenance of supporting documentation and acknowledgement that the Contractor shall solely bear the costs associated with preparing or providing nonconforming goods and/or services.'I'he Agency requires imnnediate notice of any significant and/or systemic infractions thatcotnprornise the qunilty, security, or continuity of services to clients. D. Incident Deporting The Contractor shall notify the Agency immediately but tie later than folly-clght (49) hours from theCunlydators awareness or discovery of changes that may materially affect tile. Contractor or any subcunti&lul's ability to perform the services required to be performed under this contract, Such notice shall be inade orally to theAgency Contract Manager (by telephone) with atn email to immediately follow, including the Contractor's plan for provision of services rtxltiired by contract. This plan trust detail the Contractor's anticipated plan for ensuring a continuity in services for each client impacted by and f'or the duration of the incident. Following submission of thcplan, the Contractor's is expected to provide the Agency updates in a fi-equeney determined by the Agencyas appropriate until the: incident is resolved, E. Volunteers The Contractor shall ensure the us-. of trained volunteers in providing direct care services delivered to older individuals and those individuals with disabilities needing such services. If possible, the Contractor shall work in coordination with organizations that have experience in providing training, placement, and stipends for volunteers or participants (such as the Senior Comrnutnity, Service Eniploymcnt Program or organizations carrying out federal service programs administered by the Corporation for National and Community Service). F. gnforcenusut 1. In accordance with Section 430.04, P.5., the Agency shall rescind designation of atn area agency on aging or take intermediate measures against the Contractor, including corrective action, unannounced special monitoring, tempormy assumption of operation of one or more programs by the Agency, placement on probationary status, imposing a moralorium on Contractor action, imposing financial penalties tar nonperformance, or other administrative action pursuant to Chapter 120, F.S„ if the Agency finds that anyof the following have. occurred: n. An intentional or negligent act of the Contractor has maternally aMoted the her+ilia, welfare, or safety of clients, or substantially and negatively affected the operation of an aging services program. Page 35 of 93 v4c) January 2022 - December 2022 OM 203.22 b, Tile Contractor lacks financial stability sufficient to ineet contractual obligations or that contractual funds have been misappropriated. c. The Contractor has committed nuiltiple or repeated violations of legal and regulatory requirements or Agency standards. d. The Contractor has failed to continue the provision or expansion of cervices after the declaration of a state of emergency. e. The Contractor has exceeded its authority or olllerwise failed to adhere to the terms of this contract with the Agency or has exceeded its authority or oilicrwise failed to adhere to the provisions spcci neatly provided by statute or rule adopted by the Agency. L The Contractor has failed to properly determine client eligibility as defined by the Agency ui efficiently manage program budgets. g. The Contractor has failed to intpletnent and maintain a Agency -approved client grievance resolution procedure. 2. In making any determination under this provision the Agency may rely upon findings ofanother state or federal agency, orodwr regulatory burly. Any clainis fordarn ages for breach of contract are exernpt from administrative proceedings and shall be brought before the appraprinte entity in the venue of Leon Omnly, Florida. In the event the Agency initiates action to rescind an area agency on aging designation, the Agency shall fallow the procedures set forth in 42 U.S.C. §3025(b). C. investigation of Crbninal Allegtitioiis Any report that implies criminal intent on the part of the Contr,sclur-or any subcontractors and referred to a governmental or investigatory agency must be sent to the Agency. if the Contractor has season to believe that the allegations will be referred to the State Attoiliey, a law enforccincnt agency, the United States Attornoy's office, or governmental agency, the Contractor shall notify the Inspector General at the Agency imiraediatoly, A copyof all documents, reports, notes, or other written material uuncerning the investigation, whether in the possession of the Contractor or subcontractors, must be sent to the Agency's Inspector General with a stunintity of the Investigation and allegations. REMAINDER Or- PA INTENTIONALL Y LEFT BLANIi Pago 36 of 93© January 2022 - December 2022 DM 203,22 ATTACHMENT I — VXHI BIT t SUMMARY OF STANDARDS FOR PROFFSSiONAL lN I?ORMAT(ON &. REFERRAL OLDER AMERICANS ACT PROGRAM The Department of Elder Affairs has adopted the following requirements based on the "Standards for Professional information and Referral" developed by the Alliance of Information & Referral Systems (AIRS) to address the unique needs of the Elder Helpline (Hclplino) Information and Referral (I&R) system. SERVICE DELIVERY The Service Delivery standards describe essential functions for providing information and referral services to optimize access to accurate, comprehensive, and unbiased information provided in a confidential and nonjudgmental manner. I) The Hcipline hours of operation shall he appropriate to address community needs. At a minimum, (lie Helpline must maintain business hours from 8:00 a.m. to 5:00 p.m., tvionday through Friday, except for state and national holiday observances. if there is s planned office closure during normal business hours, the 1-Ielplinc manager must notify Agency staff via emal I at least twenty-four (24) hours before tilt; office closure. a) if I&R services are not available twenty-four (24) ]tours a day, an answering system must be in place that identifies the agency, provides hours of operation, gives the caller the option to leave a message, and gives the number of an organization that will offer service in an emergency (e.g., directing callers to dial 9-1-1 If It is an emergency). Messages shall be responded to within the next business day, b) I£the Helpline has arrangements with another agency to provide after-hours or twenty-four (24)-hour coverage, the arrangement must he documented in a formal memorandum of agi-cementhuiderstandirig (MOA/MO t). 2) During hours of operation, the Helpline shall provide timely access to an I&R specialist, Recorcled messages on life Helplhie's volcemail system must be respnnded to within the next business day, when possible. Exceptions will be during periods when the Helpline is experiencing higher than normal call voluliie (i.e., SHINE annual enrollment period, public awareness campaigns or disaster/weather-related events), a) The Helpline must provide an option for the caller to leave a message at anytime when a call is holding in queue, b) The Helpline shall have a method of tracking call vulurne, including timeliness of response, and call abandonment. c) A record ofthe messages to the Helpline's voicemail system must be maintained and shell include the data the call was received and the telephone number of the caller. It is ircummended the successful or unsuccessful return call attempt be recorded in eCIR'I'S. 3) The, 11cl pli nu slurll ensure i&Tt services are provided by trained I&R specialists. At a niinirnuni, an I&R specialist must have a high school diplonia or Gl;D and three years of exporicnce, in 1&R services, case management, call center servic s, or relined social services work experience. 4) The Helpline shall ensure]&Rspecialists: a) Have the skills to meet the needs of people who time angry and hostile, manipulative, call frequently with the saute problem, or are otherwise difficult to serve; and b) Have the skills to meet the needs of older adults, adults with disabilities, and rather special populations. 5) The Ilelpline shall have a policy to ensure the privacy, confidentiality, and security of Helpline inquirers' personal infurination sand comply with all applicable state and federat lary to ensure lite. protection of inquirer records, ilncluding the Health Insuranec. Portability and Accountability Act (H1PAA). Staff with access to confidential information shall have'a signed agreement form on file that documents compliance with the confidentiality requirements of this paragraph. The identity of inquirers, their requests, and the informmation given to staff may be communicated to others if: a) The release of such Information is required by law or court order (c,g. reporting abuse); b) Careful coricideration by I&R specialists of the information provided by the inquirer indicates the presence orrisk of serious linrrn to the inquirer or another person, and the communication is limited to those persons who must be informed to reduce the risk of harm; or c) The inquirer has authorized another person or agency to receive the information. The inquirer specifies what information may be given and to whom, 6) The Helpline shall have a policy to resolve complaints froth inquirers and community service agencies, including those related to potential breaches of privacy and confidentiality. Pago 37 of 03 C41 January 2022 - Decerrnbor 2022 OM 203•22 7) The Helpline shall provide barrier -free access to its services to individuals and groups who have special needs (e.g. applicable technology or communication methods for people with hearing or speech impairments, language translation for Inquirers with limited English proficiency, and Americans with Disability compliance access for im.lividuals with physical disabilities if the Helpline assists inquirers at its facility), I lelpline staff assisting inquirers with limited English proficiency via the language interpreter service shall document the activity in the information and referrat system and submit a report of the Lang age Line activity to the Agency by the I Da, of each month. 8) Tho I ielpline shall make every effort to ensure that its telephone service is accessible from all telecommunication devices within its coverage area (e g. wireless and competitive local exchange carriers). 9) The Helpline shalt ensure. through appropriate queue management techniques such as schedule adhcrunce, that an appropriate number ofspecialisls are scheduled to meet the needs ol•callers. 1. A minitnuin of 2.5 MR stiff members shall be scheduled to work at all times). 10) The Helpline shall utilize technology that improves access to service and enhances its ability to serve inquirers efficiently and effectively while preserving the level and duality of its core services. `Ibe plain role of technology Is to enhance or strengthen pemon-to-person contact, not to reduce or discourage such contact or make it more difficult. "Technology" includes telephone systems, telephony, telecoimnunications, c-mail, online cleat, I&R software packages, electronic directories, and self-service mechanisms such as nuwntatcd attendoutslhiteractive voice response systems, fax -on -demand, video relay services, community kiosks, and searchable l&'R databases on the Internet. a) If the Helpline service uses telephone technology whidi allows for the collection of inquirers' personal identifying information without his or her explicit permission, it shitil develop policies and procedures that protect tho inquirer's right to privacy and anonymity while preserving the I&R specialist's ability to provide for the Individual's safety should personal identification become necessary, b) If the ielpline provides resource information through an automated attendant (a menu -driven telephone system), it shall develop procudures to encourage inquirers to transfer to a live specialist If consultation or guidance is required, Inquirers shall be able to slake the transfer without having to snake another telephone call, c) When the Relpiine. provides multi -channel access services simultaneously (e.g, in -person, telephone, email, live chat, SMSl(cxt, or social media, etc.), it shall ensure MR specialists divide their attention across all such services, as appropriate to the situation, without compromising customer service or limuliness of responses, 11) Tile Helplino provides its service at no cost to the inquirer. Standard 1: Information Provision information provision involves one-to-one interaction between an MR specialist and an inquirer, wherein tite I&sR specialist provides appropriate information and referrals in response to a direct request for such inforn nation. Information can range from a limited response (such as all organization's name, telephone slumber, and address) to a detailed description of community service system (such as explaining how intake works and required documentation by an agency), to help inquirers make tin inknmed choice. The i&R process consists of active listening and effective questioning; to determine the needs of the inquirer, clarifying those needs, providing requested information andlor identi fying appropriate resources and providing; enough information about each organization to help inquirers make an inibrmed choice, In situations where services are unavailable, the specialist is encouraged to help identify alternative strategies.. 1) The Helplineshall ensumtheoughtraining, monitoring, find coaching that I&Rspec iaiisis: a) Identify themselves and tine Helpline according to agency guidelines. b) Rstablish and maintain rapport with the Inquirer and use active listening skills and empathy to discern the presenting problem, c) Respond to each inquirer in a professional, nonjudgmental, culturally appropriate, and (lmcly spanner; d) Use clear, jargon -free language And oil appmpriate toile ofvoice and inflection to convey empathy and engagement with the inquirer's situation, e) Identify underlying or unstated problems, when appropriate. f) Determine any specific needs or preferences to access services (e.g. language needs, evening or weekend hours, proximity to public transpnrtatinn, or disability access).; g) Clarity and confirm the inquirer's needs using techniques such as paraphrasing before providing Pogo 38 of 93 !ra January 2022 - Decuinbor 2022 imferralslresourccs; lr) Explore the inquirer's own resources (c.&, friends, Nally, fatih-based organization) OM 203.22 i) If demographic information is being collected that is not directly relevant for an "information only" contact but is required by contract or to enhance community ruporis, provide an explanation to the inquirer about why the information is needed. The primary goal of data collection is to garner enough information about inquirers to help them address or resolve their problems; j) Effeetively uti,:ze the resource information system to identify resources to meet the inquires—'s needs. It) When possible and practical, provide at least three referrals to give the inquirer a choice while being careful not to ovcrwlichn the inquirer with too many options; 1) Encourage inquirers to c:urdact the Helpline again if needs were unmet, infurrnalion was incorrect, or f'or future needs. in) Accurately record what occurred during the course of lite inquiry, tho calilcoratact type, and the problems and needs that were addressed. 2) The IIelpfne shall ensure that every call, including information only calls, is documented at the end of the call in the information and referral system. Standard 2: RcferrallAssistanee and Client Advocacy The Helpline shall offer reterrallassistance, or client advocacy, when necessary, to ensure Individuals receive the benefits rind services for which they ore eligible. The provision of referral/assistance services involves one-to-onc interaction between an I&R specialist and an inquirer, wherein the 1&R specialist determines the needs of the inquirer, identifies appropriate twources, makes referrals to organizations capable of meeting the inquirer's needs, and provides enough information about each organization to help inquirers make an informed choice about the service and resources most approp elate to meet the consumer's treed. In situations where resources are unavailable, the I&R specialist shall assist the inquirer in problem -solving to identify alternative stralegics and manage expectations. When necessary, the I,&R specialist will uutively participate in linking the ingi- irer to needed services. Client advocacy seeks to meet the inquirer's needs without Attempting to change social situations, and for purposes of these standards, sloes not includes system advocacy or legislative advocacy (lobbying). All advocacy efforts arc consistent with written policies established by the Area Agency on Aging (AAA) and proceed only with the permission of the inquirer, 1) Make an accurate assessment of the incµrircr's problems and needs tasking relevant questions to obtain the information necessary for an necunwe referral. 2) Clarify and confirm the in(juirer's nced(s) using techniques such as paraphrasing before offering referrals. 3) Intervention, when necessary, on behalf of individuals to help them obtain needed services. When warranted, the 1&R service makes one or more additional calls or takes other actions on the inquirer's behalf and uses an appropriate agency mechanism to ensure inquirers get the information turd/or help they need. When warranted awl with (lie inquirer'; permission, the I&R specialist shall make direct contact with an agency and communicate on behalf of the inquirer through lhrco-way calling, notify the agency of -the inquirer's forthcoming contact, or schedule an appointment with the agency for the 'inquirer. 4) The Helpline refers individuals to an organization that specializes in providing advocacy when the level of advocacy required by the inquirer exceeds the limits of the flelpline's advocacy policy or an effective use of Its own resources. 5) The Helpline shall have policies to ensure the privacy, confidentiality, and security of personal inquirer information; and has agreement forms that staff, visitors, and others with access to conlidcntial infornation sign to document their compliance. Identifying information about inquirers, ihcir requests and the information given to them is not communicated to others unless either; a) Roleaso ol'iniormalion is acquired by law or court order. b) Careful consideration indicates the presence or risk of serious harm to the inquirver or another person, and then communication may be only to those who must be informed in order to reduce harm or risk, c:) The inquirer has given explicit permission for the information to be disclosed to another person Or agency. The inquiror spco ics what information iney be given and to whore. This applies to individual advocacy situations as %veil as those involving shared case coordination. Page 39 of 93 0 January 2022 - December 2022 OM 203.22 () The Heliline may engage in enhancements to the initial I&R transaction such as prompting inquirers regarding their interest in additional resources, application assistance, and appointmont sett.ing. 11hcsc enhancements are clear in terms of their scope and expectations. 7) 'The Helpline shall have a process to resolve complaints from inquirers and community service agencies, including those related to customer satisfaction, accuracy of referrals, and potential broaches of privacy and confidentiality. 8) Accurately record what occurred during the inquiry as well as the probleins and TIMIS thal were addressed in the information and referral for use in reports and as needed, 9) Hollow -up to determine the outuanre or the rererrallassislunce is vonductcd within 14 business days for each referral when assistance and/or advocacy is provided and is cunducicd with tho referred person andlor the resource. The referral cannot be counted as a unit ofson0cc until follow-up is complete. If follow-up is not completed on a referral, the service inust be documented as nu "Information" contact type. &airdard 3. Crisis Intervention The Helpline shall he prepared toassess and meet the iininediate, short-term needs of inquirers who are experiencinga crisis and contact the Helpline for assistance. Included may be individuals at risk of suicide, homicide or assault, family or friends who have experienced suicide, victims of domestic abuse or other forms of violence, elderJdependent adult abuselneglec(, sexual assault survivors, people experiencing a psychiatric emergency; people with substance use disorders) who arc in crisis; survivors of a traumatic experiencco; and others in distress. 1) The Helpline shall have written crisis intervention policies and procedures that include prat acols for specific types of emergencies„ Included shall be safety riskasscssnierrt procedures, protective measures for individuals in endangerinent situations, and protocols that address inquirers wlro wish to remain anonymous yet require direct inturvc ntiun, 2) If the I lelpline does not provide formal crisis intervention service, the Helpline shall have a prearranged agreement and documented protocol with an appropriate crisis center that provides format crisis intervention scrvicc. 3) The Melpline shall ensure through training, monitoring, and coaching that MR specialists have the skills to- n) ttecogni7e when an inqubw is experiencing a crisis. b) Dotermine whether the individual is in immediate daugm- and talk appropriate steps to ensure that the inquirer is safe before continuing with an assessment. c) Recognize when an inquirer is in immediate need of intervention (e.g., when a person is in medical crisis due to a substance use disorder, has taken steps to end her or his life, is a victim of recent violence or is experiencing a psychiatric emergency). (l) De-escalate and stabilize the inquirer and help hinilhcr remain calm. e) When necessary, follow the organisation's rescue protocol for when to access 911 or other ermergenciy personnel to request that they intervene. In these circumstances, the individual's safety overrides confidentiality concerns, tj Keep the incluirer on thetelephone pending referral or issue. 4) In case or suspected cider Amu, the Hclplinc has protocols that comply regarding mandatory reporting and completes a report when required. S) in situations involving suicide or hoinicidc, the Helpline understands the circumstances tinder which a safety risk assessment is required and conducts an npproprinte assessment when necessary. Rislc assessments are documentod and include a demription oaf specifle actions taken in response to the situation. (i) 'rhe Helpline shall have a protocol for dcbrioling MH specialists following a crisis call, 7) in cares of domestic violence and other endangerment situations, the Hulplinu shall ensure that I&R specialists take special precautions to safeguard the inquirer's identify and all aspects of their interaction. Page 40 of 93 0-10 January 2022 - taocombor 2022 orin 203.22 S) The Helpline shall use a variety of means to support its ability to connect with 911 or other emergency rescue services, including Caller ID or a call tracing arrangemem( with the telephone conipm)y or the identification of an IP address. Al a minimum, there is a separate external telephone line that is available lbr initiating rescue procedures without interrupting the crisis call. I&R specialists shall follow llrc agency's MR service protocol for addressing callers who wish to remain anonymous yet require rescue. 9) The Helpline shall ensure, when feasible, that MR specialists connect Inquirers in crisis situations to a formal crisis intervention service in the community for assistance and support once the inquirer's ina nediate, short-term needs have been met. The etuuiection slydll be made by direcl transii;!, when passible, and the MR specialist shall follow the protocol established by tho Helpline's prearranged agreement with the crisis center. 10) For inquirers in crisis situations who are not at imminent ride, the I&R specialist assesses their immediate, short-term needs and connects their with a crisis intervention svrvict. for ongoing assistance. The connection is made by warns transier, when possiblo, and the MR specialist follows the protocol established by agreement with the crisis service. tl) If possible, MR specialist are encouraged to participate in crisis intervention professional development training to upgrade existing skills and learn new skills. 12) The I Ielpline shall record acts of crisis intervention and its outcomes for use in reports. Stondard 4: Follow-Urs The primary purpose of follow-up is to contact inquirers to find out if their needs were nnet. and If nut, wily, Follow- up with inquirers who are at risk and/or vulnerable and in situations where the specialist believes the inquirers do not have the necessary capacity to takethe needed actions to resolve their own situation.. Additional assistance in locatingor accessing services may be necessary. FOHOW-up is required for each referral when assistance and/or advocacy is provided and must he completed within 14 business days unless a crisis suggests a more iminediate follow -lip. 1"I . Examples of situations in which follow-up should normally occur include: a) Vulnerable households that are without heat during winter. h) Older adults having trouble expressing their needs. e) Older adults; with disabilities who have received an eviction order. d) Older adults with no health insurance who need health care. e) Individuals needing emergency shelter. 2) The Hulplhic shall crnsure follow-up with inquirers taho are at risk or vulnerable acid In situations where the IBcR specialist bclicves the inquirer tacks the capacity to follow through to resolve the problem; if the inquirer cannot be contacted, the Helpline shall ensure follow-up with the organizoiion to which a referral was made to determiric if the individual's need was addressed. Unsuccessfill attempts to contactthe inquirer shall not conclude the follow-up process and shall not he counted as a completed referral. 3) During follow-up, If it Is determined that the inquirer has not received services or the need has not been met, the I&R specialist shall determine whether there is a continued need and snake additional appropriate referrals or engage in enhanced problem solving. The I&R specialist shall also determine whether the inquirer has idditional new needs and makes appropriate referrals prior to completing the contnct. 4) The MR specialist shall document the fol low -up results (whether service was received or there was tin unmet need) In information and referral system for use in repoits and as needed. Information gathered during the follow-up process shall be used to evaluate the ei'feetivcness of existing community service pr(-viders and to identify gaps in community services. Standard 5: independent Access to Rcsourec Information The Ielpline. shall provide calrurltinity, resource information in a variety of ways to facilitate independent access for the public and other human services professionals. These options provide additional choices for inquirers and complement the alternative of one-to-one interaction with an MR specialist. Page 41 of 93 0.10 January 2022 - December 2022 UAA 203.22 1) The I-#elpline shall expand access options for the public by making all or a portion of its resource database ulvailablu o1i the Internet at no c(A. The elements that increaso the effectiveness of a publicly accessible resource database include: a) An easy -to -remember 1JRL; b) A prominently displayed search button; c) A scarch page that is clean, well -organized, and easy to navigate; d) A keyword search window, that employs search logic which produces an lneluslve search resells list. e) Keyword searches that include partial and full -word matching. Entered text must appear at the beginning of words for the terns to he retrieved. For example, a search on "aging" would ignore words like `managing"; C) The ability to scarch agency, site, progoin, and AKA names. g) The ability to filter itsults by geographic locationfarea seiwed; and li) A cleanly designed search results list that includes the data elements that are most important in providing inquirers with the details they need to ma'.te informed ohuices about their options. 2) if the Ielpline provides a mechanism far independent public access to community resource information, the Helpline shall ensure that it includes information about how to connect with an i&R specialist if consultation and guldnnee are required (for example, the ability to press "0" nt any thne when listening; to a recorded message or to engage in instant messaging (IM) or chat when searching for resources an a website). Standard G• Service Delivery Data Cullectimu, Analysis and Rcoortine Service delivery generates valuable information about the problemsfneeds of community and the nvailability of resources to meet those needs.'I'he Helpline shall collect, analy7c, and repnit Insightful data concerning inquirers and their needs in ways that are useful to the Helpline and its community partncrs. The Helpline shall use a secure, confidential system for collecting and organizing inquirer data collection that provides a basis for describing requests for services and unmet needs, identifying service gaps, and informing decisions about the scope of the resource database. Inquirer dataa includes information gathered during the original contact, follow-up, and customer satisfaetioru.Iqua'ity assnrance calls. Data collected for IBcR service analysis and reporting purposes are based on WR agency policies and local, state, and/or national requirements. 1) The Helpline shall ensure that inquirer data is made nvailnble in aggregate furruu to protect the confidentiality of individual Inquirers. 2) The Helpline shall maintain documentation on all inquiries Inns a defined sot of inquirer data elements to be used fur reporting purposes aril recognizes that inquimr5linve the right to withhold information. 3) The data collected provides enough information about inquirer needs, whether gathered through the original contact, during follow-up or via customer satisfaction survey/quality assuranco surveys. 4) The I&R service may use data collection and analysis strategies that employ sampling techniquess. Sample size should also reflect the confidence level in the data presented. The chart below illustrates a range of appropriate sample size with such random samples gathered on a quarterly or monthly basis. Page 42 of 93 Januajy 2022 - Uecember 2022 Otw 20.1.22 Requi►vd completed samples with a Required completed samples with a Cali Center Annual Call Volume 95%confidence Icvcl and a 5% 95% confidence level and a 3% ural-girr of error, margin of error. 5,000 357 RRQ 10,000 370 965 30,000 380 1,031 5) The I lelpline shall ensure that inquirer data collection and reporting activities facilitate the analysis needed to support: a) The human service needs of inquirers; b) Outreach to diverse communities c) Community needs assessments; d) Community planning; e) Allocution of binding; and fj 'System Advocacy G) The Helpline shall ensure that the data collectcd provides enough information about inquirer needs to identify the following: a) Service requests; b) Met and unmet needs (gathered through the original contact, folicw-up, and customer satisfaction/cluality assurance surveys); c) Trends in community service provision and/or gaps in service, cl) Demographic data; and e) Profiles of inquirers served (aggregate data only). 7) The data cullccted far reporting purposes shall Include: n) The total number of incoring contacts/inquiries by phone (incoming calls) recorded by the phone system and answered by the I&R specialist, including transaction calls (calls in which problems of needs are addresses# and for each problem/aced, the type of service provided by the I&It specialist (information only, referral, reforral- advocacy, referral -crisis, and crisis intervention services); or non -transaction calls (calls answered by the MR specialist that are (tang -ups, wrong numbers, Incoming administrative or personal calls, or other cults in which there is no productive convcmatirnr between the I&R specialist and the inquirer and no assistance is provided). h) The total number of MR contacts/inquiries from calls and other sources recorded in the WR system in which inquirer problems or needs are addressed. O lter sources includo thu t'ollowing: 1) '1'ransactioncalis; ii) Face-to-face contacts (walk-ins or 1&tt interactions in ether settings such as community facilities); ill) Emnil contacts; iv) Vnicenlail contact responses; v) Social media interactions; vl) 'i'ext/5MS messaging contacts; vii) Online chat contacts: viii) Video relay/chat contacts; and lx) Regular mail contacts. c) The total nutrrlter and types of problemshruetW prescnted by inquirers. d) The geographic and demographic profiles of inquirers (i.e., who Is calling and where they are calling, front). Page 41 of 93 CAE January 2022 - Docember 2022 OA+A 203.22 e) The programs that received referrals. 8) The Helpline may also enlleet infnimatinn about other types of I&R activities, in addition to i&R inquiries, but those figures will not he added to the contact/inglAry total. Included'are; a) Website visitor activity (e.g., total visits, unique visitors, individual page visits, searches conducted); b) People accessing recorded information; e) Social uiediu postings; d) Outreach presentations; e) Brochure% and/uruther publications dis(ributed; 1) Outgoing advocacy calls; g) Outgoing eustotner saticfactionfquality assurance calls; lt) Outgoing follow-up calls; t� Outgoing calls to verify resource information: and J) Community problems/needs reporting. 9) The l Ielpline may also report, as necessary, on key performance indicators derived from its quality assurance and related activities sucit as average times of transactions, results of internal and independent call monitoring processes, average answering times, unmet demand (such as abandoned calls), complaints and commendations, as well as case stoles that illustrate recent examples of situations and outcoines secured by the I&R service. RESOURCE DATABASE The Resource database standards require that the IIelpline develop, maintain, use, and disseminate an accurate up -to -slate online resource database that contains information about available community resources including details about the services provided and the conditions under which they are available. Standard T: Inclusion/Exclusion CriEesria The Inclusion or exclusion criteria provides the parninctcrs for human services agencies and programs in the resource database. The criteria are uniformly applied and available so that staff and the public are aware of the scope and limitations of the database. The Helpline shall have a document that describes the inclusionlexefusion criteria for the contents of the resource database. The criteria are uniformly applied and available so that staff and the public are aware of the scope and limitations of the database. Tito inclusiewexclusion criteria shall be consistent with and support the ability of the t&R service to maintain the resource database per the quality requirements orlhe AIRS standards. The Helpline shall not charge a fee for the inclusion of any orgnni7.ation in its published resource database. 1) The Inchrsionlexclusion document 'includes an appeal process for organizations seeking clarifteetion on either tare document itself of the application of the criteria. 2) The I Ielpline shall ensure the inclusiott/exclu%lon criteria is reviewed and updated, at A minimum, every three years 10 ensure drat it continues to meet the changing needs of the community. Standard 8: Data Elements The resource database contains data elements that provide information about organizations that incct criteria for inclusion, the services provided by each organization, and the tocatinns (sites) where those services arc available, Each record shall contain all required data cletnenls, where applicable. 1) Mandatory and Recommended Data Elements: The chart below lists data eLetnents for the Agency/Main Site portion of an orgenizationnl record, Location/Branch data elements, where additional sites exist, and the programs and services provided by the orgonization.'rhe Mandatory orReeor upended Status of each data element is also indicated. Notc that "Mandatory" ineans that a data element will be entered if drat information is available (for- example, if documentation Ls needed to apply far a service, then that information must he added. If no documentation is required, then the field can be Ieft empty). "X" is a designation for "non -applicable," Page 44 of 03 CAO January P022 - December 2W) OAA 203,22 AIRS Data Elements AIRS Data Record Cattgory Agency site Mandatory Service/Ptogiam Name AKA (Also Known As) Narnt{s) Mandatory Manwatory Mandatory MaWatory X X Mandatory x Legal Status Mandatory Recommended Federal Enip] oyer I (lent i fication Number (EINI -IN) IRS Status X X Recommended X Mandatory StreetlPhysical Address(es) MailingAddress(es) X X x X Mandatory Phone Numbers) and Types Mandatory Mandatory Mandatory Website URL(s) including Social Media Recommended Recommended Recommended Email Address(es) Recommended Recommended ReconuncodW Name and Title. of Uirector/Manager Recommended Mandatory Recommended Mandatory Recommended Description Mandatory 1]nysfHoursofOperation Mandatory Recommended Recommended Mandatory x Access fur People with Disabilities x % Travel Information Eligibility — - Recommended X X X X Wlandatory Recommended Kocommended Recommended Recommended MandatwT Mandatory Geographic Area Served Languages Available Documents Required Application(IntakeProcess Fees/Payinent Options Taxonoiny Tenn(s) for Services/Targets X x x X x X X X x X x 2) Database Record Administration Dote Elements: Data elements that relate to the database record itself and are purely administrative in nature are included in a separate table. Most are automatically assigned by the system, not maintainer by resource specialists, and not shown when rccords are published. The exception is the data or last formal veriflcatlon which many IIelplines choose to include, rAIRS Data Flenrents Record Administration Unique ID Number Record Ownership Code Date of Last Formal Verification contact for Formal Verification Mandatory Mandatory Mandatory Recommended Paga 45 or 93 ICAO January 2022 - December 2022 Date of last Interim Change Contact of Last Change Resource Specialist for Last Change Record Status (Active/Inactive) standard 9: Ciassingoon systenn craxonomyl Mandatory Iteconmtended Mandatory Mandatory OAA 203.22 The I&R service uses the AIRS?211 LA County Taxonomy of Hunian Services to index and facilitate retrieval of resource information, increstse the reliability of planning data, make evaluation processes consistent and reliable, and facilitate state and national aggregations and comparisons data. Additional classifientinn structures such as keywords, if used, are connected to the'Taxonony rather than functioning as independent Indexingsystems. Standard 10: Content Mannuement and Indexina The f1blphne Shall CnSUre through training, database manatentcnt proccduress, and supervision that a resource specialist organizes information about human services organizations into database records thnt accurately and concisely reflect the agency, its location and its scrvicWprobrams; index the services provided by ench organization using the AIRS/211 LA County Taxonomy of Hnman Services in accordance with recognized and consistently applied practices; and assign other search keys in a way that accurately reflects the conditions under which services are availab)o. t) The I ielpline shall ensure use of l&R soflware that supports the AiRS Resource Database starciar(h as follows: a) Information in the resource database is accessible in ways that support the I&R process; and b) The software module used by MR specialists allows for search and retrieval by: I) Organization, service site, and program name and related AKAs; ii) Type of services pivvided (using Taxonomy leans including use references and see also references); iii) 'Target population served, where applicab:e (using Taxonomy target terms); and IV) Area served. 2) The Hclptine shall ensure through training, database audits, and coaching [lint resource specialists understand the human service delivery system including the sectors it eomprises; the differences iaetween [hu public and private sectors; how goverrunent, nonprofit, and for -profit organizations are organized and funded; the major types of service: providers in their community; the broad range of programs and services they provide, tend how these organizatinns and the sectors they represent relate to one another- and the people they serve. 3) The Helpline shall ensure documented procedures are in place for identifying new rmources, acgttlring information about them And, upon inclusion In the database, verlf ualion by the organization. a) To collect information/data elements uniformly across organizations, (lit; Helpline shrill develop and use a standardized profile ("survey'l for new organizations to be included in the resource database. d) The Help line shrill ensure documented procedures are in place for gathering and integrating itntcrint information changes (i.e, changes that occur between the annual updates). 5) Organizations that do not respond after multiple al(empis but cannot be deleted Because they offer critical services, shall be updated via alternative methods (phone, website, or site visits). However, documentation on how the update was obtained and the reason for the decision not to delete the record are required. If updated by telephone, (lie name of the person who eoniinned the information and the date shall be recorded.. if updated through a website, information that the update was verified visa the Internet and the date shall be included as documentation. If updated by silo visi(, (Ito ntrtncs of the peoiyle visited, and the date shall be recorded. Once the MR service is satisfied That it has obtained the hest information possible and has doernilCnted how and when the upstate was performed as well as the reason forthe decision not to delete the record, it is petimissibte to mark the agency as having received its annual review. G) The Helpline shall ensure the update form, or the accompanying cover lett+ur, has a statement that the Helpline reserves llie right to edit Information for brevity, clarity, and content, and to publish the information in a variety of media, subject to confidentlality issues. St• nt1 rd Ili: Database Search Methods Page 46 of 93 ,ICAO January 2072 December 2022 ©AA 203,22 The quality assurance review process ensures that information in the resource dalxbase is accurate and corrrplete. 1) The Helpline shall have a documented process for verifying information in the resource, dalabase either annually or on a continuing basis diroughoul the year that involves multiple attempts to achieve a 100% verification rate within a 12-month cycle. Iriforination (hat vAinnot be verified may be considered for removal for the dntabnse. 2) The Helpline shall he able to generate a report that list% resource rewrds according to the date of last ibrinal update to identify records that are out of compliance. The report shall be run at least quarterly, If more than 50% of records are out of date, the Helpline shall create a plan to bring the database up to date, ;i) The Helpline shall ensure the resource Agency provides feedback to outer l&R staff regarding impartantchanges that have been made in the database as a result of information MR specialists have supplied. Standard 12: Resource Untahese Data CDIICCtiOn, Analysis and Reporting The creation and maintenance of l&R resource databases generates valuable information about tho services and programs available within a community. The 1&11 service collects, analyzes, and reports insightful informatiou regarding the types of services available, (lie oiganirations that provide them, and the areas in which services are available (and unavailable) in ways that are useful to thernschms and community partners. An analysis of the resource database maintenance process also reveals information that can enhance both the quality and productivity of cac:h MR service (for exrimple, by identifying Issues for staff training). The Helpline°s resource database is die prime source of information about the programs and services available to the community served by the Helpline. Standard 13: Cooperative Relationships within the 1:&R. System In communities that have comprehensive and specialized MR providers, the Helpline shall develop cooperative and respectful relationships to build a coordinated 1&R system which ensures bread access to tcYcit services, maxhnizes the utilisation of existing i&It resources, avoids duplication of effort and encourages seamless access to community resource. information, 1) It is recommended that tlic Helpline participates in ongoing cooperative program planning and development activities that take into consideration community needs, existing resources, and the activities of other MR services. 2) The Helpline shall work cooperatively with other cctmmimi(y I&R providers to Identify changing community nccds and (o respond to those needs in a timely and appropriate fashion. Regular cooperation ensures that there is an intrnediate and effective response to the following: a) Sudden changes in community conditions (e.g. community wide disaster) that may require special outreach elloris or other forms of collaborative response; b) Changes in legislation; and e) New information related to die area served that needs to be incorporated. Standard 14., Cooners(ive Relationships ivttli Service Providers The Helpline shall develop cooperative working relationships with local human services providers (e.g, fond pantries and local homeless shOlers) rind larger service systems to build an integrated service delivery system that provides broad access to community services, maximizes the use of existing rersOurCes, and facilitates the ability of people who need services to easily find the most appropriate provider. I&R services with broader geographic reach (e.g, statewide, province -wide, regional, or national level programs) shall strive to develop shnilar working relationships within the area they serve. Tito Helpline shall work cooperatively with service providers to address issues that have a critical impact on thy. community such ns disaster relief and recovery, homelessness, health care service delivery, And one -stop collocated hurnan services. DISASTER PR RP'ARlr;laNL+'S& The Helpline shall assess its role in meeting the needs of the community during times of disaster, which may vary depending on the population served. The role tine Helpline plays in disaster situations may vary by the phase of Cite disaster (i.e., preparedness, response, rellef, and recovery), The I olpline shall provide information and referrals for inquirers who are experiencing a crisis due to a disaster of natural or human origin, Preparation includes development of an emergency operations and business contingency plan that enables the Helpline to continue providing services if its own facility is damaged or destroyed; and to support its ability to effectively accumulate, validate, and disseminate accurate disaster related information, the lieipline shall provide information and referral assistance for individuals impacted by a disaster, And provide COmrnunity reports regarding inquirer needs and referrals. Page 47 of 93 IcAo January 2022 - December 2022 OAA 203.22 Siaadxrd S: Emergency Operations and Business Contingency Flan 1) The Helpline shall have a written disaster plan that specifically addresses incidents curmmon to fire area, and comprehensively prepare staff for most typical emergencies 1, The plan shall have twu componetris: a) An emergency operations component that defines what constitutes a disaster as well as the organization's disaster response expectations, both hitcrvally and from the perspective of external stakeholders, and describes the stems the organization must take to meet the needs of tho community in (lie aiiertnath ol'an event; and h) A Continuity of Operations Plan (COOP) component that rulerences emergency preparedness and mitigaation activities, such as structural alterations and changes in business operations, and dclincales the steps to Ire taken Ware, during, and after an emergency to prevent or rnirrianiza interruptions in himiness operations and errsure tong. term recovery. 2) The Iielpfine shall have emergency operation procedures in place for maintaining service delivery during and after an emergency that may occur in the sank ar'ca in which the program is located or in an area that impacts service delivery. The written procedures related to a) Personnel Coordination i) Designation of key staff; ii) Delegations of authority; iii) Order ofmiceession; iv) Expectations of pmonnet during duty and non -duty hours. Notification of personnel during dwy and non -duty hours; b) Desigtratiou of mission -essential ftuletions; L) Dtsigmttionofalternative faeilitics; (1) Continuity of communications among staff hefnre, during, and after a disaster; e) Securing access to vital records and databases; and f) Plains for reconstitution and termination of emergency measures. 3) The Helpline shall have written procedures that address specific types of emergencies including power oulages, fires, medical emergencies, bomb threats, radiological thrcrt(s, workplace violence, and other incidents that may require different forms of response, (e.g. duck, cover, and hold during an earthquake or sheltering in place during a mcliological emergency). Procedures for contacting emergency personnel shall be included. 4) The Helpline shall have written procedures for emergency evacuation of the facility following a disaster that impacts the immediate area surrounding the facility and potentially thrcatem staff safety, Procedures shall include special arrangements for helping staff or visitors with a dkability leave the building. 5) The Helpline shall have written procedurrz for maintaining service delivery (e.g, answering inquiries and conlinuing to update community resources) during and alter an emergency, including relocation or alternative modes of service delivery. If the MR service plans to relocate in the event of loss of facilities, alternative sites will be identified. 6) 'l'he Helpline shall maintain critical contact and infrastructure information (e.g. telephone service provider an(] building management information). Standar(j tbt Relationships whit Emereencv and [relief Operations The Helpline shall participate in ongoing cooperative disaster response planning in the community and establish relationships, as necessary, to become recognized as an integral part of the community's emergency preparedness and response network. 1) The Helpline shall ensure understanding of the command -and -control structure within its jur►stiiction (i.e. the responsibilities and authority of officials artcity, county, state/provincial, and federal levels) and its role and that of other orgarriZations in the response, relief, and recovery phases of a disastw'. 2) The Helpline sliall enure. active patrtieipation in community meetings that aiddre;ss plans for disaster preparedness, mitigation, ruspow., relief, and recovery. Page 48 of 03 CAo January 2022 - Uecernbsr 8Ux2 Standard 17; Disaster Resources OAA 2W.P2 '['he Helpline shall develop, maintain, and/or use an accurate, up-to-date computerized resource database containing information about available community resources that provide services in times of disaster. Database records shall include descriptions of the services organizations provide and the conditions under which services are available and shall be indexed and accessed using the Disaster Services section of the AIRS/21 I LA County 'Taxonomy of l Inman Services. 1) The Helpiitic shall ensure the rosource database includes Information about permanent Iocal, state, and federal disastcr- related resources. 2) The I lelpline shall ensure the addition of information in the resource database about organizations that have no formal role In emergency response but emerge in the oo:itext of particular disaster, specific relief and recovery services that coins to life in response to the specific needs of the community, and specific services offered by organizations with a permanent record in the database (such as Red Cross Service Centers, special needs shelters, ctu,). 3) The Helpline shall update the disaster resources annually, immediately prior to an anticipated disaster at,d tluoughout the response, relief, and recovery periods. 4) The Helpline shall have an alternative means for allowing staff to access disaster resources if computerized amens is unavailable. 5) The Ielpline shall verify all information before sharing it with others during a disaster, A sU:ainlined verification process crust provide a sufficient level of data validation to ensure accuracy. Sfnndald 18. Disaster -Related MR Service Delivery The Helpline shall provide information and roferral serulce� to the community during (when appropriate) and following a disaster or other emergency. This service: shall include assessing the needs of ilia inquirer, evaluating appropriate resources, indicating organizations capable of meeting those needs, and helping inquirers for whom services are unavai [able by locating alternative resources and actively participating in linking inquirers to needed services or volunteor opportunities. t) The I lelpline shall ensure adequate staff to meet potential increases in inqui,. er contacts and needs, 2) The Helpline shall have in place mutual assistance agreements with other IBeR services that include provisions for relocation of staff and/or redirce iau of calls. 3) The I lelpline shall have a written protocol for stag' who are assigned to provide information and referral at local assistance centers (LACs) or other off -site locations. 4) The Helpline shall ensure MR specialists have the skills to respond effectively to people in crisis, work cooperatively with other organizations, remain flexible in a rapidly changing environment, are willing to work under adverse conditions (o.g, long hours or uncomfortable surroundings), are aware oftheir own stress level and coping mechanisms, respond appropriately in lira; -to -thee communications, and work within boundaries of their MR role, 5) The Belpline shall ensure I&R specialists nit knowledgeable about ilia government emergency response service delivery system, the types of services people typically need before, during, and fallowing a disaster, Ilia organizations that generally provide such services, the types of organizations that may bu closod or otherwise linable to deliver services duo to an emergency (e,& government offices and courts), atypical services people may need to access (e,g. open hardware stores and functioning ATM machines), and the structure and contents of the disaster database and/or otlicr approved sources of disaster -related information. Standard ig, Disaster -Related Data Colleetlon/Reports The Helplinc shall track inquirer requests for service and referrals, collect demographic Information from inquirers, and produce reports regarding requests for disaster -related services and referral activity. 1) The Helpline shall collect and organize inquirer data that %cilitates appropriate deferrals and provides a basis for describing requests for disaster -related services and klentifying gaps and overlaps in service. 2) Following all emergencies that necessitate implementation of the provision.^, of the Disaster Pruparudness standards, the Helpline shall produce an after -action report that documents the special activities of that agency with a focus on what worked well and what needs to be improved through i cvi., ions of the agency's disaster plan and/or additional training or staff. Page 49 or 93 Q I () January 2022 - Dsmmbpr 2022 Standard 20., DisAster-!!elated Tminicloev Reattlivirients OAA 203.22 The Helpline shall have technology in place that facilitates (lie ability ofthe organization to maintain service delivery during limes of disaster or a localized emergency, Rmunarncndations for continued operations include an emergency generator, back-up systems for lclophorres, or an alternate plione number in n dilterent location for staff to access the agency, in case of an emergency that makers tho regular phone lines inancessible. 1) The Helpline shall ensure regular and emergency methods of electronic communication (via email, instant messaging, textISMS messaging, satellite phones or mobile devices) between staff and rnanagernnt for use internally, for afler- hours contacts, and when necessary for pre -and post -disaster events. 2) The Ilelpline shall establish relationships wilh its telephone service provider, Internet Service Provider (ISP), website hosting vendor, and MR sotlware vendor to ensure thslt the organization is given Vigil priority for cotttinuetd service ill times of disaster. 3) The Helpline UR service shall have the: ability to reroute calls to another location if its own business silt is not accessible. Standard 21; Disaster Trainiut=_ and Exercise The Helpline shall train staff on emergency operations and business expectations upon hiring and provide ongoing training at least annually. It is ree:ommended that the; Ilelpline artively participate In community disaster exeruisas to test the Helpline's emergency operations plan. The Helpline shall provide general training fur staff that addresses the specific types of disasters common to the urea, (lie Helpline's role, and mission in litnes of disaster, the phases of disaster, federal, state/provincial, and local response plans and resources, and other topics that will help prepare staff for an emergency and ensure that their tint! rrstand their Felpline's commitments. ORGANIZATIONAL EFFECTIVENESS The Organizational Effectiveness standards describu the govewr►nce find operational structure the Ilelpline needs to ltllill Its mission, including development of policies and procedures. Standard 22: Governance and Oversight The Helpline shall operate under the auspices of the AAA, ,which is governed by representatives of the diverse interest of the canna usaity. I) The goveming body shall oversee implementation of program goals and objectives to ensure quality of service and suslainability of the ,AAA and the Helpline. The governing body (Board of Directors), at a trtininSutit, shall: a) unsure that the Helpline has an adequate number of staff find a program manager who is accountable for the operation of the Helpline; b) Assist In procuring financial and technical assistance to sustain the MR service; c) Adopt an annual budget, maintain financial records, and provide for, an annual audit by an independent certified public accountant; d) Promote the Helpline system thmughout the community ensuring Appropriate publicity, public relations, and outreach. 2) The Helpline shall formally Adopt, date, and regularly review wrillen policies that clearly articulate the gerieral principles by which the Helpline is managed. The Ilelpline shall ensure that organizational policies are available to all employees and that they include employee and hiring policies and procedures. 3) The Helptine shell have a formal process for registering and resolving complaints from inquirtrs, sln(f nlcrilbcrs, and file community, and shall provide protections for, xhistlehlowers. d) The AAA and Helpline shall have a Code of Ethics that establishes fundamental values And professional staandards of conduct for staff in their relationships with their colleagues, their employers, tho people they serve, the human service: professionals with whom they inturacl, and the community. 5) The AAA and Helpline shall have a statenicttt approved by the organisation's governing body prohibiting discrimination in all its forms and documenting its intention to comply,vitli all laws, orders, and regulations addressing this issue, 6) The Helpline shall provide accessible space, and equipment sufficient to unsure confidential interviewing in order for staff to effectively perform their duties. Cage 60 of IN January 2022 - December 2022 Standard 23: Technology OAA 203.22 Thu Ilelpline shall use technology that impruvos access to information and enhances its ability to sea vc inquirers efficiently and effectively. The main role of tecluiology is to enhance and strengthen information sharing while accommodating puaplu's ronrnrunication prefemlices. 7'cchnoluby includes telephone systems, telecommunications, computer systems and applications, assistive, technology Im people with disab liiies, and searchable J&H databases on the Internet, 1) The i Mpline shall ensure that individuals with disabilities seeking information or services have access to its searchable l&R database that is comparable to that provided to persons without disabilities. The. Helpline shall also ensure that umployccs with disabilities and the public have access to 1&.R software with reasonable accommodations Including fealuras such as speech to text, text to speech, captioning, studio description, and other types of assistive technology, 2) The Ilelpline shall have policies and procedures that protect the inquirer's right to privacy and anonymity while preserving the MR specialist's ability to provide for the individual's safety should personal identification become necessary. 3) The Helpline shall ensure that the 1&R service has access to professional technical expertise to approprialely maintain all technology and that provisions are in place to ensure a priority response to any breakdowns In key infrastructure. Standard 24; Personnel M:tnaecment The Helpline shall have in place a framework trod mechanisms for program and personnel management that provide for the continuity and consistency required for effet:live service delfvcry, 1) The Helpline shall recruit and hire staff who are cornpelent, ethical, qualified, sufficient in nutnberto implement service lx)ticies, and reflect the community they serve. 2) The Helpline shall have up-to-date job descriptions for all employees and volunteers outlining respmnsibilities, essential job functions, and lines of accountability. The job descriptions must be dated within the last three years, 3) The Helpline shall provide ongoing supervision and annual evaluation of employees and volunteers by qualified MR managers, using standardized observation and performance appraisal tbrms. Performance problems shall be identified, documented, and addressed in an individual performance improvenwont plan, Staff evaluations shall address specific responsibilities and job functions outlined in individual jobdescrfptions. Quality indicators for the Helpline may include the following: a) Call Monitoring/Remote Listening: Live or recorded calls that are randomly selected for review and feedback on a regular basis. b) Secret Shopper Calls: Sometimes known as mystery Galls, these are calls conducted by staff or a desirnatcd third party without the knowledge of the 1&R specialist handling the call. 'They allow for the "real fettling" of a typical call (including the voice messaging in queue) to be experienced in the same way as a typical client. The results of these calls can be scored in the some manner as other monitored interactions, c) MentoringlCoaclAng: The use of individual sessions, team discussions, role playing, and other techniques to mentor and coach MR specialist to ensure quallty service delivery. d) Call Management System Reports, Measures and Metrlcs: The call management component of lliu. telephone system produces weekly and monthly reports that provide data on the following items which may be analyzed to assess individual staff and Helpline efficiency and productivity: f) Calls received; it) Calls answered; fit) Calls refused; and iv) Average call handling time. e) Case Examples: Uxamples of calls submitted monthly by an MR specialist that illustrate their call handling techniques. A case example is a written, detailed analysis of how an information and relbrral calls vwns handled, The components of a case example include the following: 1) Dernographia lnforinationn (non -identifying name of 1&R specialist, date of call, language of call, subject, line of service (e.g. 211, victim support line). 11) Prescntingsituation/problent, Ill) Assessment. Page 51 of 03 January 2022 - December 2022 iv) Actions/referrals provided. OM 203.22 v) Follow-uptadvocacyif appropriate. t} Complaints and commendations an I&R specialist has received. 4) if the I lelpline permit staff to work off -site, fire Helpline must ensure the security and curfidentiality of inquirer data and ensure the availability of technology to support the ability of staff to der all or part of their work off -site. For the most part, this innovation provides flexibility and responsivonoss to the needs of Individual staff. However, in the case of MR specialists who may be directly serving the public from an off -site location, procedures must be in place to ensue compliance with all service delivery standiards regardless of where an I&II inquiry is handled. To erasure that the public experiences no discernible difference in the quality of` service, special requirements for off -site MR service delivery shall be in place, including provisions for MR specialists to: a) Make three-way calls to connect the inquirer to external services including language translation services; b) Contact emergency services while maintaining a coruiection with the inquirer, c) Work in a distraction -free environment; (l) Access supervisory assistance, when required, and for supervisors to exercise quality assurance mcasum l; and e) Access personnel policies and Iraining opportunities that reflect off -site circumstances. 5) The Helpline shall track employee turnover or attrition and have a process for identifying when the: turnover percentage impacts service quality. Standard 25: Staff Trninmg The Helpline shall maintain a training policy and make training available to employees and volunteers. 1) The Helpline shall provide training for employees and volunteers based on pre -determined training goals with curriculum objectives defining behavioral outcomes for each module. 2) The Helpline shall provide an orientation for new employees and volunteers that addresses the role, mission, and function of the 1&R service; the role of the governing ioody; federal, state, and local laws affecting service delivery (e.g., abuse reporting); and the structure, policies, and procedures of the AAA. 3) The Helpline shall ensure that training for MR specialists includes: a) Pre -service training appropriate to the knowledge and skills of new staff to ensure that they meet orgapi7.ational expectations; b) On-the-job iraining that involves increasing lcveis of responsibility in handling inquiries; and c) In-service trainlog that focuses on refining and updating the staffs knowledge ahnut the aging network, state and federally funded programs, and skills and work -related attitudes and behavias. 4) The Helpline shall ensure training for resource sluff includes air overview of the local community service delivery system, inclusionlexcluslon criteria for the resource database, data elements, taxonomy indexing, database maintenance procedures, use of the I&It service's software, dovclopment, and distribution of database products and, when appropriate, training in the 1&R service's area of special17.ation (e,g, disability issues or aging issues). 5) The Helpline shall ensure that the content of the staff training program is consistent with the ABCs of MR published by AiRS or the Department of EIder Affairs Information find Referral/Assistance training module. 6) The Helpline shall systematically evaluate the effectiveness of Its training program and the perforrnnucc of its trainers and modify the training based on evaluation results. 7) It is recommended that MR specialists and resource specialists seek professional ccrilfication through recognized programs at the statelprovincial, regional, or nationai level. Standard 26: Promotion and Outreach The Helpline shall establish and maintain a progrntn that increases public awareness of MR services, its objectives, and its value in the community. At least two outreach projects targeting lour -income older Individuals, including low-income minority, older individuals with lintlted English proficiency, and older individuals residing in rural areas, trust be completed annually. 1) The Helpline shall have an outreach plan that employs a systematic methodology for publicizing the organization's services to its latgulcd population and to other community resources (o.g. other agencies, faille -based organizations, law Page 52 of 03 CA t'� Anti" 2022 - December 2022 OAA 203.22 enforcement, and schools), The 1&R service may publicize its services using a variety of methods, including social media, which are tailored to meet the needs of diverse populations and may include: a) Personal contact; b) Speaking engagements; c) Community meetings; d) Feature articles; e) News stories; t) Misplays; g) Public service announcements or listings; h) Telephone Directories; I) Printed matorials such as brochures; 1) Fosters and billboards; to Booths at fairs; 1) Radio; ni) Tcicvision; and n) Internet web page. 2) The MR service shall publicize its services to people in the community who inay experience harriers to accessing services due to physical, mental, or developmental disabilities; homelessness or social isolation; language or cultural background; or other vulnerabilities. Standnrd 27: Quality Assurance The Helpline shall have the ability to assess the quality and effectiveness of all aspects of its operation including its serviw delivery, resource database:, reports and measures, cooperative relationships, disaster preparedness and organizational structure. These determinations shall be made through on -going quality assurance procedures supported by the collection and utilisation of information that can he used to manage rind continuously improve resource database managentcnt and the service delivery piui.Tss, and through pw indic formal evaluations than are used to implement muesurable improvements. 1) The Helpline shall have a process for examining its viability as an orgtani7.ation, the effectiveness of its services, its appropriate Involvement In the community, and its overall impact on the people it serves. 2) To support rnanagemcirt information needs, the Ielpline shall have a inethnd for tracking key performance indicators (KPIs) such as; n) Call voluanc; b) Abandoned calls; c) Average abaudonnient rate; d) Average speed of answer; e) Average cull handling time; and f) Average talk time. 3) The Helpline shall conduct regular customer sathsfaetionlquality assurance surveys witli n nilnianurih of 3 percent (3°/o) of Inquirers (one percent (110/*) of the; specitted percentage trust include individuals with limited English proficiency, persons with a disability, or low-income minorities residing in a rural area) to assess overall service pea•formanue tad I&R service outcomes, The surveys may occur during [lie uriginal contact with an inquirer, In conjunction with follow- up (after determining whether the inquirer's needs have bean met), or in a separate call made for quality assurance purposos. It is important that survey participants bu randomly selected. Customer satisfaction quc,stions shall include the following; a) Was the I&R specialist polite and helpful? b) Did the ingaaircr feel they were listened to? i'nge 53 oa 93 10 Janunty 2022 - Dacanabor 2022 OAA 201-22 c) Did the inquirer receive a choice of referrals where appropriate? (l) Would the inquirer contact the Helpline again? e) Would the inquirer recommend the I ielpline I&R service to family and friends'? If while conducting client satisfaction/quality assurance surveys, it is determined that the original need of the inquirer has not been met or that the inquirer has new needs, the Ilelpline shall have promiures in place to provide additional information, referrals, or advocacy. Reference: The Older Americans Act ((AAA) contract standards have been adapted with moditIcations from the AIRS Standards fur Professional Information and Refen-ol. END 0FA77AJCHaVl,11NTI Pays 64 of 83 Cao January 2022 - Uecembor 2022 QAA 203,22 ATTACHMENT 11 FINANCIAL AND COMPLIANCE AUDIT The administration of resources awarded by the Agency to the Contractor may he subject to audits and/or monitoring by Il r. Agency, as described in this section. MONITORING In addition to reviews of audits conducted in accordance with 2 CFR Part 200 (formerly OMB Circular A-133 as revised), aryl Section 215,97, F.S., (see "AUDITS" below), monitoring procedures may include, but not be limited to, on -site: visits by the Agency staff, limited scope audits and/or other procedures, By entering into this contract, the Contractor agreesto comply and cooperate with any monitoring procedures/processes deemed appropriate by the Agency. In the event the Agency determines that it limited scope audit of the Contractor is appropriate, the Contractor agrees to comply with any additional instructions provided by the Agency to the Contractor regarding such audit. The Contractor further agrees to comply and cooperate with any Inspections, reviews, 'investigations, or audits cieenred necessary by the Chief Financial Officer (CFO) or Auditor General, AUDITS PART I; FEDERAI,LV FUNDED This part is applicable if the Contractor is a State or local government or a non-profit organization as denied in 2 Cl=1t Part 200, Subpart A. In the event that the Contractor expends $750,000.00 or more in federal awards during its fiscal year, thrs Contractor must have a single or program -specific audit conducted in accordance with the provisions of 2 C'_>;R Part 200. Financial and Compliance Audit Attachment, Exhibit 2 indicates federal resources awarded through the Agency by this contract. In determining the federal awards expended in Its fiscal year, the Contractor shall Consider all soig of Federal avlards, including federal resources received from the Agency. The determination of amounts of Federal awards expended should be In accordance with 2 CFR Part 200. An audit of the Contractor conducted by the Auditor General in accordance with: the provisions of 2 CFR Part 200 will meet the requirements of this part. In connection with the audit requirements addressed in Part 1, paragraph 1, the Contractor shrill fulfill the requirements relative to auditce responslhillties as provided in 2 CFlt § 200.508, If the Contractor expends less than $750,000,00 in federal awards in its fiscal yrsr, an audit conducted in accordaanco with the provisions of 2 CFR Part 200 is not required. In the event that the Contractor expends less than $750,000.00 in federal awards in its fiscal year and elects to Ir:Eve an audit conducted in accordance with the provisions of 2 CFR fart 200, the cost of the audit must he paid from non-federal resources (i.e., the cost of such audit must be paid from Contractor resources obtained from other than federal entitles,) An audit conducted in accordance with this part shall cover the entire organization for the organization's fiscal year, Compliance findings related to contracts with the Agency shall b!o Imsed on the contact's rcctuirements, including anyrules, regulations, or statute-s m6crenced in the contract. The financial statements shall disclose whether or not the matching requirement was met for each applicable contract. All questioned costs and liabilities due to the Agency shall be fully disclosed in the audit report with reference to the Agency contract involved. If not otherwise disclosed as rcxlulrccl by 2 Cf-'R § 200,510, the schedule of expenditures of federal awards shall identify expenditures by contract number for each contract with the Agency in offcc:t during the audit period, Financial reporting packages required under this part must be submitted within the earlier of30 days after receipt of the audit I-C11 0 or9 months alter the end of the Contractor's fiscal year end. PART II: STATE FUNDED This part is applicable if the Contractor is a non -state entity as defined by Section 215.97(2), G.S. Page 50 of 93 C40 January 2022 - December 2022 DAA 20122 In the event that the. Contractor expends a total amount of slate financial assistance equal to or in excess of $750,000.00 in any fiscal year of such Contractor, the Conlractor must have a State single or project -specific audit for such fiscal year In accordance with Section 215.97, F.S.; applicable rules of the Department of Financial Services; and Chapter 10.550 (local governmental entities) or 10.650 (nonprofit and for -profit organizations), Rules of the Auditor General. Financial Compliance Audit Attachment, Exhibit 2 indicates state C.nnnclal assistance awarded through the Agency by this cont,•act. In determining tho state financial assistance expended in its fiscal year, the Contractor shall consider till sources of state financial assistance, including state financial assistance received from the Agency, other state agencies, rand other non -state entities, State financial assistance does not include Federnl direct or pass -through awards and resources received by a non - state entity for Federal program snatching requirements. In connection with the audit requirements addressed in Part 11, paraf raph 1, the Contractor shall ensure that tit; audit complies with the requirements of Section 21.5.97(8), T.S. This includes submission of a financial reporting; package as defined by Section 215.97(2), F.S., and Chapter 10.550 (local governmental entities) or 10.650 (nonprofit and for -profit organizations), Rules of the Auditor General. If the Contractor expends less than $750,000,00 in state, financial assistance in its fiscal year, na audit conducted 'n accordance with the provisions of Section 215.97, F.S., is not required. In the event that the Contractor expends less than $750,000A0 in state financial assistance in its fiscal year and elects to have an audit conducted in accordance with the provisions of Section 215.97, F.S., the cost of the audit most be paid from the non -state entity's resources (Le., the cost of such an audit must be paid from the Contractor resources obtained from other than State entities). Ali audit conducted in accordance with this part shall covor the entire organization for the organization's fiscal year. Compliance findings related to contracts with the Agonvy shall be based on the contract's requirements, including any applicable rules, regulations, or statutes. The financial statements shall disclose whether or not the matching requirement was tnct for each applicable contract. All questioned costs and liabilities due to the Agency .shall be dully disclosed in the audit report with reference to the Agency -contract involved. If not otherwise disutused as required by Mule 691- 5.003, C.A.C., the schedule of expenditures ol'state financial assistance shall identify expenditures by contract number for each contract with the Agency in effect during the audit period. For local governmental entities, financial reporting packages required under this part must be subinifted within 45 days after delivery of the audit report, but no later than 12 months after the Contractor's fiscal year end. Per non-profit or for -profit organizations, financial reporting packages required under this part Hurst be submitted within 45 days after delivery of dic audit report, but no Inter than 9 months afterthe Cntttractor's fiscal year end. Notwithstanding the applicability of this portion, the Agency retains all right and obligation to monitor and oversee the performance of this contract as outlined throughout this doeunient and pursuant to law. PART 111: REPORT SUBIMSSION Copies of financial reporting packages for audits conducted in accordance with 2 CFR Part 200 and required by Pelt I of this financial Compliance Audit Allachmeni, shall he submitted, when requited by 2 CPR § 200.512 by or on belialfof the Contractor direc*.. to each of the following: Federal Audit Clearinghouse Bin -eau of the Census IZ01 Enst 101" Street Jeffersonville, IN 47132 Pursuant to 2 CFR § 200,512, all other Federal agencies, pass -through entities and others interested in a reporting package and data collection form must obtain it by accessing tlrc Fedcinl Audit Clearinghouse. The Contractor shall submit a copy of any management tetter issued by (lie auditor directly to the .Agency. Page so ut 93 r�(� 1 January 202 - December 2022 OM 203.22 Florida Department of Eider Affairs ! A(tn: A►►dit Repository 4040 Esplanade Way, Suite 235S Tallahassee, Florida 32399.7000 i i Additionally, copies of #loaneial reporting packages required by this contract's financial Compliance Audit Attachment, fart 11, shall I)e submitted by or on hehalf of the Contractor dlt_ectly, to each of the following: The Area Agency on Aging for Southwest Florida, Inc. at the following address: Area Agency on Aging for Southwest Florida, Inc. Attn: Chief Financial Officer 2830 Winkler Ave., Suite 112 Fort Myers, FL 33916 '1'Ire Auditor General's Office at the following address: State of Florida Audilor Ge►►crat Claude Pepper Binding, Room 574 111 West Madison Street Tallahassee, Florida 32399-1450 Any reports, management letters, or other• information required to be submitted to tho Agency pursuant to this contractshatl be submitted timely in accordance with 2 CFR Part 200, F.S., and Chapter 10.550 (local governmental entities) or 10.650 (nonprofit and for -profit organizations), Rules of the Auditor General, as applicable. Contractors, when subinitling financial reporting packages to the Agency for audits done in accordance with 2 CFR Part 200 or Chapter 10.550 (local govermnental entities) or 10.650 (nonprofit and for -profit organizations), Rules of the Auditor General, should indicate the dale that the reporting package was delivered to the Contractor in correspondcnec accompanying the reporting package. PART IV, RECORD RETLN'1ION The Contractor shall retain sufficient records demonstrating its compliance with the terms of this contract for a period of six (6) years from the date the audit report is issued, and shall allow the Agency or its designee, the CrO, or Auditor General access to such records upon ►request. The Contractor shall ensure that audit working papers are made available to the Agelrcy or its designee, CFO, or Auditor General upon request for a period of six (6) years from the date the audit reporl is issued, unless extended in writing by the Agency. ppeije 57 of 93 CAip Januory 2022 - December 2022 ATTACHMENT II-EXHiBIT 1 PA10I: AUDIT RELATIONSHIPDETERMINA'CION OAA 203.22 Contractors who receive state or federal resources may or may not be subject to the audit requirements oft ('I'll Part 200 and/or Section 215,97, F.S. Contractors who are deturtnined to be recipients or suba'ecipients of federal awards and/or state financial assistance may be subject to the audit mittirements if the audit threshold requirements sot forth in Part I and/or Part 11 of Exhibit I are met. Contractors who have been determined to be vendors are not subject to the audit requironronts of 2 CFR § 200.38 and/or Section 215.97, F.S, Regardless of whetlier the audit requirements are met, Contractors who have been determined to be recipients or sub-reciplents of Federal awards and/or state financial assistance roust comply with applicable prof rannnaliu and fiscal compliance requirements, in accordance with 2 CPR Part 200 and/or Rule 69I-5.006, F.A.C:., Contractor has been d atermined to be: Vendor not subject to 2 CFR § 200.:39 and/or Section 215.97, F.S. —&_ itecipient/sub-recipient subject to 2 CFR §§ 200.86 and 200.93 and/or Section 215,97, F.S. ______,Exempt organization Lipj subject to 2 C VR fart 200 and/or Section 215.97, F.S. For Fcdcral awards, for -profit organizations are exempt; for state financial assistance projects, public universities, community colleges, district school boards, branches of state (Florida) government, and charter schools a1v exempt. Excrtipt organizations must comply with all compliance requirements set :orth within the contract or award docurricnt. NCYl & If a Contractor is determined to be a recipient/sub-recipient of federal and/or state financial assistance, and Ira$ been approved by the Agency to subcontract, they must comply with Section 215.97(7), F.S., and Rule 691-5.006, F.A.C. [state financial assistance] and/or 2 CFR § 200.330 [federal awards]. PART II: FISCAL COMPLIANCE REQUIRtCM KKI'S FEDERAL AWARDS ORSTATF,MATCI[INGFUNDS ONFU,DEHA1,AWARDS. Contractorswho receive Federal nivards, state maintenance of ctfa't funds, or state matching funds rnr Federal awards and who are determined to be a sub - recipient must comply with the following fiscal laws, rules, and regulations: STATES, LOCAL (,OVERNiNIENTS AND INDIAN TRIBES MUST FOLLOW: 2 CPR § 200.416 - § 200.417 — Special Considerations for States, Local C3overnments, and Indian Tribcs* 2 CFR § 200,201 - Administrative Requirements" 2 CFR § 200 Subpart P—Audit Requirements Reference Guide for State Expenditures Otlter fiscal requirements set forth in program laws, rules, and regulations INON-PROFIT ORGANI7ATION8 MUST FOLLOW: 2 CFR § 200.400 - § 200.411 , Cost Principles* 2 CI'R § 200.100— Administrative Requirernerits 2 CFR § 200 Subpart F — Audit Requircments Reference Ouide for State Expenditures Other fiscal requirements sot forth in fn'ograrn laws, rules, and regulations EDIICA,rIONAL INSTITUTIONS (FVI'N [it A PART OF A STATE OR LOCAL GOVRIiNMENT) MUSTFOLLOW: 2 CFR § 200A 18 — § 200,419 — Special Comidcratlons for Institutions of Higher Education* 2 Cr. R § 200.100 — Administrative Requirements 2 CFR § 200 Subpart Ir —Audit Rcquireinents Rct'erence Guide for State Expenditures Other fiscal requirements set forth ]n program laws, rules, ant[ regulations *Some Federal prograirs play be exempted from compliance with the Cost Principles Circulars as noted in 2 CFR §200.400(5)(c). **}nor funding passed through U.S. llealth and f luinan Services, 45 CFR Part 75; for funding passed through U.S. Depattment of Education, 34 CFR Part M Page 58 of J3 Q, January 2022 • December2022 4AA 203.22 STATE FINANC:IAL ASSISTANCE;. Contractors who receive state financial assistance Lind who are dclermined to be a recipient'sub-recipient must comply with the following fiscal laws, rules, and regulations; Sections 215.97 & 215.971. F.S. Chapter 691-5, F.A.C. State Projects Compliance Supplement Reference Guide for State Expenditures Other fiscal requirements set forth in progtdm laws, rules, and regulations Page 59 of 93 QAO January 2022 - December 2022 ATTACI)MENT II - EXHIBIT 2 - FUNDING SUMMARY OAA 203.22 ;'dot ; Tit le2CFR§200331,asrevised,nndSectlon21597(5),F.S.,raquimthat(tteinfornwtionahtiutfederal pograinsandStateProieclsbe javyidedinThel7inuncialAndCompliancoAudit AttktclunentT1,Rxhibit I provide(Itothe mcil)ient. ]nformtttio» contained herein is a predictionofiundingmur=and relaucd wnouuis based on the contract budget. I. FEDERAL RESO URCKS AWARDED TO T11 E. SUBRECIPIENT PURSUANT TO THIS CON RAC)' CONSIST OF THE FOLLOWING: L'ROCRAM '1'1TI.R Older Americans Act Title IIIB - rransportation Suppoit Services Total IIIB COLLIER COUNTY SOURCE U.S. Health mild Human Services CFDA 93.044 S 8,296.26 $ 2 &669.57 S 213„965.83 DAA Title IlICl —Congregate Meals U.S, I lealth and Iluntan Services Total 1I ICI 93.045 $ 552,670.89 OAA Title III C2 —.Home Delivered Veils Total IIIC2 U.S. Health and Human Services 93.045 $ 390,360.45 Older Americans Act Title III E Services (Title III E) Supplement Services ('Title III F.S) Grandparent Service,-, (Title 111 EG) _TotalIIIE Nutrition Services Incentive Prt)grttm (NSIP) TOTAL FEDERAL AWARD U.S.11calth and I Iuman Services _ U.S. Health rtnd HIME'n Services $ $ $_ $ 160,002.44 14,143.40 , 6,083.23 180,229.07 93,052 93.053 $ 51,728.59 $I,3R8,953.83 _ COMPLIANCE REQUIREMENTS APPLICABLE;'rO THE FEDERAL RESOURCES AWARDBD PMISI;AI\T TO THIS CONTRACT ARE AS FOLLOWS: FEDERAL FUNDS: 2 CFR Part 200Uniibrin Adminisinative Requimnacnts, Cnst Principles, and Audit Requirements fur, FOrrul Awa►rdsf OMB Circular A-133 — Andits of States, Local Governments, and Non -Profit Organizations 2, STATE RESOURCES AWARDED TO THE: RECIPIENT PURSUANT TO THIS CONTRA("f C.ONSIS'I' OF THE FOLLOWING. COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT rO THIS CONTRAM' ARE AS FOLLOWS: Section 215,97 & 215.971, F.S., Chapter691-5, F.A.C., State Projects Compliance Supplement Reference Guide for Sift P,xpemditmres 0(her tiscal requirements set forth in program laws, Iules, and irplatior s Page 60 of 93 0-4o January 2022 - December 2022 ATTACHMENT III L'LRTIA'IC:ATIONS AND ASSURANCES Agency will not award this contract unless Contractor completes this CERTIFICATiONS AND ASSURANCES. In performance of this contract, Contractor provides the following certifications and assurances: OM 203,22 A. Debarment And Susnension Certification (29 CFR fart 95 and 45 CFR P_ur1 75) B. Certification Regarding Lobbying (29 CFR Part 93 and 45 C;FIt tart 93) C. Nondiscrimination & Eamil 0imorltuiity Assurance (29 CFR Part 37 and 45 CFR fart 80) D. Certification Regarding Public Entity Crlines, section 287,133. F.S. L. Association of Community Organizations I'rrr Reform Nnty (ACORN) Funding Restrictions Assurance (Pub. l,. 111-117) F. Scrutinized Comnanles Lists and NoBo eott of Israel Certification, section 287.135, F.S, C, Certification Regarding Data Intearity Cornullauce for Contracts, Agreements, Grants, Loans, and Cooperative Agreements H. Verification of Employment Status Certification I. Records and Documentation J, Certification Regardlitia Inspection of Public Record A. CERTIFICATION 119GARDIN(, ULBARMEN'r, SUSPENSION, AND OTHER RI SPONS11411.1T'I' MATTERS -- PRIMARY COVERED TRANSACTION. The undersigned Contractor certifies, to the best of its knowledge and belief, that it and its principals; 1. Are not presently debarred, suspended, proposed for debatment, declared ineligible, or voluntarily excluded from covered transactions by a Federal Agency or agency; 2. Have not within a three-year period preceding this contract been convicted or had a civil judgment rendered I - ;-a inst them ror commission offratid or a criminal offense in coruicotlon with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of e:itbcxZlcnient, theft, forgery, bribery, falsification or destruction of records, making lhlse statements, or receiving stolen property; 3. Are not presently indicted or otherwise criminally or civilly charged by a foverninent entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph A.2, of this cui (ificriti©ni audlor 4. Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State, or local) terminated I`or cause of default The undersigned shall require that Language of this cerli(leation he included in (tie documents for all subcontracts at all tiers (including subcontracts, sub -grants, and contraels tinder grants, loans, and cooperative agreements) and that all sub-rcclpients and contractors shall provide this certification accordingly, B. CE'RTIFICATION RBGARDING LORRV 114E — CERT1FIC.'ATION FOR CONTRACTS, GRANTS, LOANS, AND COOPWRAT1VE AGREEMENTS, The undersigned Contractor certifies, to the best of its knowledge and belief, that: No Fcxleral appropriated funds have been paid or will he paid, by or oil behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of congress or ail employee of a Member of Congress in connection with the awarding orany Federal contract, the making orany Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extensiun, continuation, renewal, amendment, or modification of any Federal contract, Brain!, loan, or cooperative agreetuent, Page 91 of 93 C-4 January 2072 - December 2022 OAA 203 22 If any funds other than Federal appropriated flouts have Well paid or will be paid to any person for influencing or attempting to influence an officer or enrployce of any agency, a Member of [`.ongtess, all officer or enrployee of Congress, or employee of a Member of Congress in connection with a Federal contract, grant, loan, or cooperative agreement, the undersigned shall also complete and submit Standard form - LLL, "Disclosures Forst to Report Lobbying," in accordance with its instructions, The undersignedd shall require that language of this c;crlification be included in the documents for all subcontracts at all tiers (including subuontracl�, sub -grants, and contracts tinder grants, loans, and cooperative agreements) and that all sub -recipients and contractors shall certify and disclose accordingly. This certification is a material representation of fact iipon which reliance was placed when this contract was made or entered into. Submission of this certification is a prerequisite for making or entering into this contract imposed by 31 U.S.C. § I352. Any person who fails to file the required certification shalt be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. C. NON- DISCRIMINATION & EQUAL OPPORTUNITY ASSURANCE (29 CFR PART 37 AND 45 CFR PART gA). - As a condition of the Contract, Contractor assures that it will comply fully with the nondiscrimination and equal opportunity provisions of the following laws: 1. Section 188 of the Workforce: Inveshment Act of 1998 (WIA), (Pub. L. 105-220), which prohibits discrimination against all individuals in the United States on the basis of race, color. religion, sex, national origin, age., disability, political affiliation, or belief, and tigainst beneficiaries on the basis of either citizenshiplstatus as a lawfully admitted Immigrant authorized to work in the United States or participation in any WIA Titic 1-financially assisted program or activity. 2. Title VI of the Civil Rights Act of 1964 (Pub. L. 88-352), as amended, and nil requirements imposed by or pursuant to the Regulation of the Delrartnrcnt of Health and Human Services (45 CFR Part 80), to the end that, in accordance with Title b'I of that Act and the Regulation, no person in the United States shall, on the ground of race, color, or national origin, he excluded from participation in, be denied (lie benefits of, or be ulherwlse subjected to discrimination under any program or activity for whiedr the Applicant receives Federal financial assistance from the Agency. 3. Section 504 of the Rehabilitation Act of 1973 (Pub. L, 93-112), as amended, and all requirements imposed by or pursuant to the Regulation of the Departmcnt of I tealth and Human Services (45 CFR Part 84), to the anti that, in accordance with Section 504 of that Act slid the Regulation, no otherwise qualified handicapped individual in (hc United States shall, solely by reason of his handicap, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity fur which tine Applicant receives Federal financial assistance from the Agency. 4. The Age Discrimination Act of 1975 (Pub. L. 94-135), as amended, and all requirements imposed by or pursuant to the Regulation of the Department of health and Hunian Services (45 CFR fart 91), to the end Illat, in accordance with the Act and the Regulation, no person in the United States shall, on the basis of ago, be denied the benefits of, be excluded from participation in, or be sut�lected to discrimination under ally program or activity for which the Applicant receives Federal financial assistance from the Agency. 5, Title 1X of the Mucation Amondinents of 1972 (Pub, L. 92 318). as amended, and all requirements imposed by or pursuant to the Regulation of the DepaTtment of Health and Human Services (15 CFR Dart 86), to the and that, in accordance with Title IX and the Regulation, no person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any education program or activity for which the Applicant receives Federal Imancial assistance Rom the Agency. G. The American with Disabilities Act of 1990 (Pub. L. 101-336), which prohibits discrimination in all employment practices including jab application procedures, hiring, firing,, advancement, compensation, training„ and other terms, conditions, and privileges of employment. it applies to recruitment, advertising, tenure, layoff, leave, fringe benefits, and all other employment -related activities. 7. Contractor also assures that it will comply with 29 CrR Part 37 and all other regulations implementing the laws listed above. This assurance applies to Contractor's operation of the WIA 'Title i - financially assisted program or activity, and to all contracts Contractor snakes to carry out the W TA Title 1 financially assisted program or° activity. Contractor understands that Agency and the United States have the right to sock judicial enforcement of the; assurance. The until isigned shall require that language of this assurance be included in the documents for all subcontracts at all tiers (Including subcontracts, sub -grants, and contracts under grants, loans, and cooperative agreciverrl:c) and that all sub-recipletits and contractors shall provide this assurance accordingly. Page 02 of S3 �°� January 2022 - December 2022 OAA 20$.22 D. CERTIFICATION REGARDING PUBLIC ENTITY CRIMES, SECTION 2117.133, F.S. Contractor hereby certifies that neither it, nor any person or affiliate of Contractor, has been convicted of a Public Entity Crime as defined in section 287.133, F.S., nor placed on the convicted vendur list. Contractur Understands and agrees that it is required to inform Agency immediately upon any change of circumstances regarding; this status, E. ASSOCIATION OF COMMUNITY ORGANIZATIONS FOR REFORM NOW (ACORN) i+UNDING RESTRICTIONS ASSURANCE (Pub. L.111-117). As a condition of the Contract, Cont►actor assums that it will comply folly with the federal funding restrictions pertaining to ACORN and itssubsidiaries per the Consolidated Appropriations Act, 2010, Division F, Section 511 (Pub. L. 111-117). The Continuing Appropriations Act, 2011, Sections 101 and 103 (Pub. L. 111-242), provides that appropriations made under Pub. L. 111-117 are available snider the conditions lyrovided by Pub. L. 111� 117. The undersigned shall require that language of this assurance be included in the documients for nlI subcontracts at all tiers (including subcontracts, sub -grunts and contracts under grants, loans and cooperative agreements) ;:nd that all sub - recipients and conitactors shall provide this assu►aim accordingly. N. SCRUTINIZED COMPANIES LISTS AND NO BOYCOTT Oil" I.SRAEI, ERTI k IC,A'1'ION, SECTION 287.135, F.S, In accordance with section 281.135, F.S., Contractor hereby certifies that it has not been placed on the Scrutinized Companies that i3oycott Israel list acrid that it is not engaged in a boycott of Israel. If this contract is in the amount of$1 million or more, in accordance with the requirements of section 287.135, F.S., Contractor hereby ccrlilics that it is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Cumpanies with Activities in the Iran Petroleum Energy Sector List and that it is nut engaged in business operations in Cuba or Syria. Contractor understands diet pursuant to section 287.135, F.S., the submission of a false certification may result in the Agency terminating this contract and the submission of a false certirlcation may subject Contractor to civil penaltiesand attorney fees and costs, including any costs for investigations that led to the finding of false certificalion. if Contractor is unable to cet tify any ol'the statements in this certification, Contractor shall attach an explanation to this contract. G. CERTIFICATION REICARDING DATA INTRGRITY COMPLIANCE FOR CONTRACTS, AGREEMENT'S, GRANTS, LOANS, AND COOPBRATIVE AGREEMENTS t. The Conti -actor and any Subconlractors ol'sorvices under this contract have financial management systems capable of providing; certain information, including: (1) accurate, current, and complete disclosure of the f►nar-cie..(:cxults of each grant -funded project or program in accordance with the prescribed reporting requirements; (2) the source and application of Rolls for all contract supported activities; and (3) the comparison of outlays with budgeted amounts for Inch award. The inability to process Information In accordance with these requirements could result in a return of grant funds that have not been accounted for properly. 2, Management Information Systems used by the Contractor, Subcontractors, or tiny uutside entity on which the Contractor is dependent for data that is to be reported, transmitted, or calculated have heen assessed and verified to be capable of processing data au urataly, including year-dafe dependent data. For those systems identified to be non -compliant, Contractors will lake immediate action to assure data integrity. 3. If this contract Includes the provision of hardware, software, firmware, microcode, or imbedded chip technology, the undersigned warrants that these products are. capable of processing year -date dependent data accurately. All versions of these products offered by the Contractor (represented by the undersigned) and purchased by the state will be verified fur accuracy and integrity of data prior to transfer. Page 03 of 93 C'/4 n January 2022 - December 2022 QAA 20M2 4. In the event of any decrease in functionality related to time and date related cocks and internal subroutines that impede the hardware or software programs from operating, properly, cite Contractor agrees to immcdintely make required corrections to restore hurdwarc and software programs to the same level of functionality as warranted herein, at no charge to the state, anti without interruption to the ongoing business of the state, time being of the essence. 5. Tlie Contractor and any Subcontractors of services under this contract Nvarrant that their pnlicies and procedures include a disaster plan to provide for service delivery to continue in case of an emergency, Including emergencies arising fi-am data integrity compliance issues. II. VERIFICATION OF EMPLOYMENT STATUS CERTIFICATION As a condition of contracting with the Agency, Contractor certifies the use of the U3, Department of Homeland Security's 1:-verify system to verify the employment eligibility of all new employees hired by Contractor during the contract term to perform employment duties pursuant to this contract, and that any subcontracts include an express requirement that Subcontractors performing work or providing services pursuant to this contract utilize the i-verify system to verify the employment eligibility of all new employees hired by the Subcontractor during the entire contract tern. The Contractor shall require thut the language of this coriifwation be included in all sub -agreements, sob -,grants, and other agreementslcontracts and that all Subcontractors shall certify compliance accordingly. This certification is a material representation of fact upon vrliieh reliance was placed when this contract was made or entered into. Submission of this certification is a prerequisite for making or entering into this contract imposed by C h culars A-102 and 2 CFR Part 200 and 215 (formerly OMS Circular A-110). I, RECORDS AND DOCUMENTATION The Contractor agrees to make available to Agency staff and/or any party designated by the Agcney any andall contract related records and documentation. The Contractor shall ensure the collection and ninhntenance of all program related information and documentation on any such sy:stcm designated by the Agency. Maintenarim includes valid exports and backups of all data and systoins according to Agency standards. J, CERTIFICATION RMCARDiNG INSPECTION OF PUBLIC itTCY?RDS 1. in addition to the requirements of Section 10 of the Standard Contract, sections 119.0701(3) and (4) F.S., and any other applicable law, if a civil notion is commenced as contemplated by section l 19.0701(4), F.S., and the Agency is nanied in the civil action, Contractor agrees to indemnify and hold harmless the Agency for any costs incurred bythe Agency and any attorneys' fees assessed or awarded against the Agency 11-um a Public Records Request made pursuant to Chapter 119, F,8., concerning this contract or service's perfurmcd thereunder. a. Notwithstanding section 119.0701, F.S., or other Florida law, this section is not applicable to contracts executed between the Agency and state agencies or subdivisions defined in section 768.28(2), RS. 2. Section 119.01(3), F.S., slates if public funds are expended by an agency in payment of dues or membership contributions for any person, cortinrotion, foundation, trust, association, ,group, or other organization, all the financial, business, and men►burship records of such run entity which pertain to the public agency Vlorldn Department of Elder Affairs) are public records. Section if 9,07, F.S, slates that every person who has custody of such a public record shall permit the record to he inspected and copied by any person desiring to do so, under reasonable circumstances. Additionally, i certify this organization does 12 clues riot 1:1Jnrovide for institutional memberships. Contractor's signature below attests that wourds purtaining to the dues or membership application by rhu Agency areavailahle for inspection If applicable, as stated above. By execution of this contract, Contractor must include: these provisions (AA) In all related subcontract agaccments (if applicable). Page 04 of 93 04f) January 2022 - December 2022 OAA 203.22 By signing below, Contractor certifies that the representations outlined in pails A through J above are true and cor:•cct. 3299 TAM1Ah]I TRAIL L Street Address Signatur and Title a Aentative lueLR_Rodrigui z.Puhl I.I.IRR M INTY ROARD OF COUNTY COMMISSIONER$ NAPL t� Contractor 01/ i I t City, State, Zip cone Approved as to form and legality Assist t County Attorney IIIQIaQ. Page 66 of 93 C40 January 2022 - December 2077 ATTACHMEN'r IV ASSURANCES — NON -CONSTRUCTION PROGRAMS OAA 203.22 Public reporting burden for thix collection oi'inlurmatir}n is estimated to average lbity-live (45) ininules per response, including lime for rcvievying inxtructiona, seardling existing data mumcs, gathering and maintaining the dale needed and completing and reviewing the collection of information. Send comments regarding the burden cstitnate or any other aspect cif IhN colle ation ur information, including suggestions for reducing this burden, to the Office of Management and Budget. Paperwork Reduction Project (0348-004,1). Washington, DC:20503. -P)LCASII D© NOT RETURN YOUR COM__PL_I;TED FORI TOT" OFFICE OF MANAGIKMI",N r AND BUDGET, STNiI IT TO THE ADDRESS PROVIDED AY TiHE SPONSORING AGENCV. Note: Certain or these assurances may not hu applicable to your project or prograni, if you have questions please contact the awarding agency. Rurtlier, certain federal awarding agencies may require applicants to certify to additional assurances, If stick is the case, you will he notified. i, Has tile legal authority to apply for federal assistance, and the institutional, managerial and financial capability (including, funds sufficient to pay the non-federal share of project cost) to ensure proper planning, management, and completion of the project described in this application. 2. Will give the awarding agency, the Compiroiler General of the United States, and if appropriate, the state, through any authimized representative, access to and the right to examine all records, books, papers, or documents related to the award; and will establish an l3roper accounting system iii accol'dance with generally accepted accounting standards or agency directives. 3. Will establish safeguards to prohibit employees from using their positions for a purpose that con tittites, or presents the appearance of, personal tn• organizational conflict of Interest or personal gain. 4, Will initiate and complete the work within the applicable time frame after aucoipt of approval of the awarding agency. S. Will comply with the Intergovernmental Personnel Act of 1970 (42 U.S.C. §§ 4728-4761) relating to prescribed standards for merit systems for programs. f0wiccl under one of the 19 statutes or regulations specitleci in Appundix A of OPM's Standards for n Merit System of Personnel Administration (5 C.F.R. 900, Subpart. F), 6. Will comply with all federal statutes relating to nondiscrimination. These include but are not limited to: (a) Title Vl of the Civil Rights Act of 1964 (P.L. 88-352) which prohibits discrimination on the basis of race, color or national origin; (h) Title 1X of tine Fiducation Amendments of 1972, as amended (20 U.S.C. §§ 1681-1683 and §§ 1685-1686), which prohibits discrimination on the basis of sex; (c),Section 504 of the Rehabilitation Act of 1973, as antended (29 U.S.C. § 794), which prohibits discrimination on the hasis of handicaps; (d) the Age Discrimination Act of 1975, as amended (42 U.S.C. §§ 6101-6107), which prohibits discrimination an the basis of:age; (e) the Drug Abuse Office and Treatment Act of 1972 (P,L, 92.255), as amended, relating to nondiscrimination on the basis ordrug abuse; (f) the comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (P.L. 91-616), as amended, relating to nondisedmination an the basis of alcohol abuse or alcoholism; (g) Stmiulls523 and 527 of the Public Health Service Act of 1912 (42 I71S.C. §§ 294 dd-3 and 290 ee 3), as amended, relating to confidentiality of alcohol and drug abuse patient records; (h) Title VIII or the Civil Rights Act of 1968 (42 U.S.C, § 3601 et seq.), as aunended, relating to nondiscrimination in the sale, rental or financing of housing; (1) nny other nondiscrimination provisions in the specific statute(s) under which application for federal assistance is being; made; and 0) the requirements of any other nondiscrimination stalute(s) which may apply to the (application. 7, Will comply, or has already complied, with the requirements of Titles 11 and III of the uniform Relocation Assistance and heal Property Acquisition Policies Act of 1970 (P.L. 91-646) which provide for fair and equitable treatment of Nelsons displaced or whose property is acquired as a result of federal or federally EmAsted programs. These requirements apply to all interests in real properly auluired for project purposes regardless of federal participation in purchasus. S. Will comply, as applicable, with the provisions of the Hatch Act (5 1I.5.G. §§ 1501-1508 and §§ 7324-7328), which liinit the political activities of employees vArhose principal eniploylncnt activities are funded in whole or in parr[ with federal funds. Page 66 of 93r January 2022 - pecembor 2022 4AA 203.22 9. Will comply, as applicable, with the provisions of the Davis -Bacon Act (40 U.S.C. §§ 276a to 276a-7), the Copeland Act (40 U.S.C. § 276c and 18 U.S.C. § 874) and the Contract Work Hours and Safety Standards Act (40 U,S,C, §§ 327- 333), regarding labor standards for federally assisted construction sub -contracts. 10, Will comply, if applicable, with flood insurance purchase requirements of Section 102(a) of the Flood Disaster Protection Act of 1973 (P.L. 93-234) which requires recipients in a special flood hazard area to participate In the program and to purchase flood insurance if the total cost of insurable construction and acquisition is $10,000.00 or mote. 11. Will comply with environmental standards which may be prescribed pursuant to the following: (a) institution of environmental quality control measures under the National Environmental Policy Act of 1969 (P.L. 9I-190) and Executive Order (Ell) 11514; (b) notification of violating facilities pursuant to F.O 11738; (c) protection of wetlands pursuant to tin 11990; (d) evaluation of flood hazards in floodplains in accordance with EO t 1988; (e) assurance of project consistency with the approved State management program developed under the Coastal Zone Management Act of 1972 (16 U.S.C. § 1451 et seq.); (f) conformity of federal actions to State (Clear Air) Implementation Plans under Section 176(c) of the Clear Air Act of 1955, as amended (42 U.S.C. § 7401 et seq.); (g) protection of underground sources of drinking water under the Safe Drinking Water Act of 1974, as amended (P.L. 93-523); and (h) protection of endangered species under the Endangered Species Act or 1973, as amended (P.L. 93-205), 12 Will comply with the Wild and Scenic Rivers Act of 1968 (16 U.S.C, § 1721 et seq) related to protecting components or potential components of the national wild and scenic rivers system, 13. Will assist the awarding agency in assuring compliance with Section IC6 of the National Historic Preservation Act of 1966, as amended (16 U.S.C. § 470), EO 11593 (identification and protection of historic properties), and the Archaeological and Historic Preservation Act of 1974 (16 U.S.C. § 469a-1 et seq.). 14. Will comply with P.L. 93 348 regarding the protection of human subjects involved in research, devclopmcnt, and related activities supported by this award of assistance, 15. Will comply with the Laboratory Animal Welfare Act of 1966 (P.L. 89-544, as amended, 7 U.S.C. § 2131 et seq.) pertaining to the care, handling, and treatment of warm blooded animals held for research, teaching, or other activities supported by this award of assistance. 16, Will comply with the Lead -Based Paint Poisoning Prevention Act (42 U.S.C. § 4801 et seq,), which prohibits the use of lead- based paint in construction or rehabilitation of residence structures. 1?. Will cause to be performed the required financial and compliance audits in accordance with the Single Attdit Act Amendments of 1996 and 2 CNR Part 200. 18. Will comply with all applicable requirements of all other federal laws, executive orders, regulations, and policies governing this program. SIGMA UR OFAU TI Y] G F<:ICIAL TITLE PUBLIC SERVICE DEPARTMENT HEAD APPLICANT ORGA IY W ATIOIV DATE SUBMITTED COLLIER t • 0l / 1 /2022 Approved as to form and legality Assistfift County Attorney kI%aIQ;a Page 07 of 93 040 Janunry 2022 - Docernber 2022 ATTACHMENT V FLORIDA Depat-tment of ELDER AFFAIRS CIVIL RIGIITS COMPLIANCE CHECKLIST ProgranWaeilityName County _ AAA/t:ontractur Address - - Complctal By City, Stnte, Zip Coda Datc Tslcpliono 0AA 203,22 PART I: READ THE ATTACHED INKSTRUMONS FOR ILLUSTRATIVE INFORMATION WIRCII WILL IIFI P YOU C.`ONIPIMFE TIIIS FORNI. 1. Briefly describe the geoglhphic area served by the program/facility arxi the type of sr.rvice provided; l'or questions 2-5 please indicate the fat 2, Populntinn of area served 3. 5tnffcttrrcnliy cmployzd d. Clients wrrently enrollcdkogisterad S. Advisory/Govorning Board if applicable towing: Total4 % White % Black % I Hispanic DA Othcr % Fumnic % lllsttbjw 1/0 oyc:4o Source of data - Effective dale: Effective dute: PARTII: USE ASKPARATRS1IZEI'OPPAPLRFOR ANY EXPLANATIONS REt1UIRINGMORE SPACE, 1111VrAarN0,EXPLAIN G, Is ao Assurance of Compliance on file with Agency? N/A YES NO ❑ ❑ ❑ 7. Compare the staff cornposition to the poptitntion. Is staff representative of the population? NIA 'YES NO n ❑ ❑ N/A YES NO 8. Are eligibility regnlrewettfs for services applied to clients and tipplicanls without regard to race, color, national origin, sex, age, religion, or disability? ❑ [) ❑ N/A YES NO 9. Are all benefits, services and fac1li les available to applicants anti participants in an equally effective manner regardless of race, sex, color, age, national origin, religion, or disability? ❑ ❑ U N/A 'YES NO 10. Por in-prdiwtt services, am room assignments made without regard to race, color, national origin or disability? ❑ ❑ ❑ 11. Is the program/faellily aconsibte to nondsnl lish s1a:akin6 clients? N/A YES NO J U ❑ 17,.Are employees, applicants and participants informed of their protection against discrimination? If YES, how? N/A YES NO Verbal ❑ Written ❑ Poster ❑ L.__i ❑ Page tiff of 93 C-4o January 2022 - Decambar 2U22 CAA 2U3.22 13. Give; the number and current status of any discrimination complaints regardin6 services ur employment filed NIA NUMBUR against lheprograrrt/facilily. ❑ 14, is the program/facility physically accessible to mobility, hearing, and sight -impaired individuals`} N/A YES NO ❑ ❑ ❑ PAILT 1t1:1111? POI.1Al ING Q11F.WrIONS APPIX TO PROGRAMS AND VACIL.1`111 S W11'1115 0R i41(]RIj CMp ok'fsrs. Jr, No, UXPLAIN. 15, Has as a self -evaluation been conducted to identify any barriers to serving disabled individuals and to make any YI:S NO necessary, modifications? ❑ ❑ 16. Is there an established grievance procedure That incorporates due process in the resolution of complaints? 17, Has a person been designated to coordinate Section 504 compliance activities? YES NO ❑ ❑ Yrs NO ❑ Q 18, Do recruitment and notification materials advise applicants, entploycoq, and participants of nondiscrimination on YES NO the basis of disability? ❑ ❑ 19,Are auxiliary nick avallableto ensure accessibilily of services to hearing and sight- impairwl individuals? YES NO n ❑ PART Iv: FOR PROGIMNIS OR FACILPTlgS 117TN 50 On MORE EhiPLOYFY.S ANI) FF.Drt FtAt.CON'I'RAC:1.5 Qle S50,000.UU Ulf MORE. 20. Do you have a wrillen affirmative action plan? If NO, explain. YES NO Reviewedby - Program Office Date � - On -Site — Desk ]review In in Compliance: Yf,9 — NO *Notice. or Corrective Action Rcr mporme rluc / 1 - _ Response Rcccivud_ / 1 Page 09 o193 coo January 2022 - Uecarnber 2022 OAA 203.22 A'ITACHMEMV INSTRUCTIONS FOR THS CIVIL RiCHTS COMPLIANCE CHECKLIST 1. Describe the geographic service area such as a district, county, city, or other locality. if the progranilfacility serves a specific target population such as adolescents, describe the target population. Also, dolime the type of service provided, 2. Rnter the percent of the population served by race, sex, disability, and over the age of 40, The populaliudr served iiieludes persons in the geographical area for which services are provided such as a city, county or other regional area. Population Statistics can be obtained from local chambers of cornmerce, libraries, or any publiullon from the 1980 Census containing Florida population statistics. Include the source of your population statistics. ("Olher" races include Asian/Pacific Islanders and American IndientAlarskan Notives.) 3. Rater the total number of full -tune staff and their percent by race, sex, disability, and over the age of 40. Include the effective date of your sumnmry. 4, Rater the total number ofclients who are enrolled, registered or currently served by the program or facility, and list their percent by race, sex, disability, and over the age of 40. Include the date that enrollment was counted, a. Where there is a significant variation between the race, sex, or ethnic composition of the clients and their availability I n the population, the prograinlfaellity has the responsibility to determine the remons for such variation and take whatever action may be necessary to correct any discrimination, Some lughimale disparities may exist when programs are sanctioned to serve target populations such us elderly or disabled persons, 5. Fnter the total number of advisory board members and their percent by race, sex, disability, and over the age of 40. if there is no advisory or governing board, leave this section blank. 6. Ruch recipient of federal financial assistance must have on file air assurance that the program will be conducted in compliance with all nondiscriminatory provisions as required in 45 CFR Part 80, This is usually a staridni-d part of the contract language for Agency Recipients and their Sub -grantees, 45 CFR § 80,4(a). 7. Is the race, sex, and national origin ofthe staff reflective ofthe general population? For example, if 10% of the population is Hispanic, is there a comparable percentage of I Iispanic stall? 8. Do eligibility requirements unlawfully exclude persons in protected groups from the provision of services or employment? Evidence of such may be indicated in staff and client representation (Questions 3 and 4) and also through on -site record analysis of persons who applied but were denied services or employment, 45 CFR § 80.3(a) and 45 CFR § 80.1. 9. Participants or clients must be provided services such as medical, nursing, and dental care, laboratory services, physical and recreational therapies, counseling, and social services without regard to race, sex, color, national origin, religion, age, or disability. Courtesy titles, appointment scheduling, and accuracy of record keeping trust be applied uniformly and without regard to race, sex, color, national origin, religion, age, or disability, Entrances, waiting roorns, reception areas, restrooins, and other facilities must also be equnlly available to all clients. 45 CFR. § 84.3(b). 10. For in -patient services, resiclunls must be. assigned to rooms, wards, etc., without regard to race, color, national origin, or disability. Also, residents must not be asked whether they are willing to share accommodations with persons ofa diffcrefti race, color, national origin, or disability, 45 CFR § 80,3(a), 11. The program/facility and all services must be accessible to participants and applicants, including those persons who may not speak Etiglish. In geographic areas where a significant population of non-English speaking pimple live, program accessibility may Include the employment of bilinguals staff, in other areas, it is sufficient to have a policy or plan for scrvlec, such as a current list of names and telephone numbers of bilingual individuals who will assist in the provision of services, 45 CFR § 80.3(a). 12. Proiranmllacilitics must make information regarding the nondiscriminatory provisions of Title VI available to their participants, beneficiaries, or any other interested parties. 45 CFR § 80.6(d). This should include information on their right to file a complaint of discrimination with either the Agency or the U.S. Department of I Iealth and Human Services, The i ntbrmation may be supplied verbally or in writing to every Individual or may be supplied through the useof an equal opportunity policy posted' displayed in a public area of tllc facility. 13. Report number of discrimination complaints filed against the progratnlfaollity. ltrdicate the basis (c.6, race, color, creed, sex, age, national origin, disability, anchor retaliation) and the issues involved (e.g, services or craploymenl, placement, termination, etc.). Indicate the civil rights law or policy alleged to have been violated along with the name and address Pago 70 of 93 January 2022 - December 2022 OAA 203.22 ofthc local, state, or federal agency with whom the complaint has been filed, Indicate the current status of the complaint (e.G. settled, no reasonable cause found, failure to conciliate, failure to cooperate, gander review, etc.). 14. The prograrn/fncility must be physically accessible to mobility, hearing, and sight-impairod individuals. Physical accessibility includes designated parking areas, curb cuts or level approaches, ramps, and adequate widths to entrances. The lobby, public telephone, restroom facilities, water fountains, and information and admissions offices should be accessible. Door widths grid traffic areas of administrative offices, cafeterias, restroo4ns, recreation areas, counters, and serving lines should be observed for accessibility. Elevators should be observed far door width and Braille or raised numbers. Switches and contr+ais lbr light, heat, vendilation, fire alarms, and other essentials should be installed at an appropriate height for mobility impaired individuals. 15, Suction 504 of the Rehabilitation Act of 1973 requires that a recipient of federal financial assistance conduct a self - evaluation to identify any au csslbility barriers. Self-evaluntlorr is a four -step process: a. Evaluate, with the assistance of disabled irulividuaal(s)loi-ganizatioti(s), current policies and practices that do not or may not comply with Section 504; b, Modify policies and practices that do not meet Secticm 504 requirements. c. Talk remedial steps to eliminate the effects of any discrimination that resulted frorn adherence to those policies and practices; and d. Maintain self -evaluation on file, including a list of the interested persons consuJIM, a description of areas examined, and any problems identified, and a description of any modifications made, and of any remedial steps taken 45 CFR § 84.6. (This checklist may he used to satisfy this requirement if these rota• steps lrave been followed). 16. Programs or thellities that einploy 15 or more parsons shall adopt griovancc procedures that i trenrporate appropriate due process standard and that provide f(n• the prompt and equitable resolution of complaints alleging any action prohibited by Part 84 of Title 45, CFR45 CFR § 84.7(b), 17. Programs or facilities that employ IS or more persons shall designate at least one person to coordinate its efforts to comply with Part 84 of "Title 45, CF K. 45 CFR § 84.7(a). 18. Programs or facilities that employ 15 or more persons shall take appropriate initial and continuing steps to notify participants, beneficiaries, applicants, and employees that the prograin/facility does not discriminate on the basis of handicap in violation of Section SO4 and Part 84 of Title 45, CFR. Methods of initial and continuing notification may Include the posting of notices, publication in newspapers and magazines, placement of notices in publications of the prograsns or facilities, and distribution of memoranda or other written communications, 45 CFR § 84.8(a). 19. Programs or facilities that employ 15 or more persons shall provide appropriate auxiliary aids to persons with impaired sensory, manual, or speaking skills where nc ecssaiy to afford such persons an equal opportunity to benefit ti-nm the service. in question. Auxiliary grids may include, but are not limited to, brailed and taped materials, interpreters, and nther aids for persons with impaired hearing or vision. 45 CFR § 84.52(d). 20. Programs or facilities with 50 or more employees and $50,000.00 in federal contracts must develop, implement, mid maintain a written affirmative action compliance program in accordance with Executive Order 11246, 41 CFR Part 60 and Title ill of the Civil Rights Act of 1964, as amended. Page 71 of 93 C-4a a 2 Ul Q-4o January 2022 - December 2022 DerRt4711anl of FLD ER AFFAI RS S'1`A'rR Ui� 1�I.U1tr1�A BACKGROUND SCREENING 11At KGROUNDSCREENINC Attestation of Compliance -Employer AUTHORITY: This form Is required armnnlly of all employers to comply with the attestation requirentants set forth in section 435.05(3), nlorlda Statutes. OM 203.22 Ron DeSanik Umfe rnor Richard Prodonr Secretary The term "employer" means any person or entity required by law to conduct background screenings, including but not limited to, Amu Agencies on Aging/Aging and Disability Resource Centers, Lend Agencies, and Service Providers that contract directly or indirectly with the Department of Eider Affair's (Agency), and any other person or entity which hire.~ employees or has volunteers in service who meet the definition of a direct service provider. Sue §§ 415.02, 430,0402, Fin, Stitt. A direct service provider is "a person 18 years of age or older who, pursuant to a program to provide services to the elderly, has direct, face-to-face conlact with a client while providing services to the client and has aeeess to the client's Ilving even, hinds, personal property, or personal Identification Information as detlned in s. 817,568. The term includes coordinators, managers, and supervisors of residential tacilifies and volunteers," § 430.0402(1)(b), Fla.Stat, ATTESTATION: As the duly authorized representative of COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS GlRplo),e7' Name located at 3944 TAMiAMi TRATi. R NAP .i fS Ff. 34112 SheetAddiess 01), Stale ZIP code 1, nAbIlM o nnnnrnr ruv do hereby affirm under penalty of Nance of Representative perjury that the above -named employer is in compliance with toe provisions of Chapter 435 and section 430,0492;96—Nda Statutes, regardg level 2 background serconing, Sfgninllf a of O0'' V022 Date Ageney Funir 235. AIMINko ofCasrpikaxs-Rtunlaor, FFecrire.ku+eary 19, 2021 Seel tr 435,05(3), r.x rtnr-?.i5•trlh'xuNlrru-aj'ro+rgrlhnrce curlsJmvrlx►/ Approved as to form and legality Assisthht County Attorney l 14 a t Q-A, page 73 of 03 January 2022 - December 2022 OAA 203.22 ATTACHMENT VIII CERTIFIED MINORITY BUSINESS SUBCONTRACTOR EXPENDITURES (CMBE FORM) (;MI?L I-'OAUMUSTACCOMPANYINKQICTsS SUBMII'TL-D T O Agency CONTRACTOR NAME: Agency CONTRACT NUMBER: *REPORTING PERIOD-I+ROM; TO; *(DATE RANGB OF RENDERED SERVICES, MUST MATCH INVOICE, SUDMITTI+�II TO Agency)Ageney CONTRACT MANAGEM: REPORT ALL EXPENDITURES MADE TO CERTIFIED MINORITY BUSINESS (SUBCONTRACTORS). CONTACT Agency CMBE COORDINATOR FOR ANY QUESHONS, .11' 850414-2153._ SUBCONTILACTOR—NAML, SUBCONT iACTOR's CMtST: EXPENDITURES FEID I3tft;ATtT.POItTING ]CIdTI'1'1' (.DIVISION; OrrXCC,1 TC) SEND b)MI'LETERTORMS.VIA t1\TRitnFPICIi titAII" TO: JIJs'J"N TAYLUIt CMRF ('C),QRT�TNATUlZ} :C.'UN'T1{ACl' f1l)MIN15'I'KA"!'tUN.& PT JRC,1 M NG, TALLAI I A SSEE; FLCIRTDA 32399-?.Q(►Ct. if tutsure if subcontractor is a canitled minorlty sunlier, click on the hyperlinic below, Ewer the name of the suppl iet. dick l "scarch". Ogly Cedified Minority 4witim Entities will be disalaymi, i hups:llasd.dms.inyfloi-ida.cotn/d ii-ectot-ics Page 74 of 43 040 January 2022 - December 2022 1N,STRUCTIONS OAA 203.22 (A) PN'I'FR THR COMPANY NAME AS IT APPEARS ON YOUR Agency CONTRACT. (B) ENTER THE Agency CONTRACT NUM DER. (C) ENTER 1 I Ila SERVICE PERIOD MATCI TING TIIE CURRENT INVOJGE'S SERVICE PERIOD. (D) F.NTFR AI.1, CERTIFIED MINORITY BUSINESS EXPENDITURES FORTIS? T1MP. PERIOD +C OVL'RED BY THE INVOICE: 1. ENTER CERTIF113D MINORITY BUSINESS NAME. 2. ENTER THE CERTIFIED MINORITYBUSINFSS Iili1D NLJMBL;R. 3, ENTER THE CERTIFIED MINORITY HUSINF45 C:MBE NUMBER, 4. ENTER THE AMOUNT EXPFNDED WITH THF. CI :R` 11.113) MINORITY BUSINESS FOR 711E TIME PERIOD COVERED BY THF. INVOKE. (E) MBE FORM MUST ACCOMPANY INVOICE PACICACil? SIIBMI`I'I'ED `1'0 Agency FINANCIAL ADMINIS'I'RA'I*ION FOR PROCESSING. (F) FINANCIAL ADMININTRATION. WILL FO WAC1aD ALL COMPLETED CMBE FORMS TO CONTRACT ADMINISTRATION & PURCHASING 521::EiQ Page 75 of 93 1040 January 2022 - Daramber 2022 ATTAC:IIMI;NT IX - BUDGL'T SUMMARY COLLIER COUNTY 1. 'ritle III B Support Services $ 213,965.83 2. Title III CI. Congregate Meals S 552,45711.Ah 3. 'Title III C2 Home Delivered Meals $ 390,360,45 4. Title III E Serylees $ 160,UU2.,14 5. Title III ES Services $ 111,143,40 6. Title III EO Services u 6,083.23 7. NSIP $ 51,728.59 "1't7I'AL S 1,388,954.83 {AAA 203.22 Pfige 76 of 03 I% January 2022 • Decembar 2022 Report Number 1 2 3 4 5 G 7 9 10 11 12 13 14 is ATTACHMENT X INVOICE SCHEDULE Based On Submit to State On This Date January Advance* January t February Advance* January 1 January Receipts and Expenditure Report February 9 and bequest for Payment February Receipts and Expenditure Report March 9 and Request for Payment March Receipts and Expenditure Report April 9 and Request for Payment April Receipts and Expenditure Report May 9 and Request for Payment May Receipts and Expenditure Report June 9 and Request for Payment June Receipts anti Expendittut Report July 9 and Request for Payment July Receipts and Expenditure Report August 9 and Reclutst for Payment August Receipts and Expenditure Report September 9 and Request IN, Payment September Receipts and Expenditure Repurt October 9 and Request for Payment October Receipts and Rxpenditurc Report November 9 and Request for Payment November Receipts and Expenditure Report December 9 and Request for Payment December Receipts and Expenditure Report January 9 and Request for Payment Final Receipts and Expenditure Repurt February 9 and Request for Payment Legend; * Advance based on projected cash need as supported by a cash -flow analysis or other infimmation appropriate to demonstrate the contractor's Financial need for the advance. OAA 203,22 Page 77 of 03 % January 2022 - December 2022 OAA 203.22 Nola# t: Report 01 for Advance Basis Agreenienis cannot be submitted to the Agency prior to January 1 or until the agreement Avith the Agency has been executed. Note #Z: Report mnnben 5 through 14 shall reflect nn adjustment of one -tenth of the total advance amount on each of the reporto, repaying advances issued the first two inontlis of tl� agree- ttient. The adjustment shall berecorded in Part C, l of the report (ATTACH11ENTX). Note # 3: Submission of expenditure reparls may or may not generate a payment request. If final expenditure report reflects funds due back to die Agency, payment is to acconipaity the report. W-10 A. ALL £spen'itmeRgorlsmdwby12:O0p x on die 91 of each)-amith. lFtba4' Palliona5aiurdaayy tlrenthersparl teitlbeduabvthe byU00p.nr. AND WIN 91tellsanaStiurday,iharopertuillbeJuabyflit to-byli:0pm. Actual wbaassiow of the muebeis to Ddpi. e(EIder Affairs is deyeadrnt ou the acwaq of the a ywaltua report, ul i h is rerimsd oud paid by CIRTS data ork. AFIU giling stidiBad, DO NOT AUD my addidoaat ualu (retra or aexthiltir�:tutiod) eaU? tu3rr flia iSa of themaidli. ATTACIIMENT XI I NFORMATION AND RltTERtRAL REPORT SCH U, OULE EXHIBIT I Report Repailfug Requirement Report Due Date Pro tam Name Repotta must, include tho data cslement% identified in 111fomiatiott and Referral Quarter 1 Attachment I, Ex iW 1. Stozdard 14: Data AwLysis April 10 avid Revoititty for Janua •—\'larch. Reports must include tlie. data elements identified in Infotmatiott and Referral Quarter 2 Attachment I, ]_4ri1 it 1, Standard )4: Data Anafytiis July 10 earl Re ortinu fot Aln it -- Juno. Reports 2nust uiclude the data elements identified is Tttformation and R.eibrral (natter 3 Attachinortl.I, Exhibit 1, Standard 14: Data Analysis October 10 and Re sottitt g foi JuIv —September, Reports must. include the data elements identified in Tttfotmation and Referrml Quarter rl Attachment 1.1:xttibii 1, Standard 14: Data Analysis Januaq 10 mid Re uititit, for October —Dreembe.r. i pege 74 of 03 January 2022 - Uacember 2022 'rituWQkA NRM�, AU.7ftEb9, f r0?IIE D FCV IU ttUrA7¢It REQUL$T FOR PAYMENT Gams 9 i ceMu ftPrded: Rrl•rhenrmenl Ilepnf4alcd NaPa� O LLKI1MIVIVIC I IlrrtVJ CUl'1100. b.0 Clrty l.VAt L'pr D Ili, A rNlllt a C"DMse- Repered Of_ __ _ _ tiele: ApM'ndF!- Uller r"Twl i21— !al. .. t!I.En,- — vwDvuwmllFRY NUtIR. _ we Rol MGZ IIID _ IIID 'Usip TVTp6 CcvmTlMFai D. DAO OAV C." O.00 r. D) O.Pn .... Dq t. rranlwe REC91M IM t;cruDiC0did - _. OLW .. DO --.'GAO 0.0 ..,._..D.oD... ....,.c.o' ....DA-•--•-----._.._... D.w D. et alyaal EtiDllOs"- - D.w .. PAP ". GLQQ -•- ------OAX .. _. _.._OA70 .• ._ - 0.00 .. ... -k.Gc' oq IUna 1mIWlinD9} 1. Ni4W, FMA1-'' .._ ... ... ..... _ .... _ .. - _ _ RMUESTEO eRd NOR—N.d. ODD aA7 OAO OOC D.00, O,CO P•Dk '-' Dr< t.,��.+a Belensa D.00 - O.kD 0.90 t .. _... '6p .. "DED .. 0.00 O.0c �llnt3Ddiw1inel ' FWtD9 nF,C7 U F.^.T f D I Ica]ndrAalrif Request Orly 0.00 OM 6.00 , 0.f0 OOo t rtel h•IenQbRaa ' For MoNh _ D.oD o.a] 0.00 )•)] 0.00 Ow 0.w a.0: • Tat! OOa 0co 0.00 a.]] Q00 ON O. 6CC 67, NET FURW FMCWbi LUt - 1. Le n. Urer•AbMte 6A>] 0.Ga D D.• 0J" IPAD D. O.DC l.r:anirad runda am _ Ikre Ly PiglesMd O.07 0.00 000 D.0 i.7: D'W 0.60 CI %1 it Umic.sithil s l Rake O/0 MW • *ea eeedtedrepm. . - - Agenay Ver OOnx�ly lfr+aty FnW 10al W1rd OAA 203.22 Page 91) of 93 CIO January 2022 - December 2022 RECEIY'I'S AND U,XPENDFrURE REPowr EXHIBIT 1 DAA 203.22 PROVIDER NAME, ADDRESS, PHONE#AND FEiDR PROGFIAM FUNDING SCURCEe Conlrrtcl# 0 0 TBtie •11 & General Revenue Contract Period: 0 a Admtnlstrallon ReportPurluci D © Ropart# 0 PSA 0 Bnvolce# 0 _ CEFffIFIGATIaN : I n: dk to I m bestu' my krNntrH dgu end bullof diet this repoitls complete and all outlays herein are for purposes set forth In the emlract. Prepared by:. -- _ PARTA : BUDGETED INCOME/ RECEIPTS 1. Federal Funds 2. State Funds 3, LooatCwthMatch 4. State Match ri, Local In -Mind Match 6. TOTAL RWI:W'fS 1'AR1 R : CONTRACT ED EXPENDITURES 1. Administrative Expenses Datal. _ -- Approved by : 1, Approved 2. Actual Recalpts Budget For ThisReporl $0.00 $0.00 $0.00 s0.00 $0.00 $0.00 1 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 1 Approved 2. Expenditures Budget For This Repeal $0.00 $0.00 PART G : OTHER EXPENDITURES (For tracking purposes ordy) 1, Match, OCE1 GR HOE IGR Other arrd In -Kind 2. Local Match 3, TOTAL D: INTEREST 1. Corned on Advances ----;9.oa-- 2. Returned on Advances _ L_ - . AgencyrORMlOBae•ADMINwisod 10110118 I. Approved Budget $0.00 $0.00 $0.00 $0.00 �a.an 2. Expandilu+es For This Report $0,00 $0.00 $0.00 $0.00 $0.00 We: 3. Total Receipts 14. Percent of Your to Date Approved Budget $0.00 #DIV101 $0.00 #DIV10l $0.00 #D1V101 $0.00 #DIV101 $0.00 #DIV101 $0.00 #DIV101 3. Expenditures Percent of Yearta Dato Approved Budget $0.00 ` #D!V101 �. Expenditures Year to Date $0.00 $0.0D $0.00 $0.00 $0.00 4, Percent of Approvers Budget 11DIV/ol $DIVIDI " #DIV101 #D1Vlai #DIWOI Page 00 of 93 040 January 2022 - December 2022 OM 203.22 PROVIDER NAME, e.DDRESS, PHONE#ANDFEIDN PROGRAM FUN0640 SOURCE: Corttract0 0 0 TIOe NI Clr1tr7et P0)ic 0 D ilia loped Period D D PSA Rotwd # ;ATION ; I cedily to the bust of mr hnmwtedge and bepel pint this report W ccm,, et end e0 outlays hweln am fa purposes net In The conlram by: nelo ovodiry: Dale RTA : BUDGETED 1NCOtrIEJ RECEIPTS I. Federal Funds ?. SialaFunds 1. Program Income- Non Match I. Local Cash Match s. SUBTOTAL: CASHRECEIPTS !. Lvaal hrltindMalch I, TOTAL RECEBFFS RT S : EXPENDITURES 1. AAA Direct Sonvtces 2, Subcontractor 3. IIIB Set Aside 4 IIIB Sol AsIdmDRR (Dlsoster Recovery Reserve) S. TOTAL EXPENDITURES RTC: OTHEREXPEMDITURES (For Tracking Purp mar only) Match a, Olharand In4(Jnd b. Local Malotr !. Program income I. TOTAL OTHER PARI O: INTEREST 1. Earned on Advances SOAO 2.Rama onAdvancee f0.0c 3. Olhar Earnod to -op Agvnor roRu t osar urs ntirrw tatwto 1. Approved Hudget 2_ MON HaealptS 3. Total Reeetpls 4. Percent of ForTWsRopod YeartoOale ApprovertHrrdgel $0.00 39.00 $0.00 401V101 $0.00 $0,00 $0,00 #DIV10t 30.00 $9100 $0.00 #plVlol $0.00 Koo 30.00 #DIV101 $0.00 30,00 $0.00 WV101 $1LOO Kea $0.00 90IV001 $0.00 $0,00 $0.00 t1DIV101 I. Approved Budget Expendil,rres 3 Fxpand0was 4. Percent of ForTNsReport Yeartowle Apptoved8udgel $0.00 $0.00 $U.00 #Diviol 50.00 $0.00 $0.00 #DlV/ol $0.00 30.00 $0.00 #nrV/n1 $0.00 $0.00. SO.00 #DIV/01 20.00 $0.00 $0.00 #DIV101 1. Approved Sirlyet 2. Ekpendiluros 3. F.xpend.luw 4, Po"M of Forlrftftod Year to Dade ApprovedBudgvl $0,00 SO.00 $0.00 WIV101 Woe $0.00 $0.00 #01V101 $0.00 $0.00 40.00 #DIV101 $0.00 i� - SO.DO - $0.00 #D1WOI Page 81 of 03 10 -4rp January 2022 - DaGernber 2022 PROVIDER NAME, ADDRESS, PHONE#ANDFEID# campy to the best or my In the rxm rw- Prepared by : Date:. PART A: BUDGETED INCOMW RE(Y2IPTS 1. Federal Funds 2 Slate Funds 3. Program Income- Non Match 4. Local Cash Match 3. SUBTOTAL: CASH RECEIPTS 6. Local In•Klnd Match 7. TOTAL RECEIPTS ;ART R • EXPFN rl)TU RFS 1. Subcordracicr 2. Cl SetAsldu ORR (04sealer Recavoy Reserve) 3. TOTAL EXPENDITURES DGRAM FUNDING SOURCE: Vile III Ci # Pnriorf; _ _ PSA tiopoH # f gnat this WWI is wrnplelo alai a1 ouitars hereln ate for purywses set Approved by ,.. I. ApprovedAudroel Date 3. "alai Receipts 4. Pa-cantof 2 Aolual Receipts For This Report Year to Date Approved Budget $0.00 $0.00 $0.00 #DIV/01 $0.00 $0.00 $0.00 /IUIV/01 $0.00 $0.OD $0.00 WWI $0.00 $0.0u $0.00 6DIV101 $0.00 $0.00 $0.00 0DIV/01 40.00 $0.00 $$0.00 #DIY/01 $0.00 $0,00 S0.00 #DIVI01 2. Expenditures 1.Approved Budget 3. Expenditures A. Percent of For This Report Year to Date Approved Budget $0.00 $0.00 $0.00 #D1V101 $0.00 $0.00 $0.00 #DIV101 $0.00 $0.00 $0.00 0DIY/01 i PARTC : OTHER EXPENDITURES 1. Approved Budget 2. Expenditures (Far Tracking Purprrses w[y) ForTWReporl 1. Match v 011ierandln•Khrd e.0.00 $0.00 b. 1 oral Match 50.00 $0.00 2. Program lnwme $0.00 $0.00 3. TOTAL OTHER $0.00 $n.00 PART Q. INTEREST i. EarrtodonAdvances 50.00 2. Return on Advances S0.00 3. Other Euined 50.00 Aamwy FORId tOSerCI rrv{apd 1�Y19l70ra Page 412 of 03 ExpanditLinus �4. Percent of Yendal r to e Approved Budget 00.00 #DIV/01 S0,00 10DIV101 $0.00 #D1V101 $0.00 11DIVPdI OAA 203.22 40 January 2022 Doccmbor 2022 PROVIDER NAME, ADDRESS, PHONE#ANO FEIDO FUNDIHOSOURCE: Contract# Title III Contract PedOd C2 Rulxnl Period PSA Report# Irlvoi(x#t, ION. 1 certify to the best of my 131ueAedy a runt belief thattids repal Is wrnpkde and all outlays her& are for puTaw.; snt fnrih in Ilm contract. Data• Aooravedby: Date•`-- _ 0AA 203.22 PARTA,. BUDGETED INCOMEI RECEIPTS I. App med budget 2 Actual Receipts 3. Total Receipts 4, Percent OF For Thts Report Year to Data Approved Butiget 1. Federal Fonda $0.00 $0.00 $0.00 #DIVI01 2. State Funds $0.00 $0.00 $0.00 #DIVf01 3. Program Income- Non Match $0.00 $0.00 $0,00 #DIVI01 A. Local C1tsh At" $0.00 S0.00 $0.00 #DIV/01 5. SUBTOTAL, CASH RECEIPTS $0.00 $0.00 $0.00 NDIV101 6 LocaltfrKlndMalcb I 40.00 $0.tN1 $0.03 #DIVIDI 7. TOTAL RECEIPTS $0.00 $0.00 2. Expenditures SO.OD NDIV/01 rs. Expenditures a. Percent of , PARTB ; EXPENDITJRES 1. Aptxoved Budgel For 11tis Report Year to Crate Approved Budget 1. Subumiractor $0.00 40.00 j0.J0 NUIVIDI 2. C2 SetAslde ORR (Dbaster Recovery Resume) $0.00 $0.00 $0.00 WIV101 S. TOTAL EXPENDITURES $0.00 $0.00 $0.00 NDIV/01 PARTG ,. OTHER FXPENDITURES (ForTmcking Purposes only) 1. Match a. Other and in -Kind M Local Match 2 Program htcomu 3. TOTAL OTHER PART f): IWE REST 1. Earned onAdvancea 3&00 2.RelumonAdvarrcas SO00 3, OlherEamed $0.00 Agenq FCn+A W-C2,avk d10190111 1. Approved Huttel $0.00 $0.00 $0.00 S0.00 z. Expernlltunus For This Report $0.00 $0.00 30.00 MOD 3 F.xpendila;res Percent or Year tof)ate Approved Budget $0,D0 190IV101 50.0D WIWI $0.00 WIWI $0.00 NIAV001 Page 83of03 CAo January 2022 - D000mber 2022 PROVIDER NAME,AIJURESS, PHONE#/ANt31`1:ID1E 0 CERTIFIGAI ION : I certify to the best of my knowledgo and In the contract. WUNDINGSOURCE: Contr2c[# Title 11) Contract Period: IIID Report Period PSA Report d 11wolciml this report is contplole and all outlays herein are for ptuposes set faftl Prepared by: Date : Approved by. nate . OAA 203.22 I PART A: BUDGETED INCOME/ RECEIPTS 1. Approved Budget 2. Actual Receipts 3, ToW Receipts 4. Percent of For This Report Year to Date Approved Budget 1. Federal Furds $0.00 $0.00 $0.00 OVIV(0! 2. TOTAL Re{;CIPIFS $0.00 $0.00 v$0.00 ImiVl01 PART 13 : EXPENDII UkES 1. Approved Budget ?_. Far This Report S. Year to Data 4. Percent of Approved Budget 1. AAA DirectSeMocs $0.00 $0.00 $0.00 #101V101 2. Sub wrrtraclor $Oleo $0.00 $0.00 #IDIV101 3. TOTAL EXPENDITURES $O.DO $oleo $0.0:: VDIV101 PARTC : OTHER EXPENDITUIt-S 1. Approved V. expenditures 3. Expenditures 4. Peroelt of (For Tmcking Purpo ses only) Budget For Tt11s Report Year to Dale Approved Budget 1. Program Income $0.00 $0.00 $0.00 001V101 PART D. INTEREST 1. Earned an Advances SO.Oo 2. RolumonAdvances $0.00 3.Other Earned 50.00_ AOe"Fopm 1a511*1!IrrraWD18011100018 1 Page 84 of 03 January 2022 - necamher 2022 ADDRESS, PHONED AND FEln+l iSiNnROURCF: t:ontrodd uUoIII Carltroc{Periud: IA6 ReponPeriod _ PSA____ Report# ;ERTIFICATION .1 certify to the heal at my lcmnwledon an4 bcilat that thl5 milD t is compkic and all oullaya horoln ate :r puepmoc sat Wit in tf ru wrdwA 4aperedby:,,__ flute: Awaved by. Date( 'ARTA:BUDGETED INCOMHRECEIPTS I Approvad8tui0cl ?,AdualRereipto :1ToInfRowlpl¢ 4.PereWlof For 'Ihis HepOd Yearto Data, ApprovaABt(doel 1. Federal Funds SD.OD #O.OD i S0.0n 11130V,'Ul 2. Stela Fumis Su,f10 #0.00 $0.00 #Ilivial 3.Pragramincome.Non Match Wim {11,00 Sam PUIV1Ul 4_1-ocal Cash Match SU31) #O.w $0,00 VDIViDI 5. SUGTOTAL' OASHRECEIPTS Wu0 40.00 $0.00 VDIV1DI 6. Locnl In -Wind Nir" $u.OU $0.00 5(I.00 tIDIVIDI 7_ TOTAL RECEIPTS $0.00 $0.00 $0.00 111DIVI01 'ART D : CXPENDITURES I. AppromdRuda'd 2. @arpa-adtures 3 Expenditures 4. Peroeat o1 For This Report Year to Dan Apllrev0d auUdd AAA UirectServices woo SOAR $0.00 1101v1ol '. Sub-Corxracfed S0l Acos $O,OD 50.00 $0,00 9tSIV.t01 TOTAL EXPENIXTURES $0.00 $0.00 $0.00 walvlul 'AR f C: 094ER EXPENUITURM I.ApprovedBudOM 2. Fxpandituraa 3. Expenditures 4. Nulcont ul (Far Trac]rirlg Purpeeas unite FarThis Report Year to Date ApixrmadFlud0el 1. hfairh � A. Other andhi-Krnd 30.00 $O.oD $0 no 4n1Vm1 b, Local MOO $0.00 $O,DO 10.04 a lliv101 2. Program Income $0.00 $Oxc: SU.UU #D1V0%l 3.TOTAL OTHER $0.00 40.01) $0.On yDlVlol 'ARTU: EXPENUITURESANALYSIS 1.ExpandialresbyServices Year toDMo: 2.UmmofServieprYear toDate 3.Number ofPeople Served YearloOnle 1. Information ..................... O.UO ............... _.......0 ....... ..... ..... ...- A P. Asslnhtnen............ ....... $Q pQ ..... ..................0 ......................... Q $. CUUt1fiwhi' 4. ttospllu..... .................. S0,110 o ..8 3. SUppternenhdt UNU04...... $U.oa ........................ 0 .1.........................f( ti. T OTAt......................... 's't A 11nn 3, cahrma 31d(wEd ha egnai to this lob1. 'A'r r E : GRANDPARENT SERVICES (reported by Federal fiscal Ysao - - -- f Y $ _ FFY, $- FFY E _, Match S, MetNI 6 _ Match S 'AriT F! RdT[REST 1. EamedollAdvaacua _ 2. Rdumod on Advances Sa.0u S. 111Ms Earawl 90.00 OM 203,22 Pogo 06 of 03 0140 .lenuary 2022 - December 2022 NAME,ADDRESS, PHONE-DANDIFE1113N PROGRAM FUNDING SOURCE, Coniradrl Title III Contract pellod: NSIP HeM)iiPedod PSA H c Porto TION : I cerilly Co the brst al nttrkomled0e and DWlar that Mrs repod is complete and atk outlays herein are for purposes set forth In the contract. irf. — .-.. —Oat,*: Approvedby! Rule. -- A! EXPENDITURE COMPUTATION 1 Number of Mcels Sorved 2. Line 1 Times $,72 Conte per Most B. CEN1TRACTSUMMARY 1. ApprevedCotdradtAmoum 2. AeluelExpandiluresfor this Rcport 3. TOM ErpeadituresYew toOke n. Contract Defence AVOWFORM M.$ NRIP mNsud fa IM OM 203.22 CONGRr:GATE HOM£DELIVERED GONGRIEGATE MOMEDELIVERED 0 0 0 0 Year ToOsIsTotel Meals U Current MonthTotaihisare— J Year ToOaieTotal Expendit,tres s0.00 Total Current Expenditures S0.00 $0.a0 $0.00 $0,00 $0.00 page as of 93 Q, A0 January 2022 - 00001nbor 2022 COMPUTATION OF CARRYFORWARD AND OVRRADVANCE OAA UTLE M P6A ConlroelParlad• C.M.tA_ 1. CURRENTYFARFU.V Un: FFV 1. PRIOR YEAR CARRYFORWARO: FFY a. PRIOR YVAR CMRVrORWAIW. FrY 1. CCNFRAOTTOTA4F. S. NE7EX9ENOrFURESrORC0NIR1CTYtAR 6, LURRENFFFY(:ARRWORWARD 1. CARRYFORYVARO PRACFNTA00 0.00 0,00 0.00 QOO 0.00 am "Wal grave OVlRAOVMICEO D. 70TA1 FUNODAOVANCEDANOIORRFAMMSE0 0 LESS: EXPENDITURES FROM WIE6 17 AWUNFOFOVERADVANCE 0,00 0.00 agn 11. R°-d'ORY Mi'fIaVEO FUR AAA DY: Olg�ulcro WAD -V lonN,4 VVA,RMKd INI:,14 HEMS 3FUN0 F60FUN0 I FEOFUNO 000 FFOFUNO 0,10 FP(1F[7Nt1 4031 TOTAL Qm 0.99 ava 0_03 000 coo 0w 0.00 040 0.00 Doc 0.0 060 40-001 Dog 0.0 0.GD 0.00 0 00 C. 0 00 O D D.," ow: Doc a00 OGol o.Of ODD 0 V 0.00 V..ot Mao aoo r1.0'• 0.00 uc; QOD D.00 4A0 0.oLI u ao( IL REFCRTAPPROVEGRYA"W MISION40F FIFVJVAL ALWIN15" ttUiTIOV 6!q»1ws nmID I& W PORTAPPROVED RY Agamy CONTRACT NANMiCtAkN C 5lgnalwo O� D Page 87 of 03 OAA 203,22 0.0 f January 2022 - Pecerober 2022 COST RCIMBURSEM I,:NT SUMMARY OM 203.22 Page 88 of 93 January 2022 -December 2022 ATTACHMENT XV BUDGET AND RAT , SUMMARY COLLIER COUNTY IIIR om 203.22 SERVICE CASE MANAGEMENT--.- REIMBURSEMENT UNIT RATE METHOD OF PAYMENT UNIT TYPE, $54.00 $22.29 Fixed FeejUnit Rate Fixed Fee/Unit Rate Fixed Fee/Unit Rato HOURS HOURS _ CHOICE EMF.RGF,NCY ALERT RESPONSF, $ 1.35 DAYS HOMPMAKER $25.44 Fixed Fee/Unit Rate _ HOURS HOUSING IMPROVEMENT Cost Reimbursement 90% of C mt EPISODE MATERIAL AID Cost Reimbutsement 90°/0 of Cost EPISODE PERSONAL CARE $25A4 Fixed FcdUnit Ratc HOURS RECREATION MATERIALS (EMERGENCIES ONLY) RESPITE IN - HOME Cost Reimbursement I00°l. of Cost EPISODE $25.44 Fixed FccfUnit Rate, HOURS SHOPPING ASSISTANCB--COVID-19 $34.12 Fixed Fee/Unit Rate ONF-WAY 11UPS SKILLED NURSING SERVICES $41.55 Fixa1 FeefUnit Rate HOURS SPECIALIZED MEDICAL EQUIPMENT, SERVICES AND Cost Reimbursement 90"fo of t.'o :`. RPISODF. TELEPHONE REASSURANCE—COVID-19 $13.40 Fixed Fee/Unit Rate 100% of Cost EPISODE_ _ `TRIPS TRANSPORTATION _ Cost Reimbursement Page ss of 03 0 40 January 2022 - December 2022 ATTACHMENT VIII BUDGET AND RATE SUMMARY COLLIER COUNTY C-1 & C-2 OAA 203.22 SERVICE R1 IM13UitSl;iwt1CN'1' UNIT RATE UNIT TYPE CI -- CONGREGATE MEALS _'S11.72 $ 8.07 MEALS HOME DELIVERED MEALS NIITRITION EDUCATION CONGREGATE MEAL ,SCREFNING _ MEALS PARTICIPANTS I TOUR s 1.59 $28.00 CONGREGATE MEALS FOR MANAGED TONG TERM CLIFNTS $11.72 MEALS OUTREACH $4.32 PER PERSON EPISODE SHOPPING ASSI91ANCE--COVID-19 $34.12 ONE-WAY'!'RIPS TELEPHONE REASSURANCE--COVID-19 $13.40 EPISODE SERVICE CZ -- HOME DELIVERED MEALS REIMBURSEMENT UNIT RATE S 8.07 $ 1.59 — UNITTYPE MEALS � PARTICIPANTS__ - NUTRITION riDUCATION SCRFF,NING & ASSFSSMF.NT $48.76 HOUR EPISODE OUTREACH $4.32 PER PERSON SHOPPING ASSISTANCE—COVID-19 $34.12 ONE-WAY TRIPS '1 EWPHONE REASSURANCFr--COVID-19 S 1:3.40 EPISODE P;W. so of ss C 'fib Jununry 2022 - December 2022 ATTAt'111N117NT VIII BUDGET AND RATE SUMMARY' COLLIER COUNTY IIIE, IIIES, & JILL, G OAA 203,22 8XIIVICE REIMBURSEMENT UNIT RATE $I48.00 _ METHOD Off PAYMENT _yFlxstl FcclUnit Rats UNIT TYPE DAYS --ADULI'DAY CARE RECREATION MATF,RIAI.S (P-Mr ltCil;WIE'S ONLY) R1;SPITG IN -HOME _ Cost Reiinburseinent I0010 of Cost EPISODE S25.44 Fixed Fee/Unit Rate HOIfRS HOURS RESPITE IN-rACILITY SCREFNINO & ASSESSMENT $11.05 Fixed Fee/Unit Rate $55.17 Fixed Fee/Unit Rate HOURS SHOPPING ASSISTANCP,—COVID-19 RI,EPHONE RFASSURANCF,--COVID-19 $'34.12 Fixed Fee/Unit Kate ONE-WAY $13.40 $22.29 Fixed Fee/Unit Rate Fixed Fee/Unit Rate EPISODE HOURS IIIES-- CHORE, Specialized Medical Equipment, Survice, & Supplies Cost Reimbursement 90q/a of cost EPISODE MAT> ;R,IAI, A ID Cast Reimbursement 9(rof Cost EPISODE_ IIIECv--CHILI) DAY CARR $15.00 _ E�ixed FeeAjnit Rate HOURS RECREATION MATERIALS EMERGENCMS ONLY SCREENING AND ASSESSMENT SHOPPING ASSISTANCE—WVID-19 _ iCNd TELEPHE RF.ASSIIR-ANCF,--COVID-19 Cost Reinibursenignt � 1 U ° o Of Cost EPISODE $55.17 Fixed Fee/Unit Rate I1OURS $34.12 $13.40 Fixed Fee/Unit Rate I ONE-VVAY Fixed Fce/Unil Rate EPISODE-- Page91 at93 C� AnUary 2022 - December 2022 A'1"1'ACHMENT XVI OAA ANNUAL VOLUNTEER ACfIVITY REPORT SPECIFICATIONS I, Categories arc Definitions QAA 203,22 Mrecl Volunteers: Volunteers who have person -to -person contact with client; (e.g. I&R specialists, SH1NG counselors, and individuals providing respite and companionship). indirect Volunteers: Volunteers who coordinate, manage, or participate in specific services, programs, or activities that assist paid staff in planning, implementing, and evaluating the goals and objectives of an organization (e.g. speaker's bureau volunteer, data entry, board members, etc.), i pisndie Volunteers: Votunteers who participate in a specific, one-time event for a limited time, regHrdless uftlirect or indirect volunteers. NOTE: A volunteer can only be counted once, Select the category (direct, indirect, or episodic) (fiat best describes the individual volunteer and his/her volunteer work. Unduplicated direct nr indirect volunteers: Number of volunteers who perform service activities. IL 'Turve;t) Questions L User input: Rrnail address i. User input: Survey questions 1. Number of unduplicated direct service volunteers. 1. Number of unduplicated indirect service volunteers. 2. Number of episodic volunteers engaged during the contract year. 3, Total number of direct volunteer hours served. 4� Total number of indirect volunteer hours served, 5. 'Total number of episodic volunteer hours served. Er. plumber of clients served by volunteers. 7, Number of volunteers age 60 or older, g, Number of volunteers under age 60. 111, ,Service Gategot ir: v Groupings for reporting the number of volunteers providing services during the data collection period (January I — ilecomber 31), If there are no activities during the year, enter xern. Adult Day Care: Iron -residential facility specializing In providing activities for elderly individuals or individuals with disabilities. Operates ten to twelve (10 12) hours per day and provides meals, social or recreational outings, and general supervision, Advisory Council/Board Membership: Group arexpetts and leaders in an Industry who share knowledge, contacts, and leadership skills to benefit an organization: comprised of people who have no material interests in the organization other than their directorship and who are responsible for a fiduciary role within the organization. AmeriCorps: Network of national service programs that engage members and eonununity volunteers in inwi i:.i ve service to meet needs in education, public health, and the environment. This service produces volunteers who will provide direct services to clients. Ameri{Corps Vista., VISTA members commit to serve fill -tune for a year at a nonprofit orgarrization or local government agency, working to fight illiteracy, improve la:alth survic s, ercrate businesses, strengthen community groups, and much more, This service produces volunteers who will provide direct services to clients. Clerical/Administration: Complex work tasks performed under direction in support of one or more persons serving in an udtninistrativo or professional capacity; completion of routine administrative tasks directly related to the work of supervisor(s). Companion.0 1p Programs: Programs that help elders to help other elders with their daily lives. Tasks may include grocery shopping, household chores, going out to hunch, or simply visiting the elders to kmp them cumpfiny, Congregate Meals: Meal service in a group setting to individuals who cannot preparo or obtain nutritionally adequate meals themselves. Meals assist individuals to maintain a nutritious dint, Consumer Education/Counseling: Enhances the capacity of mature cunsumum to navigate the increasingly comptex marketplace. Consumer education programs provide sign'siicant benefits, including Identification of markel information, compliant and consumer redress procedures, and understanding of a technology -lensed consumer enviromnent. Page 02 of 03 CAO January P022 - December 2022 OAA 203.22 Disaster Preparation/Recovery: Services provided in coordivalion with American Red Gross, FEMA, tend incal task forces in response or in preparatinn of disaster, Education: Community nutrench program ofnn academic institution that offers educational and cultural programs specifically designed to foster and support lifelong learning. Foster Grandparents: Provides a way for volunteers age 55 and older to stay active by serving children and youth in their communities, through tutoring and mentoring. Fundraising; Any service directly related to the solicitation of contributions for a committee, progtttm, or organization. Health Promotion; Programs specifically for older adults in the areas of health education, physical activity, coordirantcd screening, and menial health. Horne Delivered Meals: Meal scrvicc delivered to the homes to individuals who cannot prepare. or obtain nutritionally adequate meals for themselves. Meals assist individuals to maintain a nutritious diet. Hunaenaaker Programs: Programs provide in -home services to elders at -risk of premature placement In a nursing home. Clients must be 60 years of agar or older. Hume Repair: Home improvement, remodeling, or handyman work, including small, odd johs, and routine tasks. Information and Referral: One-to-one services directing elders to appropriate progratrrs and resources bused on elders' needs and specialized knowledge of aging services within the community. Intergerterationtal: Activities or programs that increase cooperation, interaction, err exchange between any two or more generations. LvgnI Assistance: Legal services to elders age 60 and older that deal with issues such as property taxes, mobile home, and other landlord tenant issues, advance directives, Medicaid eligiblIl y, Social Security denial, and state and local welfare benefit denials, RSVP; ILelired Senior V91UnteCr Program includes a network for individuals age 55 and older who use their skills and talents in volunteer activities such as home repairs, tutoring and mentoring, and assisting victims of natural disasters, Recreation,, Programs for older adults including health oducation, physical activity, and coordinated screening for physical and mental health. RELIEF: Respite for Eiders Living in Everyday Families offers respite services to caregivers of frail elders and those with Alzhcimer's disease and related dementia. Respite: Service that provides a temporary break for a family member fi•nm daily caregiving responsihilitles. Safety Education Programs: Programs on home Safety, driver's safety fall prevention, and other gancral safety educational topics provided by a volunteer to the aging network, Senior Companions: Volunteers provide services to elders at risk of instltutionali7.ation due to chronic lltrtcss, disability, or isolation. Services may include transportation to medical appointments, shopping assistance, meal preparatinn, companionship, and advocacy, as well as respite for caregivers, Elder Abuse Prevention Programs: Prevention strategies for elder abuse neglect, and exploitation, f-aui 1, scums, identity theft, and programs on home safety. SHINE anti Florida SHINEISMP: The SHINE Program provides free and unbiased counseling through a dedicated network of volunteers, empowering Florida seniors to mako informed decisions. Through the SHINE Program, SHINE volunteers help Medicare beneficiaries, their families, and caregivers through education, counseling, and assistance. Thtough the SI-IINLlSMP (Senior Medicare Patrol) Program, volunteers also educate beneficiaries to protect, detect and report potential errors, fraud, hnd abuse with their Medicare Coverage. Special Events. Time-linriled events. Speakers' Ilureau: Service that provides the right professional speaker for every type of event. Telephone Reassurance: Scheduled telephone calls to check on homebound elders, which may include a friendly visit from law enforcement or volunteers. Transportation: Service provided for older adults and individuals with disabilities Including lift -equipped vehicles for wheelchair transport and medical transpor•tntiou for appointtraents, dialysis, and chetnotheral}y Page 93 at 93 t`Ao Revised August 2007 Attestation Statement Agreement/Contract Number OAA 203.22 Amendment Number I, DANIEL R RODRIQUEZ , attest that no changes or revisions have been matte to the (RecipientlContracter representative) content of the above referenced agreement/eantract nr Amendment between the Area Agency oil Aging for southwest Florida and T IrR COUNTY BoaRt1 OF COUNTY c-OMMI. V�Fr�3 (ReclpientlContrector name) 'File 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 ogthe agreement/contrinet content. c Date Approved as to form and legality Assisttt�it County Attorney I i.;lJ;ta Revised Auousl =7