Agenda 05/09/2023 Item #16D 5 (After-the-Fact ENHCE for Collier County Senior Services)16.D.5
05/09/2023
EXECUTIVE SUMMARY
Recommendation to approve an "After -the -Fact" amendment with the Area Agency on Aging for Southwest
Florida, Inc., regarding American Rescue Plan Act funding under the Home -Based Community Services -
Enhanced Home Care for the Elderly grant program for the Collier County Services for Seniors Program to
amend the term of the contract, update Table 2 Delivery Schedule and 3 Payment Schedule and assign the
CSFA Number. (Human Service Grant Fund 707)
OBJECTIVE: To provide uninterrupted support services to the Collier County Services for Seniors Program's
(CCSS) elderly clients.
CONSIDERATIONS: The American Rescue Plan Act (ARPA) was signed into law on March 11, 2021, and
supports Home & Community Based Service (HCBS) beneficiaries to receive services in their own home or
community rather than institutions or other isolated settings. These programs serve a variety of targeted population
groups, and the Enhanced Home Care for the Elderly program (ENHCE) eligible individuals receive a proactive,
self -directed, and time -limited home modification, self -management support, and caregiver support for the purpose
of increasing function, independence and promote healthy living settings.
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. (AAASWFL). The ENHCE program clients must be
sixty (60) years old or older, enrolled in Medicaid, or be at risk of nursing home placement. These ENHCE
Services will provide minor home improvements, material aid or technology, and other services for aging in place
and are capped at $6,000 per client.
The current service agreement, ENHCE 202.23 in the amount of $334,665.56 was approved by the Board of County
Commissioners (Board) on March 28, 2023, Agenda Item #16D4 effective November 1, 2022.
The proposed First Amendment, ENHCE 203.23.01 to amend:
• Section 3 Term of Contract to end September 30, 2023
• Table 2 Delivery Schedule
• Table 3 Payment Schedule
• Update page 33-CSFA number to 65.001
AAASWFL routinely sends CCSS agreements and amendments which require a 30-day turnaround time. This
timeframe makes it difficult to process the documents for Board approval in the time requested by AAASWFL. The
Agreement for the ENHCE Agreement is being presented "After -the -Fact" because Collier County received the
ENHCE 203.23.01 grant agreement on April 4, 2023, with an effective contract date of November 1, 2022.
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.
FISCAL IMPACT: There is no Fiscal impact associated with this recommendation. Funds currently reside in
Human Services Grant Fund (707) Project 33850 (ENHCE).
GROWTH MANAGEMENT: There is no Growth Management impact.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote for
Board approval. -DDP
RECOMMENDATIONS: To approve an "After -the -Fact" amendment with the Area Agency on Aging for
Southwest Florida, Inc., regarding American Rescue Plan Act funding under the Home -Based Community
Services -Enhanced Home Care for the Elderly grant program for the Collier County Services for Seniors Program
to amend the term of the contract, update Table 2 Delivery Schedule and 3 Payment Schedule and assign the CSFA
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16.D.5
05/09/2023
Number. (Human Service Grant Fund 707)
Prepared By: Wendy Klopf, Grant Coordinator, Community and Human Services Division
ATTACHMENT(S)
1. ENHCE 203.23.01 executed (PDF)
2. (Linked) ENHCE 203.23 executed (PDF)
3. Resolution 2018-202 (PDF)
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16.D.5
05/09/2023
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.5
Doc ID: 25201
Item Summary: Recommendation to approve an "After -the -Fact" amendment with the Area Agency on Aging for
Southwest Florida, Inc., regarding American Rescue Plan Act funding under the Home -Based Community
Services -Enhanced Home Care for the Elderly grant program for the Collier County Services for Seniors Program
to amend the term of the contract, update Table 2 Delivery Schedule and 3 Payment Schedule and assign the CSFA
Number. (Human Service Grant Fund 707)
Meeting Date: 05/09/2023
Prepared by:
Title: Operations Coordinator — Community & Human Services
Name: Wendy Klopf
04/11/2023 5:02 PM
Submitted by:
Title: Manager - Federal/State Grants Operation — Community & Human Services
Name: Kristi Sonntag
04/11/2023 5:02 PM
Approved By:
Review:
Community & Human Services Kristi Sonntag CHS Review
Transportation Management Operations Support Raquel Ovares
Operations & Veteran Services
Community & Human Services
Public Services Department
Grants
Public Services Department
County Attorney's Office
Office of Management and Budget
Office of Management and Budget
Grants
County Attorney's Office
County Manager's Office
Board of County Commissioners
Jeff Weir
OVS Director Review
Tami Bailey
Additional Reviewer
Todd Henry
PSD Level 1 Reviewer
Erica Robinson
Level 2 Grants Review
Tanya Williams
PSD Department Head Review
Derek D. Perry
Level 2 Attorney Review
Debra Windsor
Level 3 OMB Gatekeeper Review
Blanca Aquino Luque Additional Reviewer
Therese Stanley
Additional Reviewer
Jeffrey A. Klatzkow Level 3 County Attorney's Office Review
Dan Rodriguez
Level 4 County Manager Review
Geoffrey Willig
Meeting Pending
Completed
04/11/2023 5:35 PM
Additional Reviewer
Completed
04/11/2023 8:27 PM
Completed
04/12/2023 6:26 PM
Completed
04/13/2023 8:35 AM
Completed
04/13/2023 10:32 AM
Completed
04/13/2023 10:44 AM
Completed
04/18/2023 4:50 PM
Completed
04/24/2023 2:32 PM
Completed
04/24/2023 2:57 PM
Completed
04/25/2023 4:40 PM
Completed
04/27/2023 4:51 PM
Completed
04/28/2023 9:05 AM
Completed
05/01/2023 2:00 PM
05/09/2023 9:00 AM
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16.D.5.a
(November 2022 — August 2023) ENHCE 203.23.01
AREA AGENCY ON AGING FOR SOUTHWEST FLORIDA, INC.
ENHANCED HOME CARE FOR THE ELDERLY
WHEREAS, the purpose of this Amendment is to amend section 3. Tenn of Contract, which will shorten the term of the contract and
snake the final invoice due on September 3rd 2023, and to add CSFA grant number.
NOW THEREFORE, in consideration of the mutual covenants and obligations set forth herein, the receipt and sufficiency
of which are hereby acknowledged, the Parties agree to the following:
3. Term of Contract:
This contract shall begin at twelve (12:00) A.M.. Eastern Standard Time November 1, 2022 or on the date the contract has been
signed by the last party required to sign it, whichever is later. It shall end at eleven fifty-nine (11:59) P.M., Eastern Standard
Time September 30, 2023.
Updated pages 23 through 26 - Table 2 and 3 attached. Updated page 33 - CSFA number attached.
All provisions in the contract and 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. w
This Amendment and all its attachments are hereby made part of the contract. Q
IN WITNESS THEREOF, the Parties hereto have caused this amendment, to be executed by their officials as c
duly authorized; and agree to abide by the terms, conditions and provisions of this amendment as amended. This ,N
Amendment is effective on the last date the Amendment has been signed by both Parties.
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IN WITNESS WHEREOF, the Parties hereto have caused this contract to be executed by their undersigned officials as duly
authorized.
CONTRACTQQ,,� �r�� ,,C�,,,O^�.L.IERDi ita�Op Y
BOARD OF CIO'lll1��� C 1O1K�):5�
Date: 2023.04.06
SIGNED BY: ya 16:27:38-04'00'
NAME: Tanya R Williams
TITLE: Public Service Department Head
DATE: 04.06.2023
As designee of the County Manager, pursuant to
Resolution No. 2018-202,
as to Form a d Legality:
Z
Derek D. Perry
Assistant County Attorney
AREA AGENCY ON AGING FOR
SOUTHWEST F RID�A C.
SIGNED BY:
TITLE: Chief Executive Olficcr,President
DATE: 0y. 07- 93
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(November 2022 — August 2023) ENHCE 16.D.5.a
a. Maintain written policies and procedures for computer system backup and recovery and shall have the same
requirement of subcontractors. These policies and procedures shall be made available to AAASWFL upon
request.
21. Agree to cooperate with AAASWFL in monitoring the progress of completion of the service tasks and
deliverables.
22. The Contractor shall ensure the provision of a continuum of services that meets the diverse needs of functionally
impaired elders and their caregivers. The Contractor shall ensure that performance and reporting of the
following services are in accordance with the current DOEA Handbook, and Section II.A. L-2. Of this contract.
Documentation of service delivery must include but is not limited to the following: number of clients served,
number of service units provided by service, and rate per service unit with calculations that equal the total
invoice amount. The services include the following categories:
23. The Contractor agrees to comply with the following responsibilities when AAASWFL, Department or Agency
data is utilized:
a. Comply with the Department of Health and Human Services Privacy Regulations in the CFR, Title 45,
Sections 160 and 164, regarding disclosure of protected health information as specified in Attachment II,
Business Associate Agreement.
b. Ensure all services provided under this Contract will be performed within the borders of the United States
and its territories and protectorates. State-owned Data (data collected or created for or provided by
AAASWFL, Department and/or Agency) will be processed and stored in data centers that are located only
in the forty-eight (48) contiguous United States. The Contractor shall ensure that call centers, Information
Technology (IT) help desks or any other type of customer support provided directly under this Contract,
shall be located only in the forty-eight (48) contiguous United States.
c. To not subcontract, assign, or transfer any work identified under this Contract, without prior written consent
of the Agency. Changes to approved subcontracts and/or subcontractors require approval in writing by
AAASWFL prior to the effective date of any subcontract.
d. Ensure its employees, subcontractors and agents shall provide immediate notice to AAASWFL in the event
it becomes aware of any security breach and any unauthorized transmission or loss of any or all of the data
collected or created for or provided by AAASWFL, Department and/or Agency.
e. Conform to current and updated publications of the principles, standards, and guidelines of the Federal
Information Processing Standards (FIPS), the National Institute of Standards and Technology (MIST)
publications, including but not limited to Cybersecurity-Framework and NIST.SP.800-53.
C. Deliverables Section
The Contractor shall submit monthly deliverables for review and approval to AAASWFL in accordance with Table
1, Deliverable Requirements, and Table 2, Deliverable Schedule, below:
TABLE 1 — DELIVERABLE REQUIREMENTS
73
�No.
Deliverable
Supporting Documentation
Due Date
Signed consent forms from each
Completed and signed
participant in the enhanced HCE
Attachment IX in PDF files or
The third (3') calendar day o
1
rogram that acknowledges the
other electronic format files with
each month
rogram's limited scope and duration
legally binding attestation from
of services.
the HCE participant.
Report providing the aggregate
umber of participants enrolled into
Excel spreadsheet showing per
2
he enhanced HCE program, their
person information on
The third (3') calendar day o
demographics (e.g., age, sex, race,
Attachment XII.
each month.
ethnicity, AHCA region), and their
health insurance carrier.
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(November 2022 — August 2023)
ENHCE 16.D.5.a
Report documenting all home
modifications and Enhanced HCE
Excel spreadsheet showing per
The third (3') calendar day o
3
services rendered, their costs, and
person information on
each month
dates of service per person served and
Attachment XIII
Provider Name.
Consolidated Surplus/Deficit Report
Completed and signed report in
Co
4
in accordance with the requirements
file or other electronic
The twelfth (12ch ) calendar
listed in Attachment I, Section 1, Sub-
format file
day of each month.
Section F, Item 13.
701B assessment data that will be
5used
by the Agency to quantify the
Assessment results in electronic
As requested by the Agency
impact of services on participant and
format.
caregiver conditions
Program Highlights referencing a new
PDF completed in accordance
6
success story, quote, testimonial, or
with Attachment I, Section 1,
September 15, 2023
human -interest vignette that occurred
Sub -Section F, Item 15.
in preceding SFY/FFY.
TABLE 2 — DELIVERABLE SCHEDULE
Source Documentation/Reporting
Due Date
•
November Demographic Information
•
November Services Information
December 3, 2022
•
November Informed Consents
•
Invoice for November Services
•
November Surplus/Deficit Report
December 12, 2022
•
December Demographic Information
•
December Services Information
January 3, 2023
•
December Informed Consents
•
Invoice for December Services
•
December Surplus/Deficit Report
January 12, 2023
•
January Demographic Information
•
January Services Information
February 3, 2023
•
January Informed Consents
•
Invoice for January Services
•
Quarterly Survey Results(November, December, January)
February 8, 2023
•
January Surplus/Deficit Report
February 12, 2023
•
February Demographic Information
•
February Services Information
March 3, 2023
•
February Informed Consents
•
Invoice for February Services
•
February Surplus/Deficit Report
March 12, 2023
•
March Demographic Information
•
March Services Information
April 3, 2023
•
March Informed Consents
•
Invoice for March Services
•
March Surplus/Deficit Report
April 12, 2023
•
April Demographic Information
•
April Services Information
May 3, 2023
•
April Informed Consents
•
Invoice for April Services
•Quarterly
Survey Results (February, March, April)
May 8, 2023
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(November 2022 — August 2023)
ENHCE 16.D.5.a
•
Aril Surplus/Deficit Report
May 12, 2023
•
May Demographic Information
•
May Services Information
June 3, 2023
•
May Informed Consents
•
Invoice for May Services
•
May Surplus/Deficit Report
June 12, 2023
•
June Demographic Information
•
June Services Information
July 3, 2023
•
June Informed Consents
•
Invoice for June Services
•
June Surplus/Deficit Report
July 12, 2023
•
July Demographic Information
•
July Services Information
August 3, 2023
•
July Informed Consents
•
Invoice for July Services
•Quarterly
Survey Results (May, June, Jul
August 8, 2023
•
July Surplus/Deficit Report
August 12, 2023
•
August Demographic Information
•
August Services Information
September 3, 2023
•
August Informed Consents
•
Invoice for August Services
•
August Surplus/Deficit Report
September 12, 2023
•
Program Highlights
September 15, 2023
III. METHOD OF PAYMENT
A. Payment Methods Used
The method of payment for this contract is cost reimbursement based on monthly invoicing from the Contractor to
the Agency, subject to the availability of funds and Contractor performance. The Agency will pay the Contractor
upon satisfactory completion of the Tasks/Deliverables, and in accordance with other terms and conditions of this
contract.
B. Monthly Payments
The Contractor shall submit all invoices to AAASWFL for preliminary approval within fifteen (15) calendar days
of completion and approval of deliverables(s). The Agency will pay the invoiced amount for services completed
each month and after all deliverables are submitted and approved.
TABLE 3
PAYMENT SCHEDULE
#
State Fiscal Year
Number
Deliverable / Service Description
Unit Cost
- SFY
of Units
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(November 2022 — August 2023)
ENHCE 16.D.5.a
Year 1 Operations
(December 1, 2022 — June 30, 2023)
The Vendor shall provide proactive, client -
Per Monthly
directed, time -limited home modifications,
Invoiced Amount for
1
SFY 2022/2023
self -management support, and caregiver
Services Delivered
7
support in accordance with the terms in this
Contract. The required reports are the
supporting documentation the Agency will
use to verify the completion of services.
Year 2 Operations
(July 1, 2023 — August 30, 2023)
The Vendor shall provide proactive, client-
per Monthly
directed, time -limited home modifications,
Invoiced Amount for
2
SFY 2023/2024
self -management support, and caregiver
Services Delivered
2
support in accordance with the terms in this
Contract. The required reports are the
supporting documentation the Agency will
use to verify the completion of services.
C. Method of Invoice Payment
All requests for payment shall all be submitted using Attachment XIV. Payment may be authorized for all allowable
expenditures to complete the tasks identified in and required by this Contract.
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Any payment due under the terms of this contract may be withheld pending the receipt and approval by AAASWFL N
of all deliverables due from the Contractor and any adjustments thereto, including any disallowance not resolved. N
Payment shall be made upon the Contractor presentation of an invoice subsequent to the acceptance and approval m
by AAASWFL of the deliverables shown on the invoice. The form and substance of each invoice packet submitted
by the Contractor shall be as follows:
1. Have a Remittance Address that corresponds exactly to the "Remit To" address provided to
MyFloridaMarketPlace (MFMP) during registration. M
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2. Request payment monthly for the services provided in conformance with the requirements as described in the c
current DOEA Handbook and in accordance with the Payment Schedule in Table 3 above, at the rates N
established in Attachment 1 Section II.A.1 and II.A.2. Documentation of service delivery must include a report v
consisting of the following: name of each client served, all home modifications and services provided with their Z
cost and dates of service, with calculations that equal the total invoice amount (Attachment XIII). w
Reimbursement amounts for administrative costs must be reflected on the Cost Reimbursement Summary form
(Attachment XVI) and include only items contained on the Contractor's Cost Analysis form. Any requested E
changes to the approved budget subsequent to the execution of the contract must be submitted to AAASWFL r
for written approval. Any change to the total contract amount requires a formal contract amendment. Q
3. The Contractor shall consolidate all subcontractors' Requests for Payment and Receipt and Expenditure Reports
that support Requests for Payment and shall submit the consolidated information to AAASWFL using the
Request for Payment (Attachment XIV), Receipt and Expenditure Report (Attachment XV), and Cost
Reimbursement Summary (Attachment XVI) forms for services and administrative expenses, which must
include itemized expenditure categories.
4. All Requests for Payment shall be based on the submission of monthly Receipt and Expenditure Reports
beginning with the first month of this contract.
5. The Contractor shall submit monthly invoices to AAASWFL for review and processing for payment.
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(November 2022 — August 2023)
ATTACHMENT II
ENHCE 16.D.5.a
EXHIBIT 2
FUNDING SUMMARY (2022-2023)
Note: Title 2 CFR, as revised, and Section 215.97, F.S., require that the information about Federal Programs and State
Projects included in Attachment II, Exhibit 1, be provided to the recipient. Information contained herein is a prediction of
funding sources and related amounts based on the contract budget.
1. FEDERAL RESOURCES AWARDED TO THE SUBRECIPIENT PURSUANT TO THIS CONTRACT
CONSIST OF THE FOLLOWING:
GRANT AWARD (FAIN#):
FEDERAL AWARD DATE:
DUNS NUMBER:
PROGRAM TITLE
FUNDING SOURCE
CFDA
AMOUNT
TOTAL FEDERAL AWARD
COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED PURSUANT
TO THIS CONTRACT ARE AS FOLLOWS:
FEDERAL FUNDS:
2 CFR Part 200 — Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.
OMB Circular A-133 — Audits of States, Local Governments, and Non -Profit Organizations
2. STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS CONTRACT CONSIST OF
THE FOLLOWING:
MATCHING RESOURCES FOR FEDERAL PROGRAMS
PROGRAM TITLE FUNDING SOURCE CFDA AMOUNT
TOTAL STATE AWARD
STATE FINANCIAL ASSISTANCE SUBJECT TO SECTION 215.97, F.S.
PROGRAM TITLE
FUNDING SOURCE
CSFA
AMOUNT
ARP Enhanced FMAP
Medical Care Trust Fund
65.001
$334,665.56
TOTAL AWARD
1 $334,665.56
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT TO THIS
CONTRACT ARE AS FOLLOWS:
STATE FINANCIAL ASSISTANCE
Sections 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
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16.D.5.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
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16.D.5.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
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By: By:
'A eSt 85 tp (;€t�PK%gTY CLERK
signature only,
Approval for form and legality:
3ennl r A. Belpedio
Assistant County Attorney
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