BCC Agenda 02/13/2024 Item #16D 1 (An after-the-fact Services for Seniors agreement for FY24 Older American Act Title III)02/13/2024
EXECUTIVE SUMMARY
Recommendation to approve Services for Seniors, after-the-fact Standard Contract with the Area Agency on
Aging for Southwest Florida, Inc., in the amount of $1,429,000, and authorize the associated Budget
Amendments, for FY24 Older American Act Title III in the amount of ($12,222.23). (Human Service Grant
Fund 1837)
OBJECTIVE: To provide uninterrupted support services to Collier County Services for Seniors 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. These funds are received by Collier County through the Are a
Agency on Aging for Southwest Florida, Inc. (Agency) and require matching funds. Each year, the Agency
combines the OAA award with the Nutrition Services Incentive Program (NSIP) award. Collier County Community
& Human Services Division (CHS), Services for Seniors Program (CCSS), administers these funds which have
been providing support services to Collier County’s frail and elderly citizens for over forty (40) years.
The total grant award of $1,429,000 will be used to fund the program beginning January 1, 2024, and ending
December 31, 2024. The estimated award and projected budget were approved by the Board of County
Commissioners (Board) on November 14, 2023, Agenda Item #16.D.8. The Table below shows the actual award
and the revision required from the projected budget with associated Budget Amendments. Matching funds are
available in the Human Services Grant Fund (1837) Reserves via carry forward.
Program Component Project
Number
Current
Award
Match
Requirement
Local Cash
Match
Vendor
Match
Title III-B Services 33881 $300,000 $33,333.33 $26,709.46 $6,623.87
Title C1 Congregate Meals 33883 $500,000 $55,555.56 $30,310.62 $25,244.94
Title C2 Home Delivered
Meals
33884 $400,000 $44,444.44 $33,284.66 $11,159.78
Title III-E Services 33885 $188,000 $20,888.89 $14,101.49 $6,787.40
NSIP 33886 $52,000 N/A N/A N/A
Total $1,440,000 $154,222.22 $104,406.23 $49,815.99
Program Component Project
Number
Revised
Award
Final Match
Requirement
Local Cash
Match
Vendor
Match
Title III-B Services 33881 $300,000 $33,333.33 $26,709.46 $6,623.87
Title C1 Congregate Meals 33883 $650,000 $72,222.22 $46,977.28 $25,244.94
Title C2 Home Delivered
Meals
33884 $300,000 $33,333.33 $22,173.55 $11,159.78
Title III-E Services 33885 $127,000 $14,111.11 $7,323.71 $6,787.40
NSIP 33886 $52,000 N/A N/A N/A
Total $1,429,000 $152,999.99 $103,184 $49,815.99
Program Project
Number
Award
Variance
Match**
Variance
Local Match
Variance
Vendor
Variance
Title III-B Services 33881 $0 $0 $0 $0
Title C1 Congregate Meals 33883 $150,000 $16,666.66 $16,666.66 $0
Title C2 Home Delivered
Meals
33884 ($100,000) ($11,111.11) ($11,111.11) $0
Title III-E Services 33885 ($61,000) ($6,777.78) ($6,777.78) $0
16.D.1
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02/13/2024
NSIP 33886 $0 N/A N/A N/A
Total ($11,000) ($1,222.23) ($1,222.23) $0
*Match amount equals the award divided by .9, then multiplied by ten percent (10%), per Federal and State
calculation requirements
This contract is being presented as “after-the-fact” because CCSS received the contract on December 8, 2023, from
the Agency with a request for a 30-day turnaround. The Agency routinely sends CCSS new contracts a few weeks
before the effective date or after. The effective date of the contract was January 1, 2024. This time frame make s it
impossible to process the document for immediate Board consideration. It was necessary to execute the contract
prior to the regularly scheduled Board meeting to maintain grant compliance and continue to provide much -needed
services to the County’s frail elderly. Consequently, pursuant to CMA #5330 and Resolution No. 2018-202, the
County Manager authorized the Public Service Department Head to sign the contract documents. The contract is
being presented for Board ratification.
The reduction in award amount was due to the Agency providing CHS with additional funding prior to the FY23
grant ending on 12/31/2023. Additional funds were awarded to lead agencies that met or exceeded their budgets.
The additional funds came from other agencies that are still working to recover from Hurricane Ian.
FISCAL IMPACT: The estimated Budget Amendments, based on the 2023 funding levels, were approved on
November 14, 2023 (Agenda Item #16.D.8), to recognize anticipated dollars in Fund (1837), Human Services
Grant. These Budget Amendments decrease funding by ($11,000). The cash match will decrease by ($1,222.23).
The NSIP program does not require a match. The total OAA grant award is $1,429,000 and the cash match
requirement of $103,184 will reside in Fund (1837), Projects 33881, 33883, 33884, 33885, and 33886.
GROWTH MANAGEMENT IMPACT: There is no Growth Management impact associated with this
recommendation.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires a majority vote for
Board approval. -DDP
RECOMMENDATION: To approve Services for Seniors, after-the-fact Standard Contract with the Area Agency
on Aging for Southwest Florida, Inc., in the amount of $1,429,000, and authorize the associated Budget
Amendments, for FY24 Older American Act Title III in the amount of ($12,222.23).
Prepared By: Joshua Thomas, Grant Coordinator, Community and Human Services Division
ATTACHMENT(S)
1. (Linked) OAA 203.24 ExecF (PDF)
2. Resolution 2018-202 (PDF)
3. 1837 Match BA (PDF)
16.D.1
Packet Pg. 666
02/13/2024
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.1
Doc ID: 27570
Item Summary: Recommendation to approve Services for Seniors, after-the-fact Standard Contract with the Area
Agency on Aging for Southwest Florida, Inc., in the amount of $1,429,000, and authorize the associated Budget
Amendments, for FY24 Older American Act Title III in the amount of ($12,222.23). (Human Service Grant Fund
1837)
Meeting Date: 02/13/2024
Prepared by:
Title: Operations Analyst – Community & Human Services
Name: Joshua Thomas
12/19/2023 3:25 PM
Submitted by:
Title: Manager - Federal/State Grants Operation – Community & Human Services
Name: Kristi Sonntag
12/19/2023 3:25 PM
Approved By:
Review:
Community & Human Services Tami Bailey Additional Reviewer Completed 12/21/2023 12:30 PM
Operations & Veteran Services Jeff Weir OVS Director Review Completed 12/27/2023 1:30 PM
Community & Human Services Kristi Sonntag CHS Review Completed 01/02/2024 4:25 PM
Community & Human Services Kim Frazier Additional Reviewer Completed 01/19/2024 5:41 PM
Public Services Department Todd Henry PSD Level 1 Reviewer Completed 01/22/2024 7:47 AM
Grants Erica Robinson Level 2 Grants Review Completed 01/22/2024 4:58 PM
County Attorney's Office Derek D. Perry Level 2 Attorney Review Completed 01/23/2024 10:00 AM
Public Services Department Tanya Williams PSD Department Head Review Completed 01/29/2024 8:40 AM
Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 01/29/2024 8:51 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 01/29/2024 10:55 AM
Office of Management and Budget Blanca Aquino Luque Additional Reviewer Completed 01/29/2024 4:06 PM
Grants Therese Stanley Additional Reviewer Completed 02/05/2024 11:22 AM
County Manager's Office Amy Patterson Level 4 County Manager Review Completed 02/05/2024 11:37 AM
Board of County Commissioners Geoffrey Willig Meeting Pending 02/13/2024 9:00 AM
16.D.1
Packet Pg. 667
16.D.1.b
Packet Pg. 668 Attachment: Resolution 2018-202 (27570 : OAA 203.24 Agreement)
16.D.1.b
Packet Pg. 669 Attachment: Resolution 2018-202 (27570 : OAA 203.24 Agreement)
16.D.1.gPacket Pg. 670Attachment: 1837 Match BA (27570 : OAA 203.24 Agreement)