Backup Documents 02/11/2025 Item #16D 5 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP s 5
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE
Print on pink paper. Attach to original document. The completed routing slip and original documents are to be forwarded to the County Attorney Office
at the time the item is placed on the agenda. All completed routing slips and original documents must be received in the County Attorney Office no later
than Monday preceding the Board meeting.
**NEW** ROUTING SLIP
Complete routing lines#1 through#2 as appropriate for additional signatures,dates,and/or information needed. If the document is already complete with the
exception of the Chairman's signature,draw a line through routing_lines#1 through#2,complete the checklist,and forward to the County Attorney Office.
Route to Addressee(s) (List in routing order) Office Initials Date
1. Joshua Thomas, Grants Coordinator Community & Human 02/05/25
Services /��
2. ,.County Attorney County Attorney Office �w1 'Y l�"5
I.
3. Minutes and Records Clerk of Court's Office
PRIMARY CONTACT INFORMATIONII
Normally the primary contact is the person who created/prepared the Executive Summary. Primary contact information is needed in the event one of the
addressees above,may need to contact staff for additional or missing information.
Name of Primary Staff Joshua Thomas/CHS Operations Grants Phone Number 239-252-8995
Contact/ Department Coordinator
Agenda Date Item was February 11,2025 Agenda Item Number 16 D5\
Approved by the BCC
V Type of Document 2025 OAA Agreement Number of Original 1
Attached Documents Attached
NPO number or account N/A
number if document is
to be recorded
INSTRUCTIONS & CHECKLIST
Initial the Yes column or mark"N/A"in the Not Applicable column,whichever is Yes N/A(Not
appropriate. (Initial) Applicable)
1. Does the document require the chairman's original signature?STAMP is OK N/A
2. Does the document need to be sent to another agency for additional signatures? If yes, N/A
provide the Contact Information(Name;Agency;Address;Phone)on an attached sheet.
3. Original document has been signed/initialed for legal sufficiency. (All documents to be JT
signed by the Chairman,with the exception of most letters,must be reviewed and signed
by the Office of the County Attorney.
4. All handwritten strike-through and revisions have been initialed by the County Attorney's N/A
Office and all other parties except the BCC Chairman and the Clerk to the Board
5. The Chairman's signature line date has been entered as the date of BCC approval of the N/A
document or the final negotiated contract date whichever is applicable.
6. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's N/A
signature and initials are required.
7. In most cases(some contracts are an exception),the original document and this routing slip JT
should be provided to the County Attorney Office at the time the item is input into SIRE.
Some documents are time sensitive and require forwarding to Tallahassee within a certain
time frame or the BCC's actions are nullified. Be aware of your deadlines!
8. The document was approved by the BCC on 02/11/25 and all changes made during JT /A is not an
the meeting have been incorporated in the attached document. The County orption for
Attorney's Office has reviewed the changes,if applicable. .his lin-
9. Initials of attorney verifying that the attached document is the version approved by the N/A is
BCC,all changes directed by the BCC have been made, ►tion, `_
I:Forms/County Forms/BCC Forms/Original Documents Routing Slip WWS Original 9.03.04,Revised 1.26.05,Revised 2.24.05;Revised 11/30/12
16O 5
Collier County
Public Services Department
Community & Human Services Division
To: BCC Minutes and Records
From: Joshua Thomas, CHS Grants Coordinator I
Re: OAA 2025 Agreement Routing Instructions
February 5, 2025
The attached OAA 2025 Grant Agreement is for after-the-fact BCC approval at the February 11, 2025
BCC meeting(Agenda Item 16.D5)The agreement has been signed by the County Manager and does not
require BCC signature. Please retain for your records and e-mail a scanned copy to
Joshua.Thomas cr colliercountyfl.gov.
Please let me know if you have any questions regarding this request.
Thank you,
Josh Thomas
Community&Human Services Division •3339 Tamiami Trail East,Suite 213•Naples, FL 34112-5361•239-252-CARE(2273)
239-252-CAFE(2233)•239-252-5713(RSVP)•www.colliercountyfl.gov
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(January 2025—December 2025) HA025 203.
AREA AGENCY ON AGING FOR SOUTHWEST FLORIDA, INC.
STANDARD CONTRACT
THIS CONTRACT is entered into between Area Agency on Aging for Southwest Florida; Inc.d/b/a AAASWFL and
Collier County Board of County Commissioners(Contractor),collectively referred to as the"Parties,"
WITNESSETH THAT:
WHEREAS,the AAASWFL 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 such
services as an independent Contractor of the AAASWFL.
NOW THEREFORE, in consideration of the services to be performed and payments to be made,together with the
mutual covenants and conditions set forth herein,the Parties agree as follows:
1. Purpose of Contract:
The purpose of this contract is to provide services in accordance with the terms and conditions specified in this contract
including all attachments,forms,and exhibits which constitute the contract document.
2. Incorporation of Documents within the Contract:
The contract will incorporate attachments,proposal(s),state plan(s),grant agreements,relevant AAASWFL handbooks,
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 inconsistent provisions in the proposal(s)or
other general materials not specific to this contract document and identified attachments.
3. Term of Contract:
This contract shall begin at twelve(12:00)A.M., Eastern Standard Time January 1,2025,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 December 31,2025.
4. Contract Amount:
The Agency agrees to pay for contracted services according to the terms and conditions of this contract in an amount not
to exceed S1,604,272.20,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.
5. Renewals:
By mutual agreement of the Parties, in accordance with Section 287.058(l)(g), Florida Statutes(F.S.),the AAASWFL
may 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 bid, proposal,or reply. No other costs
for the renewal may be charged. Any renewal is subject to the same terms and conditions as the original contract and
contingent upon satisfactory performance evaluations by the AAASWFL and the availability of funds.
6. Compliance with Federal Law:
6.1 If this contract contains federal funds this section shall apply.
6.1.1 The Contractor shall comply with the provisions of 45 Code of Federal Regulations(CFR) Part 75 and/or
45 CFR Part 92,2 CFR Part 200,and other applicable regulations.
6.1.2 If this contract contains federal funds and is over $100,000.00, the 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 Federal Water Pollution Control Act as
amended (33 U.S.C. § 1251, et seq.), Executive Order 11738, as amended, and, where applicable,
Environmental Protection Agency regulations 2 CFR Part 1500. The Contractor shall report any violations
of the above to the AAASWFL.
6.1.3 Neither the Contractor nor anyagent actingon behalf of the Contractor mayuse anyfederal funds received
g
in connection with this contract to influence legislation or appropriations pending before Congress or any
state legislature. The Contractor must complete all disclosure forms as required, specifically the
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Certification and Assurances Attachment, which must be completed and returned to AAASWFL prior to
the execution of this contract.
6.1.4 In accordance with Appendix ll to 2 CFR Part 200, the Contractor shall comply with Executive Order
11246, Equal Employment Opportunity, as amended by Executive Order 11375 and others, and as
supplemented in AAASWFL of Labor regulations 41 CFR Part 60 and in Department of Health and Human
Services regulations 45 CFR Part 92, if applicable.
6.1.5 A contract award with an amount expected to equal or exceed$25,000.00 and 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 (OMB) guidelines at 2 CFR Part 180 that implement Executive
Orders 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 and Assurances
Attachment prior to the execution of this contract.
6.2 The Contractor shall not employ an unauthorized alien. AAASWFL will consider the 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 1986 (8 U.S.C. § 1101). Such violation will be cause for unilateral cancellation of
this contract by the AAASWFL.
6.3 If the Contractor is a non-profit provider and is subject to Internal Revenue Service(iRS)tax exempt organization
reporting requirements (filing a Form 990 or Form 990-N), and has its tax 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 the AAASWFL in writing within thirty(30)days of receiving the IRS notice of revocation.
6.4 The Contractor shall comply with Title 2 CFR Part 175 regarding Trafficking in Persons.
6.5 Unless exempt under 2 CFR § 170.110(6), the Contractor shall comply with the reporting requirements of the
Transparency Act as expressed in 2 CFR Part 170.
6.6 To comply with Presidential Executive Order 12989,as amended, and State of Florida Executive Order Number
11-116,and section 448.095(5)F.S.,Contractor agrees to utilize the U.S.Department of Homeland Security's E-
verify system to verify the employment of all new employees hired 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 employment of all new employees
hired by the Subcontractor during the contract term. Contractors shall require any subcontractors to provide an
affidavit stating it does not employ any unauthorized aliens and has no subcontractors that employ unauthorized
aliens.Contractors shall retain any affidavits from subcontractors through the term of this contract.
7. Compliance with State Law:
7.1 This contract is executed and entered into in the State 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 state financial assistance funds, the Contractor shall comply with Section 215.97, F.S.,
and Section 215.971, F.S.,and expenditures must be in compliance with applicable laws, rules, and regulations
including, but not limited to,the Department of Financial Services Reference Guide for State Expenditures,
7.3 The Contractor shall comply with the requirements of Section 287.058,F.S.,as amended.
7.3.1 The Contractor shall perform all tasks contained in Attachment I.
7.3.2 The Contractor shall provide units of deliverables, including reports, findings, and drafts, as specified in
Attachment I,to be received and accepted by AAASWFL prior to payment.
7.3.3 The Contractor shall comply with the criteria and final date by which such criteria must be met for
F. completion of this contract as specified in Attachment I,Section III. Method of Payment.
7.3.4 The Contractor shall submit bills for fees or other compensation for services or expenses in sufficient detail
for a proper pre-audit and post-audit.
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7.3.5 If itemized payment for travel expenses is permitted in this contract, the Contractor shall submit invoices
for any travel expenses in accordance with Section 112.061, F.S.,or at such lower rates as may be provided
in this contract.
7.4 If clients arc 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(F.A.C).
7.5 Subcontractors who are on the Discriminatory Vendor List may not transact business with any public entity, in
accordance with the provisions of Section 287.134, F.S.
7.6 The Contractor shall comply with the provisions of Section 1 1.062,F.S.,and Section 216.347,F.S., which prohibit
the expenditure of contract funds for the purpose of lobbying the legislature,judicial branch or a state agency.
7.7 The AAASWFL may, at its option, terminate the Contract if the Contractor is found to have submitted a false
certification 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.
8. Background Screening:
The Contractor shall ensure that the requirements of Section 430.0402 and Chapter 435, F.S.,as they may he amended,
are met regarding background screening for all employees,volunteers,and persons seeking employment who are"direct
service providers"as that term is defined in Section 430.0402(1)(b)and who are not exempted from Level 2 background
screening by Section 430.0402(2).The Contractor and its direct service providers,must also comply with any applicable
rules promulgated by AAASWFL and the Agency for Health Care Administration regarding implementation of Section
430.0402 and Chapter 435,F.S. Contractor shall submit the Background Screening Attestation of Compliance-Employer
(Screening Form)to the AAASWFL within thirty(30)days of execution of this contract and annually,through the term of
this contract pursuant to section 435.05(3) F.S. The Contractor shall also maintain copies of the new screening forms
for its direct service providers as required herein. The Contractor hereby agrees to correct all background screening
deficiencies identified by AAASWFL within thirty(30)days upon notification.
8.1 Further information concerning the procedures for background screening may be found at
https://elderalfairs.org/about-us/hackground-screening
8.2 The Contractor shall submit for each employee having access to the Clearinghouse program or the background
screening information obtained from the program, an executed Attestation of Compliance — Background Screening
Program User form to AAASWFL within sixty (60)days of execution of this contract for each background screening
program user and annually thereafter, within forty-five(45)days of the contract anniversary date.
9. Grievance Procedures:
The Contractor shall develop, implement, and ensure that its Subcontractors have established grievance procedures to
process and resolve client dissatisfaction with, or denial of, service(s) and to address complaints regarding the
termination,suspension or reduction of services,as required for receipt of funds. These procedures,at a minimum,will
provide for notice of the grievance procedure and an opportunity for review of the Subcontractor's determination(s).
10. Public Records and Retention:
The AAASWFL may unilaterally cancel this contract, notwithstanding any other provisions of this contract, for
refusal by the Contractor to allow public access to all documents,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)of Article i of the State Constitution and Section 1 19.071, F.S.
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF
CHAPTER 119, FLORIDA STATUTES,TO THE CONTRACTOR'S DUTY TO
PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE
AAASWFL AT:
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AAASWFL
Clara Balthazar(Perry)
2830 Winkler Ave,Suite 112
Ft. Myers, Florida 33916
239-652-6934
10.1 By execution of this contract, Contractor agrees to all provisions of Chapter 119, F.S., and any other applicable
law,and shall:
10.1.1 Keep and maintain public records required by the AAASWFL to perform the contracted services.
10.1.2 Upon request from the AAASWFL custodian of public records, provide the AAASWFL a copy of the
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, F.S., or as otherwise provided by law.
10.1.3 Ensure 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
following completion of the contract if the Contractor does not transfer the records to the AAASWFL.
10.1.4 Upon completion of the contract,the Contractor will either transfer,at no cost to the AAASWFL, all public
records in possession of the Contractor to the AAASWFL or will keep and maintain public records required
by the AAASWFL. if the Contractor transfers all public records the AAASWFL upon completion of the
contract,Contractor shall destroy any duplicate public records that are exempt, or confidential and exempt,
from public records disclosure requirements. If the Contractor keeps and maintains public records upon
completion of the contract, the Contractor shall meet all applicable requirements for retaining public
records.All records stored electronically must be provided to the AAASWFL in a format that is compatible
with the information technology systems of the AAASWFL.
10.2 Upon termination of this contract, whether for convenience or for cause as detailed in section 53 of this contract,
the Contractor and Subcontractors shall,at no cost to the AAASWFL,transfer all public records in their possession
to the AAASWFL and destroy any duplicate public records that are exempt, or confidential and exempt, from
public records disclosure requirements. All records stored electronically shall be provided to the AAASWFL in a
format that is compatible with the information technology systems of the AAASWFL.
11. Audits,Inspections,Investigations:
11.1 The Contractor shall establish and maintain books,records,and documents(including electronic storage media)
sufficient to reflect all assets, obligations, unobligated balances, income, interest, and expenditures of funds
provided by the AAASWFL under this contract. Contractor shall adequately safeguard all such assets and ensure
that they are used solely for the purposes authorized under this contract. Whenever appropriate, financial
information should be related to performance and unit cost data.
11.2 The Contractor shall retain and maintain all client records, financial records, supporting documents, statistical
records, and any other documents (including electronic storage media) pertinent to this contract for a 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 after the audit report is issued or
until resolution of any audit findings or litigation based on the terms of this contract,at no additional cost to the
AAASWFL.
11.3 Upon demand,at no additional cost to the AAASWFL,the Contractor shall facilitate the duplication and transfer
of any records or documents during the required retention period.
11.4 The 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 authorized by the AAASWFL.
11.5 At all reasonable times for as long as records are maintained, persons duly authorized by the AAASWFL and
federal auditors, pursuant to 45 CFR Part 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 this specific contract, regardless of the
form in which kept.
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11.6 The Contractor shall provide a Financial and Compliance Audit to the AAASWFL as specified in this contract
and ensure that all related third-party transactions are disclosed to the auditor.
11.7 Contractor agrees to comply with the Inspector General in any investigation,audit,inspection,review,or hearing
performed pursuant to Section 20.055,F.S. Contractor further 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, audit, inspection, review, or 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 Executive Order 20-44 which requires executive agencies to submit a list of entities named
in statute with which 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 50%or more of their budget from the State or from
a combination of State and Federal funds.Any Contractor that meets one or both of the criteria listed must submit
an annual report, including the most recent iRS Form 990, detailing the total compensation for the entities'
executive leadership teams within thirty(30)days of execution of this contract.
11.8.1 The report must include total compensation including salary,bonuses,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 from 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 Assurances-Non-Construction Programs Attachment that
it will not discriminate against any person in the provision of services or benefits under this contract or in
employment because of age, race, religion,color, disability, national origin, 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 whom it arranges to provide services or benefits in connection with any of its
programs and activities are not discriminatingagainst clients or employees because of age, race, religion, color,
g gg , g
• disability, national origin,marital status,or sex.
12.2 During the term of this contract,the Contractor shall complete and retain on file a timely,complete,and accurate
Civil Rights Compliance Checklist,attached to this contract.
12.3 The Contractor shall establish procedures pursuant to federal law to handle complaints of discrimination involving
services or benefits through this contract. These procedures shall include notifying clients, employees, and
participants of the right to file a complaint with the appropriate federal or state entity.
12.4 If this contract contains federal funds, these assurances are a condition of continued receipt of or benefit from
federal financial assistance,and are binding upon the Contractor,its successors,transferees,and assignees for the
period during which such assistance is provided. The Contractor further assures that all Subcontractors,Vendors,
•
or others with whom it arranges to provide services or benefits to participants or employees in connection with
any of its programs and activities are not discriminating against those participants or employees in violation of
the any statutes, regulations, guidelines, and standards. In the event of failure to comply, the Contractor
understands that the AAASWFL may,at its discretion,seek a court order requiring compliance with the terms of
this assurance or seek other appropriate judicial or administrative relief including,but not limited to,termination
of the contract and denial of further assistance.
13. Monitoring by the AAASWFL:
1 The Contractor shall permit persons duly authorized by the AAASWFL to inspect and copy any records, papers,
documents, facilities, goods, and services of the Contractor which are relevant to this contract, and to interview any
clients, employees, and Subcontractor employees of the Contractor to assure the AAASWFL of the satisfactory
performance of the terms and conditions of this contract. Following such review,the AAASWFL will provide a written
report of its findings to the Contractor and,where appropriate,the Contractor shall develop a Corrective Action Plan
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(CAP). The Contractor hereby agrees to correct all deficiencies identified in the CAP in a timely manner as determined
by the AAASWFL.
14. Provision of Services:
The Contractor shall provide services in the manner described in Attachment 1.
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
AAASWFL, then a joint monitoring visit including such other agencies may be scheduled. For the purposes of this
contract, and pursuant to Section 287.0575, F.S., as amended, Florida's human service agencies shall include the
AAASWFL,the Department of Elder Affairs(DOEA),the Department of Children and Families(DCF),the Department of
Health(DOH),the Agency for Persons with Disabilities(APD),and the Department of Veterans' Affairs(DVA). Upon
notification and the subsequent scheduling of such a visit by the designated agency's lead administrative coordinator,
the Contractor shall comply and cooperate with all monitors, inspectors, and/or investigators.
16. Other Contract(s)Reporting:
Pursuant to Section 287.0575, F.S., as amended, the Contractor shall complete the Contractor's State Contracts List
attached to this contract.The Contractor shall notify the AAASWFL within ten(10)days of entering into a new contract
with any of the four(4) state human service agencies, to include DOEA, DCF, DOH, APD or DVA. The notification
shall include the following information: (I) 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 information.
17. Indemnification:
The Contractor shall be fully liable for, and fully indemnify, defend, and hold harmless the State of Florida, the
A A A S W F L and its officers,agents and employees from and against any and all suits, claims, damages, losses,and
expenses, including attorney's fees, arising out of or resulting from any acts, actions, breaches neglect or omissions,
including personal injury and/or damage to property, related to execution of this contract, any subcontracts or the
performance of services caused in whole or part by the Contractor. It is understood and agreed that the Contractor is not
required to indemnify the AAASWFL for claims, demands, actions, or causes of action arising solely out of the
negligence of the AAASWFL.
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 executed between the AAASWFL and state agencies or subdivisions defined in Section 768.28(2),F.S.
18. Insurance and Bonding:
18.1 The Contractor shall provide continuous adequate liability insurance coverage during the existence of this
contract and any renewal(s) and extension(s) of it. By execution of this contract, unless it is a state agency or
subdivision as defined by Section 768.28(2), F.S., the Contractor accepts full responsibility for identifying and
determining 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 contract. 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 AAASWFL has the most current written verification of insurance coverage
throughout the term of this contract. Such coverage may be provided by a self-insurance program established
and operating under the laws of the State of Florida. T h e AAASWFL reserves the 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 covering all officers, directors, employees, and agents of the Contractor
authorized to handle funds received or disbursed under all agreements and/or contracts incorporating this contract
by reference in an amount commensurate with the funds handled, the degree of risk as determined by the
insurance company,and consistent with good business practices.
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19. Confidentiality of Information:
The Contractor shall not use or disclose any information concerning 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 that consent or when authorized by law.
20. Health Insurance Portability and Accountability 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 CFR Parts 160, 162, and 164).
21. Incident Reporting:
21.1 The Contractor shall notify the AAASWFL immediately, but no later than forty-eight (48) hours from the
Contractor's awareness or discovery of conditions that may materially affect the Contractor's or Subcontractor's
ability to perform the services required to be performed under this contract. Such notice shall be made to the
AAASWFL in the most efficient manner with an email or other writing 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 Hotline on the statewide toll-free telephone number
(1-800-96ABUSE). As required by Chapters 39 and 415,F.S.,this provision is binding upon the Contractor, its
Subcontractors,and their employees.
22. Bankruptcy Notification:
During the term of this contract,the Contractor shall immediately notify the AAASWFL if the Contractor,its assignees,
Subcontractors, or affiliates file a claim for bankruptcy. Within ten (10) days after notification, the Contractor must
also provide the following information to the AAASWFL: (1)the date of filing of the bankruptcy petition;(2)the case
number;(3)the court name and the division in which the petition was filed(e.g., Middle District of Florida,Fort Myers
Division); and(4)the name,address,and telephone number of the bankruptcy attorney.
23. Sponsorship and Publicity:
23.1 As required by Section 286.25, F.S., if the Contractor is a non-governmental organization which sponsors a
program financed wholly or in part by state funds,including any funds obtained through this contract, it shall, in
publicizing,advertising,or describing the sponsorship of the program,state:"Sponsored by(Contractor's name),
the AAASWFL and the State of Florida, Department of Elder Affairs." If the sponsorship reference is in written
material,the words"AAASWFL,State of Florida, Department of Elder Affairs"shall appear in at least the same
size letters or type as the name of the organization.
23.2 The Contractor shall not use the words "AAASWFL,State of Florida, Department of Elder Affairs"to indicate
sponsorship of a program otherwise financed, unless specific written authorization has been obtained by the
AAASWFL prior to such use.
24. Assignments:
24.1 The Contractor shall not assign the rights and responsibilities under this contract without the prior written
approval of the AAASWFL. Any sublicense,assignment, or transfer otherwise occurring without prior written
approval of the AAASWFL 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 performed
and all expenses incurred in connection with this contract.
24.2 The AAASWFL is, at all times, entitled to assign or transfer, in whole or part, its rights, duties, or obligations
under this contract to another governmental agency in the State of Florida upon giving prior written notice to the
Contractor.
24.3 This contract shall remain binding upon the successors in interest of the Contractor and the AAASWFL.
25. Subcontracts:
25.1 The Contractor is responsible for any and all work performed and for any and all commodities produced pursuant
to this contract, 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 AAASWFL deems necessary.
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The Contractor further agrees that the AAASWFL will not be liable to the Subcontractor in any way or for any
reason. The Contractor, at its expense,shall defend the AAASWFL against any such claims.
25.2 The Contractor shall promptly pay any Subcontractors upon receipt of payment from the AAASWFL or other
state agency. Failure to make payments to any Subcontractor in accordance with Section 287.0585, F.S., unless
otherwise stated in the contract between the Contractor and Subcontractor, will result in a penalty as provided
by statute.
26. Independent Capacity of Contractor:
It is the intent and understanding of the Parties that the Contractor and any of its Subcontractors are independent
Contractors and are not employees of the AAASWFL, and-that they shall not hold themselves out as employees or
agents of the AAASWFL without prior specific authorization from the AAASWFL. It is the further intent and
understanding of the Parties that the AAASWFL does not control the employment practices of the Contractor and will
not be liable for any wage and hour, employment discrimination, or other labor and employment claims against the
Contractor or its Subcontractors. All deductions for social security, withholding taxes, income taxes, contributions to
unemployment compensation funds, and all necessary insurance for the Contractor are the sole responsibility of the
Contractor.
27. Payment:
Payments shall be made to the Contractor for all completed and approved deliverables (units of service) as defined in
Attachment I. The AAASWFL 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 and conditions of the contract, unless the bid
specifications, purchase order, or this contract specify otherwise. The approved invoice will be submitted to the
AAASWFL finance section for budgetary approval and processing. Disputes arising over invoicing and payments will
be resolved in accordance with the provisions of Section 2[5.422,F.S. A Vendor Ombudsman has been established within
the Florida Department of Financial Services and may be contacted at 800-342-2762.
28. Return of Funds:
The Contractor shall return to the AAASWFL any overpayments due to unearned funds or funds disallowed, and any
interest attributable to such funds pursuant to the terms and conditions of this contract, that were disbursed to the
Contractor by the AAASWFL.In the event that the Contractor or its independent auditor discovers that an overpayment
has been made, the Contractor shall repay said overpayment immediately without prior notification from the
AAASWFL.In the event that the AAASWFL first discovers an overpayment has been made,the AAASWFL will notify
the Contractor in writing of such findings. Should repayment not be made forthwith,the Contractor shall be charged at
the lawful rate of interest on the outstanding balance pursuant to Section 55.03,F.S.,after the AAASWFL notification or
Contractor discovery.
29. Data Integrity 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 from all terminated
employees. The Contractor, among other requirements, must 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
is
the computer system.The security over the backed-up data is to be as stringent as the protection required of the primary
systems. The Contractor 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 Media and Personal Cell Phone use:
30.I Inappropriate use of social media and personal cell phones may pose risks to the AAASWFL and DOEA's
confidential and proprietary information and may jeopardize compliance with legal obligations. By signing this
contract,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, podcasts, discussion forums, RSS feeds, video sharing, SMS
(including Direct Messages (DMs), iMessages, text messages, etc.); social networks like Instagram, TikTok,
Snapchat,Google Hangouts, WhatsApp,Signal,Facebook,Pinterest,and Twitter or their successors;and content
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sharing networks such as Flick].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 any direct or incidental DOEA,AAASWFL or other state business. This contract applies to
any DOEA, AAASWFL or other 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 AAASWFL and Contractors Equipment.This contract applies regardless of whether the social
media is accessed using the AAASWFL IT facilities and equipment or equipment belonging to Contractor,
Subcontractor, or their respective employees. Equipment includes, but is not limited to, personal computers,
cellular phones,personal digital assistants,smart watches, or smart tablets.
30.5 Florida Government in the Sunshine, Florida Public Records Law, and HIPAA. Contractor acknowledges
that any DOEA, AAASWFL or other state business conducted by social media or through personal cellular
communication is subject to Florida's Government in the Sunshine Law, Florida's Public Records Law(Chapter
119, Florida Statutes), and the Health insurance Portability and Accountability Act (HIPAA). Compliance with
these laws and other applicable laws are further detailed in the contract.
30.6 Prohibited or Restricted Postings. Any social media posts which include photos, videos, or names of clients,
volunteers,staff,or other affiliates of the AAASWFL may only be posted when authorized by law and when any
required HIPAA authorizations and any other consents or authorizations required pursuant to federal or state law
are on file with the contractor's records.
30.7 Assist AAASWFL with Communications.Contractors may be asked periodically to assist in distributing certain
AAASWFL communications through their social media outlets.Any such requests should be posted in adherence
to the social media requirements herein and the other provisions of 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,might
be involved. Such a conflict would arise when:(a)the employee,officer or agent;(b)any member of his/her immediate
family;(c)his or her partner;or(d)an organization which employs,or is about to employ,any of the above individuals,
has a financial or other interest in the firm being selected for award. The Contractor's or Subcontractor's officers,
employees, or agents will neither solicit nor accept gratuities, favors, or anything of monetary value from Contractors,
potential Contractors, or parties to Subcontracts. The Contractor's board members and management must disclose to
the AAASWFL any relationship which may be, or may be perceived to be, a conflict of interest within thirty (30)
calendar days of an individual's original appointment or placement in that position,or, if the individual is serving as an
incumbent, within thirty (30) 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 Entity 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 or
services to a public entity;may not submit a bid,proposal,or reply on a contract with a public entity for the construction
or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a
public entity; may not be awarded or perform work as a Contractor, Supplier, Subcontractor, or Consultant under a
contract with any public entity;and may not transact business with any public entity in excess of the threshold amount
provided in Section 287.017, F.S., for CATEGORY TWO for a period of thirty six(36) months following the date of
being placed on the Convicted Vendor List.
33. Purchasing:
33.1 The Contractor shall procure products and/or services required to perform this contract in accordance with section
413.036, F.S. and the state contract with the Central Non-Profit Agency for the Blind or Other Severely
Handicapped(RESPECT):
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33.1.1 IT IS EXPRESSLY UNDERSTOOD AND AGREED THAT ANY ARTICLES THAT ARE THE
SUBJECT OF,OR REQUIRED TO CARRY OUT,THIS CONTRACT SHALL BE PURCHASED FROM
A NONPROFIT AGENCY FOR THE BLIND OR FOR THE SEVERELY HANDICAPPED THAT IS
QUALIFIED PURSUANT TO CHAPTER 413,FLORIDA STATUTES, IN THE SAME MANNER AND
UNDER THE SAME PROCEDURES SET FORTH IN SECTION 413.036(1) AND (2), FLORIDA
STATUTES; AND FOR PURPOSES OF THIS CONTRACT THE PERSON, FIRM, OR OTHER
BUSINESS ENTITY CARRYING OUT THE PROVISIONS OF THIS CONTRACT SHALL BE
DEEMED TO BE SUBSTITUTED FOR THE STATE AGENCY INSOFAR AS DEALINGS WITH
SUCH QUALIFIED NONPROFIT AGENCY ARE CONCERNED.
33.1.2 Pursuant to sections 413.036(1) and (4), F.S.,the Contractor shall not be required to procure a product or
service from RESPECT if:(a)the product 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 the state, or(c)the
Contractor determines that the performance specifications, price, or quality of the product or service is not
comparable to the Contractor's requirements.
33.1.3 This act shall have precedence over any law requiring state agency procurement of products or services
from any other nonprofit corporation unless such precedence is waived by the AAASWFL in accordance
with its rules.
33.1.4 Additional information about the designated nonprofit agency and the products it offers is available at
http://www.respectofflorida.org.
33.2 The Contractor shall procure any recycled products or materials which are the subject of,or are required to carry
out, this contract when the AAASWFL determines that those products are available, in accordance with the
provisions of section 403.7065,F.S.
33.3 The Contractor shall procure products and/or services required to perform this contract in accordance with
section 946.515, F.S.
33.3.1 IT IS EXPRESSLY UNDERSTOOD AND AGREED THAT ANY ARTICLES WHICH ARE THE
SUBJECT OF,OR REQUIRED TO CARRY OUT,THIS CONTRACT SHALL BE 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), F.S.; AND FOR
PURPOSES OF THIS CONTRACT THE PERSON,FIRM,OR OTHER BUSINESS ENTITY CARRYING
OUT THE PROVISIONS OF THiS CONTRACT SHALL BE DEEMED TO BE SUBSTITUTED FOR
THIS AGENCY INSOFAR AS DEALINGS WITH SUCH CORPORATION ARE CONCERNED.
33.3.2 The Prison Rehabilitative Industries and Diversified Enterprises, Inc. (PRIDE) is under contract with the
Department of Management Services(DMS).Additional information about PRIDE and the commodities or
contractual services it offers is available at https://pride-enterprises.org/.
33.4 The Contractor shall provide a Certified Minority Business Subcontractor Expenditure (CMBE) Report
summarizing the participation of certified suppliers for the current reporting period and project to date. The
CMBE Report shall include the names, addresses, and dollar amount of each certified participant, and a copy
must be forwarded to the AAASWFL, Division of Financial Administration, and must accompany each invoice
submitted to the AAASWFL. The Office of Supplier Diversity(850-487-0915)will assist in furnishing names of
qualified minorities. The Department's Minority Coordinator (850-414-2153) will assist with questions and
j answers. The CMBE Report is attached to this contract.
34. Patents,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 work or services performed under this contract or in any way connected with
this contract,or if ownership of any discovery, invention, or copyrightable material was purchased in the course of or
as a result of work or services performed under this contract, the Contractor shall refer the discovery, invention, or
copyrightable material to the AAASWFL to be referred 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 286,F.S.
Pursuant to Section 287.0571(5)(k), F.S.,the only exceptions to this provision shall be those that are clearly expressed
and reasonably valued in this contract,
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34.1 if the primary purpose of this contract is the creation of intellectual property,the State of Florida shall retain an
unencumbered right to use such property,notwithstanding any agreement made pursuant to this Section 34.
34.2 If this contract is awarded solely federal funding,the terms 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 the State University System of Florida, then Section 1004.23, F.S., shall apply, but the AAASWFL
shall retain a perpetual,fully-paid,nonexclusive license for its use and the use of its Contractors, Subcontractors,
or Assignees of any resulting patented,copyrighted,or trademarked work products.
35. Emergency Preparedness and Continuity of Operations:
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, the Contractor shall,
within thirty (30) calendar days of the execution of this contract, submit to the AAASWFL, verification of an
Emergency Preparedness Plan. In the event of an emergency, the Contractor shall notify the AAASWFL of
emergency provisions immediately,or as soon as practicable.
35.2 In the event a situation results in a cessation of services by a Subcontractor, the Contractor shall remain
responsible for performance under this contract and must follow procedures to ensure continuity of operations
without interruption.
36. Equipment:
36.1 Equipment means:(a)tangible personal property(including information technology systems)having 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 organization for the financial statement purposes,or$10,000,00[for federal funds-2 CFR§
200.33 and 45 CFR§75.2,as applicable],or(b);nonexpendable,tangible personal property of a non-consumable
nature with an acquisition cost of$10,000.00 or more 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$250.00 or
more[for state funds].
36.2 Contractors and Subcontractors who are Institutions of Higher Education, Hospitals, and Other Non-Profit
Organizations shall have written property management standards in compliance with 2 CFR Part 200
Administrative Requirements (formerly OMB Circular A-110) that include: (a) a property list with all the
elements identified in the circular;(b)a procedure for conducting a physical inventory of equipment at least once
every two (2) years; (c)a control system to insure 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 on file and shall be provided to the AAASWFL upon request. The Contractor shall promptly
investigate,fully document,and notify the AAAS WFL of any loss,damage,or theft of equipment.The Contractor
shall provide the results of the investigation to the AAASWFL.
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 equipment 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 Manufacturer's serial number,model number, federal stock number,national stock number,or other
identification number;
36.3.3 Source of funding for the equipment, including the federal award identification number;
36.3.4 Whether title vests in the Contractor or the federal government;
36.3.5 Acquisition date(or date received, if the equipment was furnished by the federal government);
36.3.6 Information from which one can calculate the percentage of federal participation in the cost of the
P g p P
equipment(not applicable to equipment furnished by the federal government);
36.3.7 Location, use and condition of the equipment and the date the information was reported;
36.3.8 Unit acquisition cost; and
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36.3.9 Ultimate disposition data, including date of disposal and sales price or the method used to determine
current fair market value where a Contractor compensates the federal awarding agency for 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 system must be developed to ensure adequate safeguards to prevent loss,damage,or theft of
the property. Any loss,damage, or theft must be investigated.45 CFR§75.320(d)(3).
36.3.12 Adequate maintenance procedures must be developed to keep the property in good condition.
36.3.13 If the Contractor is authorized or required to sell the equipment, proper sales procedures must be
established to ensure the highest possible return.
36.4 Equipment purchased with federal funds with an acquisition cost of$10,000.00 or less,and equipment purchased
with state funds with an acquisition cost less than $10,000.00 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 CFR §
200.313(a)and 45 CFR § 75.320(a), as applicable], subject to the conditions of 2 CFR 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 funds 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 the conditions of Chapter 273, F.S.,rule 60A-1.017, F. A. C.,and 2 CFR Part 200 and/or 45 CFR Part 75.
36.5 The Contractor shall not dispose of any equipment or materials provided by the AAASWFL or purchased with
funds provided through this contract without first obtaining the approval of the AAASWFL. When disposing of
property or equipment the Contractor must submit a written request for disposition instructions to the
AAASWFL. The request should include a brief description of the property, purchase price,funding source, and
percentage of state or federal participation, acquisition date and condition of the property. The request should
also indicate the Contractor's proposed disposition of the property (i.e., transfer or donation to another agency
that administers federal programs,offer of the items for sale,destroy the items,etc.).
36.6 The AAASWFL will issue disposition instructions. If disposition instructions are not received within one
hundred twenty (120) days of the written request for 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 improvements), 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 AAASWFL. Real property
purchases from Older Americans Act funds are subject to the provisions of Title 42,Chapter 35, Subchapter III,
Part A., Section 3030b United States Code(U.S.C.). Real property purchases from state funds can only be made
through fixed capital outlay grants and aids appropriations and therefore are subject to the provisions of Section
216,348,F.S.
36.8 Any permanent storage devices(e.g.:hard drives,removable storage media)must be reformatted and tested prior
to disposal to ensure no confidential information remains.
36.9 The Contractor must adhere to the AAASWFL'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 1TR
worksheet shall be maintained in the LAN administrator's file and must be provided to the AAASWFL upon
request.The Contractor has the responsibility to require any Subcontractors to comply with the AAASWFL's iTR
procedures.
37. PUR 1000 Form:
The PUR 1000 Form is hereby incorporated by reference and available at:
http://dms.myflorida.com/purchasing
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 Form. However, if the conflicting terms or
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conditions in the PUR 1000 Form are required by any section of the Florida Statutes,the terms or conditions contained
in the PUR 1000 Form 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 five(5)years from the date of purchase or the completion of the improvements or as further required by law.
39. Dispute Resolution:
Any dispute concerning performance of the contract shall be decided by the AAASWFL,who shall reduce the decision
to writing and serve a copy on the Contractor.
40. Financial Consequences:
If the Contractor fails to meet the minimum level of service or performance identified in this contract, the AAASWFL
shall impose financial consequences as stated in Attachment 1.
41. No Waiver of Sovereign Immunity:
Nothing contained in this contract is intended to serve as a waiver of sovereign immunity by any entity to which
sovereign immunity may be applicable.
42. Venue:
If any dispute arises out of this contract,the venue of such legal recourse shall be Lee County, Florida.
43. Entire Contract:
This contract contains all the terms and conditions agreed upon by the Parties. No oral agreements or representations
shall be valid or binding upon the AAASWFL or the Contractor unless expressly contained herein or by a written
amendment to this contract signed by both Parties.
44. Force Majeure:
The Parties will not be liable for any delays or failures in performance due to circumstances beyond their control,
provided the party experiencing the force majeure condition provides immediate written notification to the other party
and takes all reasonable efforts to cure the condition.
45. Severability Clause:
The Parties agree that if a court of competent jurisdiction deems any term or condition herein void or unenforceable,
the other provisions are severable to that void provision and shall remain in full force and effect.
46. Condition Precedent to Contract Appropriations:
The Parties agree that the AAASWFL's performance and obligation to pay under this contract are contingent upon an
annual appropriation by the Legislature.
47. Addition/Deletion:
The Parties agree that the AAASWFL reserves the right to add or to delete any of the services required under this
contract when deemed to be in the State of Florida's best interest and reduced to a written amendment signed by both
Parties. The Parties shall negotiate compensation for any additional services added.
48. Waiver:
The delay or failure by the AAASWFL to exercise or enforce any of its rights under this contract will not constitute or
be deemed a waiver of the AAASWFL's right thereafter 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. Compliance:
The Contractor shall abide by all applicable current federal statutes, laws, rules, and regulations as well as applicable
current state statutes,laws, rules and regulations. The Parties agree that failure of the Contractor to abide by these laws
shall be deemed an event of default of the Contractor and subject the contract to immediate unilateral cancellation of
the contract at the discretion of the AAASWFL.
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50. Final Invoice:
The Contractor shall submit the final invoice for payment to the AAASWFL no later than thirty (30) days after the
contract ending date unless otherwise specified in Attachment 1. If the Contractor fails to do so,all right to payment is
forfeited and the AAASWFL shall not honor any requests submitted after the aforesaid time period. Any payment due
under the terms of this contract shall be withheld until all required documentation and reports due from the Contractor
and necessary adjustments thereto have been approved by the AAASWFL.
51. Renegotiations of Modifications:
Modifications of the provisions of this contract 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 the appropriations process
and subsequently identified in the AAASWFL's operating budget.
52. Suspension of Work:
The AAASWFL may, in its sole discretion, suspend any or all activities under the contract or purchase order, at any
time, when in the interest of the State to do so. The AAASWFL shall provide the Contractor written notice outlining
the particulars of suspension. Examples of the reason for suspension include, but are not limited to, budgetary
constraints,declaration of emergency,or other such circumstances. After receiving a suspension notice,the Contractor
shall 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 AAASWFL shall either: (1) issue a notice authorizing resumption of work, at which
time activity shall resume, or (2) terminate the contract or purchase order. Suspension of work shall not entitle the
Contractor to any additional compensation.
53. Termination:
53.1 Termination for Convenience. The AAASWFL,by written notice to the Contractor,may terminate this contract
in whole or in part when the AAASWFL determines in its sole discretion that it is in the State's interest to do so.
The Contractor shall not furnish any product after it receives the notice of'termination, except 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 AAASWFL may terminate this contract if the Contractor fails to: (1) deliver the
product within the time specified in the contract or any extension, (2) maintain adequate progress, thus
endangering performance of the contract, (3) honor any term of the contract, or (4) abide by any statutory,
regulatory,or licensing requirement. The Contractor shall continue work on any work not terminated. Except for
defaults of Subcontractors at any tier, the Contractor shall not be liable for any excess costs if the failure to
perform the contract arises from events completely beyond the control,and without the fault or negligence,of the
Contractor. If the failure to perform is caused by the default of a Subcontractor at any tier,and if the cause of the
default is completely beyond the control of both the Contractor and the Subcontractor, and without the fault or
negligence of either, the Contractor shall not be liable for any excess costs for failure to perform, unless the
subcontracted products were obtainable from other sources in sufficient time for the Contractor to meet 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 AAASWFL. The rights and remedies of the AAASWFL in this clause are in
addition to any other rights and remedies provided by law or under the contract.
54. Electronic Records and Signature:
The AAASWFL authorizes, but does not require, 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 creates
and retains electronic records and uses electronic signatures to conduct transactions shall comply with the requirements
contained in the Uniform Electronic Transaction Act, Section 668.50, F.S. All electronic records must be fully
auditable;are subject to Florida's Public Records Law,Chapter 119, F.S.;must comply with contract Section 29, Data
Integrity and Safeguarding Information; must maintain all confidentiality, as applicable; and must be retained and
maintained by the Contractor to the same extent as non-electronic records are retained and maintained as required by
this contract.
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54.1 The AAASWFL authorization pursuant to this section does not authorize electronic transactions between the
Contractor and the AAASWFL. The Contractor is authorized to conduct electronic transactions with the
AAASWFL only upon further written consent by the AAASWFL.
54.2 Upon request by the AAASWFL,the Contractor shall provide the AAASWFL with non-electronic(paper)copies
of records. Non-electronic (paper) copies provided to the AAASWFL of any document that was originally in
electronic form with an electronic signature must identify the person and the person's capacity who electronically
signed the document on any non-electronic copy of the document.
55. Contract Manner:
The AAASWFL may substitute any AAASWFL employee to serve as the AAASWFL Contract Manager.
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56. Official Pavee and Representatives(Names,Addresses,and Telephone Numbers):
The Contractor name,as shown on page 1 of this Collier County Board of County Commissioners
a. contract,and mailing address of the official payee to 3339 E Tamiami Trail, Building II
whom the payment shall be made is: Naples, FL 341 12
The name of the contact person and street address Kristi Sonntag,Director
b. where financial and administrative records are Collier County Board of County Commissioners
maintained is: Community and Human Services
3339 F. Tamiami Trail, Building H
Naples, FL 34112
Kristi Sonntag, Director
The name,address,and telephone number of the Collier County Board of County Commissioners
e. representative of the Contractor responsible for Community and Human Services
administration of the program under this contract is: 3339 E Tamiami Trail, Building H
Naples, FL 34112
The section and location within the AAASWFL where Area Agency on Aging for Southwest Florida. Inc.
d. Requests for Payment and Receipt and Expenditure 2830 Winkler Ave.,Suite 112
forms are to be mailed is: Fort Myers.FL 33916
Clara Balthazar and Sarah Gualco
The name(s),address,and telephone number of the Area Agency on Aging for Southwest Florida,Inc.
e. Contract Manager(s) for this contract are: 2830 Winkler Ave.,Suite 112
Fort Myers, FL 33916
(239)652-6934 and(239)652-6926
Upon change of representatives(names,addresses,telephone numbers)by either party.notice shall be provided in writing
to the other party.
57. All Terms and Conditions Included:
This contract and its Attachments I — XVII. including any exhibits referenced in said attachments, together with any
documents incorporated by reference, contain all the terms and conditions agreed upon by the Parties. There arc no
provisions, terms, conditions, or obligations other than those contained herein, and this contract shall 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 WITNESS WHEREOF,the Parties hereto have caused this one-hundred and three(103)page contract to be executed
by their undersigned officials as duly authorized.
CONTRACTOR: AREA AGENCY ON AGING FOR SOUTHWEST
COLLIER COUNTY BOARD OF COUNTY FLORIDA, INC
COMMISS NERS
SIGNED: SIGNED:
NA ME: Ch ��Pe144Y -
d(1 NAME: Maricela Morado
TITLE: b 1''1 q¢r TITLE: President/CEO f
DATE: I (301 2,04, C!Y DATE: O I. 31,a,5
g1n696t watt
cal Year Ending Day 0
.7 .997790
•
111
JefTre .Klatzkow,County Attorney
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INDEX OF ATTACHMENTS
ATTACHMENT I 18
STATEMENT OF WORK 18
ATTACHMENT II 39
FINANCIAL AND COMPLIANCE AUDIT 39
EXHIBIT 1 42
EXHIBIT 2-FUNDING SUMMARY 44
ATTACHMENT III 45
CERTIFICATIONS AND ASSURANCES 45
ATTACHMENT IV 50
ASSURANCES—NON-CONSTRUCTION PROGRAMS 50
ATTACHMENT V 52
FLORIDA AAASWFL OF ELDER AFFAIRS CIVIL RIGHTS COMPLIANCE CHECKLIST 52
INSTRUCTIONS FOR THE CIVIL RIGHTS COMPLIANCE CHECKLIST 54
ATTACHMENT VI 56
BUDGET SUMMARY 56
ATTACHMENT VII 57
CONTRACTOR'S STATE CONTRACT LIST 57
ATTACHMENT VIII 58
BACKGROUND SCREENING 58
ATTACHMENT IX 59
CERTIFIED MINORITY BUSINESS SUBCONTRACTOR EXPENDITURES(CMBE FORM) 59
ATTACHMENT X 61
INVOICE SCHEDULE 61
ATTACHMENT XI 62
REQUEST FOR PAYMENT 62
ATTACHMENT XII 63
RECEIPTS AND EXPENDITURE REPORT 63
EXHIBIT 1 63
EXHIBIT 2 64
EXHIBIT 3 65
EXHIBIT 4 66
EXHIBITS 67
EXHIBIT 6 68
EXHIBIT 7 69
ATTACHMENT XIII 70
COST REIMBURSEMENT SUMMARY 70
ATTACHMENT XV 73
SIMPLIFIED UNIT COST METHODOLOGY RATE INCREASE REQUEST FORM 73
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ATTACHMENT I
STATEMENT OF WORK
I. SERVICES TO BE PROVIDED
A. Definitions of Terms
1. Contract Acronyms
Area Agency on Aging(AAA)
Activities of Daily Living(ADL)
Administration on Aging(AoA)
Administration on Community Living(ACL)
Assessed Priority Consumer List(APCL)
Adult Protective Services(APS)
Dietary Reference Intake(DRI)
Enterprise Client Information and Registration Tracking System(eCIRTS)
Evidence-Based Disease Prevention and Health Promotion(EBDPHP)
Florida Department of Business and Professional Regulations(DBPR)
Florida Department of Elder Affairs(DOEA or AAASWFL)
Florida Department of Health(DOH)
Inform USA
Information and Referral(I&R)
Instrumental Activities of Daily Living(IADL)
National Council on Aging(NCOA)
Nutrition Services Incentive Program(NSIP)
Older Americans Act(OAA)
Planning and Service Area(PSA)
State of Florida(State)
Statewide Medicaid Managed Care Long-Term Care(SMMC LTC)
United States Department of Agriculture(USDA)
United States Department of Health and Human Services(USDHHS)
2. Program Specific Terms
Adult Child with a Disability: A child who is age 18 or older and is financially dependent on an older
individual who is a parent of the child and has a disability.
Area Plan: A plan developed by the AAA outlining a comprehensive and coordinated service delivery system
in its PSA in accordance with Section 306 of the OAA[42 United States Code(U.S.C.)§30261 and AAASWFL
instructions.
Area Plan Update: A revision to the Area Plan wherein the AAA enters OAA specific data in eCIRTS. An
update may also include other revisions to the Area Plan as instructed by the AAASWFL.
Child: An individual who is not more than eighteen(18)years of age or an individual with a disability.
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Criteria: A standard which the AoA/ACL set for the Title IIID Program. AoA/ACL's standard criterion
consists of three tiers:Minimal Criteria, Intermediate Criteria,and Highest- Level Criteria.
Family Caregiver: An adult family member, or another individual, who is an informal provider of in-home
and community care to an older individual.
Frail: When an older individual is(1)determined to be unable to perform at least two activities of daily living
without substantial human assistance, including verbal reminding,physical cueing,or supervision or(2)unable
to perform at least three such activities without such assistance; or, (3) due to a cognitive or other mental
impairment, requires substantial supervision because the individual behaves in a manner that poses a serious
health or safety hazard to the individual or to another 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 the 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
maximum 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
program that supplements funding or food used in meals served under the OAA. Florida has opted for cash
payments in lieu of donated foods.
2. Authority
All applicable federal laws,regulations,action transmittals, program instructions, review guides and similar
documentation related to the following:
a. Catalog of Federal Domestic Assistance Nos.93.043,93.044,93.045,93.052,and 93.053;
b. Older Americans Act of 1965,as amended 2020;
c. 42 U.S.C. §303 and§604;
d. Rule 58A-1,Florida Administrative Code(F.A.C.);
e. Section 430.101,Florida Statutes(F.S.);
I f. Section 430.07,Florida Statutes(F.S.);and
k
g. DOEA Programs and Services Handbook, which is hereby incorporated by reference, to include any
subsequent revisions thereof.
3. Scope of Service
The Contractor is responsible for the programmatic,fiscal,and operational management of the OAA Title IIIB,
Title IIIC1,Title II1C2 Title IIID and Title IIIE Programs and NSIP,within its designated PSA. The program
services shall be provided in a manner consistent with the Contractor's current Area Plan,as updated and hereby
incorporated by reference, and the current DOEA Programs and Services Handbook. The Contractor shall use
the NSIP funding to supplement funding 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 achieved 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.
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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 low-income older individuals, including low-income minority
older individuals, older individuals with limited English proficiency, and older individuals residing in rural
areas),
2. Client Eligibility
a. OAA Title III
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. NSIP
Meals served to an elderly individual, funded in whole or in part under the SMMC LTC, Home Care for
the Elderly,Community Care for the Elderly Programs,or other means tested programs may not be included
in the NSIP count.OAA-funded congregate meals provided to SMMC LTC clients may be included in the
NSIP count.
c. OAA Title IIIB,Supportive Services
i. Individuals must be age sixty(60)or older;and
ii. l&R/Assistance services are provided to individuals regardless of age.
d. OAA Titles IIIC1 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;
ii. 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. Individuals age sixty(60)or older;
ii. Any spouse(regardless of age)who attends the dining center with his/her eligible spouse;
iii. Persons with a disability,regardless of age,who reside in a housing facility occupied primarily 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 IIIC2,Home Delivered Nutrition Services
In addition to meeting the general nutrition services eligibility requirements as listed in Section 1.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:
i. Individuals age sixty(60)or older who are incapacitated or unable to attend a congregate nutrition site
due to illness,disability, isolation,or caring for a loved one who is ill at home;
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ii. Individuals age sixty (60) or older who are unable to attend a congregate nutrition site due to teeth
and/or mouth issues which makes it difficult to eat in public;
iii. Individuals age sixty (60) or older who are at nutritional risk who have physical, emotional, or
behavioral conditions which would make their presence at congregate nutrition sites inappropriate;
iv. Individuals age 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;
v. Individuals age sixty (60) or older who are unable to prepare meals due to a lack of or inadequacy of
facilities;an inability to shop,cook,or prepare meals safely;a lack of funds 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 meal
supports maintaining the person at home;and
vii. Individuals with disabilities, regardless of age, who reside at home with home delivered meals
recipients and are dependent on them for care.
g. OAA Title IIID,Disease Prevention and Health Promotion Services
i. Target individuals age sixty(60)or older;and
ii. Priority will be given to individuals residing in medically underserved areas.
h. OAA Title IIIE,Caregiver Support Services
Eligibility for OAA Title 111E,Caregiver Support Services,is as follows:
i. Eligible individuals include:
(1) Family caregivers of individuals age sixty(60)or older;and
(2) Grandparents [age fifty-five (55) or older] or older individuals [age fifty-five (55) or older] who
are relative caregivers.
ii. For respite and supplemental services,a family caregiver must be providing care for an older individual
who meets the definition of the term "frail"as defined above.
iii. For Home Delivered Meals for IIIE 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 caregivers who provide care for individuals with 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 OF SERVICE PROVISION
A. Service Tasks
To achieve the goals of the OAA Program,the Contractor shall ensure 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. Targeting and Screening New Clients for Service Delivery
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 current Area
Plan,as updated and approved by the AAASWFL,and the current DOEA Programs and Services Handbook.
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4. Program Eligibility Requirements
a. Eligibility Criteria
To be eligible for program participation,an entity must:
i. Be an agency that has received a grant under OAA Title Ill [OAA section 311(42 U.S.C. § 3030a)1;
and
ii. Partner with a nutrition service provider that serves meals and is under the jurisdiction, control,
management, and audit authority of the AAA and the Agency.:
b. Provider's Nutrition Service Operations
The Contractor shall ensure that the nutrition service operations of the provider meet the requirements of
this contract, as well as any other applicable regulations and policies prescribed by the current DOEA
Programs and Services Handbook, USDHHS, USDA, DOH and local health Departments, DBPR, or any
other agency designated to inspect meal quality for the State.
c. Prescribed Nutritional Requirements
The Contractor shall ensure that each meal provided under this contract meets the following criteria:
i. Complies with the current Dietary Guidelines for Americans, published by the Secretaries of the
USDHHS and USDA;and
ii. Provides a minimum of thirty-three and a third percent (33 1/3%) of the dietary reference
intakes/adequate intakes for a female age seventy(70)or older as established by the Food and Nutrition
Board of the National Academy of Sciences.
d. Food Origin and Commodities Requirements
Consistent with existing requirements of the NSIP, the Contractor and its service providers may use NSIP
cash to purchase foods of U.S. origin for their nutrition projects under Title 111 of the OAA. NSIP funds
must be used to expand meal services to older adults.
B. Use of Subcontractors
If this contract involves the use of a subcontractor or third party, then the Contractor shall not delay the
implementation of its agreement 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 AAASWFL and AAASWFL's Chief Financial Officer in writing of such delay. The
Contractor shall not permit a Subcontractor to perform services related to this contract without having a binding
Subcontractor agreement executed. AAASWFL will not be responsible or liable for any obligations or claims
resulting from such action.
1. Copies of Subcontracts
The Contractor shall submit copies of all subcontracts to AAASWFL within thirty (30) days of execution of
each subcontract agreement.
2. Monitoring the Performance of Subcontractors
The Contractor shall monitor,at least once per year,each of its subcontractors,sub-recipients,vendors,and/or
consultants paid from funds provided under this contract. The Contractor shall perform fiscal, administrative,
and programmatic monitoring to ensure contractual compliance, fiscal accountability, programmatic
performance, and compliance with applicable state and federal laws and regulations. The Contractor shall
monitor its subcontractors to ensure that the budget and scope of work are accomplished within the specified
time periods,and that all performance goals stated in this contract are achieved.
a. The Contractor shall require subcontractors to enter all required data per the AAASWFL's eCIRTS Policy
Guidelines for clients and services into the eCIRTS database. The data must be entered into the eCIRTS
database before the subcontractors submit their Request for Payment and Receipts and Expenditure Reports
to the Contractor. The Contractor shall establish time frames to ensure compliance with due dates for the
Requests for Payment and Receipts Expenditure Reports to the AAASWFL.
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b. The Contractor shall require subcontractors to run monthly eCIRTS reports and to verify that the client and
service data in the eC1RTS database is accurate. This report must be submitted to the Contractor with the
monthly Request for Payment and Receipts and Expenditure Report and must be reviewed by the Contractor
before the subcontractor's Request for Payment and Receipts and Expenditure Reports can be approved by
the Contractor.
c. The Contractor shall require subcontractors to report on outreach activities at least semi-annually using a
uniform reporting format established by the Contractor.Subcontractor reports must include the total number
of outreach events or activities performed by the subcontractor as well as the following information for
each event or activity: date, location, type of event or activity, total number of participants, individual
service needs identified,and referral sources or information provided to participants.
C. Staffing Requirements
1. Staffing Levels
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 contract
have the qualifications specified in AAASWFL Programs and Services Handbook.
3. Service Times
The Contractor shall ensure the availability of services listed in this contract at times appropriate to meet client
service needs, including, at a minimum, having staff in the office during normal business hours. Normal
business hours are defined as Monday through Friday, 8:00 a.m. to 5:00 p.m. local time.
D. Deliverables
The following section provides the specific quantifiable units of deliverables and the source documentation required
to evidence the completion of the tasks specified in this contract. The Contractor must submit all required
documentation in the time and manner specified for the minimum performance levels to be met. Each deliverable
must be accepted in writing by the DOEA Contract Manager based on the requirements for each deliverable before
the Contractor submits an invoice requesting payment.
1. Delivery of Services to Eligible Clients
The Contractor shall ensure the provision of a continuum of services that meets the diverse needs of elders and
their caregivers. Documentation of service delivery must include a report consisting of 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 Contractor shall ensure the performance and reporting of the following
types of services, in accordance with the Contractor's current AAASWFL-approved Area Plan, the current
DOEA Programs and Services Handbook,and Section 1I.A.
a. Supportive Services(IIIB Program)
Supportive services include a variety of community-based and home-delivered services that support older
individuals' quality of life by helping them remain independent and productive. Services include the
following:
i. Adult Day Care/Adult Day Health Care;
ii. Assurance(Telephone and In-Person);
iii. Caregiver Support Groups;
iv. Caregiver Training/Support;
v. Case Aide/Case Management;
vi. Chore and Chore(Enhanced);
vii. Companionship; f
cA0-‘
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viii. Counseling(Gerontological and Mental Health/Screening);
ix. Education/Training;
x. Emergency Alert Response;
xi. Escort;
xii. Health Support;
xiii. Home Health Aide;
xiv. Homemaker;
xv. Housing Improvement;
xvi. Information;
xvii. Intake;
xviii. Interpreter/Translating;
xix. Legal Assistance;
xx. Material Aide;
xxi. Occupational Therapy;
xxii. Outreach;
xxiii. Personal Care;
xxiv. Pet Support Services;
xxv. Physical Therapy;
xxvi. Recreation;
xxvii. Recreation Materials;
xxviii. Referral/Assistance;
xxix. Respite Services(In-Home and Facility Based);
xxx. Screening/Assessment;
xxxi. Shopping Assistance;
xxxii. Skilled Nursing;
xxxiii. Specialized Medical Equipment,Services,and Supplies;
xxxiv. Speech Therapy;
xxxv. Technology;
xxxvi. Technology—Equipment;
xxxvii.Technology—Install;
xxxviii.Technology-Staff Support;and Transportation.
b. Congregate Nutrition Services(IIIC1 Program)
Nutrition services are provided in congregate settings and are designed to reduce hunger and food insecurity
and to promote socialization 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. Assurance(Telephone and In-Person);
ii. Congregate Meals(Including Grab and Go Congregate Meals);
iii. Congregate Meals Screening;
iv. Nutrition Education and Nutrition Counseling;
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v. Outreach;and
vi. Shopping Assistance.
c. Home Delivered Nutrition Services(IIIC2 Program)
In-home nutrition services are provided to reduce hunger and food insecurity; promote socialization and
the health and well-being of older individuals by assisting such individuals to gain access to nutrition and
other disease prevention and health promotion services. Services include the following:
i. Assurance(Telephone and In-Person);
ii. Home Delivered Meals(Including Grab and Go Home Delivered Meals);
iii. Nutrition Education and Nutrition Counseling;
iv. Outreach;
v. Screening/Assessment; and
vi. Shopping Assistance.
d. Caregiver Support Services(IIIE Program)
The following services are intended to provide direct aid to caregivers in the areas of health,nutrition, and
financial literacy,and to assist them with decision-making and problem-solving related to their caregiving
roles and responsibilities:
i. Adult Day Care/Adult Day Health Care;
ii. Assurance(Telephone and In-Person);
iii. Caregiver Training/Support;
iv. Case Aide/Case Management;
v. Counseling(Gerontological and Mental Health/Screening);
vi. Education/Training;
vii. Financial Risk Reduction(Assessment and Maintenance);
viii. Home Delivered Meals(Including Grab and Go Home Delivered Meals);
ix. Information;
x. Intake;
xi. Outreach;
xii. Pet Support Services;
xiii. Recreation Materials;
xiv. Referral/Assistance;
xv. Respite Services(In-Home and Facility Based);
xvi. Screening/Assessment;
xvii. Shopping Assistance;
xviii. Technology;
xix. Technology—Equipment;
xx. Technology—Install;
xxi. Technology-Staff Support;and
xxii. Transportation.
€0,
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(1) Caregiver Support Supplemental Services(IIIES Program)
At least ten percent(10%), but no more than twenty percent(20%),of the total Title IIIE funds
shall be used to provide supplemental support services. The following services are provided to
complement the care provided by caregivers:
(a) Chore and Chore(Enhanced);
(b) Emergency Alert Response;
(c) Housing Improvement;
(d) Legal Assistance;
(e) Material Aide;
(f) Medication Management; and
(g) Specialized Medical Equipment,Services and Supplies.
(2) Caregiver Support Grandparent Services(IIIEG Program)
At least five percent(5%),but no more than ten percent(10%),of the total Title IIIE 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
them meet their caregiving obligations include the following:
(a) Assurance(Telephone and In-Person);
(b) Caregiver Support Groups;
(c) Caregiver Training/Support;
(d) Case Aide/Case Management;
(e) Child Day Care;
(f) Counseling(Gerontological and Mental Health/Screening);
(g) Education/Training;
(h) Home Delivered Meals(Including Grab and Go Home Delivered Meals);
(i) Legal Assistance;
(j) Outreach;
(k) Recreation Materials;
(I) Referral/Assistance;
(m)Screening/Assessment;
(n) Shopping Assistance;
(o) Sitter;
(p) Technology;
(q) Technology—Equipment;
(r) Technology—Install;
(s) Technology-Staff Support;and
(t) Transportation.
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e. Information and Referral/Assistance Services(Elder Helplines)
The Contractor shall ensure, through training and periodic quality assurance, that Elder Helpline
information and Referral/Assistance Services adhere to the Inform USA Summary of Standards for
Professional Informalion& Referral, provided as Attachment 1.The AAASWFL's standards are based on
the current standards.The standards have been amended by the AAASWFL to address the unique needs of
the Elder Helpline Information and Referral system.
2. Provision of Services
The Contractor shall ensure the provision of the services described in this contract are in accordance with the
current Department Programs and Services Handbook, the AAASWFL's current Department-approved Area
Plan,and the tasks described in Section ll.A.
3. Administrative Responsibilities
The Contractor shall provide management and oversight of OAA Program operations in accordance with the
provisions of this contract,the current DOEA Programs and Services Handbook and the AAASWFL's current
Department-approved Area Plan. Management and oversight of OAA Program Operations include the
following:
a. Develop and submit a complete and accurate Area Plan,with annual updates,as directed by the Department.
This shall include having approval of the Board of Directors and Advisory Council prior to submission by
Department's established deadlines.
b. implement its Department approved Area Plan by timely procuring qualified subcontractors experienced in
the delivery of services to the eligible community and provide to Department,no later than 90 calendar days
before expiration of its current contract, its annual updated area plan which must include notice of
completion of procurement of subcontractors, in addition to the status of subcontracts, evaluation of the
performance of its service providers and vendors and updated rates of service for any new or renewed
subcontracts and any additional information as directed by the AAASWFL. The rates approved by the
AAASWFL within the Area Plan must follow guidance in Section IV. I. Rate Increase Thresholds.
c. Establish and enforce written policies, procedures, and standards in accordance with state and federal
requirements for the procurement and/or purchase of goods and services to ensure an open and competitive
process.
d. Review all reports submitted by subcontractors and vendors for accuracy and sufficiency of information.
e. Provide technical assistance to subcontractors and vendors as needed to ensure they meet the Contractor's
standards and any legal requirements for the goods or services delivered.
f. Monitor and evaluate at least annually subcontractors and vendors for fiscal, administrative, and
programmatic compliance and take appropriate corrective action if needed.
g. Submit all payments or reimbursements to subcontractors as scheduled.
h. Establish procedures for handling recipient complaints and grievances,in particular,when an adverse action
is being taken against expectations or interests such as denial or reduction of services and termination or
reduction of benefits.
i. Complaint Procedures
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 procedures 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 Department
Programs and Services Handbook. Complaint procedures shall include notification to all clients of the
complaint procedure and include tracking the date,nature, and disposition of each complaint.
{C.AO)
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ii. Legal Provider Grievance Procedures
The Contractor shall ensure that legal providers have an internal grievance procedure that addresses
both denial of service and complaints by clients about manner or quality of legal assistance.Grievance
procedures that comport with the requirements of the Legal Services Corporation as provided in 45
Code of Federal Regulation (CFR) Part 1621 are sufficient to meet 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 consideration of each complaint by the Executive Director or the Executive Director's
designee.
The Contractor may not serve in an appellate capacity or otherwise interfere in the grievance review
process for legal providers. However,the Contractor may request that 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.
i. Ensure compliance with eCIRTS regulations.
j. Monitor performance objective achievements per targets set by the AAASWFL.
Ic. Conduct annual client satisfaction surveys to evaluate and improve service delivery.
I. Submit all completed client satisfaction surveys to the AAASWFL along with the Area Plan,as directed by
the AAASWFL.
E. Reports
The Contractor shall respond to additional, routine,or special requests for information and reports required by the
AAASWFL in a timely manner as determined by the AAASWFL.The Contractor shall establish reporting deadlines
and due dates for subcontractors that permit the Contractor to review and validate the data and meet the
AAASWFL's reporting requirements.
1. OAA Annual Volunteer Activity Report
The Contractor shall complete and submit an OAA Annual Volunteer Activity Report by January 10 each
calendar year. The report must contain data for the previous contract year using the current reporting tool as
directed by the AAASWFL. For any questions regarding this report, please contact the Department's Office of
Volunteer& Community Services at 850-414-2020.
2. eCIRTS Reports
a. Contractor shall input OAA-specific and NSIP-specific data into eCIRTS. To ensure eCIRTS data accuracy,
the Contractor shall use eCIRTS-generated reports.
b. eCIRTS Data Entries for Subcontractors
The Contractor must require subcontractors to enter all required data for clients and services in the eCIRTS
database per DOEA Programs and Services Handbook and the eCIRTS User Manual — Aging Provider
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 submit to the AAASWFL.
c. Subcontractors' Monthly eCIRTS Reports
The Contractor must require subcontractors to run monthly eCIRTS reports and verify that client and
service data in the eCIRTS database is accurate. This report must be submitted to the Contractor with the
monthly Request for Payment and Receipts and Expenditure Reports and must be reviewed by the
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Contractor before the subcontractor's Request for Payment and Receipts and Expenditure Reports can be
approved by the Contractor.
3. LEAD SPENDING REPORT
The Contractor shall submit a Consolidated Surplus/Deficit Report, in a format provided by the AAASWFL,by
the 20th of each month.This Consolidated Surplus/Deficit Report is for all agreements and/or contracts between
the Contractor and the AAASWFL and must include the following:
a. A list of all subcontractors and their status regarding surplus/deficit;
b. The Contractor's detailed plan on how the surplus/deficit spending which exceeds the threshold specified
by the AAASWFL will be resolved;
c. Recommendations to transfer funds to resolve surplus/deficit spending;
d. Input from the Contractor's Board of Directors on resolution of spending issues, if applicable;
e. Number of clients currently on APCL that receive a priority ranking score of four(4)or five(5);and
f. Number of clients currently on the APCL designated as Imminent Risk.
4. Older Americans Act Performance System(OAAPS)Report
Data required for the OAAPS Report that is not recorded in eCIRTS will be provided to the AAASWFL in
the format and on the date established by the AAASWFL.
5. Unit Cost Methodology(UCM) Reports
UCM reports are due on March I5th and September 15th.
6. Program Highlight Narratives
The Contractor shall submit brief written narratives to the AAASWFL for publication in the Program Highlight
sections of the AAASWFL's Summary of Programs 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 Program Highlight narratives, including new success stories, quotes, testimonials,
or human-interest vignettes. The narratives shall be written for a general audience, with no acronyms or
technical terms. For all agencies or organizations that are referenced in the narratives, the Contractor shall
provide a brief description of their mission or role.The active tense shall be consistently used in the narratives
to identify the specific individuals or entities that performed the activities described in the narratives. The
Contractor shall review and edit narratives for clarity, readability, relevance, specificity, human interest, and
grammar prior to submitting them to the AAASWFL.
7. Congregate Meal Site and Food Service Vendor Verification Report
The Contractor shall conduct monthly reviews of the AAASWFL congregate meal site information to verify
the accuracy of the information on file. Congregate meal site information includes, but may not be limited to,
the address of the meal site,meal service time, name of caterer/vendor,and days of meal service.Any changes
to congregate meal site information must be submitted to the AAASWFL using the AAASWFL's current Meal
Site Change Form. Any changes to this information that the Contractor is made aware of prior to the
Contractor's monthly report submission shall be communicated to the AAASWFL within 48 hours of the
change(or in advance as appropriate).A comprehensive annual verification is due by June 1st of each year.
F. Records and Documentation
1. The Contractor agrees to make available to the AAASWFL staff and any party designated by the AAASWFL
all contract related records and documentation. The Contractor shall ensure the collection and maintenance of
all program related information and documentation on any system designated by the AAASWFL.Maintenance
includes valid exports and backups of all data and systems according to the AAASWFL, standards. Data must
be usable and must be maintained in a format that is readable to the AAASWFL.
2. eCIRTS Data and Maintenance
(CAO'
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The Contractor shall ensure monthly collection and maintenance of client and service information in eCIRTS,
or any other system designated by the AAASWFL. Maintenance includes ensuring that all data is accurate and
current and performing valid exports and backups of all data and systems according to the AAASWFL
standards.
3. Policies and Procedures for Records and Documentation
The Contractor shall maintain written policies and procedures for computer system backup and recovery and
shall have the same requirement of its subcontractors.These policies and procedures shall be made available to
the AAASWFL upon request.
4. eCIRTS Address Validation
The Contractor shall work with the AAASWFL to ensure that client addresses are correct in eCIRTS for disaster
preparedness efforts. At least annually,and more frequently as needed, the AAASWFL will provide direction
on how to validate eCIRTS addresses to ensure they can be mapped. The Contractor will receive a list of
unmatched addresses that cannot be mapped,and the Contractor will be responsible for working with the local
service providers to correct addresses and send a list to the AAASWFL with confirmed addresses. The
AAASWFL will use this information to update maps,client rosters,and unmatched addresses and disseminate
this 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 are in accordance with the DOEA Programs
and Services Handbook,the Contractor's current AAASWFL-approved Area Plan,and Section II,A.
b. Timely and accurately submit to the AAASWFL all documentation and reports described in Attachment 1,
Section 11.E.
c. Timely and accurately, per Attachment XI,submit to the AAASWFL Attachments XII and XIII, Exhibits
1 —7.
d. Develop and document strategies in the Area Plan to support the AAASWFL's standard of performance
achievement, including increases in the following:
IlIi i. Percentage of most frail elders who remain at home or in the community instead of going into a nursing
ll home;
ii. Percentage of APS referrals who need immediate services to prevent further harm who are served within
seventy-two (72)hours;
iii. Percentage of active clients eating two or more 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, after service intervention, self-report being very confident about their
ability to continue to provide care;and
is
vii. Percentage of customers who are at imminent risk of nursing home placement 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 the
I AAASWFL's Annual Programmatic Monitoring Reports.
3. Monitoring and Evaluation Methodology
i The AAASWFL will review and evaluate the performance of the Contractor under the terms of this contract.
Monitoring shall be conducted through direct contact with the Contractor via telephone, in writing, or an on-
site visit.The primary,secondary, or signatory of the contract must be available for any on-site programmatic
monitoring visit. The AAASWFL reserves the right to conduct an on-site visit unannounced by persons duly
authorized by AAASWFL.The AAAS WFL's determination of acceptable performance shall be conclusive.The
6 Contractor agrees to cooperate with the AAASWFL in monitoring the progress of completion of the service tasks...
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and deliverables. The AAASWFL may use, but is not limited to, one or more of the following methods for
monitoring:
a. Desk reviews and analytical reviews;
b. Scheduled,unscheduled,and follow-up on-site visits;
c. Client visits;
d. Review of independent auditor's reports;
c. 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;
i. Limited-scope reviews; and
j. Other procedures as deemed necessary by the AAASWFL.
4. Performance Definitions
"Work day" shall mean a provider's staff member's eight (8) hour work period, unless specifically noted
otherwise."Day"shall mean a calendar day, unless specifically noted otherwise.
H. Contractor Responsibilities
1. Contractor Unique Activities
All tasks listed above in Section II. are solely and exclusively the responsibility of the Contractor and are tasks
for which,by execution of this contract,the Contractor agrees to be held accountable.
2. Coordination with Other Providers and/or 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 does not
alleviate the Contractor from any accountability for tasks or services that the Contractor is obligated to perform
pursuant to this contract.
I. AAASWFL Responsibilities
1. AAASWFL Obligations
The AAASWFL may, within its resources, provide technical support and/or assistance to the Contractor to
assist the Contractor in meeting the requirements of this contract.The AAASWFL's support and assistance,
or lack thereof,shall not relieve the Contractor from full performance of contract requirements.
2. AAASWFL Determinations
The AAASWFL reserves the exclusive right to make certain determinations in the tasks performed by the
Contractor and the approaches used by the Contractor to perform those tasks. The absence of the AAASWFL
setting forth a specific reservation of rights does not mean that all other areas of the contract are subject to
mutual agreement.
III.METHOD OF PAYMENT
A. Payment Method Used
The method of payment for this contract is a combination of Fixed-Fee/Unit Rate, Cost Reimbursement, and
Advance Payments subject to the availability of funds and Contractor performance. The AAASWFL will pay the
Contractor upon satisfactory completion of the Tasks/Deliverables,as specified in Section ll.D.,and in accordance
with all other terms and conditions of this contract.
B. Unit of Service
1. Fixed Fee/Unit Rate
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Contractor must meet the minimum level of performance stated in the contract to receive payment. Payments
for Fixed Fee/Unit Rates shall not exceed amounts established in Attachment XVI.
2. Fixed Rates for NSIP Program
Payments for NSIP Fixed rate shall not exceed the unit rate of service identified below:
Service to be Provided Unit of Service Unit Rate
Eligible Congregate and Home Delivered Meals 1 unit= I meal $0,72
3. Cost Reimbursement
Payment shall only be authorized for allowable expenditures, per the limits specified in the Budget Summary
(Attachment X). All cost reimbursement 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 Contractor agrees to distribute funds as detailed in the Area Plan Update and the Budget Summary
(Attachment X).Any change in the total amounts of the funds identified on the Budget Summary form requires
a contract amendment.
C. Advance Payments
The Contractor may request up to two(2) months of advances at the start of the contract period to cover program
administration,outreach,and service costs.The payment of an advance will be contingent upon the sufficiency and
amount of funds released to the AAASWFL by the State of Florida(budget release). The Contractor's requests for
advance payments must be submitted to the AAASWFL in their entirety no later than January 12, 2025. The
Contractor's requests for advance payments require the written approval of the AAASWFL.
For the first month's advance request, the Contractor shall provide the AAASWFL documentation justifying the
need for an advance and describing how the funds will be distributed. If the Contractor is requesting two(2) months
of advances, documentation must be provided reflecting the cash needs of the Contractor within the initial two (2)
months and should be supported through a cash-flow analysis or other information appropriate to demonstrate the
Contractor's financial need for the second month of advances. If sufficient budget is available,and the AAASWFL,
in his or her sole discretion,has determined that there is a justified need for an advance,the AAASWFL 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 for subcontractors must be distributed within seven(7)days of
receipt of payment from the AAASWFL, The Contractor shall submit to the AAASWFL documentation to
support full distribution of advanced funds with Request for Payment, report number 5,due to the AAASWFL
on April 9,2025, in accordance with Invoice Schedule(Attachment XI).
2. All advance payments retained by the Contractor must be fully expended no later than March 31, 2025. Any
portion of advanced payments not expended must be recouped on the Request for Payment, report number 5,
due to the AAASWFL on April 9,2025, in accordance with the Invoice Schedule(Attachment XI).
3. Advance recoupment shall start with the third monthly Request for Payment submission, in accordance with
the Invoice Schedule (Attachment XI). The amount of recoupment shall be equally divided between the
remaining number of Requests for Payment invoices due for the contract year.All advances should be recorded
in Part C,1 of the report (attachment XII), and shall be fully recouped by the end of the contract year or when
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 federal funds in FDIC interest bearing accounts unless an exception is made in
accordance with 45 CFR§75.305.Earned interest must be returned to the AAASWFL at the end of each quarter
of the contract period.
D. Invoice Instructions
Payment shall be made upon the Contractor's presentation of an invoice subsequent to the acceptance by the
• AAASWFL of the deliverables shown on the invoice. The form and substance of each invoice submitted by the
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Contractor shall be as follows:
1. The invoice shall include a"Remit to"address that corresponds exactly to the remittance address identified in
the MyFloridaMarketPlace(MFMP)registration.
2. The monthly invoice shall include the units of services established in the Contractor's AAASWFL-approved
UCM, per the requirements in the DOEA Programs and Services Handbook, at the rates established in
Attachment XVI, Service Rate Report. Documentation of service delivery shall include a report consisting of
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. Reimbursement amounts for administrative costs shall be
reflected on the Cost Reimbursement Summary form(Attachment XV)and include only items contained on the
Contractor's AAASWFL-approved budget.Any change to the Contractor's AAASWFL-approved budget after
the execution of this contract shall require approval from the AAASWFL prior to being made. Any change to
the total contract amount requires a contract amendment.
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 AAASWFL Requests for Payment(Attachment
XII), Receipt and Expenditure Reports (Attachment XiII), and Cost Reimbursement Summaries (Attachment
XV),
4. The Contractor shall include with the Fixed Fee/Unit Rate portion of its invoice the units of services provided
based on rates established in Attachment XVI,number of clients,and the rates for the services provided per the
requirements described in the deliverables and service tasks. The Contractor shall clearly state the provider
name,the report month,and the invoice number on the invoice.
5. All Requests for Payment shall be based on the submission of actual monthly Receipts and Expenditure Reports
beginning with the first month of the contract. The schedule for submission of advanced payment requests
(when available)and invoices can be found in the Invoice Schedule(Attachment Xi).
6. The Certified Minority Business Subcontractor Expenditures Report (Attachment VIV) is considered a
deliverable and must be completed in its entirety and submitted with each invoice.
7. Final contract invoices must be submitted to the AAASWFL no later than February 9,2026.
E. Payment Withholding
Any payment due by the AAASWFL under the terms of this contract may be withheld pending receipt and approval
by the AAASWFL of all financial and programmatic reports due from the Contractor and any adjustments thereto,
including any disallowance not resolved.
F. Corrective Action Plan
1. Contractor shall ensure 100%of the deliverables identified in Section 11.13, are performed pursuant to contract
requirements.
2. if at any time the Contractor is notified by the AAASWFL that it has failed to correctly, completely, or
adequately perform contract deliverables identified in Section I I.D.,the Contractor will have ten
(10)days to submit a Corrective Action Plan(CAP)to the AAASWFL that addresses the deficiencies and states
how the deficiencies will be remedied within a time period approved by the AAASWFL.The AAASWFL shall
assess a financial consequence for non-compliance on the Contractor as referenced in Section III.G. for each
deficiency identified in the CAP which is not corrected pursuant to the CAP. AAASWFL will also assess a
financial consequence for failure to timely submit a CAP to the AAASWFL.
3. If the Contractor fails to correct an identified deficiency within the AAASWFL-approved period specified in
the CAP, the AAASWFL shall deduct the percentage established in Section III.G. from the payment for the
invoice of the following month.
4. If the Contractor fails to timely submit a CAP to the AAASWFL, the AAASWFL shall deduct the percentage
established in Section III.G, for each day the CAP is overdue, The deduction will be made from the payment
for the invoice of the following month.
is
G. Financial Consequences
The AAASWFL will withhold or reduce payment if the Contractor fails to perform the deliverables to the
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satisfaction of the AAASWFL according to the requirements referenced in Section 11.D. The following financial
consequences will be imposed if the deliverables stated do not meet in part or in whole the performance criteria as
outlined in Section Ii.D.:
1. Delivery of services to eligible clients as referenced in Section II.A.3. and Section 11.D.I. of this contract—
Failure to comply with established assessment and prioritization criteria,as evidenced by eCIRTS reports,will
result in a 2%reduction of payment per business day.The reduction of payment will begin on the first business
day following the AAASWFL's notification to the Contractor that the identified deficiency was not cured or
satisfactorily addressed in accordance with the AAASWFL-approved CAP.
2. Services and units of services as referenced in Section Il.D.2. of this contract—Failure to provide services in
accordance with the current DOEA Programs and Services Handbook, the service tasks described in Section
iI.A.,and Attachment XVI,or failure to submit required documentation will result in a 2%reduction of payment
per business day. The reduction of payment will begin the first business day following the AAASWFL's
notification to the Contractor that the identified deficiency is not cured or satisfactorily addressed in accordance
with the AAASWFL-approved CAP.
3. Administrative duties as referenced in Section I1.D.3. of this contract—Failure to perform management and
oversight of program operations will result in a 2%reduction of payment per business day.The reduction of
payment will begin the first business day following the AAASWFL's notification to the Contractor that the
identified deficiency was not cured or satisfactorily addressed in accordance with the AAASWFL approved
CAP.
4. Timely submission of a CAP—Failure to timely submit a CAP within ten(10)business days after notification
of a deficiency by AAASWFL will result in a 2%reduction of payment per business day the CAP is not
received.The reduction of payment will begin with the subsequent invoice received from the Contractor and
shall be prorated for each day the CAP was late following the due date specified by the AAASWFL and shall
remain in effect until the contractor complies with the submission requirement.
5. Exceptions may be granted solely, in writing,by the AAASWFL.
IV.SPECIAL PROVISIONS
A. Final Budget and Funding Revision Requests
Final requests for budget revisions or adjustments to contract funds based on expenditures for provided services
must be submitted to the AAASWFL in writing no later than December 15,2025;email requests are considered
acceptable.
B. Contractor's Financial Obligations
1. Matching,Level of Effort,and Earmarking Requirements
The Contractor shall match at least twenty-five percent(25%)of the federal administrative funds received.The
Contractor's match will be made in the form of cash, general revenue administrative funds, and/or in-kind
resources. The Contractor will assure, through a provision in subcontracts, a match requirement of at least ten
percent (10%) of the cost for services funded through this contract, except for services provided pursuant to
OAA Title i1ID. The subcontractor's match will be made in the form of cash and/or in-kind resources. The
Contractor shall report match funds by title each month. At the end of the contract period,the 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 consumer
contributions;
b. Voluntary contributions are not to be used for cost sharing or matching;
c. Voluntary contributions are to be used only to expand services;and
d. Accumulated voluntary contributions are to be used prior to requesting federal reimbusement.
3. Use of Service Dollars and Management of the Assessed Priority Consumer List --
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The Contractor is expected to spend all federal, state, and other funds provided by the AAASWFL for the
purpose specified in this contract. For each program managed by the Contractor, the Contractor must manage
the service dollars in such a manner as to avoid having a wait list and a surplus of funds at the end of the contract
period. if the AAASWFL determines that the Contractor is not spending service funds accordingly, the
AAASWFL may transfer funds to other Service Providers and/or AAAs during the contract period and/or adjust
subsequent funding allocations 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 a contractual or commercial relationship that is not carried out to implement Title III.
C. Remedies for Nonconforming Services
1. The Contractor shall ensure that all goods and/or services provided under this contract are delivered timely,
completely, and commensurate with required standards of quality. Such goods and/or services will only be
delivered to eligible program participants.
2. if the Contractor fails to meet the prescribed quality standards for services,such services will not be reimbursed
under this contract. In addition, any nonconforming goods (including home delivered meals) and/or services
not meeting such standards will not be reimbursed under this contract. The Contractor's signature on the
Request for Payment Form certifies maintenance of supporting documentation and acknowledgement that the
Contractor shall solely bear the costs associated with preparing or providing nonconforming goods and/or
services. The AAASWFL requires immediate notice of any significant and/or systemic infractions that
compromise the quality,security,or continuity of services to clients.
D. Incident Reporting
The Contractor shall notify the AAASWFL immediately but no later than forty-eight (48) hours from the
Contractors awareness or discovery of changes that may materially affect the Contractor or any subcontractor's
ability to perform the services required to be performed under this contract. Such notice shall be made orally to the
AAASWFL (by telephone) with an email to immediately follow, including the Contractor's plan for provision of
services required by contract. This plan must detail the Contractor's anticipated plan for ensuring a continuity in
services for each client impacted by and for the duration of the incident. Following submission of the plan, the
Contractor's is expected to provide the AAASWFL updates in a frequency determined by the AAASWFL as
appropriate until the incident is resolved.
E. Volunteers
The Contractor shall ensure the use 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 Community Service Employment Program or organizations carrying out federal
service programs administered by the Corporation for National and Community Service).
F. Enforcement
1. In accordance with Section 430.04(2),F.S.,the Department shall rescind designation of an area agency on aging
or take intermediate measures against the Contractor, including corrective action, unannounced special
monitoring, temporary assumption of operation of one or more programs by the AAASWFL, placement on
probationary status, imposing a moratorium on Contractor action, imposing financial penalties for
nonperformance,or other administrative action pursuant to Chapter 120, F.S., if the AAASWFL finds that any
of the following have occurred:
a. An intentional or negligent act of the Contractor has materially affected the health, welfare, or safety of
clients,or substantially and negatively affected the operation of an aging services program.
i. Measurement:
1) Intentional or repeated violations of the requirement to serve clients.
2) Any other verifiable report of such actions.
b. The Contractor lacks financial stability sufficient to meet contractual obligations or that contractual funds
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have been misappropriated.
i. Measurement:
1) Failure within the same fiscal year to pay third party short-term loans.
2) An unreserved or total fund balance or retained earnings deficit for which sufficient resources are
not available to cover the deficit for 2 successive years.
c. The Contractor has committed multiple or repeated violations of legal and/or regulatory requirements or
the AAASWFL standards.
i. Measurement:
1) Achievement levels from monitoring reviews.
2) Any other verifiable report or notification of such actions.
3) Failure to provide timely reports or audits.
4) Failure to provide access to records/documentation during a management review.
d. The Contractor has failed to continue the provision or expansion of services after the declaration of a state
of emergency.
i. Measurement:
1) Achievement levels from monitoring reviews.
2) Any other verifiable report or notification of such action.
e. The Contractor has exceeded its authority or otherwise failed to adhere to the terms of this contract with
the AAASWFL or has exceeded its authority or otherwise failed to adhere to the provisions specifically
provided by statute or rule adopted by the AAASWFL.
i. Measurement:
1) Achievement levels from monitoring reviews.
2) Any other verifiable report or notification of such action.
f. The Contractor has failed to properly determine client eligibility as defined by the AAASWFL or efficiently
manage program budgets.
i. Measurement:
1) Achievement levels from monitoring reviews.
2) Any other verifiable report or notification of such action.
g. The Contractor has failed to implement and maintain an AAASWFL-approved client grievance resolution
procedure.
i. Measurement:
1) Achievement levels for monitoring reviews.
2) Any other verifiable report or notification of such action.
2. The AAASWFL may take action against the Contractor independently or concurrently if the Contactor has
demonstrated a failure to adhere to the requirements of this section by:
a. Placement on probationary status for a specified period to address identified issues;
b. Financial consequences as a result of not meeting the required deliverables as specified in section III.G.;
c. Re-allotment of surplus funds to other planning and service areas;
d. Placement on appropriate corrective action plan;
e. Temporary assumption of agency operations and functions to implement emergency service plan;
f. Impose a time limited moratorium on Contractor action;
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g. Advances as allowed under section 216.181(16)(i3),F.S.,may be reduced for the following year to 30 days
and surpluses for redistribution examined; and/or
h. Unannounced special monitoring.
3. In making any determination under this provision the AAASWFL may rely upon findings of another state or
federal agency, or other regulatory body. Any claims for damages for breach of contract are exempt from
administrative proceedings and shall be brought before the appropriate entity in the venue of Lee County,
Florida. In the event the AAASWFL initiates action to rescind a service provider designation,the AAASWFL
shall follow the procedures set forth in 42 U.S.C. §3025(b).
G. Investigation of Criminal Allegations
Any report that implies criminal intent on the part of the Contractor or any subcontractors and referred to a
governmental or investigatory agency must be sent to the AAASWFL. If the Contractor has reason to believe that
the allegations will be referred to the State Attorney,a law enforcement agency,the United States Attorney's office,
or governmental agency,the Contractor shall notify the AAASWFL immediately.A copy of all documents,reports,
notes, or other written material concerning the investigation, whether in the possession of the Contractor or
subcontractors,must be sent to the AAASWFL's with a summary of the investigation and allegations.
H. Contract Modifications
The AAASWFL has the authority to modify and/or extend deliverable deadlines. All deliverable extension
requests must be made to the AAASWFL, in writing, prior to the required deadline. All approvals for deliverable
extensions must be communicated,in writing,by the AAASWFL to the Contractor and are subject to the discretion
of the AAASWFL. The requests and the approval must occur prior to the established deadline. An e-mail writing
(request and response) is considered acceptable.
1. Rate Increase Thresholds
1. For Service Provider Proposed Rate Increases up to 5%:
a. Service Provider rate increase requests received by the AAASWFL from a Contractor that are up to 5.0%
above rate at time of contract execution are not required to be reviewed and approved by the DOEA. T h e
AAASWFL shall follow their existing agency rate review and approval process which at a minimum shall
include:
i. A detailed written justification from the Service Provider describing the reason(s)for the interim rate
adjustment. This explanation shall include a detailed assessment of potential organizational and client
impact. The written justification shall provide sufficient detail for the AAASWFL to review,
identifying the service or commodity component(s)that are increasing Service Provider costs.
ii. A current rate and a requested rate unit cost methodology.(Attachment XVII).
2. For Service Provider Proposed Rate increases Exceeding 5%:
a. For Service Provider proposed rate increases of 5.01%or greater,the requirements detailed in i. and ii.
above shall apply PLUS sections i.,below.
i. Service Provider Proposed Rate Increases of 5.01%or greater must be reviewed and approved by the
AAASWFL and the DOEA. The Contractor should forward all such requests to the AAASWFL and
provide the following additional information:
(1) The Service Provider must also provide in their written justification, reassurance that all other
potential options to procure alternate suppliers,subcontractors,or other potential cost-efficiencies
that could reduce the proposed rate increase of 5.01%or greater have been explored and rejected.
(2) The DOEA may request additional information from the Service Provider via the AAASWFL.
Following the DOEA's review/decision, the AAASWFL shall notify the Service Provider via email
of approval/disapproval and the AAA shall proceed accordingly.
3. No Service Provider may add additional services or increase their rates before April 1,2025.
4. Service Providers can not add new services unless approved in advance by the AAASWFL and Department.
5. Note: All rate increase thresholds mentioned in the above language is cumulative from Service Providers'
rates at the time of contract execution.
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J. Access Control
1. 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. Access should be requested with the
principle of least privilege, requesting only access roles that are necessary. For every new eCIRTS user, a
DOEA eCIRTS New User Request form is required to be submitted for eCIRTS access along with the roles
they will need. To safeguard collected data, the Contractor will be responsible for requesting user access to
be removed from all users that no longer have a necessity to access eCIRTS due to updated job duties,
voluntarily separates, or involuntarily separates from the Contractor as soon as possible, no later than 7
calendar days after separation. As an added protection,the Contractor will receive quarterly reports to review
users with access to eCIRTS and will report back any users that have been missed and needs to have their
access removed. The Contractor, among other requirements, must 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 computer system. The security over the backed-up data is to be as stringent as
the protection required of the primary systems.The Contractor 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.
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ATTACHMENT II
FINANCIAL AND COMPLIANCE AUDIT
The administration of resources awarded by the AAASWFL to the Contractor may be subject to audits and/or monitoring
by the AAASWFL,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),
and Section 215.97, F.S., (see"AUDITS" below), monitoring procedures may include, but not be limited to,on-site visits
by the AAASWFL staff, limited scope audits and/or other procedures. By entering into this contract,the Contractor agrees
to comply and cooperate with any monitoring procedures/processes deemed appropriate by the AAASWFL. In the event
the AAASWFL determines that a limited scope audit of the Contractor is appropriate,the Contractor agrees to comply with
any additional instructions provided by the AAASWFL to the Contractor regarding such audit, The Contractor further
agrees to comply and cooperate with any inspections, reviews, investigations, or audits deemed necessary by the Director
of Finance,Chief Financial Officer(CFO)or Auditor General.
AUDITS
PART I: FEDERALLY FUNDED
This part is applicable if the Contractor is a State or local government or a non-profit organization as defined in 2 CFR Part
200, Subpart A.
In the event that the Contractor expends$1,00,000.00 or more in federal awards during its fiscal year, the Contractor must
have a single or program-specific audit conducted in accordance with the provisions of 2 CFR Part 200. Financial and
Compliance Audit Attachment, Exhibit 2 indicates federal resources awarded through AAASWFL by this contract. In
determining the federal awards expended in its fiscal year, the Contractor shall consider all sources of Federal awards,
including federal resources received from the AAASWFL. 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 shall fulfill the requirements
relative to auditee responsibilities as provided in 2 CFR §200.508.
If the Contractor expends less than$1,000,000.00 in federal awards in its fiscal year,an audit conducted in accordance with
the provisions of 2 CFR Part 200 is not required. in the event that the Contractor expends less than$1,000,000.00 in federal
awards in its fiscal year and elects to have an audit conducted in accordance with the provisions of 2 CFR Part 200,the cost
of the audit must be paid from non-federal resources (i.e., the cost of such audit must be paid from Contractor resources
obtained from other than federal entities.)
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 AAASWFL shall be based on the contract's requirements, including any
{ rules,regulations, or statutes referenced 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 AAASWFL shall be fully
disclosed in the audit report with reference to the AAASWFL contract involved. If not otherwise disclosed as required by
2 CFR § 200.510, the schedule of expenditures of federal awards shall identify expenditures by contract number for each
contract with the AAASWFL in effect during the audit period. Financial reporting packages required under this part must
be submitted within the earlier of 30 days after receipt of the audit report or 9 months after the end of the Contractor's fiscal
year end.
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PART II: STATE FUNDED
This part is applicable if the Contractor is a non-state entity as defined by Section 215.97(2), F.S.
In the event that the Contractor expends a total amount of state financial assistance equal to or in excess of$1,000,000.00
in any fiscal year of such Contractor,the Contractor 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 financial assistance awarded through AAASWFL by this contract.
In determining the state financial assistance expended in its fiscal year, the Contractor shall consider all sources of state
financial assistance, including state financial assistance received from the AAASWFL,other state agencies,and other non-
state entities. State financial assistance does not include Federal direct or pass-through awards and resources received by a
non-state entity for Federal program matching requirements.
In connection with the audit requirements addressed in Part II, paragraph 1, the Contractor shall ensure that the audit
complies with the requirements of Section 215.97(8), F.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 $1,000,000.00 in state financial assistance in its fiscal year, an audit conducted in
accordance with the provisions of Section 215.97, F.S.,is not required. In the event that the Contractor expends less than
$1,000,000.00 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 must be paid from the non-state entity's resources (i.e., the cost of
such an audit must be paid from the Contractor resources obtained from other than State entities).
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 AAASWFL 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 met for each applicable contract. All questioned costs and liabilities due to the AAASWFL shall be fully disclosed in
the audit report with reference to the AAASWFL contract involved. If not otherwise disclosed as required by Rule 691-
5.003, F.A.C., the schedule of expenditures of state financial assistance shall identify expenditures by contract number for
each contract with the AAASWFL in effect during the audit period. For local governmental entities, financial reporting
packages required under this part must be submitted within 45 days after delivery of the audit report, but no later than 12
months after the Contractor's fiscal year end. For non-profit or for-profit organizations, financial reporting packages
required under this part must be submitted within 45 days after delivery of the audit report, but no later than 9 months after
the Contractor's fiscal year end. Notwithstanding the applicability of this portion, the AAASWFL retains all right and
obligation to monitor and oversee the performance of this contract as outlined throughout this document and pursuant to
law.
PART III: REPORT SUBMISSION
Copies of financial reporting packages for audits conducted in accordance with 2 CFR Part 200 and required by Part 1 of
this Financial Compliance Audit Attachment,shall be submitted, when required by 2 CFR §200.512 by or on behalf of the
Contractor directly to each of the following:
Federal Audit Clearinghouse
Bureau of the Census
1201 East 10th 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 the Federal Audit Clearinghouse.
The Contractor shall submit a copy of any management letter issued by the auditor directly to the AAASWFL.
(t, f})
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Area Agency on Aging for Southwest Florida,Inc.
Attn: Clara Balthazar
2830 Winkler Ave.,Suite 112
Fort Myers, FL 33916
Additionally,copies of financial reporting packages required by this contract's Financial Compliance Audit Attachment,
Part II,shall be submitted by or on behalf of the Contractor directly to each of the following:
The AAASWFL at the following address:
Area Agency on Aging for Southwest Florida,Inc.
Attn: Clara Balthazar
2830 Winkler Ave.,Suite 112
Fort Myers, FL 33916
The Auditor General's Office at the following address:
State of Florida Auditor General
Claude Pepper Building,Room 574
111 West Madison Street
Tallahassee,Florida 32399-1450
Any reports, management letters,or other information required to be submitted to the AAASWFL pursuant to this contract
shall be submitted timely in accordance with 2 CFR Part 200, and Florida Statutes Chapter 10.550 (local governmental
entities)or 10.650(nonprofit and for-profit organizations), Rules of the Auditor General, as applicable.
Contractors,when submitting financial reporting packages to the AAASWFL for audits done in accordance with 2 CFR Part
200 or Florida Statutes Chapter 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit organizations),
Rules of the Auditor General, should indicate the date that the reporting package was delivered to the Contractor in
correspondence accompanying the reporting package.
PART IV:RECORD RETENTION
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 AAASWFL or its designee,the CFO, or Auditor
General access to such records upon request. The Contractor shall ensure that audit working papers are made available to
the AAASWFL or its designee, CFO, or Auditor General upon request for a period of six(6)years from the date the audit
report is issued, unless extended in writing by the AAASWFL.
•
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ATTACHMENT II
EXHIBIT I
PART I:AUDIT RELATIONSHIP DETERMINATION
Contractors who receive state or federal resources may or may not be subject to the audit requirements of 2 CFR Part 200
and/or Section 215.97, F.S. Contractors who are determined to be recipients or sub-recipients of federal awards and/or
state financial assistance may be subject to the audit requirements if the audit threshold requirements set forth in Part I
and/or Part II of Exhibit 1 are met. Contractors who have been determined to be vendors are not subject to the audit
requirements of 2 CFR §200,38 and/or Section 215.97, F.S. Regardless of whether the audit requirements are met,
Contractors who have been determined to be recipients or sub-recipients of Federal awards and/or state financial
assistance must comply with applicable programmatic and fiscal compliance requirements.
In accordance with 2 CFR Part 200 and/or Rule 691-5.006,F.A.C.,Contractor has been determined to be:
Vendor not subject to 2 CFR§200.38 and/or Section 215.97,F.S.
X Recipient/sub-recipient subject to 2 CFR§§200.86 and 200.93 and/or Section 215.97, F.S.
Exempt organization not subject to 2 CFR Part 200 and/or Section 215.97, F.S. For Federal 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 are exempt. Exempt organizations must
comply with all compliance requirements set forth within the contract or award document.
NOTE: If a Contractor is determined to be a recipient/sub-recipient of federal and/or state financial assistance,and has been
approved by the AAASWFL 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 REQUIREMENTS
FEDERAL AWARDS OR STATE MATCHING FUNDS ON FEDERAL AWARDS. Contractors who receive Federal
awards, state maintenance of effort funds, or state matching funds on Federal awards and who are determined to be a sub-
recipient must comply with the following fiscal laws,rules,and regulations:
STATES,LOCAL GOVERNMENTS AND INDIAN TRIBES MUST FOLLOW:
2 CFR§ 200.416- §200.417—Special Considerations for States, Local Governments,and Indian Tribes*
2 CFR § 200.201 —Administrative Requirements**
2 CFR§200 Subpart F—Audit Requirements
Reference Guide for State Expenditures
Other fiscal requirements set forth in program laws,rules,and regulations.
NON-PROFIT ORGANIZATIONS MUST FOLLOW:
2 CFR §200.400- §200.411 —Cost Principles*
2 CFR§200.100—Administrative Requirements
2 CFR§ 200 Subpart F—Audit Requirements
Reference Guide for State Expenditures
Other fiscal requirements set forth in program laws,rules,and regulations.
EDUCATIONAL INSTITUTIONS(EVEN IF A PART OF A STATE OR LOCAL GOVERNMENT)MUST
FOLLOW:
2 CFR§200.418—§200.419—Special Considerations for Institutions of Higher Education*
2 CFR §200.100—Administrative Requirements
2 CFR§200 Subpart F—Audit Requirements
Reference Guide for State Expenditures
Other fiscal requirements set forth in program laws,rules,and regulations.
*Some Federal programs may be exempted from compliance with the Cost Principles Circulars as noted in 2 CFR
§200.400(5)(c).
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**For funding passed through U.S. Health and Human Services, 45 CFR Part 75;for funding passed through U.S.
AAASWFL of Education,34 CFR Part 80.
STATE FINANCIAL ASSISTANCE. Contractors who receive state financial assistance and who are determined 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 program laws,rules,and regulations.
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ATTACHMENT II
EXHIBIT 2 -FUNDING SUMMARY
Note: Title 2 CFR Part 200,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:
COLLIER COUNTY
PROGRAM TITLE FUNDING SOURCE CFDA AMOUNT
Older Americans Act Title IIIB U.S. Health and Human Services 93.044 $ 218,807.01
Total IIIB
OAA Title IIICI —Congregate Meals U.S. Health and Human Services 93.045 $ 788,304.91
Total IIIC1
OAA Title 111 C2—Home Delivered Meals U.S. Health and Human Services 93.045 $ 394,175.04
Total IIIC2
Older Americans Act Title III E
Services(Title III E) $ 135,522.24
Supplement Services(Title III ES) $ 22,955.58
Grandparent Services(Title Ill EG) U.S. Health and Human Services 93.052 $ 6,311.72
TotalIIIE $ 164,789.54
Nutrition Services Incentive Program(NSIP) U.S. Health and Human Services 93.053 $ 38,195.70
TOTAL FEDERAL AWARD $ 1,604,272.20
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.
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 691-5,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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ATTACHMENT III
CERTIFICATIONS AND ASSURANCES
DOEA will not award this contract unless Contractor completes this CERTIFICATIONS AND ASSURANCES. In
performance of this contract, Contractor provides the following certifications and assurances:
A. Debarment and Suspension Certification (29 CFR Part 95 and 45 CFR Part 75)
B. Certification Regarding Lobbying(29 CFR Part 93 and 45 CFR Part 93)
C. Nondiscrimination& Equal Opportunity Assurance(29 CFR Part 37 and 45 CFR Part 80)
D. Certification Regarding Public Entity Crimes,section 287.133,F.S.
E. Association of Community Organizations for Reform Now(ACORN) Funding Restrictions Assurance
(Pub. L. 111-117)
F. Scrutinized Companies Lists and No Boycott of Israel Certification,section 287.135,F.S.
G. Certification Regarding Data Integrity Compliance for Contracts, Agreements, Grants, Loans, and
Cooperative Agreements
H. Verification of Employment Status Certification
I. Records and Documentation
J. Certification Regarding Inspection of Public Records
A. CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY
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 debarment, 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 against
them for commission of fraud or a criminal offense in connection 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 embezzlement, theft, forgery, bribery, falsification or destruction of records,
making false statements,or receiving stolen property;
3. Are not presently indicted or otherwise criminally or civilly charged by a government entity (Federal, State, or
local)with commission of any of the offenses enumerated in paragraph A.2. of this certification; and/or
4. Have not within a three-year period preceding this application/proposal had one or more public transactions
(Federal, State,or local)terminated for cause of default.
The undersigned shall require that language of this certification be included in the documents for all subcontracts at all
tiers (including subcontracts, sub-grants, and contracts under grants, loans, and cooperative agreements) and that all
sub-recipients and contractors shall provide this certification accordingly.
B. CERTIFICATION REGARDING LOBBYING—CERTIFICATION FOR CONTRACTS, GRANTS,LOANS,
AND COOPERATIVE AGREEMENTS.
The undersigned Contractor certifies,to the best of its knowledge and belief,that:
No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for
influencing or attempting to influence an officer or employee of Congress or an employee of a Member of Congress in
connection with the awarding of any Federal contract,the making of any Federal grant,the making of any Federal loan,
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the entering into of any cooperative agreement,and the extension, continuation, renewal, amendment, or modification
of any Federal contract,grant, loan,or cooperative agreement.
If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or
attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee 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, "Disclosure Form to Report
Lobbying," in accordance with its instructions.
The undersigned shall require that language of this certification be included in the documents for all subcontracts at all
• tiers (including subcontracts, sub-grants, and contracts under 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 upon 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. § 1352. Any person who fails to file the required certification shall 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 80).-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 Investment 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 against beneficiaries on the basis of either citizenship/status as a lawfully admitted
immigrant authorized to work in the United States or participation in any W1A Title 1-financially assisted program
or activity.
2. Title VI of the Civil Rights Act of 1964(Pub. L. 88-352), as amended,and all requirements imposed by or pursuant
to the Regulation of the Department of Health and Human Services(45 CFR Part 80),to the end that,in accordance
with Title VI of that Act and the Regulation, no person in the United States shall, on the ground of race, color, or
national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to
discrimination under any program or activity for which the Applicant receives Federal financial assistance from the
AAASWFL.
3. Section 504 of the Rehabilitation Act of 1973 (Pub. L. 93-1 12), as amended, and all requirements imposed by or
pursuant to the Regulation of the Department of Health and Human Services (45 CFR Part 84), to the end that, in
accordance with Section 504 of that Act and the Regulation, no otherwise qualified handicapped individual in the
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 for which the Applicant receives Federal financial
assistance from the AAASWFL.
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 Human Services(45 CFR Part 91),to the end that,in accordance
Ij with the Act and the Regulation,no person in the United States shall, on the basis of age, be denied the benefits of,
be excluded from participation in, or be subjected to discrimination under any program or activity for which the
Applicant receives Federal financial assistance from the AAASWFL.
5. Title IX of the Education Amendments of 1972(Pub. L.92-318),as amended, and all requirements imposed by or
pursuant to the Regulation of the Department of Health and Human Services(45 CFR Part 86),to the end 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 financial assistance from the AAASWFL.
j 6. The American with Disabilities Act of 1990 (Pub. L. 101-336), which prohibits discrimination in all employment
practices includingjob applicationprocedures,hiring,firing,advancement,compensation,training,and other terms,
PP� g g P g
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 CFR 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 makes to carry out the WIA Title 1—financially assisted program or activity.
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Contractor understands that the AAASWFL, DOEA and the United States have the right to seek judicial
enforcement of the assurance.
The undersigned 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 agreements) and that all
sub-recipients and contractors shall provide this assurance accordingly.
D. CERTIFICATION REGARDING PUBLIC ENTITY CRIMES,SECTION 287.133, 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 vendor list.
Contractor understands and agrees that it is required to inform the AAASWFL immediately upon any change of
circumstances regarding this status.
E. ASSOCIATION OF COMMUNITY ORGANIZATIONS FOR REFORM NOW(ACORN)FUNDING
RESTRICTIONS ASSURANCE(Pub. L. 111-117).
As a condition of the Contract, Contractor assures that it will comply fully with the federal funding restrictions
pertaining to ACORN and its subsidiaries per the Consolidated Appropriations Act,2010,Division E,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. I 1 1-1 17 are available under the conditions provided by Pub. L. 1 1 1-1 17.
The undersigned 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 agreements)and that all sub-
recipients and contractors shall provide this assurance accordingly.
F. SCRUTINIZED COMPANIES LISTS AND NO BOYCOTT OF ISRAEL CERTIFICATION,SECTION
287.135,F.S.
In accordance with section 287.135, F.S., Contractor hereby certifies that it has not been placed on the Scrutinized
Companies that Boycott Israel List and 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 certifies that it is not listed on either the Scrutinized Companies with Activities in Sudan List or the
Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List and that it is not engaged in business
operations in Cuba or Syria.
Contractor understands that pursuant to section 287.135, F.S., the submission of a false certification may result in the
AAASWFL terminating this contract and the submission of a false certification may subject Contractor to civil penalties
and attorney fees and costs, including any costs for investigations that led to the finding of false certification.
If Contractor is unable to certify any of the statements in this certification,Contractor shall attach an explanation to
this contract.
G. CERTIFICATION REGARDING DATA INTEGRITY COMPLIANCE FOR CONTRACTS,
AGREEMENTS, GRANTS, LOANS,AND COOPERATIVE AGREEMENTS
1. The Contractor and any Subcontractors of services under this contract have financial management systems
capable of providing certain information, including:(1)accurate,current,and complete disclosure of the financial
results of each grant-funded project or program in accordance with the prescribed reporting requirements;(2)the
source and application of funds for all contract supported activities;and(3)the comparison of outlays with
budgeted amounts for each 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 any outside entity on which the
Contractor is dependent for data that is to be reported,transmitted,or calculated have been assessed and verified
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to be capable of processing data accurately,including year-date dependent data. For those systems identified to be
non-compliant,Contractors will take 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 for accuracy and integrity of data prior to transfer.
4. In the event of any decrease in functionality related to time and date related codes and internal subroutines that
impede the hardware or software programs from operating properly,the Contractor agrees to immediately make
required corrections to restore hardware and software programs to the same level of functionality as warranted
herein,at no charge to the state,and without interruption to the ongoing business of the state,time being of the
essence.
5. The Contractor and any Subcontractors of services under this contract warrant that their policies and procedures
include a disaster plan to provide for service delivery to continue in case of an emergency,including emergencies
arising from data integrity compliance issues.
H. VERIFICATION OF EMPLOYMENT STATUS CERTIFICATION
As a condition of contracting with the AAASWFL,Contractor certifies the use of the U.S, Department of Homeland
Security's E-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 E-verify
system to verify the employment eligibility of all new employees hired by the Subcontractor during the entire contract
term.
The Contractor shall require that the language of this certification be included in all sub-agreements,sub-grants,and
other agreements/contracts and that all Subcontractors shall certify compliance accordingly.
This certification is a material representation of fact upon 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
Circulars A-102 and 2 CFR Part 200 and 215 (formerly OMB Circular A-110).
I. RECORDS AND DOCUMENTATION
The Contractor agrees to make available to the AAASWFL staff and/or any party designated by the AAASWFL any
and all contract related records and documentation.The Contractor shall ensure the collection and maintenance of all
program related information and documentation on any such system designated by the AAASWFL. Maintenance
includes valid exports and backups of all data and systems according to the AAASWFL standards.
J. CERTIFICATION REGARDING INSPECTION OF PUBLIC RECORDS
1. In addition to the requirements of Section 10 of the Standard Contract,sections 1 19.0701(3)and(4)F.S.,and any other
applicable law, if a civil action is commenced as contemplated by section 119.0701(4), F.S.,and the AAASWFL and
the Department is named in the civil action,Contractor agrees to indemnify and hold harmless the AAASWFL and the
Department for any costs incurred by the AAASWFL, the Department and any attorneys' fees assessed or awarded
•
• against the AAASWFL from a Public Records Request made pursuant to Chapter 119, F.S., concerning this contract
or services performed thereunder.
a. Notwithstanding section 119.0701, F.S., or other Florida law, this section is not applicable to contracts executed
between the AAASWFL,the Department and state agencies or subdivisions defined in section 768.28(2),F.S.
2. Section 119.01(3), F.S., states if public funds are expended by an agency in payment of dues or membership
contributions for any person,corporation,foundation,trust, association,group,or other organization,all the financial,
business,and membership records of such an entity which pertain to the public agency(Florida Department of Elder
Affairs)are public records.Section 119.07,F.S,states that every person who has custody of such a public record shall
permit the record to be inspected and copied by any person desiring to do so,under reasonable circumstances.
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Additionally, I certify this organization does does not provide for institutional memberships.
Contractor's signature below attests that records pertaining to the dues or membership application by the AAASWFL are
available for inspection if applicable. as stated above.
By execution of this contract. Contractor must include these provisions (A-J) in all related subcontract agreements (if
applicable).
By signing below,Contractor certifies that the representations outlined in parts A through J above are true and correct.
f (
C �' t�nant(
Signa9PY1110/Wel-
and Title of Authorized Repre entative Street Address
I1?D(�2S
Contractor Date City,State,Zip code
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ATTACHMENT IV
ASSURANCES—NON-CONSTRUCTION PROGRAMS
Public reporting burden for this collection of information is estimated to average forty-five(45) minutes per response, including time
for reviewing instructions, searching existing data sources,gathering and maintaining the data needed and completing and reviewing
the collection of information. Send comments regarding the burden estimate or any other aspect of this collection of information,
including suggestions for reducing this burden,to the Office of Management and Budget. Paperwork Reduction Project(0348-0043),
Washington,DC 20503.
PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE OFFICE OF MANAGEMENT AND
BUDGET,SEND IT TO THE ADDRESS PROVIDED BY THE SPONSORING AGENCY.
Note: Certain of these assurances may not be applicable to your project or program. If you have questions please
contact the awarding agency. Further,certain federal awarding agencies may require applicants to certify to
additional assurances. If such is the case,you will be notified.
1. Has the 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 Comptroller General of the United States,and if appropriate,the state,through any
authorized representative, access to and the right to examine all records, books, papers, or documents related to the
award; and will establish a proper accounting system in accordance with generally accepted accounting standards or
agency directives.
3. Will establish safeguards to prohibit employees from using their positions for a purpose that constitutes,or presents the
appearance of, personal or organizational conflict of interest or personal gain.
4. Will initiate and complete the work within the applicable time frame after receipt of approval of the awarding agency.
5. Will comply with the Intergovernmental Personnel Act of 1970 (42 U.S.C. §§ 4728-4763) relating to prescribed
standards for merit systems for programs funded under one of the 19 statutes or regulations specified in Appendix A of
OPM's Standards for a Merit System of Personnel Administration(5 C.P.R. 900,Subpart F).
6. Will comply with all federal statutes relating to nondiscrimination. These include but are not limited to: (a)Title Vi of
the Civil Rights Act of 1964(P.L.88-352)which prohibits discrimination on the basis of race,color or national origin;
(b) Title IX of the Education 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 amended(29 U.S.C.
§794), which prohibits discrimination on the basis of handicaps; (d)the Age Discrimination Act of 1975,as amended
(42 U.S.C.§§6101-6107),which prohibits discrimination on 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 of drug abuse;(f)the Comprehensive
Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (P.L. 91-616), as amended,
relating to nondiscrimination on the basis of alcohol abuse or alcoholism;(g)Sections523 and 527 of the Public Health
Service Act of 1912(42 U.S.C. §§ 290 dd-3 and 290 ee 3), as amended, relating to confidentiality of alcohol and drug
abuse patient records;(h)Title ViII of the Civil Rights Act of 1968(42 U.S.C. §3601 et seq.),as amended, relating to
{ nondiscrimination in the sale, rental or financing of housing; (i)any other nondiscrimination provisions in the specific
statute(s) under which application for federal assistance is being made; and (j) the requirements of any other
nondiscrimination statute(s)which may apply to the application.
7. Will comply, or has already complied,with the requirements of Titles ii and iiI of the uniform Relocation Assistance
and Real Property Acquisition Policies Act of 1970 (P.L. 91-646) which provide for fair and equitable treatment of
persons displaced or whose property is acquired as a result of federal or federally assisted programs. These requirements
apply to all interests in real property acquired for project purposes regardless of federal participation in purchases.
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8. Will comply, as applicable, with the provisions of the Hatch Act (5 U.S.C. §§ 1501-1508 and §§ 7324-7328), which
limit the political activities of employees whose principal employment activities are funded in whole or in part with
federal funds.
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!lours 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 IO2(a) of the Flood Disaster
Protection Act of 1973(42 U.S.C. §4012a)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
more.
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 (42 U.S.C. §§ 4321 et
seq.) and Executive Order(EO) 11514; (b) notification of violating facilities pursuant to EO 11738; (c) protection of
wetlands pursuant to EO 11990; (d) evaluation of flood hazards in floodplains in accordance with EO 11988; (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 (42
U.S.C. §300F et seq.);and(h)protection of endangered species under the Endangered Species Act of 1973,as amended
(16 U.S.C. §§ 1531-1544).
12 Will comply with the Wild and Scenic Rivers Act of 1968 (16 U.S.C. § 1271 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 106 of the National Historic Preservation Act of
1966, as amended, and the Archaeological and Historic Preservation Act of 1974 (54 U.S.C. §§ 300101-307108),and
EO 11593 (identification and protection of historic properties).
14. Will comply with the National Research Act of 1974(P.L.93-348)regarding the protection of human subjects involved
in research,development,and related activities supported by this award of assistance.
15. Will comply with the Laboratory Animal Welfare Act of 1966(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. § 4831(b)), which prohibits the use of
lead-based paint in construction or rehabilitation of residence structures.
17. Will cause to be performed the required financial and compliance audits in accordance with the Single Audit Act
Amendments of 1996 and 2 CFR Part 200.
18. Will comply with all applicable requirements of all other federal laws, executive orders. regulations, and policies
governing this program.
SIGN LIRE OF AUT}'(?(tIZED CERTIFYING OFFICIAL TITLE
Ca CMG
APPLICANTO ANIZATION DATE SUB; TEED
Cc (ier Cow I/30 12025-
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ATTACHMENT V
FLORIDA AAASWFL OF ELDER AFFAIRS CIVIL RIGHTS COMPLIANCE CHECKLIST
Program/Facility Name County AAA/Contractor
Address Completed By
City,State,Zip Code Date Telephone
PART I:READ TILE ATTACHED INSTRUCTIONS FOR ILLUSTRATIVE INFORMATION WHICH WILL HELP YOU COMPLETE
THIS FORM.
1. Briefly describe the geographic area served by the program/facility and the type of service provided:
% %
For questions 2-5 please indicate the following: total N White Black Hispanic_ Other Female Disabled Over 40
2.Population of area served Source of data:
3.Staff currently employed Effective date:
4.Clients currently enrolled/registered Effective date:
5. Advisory/Governing Board if applicable
PART II: USE A SEPARATE SHEET OF PAPER FOR ANY EXPLANATIONS REQUIRING MORE SPACE. IF N/A or NO,EXPLAIN.
6. Is an Assurance of Compliance on file with DOEA? N/A YES NO
❑ ❑ ❑
7. Compare the staff composition to the population. Is staff representative of the population? N/A YES NO
❑ ❑ ❑
8. Are eligibility requirements for services applied to clients and applicants without regard to race,color,national N/A YES NO
origin,sex,age,religion,or disability? ❑ ❑ ❑
9. Are all benefits,services and facilities available to applicants and participants in an equally effective manner N/A YES NO
regardless of race,sex,color,age,national origin,religion,or disability? ❑ ❑ ❑
10. For in-patient services,are room assignments made without regard to race,color,national origin or disability? N/A YES NO
❑ ❑ ❑
11. Is the program/facility accessible to non-English speaking clients? N/A YES NO
❑ ❑ ❑
12.Are employees,applicants and participants informed of their protection against discrimination? If YES,how? ❑ ❑ ❑
Verbal p Written CI Poster❑ N/A YES NO
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13. Give the number and current status of any discrimination complaints regarding services or employment filed N/A NUMBER
against the program/facility.
14. Is the program/facility physically accessible to mobility,hearing,and sight-impaired individuals? N/A YES NO
❑ ❑ ❑
PART III:THE FOLLOWING QUESTIONS APPLY TO PROGRAMS AND FACILITIES WITH 15 OR MORE EMPLOYEES. IF NO,
EXPLAIN.
15. Has as a self-evaluation been conducted to identify any barriers to serving disabled individuals and to make any YES NO
necessary modifications? ❑ ❑
16. Is there an established grievance procedure that incorporates due process in the resolution of complaints? YES NO
❑ ❑
17. Has a person been designated to coordinate Section 504 compliance activities? YES NO
❑ ❑
18. Do recruitment and notification materials advise applicants,employees,and participants of nondiscrimination on YES NO
the basis of disability? ❑ ❑
19.Are auxiliary aids available to ensure accessibility of services to hearing and sight-impaired individuals? YES NO
❑ ❑
PART IV:FOR PROGRAMS OR FACILITIES WITH 50 OR MORE EMPLOYEES AND FEDERAL CONTRACTS OF S50,000.00
OR MORE,
20. Do you have a written affirmative action plan? If NO,explain. YES NO
❑ ❑
UOEA USE ONLY
Reviewed by In Compliance: YES 0 NO* ❑
Program Office *Notice of Corrective Action Sent / /
Date Telephone Response Due / /
On-Site ❑ Desk Review ❑ Response Received / /
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ATTACHMENT V
INSTRUCTIONS TOR THE CIVIL RIGHTS COMPLIANCE CHECKLIST
1. Describe the geographic service area such as a district, county, city, or other locality. if the program/facility serves a
specific target population such as adolescents,describe the target population. Also,define the type of service provided.
2. Enter the percent of the population served by race,sex,disability,and over the age of 40. The population served includes
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 commerce, libraries, or any publication from the 1980 Census
containing Florida population statistics. Include the source of your population statistics. ("Other" races include
Asian/Pacific Islanders and American Indian/Alaskan Natives.)
3. Enter the total number of full-time staff and their percent by race, sex, disability, and over the age of 40. Include the
effective date of your summary.
4. Enter the total number of clients 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
in the population, the program/facility has the responsibility to determine the reasons for such variation and take
whatever action may be necessary to correct any discrimination. Some legitimate disparities may exist when
programs are sanctioned to serve target populations such as elderly or disabled persons.
5. Enter 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. Each recipient of federal financial assistance must have on file an assurance that the program will be conducted in
compliance with all nondiscriminatory provisions as required in 45 CFR Part 80. This is usually a standard part of the
contract language for DOEA Recipients and their Sub-grantees. 45 CFR § 80.4(a).
7. Is the race,sex,and national origin of the staff reflective of the general population? For example,if 10%of the population
is Hispanic, is there a comparable percentage of Hispanic staff?
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 must be applied uniformly
and without regard to race,sex, color, national origin, religion, age, or disability. Entrances, waiting rooms, reception
areas,restrooms,and other facilities must also be equally available to all clients. 45 CFR § 80.3(b).
10. For in-patient services,residents 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 of a different
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 English. In geographic areas where a significant population of non-English speaking people live, program
accessibility may include the employment of bilingual staff. In other areas, it is sufficient to have a policy or plan for
service, 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. Programs/facilities 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 AAASWFL,the Department or the U.S. Department of Health
and Human Services. The information may be supplied verbally or in writing to every individual or may be supplied
through the use of an equal opportunity policy poster displayed in a public area of the facility.
13. Report number of discrimination complaints filed against the program/facility. Indicate the basis(e.g. race,color,creed,
sex,age, national origin,disability,and/or retaliation)and the issues involved(e.g. services or employment, placement,
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termination, etc.). Indicate the civil rights law or policy alleged to have been violated along with the name and address
of the 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, under review,etc.).
14. The program/facility must be physically accessible to mobility, hearing, and sight-impaired 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 and traffic areas of administrative offices,cafeterias,restrooms,recreation areas, counters,
and serving lines should be observed for accessibility. Elevators should be observed for door width and Braille or
raised numbers. Switches and controls for light, heat,ventilation, fire alarms,and other essentials should be installed
at an appropriate height for mobility impaired individuals.
15. Section 504 of the Rehabilitation Act of 1973 requires that a recipient of federal financial assistance conduct a self-
evaluation to identify any accessibility barriers. Self-evaluation is a four-step process:
a. Evaluate, with the assistance of disabled individual(s)/organization(s),current policies and practices that do not or
may not comply with Section 504;
b. Modify policies and practices that do not meet Section 504 requirements.
c. Take remedial steps to eliminate the effects of any discrimination that resulted from adherence to these policies and
practices; and
d. Maintain self-evaluation on file,including a list of the interested persons consulted,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 be used to satisfy this requirement if these four steps have been followed).
16. Programs or facilities that employ 15 or more persons shall adopt grievance procedures that incorporate appropriate due
process standards and that provide for 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 15 or more persons shall designate at least one person to coordinate its efforts to
comply with Part 84 of Title 45,CFR. 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 program/facility does not discriminate on the basis of
handicap in violation of Section 504 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
programs 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 necessary to afford such persons an equal opportunity to benefit from the
service in question. Auxiliary aids may include,but are not limited to,brailed and taped materials, interpreters,and other
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, and
•
maintain a written affirmative action compliance program in accordance with Executive Order 11246, 41 CFR Part 60
and Title Vi of the Civil Rights Act of 1964,as amended.
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ATTACHMENT VI
BUDGET SUMMARY
COLLIER COUNTY
1. Title IIIB Support Services $ 218,807.01
2. Title IIICI Services $ 788,304.91
3. Title 111C2 Services $ 394,175.04
4. Title IIIE Services $ 135,522.24
5. Title IIIES Services $ 22,955.58
6. Title IIIEG Services $ 6,311.72
7. NSIP Services $ 38,195.70
Total $1,604,272.20
•
Page 56 of 73 ( i
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16D 5
(January 2025—December 2025) HA025 203.
ATTACHMENT VIII
BACKGROUND SCREENING
ATTESTATION OF COMPLIANCE- EMPLOYER
AUTHORITY: ALL EMPLOYERS are required to annually submit this form attesting to compliance with
the provisions of chapter 435 and section 430.0402 of the Florida Statutes.
The term "employer" means any person or entity required by laic to conduct background screenings, including but not
limited to, Area Agencies on Aging/Aging and Disability Resource Centers. Lead Agencies, and Service Providers that
contract directly or indirectly with the Department of Elder Affairs (DOEA), and any other person or entity which hires
employees or has volunteers in service who meet the definition of a direct service provider.See§§435.02&430.0402,Fla.
Stat.(2023)
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 contact with a client while providing services to the client and has access to the client's living areas,
funds, personal property. or personal identification information as defined in s. 817.568. The term also includes, but is not
limited to,the administrator or a similarly titled person who is responsible for the day-to-day operations of the provider;the
financial officer or similarly titled person who is responsible for the financial operations of the provider; coordinators.
managers, and supervisors of residential facilities; volunteers; and any other person seeking employment with a provider
who is expected to,or whose responsibilities may require him or her to,provide personal care or services directly to clients
or have access to client funds,financial matters,legal matters,personal property,or living areas. §430.0402(1)(b),Fla. Stat.
(2023).
ATTESTATION
As the duly authorized representative of:
(Name of Employer)
Located at
Street address City State Zip Code
Under penalty of perjury, I,
(Name of Representative)
herby swear or affirm that the above-named employer is in compliance with the provisions of chapter
435 and section 430.0402 of the Florida Statutes, regarding level 2 background screening.
?aitil;013 1/30)
Signature of Re esentative I)ate
t X7l:A l orm 233.Attesratrnn of Compliance-Implorer.I/jecove Or totter 2023.I'_1'
Fonn ara:labia at. laps"eldsrnffairs.ora:about•uYbackisound-strcemnkbackurcamd-s recmnu-claannt hnuxtratninu-accssstnu-thc-cleannuhotise.
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ATTACHMENT IX
CERTIFIED MINORITY BUSINESS SUBCONTRACTOR EXPENDITURES (CMBE FORM)
CMBE FORM MUST ACCOMPANY INVOICES SUBMITTED TO AAASWFL
CONTRACTOR NAME:
AAASWFL CONTRACT NUMBER:
*REPORTING PERIOD-FROM: TO:
*(DATE RANGE Of RENDERED SERVICES,MUST MATCH INVOICE SUBMITTED TO AAASWFL)
AAASWFL CONTRACT MANAGER:
REPORT ALL EXPENDITURES MADE TO CERTIFIED MINORITY BUSINESS(SUBCONTRACTORS).
CONTACT AASWFL CMBE COORDINATOR FOR ANY QUESTIONS, AT 293-652-6900.
SUBCONTRACTOR NAME SUBCONTRACTOR'S CMBE EXPENDITURES
FEID
•
AAASWFL USE ONLY--REPORTING ENTITY(DIVISION,OFFICE,ETC)
SEND COMPLETED FORMS VIA INTEROFFICE MAIL TO:FISACL SPICALIST
CMBE COORDINATOR,CONTRACT ADMINISTRATION&PURCHASING,FORT MYERS,FLORIDA 33619.
If unsure if subcontractor is a certified minority supplier,click on the hyperlink below. Enter the name of the supplier,click
"search". Only Certified Minority Business Entities will be displayed.
https://osd.dms.myflorida.com/directories
Page 59 of 73 (C• `"'
16D 5
(January 2025—December 2025) HA025 203.
INSTRUCTIONS
(A) ENTER THE COMPANY NAME AS IT APPEARS ON YOUR DOEA CONTRACT.
(B) ENTER THE DOEA CONTRACT NUMBER.
(C) ENTER THE SERVICE PERIOD MATCHING THE CURRENT INVOICE'S SERVICE PERIOD.
(D) ENTER ALL CERTIFIED MINORITY BUSINESS EXPENDITURES FOR THE TIME PERIOD COVERED
BY TI1E INVOICE:
1. ENTER CERTIFIED MINORITY BUSINESS NAME.
2. ENTER THE CERTIFIED MINORITY BUSINESS FEID NUMBER.
3. ENTER THE CERTIFIED MINORITY BUSINESS CMBE NUMBER.
4. ENTER THE AMOUNT EXPENDED WITH THE CERTIFIED MINORITY BUSINESS FOR THE
TIME PERIOD COVERED BY THE INVOICE.
(E) MBE FORM MUST ACCOMPANY INVOICE PACKAGE SUBMITTED TO DOEA
FINANCIAL ADMINISTRATION FOR PROCESSING.
(F) FINANCIAL ADMINISTRATION WILL FORWARD ALL COMPLETED CMBE FORMS TO
CONTRACT ADMINISTRATION&PURCHASING OFFICE.
Page 60 of 73 CAa
16D 5
(January 2025—December 2025) HA025 203.
ATTACHMENT X
INVOICE SCHEDULE
Report Submit to AAASWFL
Based On on This Date
Number
1- HA025ADV I January Advance* January 1
2- HA025ADV2 February Advance* January 1
3- HA025JAN January Receipts and Expenditure Report February 9
and Request for Payment
4- HA025FEB February Receipts and Expenditure Report March 9
and Request for Payment
5- HA025MAR March Receipts and Expenditure Report April 9
and Request for Payment
6- HA025APR April Receipts and Expenditure Report May 9
and Request for Payment
7- HA025MAY May Receipts and Expenditure Report June 9
and Request for Payment
8- HA025JUN June Receipts and Expenditure Report July 9
and Request for Payment
9- HA025JUL July Receipts and Expenditure Report August 9
and Request for Payment
10- HA025AUG August Receipts and Expenditure Report September 9
and Request for Payment
11- HA025SEP September Receipts and Expenditure Report
October 9
and Request for Payment
12- HA0250CT October Receipts and Expenditure Report November 9
and Request for Payment
13- HA025NOV November Receipts and Expenditure Report December 9
and Request for Payment
14- HA025DEC December Receipts and Expenditure Report January 9
and Request for Payment
15- HA025FIN Final Receipts and Expenditure Report February 9
and Request for Payment
16- HA025CLO Closeout Report February 15
*Advance based on projected cash need as supported by a cash-flow analysis or other information
Legend: appropriate to demonstrate the contractor's financial need for the advance.January and February
advances submitted in its entirety after this date will not be reviewed by the Department.
Report#1 for Advance Basis Agreements cannot be submitted to the AAASWFL prior to January 1
Note# 1: or until the agreement with the AAASWFL has been executed and a copy sent to the AAASWFL.
Actual submission of the vouchers to the AAASWFL is dependent on the accuracy of the Receipts
and Expenditure report.
Note#2: Advance recoupment shall start with the third monthly Request for Payment submission.The
amount of recoupment shall be equally divided between the remaining number of Requests for
Payment invoices due for the contract year. All advances should be recorded in Part C,1 of the
is report(attachment XI),and shall be fully recouped by the end of the contract year or when
funds are fully expended,whichever is first.
Note#3: Submission of Receipts and Expenditure reports may or may not generate a payment request. If
• the final Receipts and Expenditure report reflects funds due back to the Department,payment
is to accompany the report.
Page 61 of 73 I`.,F ',
is
•
1 6D 5
(January 2025-December 2025) HA025 203.
ATTACHMENT XI
REQUEST FOR PAYMENT
TYPE OF REPORT;
PROVIDER NAME,ADDRESS,PHONE d FED ID NUMBER Contract*
•
Advance
Contract Period:
Reimbursement Report Period
Repay*
PM
Invoice*
CERTIFICATION:I hereby certify to the best of my knowledge that this request conforms with the terms and the purposes set lerth In the abovecontract.
Prepared By: Oslo: Approved By: Date:
PART A; (I) (2) (3) (4) (5) le) (7) (0)
BUDGET SUMMARY AOMfN. IIIB 10Ci 11192 I00 IItE NSIP TOTAL
I.Approved
Contract Amount 0,00 0,00 0.00 0.00 0.00 0.00 0.00 0.00
2.Previous Funds
RECEIVED for
Conlracl period 0.00 0,00 coo 0.0o 0,00 0.00 0.00
a.Contract Balance 0.00 0.00 0,00 0.00 0.00 0,00 0.00 0.00
(Lino i mius'ttne 2)
4.Previous Funds
REQUESTED Slid •
Nor Renaived, 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
5.Contract Balance 000 9.00 0.00 0.00 0.00 0.00 0.00 0.00
(Line 3 mice Mae 4)
PART B:
FUNDS REQUESTED
1.I st.2nd Months
Request Only 000 0,00 0.00 ' 0.00 0.00 0,00 0.00 0.00
2.Net Eepenrflreee
For Month 000 0.00 0.00 0.00 0.00 0,00 0.00 0.00
3.Told 000 0.00 0.00 0.00 0.00 0.00 0.00 0.00
!ART O:
•
•
'NET FUNb5 REQUESTED:
I.Less:Over-Advance 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
f� 2.Contract Funds ere
Hereby Requested 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0,00
List of Services!Units!Rates provided•See attached report.
• DOER Use Only
DOFA FORM 106A revised 1099/1e •
•
•
•
•
•
•
.
$ Page 62 of 73
i __
16D 5
(January 2025-December 2025) I-IA025 203.
ATTACHMENT XII
RECEIPTS AND EXPENDITURE REPORT
EXHIBIT 1
PROVIDER NAME,ADDRESS, PHONE#AND FEID# PROGRAM FUNDING SOURCE: Contract#
0
0 Title III&General Revenue Contract Period:
0
0 Administration Report Period
0
0 Report#
0 PSA
0 Invoice#
0
CERTIFICATION: I certify to the best of my knowledge and belief that this report is complete and all outlays herein are for purposes set forth
in the contract.
Prepared by: Date: Approved by: Date:
PART A:BUDGETED INCOME/RECEIPTS 1.Approved 2.Actual Receipts 3.Total Receipts 4.Percent of
Budget For This Report Year to Date Approved Budget
1.Federal Funds $0.00 $0.00 $0.00 #DIV/01
2.State Funds $0.00 $0.00 - $0.00 #DIV/01
3.Local Cash Match $0.00 $0.00 $0.00 #DIV/0!
4.State Match $0.00 $0.00 $0.00 #DIVI01
5.Local In-Kind Match $0.00 $0.00 $0.00 #DIV/01
6.TOTAL RECEIPTS $0.00 $0.00 50.00 #DIV/01
PART B:CONTRACTED EXPENDITURES 1.Approved 2.Expenditures 3.Expenditures 4.Percent of
Budget For This Report Year to Date Approved Budget
1.Administrative Expenses $0.00 $0.00 $0.00 r #DIV/01
PART C:OTHER EXPENDITURES 1.Approved 2.Expenditures 3.Expenditures 4.Percent of
(For tracking purposes only) Budget For This Report Year to Date Approved Budget
1. Match: CCE/GR $0.00 $0.00 $0.00 r #DIV/0!
HCE/GR $0.00 $0.00 $0.00 #DIV/O!
Other and In-Kind $0.00 $0.00 $0.00 r #DIV/01
2.Local Match $0.00 $0.00 $0.00 • #DIVIO!
•
3.TOTAL $0.00 $0.00 $0.00 #DIVI0!
D: INTEREST
1. Earned on Advances $0.00
2. Returned on Advances $0.00
DOEA FORM 105as-ADMIN revised 10/19/18
Page 63 of 73 (C20:(?)
1 6D 5
(January 2025-December 2025) HA025 203.
ATTACHMENT XII
EXHIBIT 2
!
PROVIDER NAME,ADDRESS, PHONE#AND FEID# PROGRAM FUNDING SOURCE: Contract#
0 Title III Contract Period:_
0
0 IIIB Report Period
0
0 PSA Report#
0
0 Invoiced _
0
CERTIFICATION: I certify to the best of my knowledge and belief that this report is complete and all outlays herein are for purposes set forth
in the contract.
Prepared by: Date: Approved by: Date
PART A:BUDGETED INCOME/RECEIPTS t.Approved Budget 2.Actual Receipts 3.Total Receipts 4.Percent of
For This Report Year to Date Approved Budget
1.Federal Funds $0.00 $0.00 $0.00 #DIV/0!
2.State Funds $0.00 $0.00 $0.00 #DIV/01
3.Program Income-Non Match $0.00 $0.00 $0.00 IIDIV/0I
4.Local Cash Match $0.00 $0.00 $0.00 #DIV/0!
5.SUBTOTAL:CASH RECEIPTS $0.00 $0.00 $0.00 IIDIV/01
6.Local In-Kind Match $0.00 $0.00 $0.00 IIDIV/0!
7.TOTAL RECEIPTS $0.00 $0.00 $0.00 IIDIV/01
PART B: EXPENDITURES 1.Approved Budget 2.Expenditures 3.Expenditures 4.Percent of
For This Report Year to Date Approved Budget
1.AAA Direct Services $0.00 $0.00 $0.00 #DIV/0!
2.Subcontractor $0.00 $0.00 $0.00 #DIV/0!
3.IIIB Set Aside $0.00 S0.00 $0.00 IIDIV/O!
4.IIIB Set Aside DRR(Disaster Recovery Reserve) $0.00 $0.00 $0.00 IIDIV/0!
5.TOTAL EXPENDITURES $0.00 $0.00 $0.00 r #DIV/0!
PART C:OTHER EXPENDITURES 1.Approved Budget 2.Expenditures 3.Expenditures 4.Percent of
(For Tracking Purposes only) For This Report Year to Date Approved Budget
1.Match
a.Other and In-Kind $0.00 $0.00 $0.00 r #DIV/0!
b.Local Match $0.00 $0.00 S0.00 r #DIV/O!
2.Program Income $0.00 $0.00 $0.00 r #DIV/0l
3.TOTAL OTHER $0.00 $0.00 $0.00 r #DIV/0!
PART D:INTEREST
1.Earned on Advances $0.00
2,Return on Advances $0.00
3.Other Earned $0.00
DOEA FORM 105as-III6 revised 10/19/18
!'age 64 of 73
1 6,D 5 -,i
(January 2025-December 2025) HA025 203.
ATTACHMENT XII
EXHIBIT 3
PROVIDER NAME,ADDRESS, PHONE#AND FEID# PROGRAM FUNDING SOURCE: Contract#
0
0 Title III Contract Period:
0
0 C1 Report Period
0
0 PSA Report#
0
0 Invoice#
0
CERTIFICATION: I certify to the best of my knowledge and belief that this report is complete and all outlays herein are for purposes set forth
in the contract.
Prepared by: Date: Approved by: Date:
PARTA:BUDGETED INCOME/RECEIPTS 1.Approved Budget 2.Actual Receipts 3.Total Receipts 4.Percent of
For This Report Year to Date Approved Budget
1.Federal Funds $0.00 $0.00 $0.00 #DIV/OI
2.State Funds $0.00 $0.00 $0.00 #DIV/0!
3.Program Income-Non Match $0.00 $0.00 $0.00 #DIV/0!
4.Local Cash Match $0.00 $0.00 $0.00 #DIV/01
5.SUBTOTAL:CASH RECEIPTS $0.00 $0.00 $0.00 #DIV/0!
6.Local In-Kind Match $0.00 $0.00 $0.00 #DIVIO!
7.TOTAL RECEIPTS $0.00 $0.00 $0.00 #DIV/01
PART B:EXPENDITURES 1.Approved Budget 2.Expenditures 3.Expenditures 4.Percent of
For This Report Year to Date Approved Budget
1.Subcontractor $0.00 $0.00 $0.00 #DIV/0!
2.C1 Set Aside DRR(Disaster Recovery Reserve) $0.00 $0.00 S0.00 #DIV/0!
3.TOTAL EXPENDITURES $0.00 $0.00 $0.00 #DIV/01
PART C:OTHER EXPENDITURES 1.Approved Budget 2.Expenditures 3.Expenditures 4.Percent of
(For Tracking Purposes only) For This Report Year to Date Approved Budget
1.Match
a.Other and In-Kind $0.00 $0.00 $0.00 #DIV/01
b. Local Match $0.00 $0.00 $0.00 #DIVIO!
2.Program Income $0.00 $0.00 $0.00 #DIV/O!
3.TOTAL OTHER $0.00 $0.00 $0.00 #DIV/O!
PART D:INTEREST
1.Earned on Advances $0.00
2.Return on Advances $0.00
3.Other Earned $0.00
t DOEA FORM 105as.C1 revised I0110/2018
I
Page 65 of 73 ,CAA
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(January 2025-December 2025) HA025 203.
ATTACHMENT XII
EXHIBIT 4
PROVIDER NAME,ADDRESS, PHONE#AND FEID# PROGRAM FUNDING SOURCE: Contract#
0
0 Title III Contract Period:
0
0 C2 Report Period
0
0 PSA Report#
0
0 Invoice#
0
CERTIFICATION: I certify to the best of my knowledge and belief that this report is complete and all outlays herein are for purposes set forth
in the contract.
Prepared by: Date: Approved by: Date:
PART A:BUDGETED INCOME/RECEIPTS 1.Approved Budget 2.Actual Receipts 3.Total Receipts 4.Percent of
For This Report Year to Date Approved Budget
1.Federal Funds $0.00 $0.00 $0.00 #DIV/01
2.State Funds $0.00 $0.00 $0.00 #DIV/01
3. Program Income-Non Match $0.00 $0.00 $0.00 #DIV/01
4.Local Cash Match $0.00 $0.00 $0.00 #DIV/0!
5.SUBTOTAL:CASH RECEIPTS $0.00 $0.00 $0.00 #DIV/01
6.Local In-Kind Match $0.00 $0.00 $0.00 #DIV/0!
7.TOTAL RECEIPTS $0.00 $0.00 $0.00 #DIV/0!
PART B:EXPENDITURES 1.Approved Budget 2.Expenditures 3.Expenditures 4.Percent of
For This Report Year to Date Approved Budget
1.Subcontractor $0.00 $0.00 $0.00 #DIV/0!
2.C2 Set Aside DRR(Disaster Recovery Reserve) $0.00 $0.00 $0.00 #DIV/0!
3.TOTAL EXPENDITURES $0.00 $0.00 $0.00 #DIV/0!
PART C:OTHER EXPENDITURES 1.Approved Budget 2.Expenditures 3.Expenditures 4.Percent of
(For Tracking Purposes only) For This Report Year to Date Approved Budget
1.Match
a.Other and In-Kind $0.00 $0.00 $0.00 ' #DIV/01
b. Local Match $0.00 $0.00 $0.00 r #DIV/01
2.Program Income $0.00 $0.00 $0.00 r #DIV/01
3.TOTAL OTHER $0.00 $0.00 $0.00 r #DIV/0!
PART D:INTEREST
1. Earned on Advances $0.00
2.Return on Advances $0.00
3.Other Earned $0.00
OOEA FORM I05as-02 revised 10/19/15
Page 66 of 73 V...; a+'
1 6D 5
(January 2025-December 2025) 1-IA025 203.
ATTACHMENT XII
EXHIBIT 5
PROVIDER NAME,ADDRESS, PHONE#AND FEID# PROGRAM FUNDING SOURCE: Contract#
0
0 Title III Contract Period:
0
0 IIID Report Period
0
0 PSA Report#
0
0 Invoice#
0
CERTIFICATION: I certify to the best of my knowledge and belief that this report is complete and all outlays herein are for purposes set forth
in the contract.
Prepared by: Date: Approved by: Date:
PART A:BUDGETED INCOME/RECEIPTS 1.Approved Budget 2.Actual Receipts 3.Total Receipts 4.Percent of
For This Report Year to Date Approved Budget
1.Federal Funds $0.00 $0.00 $0.00 ' #DIV/0!
2.TOTAL RECEIPTS $0.00 $0.00 $0.00 ' #DIV/0!
PART B:EXPENDITURES 1.Approved Budget 2.For This Report 3.Year to Date 4.Percent of
Approved Budget
1.AAA Direct Services $0.00 $0.00 $0.00 #DIV/0!
2.Subcontractor $0.00 $0.00 $0.00 #DIV/0!
3.TOTAL EXPENDITURES $0.00 $0.00 $0.00 ' #DIV/0!
PART C:OTHER EXPENDITURES 1.Approved 2.Expenditures 3.Expenditures 4. Percent of
(For Tracking Purposes only) Budget For This Report Year to Date Approved Budget
1.Program Income $0.00 $0.00 $0.00 ' #DIV/0!
PART D:INTEREST
1.Earned on Advances $0.00
2.Return on Advances $0.00
3.Other Earned $0.00
DOEA FORM 105as-IIID revised 10l19/2018
Page 67 of 73 1 1��
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(January 2025-December 2025) FIA025 203.
ATTACHMENT XII
EXHIBIT 6
PROVIDER NAME,ADDRESS, PHONE#AND FEID# PROGRAM FUNDING SOURCE: Contract#
0
O Title III Contract Period:
0
O PIE E Report Period
0
O PSA Report#
0
0 Invoice#
0
CERTIFICATION: I certify to the best of my knowledge and belief that this report Is complete and all outlays herein are for purposes set forth
in the contract.
Prepared by: Date: Approved by: Date:
PART A:BUDGETED INCOME/RECEIPTS 1.Approved Budget 2,Actual Receipts 3.Tots{Receipts 4.Percent of
For This Report Year to Date Approved Budget
1.Federal Funds $0.00 $0.00 $0.00 IlDIV/01
2.State Funds $0.00 $0.00 $0.00 #DIV/0!
3.Program Income-Non Match $0.00 $0.00 $0.00 ftDIV/0!
4.Local Cash Match $0.00 $0.00 $0.00 #D1VI0!
5.SUBTOTAL:CASH RECEIPTS $0.00 $0.00 $0.00 #DIV/o!
6.Local In-Kind Match $0.00 $0.00 $0.00 #DIV/01
•
7.TOTAL RECEIPTS $0.00 $0.00 $0.00 #DIV/01
PART B:EXPENDITURES 1.Approved Budget 2.Expenditures 3.Expenditures 4.Percent of
For This Report Year to Date Approved Budget
1.AAA Direct Services $0.00 $0.00 $0.00 #DIV/01
2.Sub-Contracted Services $0.00 $0.00 $0.00 #DIV/0!
3,TOTAL EXPENDITURES $0.00 $0.00 $0.00 #DIV/01
. PART C:OTHER EXPENDITURES 1.Approved Budget 2.Expenditures 3.Expenditures 4.Percent of
(For Tracking Purposes only) For This Report Year to Dale Approved Budget
1.Match
a.Other and in-Kind $0.00 $0.00 $0.00 #DIV/01
b.Local Match $0.00 $0.00 $0.00 #DIV/01
2.Program Income $0.00 $0.00 $0.00 #DIV/01
3.TOTAL OTHER $0.00 $0.00 $0.00 II DIV/0l
PART D:EXPENDITURES ANALYSIS
1.Expenditures by Services Year to Date: 2.Units of Services Year to Dale 3.Number of People Served Year to Date
1.Information. $0.00 0 .0
2.Assistance $0.00 . . Q 0
3.Counseling..................... $0.00 0 0
4.Respite......................... $0.00 ........................0 0
111 5.Supplemental Services $0.00 ........................0 Q
6,TOTAL.......................... $0.00
Part B Line 3,column 3 should be equal to this total.
PART E:GRANDPARENT SERVICES(reported by Federal Fiscal Year) •
FFY $ FFY $ FFY $
Match$ Match$ Match$
PART F:INTEREST
1.Earned on Advances $0.00
2.Returned on Advances $0,00
• 3.Other Earned $0.00
corn voRM 1o5otdu£recited 10119)18
Page 68 of 73 if •ws
C.M<
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(January 2025—December 2025) HA025 203.
ATTACHMENT XII
EXHIBIT 7
PROVIDER NAME,ADDRESS, PHONE#AND FEID# PROGRAM FUNDING SOURCE: Contract#
0
0 Title III Contract Period,
0
0 NSIP Report Period
0
0 PSA Report#
0
0 Invoice#
0
CERTIFICATION: I certify to the best of my knowledge and belief that this report is complete and all outlays herein are for purposes set forth
in the contract.
Prepared by: Date: Approved by' Date:
PART A: EXPENDITURE COMPUTATION YEAR TO DATE CURRENT MONTH
CONGREGATE HOME DELIVERED CONGREGATE HOME DELIVERED
1.Number of Meals Served 0 0 0 0
2.Line 1 Times$.72 cents per Meal $0.00 $0.00 $0.00 $0.00
Year To Date Total Meals 0 Current Month Total Meals 0
Year To Date Total Expenditures $0.00 Total Current Expenditures $0.00
PART B: CONTRACT SUMMARY
1, Approved Contract Amount $0.00
2. Actual Expenditures for this Report $0.00
3. Total Expenditures Year to Date $0.00
4. Contract Balance $0.00
DOEA FORM 105as.NSIP revised 70ltnnn
Page 69 of 73
1 6D 5
(January 2025—December 2025) FIA025 203.
ATTACHMENT XIII
COST REIMBURSEMENT SUMMARY
PSA
Contract#
Contract Period:
Report Period
Report#
Budget
Category Description Number of units Amount
c
0
2
C
E
TOTAL ADMINISTRATION $0.00
a
a
h
C
0
/f
W
TOTAL EXPENSES $0.00
Page 70 of 73 Ea;
1 6D 5
(January 2025—December 2025) HA025 203.
ATTACHMENT XIV
•
SERVICE RATE REPORT
COLLIER COUNTY
PROGRAM:FEDERALLY FUNDED FROM:01/01/25-I2/31/25
PROGRAM SERVICE METHOD OF PAYMENT HIGH REIMBURSEMENT UNIT TYPE
RATE
CONGREGATE HOLIDAY/EMERGENCY SHELF MEALS Fixed Fee/Unit Rate S15.14 MEAL
CONGREGATE MEALS Fixed Fee/Unit Rate $15.1d
. MEAL
CONGREGATE MEALS-GRAB AND GO Fixed Fee/Unit Rate S15.14 MEAL
CONGREGATE MEALS(SCREENING) Fixed Fee/Unit Rate S43 31 HOUR
•
• O3C1
CONGREGATE MEALS FOR MANAGED LONG-TERM CARE Fixed Fee/Unit Rate $15.14
CLIENTS MEAL
•
CONGREGATE MEALS GUEST Fixed Fee/Unit Rate 315.14 MEAL
CONGREGATE MEALS VOLUNTEERS Fixed Fee/Unit Rate $15.14 MEAL
• NUTRITION EDUCATION Fixed Fee/Unit Rate 51.72 PARTICIPANTS
HOME DELIVERED MEALS Fixed Fee/Unil Rate 59.71 MEAL
HOME DELIVERED MEALS-GRAB AND GO Fixed Fee/Unit Rate 39.71 MEAL
03C2 HOME DELIVERED MEALS GUEST Fixed Fee/Unit Rate 39.71 MEAL
NUTRITION EDUCATION Fixed Fee/Unit!Cale 51.72 PARTICIPANTS
SCREENING&ASSESSMENT Fixed Fee/Unit Rate S57.92 HOUR
ADULT DAY CARE-DAYS Fixed Fee/Unit Rate S126.00 DAY
CASE MANAGEMENT Fixed Fee/Unit Rate SI10.25 FLOUR
EMERGENCY ALERT RESPONSE Fixed Fee/Unit Rate S1.76 EPISODE
( HOMEMAKER Fixed Fee/Unit Rate 329.07 HOUR
HOUSING IMPROVEMENT. Cost Reimbursement Cost Reimbursement EPISODE
•
MATERIAL AID* Cost Reimbursement Cost Reimbursement EPISODE •
PERSONAL CARE Fixed Fee/Unit Rate 510.10 HOUR
PET SUPPORT SERVICES Cost Reimbursement Cost Reimbursement EPISODE
RECREATION MATERIALS(EMERGENCIES ONLY)" Cost Reimbursement Cost Reimbursement EPISODE
RESPITE IN-FACILITY Fixed Fee/Unit Rate St4.59 HOUR
•
�• OA3B RESPITE IN-HOME Fixed Fee/Unit Rate $29.53 HOUR
' SCREENING at ASSESSMENT Fixed Fee/Unit Rate S57.92 HOUR
SKILLED NURSING SERVICES Fixed Fee/Unit Rate S55.06 HOUR
SPECIALIZED MEDICAL EQUIPMENT,SERVICES.AND
SUPPLIES* Cost Reimbursement Cost Reimbursement EPISODE
TECHNOLOGY Cost Reimbursement Cost Reimbursement EPISODE
TECHNOLOGY-EQUIPMENT PURCHASE OR LEASE Cost Reimbursement Cost Reimbursement EPISODE
TECHNOLOGY-INSTALL Cost Reimbursement Cost Reimbursement EPISODE
TECHNOLOGY-STAFF SUPPORT Cost Reimbursement Cost Reimbursement EPISODE
TRANSPORTATION' Cast Reimbursement Cost Reimbursement TRIP
TRANSPORTATION TO MEAL SITE FOR MANAGED LONG-
Cost Reimbursement Cost Reimbursement EPISODE
TERM CARE CLIENTS'
is
HOMEMAKER Fixed Fec/Unit Rate 529.07 HOUR
fix HOME DELIVERED MEALS Fixed Fee/Unit Rate 59.71 MEAL
PET SUPPORT SERVICES Cost Reimbursement Cost Reimbursement EPISODE
RECREATION MATERIALS(EMERGENCIES ONLY). Cost Reimbursement Cost Reimbursement EPISODE
RESPITE IN-FACILITY Fixed Fee/Unit Rate S14.59
HOUR
0A3E RESPITE IN-HOME Fixed Fee/Unit Rate 529.53 HOUR
SCREENING&ASSESSMENT Fixed Fee/Unit Rate 557.92 HOUR
TECHNOLOGY Cost Reimbursement Cost Reimbursement EPISODE
[ TECHNOLOGY-EQUIPMENT PURCHASE OR LEASE Cost Reimbursement Cost Reimbursement EPISODE
TECHNOLOGY-INSTALL Cost Reimbursement Cost Reimbursement EPISODE
TECHNOLOGY-STAFF SUPPORT Cost Reimbursement Cost Reimbursement EPISODE
Page 71 of 73 F\.
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(January 2025—December 2025) HA025 203.
CHILD DAY CARE Fixed Fee/Unit Rate S20.96 HOUR
HOME DELIVERED MEALS Fixed Fee/Unit Rate 59.71 MEAL
PET SUPPORT SERVICES Cost Reimbursement Cost Reimbursement EPISODE
SCREENING&ASSESSMENT Fixed Fee/Unit Rate $57,92 HOUR
OA7EO TECHNOLOGY Cost Reimbursement Cosi Reimbursement EPISODE
TECHNOLOGY-EQUIPMENT PURCHASE OR Cost Reimbursement Cost Reimbursement EPISODE
LEASE
TECHNOLOGY-INSTALL Cost Reimbursement Cost Reimbursement EPISODE
TECHNOLOGY-STAFF SUPPORT Cost Reimbursement Cost Reimbursement EPISODE
•
DIRECT PAY HOUSING IMPROVEMENT" Cost Reimbursement Cost Reimbursement EPISODE
HOUSING IMPROVEMENT' Cost Reimbursement Cost Reimbursement EPISODE
MATERIAL AID' Cost Reimbursement Cost Reimbursement EPISODE
OASES
SPECIALIZED MEDICAL.EQUIPMENT,
SERVICES,AND Cost Reimbursement Cost Reimbursement EPISODE
SUPPLIES'
SPECIALIZED MEDICAL EQUIPMENT,
SERVRVICESS,,AND Cost Reimbursement Cost Reimbursement EPISODE
SUPPLIES-DIRECT PAY.
NSIP ELIGIBLE CONGREGATE AND HOME Fixed Fee/Unit Rate S0.72 MEAL
DELIVERED MEALS
'As stipulated in contract,these services are provided on a cost reimbursement basis.
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Page 72 of 73
1 6D 5
(January 2025—December 2025) HAO25 203.
ATTACHMENT XV
SIMPLIFIED UNIT COST METHODOLOGY RATE INCREASE REQUEST FORM
BUDGET YEAR:
RECIPIENT NAME:
PRIOR YEAR RATE:
% Change
Prior Year (between
Requested
LINE ITEM EXPENSES Historical Current Rate Contract
Costs Rate Execution and
Requested)
Wages -
Fringe Benefits (Formula Allocated) -
Fringe Benefits (Manual Allocation) -
Travel -
Education/Training -
Communications &Postage -
Utilities -
Printing& Supplies -
F
Advertising -
l:
Insurance -
1 Maintenance& Repair -
�. Space Costs (Rent) -
Equipment -
Professional fees/Legal/Audit -
Program Supplies
Depreciation -
Food& Food Supplies
Other -
TOTAL ALLOWABLE COSTS $0.00 $0.00 $0.00 0.00%
is •—:..
Page 73 of 73
16D 5
Revised August 2007
Attestation Statement
Agreement/Contract tiumber_OAA_2f1..24
I,Amy Patterson ,attest that no changes or revisions have been made to the
(Recipient/Contractor representatisc)
content of the above referenced agreement/contract or amendment between the Area Agency on Aging for
Southwest Florida and
Collier County Board of Commissioners
(Recipient/Contractor nainct
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.
Signature - /3D/2,62c'
of Re ipi ntVnntractor represcntatise Date
Ap. iv•. as to fort and legality
Jeffrey • . klatzkow,County Attorney
Revised August 2007