Backup Documents 03/11/2025 Item #16D 7 16D7
ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP
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 JT 02/25/25
Services
2. Jeff Klatzkow, County Attorney County Attorney Office
JAk f M4 3 f it/Z s
3. BCC Office Board of County
Commissioners 65 r / '/c/ 3/ is( 5
4. Minutes and Records Clerk of Court's Office74117 (3/2.61
PRIMARY CONTACT INFORMATION
Normally the primary contact is the person who created/prep d the Executive Summary. Primary contact information is needed in the event one of the
addressees above,may need to contact staff for additional or ' sing information.
Name of Primary Staff Joshua Thomas/CH perations Grants Phone Number 239-252-8995
Contact/ Department Coordinator
Agenda Date Item was March 11,2025 Agenda Item Number 16 D '
Approved by the BCC
Type of Document ALPI LIHEAP MOU Number of Original
Attached Documents Attached
PO 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 JT
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 JT
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 JT
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 03/11/25 and all changes made during JT N/A is not an
the meeting have been incorporated in the attached document. The County option for
Attorney's Office has reviewed the changes,if applicable. this line.
9. Initials of attorney verifying that the attached document is the version approved by the N/A is not an
BCC,all changes directed by the BCC have been made,and the document is ready for the I A, option-;:
Chairman's signature. ® °1
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
16D7
(Federal ID#: 59-1634148
Name: The_Agricultural and Labor
Program, Inc.
Period of Performance: 10/1/2024—9/30/2029
MEMORANDUM OF UNDERSTANDING(MOU)
BETWEEN
COMMUNITY AND HUMAN SERVICES(CHS)DIVISION
AND THE
,AGRICULTURAL AND LABOR PROGRAM,INC.
Low Income Home Energy Assistance Program(LIHEAP)and
Emergency Home Energy Assistance Program(EHEAP)
THIS MEMORANDUM OF UNDERSTANDING(MOU) is made and entered into this IIll day of,
Pvr'cIn t Z5,by and between Collier County Community and Human Services Division(CHS), located at
333'9 Tamiami Trail East; Suite 213, Naples, FL 34112 and(The Agricultural and Labor Program, Inc.,
(ALPI),la private non-profit organization!having its principal office at 300 Lynchburg Road, Lake Alfred,
FL 33850,hereinafter referred to as"The Parties."
WHEREAS The Collier County Community and Human Services Division entered into an
Emergency Home Energy Assistance Program (EHEAP) Agreement with the Area Agency on Aging of
Southwest Florida, Inc.(AAASWFL)
WHEREAS, this MOU sets forth the mutually beneficial relationship between Agricultural and
Labor Program, Inc. the Low Income Home Energy Assistance Program (LIHEAP) provider for Collier
County;
WHEREAS,this MOU encourages coordination of efforts on behalf of consumers who are eligible
EHEAP/LIHEAP assistance; and
WHEREAS, CHS and ALPI Are setting_forth the responsibilities and obligations of each in the
undertaking of this fMOl1�.
NOW,THEREFORE,in consideration of the mutual benefits contained herein,it is agreed by the
Parties as follows:
PART I
SCOPE OF WORK
The Parties shall, in a satisfactory and proper manner and consistent with any standards required as a
condition of providing (LIHEAP/EHEAP assistance as provided herein perform the tasks necessary to
conduct the program as follows:
}Agricultural and Labor Program,Inc.
LIHEAP/EHEAP Page I
16D7
Program Name: Low Income Home Energy Assistance Program (LIHEAP)— Emergency Home Energy
Assistance Program(EHEAP)
(Program Component One: Develop a positive relationship between CHS and ALPI that encourages
coordination and focuses on providing the needed services to Collier County residents at the time
the home energy costs are incurred.
Program Component Two:Coordinate services to prevent the duplication of benefits to consumers.
Program Component Three: Make efforts to increase the quality of services provided to elderly
participants.
Program Component Four:_Make referrals, as necessary, between CHS and ALPI to ensure that
crisis assistance is provided to clients with the highest home energy needs and the lowest household
income where there are insufficient funds. When funds are not available or are insufficient to meet
the emergency needs of a client, CHS and ALPI agree to accept an application for crisis benefits
from clients who may have initiated services with the other Party.
Program Component Five: Plan and coordinate advertising or hosting of events, when possible,
that will make the community, especially low-income rural areas, aware of available funds and
services.
Program Component Six: Coordinate services with the Department of Community Affairs'
Weatherization Assistance Program for potential consumers living in the service area.
Program Component Seven: Implement a plan that permits an immediate response upon requests
for verification that a household has not received LIHEAP/EHEAP crisis benefits.
1.1 SPECIAL CONDITIONS
A. Training: The Parties will share information concerning training and staff development
conducted on a local, state,and national level.
B. Limited English Proficiency: Persons who, as a result of national origin, do not speak
English as their primary language and who have limited ability to speak, read, write, or
understand English ("limited English proficient persons" or "LEP persons") may be
entitled to language assistance in order to receive a particular service,benefit,or encounter.
CHS and ALPI agree to take reasonable steps to ensure meaningful access by LEP persons
to services of the LIHEAP/EHEAP programs.Any of the following actions could constitute
"reasonable steps,"depending on the circumstances: acquiring translators to translate vital
documents, advertisements, or notices; acquiring interpreters for face-to-face interviews
with LEP persons; placing advertisements and notices in newspapers that serve LEP
persons; partnering with other organizations that serve LEP populations to provide
interpretation, translation, or dissemination of information regarding the project; hiring
Agricultural and Labor Program,Inc.
LIHEAP/EHEAP Page 2
16 D7
bilingual employees or volunteers for outreach and intake activities; contracting with a
telephone line interpreter service;etc.
1.2 PROGRAM DETAILS
A. Program Tasks
CHS and ALPI will accomplish the following checked project tasks:
j� CHS and ALPI will maintain and provide to the other party, as requested, beneficiary
income certification documentation.
�® Participate in planning meetings designed to enhance the delivery of services to clients
facing home energy crisis situations.
Identify Lead Program Manager.
Ensure Section 504/ADA accessibility.
181 CHS will provide Fraud training to ALPI
1.3 PERIOD OF PERFORMANCE
This MOU supersedes all prior MOU's and_shall begin on October 1, 2024, and shall end on
September 30, 2029j unless terminated earlier in accordance with provisions of Paragraph 3.8,
Defaults, Remedies,and Termination.
1.4 NOTICES
Notices required by this Agreement shall be in writing and delivered via mail (postage prepaid),
commercial courier, personal delivery,or sent by facsimile or other electronic means. Either party
may change the address to which notices are to be sent to it by giving written notice of such change
to the other party in the manner herein provided for giving notice.Any notice,request,instruction,
or other document delivered or sent as aforesaid shall be effective on the date of delivery or sending.
All notices and other written communications under this Agreement shall be addressed to the
individuals in the capacities indicated below, unless otherwise modified by subsequent written
notice.
CHS: ATTENTION:,Grant Coordinator I
Collier County Government
Community and Human Services Division
3339 Tamiami Trail East, Suite 213
Naples, Florida 34112
(Email:
Telephone:(239)252--2273
VENDOR: ATTENTION:'Arlene Dobisory,!CEO
Agricultural and Labor Program, Inc.
300 Lynchburg Roac(
'Lake Alfred,FL 33850
lAgncultural and Labor Program,Inc.
LIHEAP/EHEAP Page 3
1 6 D 7
Email:(ADobison@alpi.org
Telephone:(863)956-3491 1
PART II
REQUIREMENTS
2.1 RECORDS AND DOCUMENTATION
ALPI shall maintain sufficient records to determine compliance with the requirements of this MOU,
the LIHEAP/EHEAP Programs,and all other applicable laws and regulations.This documentation
shall include, but is not limited to the following:
A. All records required by LIHEAP/EHEAP regulations.
B. Public records that ordinarily and necessarily would be required by CHS in order to
perform the service.
C. ALPI shall make available to CHS at any time upon request,all reports,plans,information,
documents,books,records,and other data procedures developed,prepared,assembled,or
completed by ALPI for this MOU.
D. All program, financial,and property records,supporting documents, statistical reports and
other documentation pertaining to this MOU will be retained for a period of six years after
termination of the MOU. Disposal of records after the six-year retention period will be in
accordance with state and federal policies and the CHS records retention policy.
IF ALPI HAS QUESTIONS REGARDING THE APPLICATION
OF CHAPTER 119, FLORIDA STATUTES, TO ALPI's DUTY
TO PROVIDE PUBLIC RECORDS RELATING TO THIS MOU,
IT SHALL CONTACT ANGEL BATES, THE CUSTODIAN OF
PUBLIC RECORDS, AT 239-252-2679, EMAIL ADDRESS AT
angel.batesc colliercountyfl.gov, LOCATED AT 3299 TAMIAMI
TRAIL EAST, NAPLES, FL 34112.
E. ALPI is responsible for the creation and maintenance of income eligible files on clients
served, and documentation that all households are eligible under the approved
LIHEAP/EHEAP Department of Health and Human Services poverty Income Guidelines.
2.2 PREVENTION OF FRAUD,WASTE,AND ABUSE
ALPI shall establish, maintain, and utilize internal systems and procedures sufficient to prevent,
detect, and correct incidents of fraud, waste, and abuse in the performance of this MOU, and
provide proper and effective management of all Program activities of the MOU. ALPI's internal
Agricultural and Labor Program.Inc.
LIHEAP/EHEAP Page 4
16D7
control systems and all transactions and other significant events shall be clearly documented, and
the documentation shall be readily available for monitoring by CHS.
ALPI shall provide CHS with complete access to all of its records, employees, and agents for the
purpose of monitoring or investigating the performance of the MOU. ALP[ shall fully cooperate
with CHS's efforts to detect, investigate,and prevent fraud,waste,and abuse.
ALP' may not discriminate against any employee or other person who reports a violation of the
terms of this MOU,or any law or regulation,to CHS or any appropriate law enforcement authority,
if the report is made in good faith.
2.3 DUPLICATION OF BENEFITS
The Parties will coordinate services provided to clients to prevent duplication of benefits for the
LIHEAP/EHEAP programs.
PART III
TERMS AND CONDITIONS
3.1 AMENDMENTS
CHS and ALPI may amend this MOU at any time,provided that such amendments make specific
reference to this MOU and are executed in writing, signed by a duly authorized representative of
each organization, and approved by the Collier County Board of County Commissioners(Board).
Such amendments shall not invalidate this MOU, nor relieve or release CHS or ALP[ from its
obligations under this MOU.
CHS may,in its discretion,amend this MOU to conform with Federal,State,or Local governmental
guidelines,policies,or other reasons. If such amendments result in a change in the scope of services
or schedule of the activities to be undertaken as part of this MOU, such modifications will be
incorporated only by written amendment signed by both CHS and ALPI.
3.2 CIVIL RIGHTS COMPLIANCE
The Parties agree that no person shall be excluded from the benefits of or be subjected to
discrimination under any activity carried out by the performance of this MOU based on race,color,
disability, national origin, religion, age, familial status, or sex. Upon receipt of evidence of such
discrimination,CHS shall have the right to terminate this MOU.
3.3 CONFLICT OF INTEREST
ALPI agrees that it will comply with all provisions of 24 CFR 570.611 "Conflict of Interest," 2
CFR 200.318,and the State and County statutes, regulations,ordinances,or resolutions governing
conflicts of interest.
'Agricultural and Labor Program,Inc.
LIHEAP/EHEAP Pagc 5 1
16D7
Any possible conflict of interest on the part of ALPI, its employees, or its contractors shall be
disclosed in writing to CHS provided, however, that this paragraph shall be interpreted in such a
manner so as not to unreasonably impede the statutory requirement that maximum opportunity be
provided for employment of and participation of low-and moderate-income residents of the project
target area.
3.4 INCIDENT REPORTING
If ALPI provides services to clients under this MOU,ALPI and any subcontractors shall report to
CHS knowledge or reasonable suspicion of abuse, neglect,or exploitation of a child,aged person,
or disabled person.
During the term of this Agreement,ALP! must report to CHS in writing,within one business day
of receiving notification, any substantial, controversial, or newsworthy incidents. The Collier
County Incident Report Form shall be used to report all such incidents.
3.5 SEVERABILITY
Should any provision of the MOU be determined unenforceable or invalid,such determination shall
not affect the validity or enforceability of any other section or part thereof.
3.6 MISCELLANEOUS
ALP!and CHS each bind itself, its partners,successors, legal representatives,and assigns of such
other party in respect to all covenants of this MOU.
ALPI understands that client information collected under this MOU is private and the use or
disclosure of such information,when not directly connected with the administration of CHS'S or t
ALPI'S responsibilities with respect to services provided under this MOU, is prohibited unless
written consent is obtained from such person receiving service and, in case of a minor, that of a
responsible parent/guardian.
The section headings and subheadings contained in this MOU are included for convenience only
and shall not limit or otherwise affect the terms of this MOU.
All activities authorized by this MOU shall be subject to and performed in accordance with the
provisions of the terms and conditions of the MOU between CHS,the Regulations, all applicable
Federal,State,and Municipal laws,ordinances, regulations,orders,and guidelines.
Electronic Signatures. This MOU, and related documents entered into in connection with this
MOU,are signed when a party's signature is delivered by facsimile,e-mail,or any other electronic
medium. These signatures must be treated in all respects as having the same force and effect as
original signatures.
Agricultural and Labor Program,Inc.
LIIIEAP/[I IEAP Page 6
16 D7
3.7 WAIVER
CHS'S failure to act with respect to a breach by ALPI does not waive its right to act with respect
to subsequent or similar breaches. The COUNTY'S failure to exercise or enforce any right or
provision shall not constitute a waiver of such right or provision.
PART IV
GENERAL PROVISIONS
4.1. LIHEAP Manual
FL PolicyManual 2023.pdf
4.2. DOEA Handbook
DOEA Programs& Services Handbook—Alliance for Aging
Signature Page to Follow
Agricultural and Labor Program,Inc.
LIFIEAP`EFIEAP Page 7
16D7
IN WITNESS WHEREOF,the VENDOR and CHS,have each respectively,by an authorized person or
agent,hereunder set their hands and seals on the date first written above.
ATTEST: AS TO COUNTY:
CRYSTAL EL,CLERK
BOARD OF COUNTY COMMISSIONERS
COLLIER COUNTY, FLORIDA
• pepury Clerk
Attest f halfran s' By: 41044/1,10401Ares—.sig lure ti Tx' �/� ;BURT SAUNDRPERSON
Dated: y V
(SEA ) Date:
3/i( i 25
AS TO ALPI:
W ESS d i (fHE_AGRICULTURAL and LABOR PROGRAM,
°a. rdliellirINC.
li,
AM
.11, A . Alli a A ,A
Itness#1 l rinted Name i•BISON,CEO'
/770,---'"
Date: 2 2�
Witness#2 Signature
t.I Tr); j(f( [Please provide evidence of signing aailhority]
Witness#2 Printed Name
i
Apprs a I,a, r` and legality:
411110
fail►_.
,Jeffrey 4. tat tl ow
County A ttorn)�I
Date: — JL/1h f ac
Agricultural and labor Program.Inc
Ill IEAP/EHEAP Page 8