Backup Documents 08/26/2025 Item #16F 1 (Absentia 08/12/2025 Item #16D 6) ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP 1 6 D 6
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO XX.XX.XX BCC MTG
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. David R. Schwartz Community and Human DS 08/22/25
Services
2. Minutes and Records Clerk of Court's Office f� �
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PRIMARY CONTACT INFORMATION
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 Phone Number 239-252-4899
Contact/ Department
Agenda Date Item was 8.12.25 In Absentia Agenda Item Number 16.D.6
Approved by the BCC
Type of Document AMENDMENT 1 FOR CARRY FORWARD Number of Original 1
Attached FUNDS FROM AAA Documents Attached
PO number or account
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 OK _CM `7i4no 1
2. Does the document need to be sent to another agency for additional signatures? If yes, DS
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 DS
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 DS
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 DS
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 D�
signature and initials are required.
7. In most cases(some contracts are an exception),the original document and this routing slip DS
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 above date and all changes made during N/A is not
the meeting have been incorporated in the attached document. The County 1,4,4 an option for
Attorney's Office has reviewed the changes,if applicable. I this line.
9. Initials of attorney verifying that the attached document is the version approved by the N/A is not
BCC,all changes directed by the BCC have been made,and the document is ready for the k4 an option for
Chairman's signature. this line.
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January 1,2025- December 31,2025 HA025.203.25.01
AMENDMENT ONE
I3E;TWEEN
COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS
AND
AREA AGENCY ON AGING FOR SOUTHWEST FLORIDA,INC.
This Amendment,entered into between Collier County Board of County Commissioners and Area Agency on Aging for
Southwest Florida, Inc. (Contractor), hereby amends contract HA025.203.25.
WHEREAS, the purpose of this Amendment is to extend the contract amount with the Cariyforward funds from 2023-2024
in the amount of$1,054,633.49.
NOW THEREFORE, in consideration of the mutual covenants and obligations set forth herein,the receipt
and sufficiency of which are hereby acknowledged,the Parties agree to the following:
1. Standard Contract Page 1 is hereby replaced.
2. Attachment I,Statement of Work pages 2 to 25,is hereby replaced.
3. Attachment II, Exhibit 2-Funding Summary is hereby replaced.
All provisions in the contract and any attachments thereto in conflict with this Amendment shall be and are hereby changed
to conform to this Amendment.
All provisions not in conflict with this Amendment are still in effect and are to he performed at the level specified in the
contract.
This Amendment and all its attachments are hereby made pan of the contract.
IN WITNESS THEREOF, the Parties have caused this twenty-eight (28) pages Amendment to he executed by
their officials as duly authorized, and agree to abide by the terms, conditions and provisions of Contract
11A025.203.25, as amended. This Amendment is effective on the last date the Amendment has been signed by both
Parties.
COLLIER COUNTY BOARD OF COUNTY AREA AGENCY ON AGING FOR
COMMISSIONERS. 'O THWES FLORIDA, INC.
SIGNF . 0 SIGNED:
)�G'V V v
NAME: Amy tter1son NAME:
Maricela Morado
TITLE: Count Marta er TITLE:
> g President and CEO
DATE: DATE:
1/ 1_3OI2-� 07.08.25
Federal Tax ID:59-6000558
Fiscal Year Ending Dale:09/30
DUNS:076997790 Appro ••_ . and legality
44
Jeffrey •r i$at-I .w,County Attorney
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January 1, 2025- December 31,2025 HA025.203.25.01
l AREA AGENCY ON AGING FOR SOUTHWEST FLORIDA,INC.STANDARD CONTRACT
TIDS CONTRACT is entered into between Area Agency on Aging for Southwest Florida, Inc. dlb/a AAASWFL
and Collier County Board of County Commissions (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:
t ].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;
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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. ln.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 list party required to sign it,whichever is later.It shall end at eleven fifty-nine(11:59)P.M.,.
is 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$2,658,905.60,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(1)(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.
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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:
• lfthis contract contains federal funds this section shall apply.
• 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.
• • 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,Envirot<mental Protection Agency
regulations 2 CFR Part 1500. The Contractor shall report any violations of the above to the AAASWFL.
• Neither the Contractor nor any agent acting on behalf of the Contractor may use any federal funds received in
connection with this contract to influence legislation or appropriations pending before Congress or any state
legislature. The Contractor must complete all disclosure forms as required, specifically the
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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)
Chronic Disease Self-Management Education(CDSME)
Chronic Disease Self-Management Program (CDSMP)
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 Department)
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)
l:
{ 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.
fi 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.)§3026]and Department
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 Department.
is 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: (I) 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
is 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
is 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(RS.);
f. Section 430.07, Florida Statutes(F.S.);and
DOEA Programs and Services Handbook, which is herebyincorporated byreference, to include any
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subsequent revisions thereof.
3. Scope of Service
The Contractor is responsible for the programmatic,fiscal,and operational management of the OAA Title I I113,
Title I[ICI,Title I11C2,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.
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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
r•, 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. I&R/Assistance services are provided to individuals regardless of age.
d. OAA Titles IIIC1 and UIC2,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. I-lave 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 HID,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:
Eligible individuals include:
(1) Family caregivers of individuals age sixty(60)or older; and
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• (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 111E 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 goats 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 1.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
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Plan,as updated and approved by the Department,and the current DOEA Programs and Services Handbook.
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4. Program Eligibility Requirements
a. Eligibility Criteria
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To be eligible for program participation, an entity must:
i. Be an agency that has received a grant under OAA Title III [OAA section 31 1(42 U.S.C. § 3030a)];
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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 Department.: . , .
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. -
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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 bythe Secretaries of the
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I • USDH•HS 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
r cash to purchase foods of U.S. origin for their nutrition projects under Title Ill,of the OAA. NSIP funds
must be used to expand meal services to older adults.
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. R. 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 DOEA Contract Manager and the Department'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 biiiding Subcontractor agreement executed. The Department 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 the DOEA Contract Manager within thirty (30) days
of execution of each subcontract agreement.
2. Monitoring the Performance of Subcontractors
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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 Department'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 Department.
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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 eCIRTS 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 the DOEA Programs and Services Handbook. •
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••;:• 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
is 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 Department-approved Area Plan, the current
DOEA Programs and Services Handbook,and Section ILA.
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;
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ii. Assurance(Telephone and In-Person
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iii.. Caregiver Support Groups; '
iv. Caregiver Training/Support;
v. Case Aide/Case Management;
vi. Chore and Chore(Enhanced);
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•vii. Companionship;
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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;
is 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; -
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li 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,
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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);
II 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
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vi. Shopping Assistance.
d. Disease Prevention and Health Promotion Services (Title IIID Program)
Evidence-Based Disease Prevention and Health Promotion (EBDPHP) services have been demonstrated
through evaluation to be effective for improving health and wellbeing or reducing disease,disability,and/or
injury among older adults. The ACL defines EBDPHP services as meeting highest-level criteria. Only
services that meet the highest-level criteria are allowable under the 11ID Program. EBDPHP services must
be delivered per the requirements of the program and ensure program fidelity. EBDPHP services include
the following:
A Matter of Balance/Un Asunto de Equilibrio;
ii. Active Living Every Day;
iii. Arthritis Foundation Exercise Program;
iv. Arthritis Foundation Tai Chi Program (Tai Chi for Arthritis);
v. Applied Suicide Intervention Skills Training;
vi. Assurance(Telephone and In-Person);
vii. Bingocize;
viii. Brief Intervention& Treatment for Elders(BRITE);
ix. Chronic Disease Self-Management Program;
x. Chronic Pain Self-Management Program/Manejo Personal del Cronico ;
xi. Counseling(Gerontological and Mental Health/Screening);
xii. Diabetes Empowerment Education Program (DEEP);
xiii. Diabetes Self-Management Program/Program de Manejo Personal de la Diabetes;
xiv. Enhance Fitness;
xv. Enhance Wellness;
xvi. Fit and Strong!;
xvii. Healthy Eating Everyday
xviii. Healthy Ideas;
xix, Healthy Moves for Aging Well;
xx. HomeMeds;
xxi. Medication Management;
xxii. Nutrition Counseling;
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xxiii. Powerful Tools for Caregivers;
xxiv. Program to Encourage Active Rewarding Lives for Seniors(PEARLS);
xxv. SAVVY Caregiver
xxvi. Stepping On;
xxvii.Stay Active and Independent for Life(SAIL);
xxviii. Tai Chi/Tai Ji Quan Moving for Better Balance(Highest-Level);
xxix. Tailored Caregiver Assessment and Referral (TCARE);
xxx. Tomando Control de su Salud; and
xxxi. Walk with Ease,
e, 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);
Caregiver Support Groups;
iv. Caregiver Training/Support;
v. Case Aide/Case Management;
vi. Counseling(Gerontological and Mental Health/Screening);
vii. Education/Training;
viii. Financial Risk Reduction(Assessment and Maintenance);
ix. Home Delivered Meals(
x. Information;
xi. Intake;
xii. Outreach;
xiii. Pet Support Services;
}
xiv. Powerful Tool for Caregivers;
xv. Recreation Materials;
xvi. Referral/Assistance;
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xvii. Respite Services(In-Home and Facility Based);
l xviii. SAVVY Caregiver
xix. Screening/Assessment;
xx. Shopping Assistance;
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xxi. Tailored Caregiver Assessment and Referral(TCARE);
xxii. Technology;
xxiii. Technology—Equipment;
xxiv. Technology—Install;
xxv. Technology-Staff Support;and
• xxvi. Transportation.
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(1) Caregiver Support Supplemental Services (HIES 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);
II (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 toprovide support services tograndparents and older individuals who are relative caregivers.
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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;
(i) Legal Assistance;
(j) Outreach;
(k) Recreation Materials;
(1) 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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f. 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 Information-& Referral, provided as Attachment I. The Department's standards are based on
the current standards.The standards have been amended by the Department to address the unique needs of
the Elder Helpline Information and,Referral Service.
2. Provision of Services
The Contractor shall ensure the provision of the services described.in this contract are in accordance with the
current DOEA Programs and.Services Handbook, the Contractor's current Department-approved Area Plan,
and the tasks described in Section II.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 Contractor'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 sub►riission by
the 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 the.Department, no later than 90 calendar
Ei
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 Department. The rates approved by the
Department 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
�i. 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 DOEA 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.
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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 Department.
lc. Conduct annual client satisfaction surveys to evaluate and improve service delivery.
I. Submit all completed client satisfaction surveys to the Department along with the Area Plan,as directed by
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the Department.
E. Reports
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The Contractor shall respond to additional, routine, or special requests for information and reports required by the
Department in a timely manner as determined by the DOEA Contract Manager. The Contractor shall establish
reporting deadlines and due dates for subcontractors that permit the Contractor to review and validate the data and
meet the Department's reporting requirements.
t
1. OAA Annual Volunteer Activity Report
Ej The Contractor shall complete and submit an OAA Annual Volunteer Activity Report by January 15 each
t calendar year. The report must contain data for the previous contract year using the current reporting tool as
directed by the Department. 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.
I 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 the 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 Department.
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
Contractor before the subcontractor's Request for Payment and Receipts and Expenditure Reports can be
approved by the Contractor.
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3. Area Plan Update and All Revisions Thereto .
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The Contractor shall submit, for approval by the Department, an Area Plan Update, wherein the Contractor
enters OAA-specific data in eCIRTS,as required by the Department and federal funding source.Rates provided
by the Contractor must be actual rates, either as provided in current contract or as updated by new or renewed
contracts, but not estimated,rates.
4. Surplus/Deficit Report
The Contractor shall submit a Consolidated Surplus/Deficit Report, in a format provided by the Department,to
the DOEA Contract Manager by the 25th of each month. This Consolidated Surplus/Deficit Report is for all
agreements and/or contracts between the Contractor and the Department and must include the following:
a. A list of all subcontractors and their status regarding surplus/deficit;
F b. The Contractor's detailed plan on how the surplus/deficit spending which exceeds the threshold specified
by the Department 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.
5. Older American's Act Performance System (OAAPS) Report
Data required for the OAAPS Report that is not recorded in eCIRTS will be provided to DOEA in the•format
and on the date established by the Department.
The Contractor shall submit semi-annual reports regarding Legal Assistance to the•Legal Services Developer
on the dates established by the Department. Such reports shall include the following:
a. A list of all Subcontractor(s)and copy of the service agreement with the Contractor;
•
b. The Contractor and the Subcontractor(s)joint detailed plan on how to serve the identified target groups
with the greatest economic social need;
c. Whether the Subcontractor(s) made available the minimum specified categories of legal assistance
identified in OAA priorities in the Department Program and Services Handbook;
d. Whether the Subcontractor(s) reached targeted groups and served in priority issue areas;
e. The Contractor's plan on how to develop and maximize the use of other resources to expand the provision
of legal'assistance;
l; f. Case Summaries from Subcontractor(s) that provide examples of the type of outcomes provided [do not
t
provide client names,addresses or identifiers];
g. Number of clients referred by the Contractor to Subcontractor(s) for legal assistance to the Department's
clients for that six month reporting period;
h. Any activities or outreach the Contractor engaged in to publicize the legal assistance available through the
Department, including event date, location, event type or activity, total number of participants, individual
service needs identified and referral sources or information provided to participants;
i. Any collaboration with Subcontractor(s)for trainings or community presentations including the date,time,
location and subject matter for each event;
j. Identification of any unmet needs within the legal community;
k. Recommendations for areas of trainings for Contractor personnel to improve quantity and quality of
referrals for legal assistance; and
l. . Recommendations to improve the effectiveness and frequency of collaboration between Contractor and
Subcontractor(s).
6. Health and Wellness Reports
The Contractor shall submit Monthly Programmatic Reports for EBDPHP services on the dates specified in
Attachment X1,Exhibit 2,The DOEA Contract Manager will provide Contractor with an Excel report template
with tabs for: Health and Wellness Courses/Services offered includingAttestations (cumulative),
entry { )
Partnerships(Updated as needed),and Success Stories(reported at least once each May).
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a. Information provided in the Monthly Programmatic Report must match eCIRTS data and the Request for
Payment.
is b. The Contractor shall review program documentation to ensure documentation is complete and adequately
supports the information reported on the Monthly Programmatic Report prior to submitting a Request for
Payment.The Contractor will attest to the review in the"Comments"section of the Monthly Programmatic
Report and provide relevant information regarding the documentation as needed.
c. Program documentation shall include all the following elements: Sign-In Sheets or Attendance Logs;flyers
or documentation demonstrating efforts to recruit participants and promote EBDPHP services provided;
current facilitator certificates; copy of program license (if applicable); and any forms required by the
specific program.
d. Contractor shall ensure that Sign-In Sheets or Attendance Logs accurately reflect dates, times, names of
programs, participant names,and name(s)of program facilitator(s). If the Attendance Log does not include
a space for participant signatures,a Sign-In Sheet with signatures and dates must accompany it.Exceptions
may be approved by the DOEA Contract Manager. Requests must be made to the Department in writing
and kept with program documentation.
e. Participants must sign their name on program Sign-in Sheets or Attendance Logs. Ifa participant is unable
to sign their name, the instructor may sign by proxy for the participant (including their own initials and
date)with a note on the Sign-In Sheet explaining the need for the proxy.
f. The Contractor shall abide by all program fidelity requirements and annually observe delivery of EBDPHP
services. A note will be included in the Monthly Programmatic Report, in the comments section, when a
program has been observed. Documentation pertaining to the observation will be kept and provided to the
Department upon request.
g. CDSME Workshop data must be entered into the CDSME Database.
h. The Contractor shall contact the DOEA Contract Manager in the event of an emergency or an exigent
circumstance where the provider is unable to maintain an aspect of fidelity of the EBDPHP services(e.g.,
minimum, or maximum number of participants) before the end of the workshop. At the discretion of the
DOEA Contract Manager, the service may be reimbursed under this contract; however, if the fidelity
infraction is discovered after the program has finished, during the Request for Payment Process, or as a
result of a desk review, the Contractor shall not be reimbursed for the workshop or shall reimburse the
Department for the cost of'the workshop.
i. The Contractor shall collaborate and partner with organizations to extend the reach of EBDPHP services.
Partnerships and collaborations may be developed with DOH, the Florida Department of Children and
Families, USDA's Nutrition Program, insurance companies, Centers for Disease Control and Prevention,
Area Health Education Centers, local health councils, public and private universities, federally qualified
health clinics, county health departments, and Florida's Age-Friendly Communities. Partnerships shall be
designed to stimulate innovation of new approaches and activities in EBDPHP services, develop greater
capacity, and leverage other funding sources. Partnerships shall also address building and sustaining an
infrastructure for the dissemination of EBDPHP services. This includes, but is not limited to, recruitment
of trainers and participants,covering costs for licenses,and replicating program fidelity.
j. The Contractor shall document, and provide to the Department u on request, evidence of partnerships
created formally(through Memoranda of Agreement/Understanding)Or informally.-The Contractor will be
• required to keep track of partnerships in the Monthly Programmatic Report. Each month the Contractor
• shall review this information and provide updates to the Department as necessary.
7. Program Highlight Narratives
The Contractor shall submit brief written narratives to the Department for publication in the Program Highlight
sections of the Department'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 forgeneral audience, with no acronyms or
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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
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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 Department.
8. Congregate Meal Site and Food Service Vendor Verification Report
The Contractor shall conduct monthly reviews of the PSA's 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 DOEA Contract Manager using the Department'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 DOEA Contract Manager 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 Department staff and any party designated by the Department 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 Department. Maintenance
includes valid exports and backups of all data and systems according to Department standards. Data must be
usable and must be maintained in a format that is readable to the
GDepartment.
2. eCIRTS Data and Maintenance
The Contractor shall ensure monthly collection and maintenance of client and service information in eCIRTS,
or any other system designated by the Department. Maintenance includes ensuring that all data is accurate and
current and performing valid exports and backups of all data and systems according to Department standards.
3. Policies and Procedures for Records and Documentation
The Contractor shall maintain writtenpolicies andprocedures for computer system backupand recoveryand
E! p Y
shall have the same requirement of its subcontractors.These policies and procedures shall be made available to
the Department upon request.
4. eCIRTS Address Validation
The Contractor shall work with the Department to ensure that client addresses are correct in eCIRTS for disaster
preparedness efforts. At least annually, and more frequently as needed,the Department will provide direction
can on how to validate eCIRTS addresses to ensure theybe mapped. The Contractor will receive a list of
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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 Department with confirmed addresses. The
Department 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 Department-approved Area Plan,and Section 11.A.
b. Timely and accurately submit to the Department all documentation and reports described in Attachment I,
Section 11.E.
c. Timely and accurately, per Attachment XI, submit to the Department Attachments XII and XIii, Exhibits
1 7.
d. Develop and document strategies in the Area Plan to support the Department's standard of performance
achievement, including increases in the following:
Percentage of most frail elders who remain at home or in the community instead of going into a nursing
home;
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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
vii. Percentage of customers who are at imminent risk of nursing home placement who are served with
community-based services.
rr 2. The.Contractor's performance of the measures in G.1, above, will be reviewed and documented in the
Department's Annual Programmatic Monitoring Reports.
3. Monitoring and Evaluation Methodology
The Department 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 Department reserves the right to conduct an on-site visit unannounced by persons duly
• authorized.by the Department.The Department's determination of acceptable performance shall be conclusive.
The Contractor agrees to cooperate with the Department in monitoring the progress of completion of the service
.• tasks.and deliverables. The Department 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;
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d. Review of independent auditor's reports;
e. Review of third-party documents and/or evaluation;
f. Review of progress reports;
g. Review of customer satisfaction surveys;
h. Agreed-upon procedures review by an external auditor or consultant;
i. Limited-scope reviews; and
j. Other procedures as deemed necessary by the Department.
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
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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.
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I. Departmental Responsibilities
1. Department Obligations •
The Department 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 Department's support and assistance,
or lack thereof,shall not relieve the Contractor from full performance of contract requirements.
2. Department Determinations • - • •
The Department 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 Department
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 Department will pay the
Contractor upon satisfactory completion of the Tasks/Deliverables,as specified in Section II.D.,and in accordance
with all other terms and conditions of this contract.
B. Unit of Service '
1. Fixed Fee/Unit Rate
•
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 I unit= 1 meal $0.72
3. Cost Reimbursement
Payment shall only be authorized for allowable expenditures, per the limits specified in the Budget Summary
(Attachment X). Ali 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 Department by the State of Florida(budget release).The Contractor's requests for
advance payments must be submitted to the Department in their entirety no later than January 12, 2025, The
Contractor's requests for advance payments require the written approval of the Department's Contract Manager, •
For the first month's advance request, the Contractor shall provide the Department's Contract Manager
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 Department's Contract Manager, in his or her sole discretion,has determined
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that there is a justified need for an advance, the Department 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 Department. The Contractor shall submit to the Department documentation to
support full distribution of advanced funds with Request for Payment,report number 5,due to the Department
on April 15,2025, in accordance with Invoice Schedule(Attachment Xl).
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 Department on April 15,2025, 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 Department at the end of each quarter
of the contract period,
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D. Invoice Instructions
Payment shall be made•upon the Contractor's presentation of an invoice subsequent to the acceptance by the
Department of the deliverables shown on the invoice. The form and substance of each invoice submitted by the
Contractor shall be as follows:
1. The invoice shall include a"Remit to"address that corresponds exactly to the remittance address identified in
the MyFloridaMarketPlace(MFMP)registration.
2. The monthly invoice shall include the units of services established in the Contractor's Department-approved
Area Plan; 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 Department-approved budget. Any change to the Contractor's Department-approved budget after
the execution of this'contract shall require approval from the DOEA Contract Manager 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 Department 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 Department no later than February 15,2026.
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E. Payment Withholding
Any payment due by the Department under the terms of this contract may be withheld pending receipt and approval
by the Department 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 II.D. are performed pursuant to contract
requirements.
2. If at any time the Contractor is notified by the DOEA Contract Manager that it has failed. to correctly,
completely,or adequately perform contract deliverables identified.in Section II.D.,the Contractor will have ten
(10) days to submit a Corrective Action Plan (CAP) to the DOEA Contract Manager that addresses the
deficiencies and states how the deficiencies will be remedied within a time period approved by the DOEA
Contract Manager.The Department shall assess a financial consequence for non-compliance on the Contractor
as referenced in Section IIl.G. for each deficiency identified in the CAP which is not corrected pursuant to the
CAP. The Department will also assess a financial consequence for failure to timely submit a CAP to the
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3. If the Contractor fails to correct an identified deficiency within the Department-approved period specified in
the CAP, the Department shall deduct the percentage established in Section 111.G. from the payment for the
invoice of the following month.
4. If the Contractor fails to timely submit a CAP to the Department, the Department shall deduct the..percentage
established in Section 11I.G. for each day the CAP is overdue. The deduction will be made from the payment
for the invoice of the following.month.
G. Financial Consequences
The Department will withhold or reduce payment if the Contractor fails to perform the deliverables to the
satisfaction of the Department according to the requirements referenced in Section ll:D. The following financial
consequences will be imposed if the deliverables stated do not meet in part or in whole the perfohnance criteria as
outlined in Section II.D.:
1. Delivery of services to eligible clients as referenced in Section II.A.3. and Section 11.0.1: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 Department's notification to'the Contractor that the identified deficiency was not cured or
satisfactorily addressed in accordance with the Department-approved CAP.
2. Services and units of services as referenced in Section ll.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 •
11.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 Department's
notification to the Contractor that the identified deficiency is not cured or satisfactorily addressed in accordance
with the Department-approved CAP.
3. Administrative duties as referenced in Section 1I.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 Department's notification to the Contractor that the
identified deficiency was not cured or satisfactorily addressed in accordance with the Department approved
CAP.
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4. Timely submission of a CAP—Failure to timely submit a CAP within ten(10)business days after notification
of a deficiency by the DOEA Contract Manager 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
o- Contractor and shall he prorated for each day the CAP was late following the due date specified by the
Department and shall remain in effect until the contractor complies with the submission requirement.
5. Exceptions may be granted solely, in writing,by the DOEA Contract Manager.
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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 DOEA Contract Manager in writing no later than December 31, 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 IiID. 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 reimbursement.
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 Department 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 Department determines that the Contractor is not spending service funds accordingly, the
Department may transfer funds to other 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 Ill.
5. Carry Forward Funds
Carly forward funds must be identified on Attachment XIV,Computation of Carry Forward and Over-Advance
OAA Title III, and submitted with the Closeout Report due to the Department no later than March I, 2026.
Requests for carry forward funds must be justified by the Contractor and approved by the Department.All OAA
carry forward funds must be budgeted in the same title as originally awarded.
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
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services. The Department requires immediate notice of any significant and/or systemic infractions that
compromise the quality,security, or continuity of services to clients.
1D. Incident Reporting
The Contractor shall notify the Department 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
DOEA Contract Manager(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 Department updates in a frequency determined by the Department
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 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 Department, 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 Department 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 substantiallyand negatively affected the operation of an aging servicesprogram.
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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
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
Department standards.
i. Measurement:
1) Achievement levels from monitoring reviews.
2) Any other verifiable report or notification of such actions.
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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.
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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 Department or has exceeded its authority or otherwise failed to adhere to the provisions specifically
provided by statute or rule adopted by the Department.
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 Department 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 a Department-approved client grievance resolution
procedure.
i. 'Measurement:
1) Achievement levels for monitoring reviews.
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2) Any other verifiable report or notification of such action. .
1- 2. The Department 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;
g. Advances as allowed under section 216.181(16)(B), 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 Department 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 Leon County,
Florida. In the event the Department initiates action to rescind an area agency on aging designation, the
Department 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 Department, 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 Inspector General at the Department 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 Department's Inspector General with a summary of the
investigation and allegations.
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H. Contract Modifications •
The Department's Contract Manager has the authority to modify and/or extend deliverable deadlines. All
• deliverable extension requests must be made to the Department's Contract Manager, in writing, prior to the
required. deadline. AU approvals for deliverable extensions must be communicated, in writing, by the
Department's Contract Manager to the Contractor and are subject to the discretion of the Department's Contract
Manager. The requests and the approval must occur prior to the established deadline. An e-mail writing(request
and response) is considered acceptable,
Rate Increase Thresholds • • .•
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1.. For Service Provider Proposed Rate Increases up to 5%:
a. Service Provider rate increase requests received by the Department of Elder Affairs(DOEA)from an Area
Agency on Aging(AAA)that are up to 5.0%above rate at time of contract execution are not required to
be reviewed and approved by the DOEA, The AAAs 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 AAA 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 hlcreases of 5.01% or greater must be reviewed and approved by
DOEA. The AAAs should forward all such requests to their Contract Manager 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 5.0I%or greater have been explored and rejected,
(2) Contract Managers may request additional information from the Service Provider via the AAA.
E. Following DOEA's review/decision,the DOEA Contract Manager shall notify the AAA 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 Departments Contract Manager.
5. Note: All rate increase thresholds mentioned in the above language is cumulative from Service Providers'
rates at the time of contract execution.
J. Access Control
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I. 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,
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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.
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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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January I,2025- December 31,2025 HA025.203,25.01
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ATTACHMENT VI
BUDGET SUMMARY
COLLIER COUNTY
I. Title 111B Support Services $ 345,647.87
2. Title MCI Services $ 1,224,612.99
3. Title 11IC2 Services $ 663,789.99
4. Title IIIE Services $ 214,736.98
5. Title IIIES Services $ 124,475.21
6. Title IIIEG Services $47,446.95
7. NSIP Services $38,195.70
Total $2,658,905.69
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January 1, 2025- December 31, 2025 HA025.203.25.0I
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 I, be provided to the recipient. Information contained herein is a
prediction of funding sources and related amounts based on the contract budget.
I. FEDERAL RESOURCES AWARDEDTO 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 $345,647.87
Total IIIB
OAA Title MCI - Congregate Meals U.S. Health and Human Services 93.045 $1,224,612.99
Total IIICI
OAA Title Ill C2 Home Delivered Meals U.S.Health and Human Services 93.045 t 663,789.99
Total IIIC2
Older Americans Act Title Ill E
Services(Title III E) $214,736.98
Supplement Services(Title Ill ES) $ 124,475.21
Grandparent Services(Title III EG) U.S.Health and Human Services 93.052 $47,446.95
P
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Total 111E $ 386,659.14
Nutrition Services Incentive Program(NSIP) U.S.Health and Human Services 93.053 $ 38,195.70
11
TOTAL FEDERAL AWARD $ 2,658,905.69
COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED PURSUANT TO
THIS CONTRACT ARE AS FOLLOWS:
FEDERAL FUNDS:
2CFR 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
r:. Section 215.97 &215.971, KS.,Chapter 691-5, F.A,C., State Projects Compliance Supplement
II
Reference Guide for State Expenditures
Other fiscal requirements set f01 I h in program laws,rules,and regulations
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