Backup Documents 12/08/2015 Item #16D 1 •
ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO 6 0 1
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATU
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 In' 'als Dat
1. Barbetta Hutchinson Community and Human
Services
2. County Attorney Office County Attorney Office 12 /1) I1
5
3. BCC Office Board of County b
Commissioners \r‘\\--/z t22NVS
4. Minutes and Records Clerk of Court's Office
lel Y 16 iPeH
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 Rachel Bran orst,Grant Coordinator, Phone Number 239-252-4 30
Contact/ Department Communi and Human Services
Agenda Date Item was 12/8/15 Agenda Item Number 16D1
Approved by the BCC
Type of Document CASL Amendment No. 1 Number of Original 2
Attached Documents Attached
PO number or account
number if document is N/A
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? S t V RB t
2. Does the document need to be sent to another agency for additional signatures? If yes, RB
provide the Contact Information(Name;Agency;Address;Phone)on an attached sheet. ,r-,a
3. Original document has been signed/initialed for legal sufficiency. (All documents to be RB t/
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 -RB fi ,
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 RB
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 RB (�
signature and initials are required.
7. In most cases(some contracts are an exception),the original document and this routing slip RB
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 12/8/15 and all changes made during the c),S
meeting have been incorporated in the attached document. The County Attorney's c..
Office has reviewed the changes,if applicable.
9. Initials of attorney verifying that the attached document is the version approved by the
BCC,all changes directed by the BCC have been made,and the document is ready for - 405)
Chairman's signature.
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
Instructions 1 6 D 1
1) There are 2 original Amendments. Please return 1 Chairman signed Amendment to:
Rachel Brandhorst
RSVP Project Director I Criminal Justice Grant Coordinator
Collier County Government I Community and Human Services
3339 E. Tamiami Trail, Bldg. H, Suite 211
Naples, FL 34112
2) Please return 1 Chairman signed Amendment to:
J. Scott Eller, CEO
Community Assisted & Supported Living, Inc.
d/b/a Renaissance Manor
1693 Main Street, Suite A
Sarasota, FL 34236
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
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MEMORANDUM
Date: December 14, 2015
To: Rachel Brandhorst, Grant o r i
C o d nator
Community & Human Services
From: Ann Jennejohn, Deputy Clerk
Minutes & Records Department
Re: Amendment #1 to the Subrecipient Agreement between Collier
County and Community Assisted & Supportive Living, Inc.
which provides rental assistance and supportive services for
disabled homeless persons living in Collier County
Attached you will find a copy of the agreement referenced above, (Item #16D1)
approved by the Board of County Commissioners on Tuesday, December 8, 2015.
Per your instruction, the second original agreement has been sent to the CASL, Inc.
Office in Sarasota, Florida.
If you have any questions, please feel free to contact me at 252-8406.
Thank you.
Attachment
Cody Qf Collier 6 D I
CLERK OF THE CJRC IT COURT
COLLIER COUNTY ;OURT�HOUSE
3315 TAMIAMI TRL E STE 102 Dwight E.Brock-clerk of circuit Court P.O.BOX 413044
NAPLES,FL 34112-5324 NAPLES,FL 34101-3044
Clerk of Courts • Comptroller • Audito ustgdian of County Funds
December 14, 2015
J. Scott Eller
Community Assisted & Supportive Living, Inc.
d/b/a Renaissance Manor
1693 Main Street, Suite A
Sarasota, FL 34236
Mr. Eller,
Attached for your records is an original copy of Amendment #1 to the Subrecipient
Agreement between Collier County & Community Assisted & Supportive Living, Inc.,
approved by the Collier County Board of County Commissioners on December 8, 2015.
An agreement which provides for rental assistance and supportive services for disabled
homeless persons living in Collier County.
If you have any questions please feel free to contact our office at 239-252-8406.
Respectfully,
DWIGHT E. BROCK, CLERK
Ann Jennejohn, Deputy Clerk
Attachment
Phone- (239) 252-2646 Fax- (239) 252-2755
Website- www.CollierClerk.com Email- CollierClerk@collierclerk.com
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FIRST AMENDMENT TO AGREEMENT BETWEEN
COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS
AND
COMMUNITY ASSISTED & SUPPORTED LIVING, INC.
+VI
This Amendment, is entered into this day of , 2015,
by and between Community Assisted & Supported Living, Inc., herein after referred to as
Subrecipient and Collier County Board of County Commissioners, Florida, herein after to be
referred to as "COUNTY," collectively stated as the "Parties."
WHEREAS, on July 7, 2015, the County and Subrecipient entered into an agreement for
Subrecipient to provide rental assistance and supportive services for hard to serve homeless
persons with disabilities living in Collier County (hereinafter referred to as the 'Agreement"); and
WHEREAS, the Parties desire to modify the Agreement to correct a scrivener's error in
the Subrecipient's name, revise project tasks, amend performance deliverable dates, amend
payment deliverable table, correct the written agreement dollar amount, properly cite OMB
Circulars for Uniform Administrative Requirements, Cost Principles, and Audit requirements for
Grants and Agreements ,replace Exhibit C with a revised Annual Audit Monitoring Report, and
add a Rental Assistance Log as Exhibit G and Match Commitment Form as Exhibit H.
NOW, THEREFORE, in consideration of foregoing Recitals, and other good and
valuable consideration, the receipt and sufficiency of which is hereby mutually acknowledged,
the Parties agree to modify the Agreement as follows:
Words Underlined are added
*
1. Part 1, Section 1.2 PROJECT DETAILS is hereby amended to read:
a. Project Description/Project Budget
Description Federal
Amount
Project Component 1: Tenant - Based Rental Assistance ($73,766) + $80,180
Administrative($6,414)
Total Federal Funds: $80,180
The Subrecipient will accomplish the following checked project tasks:
® Consultation and participation by at least one homeless or formerly homeless
individual on the Board of Directors unless waiver is obtained.
® Calculate supportive service match in compliance with 24 CFR 582.115.
® Comply with limitations of assistance as found in 24 CFR 582.115.
• Perform ongoing assessments of housing and supportive services as defined by
24 CFR 582.300(b).
• Ensure adequate supportive services are available to program participants as
defined by 24 CFR 582.300(c)
® Maintain race, ethnicity, gender, and disability status data as required by 24 CFR
582.300(d).
0
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Comply with recordkeeping requirements as defined by 24 CFR 582.301.
® Comply with Housing Quality Standards (HQS) as defined in 24 CFR 582.305(a).
® Comply with rent reasonableness as defined in 24 CFR 582.305(b) and 582.310.
® Comply with occupancy agreement term requirements as defined in 24 CFR
582.315.
® Perform outreach activites as defined by 234 CFR 582.325.
® Provide Quarterly Progress reports
® Identify Project Lead Manager
® Comply with Uniform Relocation Act (URA), if necessary.
® Ensure contribution to the 25% 100% match requirements as defined in 2,4 CFR
582.110. OMB Circular A-122
® Submit Annual APR reports to the County and HUD reporting system no later
than 9/48 10/15 on an annual basis.
2. Part 1, Section 1.2 D Performance Deliverables
Program Deliverable Deliverable Supporting Submission Schedule
Documentation
Special Grant Condition Policies as stated in this Within thirty (30) days of
Policies (Section 1.1) agreement agreement execution
Insurance Insurance Certificate Annually within thirty (30)
days of renewal
Detailed project Schedule Project Schedule Within thirty (30) days of
agreement execution
Submission of Progress HMIS Report Quarterly reports.
Report Annually after closeout.
10 days after the quarter
Financial and Compliance Exhibit C Annually one hundred
Audit eighty (180) days after FY
end until 2021
APR APR Report Annually fifteen (15) days
after FY end
January 1, 2016
January 1 , 2017
November 10, 2017
3. Part 1, Section 1.2.E, The Payment Deliverable Table, is hereby amended to read:
E. Payment Deliverables
Payment Deliverable Payment Supporting Documentation Submission
Schedule
Invoice for Rental Copy of canceled check or bank Every thirty (30)
Reimbursement statement, lease agreement for the first days
month only, proof of lease/rent
payment-; income certification for 1st
month only (Exhibit B), invoice (Exhibit
F), and any other additional
documentation as requested to support
(1-2)
16D1
payment
Invoice for Administrative Invoice (Exhibit F) signed and dated Every thirty (30)
Costs timesheets (if applicable), job days
description (if applicable/first invoice
only), payroll summary sheet, bank
statement and any other additional
documentation as requested to support
payment
Supportive Services Match Match invoice (Exhibit F-1), signed and Every thirty (30)
Documentation dated timesheets (if applicable), job days and to
description (if applicable/first invoice accompany Invoice
only), payroll summary sheet, bank
statement and any other additional
documentation as requested to match
4. Part 1, Section 1.4 AGREEMENT AMOUNT is hereby amended to read:
The COUNTY agrees to make available Eighty One Thousand Eight Hundred Forty
dollars Eighty Thousand One-Hundred Eighty dollars ($80,180) for the use by the
SUBRECIPIENT during the term of the agreement (hereinafter, the aforestated amount
including, without limitation, any additional amounts included thereto as a result of a
subsequent amendment(s) to the agreement, shall be referred to as the "Funds").
Modification to the "Budget and Scope" may only be made if approved in advance.
Budgeted fund shifts among line items shall not be more than 10% of the total funding
amount and does not signify a change in scope. Fund shifts that exceed 10% of the
agreement amount shall only be made with Board approval.
The County shall reimburse the SUBRECIPIENT for the performance of this agreement
upon completion or partial completion of the work tasks as accepted and
approved by CHS. SUBRECIPIENT may not request disbursement of S+C funds
until funds are needed for eligible costs, and all disbursements requests must be
limited to the amount needed at the time of the request. Invoices for work
performed are required every month. SUBRECIPIENT may expend funds only
for allowable costs resulting from obligations incurred during the term of this agreement.
If no work has been performed during that month, or if the SUBRECIPIENT is not yet
prepared to send the required backup, a $0 invoice will be required. Explanations will be
required if two consecutive months of $0 invoices are submitted. Payments shall be
made to the SUBRECIPIENT when requested as work progresses but, not more
frequently than once per month. Reimbursement will not occur if Subrecipient fails to
perform the minimum level of service required by this agreement.
Final invoices are due no later than 90 days after the end of the agreement. Work
performed during the term of the program but not invoiced within 90 days after the end of
the agreement may not be processed without written authorization from the Grant
Coordinator.
The County Manager or designee may extend the term of this agreement for a period of
. CD
16111 1
up to 180 days after the end of the agreement. Extensions must be authorized in writing
by formal letter to the Subrecipient and reported to the Board on a quarterly basis.
No payment will be made until approved by CHS for grant compliance and adherence to
any and all applicable local, state or Federal requirements. Payment will be made upon
receipt of a properly completed invoice and in compliance with §218.70, Florida Statutes,
otherwise known as the "Local Government Prompt Payment Act.
5. Part 1, Section 1.5 COST PRINCIPLES is hereby amended to read:
- - - - ' ee - _. _. • . . . ._ - _
200.93. Accordingly, payments will be made on a cost reimbursement basis. Each request for
- - . -•--: .._ - .. _ •-_ - - - II . •-
••- - - - -- --- --•• •-• • - - -. -_ cos#s incurred. Payments to Subrecipient's
d vendors are conditioned upon compliance with the procurement requirements
provided for in 2 CFR 200.318. Allowable costs incurred by the Subrecipients and Contractors
shall be in compliance with 2 CFR Subpart E Cost Principles. A Developer is not subject to 2
necescar• _. . .-.. --- . -• - - -- •-- - - -- - - - - _ -- - -
Payments to the SUBRECIPIENT are governed by the Federal grants management rule
for cost allowability found at 24 CFR 85.22 (24 CFR 84.27 for nonprofit recipients). Accordingly,
payments will be made on a cost reimbursement basis. Each request for reimbursement shall
identify the associated project and approved project task(s) listed under this Scope of Work.
The SUBRECIPIENT can only incur direct costs that may be attributed specifically to the
projects referenced above. The SUBRECIPIENT must provide adequate documentation for
validating costs incurred. Payments to SUBRECIPIENT contractors and vendors are
conditioned upon compliance with the procurement requirements provided for in 24 CFR 84.40-
48. Allowable costs incurred by nonprofit recipients shall be in compliance with OMB Circular
A-122 Cost Principles for Non-Profit Organizations. Allowable costs incurred by procured
private contractors shall be in compliance with 48 CFR Part 31 Contract Cost Principles
and Procedures. A SUBRECIPIENT is not subject to 24 CFR Part 85, however the County is
Subject to 24 CFR Part 85 and may impose requirements upon the SUBRECIPIENT in order for
the County to remain compliant with its obligation to follow 24 CFR Part 85. The
SUBRECIPIENT will use adequate internal controls, and maintain necessary source
documentation for all costs incurred and adhere to any other accounting requirements included
in this Agreement or the Admin Plan.
6. Part 2, Section 2.1 AUDITS is hereby amended to read:
*e--•••• - -•: - . e -- e. - . _ . . •tiers--sever-ed by the agreement for review,
-- •-
r 1� 1
16D1
. • -. .. . - - - - •- - -- - 'c•. - - e -- - -- - - - -:--e . ith the
OMB A-133:
1. States, Local Governments and Non-profit organizations that expend $500,000
or more annually in federal awards shall have a single or program-specific audit
conducted for that year in accordance with OMB A-133, States, Local
Governments and Non-profit organizations expending federal awards of
$500,000 or more under only one federal program may elect to have a program-
specific audit performed in accordance with OMB A-133.
2. States, Local Governments and Non-profit organizations that expend less than
.500,000 annually in federal awards shall be exempt from an audit conducted in
accordance with OMB A-133, although their records must be available for review
(e.g., inspections, evaluations). These agencies are required by CHS to submit
"Reduced Scope" audits (e.g., financial audit, performance audits). They may
choose, instead of a Reduced Scope Audit, to have a program audit conducted
for each federal award in accordance with federal laws and regulations governing
the program in which they participate.
3. When the requirements of OMB A-133 apply, or when the SUBRECIPIENT
elects to comply with OMB A-133, an audit shall be conducted for each fiscal
year for which federal awards attributable to this contract have been received by
the SUBRECIPIENT. A copy of the audit report must be received by CHS no
later than six months following the end of the SUBRECIPIENT'S fiscal year.
4. If an audit is required by Section G of this contract, but the requirements of OMB
A-133 do not apply or are not elected, the SUBRECIPIENT may choose to have
an audit performed either on the basis of the SUBRECIPIENT'S fiscal year or on
the basis of the period during which CHS-federal assistance has been received.
In either case, each audit shall cover a time period of not more than twelve
months and an audit shall be submitted covering each assisted period until all the
assistance received from this contract has been reported. Each audit shall
adhere to all other audit standards of OMB A-133, as these may be limited to
cover only those services undertaken pursuant to the terms of this contract. A
copy of the audit report must be received by CHS no later than six months
following each audit period.
5. The SUBRECIPIENT shall maintain all contract records. in accordance with
generally accepted accounting principles, procedures, and practices which shall
sufficiently and properly reflect all revenues and expenditures of funds provided
directly or indirectly by the County pursuant to the terms of this Agreement.
6. The SUBRECIPIENT shall include in all CHS approved subcontracts each of the
recordkeepinq and audit requirements detailed in this contract.
OR, 2 CFR 200 Subpart F, Audit Requirements.
16131
7. Part 3, Section 3.11 ADMINISTRATIVE REQUIREMENTS is hereby amended to
read:
-• . . . . -•• -
Audit Rc: -••-- _ -_ . • _ - e e - : , and the federal regulations for the
- - - ' - -- - - -• • - -: - -. . The SUBRECIPIENT agrees to comply with 24
CFR Part 84 and agrees to adhere to the accounting principles and procedures required therein,
utilize adequate internal controls, and maintain necessary source documentation for all costs
incurred. The financial management systems used by recipients under this program must
provide for audits in accordance with the provisions of OMB Circular A-133 or 2 CFR 200
Subpart F. HUD may perform or require additional audits as it finds necessary or appropriate.
8. Part 3, Section 3.12 PURCHASING is hereby amended to read:
through .326) and Collier County's purchasing thresholds. All purchasing for services and
goods, including capital equipment, shall be made by purchase order or by a written contract in
conformity with the procedures prescribed by the Federal Management Circulars CFR Part 84
and A-122.
Range: Competition Required
$0-3,000 1 Quote
$3,000 - $10,000 3 Written Quotes
$10,000 - $50,000 3 Written Quotes
$50,000+ Bids, Proposals, Contracts (ITB, RFP, etc)
9. Part 3, Section 3.14 GRANT CLOSEOUT PROCEDURES is hereby amended to
read:
SUBRECIPIENT's obligation to the COUNTY shall not end until all closeout
requirements are completed. The Subrecipient may close out the project with the County
after the year affordability period has been met, if applicable. Activities during this
closeout period shall include, but not be limited to: making final payments, disposing of
program assets (including the return of all unused materials, equipment, program
income balances, and receivable accounts to the COUNTY), and determining the
custodianship of records. In addition to the records retention outlined in Part 2.2, the
SUBRECIPIENT shall comply with Section 119.021, Florida Statutes regarding records
maintenance, preservation and retention. A conflict between state and federal law
records retention requirements will result in the more stringent law being applied such
that the record must be held for the longer duration. Any balance of unobligated funds
which have been advanced or paid must be returned to the COUNTY. Any funds paid in
excess of the amount to which the SUBRECIPIENT is entitled under the terms and
conditions of this agreement must be refunded to the COUNTY. SUBRECIPIENT shall
also produce records and information that complies with Section 215.97 OMB A-133, or
2 CFR 200 Subpart F.
10. Part 4, Section 4.19 GENERAL PROVISIONS is hereby amended to read:
16131
2 CFR 200 et seq OMB Circulars A-110, A-122, A-133 or 2 CFR 200 Subpart F. Uniform
Administrative Requirements, Cost Principles, and Audit requirements for Grants and
Agreements.
11. Exhibit C, Annual Audit Monitoring Report, is hereby deleted and replaced with the
attached.
12, Exhibit G, Rental Assistance Log, is hereby added.
13. Exhibit H, Match Commitment Form, is hereby added.
1601
IN WITNESS WHEREOF, the Parties have executed this Amendment, on the date and year first
above written.
Community Assisted & Supported Lwmg.|nu.
/
By: <'
J. cott Eller, Executive Director
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Title:. ^^~�^�,�
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ATTEST:. `� ' ` : ^ COLLIER COUNTY BOARD OF COUNTY
DWIGHT E BRO6K, CLERK COMMISSIONERS
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EXHIBIT C 1 6 01
ANNUAL AUDIT MONITORING REPORT
Circular 2 CFR 200.500 requires Collier County to monitor subrecipients of federal awards to determine if
subrecipients are compliant with established audit requirements. Accordingly, Collier County requires that
all appropriate documentation is provided regarding your organizations compliance.
In determining Federal awards expended in a fiscal year, the entity must consider all sources of Federal
awards based on when the activity related to the Federal award occurs, including any Federal award
provided by Collier County. The determination of amounts of Federal awards expended shall be in
accordance with the guidelines established by OMB Circular A-133, for fiscal years beginning before
December 26. 2014, and established by 2 CFR Part 200 Subpart F—Audit Requirements. for fiscal years
beginning on or after December 26. 2014. This form may be used to monitor Florida Single Audit Act
(Statute 215.97)requirements.
Subrecipient
Name
First Date of Fiscal Year(MMIDDIYY) Last Date of Fiscal Year(MMIDD/YY)
Total Federal Financial Assistance Expended Total State Financial Assistance Expended
during most recently completed Fiscal Year during most recently completed Fiscal Year
Check A or B. Check C if applicable.
A. The federal/state expenditure threshold for our fiscal year ending as indicated above
has been met and a Circular A-133 or 2 CFR Part 200, Subpart F Single Audit has been
i 1 completed or will be completed by . Copies of the audit report and
management letter are attached or will be provided within 30 days of completion.
B. We are not subject to the requirements of OMB Circular A-133 or 2 CFR Part 200,
Subpart F because we:
Did not exceed the expenditure threshold for the fiscal year indicated above
Are a for-profit organization
Are exempt for other reasons explain
An audited financial statement is attached and if applicable, the independent auditor's
management letter.
C. Findings were noted, a current Status Update of the responses and corrective action
planis included separate from the written response provided within the audit report. While
we understand that the audit report contains a written response to the finding(s), we are
requesting an updated status of the corrective action(s) being taken. Please do not
provide just a copy of the written response from your audit report, unless it includes details
of the actions, procedures, policies, etc. implemented and when it was or will be
implemented.
Certification Statement
I hereby certify that the above information is true and accurate.
Signature Date
Print Name and Title
06/15
CA
1601
Rental Assistance Log Exhibit G
RENT Max Rent
Amount
AMT PAID Billed Agency Total Rent
ADDRESS/TENANT IDENTIFIER FMR/MAX ROOM by ALL to May Collected
RENT TENANTS Collect for AllSources
Contract/
(30%of GRANT Unit for Unit
Income) (Non S+C)
Ce;
1601
Exhibit H
SHELTER+CARE SUPPORTIVE SERVICES TRACKING FORM
NAME OF SERVICE PROVIDER:
CLIENT NAME:
YES SERVICE OR REFERRAL HOURS RATE MATCH $
a. Outreach
b. Case Management/Care Coordination
c. Intensive Day Treatment/Therapy
d. Life Skills Training
e. Alcohol and Drug Abuse Services:
f. Mental Health Service
1. Hospitalization
2. Other
g. AIDS Related Services
h. Health Care
1. Clinic
2. Other
i. Education (GED or Other)
j. Employment Services
1. Job Training Enterprises
2. Other
k. Child Care
I. Children Services
m. Residential Management Services
n. Follow-up (transitional housing)
o. Crisis Bed
p. Representative Payee Services
r. Food Pantries
s. Other:
TOTAL SUPPORTIVE SERVICES MATCH=
I verify in accordance with Federal reporting guidelines that the above information is
accurate and correct.
Date Signature
CA