Agenda 04/26/2016 Item #16D 8 4/26/2016 16.D.8.
EXECUTIVE SUMMARY
Recommendation to approve after-the-fact Amendment to the Community Care for the Elderly
and the Home Care for the Elderly Programs and Attestation Statements with Area Agency on
Aging for Southwest Florida,Inc.for Services for Seniors programs (No Fiscal Impact).
OBJECTIVE: To provide uninterrupted support services to Collier County Services for Seniors'
(CCSS)elderly clients.
CONSIDERATIONS: The Community and Human Services' Services for Seniors program has been
providing support to Collier County's frail and elderly citizens for over thirty-five years through the
Federal and State of Florida grants. The Community Care for the Elderly and Home Care for the Elderly
programs are funded by the Florida Department of Elder Affairs (DOEA) through the Area Agency on
Aging for Southwest Florida,Inc. (Agency). These grant-funded services enable seniors to remain in their
homes and live with independence and dignity.
On September 8, 2015, the Board approved the current grant contract with Area Agency on Aging for
Southwest Florida, Inc. (Agenda items 16D3). These contracts have a one-year term, effective July 1,
2015 through June 30,2016.
The proposed CCE and HCE amendments replace language in Attachment I, Section 3.2, Advance
Payments, and Section 3.3, Invoice Submittal and Requests for Payment, and deletes Attachment I,
Section 3.3,Funding Distribution. The amendments are effective February 19,2016.
This item is being presented after-the-fact because Collier County received the grant agreement on March
3, 2016 from the Agency with a request for a 30-day turnaround timeframe. The Agency routinely sends
CCSS amendments with an effective date prior to the dated the document is received which requires
prompt attention. Pursuant to CMA 5330 and Resolution No. 2010-122, the County Manager has
authorized Steve Carnell, Public Services Department Head, to sign the agreement. These amendments
are being presented for Board ratification. Collier County, as the Lead Agency, is responsible to respond
to seniors' needs and to manage the spending authority for the CCE and HCE program services.
FISCAL IMPACT: Funding from the Department of Elder Affairs via the Area Agency on Aging under
the 2015 grant award is available in Human Services Grant Fund 707, Project 33418 (CCE) and 33419
(HCE). There is no fiscal impact associated with this action.
GROWTH MANAGEMENT: There is no growth management impact associated with this action.
LEGAL CONSIDERATIONS: This is a standard form amendment provided by the Area Agency on
Aging for Southwest Florida, Inc. This item has been approved for form and legality and requires a
majority vote for Board approval.—JAB
RECOMMENDATIONS: That the Board of County Commissioners approves the after-the-fact
Amendment and Attestation with Area Agency on Aging for Southwest Florida,Inc.
Prepared by: Lisa N. Carr,Grants Coordinator, Community and Human Services
Attachments:
1) CCE 203.15.002
2)CCE 203.15.001
3) CCE Contract 203.15
4)HCE Contract 201.15
5)HCE 203.15.002
6)HCE 203.15.001
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4/26/2016 16.D.8.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.D.16.D.8.
Item Summary: Recommendation to approve after-the-fact Amendment to the
Community Care for the Elderly and the Home Care for the Elderly Programs and Attestation
Statements with Area Agency on Aging for Southwest Florida, Inc. for Services for Seniors
programs (No Fiscal Impact).
Meeting Date: 4/26/2016
Prepared By
Name: CarrLisa
Title: Grants Coordinator,Community&Human Services
3/25/2016 3:29:01 PM
Submitted by
Title: Grants Coordinator,Community&Human Services
Name: CarrLisa
3/25/2016 3:29:02 PM
Approved By
Name: CarrilloDora
Title: Accountant, Community&Human Services
Date: 3/29/2016 10:55:43 AM
Name: GrantKimberley
Title: Division Director-Cmnty&Human Svc, Community&Human Services
Date: 3/29/2016 3:58:18 PM
Name: LopezMaggie
Title: Supervisor-Accounting, Community&Human Services
Date: 3/29/2016 4:46:00 PM
Name: TownsendAmanda
Title: Division Director-Operations Support,Public Services Department
Date: 4/6/2016 9:25:43 AM
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4/26/2016 16.D.8.
Name: SonntagKristi
Title: Manager-Federal/State Grants Operation,Community&Human Services
Date: 4/6/2016 3:14:37 PM
Name: BelpedioJennifer
Title:Assistant County Attorney, CAO General Services
Date:4/6/2016 3:44:23 PM
Name: RobinsonErica
Title:Accountant, Senior, Grants Management Office
Date: 4/7/2016 10:47:13 AM
Name: CarnellSteve
Title: Department Head-Public Services,Public Services Department
Date: 4/12/2016 1:01:47 PM
Name: BelpedioJennifer
Title: Assistant County Attorney,CAO General Services
Date: 4/12/2016 2:55:32 PM
Name: KlatzkowJeff
Title: County Attorney,
Date: 4/14/2016 12:09:38 PM
Name: StanleyTherese
Title: Manager-Grants Compliance, Grants Management Office
Date: 4/14/2016 12:39:01 PM
Name: CasalanguidaNick
Title: Deputy County Manager, County Managers Office
Date: 4/15/2016 3:59:09 PM
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Amendment 002 July 2015 to June 2016 4/26/2016 16.D.8.
AREA AGENCY ON AGING FOR SOUTHWEST FLORIDA,INC.
COMMUNITY CARE FOR THE ELDERLY PROGRAM CONTRACT
COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS
The purpose of this amendment is to amend contractual language in ATTACHMENT I.
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.ATTACHMENT I, Section 3.2 is hereby replaced.
3.2 ADVANCE PAYMENTS
The Contractor may request up to two months of advances at the start of the contract period, to cover program
administrative and service costs. The payment of an advance will be contingent upon the sufficiency and amount of
funds released to the Agency and the Department by the State of Florida ("budget release"). The Contractor shall
provide the Contract Manager documentation justifying the need for an advance and describing how the funds will be
distributed. The Contractor's requests for advances require the approval of the Contract Manager and if sufficient
budget is available,the Agency will issue approved advance payments after July 1,the beginning of the contract term.
The schedule for submission of advance requests(when available) is ATTACHMENT VII to this contract.
2. ATTACHMENT I, Section 3.3 is hereby replaced.
3.3 INVOICE SUBMITTAL AND REQUESTS FOR PAYMENT
All Requests for Payment and Receipt and Expenditure Reports submitted to the Agency shall be submitted using
ATTACHMENT VIII and ATTACHMENT IX, and shall be in in accordance with the Invoice Schedule
(ATTACHMENT VII). The Contractor shall include documentation of services provided, number of units of
services, and the rates for the services provided in conformance with the requirements as described in this
ATTACHMENT I and ATTACHMENT VI. Each deliverable must be received and accepted by the Agency before
payment is made.
3. ATTACHMENT I,Section 3.3.1 is hereby deleted.
This amendment shall be effective February 19, 2016. All provisions in the agreement and any attachments thereto in
conflict with this amendment shall be and are hereby changed to conform with this amendment
All provisions not in conflict with this amendment are still in effect and are to be performed at the level specified in the
agreement.
This amendment and all of its attachments are hereby made a part of this agreement.
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Amendment 002 July 2015 to June 2016 4/26/2016 16.D.8.
IN WITNESS WHEREOF, the parties hereto have caused this 2 page amendment to be executed by their officials there
unto duly authorized.
Recipient: COLLIER COUNTY BOARD OF AREA AGENCY ON AGING FOR SOUTHWEST
COUNTY COMNIIISSIONERS FLORIDA,INC.
gi
SIGNED BY: 111 (� � /'1� ' SIGNED BY:
NAME: STEPHEN Y.CARNELL NAME: MARIANNE G LORINI
TITLE: PUBLIC SERVICES DEPARTMENT HEAD TITLE: PRESIDENT/CEO
DATE: March 21,2016 DATE:
Federal Tax ID: 59-6000-558
Fiscal Year Ending Date: 09/30
Approved as to form and legality
• i At a
Assistant Coun ey
Le
3 iv
2
0
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4/26/2016 16.D.8.
Revised August 2007
Attestation Statement
Agreement/Contract Number 203.15
Amendment Number 002
I, Stephen Y.Carnell attest that no changes or revisions have been made to the
(Recipient/Contractor representative)
content of the above referenced agreement/contract or amendment between the Area Agency on Aging for
Southwest Florida and
Public Services Department Head
(Recipient/Contractor name)
The only exception to this statement would be for changes in page formatting,due to the differences in
electronic data processing media,which has no affect on the agreement/contract content.
)akti.04.,�
March 21.2016
Signature o ecipien ontractor representative Date
Approved as to form and legality
Assistant County Att O� alp
fig\
Revised August 2007
l
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Amendment 001 July 2015 to June 2016 4/26/2016 16.D.8.
AREA AGENCY ON AGING FOR SOUTHWEST FLORIDA,INC.
COMMUNITY CARE FOR THE ELDERLY PROGRAM CONTRACT
COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS
THIS AMENDMENT is entered into between the Area Agency on Aging for Southwest Florida, Inc. ("Agency") and
Collier County Board of County Commissioners("Contractor"),amends agreement CCE 203.15.
The purpose of this amendment is to amend 4. Contract Amount,increase the allocation by$41,690.00,6. Official
Payee and Representatives Contractor Name correction,add Escort and Other Services,and revise ATTACHMENT III
and ATTACHMENT VI,ANNUAL BUDGET and RATE SUMMARY.
Line denotes completion of above summary
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$789,435.00,or the rate schedule,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.
6. Official Payee and Representatives(Names.Addresses.and Telephone Numbers):
The Contractor name,as shown on page 1 of this Collier County Board of County Commissioners
a. contract,and mailing address of the official payee Community and Human Services
to whom the payment shall be made is: 3339 E Tamiami Trail,Building H
Naples,FL 34112
Kimberley Grant,Director
The name of the contact person and street address Collier County Board of County Commissioners
b' where financial and administrative records are do Community and Human Services
3339 E Tamiami Trail,Building H
maintained is: Naples,FL 34112
Kimberly Grant,Director
The name,address,and telephone number of the Collier County Board of County Commissioners
c' representative of the Contractor responsible for do Community and Human Services
administration of the program under this contract 3339 E Tamiami Trail,Building H
is: Naples,FL 34112
(239)252-2273
This amendment shall be effective August 06, 2015. All provisions in the agreement and any attachments thereto in
conflict with this amendment shall be and are hereby changed to conform with this amendment
All provisions not in conflict with this amendment are still in effect and are to be performed at the level specified in the
agreement.
This amendment and all of its attachments are hereby made a part of this agreement.
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Amendment 001 July
IN WITNESS WHEREOF,the parties hereto have caused this 4 page amendment to be executed by their officials there
unto duly authorized.
Recipient: COLLIER COUNTY BOARD OF AREA AGENCY ON AGING FOR SOUTHWEST
COUNTY COMMISSIONERS FLORIDA,INC.
G(141 yl d SIGNED BY: ��"' �• SIGNED BY: m ��'�'�'
NAME: Stephen Y.Carnell NAME: MARIANNE G LORINI
TITLE:Public Services Department Head TITLE: PRESIDENT/CEO
DATE: `l - ( t-- DATE: td/61K
Federal Tax ID: 59-6000-558
Fiscal Year Ending Date: 09/30
Approved as to form and legality
• Assistant County Attorney "AS
PA
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Amendment 001 July 2015 to June 2016 4/26/2016 16.D.8.
ATTACHMENT HI
1. FEDERAL RESOURCES AWARDED TO THE SUBRECIPIENT PURSUANT TO
THIS CONTRACT CONSIST OF THE FOLLOWING:
PROGRAM TITLE FUNDING SOURCE CFDA AMOUNT
TOTAL FEDERAL AWARD
COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES
AWARDED PURSUANT TO THIS CONTRACT ARE AS FOLLOWS: N/A
2. STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS
CONTRACT CONSIST OF THE FOLLOWING:
MATCHING RESOURCES FOR FEDERAL PROGRAMS
PROGRAM TITLE FUNDING SOURCE CFDA AMOUNT
$0
STATE FINANCIAL ASSISTANCE SUBJECT TO Sec.215.97,F.S.
PROGRAM TITLE FUNDING SOURCE CSFA AMOUNT
Community Care for the Elderly General Revenue-Collier 65.010 $ 789,435.00
TOTAL AWARD $ 789,435.00
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED
PURSUANT TO THIS CONTRACT ARE AS FOLLOWS:
STATE FINANCIAL ASSISTANCE
Section 215.97,Fla. Stat.
Chapter 691-5,Fla.Admin.
Code
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Amendment 001 July 2015 to June 2016 4/26/2016 16.D.8.
ATTACHMENT VI
ANNUAL BUDGET SUMMARY
COMMUNITY CARE FOR THE ELDERLY PROGRAM
for
Collier County Board of County Commissioners
Collier
CCE Services $789,435.00
RATE SUMMARY
for
Collier County Board of County Commissioners
Collier County Total Unit Cost Reimbursement Rate-90%
Case Management $60.00 $54.00
Case Aide $33.88 $30.50
Adult Day Care $12.83 $11.55
Chore $23.33 $21.00
Enhanced Chore $30.33 $27.30
Companion $23.33 $21.00
Escort $21.66 $19.50
Skilled Nursing $42.00 $37.80
EARS $ 1.31 $ 1.18
Homemaking $21.50 $19.35
Personal Care $25.67 $23.10
Respite-in-Home $25.67 $23.10
Other $ 2.22 $ 2.00
Home Improvement $Cost Reimbursement 90%Cost Reimbursement
Material Aid $Cost Reimbursement 90% Cost Reimbursement
Specialized Medical Equipment,
Service& Supplies $Cost Reimbursement 90% Cost Reimbursement
Transportation $Cost Reimbursement 90% Cost Reimbursement
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Revised August 2007
Attestation Statement
Agreement/Contract Number 203.15
Amendment Number 001
I, Stephen Y.Carnell ,attest that no changes or revisions have been made to the
(Recipient/Contractor representative)
content of the above referenced agreement/contract or amendment between the Area Agency on Aging for
Southwest Florida and
Public Services Department Head
(Recipient/Contractor name)
The only exception to this statement would be for changes in page formatting,due to the differences in
electronic data processing media,which has no affect on the agreement/contract content.
04117
Signature of Recipient/Contractor representative Date
Approved as to form and legality
Assistant County Attorney `
ti
Revised August 2007
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4/26/2016 16.D.8.
Jul,2015 to June 2016
AREA AGENCY ON AGING FOR SOUTHWEST FLORIDA, INC.
COMMUNITY CARE FOR THE ELDERLY PROGRAM CONTRACT
COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS
THIS CONTRACT is entered into between the Area Agency on Aging for Southwest Florida, Inc. (Agency) and
Collier County Board of County Commissioners (Contractor), and collectively referred to as the "Parties." The term
Contractor for this purpose may designate a Vendor, Subgrantee or Subrecipient.
WITNESSETH THAT:
WHEREAS,the Agency 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 Agency.
NOW THEREFORE, in consideration of the services to be performed and payments to be made,together with the mutual
covenants and conditions hereinafter set forth,the Parties agree as follows:
1. Purpose of Contract
The purpose of this contract is to provide services in accordance with the terms and conditions specified in this contract
including all attachments,forms,exhibits and references incorporated,which constitute the contract document.
2. Incorporation of Documents within the Contract
The contract will incorporate attachments,proposal(s),state plan(s),grant agreements,relevant Department handbooks,
manuals or desk books and Master Contract number HM014,as an integral part of the contract,except to the extent that
the contract explicitly provides to the contrary. In the event of conflict in language among any of the documents
referenced above, the specific provisions and requirements of the contract document(s) shall prevail over inconsistent
provisions in the proposal(s)or other general materials not specific to this contract document and identified attachments.
3. Term of Contract
This contract shall begin at twelve (12:00) A.M., Eastern Standard Time July 1,2015 or on the date the contract has
been signed by the last party required to sign it,whichever is later. It shall end at eleven fifty-nine(11:59)P.M.,Eastern
Standard Time June 30,2016.
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 5747.745.00, or the rate schedule, 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 s. 287.058(1Xg), Florida Statutes,the Agency may renew
the contract for a period not to exceed three years,or the term of the original contract,whichever is longer. The renewal
price,or method for determining a renewal price,is set forth in the bid,proposal,or reply. No other costs for the renewal
may be charged. Any renewal is subject to the same terms and conditions as the original contract and contingent upon
satisfactory performance evaluations by the Agency and the availability of funds.
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6. Official p^rveand Representatives (Nmmx*o.Addresses,and Telephone Nwmbcrmt
_
The Contractor name, as shown on page 1 of this Collier County Housing, Human and Veteran
a. contract, and mailing address of the official payee to Set-vices
3339 STom�umi
whom the payment oh«U bn made is� 'Frail, Building II
� lVup|cx` Fi]4ll2
__
—_ _- ______
Kimberly Grant, Director
Collier County Housing, Human and Veteran Tbo»umcof1heoon(uctpcmoound street address
Services
financial and administrative records are maintained i��
� 9330 2l'uoniu/ni Trail, Building H
Naples, FL 34112
-- _
Kimberly Grant, Director
o. The name, address, and telephone number of the Collier County Housing, Human and Veteran
representative of the Contractor responsible for Services
administration of the program under this contract is: 33]9BTamiumi Trail, Building R
Naples, ]4l )2
(239)252-2273
'
Tammy Rhoades, VP of Finance
The section and location within the Agency where Area Agency on Aging for Southwest Florida, Inc.
-.
Requests for Payment and Receipt and Expenditure 15201 North Cleveland Avenue, Suite 1100
O:I'M s x/r/^ he-mailed ix• North Fort Myers, FL 33903
Marianne Lorin i, Executive Director
e. 7hona�no'ud6nous,ond(o)uphonouumbcrn[�bo �\/eoAgency on/�gbn& for 8outbvvoaty|oddn` Inc.
Con�/���K�unu&cr�«t6i000nbu/�in� l520llNudh Cleveland Avenue, Suite 1100
North Fort Myers, FL 33903
239-652-6900
Upon change of representatives(names, addresses, telephone numbers) by either party, notice shall be provided in
writing to the other party and the notification attached to the originals of th is contract.
7.
This contract and its Attachments, I, III, V1-X and any exhibits referenced in said attachments,together with any
documents incorporated by reference, contain all the terms and conditions agreed upon by the Parties. There are no
provisions, terms, conditions, or obligations other than those contained herein, and this contract shall supersede all
previous communications, representations or agreements, either written or verbal between the Parties.
By signing this contract,the Parties agree that they have read and agree to the entire contract.
IN WITNESS TllGRGOF, dho Parties hereto have caused this contract, to be executed by their undersigned officials as
duly authorized.
Contractor: COLLIER COUNTY BOARD OF AREA AGENCY ON AGING FOR SOUTHWEST
COUNTY COMMISSIONERS
FLORIDA, ���.
_
SIGNED BY: )� ]V�\ / / ' '-� '' '/(
SIGNED BY: ���'/"�-�^/ ~ / i '�' `� --
NAME: Ste°heDYC@[ne|| --� - - NAME: MARIANNE LOKRN'
TITLE: Public Services Department Head TITLE: PRESIDENT/CEO
DATE:. � �~
- . . DATE: = / Y / '
Federal Tax ID: 59-6000558
Fiscal Yoa/' Ending Date: 09/30
��uw�������
2 legality `rL, h
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July 2015 to June 2016 4/26/2016 16.D.8.
INDEX OF ATTACHMENTS
ATTACHMENT I.. 4
ATTACHMENT III .14
ATTACHMENT VI
ANNUAL BUDGET AND RATE SUMMARY 15
ATTACHMENT VII
INVOICE REPORT SCHEDULE 16
ATTACHMENT Viii
REQUEST FOR PAYMENT 17
ATTACHMENT IX
RECEIPT AND EXPENDITURE REPORT 18
ATTACHMENT X
COST REIMBURSEMENT SUMMARY 19
*Attachments II,IV,and V are included by reference in the Master Contract HM014.
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ATTACHMENT I
AREA AGENCY ON AGING FOR SOUTHWEST FLORIDA,INC.
COMMUNITY CARE FOR THE ELDERLY PROGRAM
SECTION I: SERVICES TO BE PROVIDED
1.1. DEFINITIONS OF TERMS AND ACRONYMS
1.1.1 Contract Acronyms
Area Agency on Aging(AAA)
Adult Protective Services(APS)
Adult Protective Services Referral Tracking Tool(ARTT)
Corrective Action Plan(CAP)
Community Care for the Disabled Adult(CCDA) •
Community Care for the Elderly(CCE)
Client Information and Registration Tracking System(CIRTS)
Department of Children and Families(DCF)
Florida Department of Elder Affairs(DOEA)
Florida Statutes(F.S.)
Home Care for Disabled Adults(HCDA)
Planning and Service Area(PSA)
Summary of Programs and Services(SOPS)
1.1.2 Program Specific Terms
Adult Protective Services Referral Tracking Tool: A system designed to track DCF APS referrals to AAAs
and CCE Lead Agencies for victims of second party abuse, neglect, and exploitation who need home and
community-based services as identified by APS staff.
Aging Out: The condition of reaching 60 years of age and being transitioned from the DCF Services, CCDA
or HCDA services to the Agency's community-based services.
Area Plan: A plan developed by the area agency on aging outlining a comprehensive and coordinated service
delivery system in its PSA in accordance with the Section 306 (42 U.S.C.3026)of the Older Americans Act and
Agency and/or Department instructions. The Area Plan includes performance measures and unit rates per
service offered per county.
Area Plan Update: A revision to the Area Plan wherein the area agency on aging enters CCE specific data
in the CIRTS. An update may also include other revisions to the Area Plan as instructed by the Agency
and/or Department.
Department of Elder Affairs Programs and Services Handbook: An official document of the State of
Florida, DOEA. The Handbook includes program policies, procedures, and standards applicable to agencies
which are recipients/providers of DOEA funded programs.An annual update is provided through a Notice of
Instruction.
Functional Assessment: A comprehensive, systematic, and multidimensional review of a person's ability to
remain independent and in the least restrictive living arrangement.
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Notice of Instruction (NOI): The Department's established method to communicate to the Agency
and/or Contractor the requirement to perform a particular task or activity. NOIs are located on the
Department's website at http://el deraffiairs.state.fl.us/doea/nois.phl7.
Program Highlights: Success stories, quotes, testimonials, or human-interest vignettes that are used in the
Summary of Programs and Services to demonstrate how programs and services help elders, families, and
caregivers.
Summary of Programs and Services (SOPS): A document produced by the Department and updated yearly
to provide the public and the Legislature with information about programs and services for Florida's elders.
1.2 GENERAL DESCRIPTION
1.2.1 General Statement
The primary purpose of the CCE Program is to prevent, decrease, or delay premature or inappropriate and
expensive placement of elders in nursing homes and other institutions.
1.2.2 Community Care for the Elderly Mission Statement
The CCE Program assists functionally impaired elderly persons in living as independently as possible in their
own homes or in the homes of relatives or caregivers. The program provides a continuum of care through the
development, expansion, reorganization, and coordination of multiple community-based services to assist
elders to reside in the least restrictive environment suitable to their needs.
1.2.3 Authority
The relevant authorities governing CCE Program are:
(1) Rule 58C-1,Florida Administrative Code;
(2) Sections 430.201 through 430.207, F.S.; and
(3) The Catalog of State Financial Assistance(CSFA)Number 65.010.
1.2.4 Scope of Service
The Contractor is responsible for the programmatic,fiscal,and operational management of CCE. The program
services shall be provided in a manner consistent with and described in the Contractor's Request for Proposal,
RFP, and the Agency's current area plan, and the current DOEA Programs and Services Handbook, which
are hereby incorporated by reference.
1.2.5 Major Program Goals
The major goals of the program are to preserve the independence of elders and prevent or delay more costly
institutional care through a community care service system that provides case management and other in-home
and community services as needed under the direction of a lead agency and provide a continuum of service
alternatives that meet the diverse needs of functionally impaired elders.
1.3 INDIVIDUALS TO BE SERVED
1.3.1 General Eligibility
The CCE Program provides a continuum of services for functionally impaired elders.
1.3.2 Individual Eligibility
In order to receive services under this contract, an applicant must:
(1) Be at least 60 years of age;
(2) Be functionally impaired as determined through the initial comprehensive assessment; and
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(3) Not be dually enrolled in the CCE Program and a Medicaid capitated long-term care program.
1.3.2.1 Targeted Groups
Priority for services provided under this contract shall be given to those eligible persons assessed to be at risk
of placement in an institution or who are abused, neglected or exploited.
SECTION II: MANNER OF SERVICE PROVISION
2.1 SERVICE TASKS
To achieve the goals of the CCE Program, the Contractor shall perform, or ensure that its Subcontractors
perform the following tasks:
(1) Client Eligibility Determination;
(2) Assessment and Prioritization of Service Delivery for New Clients;
(3) Delivery of Services to Eligible Clients;and
(4) Monitoring the performance of Subcontractors.
2.1.1 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 this ATTACHMENT I,Section 1.3.
2.1.1.1 DCF APS Low,Intermediate,and High Risk Referrals Risk Referrals
For DCF APS Low, Intermediate,and High Risk Referrals for individuals who are enrolled in a Medicaid
long-term care program at the time of referral to the Contractor or Subcontractor, the Contractor shall:
(1) Ensure that the intake entity contacts the DCF APS protective investigator and notifies him/her that the
referral was not accepted because the referred individual is enrolled in a Medicaid long-term care
program; and
(2) Ensure that the intake entity notes that the referred individual is enrolled in a Medicaid long-term care
program in the ARTT as the reason for rejection.
2.1.2 Assessment and Prioritization of Service Delivery for New Clients
The Contractor shall ensure the following criteria are used to prioritize new clients in the sequence below for
service delivery. It is not the intent of the Agency to remove existing clients from services in order to
serve new clients being assessed and prioritized for service delivery.
(1) DCF APS High Risk individuals: The Contractor shall ensure that pursuant to Section 430.205(5)(a),
Florida Statutes,those elderly persons who are determined by DCF APS to be victims of abuse, neglect,
or exploitation who are in need of immediate services to prevent further harm, and are referred by APS,
will be given primary consideration for receiving CCE services. As used in this subsection, "primary
consideration" means that an assessment and services must commence within 72 hours after referral to
the Agency or as established in accordance with Agency contracts by local protocols developed between
Agency service Contractors and APS.
• The Contractor shall follow guidelines for DCF APS High Risk referred individuals established in
the APS Operations Manual,which is incorporated by reference.
(2) Imminent Risk individuals: Individuals in the community whose mental or physical health condition has
deteriorated to the degree that self-care is not possible, there is no capable caregiver, and nursing home
placement is likely within a month or very likely within 3 months.
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July 2015 to June 2016
(3) Aging Out individuals: Individuals receiving CCDA and HCDA services through the Department of
Children and Families' Adult Services transitioning to community-based services provided through the
Agency and/or Department when services are not currently available,
(4) Service priority for individuals not included in (1), (2), and (3) above, regardless of referral source, will
be determined through the Agency's functional assessment administered to each applicant, to the
extent funding is available. The Contractor shall ensure that first priority is given to applicants at the
higher levels of frailty and risk of nursing home placement. For individuals assessed at the same priority
and risk of nursing home placement, priority will be given to applicants with the lesser ability to pay for
services.
2.1.2.1 Referrals for Medicaid Waiver Services:
(1) The Contractor must require Subcontractors,through the performance of the client assessment,to identify
potential Medicaid eligible CCE clients and to refer these individuals for application for Medicaid Waiver
services,
(2) The Contractor must require individuals who have been identified as being potentially Medicaid Waiver
eligible to apply for Medicaid Waiver services in order to receive CCE services. These individuals may
only receive CCE services while the Medicaid Waiver eligibility determination is pending. If the client
is found ineligible for Medicaid Waiver services for any reason other than failure to provide required
documentation,then the individual may continue to receive CCE services.
(3) The Contractor must advise individuals who have been identified as being potentially Medicaid Waiver
eligible of the responsibility to apply for Medicaid Waiver services as a condition of receiving CCE
services while the eligibility determination is being processed.
2.1.3 Delivery of Service to Eligible Clients
The Contractor shall ensure the provision of a continuum of services that meet the diverse needs of functionally
impaired elders, The Contractor shall ensure performance and reporting of the following services in accordance
with the current DOEA Programs and Services Handbook, which is incorporated by reference. The services
include the following categories:
(1) Core Services;
(2) Health Maintenance Services;and
(3) Other Support Services.
2.1.3.1 Core Services for Programmatic Operation
The Contractor shall ensure that core services include a variety of home-delivered services,day care services,
and other basic services that are most needed to prevent unnecessary institutionalization. Core services,to be
provided at the unit rate identified in the Area Plan,as updated, include the following:
(1) Adult Day Care; (8) Housing Improvement;
(2) Chore Services; (9) Legal Assistance;
(3) Companionship; (10) Pest Control Services;
(4) Escort; (11) Respite Services;
(5) Financial Risk Reduction; (12) Shopping Assistance; and
(6) Home Delivered Meals; (13) Transportation.
(7) Homemaker;
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2.1.3.2 Health Maintenance Services
The Contractor shall ensure that health maintenance services are routine health services that are necessary to
maintain the health of functionally impaired elders. These services are limited to medical therapeutic services,
non-medical prevention services, personal care services, home health aide services, home nursing services,
and emergency response systems. Typical services to be provided at the unit rate identified in the Area Plan,
as updated, include the following:
(1) Adult Day Health Care; (8) Nutrition Counseling;
(2) Emergency Alert Response; (9) Occupational Therapy;
(3) Gerontological Counseling; (10) Personal Care;
(4) Health Support; (11) Physical Therapy;
(5) Home Health Aide; (12) Skilled Nursing Services;
(6) Medication Management; (13) Specialized Medical Equipment,
(7) Mental Health Counseling/Screening; Services and Supplies; and
(14) Speech Therapy.
2.1.3.3 Other Support Services
The Contractor shall ensure that support services expand the continuum of care options to assist functionally
impaired elders and their caregivers. Support services to be provided at the unit rate identified in the Area
Plan as updated, include the following:
(1) Caregiver Training/Support;
(2) Case Aid;
(3) Case Management;
(4) Intake;
(5) Material Aid; and
(6) Other services, as approved by the Agency.
2.1.4 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 circumstances occur that may result in a delay
for a period of 60 days or more of the initiation of the subcontract or in the performance of the Subcontractor,
the Contractor shall notify the Agency's Contract Manager and the Agency's Chief Financial Officer in
writing of such delay. The Contractor shall not permit a Subcontractor to perform services related to this
agreement without having a binding Subcontractor agreement executed. In accordance with Section 23.1 of
Master Contract,the Agency will not he responsible or liable for any obligations or claims resulting from
such action. The Contractor shall submit a copy of all subcontracts to the Contract Manager within thirty days
of the subcontract being executed,
2.1.5 Monitoring the Performance of Subcontractors
The Contractor shall monitor,at least once per year,each of its Subcontractors,Subrecipients,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 to ensure that time schedules are met, the budget and scope of work are accomplished within the
specified time periods, and other performance goals stated in this contract are achieved,
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2.2 SERVICE TIMES
2.2.1 Service Times
The Contractor shall ensure the availability of services listed in this contract at times appropriate to meet
client service needs, at a minimum during normal business hours. Normal business hours are defined as
Monday through Friday, 8:00 a.m.to 5:00 p.m.
2.3 DELIVERABLES
2.3.1 Service Unit
The Contractor shall ensure the provision of the services described in the contract in accordance with the
current DOEA Programs and Services Handbook and the service tasks described in Section 21
ATTACHMENT VI lists the services that can be performed,the highest reimbursement unit rate,the method
of payment, and the service unit type. Units of service will be paid pursuant to the rate established in the
Area Plan as updated,as shown in ATTACHMENT VI, and approved by the Agency.
2.4 REPORTS
The Contractor shall respond to additional routine and/or special requests for information and reports required
by the Agency in a timely manner as determined by the Contract Manager. The Contractor shall establish
reporting due dates for Subcontractors that permit the Contractor to meet the Agency's reporting
requirements.
2.4.1 Area Plan Update and All Revisions Thereto
The Agency is required to submit an annual Area Plan update wherein the Agency enters CCE-specific data in
the CIRTS.The Contractor may also be required to submit revisions to the Area Plan as instructed by
the Agency and/or Department.
2.4.2 CIRTS Reports
The Contractor shall input CCE-specific data into CIRTS. To ensure CIRTS data accuracy, the Contractor
shall use CIRTS-generated reports which include the following:
(1) Client Reports;
(2) Monitoring Reports;
(3) Services Reports;
(4) Miscellaneous Reports;
(5) Fiscal Reports;
(6) Aging and Disability Resource Center Reports; and
(7) Outcome Measurement Reports.
2.4.4 Program Highlights
The Contractor shall submit Program Highlights referencing specific events that occurred in SFY/FFY 2014-
2015 by September 04,2015. The Contractor shall provide a new success story,quote,testimonial,or human-
interest vignette.The highlights shall be written for a general audience,with no acronyms or technical terms.
For all agencies or organizations that are referenced in the highlight, the Contractor shall provide a brief
description of their mission or role. The active tense shall be consistently used in the highlight narrative, in
order to identify the specific individual or entity that performed the activity described in the highlight. The
Contractor shall review and edit Program Highlights for clarity, readability, relevance, specificity, human
interest,and grammar, prior to submitting them to the Agency.
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2.5 RECORDS AND DOCUMENTATION
The Contractor shall ensure, on a monthly basis,that client and service information is properly collected and
maintained within the CIRTS or any such system designated by the Agency and/or Department.Maintenance
includes valid exports and backups of all data and systems according to Agency and/or Department standards
and the DOEA Programs and Services Handbook.
2.5.1 Policies for Data and Software Backup
Each Contractor and Subcontractor, among other requirements, must anticipate and prepare for the loss of
information processing capabilities. The routine backing up of all data and software is required to recover
from losses or outages of the computer system. Data and software essential to the continued operation of
Contractor functions must be backed up. The security controls over the backup resources shall be as stringent
as the protection required of the primary resources. It is recommended that a copy of the backed up data be
stored in a secure, offsite location. The Contractor shall maintain written policies and procedures for
computer system backup and recovery and shall have the same requirement in its contracts and/or agreements
with Subcontractors. These policies and procedures shall be made available to the Agency,upon request.
2.6 PERFORMANCE SPECIFICATIONS
2.6.1 Outcomes
(1) The Contractor shall ensure services provided under this contract are in accordance with the current
DOEA Programs and Services Handbook.
(2) The Contractor shall timely submit to the Agency all reports described in ATTACHMENT I,
SECTION 2.4 REPORTS;
(3) The Contractor shall timely submit to the Agency all information described in ATTACHMENT I,
SECTION 2.5 RECORDS AND DOCUMENTATION.
2.7 CONTRACTOR'S FINANCIAL OBLIGATIONS
2.7.1 Matching,Level of Effort,and Earmarking Requirement •
The Contractor must provide a match of at least 10 percent of the cost for all CCE services. The match must
be made in the form of cash and/or in-kind resources. At the end of the contract period, all CCE funds
expended must be properly matched. State funds shall not be used to match another state-funded program.
2.7.2 Cost Sharing and Co-Payments
The Agency must ensure Contractors establish annual co-payment goals. The Agency has the option
to withhold a portion of the Contractor's request for payment if goals are not met according to the
Agency and/or Department's co-payment guidelines, in accordance with the current DOEA Programs and
Services Handbook, which is incorporated by reference. Co-payments include only the amounts assessed to
consumers by Contractors or the amounts consumers opt to contribute in lieu of an assessed co-
payment. The consumer's contribution must be equal to or greater than the assessed co-payment. Co-
payments collected in the CCE Program can be used as part of the local match, as detailed above in Section
2.7.1.
2.8 AGENCY RESPONSIBILITIES
2.8.1 Program Guidance and Technical Assistance
The Agency will provide to the Contractor guidance and technical assistance as needed to ensure the
successful fulfillment of the contract by the Contractor.
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2.8.2 Contract Monitoring
The Agency 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 through telephone, in writing, or an
on-site visit. The Agency's determination of acceptable performance shall be conclusive, The Contractor
agrees to cooperate with the Agency in monitoring the progress of completion of the service tasks and
deliverables. The Agency may use, but is not limited to, one or more of the following methods for
monitoring:
(1) Desk reviews and analytical reviews;
(2) Scheduled,unscheduled and follow-up on-site visits;
(3) Client visits;
(4) Review of independent auditor's reports;
(5) Review of third-party documents and/or evaluation;
(6) Review of progress reports;
(7) Review of customer satisfaction surveys;
(8) Agreed-upon procedures review by an external auditor or consultant;
(9) Limited-scope reviews; and
(10) Other procedures as deemed necessary.
SECTION III: METHOD OF PAYMENT
3.1 General Statement of Method of Payment
The method of payment for this contract includes advances and fixed rate for services. Payment may be
authorized for all allowable expenditures to complete the tasks identified in the deliverables, as required by
the agreement. The Contractor shall consolidate all requests for payment from Subcontractors and expenditure
reports that support requests for payment and shall submit to the Agency on ATTACHMENT VIII,
ATTACHMENT IX,and ATTACHMENT X.
3.1.1 Funding Distribution
The Contractor agrees to distribute funds as detailed in the Area Plan update and the Annual Budget Summary,
ATTACHMENT VI to this contract. Any changes in the total amounts of the funds identified on the Budget
Summary form require a contract amendment.
3.2 ADVANCE PAYMENTS
The Contractor may request up to two months of advances at the start of the contract period to cover program
administrative and service costs. The payment of an advance will be contingent upon the sufficiency and
amount of funds released to the Agency and the Department by the State of Florida("budget release"). The
Contractor shall provide the Contract Manager documentation justifying the need for an advance and
describing how the funds will be distributed. The Contractor's requests for advances require the approval of
the Contract Manager. If sufficient budget is available, the Agency will issue approved advance payments
after July 1,2015.
3.2.1 Advance Recoupment
All advance payments made to the Contractor shall be returned to the Agency as follows: one —tenth of
the advance payment received shall be reported as an advance recoupment on each request for payment,
starting with report number five,in accordance with the Invoice Report Schedule,ATTACHMENT VII, The
Contractor may temporarily place advanced funds in a FDIC insured interest bearing account.All interest
earned on advanced funds must be returned to the Agency within 30 days or the end of each quarter of the
contract period.
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3.3 INVOICE SUBMITTAL AND REQUESTS FOR PAYMENT
All Requests For Payment and Receipt and Expenditure Reports submitted to the Agency shall be
submitted using ATTACHMENT VIII, ATTACHMENT IX and Cost Reimbursement Summary
(ATTACHMENT X). The Contractor shall include documentation of services provided,unit of services,and
the rates for the services provided in conformance with the requirements as described in this ATTACHMENT
I and ATTACHMENT VI.
3.3.1 Payment Requests
All payment requests shall be based on the submission of actual monthly expenditure reports beginning with
the first month of the contract.The schedule for submission of advance requests(when available)and invoices
is ATTACHMENT VII.
3.3.2 Payment Withholding
Any payment due by the Agency under the terms of this contract may be withheld pending the receipt and
approval by the Agency of all financial and programmatic reports due from the Contractor and any
adjustments thereto,including any disallowance not resolved as outlined in Section 26 of the Master Contract.
3.3.3 Date for Final Request For Budget Revisions
Final requests for budget revisions or adjustments to contract funds based on expenditures for services,
must be submitted to the Contract Manager no later than June 25,2016.
3.3.4 Date for Final Request for Payment
The final request for payment for expenditures is due to the Agency no Iater than July 25,2016.
3.4 DOCUMENTATION FOR PAYMENT
The Contractor shall maintain documentation to support payment requests that shall be available to the
Agency or authorized individuals,such as Department of Financial Services,upon request.
3.4.1 CIRTS Data Entries for Contractors
The Agency must require Contractors to enter all required data for clients and services in the CIRTS
database per the DOEA Programs and Services Handbook and the CIRTS User Manual —Aging Provider
Network users (located in Documents on the CIRTS Enterprise Application Services). Contractors must
enter this data into the CIRTS prior to submitting their requests for payment and expenditure reports to the
Agency. The Agency shall establish deadlines for submission to assure compliance with due dates for
the requests for payment and expenditure reports that Contractor must submit to the Agency.
3.4.2 Contractors' Monthly CIRTS Reports
The Contractor must run monthly CIRTS reports and verify client and service data in the CIRTS is
accurate. This report must be submitted to the Agency with the monthly request for payment and
expenditure report and must be reviewed by the Agency before the Contractor's request for payment and
expenditure reports can be approved by the Agency.
3.5 REMEDIES FOR NONCONFORMING SERVICES
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 shall only be
delivered to eligible program participants. If the Contractor fails to meet the prescribed quality standards for
services, such services will not be reimbursed under this contract. In addition, any nonconforming goods
(including home delivered meals) and/or services not meeting such standards will not be reimbursed under
this contract. The Contractor's signature on the request for payment form certifies maintenance of supporting
documentation and acknowledgement that the Contractor shall solely bear the costs associated with preparing
or providing nonconforming goods and/or services. The Agency requires immediate notice of any
significant and/or systemic infractions that compromise the quality,security or continuity of services to clients.
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3.6 FINANCIAL CONSEQUENCES
Contractor shall ensure 100% of the deliverables and service tasks identified in this contract are performed
pursuant to contract requirements. If at any time after an initial written notice of deficiency, Contractor is
notified by the Agency's Contract Manager that it has failed to correctly, completely, or adequately
perform the deliverables or service tasks, Contractor will have 10 days to issue a Corrective Action Plan
("CAP") to the Contract Manager that addresses the deficiencies and states how the deficiencies will be
remedied within the specified time period. The Agency shall assess a Financial Consequence for Non-
Compliance on the Contractor for each deficiency identified in the CAP which is not corrected pursuant to the
CAP. The Agency will also assess a Financial Consequence for failure to timely submit a CAP.
3.6.1 Payment Deduction
In the event Contractor fails to correct an identified deficiency within the timeline specified in the CAP, the
Agency shall deduct,from the payment for the invoice of the following month, 1%of the monthly value
of the contract for each day the deficiency is not corrected. If Contractor fails to timely submit a CAP plan,
the Agency shall deduct 1% of the monthly value of the administrative funds in the contract for each day the
CAP is overdue, beginning the l lth day after notification by the contract manager of the deficiency. The
deduction will be made from the payment for the invoice of the following month. If, or to the extent,there is
any conflict between this paragraph and paragraphs 39 and 39.1 of the Master contract, this paragraph shall
have precedence
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ATTACHMENT III
1. FEDERAL RESOURCES AWARDED TO THE SUBRECIPIENT PURSUANT TO THIS CONTRACT
CONSIST OF THE FOLLOWING:
PROGRAM TITLE FUNDING SOURCE CFDA AMOUNT
TOTAL FEDERAL AWARD
COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED PURSUANT
TO THIS CONTRACT ARE AS FOLLOWS: N/A
2. STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS CONTRACT CONSIST OF
THE FOLLOWING:
MATCHING RESOURCES FOR FEDERAL PROGRAMS
PROGRAM TITLE FUNDING SOURCE CFDA AMOUNT
TOTAL STATE AWARD $0
STATE FINANCIAL ASSISTANCE SUBJECT TO Sec.215.97,F.S.
PROGRAM TITLE FUNDING SOURCE CSFA AMOUNT
Community Care for the Elderly General Revenue-Collier 65.010 $747,745.00
TOTAL AWARD $747,745.00
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT TO
THIS CONTRACT ARE AS FOLLOWS:
STATE FINANCIAL ASSISTANCE
Section 215.97, F.S.
Chapter 691-5, Fla. Admin. Code
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ATTACHMENT VI
ANNUAL BUDGET SUMMARY
COMMUNITY CARE FOR THE ELDERLY PROGRAM
for
Collier County Board of County Commissioners
CCE Services $747,745.00
RATE SUMMARY
for
Collier County Board of County Commissioners
RATE SUMMARY
Charlotte County Total Unit Cost Reimbursement Rate-90%
Case Management $60.00 $54.00
Case Aide $33.88 $30.50
Adult Day Care $12.83 $11.55
Chore $2333 $21.00
Enhanced Chore $30.33 $27.30
Companion $23,33 $21.00
Skilled Nursing $42.00 $37.80
EARS $ 1.31 $ 1.18
Homemaking $21.50 $19.35
Personal Care $25.67 $23.10
Respite-in-Home $25.67 $23.10
Home Improvement $Cost Reimbursement 90%Cost Reimbursement
Material Aid $Cost Reimbursement 90% Cost Reimbursement
Specialized Medical Equipment,
Service& Supplies $Cost Reimbursement 90% Cost Reimbursement
Transportation $Cost Reimbursement 90% Cost Reimbursement
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ATTACHMENT VII
INVOICE REPORT SCHEDULE
COMMUNITY CARE FOR THE ELDERLY
Report Number Based On Submit to State on this Date
1 July Advance* July 1
2 August Advance* July 1
3 July Expenditure Report August 9
4 August Expenditure Report September 9
5 September Expenditure Report October 9
6 October Expenditure Report November 9
7 November Expenditure Report December 9
8 December Expenditure Report January 9
9 January Expenditure Report February 9
10 February Expenditure Report March 9
11 March Expenditure Report April 9
12 April Expenditure Report May 9
13 May Expenditure Report June 9
14 June Expenditure Report July 9
15 Final Expenditure Report July 25
16 CIoseout Report August 1
Legend: * Advance based on projected cash need.
Note # I: Report#1 for Advance Basis Agreements cannot be submitted to the Area Agency on Aging for
Southwest Florida, Inc. prior to July 1 or until the agreement with the Agency has been executed
and a copy sent to the Area Agency on Aging for Southwest Florida, Inc. Actual submission of
the vouchers to the Area Agency on Aging for Southwest Florida, Inc. is dependent on the
accuracy of the expenditure report.
Note# 2: All advance payments made to the Contractor shall be returned to the Agency as follows:
one — tenth of the advance payment received shall be reported as an advance recoupment
on each request for payment, starting with report number five. The adjustment shall be
recorded in Part C, Line 1 of the report (ATTACHMENT IX). Report numbers 5 through 14
shall reflect an adjustment of one-tenth of the total advance amount on each of the
reports, repaying advances issued the first two months of the agreement. The adjustment shall
be recorded in Part C, 1 of the report (ATTACHMENT IX).
Note#3: Submission of expenditure reports may or may not generate a payment request. If final
expenditure report reflects funds due back to the Agency,payment is to accompany the
report.
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ATTACHMENT VIII
REQUEST FOR PAYMENT
COMMUNITY CARE FOR THE ELDERLY
RECIPIENT NAME,ADDRESS,PHONE#and FEID# TYPE OF PAYMENT: This Request Period: From:_ w To:__._,____
Regular Contract Period_ ___
Contract#__--_
Advance _ _ Report#_ - -
PSA#_ _
CERTIFICATION: I hereby certify to the best of my knowledge that this request or refund conforms with the terms and the purposes of the above contract.
Prepared by: Date: _ Approved by: __ _ __ Date:_�__�
PART A: BUDGET SUMMARY CCE Admin. CCE Services TOTAL
1.Approved Contract Amount $ 0.00 $ 0.00 $ 0.00
2.Previous Funds Received for Contract Period $ 0.00 $ 0,00 $ 0.00,
3.Contract Balance(line 1 minus line 2) $ 0.00 $ 0.00 $ 0.00
4.Previous Funds Requested and Not Received for Contract Period $ 0.00 $ 0.00 $ 0.00
5,CONTRACT BALANCE(line 3 minus line 4) $ 0.00 $ 0.00 $ 0.00
PART B: CONTRACT FUNDS REQUEST
1.Anticipated Cash Need(1st-2nd months) $ 0.00 $ 0.00 $ 0.00
2.Net Expenditures For Month $ 0.00,$ 0.00 $ 0.0D
(DOEA Form 105C,Part B,Line 4)
3.TOTAL $ 0,00 $ 0.00 $ 0.00
PART C: NET FUNDS REQUESTED
1.Less Advance Applied $ 0,00 $ 0.00 $, 0.00
2.TOTAL FUNDS REQUESTED(Part S Line 3,minus Part C Line 1) $ 0.00 $ 0.00 $ 0.00
List of Services!Units 1 Rates provided-See attached report.
DOEA FORM 106C
Revised 5/4/12
17
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ATTACHMENT IX
RECEIPT AND EXPENDITURE REPORT
COMMUNITY CARE FOR THE ELDERLY
PROVIDER NAME,ADDRESS,PHONE#and FEID# Program Funding: THIS REPORT PERIOD:
From To
CCEAdmin. CONTRACT PERIOD:
CCE Services CONTRACT#
REPORT#
PSA#
CERTIFICATION: I certify to the best of my knowledge and belief that the report is complete and correct and all outlays
herein are for purposes set forth in the contract.
Prepared by: Date: Approved by: Date:
PART :BUDGETED INCOME/ RECEIPTS 1.Approved 2.Actual Receipts 3.Total Receipts 4.Percent of
Budget For This Report Year to Date Approved Budget
1.State Funds $0.00 $0.00 $0.00 #DIV/01
2. Program Income $0.00 $0.00 $0.00 #DIV/01
3. Local Cash Match $0.00 $0.00 $0.00 #DIV/01
4.SUBTOTAL:CASH RECEIPTS
5. Local In-Kind Match
6.TOTAL RECEIPTS $0.00 $0.00 $0.00 #DIV/01
PART B:EXPENDITURES 1.Approved 2.Expenditures 3.Expenditures 4.Percent of
Budget For This Report Year to Date Approved Budget
1.Administrative Services $0.00 $0.00 $0.00 #DIV/01
2. Service Subcontractor(s) $0.00 $0.00 $0.00 #DIV/Ol
3.Adult Protective Services $0.00 $0.00 $0.00 #DIV/0!
4.TOTAL EXPENDITURES $0.00 $0.00 $0.00 #DIV/01
PART C:OTHER REVENUE AND EXPENDITURES II. Interest: III.Advance Recouped
I. Program Income(P1) 1.Earned on GR Advance$ $
1. CCE:PI Collected YTD $ 2. Return of GR Advance $
(Includes fees collected) 3. Other Earned $
PART D:CO-PAYMENTS CURRENT MONTH YEAR-TO-DATE
1.Total of Co-payments assessed $ $
2. Total of Co-payments collected $ $
(For Tracking Purposes only)
DOEA FORM 105C
Revised 5/25/2010
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July 2015 to June 2016 ``D`V''"
ATTACHMENT X
Cost Reimbursement Summary
Contract#
Report(invoice) Number:
Budget Number of
Category Description units Service Date Amount
0
TOTAL ADMINISTRATION $0.00
N
N
C
a
w
1 -
TOTAL EXPENSES $0,00.
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Revised August 2007
Attestation Statement
Agreement/Contract Number CCE 203.15
Amendment Number
I, Stephen Y,Camel ,,attest that no changes or revisions have been made to the
(Recipient/Contractor representative)
content of the above referenced agreement/contract or amendment between the Area Agency on Aging for
Southwest Florida and
Public Services Department Head
(Recipient/Contractor name)
The only exception to this statement would be for changes in page formatting,due to the differences in
electronic data processing media,which has no affect on the agreement/contract content.
/ i (-)7'01
C) C 4,ft,, / g4
Signature of Recipient Contract •representative Date
Approved as to form and legality
Assistant County Attorney
Revised August 2007
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Amendment.002 July 2015 to June 2016 GVJ.i JAMB
AREA AGENCY ON AGING FOR SOUTHWEST FLORIDA,INC.
HOME CARE FOR THE ELDERLY PROGRAM CONTRACT
COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS
THIS AMENDMENT is entered into between the Area Agency on Aging for Southwest Florida, Inc. ("Agency") and
Collier County Board of County Commissioners("Contractor"),amends agreement HCE 203.15.
The purpose of this amendment is to amend contractual language in ATTACHMENT I.
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.ATTACHMENT I, Section 3.2 is hereby replaced.
3.2 ADVANCE PAYMENTS
The Contractor may request up to two months of advances at the start of the contract period, to cover program
administrative and service costs. The payment of an advance will be contingent upon the sufficiency and amount of
funds released to the Agency and the Department by the State of Florida ("budget release"). The Contractor shall
provide the Contract Manager documentation justifying the need for an advance and describing how the funds will be
distributed. The Contractor's requests for advances require the approval of the Contract Manager and if sufficient budget
is available, the Agency will issue approved advance payments after July 1, the beginning of the contract term. The
schedule for submission of advance requests(when available)is ATTACHMENT VII to this contract.
2. ATTACHMENT I, Section 3.3 is hereby replaced.
3.3 INVOICE SUBMITTAL AND REQUESTS FOR PAYMENT
All Requests for Payment and Receipt and Expenditure Reports submitted to the Agency shall be submitted using
ATTACHMENT VIII, and ATTACHMENT IX, and shall be in in accordance with the Invoice Schedule
(ATTACHMENT VII). The Contractor shall include documentation of services provided, number of units of services,
and the rates for the services provided in conformance with the requirements as described in this ATTACHMENT I and
ATTACHMENT VI.Each deliverable must be received and accepted by the Agency before payment is made.
3. ATTACHMENT I, Section 3.3.1 is hereby deleted.
This amendment shall be effective February 19, 2016. All provisions in the agreement and any attachments thereto in
conflict with this amendment shall be and are hereby changed to conform with this amendment
All provisions not in conflict with this Amendment are still in effect and are to be performed at the level specified in the
contract.
This Amendment and all its attachments are hereby made part of the contract.
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Amendment.002 July 2015 to June 2016 4/26/2016 16.D.8.
IN WITNESS THEREOF,the Parties hereto have caused this 1 page amendment,to be executed by their undersigned
officials as duly authorized; and agree to abide by the terms, conditions and provisions of this HCE contract as
amended. This Amendment is effective on the last date the Amendment has been signed by both Parties.
Contractor: COLLIER COUNTY BOARD AREA AGENCY ON AGING FOR
OF COUNTY COMMISSIONERS SOUTHWEST FLORIDA,INC.
SIGNED BY: SIGNED BY:
NAME: Stephen Y. Carnell NAME: MARIANNE G LORINI
TITLE: Public Services Department Head TITLE: PRESIDENT/CEO
DATE: March 21. 2016 DATE:
Federal Tax ID: 59-6000558
Fiscal Year Ending Date: 09/30
Approved as to form and legality
Assistant County A `
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Revised August 2007
Attestation Statement
Agreement/Contract Number: HCE 203.15
Amendment Number 002
I, Stephen Y.Carnell ,attest that no changes or revisions have been made to the
(Recipient/Contractor representative)
content of the above referenced agreement/contract or amendment between the Area Agency on Aging for
Southwest Florida and
Public Services Department Head
(Recipient/Contractor name)
The only exception to this statement would be for changes in page formatting,due to the differences in
electronic data processing media,which has no affect on the agreement/contract content.
March 21,2016
Signature t Recipe Contractor r presentative Date
Appru\VC f.,
AP
Revised August 2007
® I.
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9 RI.D GVJ.1J.V V 1.
AREA AGENCY ON AGING FOR SOUTHWEST FLORIDA,INC.
HOME CARE FOR THE ELDERLY PROGRAM CONTRACT
COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS
THIS AMENDMENT is entered into between the Area Agency on Aging for Southwest Florida, Inc. ("Agency") and
Collier County Board of County Commissioners("Contractor"),amends agreement HCE 203.15.
The purpose of this amendment is to amend contractual language.
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. ATTACHMENT I,Section 2.1.3.1.1 is hereby replaced.
2.1.3.1.1 Calculating the Basic Subsidy
The Basic Subsidy shall be based on the financial status of the client receiving care. In the event that
both a husband and wife are clients,their combined financial status shall be used to determine the amount of
the Basic Subsidy. The Contractor shall ensure the Basic Subsidy is calculated in accordance with the
current DOEA Programs and Services Handbook, Chapter 7, Section III, Item C.2., Basic Subsidy
Amount.
Department of Elder Affairs Programs&Services Handbook may be found at the following link:
Http://elderaffairs.state.fl.us/doea/nois.php
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 be performed at the level specified
in the contract.
This Amendment and all its attachments are hereby made part of the contract.
IN WITNESS THEREOF, the Parties hereto have caused this 1 page amendment, to be executed by their
undersigned officials as duly authorized;and agree to abide by the terms,conditions and provisions of this HCE
contract as amended. This Amendment is effective on the last date the Amendment has been signed by both
Parties.
Contractor: COLLIER COUNTY.BOARD AREA AGENCY ON AGING FOR
OF COUNTY CO MISSIONERS SOUTHWEST FLORIDA,INC..
SIGNED BY: • 9 SIGNED BY: %/'7tietA .[— ,l/
NAME: STEPHEN Y. CARNELL NAME: MARIANNE G LORINI
TITLE: PUBLIC SERVICES DEPARTMENT HEAD TITLE: PRESIDENT/CEO
DATE: February 5. 2016 DATE: Q/l.214o
Federal Tax ID: 59-6000558 Approved as to form and legality
Fiscal Year Ending Date: 09/30
1 \C'-KA
stant County ; . ev �0
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Revised August 2007
Attestation Statement
Agreement/Contract Number: HCE 203.15
Amendment Number 001
I, Stephen Y Carnell ,attest that no changes or revisions have been made to the
(Recipient/Contractor representative)
content of the above referenced agreement/contract or amendment between the Area Agency on Aging for
Southwest Florida and
Public Services Department Head
(Recipient/Contractor name)
The only exception to this statement would be for changes in page formatting,due to the differences in
electronic data processing media,which has no affect on the agreement/contract content.
4 ■
fit February 5,2016
Signature Recip> (/Contractor representative Date
Approved as to form and legality
1 �.G•
Assistant County A ttlieY
Revised August 2007
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AREA AGENCY ON AGING FOR SOUTHWEST FLORIDA,INC.
HOME CARE FOR THE ELDERLY PROGRAM CONTRACT
COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS
THIS CONTRACT is entered into between the Area Agency on Aging for Southwest Florida, Inc. (Agency) and
Collier County Board of County Commissioners (Contractor), and collectively referred to as the "Parties." The term
Contractor for this purpose may designate a Vendor, Subgrantee or Subrecipient.
WITNESSETH THAT:
WHEREAS,the Agency 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 Agency.
NOW THEREFORE, in consideration of the services to be performed and payments to be made,together with the mutual
covenants and conditions hereinafter set forth,the Parties agree as follows:
1. Purpose of Contract
The purpose of this contract is to provide services in accordance with the terms and conditions specified in this contract
including all attachments, forms,exhibits and references incorporated,which constitute the contract document,
2. Incorporation of Documents within the Contract
The contract will incorporate attachments,proposal(s),state plan(s),grant agreements,relevant Department handbooks,
manuals or desk books and Master Contract number HM014,as an integral part of the contract,except to the extent that
the contract explicitly provides to the contrary. In the event of conflict in language among any of the documents
referenced above, the specific provisions and requirements of the contract document(s) shall prevail over inconsistent
provisions in the proposal(s)or other general materials not specific to this contract document and identified attachments.
3. Term of Contract
This contract shall begin at twelve (12:00) A.M., Eastern Standard Time July 1,2015 or on the date the contract has
been signed by the last party required to sign it,whichever is later. It shall end at eleven fifty-nine(11:59) P.M.,Eastern
Standard Time June 30,2016.
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 549.250.00,or the rate schedule,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 s. 287.058(1)(g),F.S.,the Agency may renew the contract for
a period not to exceed three years, or the term of the original contract,whichever is longer. The renewal price, or
method for determining a renewal price, is set forth in the bid, proposal, or reply. No other costs for the renewal may
be charged. Any renewal is subject to the same terms and conditions as the original contract and contingent upon
satisfactory performance evaluations by the Agency and the availability of funds.
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6. If P ' ,n I _. n i _res Addr ses IT leAh,ne m s
The Contractor Warne,as shown on page I of d7is Collier County Housing,Human and Veteran
Services
contract,and mailing address of the official payee to 3339 E Tamiami Trail,Building H
a. whom the payment shall be made is: Naples,FL 34112
Kimberly Grant,Director
The name of the contact person and street address where Collier County Housing, Human and Veteran
b' financial and administrative records are maintained is: Services
3339 E Tamiami Trail, Building H
Naples, FL 34112
Kimberly Grant, Director
The name,address,and telephone number of the Collier County Housing, Human and Veteran
e' representative of the Contractor responsible for Services
administration of the program under this contract is: 3339 E Tamiami Trail,Building H
Naples, FL 34112
(239)252-2273
Tammy Rhoades, VP of Finance
d The section and location within the Agency where Area Agency on Aging for Southwest Florida, Inc.
Requests for Payment and Receipt and Expenditure 15201 North Cleveland Avenue, Suite 1 100
forms are to be mailed is: North Fort Myers, FL 33903
Marianne Lorini,Executive Director
e. The name,address,and telephone number of the Area Agency on Aging for Southwest Florida,Inc.
Contract Manager for this contract is: 15201 North Cleveland Avenue, Suite 1100
North Fort Myers,FL 33903
239-652-6900
Upon change of representatives(names,addresses,telephone numbers)by either party,notice shall be provided in
writing to the other party and the notification attached to the originals of this contract.
7. All Terms and Conditions Included;
This contract and its Attachments, I, Hl, VI—X,and any exhibits referenced in said attachments,together with any
documents incorporated by reference, contain all the terms and conditions agreed upon by the Parties. There are no
provisions, terms, conditions, or obligations other than those contained herein, and this contract shall supersede all
previous communications,representations or agreements,either written or verbal between the Parties.
By signing this contract,the Parties agree that they have read and agree to the entire contract.
IN WITNESS THEREOF,the Parties hereto have caused this contract,to be executed by their undersigned officials as
duly authorized.
Contractor: COLLIER COUNTY BOARD OF AREA AGENCY ON AGING FOR
COUNTY COMMISSIO` ERS SOUTHWEST FLORIDA,INC.
,)/7//fif,
SIGNED BY P► `) 1 SIGNED BY
NAME: `� { � ` �iti � V' NAME: MARIANNE G LORINI
, xQ.1 i C � JY TITLE: PRESIDENT/CEO
DATE: W DATE:.
Federal Tax ID: 59-6000558
Fiscal Year Ending Date: 09/30 Approved as to iornr atra legality
—
2 _Assistant County At, ;cy
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INDEX OF ATTACHMENTS
ATTACHMENT I ,4
ATTACHMENT III .13
ATTACHMENT VI
HOME CARE FOR THE ELDERLY ANNUAL BUDGET AND RATE SUMMARY 14
ATTACHMENT VII
HOME CARE FOR THE ELDERLY INVOICE REPORT SCHEDULE 15
ATTACHMENT VIII
REQUEST FOR PAYMENT 16
ATTACHMENT IX
RECEIPT AND EXPENDITURE REPORT 17
ATTACHMENT X
COST REIMBURSEMENT SUMMARY .18
*Attachments II,IV,and V are included by reference in the Master Contract HM014.
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ATTACHMENT I
AREA AGENCY ON AGING FOR SOUTHWEST FLORIDA, INC.
HOME CARE FOR THE ELDERLY PROGRAM
SECTION I: SERVICES TO BE PROVIDED
1.1 DEFINITION OF CONTRACT TERMS AND ACRONYMS
1.1.1 Definitions of Acronyms
Corrective Action Plan(CAP)
Community Care for Disabled Adults(CCDA)
Community Care for the Elderly(CCE)
Client Information and Registration Tracking System(CIRTS)
Department of Children and Families(DCF)
Florida Department of Elder Affairs (DOEA)
Florida Statutes(F.S.)
Home Care for Disabled Adults(HCDA)
Home Care for the Elderly(HCE)
Institutional Care Program(ICP)
Planning and Service Area(PSA)
Summary of Programs and Services(SOPS)
1.1.2 Program Specific Terms
Aging Out: The condition of reaching 60 years of age and being transitioned from DCF Services, CCDA or
HCDA services to the Agency's and/or Department's community-based services.
Area Plan: A plan developed by the area agency on aging outlining a comprehensive and coordinated service
delivery system in its PSA in accordance with the Section 306(42 U.S.C. 3026)of the Older Americans Act
and Department instructions. The Area Plan includes performance measures and unit rates per service offered
per county.
Area Plan Update: A revision to the Area Plan wherein the area agency on aging enters HCE program specific
data in the CIRTS. An update may also include other revisions to the Area Plan as instructed by the Agency
and/or Department.
Department of Elder Affairs Programs and Services Handbook: An official document of DOEA. Handbook
includes program policies,procedures, and standards applicable to agencies which are recipients/providers of
DOEA funded programs. An annual update is provided through a Notice of Instruction.
Functional Assessment: A comprehensive, systematic,and multidimensional review of a person's ability to
remain independent and in the least restrictive living arrangement.
Notice of instruction(NOT):The Department's established method to communicate to the Agency and/or
Contractor the requirement to perform a particular task or activity.NOls are located on the Department's
website at http://elderaffairs.state.fl.us/doea/nois.php.
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Summary of Programs and Services(SOPS): A document produced by the Department and updated
yearly to provide the public and the Legislature with information about programs and services for
Florida's elders.
1.2 GENERAL DESCRIPTION
1.2.1 General Statement
Area Agencies on Aging may contract with CCE lead agencies or other case management entities for the
provision of the HCE program, Approved caregivers receive a Basic Subsidy to reimburse some of their
expenses each month for caring for the consumer and may receive a Special Subsidy for other necessary
services and essential supplies.Caregivers may be approved for up to three HCE clients in their home.
1.2.2 Home Care for the Elderly Program Mission Statement
The HCE Program supports family-style living arrangements, on a non-profit basis, as an alternative to nursing
homes or other institutional care. Through the program,a caregiver for 3 or fewer elders,living in a private home,
provides basic services of maintenance and supervision, as well as coordinating other necessary specialized
services.
1.2.3 Authority
The relevant authority governing the HCE program includes:
(1) Rule Chapter 58H-1,Florida Administrative Code;
(2) Sections 430.601, 430.602,430.603, 430.604, 430.605,430.606,430.608, F.S.; and
(3) The Catalog of State Financial Assistance(CSFA)Number 65.001.
1.2.4 Scope of Service
The Contractor is responsible for the programmatic,fiscal and operational management of HCE.The program
services shall be provided in a manner consistent with and described in the Contractor's Request for Proposal,
RFP,and the Agency's current Area Plan as updated,and the current Department of Elder Affairs OEA
Programs and Services Handbook,which are incorporated by reference.
1.2.5 Major Program Goals
The major goals of the HCE program are to ensure that:
(1) Basic Subsidy is provided to the caregiver of each client,and;
(2) Special Subsidy is provided when essential to the well-being of the client.
1.3 INDIVIDUALS TO BE SERVED
1.3.1 General Eligibility
The HCE program serves elders age 60 and older at risk of placement in a nursing home or other institutional
settings who can remain in a family-style setting through the provision of subsidies.
1.3.2 Client Eligibility
Clients eligible to receive services under this contract must:
(1) Be 60 years of age or older;
(2) Have income no greater than the ICP standard;
(3) Meet the ICP asset limitation;
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(4) Be at risk of nursing home placement;
(5) Have an approved adult caregiver living in the home with them who is willing and able to provide care
or assist in arranging for care; and
(6) Not be enrolled in a Medicaid capitated long-term care program.
1.3.3 Caregiver Eligibility
Caregivers eligible to receive services under this contract must:
(1) Be at least 18 years of age;
(2) Be capable of providing a family-type living environment;
(3) Be a relative or a friend who has been accepted by the client as a surrogate family, or is a
responsible adult with whom the client has made an arrangement to provide home care services;
(4) Be willing to accept responsibility for the social, physical,and emotional needs of the care recipient;
(5) Be physically present and live in the home to provide supervision and to assist in arrangement of
services for the client;
(6) Maintain the residential dwelling free of conditions that pose an immediate threat to the life,
safety, health and well-being of the home care client; and
(7) Be without record of conviction of abuse,neglect or exploitation of another person.
1.3.4 Targeted Groups
Priority for services provided under this contract shall be given to those eligible persons assessed to be at
risk of placement in an institution.
SECTION II: MANNER OF SERVICE PROVISION
2.1 SERVICE TASKS
To achieve the goals of the I-ICE program,the Contractor shall perform or ensure that its Subcontractors
perform the following tasks:
(1) Client Eligibility Determination;
(2) Assessment and Prioritization of Service Delivery for New Clients;
(3) Delivery of Services to Eligible Clients; and
(4) Monitoring the performance of its Subcontractors.
2.1.1. 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 in ATTACHMENT I, Section 1.3.
2.1.2 Assessment and Prioritization of Service Delivery for New Clients
The Contractor shall ensure the following criteria are used to prioritize new clients for service delivery. It is not
the intent of the Agency to remove existing clients from any services in order to serve new clients being
assessed and prioritized for service delivery.
(1) Imminent Risk individuals: Individuals in the community whose mental or physical health condition
has deteriorated to the degree that self-care is not possible, there is no capable caregiver, and nursing
home placement is likely within a month or very likely within 3 months.
(2) Aging Out individuals: Individuals receiving CCDA and HCDA services through the Department
of Children and Families' Adult Services transitioning to community-based services provided through
the Agency and/or Department when services are not currently available.
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(3) Service priority for individuals not included in (1) and (2) above, regardless of referral source, will
he determined through the Agency's functional assessment administered to each applicant, to the extent
funding is available. The Contractor shall ensure that first priority is given to applicants at the higher
levels of frailty and risk of nursing home placement.
2.1.3 Delivery of Services to Eligible Clients
The Contractor shall ensure the provision of a continuum of services that meet the diverse needs of the
functionally impaired elders and their caregivers. The Contractor shall ensure Basic Subsidy and Special
Subsidy services are performed in accordance with the current Department of Elder Affairs Programs and
Services Handbook.
2.1.3.1 Basic Subsidy
The Basic Subsidy is a cash payment made to an approved caregiver each month to reimburse some
expenses incurred in caring for the client.The Basic Subsidy is provided for support and maintenance of the care
recipient, including housing, food, clothing,and medical costs not covered by Medicaid,Medicare or any other
insurance. A Basic Subsidy shall be paid to approved caregivers when the client is in the home for any part of
the month. If the client is hospitalized or in any other temporary institution for 30 days or less, the full Basic
Subsidy shall be provided to the caregiver as if the client were in the home.
2.1.3.1.1 Calculating the Basic Subsidy
The Basic Subsidy shall be based on the financial status of the client receiving care. In the event that both a
husband and wife are clients, their combined financial status shall be used to determine the amount of the
Basic Subsidy. The Contractor shall ensure the Basic Subsidy is calculated in accordance with the current
DOEA Programs and Services Handbook.
2.1.3.2 Special Subsidy Services
Though every eligible HCE client receives a Basic Subsidy, Special Subsidy payments are pre-authorized
and are based on additional specialized medical or health care services, supplies or equipment needed to
. maintain the health and well-being of the individual elder. The Special Subsidy for additional medical support
and special services is a cash payment to reimburse the costs of any other service or special care not covered
by Medicaid, Medicare, or private insurance when these services are determined to be essential to maintain
the well-being of the home care recipient. A Special Subsidy shall be paid to the approved caregivers when
the client is in the home for any part of the month. Special Subsidy Services may be authorized through a
vendor agreement. All Special Subsidy services must be performed in accordance with the Department of
Elder Affairs Programs and Services Handbook. Special Subsidy services include:
Service Unit of Service _
Adult Day Care Housing Improvement Hour
Adult Day Health Care Occupational
Caregiver Training/Support Therapy Other
Chore Outreach
Chore(Enhanced) Personal Care
Counseling(Gerontological) Physical
Counseling(Mental Therapy
Health/Screening) Respite(Facility Based or In-Home)
Home Health Aide Service Skilled Nursing Services Speech
Homemaker Therapy
Home Delivered Meals Meal
Material Aid Episode
Other
Specialized Medical Equipment, Services and Supplies
Transportation One-Way Trip
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2.1.3.3 Access to and Coordination of Services
The Contractor shall ensure,through case management and case aide services,that the HCE clients' needs are
documented and needed services are planned, arranged and coordinated for the client and caregiver.
2.1.4 Use of Subcontractors
If this contract involves the use of a Subcontractor or a third party, then the Contractor shall not delay
the implementation of its agreement with the Subcontractor. If any circumstances occur that may result in
a delay for a period of 60 days or more of the initiation of the subcontract or in the performance of the
Subcontractor, the Contractor shall notify the Contract Manager and the Agency's Chief Financial
Officer in writing of such delay. The Contractor shall not permit a Subcontractor to perform services
related to this agreement without having a binding Subcontractor agreement executed. In accordance
with Section 23.1 of the Master Contract, the Agency will not be responsible or liable for any
obligations or claims resulting from such action. The Contractor shall submit a copy of all subcontracts
to the Contract Manager within thirty days of the subcontract being executed.
2.1.5 Monitoring the Performance of Subcontractors
The Contractor shall monitor at least once per year each of its Subcontractors, Subrecipients, 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 to ensure that time schedules are met, the budget and scope of work are
accomplished within the specified time periods, and other performance goals stated in this contract are
achieved.
2.2 SERVICE TIMES
2.2.1 Service Times
The Contractor shall ensure the availability of the services listed in this contract at times appropriate to
meet client service needs, at a minimum, during normal business hours, Normal business hours are
defined as Monday through Friday, 8:00 a.m. to 5:00 p.m.
2.3 DELIVERABLES
2.3.1 Service Unit
The Contractor shall ensure the provision of the services described in the contract, and the service tasks
described in Section 2.1, are in accordance with the current Department of Elder Affairs Programs and
Services Handbook. ATTACHMENT VI' lists the services that can be performed, the highest
reimbursement unit rate, the method of payment, and the service unit type. Units of service will be paid
pursuant to the rate established in the Area Plan as updated and shown in ATTACHMENT VI and
approved by the Agency.
2.4 REPORTS
The Contractor shall respond to additional routine and/or special requests for information and reports required
by the Agency in a timely manner as determined by the Contract Manager. The Contractor shall establish
reporting due dates for Subcontractors that permit the Contractor to meet the Agency's reporting
requirements.
2.4.1 Area Plan Update and All Revisions Thereto
The Agency is required to submit an annual Area Plan update wherein the Agency enters I-ICE-specific
data in the CIRTS. The Contractor may also be required to submit revisions to the Area Plan as instructed by
the Agency and/or Department.
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2.4.2 CIRTS Reports
The Contractor shall input HCE-specific data into CIRTS. To ensure CIRTS data accuracy, the Contractor
shall use CIRTS-generated reports which include the following:
(1) Client Reports;
(2) Monitoring Reports;
(3) Services Reports;
(4) Miscellaneous Reports;
(5) Fiscal Reports;
(6) Aging and Disability Resource Center Reports; and
(7) Outcome Measurement Reports.
2.4.3 Program Highlights
The Contractor shall submit Program Highlights referencing specific events that occurred in SFY/FFY 2014-
201 5 by September 04,2015. The Contractor shall provide a new success sto►y, quote,testimonial,or human-
interest vignette. The highlights shall be written for a general audience,with no acronyms or technical terms.
For all agencies or organizations that are referenced in the highlight,Contractor shall provide a brief description
of their mission or role.The active tense shall be consistently used in the highlight narrative,in order to identify
the specific individual or entity that performed the activity described in the highlight. The Contractor shall
review and edit Program Highlights for clarity,readability,relevance,specificity,human interest,and grammar,
prior to submitting them to the Agency.
2.5 RECORDS AND DOCUMENTATION
The Contractor shall ensure the collection and maintenance of client and service information, on a monthly
basis, from the CIRTS or any such system designated by the Agency. Maintenance includes valid exports and
backups of all data and systems according to Agency standards.
15.1 Policies for Data and Software Backup
The Contractor and each Subcontractor,among other requirements,must anticipate and prepare for the loss of
information processing capabilities. The routine backing up of all data and software is required to recover
from losses or outages of the computer system. Data and software essential to the continued operation of
Contractor functions must be backed up. The security controls over the backup resources shall be as stringent
as the protection required of the primary resources. A copy of the backed up data shall be stored in a secure,
offsite location. The Contractor shall maintain written policies and procedures for computer system backup
and recovery, and shall have the same requirement in its contracts and/or agreements with Subcontractors.
These policies and procedures shall be made available to the Agency upon request.
2.6 PERFORMANCE SPECIFICATIONS
2.6.1 Outcomes
(1) The Contractor shall ensure services provided under this contract are in accordance with the current DOEA
Programs and Services Handbook;
(2) The Contractor shall timely submit to the Agency all reports described in ATTACHMENT I,
SECTION 2.4,REPORTS; and
(3) The Contractor shall timely submit to the Agency all information described in ATTACHMENT I,
SECTION 2.5,RECORDS AND DOCUMENTATION.
2.7 CONTRACTOR'S FINANCIAL OBLIGATIONS
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Subsidy payments for each client and for the program must be maintained within the amount of program.
funding available.
2.8 AGENCY RESPONSIBILITIES
2.8.1 Program Guidance and Technical Assistance
The Agency will provide to the Contractor guidance and technical assistance, as needed, to ensure the
successful fulfillment of the contract by the Contractor.
2.8.2 Contract Monitoring
The Agency 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 through telephone, in writing,or an
onsite visit. The Agency's determination of acceptable performance shall be conclusive. The Contractor
agrees to cooperate with the Agency in monitoring the progress of completion of the service tasks and
deliverables. The Agency may use, but is not limited to, one or more of the following methods for
monitoring:
(1) Desk reviews and analytical reviews;
(2) Scheduled,unscheduled and follow-up on-site visits;
(3) Client visits;
(4) Review of independent auditor's reports;
(5) Review of third-party documents and/or evaluation;
(6) Review of progress reports;
(7) Review of customer satisfaction surveys;
(8) Agreed-upon procedures review by an external auditor or consultant;
(9) Limited-scope reviews; and
(10) Other procedures as deemed necessary.
SECTION III: METHOD OF PAYMENT
3.1 GENERAL STATEMENT OF METHOD OF PAYMENT
The method of payment for this contract includes advances and fixed rates for services. Payment may be
authorized for all allowable expenditures to complete the tasks identified in the deliverables, as required by
the agreement. The Contractor shall consolidate all requests for payment from Subcontractors and Expenditure
Reports that support requests for payment and shall submit to the Agency on ATTACHMENT VIII,
ATTACHMENT IX, and ATTACHMENT X.
3.1.1 Funding Distribution
The Contractor agrees to distribute funds as detailed in the Area Plan update and ATTACHMENT VI. To
request a budget line item change between the budget categories of Case Management and Subsidies, the
Contractor must submit the request in writing with a revised contract budget and receive written approval from
the Agency's Contract Manager. Any changes in the total amounts of the funds identified on the
ATTACHMENT VI form require a contract amendment.
3.2 ADVANCE PAYMENTS
The Contractor may request up to two months of advances at the start of the contract period to cover
service costs. The payment of an advance will be contingent upon the sufficiency and amount of funds released
to the Agency and/or Department by the State of Florida("budget release"). The Contractor shall provide the
Contract Manager documentation justifying the need for an advance and describing how the funds will be
distributed. The Contractor's requests for advances require the approval of the Contract Manager. If sufficient
budget is available, the Agency will issue approved advance payments after July 1,2015.
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3.2.1 Advance Recoupment
All advance payments made to the Contractor shall be returned to the Agency as follows: one-tenth of the
advance payment received shall be reported as advance recoupment on each request for payment, starting with
report number 5, in accordance with ATTACHMENT VII to this contract. The Contractor may temporarily
place advanced funds into an FDIC insured interest bearing account. All interest earned on advanced funds
must be returned to the Agency within 30 days of the end of each quarter of the contract period.
3.3 INVOICE SUBMITTAL AND REQUESTS FOR PAYMENT
All Requests For Payment and Receipt and Expenditure Reports submitted to the Agency shall be submitted
using ATTACHMENT VIII,ATTACHMENT IX and Cost Reimbursement Summary(ATTACHMENT X).
The Contractor shall include documentation of services provided, unit of services,and the rates for the services
provided in conformance with the requirements as described in this ATTACHMENT I.
3.3.1 Payment Requests
All payment requests shall be based on the submission of actual monthly expenditure reports beginning with
the first month of the contract. The schedule for submission of advance requests and invoices is
ATTACHMENT VII to this contract.
3.3.2 Payment Withholding
Any payment due by the Agency under the terms of this contract may be withheld pending the receipt and
approval by the Agency of all financial and programmatic reports due from the Contractor and any
adjustments thereto, including any disallowance not resolved as outlined in section 26 of Master Contract.
3.3.3 Date For Final Request For Budget Revisions
Final requests for budget revisions or adjustments to contract funds based on expenditures for services, must be
submitted to the Contract Manager no later than June 25, 2016.
3.3.4 Date for Final Request for Payment
The final request for payment is due to the Agency no later than August 1,2016.
3.4 DOCUMENTATION FOR PAYMENT
The Contractor shall maintain documentation to support payment requests that shall be available to the
Agency, or authorized individuals,such as Department of Financial Services,upon request.
3.4.1 HCE Subsidy Data Entries Schedule
The Contractor must ensure all data for HCE subsidies are entered in the CIRTS by the 15th of each month.
HCE subsidy data entered into the CIRTS by the 15th of the month will be for payments incurred between the
16th of the previous month and the 15th of the current month. Case management data entered into the CIRTS
by the 9th of the month shall be for units of service provided during the previous month from the 1st and up to
and including the last day of the previous month or case management units of service may be entered according
to the Contractor schedule, in aggregate on the 31st or daily, weekly or monthly. The Contractor shall ensure
data entry for HCE subsidies will cease on the 15th of the month and the CIRTS Monthly Service Utilization
Report, by consumer and by worker identification is generated. The Contractor shall ensure the Monthly
Utilization Report by consumer and by worker identification is verified, corrected, and certified no later than
the 20th of the month in which the Report is generated.
3.4.2 CIRTS Data Entries for Contractors
The Agency must require Contractors to enter all required data per the Agency's and/or
Department's CIRTS Policy Guidelines for clients and services in the CIRTS database. The data must be
entered into the CIRTS before the Contractors submit their request for payment and expenditure reports to the
Agency. The Agency shall establish time frames to assure compliance with due dates for the requests for
payment and expenditure reports to the Agency and/or Department along with copies of receipts/services over
$150.
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3.4.3 Contractors' Monthly CIRTS Reports
The Agency must require Contractors to run monthly CIRTS Reports and verify client and service data in
the CIRTS is accurate. This report must be submitted to the Agency with the monthly request for payment and
expenditure report and must be reviewed by the Agency before the Contractor's request for payment and
expenditure reports can be approved by the Agency.
3.5 REMEDIES FOR NONCONFORMING SERVICES
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
shall only be delivered to eligible program participants. If the Contractor fails to meet the prescribed
quality standards for services, such services will not be reimbursed under this contract. In addition, any
nonconforming goods, including home delivered meals, and/or services not meeting such standards will not
be reimbursed under this contract. The Contractor's signature on the request for payment form certifies
maintenance of supporting documentation and acknowledgement that the Contractor shall solely bear the
costs associated with preparing or providing nonconforming goods and/or services. The Agency requires
immediate notice of any significant and/or systemic infractions that compromise the quality, security or
continuity of services to clients.
3.6 FINANCIAL CONSEQUENCES
Contractor shall ensure 100% of the deliverables and service tasks identified in this contract are
performed pursuant to contract requirements. If at any time after an initial written notice of deficiency,
Contractor is notified by the Agency's Contract Manager that it has failed to correctly, completely, or
adequately perform the deliverables or service tasks, Contractor will have 10 days to issue a Corrective
Action Plan ("CAP") to the Agency's Contract Manager that addresses the deficiencies and states how the
deficiencies will he remedied within the specified time period. The Agency shall assess a Financial
Consequence for Non-Compliance on the Contractor for each deficiency identified in the CAP which
is not corrected pursuant to the CAP. The Agency will also assess a Financial Consequence for failure to
timely submit a CAP.
3.6.1 Payment Deduction
In the event Contractor fails to correct an identified deficiency within the timeline specified in the CAP,
the Agency shall deduct, from the payment for the invoice of the following month, I% of the monthly value
of the contract for each day the deficiency is not corrected. If Contractor fails to timely submit a CAP plan,
the Agency shall deduct 1% of the monthly value of the administrative funds in the contract for each day
the CAP is overdue, beginning the 11th day after notification by the contract manager of the deficiency.
The deduction will be made from the payment for the invoice of the following month. if, or to the extent,
there is any conflict between this paragraph and paragraphs 39 and 39.1 of the Master contract,this paragraph
shall have precedence.
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ATTACHMENT III
1. FEDERAL RESOURCES AWARDED TO THE SUI3RECIPIENT PURSUANT TO THIS CONTRACT
CONSIST OF THE FOLLOWING:
PROGRAM TITLE FUNDING SOURCE CFDA AMOUNT
TOTAL FEDERAL AWARD
COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED PURSUANT
TO THIS CONTRACT ARE AS FOLLOWS: N/A
2. STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS CONTRACT CONSIST OF
THE FOLLOWING:
MATCHING RESOURCES FOR FEDERAL PROGRAMS
PROGRAM TITLE FUNDING SOURCE CFDA AMOUNT
TOTAL STATE AWARD $p
STATE FINANCIAL ASSISTANCE SUBJECT TO Sec.2.15.97,F.S.
PROGRAM TITLE FUNDING SOURCE CSFA AMOUNT
Home Care for the Elderly General Revenue-Collier 65.001 $49,250.00
TOTAL AWARD $49,250.00
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT TO
THIS CONTRACT ARE AS FOLLOWS:
STATE FINANCIAL ASSISTANCE
Section 215.97,Fla. Stat.
Chapter 691-5, Fla. Admin. Code
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ATTACHMENT VI
HOME CARE FOR THE ELDERLY PROGRAM
BUDGET SUMMARY
Collier County Board of County Commissioners
Collier
HCE Case Management/Case Aide $ 3805.00
HCE Basic and Special Subsidies 45,445.00
Total $ 49,250.00
RATE SUMMARY
Collier County Board of County Commissioners
Collier
SERVICES REIMBURSEMENT RATE
Collier
Case Management $60.00
Case Aide $33.88
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ATTACHMENT VII
HOME CARE FOR THE ELDERLY
INVOICE REPORT SCHEDULE
Report Number Based On Submit to Agency on this Date
1 July Advance* July 1
2 August Advance* July 1
Monthly Utilization Report(7/1-7/15) July 20
3 July Expenditure Reports (105 & 106) August 9
Monthly Utilization Report(7/16-8/15) August 20
4 August Expenditure Report(105 & 106) September 9
Monthly Utilization Report(8/16-9/15) September 20
5 September Expenditure Report(105 & 106) October 9
Monthly Utilization Report(9/16-10/15) October 20
6 October Expenditure Report(105 & 106) November 9
Monthly Utilization Report(10/16-11/15) November 20
7 November Expenditure Report(105 & 106) December 9
Monthly Utilization Report(11/16-12/15 December 20
8 December Expenditure Report(105 & 106) January 9
Monthly Utilization Report(12/16-1/15) January 20
9 January Expenditure Report (105 & 106) February 9
Monthly Utilization Report(1/16-2/15) February 20
10 February Expenditure Report (105 & 106) March 9
Monthly Utilization Report(2/16-3/15) March 20
11 March Expenditure Report (105 & 106) April 9
Monthly Utilization Report(3/16-4/15) April 20
12 April Expenditure Report (105 & 106) May 9
Monthly Utilization Report(4/16-5/15) May 20
13 May Expenditure Report(105 & 106) June 9
Monthly Utilization Report (5/16-6/15) June 20
14 June Expenditure Report(105 & 106) July 9
Monthly Utilization Report(6/15-6/30) July 20
15 Final Expenditure Report (105 & 106) August 1
16 Closeout Report(105 & 106) August 15
Legend: * Advance based on projected cash need.
Note# 1: Report #1 for Advance Basis Contracts cannot be submitted to the Area Agency on Aging for
Southwest Florida,Inc.prior to July 1 or until the contract with the Agency has been executed and
a copy sent to the Agency on Aging for Southwest Florida, Inc. Actual submission of the vouchers
to the Agency is dependent on the of the expenditure report.
Note # 2: All advance payments made to the Contractor shall be returned to the Agency as follows: one—
tenth of the advance payment received shall be reported as an advance recoupment on each
request for payment, starting with report number five. The adjustment shall be recorded in
Part C,Line 1 of the report(ATTACHMENT IX),
Note#3: Submission of expenditure reports may or may not generate a payment request, If final expenditure
report reflects funds due back to the Agency, payment is to accompany the report,
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ATTACHMENT VIII
REQUEST FOR PAYMENT
HOME CARE FOR THE ELDERLY PROGRAM
RECIPIENT NAME,ADDRESS,PHONE#and FED* TYPE OF PAYMENT: This Request Period: From:
Contract Period
Period
Regular
Contract It
Advance Report#
PSA if
CERTIFICATION: I hereby certify to the best of my knowledge that this request is complete and correct and conforms with the terms and the purposes of the above contract.
Prepared by: Date: Approved by: Date:
•
PART A BUDGET SUMMARY AAAAdmin. Case Management Subsidies TOTAL
1.Approved Contract Amount $0.00 $0.00 $0.00 $0.00
2,Previous Funds Received for Contract Period $0.00 $0.00 $0.00 $0.00
3.Contract Balance(line 1 minus line 2) $0.00 $0.00 $0.00 $0.00
4.Previous Funds Requested and Not Received for Contract Period $0.00 $0.00 $0.00 $0.00
6.CONTRACT BALANCE(line 3 minus line 4) $0.00 $0.00 $0.00 $0.00
PART B: CONTRACT FUNDS REQUEST
1.Anticipated Cash Need(1st-2nd months) $0.00 $0.00 $0.00 $0.00
2.Net Expenditures For Month $0.00 $0.00 $0.00 $000 •
(000A Form 1051-I,Part Et,Line 4)
3 TOTAL $0.00 $0.00 $0.00 $0.00
•
PART C: NET FUNDS REQUESTED
1.Less Advance Applied $0.00 $0.00 $0.00 $0.00
2.TOTAL FUNDS REQUESTED(Part B Line 3,minus Part C Line 1) $0.00 $0.00 $0.00 $0.00
List of Services/Units F Rates provided-See attached report.
DOEA FORM 106H
Rawsvc 5/4/12
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ATTACHMENT IX
RECEIPT AND EXPENDITURE REPORT
HOME CARE FOR THE ELDERLY PROGRAM
PROVIDER NAME,ADDRESS,PHONE#and FEID# Program Funding: THIS REPORT PERIOD:
From To
AAA Admin. CONTRACT PERIOD:
Case Management CONTRACT#
Subsidies: REPORT#
Basic
Special PSA#
CERTIFICATION: I certify to the best of my knowledge and belief that the report is complete and correct and all outlays
herein are for purposes set forth in the contract.
Prepared by: Date. Approved by: Date:
PART A:BUDGETED INCOME/ RECEIPTS 1.Approved 2.Actual Receipts 3.Total Receipts 4.Percent of
Budget For This Report Year to Date Approved Budget
1.State Funds $0.00 $0.00 $0.00 #DIV/D!
2.TOTAL RECEIPTS $0.00 $0.00 $0.00 #0IV/01
PART B:EXPENDITURES 1.Approved 2.Expenditures 3.Expenditures 4.Percent of
Budget For This Report Year to Date Approved Budget
1.AAA Program Administration $0.00 $0,00 $0.00 #DIVIO!
2.Service Subcontractors:Case Management $0.00 $0.00 $0.00 #DIV/OI
3.Service Subcontractors:Subsidy $0.00 $0.00 $0.00 #DIV/01
a Basic Subsidy $0,00 $0.00 $0.00 #DIV/O!
b.Special Subsidy $0.00 $0.00 $0.00 #DIV/0!
4.TOTAL EXPENDITURES $0.00 $0.00 $0.00 #DIV/01
PART C:OTHER REVENUE AND EXPENDITURES
I.Interest: II.Advance Recoupment
1.Earned on GR Advance$
2.Return of GR Advance $ 1.Advance Recouped $
3.Other Earned $
DO EA FORM 1O5H
Revised 512512010
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July 2015 to June 2016 ""'"
ATTACHMENT X
Cost Reimbursement Summary
Contract#.
Report(invoice)Number:
Budget Number of
Category Description units Service Date Amount
0
U)
c
E
v
TOTAL ADMINISTRATION $0.00
N
d
N
d
a
w
............_.. ...... . . .
TOTAL EXPENSES. $0.00
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Revised August 2007
Attestation Statement
Agreement/Contract Number LICE 203.15
Amendment Number
1, to hen Y arttell ,attest that no changes or revisions have been made to the
(Recipient/Contractor representative)
content of the above referenced agreement/contract or amendment between the Area Agency on Aging for
Southwest Florida and
Public Services Department Head
(Recipient/Contractor name)
The only exception to this statement would be for changes in page formatting,due to the differences in
electronic data processing media,which has no affect on the agreement/contract content.
/0/11/ 2g/N
AVM
Signatu?e`of Reci11 nt/Contractorrepresentative Date
Approved as to form and legality
Assistant County Attorney
`\i7
Revised August 2007
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