Agenda 10/25/2016 Item #16D 3 16.D.3
10/25/2016
EXECUTIVE SUMMARY
Recommendation to approve First Amendment to State Housing Initiatives Partnership Program
Subrecipient Agreement with Community Assisted and Supported Living, Inc. to decrease total
award amount,revise required spending requirements and to update county staff contacts.
OBJECTIVE: To provide a housing rehabilitation program throughout Collier County.
CONSIDERATIONS: On July 7, 1992, the Florida legislature enacted the William E. Sadowski
Affordable Housing Act to provide additional funding to local communities to promote and advance
affordable housing initiatives. Funds are generated through the documentary stamp tax on real estate
transactions. Under the State Housing Initiatives Partnership (SHIP)program, Collier County and the City
of Naples receive funds from the State of Florida through the Florida Housing Finance Corporation to
undertake eligible activities.
The SHIP LHAP identifies eligible strategies and serves as a guideline for the use of all SHIP funds.
Owner Occupied Rehabilitation assists in preserving and maintaining housing stock.
On February 23, 2016, Item 16D10, the Board approved an agreement with Community Assisted and
Supported Living, Inc. for the administration of an Owner Occupied Rehabilitation Program under the
State Housing Initiatives Partnership(SHIP)Program. The project benefits very-low to moderate- income
homeowners in Collier County with necessary repairs to their dwelling. Homeowners must occupy their
home as their primary residence in order to qualify for assistance.
The First amendment incorporates the following changes:
• Decreases total award to $221,000.
• Revises requirement to expend on special needs population,and
• Updates County staff contact information.
Subrecipient has not spent the funds as expected through the first six months of their agreement.
Therefore, staff has determined a reduction to grant award is necessary to ensure funds are spent by fiscal
year deadline of June 30,2017. The funds will be transferred to the Purchase Assistance program.
Staff is in the process of developing a solicitation for a new subrecipient partner to handle the
rehabilitation program,and will bring that back to the Board for approval at a later date.
FISCAL IMPACT: The funding source for this grant is the Florida Housing Finance Corporation. Funds
are budgeted within SHIP Grant Fund 791, Project 33331. The funding amount for this contract will be
decreased by$299,000(from$520,000 to$221,000).
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote
for approval.-JAB
GROWTH MANAGEMENT IMPACT: Acceptance and implementation of this amendment will
further the Goals,Objectives, and Policies within the Housing Element of the Growth Management Plan.
RECOMMENDATION: That the Board of County Commissioners approves and authorizes the
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16.D.3
10/25/2016
Chairman to sign Amendment No. 1 to the subrecipient agreement with Community Assisted and
Supported Living, Inc.
Prepared by: Priscilla Doria, Grants Coordinator, Community and Human Services
ATTACHMENT(S)
1. CASL Amendment#1-CAO Stamp only(PDF)
2.CASL Agreement-Board approved (PDF)
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16.D.3
10/25/2016
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.3
Item Summary: Recommendation to approve First Amendment to State Housing Initiatives
Partnership Program Subrecipient Agreement with Community Assisted and Supported Living, Inc. to
decrease total award amount,revise required spending requirements and to update county staff contacts.
Meeting Date: 10/25/2016
Prepared by:
Title: —Community&Human Services
Name: Priscilla Doria
09/29/2016 2:58 PM
Submitted by:
Title: Division Director-Cmnty&Human Svc—Public Services Department
Name: Kimberley Grant
09/29/2016 2:58 PM
Approved By:
Review:
Community&Human Services Kristi Sonntag Level 1 Sim.Reviewer 1-8 Completed 09/29/2016 3:05 PM
Community&Human Services Leslie Davis Level 1 Sim.Reviewer 1-8 Completed 09/30/2016 8:58 AM
Public Services Department Amanda O.Townsend Level 1 Sim.Reviewer 1-8 Completed 10/03/2016 9:35 AM
Public Services Department Kimberley Grant Level 1 Sim.Reviewer 1-8 Completed 10/04/2016 11:13 AM
Public Services Department Halley Margarita Alonso Level 1 Division Reviewer Completed 10/05/2016 1:33 PM
Grants Erica Robinson Level 2 Grants Review Completed 10/05/2016 3:21 PM
Public Services Department Steve Carnell Level 2 Division Administrator Review Completed 10/07/2016 10:32 AM
County Attorney's Office Jennifer Belpedio Level 2 Attorney of Record Review Completed 10/11/2016 5:04 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 10/12/2016 9:38 AM
County Attorneys Office Jeffrey A.Klatzkow Level 3 County Attorneys Office Review Completed 10/12/2016 10:16 AM
Grants Therese Stanley Additional Reviewer Completed 10/13/2016 12:32 PM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 10/18/2016 3:43 PM
Board of County Commissioners MaryJo Brock Meeting Pending 10/25/2016 9:00 AM
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16.D.3.a
Grant-SHIP FY 2014-2015
Activity: -Owner-Occupied
Rehabilitation Program
Subrecipient: - Community Assisted
and Supported Living D.B.A.
Renaissance Manor,Inc.
DUNS #-940621519 -a
CSFA#- 52.901 a n
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FIRST AMENDMENT TO AGREEMENT BETWEEN COLLIER COUNTY
AND
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COMMUNITY ASSISTED AND SUPPORTED LIVING
D.B.A. RENAISSANCE MANOR,INC.
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THIS AGREEMENT is made and entered into this day of , 2016, E
by and between Collier County, a political subdivision of the State of Florida, ("COUNTY" or Q i
havingits principal address as 3339 E. Tamiami Trail, Suite 211, Naples FL 34112, and a
Grantee")
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Community Assisted and Supported Living D.B.A. Renaissance Manor, Inc., a private not-for-
profit
corporation existing under the laws of the State of Florida, having its principal office 1693 Q
Main Street, Suite A, Sarasota,FL 34236 ("SUBRECIPIENT"). U j
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WHEREAS, on February 23, 2016, Item 16D10, the County entered into an Agreement with
Subrecipient to administer the State Housing Initiatives Partnership Program(SHIP) Owner Occupied
Rehabilitation Program.
WHEREAS, the Parties desire to amend the Agreement to decrease total award amount by (13
$299,000. The new Fiscal Year 2014-2015 funding for this project is to not exceed$221,000.00.
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WHEREAS, this First Amendment to Agreement reduces funding, revises requirement to U
expend funds on special needs population and updates county staff contact information.
WHEREAS,agreement has been revised to update county staff contact information.
NOW, THEREFORE, in consideration of the mutual promises and covenants hereincn
contained, it is agreed by the Parties as follows:
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16.D.3.a
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V. AGREEMENT AMOUNT
It is expressly agreed and understood that the total amount to be disbursed by the COUNTY
for the use by the SUBRECIPIENT during the term of the Agreement shall not exceed FIVE
_ . • ` •__ • ! .. . . . t .. 1,1 1 L I ! TWO HUNDRED .�
TWENTY ONE THOUSAND DOLLARS($221,000.00). °9
The budget identified for the Project shall be as follows: o
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Line Item Description SHIP Funds a
Project Component One: Rehabilitation to owner- $X150,000.00
occupied units. (Maximum $30,000.00 per unit) $ 190,000.00
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$/15,000.00* n.
Project Component Two: Project Delivery Fee $19,000.00* not to
(maximum of 10%per total project cost) exceed for entire
grant.
Project Component Three: Client Eligibility and o
Outreach (maximum of 5%per total project eligible $22,500.00 $9,500.00
home owner file based on total rehabilitation)
Project Component Four: Inspection for non- $2,500.00
eligible properties(maximum$250.00)
$52O50O0:00
TOTAL $221,000.00
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VI. NOTICES
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Notices required by this Agreement shall be in writing and delivered via mail (postage
prepaid), commercial courier, or personal delivery or sent by facsimile or other electronic
means. Any notice delivered or sent as aforesaid shall be effective on the date of delivery or
sending. All notices and other written communications under this Agreement shall be ;
addressed to the individuals in the capacities indicated below, unless otherwise modified by
subsequent written notice.
COLLIER COUNTY ATTENTION: Raynesha Hudnell,
Priscilla Doria, Grant Coordinator
Collier County Government
Community and Human Services
3339 E Tamiami Trial, Suite 211
Naples,Florida 34112
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16.D.3.a
Email to: RayneshaHudnell@Colliergov.net
Email: PriscillaDoria@colliergov.net
Phone: 239-252-5312
SUBRECIPIENT ATTENTION: Scott Eller, CEO
Community Assisted and Supported Living D.B.A Renaissance
Manor, Inc.
1401 16th Street
Sarasota,FL 3423642
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Email to: Scott.Eller@Renaissancemanor.org
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EXHIBIT C
BUDGET NARRATIVE
OWNER OCCUPIED REHABILITATION PROGRAM
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The total SHIP allocation to SUBRECIPIENT for the Owner-Occupied Rehabilitation Program shall co
not exceed$520,000.00 $221,000.00. -'
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Sources for these funds are as follows:
Fiseal YearProject Clien Inspection for • ` Reltab Fund Total
Delivery Eligrhil ty Non-Eligible
and
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2014-2015 $15,000.00* $22,500700 $2,500.00 $450,000.00 $520,000.00
$19,000.00* $9,500.00 $190,000.00 $221,000,00 0
T t $43;898-8
'',705-44(W00-" '$2,50000 _ . x.00". U
*maximum project delivery
Uses of these funds are as follows: a
Funds shall be disbursed in the following manner for the following uses:
1. Maximum rehabilitation funding per unit is $30,000. E
2. A - . !a, : . . ! , _ •- .. .. . ! !e.ee • . : Funds
shall be given priority to assist households with special needs as defined in Section 420.004, v
Florida Statutes, or persons with developmental disabilities as defined in Section 393.063,
Florida Statutes, with an emphasis on home modifications, including technological E
enhancements and devices, which allow homeowners to remain independent in their own 0
homes and maintain their homeownership. Q
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I6.D.3.a
IN WITNESS WHEREOF,the SUBRECIPIENT and the County,have each,respectively,by an
authorized person or agent,hereunder set their hands and seals on the date first written above.
ATTEST:
DWIGHT E. BROCK, CLERK BOARD OF COUNTY COMMISSIONERS OF
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COLLIER COUNTY,FLORIDA
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By:
,Deputy Clerk Donna Fiala, Chairman Ir
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Date: -Ea
Dated:
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Community Assisted and Supported Living D.B.A.
Renaissance Manor, Inc. co
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By:
J. Scott Eller, C.E.O.
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Approved as to form and legality:
Jennifer A. Belpedio
Assistant County Attorney "l ►
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Grant- SHIP FY 2014-2015
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Activity: - Owner-Occupied
Rehabilitation Program
Subrecipient: - Community Assisted
and Supported Living D.B.A.
Renaissance Manor,Inc.
DUNS #-940621519
CSFA# 52.901
AGREEMENT BETWEEN COLLIER COUNTY
AND
COMMUNITY ASSISTED AND SUPPORTED LIVING
D.B.A. RENAISSANCE MANOR, INC.
THIS AGREEMENT is made and entered into this day of TC-A-.)v-or,..,.___\ , 2016,
by and between Collier County, a political subdivision of the State of Florida, ("COUNTY" or
Grantee")having its principal address as 3339 E. Tamiami Trail, Suite 211,Naples FL 34112, and
Community Assisted and Supported Living D.B.A.Renaissance Manor,Inc.,a private not-for-
profit corporation existing under the laws of the State of Florida, having its principal office 1693
Main Street, Suite A, Sarasota,FL 34236 ("SUBRECIPIENT").
WHEREAS,the COUNTY is the recipient of State Housing Initiatives Partnership Program
(SI-IIP)Program funds; and
WHEREAS,pursuant to the SHIP Program,the COUNTY is undertaking certain activities
to primarily benefit persons or households earning not greater than 120%of median annual income
adjusted for family size; and
WHEREAS,the Fiscal Year 2013-2016 Local Housing Assistance Plan, as amended,was
adopted by the Board of County Commissioners on April 23, 2013, Resolution No. 2013-94 and
further amended on December 8,2015 Resolution No 2015-257 (Item#16D10); and
WHEREAS,the COUNTY and the SUBRECIPIENT desire to provide the owner occupied
rehabilitation as specified in Exhibit "B" of this Agreement and in accordance with the
aforementioned Local Housing Assistance Plans; and
NOW, THEREFORE, in consideration of the mutual promises and covenants herein
contained, it is agreed by the Parties as follows:
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DEFINITIONS AND PURPOSE
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A. DEFINITIONS
Terms shall be as defined in the State Housing Incentives Partnership(SHIP)Program,
420.9071 and Chapter 67-37 of the Florida Administrative Code,and any amendments
thereto (also referred as the SHIP Program).
B. PURPOSE
The purpose of this Agreement is to state the covenants and conditions under which
the SUBRECIPIENT will implement the Scope of Service summarized in Section II of
this Agreement.
II. SCOPE OF SERVICE
The SUBRECIPIENT shall, in a satisfactory and proper manner as determined by the
COUNTY,perform the necessary tasks to administer and implement the described services
herein incorporated by reference as Exhibits B-C(Program Narrative and Budget Narrative)
in accordance with the terms and conditions of Requests for Applications,Owner-Occupied
Rehabilitation Projects, State Housing Initiatives Partnership Funding Cycle Fiscal Years
2014-2015 SUBRECIPIENT's Application in response to RFP#15-6514.
III. SPECIAL GRANT CONDITIONS
A. Within 30 days of the execution of this Agreement, the SUBRECIPIENT must
deliver to CHS for approval a detailed project schedule for the implementation
through completion of the project to include staff assignment,plan to review current
applicants and plan to conduct outreach and initial eligibility.
B. The following resolutions and policies must be adopted by the SUBRECIPIENT's
governing body prior to the distribution of funds:
1. Affirmative Fair Housing Policy
2. Procurement Policy including Code of Conduct
3. Affirmative Action Policy
4. Conflict of Interest Policy
5. Equal Opportunity Policy
6. Sexual Harassment Policy
7. Procedures for meeting the requirements set forth in Section 504 of the
Rehabilitation Act of 1973,as amended(29 U.S.C. 794)
8. Fraud Policy
9. Marketing/Outreach Policy
10. Waitlist Policy
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IV. TIME OF PERFORMANCE
This Agreement shall be in effect from February 23, 2016 through June 30, 2017 and all
services required hereunder shall be completed in accordance with the schedule set forth in
Exhibit C (Budget Narrative).
V. AGREEMENT AMOUNT
It is expressly agreed and understood that the total amount to be disbursed by the COUNTY
for the use by the SUBRECIPIENT during the term of the Agreement shall not exceed FIVE
HUNDRED TWENTY THOUSAND DOLLARS ($520,000.00),
The budget identified for the Project shall be as follows:
Line Item Description SHIP Funds
Project Component One: Rehabilitation to owner- $ 450,000.00
occupied units. (Maximum$30,000.00 per unit)
Project Component Two: Project Delivery Fee $45,000.00* not to
(maximum of 10%per total project cost) exceed for entire grant.
Project Component Three: Client Eligibility and
Outreach(maximum of 5%per total project eligible $22,500.00
home owner file based on total rehabilitation)
Project Component Four: Inspection for non-eligible
properties(maximum$250.00) $2,500.00
TOTAL $520,000.00
Modifications to the"Budget and Scope"may only be made if approved in advance by the
COUNTY. Budgeted fund shifts between cost categories and activities shall not be more
than 10% and does not signify a change in scope. Fund shifts that exceed 10% of a cost
category and activity shall only be made with Board approval.
All services specified in Section II. Scope of Services shall be performed by
SUBRECIPIENT employees, or shall be put out to competitive bidding under a procedure
acceptable to the COUNTY and State requirements. The SUBRECIPIENT shall enter into
contract for improvements with the lowest, responsive and qualified bidder. Contract
administration shall be handled by the SUBRECIPIENT and monitored by CHS,which shall
have access to all records and documents related to the project.
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The County shall reimburse the SUBRECIPIENT for the performance of this Agreement
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upon completion of the work tasks as accepted and approved by CHS pursuant to the a
submittal of pay packet. SUBRECIPIENT may not request disbursement of SHIP funds until
funds are needed for eligible costs.Reimbursement will not occur if SUBRECIPIENT fails to
perform the minimum level of service required by this Agreement. Final invoices are due no
later than 90 days after the end of this Agreement. In the event that an extension to payment
submission is not granted by the Grant Coordinator, the SUBRECIPIENT shall forfeit all
outstanding requests for payment not submitted.
No payment will be made until approved by CHS and the Collier County Clerk of Courts for
grant compliance and adherence to any and all applicable local,state or federal requirements.
Payment will be made upon receipt of a properly completed invoice and in compliance with
§218.70, Florida Statutes, otherwise known as the "Local Government Prompt Payment
Act."
VI. NOTICES
Notices required by this Agreement shall be in writing and delivered via mail (postage
prepaid), commercial courier, or personal delivery or sent by facsimile or other electronic
means. Any notice delivered or sent as aforesaid shall be effective on the date of delivery or
sending. All notices and other written communications under this Agreement shall be
addressed to the individuals in the capacities indicated below,unless otherwise modified by
subsequent written notice.
COLLIER COUNTY ATTENTION: Raynesha Hudnell, Grant Coordinator
Collier County Government
Community and Human Services
3339 E Tamiami Trial, Suite 211
Naples, Florida 34112
Email to: RayneshaHudnell@Colliergov.net
Phone: 239-252-5312
SUBRECIPIENT ATTENTION: Scott Eller, CEO
Community Assisted and Supported Living D.B.A
Renaissance Manor,Inc.
1401 16th, Street
Sarasota,FL 34236
Email to: Scott.Eller a,Renaissancemanor.org
Phone: 941-225-2373
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VII. GENERAL CONDITIONS
A, GENERAL COMPLIANCE
The SUBRECIPIENT agrees to comply with the requirements as outlined in Section
420.907 of the Florida Statutes and Chapter 67-37 of the Florida Administrative Code.
The SUBRECIPIENT also agrees to comply with all other applicable state and local
laws, regulations, and policies governing the funds provided under this Agreement.
The SUBRECIPIENT agrees to utilize funds available under this Agreement for the
Owner Occupied Rehabilitation Program exclusively for repairs for persons and
households, and for project delivery costs, inspection for failed eligibility and client
eligibility, outreach and construction costs associated with the each completed unit.
B. CODE OF ETHICS AND CONDUCT
The SUBRECIPIENT shall comply with the Code of Ethics and Conduct for
Homeownership Professionals developed by the Advisory Council for the National
Industry Standards for Homeownership Education and Counseling. Adhering to this
code of ethics is critical to demonstrating ethical conduct within the housing
counseling profession. This code of ethics is not intended to replace, but rather to
supplement, any code of ethics that the SUBRECIPIENT already uses in their
organization.
C. INDEPENDENT CONTRACTOR
Nothing contained in this Agreement is intended to, or shall be construed in any
manner, as creating or establishing the relationship of employer/employee between
the parties. The SUBRECIPIENT shall at all times remain an "independent
contractor" with respect to the services to be performed under this Agreement. The
COUNTY shall be exempt from payment of all Unemployment Compensation,FICA,
retirement benefits, life and/or medical insurance and Workers' Compensation
Insurance, as the SUBRECIPIENT is an independent SUBRECIPIENT.
D. WORKERS' COMPENSATION
The SUBRECIPIENT shall provide Workers'Compensation Insurance coverage for
all of its employees involved in the performance of this contract.
E. INSURANCE
The SUBRECIPIENT shall furnish a Certificate of Insurance naming Collier
County as an additional insured with general liability limits of at least$1,000,000
per occurrence in accordance with Exhibit A.
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F. INDEMNIFICATION
To the maximum extent permitted by Florida law, the SUBRECIPIENT shall
indemnify and hold harmless Collier County,its officers,agents and employees from
any and all claims,liabilities,damages,losses,costs,and causes of action which may
arise out of an act,omission,including,but not limited to,reasonable attorneys' fees
and paralegals' fees, to the extent caused by the negligence, recklessness, or
intentionally wrongful conduct of the SUBRECIPIENT or any of its agents,officers,
servants, employees,contractors,patrons,guests,clients, licensees,invitees, or any
persons acting under the direction,control,or supervision ofthe SUBRECIPIENT in
the performance of this Agreement. This indemnification obligation shall not be
construed to negate,abridge or reduce any other rights or remedies which otherwise
may be available to an indemnified party or person described in this paragraph. The
SUBRECIPIENT shall pay all claims and losses of any nature whatsoever in
connection therewith and shall defend all suits in the name of the COUNTY and
shall pay all costs (including attorney's fees) and judgments which may issue
there-on.This Indemnification shall survive the termination and/or expiration of this
Agreement. This section does not pertain to any incident arising from the sole
negligence of Collier County. The foregoing indemnification shall not constitute a
waiver of sovereign immunity beyond the limits set forth in Section 768.28,Florida
Statutes.
G. GRANTOR RECOGNITION
The SUBRECIPIENT agrees that all notices,informational pamphlets,press releases,
advertisements,descriptions of the sponsorships of the Program,research reports and
similar public notices prepared and released by the SUBRECIPIENT for,on behalf
of, and/or about the Program shall include the statement:
"FINANCED BY FLORIDA HOUSING FINANCING COPORATION(FHFC)
AND COLLIER COUNTY COMMUNITY AND HUMAN SERVICES
DIVISION"
and shall appear in the same size letters or type as the name of the SUBRECIPIENT.
This design concept is intended to disseminate key information regarding the
development team as well as Equal Housing Opportunity to the general public.
Construction signs shall comply with applicable COUNTY codes.
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H. AMENDMENTS
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The COUNTY and/or SUBRECIPIENT may amend this Agreement at any time
provided that such amendments make specific reference to this Agreement,and are
executed in writing,signed by a duly authorized representative of each organization,
and approved by the Grantee's governing body. Such amendments shall not
invalidate this Agreement, nor relieve or release the Grantee or SUBRECIPIENT
from its obligations under this Agreement.
The COUNTY may,in its discretion,amend this Agreement to conform with federal,
state or local governmental guidelines,policies and available funding amounts,or for
other reasons. If such amendments result in a change in the funding, the scope of
services,or schedule of the activities to be undertaken as part of this Agreement,such
modifications will be incorporated only by written amendment signed by both
Grantee and SUBRECIPIENT.
Expiration of Agreement: If the SUBRECIPIENT does not complete the project
within the time period,the COUNTY Manager or designee may grant a cumulative
time extension of no more than 180 days and modify any subsequent project work
plans to reflect the extension.
�. I. SUSPENSION OR TERMINATION
Either party may terminate this Agreement at any time by giving written notice to the
other party of such termination and specifying the effective date thereof at least 90
days before the effective date of such termination. Upon written termination all
housing units that are currently in the rehabilitation process i.e., CHS has approved
initial inspection by 3`d party for rehabilitation projector a contract has been signed
between SUBRECIPIENT and contractor must be completed within the 90 day
window of written termination notice. No exceptions will be made. In the event of
any termination for convenience,all finished or unfinished documents,data,reports or
other materials prepared by the SUBRECIPIENT under this Agreement shall, at the
option of the COUNTY,become the property of the COUNTY. The COUNTY may
also suspend or terminate this Agreement,in whole or in part,if the SUBRECIPIENT
materially fails to comply with any term of this Agreement, or with any of the rules,
regulations or provisions referred to herein,in addition to other remedies as provided
by law. If through any cause the SUBRECIPIENT shall fail to fulfill in a timely and
proper manner its obligations under this Agreement,or violates any of the covenants,
agreements,or stipulations of this Agreement,the COUNTY shall thereupon have the
right to terminate this Agreement or suspend payment in whole or part by giving
written notice to the SUBRECIPIENT of such termination or suspension of payment
and specify the effective date thereof, at least five (5) working days before the
effective date of termination or suspension. If payments are withheld,Community and
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Human Services Division staff shall specify in writing the actions that must be taken
by the SUBRECIPIENT as a condition precedent to resumption of payments and shall e.
specify a reasonable date for compliance. Sufficient cause for suspension of payments
shall include,but not be limited to:
* Ineffective use of funds.
* Failure to comply with Section II, Scope of Service of this Agreement.
* Failure to submit periodic reports as determined by the COUNTY.
J. PURCHASING
All purchasing for services and goods(all rehabilitation good and services shall be in
accordance with Exhibit B of this Agreement),including capital equipment,shall be
made by purchase order or by a written contract and in conformity with the thresholds
of Collier County Purchasing Policy.
Purchasing Threshold Policy
Dollar Range($) Quotes
Under$3K 1 Written Quote
$3K to $50K 3 Written Quotes
Request for Proposal (RFP)
Above$50K Invitation for Bid(IFB)
VIII. ADMINISTRATIVE REQUIREMENTS
A. RECORDS TO BE MAINTAINED
The SUBRECIPIENT shall maintain all records required by the COUNTY that are
pertinent to the activities to be funded under this Agreement as established in
Exhibits"B" (Program Narrative).
B. RETENTION
The SUBRECIPIENT shall retain all records pertinent to expenditures incurred under
this Agreement for a period of five (5) years fiscal years after the funds have been
expended and accounted for, provided applicable audits have been released.
Notwithstanding the above,if there is litigation,claims,audits,negotiations or other
actions that involve any of the records cited and that have started before the
expiration of the five-year period, then such records must be retained until
completion of the actions and resolution of all issues,or the expiration of the ten-year
period,whichever occurs later.
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C. DISCLOSURE
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The SUBRECIPIENT shall maintain records in accordance with Florida's Public
Information Law(F.S. 119).
D. CLOSEOUTS
SUBRECIPIENT's obligation to the COUNTY shall not end until all closeout
requirements are completed. Activities during this closeout period shall include,but
not be limited to: making final payments,disposing of program assets(including the
return of all unused materials,equipment,program income balances,and receivable
accounts to the COUNTY),close out monitoring and determining the custodianship
of records. In addition to the records retention outlined in Section IX.B.4, the
SUBRECIPIENT shall comply with Section 119.021 Florida Statutes regarding
records maintenance,preservation and retention. A conflict between state and federal
law records retention requirements will result in the more stringent law being applied
such that the record must be held for the longer duration.Any balance of unobligated
funds which have been advanced or paid must be returned to the County. Any funds
paid in excess of the amount to which the SUBRECIPIENT is entitled under the
terms and conditions of this Agreement must be refunded to the COUNTY.
SUBRECIPIENT shall also produce records and information that complies with
Section 215.97,Florida Single Audit Act.
E. AUDITS AND INSPECTIONS
1. Audits
Pursuant to Florida Statute 215.97(6)(Florida Single Audit Act),in the event that the
SUBRECIPIENT expends a total amount of State awards equal to or in excess of
$500,000 in any fiscal year of such SUBRECIPIENT, the SUBRECIPIENT must
have a State single or project-specific audit for such fiscal year in accordance with
Section 215.97, Florida Statutes; applicable rules of the Executive Office of the
Governor and the Comptroller, and Chapter 10.650,Rules of the Auditor General.
In connection with these audit requirements,the SUBRECIPIENT shall ensure that
the audit complies with the requirements of Section 215.97(7),Florida Statutes.This
includes submission of a reporting package as defined by Section 215.97(2)(d),
Florida Statutes, and Chapter 10.650, Rules of the Auditor General. The financial
reporting package must be delivered to the COUNTY within 45 days after delivery of
the financial reporting package to the SUBRECIPIENT but no later than 180 days
after the SUBRECIPIENT's fiscal year end. Submit the financial reporting package
and Exhibit G to the Grant Coordinator.
If the SUBRECIPIENT expends Iess than$500,000 in State awards in its fiscal year,
an audit conducted in accordance with the provisions of Section 215.97, Florida
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Statutes, is not required. In the event that the SUBRECIPIENT expends less thanto
$500,000 in State awards in its fiscal year and elects to have an audit conducted in
accordance with the provision of Section 215.97, Florida Statutes, the cost of the
audit must be paid from non-State funds.
2. Inspections
The SUBRECIPIENT'S records with respect to any matters covered by this
Agreement shall be made available to the COUNTY and/or the FHFC at any time
during normal business hours, as often as the COUNTY or the FHFC deems
necessary,to audit, examine, and make excerpts or transcripts of all relevant data.
F. MONITORING
The SUBRECIPIENT agrees that CHS will carry out no less than one(1)annual on-
site monitoring visit and evaluation activities as determined necessary. At the
COUNTY's discretion, a desk top review of the activities may be conducted in lieu
of an on-site visit.The continuation of this Agreement is dependent upon satisfactory
evaluations. The SUBRECIPIENT shall, upon the request of CHS, submit
information and status reports required by CHS to enable CHS to evaluate said
progress and to allow for completion of reports required. The SUBRECIPIENT shall
allow CHS to monitor the SUBRECIPIENT on site. Such site visits may be
scheduled or unscheduled as determined by CHS.
The COUNTY will monitor the performance of the SUBRECIPIENT based on goals
and performance standards as stated with all other applicable federal,state and local
laws,regulations,and policies governing the funds provided under this Agreement.
Substandard performance as determined by the COUNTY will constitute
noncompliance with this Agreement. If corrective action is not taken by the
SUBRECIPIENT within a reasonable period of time after being notified by the
COUNTY, contract suspension or termination procedures will be initiated.
SUBRECIPIENT agrees to provide the COUNTY, or the COUNTY's internal
auditor(s)access to all records related to performance of activities in this agreement.
G. CORRECTIVE ACTION
Corrective action plans may be required for noncompliance, nonperformance, or
unacceptable performance under this Agreement. Penalties may be imposed for
failures to implement or to make acceptable progress on such corrective action plans.
In order to effectively enforce Resolution 2013-228, Community and Human
Services (CHS)Division has adopted an escalation policy to ensure continued
compliance by recipients, SUBRECIPIENTS, or any entity receiving grant funds
from CHS. CHS's policy for escalation for non-compliance is as follows:
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1. Initial non-compliance may result in.Findings or Concerns being issued to
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the entity and will require a corrective action plan be submitted to the a.
Division within 15 days following the monitoring visit.
• Any pay requests that have been submitted to the Division for payment
will be held until the corrective action plan has been submitted.
• CHS will be available to provide Technical Assistance (TA)to the entity
as needed in order to correct the non-compliance issue.
2. If in the case an Entity fails to submit the corrective action plan in a timely
manner to the Division,the Division may require a portion of the awarded
grant amount be returned to the Division.
• The Division may require upwards of five percent(5%) of the awarded
amount be returned to the Division, at the discretion of the CHS Director.
• The entity may be considered in violation of Resolution 2013-228
3. If in the case an Entity continues to fail to correct the outstanding issue or
repeats an issue that was previously corrected, and has been informed by
the Division of their substantial non-compliance by certified mail; the
Division may require a portion of the awarded grant amount be returned to
the Division.
• The Division may require upwards of ten percent(10%) of the awarded
amount be returned to the Division, at the discretion of the CHS Director.
• The entity will be considered in violation of Resolution 2013-228
4. If in the case after repeated notification the Entity continues to be
substantially non-compliant, the Division may recommend the contract or
award be terminated.
• The Division will make a recommendation to the Board of County
Commissioners to immediately terminate the agreement or contract. The
Entity will be required to repay all funds disbursed by the County for
project that was terminated.
The entity will be considered in violation of Resolution No. 2013-228
If in the case the Entity has multiple agreements with the Division and is found to
be non-compliant, the above sanctions may be imposed across all awards at the
Director's discretion.
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H. PAYMENT PROCEDURES
The County will perform a review and inspection of the Project prior to each
additional Disbursement, verifying that the costs claimed are allowable, unit
rehabilitation is satisfactory,and reports are timely as outlined under the provisions
of this Agreement. Failure to submit required progress reports in accordance with
Exhibit F may result in payment delays as determined by Community and Human
Services.
I. PROGRESS REPORTS
The SUBRECIPIENT shall submit regular Quarterly Progress Report(Exhibit F)to
the COUNTY in the form, content and frequency required by the COUNTY.
IX. CIVIL RIGHTS COMPLIANCE
The SUBRECIPIENT agrees that no person shall, on the ground of race, creed, color,
religion,national origin,sex,handicap,familial status,marital status or age be excluded from
the benefits of, or be subjected to discrimination under any activity carried out by the
SUBRECIPIENT in performance of this Agreement. Upon receipt of evidence of such
discrimination, the COUNTY shall have the right to terminate this Agreement. The
SUBRECIPIENT will take affirmative action to ensure that all employment practices are free
from such discrimination. Such employment practices include but are not limited to the
following: hiring, upgrading, demotion, transfer, recruitment or recruitment advertising,
layoff, termination, rate of pay or other forms of compensation, and selection for training,
including apprenticeship. The SUBRECIPIENT agrees to post in conspicuous places,
available to employees and applicants for employment,notices setting forth the provisions of
this nondiscrimination clause.
X. PROHIBITED ACTIVITY
The SUBRECIPIENT is prohibited from using funds provided herein or personnel employed
in the administration of the program for:political activities;sectarian or religious activities;
lobbying, political patronage, and nepotism activities.
XI. SEVERABILITY OF PROVISIONS
If any provision of this Agreement is held invalid,the remainder of this Agreement shall not
be affected thereby, if such remainder would then continue to conform to the terms and
requirements of applicable law.
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XII. AVAILABILITY OF FUNDS
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The parties acknowledge that the Funds originate from SHIP grant funds from FHFC and
must be implemented in full compliance with all of SHIP rules and regulations and any
agreement between COUNTY and FHFC governing FHFC funds pertaining to this
Agreement. In the event of curtailment or non-production of said state funds,the financial
sources necessary to continue to pay the SUBRECIPIENT all or any portions of the funds
will not be available. In that event, the COUNTY may terminate this Agreement, which
termination shall be effective as of the date that it is determined by the County Manager or
designee, in his-her sole discretion and judgment,that the funds are no longer available.In
the event of such termination,the SUBRECIPIENT agrees that it will not look to,nor seek to
hold the COUNTY,nor any individual member of the County Commissioners and/or County
Administration,personally liable for the performance of this Agreement,and the COUNTY
shall be released from any further liability to SUBRECIPIENT under the terms of this
Agreement.
XIII. DEFAULTS, REMEDIES, AND TERMINATION
This Agreement may also be terminated for convenience by either the County or the
SUBRECIPIENT, in whole or in part,by setting forth the reasons for such termination,the
effective date, and, in the case of partial terminations, the portion to be terminated.
However, if in the case of a partial termination, the County determined that the remaining
portion of the award will not accomplish the purpose for which the award was made, the
County may terminate the award in its entirety.
The following actions or inactions by SUBRECIPIENT shall constitute a Default under this
Agreement:
A. Failure to comply with any of the rules,regulations or provisions referred to herein,
or such statutes, regulations, executive orders, and SHIP guidelines, policies or
directives as may become applicable at any time;
B. Failure, for any reason, of the SUBRECIPIENT to fulfill in a timely and proper
manner its obligations under this Agreement;
C. Ineffective or improper use of funds provided under this Agreement; or
D. Submission by the SUBRECIPIENT to the COUNTY reports that are incorrect or
incomplete in any material respect.
E. Submission by the SUBRECIPIENT of any false certification;
F. Failure to materially comply with any terms of this Agreement; and
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G. Failure to materially comply with the terms of any other agreement between theto
County and the SUBRECIPIENT relating to the project. °'
In the event of any default by SUBRECIPIENT under this Agreement,the County may seek
any combination of one or more of the following remedies:
1. Require specific performance of the Agreement, in whole or in part;
2. Require the use of or change in professional property management;
3. Require immediate repayment by SUBRECIPIENT to the County of all SHIP
funds SUBRECIPIENT has received under this Agreement;
4. Apply sanctions if determined by the County to be applicable;
5. Stop all payments until identified deficiencies are corrected;
6. Terminate this Agreement by giving written notice to SUBRECIPIENT of
such termination and specifying the effective date of such termination.If the
Agreement is terminated by the County as provided herein,SUBREC[PIENT
shall have no claim of payment or claim of benefit for any incomplete project
activities undertaken under this Agreement.
XIV. OPPORTUNITIES FOR RESIDENTS AND CIVIL RIGHTS COMPLIANCE
The SUBRECIPIENT agrees that no person shall be excluded from the benefits of, or be
subjected to, discrimination under any activity carried out by the performance of this
Agreement on the basis of race,color,disability,national origin,religion,age,familial status,
or sex.Upon receipt of evidence of such discrimination,the COUNTY shall have the right to
terminate this Agreement.
To the greatest extent feasible, lower-income residents of the project areas shall be given
opportunities for training and employment; and to the greatest feasible extent eligible
business concerns located in or owned in substantial part by persons residing in the project
areas shall be awarded contracts in connection with the project. The SUBRECIPIENT is
encouraged to comply with Section 3 of the Housing and Community Development Act of
1968.
XV. OPPORTUNITIES FOR SMALL AND MINORITY/WOMEN OWNED BUSINESS
ENTERPRISES
The SUBRECIPIENT will use its best efforts to afford small businesses,minority business
enterprises, and women's business enterprises the maximum practicable opportunity to
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participate in the performance of this contract. As used in this contract, the terms "small
business" means a business that meets the criteria set forth in section 3(a) of the Small a
Business Act,as amended(15 U.S.C.632),and"minority and women's business enterprise"
means a business at least fifty-one (51) percent owned and controlled by minority group
members or women.For the purpose of this definition,"minority group members"are Afro-
Americans, Spanish-speaking, Spanish surnamed or Spanish-heritage Americans, Asian-
Americans,and American Indians.The SUBRECIPIENT may rely on written representations
by businesses regarding their status as minority and female business enterprises in lieu of an
independent investigation.
XVI. AFFIRMATIVE ACTION
The SUBRECIPIENT agrees that it shall be committed to carry out pursuant to the
COUNTY's specifications an Affirmative Action Program in keeping with the principles as
provided in President's Executive Order 11246 of September 24, 1966.The COUNTY shall
provide Affirmative Action guidelines to the SUBRECIPIENT to assist in the formulation of
such program.The SUBRECIPIENT shall submit a plan for an Affirmative Action Program
for approval prior to the award of funds, The Affirmative Action will need to be updated
throughout the five year period and must be submitted to County within 30 days of
update/modification.
XVII. CONFLICT OF INTEREST
The SUBRECIPIENT covenants that no person under its employ who presently exercises any
functions or responsibilities in connection with the Project, has any personal financial
interest,direct or indirect,in the Project areas or any parcels therein,which would conflict in
any manner or degree with the performance of this Agreement and that no person having any
conflict of interest shall be employed by or subcontracted by the SUBRECIPIENT. The
SUBRECIPIENT covenants that it will comply with all provisions of 24 CFR 570.611
"Conflict of Interest", and 2 CFR 200.318, and the State and County statutes, regulations,
ordinance or resolutions governing conflicts of interest.Any possible conflict of interest on
the part of the SUBRECIPIENT or its employees shall be disclosed in writing to CHS
provided, however, that this paragraph shall be interpreted in such a manner so as not to
unreasonably impede the statutory requirement that maximum opportunity be provided for
employment of and participation of low and moderate-income residents of the project target
area.
The SUBRECIPIENT will notify the COUNTY in writing and seek COUNTY approval prior
to entering into any contract with an entity owned in whole or in part by a covered person or
an entity owned or controlled in whole or in part by the SUBRECIPIENT.The COUNTY
may review the proposed contract to ensure that the contractor is qualified and that the costs
are reasonable. Approval of an identity of interest contract will be in the COUNTY's sole
discretion.This provision is not intended to limit SUBRECIPIENT's ability to self-manage
the projects using its own employees.
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XVIII.INCIDENT REPORTING
If services to clients are to be provided under this agreement,the SUBRECIPIENT and any
subcontractors shall report knowledge or reasonable suspicion of abuse, neglect, or
exploitation of a child,aged person, or disabled adult to the County.
XIX. RELIGIOUS ORGANIZATIONS
State funds may be used by religious organizations or on property owned by religious
organizations only in accordance with requirements set in Florida Statue, Chapter
196.011.The SUBRECIPIENT shall comply with First Amendment Church/State principles
as follows:
A. It will not discriminate against any employee or applicant for employment on the
basis of religion and will not limit employment or give preference in employment to
persons on the basis of religion.
B. It will not discriminate against any person applying for public services on the basis of
religion and will not limit such services or give preference to persons on the basis of
religion.
C. It will retain its independence from Federal,State and Local Governments and may
continue to carry out its mission,including the definition,practice and expression of
its religious beliefs, provided that it does not use direct State funds to support any
inherently religious activities,such as worship,religious instruction or proselytizing.
D. The funds shall not be used for the acquisition, construction or rehabilitation of
structures to the extent that those structures are used for inherently religious
activities. Where a structure is used for both eligible and inherently religious
activities, SHIP funds may not exceed the cost of those portions of the acquisition,
construction or rehabilitation that are attributable to eligible activities in accordance
with the cost accounting requirements applicable to SHIP funds in this part.
Sanctuaries,chapels,or other rooms that a Sl-UP funded religious congregation uses
as its principal place of worship, however, are ineligible for SHIP funded
improvements.
XX. COUNTERPARTS OF THE AGREEMENT
This Agreement, consisting of thirty-two (32) enumerated pages and the exhibits and
attachments referenced herein,shall be executed in two counterparts,each of which shall be
deemed to be an original,and such counterparts will constitute one and the same instrument.
Page 16 of 32
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an authorized person or agent,hereunder set their hands and seals on the date first written above, cts
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ATTEST:
DWIGHT E. BROC CLERK BOARD OF COUNTY COMMISSIONERS OF
COLLIER CVi TY,FLO' Ili A
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,Deputy Clerk By: I, - ......,
Chaimi. Donna Fiala
DISTRICT 1 COMMISSIONER
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Dated: c2.101.6 li fr.,
(SEAL)
Attest as ta-Chairman's
signature,only
Community Assisted and Supported Living D.B.A
Renaissance Manor,Inc.
By: , ilif" AP
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recipient Signature
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J. Scott Eller, C.E.O.
Approved as to form and legality:
ilk
Jennifer A. Belpedi
Assistant County Attorney 0
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EXHIBITS
EXHIBIT"A"
INSURANCE REQUIREMENTS
The SUBRECIPIENT shall furnish to Collier County, do Community and Human Services
Division, 3339 E. Tamiarni Trail, Suite 211, Naples, Florida 34112, Certificate(s) of Insurance
evidencing insurance coverage that meets the requirements as outlined below:
1. Workers' Compensation as required by Chapter 440, Florida Statutes.
2. Commercial General Liability including products and completed operations insurance
in the amount of $1,000,000 per occurrence and $2,000,000 aggregate. Collier
County must be shown as an additional insured with respect to this coverage.
3. Automobile Liability Insurance covering all owned, non-owned and hired vehicles
used in connection with this contract in an amount not less than $1,000,000
combined single limit for combined Bodily Injury and Property Damage. Collier
County shall be named as an additional insured.
DESIGN STAGE(IF APPLICABLE)
In addition to the insurance required in 1 —3 above, a Certificate of Insurance must be provided as
follows:
4. Professional Liability Insurance in the name of the SUBRECIPIENT or the licensed
design professional employed by the SUBRECIPIENT in an amount not less than
$1,000,000 per occurrence/$1,000,000 aggregate providing for all sums which the
SUBRECIPIENT and/or the design professional shall become legally obligated to
pay as damages for claims arising out of the services performed by the
SUBRECIPIENT or any person employed by the SUBRECIPIENT in connection
with this contract. This insurance shall be maintained for a period of two(2)years
after the certificate of Occupancy is issued. Collier County shall be named as an
additional insured.
CONSTRUCTION PHASE(IF APPLICABLE)
In addition to the insurance required in 1 —4 above,the SUBRECIPEINT shall provide or cause its
Subcontractors to provide original certificates indicating the following types of insurance coverage
prior to any construction:
5. Completed Value Builder's Risk Insurance on an"All Risk"basis in an amount not
less than one hundred (100%) percent of the insurable value of the building(s) or
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structure(s). The policy shall be in the name of Collier County and the a
SUBRECIPIENT. o_
6. In accordance with the requirements of the Flood Disaster Protection Act of 1973(42
U.S.C.4001),the SUBRECIPIENT shall assure that for activities located in an area
identified by the Federal Emergency Management Agency(FEMA)as having special
flood hazards, flood insurance under the National Flood Insurance Program is
obtained and maintained as a condition of financial assistance for acquisition or
construction purposes (including rehabilitation).
OPERATION/MANAGEMENT PHASE(IF APPLICABLE)
After the Construction Phase is completed and occupancy begins,the following insurance must be
kept in force throughout the duration of the loan and/or contract:
7. Workers' Compensation as required by Chapter 440, Florida Statutes.
8. Commercial General Liability including products and completed operations insurance
in the amount of $1,000,000 per occurrence and $2,000,000 aggregate. Collier
County must be shown as an additional insured with respect to this coverage.
9, Automobile Liability Insurance covering all owned,non-owned and hired vehicles
used in connection with this contract in an amount not less than $1,000,000
combined single limit for combined Bodily Injury and Property Damage. Collier
County as an additional insured.
10. Property Insurance coverage on an"All Risk"basis in an amount not less than one
hundred (100%) of the replacement cost of the property. Collier County must be
shown as a Loss payee with respect to this coverage A.T.I.M.A.
11. Flood Insurance coverage for those properties found to be within a flood hazard zone
for the full replacement values of the structure(s) or the maximum amount of
coverage available through the National Flood Insurance Program (NFIP). The
policy must show Collier County as a Loss Payee A.T.I.M.A.
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EXHIBIT B
PROGRAM NARRATIVE a'
OWNER OCCUPIED REHABILITATION PROGRAM
The Owner Occupied Rehabilitation Program is designed to assist income eligible homeowners that
own and occupy their home by providing SHIP funds to assist with necessary repairs to correct code
violations or emergency repairs that impact their health, safety and welfare. The home must be
suitable for rehabilitation and located within the unincorporated and incorporated areas of Collier
County.
The Owner Occupied Rehabilitation Program shall at all times be administered in accordance with
Collier County's Rehabilitation Standards (incorporated by reference) and the Owner Occupied
Rehabilitation Assistance Strategy as outlined in the County's 2013-2016 SHIP Local Housing
Assistance PIans, as amended (incorporated by reference).
A. DESCRIPTION OF WORK TO BE PERFORMED
The Collier County Community and Human Services along with the SUBRECIPIENT's staff will
advertise for,income qualify each homeowner,maintain any waiting lists,as applicable,and ensure
that all applicable data is kept in each income qualified homeowner file. CHS will also be
responsible for final approval of income eligibility.CHS is responsible for recording liens against the
homeowner once the improvements are completed. CHS will ensure compliance with respect to all
applicable SHIP regulations and coordinate with a third-party inspector to conduct final inspections
of the completed rehabilitation. The third-party inspector will also evaluate the property and work
write-ups prior to the SUBRECIPIENT issuing the ITB's.
The SUBRECIPIENT will carry out the housing rehabilitation contract management and inspection
of the Owner Occupied Rehabilitation Program. The SUBRECIPIENT shall perform technical and
administrative work involving the repair and renovation of residential properties in the program
similar to the following steps listed below:
Assist in conducting outreach activities to solicit participants in the owner occupied rehabilitation
program. Assist home owners in completing the application for rehabilitation and conducting an
initial file review and income eligibility activities. The SUBRECIPIENT shall submit all files for
final review and approval to CHS and those eligible shall be reimbursed under Project Component
#3.
Meet with homeowner, conduct testing and provide evaluation to determine the needs of the home
along with any health safety issues not identified that would impact the County's ability to authorize
the work.Once evaluation is complete,the SUBRECIPIENT will create a scope of work for the unit
and an Independent Cost Estimate and submit to CHS for review and approval.
The SUBRECIPIENT will issue an Invitation to Bid(ITB)to potential building contractors for each
property.Each ITB will be advertised for 10 working days.SUBRECIPIENT shall be responsible for
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and making the recommendations for awards. n.
The SUBRECIPIENT shall have 120 days from approval by CHS of the initial inspection until final
inspection approval,by the third party inspector to complete the rehabilitation. In the event that the
SUBRECIPIENT fails to complete the necessary rehabilitation within the time frame the project
delivery fee associated with the unit shall be forfeited unless CHS allows time extension. In the
event of an unforeseen delay a written explanation and approval must be obtained no later than 90
days after the approval of the initial inspection, from CHS to allow any time extension to the
rehabilitation.
In the event a change order is necessary, the SUBRECIPIENT is permitted to authorize a change
order up to $500.00 per rehabilitation unit. No change order will be approved if the change order
exceeds the$30,000.00 total rehabilitation per unit. In the event the change order exceeds$500.00,
the SUBRECIPIENT shall seek prior approval from CHS staff and/or the County's third party
inspector. The Change order approval must be in writing and submitted at the time of the payment
request. In the event that the approval is not obtained or provided,the SUBRECIPIENT will not be
reimbursed.
Close out documentation,any warranties transferred to homeowner,and submission of all final pay
requests to CHS.
As issues arise, the SUBRECIPIENT shall serve as mediator to resolve any contract disputes
between homeowner and the contractors, while providing support and guidance to the homeowner
throughout the process.
B. WORKING HOURS
Regular service shall be made available between the hours of 8:00 AM to 5:00 PM,Monday through
Friday,excluding County recognized holidays.There may be times when the SUBRECIPIENT may
have to accommodate the homeowner and be available after hours.
C. ESTIMATES:
The SUBRECIPIENT shall solicit estimates/quotes based on the County Purchasing Policy
referenced herein, on all rehab projects and provide those estimates to the County prior to final
contractor selection.
D. LEVELS OF ACCOMPLISHMENT
1. Successful repair and closeout of an eligible owner-occupied housing unit.
2. Successful documentation and quarterly submittal of Progress Reports.
3. Successful expenditure of funding.
4. Submission of eligible homeowners files and properties for the rehab program
Page 21 of 32
SHIP- Owner Occupied Rehabilitation Community Assisted and Supported Living D.B.A.
Renaissance Manor Inc.
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E. PROJECT RECORDS
The SUBRECIPIENT will be required to make working papers available, upon request, without
charge, to any federal, state or Collier County agency upon request.
Records shall include at a minimum, the following and provide to the County as requested or at
Project Closeout:
1. Proof of housing unit program eligibility
2. Written inspection report on the unit describing code violations,or issues deemed a health,
safety and/or welfare issue, or emergency repairs; a work write-up providing detailed
specifications to be used in addressing the code violations or health/safety/welfare issues or,
and general property and energy efficiency improvements,an in-house cost estimate,copies
of all bid documents and recieved bids.
3. Copy of executed contractor purchase order/agreement and homeowner agreement.
4. Evidence of complete and successful repair of an eligible housing unit.
5. Proof of an acknowledge agreement between the SUBRECIPIENT and the homeowner and a
contractual agreement between the SUBRECIPIENT and the contractor(or subcontractors)
licensed to pull required permits in Collier County. Proof of completion of the repairs
identified in the work write-up, as evidenced by the following:
• Certificate of occupancy or hard cards showing County building official approval
of work requiring County permit;
• Inspection by the CHS third party inspector as to the completion of work
performed by the contractor(or subcontractors);
• A copy of the release of liens for each contractor;
• A copy of the check paid to each contractor (or copies of checks paid to
subcontractors)by the SUBRECIPIENT.
• Before,progress and after pictures of work completed.
• Signature of homeowner confirming satisfaction of work completed. In case of a
refusal of signature on behalf of the homeowner,a letter from the SUBRECIPIENT
is required.
• Change orders, if applicable and documentation of approval.
• Bid documents (solicitation notice, bid tabulation and bid advertisement.)
Page 22 of 32
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EXHIBIT C
BUDGET NARRATIVE
OWNER OCCUPIED REHABILITATION PROGRAM
The total SHIP allocation to SUBRECIPIENT for the Owner-Occupied Rehabilitation Program shall
not exceed$520,000.00.
Sources for these funds are as follows;
Fiscal fear Project Client Xnspectton for Nort 12eltab Fund Total
Dehyery Eligtbrhty Eligible
�rrtd Outreaclt
2014-2015 $45,000.00* $22,500.00 $2,500.00 $450,000.00 $520,000.00
Total Filmic •$45,000.00 ? $22;500.00 $2,50900 $459,000.00 ' '$520,000:00
*maximum project delivery
Uses of these funds are as follows:
Funds shall be disbursed in the following manner for the following uses:
1. Maximum rehabilitation funding per unit is$30,000.
2. At least 20% of SHIP 2014 -2015 funds in the amount of$103,500.00 will be used to
assist households with special needs as defined in Section 420.004, Florida Statutes, or
persons with developmental disabilities as defined in Section 393.063,Florida Statutes,with
an emphasis on home modifications, including technological enhancements and devices,
which allowhomeowners to remain independent in their own homes and maintain their
homeownership.
3.A project delivery fee, to complete program management and other project compliance
activities conducted by staff or contracted party,of 10%of the rehabilitation cost shall be
paid for each completed unit.Associated work to perform technical and administrative work
involving the construction and renovation of residential properties. In the event an invoice
for the entire rehabilitation is not received within 120 days from initial approval inspection
by CHS unless extension is granted per Exhibit B,then no project delivery fee will be paid
for that unit.
4.An outreach and client eligibility fee of 5%per eligible rehabilitation file will be paid for
an approved file/property to include document development, application completion, and
application approval. Payable upon property rehabilitation completion.
5.An inspection fee of $250.00 will be paid for those homes that fail to meet the
rehabilitation standards. This fee is only paid when a property fails to meet the criteria and
no other fees will be paid to the SUBRECIPIENT in such circumstances.
Page 23 of 32
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EXHIBTI' D
REPORTING REQUIREMENTS
OWNER-OCCUPIED REHABILITATION PROGRAM
Contract Period State Date: February 23, 2016
Contract Period End Date: June 30, 2017
Type of Report Period Covered/Supporting Documents Date Due
1. Quarterly By the 15th of the
Progress Report • Exhibit "F"- Quarterly Progress Report following month.
Other:
• Listing of any special issues or items of concern
to SUBRECIPIENT relating to the Rehabilitation.
2. Financial& • Copy of Annual Audit 180 days after end of
Compliance Audit • Exhibit"G"-Annual Audit Monitoring Report fiscal year,until
monitoring end date
3. Invoice Exhibit "E"- Request for Payment Monthly
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EXHIBIT "B" a
COLLIER COUNTY COMMUNITY AND HUMAN SERVICES
REQUEST FOR PAYMENT a
SECTION I: REQUEST FOR PAYMENT
Sub recipient Name: Community Assisted and Supported Living d.b.a. Renaissance Manor,
Inc.
Sub recipient Address: 1693 Main Street, Suite A, Sarasota,FL 34236
Project Name: SHIP Owner Occupied Rehabilitation
Project No: Payment Request#
Total Payment :
Period of Availability:
The Agency has incurred the indebtedness listed below between and
SECTION II: STATUS OF FUNDS
1. Grant Amount Awarded $0.00
2. Sum of Past Claims Paid on this Account $0.00
3. Total Grant Amount Awarded Less Sum Of
Past Claims Paid on this Account $0.00
4. Amount of Previous Unpaid Requests
5. Amount of Today's Request
6. Current Grant Balance(Initial Grant Amount Awarded Less Sum of all
requests) $0.00
I certify that this request for payment has been made in accordance with the terms and conditions of
the Agreement between the COUNTY and us as the SUBRECIPIENT. To the best of my
knowledge and belief, all grant requirements have been followed.
Signature Date
Title
Authorizing Grant
Authorizing Grant Coordinator Accountant
Supervisor Department Director
(approval required $15,000 and above) (approval required $15,000 and above)
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EXHIBIT g m
EXHIBI&
"F" ,�[
Quarterly PROGRESS REPORT a
Complete form for past month and submit to Con7nunily and Human Services staff by the 10'"of the following
month.
Status Report for the Quarter Ending: Submittal Date:
Project Name: Owner-Occupied Rehabilitation Project Number: SHIP FY 14-15;
SUBRECIPIENT:
Contact Person:
Telephone: Fax: E-mail:
PROPERTY UNIT DATA
Number of units under rehab this period
Number of units completed this period
Number of units completed to date
EXPENDITURE DATA
Amount of funds expended this period
Amount of funds expended to date
New Contracts executed this period
Name of Contractor Address Amount of Contract
What events/actions are scheduled for the next month?
Identify any issues that may cause delay in meeting scheduled expenditure deadline dates.
Date
Signature
Page 26 of 32
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EXHIBIT "G"
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ANNUAL AUDIT MONITORING REPORT —'
Circular 2 CFR 200.500 requires Collier County to monitor subrecipients of federal awards to determine if subrecipients are
compliant with established audit requirements. Accordingly, Collier County requires that all appropriate documentation is
provided regarding your organizations compliance.
In determining Federal awards expended in a fiscal year,the entity must consider all sources of Federal awards based on
when the activity related to the Federal award occurs, including any Federal award provided by Collier County. The
determination of amounts of Federal awards expended shall be in accordance with the guidelines established by OMB
Circular A-133, for fiscal years beginning before December 26,2014,and established by 2 CFR Part 200,Subpart F–Audit
Requirements, for fiscal years beginning on or after December 26,2014. This form may be used to monitor Florida Single
Audit Act(Statute 215.97) requirements.
Subrecipient
Name
First Date of Fiscal Year(MM/DD/YY) Last Date of Fiscal Year(MM/DDIYY)
Total Federal Financial Assistance Expended Total State Financial Assistance Expended during most
during most recently completed Fiscal Year recently completed Fiscal Year
$ $
Check A or B. Check C if applicable.
The federal/state expenditure threshold for our fiscal year ending as indicated above has been met and a Circular
❑ A-133 or 2 CFR Part 200, Subpart F Single Audit has been completed or will be completed by
Copies of the audit report and management letter are attached or will be provided within 30 days of completion,
We are not subject to the requirements of OMB Circular A-133 or 2 CFR Part 200,
Subpart F because we:
0 0 Did not exceed the expenditure threshold for the fiscal year indicated above
❑ Are a for-profit organization
O Are exempt for other reasons explain
An audited financial statement is attached and if applicable, the independent auditor's management letter.
Findings were noted,a current Status Update of the responses and corrective action plan is included separate from
the written response provided within the audit report.While we understand that the audit report contains a written
❑ response to the finding(s),we are requesting an updated status of the corrective action(s)being taken. Please do
not provide just a copy of the written response from your audit report, unless it includes details of the actions,
procedures, policies, etc. implemented and when it was or will be implemented.
Certification Statement
I hereby certify that the above information is true and accurate.
Signature Date
Print Name and Title
Page 27 of 32
SHIP- Owner Occupied Rehabilitation Community Assisted and Supported Living D.B.A.
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COLLIER COUNTY
CONSTRUCTION REHAB PROGRAM MANUAL OF PRACTICE
SELECTIVE REHAB PROCEDURES as may be amended from time to time.
REFERENCE DATE: JUNE 24, 2014
ITEM# 16D.1
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EXHIBIT"I"
ORDINANCE
"COLLIER COUNTY OWNER-OCCUPIED REHABILITATION PROGRAM"
Page 29 of 32
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ORDINANCE NO.2014- _
AN ORDINANCE OF THE BOARD OF COUNTY COMMISSIONERS OF
COLLIER COUNTY, FLORIDA, REPEALING AND REPLACING
ORDINANCE Na 94-39, AS AMENDED, WHICH ADOPTED THE
COLLIER COUNTY RESIDENTI:A1., REHABILITATION PROGRAM,
12d ORDER TO ADOPT A REVISED PROGRAM TO BE KNOWN AS
TFIE "COLLIER COUNTY OWNER-OCCUPIED REHABILITATION
PROGRAM," PROVIDING FOR FUTURE AMENDMENT OF THE
PROGRAM BY RESOLUTION OF TFIE BOARD OF COUNTY
COMMISSIONERS; PROVIDING FOR CONFLICT AND
SEVERABILITY; PROVIDING FOR INCLUSION IN THE CODE OF
LAWS AND ORDINANCES; AND PROVIDING FOR AN EFFECTIVE
DATE,
WI-WI:WAS, the Florida State Legislature enacted the William 13. Sadowski Affordable
Housing Act on July 7, 1992(the "Act"),Section 410.907,et seg., Florida Statutes,with rules
adopted at Chapter 67-37,Florida Administrative Code,as a comprehensive funding package for
stale and iueal housing programs to better enable localgovernments to Greet their responsibilities
for aflterduhie housing;in accordance with their comprehensive plans;and
WHEREAS, pursuant to the Act, the State has allocated a portion of now and existing
documentary stump taxes on deeds(the "Skil1" funds) to local governments for development
and maintenance of affordable housing;and
WHEREAS, Collier County has adopted by Resolution, as amended by Resolution, a
local Housing Assistance Plan,and which provides 4 maximum award schedule,a cost per unit,
end a maXilrattri cost per unit for eligible housing bcnctitting from awards made pursuant in the
SFIIP funds;and
'WHEREAS,AS, the County, by County Ordinance No: 94.39, adopted a residential
rehabilitation program consistent with the Local Housing Assirtanee Flan, which will utilize
various funding sources.;and
WHEREAS!, the Board desires to repeal and replace Ordinance No. 94•-39, a-s
subsequently amended., in order to adopt a revised rtSiden timtl rehabilitation program, to be
known as the "Collier County Owner-Occupied Rehabilitation Fragrant," attached hereto as
Attachment A;and
WHEREAS, the Board desires that future amendments to the new Owner-Occupied
Rehabilitation Program,.as set forth in Attachment A,may be eccotnplislted by Resolution of the
Board of County Commissioners.
Page 1 or 3
Page 30 of 32
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NOW. THEREFORE, BE IT ORDAINED BY THE Boma) OF COUNTY
COMM ISSIONF.RS OF COLLIER COUNTY.,FLORIDA,
SECTION ONE:. ADOPTION or THE COLLIER COUNTY OWNER-OCCUPIED
REHABILITATION PROGRAM.
The Collier County Owne:r.Oceupiecl 'Rehabilitation Program (Program) is berebY
adopted. A.copy of said Program, including Program firms and other necessary harms and
contracts, is attached to this Ordinance and adopted and made i►.part of this Ordinance by
reference. The forms used in the implementation of the Program may .be modified
admint'stretik.Cly from time to time to conform to the requirements of the funding sources.
SECTION TWO: FUTURE AMENDMENTS TO THE PROGRAM,
Future amendments to the Program may be accomplished by Resolution or the Board of
County COM raj ssionen.
SECTION THREE: CONFLICT AND SEVERABILiTy
in the event this Ordinance conflicts with any other ordinance of Collier County or other
applicable law,the more restrictive shalt apply. Ifpay phrase or portion of the Ordinance is held
invalid or unconstitutional by any court orcotnpetent jurisdiction,such portion shall be deemed a
separate,distinct eind independent provision and such holding shall not affect the validity of the •
reninining portion.
SECTION FOUR: INCLUSION EN TEE CODE OF LAWS AND O YDINANCES-
The provisions of this Ordirtnraee shall become andbe made a part of the Code of Laws
mid Ordinances of Collier County, Florida. The sections of the Ordinances may be renumbered
or telcttered to accomplish such, and the word "ordinance" may be changed to "section,' •
"article,"or any other appropriate word, •
SECTION FIVE.: EFFECTIVE DATE.
This Ordinance shall be effective upon Filing with the Department of State.
Page 2 ora •
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PASSFD AND DULY ADOP FED by a vote of a majority of the BoarQ tf County
ranTraissiAmers of Collier County,Fliwidd, day of ;1Q,\%, ,2014,
ATTE5T: HOARD OF COUNTY CO MMISSTONERS
1)WICit F.:TMOCK,CL ER CO f,TFR,)UNT ,FLORIDA
Attest as to COI;(*Ny Clerk TOM IIENN1NO, Al•—f1/4-11;,-N—
sig,i1aitif0, 11tY.
Approved as tor form and legality:
Jennifer A.Belpedi
AsNislant County Aitcirney
Page 32 of 32
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