Loading...
Agenda 04/28/2015 Item #16D 6 4/28/2015 16.D.6. EXECUTIVE SUMMARY Recommendation to approve Third Amendment to the State Housing Initiatives Partnership Program Subrecipient Agreement with Centro Campesino Farmworker Center, Inc. to extend the expenditure deadlines on the budget narrative(Exhibit B) of the agreement. OBJECTIVE: To provide housing rehabilitation services to eligible homeowners throughout Collier County. CONSIDERATIONS: 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 as outlined in the Board adopted Local Housing Assistance Plan. On June 24, 2014,the Board approved an agreement with Centro Campesino Farmworker Center, Inc. for the administration of an Owner Occupied Rehabilitation Program under the SHIP Program Item 16.D.1. The project will benefit low and very-low income Collier County homeowners with necessary repairs to their dwelling. Homeowners must occupy their home as their primary residence to qualify for assistance. The Board approved the First Amendment to the Subrecipient Agreement at the July 22, 2014 in absentia meeting and ratified it at the regular Board meeting on September 9, 2014 (Item 16.F.1). The Second Amendment to Subrecipient Agreement was approved by the Board on January 27, 2015 (Item 16.D.4). The Third Amendment to Subrecipient Agreement is to amend the Budget Narrative (Exhibit B) of the agreement to remove expenditure deadline dates and replace with language that will allow deadlines to comply with grant fiscal year as may be extended by grantor office. FISCAL IMPACT: The proposed action described in this executive summary has no new fiscal impact. Funds are available from Florida Housing Finance Corporation and are budgeted in the SHIP Grant Fund 791,Projects 33222 and 33258. 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 Chairman to execute Third Amendment to the subrecipient agreement with Centro Campesino Farmworker Center, Inc. Prepared by: Priscilla Doria, Grants Coordinator, Community and Human Services Division Attachments: Third Amendment to Agreement between Centro Campesino Farmworker Center, Inc. and Collier County and Original agreement, IS`and 2nd amendments. Packet Page -1477- 4/28/2015 16.D.6. COLLIER COUNTY Board of County Commissioners Item Number: 16.16.D.16.D.6. Item Summary: Recommendation to approve Third Amendment to the State Housing Initiatives Partnership Program Subrecipient Agreement with Centro Campesino Farmworker Center, Inc.to extend the expenditure deadlines on Fiscal Year 2012/2013 and Fiscal Year 2013/2014. Meeting Date: 4/28/2015 Prepared By Name: DoriaPriscilla Title: Grants Coordinator, Community&Human Services 3/31/2015 11:09:22 AM Submitted by Title: Grants Coordinator, Community&Human Services Name: DoriaPriscilla 3/31/2015 11:09:23 AM Approved By Name: SonntagKristi Title: Manager-Federal/State Grants Operation, Community &Human Services Date: 4/2/2015 3:19:16 PM Name: SonntagKristi Title: Manager-Federal/State Grants Operation, Community &Human Services Date: 4/2/2015 3:19:26 PM Name: KushiEdmond Title: Accountant, Community&Human Services Date: 4/3/2015 11:15:48 AM Name: Bendisa Marku Title: Supervisor-Accounting, Community &Human Services Date: 4/3/2015 11:16:01 AM Packet Page-1478- 4/28/2015 16.D.6. Name: AlonsoHailey Title: Operations Analyst,Public Services Department Date: 4/7/2015 9:49:12 AM Name: TownsendAmanda Title:Division Director-Operations Support, Public Services Department Date: 4/8/2015 10:38:01 AM Name: CarnellSteve Title: Department Head -Public Services,Public Services Department Date: 4/9/2015 8:28:29 AM Name: RobinsonErica Title: Accountant, Senior, Grants Management Office Date: 4/9/2015 11:04:21 AM Name: BelpedioJennifer Title: Assistant County Attorney, CAO General Services Date: 4/9/2015 3:50:54 PM Name: KlatzkowJeff Title: County Attorney, Date: 4/14/2015 1:24:47 PM Name: StanleyTherese Title:Manager-Grants Compliance, Grants Management Office Date: 4/15/2015 10:26:22 AM Name: OchsLeo Title: County Manager. County Managers Office Date: 4/16/2015 3:13:30 PM Packet Page -1479- 4/28/2015 16.D.6. Grant-SHIP FY 2011-2012 SHIP FY 2012-2013 SHIP FY 2013-2014 Activity: - Owner-Occupied Rehabilitation Program Subrecipient: - Centro Campesino- Farmworker Center,Inc. DUNS #- 173849191 CSFA#- 52.901 THIRD AMENDMENT TO AGREEMENT BETWEEN COLLIER COUNTY AND CENTRO CAMPESINO-FARMWORKER CENTER, INC. THIS AGREEMENT is made and entered into this day of 2015, 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"Centro Campesino-Farmworker Center, Inc." a private not-for-profit corporation existing under the laws of the State of Florida, having its principal office at 35801 SW 186th Avenue, Florida City,Florida 33034-5508. WHEREAS, on June 24, 2014, Item 16D1, the COUNTY entered into an Agreement with Subrecipient to administer the State Housing Initiatives Partnership Program (SHIP) Owner-Occupied Rehabilitation Program ("Agreement"). WHEREAS, on September 9, 2014, Item 16F1, the COUNTY approved the first amendment to the Agreement; on January 27, 2015, Item 16D4, the COUNTY approved the second amendment to the Agreement. WHEREAS, the third amendment to the Agreement is to modify Exhibit B, the Budget Narrative, to remove expenditure deadlines dates and replace with language that will allow deadlines to comply with grant fiscal year deadlines as may be extended by grantor office. NOW, THEREFORE, in consideration of the mutual promises and covenants herein contained, it is agreed by the Parties as follows: Words Struck etrgh are deleted; Words Underlined are added * All references to Housing, Human and Veteran Services (HHVS)throughout agreement shall now read Community and Human Services (CHS). Amendment#3 SHIP- Owner Occupied Rehabilitation Centro Campesino-Farmworker Center, Inc. Packet Page-1480- 4/28/2015 16.D.6. EXHIBIT B BUDGET NARRATIVE OWNER OCCUPIED REHABILITATION PROGRAM The total SHIP allocation to SUBRECIPIENT for the Owner-Occupied Rehabilitation Program shall be $856,000.00. Sources for these funds are as follows: Fiscal Year Total Rehab and Project 'E.apcnditurc Dcadlinc Delivery/Inspection • 2011-2012 $250,000*** 1/30/2015 2012-2013 $126,000 1/3012015 2013-2014 S480,000 7/31/2015 Total Funds $856,000 I , - ' Mete -` --- • dependent upon timely submission of incom - • . - -.. • . - • •. = • • - COUNTY to SUBRECIPIENT. Expenditure deadlines will comply with grant fiscal year deadlines as may be extended by Florida Housing Finance Corporation. If SUBRECIPIENT determines during the initial inspection of a home that the property is not eligible for rehabilitation or if the homeowner post inspection and prior to bid construction/award withdraws from rehab program a fee of$250.00 per home shall be paid to the SUBRECIPIENT. If SUBRECIPIENT determines that rehabilitation is required a project delivery fee of 10% of the total rehabilitation award but no less than $1,000 shall be paid for each completed unit for total compensation to the SUBRECIPIENT. Associated work to perform technical and administrative work involving the construction and renovation of residential properties is included in the inspection fee or the project delivery and shall not also be reimbursed. SIGNATURE PAGE TO FOLLOW Amendment#3 SHIP-Owner Occupied Rehabilitation Centro Campesino-Farmworker Center,Inc. T'-- 1 -Pi Packet Page-1481- 4/28/2015 16.D.6. ATTEST: BOARD OF COUNTY COMMISSIONERS OF DWIGHT E. BROCK, CLERK COLLIER COUNTY, FLORIDA By: , Deputy Clerk Tim Nance, Chairman Dated: (SEAL) Centro Campesino-Farmworker Center, Inc., By: Subrecipient Signature Subrecipient Name Title Approved as to form and legality: Jennifer A. Belpedio Assistant County Attorney J Amendment#3 SHIP-Owner Occupied Rehabilitation Centro Campesino-Farmworker Center, Inc. Packet Page-1482- 4/28/2015 16.D.6. MEMORANDUM Date: July 7, 2014 To: Priscilla Doria, Grants Coordinator Housing, Human & Veteran Services From: Teresa Cannon, Deputy Clerk Minutes & Records Department Re: Agreement w/Centro Campesino Farmworker Center, Inc. Attached is an original copy of the document referenced above, (Item #16D1) approved by the Board of County Commissioners on Tuesday, June 24, 2014. The second original amendment document will be held in the Minutes and Records Department for the Board's Official Record. If you have questions, please feel free to contact me at 252-8411. Thank you Attachment Packet Page-1483- 4/28/2015 16.D.6. Grant-SHIP FY 2011-2012 SHIP FY 2012-2013 SHIP FY 2013-2014 Activity: - Owner-Occupied Rehabilitation Program Subrecipient: -Centro Campesino- Farmworker Center,Inc. DUNS #- 173849191 CSFA #-52.901 AGREEMENT BETWEEN COLLIER COUNTY AND CENTRO CAMPESINO-FARMWORKER CENTER,INC. THIS AGREEMENT is made and entered into this s_!___ day of June._.. 2014, by and between Collier County, a political subdivision of the State of Florida, ("COUNTY" or "Grantee") having its principal address as 3339 E. Tamiarni Trail, Suite 211, Naples FL 34112, and "Centro Campesino-Farmworker Center, Inc." a private not-for-profit corporation existing under the laws of the State of Florida, having its principal office at 35801 SW 186th Avenue,Florida City,Florida 33034-5508 WHEREAS, the COUNTY is the recipient of State Housing Initiatives Partnership Program (SHIP)Program funds; and WHEREAS, pursuant to the State Housing Initiatives Partnership 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 2010-2013 Local Housing Assistance Plan, as amended, was adopted by the Board of County Commissioners on April 27,2010,Resolution No. 2010-84; 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 April 8, 2014,Resolution No 2014-67 (Item #16D10); and WHEREAS, the COUNTY and the SUBRECIPIENT desire to provide the owner occupied rehabilitation as specified in Exhibit "A"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: Page 1 of 23 SHIP-Owner Occupied Rehabilitation Centro Campesino Farmworker Center, Inc, (2) Packet Page-1484- 4/28/2015 16.D.6. DEFINITIONS AND PURPOSE A. DEFINITIONS Terms shall be as defined in the Stale Housing Initiatives 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. IL 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 A-C (Program Narrative, Budget Narrative, and Disbursement Schedule) in accordance with the terms and conditions of "Requests for Applications, Owner-Occupied Rehabilitation Projects, State Housing Initiatives Partnership Funding Cycle Fiscals Years 2011-2012, 2012-2013, and 2013- 2014"and Subrecipient's Application. HI. SPECIAL GRANT CONDITIONS A. 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/Equal Opportunity Policy 4. Conflict of Interest Policy 5. Equal Opportunity Policy 6. Sexual Harassment Policy IV. TIME OF PERFORMANCE This Agreement shall be in effect from June 24, 2014 through September 30, 2015 and all services required hereunder shall be completed in accordance with the schedule set forth in Exhibit B(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 be EIGHT HUNDRED FIFTY-SIX THOUSAND DOLLARS ($856,000.00). Page 2 of 23 SHIP- Owner Occupied Rehabilitation Centro Campesino Farmworker Center,Inc, (7) Packet Page -1485- 4/28/2015 16.D.6. The budget identified for the Project shall be as follows: Line Item Description SHIP Funds Project Component One: Rehabilitation to owner- $ 770,400.00 occupied units. Project Component Two: Project Delivery Fee $85,600*not to exceed .for entire grant TOTAL S 856,000.00 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 IL 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 HHVS, which shall have access to all records and documents related to the project. The County shall reimburse the SUBRECIPIENT for the performance of this Agreement upon completion of the work tasks as accepted and approved by HHVS pursuant to the submittal of monthly progress reports. SUBRECIPIENT may not request disbursement of SHIP funds until fiends are needed for eligible costs, and all disbursement requests must be limited to the amount needed at the time of request. 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. Work performed during the term of the program but not invoiced within 90 days without written exception from the Grant Coordinator will not be reimbursed.No payment will be made until approved by HHVS 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. Page 3 of 23 • SHIP-Owner Occupied Rehabilitation Centro Campesino Farmworker Center, Inc, Packet Page-1486- S 4/28/2015 16.D.6. COLLIER COUNTY ATTENTION:Priscilla Doria, Grant Coordinator Collier County Government Housing,Human& Veteran Services Department 3339 E Tamiami Trail, Suite 211 Naples, Florida 34112 mail to:Pri sci1laDoria @Col.liergov.net Phone: 239-252-5312 SUBRECIPIENT ATTENTION: Diane Cantor, Executive Director Centro Campesino-Farmworker Center Inc. PO Box 343449 Florida City, FL 33034 Dcantor(a,ccfcfl.org (305)245-7738 extension 228 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 and construction costs associated with the each completed unit. B. CODE OF ETHICS AND CONDUCT The SUBRECIPIENT shall comply with the Code 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 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. Page 4 of 23 SHIP- Owner Occupied Rehabilitation Centro Campesino Farmworker Center,Inc, �A Packet Page -1487- 4/28/2015 16.D.6. D. WORKERS' COMPENSATION The SUBRECIPIENT shall provide Workers' Compensation Insurance coverage for all of its employees involved in the performance of this Agreement. 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. F. INDEMNIFICATION The SUBRECIPIENT shall indemnify and hold Collier County harmless from any and all claims, losses, damages and causes of actions which may arise out of the performance of this Agreement, including costs and expenses for or on account of any or all suits relating to this Agreement, and shall pay all costs and judgments which may issue thereon. In particular, the SUBRECIPIENT will hold the COUNTY harmless and will indemnify the COUNTY for funds which the COUNTY is obligated to refund the State arising out of the conduct of activities under this Agreement. G. GRANTOR RECOGNITION The SUBRECIPIENT shall ensure recognition of the role of the grantor agency and the SHIP Program in providing services under this Agreement. All publicity materials or notices pursuant to this Agreement shall be prominently labeled as to funding source. H. AMENDMENTS The COUNTY 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 both organizations. Such amendments shall not invalidate this Agreement, nor relieve or release the COUNTY or SUBRECIPIENT from its obligations under this Agreement. The COUNTY may, in its discretion, amend this Agreement to conform with 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 COUNTY and SUBRECIPIENT_ 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. No amendments to Page 5 of 23 SHIP- Owner Occupied Rehabilitation Centro Campesino Fannworker Center,Inc, Packet Page-1488- 4/28/2015 16.D.6. this Agreement will be granted ninety (90) days prior to end date of 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. The request must be submitted no later than ninety (90) days prior to end date of the Agreement. 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 30 days before the effective date of such termination. In the event of any termination, 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. 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, Housing, Human and Veteran Services Department ("HHVS") staff shall specify in writing the actions that must be taken by the SUBRECIPIENT as a condition precedent to resumption of payments and shall 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 goods and services shall be in accordance with Exhibit A, Section C of this Agreement), including capital equipment, shall be made by either issuance of a purchase order or by a written contract arid in conformity with the thresholds of Collier County Purchasing Ordinance and Procedures. Page 6 of 23 SHIP-Owner Occupied Rehabilitation Centro Campesino Farmworlcer Center, Inc, Packet Page -1489- 4/28/2015 16.D.6. Purchasing Threshold Policy Dollar Range ($) Quotes Under$3,000 1 Written Quote $3,000 to $50,000 3 Written Quotes Request for Proposal (RFP) Above $50,000 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"A"(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 and/or satisfaction of loans, whichever is later,provided applicable audits have been released. This means that for cases that were assisted you must retain all records no less than five (5) years after the loan has been satisfied, provided audits have been released, whichever is later. 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. C. DISCLOSURE The SUBRECIPIENT shall maintain records in accordance with Florida's Public Records Law(Chapter 119,Florida Statutes). D. CLOSEOUTS The SUBRECIPIENT'S obligation to the COUNTY shall not end until all closeout requirements are completed. Activities during this closeout period shall include, but are not limited to, making final payments and determining the custodianship of records. 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), and determining the Page 7 of 23 SHIP- Owner Occupied Rehabilitation Centro Campesino Fannworker Center, Inc, cn� Packet Page-1490- 4/28/2015 16.D.6. 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 21197, 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 nine (9) months after the SUBRECIPIENT's fiscal year end. • If the SUBRECIPIENT expends less than $500,000 in State awards in its fiscal year, an audit conducted in accordance with the provisions of Section 215.97, Florida Statutes, is not required. In the event that the SUBRECIPIENT expends less than $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 Florida Housing Finance Corporation (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 IIHVS will carry out no less than one (1) Page 8 of 23 SHIP-Owner Occupied Rehabilitation Centro Campesino Farmworker Center, Inc, (-;71) Packet Page -1491- 4/28/2015 16.D.6. annual on-site monitoring visit and evaluation activities as determined necessary; in addition, FHFC may conduct a monitoring visit to inspect records and meet with homeowner. 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 HHVS, submit information and status reports required by HHVS to enable HHVS to evaluate said progress and to allow for completion of reports required. The SUBRECIPIENT shall allow HHVS to monitor the SUBRECIPIENT on site. Such site visits may be scheduled or unscheduled as determined by HHVS. 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,HI-VS has adopted an escalation policy to ensure continued compliance by recipients, subrecipients, or any entity receiving grant funds from HHVS. HHVS's policy for escalation for non-compliance is as follows: 1. Initial non-compliance may result in Findings or Concerns being issued to the entity and will require a corrective action plan be submitted to HHVS within 15 days following the monitoring visit. o Any pay requests that have been submitted to the HHVS for payment cannot be submitted until the corrective action plan has been submitted. o HHVS 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 HFIVS,HHVS may require a portion of the awarded grant amount be returned to HHVS. Page 9 of 23 SHIP- Owner Occupied Rehabilitation Centro Carnpesino Farnworker Center, Inc, Packet Page-1492- 4/28/2015 16.D.6. o The County may require upwards of five percent(5%)of the awarded amount be returned to the Department,at the discretion of the Board of County Commissioners. o 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 Department of their substantial non-compliance by certified mail; the Department may require a portion of the awarded grant amount be returned to the Department. o The County may require upwards of ten percent(10%)of the awarded amount be returned to the Department, at the discretion of the Board of County Commissioners. o 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,HHVS may recommend the contract or award be terminated. o HHVS 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. o The entity will be considered in violation of Resolution No. 2013-228 If in the case the entity has multiple agreements with the County and is found to be non-compliant, the above sanctions may be imposed across all awards at the Board of County Commissioner's discretion. H. PAYMENT PROCEDURES The COUNTY shall make payments to the SUI3RECIPIENT as outlined in Exhibit C, Disbursement Schedule. 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 will result in payment delays. PROGRESS REPORTS • The SUBRECIPIENT shall submit regular Monthly Progress Report (Exhibit F) to the COUNTY in the form, content and frequency required by the COUNTY. IX. CIVIL RIGHTS COMPLIANCE Page 10 of 23 SHIP- Owner Occupied Rehabilitation Centro Campesino Farmworker Center, Inc, Packet Page -1493- `\ 4/28/2015 16.D.6. 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. XII. COUNTERPARTS OF THE AGREEMENT This Agreement, consisting of twenty-three (23) 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. 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. **Remainder of page intentionally left.blank. Signature page to follow.** Page 11 of 23 SHIP-Owner Occupied Rehabilitation Centro Campesino Farmworker Center,Inc, Packet Page -1494- 4/28/2015 16.D.6. ATTEST: BOARD OF COUNTY COMMISSIONERS OF Dwys?r E BRO f, , CLERK ,----, COLLIER GOUNTYALORIDA --, / ti(?9;j6iLt-41't / ' ••:(--- B Ayt,--N, Deputy Clerk TOM HENNING, C, • IRMAN ( iclq 60114, Dated: 1 — / Attest a to Ctehtlifs signature only. Centro Campesino-Farmworker Center,Inc., /-\ By: i •d/i lit ' Subrecipient Signature 'il i ,•7 ,b role 01 .7 IMO-et- Subrecipient Name Title Approved as 10 form and legality: ..?„...,—,........ Jennifer A. Belpeth ,,''Z Assistant County AttiArney This Agreement has been approved on aN day of j LA e.., , 2014. Agenda Item # gfi b 1 1 , Page 12 of 23 SFIIP- Owner Occupied Rehabilitation Centro Campesino Fannworker Center,Inc, (C) Packet Page -1495- 4/28/2015 16.D.6. EXHIBIT A PROGRAM NARRATIVE 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 he administered in accordance with Collier County's Rehabilitation StandardsOrdinance No. 94-39, as amended, as it may be modified, and the Owner Occupied Rehabilitation Assistance Strategy as outlined in the County's 2010-2013 and 2013-2016 SHIP Local Housing Assistance Plans, as amended (Exhibit H and I). A. DESCRIPTION OF WORK TO BE PERFORMED The Collier County HHVS 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. HHVS will include in its income certification of clients, those households which have been certified to meet the 20% special needs requirement. HHVS will ensure that the existing housing will not exceed 90 percent of the average area purchase price in the statistical area in which the eligible housing is located at the time of initial application. HHVS will ensure that prior to construction beginning; the homeowner(s) must execute a mortgage and promissory note for the maximum amount of assistance which will be modified after final completion of work to unit to reflect the actual amount of funds expended. HHVS will ensure compliance with 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 work write-ups prior to the SUBRECIPIENT issuing the IT13's. SUBRECIPIENT will carry out the housing rehabilitation contract management and inspection of the Owner Occupied Rehabilitation Program. SUBRECIPIENT shall perform technical and administrative work involving the repair and renovation of residential properties in the program following steps listed below: SUBRECIPIENT will meet with homeowner, and conduct an inspection of the home 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, including deliverables for the unit. SUBRECIPIENT will issue either a Request for Proposal (RFP) or Invitation to Bid (ITB) to potential building contractors. Each RFP will be advertised for at least twenty-one (21) days. Each ITB will be advertised for ten (10) days and in accordance to the Purchasing Ordinance. SUBRECIPIENT shall be responsible for issuing the RFP or ITB, responding to questions, conducting the walk-through with the potential contractors and making the recommendations for awards. Page 13 of 23 SHIP-Owner Occupied Rehabilitation Centro Carnpesino Farmworker Center, Inc, Packet Page -1496- 4/28/2015 16.D.6. SUBRECIPIENT shall issue a Notice to Proceed to the winning contractor with a specified period to begin and complete the contract, The time to complete the project will be identified in the scope of work, If the work takes longer than identified depending on unforeseen circumstances (weather, back orders of building materials, etc) the SUBRECIPIENT must document the delay and must gain prior approval by HHVS Grant Coordinator prior to authorizing the project's time extension. Close out documentation shall include copies of any warranties transferred to the homeowner, and submission of all final pay requests to HHVS. As issues arise, 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 a minimum of three (3) written estimates from licensed contractors on all rehab projects and provide those estimates to the County prior to final contractor selection for an independent review and evaluation. SUBRECIPIENT must verify contractor eligibility and proposal for work shall be reasonable and be within ten(10)percent of the cost estimate. D. LEVELS OF ACCOMPLISHMENT I. Successful repair and closeout of an eligible owner-occupied housing unit. 2. Successful documentation and monthly submittal of Progress Reports. 3. Successful expenditure of fiscal year funding by scheduled deadline dates. E. PROJECT RECORDS The SUBRECIPIENT will be required to make all documents pertaining to the program 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: I, Written inspection report on the unit describing code violations, a work write-up providing detailed specifications to be used in addressing the code violations and general property and energy efficiency improvements, an in-house cost estimate, copies of all hid documents and bids (a minimum of three bids on each work Page 14 of 23 SHIP-Owner Occupied Rehabilitation Centro Campesino Fanuworker Center, Inc, (Lrli Packet Page-1497- 4/28/2015 16.D.6. write-up). 2. Proof of a contractual agreement between Subrecipient and the homeowner and Subrecipient and the contractor (or subcontractors) licensed to pull required permits in Collier County. 3. Proof of completion of repairs identified in Exhibit C. Page 15 of 23 SHIP- Owner Occupied Rehabilitation Centro Campesino Farmworker Center,Inc, Packet Page -1498- - 4/28/2015 16.D.6. EXHIBIT B BUDGET NARRATIVE OWNER.OCCUPIED REHABILITATION PROGRAM The total SHIP allocation to SUBRECIPIENT for the Owner-Occupied Rehabilitation Program shall be$856,000.00. Sources for these funds are as follows: Fiscal.Year .Project Delivery Re 'b F.ornd Total &p1aeodt re 2011-2012 $15,000* $135,000 $150,000 12/31/2014 2012-2013 $22,600* $203,400 $226,000 4/30/2015 2013-2014 $48,000* $432,000 $480,000 7/31/2015 Total Funds $85,600 $770,400 $856,000 *maximum project delivery Uses of these funds are as follows: Funds shall be disbursed in the following manner for the following uses: 1. Maximum funding per unit is$30,000. 2. At least 20% of SHIP FY 2013-2014 funds will be used to assist households with special needs 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 allow homeowners to remain independent in their own homes and maintain their homeownership. 3. Fiscal Year 2011-2012 funding will only be used to assist those homes built before December 31,2010. 4. Fiscal Year 2013-2014 funding will only be used to assist those homes built before December 31, 2012. 5.A project delivery fee of 10% of the total award shall be paid for each completed unit for total compensation not to exceed $15,000 for FY11-12; $22,600 for FY 12-13; $48,000 for FY 13-14. Associated work to perform technical and administrative work involving the construction and renovation of residential properties. Page 16 of 23 SHIP-Owner Occupied Rehabilitation Centro Campesino Fain-marker Center, Inc, A Packet Page-1499- 4/28/2015 16.D.6. EXHIBIT C DISBURSEMENT SCHEDULE 1. Upon satisfactory expenditure and with satisfactory completion of each unit rehabilitated, funds will be released. 2. Submission of Exhibit"E"-Request for Payment to include all supporting documentation; A. Rehabilitation 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(if applicable); • A copy of the release of liens; • A copy of the invoice submitted to the Subrecipient by the contractor; • A copy of the check paid to the contractor (or copies of checks paid to subcontractors) by the SUBRECIPIENT; • Project Pictures (before and after); • Schedule of Values. Page 17 of 23 SHIP- Owner Occupied Rehabilitation Centro Campesino Farmworker Center,Inc, • '• icy Packet Page-1500- 4/28/2015 16.D.6. EXHIBIT 1) REPORTING REQUIREMENTS OWNER-OCCUPIED REHABILITATION PROGRAM Contract Period State Date: June 24, 2014 Contract Period End Date: September 30,2015 Type of Report Period Covered/Supporting Documents Date Due 1. Monthly Period covered by the previous month. By the 15'x'of the Progress Report following month. • Exhibit"F"-Monthly Progress Report Other: • Listing of any special issues or items of concern to SUBRECIPIENT relating to the Rehabilitation. 3.Financial & • Copy of Annual Audit 180 days after end of Compliance • Exhibit"G"-Annual Audit Monitoring Report fiscal year Audit 3. Invoice • Exhibit"E"-Request for Payment Upon final completion of a unit Page 18 of 23 SHIP- Owner Occupied Rehabilitation Centro Campesino Farunvorker Center, Inc, • Packet Page -1501- 4/28/2015 16.D.6. EXHIBIT E REQUEST FOR PAYMENT Sub recipient Name: Centro Campesino-Farmworker Center,Inc. Sub recipient Address: PO Box 343449, Florida City, FL 33034 Project Name: Owner- Occupied Rehabilitation Program SHIP FILE# Homeowners Property Address: Total Rehab Cost Requested: Total Project Delivery Requested $ (10% of total rehab cost) Total Invoice Cost Requested: $ Check documents provided with request for payment; Invoice from Contractor Cleared Check and/or Bank Statement Waiver of lien Release Schedule of Values Certification of Completion signed by Subrecipient and Homeowner Subrecipient Agreements with Contractor and Homeowner Permits issued, if applicable Certificate of Occupancy,if applicable Pictures: Initial and Final I certify that this request for payment has been drawn in accordance with the terms and conditions of the Agreement between the COUNTY and us.To the best of my knowledge and belief,all grant requirements have been followed. Signature Date Title Authorizing HHVS Grant Coordinator HHVS Supervisor (approval authority under$15,000) HHVS Dept Director (approval required$15,000 and above) Page 19 of 23 SHIP- Owner Occupied Rehabilitation Centro Campesino Farmworker Center, Inc, �JrJ' Packet Page-1502- 4/28/2015 16.D.6. EXHIBIT F MONTHLY PROGRESS REPORT Complete f form for past month and submit to Housing,Htrrnan and Veteran Services'staff by the 1.5b of the ,following month. Status Report for Month of: Submittal Date: Project Name: SHIP Owner-Occupied Rehabilitation Project Number: SHIP-FY12; 13; 14 SUBRECIPIENT: Centro Campesino-Farmworker Center,Inc. Contact Person(s): Jorge Barrios,Director of Construction Mavra Rodriguez, Operations Manager Telephone: 305-245-7738 Ext.236 Fax: 305-247-2619 E-mail: mrodriguez(a),ccfcfl.org 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 Title Page 20 of 23 SHIP- Owner Occupied Rehabilitation Centro Campesino Farmworker Center, Inc, Packet Page-1503- 4/28/2015 16.D.6. EXHIBIT G ANNUAL AUDIT MONITORING REPORT OMB Circular A-133 Audits of States, Local Governments, and Non Profit Organizations requires the Collier County Housing, Human and Veterans.Services Department to monitor our sub recipients of federal awards and determine whether;they have met the audit requirements of the circular and .:whether they are in•• compliance with federal laws and regulations. we•::are requiring that you check:oneof:tte following, :provide all appropriate documentation regarding your organization's compliance with the audit. requirements, sign and date this form Sub.:recipient Name Centro Campesino-Farmworker Center, Fiscal Year l:nc Pened Total.State Financial Assistance Expended during most recently completed Fiscal Year Total.Federal Financial Assistance Expended during most recently completed Fiscal Year Check Appropriate Boxes We have exceeded the $500,000 federal/state expenditure threshold for our fiscal year ending ❑ as indicated above and have completed our Circular A-133 audit. A copy of the audit report and management letter is attached. We exceeded the $500,000 federal/state expenditure threshold for our fiscal year ending as ❑ indicated above and expect to complete our Circular A-133 audit by . Within 30 days of completion of the A-133 audit, we will provide a copy of the audit report and management letter. We are not subject to the requirements of OMB Circular A-133 because we: o Did not exceed the $500,000 federal/state expenditure threshold for the fiscal year indicated above ❑ Are a for-profit organization ❑ Are exempt for other reasons—explain An audited financial statement is attached and if applicable, the independent auditor's management letter. (If findings were noted, please enclose a copy of the responses and corrective action plan.) Certification Statement I hereby certify that the above information is true and accurate Signature Date Print Name and Title This form may be used to monitor Florida Single Audit Act(Statute 215.97)requirement Page 21 of 23 SHIP- Owner Occupied Rehabilitation Centro Campesino Farmworker Center,Inc, Packet Page-1504- 4/28/2015 16.D.6. EXHIBIT H COLLIER COUNTY 2010-2013 LOCAL HOUSING ASSISTANCE PLAN (LHAP), as it may be amended. APPROVED APRIL 27,2010, ITEM #16.D.11, RESOLUTION 2010-84 AMENDED MAY 14, 2013, ITEM# 16.D.8, RESOLUTION 2013-106 THE ENTIRE LHAP IS INCORPORATED BY REFERENCE Page 22 of 23 SHIP-Owner Occupied Rehabilitation Centro Campesino Farmworker Center, Inc, CAC Packet Page -1505- 4/28/2015 16.D.6. EXHIBIT I COWER COUNTY 2013-2016 LOCAL HOUSING ASSISTANCE PLAN (LHAP), as it may be amended. APPROVED APRIL 23, 2013,ITEM# 16.D.4,RESOLUTION 2013-94 AMENDED APRIL 8,2014,ITEM# 16.D.1, RESOLUTION 2014-67 THE ENTIRE LHAP IS INCORPORATED BY REFERENCE Page 23 of 23 SHIP-Owner Occupied Rehabilitation Centro Campesino Farmworker Center,Inc, -7 ; Packet Page -1506- 4/28/2015 16.D.6. ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP TO ACCOMPANY ALL ORIGINAL DOCUMENTS U . r„ i THE BOARD OF COUNTY COMMISSIONERS OFFICLF0 W IgICTIATU . r Print on pink paper. Attach to original document. The completed routing slip and original documents are to be forwarded to the C:ou Attorney ice at the time the item is placed on the agenda. All completed routing slips and original documents must be received in the County Attorney Office no later than Monday preceding the Board meeting. **NEW** ROUTING SLIP Complete routing lines#1 through#2 as appropriate for additional signatures,dates,and/or information needed. If the document is already complete with the exception of the Chairman's signature,draw a line through routing lines#I through#2,complete the checklist,and forward to the Count Attorney Office. Route to Addressee(s) (List in routing order) Office Initials Date 1. Jennifer A. Belpedio,ACA County Attorney Office 7 a 3 (4 2. BCC Office Board of County '-° '\ �'lVzy\A Commissioners -;�b -s/ °\\.\.7.\\4\ 3. Minutes and Records Clerk of Court's Office q O5(1 ) T.4 3.2r In PRIMARY CONTACT INFORMATION Normally the primary contact is the person who created/prepared the Executive Summary. Primary contact information is needed in the event one of the addressees above.may need to contact staff for additional or missing information Name of Primary Staff Priscilla Doria,HHVS Phone Number 239-252-5312 Contact/ Department Agenda Date Item was July 22,2014 c. s tC Agenda Item Number (p j I Approved by the BCC g\�\■om NrCe( Cle�.�\er�'- V.-F-1 ✓ Type of Document First Amendment Centro Campesino Number of Original 2 Attached Farmworker Center Inc. Documents Attached PO number or account number if document is (-. to be recorded INSTRUCTIONS& CHECKLIST Initial the Yes column or mark"N/A"in the Not Applicable column,whichever is Yes N/A(Not appropriate. (Initial) Applicable) 1. Does the document require the chairman's original signature? 1 J 2. Does the document need to be sent to another agency for additional signatures? If yes, provide the Contact Information(Name;Agency; Address; Phone)on an attached sheet. (A- 3. Original document has been signed/initialed for legal sufficiency. (All documents to be signed by the Chairman,with the exception of most letters, must be reviewed and signed / by the Office of the County Attorney. f.D e 4. All handwritten strike-through and revisions have been initialed by the County Attorney's N 1/61 v Office and all other parties except the BCC Chairman and the Clerk to the Board 5. The Chairman's signature line date has been entered as the date of BCC approval of the document or the final negotiated contract date whichever is applicable. 6. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's ' signature and initials are required. 4`J 7. In most cases(some contracts are an exception),the original document and this routing slip should be provided to the County Attorney Office at the time the item is input into SIRE. r.A. " Some documents are time sensitive and require forwarding to Tallahassee within a certain _ time frame or the BCC's actions are nullified. Be aware of your deadlines! t 8. �q °v7 1�,�« The document was approved by the BCC on 7a a i i`f and all changes made ytib 1.i:(.,Yee:f4r.t:' during the meeting have been incorporated in the attached document. The County bp.,3,+�' g g Attorney's Office has reviewed the changes,if applicable. 9. Initials of attorney verifying that the attached document is the version approved by the .l te `'ayr :'' '+7 BCC,all changes directed by the BCC have been made,and the document is ready for th �. to ;ea.ci+qt.? Chairman's signature. k'1' 2J1.;:.N.fie'%'. 1 Forms/County Forms/BCC Forms/Original Documents Routing Slip WWS Original 9.03.04,Revised 1.26.05,Revised 2.24.05;Revised 11/30!12 Packet Page -1507- 4/28/2015 16.D.6. IÔFL MEMORANDUM Date: September 18, 2014 To: Priscilla Doria, Grants Coordinator Housing, Human & Veteran Services From: Ann Jennejohn, Deputy Clerk Minutes & Records Department Re: Amendment #1 to the SHIP Subrecipient Agreement between Collier County and Centro Campesino-Farmworker Center, Inc. Attached is an original copy of the agreement amendment referenced above,approved July 22, 2014 In Absentia of the Board of County Commissioners and subsequently ratified (Item #16F1B) during their meeting held September 9, 2014. The second original agreement amendment has been held in our department for the Board's Official Record. If you have questions, please feel free to call me at 252-8406. Thank you Attachment Packet Page -1508- 4/28/2015 16.D.6. 16F1 4 Grant-SHIP FY 2011-2012 SHIP FY 2012-2013 SHIP FY 2013-2014 Activity: -Owner-Occupied Rehabilitation Program Subrecipient: -Centro Campesino- Farmworker Center,Inc. DUNS#- 173849191 CSFA#-52.901 FIRST AMENDMENT TO AGREEMENT BETWEEN COLLIER COUNTY AND CENTRO CAMPESINO-FARMWORKER CENTER,INC. THIS AGREEMENT is made and entered into this day of <- fix', 2014, 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 "Centro Campesino-Farmworker Center, Inc." a private not-for-profit corporation existing under the laws of the State of Florida, having its principal office at 35801 SW 1861h Avenue,Florida City,Florida 33034-5508 WHEREAS, on June 24, 2013, 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 amend the Budget Narrative (Exhibit B)of the agreement to increase Fiscal Year 2011-2012 funding by $100,000 and reduce Fiscal Year 2012-2013 funding by $100,000. WHEREAS, Fiscal Year 2011-2012 funding project delivery will increase to $10,000 and rehab funds will increase by $90,000 and Fiscal Year 2012-2013 funding project delivery will decrease by $10,000 and rehab funds will decrease by$90,000. NOW, THEREFORE, in consideration of the mutual promises and covenants herein contained, it is agreed by the Parties as follows: Words Struck-Through are deleted; Words Underlined are added Amendment#1 SHIP- Owner Occupied Rehabilitation Centro Campesino Farmworker Center, Inc, Page 1 of 3 bJ Packet Page -1509- 4/28/2015 16.D.6. 16F1 411 EXHIBIT B BUDGET NARRATIVE OWNER OCCUPIED REHABILITATION PROGRAM The total SHIP allocation to SUBRECIPIENT for the Owner-Occupied Rehabilitation Program shall be $856,000.00. Sources for these funds are as follows: Fiscal Year Project Delivery Rehab Fund Total Expenditure Deadline 2011-2012 $15,000* $4-3-57000 $150,000 12/31/2014 $25,000* $225,000 $250,000** 2012-2013 $22,600* $2037-100 $226,000 4/30/2015 $12,600* $113,400 $126,000 2013-2014 $48,000* S432,000 $480,000 7/31/2015 Total Funds $85,600 $770,400 $856,000 *maximum project deliver **COUNTY and SUBRECIPIENT acknowledge that this additional$100,000 being spent timely is dependent upon timely submission of income-eligible applicants in July and August from COUNTY to SUBRECIPIENT * * * **Remainder of page intentionally left blank. Signature page to follow.** Amendment#1 SHIP- Owner Occupied Rehabilitation Centro Campesino Farmworker Center, Inc, Page 2 of 3 Packet Page -1510- 4/28/2015 16.D.6. 16F1 4 ATTEST: BOARD OF COUNTY COMMISSIONERS OF DWIGHT E. BROCK,CLERK COLLIER COUNTY, FLORIDA I . �. 4 a,;_e � .0 - By: • .rte r• ' Clerk • • HENNING,CHAI: AN A est as to Chat. signature only,. Dated: 3"i "'""" k " 1K1?D14 (SEAL) Centro Campesino-Farmworker Center,Inc., By: par G�. ._- Subrecipient Signature //�,, Yte / i• 6r/Pit Subrecipient Name VYSC/04Ve- Title Approved in absentia per Resolution 2000-149 on July ,, 2014 O BY: 0,;d0 Leo . Ochs, Jr. , ou- ty Manager Approved as to form and legality: %0•-dec. Jennir A. Belpedio Assistant County Attorney �� This Amendment has been approved on °Yr"^ day of c ,o - , 2014. Agenda Item # Amendment#1 SHIP-Owner Occupied Rehabilitation Centro Campesino Farmworker Center,Inc, Page 3 of 3 Packet Page -1511- 4/28/2015 16.D.6. 6/24/2014 ' EXECUTIVE SUMMARY, 1 6 F 1 Recommendation to approve a State Housing Initiative Partnership Subrecipient Agreement with Centro Campesino Farmworker Center, Inc. for the administration of an Owner-Occupied Rehabilitation Program for a total contract award of$856,000 and to accept a six-month extension of the expenditure deadline for SHIP Fiscal Year 2011/2012 program funds granted by the Florida Housing Finance Corporation. OBJECTIVE: To continue to promote affordable housing strategies for low- to moderate-income persons through the State Housing Initiatives Partnership Program. 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 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. SHIP Subrecipient Agreement: Staff was directed by the Board in mid 2013 to establish an owner-occupied rehabilitation program utilizing an outside vendor. On May 14, 2013, the Board approved an amendment to the FY2011-2013 Local Housing Assistance Plan (LHAP) to include owner-occupied rehabilitation with a sponsor-driven approach in the plan (Agenda item 16D8). The SHIP LHAP identifies eligible strategies and serves as a guideline for the use of all SHIP funds. Rehabilitation of owner-occupied properties has been shown to preserve neighborhoods and assist in reducing declines in property values that result from deterioration. In response to these needs, and the Board's desire for a rehabilitation program, staff prepared an amendment, with technical assistance from the state, to the SHIP 2013-2016 LHAP and submitted it to the Florida Housing Finance Corporation (FHFC) for review and approval to add owner-occupied rehabilitation to the County and City of Naples SHIP strategies.This was approved by the FHFC and then by the Board on the April 8,2014(Agenda item 16D1). In parallel, staff advertised a request for application cycle on January 21, 2014 with a 30-day submittal period to secure a non-profit organization to implement the Owner-Occupied Rehabilitation program. Housing, Human and Veteran Services (HHVS) received one application in response, from Centro Campesino Farmworker Center, Inc. On March 19, 2014, a review panel interviewed the applicant and recommended award to Centro Campesino Farmworker Center,Inc. Centro Campesino has operated over 42 years as a non-profit community development corporation providing services to South and Central Florida residents of low-to-moderate income. Centro Campesino has administered similar rehabilitation programs using SHIP funding in other counties, including Hendry and Desoto. Other Federal and State programs Centro has administered include Weatherization and Low Income Home Energy Assistance Programs. Centro's Director of Construction Services holds a Florida General Contractors license and has 29 years of experience in homebuilding and construction management. Their Inspector of Testing&Quality Control works directly with clients, ascertaining their eligibility and needs and assisting them throughout the construction process. The Subrecipient Agreement provides for an Owner-Occupied Rehabilitation program to be administered by Centro Campesino Farmworker Center,Inc. and is designed to assist income-eligible homeowners that own and occupy their home by providing necessary repairs to correct code violations or make emergency Packet Page -1512- 4/28/2015 16.D.6. 6/24/2014 16i' i repairs that will impact their health, safety and welfare. The subrecipient will carry out the housing rehabilitation contract management and inspection of the Owner-Occupied Rehabilitation Program and shall perform technical and administrative work involving the repair and renovation of residential properties in the program, HHVS will have a properly procured independent professional review all inspections, quotations, etc.to ensure best value and only necessary repairs are made. Staff has met with the Finance Department staff to explain the program's planned operations and controls. The subrecipient will establish a contractual relationship with the homeowner and with the competitively selected contractor to ensure all parties are aware of the program requirements and the tasks and deliverables required. Staff looked at other counties that administer rehabilitation programs specifically, Hillsborough County, which currently administers a rehabilitation program through a subrecipient agreement. Hillsborough County does require a contract between their subrecipient and the homeowner and the county and the homeowner, but no direct agreement between the contractor and the homeowner or the subrecipient and contractor. It has been determined by staff that the most appropriate subcontractual arrangement is that which Centro Campesino will establish, thus mitigating and reducing exposure and risk to Collier County. There will be an agreement between Collier County and the homeowner through a promissory note and mortgage loan that will define the terms of the mortgage and promissory note and will be recorded in the public records prior to any work commencing on the homeowner's unit. A modification will be done at the completion of the rehabilitation of the unit to reflect the actual rehabilitation cost expended. The proposed subrecipient agreement allows for funding from three fiscal years as follows: Fiscal Vest Maximum ujecfDeliiveiry*t ?Rehab Fund Total 2011-2012 $15,000 $135,000 $150,000 2012-2013 $22,600 $203,400 $226,000 2013-2014 $48,000 $432,000 $480,000 Total Funds 5854600' ` 5770,400 x`856,000 *Funds paid directly to the Subrecipient to administer the program. SHIP expenditure extension acceptance: Collier County was allocated a total of$430,987.00 from State Fiscal Year 2011-2012 funding and has generated $356,021.51 of program income and carry-forward for a total of$787,008.51, The funds are used to implement SHIP program strategies outlined in the 2010-2013 LHAP. Terms of the grant include a requirement to expend seventy-five percent of the funds on rehabilitation projects and a requirement to expend all funds within a three-year timeframe. Purchase Assistance to first-time homebuyers has been the primary initiative of the County's SHIP program.The County experienced some difficulty in meeting the total rehabilitation set-aside requirement because there has been little new construction recently for those homebuyers also qualifying for the purchase assistance program, and therefore was in risk of not expending FY1l/12 funds by the required deadline of June 30,2014. In light of this, staff submitted a formal request to FHFC to extend the expenditure deadline for Collier County's FY 11/12 SHIP funding from June 30, 2014 to December 31, 2014. This six-month extension will allow staff time to enter into a subrecipient agreement with an outside organization to administer a residential rehabilitation program. The new outsourced rehabilitation program will assist the County in meeting the rehabilitation set-aside requirement,of which approximately$150,000 remains to be spent by Packet Page -1513- 4/28/2015 16.D.6. 6/24/2014 the deadline. On April 10, 2014, FHFC approved the County's request. Such approval is cki thil item. FHFC does not require the Board Chairman to sign a document for the extension to take effect. Rehabilitation Ordinance Revisions: Ordinance 94-39;as amended, governs the County's Rehabilitation program. Staff will be bringing forth a request to modify this ordinance,in particular,to recognize an arms-length implementation approach. The Ordinance modification will be the final step to fully implementing the new Owner-Occupied Rehabilitation program. FISCAL IMPACT: Funds are available within SHIP Grant Fund 791,Project 33198, 33222,and 33258. The proposed action does not have an impact on the General Fund due to a recent notification of state funding which will provide future administration throughout County FY15, LEGAL CONSIDERATIONS: Rule 67-37.005(6)(i), Florida Administrative Code, allows the expenditure deadline to be extended with good cause, a determination that has already been made by Florida Housing Finance Corporation's Review Committee. This item has been approved for form and legality and requires a majority vote for Board approval. -JAB GROWTH MANAGEMENT IMPACT: Acceptance of these funds will allow the County to expand affordable housing opportunities for its citizens and further the goals of the Housing Element of the Collier County Growth Management Plan. RECOMMENDATION: That the Board of County Commissioners approves and authorizes the Chairman to sign a State Housing Initiative Partnership Subrecipient Agreement with Centro Campesino Farmworker Center, Inc. and to accept a six-month extension of the expenditure deadline for State Housing Initiatives Partnership program Fiscal Year 2011/2012 funds granted by the Florida Housing Finance Corporation. Prepared By: Priscilla Doria, Grant Coordinator,Housing,Human&Veteran Services Attachments: 1. SHIP Extension Approval 2. CCFC Agreement 3. Collier County Rehab Standards 4. SHIP Solicitation(Due to the size of the solicitation,a web link has been provided for viewing at http://www.colliergov.net/ftp/AgendaJune24/PubServices/16D112111 SHIPOORPSolicitation.pdf A hard copy is also available at the County Manager's Office) 5. Application(Due to the size of the solicitation, a web link has been provided for viewing at http://www.coll i ergov.net/fip/Agendas une24/PubServices/16D 112111 CCFCAPPLI CAT)ON.pd I A hard copy is also available at the County Manager's Office) Packet Page -1514- 4/28/2015 16.D.6. 16F1 CENTRO CAMPESINO FARMWORKER CENTER,INC. Meat"timiPeko www.ccntrocantpesino.org February 19,2014 s.atwn....1 Headquarters Ms. Kimberley Grant, Director P.O. Box 343449 Florida City. FL 33034 Collier County Housing Human and Veteran Services Dept 3339 E.Tamiami Trail,Suite 211 (305) 245-7738 Naples,FL 34112 (305) 247-2619 fax Dear Ms.Grant and Members of the RRC: i have read the Collier County Housing,Human and Veteran Services(HHVS)application Board of Directors to implement a SHIP Owner-Occupied Rehabilitation Program. On behalf of Centro Joseph Segal., Esq. Campesino Farmworker Center,Inc.(CCFC),as the duly authorized signatory for CCFC,I President agree to and accept the terms,specific limitations and conditions expressed therein. In Members addition,I have read,rely upon,acknowledge and accept the County's Disclosure and Aojenys Gonzalez-Ellen Disclaimer,which is attached hereto and is fully incorporated into this letter. C ASA-USA N"ilfr►d Pressa By signing below, I acknowledge that I have read and understand the Certifications Radio RCH. Inc. attached hereto and,if awarded SHIP funds,as applicable,Centro Campesino Farmworker Center,Inc.will be able to comply fully with the provisions of all additional Fernando Pro Farm Worker Advocate applicable federal,state and local requirements,including procurement and financial Marco Tejada management. I understand that The County reserves the right to verify that I am Suni rust Rank authorized to bind Centro Campesino Farmworker Center,Inc.to this application and to subsequent agreements with Collier County should an award be given to CCFC for the provision of Owner-Occupied Rehabiliation Services. I understand that the County may require documentation verifying such authority. I am submitting with this application,a Senior Staff notarized resolution signed by the President of Centro Campesino Farmworker Center, Inc., (CCFC),authorizing me as signatory representative. Diane Cantor Fcrcuuvc Director Please contact me at:305-245-7738,ext.228 should you have any further questions. I Maria mpi a Comptroller lroller Will immediately address them. CCFC appreciates the opportunity to apply for the grant Comptroller and welcomes the opportunity to come before arty committee you designate to respond Dianna Daley Assistant Director to questions and provide information about our ability to satisfy the terms of our obligations and provide high quality home rehabilitation to those we are honored to Berman. Delgado Assistant Director serve. Jorge Barrios Director ul Construction Services Si cerely!' f` i/ Diane M.Cantor Executive Director Programs Alfordah)t Housing Job Skills Training Weather'cation it Rehab Youth Services Packet Page -1515- 4/28/2015 16.D.6. 161= 1 COLLIER COUNTY HOUSING,HUMAN do VETERAN SERVICES GRANT APPLICATION APPLICANT INFORMATION Organization Name: Centro Campesino Fammorker Center Inc. Organization Mailing Address: PO Box 343449 Florida City FL 33034 Physical Address if different: 35801 SW 186 Ave Florida City FL 33034 Phone: 305 245 7738 Extension 228 Contact Person/Title: Diane Cantor Contact Email Address: dcantor@cdcd.org Federal Tax ID 1: 59-1460598 DUNS#: 173849191 AGENCY ORGANIZATION INFORMATION 1. Is your organization a for-profit or non-profit organization?If the organization is a non-profit do you have a 501(c)(3)status? YesR No0 Years in Operation: 42 2.Is your organization or agency faith based? Yes[] No1334 If yes,all faith-based organizations must complete and attach Acknowledgement of Religious Organization Requirements and must identify national or state affiliation and provide your mission statement. 3.Agency has written personnel,fiscal/procurement&implemented policy?* *Housing,Human&Veteran Services will review item 3 upon award. Yes{ No❑ 4.Agency has a written administrative operating procedures manual? Yes[ No0 *Housing,Human&Veteran Services will review item 4 upon award. 5.Agency has a written conflict of interest policy and has attached it to this application. Yes[ No❑ 15 Packet Page -1516- 4/28/2015 16.D.6. 16F1, 1 Summary Information: Owner-Occupied Rehabilitation Proposal 1. Proposed Program Design: Centro Campesino Farmworker Center's(CCFC)will offer an easy access opportunity for eligible Collier County homeowners to obtain fast,reliable rehabilitation of key systems In their homes. Relying on referrals of applicants already approved by Collier County,CCFC Intake staff(Mayra Rodriguez, Operations Manager and Chris Barraza,Manager,Testing&Quality Assurance)will contact homeowners by phone and in-person. Both are bilingual English/Spanish,and as needed,CCFC will use volunteers and other agency staff to provide translation in Kreyol. Jorge Barrios,CCFC's director of construction,who is himself a licensed FL general contractor,assisted by Mr,Barraza,will do an on site inspection In which he will determine the rehabilitation needs for the home. This form will be signed by the homeowner to verify that agreement has been reached concerning the deficiencies of the home which can be addressed by the program. Next,a Write-up defining the scope of services for the home, will be widely circulated to area contractors along with all directions on the opportunity to bid. Following a fair and clear selection process,CCFC will award the contracts for each job. CCFC will monitor each subcontractor's progress throughout the project,and prior to payment of final invoices to the subcontractor(s),CCFC will conduct a detailed inspection and submit a completion form stipulating the homeowner's sign-off,CCFC's approval of the work and that all necessary permits have been pulled and have received final satisfaction from applicable building departments. CCFC will maintain files on each unit completed which will include a complete list of all applicable warranties,subcontractor's contact information and record of expenditures. 2. Objectives,Benchmarks,milestones: if funded,CCFC will have$770,440 to expend on owner-occupied rehabilitations. Based on an average expenditure of$24,000 per unit—some will reach the$30,000 maximum and others will be less)the organization plans to complete approximately 32 units. SCHEDULE OF ACTIVITIES CCFC proposes to complete the scope of work from the dwelling inspection to the final report submission within a seven month term.The table below demonstrates each milestone,the individual team members' work responsibilities with each individual estimated time to complete the task,and the estimated project start and finish dates which clearly indicate that we will meet our goals. SHIP-COLLIER COUNTY IEstimated Time Apr- May- Jun- Jul- Aug- Sep- Oct- Team Member's Work ID I of Completion 14 14 14 , 14 14 14 14 Responsibilities Milestones Dwelling � )_ _ + Jorge Barrios&Chris 1 Inspection I , Barraza Scope of i Jorge Barrios&Chris 2 Work/Write Ups t + Barraza Diane Cantor&Jorge 3 Pull out Blds _ , Barrios I III 1 4 Contracts _ - _ _Diane Cantor Packet Page -1517- 4/28/2015 16.D.6. 16F1 Estimated Time Apr- May- Jun- J J Aug- Sep- Oct- Team Member's Work ID_ of Completion 14 14 14 l4 14 14 14 Responsibilities 5 Obtain Permit Sub-Contractor fi—.—... r 6 Job Completion Sub-Contractor 7 Invoicing X118 Jorge Barrios Jorge Barrios,Chris Barraza&City or County 8 Final inspection Inspector Final Report/ r 9 Submission _ All CCFC Team 3. Forms: Since CCFC will be provided by Collier County with families which have been deemed eligible for service,CCFC has not provided an intake application. Should this be needed,we will gladly supply one. Attached please find the Inspector's Evaluation Form,which details the work which in the inspector's professional opinion should be completed on the home and which is signed by the homeowner. Attached also Is an Invitation to Bid form along with the Bid Analysis Form which CCFC uses to evaluate its decisions. 4.Coordination of Agency Resources: CCFC plans to accomplish the rehabilitation of Collier County homes by using a combination of field staff,CCFC office staff, updates on a designated part of our website and telephone communication(via direct cell phone contact with our field staff and to our Operations Manager. CCFC staff are located(30-40 minutes)from most Collier County addresses and based on our partnership with Collier County Housing Authority and Coalition of FL Farmworker Organizations(COFFO)can arrange to utilize offices at these locations in Collier County should that be beneficial to clients. Since intake has already been accomplished,CCFC is planning to expend most of its staff resources at the residences of clients. Past experience has shown CCFC that acting as a nonprofit organization with 501-C-3 status,we can a)assure that all work is performed to the highest standard and is in agreement with the scope of work b)respond to client concerns and assure that subcontractors are addressing all issues and communicating effectively and c)due to our 501-C-3 status can sometimes receive donations of goods or services which help expand the impact of our projects to reach more families by stretching all grant dollars as far as they can possibly reach. 5. Location of Activity: Collier County,FL,wherever eligible families reside. 6. Consistency of CCFC's proposed activities with Collier County's Local Housing Assistance Plan with respect to Owner-Occupied Rehabilitation Program: CCFC's activities are designed to comply with the particulars of the County RFP which address the Local Housing Assistance Plan(LHAP).Specifically,CCFC will"address the housing needs of very low,low and moderate income households"and will"preserve affordable housing". CCFC will abide by the replacement standards indicated in the LHAP for all appliances,equipment and systems,both regarding quality and longevity,and will assure that following LHAP and our own internal purchasing and procurement standards,that the greatest value Is achieved for the Collier County recipients served by our activities. We further stipulate that we support and will abide by the nondiscrimination standards expressed in the LHAP.7. 8. Tracking Program Expenditures: CCFC regularly reports on and follows the requirements of numerous funding sources,governmental,corporate and foundations. We will follow whatever requirements are defined for us when we are notified of the award. As a standard procedure,CCFC segregates funds for specific programs and purposes and carefully monitors that each project's scope of services drives the expenditure of funds. No subcontractor can expend funds for any purpose not defined in the approved scope of services or confirmed by an approved change order,in the case of unforeseen conditions. Fiscal reports are generated monthly,and we are accustomed to providing funders with monthly reports. All invoices are reconciled with contracts and must be approved by the field supervisor as well as in our Fiscal Dept. • Packet Page -1518- 4/28/2015 16.D.6. 16F1 9. Monthly Report: On a monthly basis,CCFC will provide Collier County with a report providing a narrative description of each approved project and its progress towards completion,photographs to provide evidence of "before"and"after"and work In process,and the request for reimbursement will detail all expenditures which have been made in accordance with the County's requirements. The report will also indicate any explanation of deviations from the approved schedule should weather conditions,personal circumstances related to the lives of homeowners,etc.,should make this necessary. 10. Person(s)responsible for providing monthly and annual reports: Jorge Barrios,Director of Construction will be the primary contact for monthly reports. Diane Cantor,Executive Director and Mayra Rodriguez,Operations Manager,will work with him to prepare and provide the annual report to the HHVS of Collier County. These three individuals will be available to make In person presentations and to respond to questions at meetings of the Collier County Housing,Human and Veterans Services Dept or to attend training should this be a requirement upon notification of an award. 11. Resolution of Client Conflicts: CCFC is committed to quickly resolving client/customer concerns before they reach the attention of our funders/partners. We do so by sending our field staff to the client's location and,when necessary,bringing in the subcontractor,so that there can be respectful,immediate resolution of the problem. We consider ourselves to be our clients'advocates and have assumed responsibility for assuring that they receive all work to which they are entitled,and that it is delivered in a respectful manner and is of excellent quality. Because we are very accessible to our clients(they have our cell phone numbers!),we experience very few unresolved issues. In addition,many subcontractors have worked with our agency on numerous projects and so value the opportunity for work and the relationship with CCFC,that they would not wish client dissatisfaction to prevent them from further consideration. They are aware that CCFC will suspend or terminate subcontractors from our approved list if their work results in more than an occasional complaint. CCFC will always notify our funding source/partner in the event of an issue which we cannot resolve or which we deem is not due to an omission by CCFC or a subcontractor, On occasion,we have encountered homeowners who want CCFC to complete work on their homes which is not allowed by particular grant guidelines and who try to claim that they are entitled to such services or that a subcontractor"promised"to provide these additional services. In such instances,we inform the County agency,and always respond respectfully to the client. Because we place so much emphasis on a properly prepared and signed scope of services,we rarely encounter any difficulty. In any internal response,we first refer the client to our Manager,Testing&Quality Assurance. If they are still dissatisfied they may speak with or meet with the Director of Construction Services and/or the Executive Director. This rarely occurs;the executive director most often receives thank you calls and notes of appreciation. 12. Warranty Process: CCFC provides each homeowner with written information explaining warranties which apply. We urge homeowners to carefully inspect repairs,new Installations and renovations during the warranty period so that reports can be made before warranties expire. Our subcontractors warrant labor for 90 days. On carpentry,our subcontractors warrant work for one year,materials and labor. On FA/AC,subcontractors warrant labor for 90 days,and parts and systems all come with manufacturers'warranties which vary according to the products. Most appliances come with 1 year warranties. CCFC is available to homeowners we serve should they have questions or concerns. We often relay instructions over the phone which can help someone reset a circuit rather than scheduling a costly post-warranty period service call. We are committed to customer satisfaction and believe that It is our responsibility to educate our clients on how to use new systems and appliances so that they may derive maximum benefit. Packet Page-1519- 4/28/2015 16.D.6. MEMORANDUM Date: January 30, 2015 To: Priscilla Doria, Grants Coordinator Housing, Human & Veteran Services From: Teresa Cannon, Deputy Clerk Minutes & Records Department Re: Amendment #2 to Agreement between Collier County and Centro Campesino-Farmworker Center, Inc. Attached is an original copy of the document referenced above, (Item #16D4) approved by the Board of County Commissioners on Tuesday, January 27, 2015. The second original agreement amendment has been held in our department for the Board's Official Record. If you have questions, please feel free to call me at 252-8411. Thank you Attachment Packet Page -1520- 4/28/2015 16.D.6. Grant - SHIP FY 2011-2012 SHIP FY 2012-2013 SHIP FY 2013-2014 Activity: - Owner-Occupied Rehabilitation Program Subrecipient: - Centro Campesino- Farmworker Center,Inc. DUNS #- 173849191 CSFA#- 52.901 SECOND AMENDMENT TO AGREEMENT BETWEEN COLLIER COUNTY AND CENTRO CAMPESINO-FARMWORKER CENTER, INC. THIS AGREEMENT is made and entered into this cr) day of yluar 2015, 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 "Centro Campesino-Farmworker Center, Inc." a private not-for-profit corporation existing under the laws of the State of Florida, having its principal office at 35801. SW 186th Avenue, Florida City, Florida 33034-5508 WHEREAS, on June 24, 2014, Item 16D1, the COUNTY entered into an Agreement with Subrecipient to administer the State Housing Initiatives Partnership Program (SHIP) Owner-Occupied Rehabilitation Program ("Agreement"). WHEREAS, on September 9, 2014, Item 16F1, the COUNTY approved the first amendment to the Agreement. WHEREAS, the Parties desire to amend the Agreement to modify Exhibit B, the Budget Narrative, to add inspection fee to Project Component Two of Line Item Description, allow for inspection payment, and make related modifications to Exhibits C, D, and E. WHEREAS, the Parties further desire to amend the Agreement to extend expenditure deadline granted by the Florida Housing Finance Corporation for Fiscal Year 2011/20]2 funds to April 30, 2015. NOW, THEREFORE, in consideration of the mutual promises and covenants herein contained, it is agreed by the Parties as follows: Words Struck 'ice yam : are deleted; Words Underlined are added * All references to Housing, Human and Veteran Services (HHVS) throughout agreement shall now read Community and Human Services (CHS). Amendment#2 SHIP- Owner Occupied Rehabilitation Centro Campesino Farrnworker Center, Inc, rL Packet Page -1521- i-s(,) 4/28/2015 16.D.6. V. AGREEMENT AMOUNT The budget identified for the Project shall be as follows: Line Item Description Total SHIP Funds Project Component One: Rehabilitation to owner- $ 770,100.00 occupied units. Project Component Two: Project $85,600*not to exceed Delivery/Inspection Fee for entire grant $856,000.00 TOTAL $-856,000:00 EXHIBIT B BUDGET NARRATIVE OWNER OCCUPIED REHABILITATION PROGRAM The total SHIP allocation to SUBRECIPIENT for the Owner-Occupied Rehabilitation Program shall be$856,000.00. Sources for these funds are as follows: Fiscal Year Project Rehab Fund Total Rehab and Expenditure Delivery Project Deadline Delivery/Inspection 2011-2012 $25,000* $225,000 $250,000** 12/31/2014 4/30/2015 2012-2013 $12,600* $113,400 $126,000 4/30/2015 2013-2014 $1 ,000* $132,000 $480,000 7/31/2015 Total Funds $ 57600 $770400 $856,000 *maximum project deliver If SUBRECIPIENT determines during the initial inspection of a home that the property is not eligible for rehabilitation or if the homeowner post inspection and prior to bid construction/award withdraws from rehab program a fee of$250.00 per home shall be paid to the SUBRECIPIENT. If SUBRECIPIENT determines that rehabilitation is required a project delivery fee of 10% of the total rehabilitation award but no less than $1,000 shall be paid for each completed unit for total compensation to the SUBRECIPIENT. not to exceed $15,000 for FYI 1 12; $22,600 for FY 12 13; $18,000 for FY 13 11. Associated work to perform technical and administrative work involving the construction and renovation of residential properties is included in the inspection fee or the project delivery and shall not also be reimbursed. Amendment#2 SHIP- Owner Occupied Rehabilitation Centro Campesino Farmworker Center, Inc, Noe 2nfli Packet Page -1522- ;.' 4/28/2015 16.D.6. EXHIBIT C DISBURSEMENT SCHEDULE I. Upon satisfactory expenditure and with satisfactory completion of each unit rehabilitated, funds will be released in accordance with 2.A. below. 2. Submission of Exhibit"E"-Request for Payment to include all supporting documentation; A. Rehabilitation 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(if applicable); • A copy of the release of liens; • A copy of the invoice submitted to the Subrecipicnt SUBRECIPIENT by the contractor; • A copy of the check paid to the contractor (or copies of checks paid to subcontractors) by the SUBRECIPIENT; • Project Pictures (before and after); • Schedule of Values. B. Property determined not eligible for rehabilitation • Inspection report prepared by SUBRECIPIENT determining unit ineligible for rehabilitation, • Documentation of withdrawal from homeowner **Remainder of page intentionally left blank** Amendment#2 SHIP- Owner Occupied Rehabilitation Centro Campesino Farmworker Center, Inc, Paae3of6 Packet Page-1523- "' 4/28/2015 16.D.6. EXHIBIT D REPORTING REQUIREMENTS OWNER-OCCUPIED REHABILITATION PROGRAM Contract Period State Date: June 24, 2014 Contract Period End Date: September 30, 2015 Type of Report Period Covered/Supporting Documents Date Due 1. Monthly Period covered by the previous month. By the 15th of the Progress Report following month. • Exhibit"F"-Monthly Progress Report 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 • Exhibit"G"- Annual Audit Monitoring Report fiscal year Audit 3. Invoice Upon final completion of • Exhibit"E"-Request for Payment rehabilitation to a unit or upon determination of unit not eligible for rehabilitation or homeowner withdrawal **Remainder of page intentionally left blank. Amendment#2 SHIP- Owner Occupied Rehabilitation Centro Campesino Farmworker Center, Inc, Pave 4 of 6 Packet Page -1524- 4/28/2015 16.D.6. EXHIBIT E REQUEST FOR PAYMENT Sub recipient Name: Centro Campesino-Farmworker Center, Inc. Sub recipient Address: PO Box 343449, Florida City, FL 33034 Project Name: Owner- Occupied Rehabilitation Program SHIP FILE# Homeowners Property Address: Total Inspection Fee: $ Total Rehab Cost Requested: $ Total Project Delivery Requested $ (10%of total rehab cost but no less than$1,000) Total Invoice Cost Requested: $ Check documents provided with request for payment; Invoice from Contractor Cleared Check and/or Bank Statement Waiver of lien Release Schedule of Values Certification of Completion signed by Subrecipient and Homeowner Subrecipient Agreements with Contractor and Homeow er Permits issued, if applicable Certificate of Occupancy, if applicable Pictures: Initial and Final OR Inspection report determining unit not eligible for rehabilitation Homeowner withdrawal notice I certify that this request for payment has been drawn in accordance with the terms and conditions of the Agreement between the COUNTY and us. To the best of my knowledge and belief, all grant requirements have been followed. Signature Date Title Authorizing HHVS Grant Coordinator: Authorizing Accountant: HHVS Supervisor: (approval authority under over $15,000) HHVS Dept Director: (approval required$1 5,000 and above) Amendment #2 SHIP- Owner Occupied Rehabilitation Centro Campesino Farmworker Center, Inc, Page Snf6 Packet Page -1525- 4/28/2015 16.D.6. ATTEST: BOARD OF COUNTY COMMISSIONERS OF DWIGHT E. BROCK, CLERK COLLIER COUNTY, FLORIDA CD)._04031,,,C12._ By: "L--" - Atte7.1 CLit.ttgy)clerk Mr) Kan(t )J7)? )5 Dated: (SEAL) Centro C,ampesino-Farmworker Center, Inc., By: i)141,e.-- 11//. -- Subrecipient Signature lkdre ( 411144- Subrecipient Name \042P- 41 a 1 ( ( Title Approved as to form and legality: Jennifer A. Belpedio 1:),P N",,■.,z47 Assistant County Attorney This Amendment has been approved on n day of evv,i)...&444;'2015. Agenda Item Ifq")Z-4. Amendment 42 SHIP- Owner Occupied Rehabilitation Centro Campesino Farmworker Center,Inc, Page 6 of 6 Packet Page -1526-