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Agenda 09/23/2014 Item #16D119/23/2014 16. D.11. EXECUTIVE SUMMARY Recommendation to approve state - required First Amendments to subrecipient agreements with David Lawrence Mental Health Center, Inc., NAMI of Collier County, Inc., and the Collier County Sheriffs Office adding provisions for proper accountability of state resources and requirements for the purchase of tangible personal property. OBJECTIVE: To maintain compliance with Department of Children and Families (DCF) grant standards. CONSIDERATIONS: The Criminal Justice Mental Health Substance Abuse (CJMHSA) program was established by the State to provide funding to counties. These funds can be used to plan, implement, or expand initiatives that increase public safety, avert increased spending on criminal justice, and improve the accessibility and effectiveness of treatment services for adults and juveniles who have a mental illness, substance abuse disorder, or co- occurring mental health and substance abuse disorders and who are in, or at risk of entering, the criminal or juvenile justice systems. On June 10, 2014, the Board approved Collier's agreements with David Lawrence Mental Health Center, Inc., NAMI of Collier County, Inc. and the Collier County Sheriff's Office for the CJMHSA program. The agreements became effective July 1, 2014 and expire May 31, 2017. Due to recent Department of Financial Services (DFS) audit findings on several DCF CJMHSA grant agreements, DCF has added to the agreement between DCF and Collier County provisions for proper accountability of state resources and requirements for the purchase of tangible personal property. DCF requires that grantees carry all applicable language to subgrantees, thus necessitating the need for amendments to our subrecipients. Accordingly the amendments to the subrecipient agreements require: (1) compliance with s. 215.971, Florida Statutes; (2) expenditures of state financial assistance to be in compliance with laws, rules, and regulations, including but not limited to, the Reference Guide for State Expenditures; and (3) a provision stating that the grant will fund only allowable costs resulting from obligations incurred during the term of the agreement. FISCAL IMPACT: The proposed action has no new fiscal impact. The funding source for this grant award is DCF and ad valorem funds. Funds are budgeted within Human Services Grant Fund (707), Project 33332, and Collier County Seniors (123), Project 32001. GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this Executive Summary. LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires a majority vote for Board action. - JAB RECOMMENDATION: That the Board of County Commissioners approves the state - required First Amendments to subrecipient agreements with David Lawrence Mental Health Center, Inc., NAMI of Collier County, Inc., and the Collier County Sheriff's Office. Prepared by: Rachel Brandhorst, Grants Coordinator, Housing & Human Services Packet Page -2522- 9/23/2014 16. D.11. COLLIER COUNTY Board of County Commissioners Item Number: 16.16.D.16.D.11. Item Summary: Recommendation to approve state - required Amendment No. 1 to Subrecipient Agreements with David Lawrence Mental Health Center, Inc., NAMI of Collier County, Inc. and the Collier County Sheriff's Office adding provisions for proper accountability of state resources and a property clause for the purchase of tangible personal property. Meeting Date: 9/9/2014 Prepared By Name: BrandhorstRachel Title: Grants Coordinator, Housing, Human & Veteran Servi 7/25/2014 4:47:24 PM Submitted by Title: Grants Coordinator, Housing, Human & Veteran Servi Name: BrandhorstRachel 7/25/2014 4:47:25 PM Approved By Name: KushiEdmond Title: Accountant, Housing, Human & Veteran Services Date: 8/1/2014 3:01:20 PM Name: Bendisa Marku Title: Supervisor - Accounting, Housing, Human & Veteran Services Date: 8/1/2014 3:47:44 PM Name: TownsendAmanda Title: Director - Operations Support, Public Services Division Date: 8/1/2014 4:38:01 PM Name: SonntagKristi Title: Manager - Federal /State Grants Operation, Housing, Human & Veteran Services Date: 8/4/2014 12:21:30 PM Packet Page -2523- 9/23/2014 16. D.11. Name: SonntagKristi Title: Manager - Federal /State Grants Operation, Housing, Human & Veteran Services Date: 8/7/2014 8:37:02 AM Name: AlonsoHailey Title: Operations Analyst, Public Services Division Date: 8/13/2014 2:56:17 PM Name: BelpedioJennifer Title: Assistant County Attorney, CAO General Services Date: 8/14/2014 5:01:20 PM Name: RobinsonErica Title: Accountant, Senior, Grants Management Office Date: 8/15/2014 9:36:36 AM Name: CarnellSteve Title: Administrator - Public Services, Public Services Division Date: 8/15/2014 2:41:26 PM Name: FinnEd Title: Management/Budget Analyst, Senior, Transportation Engineering & Construction Management Date: 8/15/2014 5:06:55 PM Name: KlatzkowJeff Title: County Attorney, Date: 8/18/2014 3:21:54 PM Name: StanleyTherese Title: Manager - Grants Compliance, Grants Management Office Date: 8/25/2014 2:45:02 PM Name: OchsLeo Title: County Manager, County Managers Office Date: 8/26/2014 4:25:55 PM Packet Page -2524- 9/23/2014 16.D.11. FIRST AMENDMENT TO AGREEMENT CJMHSA -003 BETWEEN COLLIER COUNTY AND NAME OF COLLIER COUNTY, INC. This Amendment, is entered into this day of , 2014, by and between NAMI of Collier County, Inc, a private not- for - profit corporation existing under the laws of the State of Florida, hereinafter referred to as "SUBRECIPIENT" and Collier County, Florida, hereinafter to be referred to as "COUNTY," collectively stated as the "Parties." WHEREAS, on June 10, 2014, the County and Subrecipient entered into an agreement for Subrecipient to provide "FIRST grant services" to Collier County residents (hereinafter referred to as the "Agreement' ); and WHEREAS, the Parties desire to modify the Agreement to add provisions for proper accountability over state resources and a property clause for the purchase of tangible personal property. NOW, THEREFORE, in consideration of foregoing Recitals, and other good and valuable consideration, the receipt and sufficiency of which is hereby mutually acknowledged, the Parties agree to modify the Agreement as follows: Words Underlined are added 1. Add to Exhibit A, Al -10, Financial Assistance Al -10 Financial Assistance. If receiving state financial assistance the Subrecipient shall be in compliance with Section 215.97, Florida Statutes (F.S.). Expenditures of state financial assistance shall be in compliance with laws rules and regulations applicable to expenditures of State funds including but not limited to the Reference Guide for State Expenditures The Agreement may be charged only with allowable costs resulting from obligations incurred during the term of the Agreement 2. Add to Exhibit A, A1-11- Property Al -11 Property. The word "property" as used in this section means equipment fixtures and other tangible personal property of a nonconsumable and nonexpendable nature the value or cost of _which is $1.000 or more and the normal expected life of which is 1 year or more and hardback- covered bound books that are circulated to students or the general public the value or cost of which is $25 or more, and hardback - covered bound books the value or cost of which is $250 or more Each item of property which it is practicable to identify by marking shall be marked in the manner required by the State of Florida Auditor General The subrecipient shall maintain an adequate record of property in his or her custody, which record shall contain such information as shall be required by the State of Florida Auditor General Once each year, on July 1 or as soon thereafter as is practicable and whenever there is a change of custodian each custodian shall take an inventory of property in his or her custody, The inventory shall be compared with the property record, and all discrepancies shall be traced and reconciled All publicly supported libraries shall be exempt from marking hardback - covered bound books as required by this section. The catalog and inventory control records maintained by each publicly supported library shall constitute the property record of hardback- covered bound books with a value or Packet Page -2525- 9/23/2014 16. D.11. cost of $25 or more included in each publicly supported library collection and shall serve as a perpetual inventory in lieu of an annual physical inventory. All books identified by these records as _missing shall be traced and reconciled and the library inventory shall be adjusted accordingly. If any property is purchased by the Subrecipient with funds provided by this agreement the Subrecipient shall inventory all nonexpendable property including afl computers A copy of which shall be submitted to the County along with the expenditure report for the period in which it was purchased. At least annually the Subrecipient shall submit a complete inventory of all such property to the County whether new purchases have been made or not The inventory shall include, at a minimum the identification number; year and /or model : a description of the property, its use and condition; current location' the name of the property custodian: class code (use state standard codes for capital assets)' if a group record the number and description of the components making up the groups name make or manufacturer; serial numbers) if any, and if an automobile the Vehicle Identification Number (VIN) and certificate number acquisition date# original acquisition cost fundin, g source; and, information needed to calculate the federal and /or state share of its cost The County Grant Manager must provide disposition instructions to the Subrecipient prior to the end of the agreement period. The Subrecipient cannot dispose of any property that reverts to the County without the Grant Coordinator's approval The Subrecipient shall furnish a closeout inventory no later than 30 days before the completion or termination of this a-greement. The closeout inventory shall include all nonexpendable property including all computers purchased by the Subrecipient The closeout inventory shall contain at a minimum, the same information required by the annual inventor The Subrecipient hereby agrees that all inventories required by this agreement shall be current and accurate and reflect the date of the inventory If the original acquisition cost of a property item is not available at the time of inventory, an estimated value shall be agreed upon by both the Subrecipient and the Countv and shall be used in place of the original acquisition cost. Title (ownership) to and possession of all property purchased by the Subrecipient pursuant to this agreement shall be vested in the County upon completion or termination of this agreement. During the term of this agreement the Subrecipient is responsible for insuring all property purchased by or transferred to the Subrecipient is in good working order, The Subrecipient hereby agrees to pay the cost of transferring title to and possession of any Property for which ownership is evidenced by a certificate of title The Subrecipient shall be responsible for repaying to the County the replacement cost of any property inventoried and not transferred to the County upon completion or termination of this contract When property transfers from the Subrecipient to the County, the Subrecpient shall be responsible for paving for the title transfer. If the Subrecipient replaces or disposes of property purchased by the Subrecipient pursuant to this agreement, the Subrecipient is required to provide accurate and complete information pertaining to replacement or disposition of the property as required on the Subrecipient's annual inventory, The Subrecipient hereby agrees to indemnify the County against any claim or loss arising out of the operation of any motor vehicle purchased by to the Subrecipient pursuant to this contract. A formal contract amendment is required prior to the purchase of any property item not specifically listed in the approved budget. Packet Page -2526- 9/23/2014 16. D.11. x IN WITNESS WHEREOF, the Parties have executed this Amendment, on the date and year first above written. NAMI OF COLLIER COUNTY, INC. By: �' 6C1�/L� WW-1-2— Title: C� ATTEST: COLLIER COUNTY DWIGHT E. BROCK, CLERK M , DEPUTY CLERK Approval for form and legality: Jennifer A. Belpedio Assistant County Attorney 3 TOM HENNING, CHAIRMAN Packet Page -2527- 9/23/2014 16. D.11. FIRST AMENDMENT TO AGREEMENT CJMHSA -002 BETWEEN COLLIER COUNTY AND COLLIER COUNTY SHERIFF'S OFFICE This Amendment, is entered into this day of 2014., by and between Collier County Sheriff's Office a private not- far - profit corporation existing under the laws of the State of Florida, herein after referred to as Subrecipient and Collier County, Florida, herein after to be referred to as "COUNTY," collectively stated as the "Parties." WHEREAS, on June 10, 2014, the County and Subrecipient entered into an agreement for Subrecipient to provide "FIRST grant services" to Collier County residents (hereinafter referred to as the "Agreement "); and WHEREAS, the Parties desire to modify the Agreement to add provisions for proper accountability over state resources and a property clause for the purchase of tangible personal property. NOW, THEREFORE, in consideration of foregoing Recitals, and other good and valuable consideration, the receipt and sufficiency of which is hereby mutually acknowledged, the Parties agree to modify the Agreement as follows: Words Underlined are added 1. Add to Exhibit A, Al -10, Financial Assistance Al -10 Financial Assistance. If receiving state financial assistance,- the Subrecipient shall be in compliance with Section 215.97, Florida Statutes (F.S.). Expenditures of state financial assistance shall be in compliance with laws, rules and regulations applicable to expenditures of State funds including but not limited to, the Reference Guide for State Expenditures The Agreement may be charged only with allowable costs resulting from obligations incurred during the term of the Agreement 2. Add to Exhibit A, Al -11- Property Al -11 Property. The word "property" as used in this section means equipment, fixtures, and other tangible personal property of a nonconsumable and nonexoendable nature the value or cost of which is $1,000 or more and the normal expected life of which is 1 year or more, and hardback - covered bound books that are circulated to students or the general public, the value or cost of which is $25 or more, and hardback - covered bound books the value or cost of which is $250 or more. Each item of property which it is practicable to identify by marking shall be marked in the manner required by the State of Florida Auditor General, The subrecipient shall maintain an adequate record of property in his or her custody, which record shall contain such information as shall be required by the State of Florida Auditor General. Once each year, on July 1 or as soon thereafter as is practicable, and whenever there is a change of custodian each custodian shall take an inventory of property in his or her custody. The inventory shall be compared with the property record, and all discrepancies shall be traced and reconciled. All publicly supported libraries shall be exempt from marking hardback - covered bound books as required by this section. The catalog and inventory control records maintained by each publicly supported library shall constitute the property record of hardback - covered bound books with a value or me Packet Page -2528- 9/23/2014 16. D.11. cost of $25 or more included in each publicly supported library collection and shall sere as a Perpetual inventory in lieu of an annual physical inventory. All books identified by these records as missing shall be traced and reconciled and the library inventory shall be adiusted accordingly. If any property is purchased by the Subrecipient with funds provided by this agreement the Subrecipient shall inventory all nonexpendable property including all computers A copy of which shall be submitted to the County along with the expenditure report for the period in which it was purchased. At least annually the Subrecipient shall submit a complete inventory of all such property to the County whether new purchases have been made or not The inventory shall include, at a minimum the identification number: near and/or model • a description of the property, its use and condition: current location., the name of the property custodian: class code (use state standard codes for capital assets); if a group record the number and description of the components making up the group; name make or manufacturer; serial number(s) if any, and if an automobile the Vehicle Identification Number (VIN) and certificate number: acciulsition date; original acquisition cost: fundinq source; and, information needed to calculate the federal and /or state share of its cost The County Grant Manager must provide disposition instructions to the Subrecipient prior to the end of the agreement period. The Subrecipient cannot dispose of any property that reverts to the County without the Grant Coordinator's approval The Subrecipient shall furnish a closeout inventory no later than 30 days before the completion or termination of this agreement. The closeout inventory shall include all nonexpendable property including all computers purchased by the Subrecipient. The closeout inventor shall contain at a minimum, the same information required by the annual inventory, The Subrecipient hereby agrees that all inventories required by this agreement shall be current and accurate and reflect the date of the inventory. If the original acquisition cost of a Property item is not available at the time of inventory, an estimated value shall be agreed upon by both the Subrecipient and the County and shall be used in place of the original acquisition cost. Title (ownership) to and possession of all property purchased by the Subrecipient pursuant to this agreement shall be vested in the County upon completion or termination of this agreement. During the term of this agreement the Subrecipient is responsible for insuring all property purchased by or transferred to the Subrecipient is in good working order. The Subrecipient hereby agrees to pay the cost of transferring title to and possession of any property for which ownership is evidenced by a certificate of title The Subrecipient shall be responsible for repaving to the County the replacement cost of any property inventoried and not transferred to the County upon completion or termination of this contract When Property transfers from the Subrecipient to the County, the Subrecplent shall be responsible for Paying for the title transfer. If the Subrecipient replaces or disposes of property purchased by the Subrecipient pursuant to this agreement, the Subrecipient is required to provide accurate and complete information pertaining to replacement or disposition of the property as required on the Subrecipient's annual inventory. The Subrecipient hereby agrees to indemnify the County against any claim or loss arising out of the operation of any motor vehicle purchased by to the Subrecipient pursuant to this contract. A formal contract amendment is required prior to the purchase of anv property item not ssgecif►cally listed in the approved budget Packet Page -2529- S 9/23/2014 16. D.11. IN WITNESS WHEREOF, the Parties have executed this Amendment, on the date and year first above written. ATTEST: DWIGHT E. 'BROCK, CLERK , DEPUTY CLERK Approval for form and legality: Jennifer A. Belpedio Assistant County Attorney Collier County Sheriffs Office Bylk=�JUW' 0 �-�7 Title: Ar'4-\ ;J {- S ( F f-. COLLIER COUNTY M TOM HENNING, CHAIRMAN 3 Packet Page -2530- Approved for legal form and sufficiency. ,41 9/23/2014 16. D.11. FIRST AMENDMENT TO AGREEMENT CJMHSA -001 BETWEEN COLLIER COUNTY AND DAVID LAWRENCE MENTAL HEALTH CENTER, INC. This Amendment, is entered into this day of , 2014, by and between David Lawrence Mental Health Center, Inc. a private not - for - profit corporation existing under the laws of the State of Florida, hereinafter referred to as "SUBRECIPIENT" and Collier County, Florida, hereinafter to be referred to as "COUNTY," collectively stated as the "Parties." WHEREAS, on June 10, 2014, the County and Subrecipient entered into an agreement for Subrecipient to provide "FIRST grant services" to Collier County residents (hereinafter referred to as the "Agreement "); and WHEREAS, the Parties desire to modify the Agreement to add provisions for proper accountability over state resources and a property clause for the purchase of tangible personal property, NOW, THEREFORE, in consideration of foregoing Recitals, and other good and valuable consideration, the receipt and sufficiency of which is hereby mutually acknowledged, the Parties agree to modify the Agreement as follows: Words Underlined are added 1. Add to Exhibit A, Al -10, Financial Assistance Al -10 Financial Assistance, If receiving state financial assistance the Subrecipient shall be in compliance with Section 215 97 Florida Statutes (F S) Expenditures of state financial assistance shall be in compliance with laws rules and regulations applicable to expenditures of State funds, Including, but not limited to the Reference Guide for State Expenditures. The Agreement may be charge_ d only with allowable costs resulting from obligations incurred during the term of the Agreement. 2. Add to Exhibit A, A1-11- Property Al -11 Property, The word "property" as used in this section means equipment, fixtures, and other tangible personal property of a nonconsumable and nonexpendable nature the value or cost of which is $1,000 or more and the normal expected life of which is 1 year or more, and hardback- covered bound books that are circulated to students or the general public, the value or cost of which is $25 or more and hardback - covered bound books, the value or cost of which is $250 or more. Each item of property which it is practicable to identify by marking shall be marked in the manner required by the State of Florida Auditor General. The subrecipient shall maintain an adequate record of property in his or her custody, which record shall contain such information as shall be required by the State of Florida Auditor General. Once each year, on July 1 or as soon thereafter as is practicable and whenever there is a change of custodian, each custodian shall take an inventory of property in his or her custody. The inventory shall be compared with the property record and all discrepancies shall be traced and reconciled. All publicly supported libraries shall be exempt from marking hardback - covered bound books, as required by this section The catalog and inventory control records maintained by each publicly supported 1 Packet Page -2531- a 9/23/2014 16.D.11. library shall constitute the property record of hardback - covered bound books with a value or cost of $25 or more included in each publicly supported library collection and shall serve as a Perpetual inventory in lieu of an annual physical inventory All books identified by these records as missing shall be traced and reconciled and the library inventory shall be adjusted accordingly. If any property is purchased by the Subrecipient with funds provided by this agreement the Subrecipient shall inventory all nonexpendable property including all computers. A copy of which shall be submitted to the County along with the expenditure report for the period in which it was purchased At least annually the Subrecipient shall submit a complete inventory of all such12roperty to the County whether new purchases have been made or not. The inventory shall include at a minimum the identification number; year and/or model,: a description of the property, its use and condition: current location: the name of the property custodian• class code (use state standard codes for capital assets); if a group, record the number and description of the components making up the group name make or manufacturer: serial number(s), If any, and if an automobile the Vehicle Identification Number NIN) and certificate number: acquisition date* original acquisition cost; funding source; and information needed to calculate the federal and /or state share of its cost, The County Grant Manager must provide disposition instructions to the Subrecipient prior to the end of the agreement period The Subrecipient cannot dispose of any property that reverts to the County without the Grant Coordinator's approval. The Subrecipient shall furnish a closeout inventory no later than 30 days before the completion or termination of this agreement The closeout inventory shall include all nonexpendable property including ? purchased by the Subrecipient. The closeout inventory shall contain, at a minimum the same information required by the annual inventory. The Subrecipient hereby agrees that all inventories required by this agreement shall be current and accurate and reflect the date of the inventory. If the original acquisition cost of a property item is not available at the time of inventory, an estimated value shall be agreed upon by both the Subrecipient and the County and shall be used in place of the original acquisition cost. Title (ownership) to and possession of all property purchased by the Subrecipient pursuant to this agreement shall be vested in the County upon completion or termination of this agreement During the term of this agreement the Subrecipient is responsible for insuring all property purchased by or transferred to the Subrecipient is in good working order. The responsible for repaving to the County the replacement cost of any property inventoried and not transferred to the County upon completion or termination of this contract When Property transfers from the Subrecipient to the County, the Subrecpient shall be responsible for paying for the title transfer. If the Subrecipient replaces or disposes of property purchased by the Subrecipient pursuant to this agreement the Subrecipient is required to provide accurate and complete information pertaining to replacement or disposition of the property as required on the Subrecipient's annual inventory, The Subrecipient hereby agrees to indemnify the County against any claim or loss arising out of the operation of any motor vehicle purchased by to the Subrecipient pursuant to this contract. A formal 'contract amendment is required prior to the purchase of any property item not specifically listed in the approved budget. 0 Packet Page -2532- 9/23/2014 16. D.11. I - N WITNESS WHEREOF, the Parties have executed this Amendment, on the date and year first above written. DAVID LAWRENCE MENTAL HEALTH CENTER; INC. By: Title: Chief Executive Officer ATTEST; COLLIER COUNTY DWIGHT E. BROCK, CLERK By: DEPUTY CLERK TOM HENNING, CHAIRMAN Approval for form and legality: Jennffer A. Belpedio Assistant County Attorney A' Packet Page -2533-