Loading...
Agenda 05/28/2013 Item #16D 5 5/28/2013 16.D.5. EXECUTIVE SUMMARY Recommendation to approve an amendment to three (3) Subrecipient agreements with Catholic Charities of Collier County, Diocese of Venice, The Shelter for Abused Women and Children and St. Matthews House for the FY2012-2013 U.S. Housing and Urban Development(HUD)Emergency Solutions Grant(ESG)to clarify requirements. OBJECTIVE: To provide assistance to the homeless and individuals at risk of homelessness in the community. CONSIDERATIONS: On March 12, 2013, agenda item 16.D.2 the Board of County Commissioners approved three (3) Subrecipient agreements to carry out the Emergency Solutions Grant(ESG). The goal of the ESG program is to provide assistance to individuals and families to quickly regain stability in permanent housing after experiencing a housing crisis or homelessness. The purpose of the amendment to the three (3) Subrecipient agreements is to clarify the requirements for eligible expenses towards the match requirement to clarify that recipients provide a 1 for 1 match for all grant funds received. The amendment also corrects a scrivener's error, and adds new standard purchasing and invoice language. FISCAL IMPACT: There is no fiscal impact associated with this item. Funds are available within Housing Grants Fund (705), Project(33238). LEGAL CONSIDERATIONS: This item is approved as to form and legality, and requires a majority vote for Board approval. -JBW GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this item. RECOMMENDATION: To approve and authorize the Chairwoman to sign an amendment to the three (3) Subrecipient agreements between Collier County and Catholic Charities of Collier County, Diocese of Venice, Inc., The Shelter for Abused Women and Children, and St. Matthew's House for the operation of the Emergency Solutions Grant. Prepared By: Geoffrey Magon, Grants Coordinator, Housing,Human&Veteran Services Packet Page-2047- 5/28/2013 16.D.5. COLLIER COUNTY Board of County Commissioners Item Number: 16.16.D.16.D.5. Item Summary: Recommendation to approve an amendment to three (3) Subrecipient agreements with Catholic Charities of Collier County, Diocese of Venice,The Shelter for Abused Women and Children and St. Matthews House for the FY2012-2013 U.S. Housing and Urban Development (HUD) Emergency Solutions Grant (ESG) to clarify requirements. Meeting Date: 5/28/2013 Prepared By Name: MagonGeoffrey Title: Grants Coordinator 4/26/2013 1:40:31 PM Approved By Name: SonntagKristi Date: 4/26/2013 5:40:47 PM Name:AlonsoHailey Title: Operations Analyst,Public Service Division Date: 5/9/2013 2:09:56 PM Name:AlonsoHailey Title: Operations Analyst,Public Service Division Date: 5/14/2013 11:13:02 AM Name: GrantKimberley Title: Interim Director,HHVS Date: 5/14/2013 1:50:36 PM Name: AlonsoHailey Title: Operations Analyst,Public Service Division Date: 5/16/2013 8:55:30 AM Name: Joshua Thomas Title: Grants Support Specialist, Date: 5/16/2013 9:08:14 AM Packet Page -2048- 5/28/2013 16.D.5. Name: BelpedioJennifer Title: Assistant County Attorney,County Attorney Date: 5/16/2013 11:05:17 AM Name: CarnellSteve Title: Director-Purchasing/General Services,Purchasing Date: 5/16/2013 1:45:09 PM Name: KlatzkowJeff Title: County Attorney Date: 5/16/2013 2:53:06 PM Name: StanleyTherese Title: Management/Budget Analyst, Senior,Office of Manage Date: 5/16/2013 3:41:27 PM Name: IsacksonMark Title: Director-Corp Financial and Mgmt Svs,CMO Date: 5/20/2013 11:43:01 AM Packet Page-2049- 5/28/2013 16.D.5. Grant#-E-12-UC-12-0024E CFDA/CSFA#- 14.231 Subrecipient—The Shelter for Abused Women and Children,Inc. DUNS#- 836680769 FETI # - 59-2752895 FISCAL YEAR END: June 30th AMENDMENT NO. 1 TO AGREEMENT BETWEEN COLLIER COUNTY AND THE SHELTER FOR ABUSED WOMEN AND CHILDREN,INC. THIS AMENDMENT, made and entered into on this_day of May,to the subject agreement shall be by and between the parties to the original Agreement, The Shelter for Abused Women and Children, Inc., (hereinafter called the "Subrecipient") authorized to do business in the State of Florida, whose business address is P.O. Box 10102, Naples, FL 34101, and Collier County, a political subdivision of the State of Florida, Collier County, Naples (hereinafter called the "County") having its principal address as 3339 E. Tamiami Trail, Naples FL 34112. Statement of Understanding RE: EMERGENCY SOLUTIONS GRANT In order to continue the services provided for in the original Agreement document referenced above, the parties agree to amend the Agreement as follows: Words Struck Through are deleted; Words Underlined are added: (Dollar amounts have original underlines) WITNESSETH: * * WHEREAS, on March 12, 2013, Agenda Item No. 16.D.2, the County approved an agreement between the Subrecipient and County to use EMERGENCY SHELTER UTILITY AND SECURITY FOR HOMELESS FAMILIES funds; WHEREAS, the Agreement requires modification to rename the funding source to EMERGENCY SOLUTIONS GRANT PROJECT in order to correct a scrivener's error, reference match, and adds new standard purchasing and invoice language; and NOW, THEREFORE, in consideration of the mutual benefits contained herein, it is agreed by the Parties as follows: I. SCOPE OF SERVICES The SUBRECIPIENT shall, in a satisfactory and proper manner and consistent with any standards required as a condition of providing ESG funds, as determined by Collier County Housing, Human and Veteran Services (HHVS),perform the tasks necessary to conduct the program as follows: Packet Page-2050- 5/28/2013 16.D.5. Project Component#1: Emergency Shelter Activities The FY2012-2013 Action Plan identified and approved the project to utilize funds for homeless shelter operations. The funding will assist with emergency shelter - utilities and personnel and partial taxes for a Security Coordinator for thirty (30) hours per week. III. AGREEMENT AMOUNT The COUNTY agrees to make available FORTY-SIX THOUSAND EIGHT HUNDRED DOLLARS ($46,800) for the use by the SUBRECIPIENT during the Term of the Agreement (hereinafter, the aforestated amount including, without limitation, any additional amounts included thereto as a result of a subsequent amendment(s) to the Agreement, shall be referred to as the"Funds"). The budget identified for the .. . • _ • • • • • - . • • • •• • • • Emergency Solutions Grant Project shall be as follows: ESG Line Item Description ESG Match Funds Funds (1:1) Personnel: Security Coordinator $15.50/hour for 30 hours p eek $ 24,180 FICA $ 1,820 $ 1,820 Utilities $ 20,800 $--2-03g00 Project Component: Emergency Shelter Activities (a) Personnel: Security Coordinator - $15.50/hour for $24,180 30 hours per week (b) FICA $1,820 (c) Utilities $20,800 ESG eligible matching funds including but not limited to the Subrecipient's utilities and telephone expenses. $46,800 TOTAL $ 46,800 $ 46,800 All services/activities specified in Section I. 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 that meets Federal requirements. The SUBRECIPIENT shall enter into contract for improvements with the lowest, responsive and qualified bidder as further set for the in Section IX.D. of this Agreement. 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. cubmittal of quarterly progress reports. Payments shall be made to the SUBRECIPIENT when requested as Packet Page-2051- C, 5/28/2013 16.D.5. . - .. . . '. - • - - : .. . . . - , - -- - . - - Payment Act." No payment will be made until approved by HHVS. The County shall reimburse the SUBRECIPIENT for the performance of this Agreement upon completion or partial completion of the work tasks as accepted and approved by HHVS pursuant to the submittal of quarterly progress reports. Invoices for work performed are required every month. If no work has been performed during that month, or if the SUBRECIPIENT is not yet prepared to send the required backup, a $0 invoice will be required. Explanations will be required if two consecutive months of $0 invoices are submitted. Payments shall be made to the SUBRECIPIENT when requested as work progresses but, not more frequently than once per month. Final invoices are due no later than 90 days after the end of the agreement. Work performed during the term of the program but not invoiced within 90 days 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." The following project work plan is in effect for program monitoring requirements only,and as such, not intended to be used as a payment schedule: Deliverable Payment Schedule Reimburse salary and taxes for Security Coordinator expenses Project Component: Emergency Shelter Upon monthly invoicing of allowable Activities: expenses to include supporting Reimburse salary and taxes for Security documentation but not limited to Coordinator timesheets, payroll, canceled checks, and project activity logs. Reimburse utilities cost Documentation of 500 clients served as Final 10% ($4,680) released NA evidenced by submission of Exhibit D on a quarterly basis by the 10th day after the end of the quarter IX. ADMINISTRATIVE REQUIREMENTS D. PURCHASING All purchasing for services and goods, including capital equipment, shall be made by purchase order or by a written contract and in compliance with thresholds of the Collier County Purchasing Policy, as shown below. Should there be a conflict; the Purchasing Policy Thresholds will prevail. Dollar Range(S) Quotes Under$3K No Quote Required 1 Written Quote Above $3K to $10K 3 Written Quotes Above $10K to $50K 3 Written Quotes Request for Proposal (RFP) Above $50K Invitation for Bid(IFB) Packet Page-2052- " < 5/28/2013 16.D.5. IN WITNESS WHEREOF, the GRANTEE and SUBRECIPIENT, have each, respectively, by an authorized person or agent,hereunder set their hands and seals on the date and year first above written. ATTEST: BOARD OF COUNTY COMMISSIONERS Dwight E. Brock, Clerk of Courts COLLIER COUNTY, FLORIDA By: By: Dated: Georgia A. Hiller, Esq., Chairwoman (SEAL) THE SHELTER FOR ABUSED WOMEN AND CHILDREN,INC. First Witness By: 1-Type/print witness namel Print: Title: Second Witness Approved as to form and legal sufficiency: lType/print witness namel' Jennifer B. White Assistant County Attorney Packet Page-2053- 5/28/2013 16.D.5. Grant#-E-12-UC-12-0024E CFDA/CSFA#- 14.231 Subrecipient—St.Matthews House DUNS#- 831093653 FETI#-65-1110501 FISCAL YEAR END: June 30th AMENDMENT NO. 1 TO AGREEMENT BETWEEN COLLIER COUNTY AND ST. MATTHEWS HOUSE,INC. THIS AMENDMENT, made and entered into on this day of May,to the subject agreement shall be by and between the parties to the original Agreement, St. Matthews House, Inc.,hereinafter called the"Subrecipient") authorized to do business in the State of Florida, whose business address is 2001 Airport Road, South,Naples, FL 34112, and Collier County, a political subdivision of the State of Florida, Collier County, Naples (hereinafter called the"County")having its principal address as 3339 E. Tamiami Trail, Naples FL 34112. Statement of Understanding RE: EMERGENCY SOLUTIONS GRANT In order to continue the services provided for in the original Agreement document referenced above, the parties agree to amend the Agreement as follows: Words Struek Through are deleted; Words Underlined are added: (Dollar amounts have original underlines) WITNESSETH: * WHEREAS, on March 12, 2013, Agenda Item No. 16.D.2, the County approved an agreement between the Subrecipient and County to use UTILITIES FOR PROGRAMS funds; WHEREAS, the Agreement requires modification to rename the funding source to EMERGENCY SOLUTIONS GRANT PROJECT in order to correct a scrivener's error, reference match, and adds new standard purchasing and invoice language; and NOW, THEREFORE, in consideration of the mutual benefits contained herein, it is agreed by the Parties as follows: SCOPE OF SERVICES The SUBRECIPIENT shall, in a satisfactory and proper manner and consistent with any standards required as a condition of providing ESG funds, as determined by Collier County Housing, Human and Veteran Services(HHVS),perform the tasks necessary to conduct the program as follows: Project Component#1: Emergency Shelter Activities The FY2012-2013 Action Plan idPntinPri the project to utilize Packet Page-2054- 5/28/2013 16.D.5. funds for homeless shelter operations. The funding will assist with emergency shelter utilities. * * III. AGREEMENT AMOUNT The COUNTY agrees to make available FORTY-SIX THOUSAND EIGHT HUNDRED DOLLARS ($46,800) for the use by the SUBRECIPIENT during the Term of the Agreement (hereinafter, the aforestated amount including, without limitation, any additional amounts included thereto as a result of a subsequent amendment(s)to the Agreement, shall be referred to as the"Funds"). The budget identified for the Utilities f r Programs Emergency Solutions Grant Project shall be as follows: ESG ESG Match Line Item Description Funds Funds(1:1) Project Component: Emergency Shelter Activities $ 46,800 $ 16,800 Shelter Utilities ESG eligible matching funds including but not limited to $ 46,800 the Subrecipient's Utilities TOTAL $ 46,800 $ 46,800 All services/activities specified in Section I. 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 that . meets Federal requirements. The SUBRECIPIENT shall enter into contract for improvements with the lowest, responsive and qualified bidder as further set for the in Section IX.D. of this Agreement. 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. flubmittal of quarterly progress reports. Payments shall be made to the SUBRECIPIENT when requested as • . . _. - - -- - _ ." • . .. . .. • .-- . . . .. The County shall reimburse the SUBRECIPIENT for the performance of this Agreement upon completion or partial completion of the work tasks as accepted and approved by HHVS pursuant to the submittal of quarterly progress reports. Invoices for work performed are required every month. If no work has been performed during that month, or if the SUBRECIPIENT is not yet prepared to send the required backup, a $0 invoice will be required. Explanations will be required if two consecutive months of $0 invoices are submitted. Payments shall be made to the SUBRECIPIENT when requested as work progresses but, not more frequently than once per month. Final invoices are due no later than 90 days after the end of the agreement. Work performed during the term of the program but not invoiced within 90 days 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." Packet Page-2055- �� 5/28/2013 16.D.5. The following project work plan is in effect for program monitoring requirements only, and as such, not intended to be used as a payment schedule: Deliverable Payment Schedule Project Component: Emergency Shelter Upon monthly invoicing of allowable Activities expenses to include supporting Reimburse Utility Invoices documentation as evidenced by but not limited to canceled checks, project activity logs, check registry. Final 10% ($4,680)released upon documentation of 600 clients served Documentation of 600 clients served as evidenced by submission of Exhibit D on a NA quarterly basis by the 10th day after the end of the quarter * * * IX. ADMINISTRATIVE REQUIREMENTS D. PURCHASING All purchasing for services and goods, including capital equipment, shall be made by purchase order or by a written contract and in compliance with thresholds of the Collier County Purchasing Policy, as shown ')elow. Should there be a conflict; the Purchasing Policy Thresholds will prevail. Dollar Range($) Quotes Under$3K No Quote D a .c«quiiza 1 Written Quote Above $3K to $10K 3 Written Quotes Above$10K to $50K 3 Written Quotes Request for Proposal (RFP) Above$50K Invitation for Bid (IFB) SIGNATURE PAGE TO FOLLOW Packet Page-2056- 5/28/2013 16.D.5. IN WITNESS WHEREOF, the GRANTEE and SUBRECIPIENT, have each, respectively, by an autnorizea person or agent,hereunder set their hands and seals on the date and year first above written. ATTEST: BOARD OF COUNTY COMMISSIONERS Dwight E. Brock, Clerk of Courts COLLIER COUNTY, FLORIDA By: By: Dated: Georgia A. Hiller,Esq., Chairwoman (SEAL) ST. MATTHEWS HOUSE,INC. First Witness By: TType/print witness nameT Print: Title: Second Witness Approved as to form and legal sufficiency: TType/print witness nameT Jennifer B. White Assistant County Attorney ¢, 47 Alook Packet Page-2057- 5/28/2013 16.D.5. Grant#-E-12-UC-12-0024E CFDA/CSFA#- 14.231 Subrecipient—Catholic Charities of Collier County,Diocese of Venice,Inc. DUNS #- 877646501 FETI #- 59-2473176 FISCAL YEAR END: June 30th AMENDMENT NO. 1 TO AGREEMENT BETWEEN COLLIER COUNTY AND CATHOLIC CHARITIES OF COLLIER COUNTY,DIOCESE OF VENICE, INC. THIS AMENDMENT,made and entered into on this_day of May, to the subject agreement shall be by and between the parties to the original Agreement, Catholic Charities of Collier County, Diocese of Venice, Inc., (hereinafter called the "Subrecipient") authorized to do business in the State of Florida, whose business address is 2210 Santa Barbara Boulevard, Naples, FL 34116, and Collier County, a political subdivision of the State of Florida, Collier County, Naples (hereinafter called the "County") having its principal address as 3339 E. Tamiami Trail,Naples FL 34112. Statement of Understanding RE: EMERGENCY SOLUTIONS GRANT In order to continue the services provided for in the original Agreement document referenced above, the parties agree to amend the Agreement as follows: Words Struck Through are deleted; Words Underlined are added: (Dollar amounts have original underlines) WITNESSETH: WHEREAS, on March 12, 2013, Agenda Item No. 16.D.2, the County approved an agreement between the Subrecipient and County to use EMERGENCY STABILIZATION PROJECT funds; WHEREAS, the Agreement requires modification to rename the funding source to EMERGENCY SOLUTIONS GRANT PROJECT in order to correct a scrivener's error, reference match, and adds new standard purchasing and invoice language; and NOW, THEREFORE, in consideration of the mutual benefits contained herein, it is agreed by the Parties as follows: t. SCOPE OF SERVICES The SUBRECIPIENT shall, in a satisfactory and proper manner and consistent with any standards equired as a condition of providing ESG funds, as determined by Collier County Housing, Human and Veteran Services (HHVS),perform the tasks necessary to conduct the program as follows: Packet Page-2058- CA 5/28/2013 16.D.5. Project Component: Homelessness Prevention and Rapid Re-Housing _ e .. - ' . ., . . :: . : -. . _ . . Assist 66 low income households with rental assistance to avoid homelessness. Households will receive up to three (3)months of rental assistance. III. AGREEMENT AMOUNT The COUNTY agrees to make available SIXTY-TWO THOUSAND FOUR HUNDRED NINETY DOLLARS ($62,490) for the use by the SUBRECIPIENT during the Term of the Agreement (hereinafter, the aforestated amount including, without limitation, any additional amounts included thereto as a result of a subsequent amendment(s)to the Agreement, shall be referred to as the"Funds"). The budget identified for the Emergency Stabilization Solutions Grant Project shall be as follows: ESG Line Item Description ESG Match Funds Funds (1:1) Project Component: $ 62,490 $ 62,490 Direct Household Assistance for Rental Assistance ESG eligible matching funds including but not limited to the Subrecipient's rent, staff salaries, direct household rental assistance to clients, direct household utility assistance to clients, and HQS inspections for ESG $ 62,490 eligible families. TOTAL $ 62,490 $ 62,490 All services/activities specified in Section I. 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 that meets Federal requirements. The SUBRECIPIENT shall enter into contract for improvements with the lowest, responsive and qualified bidder as further set for the in Section IX.D. of this Agreement. 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 or partial completion of the work tasks as accepted and approved by HHVS pursuant to the submittal of quarterly progress reports. Invoices for work performed are required every month. If no work has been performed during that month, or if the SUBRECIPIENT is not yet prepared to send the required backup, a $0 invoice will be required. Explanations will be required if two consecutive months of $0 invoices are submitted. Payments shall be made to the SUBRECIPIENT when requested as work progresses but, not more frequently than once per month. Final invoices are due no later than 90 days after the end of the agreement. Packet Page-2059- �....� 5/28/2013 16.D.5. 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." The following project work plan is in effect for program monitoring requirements only, and as such, not intended to be used as a payment schedule: Deliverable Payment Schedule * - - •= -- - - •- - - -- Final 10% ($6,249) released upon assistunee-fer-r-ent7 Project Component: Direct Household Rental Assistance Submission of a properly completed invoice to include but not limited to timesheets,payroll, canceled checks, and protect activity logs. Request for Payment Final 10% ($6,249) released upon documentation of 66 clients served. Provide 66 households with short term rental assistance as evidenced by quarterly NA reports (Exhibit D) submitted by the 10`h of — the following month after the end of the quarter. IX. ADMINISTRATIVE REQUIREMENTS D. PURCHASING All purchasing for services and goods, including capital equipment, shall be made by purchase order or by a written contract and in compliance with thresholds of the Collier County Purchasing Policy, as shown below. Should there be a conflict; the Purchasing Policy Thresholds will prevail. Dollar Range($) Quotes Under$3K 1 Written Quote Above$3K to $10K 3 Written Quotes Above$10K to $50K 3 Written Quotes _ Request for Proposal (RFP) Above $50K Invitation for Bid(IFB) * * * SIGNITURE PAGE TO FOLLOW Packet Page-2060- CA 5/28/2013 16.D.5. IN WITNESS WHEREOF, the GRANTEE and SUBRECIPIENT, have each, respectively, by an authorized person or agent,hereunder set their hands and seals on the date and year first above written. ATTEST: BOARD OF COUNTY COMMISSIONERS Dwight E. Brock, Clerk of Courts COLLIER COUNTY, FLORIDA By: By: Dated: Georgia A. Hiller, Esq., Chairwoman (SEAL) CATHOLIC CHARATIES OF COLLIER COUNTY,DIOCESE OF VENICE, INC. First Witness By: ''Type/print witness namel' Print: Title: Second Witness Approved as to form and legal sufficiency: lType/print witness namel' Jennifer B. White Assistant County Attorney Page-2061- �`'�