Agenda 10/22/2013 Item #16D10 10/22/2013 16.D.10.
EXECUTIVE SUMMARY
Recommendation to approve amendment No. 2 to the Home Investment Partnership (HOME)
Program Agreement between Collier County and the Collier County Housing Authority, Inc.
(CCHA) in order to extend the project completion date, update template language, and revise
match language. (Fiscal Impact$0)
OBJECTIVE: Complete necessary modifications to the subrecipient agreement to complete the project
which benefits low income persons or households with rental and utility assistance and security deposits.
CONSIDERATIONS: On October 25, 20]1, Item 16D2, the Board of County Commissioners (BCC)
approved an agreement with the Collier County Housing Authority to administer the Tenant Based Rental
Assistance(TBRA)Program.
Funding for this project in the total amount of$300,000 will benefit low income persons or households
with rental and utility assistance and security deposits.
A modification to the subrecipient agreement is needed in order to extend the project completion date to
January 31, 2014 to resolve match and payment issues. Other modifications to the subrecipient
agreement are also proposed as follows:
1. TIME OF PERFORMANCE; Paragraph III. Project completion date is extended up to and
including January 31, 2014.
2. CONSIDERATIONS AND LIMITATION OF COSTS; Paragraph IV. Update with revised
language.
3. GENERAL CONDITIONS; Paragraph VI. Update with revised language.
4. ADMINISTRATION REQUIREMENTS; Paragraph VII. Update with revised language.
5. EXHIBIT A Scope of Services; A. PROJECT SCOPE; update match language; and B. BUDGET;
update match language; and C. PROJECT WORK PLAN: revise completion end date.
6. EXHIBIT F; LOCAL AND FEDERAL RULES. REGULATIONS AND LAWS; update with
applicable Statute.
The proposed modifications are allowable under the grant, and will not increase the amount of grant funds
or impact the budget for this project.
The Subrecipient is encouraged to provide match funds when identified as an eligible source. Pursuant to
Florida administrative Code 67-37.007 the State Housing Initiatives Partnership Program funds may be
used as match for HOME eligible activities. The County will apply those funds as a source of match to
meet the federally required match commitment of 25%.
FISCAL IMPACT: There will be no effect on ad-valorem or general fund dollars. Funds are available
within the Housing Grant Fund(705)FY201 1-12 HOME Projects (33177.2.1 $300,000).
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote
for approval.-JAB
Packet Page-1348-
10/22/2013 16.D.10.
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
Chairwoman to execute the Second Amendment to the subrecipient agreement between Collier County
and the Collier County Housing Authority, Inc. for the TBRA Program.
Prepared By: Rosa Munoz, Grants Coordinator; Housing, Human&Veteran Services
Packet Page -1349-
10/22/2013 16.D.10.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.D.16.D.10.
Item Summary: Recommendation to approve amendment No. 2 to the Home Investment
Partnership (HOME) Program Agreement between Collier County and the Collier County
Housing Authority, Inc. (CCHA) in order to extend the project completion date, update template
language, and revise match language. Fiscal Impact$0.
Meeting Date: 10/22/2013
Prepared By
Name: MunozRosa
Title: Grants Coordinator,Housing, Human &Veteran Services
10/7/2013 8:16:32 AM
Approved By
Name: MesaNancy
Title: Accountant,Housing, Human &Veteran Services
Date: 10/9/2013 11:04:17 AM
Name: Bendisa Marku
Title: Operations Analyst,Wastewater
Date: 10/9/2013 11:28:01 AM
Name: SonntagKristi
Date: 10/9/2013 12:30:39 PM
Name: MagonGeoffrey
Title: Grants Coordinator
Date: 10/9/2013 1:05:33 PM
Name: AlonsoHailey
Title: Operations Analyst,Public Service Division
Date: 10/9/2013 2:41:10 PM
Name: MarkiewiczJoanne
Title: Manager-Purchasing Acquisition,Purchasing& Gene
Date: 10/9/2013 4:21:05 PM
Packet Page -1350-
10/22/2013 16.D.10.
afok
Name: Grant Kimberley
Interim Director
Date: 10/10/2013 12:11:09 PM
Name: RobinsonErica
Date: 10/10/2013 3:54:06 PM
Name: BelpedioJennifer
Title: Assistant County Attorney,County Attorney
Date: 10/10/2013 4:48:34 PM
Name: CarnellSteve
Title: Purchasing/General Services Director
Date: 10/11/2013 7:42:18 AM
Name: KlatzkowJeff
Title: County Attorney
Date: 10/11/2013 9:39:04 AM
Name: FinnEd
Title: Senior Budget Analyst, OMB
Date:10/11/2013 12:33:37 PM
Name: IsacksonMark
Title: Director-Corp Financial and Mgmt Svs,CMO
Date: 10/14/2013 10:51:24 AM
Name: OchsLeo
Title: County Manager
Date: 10/14/2013 2:08:34 PM
Packet Page-1351-
10/22/2013 16.D.10.
Grant#- M-11-UC-12-0017
CFDA/CSFA# - 14.239
Subrecipient—Collier County Housing
Authority,Inc.
DUNS#-040977514
FETI #-59-1490555
FY End 9/30
Monitoring Deadline 1/2017
SECOND AMENDMENT TO AGREEMENT BETWEEN COLLIER COUNTY
AND
COLLIER COUNTY HOUSING AUTHORITY, INC.
TENANT BASED RENTAL ASSISTANCE (TBRA) PROJECT
This Amendment is entered into this day of , 2013, by and
between the "Collier County Housing Authority, Inc., a special independent district of the State of
Florida, created in accordance with Florida Statute Section 421.27 et seq.," a private not-for-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."
RECITALS
WHEREAS, on October 25, 2011 the COUNTY entered into an Agreement with the HOME
Investment Partnerships (HOME) Program funds for the Tenant Based Rental Assistance (TBRA)
Program which will provide assistance to eligible low income persons. (hereinafter referred to as the
"Agreement"); and
WHEREAS, on February 13,2013 the Agreement was amended.
WHEREAS, the Parties desire to amend the Agreement to include terms required by Chapter
2013-154, Laws of Florida and make other modifications to the agreement
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 amend the Agreement as follows:
Words elgh are deleted; Words Underlined are added
III. TIME OF PERFORMANCE
2011 HOME(HM11-01)
CCHA TBRA
Amendment#2 Page 1 of 6
Packet Page-1352-
10/22/2013 16.D.10.
Aoki
* * *
_ - _. _ � a ..- ! .. _ -- =
Services of the SUBRECIPIENT shall start on the 25th day of October, 2011 and end on the
31st day of January,2014. The term of this Agreement and the provisions herein may be extended by
amendment to cover any additional time period during which the SUBRECIPIENT remains in control
of HOME funds or other HOME assets,including program income.
TV. CONSIDERATION AND LIMITATION OF COSTS
All improvements specified in Exhibit "A". 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 Federal 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 HHVc the COUNTY, 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. SUBRECIPIENT may expend funds only for allowable costs resulting from obligations
incurred during the term of this agreement. 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. 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 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."
•
* * *
VI. GENERAL CONDITIONS
2011 HOME(HM11-01)
CCHA TBRA
Amendment#2 Page 2 of 6
C5.)
Packet Page-1353-
10/22/2013 16.D.10.
C. LOCAL AND FEDERAL RULES. REGULATIONS AND LAWS
26. Florida Statutes, 119,071. Contracts and Public Records
* * *
VII. ADMINISTRATIVE REQUIREMENTS
* *
B. DOCUMENTATION AND RECORDKEEPING
1. The SUBRECIPIENT shall maintain all records required by the HOME Federal
Upon completion of all work contemplated under this Agreement copies of all
documents and records relating to this Agreement shall be surrendered to HHVS if
requested. In any event the SUBRECIPIENT shall keep all documents and records in an
orderly fashion in a readily accessible, permanent and secured location for four (4)
years after expiration of this Agreement with the following exception: if any litigation,
claim or audit is started before the expiration date of the four (4) year period, the
records will be maintained until all litigation, claim or audit findings involving these
records are resolved. The COUNTY shall be informed in writing if an agency ceases to
exist after closeout of this Agreement of the address where the records are to be kept as
outlined in 24 CFR 85.42. Meet all requirements for retaining public records and
transfer, at no cost, to COUNTY, all public records in possession of the
SUBRECIPIENT upon termination of the contract and destroy and duplicate public
records that are exempt or confidential and exempt from public records disclosure
requirements. All records stored electronically must be provided to the COUNTY in a
format that is compatible with the information technology systems of the public agency.
2. SUBRECIPIENT shall keep and maintain public records that ordinarily and necessarily
would be required by COUNTY in order to perform the service.
* * *
11. SUBRECIPIENT must provide the public with access to public records on the same
terms and conditions that the public agency would provide the records and at a cost that
does not exceed the cost provided in this chapter or as otherwise provided by law.
Ensure that public records that are exempt or confidential and exempt from public
records disclosure requirements are not disclosed except as authorized by law.
* * *
F. PURCHASING
2011 HOME(HM 11-01)
CCHA TBRA
Amendment#2 Page 3 of 6
Packet Page-1354-
10/22/2013 16.D.10.
Purchasing Threshold Policy
Dollar Range($) Quotes
Under$3K 1 Written Quote
$3K to $50K 3 Written Quotes
Request for Proposal (RFP)
Above $50K Invitation for Bid(IFB)
* *
I. GRANT CLOSEOUT PROCEDURES
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,
unspent cash advances, program income balances, and receivable accounts to the COUNTY), and
determining the custodianship of records. 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. In addition to the records retention outlined in Section X.B.3, the SUBRECIPIENT shall
comply with Section 119.021 Florida Statutes regarding records maintenance, preservation and
retention. SUBRECIPIENT shall also produce records and information that complies with Section
215.97, Florida Single Audit Act.
EXHIBIT "A"
SCOPE OF SERVICES
COLLIER COUNTY HOUSING AUTHORITY, INC.
HOME
TENANT BASED RENTAL ASSISTANCE (TBRA) PROJECT
A. PROJECT SCOPE:
The SUBRECIPIENT will be responsible for the following:
d Match funding of 25% is required for this activity. The SUBRECIPIENT must provide
Match Pursuant 24 CFR 92.218
Match is required for HOME funds. This project requires HOME match. Collier County will
provide the match for this project however, the SUBRECIPIENT is encouraged to contribute
Match to the project for HOME eligible activities. If the SUBRECIPIENT secures match the
SUBRECIPIENT shall provide evidence of match. Contributions to a HOME eligible-project
shall qualify under 24 CFR 92.218.
2011 HOME(HM11-01)
CCHA TBRA
Amendment#2 Page 4 of 6
Packet Page-1355-
10/22/2013 16.D.10.
B. BUDGET:
Collier County Housing, Human and Veteran Services is providing Three Hundred Thousand
Dollars ($300,000.00) in HOME funding for the project scope described above. The 25%
matching funds requirement of$75,000.00 is the responsibility of the SUBRECIPIENT. Match
Line Item Description HOME Funds
Rent $ 300,000.00 $--X5,000.00
Security Deposit
Utilities
Total HOME Funding $ 300,000.00
Total Maw S-7-54100-40
Funding
TOTAL PROJECT AMOUNT $300,000
S-47500T00
Any modifications to this contract shall be in compliance with the County Purchasing Policy
and Administrative Procedures in effect at the time such modifications are authorized.
Modifications to the "Budget and Scope" may only be made if approved in advance by the
PP Y
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
C. PROJECT WORK PLAN:
The following Project Work Plan is in effect for program monitoring requirements only and as
such, is not intended to be used as a payment schedule.
Date Start Date End Work Plan
10/01/2011 10/2012 Begin rental, security deposit and utility assistance
10/01/2011 10/2013 Completion of all TBRA assistance
01/2014
EXHIBIT "F"
LOCAL AND FEDERAL RULES, REGULATIONS AND LAWS
*
40. Florida Statutes, 119.071. Contracts and Public Records
* * *
2011 HOME(HM11-01)
CCHA TBRA
Amendment#2 Page 5 of 6
Packet Page -1356-
10/22/2013 16.D.10.
IN WITNESS WHEREOF, the Parties have each, respectively, by an authorized person or
agent, hereunder set their hands and seals on the date first written above.
ATTEST: BOARD OF COUNTY COMMISSIONERS OF COLLIER
DWIGHT E. BROCK, CLERK COUNTY, FLORIDA
By:
, Deputy Clerk GEORGIA A. HILLER, ESQ., CHAIRWOMAN
Dated:
(SEAL)
COLLIER COUNTY HOUSING AUTHORITY, INC.
By:
Subrecipient Signature
Subrecipient Name and Title
Approved as to form and legality:
Jennifer A. Belpedio, Assistant County Attorney <17
\�\`
2011 HOME(HM 11-01)
CCHA TBRA
Amendment#2 Page 6 of 6
Packet Page-1357-