Agenda 05/25/2010 Item #16D 9
Agenda Item No. 1609
May 25.2010
Page 1 of 5
EXECUTIVE SUMMARY
Recommendation to approve and authorize the Chairman to sign a contract amendment
between the Area Agency on Aging of Southwest Florida, Inc. and Collier County as it
relates to the schedule of advance re-payments and invoices under the Home Care for the
Elderly Grant program. There is no fiscal impact associated with this item.
OBJECTIVE: The execution of this amendment is necessary to revise the advance re-payment
and invoicing schedule for the Home Care for the Elderly (HCE) program for Seniors.
CONSIDERATIONS: The State of Florida Department of Elder Affairs, along with the Area
Agency on Aging, as our grantor agency, pennits lead agencies to request one-twelfth of its
annual allocation during the first two months of the contract year as an advance payment, to
assist with operating costs at the st81i of each new grant year. The General Revenue programs
started on July 1,2009 and will end on June 30, 2010. The original agreement stipulated that all
advance payments be repaid to the grantor agency dwing the last two months of the contract
year. The original payment schedule required 50% of the advance re-payment to be submitted
with report #13 (May 2010) and the remaining 50% to be submitted with report #14 (June 2010).
The original Agreement was amended on September 29, 2009 item 1605 to reflect a revised
repayment schedule. The revised schedule required that advances be repaid in full and submitted
with report nwnber #12 (April 2010).
Since that time, the Department of Elder Affairs has found that the most recent repayment
schedule will cause a financial hardship on most Icad agencies. Therefore, another change to the
repayment schedule has been instituted. The current amendment requires that advances be
repaid as follows: one-third of the advance is due with report #13 (May 2010), one-third due is
with report #14 (June 2010) and the final payment due with report #15 (July 2010).
While the Department of Elder Affairs has established an advance payment mechanism for lead
agencies, Collier County Services for Seniors does not request advanced payments for this
project. However, our agreements must reflect the grantor agency's revised re-payment and
invoicing schedule.
GROWTH MANAGEMENT: There is no growth management impact on this
recommendation.
FISCAL IMPACT: There is no fiscal'impact associated with this recommendation as the
County does not request advance payments.
LEGAL CONSIDERATIONS: This item has been reviewed and approved by the County
Attorney's Office. This item is legally sufficient for Board action.-CMG
RECOMMENDATION: Recommendation to approve and authorize the Chainnan to sign the
amendment revising the advance repayment and invoicing schedule.
Prepared by: Terri Daniels, Accounting Supervisor, Housing and Hwnan Services Department
Item Number:
Item Summary:
Meeting Date:
Agenda Item No. 1609
May 25. 2010
Page 2 of 5
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
1609
Recommendation to approve and authorize the Chairman to sign a contract amendment
between the Area Agency on Aging of Southwest Florida, Inc. and Collier County as it relates to
the schedule of advance re-payments and invoices under the Home Care for the Elderly Grant
program. There is no fiscal impact associated with this item
5/25/20109:0000 AM
Date
Prepared By
Terri A. Daniels
Public Services Division
Supervisor - Accounting
Human Services
5/612010 8:06:01 PM
Date
Approved By
Marcy Krumbine
Public Services Division
Director ~ Housing & Human Services
Human Services
5171201012:19 PM
Date
Approved By
Colleen Greene
County Attorney
Assistant County Attorney
County Attorney
5/10/20103:25 PM
Date
Approved By
Marla Ramsey
Public Services Division
Administrator - Public Services
Public Services Division
5/12/20108:46 AM
Date
Approved By
Kathy Carpenter
Public Services
Executive Secretary
Public Services Admin.
5/121201010:32 AM
Grants Support Specialist
Date
Approved By
Joshua Thomas
Administrative Services
Division
Administrative Services Division
5/12120101 :43 PM
OMS Coordinator
Date
Approved By
County Manager's Office
Office of Management & Budget
5/13/2010 9:36 AM
Approved By
Sherry Pryor
Office of Management &
Budget
Managementl Budget Analyst, Senior
Date
Office of Management & Budget
5/13/20107:16 PM
Approved By
Date
Leo E. Ochs, Jr.
County Managers Office
County Manager
County Managers Office
5/15/20104:36 PM
1\ !]up....l-:-- I~ t..r~ -1 Cr'\()
May 25. 2010
Page 3 of 5
Amendment #004
Contract HCE 203.09
STANDARD CONTRACT
AREA AGENCY ON AGING
Collier County Board of County Commissioners
This AMENDMENT, entered into by the Area Agency on Aging for Southwest Florida, Inc.,
hereinafter refetTed to as the "agency", and Collier Countv Board of Countv Commissioners.
hereinafter referred to as the "recipient", amends agreement #HCE 203.09.
The purpose of this amendment is to: (I) Amend Paragraph 3.2.4 of Attachment I, and (2)
revise and replace Attachment VIII, Home Care for the Elderly Invoice Report Schedule.
(1) Paragraph 3.2.4 of the Standard Contract is amended to read:
3.2.4 All advance payments made to the contractor shall be returned to the agency as
follows: one third by report number 13, one-third by report number 14, and one-
third by report 15, in accordance with the invoice schedule as shown on Attachment
VIII to this contract.
(2) Attachment VIII, Home Care for the Elderly Invoice Report Schedule is hereby
replaced with the revised Attachment VIII, Home Care for the Elderly Report Schedule
and attached hereto.
This amendment shall be effective May 6, 2010.
All provisions in the agreement and any attachments thereto in conflict with this amendment
shall be and are hereby cbanged to conform with this amendment.
All provisions not in conflict with this amendment are still in effect and are to be performed at
the level specified in the agreement.
This amendment and all of its attachments are hereby made a part of this agreement.
IN WITNESS WHEREOF, the parties hereto have caused this ~ page amendment to be executed
by their officials there unto duly authorized.
ATTEST:
DWIGHT E BROCK, Clerk
BOARD OF COUNTY COMMISSIONERS
COLLIER COUNTY, FLORIDA
By:
By:
Deputy Clerk
FRED COYLE, CHAIRMAN
Date: Mav 25 2010
Approved as to form and
legal sufficiency
AREA AGENCY ON AGING FOR
SOUTHWEST FLORIDA
~~
Assistant County Attorney
By:
NAOMI E. MANNING, BOARD PRESIDENT
Date:
Federal Tax ID: 59-6000558
Fiscal Year Ending: 09/30
I
l---
Report Number
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
Legend: '
Note #1:
Note #2:
Note #3:
"
"
" ~ l A "'.....n
May 25.2010
Page 4 of 5
Contract HCE 203.09
AITACHMENTVm
HOME CARE FOR THE ELDERLY
INVOICE SCHEDULE
~
On This Date
July 1
July 1
July 1
August 20
September 20
October 20
November 20
December 20
January 20
February 20
March 20
April 20
May 20
June 20
July 20
July 25
July Advance'
August Advance'
September Advance'
July Expenditure
August Expenditure
September Expenditure
October Expenditure
November Expenditure
December Expenditure
January Expenditure
February Expenditure
March Expenditure
April Expenditure
May Expenditure
June Expenditure
Final Expenditure and Closeout Report
Advance based on projected cash need.
Report #1 for Advance Basis Contracts cannot be submitted to the Department of
Financial Services (DFS) prior to July 1 or until the agreement with the department
has been executed and a copy sentto DFS. Actual submission of the vouchers to DFS
is dependent on the accuracy of the expenditure report.
Report numbers 13, 14 and 15 shall reflect an adjustmellt of one third of the total
advance amount, on each of the three reports respectively, repaying advances for
the first three months of the contract. The adjustment shall be recorded in Part C, 1
of the report (Attachment X).
Submission of expenditure reports mayor may not generate a payment request. If
final expenditure report reflects funds due back to the department, payment is to
accompany the report.
2
..J~ I~ ~I -1 r-rln
May 25. 2010
Page 5 of 5
Attestation Statement
Agreement/Contract Number HCE 203.09
Amendment Number 4
!, Fred Covle attest that no changes or revisions have been made to
(Recipient/Contractor representative)
the content of the above referenced agreement/contract or amendment between the Area Agency on
Aging for Southwest Florida, Inc. and
Collier County Boanl of Commissioners
(Recipient/Contractor name)
The only exception to this statement would be for changes in page formatting, dne to the differences in
electronic data processing media, which has no affect on the agreement/contract content.
Fred Coyle, Chairman
Mav252010
Date
Signature of Recipient/Contractor representative
Approved as to form and
legal sufficiency
~~
Assistant County Attorney
ATTEST:
DWIGHT E. BROCK. Clerk
By:
Revised April 2010
I