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Agenda 09/14/2010 Item #16D10 Agenda Item No. 16D10 September 14, 2010 Page 1 of 16 EXECUTIVE SUMMARY Recommendation to approve and authorize the Chairman to sign the agreement and attestation statement between Collier County Board of County Commissioners and the Area Agency on Aging of Southwest Florida, Inc. and approve budget amendments to reflect an overall increase of $8,337 in the Older Americans Act program. OBJECTIVE: The execution of this agreement, attestation statement, and budget amendments is necessary to recognize an increase in grant funding in the Services for Seniors program. CONSIDERATIONS: Collier County Services for Seniors provides in-home support services to Collier County's frail elderly through the Older Americans Act program. An amendment to increase OAA funding has been received which reflects the following: Title III-B spending authority increased by $3,012, Title C-l Congregate Meals decreased by $23,878, and the Title C-2 Home Delivered Meals spending authority increased by $29,203 resulting in a net increase of$8,337 across all programs. However, the Title III-B funds are retained and administered by the Area Agency on Aging and will not directly impact the County budget. The contract period for the OAA program is from January 1,2010 through December 31,2010. Program Component Amount Increase/(Decrease) Title III-B Spending Authority (The funding for this $3,012 service is retained by the grantor agency and therefore does not directly impact the County budget.) Title C-l Congregate Meals Spending Authority ($23,878) Title C-2 Home Delivered Meals Spending Authority $29,203 Net OAA Funding Increase $8,337 FISCAL IMPACT: FY 2010 budget in the Human Services Grants cost center (155970) will increase by $8,337. The $3,012 increase in Title III-B will not impact the County budget. No additional matching funds are required. GROWTH MANAGEMENT: There IS no growth management impact from this recommendation. LEGAL CONSIDERATIONS: This item has been reviewed and approved by the County Attorney's Office. This item is legally sufficient for Board action.-JBW RECOMMENDATIONS: That the Board of County Commissioners approve the amendment, authorize the Chairman to sign the amendment, attestation statement and approve the necessary budget amendments. Prepared by: Terri Daniels, Accounting Supervisor Housing, Human and Veteran Services Agenda Item No. 16D10 September 14, 2010 Page 2 of 16 COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS Item Number: Item Summary: 16D10 Recommendation to approve and authorize the Chairman to sign the agreement between Collier County Board of County Commissioners and the Area Agency on Aging of Southwest Florida, Inc. and approve budget amendments to reflect an overall increase of $8,337 in the Older Americans Act program. 9/14/20109:00:00 AM Meeting Date: Prepared By Terri A. Daniels Supervisor - Accounting Date Public Services Division Human Services 81301201011:46:20 AM Approved By Marcy Krumbine Director - Housing & Human Services Date Public Services Division Human Services 8/30/2010 11 :59 AM Approved By Marla Ramsey Administrator - Public Services Date Public Services Division Public Services Division 8/30/20103:03 PM Approved By Kathy Carpenter Executive Secretary Date Public Services Public Services Admin. 8130/20104:16 PM Approved By Marlene J. Foord Grant Development & Mgmt Coordinator Date Administrative Services Division Administrative Services Division 8/30/20104:51 PM Approved By Jennifer White Assistant County Attorney Date County Attorney County Attorney 8131/20109:41 AM Approved By OMS Coordinator Date County Manager's Office Office of Management & Budget 8/31/2010 -1:05 PM Approved By Sherry Pryor Office of Management & Budget Management! Budget Analyst, Senior Date Office of Management & Budget 911/201010:19 AM Approved By Jeff Klatzkow County Attorney Date Agenda Item No. 16010 September 14, 2010 Page 3 of 16 912120101:21 PM Approved By Leo E. Ochs, Jr. County Manager Date County Managers Office County Managers Office 912120104:48 PM Amendment 1 OM 203.10 Page 1 STANDARD CONTRACT AREA AGENCY ON AGING Collier County Board of Commissioners This AMENDMENT, entered into by Area Agencv on Aging for Southwest Florida. Inc., hereinafter referred to as the "Agency," and Collier County Board of County Commissioners, hereinafter referred to as the "recipient," amends contract OAA 203.10. The purpose of this amendment is to: (1) amend Paragraph 4 of the Standard Contract due to the transfer of funds; (2) introduce Paragraph 2.7.4 of Attachment I; (3) amend Paragraph 3.3 of Attachment I; (4) revise and replace Attachment Ill, Exhibit I; (5) revise and replace Attachment V, Certification for Debarment; and (6) revise and replace Attachment vn, Budget Summary. (1) Paragraph 4 ofthe Standard Contract is hereby amended to read: (4) Contract Amount The agency agrees to pay for contracted services according to the terms and conditions of this contract in an amount not to exceed $951.138.00, or the rate schedule, subject to the availability of funds. Any costs or services paid for under any other contract or from any other source are not eligible for payment under this contract. (2) Paragraph 2.7.4 of Attachment I is hereby introduced to read: 2.7.4 Remedies-N onconformin2 Services The recipient shall ensure that aU participants served under this agreement are eligible for the program, and that aU monthly and/or quarterly performance reports and financial records are maintained for each reporting period and submitted as stipulated in 1.4 - 1.4.2 and 2.1- 2.1.4.1 Any nonconforming program services, performance reports or financial records not meeting the aforementioned requirements shall not be eligible for reimbursement under this program. The costs associated with enrolling, training, reporting and/or managing the program shall be borne solely by the recipient. The agency requires immediate notice of any significant and/or systemic infractions that compromise the recipient's ability to provide participant services, to achieve programmatic performance or to provide sound financial management of the program. (3) Paragraph 3.3 of Attachment I is hereby amended to read: 3.3 Invoice Submittal and Requests for Payment All requests for payment and expenditure reports submitted to support requests for payment shall be on DOEA forms 106A, revised 11/09 (ATTACHMENT IX), and 10SAS, revised 11/09 (ATTACHMENT X). (4) ATTACHMENT m, Exhibit-l is hereby replaced with the revised ATTACHMENT III, Exhibit-l and attached hereto. l Amendment 1 OAA 203.10 Page 2 (5) ATTACHMENT V, Certification Regarding Debarment is hereby replaced with the revised ATTACHMENT V, Certification Regarding Debarment and attached hereto. (6) ATTACHMENT vn, Budget Summary is hereby replaced with the revised ATTACHMENT vn, Budget Summary and attached hereto. This amendment shall be effective August 12, 2010. All provisions in the agreement and any attachments thereto in conflict with this amendment shall be and are hereby changed to confonn with this amendment. All provisions not in conflict with this amendment are still in effect and are to be perfonned 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 5 page amendment to be executed by their officials there unto duly autho!ized. By: BOARD OF COUNTY COMMISSIONERS COLLIER eOUNTY, FLORIDA By: Fred W. Coyle, Chainnan ATTEST: DWIGHT E. BROCK., Clerk Deputy Clerk Date: September 14,2010 Approved as to fonn and ~ sufficiency . .'<:::' ~~ )\-:..--t~_ v:; , : :: : -:.<:;: sislanl County Attom~..so .. . .. ~ .. .. .. .. Federal Tax ID: 59-6000558 Fiscal Year Ending 9/30 AREA AGENCY ON AGING FOR SOUTHWEST FLORIDA By: Leigh Anna Nowak, Board President Date: Amendment 1 OAA 203.10 Page 3 ATTACHMENT ill EXHIBIT -1 1. FEDERAL RESOURCES AWARDED TO THE SUBRECIPIENT PURSUANT TO THIS CONSIST OF THE FOllOWING: F~",; " ,,<,( "'^"fl'~ '7:', ;ii;:':''',,,,: '."" ,.,";, _-::~;r;~~1'lll"'rtf~l'!r~; '";'" '~;'""(1e'31 t.",~4"5l<:ol\~ ~/':lr1:':'~,\~; il-:-~"" :,f~~1j-~~!11~1tP-:~ ,,-':r ,:,-~ l d,~r"~'~~f~jH,~Lt,,:'-1..~1;~~;~~),_,~a ",} "Y..~ t~~r,fq 'l'ni":f~ ~_~_",.J-'~'1'~.">1r ~;~ ;;.~". ..-''''..... _, t.R t' 4...a."'.I1..~~__~J!;..fL;,""'.'l1~."-I"'r2l8ool.o. $""-, ""'. ~~~. 1 COLLIER COUNTY Older Americans Act Title 11I8 2010 CA/CM /SCAS/INSC Transportation Support Services TotallllB Title III C1 Congregate Meals S endin Authorl Title III C2 Home Delivered Meals -5 endln Authorl Older Americans Act Title IIIE Supplement Services Grandparent Services TotallllE U.S. Health and Human Services 93.044 $ 35,000.00 $ 70,000.00 $ 256.666.00 $361,666.00 2010 U.S. Health and Human 93.045 Services 2010 U.S. Health and Human 93.045 Services 2010 U.S. Health and Human 93.052 Services $182,001.00 $341,454.00 '$45,513.00 $ 18,489.00 $ 2.015.00 $66,017.00 Amendment 1 OAA203.10 Page 4 ATTACHMENT V aRnFlCAnON REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION FOR LOWER nER COVERED TRANSAcnONS (1) The prospective contractor certifies, by signing this certification, neither It nor Its principals is presently debarred, suspended, proposed for debarment, declared Ineligible, or voluntarllv excluded from participation in this transaction by any federal department or agency. (2) Where the prospective contractor is unable to certIfy to any of the statements in this certification, such prospective participant shall attach an explanation to this certification. Signature Seotember 14. 2010 Date Fred w. Covle. Chairman Namemtle Collier County Board of Commissioners Agency/Orsanizatlon (certification signature should be same as Contract signature.) Instructions for Certification 1. The terms Mcovered transaction,M "debarred,n Msuspended," Minellglble'- Mlower tier covered transaction,M Mperson," "primary covered transaction, M and .voluntarily excluded," as used herein, have the meanings set out in the sections of rules implementing Executive Order 12549. (2 CFR 180.5-180.1020, as supplemented by 2 CFR 376.10-376.995). You may contact the Contract Mana~r for assistance In obtaining a copy of those regulations. 2. This certification is a material representation of facts upon which reliance was placed when the parties entered Into this transaction. If it Is later determined that the recipient knowingly rendered an erroneous certification, In addition to other remedies available to the federal government the Agency may pursue available remedies, including suspension and/or debarment. 3. The recipient will provide Immediate written notice to the Contract Manager if at any time the recipient learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. The recipient may decide the method and frequency by which it determines the eligibility of Its principals. Each participant to a lower tier covered transaction may, but Is not required to, check the Excluded Parties Ust System (EPLS). 4. The recipient will include a "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Excluslon- 'Lower TIer Covered TransactionM In aU Its lower tier covered transactions and In all solicitations for lower tier covered transactions. 5. The recipient agrees that It shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, determined Ineligible or voluntarily excluded from participation, unless otherwise authorized by the federal government. 6. if the recipient knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, Ineligible, or voluntarily excluded from participation in this transaction, In addition to other remedies available to the federal government, the Agency may pursue available remedies, Including suspension, and/or debarment. 7. The recipient may rely upon a certification of a prospective participant In a lower tier covered transaction, that is not debarred, suspended, Ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification Is erroneous. Approved as to fonn and .' :::::::-::::: legal sufficiency : ::::.' '" ......" . .' .:.. J\u::b. . ;..... ASS~~ty Attorney' .::::::. :: : :: : . . Amendment 1 OAA 203.10 OAA BUDGET SUMMARY Page 5 ATTACHMENT vn RECIPIENT: Collier County Board of Commissioners 1. Title III B Support Services 2. Title III C1 Congregate Meals 3. Title III C2 Home Delivered Meals 4. Title III E Services TOTAL $ 361,666.00 $ 182,001.00 $ 341,454.00 $ 66,017.00 $951,138.00 September 14, 2010 Page 9 of 16 Attestation Statement Agreement/Contract Number OM 203.10 Amendment Number I, Fred W. Covle. Chairman (Recipient/Contractor representative) attest that no changes or revisions have been made to the content of the above referenced agreement/contract or amendment between the Area Agency on Aging for Southwest Florida, Inc. and Collier County Board of Commissioners (Recipient/Contractor name) The only exception to this statement would be for changes in page formatting, due to the differences in electronic data processing media, which has no affect on the agreement/contract content. Signature of Recipient/Contractor representative Set>tember 14.2010 Date Approved as to form and legal sufficiency ~~~~ Assis eounty Attorney Revised April 2010 I January 2010 Agenda Item No. 16010 StQfM~tdAf.~010 AREA AGENCY ON AGING FOR SOUTHWEST FLORIDA, INC STANDARD CONTRACT OLDER AMERICANS ACT PROGRAM TITLE III THIS CONTRACT is entered into between the Area Agency on Aging for Southwest Florida, Inc., hereinafter referred to as the "Agency," and Collier County Board of Commissioners hereinafter referred to as the "Contractor", and collectively referred to as the "Parties." The term contractor for this purpose may designate a vendor, subgrantee or subrecipient, the status to be further identified in ATTACHMENT III, Exhibit-2 as necessary. WITNESSETH THAT: WHEREAS, the Agency has determined that it is in need of certain services as described herein, and WHEREAS, the Contractor has demonstrated that it has the requisite expertise and ability to faithfully perform such services as an independent contractor of the Agency. NOW THEREFORE, in consideration of the services to be performed and payments to be made, together with the mutual covenants and conditions hereinafter set !orth, the Parties agree as follows: 1. Purpose of Contract The purpose of this contract is to provide services in accordance with the terms and conditions specified in this contract including all attachments and exhibits, which constitute the contract document. 2. Incorporation of Documents within the Contract The contract will incorporate attachments, proposal(s), state plan(s), grant agreements, relevant department handbooks, manuals or desk books, as an integral part of the contract, except to the extent that the contract explicitly provides to the contrary. In the event of conflict in language among any of the documents referenced above, the specific provisions and requirements of the contract document(s) shall prevail over inconsistent provisions in the proposal(s) or other general materials not specific to the contract document and identified attachments. 3. Term of Contract This contract shall begin on January 1 , 2010. It shall end at midnight, local time in North Fort Myers, Florida, on December 31 ,2010. ' 4. Contract Amount The agency agrees to pay for contracted services according to the terms and conditions of this contract in an amount not to exceed $942,801.00, or the rate schedule, subject to the availability of funds. Any costs or services paid for under any other contract or from any other source are not eligible for payment under this contract. ,-' I 5. Renewals By mutual agreement of the parties, in accordance with s. 287.058(1)(f), F,S., the agency may renew the contract for a period not to exceed three years, or the term of the origin'al contract whichever is longer. The renewal price, or method for determining a renewal price, is set forth in the bid, proposal, or reply. No other costs for the renewal may be charge. Any renewal is 1 Agenda Item No. 16010 September 14, 2010 January 2010 confta~dAJQU~.OlO obligations other than those contained herein, and this contract shall supersede all previous communications, representations or agreements, either written or verbal between the parties. By signing this contract, the parties agree that they have read and agree to the entire contract. IN WITNESS THEREOF, the parties hereto have caused this 52 page contract, to be executed by their undersigned officials as duly authorized. ATTEST: DWIGHT E. ~~OCK,y!erk . . ':;,.... ?J~.,D if"1'~""" By: .'"",. .,C. Deputy Rl.et ,..\ ...... ,,;~.{~t) .11.;"'.1(~~ , . ~.. : -':v..I! .~~~,: . _taalturt :'Oft.' .. ~ .... ' ~.' . Appro~eCf:as,to'forTtl)pntl..: ';.". legal suffi~,,~,~~y. ..:..,.... 1'--'1;' d BOARD OF COUNTY COMMISSIONERS COLLlE~UNTYI ~LORIDA, ~. By: /"/"1....J... -^'. ('''''J,/~'' Fred Coyle, Chairman t,) Date: March 23, 2010 ~ Assistant Coun y Attorney AREA AGENCY ON AGING FOR SOUTHWEST FLORIDA -? Date: December 31 ,2009 Federal Tax ID: 59-6000558 Fiscal Year Ending Date: 09/30 13 January 2010 (2) (3) Agenda Item No. 16010 September 14,2010 confrSet'd~A>~M.Ol0 The contractor shall timely submit to the agency all information described in ATTACHMENT I, Paragraph 2.6, RECORDS AND DOCUMENTATION; The contractor shall ensure services in this contract are in accordance with ATTACHMENT A. 2.7.2 The performance of the contractor in providing the services described in this contract shall be measured by the current Area Plan strategies for the following criteria: (1) Percent of most frail elders who remain at home or in the community instead of going into a nursing home; (2) Percent of Adult Protective Services (APS) referrals who are in need of immediate services to prevent further harm who are served within 72 hours. (3) . Average monthly savings per consumer for home and community-based care versus nursing home care for comparable client groups; (4) Percent of elders assessed with high or moderate risk environments whoimproved their environment score; (5) Percent of new service recipients with high-risk nutrition scores whose nutritional status improved; (6) Percent of new service recipients whose ADL assessment score has been maintained or improved; . (7) Percent of new service recipients whose IADL assessment score has been maintained or improved. (8) Percent of family and family-assisted caregivers who self-report they are very likely to provide care; (9) Percent of caregivers whose ability to continue to provide care is maintained or improved after one year of service intervention (as determined by the caregiver and the assessor); and (10) Percent of customers who are at imminent risk of nursing home placement who are served with community based services. 2.7.3 Monitoring and Evaluation Methodology The agency will review and evaluate the performance of the contractor under the terms of this contract. Monitoring shall be conducted through direct contact with the contractor through telephone, in writing, and/or an on-site visit. The agency's determination of acceptable performance shall be conclusive. The contractor agrees to cooperate with the agency in monitoring the progress of completion of the service tasks and deliverables. 2.8 CONTRACTOR'S FINANCIAL OBLIGATIONS 2.8.1 Matching, Level of Effort, and Earmarking Requirements The contractor will assure, through a provision in subcontracts, a match requirement of at least 10 percent of the cost for all services funded through this contract. The subcontractor's match will be made in the form of cash and/or in-kind resources .Match must be reported by title each month. At the end of the contract period, all OM funds must be properly matched. 2.8.2 Consumer Contributions (1) The contractor assures compliance with Section 315 of the Older Americans Act as amended in 2006, in regard to consumer contributions; 26 January 2010 3.2 Advance Payments Agenda Item No. 16D10 seeben'~ q~~~ffi .010 3.2.1 The contractor may request up to two months of advances at the start of the contract period, iL available, to cover program administrative and service costs. The payment of an advance Vv be contingent upon the sufficiency and amount of funds released to the agency by the State of Florida ("budget release"). The contractor shall provide the agency's Contract Manager documentation justifying the need for an advance and describing how the funds will be distributed. . 3.2.2 The contractor's requests for advance require the approval of the agency's Contract Manager. If sufficient budget is available, the agency will issue approved advance payments after January 1,2010 upon receipt from the Department of Elder Affairs. 3.2.3 Requests for the first through the twelfth months shall be based on the submission of actual monthly expenditure reports beginning with the first month of the contract. The schedule for submission of advance requests, if available is shown on ATTACHMENT VIII of this contract. 3.2.4. All advance payments made to the contractor shall be recouped in accordance with the Reporting Schedule, ATTACHMENT VIII of this contract. 3.2.5 Interest earned on advances must be identified separately by source of funds, state or federal. Contractors shall maintain advances of federal funds in interest bearing accounts unless otherwise excepted in accordance with 45 CFR 74.22(k). 3.3 Invoice Submittal and Requests for Payment All requests for payment and expenditure reports submitted to support requests for paymel1+- shall be on DOEA forms 106A, revised 11/09 (ATTACHMENT IX) and 105AS, revised 1110. (ATTACHMENT X). Duplication or replication of both forms via data processing equipment is permissible, provided all data elements are in the same format as included on department forms. 3.3.1 All payment requests shall be based on the submission of actual monthly expenditure reports beginning with the first month of the contract. The schedule for submission of advance requests (when available) and invoices is ATTACHMENT VIII to this contract. 3.3.2 Any payment due by the agency under the terms of this contract may be withheld pending the receipt an approval of all financial and programmatic reports due from the contractor and any adjustments thereto, including any disallowance not resolved as outlined in Paragraph 22 of this contract. 3.3.3 Payment may be authorized only for allowable expenditures, which are in accordance with the limits specified in ATTACHMENT VII, Budget Summary. Any changes in the amounts of federal or general revenue funds identified on the Budget Summary form require a contract amendment. 3.3.4 Date for Final Request for Payment The final request for payment will be due to the agency no later than February 15, 2011. 28 January 2010 Agenda Item No. 16D10 September 14, 2010 conFr!aedd~fo~.OlO A TTACHMENT V CERTIFICATION REGARDING DEPARTMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION FOR LOWER TIER COVERED TRANSACTIONS (1) The prospective contractor certifies, by signing this certification, neither it nor its principals are presently debated, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (2) Where the prospective contractor is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this certification. Signature ~.J..w. ~ March 23, 2010 Date Fred Coyle. Chairman Name/Title (Certification signature should be same as Contract signature.) Collier County Board of Commissioners Agency/Organization Instructions for Certification ]. The terms (covered transaction," "debarred," "suspended," "ineligible," "lower tier covered transaction," "Person," "Primary covered transaction," and "voluntarily excluded," as used herein, have the meanings set out in the sections of rules implementing Executive Order ]2549. (2 CFR ] 80.5-180.1020, as supplemented by 2 CFR 376.10-376.995). You may contact the Contract Manager for assistance in obtaining a copy of those regulations. 2. This certification is a material representation of facts upon which reliance was placed when the parties entered into this transaction. If it is later determined that the recipient knowingly rendered an erroneous certification, in addition to other remedies available to the federal government the Agency may pursue available remedies, including suspension and/or debarment. 3. The recipient will provide immediate written notice to the Contract Manager ifat any time the recipient learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. The recipient may decide the method and frequency by which it determines the eligibility of its principals. Each participant to a lower tier covered transaction may, but is not required to, check the Excluded Parties List System (EPLS). 4. The recipient will include a "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion 'Lower Tier Covered Transaction" in all its lower tier covered transactions and in all solicitations for lower tier covered transactions. 5. The recipient agrees that it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, determined ineligible or voluntarily excluded from participation, unless otherwise authorized by the federal government. 6. If the recipient knowingly enters into a lower tier covered transaction with a person who is 'suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the federal government, the Agency may pursue available remedies, including suspensj9~t.~~?d(ordebarment. ~..~ .:.. . .'~, ';~}j:. ,f:' '. 7. The recipient may rely up.on ~ ~ertification of ~ prospective participant in a low~~~~e~.~'tr~~2.iio~ that it is not debarred, suspended, melIglble or voluntarily excluded from the covered tr@.sac~rr:. un~eSS)t.kROWS thatthe ~~u,m-nnadllgal sufficiency <i:i i<~~,,;.;,,:\:::. ' . 0~ ~ 38 ~~,~~.i:~.~ij8~}{,~ik' As~S~~~~ B~i...~~Q'C January 2010 Agenda Item No. 16010 September 14, 2010 Confr~~ed~R~8~.010 ATTACHMENT VII OAABUDGETSUMMARY RECIPIENT: Collier County Board of Commissioners I. Title III B Support Services $ 358,654.00 2. Title III CICongregate Meals $ 205,879.00 3. Title III e2 Home Delivered Meals $ 312,251.00 4. Title III E Services $ 66,017.00 TOTAL $942,801.00 41 13. Programs/facilities must make information regarding the nondiscriminatory provisionA~nBY<tt&'rh~t'1.iI~~1cif their palticipants, beneficiaries or any other interested parties. This should include infol1~p:temMhdiot,rig11tCto file a complaint of discrimination with either the Florida Department of Elder Affairs or the U .sP~ci~rfienfuf HHS. The information may be supplied verbally or in writing to every individual, or may be supplied through the use of an equal opportunity policy poster displayed in a public area of the facility. 45 CFR 80.6(d) 14. Report number of discrimination complaints filed against the program/facility. Indicate the basis, e.g., race, color, creed, sex, age, national origin, disability, retaliation; the issues involved, e.g., services or employment, placement, termination, etc. Indicate the civil rights law or policy alleged to have been violated along with the name and address of the local, state or federal agency with whom the complaint has been filed. Indicate the current status, e.g., settled, no reasonable cause or reasonable cause found, failure to conciliate, failure to cooperate, under review, etc. 15. The program/facility must be physically accessible to disabled individuals. Physical accessibility includes designated parking areas, curb cuts or level approaches, ramps and adequate widths to entrances. The lobby, public telephone, restroom facilities, water fountains, information and admissions offices should be accessible. Door widths and traffic areas of administrative oftices, cafeterias, restrooms, recreation areas, counters and serving Jines should be observed for accessibility. Elevators should be observed for door width, and braille or raised numbers. Switches and controls for light, heat, ventilation, fire alarms, and other essentials should be installed at an appropriate height for mobility impaired individuals. 16. Section 504 of the Rehabilitation Act of 1973 requires that a recipient of federal financial assistance conduct a self-evaluation to identify any accessibility barriers. Self-evaluation is a four step process: · With the assistance of a disabled individual/organization, evaluate current practices and policies to identify any practices or policies which do not comply with Section 504. · Modify policies and practices that do not meet Section 504 requirements. · Take remedial steps to eliminate any discrimination that has been identified. · Maintain self-evaluation on file. (This checklist may be used to satisfy this requirement if these four steps have been followed.)45 CFR 84.6 17. Programs or facilities that employ 15 or more persons must adopt grievance procedures that incorporate appropriate due process standards and provide for the prompt and equitable resolution of complaints alleging any action prohibited by Section 504.45 CFR 84.7 (b) 18. Programs or facilities that employ 15 or more persons must designate at least one person to coordinate efforts to comply with Section 504.45 CFR 84.7 (a) 19. Continuing steps must be taken to notify employees and the public of the program/facility's policy of nondiscrimination on the basis of handicap. This includes recruitment material, notices for hearings, newspaper ads, and other appropriate written communication. 45 CFR 84.8 (a) 20. Programs/facilities that employ 15 or more persons must provide appropriate auxiliary aids to persons with impaired sensory, manual or speaking skills where necessary. Auxiliary aids may include, but are not limited to, interpreters for hearing impaired individuals, taped or braille materials, or any alternative resources that can be used to provide equally effective services. 45 CFR 84.52 (d) 21. Programs/facilities with 50 or more employees and $50,000 in federal contracts must develop, implement and maintain a written affirmative action compl iance program in accordance with Executive Order I 1246. 41 CFR 60 and Title VI of the Civil Rights Act of 1964, as amended.