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Backup Documents 10/22/2013 Item #16D10ORIGINAL DOCUMENTS CHECKLIST & ROUTING JI o TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE Print on pink paper. Attach to original document. Original documents should be hand delivered to the Board Office. The completed routing slip and original documents are to be forwarded to the Board Office only after the Board has taken action on the item.) ROUTING SLIP Complete routing lines 41 through #4 as appropriate for additional signatures, dates, and /or information needed. If the document is already complete with the A lin throu h routin lines #I throu h 44 complete the checklist and forward to Sue Filson (line #5). exception of the Chairman s s< nature, raw a i e Route to Addressee(s) Office Initials Date (List in routing order) 10/22/13 V Agenda Item Number 1 1. Rosa Munoz, Grant Coordinator Housing, Human, Veterans Services RM 10/29/13 Type of Document Department Number of Original 2 originals 2. Jennifer A. Belpedio, ACA Office located within Housing, Human, Documents Attached Veterans Services Department 3. County Attorney's Office County Attorney's Office 4. BCC Office Board of County Commissioners 2. All handwritten strike - through and revisions have been initialed by the County Attorney's Office and c5 l 5. Minutes and Records Clerk of Court's Office T� `� V3 PRIMARY CONTACT INFORMATION (The primary contact is the holder of the original document pending BCC approval. Normally the primary contact is the person who created/prepared the executive summary. Primary contact information is needed in the event one of the addressees above, including Sue Filson, need to contact staff for additional or missing information. All original documents needing the BCC Chairman's signature are to be delivered to the BCC office only after the BCC has acted to approve the nciu.� Name of Primary Staff Contact Rosa Munoz, Grant Coordinator Phone Number 239- 252 -5713 Agenda Date Item was 10/22/13 V Agenda Item Number 1 A proved by the BCC Original document has been signed /initialed for legal sufficiency. (All documents to be signed by the RM 1(0--D- Type of Document Second Amendment to the Subrecipient Number of Original 2 originals Attached Agreement - Collier County Housing Documents Attached Authority (CCHA) TBRA 1NCTR1ICT10N4; & CHECKLIST 10 ���l�3 --j. 1: Forms/ County Forms/ BCC Forms/ Original Documents Routing Slip WWS Original 9.03.04, Revised 1.26.05, Revised 2.24.05 «matter number» / «document number» Initial the Yes column or mark "N /A" in the Not Applicable column, whichever is appropriate. Yes N/A (Not (Initial) Applicable) 1. Original document has been signed /initialed for legal sufficiency. (All documents to be signed by the RM Chairman, with the exception of most letters, must be reviewed and signed by the Office of the County Attorney. This includes signature pages from ordinances, resolutions, etc. signed by the County Attorney's Office and signature pages from contracts, agreements, etc. that have been fully executed by all parties except the BCC Chairman and Clerk to the Board and possibly State Officials.) 2. All handwritten strike - through and revisions have been initialed by the County Attorney's Office and N/A r� all other parties except the BCC Chairman and the Clerk to the Board 3. The Chairman's signature line date has been entered as the date of BCC approval of the document or RM the final negotiated contract date whichever is applicable. 4. "Sign here" tabs are placed on the appropriate pages indicating where the Chairman's signature and RM initials are required. 5. In most cases (some contracts are an exception), the original document and this routing slip should be RM provided to the BCC office within 24 hours of BCC approval. Some documents are time sensitive and require forwarding to Tallahassee within a certain time frame or the BCC's actions are nullified. Be aware of your deadlines! 6. The document was approved by the BCC on 4Q4Q&+_+—and all changes made during the RM meeting have been incorporated in the attached docu ent. The County Attorney's Office has WJ3, reviewed the changes, if applicable. 10 ���l�3 --j. 1: Forms/ County Forms/ BCC Forms/ Original Documents Routing Slip WWS Original 9.03.04, Revised 1.26.05, Revised 2.24.05 «matter number» / «document number» 16010 MEMORANDUM Date: November 25, 2013 To: Rosa Munoz, Grants Coordinator Housing, Human & Veteran Services From: Ann Jennejohn, Deputy Clerk Minutes & Records Department Re: Amendment No. 2 to CDBG Agreement #- M- 11 -UC -12 -0017, between Collier County and Collier County Housing Authority, Inc. to extend the project's completion date and update language Attached is an original copy of the document referenced above, (Item #16D10) approved by the Board of County Commissioners on October 22, 2013. The second original will be held on file in the Minutes and Records Department for the Board's Official Record. If you have any questions, please contact me at 252 -8406. Thank you. Attachment Weii= 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 7), a YN d day of 0 cam ; 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 Strueli Throuo are deleted; Words Underlined are added III. TIME OF PERFORMANCE 2011 HOME (HM 11 -01) CCHA TBRA Amendment #2 Page 1 of 6 16010 The ive -rate of this Agreement between The Collier County Housing Authority cGelliefEeunty shall be- Oetebef 252011. The ser-viees of the SUBRECIPIENT shall b c= dide-ftzvc i and eompleted in light of the purposes of this Agy-eement. All ser-viees r-equifed heretinder shall be eompleted by the SUBRECIPIENT prior- to Oeteber- 25 2013. _ Any fitn s not obligated by the expiration date of this Agreement shall autematieally r-evei4 to the COUNTY, as set f0fth in Seetio bedew. Services of the SUBRECIPIENT shall start on the 25th day of October, 2011 and end on the 31 st day of January, 2014 The term of this Ajzreement 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. IV. 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 1414VS 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." PA VI. GENERAL CONDITIONS 2011 HOME (HM 11 -01) CCHA TBRA Amendment #2 Page 2 of 6 16010 C. LOCAL AND FEDERAL RULES, REGULATIONS AND LAWS 26. Florida Statutes 119,07 1, Contracts and Public Records VII. ADMINISTRATIVE REQUIREMENTS B. DOCUMENTATION AND RECORDKEEPING The SUBRECIPIENT L, 11 aint 11 .a d by the QE Fe ao« 1 n ii,cc`�i�l— ur�rccvru�— regiiiic y--crz rL�ucrccr Regulations for- a period of six years (6) yeafs after- expir-ation of this AgreefnefA. 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 f 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 a eg qU.. 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. PURCHASING 2011 HOME (HM I1 -01) CCHA TBRA Amendment #2 Page 3 of 6 i601U Purchasine Threshold Policy Dollar Range $ uotes Under$3K 1 Written Quote $3K to $50K 3 Written Quotes Above $50K Request for Proposal (RFP) 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 SUBR GIPIENT must pr-o i deeumefAa4ien regarding mateh funding for- puToses of the aiva.ii. program. aaa. Match Pursuant 24 CFR 92.218 Match is required for HOME funds. This proiect 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- proiect shall qualify under 24 CFR 92.218. 2011 HOME (HM 11 -01) CCHA TBRA Amendment #2 Page 4 of 6 C. BUDGET: 16010 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°4 matehing funds requir-emeR4 of $75,000.00 is the responsibility of the SUBRECIPIENT. Mateh 1 - -� t t b L r r f toty o presented. Line Item Description Rent Security Deposit Utilities Total HOME Funding TOTAL PROJECT AMOUNT HOME Funds $ 300,000.00 $ 300,000.00 ..... Total Matel. 1 Funding $300,000 S 375,000. 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" mayonly be made if approved in advance by the 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 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 3 01/2014 Completion of all TBRA assistance EXHIBIT "F" LOCAL AND FEDERAL RULES, REGULATIONS AND LAWS 40 Florida Statutes 119.071, Contracts and Public Records 2011 HOME (HM 11 -01) CCHA TBRA Amendment #2 Page 5 of 6 16010 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: DWIGHT E. BROCK, CLERK clerk Dated,. (SEAL)' .•mot'' 2011 HOME (HMI 1-01) CCHA TBRA Amendment #2 BOARD OF COUNTY, F GEORGIA A. COLLIER COUNTY H OF COLLIER ESQ., CHAIRWOMAN AUTHORITY, INC. Stilfrecipient Signature! ` l S � 1� r Subrecipient Name and Title Approved as to form and legality: Jenm er A. Belpedio, sistant County Attorney o Item # Vo D 1 C� Agenda I� y2 J Cate ��! 3 r \ev d Page 6 of 6