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Backup Documents 10/22/2013 Item #16D17ORIGINAL DOCUMENTS CHECKLIST & ROUTING S P TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO 7 THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNA Print on pink paper. Attach to original document. The completed routing slip and original documents are to be forwarded to the County Attorney Office at the time the item is placed on the agenda. All completed routing slips and original documents must be received in the County Attorney Office no later than Monday preceding the Board meeting. * *NEW ** ROUTING SLIP Complete routing lines #1 through #2 as appropriate for additional signatures, dates, and/or information needed. Ifthe document is already complete with the exception of the Chairman's signature, draw a line through routing lines #I through #2, complete the checklist, and forward to the County Attorney Office. Route to Addressees (List in routing order) Office Initials Date 1. Kristi Sonntag HHVS (Initial) 10/22/13 2. Jennifer Belpedio County Attorney Office Agenda Item Number 16.D.17 3. BCC Office Board of County Commissioners h P Y ko - l� 4. Minutes and Records Clerk of Court's Office Number of Original 2 original to:zq aw PRIMARY CONTACT INFORMATION 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, may need to contact staff for additional or missing information. Name of Primary Staff Kristi Sonn g (�a�w Phone Number 252 -2486 Contact / Department appropriate. (Initial) Applicable) Agenda Date Item was 10/22/13 Y Agenda Item Number 16.D.17 Approved by the BCC Does the document need to be sent to another agency for additional signatures? If yes, NA Type of Document SAWCC Amendment to Agreement V Number of Original 2 original Attached Original document has been signed/initialed for legal sufficiency. (All documents to be Documents Attached PO number or account signed by the Chairman, with the exception of most letters, must be reviewed and signed number if document is by the Office of the County Attorney. to be recorded All handwritten strike - through and revisions have been initialed by the County Attorney's NA INSTRUCTIONS & CHECKLIST I: Forms/ County Forms/ BCC Forms / Original Documents Routing Slip WWS Original 9.03.04, Revised 1.26.05, Revised 2.24.05; Revised 11/30/12 Initial the Yes column or mark "N /A" in the Not Applicable column, whichever is Yes N/A (Not appropriate. (Initial) Applicable) 1. Does the document require the chairman's original signature? KS 2. Does the document need to be sent to another agency for additional signatures? If yes, NA provide the Contact Information (Name; Agency; Address; Phone) on an attached sheet. 3. Original document has been signed/initialed for legal sufficiency. (All documents to be KS signed by the Chairman, with the exception of most letters, must be reviewed and signed by the Office of the County Attorney. 4. All handwritten strike - through and revisions have been initialed by the County Attorney's NA Office and all other parties except the BCC Chairman and the Clerk to the Board 5. The Chairman's signature line date has been entered as the date of BCC approval of the 1 KS document or the final negotiated contract date whichever is applicable. 6. "Sign here" tabs are placed on the appropriate pages indicating where. the Chairman's KS signature and initials are required. 7. In most cases (some contracts are an exception), the original document and this routing slip NA should be provided to the County Attorney Office at the time the item is input into SIRE. Some documents are time sensitive and require forwarding to Tallahassee within a certain time fi-ame or the BCC's actions are nullified. Be aware of your deadlines! 8. The document was approved by the BCC on 10/22/13 and all changes made during KS N/A is not the meeting have been incorporated in the attached document. The County an option for Attorney's Office has reviewed the changes, if applicable. Nbis line. 9. Initials of attorney verifying that the attached document is the version approved by the A is not BCC, all changes directed by the BCC have been made, and the document is ready for the ;-,, option for Chairman's signature. -s line. I: Forms/ County Forms/ BCC Forms / Original Documents Routing Slip WWS Original 9.03.04, Revised 1.26.05, Revised 2.24.05; Revised 11/30/12 1619-17,9 MEMORANDUM Date: October 29, 2013 To: Kristi Sonntag, Grants Manager Housing, Human & Veteran Services Department From: Martha Vergara, Deputy Clerk Minutes and Records Department Re: Amendment #1 to Agreement between Collier County and the Shelter for Abused Women & Children, Inc. Grant #B- 11 -UC -12 -0016 CFDA/CSFA #14.218 DUNS #836680769 FETI #59- 2752895 FY End 06 -30 Monitoring Deadline: 12/31/18 Attached for your records are copies of the two recorded lien release documents referenced above (Item #16D17) approved by the Board of County Commissioners on October 22, 2013. The originals will be kept by the Minutes and Records Department in the Board's Official Records. If you have any questions, please contact me at 252 -7240. Thank you FIRST AMENDMENT TO AGREEMENT BETWEEN COLLIER COUNTY AND THE SHELTER FOR ABUSED WOMEN & CHILDREN, INC. This Amendment, is entered into this 22nd day of October, 2013, by and between THE SHELTER FOR ABUSED WOMEN & CHILDREN, INC. 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." M RECITALS WHEREAS, on MAY 14, 2013, the COUNTY entered into an Agreement with the Community Development Block Grant Program funds to be used for a SHELTER IMPROVEMENTS AND UPGDRADES (hereinafter referred to as the "Agreement "); and 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 Streek Th ren+ are deleted; Words Underlined are added II. TIME OF PERFORMANCE Services of the SUBRECIPIENT shall start on the 14th day of May, 2013 and end on the 31st day of Oeteber 20 December 31- 2013. 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 CDBG funds or other CDBG assets, including program income. The Shelter for Abused Women & Children, Inc. (CDs 13 -06) Amendment #_l_ to (Shelter Improvements and Upgrades) Page 1 of 6 N III. AGREEMENT AMOUNT The COUNTY agrees to make available ONE HUNDRED SEVENTY FOUR THOUSAND NINE HUNDRED NINETY DOLLARS and 00 /100 ($174,990) for the use by the SUBRECIPIENT for SHELTER IMPROVEMENTS AND UPGRADES 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 SUBRECIPIENT project budget shall be as follows: Line Item Description CDBG Funds Project Component #1- Flooring a" 120 000 Project Component #2- Equipment Security Office $ 8,10 i s 4 240 Project Component #3 -HVAC $ 32,000 Project Component #4- Security system at Shelter $ 16,.000 14 000 Lil Project Component #5- Security System Cottages 00 4. 000 Project Component #6- Environmental $ 750 TOTAL $174,990 Modifications to the "Budget and Scope" may only be made if approved in advance. 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 be made with board approval. All improvements 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 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 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. 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. The Shelter for Abused Women & Children, Inc. (CDs 13 -06) Amendment #_I_ to (Shelter Improvements and Upgrades) Page 2 of 6 M901111VAM 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." The following table details the project deliverables and payment schedule. Deliverable Payment and/or Deliverable Schedule Project Component #1- Submission of monthly invoices on AIA Flooring G702 -1992 form or equivalent document. Final 10% (Q' 1,69 $12 0. 00.00) released upon documentation of Flooring complete. Supporting proof of payment documents must be provided as backup. Project Component #2- Submission of monthly invoices on AIA Equipment Security Office G702 -1992 form or equivalent document. Final 10% ($8$1.39 24.00) released upon documentation of Equipment purchased and installed. Supporting proof of payment documents must be provided as backup. Project Component #3- Submission of monthly invoices on AIA HVAC G702 -1992 form or equivalent document. Final 10% ($3,200) released upon documentation of HVAC system upgrades complete. Supporting proof of payment documents must be provided as back up. Project Component #4 Submission of monthly invoices on AIA Security System at the Shelter G702 -1992 form or equivalent document. Final 10% ($1;600 - 1 400 ) released upon documentation of Security system upgrades complete. Supporting proof of payment documents must be provided as back up. Project Component #5 Submission of monthly invoices on AIA Security System at Cottages G702 -1992 form or equivalent document. Final 10% ($290 400) released upon documentation of Security system upgrades complete. Supporting proof of payment documents must be vrovided as back up. Project Component #6 Proof of approved environmental clearance Environmental Individuals Served N/A Proof of a minimum of 1000 Exhibit D The Shelter for Abused Women & Children, Inc. (CDS 13 -06) Amendment !1_I_ to (Shelter Improvements and Upgrades) Page 3 of 6 L 160174 persons are served via exhibit D submitted quaftffly Inventory } Annually/Inventory Log IX. ADMINISTRATIVE REQUIREMENTS B. DOCUMENTATION AND RECORDKEEPING 2. SUBRECIPIENT shall maintain all records that ordinarily and necessarily would be required by the COUNTY to perform the service. 34. 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. Subrecipient must 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 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. 8. SUBRECIPIENT must provide the public with access to public records on the same terms and conditions that the COUNTY would provide the records and at a cost that does not exceed the cost provided in Chanter 119, Florida Statutes 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. H. GRANT CLOSEOUT PROCEDURES The Shelter for Abused Women & Children, Inc. (CDs 13 -06) Amendment #_I_ to (Shelter Improvements and Upgrades) Page 4 of 6 1! 11 VAL I 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 Subreciplent 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 "F" LOCAL AND FEDERAL RULES, REGULATIONS AND LAWS 40. Florida Statutes, 119.071. Contracts and Public Records REMAINDER OF PAGE INTENTIONALLY LEFT BLANK SIGNATURE PAGE TO FOLLOW The Shelter for Abused Women & Children, Inc. (CDs 13-06) Amendment #_l_ to (Shelter Improvements and Upgrades) Page 5 of 6 d .. onr: 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 C =ry CO�GIMISSIONERS OF COLLIER DWIGHT E. BROCK, CLERK COUNT FL I A r