Agenda 10/13/2009 Item #16D 1
Agenda Item No. 16D1
October 13. 2009
Page 1 of 7
EXECUTIVE SUMMARY
Recommendation that the Board of County Commissioners approves, and authorizes the
Chairman to sign, a contract amendment for a Disaster Recovery Initiative (DR!)
sub recipient agreement between Immokalee Helping Our People in Emergencies, Inc.
(IHOPE) and Collier County. This contract amendment will update the current project
work schedule and define methods of payment.
OBJECTIVE: That the Board of County Commissioners approves, and authorizes the
Chairman to sign, a contract amendment for a Disaster Recovery Initiative (DR!) subrecipient
agreement between Immokalee Helping Our People in Emergencies, Inc. (IHOPE) and Collier
County. This contract amendment will update the current project work schedule and define
methods of payment.
CONSIDERATIONS: On April 8, 2008, through Resolution No. 2008-87, the Board of County
Commissioners accepted a federally-funded supplemental disaster recovery subgrant agreement
with the Department of Community Affairs (DCA). Several hurricane hardening projects were
established for funding under the Agreement.
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A contract amendment is needed to update the current project work schedule and define methods
of payment. This amendment to the subrecipient agreement does not change the funding
amounts or activities served. Rather, approval of this item will extend the project completion
date, permit direct payment and allow for construction of three (3) homes, instead of two (2)
homes as originally specified in the project work schedule.
FISCAL IMPACT: This contract amendment has zero impact on the approved budget for this
grant and projects. No general funds are associated with these projects.
GROWTH MANAGEMENT IMPACT: Implementation of DRI will help facilitate efforts to
meet the goals, objectives and policies set forth in the Housing Element of the Growth
Management Plan.
LEGAL CONSIDERATIONS: This contract amendment has been reviewed and approved by
the County Attorney's Office. It is legally sufficient for Board action. - CMG
RECOMMENDATION: That the Board of County Commissioners approves, and authorizes
the Chairman to sign, a contract amendment for a Disaster Recovery Initiative (DRI)
subrecipient agreement between Immokalee Helping Our People in Emergencies, Inc. (IHOPE)
and Collier County.
PREPARED BY: Lisa Oien, Grants Support Specialist, Housing and Human Services
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Agenda Item No. 1601
October 13, 2009
Page 2 of 7
EXHIBIT A-I Contract Amendment for Subrecipient Agreement
Florida Administrative Code 9BER06-I CFDA# 14.228
"Immokalee Helping Our People in Emergencies, Inc. (I Hope)."
This amendment, dated .. (\~VVJ k V' B-~ ' 2009 to the referenced agreement shall be
by and between the parties to t original Agreement, OPE, Inc. (to be referred to as "Subreclplent") and
Collier County, a political subdivision of the state of Florida, (to be referred to as "County").
Statement of Understanding
RE: Contract Florida Administrative Code 9BER06-1 CDFA #14.228 "Immokalee Helping Our People in
Emergencies, Inc. (IHOPE)".
In order to,;omtnue the services provided for in the originaIAgreementd()ciiI11~l1t?eferencedlibove;-ihe -...
Subrecipient agrees to amend the above referenced Agreem~nt as follows:
Note: Words struck through have been deleted. Words underlined have been added.
II. SCOPE OF SERVICES: page 2 of23
The SUBRECIPIENT shall, in a satisfactory and proper manner, as determined by HHS,
perfonn the tasks necessary to conduct the program outlined in Exhibit "A," and shall
. submit each request for reimburs0Hlont direct payment using Exhibit "'B" along with the
monthly submission of Exhibit "'C," all of which are attached hereto and made a part
hereof.
IV. CONSIDERATION AND LIMITATION OF COSTS: page 2 of23
The SUBRECIPIENT shall be reiml:Jl:lfsCld paid by the COUNTY for allowable costs,
determined by COUNTY and DCA, in an amount not to exceed Three Hundred
Thousand Dollars ($300,000) for the services described in Exhibit "A."
V. NOTICES: page 3 of23
All notices required to be given under this Agreement shall be sufficient when delivered
to HHS at its office, presently located at 3050 North HOfscshce Drh'e, Suite 11 O' 3301 E.
Tamiarni Trail Building H Suite 211, Naples, Florida 3~ 101, 34112. and to the
SUBRECIPIENT when delivered to its office at the address listed on page one (1) ofthis
Agreement.
C. SUBCONTRACTS: page 6 of 23
This review also includes ensuring that all consultant contracts and fee schedules meet
the minimum standards as established by the Collier County Purchasing Department and
HUD. Subcontracts for architecture, engineering, survey, and planning shall be
negotiated fixed fee contracts. All additional services shall have prior written approval
with support docwnentation detailing categories of persons perfonning work plus hourly
rates including benefits. number of drawings required, and all items that justify the
"Fixed Fee Contract." Reimbursoments Payments for such services will be made at
SUB RECIPIENT cost.
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Agenda Item No. 1601
October 13, 2009
Page 3 of 7
EXHIBIT A-I: page 2 of5
None of the work or services covered by this Agreement, including but not limited to
consultant work or services, shall be subcontracted by the SUBRECIPIENT or
reimbursed paid by the COUNTY without prior 'written approval of the HHS Department
or his designee.
D. REPORTS. AUDITS. AND EVALUATIONS: page 10 of23
Reimbursement Payment will be contingent on the timely receipt of complete and
accurate reports required by this Agreement, and on the resolution of monitoring or audit
findings identified pursuant to this Agreement.
E. HOUSING & HUMAN SERVICES. COUNTY. DCA. AND HUD
REQUIREMENTS: page 10 of 23
HHS shall have the right under this Agreement to suspend or telminate reimbursement
payment until the SUBRECIPIENT complies with any additional conditions that may be
imposed by HHS, the COUNTY, DCA or HUD at any time.
F. PRIOR WRlTTEN APPROVALS ADDITIONAL -SUMMARY: page 10 of23
The following activities require the prior written approval of the HHS Department or
designee in order to be eligible for reimbursement payment.
NOTE 4: page 17 of 23
The SUB RECIPIENT shall not request reimbuf'Scment payment from HHS for materials
or equipment received and stored on the project site or elsewhere. The SUBRECIPIENT
shall only request reimbursement payment for materials and equipment that have been
installed.
B. BUDGET: IHOPE: page 18 of 23
Line Item:
DRl
permits
Demolition and site clearance (twe three home sites)
Labor and related costs for demolition and site clearance (twe three home
sites)
Site preparation (twe three home sites)
Cons.truction (tvffl three home sites)
labor and related costs for home construction (Ewe three home sites)
fees or related charges for utility hook-up ofP.>te three homes
costs associated with temporary relocation of residents (if necessary)
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Agenda Item No. 16D1
October 13, 2009
Page 4 of 7
TOTAL PROJECT COSTS
$300,000
E. FORMER PROJECTS: page 18 of23
Failure to adequately maintain any former CDBGIHOME/SHIP funded project
may result in the delay of processing reimbursement payment requests for
ongoing activities or in the forfeiture of future CDBG/HOME/SHIP/DRI funds.
F. WORK SCHEDULE: page 18 of23
The time frame for completion of the outlined activities shall be:
Task End Date
Permitting J'.me July October 2009
Relocation (residents) August October 2009
Demolition i\Ugust October 2009
Site preparation September October 2009
Construction October November 2009-Aoril 20 I 0
Utility Hook-up November 2009
Project Completion (receipt of certificate of April 30, 20 I 0
Occupancy)
PleClse Rete that if Clny of these (:lcti'IUtes exceed the timclincs by two months s. revised
work schedule must be s:;bmittcd te HHS.
Note: work schedules are in effect for program monitoring requirements only and as
such are used by HOUSING AND HUMAN SERVICES as g.eneral target goals rather
than strict performance requirements.
K. COMPENSA nON: page 19 of 23
The COWlty shall pay the SUB RECIPIENT for the perfomlance of this
Agreement upon completion or partial completion of the work tasks as accepted
and approved by HHS pursuant to the submittal of monthly progress reports as
identified in Section 1. Payments shall be made to the SUBRECIPIENT when
requested as work progresses, but not more frequently than once per month.
,^~dherenc6 to the work schedule identified in Section H will be required, unless
modified in '.vriting by the parties. Payment will be made upon receipt of a proper
invoice and in compliance with Section 218.70, Fla. Stats., otherwise known as
the "Florida Prompt Payment Act",
IN WITNESS \VHEREOF, the Subrecipient and the County have each, respectively, by an authorized
person or agent, hereunder set their hands and seals on the date(s) indicated below.
All other tenns and conditions of the agreement shall remain in force.
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Agenda Item No. 1601
October 13, 2009
Page 5 of 7
ATTEST:
Dwight E. Brock, Clerk of Courts
BOARD OF COUNTY COMMISSI01\TERS
COLLIER COUNTY, FLORIDA
By:
. Deputy Clerk
By:
DONNA FIALA, CHAIRMAN
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i {Jitt.tJ' J ii,,,, /
First Witness .' v ()
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Type/print witriess name
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SUBRECIPIENT:
Inunokalee Helping Our People in
Emergencies, Inc. (IHOPE)
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Approved as to form and
Legal sufficiency:
Ct{~J'f'J lJ/..fJ.1ll..-cL . __
Colleen M. Greene
Assistant County Attorney
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Agenda Item No. 1601
October 13, 2009
Page 6 of 7
COLLIER COUNTY
BOARD OF COUNlY COMMISSIONERS
Item Number:
Item Summary:
1601
Recommendation that the Board of County Commissioners approves, and authorizes the
Chairman to sign. a contract amendment for a Disaster Recovery Initiative (DRI) subrecipient
agreement between Immokalee Helping Our People in Emergencies, Inc. (IHOPE) and
Collier County. This contract amendment will update the current project work schedule and
define methods of payment.
10/13/20099:00:00 AM
Meeting Date:
Prepared By
Lisa Oien
DRI Grant Support Specialist
Date
Public Services
Human-Services
9/25/20093:13:24 PM
Approved By
Kathy Carpenter
Executive Secretary
Date
Public Services
Public Services Admin.
9/25/20093:52 PM
Approved By
Marla Ramsey
Public Services Administrator
Date
Public Services
Public Services Admin.
9/28/2009 11 :46 AM
Approved By
Marcy Krumbine
Director
Date
Public Services
Housing & Human Services
9/28/2009 12:06 PM
Approved By
Colleen Greene
Assistant County Attorner
Date
County Attorney
County Attorney Office
9130/20092:15 PM
Approved By
Lyn Wood
Purchasing Agent
Date
Administrative Services
Purchasing
9/30/20092:37 PM
Approved By
Steve Carnell
Purchasing/General Svcs Director
Date
Administrative Services
Purchasing
10/1/20093:58 PM
Approved By
Jeff Klatzkow
County Attorney
Date
County Attorney
County Attorney Office
10/1/20094:15 PM
Approved By
OMS Coordinator
OMS Coordinator
Date
Agenda Item No. 1601
October 13, 2009
Page 7 of 7
County Manager's Office
Office of Management & Budget
10/2/2009 9:24 AM
Approved By
Sherry Pryor
Management & Budget Analyst
Date
County Manager's Office
Office of Management & Budget
10/5/200910:25 AM
Approved By
John A. Yonkosky
Director of the Office of Management
Date
County Manager's Office
Office of Management & Budget
10/5/2009 10:31 AM