Agenda 02/12/2008 Item #16D33
Agenda Item No. 16D33
February 12, 2008
Page 1 of 19
EXECUTIVE SUMMARY
Recommendation that the Board of County Commissioners approves and authorizes its
Chairman to sign a Sub recipient Agreement providing a Challenge Grant, in the amount of
$65,000, to The Collier County Hunger and Homeless Coalition to provide funding to
maintain, improve, and expand the HUD mandated HMIS System and authorize any
necessary budget amendments associated with this action.
OBJECTIVE: To approve and authorize the Chairman to sign and approve a Subrecipient
Agreement providing a Challenge Grant, in the amount of $65,000, to The Collier County
Hunger and Homeless Coalition to provide funding to maintain, improve, and expand the HUD
mandated HMIS System and authorize any necessary budget amendments associated with this
action,
CONSIDERATIONS: On May 27, 2003, the Board of County Commissioners (BCC) gave
approval for the County to become the Lead Agency and to apply, on behalf of the County's
social service agencies, for annual homeless assistance to the U,S, Department of Housing and
Urban Development (HUD) and the State of Florida, Collier County applies for the State's
annual Challenge Grant for homeless assistance each summer. On July 24, 2007, the Board of
County Commissioners provided an after-the-fact approval for a 2008 Challenge Grant
application. A notice of award was received on October 18, 2007. The total amount of State
funding available is $140,000, The following projects will be funded:
Proiect Snonsor and Title Amount Requested
Collier County Hunger & Homeless Coalition $65,000
HMIS/INCCC system
Shelter for Abused Women and Children supportive
services and case managers $59,000
S1. Matthew's House funding for transportation
$16.000
trOTAL Challenge grant re(]uest $140,000
The purpose of this project is to provide funding to maintain, improve. and expand the HUD
mandated Homeless Management Information System (HMlS). Funding will be used to provide
equipment, software, personnel, rent, and operational costs. The HMlS System benefits the
homeless and at risk of homelessness population in Collier County by providing improved data
collection and reports to HUD.
FISCAL IMPACT: Approval of this contract will provide a Challenge Grant in the amount of
$65,000 to The Collier County Hunger and Homeless Coalition. No general funds will be used
for these projects.
GROWTH MANAGEMENT IMPACT: The proposed grant to The Collier County Hunger
and Homeless Coalition will address the homeless issue in Collier County, which is consistent
with the Growth Management Plan.
i\genda Item No. 16D33
February 12, 2008
Page 2 of 19
LEGAL CONSIDERATIONS: This Agreement is legally sufficient for Board Action. -JAK
RECOMMENDATION: That the Board of County Commissioners approves and authorizes its
Chairman to sign a Subrecipient Agreement providing a $65,000 grant to The Collier County
Hunger and Homeless Coalition for the operating costs associated with the HMIS software and
authorize any necessary budget amendments associated with this action,
PREPARED BY:
Shawn Tan, Grants Management Coordinator
Housing and Human Services Department
Agenda Item No. 16D33
E'ebruary 12 2008
SUBRECIPIENT AGREEMENT BETWEEN COLLIER COUNTY Page :3 of 19
AND
COLLIER COUNTY HUNGER AND HOMELESS COALITION
State of Florida Homeless Assistance Challenge Grant
THIS AGREEMENT, is entered into this _ day of , 2008,
by and between Collier County and the Collier County Hunger and Homeless Coalition, a private
not-for-profit corporation existing under the laws of the State of Florida, hereinafter referred to
as "Subrecipient"
WHEREAS, Collier County has entered into a Challenge Grant Agreement with the
State of Florida Department of Children and Families hereinafter referred to as the "Challenge
Agreement," in which Collier County was awarded the sum of $140,000 to provide the services
described in an application filed with the Department by the County dated July 2, 2007; and
WHEREAS, Collier County believes it to be in the public interest to provide certain
activities required by the Challenge Grant Agreement to Collier County residents through the
Subrecipient according to this Agreement, the Subrecipient's intent as stated in the proposal and
attached exhibits and all other terms and conditions as specified; and
WHEREAS, Collier County, in accordance with the State Challenge Grant terms, and
Subrecipient desire to provide the activities specified in the SCG application along with the
following:
. The Subrecipient will provide Collier County Housing and Human Services ("CCHHS")
a detailed line item budget and budget narrative indicating how the grant funds will be
expended before incurring any Challenge Grant expenditures,
WHEREAS, Collier County further agrees that it will use due diligence in supervising
the Subrecipient to assure that funds are expended for the purposes intended and that a full
accounting for these grants is made,
NOW, THEREFORE, in consideration of the mutual covenants and obligations herein
contained, including the Attachments, and subject to the terms and conditions hereinafter stated,
the Parties hereto understand and agree as follows:
Collier County Hunger and Homeless Coalition
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Agenda Item No. 16D33
February 12, 2008
Page 4 of 19
ARTICLE ONE:
DEFINITION AND PURPOSE
A. DEFINITIONS
(I) "CCHHS" means Collier County Housing and Human Services and where
applicable, its authorized representative(s).
(2) "CCHHS Approval" means the written approval of the CCHHS Division Director
or designee,
(3) "COUNTY" means Collier County, and where applicable, it's authorized
representative( s).
(4) "DCF" means the State of Florida Department of Children and Families as the
agent for the State Office on Homelessness.
(5) "SCG" means the State Challenge Grant.
(6) "SUBRECIPIENT" means Collier County Hunger and Homeless Coalition,
(7) "Project" means the work contemplated to be performed as set forth in Exhibit
"A."
B. PURPOSE
The purpose of this Agreement is to state the covenants and conditions under which the
Subrecipient will implement the Scope of Services set forth in Article Two of this
Agreement. One hundred percent (100%) of the beneficiaries of a project funded under
this Agreement must be persons who are homeless or at-risk of home less ness.
ARTICLE TWO: SCOPE OF SERVICES
The Subrecipient, in a manner satisfactory to County, shall carry out or cause to be carried out all
services described or referred to in Exhibit "A," and shall submit each request for reimbursement
using the cover sheet in Exhibit "B," which are attached hereto and made a par1 hereof. Such
services shall be performed, except as otherwise specifically stated herein, by persons or
instrumentalities solely under the dominion and control of the Subrecipient.
ARTICLE THREE: TIME OF PERFORMANCE
The effective date of this Agreement and all rights and duties designated hereunder are
contingent upon the timely release of funds for this project by the State under the SCG. The
effective date shall be the latest date of execution of this Agreement, and the services of the
Subrecipient shall be undertaken and completed in light of the purposes of this Agreement. All
such services shall be performed by the Subrecipient in accordance with the applicable DCF
requirements and with all requirements of this Agreement, and payment will be contingent
thereupon, In any event, all services required hereunder shall be completed by the Subrecipient
prior to June 30, 2008. No exceptions or extensions shall be granted. Any funds not obligated
by the expiration date of this Agreement shall automatically revert to the County,
Collier County Hunger and Homeless Coalition
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ARTICLE FOUR:
Agenda Item No. 16033
February 12, 2008
CONSIDERATION AND LIMITATION OF COSTS Page 5 of 19
Subrecipient shall be reimbursed by the County for allowable costs, determined by County, in an
amount not to exceed $65,000.00 (SIXTY FIVE THOUSAND DOLLARS) for the services
described in Exhibit "A." In the event the project costs exceed the stated amount, Subrecipient
shall be responsible for the excess. The County reserves the right to inspect records and project
sites to determine that reimbursement and compensation requests are reasonable, The County
also reserves the right to hold payment until adequate documentation has been provided and
reviewed, but such payments shall not be arbitrarily nor unreasonably withheld if adequate
documentation as defined by DCF regulations is provided.
Subrecipient may submit a final invoice upon completion with a letter requesting closeout of the
project. Final payment shall be made after the County has determined that all services have been
rendered, files and documentation delivered, and units have been placed in service in full
compliance with DCF regulations, including submission of a completion report and
documentation of eligible occupancy, property standards and applicable restrictions, Said
determination shall be made within reasonable time, but no later than forty-five (45) days after
Subrecipient has submitted its final invoice.
The County shall have the right to review and audit all records of the Subrecipient pertaining to
any payment by the County, Said records shall be maintained for a period of six years after
completion,
All improvements specified in Exhibit "A" shall be performed by Subrecipient employees, or
shall be put out to competitive bidding under a procedure acceptable to the County and state
requirements, Subrecipient shall enter into contract for improvements with the lowest responsive
and responsible bidder. Contract administration shall be handled by Subrecipient and monitored
by the County, which shall have access to all records and documents related to the project.
ARTICLE FIVE: PAYMENTS
A. Invoices that have been approved by the Subrecipient shall be paid directly by CCHHS,
or CCHHS shall reimburse the Subrecipient. In both cases, payment will be limited to
items in Exhibit A.
B. Subrecipient shall submit payment requests to CCHHS using the cover sheet in Exhibit
"B," which is attached hereto and made a pm hereof. These requests will only be
approved if:
L The contractor's/vendor's requests for payment has been reviewed and approved
by the Subrecipient as stated on the Request for Payment and the attached original
invoice, In no event shall CCHHS provide advance funding to the Subrecipient or
any other subcontractors Ivendors hereunder.
2. For purposes of this section, originals of invoices, receipts, or other evidence of
indebtedness shall be considered proper documentation. When original documents
cannot be presented, the Subrecipient must adequately justify their absence, in
writing, and furnish copies.
3. Upon receipt of the above enumerated documentation, and approval by
Subrecipient, payment shall be made by the CCHHS.
Collier County Hunger and Homeless Coalition
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Agenda Item No. 16033
February 12,2008
Page 6 of 19
C. All disbursements by the Subrecipient must be fully documented to CCHHS so as to be
available, on request, for inspection or audit in accordance with the provisions of Article
Nine herein below.
D. The County shall pay the Subrecipient for the performance of this Agreement upon
completion or partial completion of the work tasks as accepted and approved by CCHHS
pursuant to the submittal of monthly progress reports as identified in Exhibit "c",
E. Payment shall be made to the Subrecipient when requested as work progresses but not
more frequently than once per month.
F. Adherence to the work schedule, when appropriate, will be required unless modified in
writing by the parties.
G, Payment will be made upon receipt of a proper invoice and upon approval by the
CCHHS, or its designee, and in compliance with Section 218,70, F,S, , otherwise known
as the "Florida Prompt Payment Act",
H, Subrecipient shall render a final and complete statement to CCHHS of all costs and
charges for services not previously invoiced. The CCHHS shall not be responsible for
payments of any charges, claims or demands of the Subrecipient received after JUDe 30,
2008,
ARTICLE SIX: COMPLIANCE WITH LOCAL AND STATE RULES,
REGULATIONS AND LAWS
During the performance of this Agreement, the Subrecipient agrees to comply with any
applicable laws, rules, regulations and orders that may be applicable to SCG activities, No funds
provided by this grant may be expended for the purpose of lobbying the Legislature, the judicial
branch or a state agency, Subrecipient shall permit DCF or CCHHS personnel or representatives
to monitor the services, which are the subject of this State Challenge Grant.
Th Subrecipient is required to participate in the local homeless management information system
for the continuum of care in conformance with state and federal law.
ARTICLE SEVEN: PROJECT PUBLICITY
Any news release or other type of publicity pertaining to the project as stated herein must
recognize the County as the recipient funded by the State of Florida Office on Homelessness
through the Department of Children and Families as the entity that provided funds for the
project.
ARTICLE EIGHT: MANAGEMENT ASSISTANCE
CCHHS Coordinator will be available to the Subrecipient to provide guidance on SCG
requirements,
Collier County Hunger and Homeless Coalition
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Agenda Item No. 16033
February 12, 2008
Page 7 of 19
ARTICLE NINE: MAINTENANCE OF RECORDS
Subrecipient shall maintain the following records,
A. Subrecipient shaJl maintain such records, accounts, property records, and
personnel records, as are deemed necessary by the CCHHS to assure proper
accounting of project funds and compliance with the provisions of this
Agreement.
The SUBREC1PIENT shaJl maintain all necessary financial records as required by
DCF Regulations and shall maintain the following financial records:
1, An invoice and a copy of a warranty for all items purchased and paid for
under standard Subrecipient procedures,
2, The current, prevailing Agreement, all project contracts and corresponding
billings and copies of warranties,
3. The CCHHS will require audit and record keeping requirements, All
records shall be in sufficient detail to permit proper pre audit and post
audit of aJ1 expenditures.
B. Subrecipient shaJl maintain records showing contractor compliance with the
Contract Work Hours and Work Safety Law. Similarly, the SUBRECIPIENT
shall maintain records showing compliance with state purchasing requirements
and with other state requirements for grant implementation.
C. Subrecipient shall maintain project records and financiaJ information so that the
State could conduct an audit of SCG activities and funds. All audits covering the
use of SCG funds shall be provided to the CCHHS Coordinator, Reimbursement
will be contingent upon 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.
D. All records and contracts of whatever nature required by this Agreement shall be
available for audit, inspection or copying at any time during normaJ business
hours and as often as the CCHHS Coordinator or DCF, may deem necessary,
CCHHS shaJl have the right to obtain and inspect any audit pertaining to the
performance of this Agreement made by any local, state or federal agency,
Subrecipient shall retain all of its records and supporting documentation
applicable to the Agreement for a period of not less than six (6) years after the
starting date of this SCG Agreement or, if audit findings have not been resolved at
the end of the six (6) year period, the records shaJl be retained until resolution of
the audit findings, State auditors and any person duly authorized by DCF or
CCHHS shaJI have the right to examine any of the said materiaJs at any time
during regular business hours,
Collier County Hunger and Homeless Coalition
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E,
Agenda Item No. 16033
February 12, 2008
Subrecipient shall allow public access to all documents, papers, letters Dl'l~f 19
materiaJs subject to the provisions of Chapter 119, Fla, Stat., and made or
received by the Subrecipient in conjunction with this Challenge Grant.
ARTICLE TEN:
MONTHLY REPORTS AND EVALUATION
Subrecipient agrees to provide the CCHHS with monthly status reports no later than the 10th of
every month as shown in Exhibit C beginning the month of contract execution and finaJ report
summarizing progress, timetables, and financial information for monitoring and evaluating all
aspects of project activities,
ARTICLE ELEVEN:
INDEPENDENT AGENT AND EMPLOYEES;
CONTRACT LIABILITY
Subrecipient agrees that, in aJl matters relating to this Agreement, it will be acting as an
independent agent and that its employees are not Collier County employees and are not subject
to the County provisions of the law applicable to County employees relative to employment,
hours of work, rates of compensation, leave, unemployment compensation and employee
benefits.
The County shall not be responsible to any person, firm, or corporation (except the Subrecipient)
for assignment of any aspects including providing goods or services to the Subrecipient in
connection with the services it has agreed to perform hereunder, or for debts or claims accruing
to such parties against the Subrecipient; and there is no contractual relationship, either express or
implied, between CCHHS and any other person, firm, or corporation supplying any work, labor,
services, goods or materials to the Subrecipient as a result of its services to CCHHS hereunder,
ARTICLE TWELVE:
CONTRACTS
All contracts made by the Subrecipient to carry out the activities described in Exhibit "A" shaJI
be made in accordance with all applicable laws, rules and regulations stipulated in this
Agreement. Any work or services contracted hereunder shall be specified by written contract or
Agreement and shall be subj ect to each Article set forth in this Agreement.
ARTICLE THIRTEEN:
CONFLICT OF INTEREST
No employee, agent, consultant, officer or elected official or appointed officiaJ of the
Subrecipient who exercises or have exercised any function or responsibility with respect to SCG
activities assisted under or who are in the position to participate in a decision making process or
gain inside information with regard to such activities, may obtain a financial interest or benefit
from a SCG assisted activity, or have a financiaJ interest in any contract, subcontract or
agreement with respect to an SCG assisted activity or with respect to the proceed of the SCG
assisted activity, either for themselves or those with whom they have family or business ties,
during their tenure or for one year thereafter.
Collier County Hunger and Homeless Coalition
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Agenda Item No. 16033
February 12, 2008
Page 9 of 19
ARTICLE FOURTEEN: INDEMNIFICATION
Subrecipient shall protect, defend, reimburse, indemnify and hold the County, its agents, its
employees and elected officers harmless from and against any and all claims, liability, expense,
loss, cost, damages or causes of action of every kind or character, including attorney's fees and
costs, whether at trial or appellate levels or otherwise, arising during the performance of the
terms of this Agreement, or due to the acts or omissions of the Subrecipient.
Subrecipient's aforesaid indemnity and hold harmless obligation, or portion or applications
thereof, shall apply to the fullest extent permitted by law. Subrecipient will hold the County
harmless and will indemnify the County for funds, which the County is obligated to refund the
State arising out of the conduct of activities and administration of Subrecipient.
ARTICLE FIFTEEN:
INSURANCE
Subrecipient agrees this coverage shall be provided on a primary basis. Unless expressly waived
in writing by the County, Subrecipient shall provide the following:
1. COMMERCIAL GENERAL LIABILITY
Subrecipient shall agree to maintain Commercial General Liability at a limit of liability
not less than $100,000 per person and $200,000 per accident/occurrence per section 768,28, Fla,
Stat., and $2,000,000 per accident for federal and outside Florida litigation per section 768,28,
Fla. Stat. Coverage shall not contain any endorsement excluding Contractual Liability or Cross
Liability unless granted by the County's Risk Management Department. The Subrecipient agrees
this coverage shall be provided on a primary basis,
2, BUSINESS AUTOMOBILE LIABILITY
Subrecipient shall agree to maintain Business Automobile Liability at a limit of liability
not less than $100,000 per person and $200,000 per accident/occurrence per section 768.28, Fla,
Stat. and $2,000,000 per accident for federal and outside Florida litigation per section 768,28,
Fla, Stat. for all owned, non-owned and hired automobiles. The Subrecipient shall agree to
maintain physical damage coverage for a period not less than 10 years with deductibles not
exceeding $1,000.00 for Comprehensive and Collision. Collier County Board of County
Commissioners shall be endorsed to the policy as a Loss Payee. Subrecipient shall agree to be
fully responsible for any deductibles, self-insured retention or uncovered losses, Subrecipient
agrees this coverage shall be provided on a primary basis,
3. ADDITIONAL INSURED
Subrecipient shall agree to endorse the County as an Additional Insured with a CG 2026
Additional Insured - Designated Person or Organization endorsement, or its equivalent, to the
Commercial General Liability, The Additional Insured endorsement shall read "Collier Countv
Board of County Commissioners. a Political Subdivision of the State of Florida. its Officers.
Emp10vees. and Agents. c/o Housing and Human Services Department", The Subrecipient shall
agree the Additional Insured endorsements provide coverage on a primary basis.
4. CERTIFICATE OF INSURANCE
Subrecipient shall agree to deliver to the County a certificate(s) of insurance evidencing
the required insurance is in full force and effect within thirty (30) calendar days prior to the
execution of this Agreement by the County. A minimum thirty (30) day endeavor to notify due to
cancellation or non-renewal of coverage shall be included on the certificate(s),
Collier County Hunger and Homeless Coalition
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Agenda Item No. 16033
February 12, 2008
Page 10 of 19
Subrecipient agrees that the County, by and through its Purchasing or Risk Management
Department, in cooperation with CCHHS Department, reserves the right to periodically review,
modifY, reject or accept any required policies of insurance, including limits, coverage's, or
endorsements, herein from time to time throughout the life of this Agreement. The County
reserves the right, but not the obligation, to review and reject any insurer providing coverage
because of its poor financial condition or failure to operate legally.
5.
RIGHT TO REVIEW AND ADJUST
ARTICLE SIXTEEN:
WAIVER
Subrecipient will not waive any of the duties and obligations under the contract without the
express written consent of Collier County,
ARTICLE SEVENTEEN: SALES TAX INDEMNIFICATION
The State of Florida requires payment of sales tax on the transfer of tangible personal property.
The CCHHS will provide a resale certificate to be completed by the Subrecipient whereby
Subrecipient represents and warrants that it has filed for and received an exemption from Florida
Department of State for sales taxes. Subrecipient further agrees to indemnifY and hold harmless
Collier County from any and all taxes, penalties, interest and professional fees associated with
the collection of any sales tax under the SCG.
ARTICLE EIGHTEEN: AMENDMENT; NON-ASSIGNABILITY; MERGER AND
SEVERABILITY
The County may, at its discretion, amend this Agreement to conform to changes required by
FederaJ, State, County, or DCF guidelines, directives, and objectives. Such amendments shaJI be
incorporated by written amendment as a part of this Agreement and shaJI be subject to approval
of the County, Except as otherwise provided herein, no amendment to this Agreement shall be
binding on either party unless in writing, approved by the County and signed by each Party's
authorized representatives,
Subrecipient may not assign this Agreement without the prior written consent of Collier County
and DCF.
This Agreement and its provisions merge any prior agreements, if any, between the parties hereto
and constitutes the entire understanding. The parties hereby acknowledge that there have been
and are no representations, warranties, covenants, or undertakings other than those expressly set
forth herein. If any provision of this Agreement is held invalid, the remainder of this Agreement
shaJl not be affected thereby if such remainder would then continue to conform to the terms and
requirements of applicable law,
ARTICLE NINETEEN:
TERMINATION
I. TERMINATION FOR CAUSE
If through any cause either party shall fail to fulfill in timely and proper manner its
obligations under this Agreement, or if either party shall violate any of the covenants,
agreements, or stipulations of this Agreement, either party shaJl thereupon have the right to
terminate this Agreement in whole or part by giving written notice of such termination to the
other party and specifYing therein the effective date of termination.
Collier County Hunger and Homeless Coalition
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2.
TERMINATION FOR CONVENIENCE
Agenda Item No. 16033
February 12. 2008
Page 11 of 19
The County may terminate for its convenience this contract at any time by giving at least
thirty (30) days notice in writing to the Subrecipient. If the contract is terminated by the
Subrecipient as provided herein, the County will reimburse for any actual and approved expenses
incurred, including those costs involved in terminating the contracts and shutting down the work
as of the date of notice, and the Subrecipient will be paid as a fee an amount which bears the
same ratio to the total compensation as the services actually performed bear to the total service of
the Subrecipient covered by this contract, less payments of compensation previously made, In
the event of a dispute under this Agreement, the parties shall first use the County's then-current
Altemative Dispute Resolution Procedure. Following the conclusion of this procedure, either
party may file an action for injunctive relief in the Circuit Court of Collier County to enforce the
terms of this Agreement, said remedy being cumulative with any and all other remedies available
to the parties for the enforcement of this Agreement.
3, TERMINATION DUE TO CESSATION
In the event the grant to the County is suspended or terminated, this Agreement shall be
suspended or terminated effective on the date that DCF specifies,
4, 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 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,
ARTICLE TWENTY:
HEADINGS
All articles and descriptive headings of paragraphs in this Agreement are inserted for
convenience only and shall not affect the construction or interpretation hereof,
ARTICLE TWENTY ONE:
NOTICES
All notices required to be given under this Agreement shall be sufficient when delivered
to Housing and Human Services at its office, presently located at 3050 North Horseshoe Drive,
Suite 110, Naples, Florida 34104, and to Subrecipient when delivered to its office at the address
listed on this Agreement.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
SIGNATURE PAGE TO FOLLOW
Collier County Hunger and Homeless Coalition
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WITNESS our Hands and Seals on this
day of
Agenda Item No. 16033
February 12, 2008
Page 12 of 19
2008,
DATE:
BY:
(SUBRECIPIENT SEAL)
BY:
DATE:
ATTEST:
Ap
Le
arm and
BY:
Angela Edison, Chairman
Collier County Hunger & Homeless
Coalition
Attorney for SUBRECIPIENT
(Signature Optional)
Tom Henning, Chairman
Board of County Commissioners
Collier County Hunger and Homeless Coalition
Page100f14
Agenda Item No. 16033
February 12, 2008
Page 13 of 19
EXHmIT "A"
SCOPE OF SERVICES
L THE SUB RECIPIENT AGREES TO:
A. PROFESSIONAL SERVICES:
The procurement process of the consultant shall also incorporate any sub-consultants, which shall
be funded as reimbursable under the consultant's contract for services, Reimbursement for sub-
consultants shall be at cost. Such sub-consultants may include surveyors, testing services, or
others as deemed necessary for the nature of the project.
B. PROJECT SCOPE:
The purpose of this project is to provide funding to maintain, improve, and expand the HUD
mandated HMIS System, Funding will be used to provide equipment, software, personnel, rent,
and operational costs, The purpose of the HMIS System is to benefit the homeless and at risk of
homelessness population in Collier County by providing improved data collection and reports to
HUD.
c.
BUDGET:
Line Item:
SCG Funds
Equipmentl Softwarel Personnel!
Rent! Operational Cost
$65,000
Total
$65,000
D. STAFFING: Provide list of staff and time commitments to be allocated to each activity specified
in B (Project Scope) and C (Budget) above, if applicable.
E. FORMER PROJECTS: Failure to adequately maintain any former State of Florida funded
projects may result in the delay of processing reimbursement requests for ongoing activities or in
the forfeiture of future State of Florida Challenge Grant funds.
F. WORK SCHEDULE: The time frame for completion of the outlined activities shall be:
February 1,2008 to June 30, 2008
K. REPORTS: The SUBRECIPIENT shall submit detailed monthly progress reports to the CCHHS
coordinator oU1lining the status of specific activities under the project, Each report must account
for the total activity for which the SUB RECIPIENT is reimbursed with State Challenge Grant
funds, in part or in whole, and which is required in fulfillment of their obligations regarding the
Project. The progress reports shall be used as an additional basis for CCHHS approval of
invoices, etc. for reimbursement.
Collier County Hunger and Homeless Coalition
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Agenda Item No. 16033
. Fee'12 ~008
L. COMPENSATION, The County shall pay the SUBRECIPIENTfor the perro ~ f 19
this Agreement upon completion or partial completion of the work tasks as accepte an
approved by HHS pursuant to the submittal of monthly progress reports as identified in Article
Ten, Payments shall be made to the SUBRECIPIENT when requested as work progresses, but
not more frequently than once per month, Adherence to the work schedule identified in Exhibit A,
Article F, will be required, unless modified in writing by the parties. Payment will Payment will
be made upon receipt of a proper invoice and upon approval by the or his designee, and in
compliance with Section 218.70, Fla. Stats" otherwise known as the "Florida Prompt Payment
Acf',
Collier County Hunger and Homeless Coalition
Page 12 of 15
EXHIBIT "B"
Subrecipient Name
STATE OF FLORIDA HOMELESS ASSISTANCE CHALLENGE GRANT
REQUEST FOR PAYMENT
Agenda Item No. 16033
February 12, 2008
Page 15 of 19
SECTION I: REQUEST FOR PAYMENT
Project No:
Payment Request#
Subrecipient Name:
Subrecipient Address:
Project Name:
Dollar Amount Requested: $
SECTION II: STATUS OF FUNDS
1. Grant Amount Awarded
$
2. Sum of Past Claims Paid on this Account
$
o
3, Total Grant Amount Awarded Less Sum
Of Past Claims Paid on this Account
4, Amount of Previous Unpaid Requests
$
$
o
5, Amount of To day's Request
$
6, Current Grant Balance (InitiaJ Grant Amount Awarded
Less Sum of all requests)
$
7, If applicable amount held as retainage to date
by the County, if not retained by the sub-recipient
$
o
I certify that this request for payment has been drawn in accordance with the terms and
conditions of the Agreement between the County and us as the Sub-recipient. I aJso certify that
the amount of the Request for Payment is not in excess of current needs.
Signature
Date
Title
Authorizing Grant Coordinator
Supervisor
Dept Director
Collier County Hunger and Homeless Coalition
Page 13 of 15
EXHIBIT "C"
Agenda Item No. 16033
February 12. 2008
Page 16 of 19
Subrecipient Name
STATE OF FLORIDA HOMELESS ASSISTANCE CHALLENGE GRANT
MONTHLY PROGRESS REPORT
Complete form for past month and submit to HHS staff by the 1 (l' of the following month.
Status Report for Month of
Submittal Date:
Project Name
Project Number
Activity Number
Subrecipient:
Contact Person
Telephone:
Fax:
E-mail:
Performance Measures
1. Activity Status/Milestones (describe any action taken, relating to this project, during the
past month):
2. What events/actions are scheduled for the next two months?
3. Describe any affirmative marketing you have implemented regarding this project.
Please list and attach any recent media coverage of your organization relating to
this project.
4. List any additional data relevant to the outcome measures listed on the application
for this project.
Collier County Hunger and Homeless Coalition
Page 140fl5
Progress on Completion of the Grant Activity(s)
Agenda Item No. 16D33
February 12. 2008
Page 17 of 19
For each funded activity, provide a concise written narrative that compares work
accomplished to date versus planned timeframes for completion of the activity as outlined in
your application.
Provide detailed explanations for any delays in carrying out a grant activity, its cause, and
steps being taken to assure completion of the activity or use by June 30, 2008.
Should any activity be identified as facing the likelihood of NOT BEING COMPLETED
BY JUNE 30, report on the activity, the cause, and cOn"ective actions (an1endment to reduce
grant award, return of funds, identification of other uses that could be completed by June 30,
etc.).
Collier County Hunger and Homeless Coalition
Page 15 of15
Page 10f2
Agenda Item No. 16D33
February 1Z. Z008
Page 18 of 19
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Item Number:
Item Summary:
16D33
Meeting Date:
Recommendation that the Board of County Commissioners approves and authorizes its
Chairman to sign a Subrecipient Agreement providing a Challenge Grant, in the amount of
$65,000, to The Collier County Hunger and Homeless Coalition to provide funding to
maintain, improve, and expand the HUD mandated HMIS System,
2/12/20089:00:00 AM
Prepared By
Shawn Tan
Senior Accountant
Date
Community Development &
Environmental Services
Financial Admin, & Housing
11251200810:03:36 AM
Approved By
Marcy Krumbine
Director
Date
Public Services
Housing & Human Services
11281200812:46 PM
Approved By
Marla Ramsey
Public Services Administrator
Date
Public Services
Public Services Admin.
1130120082:54 PM
Approved By
Jeff Klatzkow
Assistant County Attorney
Date
County Attorney
County Attorney Office
1/31120083:03 PM
Approved By
Linda Best
Contracts Agent
Date
Administrative Services
Purchasing
1/31/20084:04 PM
Approved By
Steve Carnell
Purchasing/General Svcs Director
Date
Administrative Services
Purchasing
1131120084:18 PM
Approved By
OMS Coordinator
Applications Analyst
Date
Administrative Services
information Technology
211/2008 8:34 AM
Approved By
Sherry Pryor
Management & Budget Analyst
Date
County Manager's Office
Office of Management & Budget
2/412008 8:29 AM
Approved By
James V. Mudd
County Manager
Date
Board of County
file:/IC:lAgendaTest\Export\ 1 00-February%20 12, %202008\] 6.%20CONSENT%20AGEND... 2/6/2008
Page 2 of 2
Agenda Item No. 16D33
February 12, 2008
Page 19 of 19
Commissioners
County Manager's Office
215120088:11 PM
file://C:\AgendaTest\Export\ 1 OO-February%20 12,%202008\ 16.%20CONSENT%20AGEND". 2/6/2008