Agenda 06/08/2021 Item #16D 2 (After-the-Fact 1st Amendment to Area Agency on Aging for SW FL, Inc.)16.D.2
06/08/2021
EXECUTIVE SUMMARY
Recommendation to approve an "After -the -Fact" first amendment and attestation statement with
the Area Agency on Aging for Southwest Florida, Inc. and to transfer funds from the Older
American Act Program IIIE Services to title IIIES Supplemental Services. (No Fiscal Impact)
OBJECTIVE: To provide uninterrupted support services to Collier County Services for Seniors' (CCSS)
frail, elderly clients.
CONSIDERATIONS: The Older American Act (OAA) programs are federal program initiatives that
provide assistance to older persons and caregivers and are the only federally funded support service
programs directed solely toward improving the lives of older people. Collier County receives these funds
through the Florida Department of Elder Affairs (DOEA) and administered by the Area Agency on Aging
for Southwest Florida, Inc. (Agency).
The current Standard Contract for the OAA program was approved by the Board of County
Commissioners (Board) on February 23, 2021 (Agenda Item #16D1), and the proposed first amendment
moves funds from the Older American Act IIIE Program to Older Americans Act IIIES Supplemental
Services.
Program
Project
Current
Revised
Increase /
Budget
Budget
(Decrease)
Older American Act Title IIIE
33730
$138,428.48
$103,428.4
($35,000)
Services
8
Older American Act Title IIIES
33730
$14,143.40
$49,143.40
$35,000
Supplemental Services
Older American Act Title IIIES
33730
$6,083.23
$6,083.23
$0
Grandparent Services
Total
$158,655.11
$158,655.1
$0
1
The Agency routinely sends CCSS amendments which require a 30-day turnaround time. This timeframe
makes it impossible to process the documents for the Board's approval in the time requested by the
Agency. The amendment for the OAA Program is being presented "After -the -Fact" because Collier
County received the grant amendment on April 23, 2021, with an effective contract date of the last day
the amendment has been signed by both parties. Consequently, pursuant to CMA# 5330 and Resolution
No. 2018-202, the County Manager authorized the Public Services Department Head to sign the
agreement. This amendment is being presented for Board ratification. Collier County, as the Lead
Agency, is responsible to respond to seniors' needs and managing the spending authority for the Federal
and State -funded Services for Seniors programs.
FISCAL IMPACT: There is no Fiscal impact associated with this recommendation. Funds currently
reside in Human Services Grant Fund (707), Project 33730 (3E).
GROWTH MANAGEMENT IMPACT: There is no Growth Management impact.
LEGAL CONSIDERATIONS: This item is approved for form and legality and requires a majority vote
for Board action. -JAB
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06/08/2021
16.D.2
RECOMMENDATION: To approve an "After -the -Fact" first amendment and attestation statement with
Area Agency on Aging for Southwest Florida, Inc. and to transfer funds from the Older American Act
Program IIIE Services to title IIIES Supplemental Services. (No Fiscal Impact)
Prepared By: Wendy Klopf, Grants Coordinator, Services for Seniors, Community and Human Services
Division
ATTACHMENT(S)
1.OAA 203.21.001-exec (PDF)
2. (Linked) OAA 203.21-Exec (PDF)
3. Resolution 2018-202 (PDF)
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16.D.2
06/08/2021
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.13.2
Doe ID: 15704
Item Summary: Recommendation to approve an "After -the -Fact" first amendment and attestation
statement with the Area Agency on Aging for Southwest Florida, Inc. and to transfer funds from the
Older American Act Program IIIE Services to title IIIES Supplemental Services.
Meeting Date: 06/08/2021
Prepared by:
Title: Operations Coordinator — Community & Human Services
Name: Wendy Klopf
04/28/2021 11:32 AM
Submitted by:
Title: Manager - Federal/State Grants Operation — Community & Human Services
Name: Kristi Sonntag
04/28/2021 11:32 AM
Approved By:
Review:
Community & Human Services
Blanca Aquino Luque Additional Reviewer
Community & Human Services
Kristi Sonntag
CHS Review
Community & Human Services
Maggie Lopez
Additional Reviewer
Operations & Veteran Services
Kimberley Grant
Additional Reviewer
Public Services Department
Todd Henry
Public Services Deapartment
Grants
Erica Robinson
Level 2 Grants Review
County Attorney's Office
Jennifer Belpedio
Level 2 Attorney of Record Review
Public Services Department
Dan Rodriguez
PSD Dept Head Review
County Attorney's Office
Jeffrey A. Klatzkow Level 3 County Attorney's Office Review
Office of Management and Budget
Laura Wells
Level 3 OMB Gatekeeper Review
Budget and Management Office
Ed Finn
Additional Reviewer
Grants
Therese Stanley
Additional Reviewer
County Manager's Office
Sean Callahan
Level 4 County Manager Review
Board of County Commissioners
Geoffrey Willig
Meeting Pending
Completed
04/28/2021 3:54 PM
Completed
05/03/2021 11:23 AM
Completed
05/07/2021 3:07 PM
Completed
05/09/2021 6:58 AM
Completed
05/10/2021 9:43 AM
Completed
05/10/2021 10:03 AM
Completed
05/14/2021 10:52 AM
Completed
05/15/2021 9:02 PM
Completed
05/17/2021 9:49 AM
Completed
05/17/2021 10:03 AM
Completed
05/17/2021 12:16 PM
Completed
05/25/2021 12:20 PM
Completed
05/28/2021 2:05 PM
06/08/2021 9:00 AM
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16.D.2.a
January — December 2021 OAA 203.21.001
AREA AGENCY ON AGING FOR SOUTHWE91- FLORTIM, INC.
STANDARD CONTRACT
OLDER AMERICANS ACT
THIS AMENDMENT is entered into between the Area Agency on Aging for Southwest Florida, Inc. ("Agency")
and Collier County Board of County Commissioners ("Contractor"), amends agreement OAA 203.21.
Tire purpose of this amendment is to move $35,000 from OA3E to OA3ES; and revise ATTACHMENT II-E;XH I1311' 2-
Funding Summitry
All provisions in (lie contract any attachments thereto in conflict with this Amcndment sliall be and are hereby changed
to conform to this Amendment.
All provisions not in conflict with this Amendment are still in effect and are to be performed at the level specified in the
contract.
This Amendment and all its attachments are hereby made part of the contract.
IN WITNESS WHEREOF, the Parties hereto have caused this contract to be executed by their undersigned
officials as duly authorized; and agree to abide by the terms, conditions and provisions of this OAA contract as
amended, This Amendment is effective on April 16, 2021 upon having been duly signed by both Parties.
CONTRACTOR; COLLIER COUNTY BOARD OF AREA AGENCY ON AGING FOR
COUNTY COMMISMONERS SOUTHWEST FLORIDA, INC.
SIGNED BY:'�1 L < —
SIGNED BY:
NAME: JAMES C FRENCH
TITLE: PUBLIC SERVICE ADMINISTRATOR
DATE: �_A-j / /2021
Federal Tax ID: 59-6000558
Fiscal Year Ending bate: 09130
Duns: 076997790
NAME: NORMA ADORNO
TITLE: CEO
DATF.: c5 " V 'p'h %--/
Approved as to form And lcf;ality
Assr. nt County Attorney
4Ia) \a\
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1ti.D.2.a
January — December 2021
ATTACHMENT 11-EXHIBIT 2
FUNIIINC SUMMARY
OAA 203.21.001
Note:'11t1e2CFR§200331,asrevised, and Sect ion 21597(5),F.S., require that the intarmationabout federal programsandState Projects be
Rovided tothe Recipient andme stated in'Fhe Financial And Compliance Audit Attachment 11, Gxhibit 1 provided to the recipient,
Inforntntion contained herein is a predictionoffundingsDurcesand related amounts based on the contract budget.
1. FEDERAL RESOURCES AWARDED TO THE SURRECIPIENT PURSUANT TO THIS CONTRACT
CONSIST OF THE FOLLOWING:
COLLIER COUNTY
GRANT AWARD FAIN# : 2101F'LOASS, 2101 FLOACM, 2101FLOA1iD, 2101F'LOAPII, 2101FLOAFC, 2101FLOANS
DUNS NUMBER: 076997790
FEDERAL AWARD DATE: OCi'OBER 22, 2020
FUNDING SOURCE CFDA AMOUNT
PROGRAM TITLE
Older Americans Act Title Ill l3 —
Transportation
U.S. I Iealth and I Iuman Services
93.044
$ 8,296,26
$ 303,516.64
Support Services
$ 311,812.90
Total1118
OAA Title 11IC1 — Congregate Meals
U.S. Health and Human Set -vices
93.045
$ 398,639.91
Total IIIC1
OAA Title III C:2 — Home Delivered Meals
U.S. Health and Human Services
93.045
$ 336,204.85
Total IIIC2
Older Americans Act Title III E
Services (Title III E)
$ 103,428.48
Supplement Services ('Title III }S)
U.S. Health and Human Services
93,052
$ 49,143.40
Grandparent Services (Title III EG)
$ 6,083.23
$ 158,655.11
Total IIIE
Nutrition Services Incentive Pro ram SIP
ll.S. Health and Human Setvices
93.053
$ SI,728.59
TOTAL FEDERAL AWARD
$1,257,041,36
COMPLIANCE REQUIREMENTS APPLICABLE TO TIIE FEDERAL RESOURCES AWARDED PURSUANT TO
THIS CONTRACT ARE, AS F'OI,I,OWS:
FEDERAL FUNDS:
2 CFR Part 200Unilbrnt Administrative Rutluircments, C;oA Principles, and Audit Requirements for Federal Awards/
OMB Circular A-133 — Audits of States, Local Governments, and Non -Profit Organizations
2. STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS CONTRACT CONSISTOF
THlt FOLLOWING,
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARI)ED PURSUANT TO THIS
CONTRACT ARE AS FOLLOWS:
STATE FINANCIAL ASSISTANCE
Section 215.97 & 215.971, F.S., Chapter 691-5, F.A.C., State Projects Compliance Supplement
Reference Guido for State Expenditures
Other fiscal requirements sct forth in program laces, rules, and regulations
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16.D.2.a
Revised August 2007
Attestntion Statement
Agreement/Contract Number OAA 203.21
Amendment Number.001
c
m
E
I, JAMES C FRENCH , attest that no changes or revisions have been made to the '0
(Recipient/Contractor representative)
E
Q
content of the above referenced agreement/contract or amendment between the Area Agency on Aging for
Southwest Florida and c
T-
COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS N
ri
(Recipient/Contractor name) N
The only exception to this statement would he for changes in page formatting, due to the differences in Q
electronic data processing media, which has no affect on the agreemcnUcontract content. QO
Q
1 Q
(
ti
Signature of Recipient/Contractor representative Date r
Appitwed as to form anti lcj;ality
Ask t County Attorney
Revised August 2007
a�)a1
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Im
16.D.2.c
RESOLUTION NO. 2018- 2 0 2
A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF
COLLIER COUNTY, FLORIDA, REPEALING AND SUPERSEDING
RESOLUTION NO. 96-268 and 10-122 AND AUTHORIZING THE
COUNTY MANAGER OR HIS/HER DESIGNEE TO EXECUTE CERTAIN
STANDARD SOCIALISENIOR SERVICES GRANT APPLICATIONS
AND CONTRACT DOCUMENTS INCLUDING AMENDMENTS IN
COMPLIANCE WITH CMA #5330, GRANT COORDINATION.
WHEREAS, the Board of County Commissioners (Board) has the authority to apply for
and receive social/senior services grants including the Older American's Act Program (OAA),
Community Care for the Elderly Program (CCE), Alzheimer's Disease Initiative Program (ADI),
Medicaid Waiver Agreement, the Home Care for the Elderly program (HCE), and USDA
Nutritional Supplement Incentive Program, and Emergency Home Energy Assistance Program
(EHEAP); and
WHEREAS, in order for Collier County's social/senior services grant documents to be
submitted in a timely fashion, the Board adopted Resolution No. 96-268 and 10-122 authorizing
the County Manager or his/her designee to execute the required standard grant documents; and
WHEREAS, Collier County CMA 95330, Grant Coordination, provides authorization for
the County Manager or his/her designee to execute certain grant documents and return to the
Board of County Commissioners for after -the -fact approval; and
WHEREAS, the Board wishes to delegate signature authorization to the County Manager
or his/her designee for the above -referenced social/senior services grant programs and as it relates
to grant applications, standard contract documents, and major and minor amendments provided
that said submissions and contracts require no additional Collier County matching funds.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY
COMMISSIONERS OF COLLIER COUNTY, FLORIDA, that the County Manager or his/her
designee is hereby authorized to execute grant applications, standard contract documents, and
"IN
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16.D.2.c
amendments in compliance with CMA H5330, Grant Coordination, for the Older American's Act
Program (OAA), Community Care for the Elderly Program (CCE), Alzheimer's Disease .Initiative
Program (ADI), Medicaid Waiver Agreement, the Horne Care for the Elderly program (HCE), and
USDA Nutritional Supplement Incentive Program, Emergency Home Energy Assistance Program
(EHEAP) provided said -submissions and contracts require no additional Collier County matching
funds.
BE IT FURTHER RESOLVED that this Resolution repeals and supersedes Resolution
No. 96-268 and No.10-122.
THIS RESOLUTION ADOPTED after motion, second, and majority vote favoring same
this j-1 day of J . , -Y , 2018.
ATTEST:
CRYSTAL K. KiNZEL CLERK
:s
s
By: By:
'A eSt as tp (;€t�PK%gTY CLERK
signature only,
Approval for form and legality:
3ennl r A. Belpedio
Assistant County Attorney
tiO
2
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January — December 2021
OAA 203.21
AREA AGENCY ON AGING FOR SOUTHWEST FLORIDA, INC.
STANDARD CONTRACT
OLDER AMERICANS ACT
THIS CONTRACT is entered into between the Area Agency on Aging for Southwest Florida, Inc. (Agency) and Collier
County Board of County Commissioners (Contractor) collectively referred to as the "Parties." The term Contractor for this
purpose may designate a Vendor, Subgrantee, or Subrecipient.
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 set forth herein, 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, forms, 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 and/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 this contract document and identified attachments.
3. Term of Contract:
This contract shall begin at twelve (12:00) A.M., Eastern Standard Time January 1, 2021 or on the date the contract
has been signed by the last party required to sign it, whichever is later. It shall end at eleven fifty-nine (11:59) P.M.,
Eastern Standard Time December 31, 2021.
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 $1,257,041.36 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.
5. Renewals:
By mutual agreement of the Parties, in accordance with Section 287.058(1)(g), Florida Statutes (F.S.), the Agency may
renew the contract for a period not to exceed three years, or the term of the original 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 charged. Any renewal is subject to the same terms and conditions as the original contract and
contingent upon satisfactory performance evaluations by the Agency and the availability of funds.
6. Compliance with Federal Law:
6.1 If this contract contains federal funds this section shall apply.
6.1.1 The Contractor shall comply with the provisions of 45 Code of Federal Regulations (CFR) 75 and/or 45
CFR Part 92, 2 CFR Part 200, and other applicable regulations.
6.1.2 If this contract contains federal funds and is over $100,000.00, the Contractor shall comply with all
applicable standards, orders, or regulations issued under Section 306 of the Clean Air Act as amended (42
United States Code (U.S.C.) §7401, et seq.), Section 508 of the Federal Water Pollution Control Act as
amended (33 U.S.C. § 1251, et seq.), Executive Order 11738, as amended, where applicable, Environmental
Protection Agency regulations 2 CFR Part 1500. The Contractor shall report anyviolations of the above to
the Agency.
January — December 2021
OAA 203.21
6.1.3 Neither the Contractor nor any agent acting on behalf of the Contractor may not use any federal funds
received in connection with this contract to influence legislation or appropriations pending before Congress
or any state legislature. The Contractor must complete all disclosure forms as required, specifically the
Certification and Assurances Attachment, which must be completed and returned to the Contract Manager
prior to the execution of this contract.
6.1.4 In accordance with Appendix II to 2 CFR Part 200, the Contractor shall comply with Executive Order
11246, Equal Employment Opportunity, as amended by Executive Order 11375 and others, and as
supplemented in Department of Labor regulations 41 CFR Part 60 and in Department of Health and Human
Services regulations 45 CFR Part 92, if applicable.
6.1.5 A contract award with an amount expected to equal or exceed $25,000.00 and certain other contract awards
will not be made to parties listed on the government -wide Excluded Parties List System, in accordance with
the Office of Management and Budget (OMB) guidelines at 2 CFR 180 that implement Executive Orders
12549 and 12689, "Debarment and Suspension." The Excluded Parties List System contains the names of
parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under
statutory or regulatory authority other than Executive Order 12549. The Contractor shall comply with these
provisions before doing business or entering into subcontracts receiving federal funds pursuant to this
contract. The Contractor shall complete and sign the Certifications and Assurances Attachment prior to the
execution of this contract.
6.2 The Contractor shall not employ an unauthorized alien. The Agency will consider the employment of unauthorized
aliens a violation of the Immigration and Nationality Act (8 U.S.C. § 1324a) and the Immigration Reform and
Control Act of 1986 (8 U.S.C. § 1101). Such violation will be cause for unilateral cancellation of this contract by
the Agency.
6.3 If the Contractor is a non-profit provider and is subject to Internal Revenue Service (IRS) tax exempt organization
reporting requirements (filing a Form 990 or Form 990-N), and has its tax exempt status revoked for failing to
comply with the filing requirements of the Pension Protection Act of 2006 or for any other reason, the Contractor
must notify the Agency in writing within thirty (30) days of receiving the IRS notice ofrevocation.
6.4 The Contractor shall comply with Title 2 CFR Part 175 regarding Trafficking in Persons.
6.5 Unless exempt under 2 CFR § 170.110(b), the Contractor shall comply with the reporting requirements of the
Transparency Act as expressed in 2 CFR Part 170.
6.6 To comply with Presidential Executive Order 12989, as amended, and State of Florida Executive Order Number
11-116, Contractor agrees to utilize the U.S. Department of Homeland Security's E-verify system to verify the
employment of all new employees hired by Contractor during the contract term. Contractor shall include in related
subcontracts a requirement that Subcontractors performing work or providing services pursuant to the state
contract utilize the E-verify system to verify employment of all new employees hired by the Subcontractor during
the contract term. Contractors meeting the terms and conditions of the E-Verify System are deemed to be in
compliance with this provision.
7. Comnliance with State Law:
7.1 This contract is executed and entered into in the State of Florida, and shall be construed, performed, and enforced
in all respects in accordance with Florida law, including Florida provisions for conflict of laws.
7.2 If this contract contains state financial assistance funds, the Contractor shall comply with Section 215.97, F.S.,
and Section 215.971, F.S., and expenditures must be in compliance with laws, rules, and regulations including,
but not limited to, the Reference Guide for State Expenditures.
7.3 The Contractor shall comply with the requirements of Section 287.058, F.S., as amended.
7.3.1 The Contractor shall perform all tasks contained in Attachment I.
7.3.2 The Contractor shall provide units of deliverables, including reports, findings, and drafts, as specified in
Attachment I, to be received and accepted by the Area Agency Contract Manager prior to payment.
7.3.3 The Contractor shall comply with the criteria and final date by which such criteria must be met for
completion of this contract as specified in Attachment I, Section III. Method of Payment.
2
January — December 2021
OAA 203.21
7.3.4 The Contractor shall submit bills for fees or other compensation for services or expenses in sufficient detail
for a proper pre -audit and post -audit.
7.3.5 If itemized payment for travel expenses is permitted in this contract, the Contractor shall submit invoices
for any travel expenses in accordance with Section 112.061, F.S., or at such lower rates as may be provided
in this contract.
7.3.6 The Contractor shall allow public access to all documents, papers, letters, or other public records as defined
in Section 119.011(12), F.S., made or received by the Contractor in conjunction with this contract except for
those records which are made confidential or exempt by law. The Contractor's refusal to comply with this
provision will constitute an immediate breach of contract for which the Agency may unilaterally terminate
this contract.
7.4 If clients are to be transported under this contract, the Contractor shall comply with the provisions of Chapter
427, F.S., and Rule Chapter 41-2, Florida Administrative Code (F.A.Q.
7.5 Subcontractors who are on the Discriminatory Vendor List may not transact business with any public entity, in
accordance with the provisions of Section 287.134, F.S.
7.6 The Contractor shall comply with the provisions of Section 11.062, F.S., and Section 216.347, F.S., which prohibit
the expenditure of contract funds for the purpose of lobbying the legislature, judicial branch or a state agency.
7.7 The Agency may, at its option, terminate the Contract if the Contractor is found to have submitted a false
certification as provided under Section 287.135(5), F.S., has been placed on the Scrutinized Companies with
Activities in the Iran Petroleum Energy Sector List, the Scrutinized Companies with Activities in Sudan List, or
the Scrutinized Companies that Boycott Israel List, or if the Contractor has been engaged in business operations
in Cuba or Syria or is engaged in a boycott of Israel.
8. Background Screening:
The Contractor shall ensure that the requirements of Section 430.0402 and Chapter 435, F.S., as amended, are met
regarding background screening for all persons who meet the definition of a direct service provider and who are not
exempt from the Department's level 2 background screening pursuant to Sections 430.0402(2)-(3), F.S. The Contractor
must also comply with any applicable rules promulgated by the Agency and the Agency for Health Care Administration
regarding implementation of Section 430.0402 and Chapter 435, F.S. To demonstrate compliance with this provision,
Contractor shall submit the Background Screening Affidavit of Compliance (Screening Form) to the Agency within
thirty (30) days of execution of this contract. Should the Agency have a completed Screening Form on file for the
Contractor, a new Screening Form will be required every twelve (12) months.
8.1 Further information concerning the procedures for background screening may be found at-
hqp:Helderaffairs.state.fl.us/doea/backgroundscreening.php.
9. Grievance Procedures:
The Contractor shall develop, implement, and ensure that its Subcontractors have established grievance procedures to
process and resolve client dissatisfaction with, or denial of, service(s) and address complaints regarding the termination,
suspension or reduction of services, as required for receipt of funds. These procedures, at a minimum, will provide for
notice of the grievance procedure and an opportunity for review of the Subcontractor's determination(s).
10. Public Records and Retention:
10.1 By execution of this contract, Contractor agrees to all provisions of Chapter 119, F.S., and any other applicable
law, and shall:
10.1.1 Keep and maintain public records required by the Agency to perform the contracted services.
10.1.2 Upon request from the Agency's custodian of public records, provide the Agency a copy of the requested
records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed
the cost provided in Chapter 119, F.S., or as otherwise provided by law.
January December 2021
OAA 203.21
10.1.3 Ensure that public records that are exempt, or confidential and exempt, from public records disclosure
requirements are not disclosed except as authorized by law for the duration of the contract term and
following completion of the contract if the Contractor does not transfer the records to the Agency.
10.1.4 Upon completion of the contract, the Contractor will either transfer, at no cost to the Agency, all public
records in possession of the Contractor to the Agency, or will keep and maintain public records required by
the Agency. If the Contractor transfers all public records to the Agency upon completion of the contract,
Contractor shall destroy any duplicate public records that are exempt, or confidential and exempt, from
public records disclosure requirements. If the Contractor keeps and maintains public records upon
completion of the contract, the Contractor shall meet all applicable requirements for retaining public
records. All records stored electronically must be provided to the Agency in a format that is compatible with
the information technology systems of the Agency.
10.2 The Agency may unilaterally cancel this contract, notwithstanding any other provisions of this contract, for refusal
by the Contractor to comply with Section 10 of this contract by not allowing public access to all documents, papers,
letters, or other material made or received by the Contractor in conjunction with this contract, unless the records
are exempt, or confidential and exempt, from Section 24(a) of Article I of the State Constitution and Section
119.07(1), F.S.
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION
OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY
TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT,
CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT:
Public Records Coordinator
Area Agency on Aging for Southwest Florida, Inc.
2830 Winkler Ave., Suite 112
Fort Myers, FL 33916
239-652-6900
10.3 Upon termination of this contract, whether for convenience or for cause as detailed in section 53 of this
contract, the Contractor and Subcontractors shall, at no cost to the Agency, transfer all public records in their
possession to the Agency and/or Department and destroy any duplicate public records that are exempt, or
confidential and exempt, from public records disclosure requirements. All records stored electronically shall
be provided to the Agency in a format that is compatible with the information technology systems of the
Department.
11. Audits, Inspections. Investigations:
11.1 The Contractor shall establish and maintain books, records and documents (including electronic storage media)
sufficient to reflect all assets, obligations, unobligated balances, income, interest and expenditures of funds
provided by the Agency under this contract. Contractor shall adequately safeguard all such assets and ensure they
are used solely for the purposes authorized under this contract. Whenever appropriate, financial information
should be related to performance and unit cost data.
11.2 The Contractor shall retain and maintain all client records, financial records, supporting documents, statistical
records, and any other documents (including electronic storage media) pertinent to this contract for a period of
six (6) years after completion of the contract, or longer when required by law. In the event an audit is required
by this contract, records shall be retained for a minimum period of six (6) years after the audit report is issued or
until resolution of any audit findings or litigation based on the terms of this contract, at no additional cost to the
Agency.
11.3 Upon demand, at no additional cost to the Agency, the Contractor shall facilitate the duplication and transfer of
any records or documents during the required retention period.
11.4 The Contractor shall ensure that the records described in this section will be subject at all reasonable times to
inspection, review, copying, or audit by federal, state, or other personnel duly authorized by the Agency.
4
January December 2021
OAA 203.21
11.5 At all reasonable times for as long as records are maintained, persons duly authorized by the Agency and federal
auditors, pursuant to 45 CFR Part 75, shall be allowed full access to and the right to examine any of the
Contractor's contracts and related records and documents pertinent to this specific contract, regardless of the
form in which kept.
11.6 The Contractor shall provide a Financial and Compliance Audit to the Agency as specified in this contract and
ensure that all related third -party transactions are disclosed to the auditor.
11.7 Contractor agrees to comply with the Inspector General in any investigation, audit, inspection, review, or hearing
performed pursuant to Section 20.055, F.S. Contractor further agrees that it shall include in related subcontracts
a requirement that subcontractors performing work or providing services pursuant to this contract agree to
cooperate with the Inspector General in any investigation, audit, inspection, review, or hearing pursuant to Section
20.055(5), F.S. By execution of this contract, the Contractor understands and will comply with this subsection.
12. Nondiscrimination -Civil Rights Compliance:
12.1 The Contractor shall execute Assurances as stated in the Assurances -Non -Construction Programs Attachment that
it will not discriminate against any person in the provision of services or benefits under this contract or in
employment because of age, race, religion, color, disability, national origin, marital status, or sex in compliance
with state and federal law and regulations. The Contractor further assures that all Contractors, Subcontractors,
Sub -grantees, or others with whom it arranges to provide services or benefits in connection with any of its
programs and activities are not discriminating against clients or employees because of age, race, religion, color,
disability, national origin, marital status, or sex.
12.2 During the term of this contract, the Contractor shall complete and retain on file a timely, complete, and accurate
Civil Rights Compliance Checklist, attached to this contract.
12.3 The Contractor shall establish procedures pursuant to federal law to handle complaints of discrimination involving
services or benefits through this contract. These procedures shall include notifying clients, employees, and
participants of the right to file a complaint with the appropriate federal or state entity.
12.4 If this contract contains federal funds, these assurances are a condition of continued receipt of or benefit from
federal financial assistance, and are binding upon the Contractor, its successors, transferees, and assignees for the
period during which such assistance is provided. The Contractor further assures that all Subcontractors, Vendors,
or others with whom it arranges to provide services or benefits to participants or employees in connection with
any of its programs and activities are not discriminating against those participants or employees in violation of
the above statutes, regulations, guidelines, and standards. In the event of failure to comply, the Contractor
understands that the Agency may, at its discretion, seek a court order requiring compliance with the terms of this
assurance or seek other appropriate judicial or administrative relief including but not limited to, termination of the
contract and denial of further assistance.
13. Monitoring by the Agency,
The Contractor shall permit persons duly authorized by the Agency to inspect and copy any records, papers, documents,
facilities, goods, and services of the Contractor which are relevant to this contract, and to interview any clients,
employees, and Subcontractor employees of the Contractor to assure the Agency of the satisfactory performance of the
terms and conditions of this contract. Following such review, the Agency will provide a written report of its findings to
the Contractor and, where appropriate, the Contractor shall develop a Corrective Action Plan (CAP). The Contractor
hereby agrees to correct all deficiencies identified in the CAP in a timely manner as determined by the Agency's Contract
Manager.
14. Provision of Services:
The Contractor shall provide services in the manner described in Attachment I.
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OAA 203.21
15. New Contract(s) Rc ou rti=
The Contractor shall notify the Agency within ten (10) days of entering into a new contract with any of the remaining four
(4) state human service agencies. The notification shall include the following information: (1) contracting state agency
and the applicable office or program issuing the contract; (2) contract name and number; (3) contract start and end dates;
(4) contract amount; (5) contract description and commodity or service; (6) Contract Manager name and contact
information. In complying with this provision, and pursuant to Section 287.0575, F.S., as amended, the Contractor shall
complete the Contractor's State Contracts List.
16. Indemnification:
The Contractor shall indemnify, save, defend, and hold harmless the Agency and its agents and employees from any
and all claims, demands, actions, and causes of action of whatever nature or character arising out of, or by reason of, the
execution of this contract or performance of the services provided for herein. It is understood and agreed that the
Contractor is not required to indemnify the Agency for claims, demands, actions, or causes of action arising solely out
of the negligence of the Agency.
16.1 Except to the extent permitted by Section 768.28, F.S., or other Florida law, this Section 15 is not applicable to
contracts executed between the Area Agency and state agencies or subdivisions defined in Section 768.28(2),
F.S.
17. Insurance and Bonding:
17.1 The Contractor shall provide continuous adequate liability insurance coverage during the existence of this
contract and any renewal(s) and extension(s) of it. By execution of this contract, unless it is a state agency or
subdivision as defined by Section 768.28(2), F.S., the Contractor accepts full responsibility for identifying and
determining the type(s) and extent of liability insurance coverage necessary to provide reasonable financial
protections for the Contractor and the clients to be served under this contract. The limits of coverage under each
policy maintained by the Contractor do not limit the Contractor's liability and obligations under this contract.
The Contractor shall ensure that the Agency has the most current written verification of insurance coverage
throughout the term of this contract. Such coverage may be provided by a self-insurance program established
and operating under the laws of the State of Florida. The Agency reserves the right to require additional insurance
as specified in this contract.
17.2 Throughout the term of this contract, the Contractor shall maintain an insurance bond from a responsible
commercial insurance company covering all officers, directors, employees, and agents of the Contractor
authorized to handle funds received or disbursed under all agreements and/or contracts incorporating this
contract by reference in an amount commensurate with the funds handled, the degree of risk as determined by
the insurance company, and consistent with good business practices.
18. Confidentiality of Information:
The Contractor shall not use or disclose any information concerning a recipient of services under this contract for any
purpose prohibited by state or federal law or regulations except with the written consent of a person legally authorized
to give that consent or when authorized by law.
19. Health Insurance Portability and Accountability Act:
Where applicable, the Contractor shall comply with the Health Insurance Portability and Accountability Act (42 USC
§ 1320d.), as well as all regulations promulgated thereunder (45 CFR Parts 160, 162, and 164).
20. Incident Reporting:
20.1 The Contractor shall notify the Agency immediately but no later than forty-eight (48) hours from the Contractor's
awareness or discovery of conditions that may materially affect the Contractor's or Subcontractor's ability to
perform the services required to be performed under this contract. Such notice shall be made orally to the
Agency's Contract Manager (by telephone) with an email to immediately follow.
20.2 The Contractor shall immediately report knowledge or reasonable suspicion of abuse, neglect, or exploitation of
a child, aged person, or disabled adult to the Florida Abuse Hotline on the statewide toll -free telephone number
January — December 2021
OAA 203.21
(1-800-96ABUSE). As required by Chapters 39 and 415, F.S., this provision is binding upon the Contractor, its
Subcontractors, and their employees.
21. Bankruptcy Notification:
During the term of this contract, the Contractor shall immediately notify the Area Agency on Aging for Southwest
Florida, Inc. if the Contractor, its assignees, Subcontractors, or affiliates file a claim for bankruptcy. Within ten (10) days
after notification, the Contractor must also provide the following information to the Agency: (1) the date of filing of
the bankruptcy petition; (2) the case number; (3) the court name and the division in which the petition was filed (e.g.,
Middle District of Florida, Fort Myers Division); and (4) the name, address, and telephone number of the bankruptcy
attorney.
22. Sponsorship and Publicity:
22.1 As required by Section 286.25, F.S., if the Contractor is a non -governmental organization which sponsors a
program financed wholly or in part by state funds, including any funds obtained through this contract, it shall, in
publicizing, advertising, or describing the sponsorship of the program, state: "Sponsored by (Contractor's name)
and the Area Agency on Aging for Southwest Florida, Inc. and/or State of Florida, Department of Elder Affairs." If
the sponsorship reference is in written material, the words "Area Agency on Aging for Southwest Florida, Inc. and/or
State of Florida, Department of Elder Affairs" shall appear in at least the same size letters or type as the name of
the organization.
22.2 The Contractor shall not use the words "Area Agency on Aging for Southwest Florida, Inc. and/or State of Florida,
Department of Elder Affairs" to indicate sponsorship of a program otherwise financed, unless specific written
authorization has been obtained by the Agency prior to such use.
23. Assignments:
23.1 The Contractor shall not assign the rights and responsibilities under this contract without the prior written
approval of the Agency. Any sublicense, assignment, or transfer otherwise occurring without prior written
approval of the Agency shall constitute a material breach of the contract. In the event the Area Agency and/or
the State of Florida approves assignment of the Contractor's obligations, the Contractor remains responsible for
all work performed and all expenses incurred in connection with this contract.
23.2 The Area Agency and/or the State of Florida is, at all times, entitled to assign or transfer, in whole or part, its rights,
duties, or obligations under this contract to another governmental agency in the State of Florida, upon giving
prior written notice to the Contractor
23.3 This contract shall remain binding upon the successors in interest of the Contractor and the Agency.
24. Subcontracts:
24.1 The Contractor is responsible for all work performed and for all commodities produced pursuant to this contract,
whether actually furnished by the Contractor or its Subcontractors. Any subcontracts shall be evidenced by a
written document and subject to any conditions of approval the Agency deems necessary. The Contractor further
agrees that the Agency will not be liable to the Subcontractor in any way or for any reason. The Contractor, at
its expense, shall defend the Agency against any such claims.
24.2 The Contractor shall promptly pay any Subcontractors upon receipt of payment from the Agency or other state
agency. Failure to make payments to any Subcontractor in accordance with Section 287.0585, F.S., unless
otherwise stated in the contract between the Contractor and Subcontractor, will result in a penalty as provided
by statute.
25. Independent Capacity of Contractor:
It is the intent and understanding of the Parties that the Contractor and any of its Subcontractors are independent
Contractors and are not employees of the Agency, and that they shall not hold themselves out as employees or agents
of the Agency without prior specific authorization from the Agency. It is the further intent and understanding of the
Parties that the Agency does not control the employment practices of the Contractor and will not be liable for any wage
and hour, employment discrimination, or other labor and employment claims against the Contractor or its
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OAA 203.21
Subcontractors. All deductions for social security, withholding taxes, income taxes, contributions to unemployment
compensation funds, and all necessary insurance for the Contractor are the sole responsibility of the Contractor.
26. Pa lmen
Payments shall be made to the Contractor for all completed and approved deliverables (units of service) as defined in
Attachment I. The Area Agency Contract Manager will have final approval of the Contractor's invoice submitted for
payment and will approve the invoice for payment only if the Contractor has met all terms and conditions of the contract,
unless the bid specifications, purchase order, or this contract specify otherwise. The approved invoice will be submitted
to the Agency's finance section for budgetary approval and processing. Disputes arising over invoicing and payments
will be resolved in accordance with the provisions of Section 215.422, F. S. A Vendor Ombudsman has been established
within the Florida Department of Financial Services and may be contacted at 800-342-2762.
27. Return of Funds:
The Contractor shall return to the Agency any overpayments due to unearned funds or funds disallowed, and any interest
attributable to such funds pursuant to the terms and conditions of this contract, that were disbursed to the Contractor by
the Agency. In the event that the Contractor or its independent auditor discovers that an overpayment has been made, the
Contractor shall repay said overpayment immediately without prior notification from the Agency. In the event that the
Agency first discovers an overpayment has been made, the Area Agency Contract Manager will notify the Contractor
in writing of such findings. Should repayment not be made forthwith, the Contractor shall be charged at the lawful rate
of interest on the outstanding balance pursuant to Section 55.03, F.S., after Agency notification or Contractor discovery.
28. Data Integrity and Safeguarding Information:
The Contractor shall ensure an appropriate level of data security for the information the Contractor is collecting or using
in the performance of this contract. An appropriate level of security includes approving and tracking all Contractor
employees that request system or information access and ensuring that user access has been removed from all terminated
employees. The Contractor, among other requirements, must anticipate and prepare for the loss of information
processing capabilities. All data and software shall be routinely backed up to ensure recovery from losses or outages of
the computer system. The security over the backed -up data is to be as stringent as the protection required of the primary
systems. The Contractor shall ensure all Subcontractors maintain written procedures for computer system backup and
recovery. The Contractor shall complete and sign the Certification Regarding Data Integrity Compliance for
Agreements, Grants, Loans, and Cooperative Agreements prior to the execution of this contract.
29. Computer Use and Social Media Policy},
The Department has implemented a Social Media Policy, in addition to its Computer Use Policy, which applies to all
employees, contracted employees, consultants, Other Personal Services (OPS) employees and volunteers, including all
personnel affiliated with third parties, such as, but not limited to, contractors and subcontractors. Any entity that uses
the Department's computer resource systems must comply with the Department's policy regarding social media. Social
Media includes, but is not limited to, blogs, podcasts, discussion forums, Wikis, RSS feeds, video sharing, social
networks like MySpace, Facebook and Twitter, as well as content sharing networks such as flickr and YouTube. This
policy is available on the Department's website at: http://elderaffairs.state.fl.us/doea/financial.php.
30. Conflict of Interest:
The Contractor shall establish safeguards to prohibit employees, board members, management, and Subcontractors from
using their positions for a purpose that constitutes or presents the appearance of personal or organizational conflict of
interest or personal gain. No employee, officer, or agent of the Contractor or Subcontractor shall participate in the
selection or in the award of a contract supported by state or federal funds if a conflict of interest, real or apparent, would
be involved. Such a conflict would arise when: (a) the employee, officer or agent; (b) any member of his/her immediate
family; (c) his or her partner; or (d) an organization which employs, or is about to employ, any of the above individuals,
has a financial or other interest in the firm being selected for award. The Contractor's or Subcontractor's officers,
employees, or agents will neither solicit nor accept gratuities, favors, or anything of monetary value from Contractors,
potential Contractors, or parties to Subcontracts. The Contractor's or Subcontractor's board members and management
must disclose to the Agency any relationship which may be, or may be perceived to be, a conflict of interest within
thirty (30) calendar days of an individual's original appointment or placement in that position, or, if the individual is
January — December 2021
OAA 203.21
serving as an incumbent, within thirty (30) calendar days of the commencement of this contract. The Contractor's
employees and Subcontractors must make the same disclosures described above to the Contractor's board of directors.
Compliance with this provision will be monitored.
31. Public Entity Crime:
Pursuant to Section 287.133, F.S., a person or affiliate who has been placed on the Convicted Vendor List following a
conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or
services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction
or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a
public entity; may not be awarded or perform work as a Contractor, Supplier, Subcontractor, or Consultant under a
contract with any public entity; and may not transact business with any public entity in excess of the threshold amount
provided in Section 287.017, F.S., for CATEGORY TWO for a period of thirty six (36) months following the date of
being placed on the Convicted Vendor List.
32. Purchasing:
32.1 The Contractor may purchase articles which are the subject of, or are required to carry out, this contract from
Prison Rehabilitative Industries and Diversified Enterprises, Inc., (PRIDE) identified under Chapter 946, F.S.,
in the same manner and under the procedures set forth in Sections 946.515(2) and (4), F.S. For purposes of this
contract, the Contractor shall be deemed to be substituted for the Agency insofar as dealings with PRIDE. This
clause is not applicable to Subcontractors unless otherwise required by law. An abbreviated list of
products/services available from PRIDE may be obtained by contacting PRIDE at 800-643-8459.
32.2 The Contractor may procure any recycled products or materials which are the subject of or are required to carry
out this contract in accordance with the provisions of Section 403.7065, F.S.
32.3 The Contractor may purchase articles that are the subject of or are required to carry out this contract from a
nonprofit agency for the Blind or for the Severely Handicapped that is qualified pursuant to Chapter 413, F.S.,
in the same manner and under the same procedures set forth in Sections 413.036(1) and (2), F.S. For purposes of
this contract, the Contractor shall be deemed to be substituted for the Agency insofar as dealings with such
qualified nonprofit agency are concerned. Additional information about the designated nonprofit agency and the
products it offers is available at hM2://www.respectofflorida.OrR. This clause is not applicable to Subcontractors
unless otherwise required by law.
33. Patents. Copyrights. Royalties:
If this contract is awarded state funding and if any discovery, invention, or copyrightable material is developed or
produced in the course of or as a result of work or services performed under this contract or in any way connected with
this contract, or if ownership of any discovery, invention, or copyrightable material was purchased in the course of or
as a result of work or services performed under this contract, the Contractor shall refer the discovery, invention, or
copyrightable material to the Agency to be referred to the Department of State. Any and all patent rights or copyrights
accruing under this contract are hereby reserved to the State of Florida in accordance with Chapter 286, F.S. Pursuant to
Section 287.0571(5)(k), F.S., the only exceptions to this provision shall be those that are clearly expressed and reasonably
valued in this contract.
33.1 If the primary purpose of this contract is the creation of intellectual property, the Agency and/or State of Florida
shall retain an unencumbered right to use such property, notwithstanding any agreement made pursuant to this
Section 34.
33.2 If this contract is awarded solely federal funding, the terms and conditions are governed by 2 CFR § 200.315 or
45 CFR § 75.322, as applicable.
33.3 Notwithstanding the foregoing provisions, if the Contractor or one of its Subcontractors is a university and a
member of the State University System of Florida, then Section 1004.23, F.S., shall apply, but the Agency shall
retain a perpetual, fully -paid, nonexclusive license for its use and the use of its Contractors, Subcontractors, or
Assignees of any resulting patented, copyrighted, or trademarked work products.
January December 2021 OAA 203.21
34. Emergency Preparedness and Continuity of Operations:
34.1 If the tasks to be performed pursuant to this contract include the physical care and control of clients, or the
administration and coordination of services necessary for client health, safety, or welfare, the Contractor shall,
within thirty (30) calendar days of the execution of this contract, submit to the Agency's Contract Manager,
verification of an Emergency Preparedness Plan. In the event of an emergency, the Contractor shall notify the
Agency of emergency provisions.
34.2 In the event a situation results in a cessation of services by a Subcontractor, the Contractor shall remain
responsible for performance under this contract and must follow procedures to ensure continuity of operations
without interruption.
35. Equipment:
35.1 Equipment means: (a) tangible personal property (including information technology systems) having a useful life
of more than one year and a per -unit acquisition cost which equals or exceeds the lesser of the capitalization level
established by the organization for the financial statement purposes, or $5,000.00 [for federal funds - 2 CFR
§ 200.33 and 45 CFR § 75.2, as applicable], or (b); nonexpendable, tangible personal property of a non-
consumable nature with an acquisition cost of $5,000.00 or more per unit, and expected useful life of at least one
(1) year; and hardback bound books not circulated to students or the general public, with a value or cost of
$250.00 or more [for state funds].
35.2 Contractors and Subcontractors who are Institutions of Higher Education, Hospitals, and Other Non -Profit
Organizations shall have written property management standards in compliance with 2 CFR Part 200
Administrative Requirements (formerly OMB Circular A-110) that include: (a) a property list with all the
elements identified in the circular; (b) a procedure for conducting a physical inventory of equipment at least once
every two (2) years; (c) a control system to insure adequate safeguards to prevent loss, damage, or theft of the
equipment; and (d) maintenance procedures to keep the equipment in good condition. The property records must
be maintained on file and shall be provided to the Agency upon request. The Contractor shall promptly
investigate, fully document, and notify the Agency's Contract Manager of any loss, damage, or theft of
equipment. The Contractor shall provide the results of the investigation to the Agency's Contract Manager.
35.3 The Contractor's property management standards for equipment (including replacement equipment), whether
acquired in whole or in part with federal funds and federally -owned equipment shall, at a minimum, meet the
following requirements and shall include accurately maintained equipment records with the following
information:
35.3.1 Property records must be maintained that include a description of the equipment;
35.3.2 Manufacturer's serial number, model number, federal stock number, national stock number, or other
identification number;
35.3.3 Source of funding for the equipment, including the federal award identification number;
35.3.4 Whether title vests in the Contractor or the federal government;
35.3.5 Acquisition date (or date received, if the equipment was furnished by the federal government);
35.3.6 Information from which one can calculate the percentage of federal participation in the cost of the
equipment (not applicable to equipment furnished by the federal government);
35.3.7 Location, use and condition of the equipment and the date the information was reported;
35.3.8 Unit acquisition cost; and
35.3.9 Ultimate disposition data, including date of disposal and sales price or the method used to determine
current fair market value where a Contractor compensates the federal awarding agency for its share.
35.3.10 A physical inventory must be taken and the results reconciled with the property records at least once
every two (2) years.
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January December 2021
OAA 203.21
35.3.11 A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of
the property. Any loss, damage, or theft must be investigated. 45 CFR § 75.320(d)(3).
35.3.12 Adequate maintenance procedures must be developed to keep the property in good condition.
35.3.13 If the Contractor is authorized or required to sell the equipment, proper sales procedures must be
established to ensure the highest possible return.
35.4 Equipment purchased with federal funds with an acquisition cost over $5,000.00 and equipment purchased with
state funds with an acquisition cost over $5,000.00 is part of the cost of carrying out the activities and functions
of the grant awards and title (ownership) will vest in the Contractor [for federal funds see 2 CFR § 200.313(a)
and 45 CFR § 75.320(a), as applicable], subject to the conditions of 2 CFR Part 200 and/or 45 CFR Part 75.
Equipment purchased under these thresholds is considered supplies and is not subject to property standards.
Equipment purchased with funds identified in the budget attachments to agreements covered by this contract or
identified in the sub -agreements with Subcontractors (not included in a cost methodology), is subject to the
conditions of Chapter 273, F.S, rule 60A1.017, F. A. C., and 2 CFR Part 200 and/or 45 CFR Part 75.
35.5 The Contractor shall not dispose of any equipment or materials provided by the Agency or purchased with funds
provided through this contract without first obtaining the approval of the Agency's Contract Manager. When
disposing of property or equipment the Contractor must submit a written request for disposition instructions to
the Agency's Contract Manager. The request should include a brief description of the property, purchase price,
funding source, and percentage of state or federal participation, acquisition date and condition of the property.
The request should also indicate the Contractor's proposed disposition of the property (i.e., transfer or donation
to another agency that administers federal programs, offer of the items for sale, destroy the items, etc.).
35.6 The Agency's Contract Manager will issue disposition instructions. If disposition instructions are not received
within one hundred twenty (120) days of the written request for disposition, the Contractor is authorized to proceed
as directed in 2 CFR § 200.313 or 45 CFR § 75.320, as applicable.
35.7 Real property means land (including land improvements), buildings, structures and appurtenances thereto, but
excludes movable machinery and equipment. Real property may not be purchased with state or federal funds
through agreements covered under this contract without the prior approval of the Agency. Real property
purchases from Older Americans Act funds are subject to the provisions of Title 42, Chapter 35, Subchapter III,
Part A., Section 3030b United States Code (U.S.C.). Real property purchases from state funds can only be made
through fixed capital outlay grants and aids appropriations and therefore are subject to the provisions of Section
216.348, F.S.
35.8 Any permanent storage devices (e.g.: hard drives, removable storage media) must be reformatted and tested prior
to disposal to ensure no confidential information remains.
35.9 The Contractor must adhere to the Agency's procedures and standards when purchasing Information Technology
Resources (ITR) as part of any agreement(s) incorporating this contract by reference. An ITR worksheet is
required for any computer related item costing $1,000.00 or more, including data processing hardware, software,
services, supplies, maintenance, training, personnel, and facilities. The completed ITR worksheet shall be
maintained in the LAN administrator's file and must be provided to the Agency upon request. The Contractor has
the responsibility to require any Subcontractors to comply with the Agency's ITR procedures.
01B41161[IIIII i ii
The PUR 1000 Form is hereby incorporated by reference and available at:
http://www.myflorida.com/apps/vbs/adoc/F7740_PUR 1000.pdf
In the event of any conflict between the PUR 1000 Form and any terms or conditions of this contract, the terms or
conditions of this contract shall take precedence over the PUR 1000 Form. However, if the conflicting terms or
conditions in the PUR 1000 Form are required by any section of the Florida Statutes, the terms or conditions contained
in the PUR 1000 Form shall take precedence.
11
January — December 2021 OAA 203.21
37. Use of State Funds to Purchase or Improve Real Proger
Any state funds provided for the purchase of or improvements to real property are contingent upon the Contractor or
political subdivision granting to the state a security interest in the property at least to the amount of state funds provided
for at least five (5) years from the date of purchase or the completion of the improvements or as further required by law.
38. Dispute Resolution:
Any dispute concerning performance of the contract shall be decided by the Agency's Contract Manager, who shall
reduce the decision to writing and serve a copy on the Contractor.
39. Financial Consequences:
If the Contractor fails to meet the minimum level of service or performance identified in this contract, the Agency will
shall impose financial consequences as stated in Attachment I.
40. No Waiver of Sovereign Immunity:
Nothing contained in this contract is intended to serve as a waiver of sovereign immunity by any entity to which
sovereign immunity may be applicable.
41. Venue:
If any dispute arises out of this contract, the venue of such legal recourse shall be Lee County, Florida.
42. Entire Contract:
This contract contains all the terms and conditions agreed upon by the Parties. No oral agreements or representations
shall be valid or binding upon the Agency or the Contractor unless expressly contained herein or by a written amendment
to this contract signed by both Parties.
43. Force Majeure:
The Parties will not be liable for any delays or failures in performance due to circumstances beyond their control,
provided the party experiencing the force majeure condition provides immediate written notification to the other party
and takes all reasonable efforts to cure the condition.
44. Severability Clause:
The Parties agree that if a court of competent jurisdiction deems any term or condition herein void or unenforceable, the
other provisions are severable to that void provision and shall remain in full force and effect.
45. Condition Precedent to Contract A1111ropriations:
The Parties agree that the Agency's performance and obligation to pay under this contract are contingent upon an annual
appropriation by the Legislature.
46. Addition/Deletion:
The Parties agree that the Agency reserves the right to add or to delete any of the services required under this contract
when deemed to be in the State of Florida's best interest and reduced to a written amendment signed by both Parties.
The Parties shall negotiate compensation for any additional services added.
47. Waiver:
The delay or failure by the Agency to exercise or enforce any of its rights under this contract will not constitute or be
deemed a waiver of the Agency's right thereafter to enforce those rights, nor will any single or partial exercise of any
such right preclude any other or further exercise thereof or the exercise of any other right.
48. Compliance:
The Contractor shall abide by all applicable current federal statutes, laws, rules, and regulations as well as applicable
current state statutes, laws, rules and regulations. The Parties agree that failure of the Contractor to abide by these laws
shall be deemed an event of default of the Contractor and subject the contract to immediate unilateral cancellation of
the contract at the discretion of the Agency.
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OAA 203.21
49. Final Invoice:
The Contractor shall submit the final invoice for payment to the Agency no later than thirty (30) days after the contract
ending date unless otherwise specified in Attachment I. If the Contractor fails to do so, all right to payment is forfeited
and the Agency shall not honor any requests submitted after the aforesaid time period. Any payment due under the terms
of this contract shall be withheld until all required documentation and reports due from the Contractor and necessary
adjustments thereto have been approved by the Agency.
50. Renegotiations of Modifications:
Modifications of the provisions of this contract shall be valid only when they have been reduced to writing and duly
signed by both parties. The rate of payment and the total dollar amount may be adjusted retroactively to reflect price
level increases and changes in the rate of payment when these have been established through the appropriations process
and subsequently identified in the Agency's operating budget.
51. Suspension of Work:
The Agency may, in its sole discretion, suspend any or all activities under the contract or purchase order, at any time,
when in the best interest of the State to do so. The Agency shall provide the Contractor written notice outlining the
particulars of suspension. Examples of the reason for suspension include, but are not limited to, budgetary constraints,
declaration of emergency, or other such circumstances. After receiving a suspension notice, the Contractor shall comply
with the notice and shall not accept any purchase orders. Within ninety (90) days, or any longer period agreed to by the
Contractor, the Agency shall either: (1) issue a notice authorizing resumption of work, at which time activity shall
resume, or (2) terminate the contract or purchase order. Suspension of work shall not entitle the Contractor to any
additional compensation.
52. Termination:
52.6 Termination for Convenience. The Agency, by written notice to the Contractor, may terminate this contract in
whole or in part when the Agency determines in its sole discretion that it is in the State's interest to do so. The
Contractor shall not furnish any product after it receives the notice of termination, except as necessary to complete
the continued portion of this contract, if any. The Contractor shall not be entitled to recover any cancellation
charges or lost profits.
52.7 Termination for Cause. The Agency may terminate this contract if the Contractor fails to: (1) deliver the product
within the time specified in the contract or any extension, (2) maintain adequate progress, thus endangering
performance of the contract, (3) honor any term of the contract, or (4) abide by any statutory, regulatory, or
licensing requirement. Rule 60A-1.006(3), F.A.C., governs the procedure and consequences of default. The
Contractor shall continue work on any work not terminated. Except for defaults of Subcontractors at any tier, the
Contractor shall not be liable for any excess costs if the failure to perform the contract arises from events
completely beyond the control, and without the fault or negligence, of the Contractor. If the failure to perform is
caused by the default of a Subcontractor at any tier, and if the cause of the default is completely beyond the control
of both the Contractor and the Subcontractor, and without the fault or negligence of either, the Contractor shall
not be liable for any excess costs for failure to perform, unless the subcontracted products were obtainable from
other sources in sufficient time for the Contractor to meet the required delivery schedule. If, after termination, it is
determined that the Contractor was not in default, or that the default was excusable, the rights and obligations of
the Parties shall be the same as if the termination had been issued for the convenience of the Agency. The rights
and remedies of the Agency in this clause are in addition to any other rights and remedies provided by law or
under the contract.
53. Electronic Records and Signature:
The Agency authorizes, but does not require, the Contractor to create and retain electronic records and to use electronic
signatures to conduct transactions necessary to carry out the terms of this contract. A Contractor that creates and retains
electronic records and uses electronic signatures to conduct transactions shall comply with the requirements contained
in the Uniform Electronic Transaction Act, Section 668.50, F.S. All electronic records must be fully auditable; are
subject to Florida's Public Records Law, Chapter 119, F.S.; must comply with contract Section 29, Data Integrity and
Safeguarding Information; must maintain all confidentiality, as applicable; and must be retained and maintained by the
Contractor to the same extent as non -electronic records are retained and maintained as required by this contract.
13
January December 2021
OAA 203.21
53.1 The Agency's authorization pursuant to this section does not authorize electronic transactions between the
Contractor and the Agency. The Contractor is authorized to conduct electronic transactions with the Agency only
upon further written consent by the Agency.
53.2 Upon request by the Agency, the Contractor shall provide the Agency with non -electronic (paper) copies of
records. Non -electronic (paper) copies provided to the Agency of any document that was originally in electronic
form with an electronic signature must identify the person and the person's capacity who electronically signed the
document on any non -electronic copy of the document.
54. Contract Manager:
The Agency may substitute any Agency employee to serve as the Area Agency Contract Manager.
REMAINDER OF THE PAGE INTENTIONALLY LEFT BLANK
14
January December 2021
56.
t 9MIMMIJIMMIMMMMM, mylmiz �
OAA 203.21
Collier County Board ofCounly CUlnmi9Sil3ilei_S
The Contractor nallle, as shown on page 1 of this 3299 E Tamiami Trail
a, contract, and mailing address of the official payee to Naples, FL 34112
whom the payment shall be made is:
'Che name of the contact person and street address
b. where financial and administrative records are
I.-he
is:
The name, address, and telephone number of the
c' representative ol'the Contractor responsible for
administration of the program under this contract is:
rl The section and location within the Agency where
Requests for Payment and Receipt and Expenditure
forms are to be mailed is:
e. �The name, address, and tcicphonc number of the
Contract Manager for this contract is:
Kristi Sonntag, Director
Collier County Board ol'County Commissioners
%Community and Human Services
3339 C Tamiami Trail, Building I
Naples, F1_ 34112
Kris(! Sonntag, Director
Collier County Board of County Commissioners
%Community and I luman Services
3339 F. Tarniami "frail, Building H
Naples, FL 3,1112
(239) 252-2273
rea Agency on Aging for Southwest Florida, Inc.
2830 Winkler Ave., Suite 112
Fort lvlyers, FL 33916
I'vlaricela Morado, Dircclor of Program 8a Planning
Area Agency on Aging for Southwest Florida, Inc.
2830 Winkler Ave., Suite If 2
Fort Myers, FL 33916
(239)652-6900
Upon change of representatives (names, addresses, telephone numbers) by cithar party, notice sliall be provided in
writing to [lie other party.
This contract and its Attchments, I — XI V including any exhibits referenced in said attachments, together with any
documents incorporated by reference, contain all the terms and conditions agreed upon by the Parties. There are no
provisions, terms, conditions, or obligations other than those contained herein, and this contract shall supersede all
previous CotnmunicatiOns, MI)Msentatiolls, 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 WHEREOF, the Parties hereto have caused this contract to be executed by their undersigned officials
US duly authori/cd.
CONTRACTOR: COLLIER COUNTY BOARD OF
C:Ol1NTY C'OMMISSIONERS
SIGNED Z_
NAME: .LAMES C FRENCH
TITLE: PUBLIC SERVICES DEPT HEAD
DATE: 01/ 3 /2021
Federal Tax ID: 59-6000558
Fiscal Year Ending Date: 09/30
Duns: 076997790
ARRA AGENCY ON AGING FOR
SOUTHWEST FLORIDA, INC
SIGNED BY-
NAME: NORMA ADOM0
TITLE: CFO
DATE: b - t 3 - '?__L) a'
Approved as to farm and legality
15 stunt County Aml cy
January — December 2021 OAA 203.21
INDEX OF ATTACHMENTS
ATTACHMENTI............................................................................................................................................................... 17
STATEMENT OF WORK
ATTACHMENTII............................................................................................................................................................. 37
FINANCIAL AND COMPLIANCE AUDIT
ATTACHMENTIII....................................................................................................................................................................43
CERTIFICATIONS AND ASSURANCES
ATTACHMENTIV....................................................................................................................................................................48
ASSURANCE -NON -CONSTRUCTION PROGRAMS
ATTACHMENTV............................................................................................................................................................. 50
FLORIDA DEPARTMENT OF ELDER AFFAIRS CIVIL RIGHTS COMPLIANCE CHECKLIST
ATTACHMENTVI............................................................................................................................................................ 54
CONTRACTOR'S STATE CONTRACT LIST
ATTACHMENTVII.......................................................................................................................................................... 55
BACKGROUND SCREENING
ATTACHMENTVHI.................................................................................................................................................................56
BUDGET AND RATE SUMMARY
ATTACHMENTIX............................................................................................................................................................ 60
INVOICE SCHEDULE
ATTACHMENTX............................................................................................................................................................. 61
REQUEST FOR PAYMENT
ATTACHMENTXI —Exhibit 1........................................................................................................................................ 62
RECEIPTS AND EXPENDITURE REPORT (IIIB)
ATTACHMENTXI —Exhibit 2........................................................................................................................................ 63
RECEIPTS AND EXPENDITURE REPORT (IIICI)
ATTACHMENTXI —Exhibit 3........................................................................................................................................ 64
RECEIPTS AND EXPENDITURE REPORT (HIC2)
ATTACHMENTXI —Exhibit 4........................................................................................................................................ 65
RECEIPTS AND EXPENDITURE REPORT (IIIE)
ATTACHMENT XI —Exhibit 5........................................................................................................................................ 66
RECEIPTS AND EXPENDITURE REPORT (NSIP)
ATTACHMENTXII and XIII........................................................................................................................................... 67
OAA ANNUAL VOLUNTEER ACTIVITY REPORT SPECIFICATIONS & OAA ANNUAL VOLUNTEER A CTIVITY REPOR T
ATTACHMENTXIV......................................................................................................................................................... 74
COST REIMBURSEMENT SUMMARY
16
January — December 2021 OAA 203.21
ATTACHMENT
STATEMENT OF WORK
L SERVICES ALLOWED UNDER THE OAA CONTRACT:
Disclaimer: Allowed Services under this contract, may or may not be contracted with. For contracted services for each
lead agency, please see the ATTACHMENT regarding the BUDGET and RATE Summary.
A. Definitions of Terms
1. Contract Acronyms
Area Agency on Aging (AAA) Activities of Daily Living (ADL) Administration on Aging (AoA)
Administration on Community Living (ACL) Alliance of Information & Referral Systems (AIRS)
Assessed Priority Consumer List (APCL)
Adult Protective Services (APS)
Client Information and Registration Tracking System (CIRTS)
Chronic Disease Self -Management Education (CDSME)
Chronic Disease Self -Management Program (CDSMP)
Dietary Reference Intake (DRI)
Evidence -Based Disease Prevention and Health Promotion (EBDPHP)
Florida Department of Business and Professional Regulations (DBPR)
Florida Department of Elder Affairs (DOEA or Department)
Florida Department of Health (DOH)
Information and Referral (I&R)
Instrumental Activities of Daily Living (IADL)
National Council on Aging (NCOA)
Nutrition Services Incentive Program (NSIP)
Older Americans Act (OAA)
Planning and Service Area (PSA)
State of Florida (State)
Statewide Medicaid Managed Care Long -Term Care (SMMC LTC)
United States Department of Agriculture (USDA)
United States Department of Health and Human Services (USDHHS)
2. Program Specific Terms
Adult Child with a Disability: A child who is age 18 or older and is financially dependent on an
older individual who is a parent of the child and has a disability.
Area Plan: A plan developed by the AAA outlining a comprehensive and coordinated service delivery
system in its PSA in accordance with Section 306 of the OAA [42 United States Code (U.S.C.) § 3026] and
Agency instructions.
Area Plan Update: A revision to the Area Plan wherein the AAA enters OAA specific data in CIRTS. An
update may also include other revisions to the Area Plan as instructed by the Agency and/or Department.
Child: An individual who is not more than eighteen (18) years of age or an individual with a disability.
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January — December 2021
OAA 203.21
Criteria: A standard which the Administration on Aging(AoA)/Administration for Community
Living(ACL) set for the Title IIID Program. AoA/ACL's standard criterion consists of three tiers: Minimal
Criteria, Intermediate Criteria, and Highest- Level Criteria.
Family Caregiver: An adult family member, or another individual, who is an informal provider of in -home
and community care to an older individual.
Frail: When an older individual is (1) determined to be unable to perform at least two activities of daily
living without substantial human assistance, including verbal reminding, physical cueing, or supervision or
(2) unable to perform at least three such activities without such assistance; or, (3) due to a cognitive or other
mental impairment, requires substantial supervision because the individual behaves in a manner that poses
a serious health or safety hazard to the individual or to another individual.
Grandparent: A grandparent or step -grandparent of a child, or a relative of a child by blood, marriage or
adoption, who: (1) lives with the child, (2) is the primary caregiver of the child because the biological or
adoptive parents are unable or unwilling to serve as the primary caregiver of the child, and (3) has a legal
relationship to the child, such as legal custody or guardianship, or is raising the child informally.
B. General Description
1. General Statement
The primary purpose of the OAA Program is to foster the development and implementation of
comprehensive and coordinated systems to serve older individuals. These systems assist older individuals to
attain and maintain maximum independence with supportive services.
The NSIP provides incentives for the effective delivery of nutritious meals to older individuals. NSIP allows
programs to increase the number and/or the quality of meals served. NSIP is a cash allotment or commodity
program that supplements funding or food used in meals served under the OAA. Florida has opted for cash
payments in lieu of donated foods.
2. Authority
All applicable federal laws, regulations, action transmittals, program instructions, review guides and similar
documentation related to the following:
a. Catalog of Federal Domestic Assistance Nos. 93.043, 93.044, 93.045, 93.052, and 93.053;
b. Older Americans Act of 1965, as amended 2016;
c. Section 311 of the Older Americans Act of 1965, as amended 2016 (42 U.S.C. § 3030a);
d. 42 U.S.C. § 303 and§ 604;
e. Rule 58A-1, Florida Administrative Code (F.A.C.);
f. Section 430.101, Florida Statutes (F.S.); and
g. DOEA Programs and Services Handbook, which is hereby incorporated by reference, to include any
subsequent revisions thereof.
3. Scope of Service
The Contractor is responsible for the programmatic, fiscal, and operational management of the OAA Title
IIIB, Title IIICl, Title IIIC2, and Title IIIE Programs and NSIP, within its designated service area. The
program services shall be provided in a manner consistent with the Agency's current Area Plan, as updated
and hereby incorporated by reference, and the current DOEA Programs and Services Handbook. The
Contractor shall use the NSIP funding to supplement funding for food used in meals served by OAA
Nutrition Program Providers.
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January — December 2021
OAA 203.21
4. Major Program Goals
The major goals of the OAA Program are to improve older individuals' quality of life, preserve their
independence, and prevent or delay their need for costlier institutional care. These goals are achieved
through the implementation of a comprehensive and coordinated service system that provides a continuum
of service alternatives and effective delivery of nutritious meals that meet the diverse needs of elders and
their caregivers.
C. Clients to be Served
1. General Description
The OAA Program gives preference to older individuals with greatest economic need and older individuals
with greatest social need (with particular attention to low-income older individuals, including low-income
minority older individuals, older individuals with limited English proficiency, and older individuals residing
in rural areas),
2. Client Eligibility
a. OAA Title III
Consumers shall not be dually enrolled in an OAA Program and a Medicaid capitated Long -Term Care
Program, except consumers in need of OAA Legal Assistance services and OAA Congregate Nutrition
Services, including transportation to and from congregate meal sites.
b. NSIP
Meals served to an elderly individual, funded in whole or in part under the SMMC LTC, (Statewide
Medicaid Managed Care Long -Term Care). Home Care for the Elderly, Community Care for the Elderly
Programs, or other means tested programs may not be included in the NSIP count. OAA-funded
congregate meals provided to SMMC LTC clients may be included inthe NSIP count.
c. OAA Title IIIB, Supportive Services
i. Individuals must be age sixty (60) or older; and
ii. I&R(Information and Referral)/Assistance services are provided to individuals regardless of age.
d. OAA Titles IIIC1 and IIIC2, Nutrition Services, General
General factors that shall be considered in establishing priority for the receipt of nutrition services
include those older persons who:
i. Cannot afford to eat adequately;
ii. Lack the skills or knowledge to select and prepare nourishing and well-balanced meals;
iii. Have limited mobility which may impair their capacity to shop and cook for themselves;
iv. Have a disabling illness or physical condition requiring nutritional support; or
v. Have been screened at a high nutritional risk.
e. OAA Title IIIC1, Congregate Nutrition Services
In addition to meeting the general nutrition services eligibility requirements listed in Section I.C.2.d.
above, individuals must be mobile, not homebound, and physically, mentally, and medically able to
attend a congregate nutrition program. Individuals eligible to receive congregate meals include the
following:
i. Individuals age sixty (60) or older;
ii. Any spouse (regardless of age) who attends the dining center with his/her eligible spouse;
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January — December 2021
OAA 203.21
iii. Persons with a disability, regardless of age, who reside in a housing facility occupied primarily by
older individuals where congregate nutrition services are provided;
iv. Disabled persons who reside at home with and accompany an eligible person to the dining center; and
v. Volunteers, regardless of age, who provide essential services on a regular basis during meal hours.
f. OAA Title IIIC2, Home Delivered Nutrition Services
In addition to meeting the general nutrition services eligibility requirements as listed in Section I.C.2.d.,
individuals must be homebound and physically, mentally, or medically unable to attend a congregate
nutrition program. Individuals eligible to receive home delivered meals include the following:
i. Individuals age sixty (60) or older who are homebound because of illness, disability, or isolation;
ii. The spouse of a homebound eligible individual, regardless of age, if the provision of the collateral
meal supports maintaining the person at home;
iii. Individuals with disabilities, regardless of age, who reside at home with eligible individuals and
are dependent on them for care; and
iv. Persons at nutritional risk who have physical, emotional, or behavioral conditions which would
make their presence at congregate nutrition sites inappropriate; and
v. Persons at nutritional risk who are socially or otherwise isolated and unable to attend a
congregate nutrition site.
g. OAA Title IIIE, Caregiver Support Services
Eligibility for OAA Title IIIE, Caregiver Support Services, is as follows:
i. Eligible individuals include:
(1) Family caregivers of individuals age sixty (60) or older; and
(2) Grandparents [age fifty-five (55) or older] or older individuals [age fifty-five (55) or older]
who are relative caregivers.
ii. For respite and supplemental services, a family caregiver must be providing care for an older
individual who meets the definition of the term "frail" as defined above.
iii. Priority will be given to family caregivers who provide care for individuals with Alzheimer's
disease and related disorders with neurological and organic brain dysfunction and to grandparents
or older individuals who are relative caregivers who provide care for children with severe
disabilities.
II. MANNER OF SERVICE PROVISION
A. Service Tasks
To achieve the goals of the OAA Program, the Contractor shall ensure performance of the following tasks:
1. Client Eligibility Determination
The Contractor shall ensure that applicant data is evaluated to determine eligibility. Eligibility to become a
client is based on meeting the requirements described in Section I.C.2.
2. Targeting and Screening New Clients for Service Delivery
The Contractor shall develop and implement policies and procedures consistent with OAA targeting
and screening criteria for new clients.
20
January — December 2021
OAA 203.21
3. Program Services
The Contractor shall ensure the provision of program services is consistent with the Agency's current Area
Plan, as updated and approved by the Department, and the current DOEA Programs and Services
Handbook.
4. Program Eligibility Requirements
a. Eligibility Criteria
To be eligible for program participation, an entity must:
i. Bean agency that has received a grant under OAA Title III [OAA section 311(42 U.S.C. § 3030a)];
and
ii. Partner with a nutrition service provider that serves meals and is under the jurisdiction, control,
management, and audit authority of the Area Agency on Aging and the Florida Department of
Elder Affairs.
b. Provider's Nutrition Service Operations
The Contractor shall ensure that the nutrition service operations of the provider meet the requirements
of this contract, as well as any other applicable regulations and policies prescribed by the current DOEA
Programs and Services Handbook, USDHHS, USDA, DOH and local health departments, DBPR, or
any other agency designated to inspect meal quality for the State.
c. Prescribed Nutritional Requirements
The Contractor shall ensure that each meal provided under this contract meets the following criteria:
i. Complies with the current Dietary Guidelines for Americans, published by the Secretaries of the
USDHHS and USDA; and
ii. Provides a minimum of thirty-three and a third percent (33 1/3%) of the dietary reference
intakes/adequate intakes for a female age seventy (70) or older as established by the Food and
Nutrition Board of the National Academy of Sciences.
d. Food Origin and Commodities Requirements
Consistent with existing requirements of the NSIP, the Contractor and its service providers may use
NSIP cash to purchase foods of U.S. origin for their nutrition projects under Title III of the OAA. NSIP
funds must be used to expand meal services to older adults.
B. Use of Subcontractors
If this contract involves the use of a subcontractor or third party, then the Contractor shall not delay the
implementation of its agreement with the Subcontractor. If any circumstance occurs that may result in a delay
for a period of sixty (60) days or more of the initiation of the subcontract or the performance of the
Subcontractor, the Contractor shall notify the Area Agency Contract Manager and/or the Agency's Chief
Financial Officer in writing of such delay. The Contractor shall not permit a Subcontractor to perform services
related to this contract without having a binding Subcontractor agreement executed. The Agency will not be
responsible or liable for any obligations or claims resulting from such action.
1. Copies of Subcontracts
The Contractor shall submit copies of all subcontracts to the Agency Contract Manager within thirty (30)
days of execution of each subcontract agreement.
2. Monitoring the Performance of Subcontractors
The Contractor shall monitor, at least once per year, each of its subcontractors, sub -recipients, vendors,
and/or consultants paid from funds provided under this contract. The Contractor shall perform fiscal,
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January — December 2021
OAA 203.21
administrative, and programmatic monitoring to ensure contractual compliance, fiscal accountability,
programmatic performance, and compliance with applicable state and federal laws and regulations. The
Contractor shall monitor its subcontractors to ensure that the budget and scope of work are accomplished
within the specified time periods, and that all performance goals stated in this contract are achieved.
a. The Contractor shall enter all required data per the Agency's and Department's CIRTS Policy
Guidelines for clients and services into the CIRTS database. The data must be entered into the CIRTS
database before the Contractor submits their Request for Payment and Receipts and Expenditure Reports
to the Agency. The Agency shall establish time frames to ensure compliance with due dates for the
Requests for Payment and Receipts Expenditure Reports to the Agency.
b. The Contractor shall run monthly CIRTS reports and to verify that the client and service data in the
CIRTS database is accurate. This report must be submitted to the Agency with the monthly Request for
Payment and Receipts and Expenditure Report.
c. The Agency shall require Contractor to report on outreach activities at least semi-annually using a
uniform reporting format established by the Agency. Contractor reports must include the total number of
outreach events or activities performed as well as the following information for each event or activity:
date, location, type of event or activity, total number of participants, individual service needs identified,
and referral sources or information provided to participants.
C. Staffing Requirements
1. Staffing Levels
The Contractor shall assign its own administrative and support staff as needed to perform the tasks,
responsibilities, and duties under this contract and ensure that subcontractors dedicate adequate staff
accordingly.
2. Professional Qualifications
The Contractor shall ensure that the staff responsible for performing any duties or functions within this
contract have the qualifications specified in the DOEA Programs and Services Handbook.
3. Service Times
The Contractor shall ensure the availability of services listed in this contract at times appropriate to meet
client service needs, including, at a minimum, during normal business hours. Normal business hours are
defined as Monday through Friday, 8:00 a.m. to 5:00 p.m. local time.
D. Deliverables
The following section provides the specific quantifiable units of deliverables and the source documentation
required to evidence the completion of the tasks specified in this contract. The Contractor must submit all
required documentation in the time and manner specified for the minimum performance levels to be met. Each
deliverable must be accepted in writing by the Agency Contract Manager based on the requirements for each
deliverable before the Contractor submits an invoice requesting payment.
1. Delivery of Services to Eligible Clients
The Contractor shall ensure the provision of a continuum of services that meets the diverse needs of elders
and their caregivers. Documentation of service delivery must include a report consisting of the following:
number of clients served, number of service units provided by service, and rate per service unit with
calculations that equal the total invoice amount. The Contractor shall ensure the performance and reporting
of the following types of services, in accordance with the Agency's current Area Plan, the current DOEA
Programs and Services Handbook, and Section II.A.
Disclaimer: Services that fall under these categories may or may not be contracted with each lead agency. For
contracted services for each lead agency, please see the BUDGET and RATE Summary ATTACHMENT.
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January — December 2021
OAA 203.21
a. Supportive Services (IIIB Program)
Supportive services include a variety of community -based and home -delivered services that support older
individuals' quality of life by helping them remain independent and productive. Services include the
following:
i. Adult Day Care/Adult Day Health Care;
ii. Caregiver Training/Support;
iii. Case Aid/Case Management;
iv. Chore and Chore (Enhanced);
V. Companionship;
vi. Counseling (Gerontological and Mental Health/Screening);
vii. Education/Training;
viii. Emergency Alert Response;
ix. Escort;
X. Health Support;
xi. Home Health Aid;
xii. Homemaker;
xiii. Housing Improvement;
xiv. Information;
xv. Intake;
xvi. Interpreter/Translating;
xvii. Legal Assistance;
xviii. Material Aid;
xix. Occupational Therapy;
xx. Outreach;
xxi. Personal Care;
xxii. Physical Therapy;
xxiii. Recreation;
xxiv. Referral/Assistance;
xxv. Respite Services (In -Home & Facility Based);
xxvi. Screening/Assessment;
xxvii. Shopping Assistance;
xxviii. Skilled Nursing;
xxix. Specialized Medical Equipment, Services,
& Supplies;
xxx. Speech Therapy;
xxxi. Telephone Reassurance; and
xxxii. Transportation.
b. Congregate Nutrition Services (IIIC1 Program)
Nutrition services are provided in congregate settings and are designed to reduce hunger and food insecurity
and to promote socialization and the health and well-being of older individuals through access to nutrition
and other disease prevention and health promotion services. Services include the following:
i. Congregate meals;
ii. Congregate meals screening;
iii. Nutrition education and nutrition counseling; and
iv. Outreach.
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January — December 2021
OAA 203.21
c. Home Delivered Nutrition Services (IIIC2 Program)
In -home nutrition services are provided to reduce hunger and food insecurity; promote socialization and
the health and well-being of older individuals by assisting such individuals to gain access to nutrition and
other disease prevention and health promotion services. Services include the following:
i. Home delivered meals;
ii. Nutrition education and counseling;
iii. Outreach; and
iv. Screening/Assessment.
d. Disease Prevention and Health Promotion Services (Title IIID Program) —AAA administers
Evidence -Based Disease Prevention and Health Promotion (EBDPHP) services have been demonstrated
through evaluation to be effective for improving health and wellbeing or reducing disease, disability, and/or
injury among older adults. The ACL defines EBDPHP services as meeting highest -level criteria. Only
services that meet the highest -level criteria are allowable under the IIID Program. EBDPHP services must
be delivered per the requirements of the program and ensure program fidelity. EBDPHP services include
the following:
i. A Matter of Balance;
ii. Active Living Every Day;
iii. Arthritis Foundation Exercise Program;
iv. Arthritis Foundation Tai Chi Program (Tai Chi for Arthritis);
V. Arthritis Self -Management Program;
vi. Brief Intervention & Treatment for Elders (BRITE);
vii. Chronic Disease Self -Management Program;
viii. Chronic Pain Self -Management Program;
ix. Diabetes Empowerment Education Program (DEEP);
X. Diabetes Self -Management Program;
xi. Disease Information;
xii. Enhance Fitness;
xiii. Enhance Wellness;
xiv. Fit and Strong!;
xv. Healthy Eating Every Day;
xvi. Healthy Ideas;
xvii. Healthy Moves for Aging Well;
xviii. Home Injury Control;
xix. HomeMeds;
xx. Physical Fitness;
xxi. Powerful Tools for Caregivers;
xxii. Program to Encourage Active Rewarding Lives for Seniors (PEARLS);
xxiii. Programa de Manejo Personal de la Artritis;
xxiv. Programa de Manejo Personal de la Diabetes;
24
January — December 2021 OAA 203.21
xxv. Stepping On;
xxvi. Stay Active and Independent for Life (SAIL);
xxvii. Tai Chi/Tai Ji Quan Moving for Better Balance (Highest -Level);
xxviii. Tomando Control de su Salud;
xxix. Un Asunto de Equilibrio; and
xxx. Walk with Ease.
e. Caregiver Support Services (IIIE Program)
The following services are intended to provide direct aid to caregivers in the areas of health, nutrition, and
financial literacy, and to assist them with decision -making and problem -solving related to their caregiving
roles and responsibilities, Services include the following:
i. Adult Day Care/Adult Day Health Care;
ii. Caregiver Training/Support;
iii. Counseling (Gerontological and Mental Health/Screening);
iv. Education/Training;
V. Financial Risk Reduction (Assessment and Maintenance);
vi. Information;
vii. Intake;
viii. Outreach;
ix. Powerful Tools for Caregivers;
X. Referral/Assistance;
xi. Respite Services (In -Home and Facility Based);
xii. Screening/Assessment; and
xiii. Transportation.
(1) Caregiver Support Supplemental Services (IIIES Program)
At least ten percent (10%), but no more than twenty percent (20%), of the total Title IIIE funds
shall be used to provide supplemental support services. The following services are provided to
complement the care provided by caregivers. Services include the following:
(a) Chore and Chore (Enhanced);
(b) Housing Improvement;
(c) Legal Assistance;
(d) Material Aid; and
(e) Specialized Medical Equipment, Services and Supplies.
(2) Caregiver Support Grandparent Services (IIIEG Program)
At least five percent (5%), but no more than ten percent (10%), of the total Title IIIE funds shall be
used to provide support services to grandparents and older individuals who are relative caregivers.
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January December 2021
OAA 203.21
Services for grandparents or older individuals who are relative caregivers that are designed to help
them meet their caregiving obligations include the following. Services include the following:
(a) Caregiver Training/Support;
(b) Child Day Care;
(c) Counseling (Gerontological and Mental Health/Screening);
(d) Education/Training;
(e) Legal Assistance;
(f) Outreach;
(g) Referral/Assistance;
(h) Screening/Assessment;
(i) Sitter; and
0) Transportation.
f. Provision of Services
The Agency and/or Contractor shall ensure the provision of the services described in this contract are in
accordance with the current DOEA Programs and Services Handbook, the Agency's Department -approved
Area Plan, and the tasks described in Section II.A.
g. Complaint Procedures
The Agency and/or Contractor shall develop and implement complaint procedures and ensure that
subcontractors develop and implement complaint procedures to process and resolve client dissatisfaction
with services. Complaint procedures shall address the quality and timeliness of services, provider and
direct service worker complaints, and all other issues except the termination, suspension, or reduction of
services, which shall be addressed through the grievance process as described in Appendix D of the DOEA
Programs and Services Handbook. Complaint procedures shall include notification to all clients of the
complaint procedure and include tracking the date, nature, and disposition of each complaint.
E. Reports
The Contractor shall respond to additional, routine, or special requests for information and reports required by the
Agency in a timely manner as determined by the Agency Contract Manager. The Contractor shall establish reporting
deadlines and due dates for subcontractors that permit the Contractor to review and validate the data and meet the
Agency's reporting requirements.
1. OAA Annual Volunteer Activity Report
The Contractor shall submit an OAA Annual Volunteer Activity Report electronically, to Area Agency Programs
Department at the following email address: P r o g r a m s & a a a s w f l. o r g, per the report specifications
provided in Attachment XII. The Annual Volunteer Activity Report must be completed and submitted to the
Agency by January 10, 2021.
2. CIRTS Reports
a. Contractor shall input OAA-specific and NSIP-specific data into CIRTS. To ensure CIRTS data accuracy,
the Contractor shall use CIRTS-generated reports which include the following:
i. Client Reports;
ii. Monitoring Reports;
iii. Services Reports;
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January December 2021 OAA 203.21
iv. Miscellaneous Reports;
v. Fiscal Reports; and
vi. Outcome Measurement Reports.
b. CIRTS Data Entries for Contractors
The Agency must require Contractors to enter all required data for clients and services in the CIRTS
database per the DOEA Programs and Services Handbook and the CIRTS User Manual — Aging Provider
Network users (located in Documents on the CIRTS Enterprise Application Services). Contractors must
enter this data into the CIRTS database prior to submitting their Requests for Payment and Receipts and
Expenditure Reports to the Agency. The Agency shall establish deadlines for completing CIRTS data entry
to ensure compliance with due dates for the Requests for Payment and Receipts and Expenditure Reports
that Contractor must submit to the Agency.
c. Contractors' Monthly CIRTS Reports
Contractor must run monthly CIRTS reports and verify that client and service data in the CIRTS database
is accurate. This report must be submitted to the Agency with the monthly Request for Payment and
Receipts and Expenditure Reports. The Agency will review and approve the Contractor's Request for
Payment and Receipts and Expenditure Reports.
d. Quarterly Mental Distress Reports
The Contractor must run at a minimum quarterly CIRTS Mental Distress Reports and provide follow-up
contacts to all active clients (other than clients who are active in SMMC LTC) identified with new (from
their most recent assessment) and persistent (from their two most recent) mental distress. Follow-up
information must be submitted in CIRTS and will be reviewed by the Agency's Contract Manager on a
quarterly basis. Follow-ups shall include wellness checks (either over the phone or in person), address the
client's needs for mental health counseling or support, care through a medical professional, referrals to
aging network services, referrals to community resources, etc.
3. Annual Service Cost Reports
The Agency shall require Contractors to annually submit to the Agency service cost reports, which reflect actual
costs of providing each service. This Annual Service Cost Report will be due by February 25, of each year. The
report will include actual costs for performing all services during the preceding calendar year. Supporting
documentation must accompany the report, which will include General Ledger, Trial Balance and/or Statement
of Revenue and Expenditures along with a narrative explanation and justification of rate differences.
Any multi -year contracts entered into with service providers on or after the effective date of this contract shall
contain a provision requiring the contract's parties to re-evaluate the contract's reimbursement rates on an annual
basis. The Contractor may annually renegotiate rates based on factors including but not limited to a review of
sustainability, the respective consumer price index, or current market conditions. However, it is the intent of the
Department and/or Agency that the quality of services provided to current program recipients not be reduced.
Unit Cost Methodology worksheets, along with supporting documentation and narrative explanation, must be
submitted by August 1 of each year, if a rate increase is being requested.
4. Surplus/Deficit Report
The Contractor shall submit a Consolidated Surplus/Deficit Report, Lead Spending Report, in a format provided
by the Agency, to the Agency's Contract Manager by the 18th of each month. This Consolidated Surplus/Deficit
Report is for all agreements and/or contracts between the Contractor and the Agency and must include the
following:
e. A list of all subcontractors and their status regarding surplus/deficit;
L The Contractor's detailed plan on how the surplus/deficit spending which exceeds the threshold specified
by the Agency will be resolved;
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January December 2021 OAA 203.21
g. Recommendations to transfer funds to resolve surplus/deficit spending;
h. Input from the Contractor's Board of Directors on resolution of spending issues, if applicable;
i. Number of clients currently on APCL that receive a priority ranking score of four (4) or five (5); and
j. Number of clients currently on the APCL designated as Imminent Risk.
5. OAA National Aging Program Information System (NAPIS) Report
Data required for the OAA NAPIS Report that is not recorded in CIRTS will be provided to the Agency Contract
Manager in the format and on the date established by the Agency.
6. Program Highlight Narratives
The Contractor shall submit brief written narratives to the Agency for publication in the Program Highlight
sections of the Agency's Summary of Programs and Services, which is hereby incorporated by reference, to
include any subsequent revisions thereof. The narratives shall reference specific events that have occurred since
the last submission of Program Highlight narratives, including new success stories, quotes, testimonials, or
human -interest vignettes. The narratives shall be written for a general audience, with no acronyms or technical
terms. For all agencies or organizations that are referenced in the narratives, the Contractor shall provide a brief
description of their mission or role. The active tense shall be consistently used in the narratives to identify the
specific individuals or entities that performed the activities described in the narratives. The Contractor shall
review and edit narratives for clarity, readability, relevance, specificity, human interest, and grammar prior to
submitting them to the Agency.
7. Congregate Meal Site and Food Service Vendor Verification Report
The Agency shall conduct monthly reviews of the PSA's congregate meal site information to verify the accuracy
of the information on file. Congregate meal site information includes, but may not be limited to, the address of
the meal site, meal service time, name of caterer/vendor, and days of meal service. Any changes to congregate
meal site information must be submitted to the Agency Contract Manager. Any changes to this information that
the Contractor is made aware of prior to the Contractor's monthly report submission shall be communicated to
the Agency Contract Manager within 48 hours of the change (or in advance as appropriate). A comprehensive
annual verification is due by May 15t' of each year.
F. Records and Documentation
1. The Contractor agrees to make available to Agency staff and any party designated by the Agency all contract
related records and documentation. The Contractor shall ensure the collection and maintenance of all program
related information and documentation on any system designated by the Agency. Maintenance includes valid
exports and backups of all data and systems according to Department and/or Agency standards. Data must be
usable and must be maintained in a format that is readable to the Agency.
2. CIRTS Data and Maintenance
The Contractor shall ensure monthly collection and maintenance of client and service information in CIRTS or
any other system designated by the Agency. Maintenance includes ensuring that all data is accurate and current
and performing valid exports and backups of all data and systems according to Agency standards.
3. Policies and Procedures for Records and Documentation
The Contractor shall maintain written policies and procedures for computer system backup and recovery and
shall have the same requirement of its subcontractors. These policies and procedures shall be made available to
the Agency upon request.
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OAA 203.21
4. CIRTS Address Validation
The Contractor shall work with the Agency to ensure that client addresses are correct in CIRTS for disaster
preparedness efforts. At least annually, and more frequently as needed, the Agency will provide direction on
how to validate CIRTS addresses to ensure they can be mapped. The Contractor will receive a list of unmatched
addresses that cannot be mapped, and the Contractor will be responsible for working with the local service
providers to correct addresses and send a list to the Agency with confirmed addresses. The Agency will use
this information to update maps, client rosters, and unmatched addresses and disseminate this information to
the local service providers.
G. Performance Specifications
1. Outcomes and Outputs (Performance Measures)
At a minimum, the Contractor shall:
a. Ensure the provision of the services described in this contract are in accordance with the DOEA Programs
and Services Handbook, the current Agency's Department -approved Area Plan, and Section II.A.
b. Timely and accurately submit to the Agency all documentation and reports described in Attachment I,
Section II.E.
c. Timely and accurately, per Attachment X, submit to the Agency Attachments XI -Exhibits 1-5 (whichever
reports pertain to the Contractor's specific contract).
d. Develop and document strategies to support the Agency's Area Plan to support the Agency's standard of
performance achievement, including increases in the following:
i. Percentage of most frail elders who remain at home or in the community instead of going into a nursing
home;
ii. Percentage of APS referrals who need immediate services to prevent further harm who are served within
seventy-two (72) hours;
iii. Percentage of active clients eating two or more meals per day;
iv. Percentage of new service recipients whose ADL assessment score has been maintained or improved;
v. Percentage of new service recipients whose IADL assessment score has been maintained orimproved;
vi. Percentage of caregivers who, after service intervention, self -report being very confident about their
ability to continue to provide care; and
vii. Percentage of customers who are at imminent risk of nursing home placement who are served with
community -based services.
2. The Contractor's performance of the measures in G.1, above, will be reviewed and documented in the
Agency's Annual Programmatic Monitoring Reports.
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 via telephone, in writing, or an on -
site visit. The primary, secondary, or signatory of the contract must be available for any on -site programmatic
monitoring visit. The Agency reserves the right to conduct an on -site visit unannounced by persons duly
authorized by the Agency. 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. The Agency may use, but is not limited to, one or more of the following methods for monitoring:
a. Desk reviews and analytical reviews;
b. Scheduled, unscheduled, and follow-up on -site visits;
c. Client visits;
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OAA 203.21
d. Review of independent auditor's reports;
e. Review of third -party documents and/or evaluation;
f. Review of progress reports;
g. Review of customer satisfaction surveys;
h. Agreed -upon procedures review by an external auditor or consultant;
i. Limited -scope reviews; and
j. Other procedures as deemed necessary by the Agency.
4. Performance Definitions
"Work day" shall mean a provider's staff member's eight (8) hour work period, unless specifically noted
otherwise. "Day" shall mean a calendar day, unless specifically noted otherwise.
H. Contractor Responsibilities
1. Contractor Unique Activities
All tasks listed above in Section II. are solely and exclusively the responsibility of the Contractor and are tasks
for which, by execution of this contract, the Contractor agrees to be held accountable.
2. Coordination with Other Providers and/or Entities
Notwithstanding that services for which the Contractor is held accountable involve coordination with other
entities in performing the requirements of this contract, the failure of other providers or entities does not
alleviate the Contractor from any accountability for tasks or services that the Contractor is obligated to perform
pursuant to this contract.
I. Agency Responsibilities
1. Agency Obligations
The Agency may, within its resources, provide technical support and/or assistance to the Contractor to assist
the Contractor in meeting the requirements of this contract. The Agency's support and assistance, or lack
thereof, shall not relieve the Contractor from full performance of contract requirements.
2. Agency Determinations
The Agency reserves the exclusive right to make certain determinations in the tasks performed by the Contractor
and the approaches used by the Contractor to perform those tasks. The absence of the Agency setting forth a
specific reservation of rights does not mean that all other areas of the contract are subject to mutual agreement.
III. METHOD OF PAYMENT
A. Payment Method Used
The method of payment for this contract is a combination of Fixed-Fee/Unit Rate, Cost Reimbursement, and
Advance Payments subject to the availability of funds and Contractor performance. The Agency will pay the
Contractor upon satisfactory completion of the Tasks/Deliverables, as specified in the attachment regarding the
budget and rate summary and in accordance with all other terms and conditions of this contract.
B. Unit of Service
1. Fixed Fee/Unit Rate
Contractor must meet the minimum level of performance stated in the contract to receive payment. Payments
for Fixed Fee/Unit Rates shall not exceed amounts established in Attachment VIII.
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OAA 203.21
2. Fixed Rates for NSIP Program
Payments for NSIP Fixed rate shall not exceed the unit rate of service identified below:
Service to be Provided
Unit of Service
Unit Rate
Eligible Congregate and Home Delivered Meals
1 unit = 1 meal
$.72
COLLIER
Service to be Provided
Unit of Service
Unit Rate
Maximum Units
Allocation
Eligible Congregate and
1 unit = 1 meal
$.72
71,845
$51,728.59
Home Delivered Meals
3. Cost Reimbursement
Payment shall only be authorized for allowable expenditures, per the limits specified in the Budget Summary
(Attachment VIII). All cost reimbursement Requests for Payment must include the actual Receipts and
Expenditure Reports, beginning with the first month of the contract. The Contractor must meet the minimum
level of performance stated in the contract to receive payment.
The Contractor agrees to distribute funds as detailed in the Agency's Area Plan Update and the Budget
Summary (Attachment VIII). Any change in the total amounts of the funds identified on the Budget Summary
form requires a contract amendment.
C. Advance Payments
The Contractor may request up to two (2) months of advances at the start of the contract period to cover program
administration, outreach, and service costs. The payment of an advance will be contingent upon the sufficiency and
amount of funds released to the Agency by the State of Florida (budget release). The Contractor's requests for
advance payments require the written approval of the Agency's Contract Manager. For the first month's advance
request, the Contractor shall provide the Agency's Contract Manager documentation justifying the need for an
advance and describing how the funds will be distributed. If the Contractor is requesting two (2) months of advances,
documentation must be provided reflecting the cash needs of the Contractor within the initial two (2) months and
should be supported through a cash -flow analysis or other information appropriate to demonstrate the Contractor's
financial need for the second month of advances. If sufficient budget is available, and the Agency's Contract
Manager, in his or her sole discretion, has determined that there is a justified need for an advance, the Agency will
issue approved advance payments after January 1st of the contract year. Advance payments will not be issued for
NSIP.
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OAA 203.21
1. Any advance payments the Contractor requests for subcontractors must be distributed within seven (7) days of
receipt of payment from the Agency. The Contractor shall submit to the Agency documentation to support full
distribution of advanced funds with Request for Payment, report number 5, due to the Agency on April 09,
2021, in accordance with Invoice Schedule (Attachment IX).
2. All advance payments retained by the Contractor must be fully expended no later than March 31, 2021. Any
portion of advanced payments not expended must be recouped on the Request for Payment, report number 5,
due to the Agency on April 09, 2020, in accordance with the Invoice Schedule (Attachment IX).
3. Advance recoupment shall start with the third monthly Request for Payment submission, in accordance with
the Invoice Schedule (Attachment IX). The amount of recoupment shall be equally divided between the
remaining number of Requests for Payment invoices due for the contract year. All advances should be recorded
in Part C,1 of the report (Attachment XI), and shall be fully recouped by the end of the contract year or when
funds are fully expended, whichever is first).
4. Interest earned on advances must be identified separately by source of funds (state or federal). Contractors shall
maintain advanced payments of federal funds in FDIC interest bearing accounts unless an exception is made in
accordance with 45 CFR § 75.305. Earned interest must be returned to the Agency at the end of each quarter of
the contract period.
D. Invoice Instructions
Payment shall be made upon the Contractor's presentation of an invoice subsequent to the acceptance by the Agency
of the deliverables shown on the invoice. The form and substance of each invoice submitted by the Contractor shall
be as follows:
1. The invoice shall include a "Remit to" address that corresponds exactly to the remittance address identified in
the MyFloridaMarketPlace (MFMP) registration.
2. The monthly invoice shall include the units of services established in the Agency's Department -approved Area
Plan, per the requirements in the DOEA Programs and Services Handbook, at the rates established in
Attachment VIII, Service Rate Report. Documentation of service delivery shall include a report consisting of
the following: number of clients served, number of service units provided by service, and rate per service unit,
with calculations that equal the total invoice amount. Any change to the Agency's Department -approved budget
after the execution of this contract shall require approval from the Agency's Contract Manager prior to being
made. Any change to the total contract amount requires a contract amendment.
3. The Contractor shall consolidate requests for payment from subcontractors and receipts and expenditure reports
that support the requests for payment and shall submit to the Agency Requests for Payment (Attachment X),
and Receipt and Expenditure Reports (Attachment XI -Exhibits 1-5 according to Contractor's contract).
4. The Contractor shall include with the Fixed Fee/Unit Rate portion of its invoice the units of services provided
based on rates established in Attachment VIII, number of clients, and the rates for the services provided per the
requirements described in the deliverables and service tasks. The Contractor shall clearly state the provider
name, the report month, and the invoice number on the invoice.
5. All Requests for Payment shall be based on the submission of actual monthly Receipts and Expenditure Reports
beginning with the first month of the contract. The schedule for submission of advanced payment requests
(when available) and invoices can be found in the Invoice Schedule (Attachment IX).
6. Final contract invoices must be submitted to the Agency no later than February 15, 2022.
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OAA 203.21
E. Payment Withholding
Any payment due by the Agency under the terms of this contract may be withheld pending receipt and approval by
the Agency of all financial and programmatic reports due from the Contractor and any adjustments thereto,
including any disallowance not resolved.
F. Corrective Action Plan
1. Contractor shall ensure 100% of the deliverables identified in Section II.D. are performed pursuant to contract
requirements.
2. If at any time the Contractor is notified by the Agency Contract Manager that it has failed to correctly,
completely, or adequately perform contract deliverables identified in Section II.D., the Contractor will have ten
(10) days to submit a Corrective Action Plan (CAP) to the Agency Contract Manager that addresses the
deficiencies and states how the deficiencies will be remedied within a time period approved by the Agency
Contract Manager. The Agency shall assess a financial consequence for non-compliance on the Contractor as
referenced in Section III.G. for each deficiency identified in the CAP which is not corrected pursuant to the
CAP. The Agency will also assess a financial consequence for failure to timely submit a CAP to the Agency.
3. If the Contractor fails to correct an identified deficiency within the Agency -approved period specified in the
CAP, the Agency shall deduct the percentage established in Section III.G. from the payment for the invoice of
the following month.
4. If the Contractor fails to timely submit a CAP to the Agency, the Agency shall deduct the percentage established
in Section III.G. for each day the CAP is overdue. The deduction will be made from the payment for the invoice
of the following month.
G. Financial Consequences
The Agency will withhold or reduce payment if the Contractor fails to perform the deliverables to the satisfaction
of the Agency according to the requirements referenced in Section II.D. The following financial consequences will
be imposed if the deliverables stated do not meet in part or in whole the performance criteria as outlined in Section
II.D.:
1. Delivery of services to eligible clients as referenced in Section II.A.2. and Section II.D.1. of this contract —
Failure to comply with established assessment and prioritization criteria, as evidenced by CIRTS reports, will
result in a 2% reduction of payment per business day. The reduction of payment will begin on the first business
day following the Agency's notification to the Contractor that the identified deficiency was not cured or
satisfactorily addressed in accordance with the Agency -approved CAP.
2. Services and units of services as referenced in Section II.D.2. of this contract — Failure to provide services in
accordance with the current DOEA Programs and Services Handbook, the service tasks described in Section
II.A., and Attachment VIU, or failure to submit required documentation will result in a 2% reduction of payment
per business day. The reduction of payment will begin the first business day following the Agency's notification
to the Contractor that the identified deficiency is not cured or satisfactorily addressed in accordance with the
Agency -approved CAP.
3. Administrative duties as referenced in Section II.D.3. of this contract — Failure to perform management and
oversight of program operations will result in a 2% reduction of payment per business day. The reduction of
payment will begin the first business day following the Agency's notification to the Contractor that the
identified deficiency was not cured or satisfactorily addressed in accordance with the Agency approved CAP.
4. Timely submission of a CAP — Failure to timely submit a CAP within ten (10) business days afternotification
of a deficiency by the Agency Contract Manager will result in a 2% reduction of payment per business day the
CAP is not received. The reduction of payment will begin with the subsequent invoice received from the
Contractor and shall be prorated for each day the CAP was late following the due date specified by the Agency
and shall remain in effect until the contractor complies with the submission requirement.
5. Exceptions may be granted solely, in writing, by the Agency Contract Manager.
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IV. SPECIAL PROVISIONS
A. Final Budget and Funding Revision Requests
Final requests for budget revisions or adjustments to contract funds based on expenditures for provided services
must be submitted to the Agency Contract Manager in writing no later than December 31, 2021; email requests are
considered acceptable.
B. Contractor's Financial Obligations
1. Matching, Level of Effort, and Earmarking Requirements
The Contractor will assure, through a provision in subcontracts, a match requirement of at least ten percent
(10%) of the cost for services funded through this contract. The Contractor's and/or subcontractor's match will
be made in the form of cash and/or in -kind resources. The Contractor shall report match funds by title each
month. At the end of the contract period, the Contractor must properly match OAA funds that require a match.
2. Consumer Contributions
Consumer contributions are to be used under the following terms:
a. The Contractor assures compliance with Section 315 of the OAA, as amended in 2016, regarding consumer
contributions;
b. Voluntary contributions are not to be used for cost sharing or matching;
c. Voluntary contributions are to be used only to expand services; and
d. Accumulated voluntary contributions are to be used prior to requesting federal reimbursement.
3. Use of Service Dollars and Management of the Assessed Priority Consumer List
The Contractor is expected to spend all federal, state, and other funds provided by the Agency for the purpose
specified in this contract. For each program managed by the Contractor, the Contractor must manage the service
dollars in such a manner as to avoid having a wait list and a surplus of funds at the end of the contract period. If
the Agency determines that the Contractor is not spending service funds accordingly, the Agency may transfer
funds to other Lead Agencies during the contract period and/or adjust subsequent funding allocations as
allowable under state and federal law.
4. Title III Funds
The Contractor assures compliance with Section 306 of the OAA, as amended in 2016, and will not use funds
received under Title III to pay any part of a cost (including an administrative cost) incurred by the Contractor
to maintain a contractual or commercial relationship that is not carried out to implement Title 111.
C. Remedies for Nonconforming Services
1. The Contractor shall ensure that all goods and/or services provided under this contract are delivered timely,
completely, and commensurate with required standards of quality. Such goods and/or services will only be
delivered to eligible program participants.
2. If the Contractor fails to meet the prescribed quality standards for services, such services will not be reimbursed
under this contract. In addition, any nonconforming goods (including home delivered meals) and/or services
not meeting such standards will not be reimbursed under this contract. The Contractor's signature on the
Request for Payment Form certifies maintenance of supporting documentation and acknowledgement that the
Contractor shall solely bear the costs associated with preparing or providing nonconforming goods and/or
services. The Agency requires immediate notice of any significant and/or systemic infractions that compromise
the quality, security, or continuity of services to clients.
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OAA 203.21
D. Incident Reporting
The Contractor shall notify the Agency immediately but no later than forty-eight (48) hours from the Contractors
awareness or discovery of changes that may materially affect the Contractor or any subcontractor's ability to
perform the services required to be performed under this contract. Such notice shall be made orally to the Agency
Contract Manager (by telephone) with an email to immediately follow, including the Contractor's plan for provision
of services required by contract. This plan must detail the Contractor's anticipated plan for ensuring a continuity in
services for each client impacted by and for the duration of the incident. Following submission of the plan, the
Contractor's is expected to provide the Agency updates in a frequency determined by the Agency as appropriate
until the incident is resolved.
E. Volunteers
The Contractor shall ensure the use of trained volunteers in providing direct care services delivered to older
individuals and those individuals with disabilities needing such services. If possible, the Contractor shall work in
coordination with organizations that have experience in providing training, placement, and stipends for volunteers
or participants (such as the Senior Community Service Employment Program or organizations carrying out federal
service programs administered by the Corporation for National and Community Service).
F. Enforcement
1. In accordance with Section 430.04, F.S., the Agency/and or Department shall rescind designation of a lead
agency or take intermediate measures against the Contractor, including corrective action, unannounced special
monitoring, temporary assumption of operation of one or more programs by the Agency, placement on
probationary status, imposing a moratorium on Contractor action, imposing financial penalties for
nonperformance, or other administrative action pursuant to Chapter 120, F.S., if the Agency and/or Department
finds that any of the following have occurred:
a. An intentional or negligent act of the Contractor has materially affected the health, welfare, or safety of
clients, or substantially and negatively affected the operation of an aging services program.
b. The Contractor lacks financial stability sufficient to meet contractual obligations or that contractual funds
have been misappropriated.
c. The Contractor has committed multiple or repeated violations of legal and regulatory requirements or
Agency and/or Department standards.
d. The Contractor has failed to continue the provision or expansion of services after the declaration of a state
of emergency.
e. The Contractor has exceeded its authority or otherwise failed to adhere to the terms of this contract with
the Agency and/or Department or has exceeded its authority or otherwise failed to adhere to the provisions
specifically provided by statute or rule adopted by the Agency.
L The Contractor has failed to properly determine client eligibility as defined by the Agency or efficiently
manage program budgets.
g. The Contractor has failed to implement and maintain an Agency -approved client grievance resolution
procedure.
2. In making any determination under this provision the Agency may rely upon findings of another state or federal
agency, or other regulatory body. Any claims for damages for breach of contract are exempt from administrative
proceedings and shall be brought before the appropriate entity in the venue of Lee County, Florida. In the event
the Department and/or Agency initiates action to rescind a lead agency designation, the Agency shall follow
the procedures set forth in 42 U.S.C. § 3025(b).
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G. Investigation of Criminal Allegations
Any report that implies criminal intent on the part of the Contractor or any subcontractors and referred to a
governmental or investigatory agency must be sent to the Agency. If the Contractor has reason to believe that the
allegations will be referred to the State Attorney, a law enforcement agency, the United States Attorney's office, or
governmental agency, the Contractor shall notify the Area Agency and/or Inspector General at the Department
immediately. A copy of all documents, reports, notes, or other written material concerning the investigation, whether
in the possession of the Contractor or subcontractors, must be sent to the Area Agency and/or Department's
Inspector General with a summary of the investigation and allegations.
REMAINDER OF PAGE INTENTIONALL Y LEFT BLANK
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OAA 203.21
ATTACHMENT II
FINANCIAL AND COMPLIANCE AUDIT
The administration of resources awarded by the Agency to the Contractor may be subject to audits and/or monitoring by the
Area Agency on Aging for Southwest Florida, Inc., as described in this section.
MONITORING
In addition to reviews of audits conducted in accordance with 2 CFR Part 200 (formerly OMB Circular A-133 as revised),
and Section 215.97, F.S., (see "AUDITS" below), monitoring procedures may include, but not be limited to, on -site visits
by the Agency staff, limited scope audits and/or other procedures. By entering into this contract, the Contractor agrees to
comply and cooperate with any monitoring procedures/processes deemed appropriate by the Agency. In the event the Agency
determines that a limited scope audit of the Contractor is appropriate, the Contractor agrees to comply with any additional
instructions provided by the Agency to the Contractor regarding such audit. The Contractor further agrees to comply and
cooperate with any inspections, reviews, investigations, or audits deemed necessary by the Chief Financial Officer (CFO)
or Auditor General.
AUDITS
PART L• FEDERALLY FUNDED
This part is applicable if the Contractor is a State or local government or a non-profit organization as defined in 2 CFR Part
200, Subpart A.
In the event that the Contractor expends $750,000.00 or more in federal awards during its fiscal year, the Contractor must
have a single or program -specific audit conducted in accordance with the provisions of 2 CFR Part 200. Financial and
Compliance Audit Attachment, Exhibit 2 indicates federal resources awarded through the Agency by this contract. In
determining the federal awards expended in its fiscal year, the Contractor shall consider all sources of Federal awards,
including federal resources received from the Agency. The determination of amounts of Federal awards expended should
be in accordance with 2 CFR Part 200. An audit of the Contractor conducted by the Auditor General in accordance with the
provisions of 2 CFR Part 200 will meet the requirements of this part.
In connection with the audit requirements addressed in Part I, paragraph 1, the Contractor shall fulfill the requirements
relative to auditee responsibilities as provided in 2 CFR § 200.508.
If the Contractor expends less than $750,000.00 in federal awards in its fiscal year, an audit conducted in accordance with
the provisions of 2 CFR Part 200 is not required. In the event that the Contractor expends less than $750,000.00 in federal
awards in its fiscal year and elects to have an audit conducted in accordance with the provisions of 2 CFR Part 200, the cost
of the audit must be paid from non-federal resources (i.e., the cost of such audit must be paid from Contractor resources
obtained from other than federal entities.)
An audit conducted in accordance with this part shall cover the entire organization for the organization's fiscal year.
Compliance findings related to contracts with the Agency shall be based on the contract's requirements, including any rules,
regulations, or statutes referenced in the contract. The financial statements shall disclose whether or not the matching
requirement was met for each applicable contract. All questioned costs and liabilities due to the Agency shall be fully
disclosed in the audit report with reference to the Area Agency on Aging for Southwest Florida, Inc. contract involved. If
not otherwise disclosed as required by 2 CFR § 200.510 the schedule of expenditures of federal awards shall identify
expenditures by contract number for each contract with the Agency in effect during the audit period. Financial reporting
packages required under this part must be submitted within the earlier of 30 days after receipt of the audit report or 9 months
after the end of the Contractor's fiscal year end.
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OAA 203.21
PART II: STATE FUNDED
This part is applicable if the Contractor is a non -state entity as defined by Section 215.97(2), F.S.
In the event that the Contractor expends a total amount of state financial assistance equal to or in excess of $750,000.00 in
any fiscal year of such Contractor, the Contractor must have a State single or project -specific audit for such fiscal year in
accordance with Section 215.97, F.S.; applicable rules of the Department of Financial Services; and Chapter 10.550 (local
governmental entities) or 10.650 (nonprofit and for -profit organizations), Rules of the Auditor General. Financial
Compliance Audit Attachment, Exhibit 2 indicates state financial assistance awarded through the Agency by this contract.
In determining the state financial assistance expended in its fiscal year, the Contractor shall consider all sources of state
financial assistance, including state financial assistance received from the Agency, other state agencies, and other non -state
entities. State financial assistance does not include Federal direct or pass -through awards and resources received by a non -
state entity for Federal program matching requirements.
In connection with the audit requirements addressed in Part II, paragraph 1, the Contractor shall ensure that the audit
complies with the requirements of Section 215.97(8), F.S. This includes submission of a financial reporting package as
defined by Section 215.97(2), F.S., and Chapter 10.550 (local governmental entities) or 10.650 (nonprofit and for -profit
organizations), Rules of the Auditor General.
If the Contractor expends less than $750,000.00 in state financial assistance in its fiscal year, an audit conducted in
accordance with the provisions of Section 215.97, F.S., is not required. In the event that the Contractor expends less than
$750,000.00 in state financial assistance in its fiscal year and elects to have an audit conducted in accordance with the
provisions of Section 215.97, F.S., the cost of the audit must be paid from the non -state entity's resources (i.e., the cost of
such an audit must be paid from the Contractor resources obtained from other than State entities).
An audit conducted in accordance with this part shall cover the entire organization for the organization's fiscal year.
Compliance findings related to contracts with the Agency shall be based on the contract's requirements, including any
applicable rules, regulations, or statutes. The financial statements shall disclose whether or not the matching requirement
was met for each applicable contract. All questioned costs and liabilities due to the Agency shall be fully disclosed in the
audit report with reference to the Agency contract involved. If not otherwise disclosed as required by Rule 69I- 5.003,
F.A.C., the schedule of expenditures of state financial assistance shall identify expenditures by contract number for each
contract with the Agency in effect during the audit period. For local governmental entities, financial reporting packages
required under this part must be submitted within 45 days after delivery of the audit report, but no later than 12 months after
the Contractor's fiscal year end. For non-profit or for -profit organizations, financial reporting packages required under this
part must be submitted within 45 days after delivery of the audit report, but no later than 9 months after the Contractor's
fiscal year end. Notwithstanding the applicability of this portion, the Agency retains all right and obligation to monitor and
oversee the performance of this contract as outlined throughout this document and pursuant to law.
PART III: REPORT SUBMISSION
Copies of financial reporting packages for audits conducted in accordance with 2 CFR Part 200 and required by Part I of this
Financial Compliance Audit Attachment, shall be submitted, when required by 2 CFR § 200.512 by or on behalf of the
Contractor directly to each of the following:
Federal Audit Clearinghouse
Bureau of the Census
1201 East 101' Street
Jeffersonville, IN 47132
Pursuant to 2 CFR § 200.512, all other Federal agencies, pass -through entities and others interested in a reporting package
and data collection form must obtain it by accessing the Federal Audit Clearinghouse.
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OAA 203.21
The Contractor shall submit a copy of any management letter issued by the auditor, to the Area Agency on Aging for
Southwest Florida, Inc. at the following address:
Area Agency on Aging for Southwest Florida, Inc.
Attn: Chief Financial Officer
2830 Winkler Ave., Suite 112
Fort Myers, FL 33916
Additionally, copies of financial reporting packages required by this contract's Financial Compliance Audit Attachment,
Part II, shall be submitted by or on behalf of the Contractor directly to each of the following:
The Area Agency on Aging for Southwest Florida, Inc. at the following address:
Area Agency on Aging for Southwest Florida, Inc.
Attn: Chief Financial Officer
2830 Winkler Ave., Suite 112
Fort Myers, FL 33916
The Auditor General's Office at the following address:
State of Florida Auditor General
Claude Pepper Building, Room 574
111 West Madison Street
Tallahassee, Florida 32399-1450
Any reports, management letters, or other information required to be submitted to the Agency pursuant to this contract shall
be submitted timely in accordance with 2 CFR Part 200, F.S., and Chapter 10.550 (local governmental entities) or 10.650
(nonprofit and for -profit organizations), Rules of the Auditor General, as applicable.
Contractors, when submitting financial reporting packages to the Agency for audits done in accordance with 2 CFR Part 200
or Chapter 10.550 (local governmental entities) or 10.650 (nonprofit and for -profit organizations), Rules of the Auditor
General, should indicate the date that the reporting package was delivered to the Contractor in correspondence
accompanying the reporting package.
PART IV: RECORD RETENTION
The Contractor shall retain sufficient records demonstrating its compliance with the terms of this contract for a period of
six (6) years from the date the audit report is issued, and shall allow the Agency or its designee, the CFO, or Auditor General
access to such records upon request. The Contractor shall ensure that audit working papers are made available to the Agency
or its designee, CFO, or Auditor General upon request for a period of six (6) years from the date the audit report is issued,
unless extended in writing by the Agency.
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OAA 203.21
ATTACHMENT II -EXHIBIT 1
PART L• AUDIT RELATIONSHIP DETERMINATION
Contractors who receive state or federal resources may or may not be subject to the audit requirements of 2 CFR Part 200
and/or Section 215.97, F.S. Contractors who are determined to be recipients or sub -recipients of federal awards and/or
state financial assistance may be subject to the audit requirements if the audit threshold requirements set forth in Part I
and/or Part II of Exhibit 1 are met. Contractors who have been determined to be vendors are not subject to the audit
requirements of 2 CFR § 200.38, and/or Section 215.97, F.S. Regardless of whether the audit requirements are met,
Contractors who have been determined to be recipients or sub -recipients of Federal awards and/or state financial
assistance must comply with applicable programmatic and fiscal compliance requirements.
In accordance with 2 CFR Part 200 and/or Rule 69I-5.006, F.A.C., Contractor has been determined to be:
Vendor not subject to 2 CFR § 200.38 and/or Section 215.97, F.S.
X Recipient/sub-recipient subject to 2 CFR § 200.86 and § 200.93 and/or Section 215.97, F.S.
Exempt organization not subject to 2 CFR Part 200 and/or Section 215.97, F.S. For Federal awards, for -profit
organizations are exempt; for state financial assistance projects, public universities, community colleges, district
school boards, branches of state (Florida) government, and charter schools are exempt. Exempt organizations must
comply with all compliance requirements set forth within the contract or award document.
NOTE: If a Contractor is determined to be a recipient/sub-recipient of federal and/or state financial assistance, and has been
approved by the Agency to subcontract, they must comply with Section 215.97(7), F.S., and Rule 69I-5.006, F.A.C. [state
financial assistance] and/or 2 CFR § 200.330[federal awards].
PART II: FISCAL COMPLIANCE REQUIREMENTS
FEDERAL AWARDS OR STATE MATCHING FUNDS ON FEDERAL AWARDS. Contractors who receive Federal
awards, state maintenance of effort funds, or state matching funds on Federal awards and who are determined to be a sub -
recipient must comply with the following fiscal laws, rules, and regulations:
STATES, LOCAL GOVERNMENTS AND INDIAN TRIBES MUST FOLLOW:
2 CFR § 200.416 - § 200.417 — Special Considerations for States, Local Governments and Indian Tribes*
2 CFR § 200.201 —Administrative Requirements**
2 CFR § 200 Subpart F — Audit Requirements
Reference Guide for State Expenditures
Other fiscal requirements set forth in program laws, rules, and regulations
NON-PROFIT ORGANIZATIONS MUST FOLLOW:
2 CFR § 200.400 - § 200.411 — Cost Principles*
2 CFR § 200.100 — Administrative Requirements
2 CFR § 200 Subpart F — Audit Requirements
Reference Guide for State Expenditures
Other fiscal requirements set forth in program laws, rules, and regulations
EDUCATIONAL INSTITUTIONS (EVEN IF A PART OF A STATE OR LOCAL GOVERNMENT)
MUST FOLLOW:
2 CFR § 200.418 — § 200.419 — Special Considerations for Institutions of Higher Education*
2 CFR § 200.100 — Administrative Requirements
2 CFR § 200 Subpart F — Audit Requirements
Reference Guide for State Expenditures
Other fiscal requirements set forth in program laws, rules, and regulations
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OAA 203.21
*Some Federal programs may be exempted from compliance with the Cost Principles Circulars as noted in 2 CFR
§ 200.400(5)(c).
**For funding passed through U.S. Health and Human Services, 45 CFR Part 75; for funding passed through U.S.
Department of Education, 34 CFR Part 80.
STATE FINANCIAL ASSISTANCE. Contractors who receive state financial assistance and who are determined to be a
recipient/sub-recipient must comply with the following fiscal laws, rules and regulations:
Sections 215.97 & 215.971, F.S.
Chapter 69I-5, F.A.C.
State Projects Compliance Supplement
Reference Guide for State Expenditures
Other fiscal requirements set forth in program laws, rules, and regulations
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OAA 203.21
ATTACHMENT II -EXHIBIT 2
FUNDING SUMMARY
Note: Title 2 CFR § 2003 3 l,as revised, and Section 215 97(5), F. S., require that the information about federal programs and StateProj ects be
provided tothe Recipient and are stated in The Financial And Compliance Audit Attachment 11, Exhibit I provided to the recipient.
Information contained herein is a prediction offunding sources and related amounts based on the contract budget.
1. FEDERAL RESOURCES AWARDED TO THE SUBRECIPIENT PURSUANT TO THIS CONTRACT
CONSIST OF THE FOLLOWING:
COLLIER COUNTY
GRANT AWARD FAIN# : 2101FLOASS, 2101 FLOACM, 2101FLOAHD, 2101FLOAPH, 2101FLOAFC, 2101FLOANS
DUNS NUMBER: 076997790
FEDERAL AWARD DATE: OCTOBER 22, 2020
PROGRAM TITLE
FUNDING SOURCE
CFDA
AMOUNT
Older Americans Act Title II113 —
Transportation
$ 8,296.26
Support Services
U.S. Health and Human Services
93.044
$ 303,516.64
$ 311,812.90
Total IIIB
OAA Title IIIC1 — Congregate Meals
U.S. Health and Human Services
93.045
$ 398,639.91
Total IIIC1
OAA Title III C2 — Home Delivered Meals
U.S. Health and Human Services
93.045
$ 336,204.85
Total IIIC2
Older Americans Act Title III E
Services (Title III E)
$ 138,428.48
Supplement Services (Title III ES)
U.S. Health and Human Services
93.052
$ 14,143.40
Grandparent Services (Title III EG)
$ 6,083.23
$ 158,655.11
Total IIIE
Nutrition Services Incentive Program (NSIP)
U.S. Health and Human Services
93.053
$ 51,728.59
TOTAL FEDERAL AWARD
$1,257,041.36
COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED PURSUANT TO
THIS CONTRACT ARE AS FOLLOWS:
FEDERAL FUNDS:
2 CFR Part 200Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards/
OMB Circular A-133 — Audits of States, Local Governments, and Non -Profit Organizations
2. STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS CONTRACT CONSIST OF
10 so I us aW 0 Q13,1i"AWE"
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT TO THIS
CONTRACT ARE AS FOLLOWS:
STATE FINANCIAL ASSISTANCE
Section 215.97 & 215.971, F.S., Chapter 69I-5, F.A.C., State Projects Compliance Supplement
Reference Guide for State Expenditures
Other fiscal requirements set forth in program laws, rules, and regulations
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OAA 203.21
ATTACHMENT III
CERTIFICATIONS AND ASSURANCES
Agency will not award this contract unless Contractor completes this CERTIFICATIONS AND ASSURANCES. In
performance of this contract, Contractor provides the following certifications and assurances:
A. Debarment and Suspension Certification (29 CFR Part 95 and 45 CFR Part 75)
B. Certification Regarding Lobbying (29 CFR Part 93 and 45 CFR Part 93)
C. Nondiscrimination & Equal 01212ortunit3: Assurance (29 CFR Part 37 and 45 CFR Part 80)
D. Certification Regarding Public Entity Crimes. section 287,133. F.S.
E. Association of Community Organizations for Reform Now (ACORN) Funding Restrictions Assurance
(Pub. L. 111-117)
F. Scrutinized Companies Lists and No Boycott of Israel Certification. section 287.135, F.S.
G. Certification Regarding Data Integrity Compliance for Contracts. Agreements, Grants. Loans. and
Cooperative Agreements
H. Verification of Employment Status Certification
Records and Documentation
J. Certification Regarding Inspection of Public Records
A. CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY
MATTERS — PRIMARY COVERED TRANSACTION.
The undersigned Contractor certifies, to the best of its knowledge and belief, that it and its principals:
1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from
covered transactions by a Federal department or agency;
2. Have not within a three-year period preceding this contract been convicted or had a civil judgment rendered against
them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing
a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State
antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records,
making false statements, or receiving stolen property;
3. Are not presently indicated or otherwise criminally or civilly charged by a government entity (Federal, State, or
local) with commission of any of the offenses enumerated in paragraph A.2. of this certification; and/or
4. Have not within a three-year period preceding this application/proposal had one or more public transactions
(Federal, State, or local) terminated for cause of default.
The undersigned shall require that language of this certification be included in the documents for all subcontracts at all
tiers (including subcontracts, sub -grants, and contracts under grants, loans, and cooperative agreements) and that all
sub -recipients and contractors shall provide this certification accordingly.
B. CERTIFICATION REGARDING LOBBYING — CERTIFICATION FOR CONTRACTS, GRANTS, LOANS,
AND COOPERATIVE AGREEMENTS.
The undersigned Contractor certifies, to the best of its knowledge and belief, that:
No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for
influencing or attempting to influence an officer or employee of Congress or an employee of a Member of Congress in
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OAA 203.21
connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan,
the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification
of any Federal contract, grant, loan, or cooperative agreement.
If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or
attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of
Congress, or employee of a Member of Congress in connection with a Federal contract, grant, loan, or cooperative
agreement, the undersigned shall also complete and submit Standard Form — LLL, "Disclosure Form to Report
Lobbying," in accordance with its instructions.
The undersigned shall require that language of this certification be included in the documents for all subcontracts at all
tiers (including subcontracts, sub -grants, and contracts under grants, loans, and cooperative agreements) and that all
sub -recipients and contractors shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this contract was made or
entered into. Submission of this certification is a prerequisite for making or entering into this contract imposed by 31
U.S.C. § 1352. Any person who fails to file the required certification shall be subject to a civil penalty of not less than
$10,000 and not more than $100,000 for each such failure.
C. NON- DISCRIMINATION & EQUAL OPPORTUNITY ASSURANCE (29 CFR PART 37 AND 45 CFR PART
80). - As a condition of the Contract, Contractor assures that it will comply fully with the nondiscrimination and equal
opportunity provisions of the following laws:
1. Section 188 of the Workforce Investment Act of 1998 (WIA), (Pub. L. 105-220), which prohibits discrimination
against all individuals in the United States on the basis of race, color, religion, sex, national origin, age, disability,
political affiliation, or belief, and against beneficiaries on the basis of either citizenship/status as a lawfully admitted
immigrant authorized to work in the United States or participation in any WIA Title I -financially assisted program
or activity.
2. Title VI of the Civil Rights Act of 1964 (Pub. L. 88-352), as amended, and all requirements imposed by or pursuant
to the Regulation of the Department of Health and Human Services (45 CFR Part 80), to the end that, in accordance
with Title VI of that Act and the Regulation, no person in the United States shall, on the ground of race, color, or
national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to
discrimination under any program or activity for which the Applicant receives Federal financial assistance from the
Agency.
3. Section 504 of the Rehabilitation Act of 1973 (Pub. L. 93-112), as amended, and all requirements imposed by or
pursuant to the Regulation of the Department of Health and Human Services (45 CFR Part 84), to the end that, in
accordance with Section 504 of that Act and the Regulation, no otherwise qualified handicapped individual in the
United States shall, solely by reason of his handicap, be excluded from participation in, be denied the benefits of,
or be subjected to discrimination under any program or activity for which the Applicant receives Federal financial
assistance from the Agency.
4. The Age Discrimination Act of 1975 (Pub. L. 94-135), as amended, and all requirements imposed by or pursuant
to the Regulation of the Department of Health and Human Services (45 CFR Part 91), to the end that, in accordance
with the Act and the Regulation, no person in the United States shall, on the basis of age, be denied the benefits of,
be excluded from participation in, or be subjected to discrimination under any program or activity for which the
Applicant receives Federal financial assistance from the Agency.
5. Title IX of the Education Amendments of 1972 (Pub. L. 92-318), as amended, and all requirements imposed by or
pursuant to the Regulation of the Department of Health and Human Services (45 CFR Part 86), to the end that, in
accordance with Title IX and the Regulation, no person in the United States shall, on the basis of sex, be excluded
from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any education
program or activity for which the Applicant receives Federal financial assistance from the Agency.
6. The American with Disabilities Act of 1990 (Pub. L. 101-336), which prohibits discrimination in all employment
practices including job application procedures, hiring, firing, advancement, compensation, training, and other terms,
conditions, and privileges of employment. It applies to recruitment, advertising, tenure, layoff, leave, fringe
benefits, and all other employment -related activities.
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OAA 203.21
7. Contractor also assures that it will comply with 29 CFR Part 37 and all other regulations implementing the laws
listed above. This assurance applies to Contractor's operation of the WIA Title I — financially assisted program or
activity, and to all contracts Contractor makes to carry out the WIA Title I — financially assisted program or activity.
Contractor understands that the Agency and/or DOEA and the United States have the right to seek judicial
enforcement of the assurance.
The undersigned shall require that language of this assurance be included in the documents for all subcontracts at all
tiers (including subcontracts, sub -grants, and contracts under grants, loans, and cooperative agreements) and that all
sub -recipients and contractors shall provide this assurance accordingly.
D. CERTIFICATION REGARDING PUBLIC ENTITY CRIMES, SECTION 287.133, F.S.
Contractor hereby certifies that neither it, nor any person or affiliate of Contractor, has been convicted of a Public Entity
Crime as defined in section 287.133, F.S., nor placed on the convicted vendor list.
Contractor understands and agrees that it is required to inform Agency immediately upon any change of circumstances
regarding this status.
E. ASSOCIATION OF COMMUNITY ORGANIZATIONS FOR REFORM NOW (ACORN) FUNDING
RESTRICTIONS ASSURANCE (Pub. L. 111-117).
As a condition of the Contract, Contractor assures that it will comply fully with the federal funding restrictions
pertaining to ACORN and its subsidiaries per the Consolidated Appropriations Act, 2010, Division E, Section 511 (Pub.
L. 111-117). The Continuing Appropriations Act, 2011, Sections 101 and 103 (Pub. L. 111-242), provides that
appropriations made under Pub. L. I I 1-117 are available under the conditions provided by Pub. L. I I 1-117.
The undersigned shall require that language of this assurance be included in the documents for all subcontracts at all
tiers (including subcontracts, sub -grants and contracts under grants, loans and cooperative agreements) and that all sub -
recipients and contractors shall provide this assurance accordingly.
F. SCRUTINIZED COMPANIES LISTS AND NO BOYCOTT OF ISRAEL CERTIFICATION, SECTION
287.135, F.S.
In accordance with section 287.135, F.S., Contractor hereby certifies that it has not been placed on the Scrutinized
Companies that Boycott Israel List and that it is not engaged in a boycott of Israel.
If this contract is in the amount of $1 million or more, in accordance with the requirements of section 287.135, F.S.,
Contractor hereby certifies that it is not listed on either the Scrutinized Companies with Activities in Sudan List or the
Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List and that it is not engaged in business
operations in Cuba or Syria.
Contractor understands that pursuant to section 287.135, F.S., the submission of a false certification may result in the
Agency terminating this contract and the submission of a false certification may subject Contractor to civil penalties and
attorney fees and costs, including any costs for investigations that led to the finding of false certification.
If Contractor is unable to certify any of the statements in this certification, Contractor shall attach an explanation to
this contract.
G. CERTIFICATION REGARDING DATA INTEGRITY COMPLIANCE FOR CONTRACTS, AGREEMENTS,
GRANTS, LOANS, AND COOPERATIVE AGREEMENTS
1. The Contractor and any Subcontractors of services under this contract have financial management systems
capable of providing certain information, including: (1) accurate, current, and complete disclosure of the financial
results of each grant -funded project or program in accordance with the prescribed reporting requirements; (2) the
source and application of funds for all contract supported activities; and (3) the comparison of outlays with
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OAA 203.21
budgeted amounts for each award. The inability to process information in accordance with these requirements
could result in a return of grant funds that have not been accounted for properly.
2. Management Information Systems used by the Contractor, Subcontractors, or any outside entity on which the
Contractor is dependent for data that is to be reported, transmitted, or calculated have been assessed and verified
to be capable of processing data accurately, including year -date dependent data. For those systems identified to be
non -compliant, Contractors will take immediate action to assure data integrity.
3. If this contract includes the provision of hardware, software, firmware, microcode, or imbedded chiptechnology,
the undersigned warrants that these products are capable of processing year -date dependent data accurately. All
versions of these products offered by the Contractor (represented by the undersigned) and purchased by the state
will be verified for accuracy and integrity of data prior to transfer.
4. In the event of any decrease in functionality related to time and date related codes and internal subroutines that
impede the hardware or software programs from operating properly, the Contractor agrees to immediatelymake
required corrections to restore hardware and software programs to the same level of functionality as warranted
herein, at no charge to the state, and without interruption to the ongoing business of the state, time being of the
essence.
5. The Contractor and any Subcontractors of services under this contract warrant that their policies and procedures
include a disaster plan to provide for service delivery to continue in case of an emergency, including emergencies
arising from data integrity compliance issues.
H. VERIFICATION OF EMPLOYMENT STATUS CERTIFICATION
As a condition of contracting with the Agency, Contractor certifies the use of the U.S. Department of Homeland
Security's E-verify system to verify the employment eligibility of all new employees hired by Contractor during the
contract term to perform employment duties pursuant to this contract, and that any subcontracts include an express
requirement that Subcontractors performing work or providing services pursuant to this contract utilize the E-verify
system to verify the employment eligibility of all new employees hired by the Subcontractor during the entire contract
term.
The Contractor shall require that the language of this certification be included in all sub -agreements, sub -grants, and
other agreements/contracts and that all Subcontractors shall certify compliance accordingly.
This certification is a material representation of fact upon which reliance was placed when this contract was made or
entered into. Submission of this certification is a prerequisite for making or entering into this contract imposed by
Circulars A-102 and 2 CFR Part 200 and 215 (formerly OMB Circular A -I 10).
I. RECORDS AND DOCUMENTATION
The Contractor agrees to make available to Agency staff and/or any party designated by the Agency any and all
contract related records and documentation. The Contractor shall ensure the collection and maintenance of all program
related information and documentation on any such system designated by the Agency. Maintenance includes valid
exports and backups of all data and systems according to Agency standards.
J. CERTIFICATION REGARDING INSPECTION OF PUBLIC RECORDS
1. In addition to the requirements of Section 10 of the Standard Contract, sections 119.0701(3) and (4) F.S., and any other
applicable law, if a civil action is commenced as contemplated by section 119.0701(4), F.S., and the Agency is named
in the civil action, Contractor agrees to indemnify and hold harmless the Agency for any costs incurred by the Agency
and any attorneys' fees assessed or awarded against the Agency from a Public Records Request made pursuant to
Chapter 119, F.S., concerning this contract or services performed thereunder.
a. Notwithstanding section 119.0701, F.S., or other Florida law, this section is not applicable to contracts executed
between the Agency and state agencies or subdivisions defined in section 768.28(2), F.S.
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January — December 2021 OAA 203.21
2. Section 119.01(3), F.S., states if public funds are expended by an agency in payment of dues or membership
contributions for any person, corporation, foundation, trust, association, group, or other organization, all the financial,
business, and membership records of such an entity which pertain to the public agency (Area Agency on Aging for
Southwest Florida, Inc.) are public records. Section 119.07, F.S, states that every person who has custody of such a
public record shall permit the record to be inspected and copied by any person desiring to do so, under reasonable
circumstances.
Additionally, I certify this organization does _x_ does not provide for institutional memberships.
Contractor's signature below attests that records pertaining to the dues or membership application by the Agency are
available for inspection if applicable, as stated above.
By execution of this contract, Contractor must include these provisions (A-J) in all related subcontract agreements (if
applicable).
By signing below, Contractor certifies that the representations outlined in parts A through J above are true and correct.
Signature and Title of Authorized Representative
PUBLIC SERVICE DEPARTMENT HEAD
Street Address
3339 Tamiami Trail East Suite 211
COLLIER COUNTY BOARD OF COMMISSIONERS
Naples, FL 34112
Contractor Date 01/ /2021
City, State, Zip code
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ATTACHMENT IV
ASSURANCES--NON-CONSTRUCTION PROGRAMS
Public reporting burden for this collection of information is estimated to average forty-five (45) minutes per response, including time
for reviewing instructions, searching existing data sources, gathering and maintaining the data needed and completing and reviewing
the collection of information. Send comments regarding the burden estimate or any other aspect of this collection of information,
including suggestions for reducing this burden, to the Office of Management and Budget. Paperwork Reduction Project (0348-0043),
Washington, DC 20503.
PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE OFFICE OF MANAGEMENT AND
BUDGET, SEND IT TO THE ADDRESS PROVIDED BY THE SPONSORING AGENCY.
Note: Certain of these assurances may not be applicable to your project or program. If you have questions please
contact the awarding agency. Further, certain federal awarding agencies may require applicants to certify to
additional assurances. If such is the case, you will be notified.
1. Has the legal authority to apply for federal assistance, and the institutional, managerial and financial capability
(including funds sufficient to pay the non-federal share of project cost) to ensure proper planning, management, and
completion of the project described in this application.
2. Will give the awarding agency, the Comptroller General of the United States, and if appropriate, the state, throughany
authorized representative, access to and the right to examine all records, books, papers, or documents related to the
award; and will establish a proper accounting system in accordance with generally accepted accounting standards or
agency directives.
3. Will establish safeguards to prohibit employees from using their positions for a purpose that constitutes, or presents the
appearance of, personal or organizational conflict of interest or personal gain.
4. Will initiate and complete the work within the applicable time frame after receipt of approval of the awarding agency.
5. Will comply with the Intergovernmental Personnel Act of 1970 (42 U.S.C. §§ 4728-4763) relating to prescribed standards
for merit systems for programs funded under one of the 19 statutes or regulations specified in Appendix A of OPM's
Standards for a Merit System of Personnel Administration (5 C.F.R. 900, Subpart F).
Will comply with all federal statutes relating to nondiscrimination. These include but are not limited to: (a) Title VI of
the Civil Rights Act of 1964 (P.L. 88-352) which prohibits discrimination on the basis of race, color or national origin;
(b) Title IX of the Education Amendments of 1972, as amended (20 U.S.C. §§ 1681-1683 and §§ 1685-1686), which
prohibits discrimination on the basis of sex; (c) Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C.
§ 794), which prohibits discrimination on the basis of handicaps; (d) the Age Discrimination Act of 1975, as amended
(42 U.S.C. §§ 6101-6107), which prohibits discrimination on the basis of age; (e) the Drug Abuse Office and Treatment
Act of 1972 (P.L. 92-255), as amended, relating to nondiscrimination on the basis of drug abuse; (f) the Comprehensive
Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (P.L. 91-616), as amended,
relating to nondiscrimination on the basis of alcohol abuse or alcoholism; (g) Sections 523 and 527 of the Public Health
Service Act of 1912 (42 U.S.C. §§ 290 dd-3 and 290 ee 3), as amended, relating to confidentiality of alcohol and drug
abuse patient records; (h) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. § 3601 et seq.), as amended, relating to
nondiscrimination in the sale, rental or financing of housing; (i) any other nondiscrimination provisions in the specific
statute(s) under which application for federal assistance is being made; and 0) the requirements of any other
nondiscrimination statute(s) which may apply to the application.
7. Will comply, or has already complied, with the requirements of Titles II and III of the uniform Relocation Assistance
and Real Property Acquisition Policies Act of 1970 (P.L. 91-646) which provide for fair and equitable treatment of
persons displaced or whose property is acquired as a result of federal or federally assisted programs. These requirements
apply to all interests in real property acquired for project purposes regardless of federal participation inpurchases.
48
January — December 2021 OAA 203.21
8. Will comply, as applicable, with the provisions of the Hatch Act (5 U.S.C. §§ 1501-1508 and §§ 7324-7328), which
limit the political activities of employees whose principal employment activities are funded in whole or in part with
federal funds.
9. Will comply, as applicable, with the provisions of the Davis -Bacon Act (40 U.S.C. §§ 276a to 276a-7), the Copeland Act
(40 U.S.C. § 276c and 18 U.S.C. § 874) and the Contract Work Hours and Safety Standards Act (40 U.S.C. §§ 327-
333), regarding labor standards for federally assisted construction sub -contracts.
10. Will comply, if applicable, with flood insurance purchase requirements of Section 102(a) of the Flood Disaster
Protection Act of 1973 (P.L. 93-234) which requires recipients in a special flood hazard area to participate in the
program and to purchase flood insurance if the total cost of insurable construction and acquisition is $10,000.00 or
more.
11. Will comply with environmental standards which may be prescribed pursuant to the following: (a) institution of
environmental quality control measures under the National Environmental Policy Act of 1969 (P.L. 91-190) and
Executive Order (EO) 11514; (b) notification of violating facilities pursuant to EO 11738; (c) protection of wetlands
pursuant to EO 11990; (d) evaluation of flood hazards in floodplains in accordance with EO 11988; (e) assurance of
project consistency with the approved State management program developed under the Coastal Zone Management Act
of 1972 (16 U.S.C. § 1451 et seq.); (f) conformity of federal actions to State (Clear Air) Implementation Plans under
Section 176(c) of the Clear Air Act of 1955, as amended (42 U.S.C. § 7401 et seq.); (g) protection of underground
sources of drinking water under the Safe Drinking Water Act of 1974, as amended (P.L. 93-523); and (h) protection of
endangered species under the Endangered Species Act of 1973, as amended (P.L. 93-205).
12. Will comply with the Wild and Scenic Rivers Act of 1968 (16 U.S.C. § 1721 et seq.) related to protecting components
or potential components of the national wild and scenic rivers system.
13. Will assist the awarding agency in assuring compliance with Section 106 of the National Historic Preservation Act of
1966, as amended (16 U.S.C. § 470), EO 11593 (identification and protection of historic properties), and the
Archaeological and Historic Preservation Act of 1974 (16 U.S.C. § 469a-1 et seq.).
14. Will comply with P.L. 93-348 regarding the protection of human subjects involved in research, development, and related
activities supported by this award of assistance.
15. Will comply with the Laboratory Animal Welfare Act of 1966 (P.L. 89-544, as amended, 7 U.S.C. § 2131 et seq.)
pertaining to the care, handling, and treatment of warm-blooded animals held for research, teaching, or other activities
supported by this award of assistance.
16. Will comply with the Lead -Based Paint Poisoning Prevention Act (42 U.S.C. § 4801 et seq.), which prohibits the use of
lead- based paint in construction or rehabilitation of residence structures.
17. Will cause to be performed the required financial and compliance audits in accordance with the Single Audit Act
Amendments of 1996 and 2 CFR Part 200.
18. Will comply with all applicable requirements of all other federal laws, executive orders, regulations, and policies
governing this program.
SIGNATURE OF AUTHORIZED CERTIFYING OFFICIAL
TITLE
PUBLIC SERVICE DEPARTMENT HEAD
JAMES C FRENCH
APPLICANT ORGANIZATION
DATE SUBMITTED
COLLIER COUNTY BOARD OF COMMISSIONERS
01/ /2021
49
January — December 2021
OAA 203.21
ATTACHMENT V
FLORIDA DEPARTMENT OF ELDER AFFAIRS CIVIL RIGHTS COMPLIANCE CHECKLIST
Program/Facility Name
County
AAA/Contractor
Address
Completed By
City, State, Zip Code
Date
Telephone
PART I: READ THE ATTACHED INSTRUCTIONS FOR ILLUSTRATIVE INFORMATION WHICH WILL HELP YOU COMPLETE
THIS FORM.
1. Briefly describe the geographic area served by the program/facility and the type of service provided:
For questions 2-5 please indicate the foll
2. Population of area served
3. Staff currently employed
4. Clients currently enrolled/registered
5. Advisory/Governing Board if applicable
)wing:
Total #
White
%
Black
%
Hispanic
%
Other
%
Female
%
Disabled
%
Over 40
Source of data:
Effective date:
Effective date:
PART II: USE A SEPARATE SHEET OF PAPER FOR ANY EXPLANATIONS REQUIRING MORE SPACE. IF N/A or NO, EXPLAIN.
6. Is an Assurance of Compliance on file with DOEA?
N/A
YES
NO
❑
❑
❑
7. Compare the staff composition to the population. Is staff representative of the population?
N/A
YES
NO
❑
❑
❑
8. Are eligibility requirements for services applied to clients and applicants without regard to race, color, national
N/A
YES
NO
origin, sex, age, religion, or disability?
❑
❑
❑
9. Are all benefits, services and facilities available to applicants and participants in an equally effective manner
N/A
YES
NO
regardless of race, sex, color, age, national origin, religion, or disability?
El
El
El
10. For in -patient services, are room assignments made without regard to race, color, national origin or disability?
N/A
YES
NO
11. Is the program/facility accessible to non-English speaking clients?
N/A
YES
NO
❑
❑
❑
12. Are employees, applicants and participants informed of their protection against discrimination? If YES, how?
N/A
YES
NO
Verbal ❑ Written ❑ Poster ❑
❑
❑
❑
50
January — December 2021
OAA 203.21
13. Give the number and current status of any discrimination complaints regarding services or employment filed
N/A NUMBER
against the program/facility.
❑
14. Is the program/facility physically accessible to mobility, hearing, and sight -impaired individuals?
N/A
YES NO
❑
❑ ❑
PART III: THE FOLLOWING QUESTIONS APPLY TO PROGRAMS AND FACILITIES WITH 15 OR MORE EMPLOYEES. IF
NO,
EXPLAIN.
15. Has as a self -evaluation been conducted to identify any barriers to serving disabled individuals and to make any
YES
NO
necessary modifications?
❑
❑
16. Is there an established grievance procedure that incorporates due process in the resolutionof complaints?
YES
NO
❑
❑
17. Has a person been designated to coordinate Section 504 compliance activities?
YES
NO
❑
❑
18. Do recruitment and notification materials advise applicants, employees, and participants of nondiscrimination
YES
NO
on the basis of disability?
El
F
19. Are auxiliary aids available to ensure accessibility of services to hearing and sight -impaired individuals?
YES
NO
PART IV: FOR PROGRAMS OR FACILITIES WITH 50 OR MORE EMPLOYEES AND FEDERAL CONTRACTS OF $50,000.00 OR MORE.
20. Do you have a written affirmative action plan? IfNO, explain.
YES
NO
❑
❑
Reviewed by
In Compliance: YES p NO*
Program Office
*Notice of Corrective Action Sent_/_/
Date Telephone
Response Due_/_/
On -Site ❑ Desk Review ❑
Response Received_/_/
51
January — December 2021 OAA 203.21
ATTACHMENT V
INSTRUCTIONS FOR THE CIVIL RIGHTS COMPLIANCE CHECKLIST
Describe the geographic service area such as a district, county, city, or other locality. If the program/facility serves
a specific target population such as adolescents, describe the target population. Also, define the type of service
provided.
2. Enter the percent of the population served by race, sex, disability, and over the age of 40. The population served
includes persons in the geographical area for which services are provided such as a city, county or other regional
area. Population statistics can be obtained from local chambers of commerce, libraries, or any publication from
the 1980 Census containing Florida population statistics. Include the source of your population statistics. ("Other"
races include Asian/Pacific Islanders and American Indian/Alaskan Natives.)
3. Enter the total number of full-time staff and their percent by race, sex, disability, and over the age of 40. Include
the effective date of your summary.
4. Enter the total number of clients who are enrolled, registered or currently served by the program or facility, and list
their percent by race, sex, disability, and over the age of 40. Include the date that enrollment was counted.
a. Where there is a significant variation between the race, sec, or ethnic composition of the clients and their
availability in the population, the program/facility has the responsibility to determine the reasons for such variation
and take whatever action may be necessary to correct any discrimination. Some legitimate disparities may exist
when programs are sanctioned to serve target populations such as elderly or disabled persons.
5. Enter the total number of advisory board members and their percent by race, sex, disability, and over the age of
40. If there is no advisory or governing board, leave this section blank.
6. Each recipient of federal financial assistance must have on file an assurance that the program will be conducted
in compliance with all nondiscriminatory provisions as required in 45 CFR Part 80. This is usually a standard part
of the contract language for Area Agency and/or DOEA Recipients and their Sub -grantees. 45 CFR § 80.4 (a).
7. Is the race, sex, and national origin of the staff reflective of the general population? For example, if 10% of the
population is Hispanic, is there a comparable percentage of Hispanic staff?
8. Do eligibility requirements unlawfully exclude persons in protected groups from the provision of services or
employment? Evidence of such may be indicated in staff and client representation (Questions 3 and 4) and also
through on -site record analysis of persons who applied but were denied services or employment. 45 CFR § 80.3
(a) and 45 CFR § 80.1.
9. Participants or clients must be provided services such as medical, nursing, and dental care, laboratory services,
physical and recreational therapies, counseling, and social services without regard to race, sex, color, national origin,
religion, age, or disability. Courtesy titles, appointment scheduling, and accuracy of record keeping must be
applied uniformly and without regard to race, sex, color, national origin, religion, age, or disability. Entrances,
waiting rooms, reception areas, restrooms, and other facilities must also be equally available to all clients. 45 CFR
§ 80.3 (b).
10. For in -patient services, residents must be assigned to rooms, wards, etc., without regard to race, color, national
origin, or disability. Also, residents must not be asked whether they are willing to share accommodations with
persons of a different race, color, national origin, or disability. 45 CFR § 80.3 (a).
11. The program/facility and all services must be accessible to participants and applicants, including those persons who
may not speak English. In geographic areas where a significant population of non-English speaking people live,
program accessibility may include the employment of bilingual staff. In other areas, it is sufficient to have a policy
or plan for service, such as a current list of names and telephone numbers of bilingual individuals who will assist
in the provision of services. 45 CFR § 80.3 (a).
12. Programs/facilities must make information regarding the nondiscriminatory provisions of Title VI available to their
participants, beneficiaries, or any other interested parties. 45 CFR § 80.6(d). This should include information on
their right to file a complaint of discrimination with either the Area Agency on Aging for Southwest Florida, Inc.
52
January — December 2021
10 'M 1I1 ► 1I
and/or Florida Department of Elder Affairs or the U.S. Department of Health and Human Services. 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.
13. Report number of discrimination complaints filed against the program/facility. Indicate the basis (e.g. race, color,
creed, sex, age, national origin, disability, and/or retaliation) and 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 of the complaint (e.g. settled, no reasonable cause found, failure to conciliate, failure to cooperate, under
review, etc.).
14. The program/facility must be physically accessible to mobility, hearing, and sight -impaired 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, and information and admissions
offices should be accessible. Door widths and traffic areas of administrative offices, cafeterias, restrooms,
recreation areas, counters, and serving lines 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.
15. 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:
a. Evaluate, with the assistance of disabled individual(s)/organization(s), current practices and policies that do
not comply with Section 504;
b. Modify policies and practices that do not meet Section 504 requirements;
c. Take remedial steps to eliminate the effects of any discrimination that resulted from adherence to these policies and
practices; and
d. Maintain self -evaluation on file, including a list of the interested persons consulted, a description of areas
examined, and any problems identified, and a description of any modifications made and of any remedial
steps taken 45 CFR § 84.6. (This checklist may be used to satisfy this requirement if these four steps have
been followed).
16. Programs or facilities that employ 15 or more persons shall adopt grievance procedures that incorporate appropriate
due process standards and that provide for the prompt and equitable resolution of complaints alleging any action
prohibited by Part 84 of Title 45, CFR § 84.7(b).
17. Programs or facilities that employ 15 or more persons shall designate at least one person to coordinate its efforts
to comply with Part 84 of Title 45, CFR. 45 CFR § 84.7(a).
18. Programs or facilities that employ 15 or more persons must provide appropriate initial and continuing steps to notify
participants, beneficiaries, applicants, and employees that the program/facility does not discriminate on the basis
of handicap in violation of Section 504 and part 84 of Title 45, CFR. Methods of initial and continuing notification
may include the posting of notices, publication in newspapers and magazines, placement of notices in publications
of the programs or facilities, and distribution of memoranda or other written communications. 45 CFR § 84.8(a).
19. Programs or facilities that employ 15 or more persons shall provide appropriate auxiliary aids to persons with
impaired sensory, manual, or speaking skills where necessary to afford such persons an equal opportunity to
benefit from the service in question. Auxiliary aids may include, but are not limited to, brailed and taped materials,
interpreters, and other aids for persons with impaired hearing or vision. 45 CFR § 84.52(d).
Programs/facilities with 50 or more employees and $50,000.00 in federal contracts must develop, implement, and
maintain a maintain a written affirmative action compliance program in accordance with Executive Order 11246, 41 CFR
Part 60 and Title VI of the Civil Rights Act of 1964, as amended.
53
January — December 2021
(January 2021 —December 2021)
OAA 203.21
ATTACHMENT VI
CONTRACTOR'S STATE CONTRACT LIST
Contractor's State Contract List
REPORT PERIOD:
From:
CONTRACTOR INFORMATION: To:
Name: Phone:
Address:
FEID:
Contact:
SIGNATURE: DATE:
TITLE:
54
January — December 2021
DEPARTMENT OF
ELDER
AFFAIRS
STATE OF FLORIOA
ATTACHMENT VII
BACKGROUND SCREENING
BACKGROUND SCREENING
Affidavit of Compliance - Employer
AUTHORITY: This form is required annually of all employers to comply with the attestation
requirements set forth in section 435.05(3), Florida Statutes.
The term "employer" means any person or entity required by law to conduct background screening,
including but not limited to, Area Agencies on Aging, Aging Resource Centers, Aging and Disability
Resource Centers, Lead Agencies, Long -Term Care Ombudsman Program, Serving Health Insurance Needs
of Elders Program, Service Providers, Diversion Providers, and any other person or entity which hires
employees or has volunteers in service who meet the definition of a direct service provider. See §§
435.02, 430.0402, Fla. Slat.
A direct service provider is "a person 18 years of age or older who, pursuant to a program to provide
services to the elderly, has direct, face-to-face contact with a client while providing services to the client
and has access to the client's living area, funds, personal property, or personal identification information
as defined in s. 817.568. The term includes coordinators, managers, and supervisors of residential
facilities; and volunteers." § 430.0402(1)(b), Fla. Slat.
ATTESTATION:
As the duly authorized representative of COLLIER COUNTY BOARD OF COMMISSIONERS
Employer Name
located at 3329 TA 41ALI TRAIL EAST SUITE 211 NAPLES FL 34112
Street Address city State ZIP code
I, JAMES C FRENCH do hereby affirm under penalty of perjury
Name of Representative
that the above named employer is in compliance with the provisions of Chapter 435 and section
430.0402, Florida Statutes, regarding level 2 background screening.
0,
Signature of Representative Date
STATE OF FLORIDA, COUNTY OF (,QlJJF,R
Sworn to (or affirmed) and subscribed before me this day of JANUARY , 20 21, by
James C French (Name of Representative) who is personally known
to me or produced as proof of identification.
Wendy Klopf
Print,Type, or Stamp Comm! ssionedName ofNotary Public Notary Public
00EA Form 235, Affidavit of Compliance -Employer, Effective April 2012 Section 435.05(3), F.S.
Form available at: htto://elderaffuirs.state.fl.us/eryIish/backgroundscreening.oho
Mi
January — December 2021
ATTACHMENT VIII
BUDGET AND RATE SUMMARY
OLDER AMERICANS ACT BUDGET SUMMARY
COLLIER COUNTY
1. Title III B Support Services $ 311,812.90
2. Title III C 1 Congregate Meals
3. Title III C2 Home Delivered Meals
4. Title III E Services
5. NSIP
TOTAL
$ 398,639.91
$ 336,204.85
$ 158,655.11
$ 51,728.59
$1,257,041.36
56
January — December 2021
ATTACHMENT VIII
BUDGET AND RATE SUMMARY
COLLIER
IIIB
SERVICE
REIMBURSEMENT
UNIT RATE
METHOD OF
PAYMENT
UNIT
TYPE
CASE MANAGEMENT
$54.00
Fixed Fee/Unit Rate
HOURS
CHORE
$22.29
Fixed Fee/Unit Rate
HOURS
EMERGENCY ALERT RESPONSE
$ 1.35
Fixed Fee/Unit Rate
DAYS
HOMEMAKER
$22.55
Fixed Fee/Unit Rate
HOURS
HOUSING IMPROVEMENT
Cost Reimbursement
90% of Cost
EPISODE
MATERIAL AID
Cost Reimbursement
90% of Cost
EPISODE
PERSONAL CARE
$23.48
Fixed Fee/Unit Rate
HOURS
RECREATION MATERIALS
(EMERGENCIES ONLY)
Cost Reimbursement
100% of Cost
EPISODE
RESPITE IN - HOME
$23.27
Fixed Fee/Unit Rate
HOURS
SHOPPING ASSISTANCE—COVID-19
$34.12
Fixed Fee/Unit Rate
ONE-WAY TRIPS
SKILLED NURSING SERVICES
$38.06
Fixed Fee/Unit Rate
HOURS
SPECIALIZED MEDICAL
EQUIPMENT, SERVICES, AND
Cost Reimbursement
90% of Cost
EPISODE
TELEPHONE REASSURANCE—COVID-19
$13.40
Fixed Fee/Unit Rate
EPISODE
TRANSPORTATION
Cost Reimbursement
100% of Cost
TRIPS
61VA
January — December 2021
ATTACHMENT VIII
BUDGET AND RATE SUMMARY
COLLIER COUNTY
IIIE, IIIES, & IIIEG
SERVICE
REIMBURSEMENT
UNIT RATE
METHOD OF
PAYMENT
UNIT
TYPE
IIIE-- ADULT DAY CARE
$12.76
Fixed Fee/Unit Rate
HOURS
RECREATION MATERIALS
(EMERGENCIES ONLY)
Cost Reimbursement
100% of Cost
EPISODE
RESPITE IN -HOME
$23.27
Fixed Fee/Unit Rate
HOURS
RESPITE IN -FACILITY
$11.05
Fixed Fee/Unit Rate
HOURS
SCREENING & ASSESSMENT
$55.17
Fixed Fee/Unit Rate
HOURS
SHOPPING ASSISTANCE—COVID-19
$34.12
Fixed Fee/Unit Rate
ONE-WAY
TELEPHONE REASSURANCE—COVID-19
$13.40
Fixed Fee/Unit Rate
EPISODE
IIIES-- CHORE
$22.29
Fixed Fee/Unit Rate
HOURS
Specialized Medical Equipment,
Service & Supplies
Cost Reimbursement
90% of Cost
EPISODE
MATERIAL AID
Cost Reimbursement
90% of Cost
EPISODE
IIIEG--CHILD DAY CARE
$15.00
Fixed Fee/Unit Rate
HOURS
RECREATION MATERIALS
EMERGENCIES ONLY)
Cost Reimbursement
100% of Cost
EPISODE
SCREENING AND ASSESSMENT
$55.17
Fixed Fee/Unit Rate
HOURS
SHOPPING ASSISTANCE—COVID-19
$34.12
Fixed Fee/Unit Rate
ONE-WAY
TELEPHONE REASSURANCE—COVID-19
$13.40
Fixed Fee/Unit Rate
EPISODE
60
January — December 2021
:� � 11 r• I
ATTACHMENT VIII
BUDGET AND RATE SUMMARY
C-1 & C-2
COLLIER COUNTY
SERVICE
REIMBURSEMENT
UNIT RATE
UNIT TYPE
Cl -- CONGREGATE MEALS
$11.72
MEALS
HOME DELIVERED MEALS
$ 8.07
MEALS
NUTRITION EDUCATION
$ 1.59
PARTICIPANTS
CONGREGATE MEAL SCREENING
$28.00
HOUR
CONGREGATE MEALS FOR MANAGED
LONG TERM CLIENTS
$11.72
MEALS
OUTREACH
$4.32 PER PERSON
EPISODE
SHOPPING ASSISTANCE—COVID-19
$34.12
ONE-WAY TRIPS
TELEPHONE REASSURANCE—COVID-19
$13.40
EPISODE
SERVICE
REIMBURSEMENT
UNIT RATE
UNIT TYPE
C2 -- HOME DELIVERED MEALS
$ 8.07
MEALS
NUTRITION EDUCATION
$ 1.59
PARTICIPANTS
SCREENING & ASSESSMENT
$48.76
HOUR
OUTREACH
$4.32 PER PERSON
EPISODE
SHOPPING ASSISTANCE—COVID-19
$34.12
ONE-WAY TRIPS
TELEPHONE REASSURANCE—COVID-19
$13.40
EPISODE
W
January — December 2021 OAA 203.21
ATTACHMENT IX
INVOICE SCHEDULE
Report Number
Based On
Submit to Agency
On This Date
1
January Advance*
January 1
2
February Advance*
January 1
3
January Expenditure Report
February 9 *See Note #4*
4
February Expenditure Report
March 9
5
March Expenditure Report
April 9
6
April Expenditure Report
May 9
7
May Expenditure Report
June 9
8
June Expenditure Report
July 9
9
July Expenditure Report
August 9
10
August Expenditure Report
September 9
11
September Expenditure Report
October 9
12
October Expenditure Report
November 9
13
November Expenditure Report
December 9
14
December Expenditure Report
January 9
15
Final Expenditure and Request for Payment
February 15
Legend: * Advance based on projected cash need as supported by a cash -flow analysis or other information
appropriate to demonstrate the contractor's financial need for the advance.
Note # 1: Report #1 for Advance Basis Agreements cannot be submitted to the Agency prior to
January 1 or until the agreement with the Agency has been executed.
Note #2: Report numbers 5 through 14 shall reflect an adjustment of one -tenth of the total advance
amount, on each of the reports, repaying advances issued the first two months of the agree-
ment. The adjustment shall be recorded in Part C, 1 of the report (ATTACHMENT X).
Note # 3: Submission of expenditure reports may or may not generate a payment request. If final
expenditure report reflects funds due back to the Agency, payment is to accompany the
report.
Note #4: ALL Expenditure Reports are due by 12:00 p.m. on the 9th of each month. IF the 9th falls
on a Saturday, then the report will be due by the 81h by 12:00 p.m. AND IF the 9th falls
on a Sunday, the report will be due by the 10th by 12:00 p.m. Actual submission of the
vouchers to Dept. of Elder Affairs is dependent on the accuracy of the expenditure report,
which is verified and paid by CIRTS data only. AFTER Billing submitted, DO NOT ADD
any additional units (retro or next billing period) until after the 151h of the month.
January - December 2021
ATTACHMENT X
REQUEST FOR PAYMENT
TYPE OF REPORT:
Contract #
Contract Period:
Report Period
Report #
Invoice#
PROVIDER NAME, ADDRESS, PHONE & FED ID NUMBER
Advance
Reimbursement
PSA
CERTIFICATION: I hereby certify to the best of my knowledge that this request conforms
best of my of my knowledge, all CIRTS is accurate and correct.
with the terms and the purposes set forth in the above contract. To the
Prepared By:
Date:
Approved By:
Date:
PART A:
BUDGET SUMMARY
I. Approved
Contract Amount
2. Previous Funds
RECEIVED for
Contract period
3. Contract Balance
(Line 1 minus line 2)
4. Previous Funds
REQUESTED
Not Received.
5. Contract Balance
(Line 3 minus line 4)
(1)
ADMIN.
0.00
0.00
0.00
0.00
0.00
(2)
(3)
IIICi
0.00
(4)
IIIC2
0.001
0.00
0.00
0.00
0.00
(5)
IIID
0.001
0.00
0.00
0.00
0.00
(6)
IIIE
0.001
0.00
0.00
(7)
NSIP
0.001
0.00
0.00I
0.00I
0.00
(8)
TOTAL
0.00
0.00
0.00
0.00
0.00
IIIB
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
PART B:
FUNDS REQUESTED
1. 1st-2nd Months
Request Only
2. Net Expenditures
3. Total
0.00
0.00
0.00I
0_00
0.00
0.00
0.00I
0.00I
0.00I
0.00
0.00
0.00
0.1
0.00I
0.00I
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
PART C:
NET FUNDS REQUESTED:
1. Less: Over -Advance
2. Contract Funds are
Hereby Requested
0.00
0.00
0.00
0.001
0.00
0.001
0.00
0.00
0.00
0.00
0.00
0.001
0.00
0.00
0.00
0.00
List of Services I Units I Rates provided - See attached report.
DOEA FORM 106A revised 10/19/18
DOEA Use Only
311
January - December 2021
ATTACHMENT XI
EXHIBIT 1
RECEIPTS AND EXPENDITURE REPORT
PROVIDER NAME, ADDRESS, PHONE# AND FEID#
PROGRAM FUNDING SOURCE:
Contract#
Title III
Contract Period:
I I IB
ReportPeriod
PSA
Report #
Invoice#
CERTIFICATION : I certify to the best of my knowledge and belief that this report is complete and all outlays herein are for purposes set forth in the contract.
To the best of my knowledge, all CIRTS is accurate and correct.
Prepared by : Date :
Approved by:
Date
PART A: BUDGETED INCOME/ RECEIPTS
1. Approved Budget
2. Actual Receipts
3. Total Receipts
4. Percent of
For This Report
Year to Date
Approved Budget
1. Federal Funds
$0.00
$0.00
$0.00
#DIV/0!
2. State Funds
$0.00
$0.00
$0.00
#DIV/01
3. Program Income - Non Match
$0.00
$0.00
$0.00
#DIV/01
4. Local Cash Match
$0.00
$0.00
$0.00
#DIV/01
5. SUBTOTAL: CASH RECEIPTS
$0.00
$0.00
$0.00
#DIV/0!
6. Local In -Kind Match
$0.00
$0.00
$0.00
#DIV/0!
7. TOTAL RECEIPTS
$0.00
$0.00
$0.00
#DIV/0!
PART B : EXPENDITURES
1. Approved Budget
2. Expenditures
3. Expenditures
4. Percent of
For This Report
Year to Date
Approved Budget
1. AAA Direct Services
$0.00
$0.00
$0.00
#DIV/0!
2. Subcontractor
$0.00
$0.00
$0.00
#DIV/0!
3. 111B Set Aside
$0.00
$0.00
$0.00
#DIV/0!
4. 11113 Set Aside DRR (Disaster Recovery Reserve)
$0.00
$0.00
$0.00
#DIV/0!
5. TOTAL EXPENDITURES
$0.00
$0.00
$0.00
#DIV/0!
PART C : OTHER EXPENDITURES
1. Approved Budget
2. Expenditures
3. Expenditures
4. Percent of
(For Tracking Purposes only)
For This Report
Year to Date
Approved Budget
1. Match
a. Otherand In -Kind
$0.00
$0.00
$0.00
#DIV/0!
b. Local Match
$0.00
$0.00
$0.00
#DIV/0!
2. Program Income
$0.00
$0.00
$0.00
#DIV/0!
3. TOTAL OTHER
$0.00
$0.00
$0.00
#DIV/0!
PART D: INTEREST
1. Earned on Advances $0.00
2. Return on Advances $0.00
3. Other Earned $0.00
DOEA FORM 105as-1116 revised 10/19/18
62
January - December 2021
Iffi1191 I
ATTACHMENT XI
EXHIBIT 2
RECEIPTS AND EXPENDITURE REPORT
PROVIDER NAME, ADDRESS, PHONE# AND FEID#
PROGRAM FUNDING SOURCE:
Contract #
Title
III
Contract Period:
C1
Report Period
PSA
Report #
Invoice#
CERTIFICATION: I certify to the best of my knowledge and belief that this report is complete and all outlays herein are for purposes set
forth in the contract. To the best of my knowledge, all CIRTS is accurate and correct.
Prepared by : Date :
Approved by :
Date
PART A: BUDGETED INCOME/ RECEIPTS
1. Approved Budget
2. Actual Receipts
3. Total Receipts
4. Percent of
For This Report
Year to Date
Approved Budget
1. Federal Funds
$0.00
$0.00
$0.00
#DIV/0!
2. State Funds
$0.00
$0.00
$0.00
#DIV/0!
3. Program Income - Non Match
$0.00
$0.00
$0.00
#DIV/0!
4. Local Cash Match
$0.00
$0.00
$0.00
#DIV/0!
5. SUBTOTAL: CASH RECEIPTS
$0.00
$0.00
$0.00
#DIV/0!
6. Local In -Kind Match
$0.00
$0.00
$0.00
#DIV/0!
7. TOTAL RECEIPTS
$0.00
$0.00
$0.00
#DIV/0!
PART B : EXPENDITURES
1. Approved Budget
2. Expenditures
3. Expenditures
4. Percent of
For This Report
Year to Date
Approved Budget
1. Subcontractor
$0.00
$0.00
$0.00
#DIV/0!
2. C1 Set Aside DRR (Disaster Recovery Reserve)
$0.00
$0.00
$0.00
#DIV/0!
3. TOTAL EXPENDITURES
$0.00
$0.00
$0.00
#DIV/0!
PART C : OTHER EXPENDITURES
1. Approved Budget
2. Expenditures
3. Expenditures
4. Percent of
(For Tracking Purposes only)
For This Report
Year to Date
Approved Budget
1. Match
a. Other and In -Kind
$0.00
$0.00
$0.00
#DIV/0!
b. Local Match
$0.00
$0.00
$0.00
#DIV/0!
2. Program Income
$0.00
$0.00
$0.00
#DIV/0!
3. TOTAL OTHER
$0.00
$0.00
$0.00
#DIV/0!
PART D: INTEREST
1. Earned on Advances $0.00
2. Return on Advances $0.00
3. Other Earned $0.00
DOEA FORM 105as-Cl revised 10/19/18
311
January - December 2021
ATTACHMENT XI
EXHIBIT 3
RECEIPTS AND EXPENDITURE REPORT
PROVIDER NAME, ADDRESS, PHONE# AND FEID#
PROGRAM FUNDING SOURCE:
Contract#
Title
III
Contract Period:
C2
ReportPeriod
PSA
Report #
Invoice#
CERTIFICATION: I certify to the best of my knowledge and belief that this report is complete and all outlays herein are for purposes set
forth in the contract. To the best of my knowledge, all CIRTS is accurate and correct.
Prepared by : Date :
Approved by :
Date
PART A: BUDGETED INCOME/ RECEIPTS
1. Approved Budget
2. Actual Receipts
3. Total Receipts
4. Percent of
For This Report
Year to Date
Approved Budget
1. Federal Funds
$0.00
$0.00
$0.00
#DIV/0!
2. State Funds
$0.00
$0.00
$0.00
#DIV/0!
3. Program Income - Non Match
$0.00
$0.00
$0.00
#DIV/0!
4. Local Cash Match
$0.00
$0.00
$0.00
#DIV/0!
5. SUBTOTAL: CASH RECEIPTS
$0.00
$0.00
$0.00
#DIV/0!
6. Local In -Kind Match
$0.00
$0.00
$0.00
#DIV/0!
7. TOTAL RECEIPTS
$0.00
$0.00
$0.00
#DIV/0!
PART B : EXPENDITURES
1. Approved Budget
2. Expenditures
3. Expenditures
4. Percent of
For This Report
Year to Date
Approved Budget
1. Subcontractor
$0.00
$0.00
$0.00
#DIV/0!
2. C2 Set Aside DRR (Disaster Recovery Reserve)
$0.00
$0.00
$0.00
#DIV/0!
3. TOTAL EXPENDITURES
$0.00
$0.00
$0.00
#DIV/0!
PART C : OTHER EXPENDITURES
1. Approved Budget
2. Expenditures
3. Expenditures
4. Percent of
(For Tracking Purposes only)
For This Report
Year to Date
Approved Budget
1. Match
a. Otherand In -Kind
$0.00
$0.00
$0.00
#DIV/0!
b. Local Match
$0.00
$0.00
$0.00
#DIV/0!
2. Program Income
$0.00
$0.00
$0.00
#DIV/0!
3. TOTAL OTHER
$0.00
$0.00
$0.00
#DIV/0!
PART D: INTEREST
1. Earned on Advances $0.00
2. Return on Advances $0.00
3. Other Earned $0.00
DOEA FORM 105as-C2 revised 10/19/18
CM
January - December 2021
:� � 11 r. I
ATTACHMENT XI
EXHIBIT 4
RECEIPTS AND EXPENDITURE REPORT
PROVIDER NAME, ADDRESS, PHONE# AND FEID#
PROGRAM FUNDING SOURCE:
Contract#
Title III
ContractPeriod:
IIIE
ReportPeriod
PSA
Report #
Invoice#
CERTIFICATION: I certify to the best of my knowledge and belief that this report is complete and all outlays herein are for purposes set
forth in the contract. To the best of my knowledge, all CIRTS is accurate and correct.
Prepared by: Date :-Approved
by:
Date
PART A: BUDGETED INCOME/ RECEIPTS
1. Approved Budget
2. Actual Receipts
3. Total Receipts
4. Percent of
For This Report
Year to Date
Approved Budget
1. Federal Funds
$0.00
$0.00
$0.00
#DIV/01
2. State Funds
$0.00
$0.00
$0.00
#DIV/0!
3. Program Income - Non Match
$0.00
$0.00
$0.00
#DIV/01
4. Local Cash Match
$0.00
$0.00
$0.00
#DIV/01
5. SUBTOTAL: CASH RECEIPTS
$0.00
$0.00
$0.00
#DIV/0!
6. Local In -Kind Match
$0.00
$0.00
$0.00
#DIV/0!
7. TOTAL RECEIPTS
$0.00
$0.00
$0.00
#DIV/0!
PART B : EXPENDITURES
1. Approved Budget
2. Expenditures
3. Expenditures
4. Percent of
For This Report
Year to Date
Approved Budget
1. AAA Direct Services
$0.00
$0.00
$0.00
#DIV/0!
2. Sub -Contracted Services
$0.00
$0.00
$0.00
#DIV/O!
3. TOTAL EXPENDITURES
$0.00
$0.00
$0.00
#DIV/0!
PART C : OTHER EXPENDITURES
1. Approved Budget
2. Expenditures
3. Expenditures
4. Percent of
(For Tracking Purposes only)
For This Report
Year to Date
Approved Budget
1. Match
a. Otherand In -Kind
$0.00
$0.00
$0.00
#DIV/0!
b. Local Match
$0.00
$0.00
$0.00
#DIV/0!
2. Program Income
$0.00
$0.00
$0.00
#DIV/0!
3. TOTAL OTHER
$0.00
$0.00
$0.00
#DIV/01
PART D : EXPENDITURES ANALYSIS
1. Expenditures by Services Year to Date:
2. Units of Services Year to Date
3. Number of People Served Year to Date
1.Information ..................... $0.00
........................0
..........................0
2. Assistance ...................... $0.00
........................0
..........................2
3. Counseling ..................... $0.00
........................
0
..........................0
4. Respite ......................... $0.00
........................
0
..........................0
5. Supplemental Services...... $0.00
........................
0
...........................0
6. TOTAL .......................... $0.00
Part B Line 3, column 3 should be equal to this total.
PART E : GRANDPARENT SERVICES (reported by Federal Fiscal Year)
FFY $ FFY
$
FFY
$
Match $
Match $
Match $
PART F: INTEREST
1. Earned on Advances $0.00
2. Returned on Advances $0.00
3. Other Earned $0.00
DOEA FORM 105as-IIIE revised 10/19/18
1
January — December 2021
ATTACHMENT XI
EXHIBIT 5
RECEIPTS AND EXPENDITURE REPORT
PROVIDER NAME, ADDRESS, PHONE#AND FEID#
PROGRAM FUNDING SOURCE:
Contract #
Title II I
Contract Period:
NSIP
Report Period
PSA
Report #
Invoice#
CERTIFICATION: I certify to the best of my knowledge and belief that this report is complete and all outlays herein are for purposes set
forth in the contract. To the best of my knowledge, all CIRTS is accurate and correct.
Prepared by E
by:
Date
ate: -APPFGved
PART A: EXPENDITURE COMPUTATION
YEAR TO DATE
CURRENT MONTH
CONGREGATE HOME DELIVERED
CONGREGATE HOME DELIVERED
1. Number of Meals Served
0
0
0
0
$0.00
2. Line 1 Times $ .72 cents per Meal
$0.00
$0.00
$0.00
Year To Date Total Meals 0 Current Month Total Meals 0
Year To Date Total Expenditures $0.00 Total CurrentExpenditures $0.00
PART B: CONTRACT SUMMARY
1. Approved Contract Amount
$0.00
2. Actual Expenditures for this Report
$0.00
3. Total Expenditures Year to Date
$0.00
4. Contract Balance
$0.00
DOEA FORM 105as-NSIP revised 10/19/18
30
January — December 2021 OAA 203.21
ATTACHMENT XII
OAA ANNUAL VOLUNTEER ACTIVITY REPORT SPECIFICATIONS
L Categories & Definitions
Direct Volunteers: Volunteers who have person -to -person contact with clients (e.g. I&R specialists, SHINE
counselors, and individuals providing respite and companionship).
Indirect Volunteers: Volunteers who coordinate, manage, or participate in specific services, programs, or
activities that assist paid staff in planning, implementing, and evaluating the goals and objectives of an
organization (e.g. speaker's bureau volunteer, data entry, board members, etc.).
Episodic Volunteers: Volunteers who participate in a specific, one-time event for a limited time, regardless
of direct or indirect volunteers.
NOTE: A volunteer can only be counted once. Select the category (direct, indirect, or episodic) that best describes
the individual volunteer and his/her volunteer work.
Unduplicated direct or indirect volunteers: Number of volunteers who perform service activities.
II Survey Questions
i. User input: Email address
i. User input: Survey questions
1. Number of unduplicated direct service volunteers.
1. Number of unduplicated indirect service volunteers.
2. Number of episodic volunteers engaged during the contract year.
3. Total number of direct volunteer hours served.
4. Total number of indirect volunteer hours served.
5. Total number of episodic volunteer hours served.
6. Number of clients served by volunteers.
7. Number of volunteers age 60 or older.
8. Number of volunteers under age 60.
III. Service Categories
Groupings for reporting the number of volunteers providing services during the data collection period
(January 1 — December 31). If there are no activities during the year, enter zero.
Adult Day Care: Non-residential facility specializing in providing activities for elderly individuals or
individuals with disabilities. Operates ten to twelve (10 — 12) hours per day and provides meals, social or
recreational outings, and general supervision.
Advisory Council/Board Membership: Group of experts and leaders in an industry who share knowledge,
contacts, and leadership skills to benefit an organization; comprised of people who have no material interests in
the organization other than their directorship and who are responsible for a fiduciary role within the organization.
AmeriCorps: Network of national service programs that engage members and community volunteers in
intensive service to meet needs in education, public health, and the environment. This service produces volunteers
who will provide direct services to clients.
AmeriCorps Vista: VISTA members commit to serve full-time for a year at a nonprofit organization or local
government agency, working to fight illiteracy, improve health services, create businesses, strengthen community
groups, and much more. This service produces volunteers who will provide direct services to clients.
Clerical/Administration: Complex work tasks performed under direction in support of one or more persons
serving in an administrative or professional capacity; completion of routine administrative tasks directly related
to the work of supervisor(s).
Companionship Programs: Programs that help elders to help other elders with their daily lives. Tasks may
include grocery shopping, household chores, going out to lunch, or simply visiting the elders to keep them
company.
Congregate Meals: Meal service in a group setting to individuals who cannot prepare or obtain nutritionally
adequate meals themselves. Meals assist individuals to maintain a nutritious diet.
67
January — December 2021 OAA 203.21
Consumer Education/Counseling: Enhances the capacity of mature consumers to navigate the increasingly
complex marketplace. Consumer education programs provide significant benefits, including identification of
market information, compliant and consumer redress procedures, and understanding of a technology -based
consumer environment.
Disaster Preparation/Recovery: Services provided in coordination with American Red Cross, FEMA, and
local task forces in response or in preparation of a disaster.
Education: Community outreach program of an academic institution that offers educational and cultural programs
specifically designed to foster and support lifelong learning.
Foster Grandparents: Provides a way for volunteers age 55 and older to stay active by serving children
and youth in their communities, through tutoring and mentoring.
Fundraising: Any service directly related to the solicitation of contributions for a committee, program, or organization.
Health Promotion: Programs specifically for older adults in the areas of health education, physical activity,
coordinated screening, and mental health.
Home Delivered Meals: Meal service delivered to the homes to individuals who cannot prepare or obtain
nutritionally adequate meals for themselves. Meals assist individuals to maintain a nutritious diet.
Homemaker Programs: Programs provide in -home services to elders at -risk of premature placement in a
nursing home. Clients must be 60 years of age or older.
Home Repair: Home improvement, remodeling, or handyman work, including small odd jobs, and routine tasks.
Information and Referral: One-to-one services directing elders to appropriate programs and resources based
on elders' needs and specialized knowledge of aging services within the community.
Intergenerational: Activities or programs that increase cooperation, interaction, or exchange between any two or more
generations.
Legal Assistance: Legal services to elders age 60 and older that deal with issues such as property taxes,
mobile home, and other landlord tenant issues, advance directives, Medicaid eligibility, Social Security
denial, and state and local welfare benefit denials.
RSVP: Retired Senior Volunteer Program includes a network for individuals age 55 and older who use their
skills and talents in volunteer activities such as home repairs, tutoring and mentoring, and assisting victims
of natural disasters.
Recreation: Programs for older adults including health education, physical activity, and coordinated
screening for physical and mental health.
RELIEF: Respite for Elders Living in Everyday Families offers respite services to caregivers of frail elders
and those with Alzheimer's disease and related dementia.
Respite: Service that provides a temporary break for a family member from daily caregiving responsibilities.
Safety Education Programs: Programs on home safety, driver's safety fall prevention, and other general safety
educational topics provided by a volunteer to the aging network.
Senior Companions: Volunteers provide services to elders at risk of institutionalization due to chronic illness,
disability, or isolation. Services may include transportation to medical appointments, shopping assistance,
meal preparation, companionship, and advocacy, as well as respite for caregivers.
Elder Abuse Prevention Programs: Prevention strategies for elder abuse neglect, and exploitation, fraud,
scams, identify theft, and programs on home safety. SHINE and Florida SHINE/SMP: The SHINE Program
provides free and unbiased counseling through a dedicated network of volunteers, empowering Florida seniors
to make informed decisions. Through the SHINE Program, SHINE volunteers help Medicare beneficiaries,
their families, and caregivers through education, counseling and assistance. Through the SHINE/SMP (Senior
Medicare patrol) Program, volunteers also educate beneficiaries to protect, detect and report potential errors,
fraud, and abuse with their Medicare Coverage
Special Events: Time -limited events.
Speakers' Bureau: Service that provides the right professional speaker for every type of event.
Telephone Reassurance: Scheduled telephone calls to check on homebound elders, which may include a
friendly visit from law enforcement or volunteers.
Transportation: Service provided for older adults and individuals with disabilities including lift -equipped
vehicles for wheelchair transport and medical transportation for appointments, dialysis, and chemotherapy.
January — December 2021
Area
Agency
on Aging
FOR SOUTHWEST FLORIDA
ATTACHMENT XiII
2021 Annual Volunteer Report
OAA 203.21
1st 2nd 3rd 4th
Category
Quarter Quarter Quarter Quarter
Number of unduplicated direct service volunteers
Number of unduplicated indirect service volunteers
Number of episodic volunteers engaged this quarter
Total number of direct volunteer hours served
Total number of indirect volunteer hours served
Total number of episodic volunteer hours served
Number of clients served by volunteers
Number of volunteers 60 or older
Adult Daycare
A non-residential facility specializing in providing activities for
elderly and/or handicapped individuals. Operate 10 -12 hours
per day and provide meals, social/recreational outings, and
general supervision.
Advisory Council/Board Membership
A group of assorted experts and leaders in a particular industry
that share knowledge, contacts, and leadership skills for the
betterment of a growing organization. Is comprised of people
who have no material interests in the organization other than
their directorship and are responsible for fiduciary role within
the organization.
AmeriCorps
A network of national service programs that engage members
and community volunteers in intensive service to meet critical
needs in education, public health, and the environment.
AmeriCorps Vista
VISTA members commit to serve full-time for a year at a
nonprofit organization or local government agency, working to
fight illiteracy, improve health services, create businesses,
strengthen community groups, and much more.
January — December 2021
OAA 203.21
Clerical/Administration
Under direction, performs complex clerical and administrative
work tasks in support of one or more persons serving in an
administrative or professional capacity, completes routine
administrative tasks directly related to the work of their
supervisor(s), and performs other related work as required.
Companionship Programs
A program, that helps senior citizens find persons to help them
with their daily lives. Tasks may include grocery shopping,
household chores, going out to lunch, or simply visiting the
senior's house orALF to keep them company.
Congregate Meals
An individually designed service which provides meals to waiver
participants who cannot prepare or obtain nutritionally
adequate meals for themselves, or when the provision of such
meals will decrease the need for more costly supports to provide
in -home meal preparation. These meals will assist the waiver
participant to maintain a nutritious diet.
Consumer Education/Counseling
Highlights the role of consumer education in enhancing the
capacity of mature consumers to navigate the increasingly
complex marketplace. Consumer education programs can
provide significant benefits, including identification of market
information, complaint and consumer redress procedures, and
understanding a more technology -based consumer
environment.
Disaster Preparation/Recovery
Services in coordination with American Red Cross, FEMA, &
local task forces, in response or in preparation of a disaster.
Education
A community outreach program of an academic institution that
offers educational and cultural programs specifically designed to
foster and support lifelong learning.
Fundraising
Performs any service directly related to the solicitation of
contributions for a committee, program or organization.
70
January — December 2021
OAA 203.21
Health Promotion
Programs specifically for older adults in the areas of health
education, physical activity, coordinated screening and mental
health.
Home Delivered Meals
(e.g. Meals on Wheels), an individually designed service which
provides meals to waiver participants who cannot prepare or
obtain nutritionally adequate meals for themselves, or when
the provision of such meals will decrease the need for more
costly supports to provide in -home meal preparation.
Homemaker Programs
The program provides in -home services to senior citizens.
Services are available to eligible clients who are at -risk of
premature placement in a nursing home due to a medical,
emotional or psychological impairment. Clients of the
homemaker program must be 60 years of age or older and
homebound.
Home Repair
Home improvement, remodeling or handyman work. Small
or odd jobs; and routine tasks.
Information & Referral
Provides in-depth information and referral services directing
seniors to appropriate programs and resources based on
specialized knowledge of aging services and seniors' needs
within their community.
Intergenerational
Activities or programs that increase cooperation, interaction or
exchange between any two or more generations.
71
January — December 2021
OAA 203.21
Legal Assistance
Offers free civil legal services to senior citizens age 60 and older
with no income eligibility requirements. The issues that are dealt
with may include: property tax problems, mobile home and other
landlord tenant issues, advance directives and Medicaid
eligibility, help with social security denial, and help with state
and local welfare benefit denials.
Recreation
Programs specifically for older adults in the areas of health
education, physical activity, coordinated screening and mental
health.
RELIEF
Respite for Elders Living in Everyday Families- Offers respite
services to caregivers of frail elders and those with Alzheimer's
disease and related dementia.
Respite
Provides a temporary break for a family member from daily
care -giving responsibilities.
Senior Companion
Volunteers provide services to elders at risk of
institutionalization due to chronic illness, disability or isolation.
Services include such things as transportation to medical
appointments, shopping assistance, meal preparation,
companionship and advocacy, as well as respite for caregivers
Senior Prevention/Fraud/Abuse Programs
Elder abuse prevention, Medicare fraud and abuse, identity
theft, safety education and prevention strategies including
programs on home safety etc.
SHINE
Provides educational materials and free, unbiased insurance
counseling to Florida elders, caregivers and family members.
72
January — December 2021
Special Events/Time Limited
Speaker's Bureau (list topics below)
A service that provides the right professional speaker for every
type of event.
Telephone Reassurance
Scheduled telephone calls to check on homebound seniors who
may include a friendly visit via law enforcement or volunteers.
Transportation
Programs specifically for older adults in the areas of public
transportation and specialized transportation for disabled
individuals may include lift -equipped vehicles for wheelchair
transport and medical transportation for appointments,
dialysis, and chemotherapy.
73
January — December 2021 OAA 203.21
ATTACHMENT XIV
COST REIMBURSEMENT SUMMARY
PSA
Contract#
Contract Period:
Report Period
Report # _
Budget
Category Description
Number of units
Amount
c
0
w
.E
E
TOTAL ADMINISTRATION $0.00
a
d
a
c
d
a
K
w
TOTAL EXPENSES $0.00
74