Backup Documents 07/13/2021 Item #16D17 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP 1 b D 17
• TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE
Print on pink paper. Attach to original document. The completed routing slip and original documents are to be forwarded to the County Attorney Office
at the time the item is placed on the agenda. All completed routing slips and original documents must be received in the County Attorney Office no later
than Monday preceding the Board meeting.
**NEW** ROUTING SLIP
Complete routing lines#1 through#2 as appropriate for additional signatures,dates,and/or information needed. If the document is already complete with the
exception of the Chairman's signature,draw a line through routing lines#1 through#2,complete the checklist,and forward to the County Attorney Office.
Route to Addressee(s) (List in routing order) Office Initials Date
1. Lisa N. Carr Community and Human LNC 7/8/2021
Services
2. County Attorney Office County Attorney Office CLO —)111 ‘42J`
3. BCC Office Board of County '.`
Commissioners
4. Minutes and Records Clerk of Court's Office n ) c)-4 '�3d
(Sl
PRIMARY CONTACT INFORMATION
Normally the primary contact is the person who created/prepared the Executive Summary. Primary contact information is needed in the event one of the addressees
above,may need to contact staff for additional or missing information.
Name of Primary Staff Lisa N. Carr, Senior Grants Coordinator, Phone Number 239-252-2339
Contact/ Department Community and Human Services
Agenda Date Item was July 13, 2021 Agenda Item Number 16.D.17
Approved by the BCC
Type of Document Recommendation to approve and authorize Number of Original 3
Attached the Chairperson to sign an Documents Attached
agreement between Tidal Basin
Government Consulting,LLC,acting as
a repository of grant recipient information,
and Collier County for the
purpose of data sharing between the State of
Florida Department of
Children and Families"OUR Florida"
program and the U.S. Treasury
Emergency Rental Assistance program
administered by Collier County
to assure no duplication of benefits. (All
Districts)
PO number or account N/A
number if document is
to be recorded
INSTRUCTIONS & CHECKLIST
Initial the Yes column or mark"N/A" in the Not Applicable column,whichever is Yes N/A(Not
appropriate. �,/ (Initial) Applicable)
1. Does the document require the chairman's original signature? 0 Y\ LNC
2. Does the document need to be sent to another agency for additional signatures? If yes, *LNC
provide the Contact Information(Name;Agency;Address;Phone)on an attached sheet.
3. Original document has been signed/initialed for legal sufficiency. (All documents to be LNC
signed by the Chairman,with the exception of most letters,must be reviewed and signed
by the Office of the County Attorney.
4. All handwritten strike-through and revisions have been initialed by the County Attorney's LNC
Office and all other parties except the BCC Chairman and the Clerk to the Board
5. The Chairman's signature line date has been entered as the date of BCC approval of the LNC
document or the final negotiated contract date whichever is applicable.
6. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's LNC
signature and initials are required.
I:Forms/County Forms/BCC Forms/Original Documents Routing Slip WWS Original 9.03.04,Revised 1.26.05,Revised 2.24.05;Revised 11/30/12
16017
MEMORANDUM
Date: July 16, 2021
To: Lisa Carr, Grant Coordinator
Community and Human Services
From: Teresa Cannon, Deputy Clerk
Minutes & Records Department
Re: Bi-Directional Data Exchange Agreement w/Tidal Basin
Government Consulting, LLC
Attached are three originals of the document referenced above,
(Item #16D17) approved by the Board of County Commissioners on
Tuesday, July 13, 2021.
Please return a fully executed original back to the Minutes and Records
Department for the Board's Official Records.
If you have any questions, please feel free to contact me at 252-8411.
Thank you
Attachment
160f7
BI-DIRECTIONAL DATA EXHANGE AGREEMENT
BETWEEN
TIDAL BASIN GOVERNMENT CONSULTING, LLC
AND
COLLIR COUNTY, FLORIDA
This Agreement is made and entered into by and between Tidal Basin Government Consulting,
LLC ("Tidal Basin") and Collier County, Florida.
WHEREAS, OUR Florida is Florida's state-wide federally funded emergency rental assistance
program supporting residents and businesses as they continue to recover and rebuild from the
COVID-19 public health emergency, and;
WHEREAS, on or about February 22, 2021, Tidal Basin and the State of Florida, Department of
Management Services ("DMS" or "Client") entered into State Term Contract No. 80101500-20-
01 ("State Term Contract") for Management Consulting Services, and;
WHEREAS, State of Florida, Department of Children and Families ("DCF" or "Client")
awarded Tidal Basin a Task Order ("Task Order") under the State Term Contract to provide
services in support of the Emergency Rental Assistance Program, (the "Program" or"ERAP").
The Program was established to assist eligible clients that are unable to pay rent or/utilities bills
due to the COVID-19 public health emergency, and;
WHEREAS, in order for the Program to serve residents state-wide, it is important that local
jurisdictions that also received direct ERAP allocations and, where applicable, other federal
funds for emergency rental assistance, to run programs locally coordinate closely with the State's
OUR Florida program to identify and prevent duplicative payments, known as duplication of
benefits;
NOW THERFORE, Tidal Basin and Collier County, Florida(the Parties) agree to enter into a
Data Sharing Agreement ("Agreement") to exchange data pertaining to receipt of benefits by
Program applicants for eligibility determinations, review and adjustment of federal and state
ERAP benefits, and to identify and prevent duplicative payments of federal and state ERAP
benefits.
I. PURPOSE
The purpose of this Agreement is to establish the terms and conditions by which the Parties agree
to exchange data to regarding individuals who have received ERAP benefits from Collier
County, Florida, and pursuant to Tidal Basin's Task Order with DCF.
16017
II. DEFINITIONS
A. Agreement Coordinators—the individuals appointed by the signatories as responsible for
compliance with the activities identified herein.
B. Data Exchange—A process for taking data structured under a source database and mapping
it to a target database, so that the target data is an accurate representation of the source data.
C. Covered Data - data covered by federal or state laws or regulations.
III. IMPLEMENTATION
The Parties shall follow the framework for bidirectional data exchange as set forth in Exhibit A,
"Emergency Rental Assistance— Duplication of Benefit Check System Integration."
B. Exhibit A includes the list of categorical data elements that the Parties shall exchange.
C. Any revisions to Exhibit A shall require evidence of written mutual agreement between the
Parties through the Agreement Coordinators, attaching the revised Exhibit A thereto and
maintaining said evidence in the agreement file.
IV. Security Protocols
Tidal Basin maintains multiple security protocols to protect all data and all data exchanges. All
security protocols are in compliance with Personally Identifiable Information (PII) security
protocols. These measures include Multi-Factor Authentication and Secure Network Tunnels.
Security Protocols are further outlined in Exhibit A - Emergency Rental Assistance—
Duplication of Benefit Check System Integration.
V. COSTS
This is a non-monetary agreement. The Parties shall bear its respective cost for the data exchange
and performance under this Agreement.
VI. DURATION AND DESIGNATION OF AGREEMENT COORDINATORS
A. This Agreement shall become effective on the last date of signature by the Parties and will
terminate three (3) years from said date, unless renewed or terminated. This Agreement may be
renewed for two consecutive one-year terms.
B. This Agreement may be renewed in writing with appropriate modifications as agreed upon by
the Parties.
C. This Agreement replaces and incorporates all prior negotiations, interpretations, and
understandings between the Parties. The Agreement may be mutually terminated by written
agreement of the parties or unilaterally by either party, without cause, provided the terminating
party serves the other party's Agreement Coordinator with written notice of an intent to terminate
the Agreement in no less than thirty (30) days from the date such notice is sent. Either Party may
terminate this Agreement for cause, without prior notice or warning, effective immediately upon
written notice.
2
16017
D. The Agreement Coordinators for this Agreement are:
Tidal Basin
Collier County, Florida
VII. AMENDMENTS AND CHANGES
A. With the exception of changes to Agreement Coordinator designations (Section VI.D.) any
changes, alterations, deletions, or additions to the terms set forth in this Agreement must be by
written amendment executed by all Parties. Changes to Section IV.A. shall be accomplished as
provided therein, changes to Section VI.D. may be accomplished by providing email change
notification that is acknowledged by both Parties.
B. The Parties agree to follow and be bound by the terms and conditions of any policy decisions
or directives from the federal and state agencies with jurisdiction over the use of the data
contained herein upon receipt of written notice directing that such rules, policy decisions, or
directives apply to this Agreement.
VIII. INSPECTION OF RECORDS
The Parties shall permit cognizant state and federal representatives, or their designees, to conduct
inspections described in this paragraph, or to make onsite inspections of records relevant to this
Agreement to ensure compliance with any state and federal law, regulation, or rule. Such
inspections may take place with notice during normal business hours wherever the records are
maintained. The parties shall ensure their systems are maintained in a manner sufficient to permit
an audit of compliance with this Agreement and the requirements specified above. Failure to
allow such inspections constitutes a material breach of this Agreement.
IX. LIABILITY
It is understood that neither party to this Agreement is the agent of the other and neither is liable
for the wrongful acts or negligence of the other. Each party shall be responsible for its negligent
acts or omissions and those of its officers, employees, or agents, whosoever caused, to the extent
allowed by law.
SIGNATURES ON FOLLOWING PAGE
3
16017
[SIGNATURE PAGE]
TIDAL BASIN GOVERNMENT
CONSELING, L�LC�\
By: /(/'/v
OB Coordinator, Our Florida
Date:
BOARD (I NTY CO SSI NERS
CRyS'TAL K. KINZ , CLERK k COLLIE 't OUNT , FL
By.
Attest as 4,,jobliv-fy CLERK PENNY TAYLOR, CHAIRPERSON
tignatcitt4D
F 113:?u.� �'�
°� " �Date: Z ,
Approved as to form and legality:
,1\
Jennifer A. Belpedio 0— \'>
Assistant County Attorney cy
4
16D17
EXHIBIT A
EMERGENCY RENTAL ASSISTANCE - DUPLICATION OF BENEFIT CHECK
SYSTEM INTEGRATION
The Case Management system used by Florida Department of Children and Families for
Emergency Rental Assistance Program (ERAP) is a SaaS solution provided by Tidal Basin
named Financial Assistance Management System (FAMS). FAMS is hosted on Google Cloud
Platform and leverages Google cloud infrastructure as a service offering for the system
operations. FAMS would need to receive ERAP Applicant details from Florida counties who
received direct funding from US Department of the Treasury. This data will be required to check
duplication of benefits (DOB) check while adjudicating an application received by FAMS.
FAMS will also provide applicant details to county systems for them to perform similar
duplication of benefits verification. Tidal Basin is setting up a framework for this bidirectional
data exchange between FAMS and county systems and the high-level architecture is shown
below:
� q {
Shared Storage
Integrat on-Subn et
Co
MIPP
err
SFTP Layer
Canty Systrrs t Port 22 .•
Cloud Armor,
Cloud Load Balancing
rd
C=CP F„e+.cs �
vPc .e
SFTP verifies the identity of the client and once a secured connection is established information
is exchanged. SFTP includes Secure Shell (SSH) protocol in the storage and transfer process.
Additional measures used for securing SFTP.
• Disabled FTP protocol to lock down the possibilities of a potential attack.
• Used the strongest standard encryption and hashing to authenticate data.
• SFTP Server Endpoint security is enabled by using Crowdstrike Antivirus tool.
5
16017
• Access control has been set with proper permissions on each FTP folder.
• Used IP whitelisting to allow connections only from authorized IPs.
• SFP server is running behind GCP firewall to protect it against unauthorized access.
The county systems will be onboarded for the integration by the following method.
• Tidal Basin will setup a SFTP site for each county for this bidirectional file exchange.
• SFTP site will be setup with two folders -
o Outbound—FAMS system will generate the file extract and place it here on a
frequency agreed upon with the County. County systems can download the file
extracts from this folder. Access for County systems will be Read Only on this
folder.
o Inbound—Counties can upload their file extracts to this folder. FAMS will
systematically consume this file and archive the file. Access for County Systems
will be Read and Write on this folder.
• Tidal Basin will whitelist County source IPs and provide SFTP credentials.
The files will be consumed by the FAMS API layer and will be stored in FAMS database for the
application consumption. These records will be accessed by FAMS users based on their roles and
permission.
DOB COUNTY INTEGRATION—DATA ELEMENTS
Tidal Basin and Counties will exchange the following data elements via this data exchange. The
files will be a full extract from FAMS as well as from county systems. FAMS will export the
county specific applicants and provide in the corresponding SFT Outbound folder. Frequency of
this file exchange will be decided on a county basis.
Outbound File Naming convention «CountyName>>_DOBExtract_IB.txt
Inbound File Naming convention <<CountyName>>_DOBExtract_OB.txt
File Format Pipe delimited
Data Volume Full Extract
Fields Remarks
Primary Applicant First Name
Primary Applicant Last Name
Primary Applicant Date of Birth
Address of Rental unit Line 1
Address of Rental unit Line2
City
State
6
160 7
County Name,
Preferred Frequency of Inbound File (County to Daily Weekly
FAMS) —Choose one
Preferred Frequency of Outbound File (FAMS to EDaily EWeekly
County)
Source IPs to be whitelisted in FAMS
Users who need access to FTP Site (Email ids)
Zip Code
County
Total Rental Assistance Provided
Rental Assistance - Months & Assistance E.g.: November 2020-500IDecember 2020-12001January
Amount provided 2021-1500
Total Utility Assistance Provided Only if applicable
Utility Assistance - Months & Assistance Only if applicable. E.g.: November 2020-3001December
Amount provided 2020-100jJanuary 2021-100
Primary Applicant Email If available
Primary Applicant Phone Number If available
County System Onboarding Form
Please fill this form and send to rfificulp@tidalbasin.rphc.com
7