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HomeMy WebLinkAboutAgenda Item Summary Form* IXEOAP OAALfX H AGENDA ITEM SUMMARY FORM File ID: #8235 Date: 11/18/2020 Requesting Department: City Commission Commission Meeting Date: 11/18/2020 Sponsored By: Francis Suarez District Impacted: Type: Resolution Subject: Approve of Corona Relief Fund Programs Budget Impact Analysis Total Fiscal Impact: City Commission Legislative Division Office of the Mayor Office of the City Clerk Office of Management and Budget Office of the City Attorney Office of the City Attorney Office of the City Attorney Office of the City Clerk Reviewed By Nicole Ewan Meeting Completed Valentin J Alvarez Legislative Division Review Completed Mayor's Office Signed by the Mayor Completed City Clerk's Office Signed and Attested by the City Clerk Completed Christopher M Rose Budget Review Completed Robin Jones Jackson ACA Review Completed Barnaby L. Min Deputy Attorney Review Completed Victoria Mendez Approved Form and Correctness Completed City Clerk's Office Rendered Completed 11/18/2020 9:30 AM 11/25/2020 11:32 AM 11/25/2020 4:16 PM 11/25/2020 4:21 PM 11/30/2020 6:36 AM 12/03/2020 1:24 PM 12/03/2020 4:55 PM 12/08/2020 12:48 PM 12/08/2020 2:26 PM City of Miami Legislation Resolution Enactment Number: R-20-0362 File Number: 8235 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com Final Action Date:11/18/2020 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), AUTHORIZING THE CITY MANAGER TO ESTABLISH AND APPROVE THE FOLLOWING NEW CITY OF MIAMI ("CITY") CORONAVIRUS RELIEF FUND PROGRAMS COORDINATION WITH MIAMI-DADE COUNTY'S ("COUNTY") AWARD OF SPECIAL REIMBURSEMENT LOCAL SHARE PASS -THROUGH FUNDS FROM THE FEDERAL CORONAVIRUS AID, RELIEF AND ECONOMIC SECURITY ("CARES") ACT TO RESPOND TO THE COVID-19 PANDEMIC IN AN APPROXIMATE AMOUNT OF EIGHT MILLION, FIVE HUNDRED FIFTY- FOUR THOUSAND FIVE HUNDRED FIFTY DOLLARS ($8,554,550.00), SUBJECT TO ACTUAL FUTURE ADJUSTMENTS ("CARES ACT FUNDS") IN THE FOLLOWING AMOUNTS: (1) FIVE MILLION DOLLARS ($5,000,000.00) FOR THE SMALL BUSINESS ASSISTANCE GRANT PROGRAM TO INCLUDE BOTH FOR -PROFIT AND NOT -FOR -PROFIT ORGANIZATIONS AND (2) THREE MILLION FIVE HUNDRED FIFTY-FOUR THOUSAND DOLLARS ($3,554,000.00) FOR THE INDIVIDUAL/HOUSEHOLD GROCERIES GIFT CARD PROGRAM, BOTH AS SPECIFIED IN ATTACHMENT "A", ATTACHED AND INCORPORATED, AND BOTH SUBJECT TO REQUIRED CARES ACT ELIGIBILITY DOCUMENTATION BEING SUBMITTED TO THE CITY BY APPLICANTS, FUNDING AMOUNT ALLOCATIONS AMONG CITY COMMISSION DISTRICTS AND THE MAYOR CITYWIDE BASED ON ANTI- POVERTY INTIATIVE PERCENTAGES AS PREVIOUSLY APPROVED BY THE CITY COMMISSION, AND ADDITIONAL REQUIRED CRITERIA AND CONDITIONS FOR EACH PROGRAM AS SET FORTH BELOW; FURTHER AUTHORIZING THE CITY MANAGER TO BUDGET, DE -ALLOCATE, RE- ALLOCATE, ALLOCATE, DE -APPROPRIATE, RE -APPROPRIATE, APPROPRIATE, AND ADVANCE SUCH LEGALLY AVAILABLE CITY COVID-19 PANDEMIC EMERGENCY FUNDS IN AN APPROXIMATE AMOUNT NOT TO EXCEED EIGHT MILLION, FIVE HUNDRED FIFTY-FOUR THOUSAND FIVE HUNDRED FIFTY DOLLARS ($8,554,550.00), AS NECESSARY, TO UNDERTAKE THE PROGRAMS DESCRIBED HEREIN IN ANTICIPATION OF REIMBURSEMENTS BY THE COUNTY FROM CARES ACT FUNDS; ADDITIONALLY AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ANY AND ALL NECESSARY DOCUMENTS, ALL IN FORMS ACCEPTABLE TO THE CITY ATTORNEY, TO IMPLEMENT THE PROGRAMS STATED HEREIN, SUBJECT TO ALL FEDERAL, STATE, AND LOCAL LAWS THAT REGULATE THE USE OF SUCH FUNDS, FINANCIAL INTEGRITY PRINCIPLES, AND THE PROCUREMENT CODE OF THE CITY OF MIAMI, AS AMENDED ("CITY CODE"); FURTHER AUTHORIZING THE CITY MANAGER TO ACCEPT CARES ACT REIMBURSEMENT FUNDS FROM THE COUNTY AND TO REALLOCATE SAID FUNDS, IF NECESSARY, WITHOUT FURTHER ACTION BY THE CITY COMMISSION UPON PRESENTATION OF A REPORT BY THE CITY MANAGER TO THE CITY COMMISSION WITHIN TWENTY-FIVE (25) DAYS FROM THE DATE HEREOF REGARDING THE CITY'S ACTUAL DISTRIBUTIONS OF FUNDS BY DISTRICT, CITYWIDE, AND BY RECIPIENT; RATIFYING, APPROVING, AND CONFIRMING CERTAIN NECESSARY ACTIONS OF THE CITY MANAGER AND DESIGNATED CITY OFFICIALS IN ACCORDANCE WITH THE CITY'S ANTI -DEFICIENCY ACT AND THE FINANCIAL INTEGRITY PRINCIPLES IN ORDER TO UPDATE THE RELEVANT DEPARTMENTS, FINANCIAL CONTROLS, COVID-19 EMERGENCY PROGRAMS AND FUNDING, ACCOUNTING ENTRIES, AND COMPUTER SYSTEMS IN CONNECTION THEREWITH FOR FUNDING SOURCES IN PROGRESS AND FOR NECESSARY RELATED DOCUMENT NEGOTIATIONS AND EXECUTIONS, ALL IN FORMS ACCEPTABLE TO THE CITY ATTORNEY; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, on May 28, 2020, pursuant to Resolution No. R-20-0163, the City Commission urged Miami -Dade County ("County") and the Board of County Commissioners of to transfer Coronavirus Aid, Relief, and Economic Security ("CARES") Act direct Federal funds received by the County to the City of Miami ("City") and to the other units of local government within the County to fund local governmental services, supplies, expenses, and programs in response to the Novel Coronavirus 2019 pandemic ("COVID-19"); and WHEREAS, on August 3, 2020, pursuant to Resolution No. R-20-0244, the City Commission directed and authorized the City Manager to increase the City's economic and social programs in response to COVID-19 and to submit the City's current and proposed expenses to the County for reimbursements pursuant to the CARES Act; and WHEREAS, on September 10, 2020, pursuant to Resolution No. R-20-0264, the City Commission authorized the City Manager to negotiate and execute, in a form acceptable to the City Attorney, an Interlocal Agreement with the County for the City to receive pass -through local share CARES Act funding, and accordingly, on September 11, 2020, the City entered into the related Interlocal Agreement with the County to receive federal awards as a sub -recipient to cover City services, supplies, expenses, and programs incurred due to COVID-19 and to assist residents and businesses within the City in accordance with CARES Act requirements; and WHEREAS, pursuant to the CARES Act, the funds being awarded to the City under the Interlocal Agreement with the County are subject to Federal audit, Federal compliance requirements, and recoupment by the Federal government for noncompliance and must be expended between March 1, 2020 and December 30, 2020 for CARES Act eligible expenses; and WHEREAS, the City's Administration recommends the creation and approval of the Coronavirus Relief Fund Programs ("CRF Programs") in coordination with the County's award to the City of special reimbursement local share pass -through funds to respond to COVID-19 through reimbursement; and WHEREAS, the City Commission directs that a total amount of Eight Million Five Hundred Fifty -Four Thousand Dollars ($8,554,000.00) be allocated for the following CRF Programs: (1) Five Million Dollars ($5,000,000.00) for the Small Business Assistance Grant Program and (2) Three Million, Five Hundred Fifty -Four Thousand Dollars ($3,554,000.00) for the Individual/Household Groceries Gift Card Program, with City Commission directives for each of the CRF Programs as set forth below; and WHEREAS, additionally, the City Commission has determined that such CARES Act funding received on a reimbursement basis is further subject to required CARES Act eligibility documentation being submitted to the City by CRF Programs applicants, allocations among City Commission Districts and the Mayor based upon the City's Anti -Poverty Initiative percentages as previously approved by City Commission, and additional required criteria and conditions for each CRF Program as set forth below; and WHEREAS, it is in the best interest of the City to further authorize the City Manager to budget, de -allocate, re -allocate, allocate, de -appropriate, re -appropriate, appropriate, and advance such legally available COVID-19 emergency funds in a total amount not to exceed Eight Million, Five Hundred Fifty -Four Thousand Five Hundred Fifty Dollars ($8,554,550.00) as necessary to undertake the CRF Programs in anticipation of reimbursements by the County from CARES Act funds; and WHEREAS, additionally, it is in the best interest of the City to authorize the City Manager to negotiate and execute any and all necessary documents, all in forms acceptable to the City Attorney, to implement the CRF Programs, subject to all Federal, State of Florida ("State"), local laws, the Financial Integrity Principles, and the Procurement Code of the City of Miami; and WHEREAS, it is in the best interests of the City to further authorize the City Manager to accept CARES Act reimbursement funds from the County and to reallocate said funds, if necessary, without further action by the City Commission upon presentation of a report by the City Manager to the City Commission and the Mayor within twenty-five (25) days from the date hereof regarding the City's actual distribution of the CRF Programs' funds by District, Citywide, and by recipients; and WHEREAS, it is also in the best interest of the City to ratify, approve, and confirm certain necessary actions of the City Manager and designated City Officials in accordance with the City's Anti -Deficiency Act and Financial Integrity Principles to update the relevant Departments, Financial Controls, COVID-19 emergency programs and funding, accounting entries, and computer systems in connection therewith for funding sources in progress and for necessary related document negotiations and executions, all in forms acceptable to the City Attorney; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. The City Manager is authorized' to establish and approve the new CRF Programs in coordination with the County's award of special reimbursement local share pass - through funds from the CARES Act to respond to COVID-19 in an approximate amount of Eight Million Five Hundred Fifty -Four Thousand, Five Hundred Fifty Dollars ($8,554,550.00), subject to actual future adjustments, for the CRF Programs in the following amounts: (1) Five Million Dollars ($5,000,000.00) for the Small Business Assistance Grant Program and (2) Three Million Five Hundred Fifty -Four Thousand Dollars ($3,554,000.00) for the Individual/Household Groceries Gift Card Program, as specified in Attachment "A," attached and incorporated, and subject to the following conditions: (a) Both CRF Programs require CARES Act eligibility documentation to be submitted to the City by CRF Program applicants. (b) Funding amount allocations for both CRF Programs are based upon City Anti -Poverty Initiative percentages already approved by the City Commission as follows: The herein authorization is further subject to compliance with all legal requirements that may be imposed, including but not limited to those prescribed by applicable City Charter and City Code provisions. (i) District 1: 15.9% (i i) District 2: 11.3% (iii) District 3 16.2% (iv) District 4 13.6% (v) District 5 26.3% (vi) Mayor Citywide 16.7% (c) Additional required criteria and conditions for each CRF Program are set forth below and in the respective program applications to be posted on the City's website: (i) The Small Business Assistance Grant Program is limited to applicants which are business entities (for -profit or not -for -profit) within the City's limits having Fiscal Year 2019-2020 gross revenues of One Million Dollars ($1,000,000.00) or less, which have been adversely impacted by COVID-19, have not previously received any Federal, State, or local funding for COVID-19 related expenses, and is limited to a not -to -exceed amount of Twenty Thousand Dollars ($20,000.00) for reimbursement of CARES Act eligible expenses. (ii) The Individual/Household Groceries Gift Card Program is limited to one (1) $250.00 Grocery Gift Card per household for residents within the City's limits who have been adversely impacted by COVID-19. (iii) Applicants for both CRF Programs are required to submit a sworn statement (which is subject perjury for noncompliance) regarding such applicant's CARES Act eligible expenses and uses. Section 3. The City Manager is further authorized' to budget, de -allocate, re -allocate, allocate, de -appropriate, re -appropriate, appropriate, and advance such legally available COVID-19 emergency funds in an approximate amount not to exceed Eight Million, Five Hundred Fifty -Four Thousand Five Hundred Fifty Dollars ($8,554,550.00), as necessary, to undertake the CRF Programs in anticipation of reimbursements by the County from CARES Act Funds. Section 4. The City Manager is additionally authorized' to negotiate and execute any and all necessary documents, all in forms acceptable to the City Attorney, to implement the CRF Programs, subject to all Federal, State, local laws, the Financial Integrity Principles, and the Procurement Code. Section 5. The City Manager is further authorized' to accept CARES Act reimbursement funds from the County and to reallocate said funds, if necessary, without further action by the City Commission upon presentation of a report by the City Manager to the City Commission and the Mayor within twenty-five (25) days from the date hereof regarding the City's actual distribution of CRF Programs funds by District, Citywide, and by recipient. Section 6. Certain necessary actions of the City Manager and designated City Officials in accordance with the City's Anti -Deficiency Act and the Financial Integrity Principles in order to update the relevant Departments, financial controls, COVID-19 emergency programs and funding, accounting entries, and computer systems in connection therewith for funding sources in progress and for necessary related document negotiations and executions, all in forms acceptable to the City Attorney, are approved. Section 7. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.2 APPROVED AS TO FORM AND CORRECTNESS: 1 i , na4inde�z, ity Attor iey 12/812020 Z If the Mayor does not sign this Resolution, it shall become effective at the end of ten (10) calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission.