HomeMy WebLinkAboutR-87-0002J-87-20
1/8/87
RESOLUTION NO.
A RESOLUTION RATIFYING, APPROVING AND
CONFIRMING THE CITY MANAGER"S ACCEPTANCE
OF A GRANT FROM THE, STATE OF FLORIDA, DE-
PARTMENT OF VETERAN AND COMMUNITY AF-
FAIRS, IN THE AMOUNT OF $20,000 TO CON-
DUCT A CHILD DAY CARE PROGRAM; AND FUR-
THER AUTHORIZING THE CITY MANAGER TO EX-
ECUTE THE NECESSARY CONTRACT(S) AND A-
GREEMENTS(S) TO IMPLEMENT THE PROGRAM IN
COMPLIANCE WITH THE CITY CODE.
WHEREAS, the Florida Department of Veteran and Community
Affairs offered the City of Miami a $20,000 grant to conduct a
child day care program during the fiscal year 1987; and
WHEREAS, the City Manager accepted the grant by signing an
agreement with the State of Florida; and
WHEREAS, the fiscal year 1987 appropriation to the Depart-
ment of Parks and Recreations Child Day Care Division in the
amount of $607,078 was made with the anticipation of receiving
financial support from the State of Florida; and
WHEREAS, the City anticipates receiving sufficient funds
from child day care fees to provide the required dollar -for -
dollar match for this grant;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY
OF MIAMI, FLORIDA:
Section 1. The City Managers acceptance of a grant from
the State of Florida, Department of Veteran and Community Af-
fairs, in the amount of $20,000 to conduct a child day care pro-
gram is hereby ratified, approved and confirmed.
CITY COWN15511
MEETING OF
J AN 8 1981
LESOLUTION NO.� �—
Lo
Section 2. The City Manager is hereby further authorized to
execute the necessary contract(s) and agreement(s) to implement
the program, in compliance with the City Code.
PASSED AND ADOPTED this 8th
ATTEST:
MATTY HIRAI, CITY CLERK
day of January 1987.
,XAVIER L. SUAWZ, MAYOR
PREPARED AND APPROVED BY:
)eol-'Za Z-Ze. &AW Z'r
ROBERT F. CLARK, CHIEF DEPUTY CITY ATTORNEY
APPROVED/AS TO FORM AND CORRECTNESS:
LUCIA Ak. DOUGHERTY,(- CITY ATTORNEY
-2- e7-2
0
A
^*N
CITY OF MIAMI. FLORIDA
INTER -OFFICE MEMORANDUM
To Honorable Mayor and Members
o` the City Commission
,I
FROM Cesar H. Odio
City Manager.
"*N RECOMMENDATION
DATE p r C 3 ; 4086 FILE
SUBJECT Resolution Ratifying
the Action of the City
Manager to Accent a
REFERENCES Grant Award
ENCLOSURES
It is respectfully recommended that the City Commission adopt the
attached resolution ratifying the actions of. the City Manager in
entering into an agreement with the State of Florida, Department
of Veteran and Community Affairs whereby the City shall conduct a
Child Day Care Program and further authorizing the City Manager
to accept the sum of $20,000 from the State of Florida,
Department of. Veteran and Community Affairs.
BACKGROUND
The Department of Parks, Recreation and Public Facilities has
prepared the attached resolution concerning the Community
Services Trust grant award of $20,000 which is funded through the
State of Florida Department of Veteran and Community Affairs and
which is used to supplement the cost of providing day care
services for 180 children in four (4) day care centers. The
program serves children between the ages of six weeks and five
years, with fees based on a sliding scale.
The City will provide a cash match, utilizing day care fees, in
the amount of $20,000 for a total Grant of $40,000.
This is the twelfth year the City has received funds under this
grant award.
Attachments-.
Proposed Resolution
Grant Award Agreement
CHO/WEG/CE/za
3
87-2
OR
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10/86
EXECUTIVE SUMMARY FORM
Name of party (ies) : State of Florida Department of Veteran and Community Affair.
Document type: Contract
Purpose: Grant award to the Day Care Program for salary supplement
Parks, Recreation and Public Facilities
Department/Contact/Telephone : Carmen Evans 579-6912
Expense to City/Form/Duration: None (Grant) 10-1-86to 9-30-87
Revenue to City % $20, 000 General Fund
(General Fund or Designated Area
..� . Terms ( Duration of) :
10-1-86 to 9-30-87
• Authorization by Resolution No. To Be Determined
Brief Summary:
in 'bullet" form with document highlights and explanation of
recommendation)
The State of Florida Department of Veteran and Community Affai
grant award of $20,000 to the City, to assist in providing day care—sPr%�-P�s�
for 180 children in four (4) Day Care Centers. These grant monies are used tn
supplement salaries of persons working directly with the children, and _ielns
the City to maintain adequate child/adult ratios per HRS guidelines.
Other:
Director to �'�'��� ACM/Advisor
87 s 2
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,-1
1986-87
Contract No. To Be Assigned By Department
COMMUNITY SERVICES TRUST FUND
(CSTF) AWARD AGREEMENT
THIS AGREEMENT is entered by and between the State of Florida
Department of Community Affairs (hereinafter referred to as the Department),
with headquarters in Tallahassee, Florida and city of miami
(hereinafter referred to as the Grantee).
THIS AGREEMENT/CONTRACT IS ENTERED BASED ON THE FOLLOWING FACTS:
The Department, in furtherance of its duties under Sections 409.501
through 409.506, Florida Statutes, has determined that the Grantee has
applied and qualifies for a grant under the Florida Financial Assistance for
Community Services Act.
NOW, THEREFORE, the Department and the Grantee do mutually agree as
follows:
(1) SCOPE OF WORK
The Grantee shall furnish the necessary personnel, materials, services
and facilities (except as otherwise provided herein), and shall otherwise do
all things necessary for or incident to the performance of work as set forth
in the Grantee's Community Services Trust Fund Application, attached hereto
and incorporated by this reference as Attachment A.
(2) INCORPORATION OF LAWS, RULES, AND REGULATIONS
Both the Grantee and the Department shall be governed by applicable laws
and rules, including but not limited to: Sections 409.501 through 409.506,
Florida Statutes, and Rule 9C-2, Florida Administrative Code.
(3) FUNDING
(a) The Department agrees to pay the Grantee for costs incurred in
compliance with this Agreement up to the total sum of $ 20,000.00 for
the twelve month period beginning October 1, 1986 and ending September 30,
1987.
(b) The Grantee shall match the CSTF funds identified in Clause (3)(a)
by an amount of at least one hundred percent (100%) of the funds received.
Not less than fifty percent (50%) of the required match shall be in cash.
In -kind match sources may absorb the balance of the overall one hundred
percent (100%) match requirement.
(c) The Grantee shall provide as matching funds for services under
this Agreement the following amounts:
$ 20, 002.00 CASH $ -0- IN -KIND
(d) Sources of matching funds and expenditures for all funds under
this Agreement shall be governed by the CSTF Application in Attachment A of
this Agreement. No federal funds, except federal revenue sharing funds, may
be used in part or in whole to meet the match requirements.
(e) Contingent upon Grantee's performance of services and submission
of timely reports required by Rule 9C-2, Florida Administrative Code, said
funds will be paid by the Department in quarterly amounts, provided the
Grantee has no delinquent CSTF audits or reports outstanding from prior
years and has complied in full with Articles 7 and 9 under this Agreement.
For purposes of this Agreement, the quarters will begin on October 1,
January 1, April 1, and July 1.
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(f) Compensation is further contingent upon availability of funds from
the Community Services Trust Fund created by Section 409.504, F.S.
'01 (g) Provision of funding under this Agreement shall not be construed as
a guarantee of future Qr subsequent funding to the Grantee under CSTF or any
other program administered by the Department.
(h) Not more than fifteen percent (15%) of the total of state and
required local matching funds shall be used for administrative salaries or
other administrative costs.
(i) Any CSTF monies expended in violation of this agreement shall be
refunded in full by the Grantee to the Department, or if this agreement is
still in force, shall be withheld by the Department from any subsequent
payment.
(4) PROGRAM INCOME
(a) Grantee may apply program income to meet matching requirements or may
reprogram it for eligible program activities.
(b) Program income will be accounted for in the close-out information
provided to the Department.
(5) PROCUREMENT STANDARDS
Grantee shall comply with relevant state and local laws applicable to the
procurement of supplies, equipment, construction, and services and shall
ensure that delegate agencies comply with such requirements.
(6) PROPERTY MANAGEMENT STANDARDS
Grantee shall comply with property management standards for non -
expendable property equivalent, at a minimum, to relevant state and local
laws applicable to the management of property.
(7) AUDIT
(a) The Grantee is required to submit an audit of agreement compliance
no later than December 31, 1987, unless the Grantee opts to submit an annual
financial audit of the local government as required under Section 11.45(3)(a),
Florida Statutes. The contract number of this grant shall be identied within
the audit submitted. A local government audit is due no later than seven months
following the completion of the local government fiscal year. Audits may be
submitted under one of the following options:
1. Any Grantee may submit an audit of the CSTF grant signed by an
independent certified public accountant or by a county, city or state auditor.
The audit will be submitted on forms provided by the Department or on equivalent
forms provided by the Grantee or auditor. Such audits are due by December 31,
1987.
2. Total Grant Budget of 10,000 or less. The Department will accept
an audit signed by the Grantee's Chief Financial officer on forms provided by
the Department or on equivalent forms provided by the Grantee. Such audits are
due by December 31, 1987.
3. Total Grant Budget of $10,000 or more. The Grantee may submit a
local government financial audit with the contract number for this grant
identified within the audit submitted. In selecting this option, the Grantee
agrees to submit such an audit no later than seven months after the end.of the
local government fiscal year, in complement to -the requirements of Section
11.45(3)(a), Florida Statutes. If the Grantee plans to submit such an audit,
...a copy of the local government single audit will be provided to the
Department by: (specify month/day/year
no later than seven months after the end of the local fiscal year).
Page 2 of 6
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(b) The Department may undertake such further and additional audits as
determined necessary or appropriate, including but not limited to past and
current program -wide audits, in order to determine the adequacy, accuracy,
~� and reliability of the Grantee's internal controls, fiscal data, and
management systems established to safeguard the Grantee's assets and insure
compliance with the requirements of this Agreement established by the
Department and other funding sources.
(c) If an Agreement is closed -out without an audit, the Department
reserves the right to disallow and recover any disallowed costs identified
in an audit completed after such close-out.
(8) RECORDKEEPING
(a) Grantee shall maintain all records and supporting documents
pertinent to this Agreement and such records shall be retained by the
Grantee for three (3) years following receipt by the Department of the
Grantee's final Financial Status Report, with the following exception: if
any litigation, claim or audit is started before the expiration of the three
year period and extends beyond the three year period, the records will be
maintained until all litigation, claims or audit findings involving the
records have been resolved.
(b) All records shall be sufficient to determine compliance with the
requirements and objectives of this Agreement, the CSTF Program, and all
other applicable laws and regulations. The Grantee is responsible for
maintaining and storing all records pertinent to this Agreement in an
orderly fashion in a readily accessible, permanent, and secured location.
(c) The Grantee shall allow access to its records at reasonable times
to the Department, its employees and agents. "Reasonable" shall be
construed according to the circumstances but ordinarily shall mean 8:00 a.m
to 5:00 p.m. on Monday through Friday.
(9) PERFORMANCE REPORTS
(a) For the first three quarters of the Agreement, the Grantee shall
provide the Department with a quarterly Financial Status Report within
twenty-one 21 calendar days after the end of each quarter. These
reports shall be submitted on forms provided by the Department, signed by the
Grantee's Chief Financial Officer or the Grantee's designee. If a delegate
agency representative is the designee, any reports provided to the
Department must be simultaneously submitted to the Grantee. A signature
delegation form (Attachment B) must be completed as a part of this agreement
for any such designee. Quarters run October 1 to December 31, January I to
March 31, April 1 to June 30 and July 1 to September 30. The final Financial
Status Report will be submitted as part of the Final Grant Close -Out Report
due 45 days after the end of this Agreement.
(b) For the first three quarters of the Agreement, the Grantee shall
provide the Department with quarterly Program Activity Reports within
twenty-one 21 calendar days after the end of each quarter. These reports
shall be submitted on forms provided by the Department. Quarters are the
same as listed in Section (a). The Final Program Report will be submitted
as part of the Final Grant Close -Out Report due 45 days after the end of
this Agreement.
(c) Reports not received by the date due shall be considered
delinquent, and may be considered by the Department as sufficient cause to
suspend CSTF payments.
(d) Upon reasonable notice, the Grantee shall provide such additional
program reports or information as required by the Department.
(e) The Grantee shall provide a Final Grant Close -Out Report due
forty-five (45) calendar days after the termination of this agreement. This
Close -Out Report will consist of a Summary Page, a Final Financial Status
Report and a Final Program Activity Report. Any non -accrued expenses or
Page 3 of 6
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(f) The Grantee shall make the Final Contract Close -Out Report
available to citizens, upon request, and at no charge, and shall make public
notice of the report and its availability at the time it is submitted to the
--, Department.
(10) MONITORING, EVALUATION, AND TECHNICAL ASSISTANCE
(a) The Grantee shall constantly monitor its performance under this
Agreement to ensure that time schedules are being met, projected program
activities are being accomplished within specified time periods, and other
performance goals are being achieved. This review shall be made for each
program, function, or activity set forth in Attachment A.
(b) The Department shall perform monitoring and evaluation activities
within limitations of staff time and budget, as may be necessary to assure
Grantee fiscal and program compliance and progress. Training and technical
assistance shall be provided by the Department, within limits of staff time
and budget, upon written request from the Grantee and/or upon a
determination by the Department of Grantee need.
(c) The Grantee shall allow the Department to carry out monitoring,
evaluation, and technical assistance and shall assure the cooperation of its
employees, and of any Delegates with which the Grantee contracts
to carry out CSTF program activities.
(11) DELEGATE AGENCIES
(a) Grantee may delegate to other agencies responsibility for the
performance of activities and services under this Agreement. Such
delegates shall be identified in Attachment A.
(b) Delegates undertaking or carrying out CSTF activities under this
Agreement shall do so in conformance with the terms and conditions of this
Agreement; CSTF Rule 9C-2, F.A.C., and all applicable State laws, rules,
regulations, and guidelines.
(c) Delegation under this clause shall in no way relieve the Grantee
receiving funds under this Agreement of its responsibilities to assure that
its CSTF program is administered in accordance with all State requirements.
(d) The Grantee shall be responsible for the program and fiscal
performance of its delegates and shall monitor their activities
accordingly. In the event of a delegates non-compliance with
the program or fiscal activities under this Agreement, or any other term of
this Agreement, the Grantee agrees to reimburse to the Department any and
all grant funds misused by the Grantee or its delegates.
(12) LIABILITY
The Grantee shall be solely responsible to parties with whom it shall
deal in carrying out the terms of this Agreement and shall hold the
Department harmless against all claims of whatever nature by third parties
arising out of the performance of work under this Agreement.
(13) PERIOD OF AGREEMENT
This Agreement shall begin on October 1, 1986 and shall end on
September 30, 1987, unless terminated earlier in accordance with the
provisions of Clause (14).
(14) SUSPENSION OR TERMINATION OF FUNDS
(a) The Department reserves the right to withhold or suspend.payments
to the Grantee when the reports required in Clause (9) of this Agreement are
delinquent, or when the Grantee fails to comply with the terms and
conditions of this Agreement.
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(b) The Department may terminate this Agreement for cause upon such
written notice as is reasonable under the circumstances. Cause shall
include,, but not be limited to: misuse of funds; fraud; non-compliance with
applicable rules, laws, and regulations; or failure to perform the program
or fiscal activities under this Agreement.
(c) Projects funded, in whole or in part, by these funds shall be
administered without regard to race, color, creed, sex, age or national origin.
It is expressly understood that the Department shall have the right to
terminate this Agreement for breach upon receipt of substantial evidence of
discriminatory practices by the Grantee.
(d) Suspension or termination is an appealable action under Chapter 120,
Florida Statutes. Written notification of suspension or termination shall include
notice of appeal rights and time frames.
(e) The Department reserves the right to exercise corrective remedial
actions including, but not limited to: requesting additional information
from the Grantee to determine the reasons for, or extent of non-compliance
or lack of performance; issuing a written warning advising that suspension
or termination may be initiated if the situation is not remedied; advising
the Grantee to suspend, discontinue or not incur costs on activities in
question; or requiring the Grantee to reimburse the Department for the
amount of costs incurred for any items or activities determined ineligible
or disallowed.
(15) MODIFICATIONS
(a) As provided in Rule 9C-2, the Department or the Grantee may request
modifications to this Agreement. Changes in the approved work plan may be
made by a Grantee only after formal modification to the contract is approved
in writing by the Department.
(b) All requests for budget modifications in excess of ten percent of the
line item or the total budget must be submitted to the Department for approval
thirty (30) days prior to the anticipated implementation date and should
include a description of the proposed changes and their effect upon the
approved work plan. Failure to meet this time frame may result in funding
delays.
(c) Changes within individual budget line items may be made at the
discretion of the Grantee, without Department approval, if the cumulative
effect of such changes does not exceed ten percent (10%) of the line item
total, and if the cumulative effect of the number of such changes does not
exceed ten percent of the total approved grant amount, provided that:
(1) Only unobligated funds can be transferred from one item to another
item within one budget line;
(2) The Grantee notifies the Department in writing prior to
affecting a budget change within the limitations set forth in this Section (b)
and in CSTF Rule 9C-2; and
(3) Budget changes do not result in overexpenditure of the total
approved grant amount or expenditures in excess of the administrative expense
limits.
(d) All such modifications, which are mutually acceptable to the
parties, will be incorporated in writing as amendments to this Agreement.
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(16) SPECIAL CONDITIONS
(a) The Grantee and its delegate(s) shall comply with the following
special conditions: a None
(b) Failure of the Grantee or its delegate(s) to comply with the special
conditions under this Agreement shall be cause for the immediate suspension of
payments, and may be cause for the immediate termination of this Agreement.
THIS AGREEMENT AND ITS ATTACHMENTS EMBODY THE ENTIRE AGREEMENT OF THE
PARTIES. IN WITNESS WHEREOF, THE PARTIES HERETO HAVE DULY EXECUTED THIS
AGREEMENT.
GRANTEE
BY
(Signature)
Cesar H. Odio, City Manager
(Type Name and Title)
59-6000375
Federal Identification Number
STATE OF FLORIDA
DEPARTMENT OF COMMUNITY AFFAIRS
BY
(Signature)
(Type Name and Title)
FOR THE GRANTEE: STATE OF FWRIDA, COUNTY OF Dade
Date
I hereby certify that on this day, before me, a Notary Public, City
Clerk or Clerk of the Court, authorized in the state and county named above
to take acknowledgements, personally appeared Cesar H. odio
to me known to be the person described as cry Manager
(Title)
of city of Miami , who executed the
(Name of Grantee)
foregoing Agreement, and he/she acknowledged before me that he/she executed
it in the name of and for city of Miami ,
(Name of Grantee)
affixing its seal, and that he/she was duly authorized by that governing
body of the City of Miami to do so.
(Name of Grantee)
WITNESS my hand and official seal in the county and state named above this
day of 19 .
Notary Public City Clerk Clerk of the Court
My Commission Expires:
Page 6 of 6
87_2 _.
&TACHMENT B
Contract No. to be assigned by Department
FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS
COMMUNITY SERVICES TRUST FUND
SIGNATURE AUTHORIZATION F014 — FY 1986-87
CITY OF MIAMI
GRANTEE NAME
AS SIGNIFIED BY THE GRANTEE
ON THE ORIGINAL AGREEMENT
(CONTRACT) PAGE 6 OF 6
ATTEST:
?Tatty Hirai, City Clerk
SIGNATURE
Cesar H. Odio
NAME
City Manager
TITLE
The signature of the person(s) shown below are designated and authorized
to sign fiscal reports on behalf of the contract listed above.
Carlos Garcia
NAME
Director of Finance
TITLE
Gary Houck
NAME
Assistant Director of Finance
TITLE
TO FORM AND CORRECTNESS
IA A. DOUGHERTY, CITY ATTORNEY
G7"
SIG
r
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