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HomeMy WebLinkAboutExhibit BDocuSign Envelope ID: 2F24A952-BC90-4FF4-8923-BD2854FBAOE3 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM Arthur Noriega V City Manager Marie "Maggie" Gouin DI-Signetl by: Director C-1j -- Office of Management u vuEu `�9605495 BACKGROUND DATE: March 29, 2023 SUBJECT: ARPA Allocation of (Revised) $203,500 for Allapattah Community Action, Inc. The City of Miami (`City") received American Rescue Plan Act funding to address COVID-19 and its impact on public health as well as address economic harms to households, small businesses, nonprofits, impacted industries, and the public sector. Allapattah Community Action, Inc. is a Florida Not For Profit Corporation ("Allapattah Community Action"), which offers its Congregate Meals Program to serve very low to low income elderly persons over sixty (60) years of age with hot meals in a congregate setting and with access to essential viable services, designed to help them maintain a healthy and independent lifestyle. The program also provides meals to homebound elderly persons with limitations who cannot attend the center. Allapattah Community Action, Inc. submitted a funding request for ARPA Funds to support its Congregate Meals Program. Specifically, the funding requested will be utilized by the organization to purchase two (2) transport vans for the senior center located at 2257 NW N. River Drive. Further, funding will also be utilized to offset the cost of meals which have increased by $0.50 per meal. Based on the information and documentation provided by the City's District 1 Office and Allapattah Community Action, Inc., the project is eligible for the use of ARPA (SLFRF) funds under the Department of Treasury Final Rule, Expenditure Category: 2.37 - Negative Economic Impacts: Other - Economic Impact Assistance: Other, contingent upon additional considerations and requirements being met. Under the SLFRF program, funds must be used for costs incurred on or after March 3, 2021. Further, funds must be obligated by December 31, 2024, and expended by December 31, 2026. This time period, during which recipients can expend SLFRF funds, is the "period of performance". For considerations and requirements details see the Project Analysis attached. The ARPA (SLFRF) funds, in the amount of $203,500, will be allocated to the organization as a sub- receipient. The funds will be used to acquire equipment, make facility enhancements and offset meal expenses. RECOMMENDATION In light of the above stated, approval of a waiver of the formal requirements of competatitve sealed bidding methods as not being practicable or advantageous to the City as set forth in the City Code of Ordinances, as amended, specifically Section 18-85 (A), and the affirmation of these written findings and the forwarding of the same to the City Commission for ratification by a fourth -fifths vote is respectfully requested. x APPROVED / DISAPPROVED DocuSigned by: E 4 Nei. 850CF6C372DD42A_.- Arthur Noriega V City Manager DocuSign Envelope ID: 2F24A952-BC90-4FF4-8923-BD2854FBAOE3 ATKINS Atkins North America, Inc. 2001 Northwest 107th Avenue Miami, Florida 33172-2507 Telephone: +1.305.592.7275 www.atkinsgiobal.com/northamerica March 30, 2023 Mrs. Marie "Maggie" Gouin Director Office of Management and Budget Miami Riverside Center 444 SW 2nd Avenue, 5th Floor Miami, FL 33130 Reference: Project Analysis — City of Miami — ARPA (SLFRF) Recommendation for application of ARPA (SLFRF) funds Project Name: Allapattah Community Action District 1 Proposed ARPA Funds Amount: $203,500.00 Proposed Activity for use of Funds: Subrecipient Mrs. Gouin, We are sending the recommendation for the use of ARPA (SLFRF) funds for the referenced project. Allapattah Community Action, Inc. Congregate Meals Program serves very low to low- income elderly persons over 60 years of age with hot meals in a congregate setting and with access to essential viable services, designed to help them maintain a healthy and independent lifestyle. The program also provides meals to homebound elderly persons with limitations who cannot attend the center. Most of the program participants are Hispanic and do not have a command of the English language nor the knowledge to complete basic governmental forms required to access fundamental resources. Allapattah Community Action will provide meals and supportive social, recreational and educational services year-round. Additionally, the agency will provide information and referral, screening and assessments utilizing DOEA tools, recreation, transportation, immigration assistance, education, nutrition services, planned wellness activities and bulk food for participants' homes/residences. To continue achieving this goal the program is seeking funding to purchase two vans to transport its clients to and from the center and other errands as needed. Also, funding is needed to purchase to offset the cost of meals which have increased by $0.50 per meal. Based on the information and documentation provided by the City's Office of Management and Budget and Allapattah Community Action, Inc., the project Allapattah Community Action is recommended for the use of ARPA (SLFRF) funds under the Department of Treasury Final Rule, Expenditure Category: 2.37 - Negative Economic Impacts: Other Page 1 of 2 DocuSign Envelope ID: 2F24A952-BC90-4FF4-8923-BD2854FBAOE3 ATKINS — Economic Impact Assistance: Other, contingent upon additional considerations and requirements being met. Under the SLFRF program, funds must be used for costs incurred on or after March 3, 2021. Further, funds must be obligated by December 31, 2024, and expended by December 31, 2026. This time period, during which recipients can expend SLFRF funds, is the "period of performance. For considerations and requirements details go to the Project Analysis, here attached. The ARPA (SLFRF) funds, in the amount of $203,500.00, can be allocated to Allapattah Community Action, Inc., Congregate Meals Program, as a Subrecipient, for the purchase of two vans to transport its clients to and from the center and other errands as needed, and to offset the cost of meals which have increased by $0.50 per meal (a $23,500 difference in meals), as detailed above. Please review and contact us with any questions you may have. Jamelyn Austin Trucks, CFM, PMP, CGM ARPA Consultant, Subject Matter Expert Senior Project Manager, Land Planning Lead Enclosures as noted. Page 2 of 2 DocuSign Envelope ID: 2F24A952-BC90-4FF4-8923-BD2854FBAOE3 Project Analysis — City of Miami — ARPA (SLFRF) District 1 Project Title Allapattah Community Action Project No. (e-Builder) N/A Total Project Cost $203,500.00 Proposed ARPA Funding $203,500.00 Project Type • Program/Service • Capital Expenditure Project Status • Not started Project Estimated Completion Within six months of receiving funding Agreement Type Subrecipient Eligible Use Support the COVID-19 public health and economic response by addressing COVID-19 and its impact on public health as well as addressing economic harms to households, small businesses, nonprofits, impacted industries, and the public sector. Project Expenditure Category 2.37 - Negative Economic Impacts: Other— Economic Impact Assistance: Other Project Justification (short- Allapattah Community Action, Inc. Congregate Meals Program SOW) serves very low to low-income, minority elderly persons over 60 years of age with hot meals in a congregate setting and with access to essential viable services, designed to help them maintain a healthy and independent lifestyle. The program also provides meals to homebound elderly persons with limitations who cannot attend the center. Most of the program participants are Hispanic and do not have a command of the English language nor the knowledge to complete basic governmental forms required to access fundamental resources. Allapattah Community Action will provide meals and supportive social, recreational and educational services year-round. Additionally, the agency will provide information and referral, screening and assessments utilizing DOEA tools, recreation, transportation, immigration assistance, education, nutrition services, planned wellness activities and bulk food for participants' homes/residences. To continue achieving this goal the program is seeking funding to purchase two vans to transport its clients to and from the center and other errands as needed. Also, funding is needed to offset the cost of meals which have increased by $0.50 per meal (a $23, 500 difference in meals). DocuSign Envelope ID: 2F24A952-BC90-4FF4-8923-BD2854FBAOE3 Eligible (Y/N) Yes, Project is considered eligible under Department of Treasury Final Rule, contingent upon the below additional considerations and requirements being met. Additional Information • Provide any additional information related to use of needed contracted services with partners Next Steps • Atkins to monitor costs, expenditures and gather data for quarterly and annual reporting. • Atkins to review contract agreements when available. QC Completed (Name/Date) Jamelyn Austin Trucks 3/30/2023 Additional Considerations/Program Requirements: • Under the SLFRF program, funds must be used for costs incurred on or after March 3, 2021. Further, funds must be obligated by December 31, 2024, and expended by December 31, 2026. This time period, during which recipients can expend SLFRF funds, is the "period of performance." • ARPA funds can be used to provide additional funding for projects in progress prior to 3/3/2021, however only activities initiated AFTER 3/3/2021 are eligible for ARPA funds. • Ensure that the City of Miami Procurement Process meets Office of Management and Budget procurement standards set forth in 2 CFR 200.316-320. • Expenditure Category 2.37 - Negative Economic Impacts: Other— Economic Impact Assistance: Other the following additional reporting: o Recipients must identify the amount of total funds that area allocated to evidence - based interventions. o Recipients must report on whether projects are primarily serving disproportionately impacted communities. • Project Type/EC Use of Evidence (for all ECs indicated) - Collection to begin in April 2022 o The dollar amount of the total project spending that is allocated towards evidence - based interventions o Indicate if a program evaluation of the project is being conducted • Required Programmatic Data for all projects listed under the following Expenditure Categories, the information listed must be provided in each report. Public Health and Negative Economic Impact (EC 1.1-3.5) - Collection to begin in April 2022 o Brief description of structure and objectives of assistance program(s), including public health or negative economic impact experienced o Brief description of how a recipient's response is related and reasonably and proportional to a public health or negative economic impact of COVID-19. • Project Demographic Distribution (applicable to Public Health and Negative Economic Impact ECs: EC 1.1-2.37)— Collection began April 2022 Recognizing the disproportionate public health and negative economic impacts of the pandemic on many households, communities, and other entities, recipients must report whether certain DocuSign Envelope ID: 2F24A952-BC90-4FF4-8923-BD2854FBAOE3 types of projects are targeted to impacted and disproportionately impacted communities. Recipients will be asked to respond to the following: o What Impacted and/or Disproportionally Impacted population does this project primarily serve? Please select the population primarily served. o b. If this project primarily serves more than one Impacted and/or Disproportionately Impacted population, please select up to two additional populations served. Recipients will select from the following options: Assistance to Households Impacted • Low- or -moderate income households or populations • Households that experienced unemployment • Households that experienced increased food or housing insecurity • Households that qualify for certain federal programs • For services to address lost instructional time in K-12 schools: any students that lost access to in- person instruction for a significant period of time • Other households or populations that experienced a negative economic impact of the pandemic other than those listed above (please specify) Disproportionality • Low-income households and populations • Households and populations residing in Qualified Census Tracts • Households that qualify for certain federal programs • Households receiving services provided by Tribal governments • Households residing in the U.S. territories or receiving services from these governments • For services to address educational disparities, Title I eligible schools • Other households or populations that experienced a disproportionate negative economic impact of the pandemic other than those listed above (please specify) • Capital Expenditures (EC 1.1-3.5) - Collection began in January 2022, with additional optional fields to begin in April 2022; optional fields will become required in July 2022 • Does this project include a capital expenditure? (Collection began in January 2022) • Total expected capital expenditure, including pre -development costs, if applicable (Collection began in January 2022) • Type of capital expenditure, based on the following enumerated uses (This field is optional in April 2022; required in July 2022): o COVID-19 testing sites and laboratories, and acquisition of related equipment o COVID-19 vaccination sites o Medical facilities generally dedicated to COVID-19 treatment and mitigation (e.g., emergency rooms, intensive care units, telemedicine capabilities for COVID-19 related treatment) o Temporary medical facilities and other measures to increase COVID-19 treatment capacity, including related construction costs o Acquisition of equipment for COVID-19 prevention and treatment, including ventilators, ambulances, and other medical or emergency services equipment DocuSign Envelope ID: 2F24A952-BC90-4FF4-8923-BD2854FBAOE3 o Emergency operations centers and acquisition of emergency response equipment (e.g., emergency response radio systems) o Installation and improvement of ventilation systems in congregate settings, health facilities, or other public facilities o Public health data systems, including technology infrastructure o Adaptations to congregate living facilities, including skilled nursing facilities, other long- term care facilities, incarceration settings, homeless shelters, residential foster care facilities, residential behavioral health treatment, and other group living facilities, as well as public facilities and schools (excluding construction of new facilities for the purpose of mitigating spread of COVID-19 in the facility) o Mitigation measures in small businesses, nonprofits, and impacted industries (e.g., developing outdoor spaces) o Behavioral health facilities and equipment (e.g., inpatient or outpatient mental health or substance use treatment facilities, crisis centers, diversion centers) o Technology and equipment to allow law enforcement to efficiently and effectively respond to the rise in gun violence resulting from the pandemic o Affordable housing, supportive housing, or recovery housing development o Food banks and other facilities primarily dedicated to addressing food insecurity o Transitional shelters (e.g., temporary residences for people experiencing homelessness) o Devices and equipment that assist households in accessing the internet (e.g., tablets, computers, or routers) o Childcare, daycare, and early learning facilities o Job and workforce training centers o Improvements to existing facilities to remediate lead contaminants (e.g., removal of lead paint) o Medical equipment and facilities designed to address disparities in public health outcomes (includes primary care clinics, hospitals, or integrations of health services into other settings) o Parks, green spaces, recreational facilities, sidewalks, pedestrian safety features like crosswalks, streetlights, neighborhood cleanup, and other projects to revitalize public spaces o Rehabilitations, renovation, remediation, cleanup, or conversions of vacant or abandoned properties o Schools and other educational facilities or equipment to address educational disparities o Technology and tools to effectively develop, execute, and evaluate government programs o Technology infrastructure to adapt government operations to the pandemic (e.g., video- conferencing software, improvements to case management systems or data sharing resources), reduce government backlogs, or meet increased maintenance needs o Other (please specify) DocuSign Envelope ID: 2F24A952-BC90-4FF4-8923-BD2854FBAOE3 Responding to Public Health and Economic Impacts of COVID-19 To assess eligible uses of funds in this category, recipients should (1) identify a COVID-19 public health or economic impact on an individual or class (i.e., a group) and (2) design a program that responds to that impact. Responses should be related and reasonably proportional to the harm identified and reasonably designed to benefit those impacted. The final rule recognizes that the pandemic caused broad -based impacts that affected many communities, households, and small businesses across the country; for example, many workers faced unemployment and many small businesses saw declines in revenue. The final rule describes these as "impacted" households, communities, small businesses, and nonprofits. At the same time, the pandemic caused disproportionate impacts, or more severe impacts, in certain communities. For example, low-income and underserved communities have faced more severe health and economic outcomes like higher rates of COVID-19 mortality and unemployment, often because pre- existing disparities exacerbated the impact of the pandemic. The final rule describes these as "disproportionately impacted" households, communities, small businesses, and nonprofits. Capital Expenditures: Capital expenditures are subject to the same eligibility standard as other eligible uses to respond to the pandemic's public health and economic impacts; specifically, they must be related and reasonably proportional to the pandemic impact identified and reasonably designed to benefit the impacted population or class. Similar to other eligible uses in the SLFRF program, no pre -approval is required for capital expenditures. For analysis of whether a capital expenditure meets the eligibility standard, recipients must complete and meet the requirements of a written justification for capital expenditures equal to or greater than $1 million. As Parks are a use enumerated by Treasury as eligible, written justification is required but the City is not required to submit as part of regular reporting to the Treasury. (Records must be maintained) A Written Justification includes: Description of the harm or need to be addressed. Recipients should provide a description of the specific harm or need to be addressed and why the harm was exacerbated or caused by the public health emergency. Recipients may provide quantitative information on the extent and the type of harm, such as the number of individuals or entities affected. • Explanation of why a capital expenditure is appropriate. For example, recipients should include an explanation of why existing equipment and facilities, or policy changes or additional funding to pertinent programs or services, would be inadequate. • Comparison of proposed capital project against at least two alternative capital expenditures and demonstration of why the proposed capital expenditure is superior. Recipients should consider the effectiveness of the capital expenditure in addressing the harm identified and the expected total cost (including pre -development costs) against at least two alternative capital expenditures. DocuSign Envelope ID: 2F24A952-BC90-4FF4-8923-BD2854FBAOE3 Environmental and Other Generally Applicable Requirements Treasury cautions that, as is the case with all projects engaged in using the SLFRF funds, all projects must comply with applicable federal, state, and local law. In the case of infrastructure projects in particular, this includes environmental and permitting laws and regulations. Likewise, as with all capital expenditure projects using SLFRF funds, projects must be undertaken and completed in a manner that is technically sound, meaning that they must meet design and construction methods and use materials that are approved, codified, recognized, fall under standard or acceptable levels of practice, or otherwise are determined to be generally acceptable by the design and construction industry. Treasury encourages recipients to adhere to strong labor standards, including project labor agreements and community benefits agreements that offer wages at or above the prevailing rate and include local hire provisions. Treasury also encourages recipients to prioritize in their procurements employers with high labor standards and to prioritize employers without recent violations of federal and state labor and employment laws. Capital Expenditure Definition per the Final Rule Treasury adopts several definitions from the Uniform Guidance at 2 C.F.R. 200.1 under this section, including for capital expenditures, capital assets, equipment, and supplies. Per the Uniform Guidance, the term "capital expenditures" means "expenditures to acquire capital assets or expenditures to make additions, improvements, modifications, replacements, rearrangements, reinstallations, renovations, or alterations to capital assets that materially increase their value or useful life." The term "capital assets" means "tangible or intangible assets used in operations having a useful life of more than one year which are capitalized in accordance with [Generally Accepted Accounting Principles]." Capital assets include lands, facilities, equipment, and intellectual property. Equipment means "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 non -Federal entity for financial statement purposes, or $5,000." Supplies, which means all tangible personal property other than those included as "equipment," are not considered capital expenditures. Recipients may also use SLFRF funds for pre -project development costs that are tied to or reasonably expected to lead to an eligible capital expenditure. For example, pre -project costs associated with planning and engineering for an eligible project are considered an eligible use of funds.