HomeMy WebLinkAboutLetterM
Carlos Alv&m, Mayor
November 3, 2008
Mr. Sergio Torres
Program Administrator
City of Miami ��ry us /�
14M N. •.. 3"a A e im. Suite 105
Miami, FL 38130
Dear Mr. Torres:
Unice of Greats C4or4"mation
2525 N.W. 62'6 suet
OFloor
Mmmi FL 33147
T 305-5146(100 F 345-514-6162
This leiter is sent as follow up to my letter dated September 30, 2008 wherein your organization
was asked to begin prepanrhg your proposed Scope of Semice(s), Attachment A and Budget
documents, Attachment B. in adctition, this letter serves as official notice of the award of Miami -
Dade County General Find dollars to your organization. According to the report of the Board of
County Commissioners' (BCC) Fust and Second Budget Hearings for FY 2008 - 09, your
agency was awarded funding for the program(s) listed below for the period of October 1, 2008
through September 30, 2009.
PROGRAM DESCRIPT X)Nff"E
AWARD AMOUNT
LETTER
CORRECTIVE
GRADE
ACTION PLAN
REQUIRED YIN
Homeless Assistance Program
$34,000
A
N
As per the Community -Based Organization (C80) Advisory Board process, approved by the
BCC, organisations that received a letter grade of an "A" will receive 100% of their award during
the coarse of tl-te contract period. OgFw zabons #hat received a 'B," "C," or "D' were required to
submit a corrective action plan (CAP) and will receive reduced funding ("8' = 85% of funding,
"C' = 70% of Affxf hg, 'D" = 50% of funding) until their CAP has been received and approved by
the County, at which time they will be eligible to receive the remaining percentage of their
funding up to 100 percent These Organizations have six moms from October 1, 2008 to
complete their dive action plan- Those organizations that received a letter grade of an "F"
will not receive a contract or any funding, until their CAP is submitted, reviewed, and approved
by the County_ These orgarbatiions have three months from October 1, 2008 to complete their
corrective action plan_ All contracts will terminate on September 30, 2009.
Please note a difference from previous contract periods, depending on the number of
Program(s)/Allocation(s) that were approved for your organization by the BCC, and if the
contact periods are the same and the reimbursement payment methodology is the same, your
organization will receive one contract that willfmay include multiple programs and separate
award amounts. Contracts with multiple allocations will need to include multiple Scopes of
Award Letter
Page 2 of 3
Service with corresponding budgets, one Scope and one Budget for every atiocation listed
above.
Additionally, 9 a program was given a Letter Grade of '8' or below and a corrective action plan
requirement was placed on the program, it is the organization's responsibility to assure
submission of all corrective plan elements to your assigned Contrails Officer at the newly
formed Office of Grants Cflordination at the following location:
Office of Grants Coordination
Contracts and Grant Management
2525 NDN Vo Street, 0 Floor
Miami, FL 33147
A sample of the approved contract between Miami -Dade County and your organization is
attached with this letter. You we STRONGLY ENCOURAGED to read the entire contract in
order to understand all contractual requirements and all documents that are required to be
completed before the County can execute your Fiscal Year (FY) General Fund 2008 — 2009
contract.
Additional changes were made to payment procedures for the FY 2{108{39 CBO contracts.
One, the requkernent that a 10% retainage be geld pending successful closeout of the contract
has been eliminated. Two, a new payment process option for performance-based contractors
was developed. Immediately folloenriry the signature page of the sample contract, which is
endosed, is page 9 of IS of the performance-based monthly advance sample contract. This
page describes the new payment option. Please include, as part of your cover letter
transmftting the required scopes of service and budgets to the office, a statement that indicates
your organization's payment process prelbr rice: performance-based or pertormanoe-based
monthly advance.
In order th proceed with the preparation and execution of the FY 2008-09 contract($), the
following documentsfaft nation must be submitted to this office:
1.) A scope of service for each service provin nt awarded to your organization and listed
above. Use Attachment A, "Scope of Service Narrative,' and respond to all sections in the
form.
2.) A detafied tine ilem budget for each service program, using the attached budget form
(Attachment 8) which must be consistent with each specific allocation award amount and
contract period fisted on page one of this letterin addition, a detailed nanrabw budget
justification must be included for each service. The detailed narrative budget justfta5on
most be included for each line item. Instructions for completion of the Line Item Budget and
Narrative Budget Justification are attached_ Please note: For each staff person, please include
the name, position, and brief description of related job tasks.
Also, indicate y they are fuf"me or part-time, their annual salary, and provide detail regarding
the applicable fringe benefits by darn and pementage. For other costs, briefly describe the item
and chow it will be used to accomplish the tusks in the Scope of Service. Please be as specffia
as possible.
Award Letter
Page 3 of 3
3.) Your organization must provide a copy of your current certificates) of insurance or insurance
binder as detailed in the sample contract This is extremely important as the County will not
be able to release any monies under this agreement until this contractual requirement
has been met.
Contract development and execution " commence on a first come, first served basis.
However, all required information abed in this award letter should be submitted to this office no
later than close of business (5:W p.m.) on November 17th 1# you have questions, please
do not hesitate to call your assigned Contracts Officer Donna Davis at (305) 514-6136 or by
e-mail dMms@mwnKlade gov. We look fiorward to working with you again this year:
Sincerely.
ILa
Dar" T Wall, Director
Office of Grants Coordination
Enclosures