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Officers/ Executive Committee August 27, 2010 Maria A. Alonso Chair Chet J. Zerlin Hon. Tomas Re alado g Vice Chair Mayor City of Miami Dr. Josee Gregoire 3500 Pan American Drive Secretary Miami, FL 33133 Hon. Isaac Salver Treasurer RE: Prevention Programs Contract #1075-1930 Isabel Afanador, Chair Program Services Dear Mayor Regalado: Dr. Rosa Martin, Chair Childhood Health and Development The Children's Trust is issuing this Service Authorization to permit Dr. Gina Cortes-Suarez, Chair City of Miami to provide prevention services retroactive to August 1, Human Resources 2010. This service authorization will expire on September 30, 2010 Hon. Barbara Jordan,ge Dr. Miguel Balsera; At-Large-Large contract or when the is executed, whichever comes first. If we had David Williams Jr., At-Large more time we wouldn't need service authorizations, but contracts often take longer to negotiate than we'd like, given that providers The Board of Directors are busy operating programs and Trust staff is performing many Yvette Aleman other duties. Karen Aronowitz Donald I. Bierman The 2010-2011 contract will be for the service period August 1, George M. Burgess 2010 to July 31, 2011. Please submit all documents requested by Alberto M. Carvalho Jacqui Colyer Y Y 9 the dates established b our Contract Manager in order to execute Bill Diggs the contract by not later than September 30, 2010. In the unusual Carolyn Donaldson circumstance that the contract is not executed by September 30, Dr. Thresta B. Gambon 2010, then The Children's Trust will cease payment on this contract, Luis A. in F. a Benjamin F. Gilbert, Jr. but will also expect that performance will continue until October 30 P P , Dr. Nora Hernandez-Hendrix 2010 during which you agree in advance to meet with me or my Antoinette JG Hill designee, in order to execute the contract. If we can't get this done, Dr. Silvia La Villa then we mutually agree now to terminate our business relationship Dr. Martin Karp Pamela Liltard on October 30 2010 and The Children's Trust will a for all � � pay Carolyn Y. Nelson-Goedert services properly invoiced and rendered during that period. I hope Dr. William E. Pelham that nothing of this sort will happen, but I am insistent that both Sheila Plana staff and providers know how critical it is to get annual contracts Hon. Orlando A. Prescott Dr. Isaac Prilleltensky executed to avoid operating on service authorizations. P 9 Rep. Julio Robaina Evelio Torres During the period of time covered by this Service Authorization letter, City of Miami must comply with all requirements in the core David Lawrence Jr. Founding Chair contract and all relevant attachments as emailed to your agency and/or available on The Children's Trust's website Modesto E. Abety (www.thechildrenstrust.org); provide program activities in President & CEO accordance with your draft scope of services; and complete all outcome assessments and satisfaction surveys and submit all County Attorneys Office Legal Counsel reports and data according to the contract requirements and due dates. 3150 SW 3rd Avenue, 8t' Floor, Miami, Florida 33129 • Tel: 305-571-5700 / Fax: 305-857-9592• www.thechildrenstrust.ora City of Miami Service Authorization Page 2 Additionally, retroactive to August 1, 2010, the agency is authorized to incur allowable expenses up to the funding award of $82,122.00 in accordance with the line item categories, justifications and calculations that are reflected in the approved preliminary budget until such time that the contract budget has been finalized. The final negotiated contract amount may be less than or equal to the funding award referenced. Please sign and return this Service Authorization within ten days. If you have any questions about the contract process, please contact your Contract Manager, Rachel Spector via email at rachel@thechildrenstrust.org or by telephone to (305) 571- 5700. We look forward to our continued relationship with you, working on behalf of the children and families of Miami -Dade County. I agree to the terms and conditions described in this Service Authorization. © W*f Signature of Authorize Representative Print Name 6Ltt-,q aZ 20/0 Date cc: Contract file 3150 SW 31d Avenue, 8"' Floor, Miami, Florida 33129 • Tel: 305-571-5700 / Fax: 305-857-9592• www.thechildrenstrust.oro FY 2010-2011 CONTRACT NO. 1075-1930 BETWEEN THE CHILDREN'S TRUST AND CITY OF MIAMI OFFICE OF THE MAYOR FOR PREVENTION THIS CONTRACT (hereinafter "Contract") , between The Children's Trust whose address is 3150 S.W. 3rd Avenue, 8th Floor, Miami, Florida 33129 and City of Miami, a Florida municipal corporation hereafter "Provider" whose address is City Hall 3500 Pan American Drive, Miami, Florida 33133 states the conditions and covenants for the rendering of services to children and families for The Children's Trust. In consideration of the mutual covenants herein, The Children's Trust and Provider (sometimes hereafter referred to as "Parties") agree as follows: A. EFFECTIVE TERM The effective term of this Contract shall be from August 1, 2010 through July 31, 2011, subject to funding availability and Provider's performance. B. TERMS OF RENEWAL, if applicable In the sole discretion of The Children's Trust, this Contract may be renewed with the acknowledgement of Provider. In considering the exercise of any contract renewal, and in accordance with the Request for Proposal (RFP) and Board authorization, renewal may not exceed a term equal to the term of the initial contract for a total maximum of three (3) terms. The Children's Trust in its sole discretion will consider, but is not limited to, the following: 1. Provider meeting the performance requirements specified in this Contract. 2. Continued demonstrated and documented need for the services funded. 3. Program performance, fiscal performance, and compliance by Provider that is deemed satisfactory in The Children's Trust's sole discretion. 4. The availability of funds. The Children's Trust is prohibited from creating obligations in anticipation of budgeted revenues from one fiscal year to another without year to year extension provisions in the contract. 5. If applicable, The Children's Trust in its sole discretion will initiate re -negotiation of this Contract before the contract term expires. C. SCOPE OF SERVICES 1. Provider agrees to render services in accordance with the Scope of Services, Attachment A, hereafter "Services", to this Contract. Provider shall implement the Services in a manner deemed satisfactory to The Children's Trust. Any modification to the Services shall not be effective until approved, in writing, by The Children's Trust and Provider. 2. The Services' activities and performance measures, as well as complete and accurate data and programming information will be used in the evaluation of Provider's overall performance. 3. Provider agrees that all funding provided by The Children's Trust, pursuant to this Contract will be used exclusively by Provider for services in and for the benefit of Miami -Dade County residents. D. TOTAL FUNDING Subject to the availability of funds, the maximum amount payable for Services rendered under this Contract shall not exceed $82,122. The Parties agree that should available funding to The Children's Trust be reduced, the amount payable under this Contract will be reduced at the sole option of The Children's Trust with a proportionate reduction in the Services. Provider agrees to adhere to Other Fiscal Requirements, Budget and Method of Payment outlined in Attachment B to this Contract. City of Miami Page 1 of 33 Contract #1075-1930, Resolution #2010-63 E. FISCAL MANAGEMENT 1. Double Billing and Payments Provider costs or earnings claimed under this Contract may not also be claimed under any other contract or grant from The Children's Trust or, unless such claim is denied by The Children's Trust, from any other agency. Any claim for double payment by Provider shall be a material breach of this Contract. 2. No Supplanting of Existing Public Funds The Children's Trust funding may not be used by Provider as a substitute for existing resources or for resources that would otherwise be available for children's services, or to replace funding previously provided by and currently available from local and state funding sources for the same purpose. A violation of this section by Provider shall be considered a material breach of this Contract. 3. Capital Equipment Capital equipment is included in the definition of "property" under Florida Statutes, Chapter 274, and Florida Administrative Code, Section 69I-73.001, and is defined as individual items with a value of $1,000 or greater which have a life expectancy of more than one year. Provider is to maintain proof of Property Coverage in accordance with the insurance requirements prescribed in this Contract (see Section K. Insurance). Capital equipment purchased with Trust funds by Provider become assets of The Children's Trust; are intended for The Children's Trust funded programs; are owned by The Children's Trust; and must be tagged at the time of purchase as an asset of The Children's Trust. The Children's Trust will work with Provider to tag the asset and receive all information regarding the capital equipment. Provider must maintain a record of any capital equipment purchased with funds provided by The Children's Trust. When Provider is no longer funded by The Children's Trust, the equipment will be returned to The Children's Trust unless it is fully depreciated. Ownership of capital equipment will be transferred to Provider and removed from The Children's Trust's fixed asset system if the capital equipment is fully depreciated and in the possession of Provider. Provider can purchase the equipment at the depreciated cost with the approval of The Children's Trust. If capital equipment is not purchased by Provider prior to the equipment being fully depreciated, Provider must return such capital equipment to The Children's Trust before submission of the final invoice. In the event that property of The Children's Trust is either damaged, lost, or stolen, while in Provider's possession, Provider is to perform the following: a) within five (5) business days provide written notification to The Children's Trust contract manager that the capital equipment has been either damaged, lost or stolen; b) provide a police report for lost or stolen items; or provide a written statement as to how the capital equipment was damaged; and c) reimburse The Children's Trust for the value, as determined by The Children's Trust of the capital equipment. 4. Assignments and Subcontracts Provider shall not assign this Contract to another party. Provider shall not subcontract any Services under this Contract without prior written approval of The Children's Trust. In any subcontract, Provider shall incorporate appropriate language from this Contract into each subcontract and shall require each subcontractor providing Services to be governed by the terms and conditions of this Contract. Provider shall submit to The Children's Trust a copy of each subcontract to this Contract, within thirty (30) days of its execution. All sub -contractors of Provider must agree to be monitored by Provider and/or on behalf of The Children's Trust in the same manner as Provider under the terms of this Contract. Provider acknowledges and agrees that The Children's Trust and any subcontractor to this Contract have authority to communicate and exchange information about contract, program, and/or fiscal issues. Provider waives any and all claims, demands, and/or legal action based upon any such communications. Provider shall be responsible for all Services performed, and all expenses incurred, under this Contract, including services provided and expenses incurred by any and all subcontractors. The Children's Trust shall not be liable to any subcontractor for any expenses or liabilities incurred under any subcontract, and Provider shall be solely liable under any subcontract. Subject to the limitations and sovereign immunity provisions of Florida Statutes Section 768.28, Provider shall hold harmless and defend, at Provider's expense, The Children's Trust against any claims, demands or actions related to any subcontract. The Children's Trust shall not provide funds to any subcontractor unless specifically agreed to in writing by The Children's Trust with notification to the Provider. All payments to any contracted subcontractor shall be paid directly by Provider to the subcontractor. The Children's Trust reserves the right to require verification from Provider and/or subcontractor of payment due for satisfactory work performed by the subcontractor. City of Miami Page 2 of 33 Contract #1075-1930, Resolution #2010-63 Provider and any Subcontractor must be currently qualified to do business in the State of Florida at the time that a subcontractor agreement is entered into and Services are rendered. S. Religious Purposes Providers and/or their faith -based community partners shall not use any funds provided under this Contract to support any inherently religious activities, including but not limited to, any religious instruction, worship, proselytization, publicity or marketing materials. Any such use by Provider shall be a material breach of this Contract. 6. Lobbying Provider shall not use any funds provided under this Contract or any other funds provided by The Children's Trust for lobbying any federal, state or local government or legislators. Any such use by Provider shall be a material breach of this Contract. 7. Adverse Action or Proceeding Provider shall not use any funds under this Contract, or any other funds provided by The Children's Trust, for any legal fees, or for any action or proceeding against The Children's Trust, its agents, employees or officials. Any such use by Provider shall be a material breach of this Contract. F. INDEMNIFICATION BY PROVIDER Government Entity Subject to the limitations and sovereign immunity provisions of Florida Statute, Sec. 768.28, Provider shall indemnify and hold harmless The Children's Trust and its officers, employees, agents and instrumentalities from any and all liability, losses or damages, including attorneys' fees and costs of defense, which its officers, employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the performance of this Contract by Provider or its employees, agents, servants, partners, principals olr subcontractors. Subject to the limitations and sovereign immunity provisions of Florida Statutes, Sec. 768.28, Provider shall pay all claims and losses in connection therewith and shall investigate and defend all claims, suits or actions of any kind or nature in the name of The Children's Trust, where applicable, including appellate proceedings, and shall pay all costs, judgments, and reasonable attorney's fees which may issue thereon. The provisions of this section on indemnification shall survive the expiration or termination of this Contract. G. COPYRIGHTS AND RIGHT TO DATA/MATERIALS Where activities supported by this Contract produce original writing, data, sound recordings, pictorial reproductions, drawings or other graphic representations and works of similar nature, The Children's Trust has a license to reasonably use, duplicate and disclose such materials in whole or in part in a manner consistent with the purposes and terms of this Contract, and to have others acting on behalf of The Children's Trust to do so, provided that such use does not compromise the validity of any copyright, trademark or patent. If the data/materials so developed are subject to copyright, trademark or patent, legal title and every right, interest, claim or demand of any kind in and to any patent, trademark or copyright, or application for the same, will vest in Provider or with any applicable third party who has licensed or otherwise permitted Provider to use the same. Provider agrees to allow The Children's Trust and others acting on behalf of The Children's Trust to have reasonable use of the same consistent with the purposes and terms of this Contract, at no cost to The Children's Trust, provided that such use does not compromise the validity of such copyright, trademark or patent. H. OWNERSHIP AND LICENSING OF INTELLECTUAL PROPERTY This Contract is subject to the provisions, limitations and exceptions of Chapter 119, Florida Statutes, regarding public records. Accordingly to the extent permitted by Chapter 119, Florida Statutes, Provider retains sole ownership of intellectual property developed under this Contract. Provider is responsible for payment of required licensing fees if intellectual property owned by other parties is incorporated by Provider into the services required under this Contract. Such licensing should be in the exclusive name of Provider. Payment for any licensing fees or costs arising from the use of others' intellectual property shall be at the sole expense of Provider. As applicable for The Children's Trust under Fla. Stat. Section 768.28, and to the extent permitted by and within the limitations of Fla. Stat. Section 768.28, the Parties shall indemnify and hold each other harmless from liability of any nature or kind, including costs and expenses for or on account of third party allegations that use of any City of Miami Page 3 of 33 Contract #1075-1930, Resolution #2010-63 intellectual property owned by the third party and provided, manufactured or used by the indemnifying Party in the performance of this Contract violates the intellectual property rights of that third party. I. BREACH OF CONTRACT AND REMEDIES 1. Breach A material breach by Provider shall have occurred under this Contract if Provider through action or omission causes any of the following: a. Fails to comply with Background Screening, as required under this Contract. b. Fails to provide the Services outlined in the Scope of Services (Attachment A) within the effective term of this Contract; C. Fails to correct an imminent safety concern or take acceptable corrective action; d. Ineffectively or improperly uses The Children's Trust funds allocated under this Contract; e. Does not furnish and maintain the certificates of insurance or self insurance required by this Contract or as determined by The Children's Trust; f. Does not meet or satisfy the conditions of award required by this Contract within a specified reasonable time; g. Fails to submit or submits incorrect or incomplete proof of expenditures to support disbursement requests or advance funding disbursements, or fails to submit or submits incomplete or incorrect detailed reports of requests for payment, expenditures or final expenditure reports within a specified reasonable time; h. Does not submit or submits incomplete or incorrect required reports pursuant to the Scope of Services in this Contract; i. Refuses to allow The Children's Trust access to records or refuses to allow The Children's Trust to monitor, evaluate and review Provider's program, including required client data within a specified reasonable time; j. Fails to comply with child abuse and incident reporting requirements; k. Attempts to meet its obligations under this Contract through fraud, misrepresentation or material misstatement; I. Fails to correct deficiencies found during a monitoring, evaluation or review within a specified reasonable time; M. Fails to meet the terms and conditions of any obligation or repayment schedule to The Children's Trust or any of its agencies within a specified reasonable time; n. Fails to maintain the confidentiality of client files, pursuant to Florida and federal laws; o. Fails to fulfill in a timely and proper manner any and all of its obligations, covenants, contracts and stipulations in this Contract within a specified reasonable time; Waiver of breach of any provisions of this Contract shall not be deemed to be a waiver of any other breach and shall not be construed to be a modification of the terms of this Contract. Any such waiver by The Children's Trust shall be provided in writing to Provider. 2. Remedies If Provider fails to cure any breach within thirty (30) days after receiving written notice from The Children's Trust identifying the breach, The Children's Trust may pursue any or all of the following remedies: a. The Children's Trust may, at its sole discretion, enter into a written performance improvement plan with Provider to cure any breach of this Contract as may be permissible under state or federal law. (Attachment F, if applicable). Any such remedial plan shall be an addition to this Contract and shall not affect or render void or voidable any other provision contained in this Contract, costs, or any judgments entered by a court of appropriate jurisdiction. The Children's Trust may suspend payment in whole or in part under this Contract by providing written notice of suspension to Provider of such suspension and specifying the effective date of suspension, at least five (5) business days before the effective date of suspension. On the effective date of suspension Provider may (but shall not be obligated to) continue to perform the Services in this Contract, but Provider shall promptly cease using The Children's Trust's logo and any other reference to The Children's Trust in connection with such Services. All payments to Provider as of the date of suspension shall cease, except that The Children's Trust shall continue to review and pay verifiable requests for payment for Services that were performed and/or for deliverables that were substantially completed at the sole discretion of The Children's Trust, prior to the effective date of such suspension. If payments are suspended, The Children's Trust must specify in writing the actions that must be taken by Provider as condition(s) precedent to resumption of any payments and shall specify a reasonable date for Provider's compliance. The Children's Trust may also suspend any payments in whole or in part under any other contracts entered into between The Children's Trust and Provider by providing separate written notice to Provider of each such suspension and specifying the effective date of City of Miami Page 4 of 33 Contract #1075-1930, Resolution #2010-63 suspension, which must be at least five (5) business days before the effective date of such suspension, in any event The Children's Trust shall continue to review and pay verifiable requests for payment as provided for in such other contracts for services that were performed and/or for deliverables that were substantially completed at the sole discretion of The Children's Trust prior to the effective date of such suspension. Provider shall be responsible for reasonable direct and indirect costs of The Children's Trust associated with such suspension including reasonable attorney's fees. c. The Children's Trust may terminate this Contract by giving written notice to Provider of such termination and specifying the date of termination at least five (5)business days before the effective date of termination. In the event of such termination, The Children's Trust may (a) request Provider to deliver to The Children's Trust clear and legible copies of all finished or unfinished documents, studies, surveys, reports prepared and secured by Provider with Trust funds under this Contract subject to the rights of Provider as provided for in Paragraphs G and H above; (b) seek reimbursement of any Trust funds which have been improperly paid to Provider under this Contract; (c) terminate further payment of Trust funds to Provider under this Contract, except that The Children's Trust shall continue to review and pay verifiable requests for payment for services that were performed and/or deliverables that were substantially completed at the sole discretion of The Children's Trust prior to the effective date of such termination; and/or (d) terminate or cancel, without cause, any other contracts entered into between The Children's Trust and Provider by providing separate written notice to Provider of each such termination and specifying the effective date of termination, which much be at least five (5) business days before the effective date of termination, in which event The Children's Trust shall continue to review and pay verifiable requests for payment as provided for in such other contracts for services that were performed and/or for deliverables that were substantially completed at the sole discretion of The Children's Trust prior to the effective date of such termination. Provider shall be responsible for reasonable direct and indirect costs associated with such termination, including reasonable attorney's fees. d. The Children's Trust may seek enforcement of this Contract against Provider including but not limited to filing an action with a court of appropriate jurisdiction. Provider shall be responsible for reasonable direct and indirect costs associated with such enforcement against Provider, including reasonable attorney's fees, costs, and any judgments entered by a court of appropriate jurisdiction, including reasonable direct and indirect costs and reasonable attorneys' fees through conclusion of all appellate proceedings, and including any final settlement or judgment. e. The provisions of this Paragraph I shall survive the expiration or termination of this Contract. J. TERMINATION BY EITHER PARTY The parties agree that this Contract may be terminated by either party by written notice to the other party of intent to terminate at least thirty (30) calendar days prior to the effective date of such termination. K. INSURANCE REQUIREMENTS Provider shall have Provider's insurance agent(s) provide to The Children's Trust within 30 days of contract execution, Certificates of Insurance or, if applicable, a letter of self-insurance indicating coverage applicable to a Florida municipal corporation required under this section or as determined by The Children's Trust, except as required by Florida law for government entities. Provider must comply with this requirement; failure to comply is a material breach of this Contract. The Children's Trust shall be named as an additional insured as their interest may appear on all applicable policies, and all applicable policies shall be maintained in full force and effect for the term of this Contract. The Children's Trust will not disburse any funds until The Children's Trust is provided with the necessary Certificates of Insurance or letter of self-insurance and The Children's Trust has approved such documents. Provider shall require its sub -contractors to carry insurance coverage (s) as outlined below: 1. Worker's Compensation Insurance covering all employees of the sub -contractor, or a valid State of Florida exemption on file with the Department of Labor, as required by Florida Statutes, Chapter 440. In the event that the Provider is no longer exempt from obtaining Worker's Compensation insurance, the Provider must notify The Children's Trust and the City of Miami, and provide the necessary certificate of insurance or other evidence of coverage upon the termination of the exemption, as applicable. The employer's liability portion will be $500,000/$500,000/$500,000 as a minimum. 2. Commercial General Liability with limits of at least $500,000 per occurrence, $1,000,000 policy aggregate City of Miami Page 5 of 33 Contract #1075-1930, Resolution #2010-63 with a maximum deductible of $1,000 per occurrence. The policy must include coverage for premises and operations liability, contingent and contractual exposures, products and completed operations, personal and advertising liability and sexual abuse and molestation, if applicable. The Children's Trust and the City of Miami must be designated and shown on the certificate of insurance as an "Additional Insured as Their Interest May Appear" with respects to this coverage. 3. Automobile liability coverage for all owned, hired, non owned and leased vehicles of Provider, and any transportation companies hired for transporting program participants. The amount of coverage is $1,000,000 combined single limit per accident for bodily injury and property damage. The Children's Trust and City of Miami must be designated and shown as an "Additional Insured as Their Interest May Appear" with respects to this coverage. Coverage can be purchased as non -owned without hired auto coverage when the cost is prohibitive for hired automobile coverage such as the case with the Florida Automobile Joint Underwriting Association; but rental cars cannot be used in the course of Provider's regular operations. Rental cars may be used for travel to attend conferences outside the tri -county area. Transportation companies used by the Provider for the funded program must list The Children's Trust as a certificate holder and as an additional insured. 4. If applicable for Services under this Contract, Special Events Coverage, as determined by The Children's Trust. The liability coverage will be the same as the coverage and limits required for commercial general liability and The Children's Trust and City of Miami must be designated and shown as "Additional Insured as Their Interest May Appear." Special Events policies are for short term functions and not meant to replace annual liability policies. The coverage is for the day or days of the event and must provide coverage the day prior and the day following the event. 5. If applicable for Services under this Contract, Professional Liability insurance, as determined by The Children's Trust, with coverage amounts determined by The Children's Trust but not less than $250,000 per claim and in the policy aggregate. Defense costs may be inside the limits of liability and the policy can be written on claims made form. The Children's Trust and the City of Miami should be listed as certificate holder, but are not required to be named as an Additional Insured. Professional Liability insurance is generally required when the scope of services uses professional services that require certification or license(s) to provide direct services to program participants. 7. Proof of Property Coverage is required when Provider has capital equipment owned by The Children's Trust, or the City of Miami, and said capital equipment is under the care custody and control of Provider. The Children's Trust and City of Miami must be shown on the evidence of property coverage as a Loss Payee, as applicable. Property coverage shall survive the expiration or termination of this Contract until such time the ownership of the capital equipment is transferred to Provider or such capital equipment is returned to The Children's Trust. Certificate Holder Certificate holder must read: The Children's Trust 3150 SW 3rd Avenue, 81h Floor Miami, Florida 33129 Classification and Rating All insurance policies required above shall be issued by companies authorized to do business under the laws of the State of Florida, with the following qualifications: The company must be rated no less than "A-" as to management, and no less than "Class V" as the financial strength, by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent, subject to the reasonable approval of The Children's Trust. Provider and or Provider's insurance agent, as applicable, shall notify The Children's Trust and City of in writing, of any cancellation, or material changes in insurance coverage in accordance to policy provisions. Provider shall be responsible for ensuring that all applicable insurances are maintained and submitted to The Children's Trust for the duration of this Contract. In the event of any change in Provider's Scope of Services, Attachment A, The Children's Trust may increase, waive or modify, in writing any of the foregoing insurance requirements. Any request by a Provider to decrease, waive or modify any of the foregoing insurance requirements shall be approved, in writing, by The Children's Trust prior to any such decrease, waiver or modification. City of Miami Page 6 of 33 Contract #1075-1930, Resolution #2010-63 In the event that an insurance policy or coverage(s), as applicable, is canceled during the effective period of this Contract, The Children's Trust shall withhold all payments from Provider until a new Certificate of Insurance or other evidence of coverage(s) required under this section is submitted and approved by The Children's Trust. The new insurance policy or other evidence of coverage(s) shall cover the time period commencing from the date of cancellation of the prior insurance policy or other evidence of prior coverage(s). The Children's Trust may require Provider to furnish additional and different insurance coverage, or both, as may be required from time to time under applicable federal or state laws or The Children's Trust requirements. Provision of insurance or other evidence of coverage(s) by Provider, in no instance, shall be deemed to be a release, limitation, or waiver of any claim, cause of action or assessment that The Children's Trust may have against Provider for any liability of any nature related to performance by Provider under this Contract or otherwise. All insurance required hereunder may be maintained by Provider pursuant to a master or blanket policy or policies of insurance. L. PROOF OF TAX STATUS Provider is required to keep on file the following documentation for review by The Children's Trust. • If required as applicable to Provider, the Internal Revenue Service (I.R.S.) tax status determination letter; • The most recent (two years) I.R.S. form 990 or applicable tax return filing within six (6) months after Provider's fiscal year end or other appropriate filing period permitted by law; • If required by applicable law to be filed by Provider, IRS 941 - quarterly federal tax return reports within thirty-five (35) calendar days after the quarter ends and if applicable, state and federal unemployment tax filings and if the 941 and unemployment tax filings reflects a tax liability, proof of payment must be submitted within sixty (60) calendar days after the quarter ends. M. NOTICES Written notices pursuant to this Contract shall be sent to the addresses for each Party appearing on the first page of this Contract. Notices to The Children's Trust shall be marked to the attention of its President/CEO. Notices to Provider shall be marked to the attention of the City Manager. It is each Party's responsibility to advise the other Party in writing of any changes in responsible personnel for accepting Notices under this Contract; mailing address, and/or telephone number. N. AUTONOMY The Parties agree that this Contract recognizes the autonomy of, and stipulates or implies no affiliation between, the contracting parties. Provider is only a recipient of funding support and is not an employee, agent or instrumentality of The Children's Trust, and Provider's agents and employees are not agents or employees of The Children's Trust. O. RECORDS, REPORTS, AUDITS AND MONITORING The provisions of this section shall survive the expiration or termination of this Contract, consistent with Florida laws. 1. Accounting records Provider shall keep accounting records which conform to generally accepted accounting principles. All such records will be retained by Provider for not less than five (5) years beyond the last date that all applicable terms of this Contract have been complied with and final payment has been received and appropriate audits have been submitted to and accepted by the appropriate entity. However, if any audit, claim, litigation, negotiation or other action involving Provider under this Contract or modification hereto has commenced before the expiration of the retention period, the records regarding Provider shall be retained until completion of the action and resolution of all issues which arise from it or until the end of the regular retention period, whichever is later. 2. Financial audit and program specific audit Within 180 days of the close of its fiscal year, Provider agrees to submit to The Children's Trust an Annual Financial Audit, performed by an independent certified audit firm that is registered to do business with the Florida State Department of Business Regulation, of all its corporate activities and any accompanying management letter(s) or report(s) on other matters related to internal control, for each year during which this Contract remains in force and until all funds expended from this Contract have been audited. If no management letter or report or City of Miami Page 7 of 33 Contract #1075-1930, Resolution #2010-63 other matters related to Provider's internal control is prepared by the independent audit firm, Provider must confirm in writing to The Children's Trust that no such report was submitted to Provider. This audit shall be conducted in accordance with auditing standards generally accepted in the United States of America and standards contained in the Government Auditing Standards issued by the Comptroller General of the United States. Providers that are required to have a single audit conducted under OMB Circular A-133, Audit of States, Local Government and Non -Profit Organizations or the Florida Single Audit Act, Florida Statutes 215.97 agree to submit the schedule of expenditures pertaining to awards, summary schedule of prior audit findings, applicable auditor's reports and the corrective action plan. In the event that the independent auditor does not disclose audit findings, Provider shall submit written notification to The Children's Trust that an audit of Provider was conducted in accordance with applicable laws and regulations and that the findings and questioned costs disclosed no audit findings related to this Contract; and, that the summary schedule of prior audit findings did not report on the status of any audit findings relating to awards that The Children's Trust provided. Within 180 days of the close of its fiscal year, a Provider who is contracted for a combined total of $300,000 or more from The Children's Trust from this or any other The Children's Trust contract(s), related to the fiscal year under audit, Provider agrees to have a program -specific audit relating to The Children's Trust contract(s), in addition to the annual financial audit. This program -specific audit is to encompass an audit of The Children's Trust contract(s) as specified in Attachment D: Program Specific Audit Requirements. A provider that does not meet the program -specific audit threshold requirement will be exempt from the program - specific audit requirement in the fiscal year that the audit threshold is not met. Audit extensions may be granted in writing by The Children's Trust after proper approval has been obtained from The Children's Trust's Finance Department, upon receipt in writing of such request with appropriate justification by Provider. A copy of the engagement letter, along with the audit completion date and any concerns from the auditing firm in relation to the audit, must accompany the request. Approved extension requests allow for the continuation of payment until such time that the extension expires. The financial audit and other financial information will be used in the evaluation of Provider's performance and Provider's overall fiscal health. 3. Access to records Provider shall provide access to all records including subcontractor(s) which relate to this Contract at its place of business during regular business hours. Provider agrees to provide such assistance as may be necessary to facilitate their review or audit by The Children's Trust to insure compliance with applicable accounting, financial, and programmatic standards. This would include access by The Children's Trust or its designee, to Provider's independent auditor's working papers for complying with federal, state and local requirements. The Children's Trust reserves the right to require Provider to submit to an audit by an auditor of The Children's Trust's choosing at The Children's Trust's expense. 4. Monitoring Provider agrees to permit The Children's Trust personnel or contracted agents to perform random scheduled and/or unscheduled monitorings, reviews, and evaluations of the program which is the subject of this Contract, including any subcontracts under this Contract, using The Children's Trust approved monitoring tools. The Children's Trust or contracted agents shall monitor both fiscal/administrative and programmatic compliance with all the terms and conditions of the Contract. Provider shall permit The Children's Trust or contracted agents to conduct site visits, client interviews, client assessment surveys, fiscal/administrative review and other techniques deemed reasonably necessary in The Children's Trust's sole discretion to fulfill the monitoring function. A report of monitoring findings will be delivered to Provider and Provider will rectify all deficiencies cited within the period of time specified in the report. 5. Client Records Pursuant to Florida Statute 119.071(5), The Children's Trust collects the social security numbers of child participants of funded programs and services for the following purposes: (a) to research, track and measure the impact of The Children's Trust funded programs and services in an effort to maintain and improve such programs and services for the future (individual identifying information will not be disclosed); (b) to identify and match individuals and data within and among various systems and other agencies for research purposes. The Children's Trust does not collect social security numbers for adult participants. Provider shall maintain a separate file for each child/family served. This file shall include all pertinent information regarding program enrollment and participation. At a minimum, the file will contain enrollment information (including parent registration consents and child demographics), service plans (as applicable), outcome measures (as set forth in Attachment A), and notes documenting referrals, special needs, or incident reports. These files City of Miami Page 8 of 33 Contract #1075-1930, Resolution #2010-63 shall be subject to the monitoring/review and inspection requirements under this Contract, subject to applicable confidentiality requirements. All such records will be retained by Provider for not less than five (5) calendar years after the participant is no longer enrolled. Provider agrees to comply with all applicable state and federal laws on privacy and confidentiality. 6. Internal Documentation/ Records Retention Provider agrees to maintain and provide for inspection to The Children's Trust, during regular business hours the following as may be applicable, subject to applicable confidentiality requirements: (1) personnel files of employees which include hiring records, background screening affidavits, job descriptions, verification of education, and evaluation procedures; (2) authorized time sheets, records, and attendance sheets to document the staff time billed to provide Services pursuant to this Contract; (3) daily activity logs and monthly calendars of the provision of Services pursuant to this Contract; (4) training modules; (5) pre and post session questionnaires; (6) all participant attendance records; (7) participant consent and information release forms; (8) agency policies and procedures; and (9) such other information related to Service provision as described in Attachment A and as required by this Contract; all upon request by The Children's Trust. Provider shall retain all records for not less than five (5) years beyond the last date that all applicable terms of this Contract have been complied with and final payment has been received, and appropriate audits have been submitted to and accepted by the appropriate entity. 7. Confidentiality Provider and The Children's Trust understand that during the course of performing the Services hereunder, each party may have access to certain confidential and proprietary information and materials of the other party in order to further performance of the Services. The Parties shall protect confidential information and comply with applicable federal and state laws on confidentiality to prevent unauthorized use, dissemination or publication of confidential information as each party uses to protect its own confidential information in a like manner. The Parties shall not disclose the confidential information to any third party (except that such information may be disclosed to such Party's attorneys), or to any employee of such Party who does not have a need to know such information, which need is related to performance of a responsibility hereunder. However, this Contract imposes no obligation upon the Parties with respect to confidential information which (a) was lawfully known to the receiving party before receipt from the other, (b) is or becomes a matter of public knowledge through no fault of the receiving party, (c) is rightfully received by the receiving party from a third party without restriction on disclosure, (d) is independently developed by or for that party, (e) is disclosed under operation of law, (f) is disclosed by the receiving party with the other party's prior written approval or (g) is subject to Chapter 119 of the Florida Statutes or is otherwise required to be disclosed by law.- The confidentiality provision of this Contract shall remain in full force and effect after the termination of this Contract. Provider shall specifically require all sub -contractors to comply with this paragraph. S. Security Obligation Provider shall maintain an appropriate level of data security for the information Provider is collecting or using in the performance of this Contract. This includes, but is not limited to, approving and tracking all Provider employees who request system or information access and ensuring that user access has been removed from all terminated employees of Provider. 9. Withholding of payment At the sole discretion of The Children's Trust, payment may be withheld from Provider for non-compliance by Provider of Provider's compliance with contractual terms. The Children's Trust will provide payment upon satisfactory compliance by Provider of the contractual terms for which Provider is responsible as solely determined by The Children's Trust. The Children's Trust, in its sole discretion, may determine to withhold payments to Provider for any particular subcontractor for such subcontractor's non-compliance with contractual terms. P. MODIFICATIONS Any alterations, variations, modifications, extensions or waivers of provisions of this Contract including but not limited to amount payable and effective term shall only be valid when they have been reduced to writing, duly approved and signed by both Parties. Pursuant to City Commission Resolution No. . adopted 2010, the City Manager is Provider's authorized representative for approving and executing alterations, variations, modifications, extensions or waivers of the provisions of this Contract including but not limited to amount payable and effective term. Q. GOVERNING LAW & VENUE This Contract shall be interpreted and construed in accordance with and governed by the laws of the State of Florida without regard to its conflicts of laws provisions. Any controversies or legal problems arising out of the City of Miami Page 9 of 33 Contract #1075-1930, Resolution #2010-63 terms of this Contract and any action involving the enforcement or interpretation of any rights hereunder shall be submitted to the jurisdiction of the state courts of the Eleventh Judicial Circuit, in and for, Miami -Dade County, Florida. R. BACKGROUND SCREENING In accordance with Sections 943.0542, 984.01, Chapter 435, 402, 39.001, and 1012.465 Florida Statutes, as applicable, employees, volunteers and subcontracted personnel who work in direct contact with children or who come into direct contact with children must complete a satisfactory Level 2 background screening. Level 2 Background screenings must be completed through the Florida Department of Law Enforcement (FDLE), VECHS (Volunteer & Employee Criminal History System) Program. Satisfactory background screening documentation will be accepted for those agencies that already conduct business with either the Department of Children and Families (DCF) or the Department of Juvenile Justice (DJJ) or the Miami Dade County Public School System (MDCPS). A clearance letter from MDCPS Office of Employment Standards indicating the person has successfully completed a Level 2 screening will be accepted. If background screenings are completed with VECHS, then Provider shall complete an Attachment E: "Affidavit for Level 2 Background Screenings" each for contract term. The Affidavit will cover employees, volunteers, or subcontractors performing services under this contract who are required to complete a Level 2 background screening as defined in this section. Provider shall keep Attachment E: "Affidavit for Level 2 Background Screenings" in Provider's personnel, volunteers, and/or sub -contractors files. An Attestation or Affidavit of Good Moral Character, as applicable, must be completed annually for each employee, volunteer, and subcontracted personnel who work in direct contact with children. Provider shall re -screen each employee, volunteer and/or subcontractor every five years. S. CHILDREN WITH DISABILITIES AND THEIR FAMILIES Provider understands that The Children's Trust expects Provider to meet the federal standards under the Americans with Disabilities Act. By policy of The Children's Trust, providers must also implement reasonable programmatic accommodations to include children with disabilities and their families, whenever possible. Notwithstanding anything to the contrary, Provider shall not be required to make any alteration to any public school building or other building or structure which is not owned by Provider. T. REGULATORY COMPLIANCE 1. Non-discrimination and Civil Rights Provider shall not discriminate against an employee, volunteer, or client of Provider on the basis of race, color, gender, pregnancy, marital status, familial status, sexual orientation, religion, ancestry, national origin, disability, or age, except that programs may target services for specific target groups as may be defined in the competitive solicitation. Provider shall demonstrate that it has standards, policies, and practices necessary to render services in a manner that respects the worth of the individual and protects and preserves the dignity of people of diverse cultures, classes, races, religions, sexual orientations, and ethnic backgrounds. Provider agrees.to abide by Chapter 11A of the Code of Miami -Dade County ("County Code"), as amended, which prohibits discrimination in employment, housing and public accommodations; Title VII of the Civil Rights Act of 1968, as amended, which prohibits discrimination in employment and public accommodation; the Age Discrimination Act of 1975, 42 U.S.C. Section 6101, as amended, which prohibits discrimination in employment because of age; Section 504 of the Rehabilitation Act of 1973, 29 U.S.C. § 794, as amended, which prohibits discrimination on the basis of disability; and the Americans with Disabilities Act, 42 U.S.C. §12101 et seq., which prohibits discrimination in employment and public accommodations because of disability. It is expressly understood that upon receipt of evidence of discrimination under any of these laws, The Children's Trust shall have the right to terminate all or any portion of this Contract. If Provider or any owner, subsidiary, or other firm affiliated with or related to Provider, is found by the responsible enforcement agency or the courts to be in violation of these laws, said violation will be a material breach of this Contract and The Children's Trust will conduct no further business with Provider. 2. Public Entities Crime Act Provider will not violate the Public Entities Crimes Act (Section 287.133, Florida Statutes), which essentially provides that a person or affiliate who is a Provider, consultant or other provider and who has been placed on the City of Miami Page 10 of 33 Contract #1075-1930, Resolution #2010-63 convicted vendor list following a conviction for a Public Entity Crime may not submit a bid on a contract to provide any goods or services to The Children's Trust, may not submit a bid on a contract with The Children's Trust for the construction or repair of a public building or public work, may not submit bids on leases of real property to The Children's Trust, may not be awarded or perform work as a Provider supplier, sub Provider, or consultant under a contract with The Children's Trust, and may not transact any business with The Children's Trust in excess of the threshold amount provided in Section 287.017, Florida Statutes, for Category Two purchases for a period of thirty- six (36) months from the date of being placed on the convicted vendor list. Violation of this section shall result in cancellation of this Contract and recovery of all monies paid hereto, and may result in debarment from The Children's Trust's competitive procurement activities. 3. Conflict of Interest Provider represents that the execution of this Contract does not violate Miami Dade County's Conflict of Interest and Code of Ethics Ordinance, www.miamidade.gov/ethics/library/Ethics-Brochure-2005.pdf and Florida Statutes §112 as amended, which are incorporated herein by reference as if fully set forth herein. Provider agrees to abide by and be governed by these conflict of interest provisions throughout the course of this Contract and in connection with its obligations hereunder. 4. Compliance with Sarbanes-Oxley Act of 2002 Provider shall comply with the following provisions of the Sarbanes-Oxley Act of 2002: • Provider agrees not to alter, cover up, falsify, or destroy any document that may be relevant to an official investigation. • Provider agrees not to punish whistleblowers or retaliate against any employee who reports suspected cases of fraud or abuse. 5. Licensing Provider (and subcontractor, as applicable,) shall obtain and maintain in full force and effect during the term of this Contract any and all applicable licenses, certifications, approvals, insurances, permits and accreditations, required by the State of Florida, Miami -Dade County, relevant to municipalities, The Children's Trust or the federal government. Provider must be qualified and registered to do business in the State of Florida both prior to and during the contract term with The Children's Trust. 6. Incident Reporting An incident is defined as any actual or alleged event or situation that creates a significant risk of substantial or serious harm to the physical or mental health, safety or well being of a child participating in the program. Reportable incidents include, but are not limited to, allegations of abuse, neglect or exploitation of a child, injury of a participant, missing child or abandoned child, loss of property use for the program, or destruction of property used in the program. Provider shall immediately report knowledge or reasonable suspicion of abuse, neglect, or abandonment of a child, aged person, or disabled adult to the Florida Abuse Hotline on the statewide toll-free telephone number (1 -800- 96 -ABUSE). As required by Chapters 39 and 415, Florida Statutes, this is binding upon both Provider and its employees. Provider shall notify The Children's Trust's contract manager of any incident as defined within three (3) business days after Provider is informed of such incident. Provider shall provide written notification of the incident together with a copy of the incident report. The report must contain the following: (1) Name of reporter (person giving the notice) (2) Name and address of victim and guardian (3) Phone number where the reporter can be contacted (4) Date, time, and location of incident (5) Complete description of incident and injuries, if any Police report and actions taken shall be submitted to The Children's Trust within fifteen (15) days business of the incident. Provider shall provide written notification to The Children's Trust, within seven (7) business days, of any legal action which is filed as a result of such alleged incident. 7. Sexual Harassment Provider shall complete an incident report in the event a program participant, client or employee makes an allegation of sexual harassment, sexual misconduct or sexual assault by a Provider employee, volunteer or anyone arising out of the performance of this Contract and Provider has knowledge thereof. Provider shall provide written notification to The Children's Trust within three (3) business days after Provider is informed of such an allegation. City of Miami Page 11 of 33 Contract#1075-1930, Resolution #2010-63 Provider shall provide written notification to The Children's Trust, within seven (7) business days, of any legal action which is filed as a result of such an alleged incident. S. Proof of Policies Provider and subcontractor, as applicable, shall keep on file copies of its and their respective policies including but not limited to confidentiality, incident reporting, sexual harassment, non-discrimination, equal opportunity and/or affirmative action, Americans with Disabilities Act, and drug-free workplace. U. CONSENT Provider must obtain parental/legal guardian consent for all minor participants to participate and/or for adult participants in the program for services; and to share information with The Children's Trust for monitoring and evaluation purposes. Provider will ask participants to sign a voluntary Consent to Photograph form. The form is available in English, Spanish, and Creole and can be downloaded from www.thechildrenstrust.org. The signed consent form for photography will be maintained at the program site, with a copy filed in the participant's record. The consent shall be part of the participants' registration form, and signed by parent/guardian before services commence or assessments are administered. Any refusal of consent must be properly documented and signed by the parent or legal guardian on the consent form. V. PROGRAMMATIC DATA REPORTING Demographic and service information on program participants will be provided to The Children's Trust as part of The Children's Trust's research mission. Provider agrees to comply and participate in any data collection reporting, including participant data as required by The Children's Trust and described in Attachment C to this Contract, Programmatic Data and Reporting Requirements, subject to confidentiality requirements. In addition, Provider agrees to furnish The Children's Trust with complete and accurate reports in the timeframe and format to be reasonably specified by The Children's Trust, and as described in Attachment C. Provider must participate and provide agency (agency profile) and site(s) information to Switchboard of Miami 2- 1-1, The Children's Trust 24 hour helpline, as applicable and as defined in Attachment C: Programmatic Data Reporting Requirements. W. PUBLICITY Provider agrees that activities, services and events funded by this Contract shall recognize The Children's Trust as a funding source. Provider shall ensure that all publicity, public relations, advertisements and signs within its control recognize The Children's Trust for the support of all contracted activities. The use of the official Children's Trust logo is permissible. Provider shall use its best efforts to ensure that all media representatives, when inquiring with Provider about the activities funded by this Contract, are informed that The Children's Trust is a funding source. Provider shall, if it possesses the appropriate technology, provide a link between the website and The Children's Trust's website. X. PUBLICATIONS Provider agrees to include in all of its subcontracts provisions similar to the following provisions of this Section X for compliance by subcontractors. Provider agrees to supply The Children's Trust, without charge, up to three copies of any publication developed by Provider in connection with implementation of programs addressed by this Contract. Such publications will state that the program is supported by The Children's Trust. Provider agrees that The Children's Trust will have use of copyrighted materials developed under this Contract to the extent provided in, and subject to, the provisions of Paragraphs G and H above. To the extent permitted by the applicable journal or other publication source, Provider shall include The Children's Trust logo and the following paragraph in all materials of Provider featuring programs funded by The Children's Trust, including but not limited to newsletters, press releases, brochures, fliers, homepage of websites or any other materials for dissemination to the media or general public_ City of Miami Page 12 of 33 Contract #1075-1930, Resolution #2010-63 English: City of Miami and Miami Youth Council is funded by The Children's Trust. The Children's Trust is a dedicated source of revenue established by voter referendum to improve the lives of children and families in Miami -Dade County. Espanol: City of Miami and Miami Youth Council esta financiado=por EI Fidecomiso de los Ninos (The Children's Trust). EI Fidecomiso de los Ninos es una fuente de financiacion, establecida por referendum para mejorar las vidas de ninos y familias en el Condado de Miami -Dade. Kreyol: City of Miami and Miami Youth Council finanse=pa "The Children's Trust". Trust la, se yon sous lajan ke gouvenman amerikin vote an referandom you ke' li investi byen nan pwogram kap ameliore la Vi Ti Moun ak fanmi yo nan Myami Dade. Note: In cases where funding by The Children's Trust represents only a percentage of Provider's overall funding, the above language can be altered to read "The (organization) is funded in part by The Children's Trust..." Y. HEADINGS, USE OF SINGULAR AND GENDER Paragraph headings are for convenience only and are not intended to expand or restrict the scope or substance of the provisions of this Contract. Wherever used herein, the singular shall include the plural and plural shall include the singular, and pronouns shall be read as masculine, feminine or neuter as the context requires. THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK City of Miami Page 13 of 33 Contract #1075-1930, Resolution #2010-63 Z. TOTALITY OF CONTRACT/SEVERABILITY OF PROVISIONS This Contract with its attachments as referenced below contains all the terms and conditions agreed upon by the parties: Attachment A: Scope of Services Attachment B: Other Fiscal Requirements, Budget, and Method of Payment Attachment C: Programmatic Data and Reporting Requirements Attachment D: Program Specific Audit Requirements Attachment E: Affidavit for Level 2 Background Screenings, if applicable Attachment F: Performance Improvement Plan, if applicable No other contract, oral or otherwise, regarding the subject matter of this Contract shall be deemed to exist or bind the Parties. If any provision of this Contract is held invalid or void, the remainder of this Contract shall not be affected thereby if such remainder would then continue to conform to the terms and requirements of applicable law. CITY OF MIAMI, a Florida municipal corporation MIAMI-DADE COUNTY, FLORIDA Provider Federal ID# 59-600375 By: Carlos Migoya, City Manager Attest: By: Priscilla A. Thompson, City Clerk Date: Approved as to Form and Correctness: By: Julie O. Bru, City Attorney Date: Approved as to Insurance Requirements: THE CHILDREN'S TRUST Bv: Modesto E. Abety President/CEO Approvedasto form and legal sufficiency 4:;r County Attorney Date: By: Gary Reshefsky, Interim Acting Director of Risk Management Date: This contract is not valid until signed by both parties City of Miami Page 14 of 33 Contract #1075-1930, Resolution #2010-63 ATTACHMENT A: Scope of Services City of Miami Page 15 of 33 Contract #1075-1930, Resolution #2010-63 Attachment A Initiative: Prevention Agency name: City of Miami Office of the Mayor Contract No. 1075-1930 Program name: Miami Youth Council 1. Description of Services: The City of Miami, in collaboration with Miami -Dade County Public Schools, operates the "Miami Youth Council" to engage high school students in school and community settings to enhance their cognitive, social, and emotional health through leadership development; increase their community engagement through civic education and service learning; empower them through the development of civic action plans driven by youth concerns and using City resources; and expose them to potential job paths, leading to competence, self-efficacy and pro -social norms. The activities take place outside of school hours. 2. Target Population or Participants (Include numbers in table and a narrative description of participant characteristics, including ages, geography, disabilities, etc.): Description of participants to be served: The Miami Youth Council's target population is comprised of self-selecting and recruited youth from the 5 identified program sites, in addition to the feeder sites of the Young Men's and Young Women's Leadership Academies, ages 14-17. Each school will have 15 active members. Of these, 90% will be minority, with an ethnic breakdown of 50% Hispanic/Latino; 25% African American; 15% Haitian American; 3% Caucasian and 2% Asian/Native American. The gender ratio will be 60:40 girls to boys. Risk Factors: As identified above, these youth will come from communities and schools where poverty (30%), low education rates (25% with a college degree overall); recent immigration/ low household asset levels (60%); and high crime (80% will live in Miami's most crime -ridden neighborhoods) is part of everyday life. 3. Service Locations: Site Name Total number of unduplicated =-. Total number of participants Miami Edison Senior High School participants expected to receive expected'to receive Type 2 Little Haiti Community intensive Type i services services Participants 3+ intended contacts. less than 3' intended contact Children/Youth 75 Youth 25 Parents/Primary Caregivers n/a 25 Other populations (e.g., staff Miami, Florida 33136 25 professionals, generalpublic) n/a Description of participants to be served: The Miami Youth Council's target population is comprised of self-selecting and recruited youth from the 5 identified program sites, in addition to the feeder sites of the Young Men's and Young Women's Leadership Academies, ages 14-17. Each school will have 15 active members. Of these, 90% will be minority, with an ethnic breakdown of 50% Hispanic/Latino; 25% African American; 15% Haitian American; 3% Caucasian and 2% Asian/Native American. The gender ratio will be 60:40 girls to boys. Risk Factors: As identified above, these youth will come from communities and schools where poverty (30%), low education rates (25% with a college degree overall); recent immigration/ low household asset levels (60%); and high crime (80% will live in Miami's most crime -ridden neighborhoods) is part of everyday life. 3. Service Locations: Site Name Site Address Site Phone Number Miami Edison Senior High School 6161 NW 5th Ct. 305-751-7337 Little Haiti Community Miami, Florida 33137 Miami Senior High School 2450 SW 1St Street 305-649-9800 Little Havana Community Miami, Florida 33135 Booker T. Washington Senior High 1200 NW 6th Ave 305-324-8900 School Miami, Florida 33136 Overtown Community Miami Jackson Senior High School 1751 NW 36th St 305-836-0991 Model City Community Miami, Florida 33142 waoik Ce v k-^ SeA e r 1151 N W q5`1 1 305- 6`16 W h &"W (VIiaAvii� - a& 3 1'k7 City of Miami Page 16 of 33 Contract #1075-1930, Resolution #2010-63 4. Performance Measures: a. Quantity -"How much will we do?" TYPE 1 ACTIVITIES (3 or more contacts with participants) Project Citizen Curriculum and Action Planning Students work in groups to identify and study a public policy problem, propose a solution, and develop an action plan for implementing their policy. The "Project Citizen" 20 out of 24 curriculum is a product of the Center for Civic Education sessions; (2 per and is used nationally and internationally. Students also 75 youth month for 10 participate in four leadership activities - Know Your months plus 4 Government Day, Search Institute Training, Youth leadership activities) Leadership Miami, and End of Year Project Citizen Presentations. Frequency: Bi -monthly; Intensity: 1 1/2 hours; Duration: 10 months Miami Youth Council The Mayor's Youth Council will be the entity that represents all five School Youth Councils, comprised of two representatives from each school. Meetings with the 10 youth 8 out of 10 sessions Mayor will be quarterly to advise him on youth perspectives. Frequency: Once monthly; Intensity: 2 -hours; Duration: 10 months TYPE 2 ACTIVITIES (less than 3 contacts with participants) MYC Townhalis To understand the needs, interests, cultural traditions, and motivations in relation to their eventual community project, each MYC will recruit representation from local schools, youth, parents, community based organizations, senior citizens, faith based organizations, and City departments including the Police, Parks and Recreation, and NET. Frequency: Once per year per community; Intensity: 1/2 hours; Duration: once City of Miami Contract #1075-1930, Resolution #2010-63 25 children/youth 25 parents 5 events 25 community members Page 17 of 33 TYPE 3 ACTIVITIES (Other deliverables that are not direct services) Activities Name' 8i Descri tion Count Number NONE N/A b. Quality —"How well will did we do it?" 1. Observation of Service DeiiverY: The Program Director attends several of the school site meetings to monitor adherence to the curriculum and to approve the project being developed by the council. The Director also attends the monthly meetings to supervise the process and progress of each council. The Director attends and supervises the leadership activities and all other activities of the council. 2. Percent of Staff with Necessary Training: The teachers receive training, by the MDCPS, on the Project Citizen Curriculum. They also sign an agreement with expectations and requirements set forth by the Program Directors. c. Outcomes — Measuring "Is anyone better off?" 80% of youth will demonstrate increased Search Institute 1)Search Institute 80% of youth will demonstrate improved Pre/post Survey Pretest will be MYC Town halls decision-making, coping and problem- Survey conducted by solving skills. teacher sponsor at Project Citizen Search Institute Miami Youth Council training and action planning collected by Project Citizen program director curriculum and at school sites action planning 2) Surveys given to data clerk for entry 3) Post -survey will be conducted in 80% of youth will demonstrate increased Search Institute 1) Search Institute leadership skills. Pre/post Pretest will be Miami Youth Council Survey conducted by teacher sponsor Project Citizen and collected by curriculum and program director; action planning 2) Surveys will be provided to data clerk who will enter data and file in participant files 3) Post -survey will be conducted in June 80% of youth will increase community Project Citizen 1) Pre-test/survey Project Citizen involvement and volunteerism. Pre/post Survey. will be conducted Curriculum and Developed by by teacher sponsor Action Planning Center for Civic at the school site Education. in Sept. 2009. Miami Youth Council (question 17). 2) Post -survey will be conducted in MYC Townhalls June 2010. City of Miami Page 18 of 33 Contract #1075-1930, Resolution #2010-63 80% of youth will improve school City of Miami 1) Intake form Project Citizen engagement. Youth Council includes question Curriculum and Intake Form and about attending Action Planning End of Year college to establish Assessment. baseline, (question 18) conducted by lead teacher at school site. 2) End of year assessment given to students in June 2010 to capture their interest in attending school. * More than one activity may be associated with a single outcome; and more than one outcome may be affected by a single activity. 5. Evidence -Based Programs (EBP) *Please list the name of the agency/organization that awarded the program evidence -based status (e.g. Department of Juvenile Justice, Substance Abuse and Mental Health Services Administration, etc). 6. Staff Qualifications: Provider represents that all persons delivering the Services required by this Contract have the knowledge and skills, either by training, experience, education, or a combination thereof, to adequately and competently perform the duties, obligations, and Services set forth in the Scope of Services (Attachment A) and to provide and perform such Services to The Children's Trust's satisfaction. All persons delivering the services described herein must be included in the Staffing Plan worksheet in the Budget (Attachment B). City of Miami Page 19 of 33 Contract #1075-1930, Resolution #2010-63 erv+�e I<+laverc=ed�1 Des _g - i. N/A *Please list the name of the agency/organization that awarded the program evidence -based status (e.g. Department of Juvenile Justice, Substance Abuse and Mental Health Services Administration, etc). 6. Staff Qualifications: Provider represents that all persons delivering the Services required by this Contract have the knowledge and skills, either by training, experience, education, or a combination thereof, to adequately and competently perform the duties, obligations, and Services set forth in the Scope of Services (Attachment A) and to provide and perform such Services to The Children's Trust's satisfaction. All persons delivering the services described herein must be included in the Staffing Plan worksheet in the Budget (Attachment B). City of Miami Page 19 of 33 Contract #1075-1930, Resolution #2010-63 ATTACHMENT B: Other Fiscal Requirements, Budget and Method of Payment City of Miami Page 20 of 33 Contract #1075-1930, Resolution #2010-63 ATTACHMENT B OTHER FISCAL REQUIREMENTS, BUDGET and METHOD OF PAYMENT Advance payment requests The Children's Trust offers advance payments up to 15% of the total contract amount. Advance requests shall be limited to governmental entities and not-for-profit corporations, in accordance with subsection 216.181 (16) (b), F.S. The advance request is to include the amount requested and the justification. Advance payment requests must be submitted using the designated form and must be approved in writing by The Children's Trust's Contract. Manager and Chief Financial Officer or their designee(s). Advanced funds if not used shall be invested by Provider in an insured interest bearing account, in accordance with subsection 216.181 (16) (b), F.S. Interest earned on advanced funds shall be returned to The Children's Trust on a quarterly basis or applied against the amount of the contract owed by The Children's Trust. Advance payment Within 60 calendar days of receipt of an advance, Provider shall report the actual expenditures paid by or charged to the advanced funds using the reporting 'invoice" form provided by The Children's Trust. If the "invoice" amount is less than the amount advanced, The Children's Trust will deduct the difference from the next applicable monthly payment request. Provider may request, in writing, an extension of the repayment of the advance. A fiscal need must be clearly demonstrated and substantiated by Provider in order for an extension request to be considered by The Children's Trust. Budget revisions Budget revision(s) require prior written approval from the Contract Manager and The Children's Trust's Chief Financial Officer or their designee(s). Request for budget revisions must be submitted to the Contract Manager using the appropriate form, as determined by The Children's Trust. Provider must request a budget revision to add, delete, and/or modify any line item(s). Budget revisions cannot be used to modify the total contracted amount nor can they be used to modify the Scope of Services. No more than two (2) budget revisions may be approved during the contract term. Budget revision requests must be submitted sixty (60) days prior to the expiration of Contract. Budget revisions will be incorporated into the Contract. Indirect Administrative Costs In no event shall The Children's Trust fund indirect administrative costs in excess of ten (10%) percent of the total contract amount. Cost Reimbursement Method of Payment The parties agree that this is a cost reimbursement method of payment contract; Provider shall be paid in accordance with the approved budget and/or approved budget revision as set forth in this Attachment. Provider also agrees to timely pay its subcontractors, vendors, and employees for the fulfillment of services provided in this Contract. Invoice Requirements Provider shall submit an original request for payment, in the format prescribed by The Children's Trust and in accordance with the approved budget or approved budget revision(s). The request for payment is due on or before the fifteenth (15th) day of the month following the month in which expenditures were incurred (exclusive of legal holidays or weekends). The Children's Trust agrees to reimburse Provider on a monthly billing basis. Every request by Provider for payment for services provided, work performed, or costs incurred pursuant to this Contract, except for any advanced payments by The Trust, shall be accompanied by a Request for Payment from The Children's Trust. If there are subcontractors to this Contract, 'Subcontractor Verification of Payment' from subcontractors of Provider must be included if the Request for Payment includes a request for reimbursement in relation to a payment made to a subcontractor. These forms may be downloaded from The Trust's website. For the purpose of payment City of Miami Page 21 of 33 Contract #1075-1930, Resolution #2010-63 only, a subcontractor is defined as an independent agency that has entered into agreement with Provider to perform services pertaining to The Children's Trust funded programs identified in this Contract. The Children's Trust reserves the right to request any supporting documentation. A final request for payment (last monthly invoice of the contract term) from Provider will be accepted by The Children's Trust up to forty-five (45) days after the expiration of this Contract. If Provider fails to comply, all rights to payment shall be forfeited. If The Children's Trust determines that Provider has been paid funds not in accordance with this Contract, and to which it is not entitled, Provider shall return such funds to The Children's Trust or submit appropriate documentation to support the payment. The Children's Trust shall have the sole discretion in determining if Provider is entitled to such funds in accordance with this Contract and The Children's Trust's decision on this matter shall be binding. In the event that Provider, its independent auditor or The Children's Trust discovers that an overpayment has been made, Provider shall repay said overpayment within thirty (30) calendar days without prior notification from The Children's Trust. If Provider fails to serve the number of participants and/or fails to utilize the funds in accordance with the Contract, The Children's Trust may amend the Contract to reduce the amount of dollars. Any delay in amendment by The Children's Trust is not deemed a waiver of The Children's Trust's right to amend or seek reimbursement for under -serving participants in accordance with the Contract. In order for a request for payment to be deemed proper as defined by the Florida Prompt Payment Act, all requests for payment must comply with the requirements set forth in this Contract and must be submitted on the forms as prescribed by The Children's Trust. Requests for payment and/or documentation returned to Provider for corrections may be cause for delay in receipt of payment. Late submission may result in delay in receipt of payment. The Children's Trust shall pay Provider within thirty (30) calendar days of receipt of Provider's properly submitted Request for Payment and/or other required documentation. The Children's Trust shall retain any payments due until all required reports or deliverables are submitted and accepted by The Children's Trust. Supporting Documentation Requirements Provider shall maintain original records documenting actual expenditures and services provided according to the approved budget and scope of services as required. Supporting documentation shall be made available and provided to The Children's Trust upon request. Provider shall keep accurate and complete records of any fees collected, reimbursement, or compensation of any kind received from any client or other third party, for any Service covered by this Contract, and shall make all such records available to The Children's Trust upon request. Provider shall maintain a cost allocation methodology that it uses to allocate its costs. Provider shall use a cost allocation methodology which assures that The Children's Trust is paying only its fair share of costs for services, overhead, and staffing not solely devoted to the program funded by this Contract. Such methodology shall be made available to The Children's Trust upon request. City of Miami Page 22 of 33 Contract #1075-1930, Resolution #2010-63 GENERAL INFORMATION Organization Name Agency Fiscal Year: Program Title: City of Miami August 1 - July 31 Miami Youth Council BUDGET REVENUES Agency Budget Areas in Blue to be completed by the Agency (for example: July 1 to June 30) Agency Source of Funding Name of Source of Matching Funds for the Program Budget Program Revenues Agency Revenues % of Agency Revenues Trust Amount Requested - Cash $82,122.00 $82,122.00 4.4% Trust Other Funding 00°!o - P ram Fees 1,361,647.00 73.1% Total Sources -of Revenue Other than The Trust.and In-Ki!nd To ai en, tt'her.,,Ex eases :: O.Oo 417 869.00 22.410 Miami -Dade County Grants Local 84 813.25 $ 1,861,638.00 100.00/0 0.00% Federal Grants 0`.0% State Grant 42,869.00 2 3% FoundationsJCharitable Funds 375,000.00 20.1% Cas /Fees/yt er Revenue Program % of Expenses - Cash Agency 00°!o - P ram Fees 84 813.25 84 813.25 4.6% To ai en, tt'her.,,Ex eases :: CD5 Sijbsidies for 5choal74ged , 95.4% T4tai18dd#4dt',' X eAees" - 84 813.25 $ 1,861,638.00 100.00/0 tfiildren, = 00% Otrier .00% City of Miami 2,-6 91.-25 U0% .0.4. 13.25 1 $ 1,861,638.00 BUDGET EXPENSES Veriance � , - - - Page 23 of 33 Attachment B, Contract #1026-193, Resolution #2010-63 Rev 4/10 Program % of Expenses Agency Expenses Agency Expenses Total Prp "rann$idd et =; 84 813.25 84 813.25 4.6% To ai en, tt'her.,,Ex eases :: 1 776 824.75 95.4% T4tai18dd#4dt',' X eAees" - 84 813.25 $ 1,861,638.00 100.00/0 Veriance � , - - - Page 23 of 33 Attachment B, Contract #1026-193, Resolution #2010-63 Rev 4/10 Program Budget Organization Name: e �_ontraa Period: OS/Ol/SO-07131/11 12 months Areas in Blue to be completed by the Agency PROGRAM BUDGET .Insert Program Period .Insert Program Period Requested Funding Matching Funds Justification SALARIES: % I Amount % Amount List Full -Time Employees Annual Salary Position (12 mths) Education Initiatives Coordinator 50,000.00 0% 0.00 5°/a 2,500.00jThe City's Education Initiatives Coordinator assures contract compliance, fiscal responsibility and coordinates the implementation of the program between all parties involved. 0.001 0.00 Full -Time Total 0.00 0.00 0.05 21500.00 List Part -Time/Seasonal Employees Admnistrative Assistant 21,000.00 35% 7,500.001 0.00 $11hr x 13 hr/week x 52 weeks. Input data, make phone calls, researchon the internet, and various clerical duties to support the I Program Director and Education Initiatives Coordinator. Method of nayment W -weekly 0.00 0.001 0.00 0.00, 0.00 0.00 Part -;Time Total 0.35 7,500.00 0.00 0.00 - TOTALFTEs/SALARIES .35 $7,500.00 .05 $2,500.00 FRINGE BENEFITS 573.75! 191.25 Pica/Mica Rate: 7.65% 0.001 0.001 0.00 W -Comp's Rate: Unempioy Rate: 0.00 0.00 Retirement Rate:I�0.00! Other Specify B: provide calculations Health Ins. Cost per Staff - ! Life Ins. Rate: Rate: $191.251T& Fringe is 7.65% of TCT Requested Salaries TOTAL FRINGE BENEFITS $573.75 S cost PROGRAM OPERATING EXPENSES: Travel (other than participants) 2,541.60 $2,541.60 Cost of renting bus to accommodate transport of Travel (participants) students to and from City Commission meetings, Search Institute Training,Youth Leadership Miami Training, and End of Year Presentation. ($42:36 per hour per bus x45 hours per event x;3 buses per trip x 4 trips = $2;541.60); Meals (participants) 2,768.00 $1,480;00 for snacks for children during the -Project Citizen meetings at the approved cost -of .74 for 100 children x 20 meetings = $1,480.00. $74 for -snacks for children during the Miami Youth Council meetings': at The Children's Trust approved cost of 71 cents.for 10 children per session for 10 months out of the year= $71.00. $74 for snacks forparticipants in -the MYC Town Hall Meetings :($0.71'for20 participants for 5 Town Hall meetings = $71}., Lunch for children during the Search institute Training,; Youth Leadership Training, Know Your Government Day,` and End. of Year Presentation --$2.85 for,:100 students for 4 - events— $1,140.00: Space (rent of a building) Utilities (e.g. telephone, utilities) 11500.00 $125 per month for 12 months. _ $1,500 for office supplies for Supplies - office (e.g. paper, printing, postage) directorand clerical worker including pens, paper clips, ink, labels, file folders. Supplies - program (e.g. curricula, books) 7,05445 Project Citizen materials and books and other off the shelf resources regarding,` youth research on their cultural groups, including; books workbooks, paper, art supplies, including glue, markers, colored paper, and porfolio materials`fbrTtolect Citizen` Portfolios and Project Citizen Action Plan supplies - $30 per participant x,100 participants = $3,000.00✓(100 students based on over enrollment) City)of Miami Youth'Councilpolo'Shirts - $21 . perparticipantx i00 participants =.$2,100.00. Printingvf quarterly newsletter, recruitment supplies, banners and fliers -' 250 newsletters i@ $0.50/newsletter x 4 newsletters per year $500; banner = $300; fliers ='600 fliers "@ $0.35 per -.flier = $210.75:. Materials for Know Your Gcivemment Day; Youth Leadership Training;and Project Presentations = $1,043.70 Non -Capital Equipment (less than $1,000) (List each) 0 Aflq TCT Tota Line Line item iterr 0% 3- 9% 9° 9% 120 0% 0° 3% 30 3% 3- 0% 0° 0% 00 2% 2- 9% Be 0% 0' capital Equipment (greater than $1,000) (List each) " ,G:00 _16J)d 0% 0° 0% o 0% 01 Subcontractors (List each) u 33,000:00 D.QD 40% 39c Page 24 of 33 Attachment B, Contract 41026-193, Resolution #2010-63 Rev 4/10 EXCEL 33,000.00 (Professional Services i 18,972.001 Teacher- Miami Senior High 3,000.001. i Senior I 3,000.00 Professional Services - Additional (List each) 31972.00 Youth' Leadership Training Teacher- Miami Northwestern Senior 3,000.00 Other 75:00 iAdveitising Teacher -Miami Jackson Senior Background screening 3,000.00 Admission to field trips and Community Showcase event which may take up to Other -Additional (List each) Teacher - Booker TWashington Senior Mini Conference I I 3,000.00 Professional Services - Additional (List each) 31972.00 Youth' Leadership Training 3,972.00 Teachers spends a minimum of 1 hour preparation and 2 hours of Other 75:00 iAdveitising leadership training and day long Project Citizen Training. Background screening Teachers facilitate the group presentation for the .MYC Townhall Admission to field trips and Community Showcase event which may take up to Other -Additional (List each) 15.00 Mini Conference I I 75.00 TOTAL OPERATING EXPENSES: $65,911.05 Administrative/Indirect Costs (Can not exceed 10%) 10 8,137.20 Program Budget Program director will facilitate the Project Citizen Curriculum with community councils, will facilitate support and collaboration with local nonprofit groups in the development of action plans in relation to the Project Citizen Action Plan Model. Will facilitate the organization and implementation of student plans for Community Showcase Events and organize the publishing of a monthly newsletter to document and share progress. ($4125 per hour @ 16 hnure ner week for 50 weeks) 0.00 iTeacher acts as facilitator of youth council members at each site. Teachers spends a minimum of 1 hour preparation and 2 hours of ifailitation time weekly. Teachers also facilitate the day long leadership training and day long Project Citizen Training. Teachers facilitate the group presentation for the .MYC Townhall 'meeting and Community Showcase event which may take up to 120 hours. Teachers also attend monthly support meetings of all (teachers involved for 2 hours. Teachers work closely with Community Partners and NET Administrators. $25 per hour x 2.5 (hours per week x 48 weeks = $3,000.00 Teacher acts as facilitator of youth council members at each site. Teachers spends a minimum of 1 hour preparation and 2 hours of failitation time weekly. Teachers also facilitate the day long leadership training and day long Project Citizen Training. Teachers facilitate the group presentation for the MYC Townhall meeting and Community Showcase event which may take up to 20 hours. Teachers also attend monthly support meetings of all teachers involved for 2 hours. Teachers work closely with Community Partners and NET Administrators. $25:per hour x 2.5 hours per week x 48 weeks = $3,000.00 Teacher acts as facilitator of youth council members at each site. Teachers spends a minimum of 1 hour preparation and hours of failitation time weekly. Teachers also facilitate the day long leadership training and daylong Project Citizen Training. Teachers facilitate the group presentation for the MYC Townhall meeting and Community Showcase event which may take up to 20 hours. Teachers also attend monthly support meetings of all teachers involved for 2 hours. Teachers work closely with Community Partners and NET Administrators. $25 per hour x 2.5 hours per week x-48 weeks ='$3,000.00' Teacher acts as facilitator of youth council members at each site. Teachers spends a minimum of 1 hour preparation and 2 hours of l failitation time weekly. Teachers also facilitate the day long leadership training and day long ProjectCitizen Training. -. Teachers facilitate: the group presentation : for the MYC Townhall meeting and Community Showcase event which may take up"to 20 hours. Teachers also attend monthly support meetings of all teachers involved for 2 hours. Teachers work closely with Community Partners and NET Administrators. $25 -per hour x2.5 hours per week.x 48 weeks =' $1000.00 Teacher acts as facilitator of youth council members`.at each site. -- Teachers spends a minimum-oV1 hour preparation and 2 hours of failitation time weekly. Teachers also facilitate the day long leadership trainmg'.and day long Project Citizen Training. Teachers facilitate the group presentation for the MYC Townhall meeting and Community Showcase event which may take up to 20 hours. Teachers also attend monthly: support meetings of.all teachers involved "for 2 hours. Teachers work closely with -: Community Partners and NET: Administrators. $25 per hour x2.5 '. hours per week x48 weeks = $3,000.00- 0.00 Youth Asset Building and Youth Empowerment workshop. The workshop will be a'full day session. Leading with Assets Workshop - $2,300.00; Travel Expenses for Presenter - $1,072.00 (airfare _ $600.00; ground transportation and parking = $100.00; 2 night lodging = $300.00; meals = $72.00); Materials -$600. - 0.00 Cost for 3 staff members to attend Ready... Set.. Go Out of School Mini Conference. Presentation. ($25.00 per person $75.00) $0.00 3%1 $2,691.25 Staffing PI Organization Name: City of Miami, Mayor's Office Staffing Plan must EXACTLY match the paid and in-kind staff, volunteers, consultants and sub -contractors described in Attachment A and listed in the Program Budget. Add or delete rows and adjust links to the Program Budget as necessary. Page 26 o - Attachment B Contract #1026-193 Resolution #2010-63 0.,.. A 3ustification g�-�" List Full -Time Employees Bachelors Degree in education or Will work closely with the Program Director/s and public administration. At least community partners assuring the program's alignment with Education Intiatives 1 two years experience in City wide goals as it relates to the Education Compact. Coordinator program/grant management. Manage all fiscal responsibilities of the grant. 15% of the time is devoted to this program. High school or college student Administrative Assitant will be responsible for entering data with 3.0 GPA or above and (attendance, pre/post tests, etc.), organizing student files, Administrative Assistant 1 references from teachers and/or creatingspreadsheets of data collected and reporting community organizations. outcomes to Program Director. List Part -Time Seasonal Professional Services Bachelors Degree in education. Teacher from each of the High Schools will manage the Currently teaching in one of the school group, facilitate the Project Citizen curriculum, ; identified schools. facilitate the organization and implementation for Townhall Meetings and Community Showcase -Events, collect sign -in Site Teachers 5 ` sheets and agendas for all meetings, facilitate Mayor's Youth Council meeting attendance as well as Know Your Government Day attendance by school {representatives, and work closely with community-based organizations and NET Administrators. Youth Leadership Training 1 TBD Presenter for Youth Asset Building and Youth Empowerment workshop. Bachelors Degree in education, Organize and implement recruitment strategy with social work, or similar field. At community partners. Schedule courses. Act as instructor least two years of experience when necessary. Collect and review data. Collect, review Program Director - 1 working within targeted and enter data. Work closely with all identified community Subcontractor EXCEL community, community based partners. 100% of time is devoted to this program. organizations and families within' community. List: Volunteers Page 26 o - Attachment B Contract #1026-193 Resolution #2010-63 0.,.. A ATTACHMENT C: Programmatic Data and Reporting Requirements City of Miami Page 27 of 33 Contract #1075-1930, Resolution #2010-63 ATTACHMENT C Prevention/Youth Development Programmatic Performance and Data Reporting Requirements Contract No. 1075-1930 Agency name: City of Miami -Office of the Mayor Program name: Miami Youth Council Provider shall submit to The Children's Trust individual participant demographics, attendance, and performance measures as noted in the Scope of Service (Attachment A). Reporting includes electronic submission of quantity and outcomes data into The Children's Trust web -based reporting system (Data Tracker) and submission of narrative reports. Provider's use of Data Tracker requires mandatory training (provided by The Children's Trust) and a user login name. Minimum standards for performance are described in the sections below. The Children's Trust reserves the right to evaluate provider performance against the minimum standards and reward providers exceeding those standards, and/or impose remedies on providers performing below the minimum standards. For mid and end of the year performance reviews Provider is awarded incremental credit for approaching the identified performance targets. ACTIVITIES Activities with 3 or more contacts with the same participant (Type 1). Provider will enter into Data Tracker: demographics of individual participants within seven (7) days of program enrollment. Demographics shall be updated regularly when new information is collected (e.g., new address, grade level). • Activities with less than 3 contacts per participant (Type 2). Provider will enter into Data Tracker: Date(s) of event/activity, number of participants served by type (child, parent or other), and location(s) of event/activity (with address and zip code). PARTICIPANTS Participants' demographics (including all the items noted below), shall be entered into The Trust's electronic web -based reporting system (Data Tracker) within seven (7) calendar days of each participant's first day of attendance. All demographic information shall be updated on an ongoing basis if and when new information is collected (i.e., new address, grade level, school). Demographic information required for CHILD/YOUTH participants with 3 or more contacts (Type 1 activities) : • Participant's Name (last, first, middle initial) • Parent's Name (last, first, middle initial) • Street Address, City, and Zip Code • Gender (male, female) • Date of Birth • Race (American Indian/Alaska Native, Asian, Black/African American, Pacific Islander, White, Other) • Ethnicity (Hispanic, Haitian, Other) • English Proficiency (yes/no) • Other language(s) spoken (Spanish, Haitian Creole, Other) • Child's Social Security # • Child's Miami -Dade County Public Schools ID Number • Current Grade Level • Current School Name • Does child have a Health Insurance? (yes/no) • Does child have a Disability? (yes/no) • If disabled, what type? [Autism Spectrum Disorders, Chronic Medical Condition, Developmental Delay, Emotional and/or Behavioral Disorder, Hearing Impairment (or deaf), Intellectual Disability (or mental retardation), Learning Disability, Physical Disability, Speech/Language Impairment, Visual Impairment (or blind), Other] • Documentation of Disability (Individualized Family Service Plan; Individualized Education Plan; Section 504 Plan; diagnosis from a medical doctor, state certified, registered, or licensed professional; and/or disclosure by a parent/guardian); if child is noted as having a documented City of Miami Page 28 of 33 Contract #1075-1930, Resolution #2010-63 disability, a hard copy of the selected documentation must be kept within the participant's File for monitoring purposes. Is participant (information to be reported in the Quarterly Narrative Report): o A child of a migrant farm worker (i.e., parent/caregiver crossed county or state lines in search of temporary or seasonal farm work within the past 36 months) o Involved with the Dependency System (e.g., DCF, Our Kids, full case management agencies, dependency and family courts) o Involved with the Delinquency System (e.g., DJJ, Juvenile Services Department, diversion/Civil Citation programs) Children with Disabilities - The Children's Trust expects all programs to serve children with disabilities, regardless of disability type or level, provided they can be safely and reasonably accommodated in accordance with the American Disabilities Act. Demographics required for PARENT/ CAREGIVER and OTHER participants with 3 or more contacts (Type 1 activities): • Number of children in their care (for Parents/Caregivers only) • Participant's Name (last, first, middle initial) • Street Address, City, and Zip Code • Gender (male, female) • Date of Birth • Race (American Indian/Alaska Native, Asian, Black/African Other) • Ethnicity (Hispanic, Haitian, Other) • English Proficiency (yes/no) • Other language(s) spoken (Spanish, Haitian Creole, Other) • Participant's Highest Grade of School Completed PERFORMANCE MEASURES Recruitment / Attendance — How much are you doing? (e.g., community members, staff) American, Pacific Islander, White, Attendance refers to the actual number of participants (with at least one day of attendance) in a program. Attendance cannot be entered for a given participant until their demographic information has been entered in Data Tracker. Contracted number of participants are expected to attend the minimum number of sessions established in Attachment A (Scope of Services). • Mid -Year Review Expectation: For type 1 activities, recruitment must be 100% of contracted participants, as stated in Attachment A, for year-round programs by the time of mid -year review. Programs offering services in cohorts will be evaluated based on the number of cohorts expected to be completed at mid -point. Number of cohorts, including estimated start and end dates of each, must be listed under the applicable activity in Attachment A. For type 2 activities, recruitment expectations will be based on the number of events to be completed by time of review. • End of the Year Review Expectation: For all activities (type 1 and 2), regardless of program schedule (year-round vs. cohorts), 100% of the contracted number of participants to be served must be served by the end of the contract period. Retention / Dosage — How well are you doing? (for activities with 3 or more contacts with the same participant) • Retention (also known as "Minimum Dosage") refers to the average number of sessions that participants have completed compared to the minimum number of sessions necessary to have an impact (as established in the Scope of Services). All participants with at least one day of attendance are counted towards retention. • The Children's Trust recognizes that the number of participants served throughout the contract year may be higher than the contracted number to be served, and that not all participants will complete the total number of sessions. Mid -Year Review Expectation: Year-round activities are reviewed based on the average number of sessions attended by the target number of participants compared to the minimum number of City of Miami Page 29 of 33 Contract #1075-1930, Resolution #2010-63 sessions expected to be completed. The expected target is 50% completion of minimum number of sessions at mid -year. For programs with cohorts, the number of cohorts scheduled to be completed at mid -year is used to determine the expected number of participants meeting the minimum number of sessions. The expected target is 85% of minimum sessions at mid -year for the target number of participants enrolled in completed cohort(s). End of the Year Review Expectation: Regardless of program schedule (year-round vs. cohorts), 85% of the contracted number of participants should have completed the minimum number of sessions. Utilization— How much are you doing? • Utilization refers to the number of participant -days. "Actual" utilization calculates the sum of the total number of days attended by all participants (with at least 1 day of attendance). "Proposed" utilization is based on the total number of proposed participants to be served by the total number of proposed sessions. The actual utilization during the selected time frame is then divided by the proposed utilization to calculate the Overall Utilization. • Mid -Year Review Expectations: 50% of the overall utilization across activities is expected. Type 1 activities are also weighted heavier than type 2 activities due to intensity of services (70/30 split). No points are awarded if the percent achieved is less than 30% of the target. End of the Year Review Expectations: The Children's Trust requires a 100% overall utilization achieved by the end of the contract year to be in compliance. No points are awarded if the percent achieved is less than 60% of the target. Outcomes — Is anyone better off? Successful performance measures achievement facilitates changes in program practices and participants' benefits. The Children's Trust expects all participants with at least one day of attendance to be pre- tested; those completing the required minimum dosage should also be post -tested. Matched Sets Compliance • Matched sets refer to those participants with at least 2 assessments, it could be a pre and post test, or any assessments administered at 2 separate time periods. • Mid -Year Review Expectations: For year-round programs, the number of participants receiving pre-tests must be equal to or within an acceptable range (target of 85%) of the number of participants enrolled during the review period as per Data Tracker (activities under review will be those associated with specific performance measures as per Attachment A). Programs utilizing cohorts should have match sets (both a pre and a post-test for a given participant) for at least 85% of those participants meeting the minimum dosage at mid -year. • End of the Year Review Expectations: All programs should have match sets (both a pre and a post-test for a given participant) for at least 85% of those participants meeting the minimum dosage at mid -year. Outcomes Achievement • Providers are expected to meet the performance measures as stated in Attachment A (Scope of Services). Data for all participants with match sets will contribute towards performance goals. • Mid and End of the Year Expectations: The Children's Trust expects at least 95% achievement. That is, provider should be no less than 5% below the performance measure target percentage. No points are awarded if the percent achieved is less than 60% of the target. QUARTERLY PROGRAM NARRATIVE REPORT The Program Narrative Report captures a brief report of the program's successes, challenges, and support needed on a quarterly basis (four reports total over the contract period). A standard Word document format will be provided and is available for download on The Children's Trust website. City of Miami Page 30 of 33 Contract #1075-1930, Resolution #2010-63 TRAINING AND QUALITY IMPROVEMENT • The Children's Trust offers a variety of trainings on important topics to improve service delivery and contract compliance, enhance administrative capacity, and support program and employee development. Provider is required to ensure attendance by appropriate agency and/or program staff at the following trainings annually: New and Renewal Contract Development and Contract Management trainings, Quarterly Provider Meetings, and other topical trainings offered throughout the year. All Children Together (ACT) Resource Network (http://ccdh.ora/act/about act/). The Children's Trust requires that providers offering intensive services to children attend trainings, as offered, to educate them about the inclusion of children with disabilities. Inclusion of children with disabilities requires that programs be appropriately adapted to meet the needs of all participating children. The All Children Together (ACT) Resource Network is a resource available to Provider for technical assistance, mentoring, training and consultation regarding provision of services to children with disabilities. REPORTING SUBMISSION AND DATA ENTRY • Participant attendance for a given month shall be entered into Data Tracker by the fifteenth (15th) of the following month, exclusive of legal holidays or weekends. • All Outcomes Reports shall be submitted to The Children's Trust monthly by the 15th of each month for the previous month. • Narrative reports shall be submitted quarterly to The Children's Trust by the 15th of the month following the end of the quarter. SCHEDULE OF REPORTS DEADLINES Required Report Reporting ^ _ — Due Date Frequency Outcomes Measurement and Results Monthly By 151h of each month for the previous month (electronic submission in Data Tracker) Demographics, Attendance, and other Monthly —_._.—._._.._..-- ----- —........... -_......--- quantity data (electronic submission in By 15th of each month for the previous month Data Tracker) Quarterly Program Narrative Report Quarterly For August, September and October - (Word) DUE NOVEMBER 15, 2010 For November, December and January - DUE FEBRUARY 15, 2011 For February, March and April - DUE MAY 16 2011* For May, June and July - _..._.__....__..__..._ DUE AUGUST 15, 2011 ........... — — --- - -- —-------... --- .._...-- ... ---- -- - _ ----. ................... *If the due date falls on a weekend/ holiday, then reports are due the following business day. PROFILE WITH SWITCHBOARD OF MIAMI Provider shall create and/or update agency and program profiles, and site(s) information in the Community Resource Directory maintained by Switchboard of Miami. Provider shall maintain accurate information for the duration of this Contract term to facilitate referrals. Evidence that the profile(s) has been created or updated must be provided to the Contract Manager within 30 days of execution of this Contract. City of Miami Page 31 of 33 Contract #1075-1930, Resolution #2010-63 Attachment D Program Specific Audit Requirements The Program Specific Audit is to encompass an audit of The Children's Trust contract(s) in accordance with section 0.2. Financial Audit and Program Specific Audit as follows (a sample may be found on The Children's Trust website): • Submission of: (a) schedule of budget to actual total expenditures by budget category, reflecting expenditures during the audit period for each The Children's Trust contract by contract number, (b) if applicable, audit of attendance if payment is based on attendance, or payment as specified in Attachment B; (c) summary of schedule of prior audit findings, (d) disclosure of any significant finding(s), (e) disclosure of all questioned costs and liabilities due to The Children's Trust, with a reference to the contract number involved, and (f) a recommendation for a corrective action plan on any finding; • Report whether the schedule of expenditure(s) is fairly stated; • Provide notes to the schedule of total budget to actual expenditures that describe the significant accounting policies used in preparing the schedule; • Report whether contractual matching requirements were met, if applicable; • Report whether Provider has internal controls in place to provide reasonable assurance of compliance with The Children's Trust applicable contractual requirements and on the reliability of financial operations; • The auditor must include in their testing: testing of the budget versus the actual expenditure, double billing i.e. billing under The Children's Trust contract the same expenditure that is billed under another contract and/or revenue source, testing for unallowable expenditures e.g. costs not included in the approved budget or budget revision and unallowable costs identified in the budget guidelines included on The Children's Trust website, testing for questioned costs, testing that the Provider billed and was reimbursed by The Children's Trust in accordance with the method of payment identified in the Contract and within the Contract period, testing that monies used for the program were for eligible participants, testing for the supplanting of funds, testing of match requirements, if applicable, testing of attendance or other unit if the method of payment is other than a cost reimbursement payment method, and testing of the cost allocation plan to verify that The Children's Trust is paying only its fair share of costs for services, overhead and staffing. The auditor's report shall state that the audit was conducted in accordance with the program specific audit requirements listed in The Children's Trust contract and include the following: An opinion (or disclaimer of opinion) as to whether the financial statement(s) of Provider is presented fairly in all material respects in conformity with the stated accounting policies; An opinion (or disclaimer of opinion) as to whether the schedule of total budget to actual expenditures by budget category is presented fairly in all material respects in conformity with the stated accounting policies; A report on internal control related to The Children's Trust contract, which shall describe the scope of testing of internal control and the results of the tests; A report on compliance which includes an opinion (or disclaimer of opinion) as to whether the auditee complied with laws, regulations, and the provisions of contract(s) with The Children's Trust which could have a direct and material effect on the program; and A schedule of findings and questioned costs for The Children's Trust contract that includes a summary of the auditor's results relative to The Children's Trust and findings and questioned costs. City of Miami Page 32 of 33 Contract #1075-1930, Resolution #2010-63 ATTACHMENT E Affidavit for Level 2 Background Screenings Affidavit Affirming Compliance with Background Screening for Provider Personnel and/or Volunteers, Subcontracted Personnel, as applicable In accordance with Sections 943.0542, 984.01, Chapter 435, 402, 39.001, and 1012.465 Florida Statutes, and pursuant to the requirements of Paragraph R. Background Screening of this Contract, the undersigned affiant makes the following statement under oath, under penalty of perjury, which is a first degree misdemeanor, punishable by a definite term of imprisonment not to exceed one year and/or a fine not to exceed $1,000, pursuant to Sections 837.012 and 775.082, Florida Statutes. STATE OF FLORIDA COUNTY OF MIAMI-DADE Before me, the undersigned authority, personally appeared (CEO/Executive Director) Authorized Provider Representative of (Provider Name) , who being by me first duly sworn, deposes and says: Name of Contracted Provider (Signature of CEO/Executive Director/HR Director) Date I swear and affirm that the above-named contracted Provider is compliant with the requirements for personnel background screening detailed in Sections 943.0542, 984.01, Chapter 435, 402, 39.001, and 1012.465 Florida Statutes, as applicable, for all personnel having direct contact with children. Sworn to and subscribed before me at Miami -Dade County, Florida this day of , 2009 by Who is personally known to me Who produced identification: Type of identification Signature of Notary Public State of Florida at Large Print, type or stamp name of notary public My Commission Expires: City of Miami Page 33 of 33 Contract #1075-1930, Resolution #2010-63 www.sunbiz.org - Department of State Home Contact Us E -Filing Services Document Searches Previous. on List !eek: on. List Return Tc List No Events No Name History Detail by Entity Marne Florida Profit Coraoration EXCEPTIONAL CONSULTING FOR EDUCATIONAL LEADERS, INC. Filing Information Document Number P06000100295 FEI/EIN Number 208113202 Date Filed 07/31/2006 State FL Status ACTIVE Effective Date 07/31/2006 Principal Address 7891 SW 57 TERRACE MIAMI FL 33143 Mailing Address 7891 SW 57 TERRACE MIAMI FL 33143 Registered Agent Name & Address CARRERAS, MARIA C 7891 SW 57 TERRACE MIAMI FL 33143 Officer/Director Detail Name & Address Title P CARRERAS, MARIA C 7891 SW 57 TERRACE MIAMI FL 33143 Title VP MINAGORRI, YOLANDA G 7891 SW 57 TERRACE MIAMI FL 33143 Annual Reports Report Year Filed Date 2008 01/07/2008 2009 01/15/2009 2010 02/17/2010 Document Images Page 1 of 2 Forms Help Entity Name Search Submit httD:Hsunbiz.orv/scriDts/cordet.exe?action=DETFIL&ina doe number=P06000100295&in... 9/13/2010 www.sunbiz.org - Department of State View image in PDF format View image in PDF format i "25 8 -- -,!�!� ��� View image in PDF format v� 3v•'2Q�7 View image in PDF format �� -- Domestic Prost View image in PDF format Note: This is not official record. See documents if question or conflict. Previous on List NexI on List Return Ta List No Events No Name History :ate �` �h�-icy, v2partn-,en� o` =tape Page 2 of 2 Entity Name Search i Submit httn-//gnnhi7.nru/,,crinte/cnrrie,t.eye?actinn=DF,TFTT.k.inn dor, nrnmhe.r=Pn6000100?.95&in.. 9/11/010 Officers/Executive Committee July 28, 2010 Maria A. Alonso Chair Chet J. Zerlin Vice Chair Dr. Josee Gregoire Mayor Tomas Regalado Secretary Hon. Isaac Salver City of Miami, Families First -Parent Academy Treasurer Office of the Mayor/City Hall 3500 Pan American Drive Isabel Afanador, Chair Miami, FL 33133 Program Services Dr. Rosa Martin, Chair Childhood Health and Development -- RE: Prevention Contract #1001-552 Dr. Gina Cortes -Suarez, Chair Human Resources Dear Mayor Regalado: Hon. Barbara Jordan, At -Large Dr. Miguel Balsera, At -Large David Williams Jr., At -Large The Children's Trust is issuing this Service Authorization to permit City of Miami, Families First -Parent Academy to provide Prevention services The Board of Directors beginning August 1, 2010. This service authorization will expire on Yvette Aleman September 31, 2010 or when the contract is executed, whichever occurs Karen Aronowitz fi rst. Donald I. Bierman George M. Burgess Alberto M. Carvalho The FY 2010-2011 contract will be for the service period of August 1, Jacqui Colyer 2010 to July 31, 2011. Please submit all documents requested by the Bill Diggs dates established by your Contract Manager in order to execute the Carolyn Donaldson contract by no later than August 31, 2010. In the unusual circumstance Dr. Thresia B. Gambon Luis A. Gazitua that the contract is not executed by September 30, 2010, then The Benjamin F. Gilbert, Jr. Children's Trust will cease payment on this contract, but will expect that Dr. Nora Hernandez -Hendrix performance/services will continue until September 30, 2010 during Antoinette JG Hill which you agree in advance to meet with me or my designee, in order to Dr. Silvia La Villa execute the contract. If we can't get this done, then we mutually agree Dr. Martin Karp Pamela Lillard now to terminate our business relationship on September 30, 2010, and Carolyn Y. Nelson-Goedert The Children's Trust will pay for all services properly invoiced and Dr. William E. Pelham rendered during that period. I hope that nothing of this sort will happen, Sheila Plana Hon. Orlando A. Prescott but I am insistent that both staff and providers know how critical it is to Dr. Isaac Prilleltensky get annual contracts executed to avoid operating on service_ Rep. Julio Robaina authorizations. Evelio Tones David Lawrence Jr. During the period of time covered by this Service Authorization letter, Founding Chair City of Miami, Families First -Parent Academy must comply with all requirements in the core contract and all relevant attachments as Modesto E. Abety emailed to your agency and/or available on The Children's Trust's website President & CEO www.thechildrenstrust.or ( g); provide program activities in accordance County Attorney's office with your draft Scope of Services; and complete all outcome assessments Legal Counsel and satisfaction surveys, and submit all reports and data according to the contract requirements and due dates. City of Miami, Families First -Parent Academy Service Authorization Page 2 Additionally, commencing August 1, 2010, City of Miami, Families First -Parent Academy is authorized to incur allowable expenses up to the funding award of $153,162.00 in accordance with the line item categories, justifications and calculations that are reflected in the approved preliminary budget until such time that the contract budget has been finalized. The final negotiated contract amount may be less than or equal to the funding award referenced. Nevertheless, your agency shall submit original requests for payment in the format prescribed by The Children's Trust for services/work performed. The request for payment is always due on or before the fifteenth (15th) day of the month following the month in which expenditures were incurred (exclusive of legal holidays or weekends in which case the due date is the next available business day). The Children's Trust agrees to reimburse your agency on a monthly billing basis. Please sign and return this Service Authorization within ten days. If you have any questions about the contract process, please contact your Contract Manager, Hudelaine R. Deus via email at Hudelaine@thechildrenstrust.org or by telephone to (305) 571- 5700. We look forward to our continued relationship with you, working on behalf of the children and families of Miami -Dade County. Sincerely, I agree to the terms and conditions described in this Service Authorization. owzz _ i®tft tp (Z r !gyp Signature of Authorized Aepresentative Print Name Date Cc: Ms. Esther Balsera Mayor's Education Initiatives Families First Parent -Academy Programs • Miami -Dade Family Learning Partnership (MDFLP) Miami -Dade Family Learning Partnership (MDFLP) offers professional services though the Families First Parent -Academy grant at various child care facilities within the City of Miami. MDFLP is a grant funded sub -contractor that provides program participants with learning games curriculum workshops to prepare infants, toddlers, and their caregivers for school readiness. • Miami -Dade County Public Schools - The Parent Academy MDCPS' Parent Academy offers community events for participants of the Parent Academy through the Families First grant. The Parent Academy is a grant funded sub- contractor who coordinates three community culturally relevant events. These events focus on providing quality family time activities that emphasize school readiness and family literacy. • Conee, Inc. d.b.a. Gymboree Play & Music Gymboree Play & Music offers professional services at various child care programs through Families First grant. Gymboree Play & Music is a grant funded sub -contractor. Through their program, they provide caregivers the opportunity to interact with their children while learning child development and schools readiness. The program includes music activities, interactive games, story- telling, physical activities, arts and crafts, and literacy games for children. • Friends of WLRN, Inc. Friends of WLRN offers professional services at various child care programs through Families First grant. WLRN is a grant funded sub -contractor whose program emphasizes on the development of pre -literacy and early literacy skills. It provides caregivers the opportunity to interact with their children while learning about child development and school readiness. CITY OF MIAMI FAMILIES FIRST PARENT ACADEMY SCHEDULE"t a The ChildreKsTrusk �dw r3Q; i', ., MONDAY 3:30 PM CULMER CHILD CARE CENTER 1600 NW 3 Ave. 305-438-8605 NATHANIEL JONES - DIRECTOR Ms. Knight - contact 2010-2011 TUESDAY 4:00 PM CENTRO MATER CHILD CARE 418 SW4AVE 305 545 0760 MS Madeline Rodriguez - Director Ms Soroeta - contact WEDNESDAY 4:30 PM LEMON CITY DAY CARE CENTER 27 NE 58 STREET 305 759 35187__ MS CHRISTINE LONG -director Valerie Jackson - 305-759-3518 THI;..IRSDAY 4:00 PM NOTRE DAME CHILE) CARE CENT"ER 130 NE 62 S7 REET 305 751 6778 MR JAIME CARO_ -_DIRECTOR MS ROSIE- 305 450 7.497 -contact Attachment A Initiative: Prevention Agency name: City of Miami Office of the Mayor Contract No. 1001-193 Program name: City of Miami Families First Parents Academy 1. Description of Services (Limit to 100 words): The City of Miami's Families First -Parent Academy prepares infants, toddlers and their caregivers for school readiness. The program is a cooperative effort between the City of Miami Office of the Mayor, City of Miami Parks and Recreation Department, Miami -Dade County Public Schools (MDCPS), the Parent Academy, Miami - Dade Family Learning Partnership, WLRN Ready to Learn and Gymboree Play & Music. Each partner uses a variety of best practice techniques in order to offer parenting classes and activities that are tailored to address the core goals of the program. The Families First -Parent Academy offers programming designed to incorporate parent-child activities that strengthen oral language development, give parents a venue to share concerns and learn new strategies, as well as connect parents to a variety of services to support their family stability. The program seeks to empower parents/caregivers with the skills needed to develop their children's innate abilities. 2. Target Population or Participants (include numbers in table and a narrative description of participant characteristics, including ages, geography, disabilities, etc.): Description of participants to be served: The City of Miami offers workshops and classes to parents and caregivers of children ages 0-5 who reside in the severely distressed and underserved communities of Little Haiti, Flagami, Coconut Grove, Wynwood and Little Havana. The populations in the four -targeted neighborhoods share similar characteristics related to poverty and diversity. Approximately 90% of the 200,000 estimated residents in these neighborhoods are ethnic minorities (50% Hispanic; 40% African or Caribbean -American; 5% Caucasian and 5% Asian or Native -American). Additionally, there are more single mothers in the targeted neighborhoods than other areas located in Miami -Dade County. 3. Service Locations: _''�`,3'�I Notre Dame Childcare Center Children/Youth 305 751 6778 85 100 305 759 3507 Parents/Primary Caregivers 418 SW 4 Avenue 305 545 0760 100 85 Other populations (e.g., staff 0 professionals, general public) 0 Description of participants to be served: The City of Miami offers workshops and classes to parents and caregivers of children ages 0-5 who reside in the severely distressed and underserved communities of Little Haiti, Flagami, Coconut Grove, Wynwood and Little Havana. The populations in the four -targeted neighborhoods share similar characteristics related to poverty and diversity. Approximately 90% of the 200,000 estimated residents in these neighborhoods are ethnic minorities (50% Hispanic; 40% African or Caribbean -American; 5% Caucasian and 5% Asian or Native -American). Additionally, there are more single mothers in the targeted neighborhoods than other areas located in Miami -Dade County. 3. Service Locations: [ Agency/Provider Name ] Page 1 of 6 Contract #XXX -XXX, Resolution 20OX-XXX _''�`,3'�I Notre Dame Childcare Center 130 NE 62 Street 305 751 6778 Lemon City Child Care 490 NE 61 Street 305 759 3507 Centro Mater East 418 SW 4 Avenue 305 545 0760 [ Agency/Provider Name ] Page 1 of 6 Contract #XXX -XXX, Resolution 20OX-XXX Site Name Site Address Site Phone Number � I Greater Bethel Head Start 245 NW 8th Street 305 358 5368 Catholic Charities -Centro 125 NW 25 Street 305 576 1923 Hispano Childcare Moore Park 765 NW 36 St. 305-635-2739 Our Little One's HS Childcare 8037 NE 2 Ave 305 754 8444 'Center St. Alban's Child Enrichment 3465 Brooker St. 305-443-1234 Center 4. Performance Measures: a. Quantity - "How much will we do?" TYPE 1 ACTIVITIES (3 or more contacts with participants) Parenting Workshop Series: Families First -Parent Academy Instructors will hold a workshop series using The Abecedarian curriculum Learning Games, designed to address the stress, isolation and lack of adequate parenting information and social support that many parents experience from a wide spectrum of socioeconomic, educational, cultural and geographic conditions. Bilingual staff will be available at sessions to assist parents whose primary language is not English. Per the Learning Games curriculum, participants attending a minimum of three out of five parenting classes are expected to meet all outcomes. The workshops are provided by Miami -Dade Learning Partnership. This 5 weeks series of workshops is the first part of a comprehensive 15 -week program. FID: Weekly x 1.5 hours x 5 weeks 2 cycles(September to December and February to May) to be offered over the course of the contract 85 Parents/caregivers 3 out of 5 sessions Parent and Me Classes: Parent and Me Classes will begin the week immediately after the end of the consecutive five-week Parenting Workshop Series and will run for an additional ten weeks. Every service site will have one activity each week, alternating between Gymboree (Music 85 parents/caregivers 6 out of 10 sessions and Play) and WLRN (Family Literacy). The Parent and Me 85 children classes will offer varied opportunities for parents to interact with their children while learning about child development and school readiness. Parent and Me Classes will include music activities interactive games, story [ Agency/Provider Name ] Page 2 of 6 Contract #XXX -XXX, Resolution 20OX-XXX telling, physical activities, arts and crafts, and literacy games. This is the second part of a comprehensive 15 - week program. FID: Weekly x 1.5 hours x 10 weeks 2 cycles(September to December and February to May) to be offered over the course of the contract year TYPE 2 ACTIVITIES (less than 3 contacts with participants) ActWesJService dine i Description {Inciude fr+egvency, lerigth.Ldufafion of sessions, and ontotiye schedule = Total # participants to be served fspecriy tf children/youth, parents. or others Total # of sessions to be.of fored by - provider across cies and sites Families First Events: A total of 3 Families First events N/A N/A will take place throughout the program. These events are community events which will be coordinated by The Parent Academy to supplement the workshop series. All participating families will be invited to attend, but the effort will be advertised to the entire community. Events will be culturally relevant, with content focused on quality 300 family time activities emphasizing school readiness and parents/ family literacy. The Community Outreach Specialist will 3 facilitate the collaboration of community organizations that caregivers events have demonstrated success in reaching out to the 250 children community, including a strong outreach to faith -based organizations. Events will take place before and after each semester (September, January and June). Transportation will be made available to families registered in the Parenting Workshop Series and the Parent and Me Classes. FID: 3 times annually x 4 hours x 1 -day event TYPE 3 ACTIVITIES (Other deliverables that are not direct services) l i s # ar +e is_D seri` on Cbohfl.f+lurn .er N/A N/A b. Quality -"How well will did we do it?" The Program Coordinator provides day-to-day site management and supervision for the program to include the Administrative Assistant and all of the other subcontractors as well as observation. The Coordinator is supervised by the City of Miami Education Initiative Coordinator. The Program Coordinator supervises the process of pre and post testing participants and records the data in the Trust's Data Tracker. Monthly management meeting, staff observation are conducted to ensure program quality. Customer satisfaction and feedback are captured through discussions with the participants. [ Agency/Provider Name ] Page 3 of 6 Contract #XXX -XXX, Resolution 20OX-XXX c. Outcomes - Measuring "is anyone better off?" Outcome Data Source/ Timing Assoo'rufed { and target ) Measurement (when NMI) tools Actl[v Too s be collected 85% of parents/ Families First- EXCELL(program Parenting caregivers will increase parental sensitivity Parents Academy coordinators) will Workshops Series and appropriate responsiveness to the Survey administer the tool emotional needs of their children before program cycle (beforelst Parent and Me session of Classes Parenting Workshop Series and at the end of Parent and Me Classes 85% of parents/ Families First- EXCELL(program Parent and Me caregivers will report improved appropriate Parents Academy coordinators) will Classes parental monitoring and supervision Survey administer the behaviors and practices tool before Parent and Me program cycle Classes (beforel' session of Parenting Workshop Series and at the end of Parent and Me Classes 85% of parents/ Parent/Child EXCELL(program Parenting caregivers will report increased parent- Interactive coordinators) will Workshops Series child shared reading, storytelling and other Reading administer the tool literacy activities and play Observation Form before program Parent and Me (developed by The cycle (before 1s' Classes Thurston Group, session of Inc.) Parenting Workshop Series) Families First- and at the end of Parents Academy program (after last Survey session of Parent and Me Classes) *Please list the activity directly associated with the stated outcome (e.g. activity in which tool will be administered). 5. Evidence -Based Programs (EBP) All strategies funded by The Children's Trust should deliver high quality, evidence -based practices that are strength -based, family centered, accessible, respectful of diversity and mindful of community context and connections. Please list the evidence -based programs (if any) that are currently used during activities/service delivery (if none are being used, please mark n/a in the table below). For information on what is an evidence - based program, or to ensure that the model to be used is an EBP, visit The Children's Trust website. [ Agency/Provider Name ] Page 4 of 6 Contract #XXX -XXX, Resolution 20OX-XXX Parenting Workshop Series j The Abecedarian curriculum Learning *Please list the name of the agency/organization that awarded the program evidence -based status (e.g. Department of Juvenile Justice, Substance Abuse and Mental Health Services .Administration, etc). 6. Staff Qualifications: Provider represents that all persons delivering the Services required by this Contract have the knowledge and skills, either by training, experience, education, or a combination thereof, to adequately and competently perform the duties, obligations, and Services set forth in the Scope of Services (Attachment A) and to provide and perform such Services to The Children's Trust's satisfaction. All persons delivering the services described herein must be included in the Staffing Plan worksheet in the Budget (Attachment B). [ Agency/Provider Name ] Page 5 of 6 Contract #XXX -XXX, Resolution 20OX-XXX 1 FT City of Miami Education Will work closely with the Program Initiatives Coordinator Bachelors Degree in education Director and community partners public administration. At least least assuring the program's alignment two years experience in with City -Wide goals as it relates to program/grant management. the Education Compact. Manage all fiscal responsibilities of the grant. 10% of time is devoted to this program. 1 PT Exceptional Consulting Excel consulting will work as progran for Educational Leaders Bachelors Degree in education, coordinators to provide day to day (EXCEL) social work, or similar field. At site management and data entry Sub-contractorservices least two years of experience for the program. Will working within targeted organize the children workshops, the community, community based parent workshops, coordination of organizations and families within community collaborators act as community. support instructors and will be responsible for data collection. They will educate the community on the services available to parents and children and works closely will all community partners. Will implemer recruitment strategy with community partners. Schedule courses. Act as instructor when necessary. 100% of time is devoted to this program. 1 PT Administrative Assistant High school diploma. Bilingual in Serves as a Community Liaison for the program. Will participate and English and Creole. Good assist with all classes and events, interpersonal skills translate when needed, assist with registration, collect sign -in sheets ar submit to Program Director, assist with pre & post tests and surveys an work with sites and marketing team in recruitment efforts. 100% of time is devoted to this program. Gymboree Will provide 40 parent/child activities Sub -contractor Bachelors Degree in education to include music & play activities. and/or experience with working [ Agency/Provider Name ] Page 5 of 6 Contract #XXX -XXX, Resolution 20OX-XXX [ Agency/Provider Name ] Page 6 of 6 Contract #XXX -XXX, Resolution 20OX-XXX Position (speeffy Status ` st;k f, volunteer or Qua#ificatiions: Required, 1 TJPT sub-contractor) Education & Experience duties with families in a group setting. Will also attend all relevant grant meetings, provide all relevant data, and work closely with all program collaborators. WLRN Ready to Learn Bachelors Degree in education Will provide 40 family literacy Sub-Contractor and/or experience with working workshops and parent/child activities with families in a group setting. Will also attend all relevant grant meetings, provide all relevant data, and work closely with all program collaborators. Parent Academy Bachelors Degree in education Will coordinate three Community- Director and/or experience with working Wide Parent Academy Events Sub-contractor with families in a group setting, highlighting school readiness and student achievement with key note speakers and family activities. The Parent Academy will attend all relevant grant meetings, provide all relevant data, and work closely with all program collaborators. Miami Dade Family Bachelors Degree in education Provide parent instructors who will Learning Partnership and/or experience with working provide 40 parenting workshops usir Sub-Contractor with families in a group setting. the Learning Games curriculum. Instructors will plan, perform evaluations, provide feedback to parents, and assist in the recruitmer of continued parent participation. [ Agency/Provider Name ] Page 6 of 6 Contract #XXX -XXX, Resolution 20OX-XXX Program Budget #REF! 44R&! �_onrracr Period: 08/01/10-07/31/11 12 months PROGRAM BUDGET Insert Program Period Insert Program Period Requested Funding Matching Funds SALARIES: % jAmount % Amount List Full -Time Employees 0.00 Annual Salary 0.00! Position (12 mths) 0.001 0.00 !: Full -Time Total 0.00 0.00 0.10 5,000.00 List Part -Time/Seasonal Employees 0.00 Admnistrative Assistant 14,300.00. 100%', 14,300.00 0.00 1 . 0.00 0.00' 0.00! 0.001 0.00 !: 0.00 0.00 Part -Time Total 1.001 14,300.00 0.00 0.00 TOTALFrEs/SALARIES 1.00 $14,300.00 .10 $5,000.00 FRINGE BENEFITS Fica/Mica Rate: 7.65% 1,093.95' 382.50 W -Comp's Rate: 0.00 0.00 Unemploy Rate: 0.00 0.00'I Retirement Rate: C, 0.001 0.00, Other Specify & provide calculations Health Ins. Cost per Staff C Life Ins. Rate: '. = _ Rater TOTAL FRINGE BENEFITS $1,093.95 $382.50 Cost Cost I PROGRAM OPERATING EXPENSES: Travel (other than participants) 726 ODj II Travel (participants) w3,413i3D; _ Meals (participants) Space (rent of a building) Utilities (e.g. telephone, utilities) Supplies - office (e.g. paper, printing, postage ) chment B, Contract #_, Resolution #_ 6 0 Program Budget #REF! #REFI Lantra, Period: 08{01/10-07/31111 F 12 months PROGRAM BUDGET Insert Program Period Insert Program Period Requested Funding Matching Funds 10% % jAmount % jAmount SALARIES: List Full -Time Employees Rate: Annual Retirement Rate: Salary Other Position 12 mths Health Ins. Cost per Staff Education Initiatives Coordinator 50,000.00 I 0% 0.00 ! 10% 5,000.00 0.00 0.001 Unemploy Rate: Retirement Rate: Other Specify & provide calculations Health Ins. Cost per Staff j Life Ins. Rate: _ Rate: TOTAL FRINGE BENEFITS 0.00 0.00 Full -Time Total 0.00 0.00 0.10 5,000.00 List Part -Time/Seasonal Employees Admnistrative Assistant 14,300:00 1000% 14,300.00 0.00', 0.00 0.00; 0.00' 0.00 0.00'1 0.00 0.00 Part -Time Total 1.00 14,300.00 0.00 0.00 TOTAL FTEs/SALARIES 1.00 $14,300.00 .10 $5,000.00 FRINGE BENEFITS Fica/Mica Rate: 7.65% ! W -Comp's Rate: 0.00 0.001 Unemploy Rate: Retirement Rate: Other Specify & provide calculations Health Ins. Cost per Staff j Life Ins. Rate: _ Rate: TOTAL FRINGE BENEFITS PROGRAM OPERATING EXPENSES: Travel (other than participants) Travel (participants) Meals (participants) Space (rent of a building) Utilities (e.g. telephone, utilities) Supplies - office (e.g. paper, printing, postage ) B, Contract #_, Resolution # 1,093.95, 382.50 0.001, ! 0.00 0.00 0.00 0.001 0.00 6 0 Supplies - program (e.g. curricula, books ) 2,572.05 Non -Capital Equipment (less than $1,000) (List each) 0.00 Professional Services 67,618.00 Program Budget Page 2 of 6 Attachment B, Contract # , Resolution # Rev 4/10 Program Budget TOTAL OPERATING EXPENSES: $121,814.05 $24,000.00 Administrative/Indirect Costs (Can not exceed 10%) 10% 1 954,pp TOTAL BUDGET' $153,162.001 19%1 $29,382.50 TOTAL PROGRAM COST (REQUESTED FUNDING AND MATCH) must agree with Total Program Budget on Agency Budget worksheet $182,544.50 Page 3 of 6 Attachment B, Contract #_, Resolution #_ Rev 4/10 Attachment B, Areas in Blue to be completed by the Agency Justification ,The City's Education Initiatives Coordinator assures contract compliance, fiscal responsibility and coordinates the implementation of the program between all parties involved. Program Budget TCT Tota I Line Line item item % 0/0 0% 3% 9% 8% 9% 11% 0% 0% 2% 2% 0% 13% 0% 0% poi pow Page 4 of 6 Rev 4/10 �r�gr� :pes'�uri� jro�cfo ar�ig�es rica =�:t`� bilingual handouts at a cost of $10.00 per book = 1,000.00 books; $572.05 for activity supplies to include paper, pens, markers, glue scissors, clay, art sticks, paint, etc.; $1,000.00 for printing of flyers, posters, etc... Attachment B, Contract #_, Resolution #- 2% 1% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 27% 23% 27% 23% 0% 0% 0% 0% 44% 37% 12% 10% 5% 4% 15% 13% Program Budget Page 5 of 6 Rev 4/10 Program Budget The Miami -Dade Family Learning Partnership will provide 40 parenting workshops using the Learningames curriculum and supplemental materials at participating sites. These workshops will cost $500 each (1 ih hour session x 40 sessions = $20,000). All 1% parenting educators will be experienced and certified to the fidelity 0% of the developer. This inclusive cost reflects: supplemental 0% curriculum materials, bi-lingual handouts, teaching materials for 0% parents to use at home to support goals learned at each session 80% and the cost associated with the instructor including preparation and planning for the different sessions. 0% 0% 2°!0 0% 0% 0% 2°!0 Milestone Rewards connected to good parenting and 'family literacy will be>provided to families at the completition of milestones of full 10% 9% 100% 100% Page 6 of 6 Attachment B, Contract #_, Resolution #_ Rev 4/10 t!1/ltles, UZZIes, books, cd'S, baby care on�i family games. Approximately $25.00 r Z% 1% 0% 0% 0% 0% 0% 0% 80% 80% 10% 9% 100% 100% Page 6 of 6 Attachment B, Contract #_, Resolution #_ Rev 4/10