HomeMy WebLinkAboutExhibit 8ATTACHMENT B
FISCAL REQUIREMENTS, BUDGET & METHOD OF PAYMENT
Advance payment requests
The Trust offers advance payments up to 15°/c 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 Trust's Contract Manager and Chief
Financial Officer or their designee(s).
Advanced funds if not used shall be invested by the 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 Trust on a
quarterly basis or applied against the amount of the contract owed by The 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 Trust. If the "invoice" amount is less than the
amount advanced, The 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 the Provider in order for an extension request to be considered by The Trust.
Budget revisions
Budget revision(s) require prior written approval from the Contract Manager and The 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 Trust. The Provider must request a budget revision to add, delete, and/or modify any line
itern(s). Budget revisions can not exceed the contracted amount. Budget revisions will be incorporated into the
Contract.
Indirect Administrative Costs
In no event shall The Trust fund indirect administrative costs in excess of ten (10%) percent of the total contract
award.
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ity of Miami Parks and Recreation Department
:ontract #825-144; Resolution #2006-129] Page 29 of 44
....,,uu1 ernent rhetnoa ot Payment
The parties agree that this is a cost reimbursement method of payment contract; the Provider shall be paid in
accordance with the approved budget and/or approved budget revision as set forth in this Attachment.
Invoice Requirements
The Provider shall submit an original request for payment, in the format prescribed by The Trust and in accordance
with the approved budget or approved budget revision. The request for payment is due on or before the fifteenth (15)
day of the month following the month in which expenditures were incurred (exclusive of legal holidays or weekends).
The Trust agrees to reimburse Provider on a monthly billing basis. The Trust reserves the right to request any
supporting documentation.
A final request for payment (last payment) from the Provider will be accepted by The 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 Trust
determines that Provider has been paid funds not in accordance with the Contract, and to which it is not entitled,
Provider shall return such funds to The Trust or submit appropriate documentation to support the payment, The Trust
shall have the sole discretion in determining if Provider is entitled to such funds and The Trust's decision on this
matter shall be binding.
If the Provider fails to serve the number of participants and/or fails to utilize the funds in accordance with the
Contract, The Trust may amend the Contract to reduce the amount of dollars. Any delay in amendment by The Trust
is not deemed a waiver of The 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 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 Trust shall pay
Provider within thirty (30) calendar days of receipt of Provider's properly submitted Request for Payment and/or other
required documentation.
In the event that Provider, its independent auditor or The Trust discovers that an overpayment has been made, Provider shall repay
said overpayment within thirty (30) calendar days without prior notification from The Trust.
The Trust shall retain any payments due until all required reports or deliverables are submitted and accepted by The
Trust.
Supporting Documentation Requirements
The Provider shall maintain records documenting actual expenditures and services provided according to the approved
budget and scope of services as required.
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Attachment C
Programmatic Data Reporting
Requirements
Zity of Miami Parks and Recreation Department
Contract #825-144; Resolution #2006-129] Page 42 of 44
wccscnment C
Programmatic Data Reporting Requirements
Contract No. 825-144
Agency name: City of Miami Parks and Recreations
Program name: Uniting for Peace
The Provider shall submit to The Children's Trust individual participant demographics, attendance,
additional output information, and outcome data, as noted in the Scope of Service (Attachment A).
Reporting will include direct submission of information into the electronic web -based reporting application
(Data Tracker), as well as standard paper reports, as noted below.
DEMOGRAPHICS, ATTENDANCE & OTHER OUTPUTS (electronic reporting in Data Tracker; requires
attendance at training and user login)
Activities with 3 or more contacts with the same participant will enter:
• Participant Demographics (including all the items noted below), shall be entered within seven (7)
days of entry into the program. All participant demographics shall be updated on an ongoing basis
if and when new information is collected.
• Participant Attendance shall be entered by the fifteenth (15th) day of the month following the end
of each month, exclusive of legal holidays or weekends.
Activities with less than 3 contacts per participant:
• Dates, number served, and locations (address and zip code) for each service activity delivered.
• Monthly updates on the status or percent achieved toward other products or materials noted in the
Scope of Service.
Demographics required for participants with 3 or more contacts:
• Is participant a parent? (yes/no)
• 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)
• Preferred Language (primary spoken in home) (English, Spanish, Haitian Creole, Other)
• Adult's Highest Grade Completed
• Child's Social Security # (n/a for adult participants)
• Child's Miami -Dade County Public Schools ID Number (n/a for adult participants)
• Child's Current Grade Level (n/a for adult participants)
• Child's Current School (n/a for adult participants)
• Does child have a disability? (yes/no)
• If disabled, what type? (Autism, Chronic Medical Condition, Emotional and/or Behavioral Disorder,
Hearing Impairment, Learning Disability, Mental Retardation, Physical Disability, Visual
Impairment, Other)
:ity of Miami Parks and Recreation Department
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