HomeMy WebLinkAboutAmendment-ExhibitJackson, Robin Jones
From: Rachel Spector [racheigithechildrenstrust.orgj
Sent: Wednesday, October 27, 2010 9:47 AM
To: Ba!sera, Esther; John Ise
Cc: Jackson, Robin Jones; Watkins, Zari: Evangelista, Zachariah
Subject: Copy of Truancy Amendment
Attachments: CopyofAmendment.pdf
Good morning-
Actachec, is The copy of the Amendment as per your request. Feel free to contact me for any additional
questions/concerns.
Rachel
Rachel Sector
Contract Manager
TEL: (305) 571-5700 Ext: 248
FAX: (305) 857-9034
rachel.soectorathechildrenstrustorq
3"[ 50 SW 3rd Avenue
8th Floor
Miami; FL 33129
www.thechildrenstrust.org
SUNSHINE LAW AND PUBLIC RECORDS NOTICE: The Children's Trust is a
public entity subject to Chapter 119 of the Florida Statutes concerning public
records,. E-mail messages are covered under such laws and thus subject to
disclosure.
THIS AMENDMENT, Amendment # 001 is entered into between The CNkxrwm's Trust and The City of
Miami hereafter referred to as 'Provider' and amends the contract # 903-552 originally executed on November 1,
2009,
The purpose ofthis Amendment isVzamend the contract to: 1)extend the term bythree (3)months from August 1
2010to October 31. 2010 pursuant to Resolution #2O1O'17; 2) add additional funding in the amount of$15D.00Dfor
this three (3) month period on|y� incorporate a Scope of Services for the extension pehod� and incorporate a Data
Reporting Requirements for the extended period as described in the contract,
The folloMng modification(s) are hereby incorporated into the current contract.,
Page 1.Section A,Effective Term, ishereby amended to state "The effective term of this Amended Contract shall be
for anadditional three (3)months from August 1.2O1Othrough October31. 2010. subject 0rfunding availability and
Providers performance, ^
Page 1 Section D. Total Funding, is hereby amended to state, "Subject to the availability of funds, the maximum
amount payable fonSemices rendered under this Amended Contract shall not exceed the contract extension amount
of$150.00 Under no circumstances will funds unspent under the original term of the contract be rolled -over
above this contract extension amount.
The Parties agree that should available funding to The Children's Trust be reduced, the amount payable under this
Contract will be proportionately reduced at the sole option of The ChUdnsn'o Trust. with a proportionate reduction in
the Services. Provider agrees to adhere to the Budget outlined in Attachment B-1 to this Amended Contract."
Included with this Amendment are the new attachments to this Contract:
1. The addition ofAttachment A-1: Scope ofServices for the extended period cfAugust 1'2O1OhzOctober 31.
2010,
2. The addition of Attachment 8'1: Fiscal Requirements, Budget and Method of Payment for only the three (3)
month extension period, No unexpended funds from the original contract term beginning August 1. 2009ond
ending July 31. 2010 will be rolled over to the budget for the effective term of this Amendment as referenced
in Section A. Effective Term above.
3. The addition of Attachment C-1: Data Reporting Requirements to provide narrative quarterly reports, including
but not limited to updates on data ano|yses/resu|ta, pub|ioahons, presentations and other dissemination of
This Amendment shall begin on August 1, 2010,
All provisions in the contract and any attachments thereto in conflict with this Amendment shall be and are hereby
changed uxconform tothis Amendment.
All provisions not inconflict with this Amendment are still ineffect and are tobeperformed atthe level specifiad|nthe
contract.
- THE REMAINDER OF THIS PAGE 15 INTENTIONALLY LEFT BLANK -
Amendment # 001
The City mMiami
uontmmw9oa'osz: Resolution #2ooy'os.Remn*2u10-,r
Page 1mw
This Amendment and all its attachments are hereby made a part of the contract.
IN WITNESS THEREOF, the parties hereto have caused the above referenced Amendments to be executed by their officials
thereunto duly authorized.
City of Miami, MIAMI-DADE COUNTY, FLORIDA The Children's Trust
a Florida municipal corporation
By: By:
(Signature of Authorized Representative) ( signature )
Carlos Midova Modesto E. Abety
City Manager President and CEO
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: •
By:
LeeAnn Brehm, Risk Management Administrator
Date:
Approved as to form and legal sufficiency
By:
/4170v
County
County Attorney
Date:
/ Zoe°
- THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK -
Amendment # 001
The City of Miami
Contract #903-552; Resolution #2009-89, Reso #2010-17
Page 2 of 14
Attachment Aw
Scope of Services - Service Partnership
Contract No: 903-552
Agency Name: City cxMiami
Program Name: City ofMiami Truancy Reduction Plan
Contract Amount: $150.000.00
PmqramSummam:
The Truancy Reduction Plan is o uon/icm partnership with the City of Miami, Miami -Dade County
Public Schools, Eleventh Judicial Circuit Court, Clerk ofthe Court, Switchboard cf Miami, |nc,Florida
Deparlment of Juvenile Junti:a. Big Brothers Big Gisvere, ConnectFami|iamLitt|w Havana Community
Partnemhip, Health Connect in our Community -Jackson Memorial Hoopho|, Psych8v|unons, New
Horizons Mental Health Community Cwme,. Inc., Regis House, Inc.. and M'DCPS Police
Department for the planning and implementation of truancy intervention prognmm, truancy court,
and positive behavior strategies to improve student attendance and performance.
1. Program Schedule:
Implementation from August i.z01u-October u1.%V1nfor Extension.
2. Target Population (Include numbers in table and a narrative description of participant
characteristics, including ages, geography, disabilities, etz.):
'
` ~ Population ` - ' �
` .
".
' ' -� - '
OU
CIO
�. —
� il
`� ----
'
>v��ntac*�` �
CWldrenNomth
1250 students (1000
students from 12month
contract and 250students
for extension period)
500
Parents/Primary Caregivers
n/a
n/a
\Other populations V,.q..staff professionals, general
n/a
=a
The Truancy Reduction Plan serves 250 students combined, ages 5 - 18 years, who have 5 or more
unexcuo=dabsences and attend Miami Senior High, Miami Jackson Senior High, AUopouoo Kxiddle,
Citrus Grove Middle, Shenandoah Middle School, Lenora B, Smith Elementary Schno|, Santo C/um
Elementary Gohoo|, Citrus Grove Elementary Schoo/, Kensington Park Elementary School, and
Shenandoah Elementary School, 10.432 nmdamn in all ten nohm,} |vcaUunv will mowiva a pre -
intervention letter,
3. Service Locations:
-Add
|C
Location
Allapattah Middle
School
Miami
FL
33142
-
Location
Shenandoah Middle
School
185OoYv1R"Street
Miami
FL
33145
Location
Citrus Grove Middle
School
2153NvV3" Street
Miami
FL ---33125
Location
Miami Senior High
Gohno|
2450SVV1"Street
Miami
FL
33135
Location
____
K8iam|Jaukuon
Senior High School
1751 NvV3OmStreet
Miami
FL
33142
Location
Lenora B.Smith
Elementary School
4700NYV12w
Avenue
Miami
FL
83127
Location
Santa Clara
Elementary School
1051 NVV29*
Terrace
Miami
FL
33127
Location
Citrus Grove
Elementary School
2121 NvV5u' Street
K4ionwi
FL
53125
Location
Kensington Park
Elementary School
711 NVV3or Avenue
Miami
FL
33125
Luoatinn10
Shenandoah
Elementary School
1023SVV21w
Avenue
Miami
FL
33135
Amendment w001
The City mMiami
Page xm1*
4.Service Delivery:
ritactswith nar��
�
�
. _
-
rtl
the number of cycles expecte be o ere participants W W,w Minimum
o
(o*lfy If (guideline, a participant
��n . ' mnwu�n�
' than 85% of.nnmp���
'-- parents -or total) �^
TnumwcvkmEnvswnowPmoonxw-TmuAwcvo*uoSruov 1250umdents 1063 3contacto
TEAM MEETINGS AND FOLLOW up (1000muvenm students
from 12month (OnU
Prior to Level 1 - hollow up activities will be conducted contract and students
with students who attain anabsence orhad m prior history 250 students for from 12
nfpoor attendance. extension month
" FU Home Visit period) contract and
" FU Parent Conference 213
° FU Student Conference students for
, FU Coordinating Services with Outside extension
Agencies period)
° FU MonitorinO3tuden(^menduno=
" FU Phone Call
^ FU Parent Letter
, Initial letter toparents (tracked anType x
activity)
Level
Students accruing fivw(s) or more unexoused absences
would be scheduled for a Truancy Child Study Team
(TCST)-Level 1Meeting.
Each school has on attendance team which consists ofa
school site adminixtratnr, school guidance or trust
counor|o,, teacher/counselor, parent/guardian, and
nmdoni |fthe student isinvolved with any other outside
agency that the school knows ubout, they would be
invited toparticipate.
Panam, suudent, and attendance team all sign the
Truancy Child Study Team Intervention Plan. The
teacher/counselor conducts uamv management and
follows up (FU) with the cases. This is e care
coordination process,
FOLLOW-UP ACTIVITIES FROM TRUANCY CHILD
STUDY TEAM MEETINGS
" pu Home wvw
" FU Parent Conference
" FU Student Conference
" FU Coordinating Svm.pco with Outside
Agencies
, FU Monitoring Student Attendance
, FU Phone Call
, FU Parent Letter
° FU Participate in court for amdon'u with
delinquency for truant students who are
delinquent and/or dependent
Level
If student accrues five (5) more unexcuoed mbuonoos
after o TCGT'Leve| 1. a Truancy Child Study Team -
'Love| u wneU"0 takes place with all porbeo involved,
Amendment # 001
The City mMiami
Contract mma'oo2;Resolution wzuoe'oy nosu*2n1o'17
Page *ofw
Amendment # 001
The City mMiami
Contract mma'oo2;Resolution wzuoe'oy nosu*2n1o'17
Page *ofw
frequency, length"t'du ration of sessions, as well as
the number of cycles 6ipected to be offitrid)
unduokated
parti6lpanti to
served,
children ourth.
parents or
participants
to be
seirved
is n641048
than 85% of--.
Dosage.
Minimum
of sessions
will
comp�ete
including outside agencies working with the family since
the Level 1meeting. The truancy child study team will
review report and in**mominnx from the Level 1 meeting.
Based onthe needs of the student and hsmi|y, the team
will prescribe new interventions o, modify the existing
plan mhelp improve the student's attendance.
Follow Upiothe same asafter the Level 1meeting,
Level
If mvoom accrues five (5) more vnaxcuued absences
e*e, a TCST'Ln,a| 2. a Truancy Child Study Team —
Level o Meeting takes p|ep, with an parties invo|veu,
including outside agencies working with the family since
the Level 2 meeting. The attendance committee will
review report and interventions from the Level 2mouxng.
Based on the n*oux of the student and tan`i/y, the team
will prescribe new interventions o,modify the existing
plan tohelp improve the student's attendance,
Follow Upiuthe same aoafter the Level 1and %meeting.
Truancy Court
12youth <10
8youth (O
3 contacts
This iuthe activity that weare trying wprevent, hence the
youth from 12
youth from
low number o/participants.
month contract
and 2youth for
12mon1h
contract and
When astudent/family has had eTCGT—Level 1.2.and
extension
1youth for
3meeting and continues \odemonstrate truant behavior,
a staffing takes place at (he school to determine if all
period)
extension
period)
}memononn procedures were followed. If so, aTmanoy
Court Petition is filed by the Superintendent ofSchools
with the Clerk of the Courts. under Florida Statute
984.151.
Hearing (Preparation of Student Case Summary)
The initial court hearing isscheduled mu* held within 10
days ofthe filing date. Onthe date uythe truancy hearing,
selected staff from Miami -Dade County Public Schools
and the City of Miami appear in court to substantiate the
truancy petition. The judge o, hearing omoa, hears the
petition and will ask the parent/guardian if they are in
agreement with pumcinouno in o xyn`xy confe,enm"g
oaou/nn for the purpose of resolving the truancy issue,
When all parties ugpee, the judge orders a Family
Conferenoing Session totake place within 14 days.
Pre -Family Cnnw,,ancingSession
Immediately after the initial hearing the teacher/counselor
schedules a pre -family conheroncing session with the
student and parent/guardian, The purpose of the pre -
family conferencing session is to discuss with the parent
the purpose of the family cnnoomncin8 o*vxioo, and also
to identify key people in the lives of both the student and
the family that they would like tnparticipate inthe family
uonoenencing ooaxipn to provide support. The
h,eohnr/000nn=kn then advises the parwnVovondian of
the date and time of the family confo,encinQo*oxion. The
tcoordinate o��oo|
�
—
Amendment w001
The City mMiami
Contract #oou'oyz:Resolution #zooy'ny *emv#cu`Q-1r
Page »ofw
--~---_�--. '
'req &ou�m of wwoas_
the "=b~~cycles "°p~°ed|~°=offered) ''' �.participants
` ^
`.
Tm�i� �-
unduplicated'
to
parents or
others)
`�
Wbe
sem'
than of
tp�V
i
� �
minimum `
m
'
complete
-
_
personnel,City� ��� mm personnel
working with the family from outside agencies, and the
identified individuals by the family to invite all to attend
the family comeencingsession.
Family Decision -Making confe, ncingnpmsipn
The family decision -making cnnoaencing session centers
unthe child. The purpose o{the meeting isvxshow the
child the support system he/she has around them.
Everyone oon,,iuumo to the vasnion, but the session is
led by the teacher/counselor. As the family oono:,wncinQ
session isbeing conducted, onattendance action plan is
pnanorad simultaneously. At the end of the oeoxion, an
attendance action plan is in place, Everyone in the
session has input ostowhat should Quon the plan that is
relevant vothe specific needs vfthe t,mi|v and child. The
plan |othen signed hyall of the attendees.
The Family Decision Making Conference that is xt,on8m
based and supports care coordination.
%woTRUANCY COURT HEARING
At the second truancy court hearing the judge or hearing
officer is informed of the results of the family conhaendng
session. In addit)on, the attendance action plan is
submitted tothe court for the judge's o,hearing officers
review. The judge or hearing officer will ask all of the
participants if they are in agreement with the plan and
intend to carry them out. If all parties are in ognaen`ent,
the attendance action plan iathen ordered. The judge will
set another date for a truancy status hearing.
TRUANCY STATUS HEARINGS
The purpose ofthe truancy status hearings are 0zfollow-
up to determine if the vtvuom is making pngeox *4h
attending school on a mgv|a, basis, Any concerns that
may arise are addressed at mws= meetings mensure that
progress ivmaintained, |fafter several truancy status
hearings the judge o, hearing officer hye/u that (he
student no longer needs tobemonitored, the court sets
Termination of Jurisdiction. In the event that aho, a
period of monitoring the student has moua no progress
and/or has reverted back tothe truant behavior, the court
will terminate the case as "Unsuccessful Diopoxftiun of
Truancy.' Once the case has been closed mC|NS4`|wS
will be filed.
TYPE 2ACTIVITIES (less than 3 contacts with nartic)oants
,
�`.~~~°/._.�..��
'-
�
~.
.
Part
�`red
der
Amendment 001
The City ofMiami
comractmwz'*52� Re^o/uovn#cmQ9'eo, n000w2o10-1r
TYPE oACTIVITIES (Other deliverables that are not direct services
~
her:°���';`
Initial Letters to Parents
A letter from the Miami Dade Schools Policecum,ocxo"�10
c� Chief is mailed to the
perwnu8uamian of the eligible student advising them of meeting.period)
co.em*(1�*az�om 1zmonm
'43ufor extension
sPerformance Measure:
Provider shall measure outcome achievement and report onabasis aooutlined mAttachment C-1m
this contract. This contract will bemmoutput-based contract due mthe fact that hisathree month
extension which does not allow adequate time for collection of data which is to be analyzed at the end of
the school year. Ansuch, performance measures are not necessary for this three month contract
extension.
s.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 inthe Scope ufServices
(Attachment A) and to provide and perform such Services to The Trust's satisfaction,
ON
(1)full-time
'
Program Director
Masters Degree or higher:
minimum 3years
experience directing and
developing programs that
address core adolescent
issues and concerns,
Research beg
coordinate and facilitate meetings,
analyze data, draft reportsox
findings Oversee TIP and Truancy
Court functions and manage grant
expectations and data collection.
Facilitate collaborators'
communication and assure that
planning coordinators input isput
k,use within the current pilot
program.
(o)/u//~hmo
Teacher/Counselors
Bachelors Degree in
counseling, social work or
education related field;
minimum 2years
experience working with
programs that address
core adolescent issues
and concerns.
Provide interventions mthe
students and families exhibiting o
truancy problem; participate in
Truancy Child Study Team
Meetings; conduct home visits;
conduct family pon^a,encinS
voomonn; appear in court when
necuoxom
(1) full-time
TIP Administrative
Assistant
Minimum Qualification:
Associate's Degree
Current TIP Administrative
Assistant has a Bachelor's
onnme
The TIP Administrative Assistant
currently assists the Program
Director with all aspects ofthe
truancy grant. TIP Administrative
Assistant maintains all databases,
prepares statistical reports, aooivm
with monitoring ofgrant
deliverables. In addition, he/she is
responsible for scheduling all
truancy child study team meetings
levels through 3. coordinates and
prepares locates with Miami -Dade
Schools Police Department au
needed, and also links
parents/guardians and students tv
needed services.
Amendment w001
The City mMiami
Page 7 of 14
*w�Status
,",.
Position�
staff,AV
—
�ST�FF
5%
Epuo,mmmaian"ns
Coordinator
City oyMiami
Provides fiscal and programmatic management.
s%
Director, School
Operation s/Sp=ci=|
P,oqre,nx
Miami -Dade County Public
Schools
Supervising program director and teach er/ununne|omand
supervisors reporting to his work |ocounn in addition, the
director iothe appointed superintendent's designee for filing
truancy petitions and represents the superintendent in all truancy
proceedings.
10m
School Site Administrators
2VSchool site administrators are responsible for ensuring that
all elements ofthe Truancy RpduodnnPlan / Truancy Court Pilot
Program are adhered to at the school site. /" addition, a
designated school site administrator will participate inall truancy
child study team meetings attheir school site.
10%
Support Personnel
Miomi'DaueCnwn,y Public
Schools
1VDesignated staff from the student services department at
each school site will participate inall truancy child study team
level meetings. These individuals also provide expertise when
determining academic placement and other programs that iuin
the best interest of the student.
7.Best practices
Provider shall performits duties, obligations, and services under this Contract in a skillful and
respectful manner. The quality of Provider's performance and all interim and final product(s) provided
to or on behalf of The Trust shall be comparable to local, state and national best practice standards,
�Q61am�Biist"P.nooUcb/moda|''"-*-��'�
TruancyChild Study Team Meetings |Miami -Dade State Attorney'sOffice Truancy Intervention
Fa
mily Decision-MakingConfenen
Program
The Miami Model Court Family Decision Making Conference
rmqram
Amendment 0 001
The City ofMiami
contraci*9o3-5m:Resolution *zo09-Ve.Reonxuo1o'1r
Page aofw
ATTACHMENT sw
FISCAL REQUIREMENTS, BUDGET AND METHOD OF PAYMENT
COST REIMBURSEMENT METHOD oFPAYMENT
Advance payment requests (NOT APPLICABLE TO THIS CONTRACT EXTENSION PERIODI
The ohi|den'o Trust offers advance payments up to 15% of the total contract amount. Advance requests
shall be limited to governmental entities and not -for -profit coxpmaVono, in accordance with subsection
216181 (16) (u). F.S. The advance request is to include the amount mqunomg and the justification.
Advance payment requests must basubmitted using the designated form and must Uoapproved in writing
byThe Chi|den'oTrust's Contract Manager and Chief Financial Officer ortheir designee(s)
Advanced funds if not used amaU be invested by the provider in an insured iNenax1 bearing occowm, in
accordance with subsection 216,181 (16) (u). F.G. interest earned on advanced hmda shall be returned to
The Chi|dren'n Trust on a quarterly basis o, applied against the amount of the cnmrod owed by The
Chi|g,on'sTrust.
Advance payment
Within 60calendar days of receipt ofmnadvance, Provider shall report the actual expenditures paid uyor
charged to the advanced funds using the reporting 'invoice' h»rn provided by The ChUdnen'o Trust, If the
"invoice" amount is less than the amount advanced, The ChUd,cn'o Trust will deduct the difference from the
next applicable nnon*`/y payment request, Provider may nequum, in wrhing, an extension of the repayment
of the advance, A fiooa| need must be clearly demonstrated and substantiated by the Provider in order for
onextension request mhoconsidered byThe Chi>dmn'sTrust.
Budqet revisions
Budget revision(s) require prior written approval from the Contract Manager and The ChUdmn'sTmors Chief
Financial Officer o, the, designee(s). Request for budget revisions must be submitted to the Contract
Manager using the appropriate fonn, as determined by The Childnen's Trust. The Provide, must request
budget revision to adddobve, and/or modify any line hem(s). Budget mwio)ona can not be used to modify
the total contracted amount nor can they be used ,o modify the Scope of Services. No budget revisions will
be allowed for any contract extensions of 3 mnnUlx or less. No more than one (1) budget revision may be
approved during the contract extension period. Budget revision requests must besubmitted sixty (60)dayn
prior mthe expiration o/the Contract extension date. |( approved, the budget revision will beincorporated
into the Contract.
Indirect Administrative Costs
|nnoevent shall The Childen'sTrust fund indirect administrative costs inexcess o/ten (1O%)percent o»the
total contract amount,
Cost Reimbursement Method of Payment
The parties agree that this i*acost reimbursement method n(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 onoriginal request for payment, in the format prescribed by The Children'sTrust
and in accordance with the budget
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 Children's Trust agrees to reimburse Provider on a monthly
billing basis. The Children's Trust reserves the right to request any supporting documentation. Final
requests for payment (last monthly invoice of the original and extension contract terms) from the Provider
will be accepted by The Children's Trust up to forty-five (45) days after the expiration of the original 12-
Ameoomemw001
The City mMiami
pune om w
month Contract period axwell as the invoice period for the final month of the extension period, if Provider
fails to comply, all rights to payment shall be forfeited.
If The Children'x Trust determines that Provider has been paid funds not in accordance with this Contract,
and to which it is not emitled, Provider shall return such funds to The Cmldnon's Trust o, submit appropriate
documentation to support the payment. The CW|dran'sTrust shall have the sole discretion in determining if
Provider iuentitled to such funds in accordance with this Contract and The Chi|dron'nTmor» decision on
this matter shall be binding.
In the event that Pmvide,, its independent auditor or The Chxdnum's Trust discovers that on overpayment
has been made. Provider shall repay said overpayment within thirty (30) calendar days without prior
notification from The Cm|dmn'sT,ust,
|fthe Provider fails k/serve the number p[participants and/or fails 0outilize the funds inaccordance with the
Contract, The CNWren'sTrust may amend the Contract mreduce the amount ofdollars. Any delay in
amendment byThe Chi|dn,n'sTrust isnot deemed awaiver ofThe Chi|den'vTrust's right toamend vrseek
reimbursement for under -serving participants in accordance with the Contract.
In order for a request for payment to he deemed proper as defined by the Florida Prompt Payment Act, all
requests fopayment must comply vvith the requirements set forth in this Contract and mustb b itted on
the forms as prescribed by The Children's Trust. Requests for payment and/or documentation retumed 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 Qhildmnn Trust ohmU retain any payments due until all required reports or deliverables are submitted
and accepted by The Children's Trust.
Supporting Documentation Requirements
The Provider shall maintain original records documenting actual expenditures and services provided
according tothe approved budget and scope vxservices asrequired.
Provider shall keep accurate and complete records of any fees collected, reimbursement, mcompensation
oyany kind received from any client o,other third party, for any Service covered by this Contrac, and shall
make all such records available to The Chi|dran's Trust upon request. Provider shall maintain a cost
allocation methodology that it uses to nUoumo its costs. Such methodology shall be made available to The
Coi|dron'sTrust upon request.
Amendment# 001
The City mMiami
p*nw mm w
CITY OF MIAMI - TRUANCY REDUCTION PROGRAM
Contra['.
Period:
PROGRAM BUDGET
SALARIES:
List Full -Time Employees
Positt0n
TIP Administra
List Part -Time/Seasonal Employees
1 - Education Initiatives Coordinator
1 • District Director 2
Auci ,'Oct
2010 Salary
(3 mthsl
12,693
20 - SCftooi $
0 - School Su
ministrator$
375,000,00
TOTA L 11 t s.9MLA tt1E
FRINGE BENEFITS
FicalMIca Rate: 7.65%
W-Comp's Rate: 2.62%
Unempioy Rate:
Retirement Rate: T�
Other Specify & provide calculations
Health Ins. Cost per Staff 51,364
Life Ins. Rate: 148.3
other than participants)
Travel(particlpants)
Meals (participants)
Space (rent of a building)
Utilities (e.g. telephone, utilities)
Supplies - office (e.g. paper, printing, postage )
Supplies - program (e.g. curricula, books )
Non
q
Capital Equipment (g
SubcDntrectors (List each)
nt (less than 51,000) (Ust each)
nal Services
,000) (I3
t each)
Program Budget City of Miami
month Areas in Blue to be completed by the Agency
Justification
2,693.12 0.00 (Annualy Salary is 50,000.00 ($24.04 z 2080 hot
August 1 • October 31, 2010 (524.04 z 528 hours
0.00I 0.00
0.00 1o%
0.00 10%
971.02
332.56
0.00
0.00
6
d programmatl
9
ry for
2,693.12
1,250.00 1 5upervlsing program director and teacher/counselors and
supervisors reporting tD WO work lactation. In addition, the
director is the aped rrted superintendents designee for filing
itruancy pet(tions and represents the superintendent In all truancy
11.proceedin9s.
37,500.00i2O Sohoul site administrators are responsible for ensuring that all
!elements of the Truancy Reduction Ptan / Truancy Court Pilot
`;Program are adhered t0 at the school site In addmon, a
designated school site adrr,notbator will parbcpate M a0 truancy
child study team meetings at their school site,
12,500.00j10 Oesignated staff from the student services department at each
jschool site will participate in all truancy child study team level
meetings. These individuals also provide expertise when
;determining academic placenlnrt and other programs that is In
Ilhe best Interest of the student.
0.00
0
.44,
0.001
303.5a 55,327.57
0.00
0.00
0.00
150.00
Qat
O.2699730247567°ta of TCT Requested Sala
office space
Coordinator, and TIP
AT&T wireless
Coordinator - 550 per
(Aug. 2010-Oct, 2010
;1050 for Ofnce suppl(es to include files, folde
pencils, notebooks for teacher cnunselorS, program
Administrative Assistant.
and TIP
Ox1e5150
ervice for ProOra
$997.05 for program supplies tO Include brochures, certificates,
signs for hone visits, resource pamphlets for famil!es, In5bvct)Oh
manuals for parents and children etc.
Tcr total
Lme Line
item item
% %
B% 6%
0% 24%
8Wa 30%
14a 3°/°
0% 0°/a
D% 0%
0% 0%
0% 1%
0a/e 2%
1a/a 0%
1% 0Wo
0% 0%
0% OW
0% 0%
0% 0%
0% 0%
0°.b 0%
0% 0%
0r 0%
79% 56°%
Attachment B-1, Contract Y903-552. Resolution 112009-89; 2010-17
Page 11 01 14
Rev 4/10
1 -Dade County Public Schools
6.
Professional e lc - Additional Lis each)
Other
Advertising
Background screnusg
AdmIss10 to ft&d tnps
[her - Additional (Ust each)
TOTM. OPERATING SXPENSES:
21,003.30
Admlnistrative/ Indirect Co
(Can not exceed 10%)
15,000.00
TOTA
O.
Progrim Budget City of Miemi
18, .2 - Pr,qrm tllreclor-$28,328.1B ($21,624.53 salary
(Aug. - Oct. 2010) 4 54,636.30 fringe 21.44.10 (Aug. - 0ct.
2010) + $1867.75 (Aug. - oct. 2010) Group Insurance) -
Research best practices, coordinate and facilitate rneetings,
analyze data, draft reports of findings Oversee TIP and Truancy
Court functions and manage grant expectations and data
rollecUon. Faciatate collaborators' communication and assure
that planning coordinator's input is put to use within the current
pilot program; 5 Teacher/ Counselors - 583,677.94 (512,242.95
(Aug. - Oct. 2010) average salary + $2,624.89 average fringe
(Aug. - Oct. 2010) + 61.867 (Aug- • Oct. 2010) group insurance x
5 • $83,677.94) - Miami -Dade County Public Schools will hire five
teacher/counseiors who will be the tare coordinators at the
identified schools; M-OCPS police - $7,000.00 - Miami•Dade
School Police will locate studertS/farrulies for the delivery of TIP
notification and for Truancy Court Summons. They will
addttionally fallow up with fairelleS If they do not attend a
required meeting. Miami Dade County Public School Officers will
dedicate 137.5 hours (Aug. - OR. 2010 work hours throughout
August 2010-October 2010 at a maximum rate of $40.00 per
hour averaging a total of 22 hours per week = $5,000.00.
Travel $1,500.00 (for M-OCPS Truancy Director &
Instructional supervisor to attend and present at the Attendance
Symposium in Orlando, FL Oct. 4-7: Hotel $119.00 per night x 3
nights = 357.00 x 2 people i• $714-00; Registration Fee for
Symposium: ;175.00 x 2 = $350.00; Mileage & Per Diem and In
County Travel.)
0.00
0.0
61.0
,763 7
FUND *90 M4ITCH)agree
n A
92i3,763.57
79% 515°A
0% 0%
0% 0%
0% 0%
0% 0%
0% 0%
0% 0%
0% 0.1/0
0% 0%
0% 0%
0% 0%
0% 0%
0% 0%
0% 0%
0% 0%
0%, 0%
81% 60%
10% 7%
100% 100%
Attachment 9-1, Contract P19123-552, Resolution 42009-89: 2010-17
Page 12 of 14
Rev 4/10
4TTACHMEwTC4
Service Partnership
Programmatic Data and Reporting Requirements
Contract No. g03-5o%
Agency name: City nrMiami
Program name: Truancy Reduction Plan
The Provider shall submit ooThe ChUgrenoTrust individual participant demographics, attendance, additional
output infonnahpn, and outcome data, as noted in the Scope of Service (Attachment A). Reporting will
include Ui,ocu submission of information into the electronic web -based reporting application (Data Tracker),
anwell oostandard paper reports, aunoted 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:
° items shall heentered 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 (15')day of the month following the end of
each month, exclusive of legal holidays orweekends.
Activities with less than 3contacts 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.
Demoaraphics required for oM|LWYoUT*participants with 3mmore contacts:
° |vparticipant aparent, child, ormmor'?
° Participant's Name yost.first, middle initial)
, Parent's Name Vns('first, middle initial)
° Street Address, Chy. and Zip Code
° Gender (nale.female)
° D000 of Birth
° Rouy (American Indian/Alaska Native, Asian, B|ack/Afnoonmnenca". Pacific Islander, White,
Other)
° Ethnicity (H}xpanic.Haitian, Other)
° English Proficiency (yes/no)
° Additional /CVhedanguoge(o)spoken (Eng|ixh.Spanish, Haitian Creole, otxe,)
, Child's Social 8euurity#
° Child's Miami -Dade County Public Schools |DNumber
" Current Grade Level
° Current School
^ Does child have a Health insurance? (yes/no)
° Does child have oDisability? (yon/nn)
° Documentation o*Disability (Individualized Family Service Plan, Individualized Education Plan,
Section 5V«Plan, Medical diagnosis, Other)
° nDisabled, what type? [Autism Spectrum Disorders, Chronic Medical Condition, Developmental
Dc|ay, Emotional and/or Behavioral Disorder, Hearing Impairment (o,doo0. Intellectual Disability
(or mental retardation), Learning Disability, Physical Disability, Speech/Language Impairment,
Visual Impairment (or b|ind).Other)
" Is orticipa involved with the DCF. Our Kids, full case management
a8cnc'es, dependency and family courts) orDelinquency System (a.y.. DJJ.JuvonUw Services
Department, diversion/Civil Citation Programs)) (Optional Field)
Demoqraphics required for PARENTfCAREGIVER and OTHER Participants with 3 or more contacts:
Amendment w001
The City mMiami
contrac'*mo3-552: Resolution #2009-89, Reso #2010-17
Page 13ofw
• Is participant a parent, child, or other?
• Number of Children in their Care (for Parents/Caregivers only)
• Name of the Children in their Care (for Parents/Caregivers only)
• Date of Birth of the 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 American, Pacific Islander, White,
Other)
• Ethnicity (Hispanic, Haitian, Other)
• English Proficiency (yes/no)
• Additional/Other language(s) spoken (English, Spanish, Haitian Creole, Other)
• Adult's Highest Grade Completed
• Is participant involved with the Dependency system (e.g., DCF, Our Kids, full case management
agencies, dependency and family courts) or Delinquency system (e.g., DJJ, Juvenile Services
Department, diversion/Civil Citation programs)] (Optional Field)
OUTCOMES & NARRATIVE REPORTS (Paper Reporting - Excel and Word Documents)
• Quarterly Program Narrative Report (using standard Word document format provided by The Trust)
captures a BRIEF report of successes, challenges and supports needed —due quarterly by the 15
of the month following the end of the quarter.
Required Report
SCHEDULE OF REPORTS NES
Reporting
Frequency
Due Date
Data Tracker Electronic Reporting of
Demographics, Attendance, and other outputs
Monthly
By 151h of each month for the previous month
Quarterly Program Narrative Report (Word)
Quarterly
For August, September and October —
DUE (November 15, 2010)
The provider shall create and/or update annually their agency and program profiles and site(s) information in
the Community Resource Directory maintained by Switchboard of Miami to facilitate referrals to Children's
Trust -funded services. Provider shall maintain accurate information including adding or deleting sites.
Evidence that the profile(s) have been created or updated must be provided to the Contract Manager within
30 days of execution of this contract.
Amendment # 001
The City of Miami
Contract #903-552; Resolution #2009-89, Reso #2010-17
Page 14 of 14
Officers/Executive Committee
Maria A. Alonso
Chair
Chet J. Zerlin
Vice Chair
Josee Gregoire
Secretary
Hon. Isaac Salver
Treasurer
Isabel Afanador, Chair
Program Services
Dr. Rosa Martin, Chair
Childhood Health and
Development
Dr. Gina Cortes-Suarez, Chair
Human Resources
Hon. Barbara Jordan, At -Large
Dr. Miguel BaIsere, At -Large
David Williams Jr., At -Large
The Board of Directors
tte Aleman
Karen Aronowitz
Hilarie Bass
Donald I. Bierman
Khadijah Brydson
George M. Burgess
Alberto M. Carvalho
Jacqui Colyer
Bill Diggs
Dr, Thresia B. Gambon
Luis A. Gazitua
Benjamin F. Gilbert, Jr.
Mindy Gould
Dr. Nora Hernandez -Hendrix
Antoinette JG Hill
Dr, Silvia La Villa
Dr. Martin Karp
Pamela Lillard
Dr. William E. Pelham
Hon. Orlando A. Prescott
Dr. Isaac Prilleltensky
Rep. Yolly Roberson
Evelio Torres
David Lawrence Jr.
Founding Chair
Modesto E. Abety
President & CEO
--Nunty Attorney's Office
2gal Counsel
December 3, 2009
Vivianne Bohorques
City of Miami, Office of the Mayor
Southside Park
142 SW llth Street
Miami, FL 33130
Re: Service Partnership Program
Contract Number 903-552
Dear Ms. Bohorques:
Enclosed, please find a copy of the fully executed above
mentioned Service Partnership contract for your records. If
you require any assistance please do not hesitate to contact me
at 305-571-5700.
We appreciate your commitment and look forward to continuing
to work with you and your agency in providing much needed
services to children of this community.
Sincerely,
Rachel Spector
Contract Manager
3150 SW 3rd Avenue, 8th Floor, Miami, Florida 33129 • Tel: 305-571-5700 / Fax: 305-657-9592• www.thechildrenstrust.org
CONTRACT NO'B03-552
BETWEEN THE CHILDREN1GTR@ST
AND CITY OF MIA»@D
FOR SERVICE PARTNERSHIP 2009-10
THIS CONTRACT, de and entered into by and between The ChUdren'sTrust whose address is 3150 S.W.
P Avenue, 81^ Floor, Miami, Florida 33129and City of Miami, a Florida municipal corporation, hereinafter
referred to as the "Provider" whose address is 3500 Pan American Drive, Miami, Florida 33133, states the
conditions and covenants for the rendering of services to children and families (hereafter referred to as
"Services'') for The ChiNven's Trust.
In consideration of the mutual covenants herein, The Chi|dren's Trust and the Provider (sometimes hereafter
referred tnas^Partiaa^) agree asfollows:
A. EFFECTIVE TERM
The effective term of this Contract shall be from August 1, 2009 through July 31, 2010. subject to funding
availability and Provider's performance.
B. TERMS OF RENEWAL, if applicable
In the sole discretion of The [hUdren's Trust this Contract may be renewed twice and with the
acknowledgement of the Provider. Renewal may not exceed a term equal to the term of the initial contract,
for a total maximum of three (3) te,ms' In considering the exercise of any contract renewal, The [hi|dren'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 servicesfunded.
]. Program performance, and fiscal performance and compliance by the Provider that is deemed
satisfactory |nThe Chi|dren'sTrust's sole discretion,
4. The availability of funds from The Ch||dnen's Trust. The Ch||dren'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 ChUdren'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, to this
Contract. Provider shall implement the Scope of Services, Attachment f, in a manner deemed
satisfactory to The [hi|drcn^sTrust. Any modification to the Scope of Services shall not be effective
until approved, in writing, by The [hUdren'sTrust and the Provider.
I The Scope of Services' activities and performance measures, as well as complete and accurate data
and programming information will be used in the evaluation of the Provider's overall performance.
3. Provider agrees that all funding provided by The [hi|dnen's Trust, pursuant to this Contract will be
used exclusively for Services in and for the benefit of Miami -Dade County residents.
D. TOTAL FUNDING
Subject to the availability uffunds, the maximum amount payable for Services rendered under this Contract
shall not exceed $600,000. The Parties agree that should available funding to The [hi\dren'sTrust be reduced,
the amount payable under this Contract will be reduced at the sole option of The ChUdpen's Trust, with a
proportionate reduction in the Services. Provider agrees to adhere tothe Budget and Method of Payment
outlined inAttachment Btothis Contract.
City ofMiami Office of the Mayor Page zof3]
Contract#g03'552, Resolution 2009'89
E. FISCAL MANAGEMENT
1.Double Billing and Payments
Provider costs orearnings claimed under this Contract may not also be claimed under another contract
u,grant from The Chi|dren'sTrust or, unless such claim is denied by The Chi|dren'sTrust' from any
other agency. Any claim for double payment byProvider shall beamaterial breach ofthis Contract.
3.NoSupplanting ofExisting Public Funds
The ChUdnen'sTrust funding may not be used by any provider as a substitute for existing resources or
for resources that would otherwise be available fnrchi|dren's services, or to replace funding previously
provided by and currently available from local and state funding sources for the same purpose.
Government agencies must certify that they have maintained their previous funding level when
applying for additional funding from The Chi|dren's Trust. A violation of this sect/on shall be
considered e material breach ofthis Contract.
3.CapitaU Equipment
Capital equipment is included in the definition of^property^under Florida Statutes, [hapterZ74, and
Florida Administrative [ode, Section 69I'73.001, and is defined for purposes of this Contract as
individual items with a value of$1,UOO orgreater which have a life expectancy of more than one year.
Capital equipment purchased with Trust funds by Provider become assets of The Chi|dren'sTrust; are
intended for The Chi|dren'sTrust funded programs; are owned by The Chi|dren'sTrust; and must be
tagged at the time of purchase as an asset of The [hi|dren's Trust. The Chi|dren'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 Ch/|dren'sTrust.
When Provider is no longer funded by The ChUdren'sTrust, the equipment will be returned to The
Chi|dren's Trust for use by another funded program unless /t is fully depreciated. Provider must
initiate return of such capital equipment to The [hi|dren's Trust. Ownership of capital equipment will
be transferred to Provider and removed from The [hi|dren'sTrust's fixed asset system if the capital
equipment isfully depreciated and inthe possession ofProvider.
4.Assignments and Subcontracts
Neither Provider nor The [hi|dnen'sTrust shall assign this Contract to another party. Provider shall not
subcontract any Services contemplated under this Contract without prior written approval of The
[hi|dren's Trust. Provider shall incorporate appropriate language form The [hi|dren's Trust contract
into its subcontracts and shall require that all subcontractors providing services shall be governed by
the terms and conditions of this contract. Provider shall submit o copy of said agreement to The
[hi|dren's Trust within 30 days of its execution. All sub -contracted providers must agree to be
monitored by or on behalf of The [hi|dren's Trust in the same manner as Provider under the terms of
this contract. Provider and Subcontractor must be qualified to do business in the state of Florida,
Provider shall be responsible for all services per -formed and all expenses incurred with this Contract,
including services provided and expenses incurred bvany and all subcontractors. zt|sunderstood by
Provider that The CN|Uren'sTrust shall not be liable to n subcontractor for any expenses or liabilities
incurred under any subcontract and Provider shall be solely liable under the subcontract. Provider
agrees, at Provider's sole expense, to hold harmless and defend The [hi|dren'sTrust against any such
claims, demands or actions related to any subcontract.
In no event shall The [hi|dren'sTrust directly provide funds to any subcontractor. All payments to
any authorized subcontractor shall be paid directly by Provider to the subcontractor.
5. Religious Purposes
Organizations and their faith -based community partners shall not use funds provided under this
Contract to support inherently religious activities, such as religious instruction, worship, or
prose|ytization.
6' Lobbying
Provider shall not use any funds provided under this Contract or any other funds provided by The
[hi|dren'sTrust for lobbying any federal, state or local government or legislators.
~��"��o��-
� vG,
City of Miami Office ofthe Mayor
Page 2 of 33
7.Adverse Action orProceeding
Provider shall not utilize the funds provided under this Contract or any other funds provided by The
Chi|dnen'sTrust to retain any legal counsel for any action or proceeding against The [hi|dren's Trust or
any ofits agents, employees or officials.
F.IND5MNIFKCATION BY PROVIDER
Government Entity
Subject tothe limitations and sovereign immunity provisions of Florida Statute, Sec. 768.28' Provider shall
indemnify and hold harmless The [hi|dren'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 or 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 Chi|dncn'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 [hi|dren's Trust
has a license to reasonably use, duplicate and disclose such materials in whole or in part in n manner
-onsistent with the purposes and terms of this Contract, and to have others acting on behalf ofThe [hi|dven's
rust to do so, provided that such use does not compromise the validity of any copyright, trademark or
patent. lfthe 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 orcopyright, or application for
the same' will vest in the Provider or with any applicable third party who has licensed or otherwise permitted
the Provider to use the same. Provider agrees to allow The ChUdren's Trust and others acting on behalf of
The Chi|dren's Trust to have reasonable use of the same consistent with the purposes and terms of this
Contract, at no cost to The Chi|dren's Trust, provided that such use does not compromise the validity of such
copyright, trademark orpatent.
H. OWNERSHIP AND LICENSING OF INTELLECTUAL PROPERTY
The Parties understand that this Contract is subject tothe provisions, limitations and exceptions of Chapter
110, Florida Statutes, regarding public records. Accordingly tothe extent permitted by Chapter 119, Florida
Statutes, the -Provider retains sole ownership of intellectual property developed under this Contract. It is the
responsibility of the Provider to pay all required licensing fees if intellectual property owned by other parties is
incorporated by the Provider into the sun/ices required under this Contract, Such licensing should be in the
exclusive name of the Provider. Payment for any such licensing fees or costs arising from the use of others'
intellectual property shall be at the expense of the Provider.
As applicable under Fla. Stat. Section 768.28, and to the extent permitted by and within the limitations of Fla.
Stat. Section 708.28, 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 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.
/1 n3
City of Miami Office cfthe Mayor
Contract #903-552, Resolution 2009-89
Page of 33
1. BREACH OF CONTRACT AND REMEDIES
1. Breach
A material breach by the Provider shall have occurred under this Contract if the Provider through
action oromission causes any n[the following:
a. Fails to provide the Services outlined in the scope of services (Attachment A) within the effective
term ofthis Contract;
b. Fails to correct an imminent safety concern or take acceptable corrective action;
c. Ineffectively or improperly uses The [hi|dren'sTnust funds allocated under this Contract;
d. Does not furnish the certificates of insurance required by this Contract or as determined by The
[hi|dn:n'sTrus1;
e. Does not meet or satisfy the conditions of award required by this Contract;
[ 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;
g. Does not submit or submits incomplete or incorrect required reports pursuant to the scope of
Services in this Contract;
h. Refuses to allow The [hi|dren'sTrust access to records or refuses to allow The [hi|dren'sTrust to
monitor, evaluate and review the Provider's program, including required client data;
i. Fails to comply with child abuse and incident reporting requirements;
1. Attempts to meet its obligations under this Contract through fraud, misrepresentation or material
misstatement;
k. Fails to correct deficiencies found during a monitoring, evaluation or review within a specified
reasonable time;
|. Fails to meet the terms and conditions of any obligation or repayment schedule to The ChUdren's
Trust or any of its agencies;
m. Fails to maintain the confidentiality ofclient files, pursuant to Florida and federal laws;
n. Fails to fulfill in a timely and proper manner any and all of its obligations, covenants, contracts and
stipulations inthis Contract;
o. Fails to comply with Background Screening, as required under this Contnoct.
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.
2. Remedies
If the Provider breaches this Contract, and fails to cure such breech within thirty (30) days after
receiving written notice from The [hi|dren'sTrust identifying the breach, The [hi\dnen'sTrust may
pursue any ofthe following remedies:
o. The [hi|dren's Trust may, at its sole discretion, enter into a written performance improvement plan
with the 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 on addition to this Contract and shall
not affect mrrender void or voidable any other provision contained in this Contract, costs, and any
judgments entered byacourt ofappropriate jurisdiction.
b. The [hi|dren's Trust may suspend payment in whole or in part under this Contract by providing written
notice to the Provider of such suspension and specifying the effective date thereof, at least five
business days before the effective date of suspension. On the effective date of suspension the
Provider may (but shall not be obligated to) continue to perform the services provided for in this
Contract, but the Provider shall promptly cease using The Chi\dnan's Trust's logo and any other
reference toThe Chi|dnen'sTrust in connection with such services' All payments to the Provider asof
this dote shall cease, except that The Chi|dren'sTrust shall continue to review and pay requests for
payment for services that were performed and/or for deliverables that were substantially completed at
the sole discretion of The Chi|dren's Trust, prior to the effective date of such suspens\on' If payments
are suspended, The Chi|dren's Trust must specify in writing the actions that must be taken by the
Provider as condition precedent to resumption of payments and shall specify o reasonable date for
compliance. The Chi|dren'sTrust may also suspend any payments in whole or in part under any other
contracts entered into between The [hUdnen's Trust and the Provider by providing separate written
notice to the Provider ofeach such suspension and specifying the effective date thereof, which must
0-11~n 3 --+~
City of Miami Office o[the Mayor
Contract #903'552,Resolution Z009'89
Page 4 of 33
be at least five business days before the effective date of such suspension, in any event The Chi|dnen's
Trust shall continue to review and pay 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 [h/|dren's Trust prior to the effective date of such suspension. The Provider shall be
responsible for all direct and indirect costs associated with such termination including reasonable
attorney'sfees.
c. The Chi|dren's Trust may terminate this Contract by giving written notice to the Provider of such
termination and specifying the date thereof at least five (5) business days before the effective date of
termination. In the event ofsuch termination, The Chi|dren'sTrust may (a) request the Provider to
deliver to The ChUdren's Trust dear and legible copies of all finished or unfinished documents, studies,
surveys, reports prepared and secured by the Provider with Trust funds under this Contract subject to
the rights of the Provider thereto as provided for in Paragraphs G and H above; (b) seek
reimbursement of any Trust funds which have been improperly paid to the Provider under this
Contract; (c) terminate further payment of Trust funds to the Provider under this Contract, except that
The Chi|dren's Trust shall continue to review and pay requests for payment for services that were
performed and/or deliverables that were substantially completed at the sole discretion of The
Chi|dren's Trust prior to the effective date of such termination; and/or (d) terminate or cancel any
other contracts entered into between The Chi|dren's Trust and the Provider by providing separate
written notice to the Provider of each such termination and specifying the effective date thereof, which
must be at least five business days before the effective date of such termination, in which event The
[hi|dren'sTrust shall continue to review and pay 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 Chi|dren's Trust prior to the effective date of such termination. The
Provider shall be responsible for all direct and indirect costs associated with such termination,
including reasonable a1torney'sfees.
d. The Ch}|dren's Trust may seek enforcement of this Contract including but not limited to filing an action
with a court of appropriate jurisdiction, The Provider shall be responsible for all direct and indirect
costs associated with such enforcement, including reasonable attorney's fees, costs, and any
judgments entered by a court of appropriate jurisdiction, including all direct and indirect costs and
reasonable attorneys' fees through conclusion of all appellate proceedings, and including any final
settlement.
e. The provisions of this Paragraph I shall survive the expiration or termination of this Contract.
J. INSURANCE REQUIREMENTS
Provider shall have their insurance agent(s) provide to The Chi|dren's Trust within 30 days of contract
execution, Certificates of Insurance or, as applicable, a letter of self-insurance indicating coverage applicable
to a Florida municipal corporation or written verification (binders) required under this section or as determined
by The Chi!dren's Trust, except as required by Florida law for government entities. It is the Provider's
responsibility to comply with this requirement. The Chi|dnen'sTrust 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
for the term of this contract. As o condition of the execution of the contract, The [hi/dren's Trust will not
disburse any funds until The [hi|dren's Trust is provided with the necessary Certificates of Insurance, letter of
self-insurance or written verification (binders) and The [hi|dren's Trust has approved such documents. The
Chi|dren'sTrust shall have the rights to review said certificates or letters and, if applicable, reasonably require
updating of types and amounts of coverage provided upon any renewal of this Contract.
Provider will carry insurance policies in the amounts and with the requirements indicated below:
1. Worker's Compensation Insurance for all employees and non -incorporated independent contractors
and non -incorporated consultants of the Provider, as required by Florida Statutes, Chopter44O. The
employer's liability portion will be$5OO,OOO/$5O0,OOO/$5OO,DOOosa minimum.
2. Comprehensive General Liability insurance in an amount not less than $500,000 combined single limit
per occurrence and $1,000,000 aggregate in a policy year. Deductibles exceeding $ 1,000 are
discouraged, unless Provider can provide financials to support higher deductible. The [hi|dren'sTrust
must be designated and shown as an "Additional Insured as Their Interest May Appear" with respects
to this coverage. The general liability policy must contain coverage for the following:
City ofMiami Office ofthe Mayor Page 5o[33
Contract #9O3 552'Reso/ution 2009'89
m. Bodily Injury;
b. Property Damage;
c. No exclusions for Abuse, Molestation or Corporal Punishment;
d. Noendorsement for premises only operations.
3. Automobile liability coverage for all owned and/or [eased vehicles of the Provider and non -owned
coverage for their employees and/or sub -contractors transporting program participants. The
amount of coverage is $1,000,000 combined single limit per occurrence for bodily injury and property
damage. The Chi|dren's Trust 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, but rental cars can not be used in the course of the Provider's regular
operations. Rental cars may be used for travel to attend conferences outside the th'county area.
4. Automobile liability coverage for all owned and/or leased vehicles of the Provider and non -owned
coverage for their employees and /orsub'contractors not transporting program participants. The
minimum amount of coverage is $300,000 combined single limit per occurrence for bodily injury and
property damage. The Chi|dren's Trust 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, but rental cars can not be used in the course of the Provider's regular
operations. Rental cars may be used for travel to attend conferences outside the tri-county area.
5. If applicable, Special Events Coverage, as determined by The [hikdren'sTrust. The liability coverage
will be the same as the coverage and limits required for comprehensive general liability and The
[hi|dren'sTrust must be designated and shown as "Additional Insured asTheir 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.
6. If applicable, Professional Liability insurance, as determined by The Chi|dren's Trust, with coverage
amounts determined by The Chi|dncn's Trust but not less than $250,000 per claim and in the
aggregate. Defense costs may be inside the limits of liability and the policy can be written on claims
made form. The Children's Trust is not required to be named as an Additional Insured.
7. If applicable, Proof ofProperty Coverage is required when the Provider has capital equipment paid for
by The [hiNnen's Trust and said capital equipment is under the care custody and control of the
Provider. The Chi|dren'sTrust must be shown on the evidence of property coverage as a Loss Payee.
Certificate holder must read:
TheChi|dnem's Trust
3150 SW 3rd Avemwe,Sth 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 ^8^ns to management, and no less than "Class V~ as
the financial strength, by the latest edition of Beot's Insurance Guide, published by A.M. Best
Company, O|dwick, New Jersey, or its equivalent, subject to the reasonable approval of The
[hi|dren's Trust's Risk Management Division, or the company must hold a valid Florida
Certificate of Authority as shown in the latest "List of All Insurance Companies Authorized or
Approved to Do Business in Florida" issued by the State of Florida Department of Insurance and
are members ofthe Florida Guaranty Fund.
The Provider shall notify The ChUdren's Trust, in writing, of any material changes in insurance coverage,
including, but not limited, to any renewals of existing insurance policies, not later than thirty (]O) days prior
.o the effective date except for ten (10) days for lack of payment changes.
-. ~-o.,
City ofMiami Office of the Mayor
Contract #903-552, Resolution 2009-89
Page Oof3s
In the event of any change in the Provider's Scope of Services Attachment A, The [hi|dren's Trust may
increase, waive or modify, in writing any of the foregoing insurance requirements. Any request by a Provider
Lo decrease, waive or modify any of the foregoing insurance requirements shall be approved, in writing, by
The [hUdren'sTrust prior to any such decrease, waiver or modification.
In the event that an insurance policy is canceled during the effective period of this Contract, The [hi|dren's
Trust shall withhold all payments from the Provider until a new Certificate of Insurance or written verification
(binders) of insurance required under this section is submitted and approved by The [hi|dren's Trust. The
new insurance policy shall cover the time period commencing from the date of cancellation of the prior
insurance policy.
The [hi|dren's Trust may require the Provider to furnish additional and different insurance coverage, or both,
as may be required from time to time under applicable federal or state laws. Provision of insurance by
Provider, in no instance, shall be deemed to be a release, limitation, orwaiver ofany claim, cause of action or
assessment that The [hi|dren's Trust may have against the Provider for any liability of any nature related to
per-formanceunder this Contract orotherwise.
All insurance required hereunder may be maintained by the Provider pursuant to a master or blanket policy or
policies ofinsurance.
K. PROOF OF TAX STATUS
Provider is required to keep on file the following documentation for review by The Chi|dren'sTrust.
^ The Internal Revenue Service (l.R.S.)tax status determination letter;
• The most recent (two years) I.R.S. form 990 nrapplicable tax return filing within six (6) months after
the Provider's fiscal yearend orother appropriate filing period permitted by law;
° If required by applicable law to be filed by the Provider, IRS 941 ' quarterly federal tax return reports
within thirty-five (35) calendar days after the quarter ends and if the 941 reflects a tax liability, proof
of payment must be submitted within sixty (60) calendar days after the quarter ends,
L. NOTICES
All notices pursuant to this Contract shall be in writing and sent by certified mail to the addresses for each
Party appearing on the first page of this Contract, and in the case of notices to The [hi>dren's Trust, marked
to the attention of its President and CEO. It is each Party's responsibility to advise the other Party in writing
of any changes in name, address and/or telephone number.
M. AUTONOMY
Both Parties agree that this Contract recognizes the autonomy of, and stipulates or implies no affiliation
between, the contracting parties, It is expressly understood and intended that Provider is only a recipient of
funding support and is not an agent orinstrumentality of The Chi|dnen'sTrust, and that Provider's agents and
employees are not agents or employees of The Children's Trust.
N. RECORDS, REPORTS, AUDITS AND MONITORING
1. Accounting records
Provider shall keep accounting records which conform to generally accepted accounting phndp|es. All
such records will be retained by Provider for not less than five years beyond the last dote that all
nAp|icob|a 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 this Contract or Modification hereto has commenced
before the expiration of the retention period, the records 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, which ever
is later.
2. Financial audit and Program Specific Audit
Within 180 days of the dose of its fiscal year, Provider agrees to submit to The [hi|dren's Trust an Annual
Financial Audit, performed by an independent certified audit firm who 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
�c� ~
City� of Miami ` ice of the Mayor Page 7 of3]
management letter or report orother matters related to internal control is prepared by the independent
audit firm, Provider must confirm in writing to The Chi|dren's Trust that no such report was submitted to
the 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 when the schedule of findings and
questioned costs prepared by the independent auditor discloses audit findings. In the event that the
independent auditor does not disclose audit findings, Provider shall submit written notification to The
[hi|dren's Trust that an audit of Provider was conducted in accordance with applicable laws and
regulations and that the findings and questioned cogs 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 [hi|dren's Trust provided.
Within 180 days of the dose of its fiscal year, a Provider who is contracted for a combined total of
$300,000 or more from The Chi|dren's Trust from this or any other The Chi|dren's Trust contract(s),
related tothe fiscal year under audit, the Provider agrees to have program-specificauditrelating to The
[hi|dren's Trust contract(s), in addition to the annual financial audit of the Provider's entire organization.
This program -specific audit is to encompass an audit of The Ch}|drun's Trust contract(s) as specified in
AttachmentD: Program Specific Audit Requirements.
A Provider that does not meet the program -specific audit threshold requirement of a combined total
contract amount of$3OO,OUOormore from The Chi|dren'sTrust will beexempt from the program -specific
audit requirement in the fiscal year.
Audit extensions may be granted in writing by The [hi|dnan's Trust after proper approval has been
obtained from The [hi|dren's Trust's Finance Department, upon receipt in writing of such request with
appropriate justification by the Provider.
The financial audit and other financial information will be used in the evaluation of the Provider's
performance and the Provider's overall fiscal health soundness.
3' Access torecords
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 [hi|dren's Trust to insure compliance with applicable
accounting' financial, and programmatic standards. This would include access by The [hi|dren'sTrust or
its designee' to Provider's independent auditor's working papers for complying with federal, state and local
requirements. The [hi|dren's Trust reserves the right to require Provider to submit to an audit by an
auditor ofThe [hi|dren'sTrust's choosing atThe Chi|dren's Trust's expense.
4. Monitoring
Provider agrees to permit The Chi|dren's Trust personnel or contracted agents to perform random
scheduled and/or unscheduled monitodngs, reviews, and evaluations ofthe program which is the subject
of this Contract, including any subcontracts under this Contract, using The Chi|dnen's Trust approved
monitoring tools. The Chi|dren'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
Chi|dren's Trust or contracted agents to conduct site visits, client interviews, client assessment surveys,
fiscal/administrative review and other techniques deemed reasonably necessary inThe Chi|dnen'sTrust'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 [hi|dren's Trust collects the social security numbers of child
participants of funded programs and services for the following purposes: (m) to research, track and
measure the impact of The Chi|dren'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
[ityoMiami Office of the Mayor Page 8of]]
agencies for research purposes. The [hi|dren'sTrust 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,
outcome measures (as set forth in Attachment A), and notes documenting referrals, special needs, or
incident reports. These files shall be subject to the audit and inspection requirements under this Contract,
subject to applicable confidentiality requirements. All such records will be retained by the Provider for not
less than five 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 Dmcummemtetimn/Recmrds Retention
Provider agrees to maintain and provide for inspection to The [hi|dren'sTrust, 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, and
evaluation procedures; (Z) 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 (Q)such other information related toService provision as
described in Attachment A; all upon request by The [hi|dnen'sTrust. Provider shall retain all records for
not less than five 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'Confidantimlity
Provider and The Chi|dren'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 o 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 o need to know such information, which need is related to performance
of responsibility hereunder. However, this Contract imposes no obligation upon the Part/ea 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.
8.Security Obligation
Provider shall maintain an appropriate level of data security for the information Provider iscollecting 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 [hi|dren's Trust, payment may be withheld for non-compliance of contractual
terms. The [hi|dren's Trust will provide payment upon satisfactory compliance of the contractual terms as
solely determined byThe [hi|dren'sTrust.
0. MODIFICATIONS
Any alterations, variations, modifications, extensions or waivers of provisions of this Contract including but not
jmitedto amount payable and effective term shall only be valid when they have been reduced to writing, duly
approved and signed byboth Parties,
City of Miami Office ofthe Mayor Page sof 33
P. 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 provisiuns. Any controversies or legal problems arising out of the
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.
Q. EMPLOYEE BACKGROUND SCREENING
In accordance with Sections 943.0542, 984.01, Chapter435, 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 I background screening. Level
Z Background screenings must be completed through the Florida Department of Law Enforcement (FDLE),
VECHS 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 (D]]) or the Miami Dade County Public School System (MD[PS). A clearance letter from
MDCPS Office ofEmployment Standards indicating the parson has successfully completed a Level 3 screening
will be accepted. In addition, an Attestation of Good Moral Character must be completed annually for each
employee, volunteer, and subcontracted personnel who work in direct contact with children. The Provider
shall re -screen each employee, volunteer and/or subcontractor every five years. Provider shall keep
Attachment E "Affidavit for Level 2 Background Screenings" in the Provider's personnel, volunteers, and/or
sub'contractorsfi|es.
R. CHILDREN WITH DISABILITIES AND THEIR FAMILIES
Provider understands that The [hi|dren's Trust expects Provider to meet the federal standards under the
Americans with Disabilities Act. By policy of The [hi|dren's Trust, providers must also implement reasonable
programmatic accommodations to include children with disabilities and their families, whenever possible.
Notwithstanding anything to the contrary, the Provider shall not be required to make any alteration to any
public school building or other building or structure which is not owned by the Provider.
S. REGULATORY COMPLIANCE
1'Nom-discrmn)nation and Civil Rights
Provider shall not discriminate against an employee, volunteer, or client of the 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 bedefined /n 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 orientation, 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; T|MeVD
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,
Jg 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
Chi|dncn'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
of the Mayor
Contract #903-552, Resolution 2009-89
Page 1Oof]3
has been placed on the 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 [hi|dnen'sTrust, may not submit a
bid on a contract with The [hi|dnen'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 [hi|dren'sTrust, may not be awarded or
perform work as a Provider supplier, sub Provider, or consultant under acontract with The [hi|dren's
Trust, and may not transact any business with The Chi|dren'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 [ounty's Conflict
of Interest and Code of Ethics Ordinance, www.miamidade.gov/ethics/library/Ethics-Brochure-
2005.pf and Florida Statutes §1I2 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 ofinterest provisions
throughout the course of this Contract and in connection with its obligations hereunder.
4'Compliance with Sarbanms-Oxley Act of 2002
Provider shall comply with the following provisions of the Sarbanes'Ux|ey Act of2OO2:
° 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 whist|eb|owers or retaliate against any employee who reports
suspected cases of fraud or abuse.
G.Licensimg
The Provider (and subcontractor, as applicable,) shall obtain and maintain in full force and effect
during the term ofthis Contract any and all licenses, certifications, approvals, insurance, permits and
accreditations, required by the State of Florida, Miami -Dade County, relevant municipalities, The
Chi|dren's Trust or the federal government. The Provider must be qualified and registered to do
business in the State of Florida both prior to and during the contract term with The Chi/dren'sTrust.
6.Incidemnt Reporting
Provider shall immediately report knowledge or reasonable suspicion of abuse, neglect, or
abandonment of child, aged person, or disabled adult to the Florida Abuse Hotline on the statewide
toU'freete|ephone number (1'800-96-ABUSE). As required by Chapters 39 and 415, Florida Statutes,
this is binding upon both the Provider and its employees.
Provider shall complete an incident report in the event of any serious bodily injury to anyone within
the scope of this Contract or arising out of the performance of this Contract. Provider shall provide
written notification of the incident together with n copy of the incident report to The [hi|dren's Trust
within three (]) working days after Provider is informed of such incident. Provider shall provide
written notification to The Chi|dren'sTrust, within seven (7) days, if any legal action which is filed as a
result ofsuch aninjury.
7.Sexual Harassment
Provider shall complete an incident report /n the event a client or employee makes an allegation of
sexual harassment, sexual misconduct or sexual assault by a Provider employee arising out of the
performance ofthis Contract and the Provider has knowledge thereof. Provider shall provide written
notification to The [hi|dren's Trust within three (3) business days after Provider is informed of such an
allegation. Provider shall provide written notification to The Chi|dren'sTrust, within seven (7) business
days, if any legal action which is filed as a result of such an alleged incident.
S. Proof nfPolicies
Provider and subcontractor, as applicable, shall keep on file copies of its policies including but not
limited toconfidentiality, incident reporting, sexual harassment, nnn-disoimination, equal opportunity
and/or affirmative action, Americans with Disabilities Act, and drug -free workplace.
City ofMiami Office of the Mayor Page 1lof33
T. CONSENT
Provider must obtain parental/legal guardian consent for all minor participants and/or for adult participants in
the program for services; and to share information with The Chi|dren'sTrust 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.thechi|drenstrust.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. Any refusal of consent must be properly documented and
signed by the parent or legal guardian on the consent form.
U. PROGRAMMATIC DATA REPORTING
Demographic and service information on program participants will be provided to The Chi|dren'sTrust as part
of The Chi|drcn's Trust's research mission. Provider agrees to comply and participate in any data collection
reporting, including participant data as required by The [hi|dren'sTrust and described in Attachment Cto
this contract, Programmatic Data and Reporting Requirements, subject to confidentiality requirements. In
addition, Provider agrees to furnish The Chi|dnen'sTrust with complete and accurate reports in the timeframe
and format to be reasonably specified by The Chi|dren'sTrust, 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 [hi|dnen'sTrust 24 hour he|p|ine, as applicable and as defined in Attachment [: Programmatic
Data Reporting Requirements.
V. PUBLICITY
Provider agrees that activities, services and events funded by this Contract shall recognize The [hi|dnsn's
Trust as m funding source. Provider shall ensure that all publicity, public relations, advertisements and signs
within its control recognize The ChUdren's Trust for the support of all contracted mcUvities. The use of the
official [hUdren'sTrust logo is permissible.
Provider shall use its best efforts to ensure that all media representatives, when inquiring with the Provider
about the activities funded by this Contract, are informed that The Chi|dren's Trust is a funding source.
Provider shall, if it possesses the appropriate technology, provide a link between the website and The
Chi\dren'sTrust's website.
W. PUBLICATIONS
Provider agrees to supply The [hUdren's Trust, without charge, up to three copies or any publication
developed in connection with implementation of programs addressed bythis Contract. Such publications will
state that the program is supported by The Chi\drcn'sTrust. Provider agrees that The Chi|dren'sTrust 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
Chi|dren'sTrust logo and the following paragraph in all materials featuring programs funded by The Chi|Uren's
Trust, including but not limited to newsletters, press releases, brochures, fliers, honnepageofvvebshes or any
other materials for dissemination to the media or general public:
English:
City of Miami and Miami Partnership of the Truancy Reduction Plan/Truancy Court
Pilot Program is funded by The Chi|dnan'sTnust. The Chi|dren'sTrust is a dedicated source
of revenue established by voter referendum to improve the lives of children and families in
Mimmi'Dade[ounty.
Spanish:
City of Miami Office o/the Mayor Page 12 o[33
Contract#9O]'553, Resolution 2009'89
City of Miami and Miami Partnership of the Truancy Reduction Plan/Truancy Court
Pilot Program estA financiado por B Fidecomiso de |os Nihos (The [hi|dren's Trust), B
Fidecomiso de |os Nihos es una fuente de financiad6n, estab|edda por referendum pana
mejonar |as vidas de nihos yfami|ias en e| [nndado de Miami -Dade.
Kreyo|:
City of Miami and Miami Partnership of the Truancy Reduction Plan/Truancy Court
Pilot Program finanse pa "The [hi|dnen'sTrust^. Trust |a' se yon sous |ajan ke gouvenman
amchkin vote an referandom pou ke' |i invest) byen nan pwogram kap ame|inre |o ViTi Moun
akhsnmiyo nan Myami Dade.
Note: Incases where funding by The Children's Trust represents only a percentage of the Provider's overall
funding, the above language can be altered to read "The (organization) is funded in part by The [hi|dn:n's
X. 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 A|una| and
A|una| shall include the singular, and pronouns shall be read as masculine, feminine orneuter osthe context
THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK
City ofMiami Office ofthe Mayor Page z]of33
Y. TOTALITY OF CONTRAcT/SEVGRAS%L%TYOFPROVISIONS
This Contract with its attachments as referenced below contains all the terms and conditions agreed upon by
the parties;
Attachment A: Scope of Services
AttachmentB: Fiscal Requirements, Budget & Method of Payment
Attachmnent[: Programmatic Data and Reporting Requirements
Attachmen1D: Program Specific Audit Requirements
AttachmentE: Affidavit for Level J Background Screenings
No other contract, oral or otherwise, regarding the subject matter ofthis Contract shall be deemed to exist or
bind any of the parties hereto, 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 or�s"|icab|e law.
City of Mi
a Florida
By:
(Signa
-DADE COUNTY, FLORIDA
all corporation
Pedro G. Hernandez
The Children's Trust
Modesto F. Abety
City Manager President and CEO
Priscilla /,,7hompson,City Clerk
Date:
Approved as to Fo
Approved as
Approved as to form and legal sufficiency
��
By: �"»~- A�X
County Attorney
�
Date: ^'~�� .
Requirements:
/
ogementAdministrator
This contract is not valid until signed by both parties
City of Miami Office of the Mayor
Contract #gn]'55z'Resolution zOU9'89
Page 14cf33
ATTACHMENT A:
Scope of Services
City of Miami Office of the Mayor Page 15 of 33
Contract #903-552, Resolution 2009-89
Attachment
Scope of Services - Service Partnership
Contract No: 903-552
Agency Name: City of Miami
Program Name: City wfMiami Truancy Reduction Plan
Contract Amount: $600,000'00
Procinmm Summmarv:
The Truancy Reduction Plan is a service partnership with the City of Miami, Miami -Dade County Public
Schools, Eleventh Judicial Circuit Court, Clerk of the Court, Switchboard of Miami, Inc., Florida
Department of Juvenile Justice, Big Brothers Big Sisters, ConnectFami|ias/UtUe Havana Community
Partnership, Health Connect in our Community -Jackson Memorial Hospital, PsychSo|utions, New
Horizons Mental Health Community [enter, Inc., Regis House, Inc. , and M-0[PS Police Department for
the planning and implementation of a truancy intervention program, truancy court, and positive
behavior strategies to improve student attendance and performance.
1. Program Schedule -
Implementation from August 1, 2009 -]u|y 31, 2010.
2. Target Population (Include numbers intable and anarrative description of participant
characteristics, including ages, geography, disabilities, etc.):
Children/Youth
SOOstudents
1000students
--Parents Prima Care"ivers
Other populations (e.g.,staff professionals, general
public)
na
n/e
n/a
n/o
The Truancy Reduction Plan serves 1000 students combined, ages 5 - 18 years, who have S or more
unexcuyed absences and attend Miami Senior High, Miami Jackson Senior High, AUapa1tah Middle,
Citrus Grove Middle, Shenandoah Middle School, Lenora B. Smith Elementary School, Santa Clara
Elementary School, Citrus Grove Elementary School, Kensington Park Elementary School, and
Shenandoah Elementary School. 18, 432 students in all ten school locations will receive a pre -
intervention letter.
3. Service Locations:
112
School
Miami
FL
3314I /
Location Shenandoah Middle
School
195O5VV19mStreet
FL
33145
Location Citrus Grove Middle
School
2153NVV3 m Street
Miami
/ Location | Miami Senior High
School
2450SVV1't Street
33135 /
Location Miami Jackson Senior
� Hi°hSchoo|
1751MVV36' Street
Miami
FL
33142
�
|
Location LenoraB. Smith
/ Bemen1a School
4700NVV 12`
Avenue
Miami
FL
33127 |
| Location Santa Clara
| ' Bementa School
1051 NW 29`
Terrace
FL
33127
| Location Citrus Grove
City ofMiami Office orthe Mayor
Contract #90D'552,Resolution ZOn9-99
Page 16ov33
Provider Name
Site Name �� '"� ��
Address-
City'�- Stat4i~,'-ZIP'COde`
Elementary School
Location
�
Kensington Park
Elementary School
711NVV3O=Avenue
Miami FL
33125
Location 10
|
Shenandoah
Elementary School
102]SYVZ1stAvenue
Miami ! FL
33135
4. Service Delivery:
TYPE 1 ACTIVITIES (3mrmore contacts with Dar%iciDants
R,
MAN
OTF
JX
TRUANCY INTERVENTION PROGRAM TRUANCY CHILD STUDY
1000youth
850youth
3contacts
�
TEAM MEETINGS AND FOLLOW UP
� Prior to Level I - follow up activities will be conducted
with students who attain on absence orhad a prior history
of poor attendance.
~ FU Home Visit
• FU Parent Conference
^ FU Student Conference
° FU Coordinating Services with Outside Agencies
w FU Monitoring Student Attendance
° FU Phone Call
� FU Parent Letter
v Initial letter to parents (tracked as Type 3 activity)
Level
Students accruing five (5) or more unexcused absences
would be scheduled for a Truancy Child Study Team
[TCST) - Level 1 Meeting.
Each school has an attendance team which consists of a
school site administrator, school guidance or trust
counselor, teacher/counselor, parent/guardian, and
student. If the student is involved with any other outside
agency that the school knows about, they would be
invited twparticipate.
Parent, student, and attendance team all sign the Truancy
Child Study Team Intervention Plan. The
teacher/cnunse|orconducts case management and follows
up (FU) with the cases. This is a care coordination
process.
FOLLOW-UP ACTIVITIES FROM TRUANCY CHILD
STUDY TEAM MEETINGS
* FU Home Visit
° FU Parent Conference
° FU Student Conference
• FU Coordinating Services with Outside Agencies
° FU Monitoring Student Attendance
* RJ Phone Call
• RJ Parent Letter
° FU Participate in court for students with
delinquency for truant students who are
| delinquent and/or dependent
City of Miami Office of the Mayor
Page 17 of 33
ecify
pa
(guideline,
a�
Will
Level 2
If student accrues five (5) more unexcused absences after
a TCST-Level 1, a Truancy Child Study Team - Level 2
Meeting takes place with all parties involved, including
outside agencies working with the family since the Level 1
meeting. The truancy child study team will review report
and interventions from the Level 1 meeting. Based on the
needs of the student and family, the team will prescribe
new interventions or modify the existing plan to help
improve the student's attendance.
Follow Up /s the same as after the Level 1 meeting.
Level 3
If student accrues five (5) more unexcused absences after
a TCST-Level 2, a Truancy Child Study Team - Level 3
Meeting takes place with all part/es involved, including
outside agencies working with the family since the Level 2
meeting. The attendance committee will review report
and interventions from the Level 2 meeting. Based on the
`eeds of the student and family, the team will prescribe
ew interventions or modify the existing plan to help
improve the student's attendance.
Follow Up is the same as after the Level 1 and 2 meeting.
Truancy Court
10youth
8youth
3contacts �
This isthe activity that waare trying toprevent, hence the
low number ofparticipants.
When student/family has had aT[ST- Level 1,2, and 3
meeting and continues todemonstrate truant behavior, a
staffing takes place at the school to determine if all
intervention procedures were followed. If so, a Truancy
Court Petition is filed by the Superintendent of Schools
with the Clerk of the Courts, under Florida Statute
984.151.
Hearing (Preparation of Student Case Summary)
The initial court hearing is scheduled to be held within 10
days of the filing date. On the dote of the truancy hearing,
selected staff from Miami -Dade County Public Schools and
the City of Miami appear in court to substantiate the
truancy petition. The judge or hearing officer hears the
petition and will ask the parent/guardian if they are in
agreement with participating in a family confenendng
session for the purpose of resolving the truancy issue.
When all parties agree, the judge orders a Family
[onferencing Session totake place within 14days.
-Pre-Family ConferencWng Session
� Immediately after the initial hearing thebeachar/counse|or
City of Miami Office ofthe Mayor
Page 18 of 33
o sessions
pa
schedules a pre -family conferencing session with the
student and parent/guardian. The purpose of the pre -
family conferencing session is to discuss with the parent
the purpose ofthe family conferencing session, and also to
identify key people in the lives of both the student and the
family that they would like to participate in the family
conferencing session to provide support. The
teacher/counse|orthen advises the parent/guardian of the
date and time of the family conferencing session. The
teach er/counse|orwill coordinate with the selected school
personnel, City of Miami personnel, and personnel working
with the family from outside agencies, and the identified
individuals by the family to invite all to attend the family
conferencing session.
Family Decision -Making Conferencim0Session
The hann\|y decision -making conferencing session centers
on the child. The purpose of the meeting is to show the
child the support system he/she has around them.
Everyone contributes to the session, but the session is led
+y the teacher/counselor. As the family conferencing
ession is being conducted, an attendance action plan is
prepared simultaneously. At the end of the session, an
attendance action plan is in place. Everyone in the
session has input astowhat should goonthe plan that is
relevant to the specific needs of the family and child. The
plan isthen signed byall ofthe attendees.
The Family Decision Making Conference that is strength
based and supports care coordination.
2wD TRUANCY COURT HEARING
At the second truancy court hearing the judge or hearing
officer is informed of the results of the family conferencing
session. In addition, the attendance action plan is
submitted to the court for the judge's or hearing officer's
review. The judge or hearing officer will ask all of the
participants if they are in agreement with the plan and
intend to carry them out. If all parties are in agreement,
the attendance action plan is then ordered. The judge will
set another date for o truancy status hearing.
TRUANCY STATUS HEARINGS
The purpose of the truancy status hearings are to follow-
up to determine if the student is making progress with
attending school on a regular basis. Any concerns that
may arise are addressed at these meetings to ensure that
nrogress is mnmintained. If after several truancy status
.earingsthe judge orhearing officer feels that the student
no longer needs to be monitored, the court sets a
Termination of ]whsdictiVn. In the event that after o
City of Miami Office ofthe Mayor
Page 19 of 33
pehod of monitoring the student has made no progress
and/or has reverted back to the truant behavior, the court
will terminate the case as "Unsuccessful Disposition of
Truancy." Once the case has been closed a [INS/FINS will
be filed.
T,111ES(1essthan 3 contacts i�_Iith pa
Positive Behavior Plan
Awards ceremony will be held towards the end of the
school year which will include parents and students with
oerfect attendance or imDroved attendance.
500 1 awards activity and/or
ceremony
TYPE 3 ACTIVITIES (Other deliverables that are not direct services)
=
Aa
w4r,����
|Initial Letters tmParents
letter from the Miami Dade Schools Police Chief is mailed to the
. )anent/guardian of the eligible student mdvisin them of a meeting.
1U,43J
5.Performance Measure:
Provider shall measure outcome achievement and report on a basis as outlined in Attachment [ of this
contract.
Service Provision Outcomes:
�
Increase
school
engagement
~
Cohort 1, returning
7O9bnfchildren/youth
(cohort 1) will not accrue
more than 10 unexcused
absences within the school
year.
Attendance
reports
Attendance records will
be reviewed weekly and
reported at the end of
the school year
Truancy
Prevention
Increase
school
engagement
Cohort Z,new
participants:
8096 ufchiidnan/youth
(cohort2) will not accrue
more than 10unexcused
absences after pre -
intervention servicesore
provided (no needed TSCT
meeting level 1).
Attendance
reports
Attendance records will
be reviewed weekly and
reported at the end of
the school year
Truancy
Intervention
City of Miami Office of the Mayor
Contract #903-552, Resolution 2009-89
Page zOof 33
`�
- '
' ���` i
.
TooPMDelivery)
'
Increase
school
engagement
Level 1 participants:
60% ofchi|dren/youth will
not accrue 5 or more
unexcused absences after
theTB[T meeting level 1
(no needed TSCT meeting
level 2).
Attendance
reports
Attendance records will
be reviewed weekly and
reported at the end of
the school year
Truancy
Intervention
Increase
school
engagement
Level 2participants:
60% ofch||dnen/youth will
not accrue 5 or more
unexcused absences after
the TSCT meeting level 2
(no needed T5[T meeting
level 3).
Attendance
reports
Attendance records will
be reviewed weekly and
reported at the end of
the school year
Truancy
Intervention
Increase
school
engagement
Level 3 participants:
8596 of registered
participants will not be
petitioned for truancy
court.
Attendance
reports
Attendance records will
be reviewed weekly and
reported at the end of
the school year
Truancy
Intervention
*More than one activity may be associated with a single outcome; and more than one outcome may be affected by
single activity.
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, urn 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 toThe Trust's oatisfaction,
Program Director
Truancy
e Intervention
Program (TIP)
Coordinator
Masters Degree orhigher;
minimum 3 years experience
directing and developing
programs that address core
adolescent issues and
Bachelors Degree \n
education related field;
minimum 2years experience
working with programs that
address core adolescent
issues and concerns.
Hiwh School di"loma o
Research best practices, coordinate
and facilitate meetings, analyze data,
draft reports of findings Oversee TIP
and Truancy Court functions and
manage grant expectations and data
collection. Facilitate collaborators'
communication and assure that
planning coordinator's input is put to
use within the current pilot program.
Identify students, distribute and print
letters, schedule Truancy Child Study
Team Meetings, attend meetings,
oversee teacher/counselors ateach
school and work closely with the
Program Director,
upeort and assist TIP coordinato
City of Miami Office of the Mayor
Contract #903-552, Resolution 2009-89
Page Z1o[]s
| time
Intervention
Program (TIP) Clerk
equivalent and at least one
year experience with data
entry,
with phone calls, mailings, filing, and
drafting of minutes of all meetings
and data entry.
(5)ruU'
time
Teacher/Counselors
Bachelors Degree in
counseling, social work or
education related field;
minimum 2 years experience
working with programs that
address core adolescent
issues and concerns.necessary.
Provide interventions to the students
and families exhibiting a truancy
problem; participate in Truancy Child
Study Team Meetings; conduct home
visits; conduct family conferencing
sessions; appear in court when
STAFF
DESCRIPTION
50/a
Education Initiatives
Coordinator
City of Miami
Provides fiscal and programmatic management.
596
Director, School
Operations/Special
Programs
Miami -Dade County Public
Schools
Supervising program director and teacher/counselors and supervisors
reporting to his work location. In addition, the director is the
appointed superintendent's designee for filing truancy petitions and
represents the superintendent in all truancy proceedings.
1096
School Site Administrators
20 School site administrators are responsible for ensuring that all
elements ofthe Truancy Reduction Plan / Truancy Court Pilot Program
are adhered toatthe school site. lnaddition, adesignated school site
administrator will participate in all truancy child study team meetings
attheir school site.
1096
Support Personnel
Miami -Dade County Public
Schools
1ODesignated staff from the student services department ateach
school site will participate in all truancy child study team level
meetings. These individuals also provide expertise when determining
academic placement and other programs that is in the best interest nf
the student.
7. Best practices
l. Provider shall perform its duties, obligations, and services under this Contract in a skillful and
respectful manner. The quality of Provider's performance and all interim and final product(s) provided to
or on behalf ofThe Trust shall be comparable to local, state and national best practice standards.
Truancy Child Study Team Meetings
Family Decision -Making Conference
Miam\-Dade State Attomay'sOffice Truancy Intervention
Program
The Miami Model Court Family Decision Making Conference
Program
City of Miami Office of the Mayor
Contract #9O3'5S2'Resolution ZOO9'D9
Page 22 of 33
ATTACHMENT B:
Fiscal Requirements, Budget and
Method of Payment
0)-e(34-
City of Miami Office of the Mayor Page 23 of 33
Contract #903-552, Resolution 2009-89
ATTACHMENT B
FISCAL REQUIREMENTS, BUDGET and METHOD OF PAYMENT
The Chi|dnon's Trust offers advance payments up to 1596 ofthe 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 /sto 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 Chi|dren's
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 316.181 (16) (b), F.S. Interest earned on advanced funds shall be returned to
The [hi|dren's Trust on a quarterly basis or applied against the amount of the contract owed by The [hi|drcn's
Trust.
Advancepayment
Within 60 calendar days of receipt of an advance, Provider shall report the actual expenditures paid by or
changed to the advanced funds using the reporting "invoice" form provided by The ChUdren's Trust. If the
"invoice" amount is less than the amount advanced, The [hi|dnen'sTrust 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 [hi|dren'sTrust.
Bucliciet revisions
�udget revision(s) require prior written approval from the Contract Manager and The [hi|dren'sTrust's Chief
r"inancin| Officer or their designee(s). Request for budget revisions must be submitted to the Contract Manager
using the appropriate form, as determined by The [h||dren's Trust. The Provider must request o budget
revision to add, delete, and/or modify any line item(s). Budget revisions can not be used to modify the total
contracted amount nor can they be used to modify the Scope of Services. No more than two (3) budget
revisions may be approved during the contract term. Budget revisions will be incorporated into the Contract,
Indirect Administrative Costs
In no event shall The [hi|drcn's Trust fund indirect administrative costs in excess often (1096) percent of the
total contract amount.
Cost Reimbursement Method mf Pavrment
The parties agree that this is o 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 ChUdren'sTrust
and in accordance with the approved budget orapproved budget revis|on(s). 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 Chi|dren'sTrust agrees to reimburse Provider on a monthly
billing basis. The [hi|dren'sTrust reserves the right to request any supporting documemtmtion. Afina| request
for payment (last monthly invoice of the contract term) from the Provider will be accepted by The [hUdren's
Trust up to forty-five (45) days after the expiration of this Contract. If Provider fails to comply, all rights to
,aynnentshall beforfeited.
--If The ChUdren'sTrust 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 toThe Chi|dren'sTrust or submit appropriate
f>I —
City of Miami Office of the Mayor page Z* or33
Contract #9O3'55Z,Resolution 3009'89
documentation to support the payment. The [hi|dren'sTrust shall have the sole discretion in determining if
Provider isentitled to such funds in accordance with this Contract and The [hi|dren'sTrust's decision on this
natter shall be binding.
In the event that Provider, its independent auditor or The [hi|dren'sTrust discovers that on overpayment has
been made, Provider shall repay said overpayment within thirty (30) calendar days without prior notification
from The Children's Trust.
if the Provider fails to serve the number of participants and/or falls to utilize the funds in accordance with the
Contract' The [hi|dren's Trust may amend the Contract to reduce the amount of dollars. Any delay in
amendment by The Chi|dren's Trust is not deemed a waiver of The Chi|dren'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 Chi|dnen'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 [hi|dren'sTrust shall pay Provider within thirty (30) calendar days of receipt of
Provider's properly submitted Request for Payment and/or other required documentation.
The [hi/dren'sTrust shall retain any payments due until all required reports nrdeliverables are submitted and
accepted by The Children's Trust.
Supporting Documentation Requirements
The Provider shall maintain original records documenting actual expenditures and services provided according
to the approved budget and scope of services as required,
Provider shall keep accurate and complete records of any fees collected, reimbursement, or compensation of
iny 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 [hi/dren'sTrust upon request. Provider shall maintain a cost allocation
methodology that /tuses to allocate its costs. Such methodology shall be made available toThe Chi|dren's
Trust upon request.
19 ci=
City ofMiami Office of the Mayor
Page 25 of 33
GENERAL INFORMATION
Organization Name:
Agency Fiscal Year:
Program Title:
AGENCY BUDGET
Areas in Blue to be completed by the Agency
City of Miami office of the Mayor
October 1 to September 30 (for example: July 1 to June 30)
City of Miami Truancy Reduction Program
Agency Source of Funding
Program Budget Agency Budget
% of Agency
Budget
Trust Grant Amount Requested
Trust Other Funding
Miami -Dade County Grants(Local)
Federal Grants
State Grant
Foundations/Charitable Funds
Cash/Fees/Other Revenue
In -Kind Contributions
Total Budget
600,000.00
993,501.25
891,232.00 52.6%
37.,288.00 19.9%
0.0%
0.0%
5.3%
22.1%
0.00/0
0.0%
0.0%
0.0%
1r691520.00 100.0%
Attachment B, Contract #903-552, Resolution #2009-89
Page 26 of 33
Rev 1/09
City of Miami
Program Budget
Lontract
Period:
PROGRAM BUDGET
SALARIES:
1 Full -Time Employees
Annual Salary
[Position_ _
.(12 mths,
Program Director 75,000.00
Tip Coordinator
Tip Clerk
60,000.00
months
1
2
Areas in‘altietoliezo
Justification
the ?'.gency
1,442.40. 36.06 per hour x 40 hours (one week). Pay is bi-weekly. Salary is
being paid one week by City of Miami before employee returns to
MDCPS payroll for this specific position.
60,000.001'
35,000,00
Total
List Part -Time/Seasonal Employees
Education'tnitiatives,Coordiriatoe-,1-'50,0001
4006.00
OD
2.0
35,000 . 001
0.00
0.001
0.00
96,442.00
0.00
0.001 51fi'
Scho1cperations5(
20 - -.tOt
0.00 Identify students, distribute and print letters, schedule Truancy
Child Study Team Meetings, attend meetings, oversee
,teacher/counselors at each school and work closely with the
Program Director. $28.80/HOUR FOR 2,080 HOURS. El -weekly
Pay.
0.001Support and assist il-,coordinator.with phone calls, mailings,
;filing, and drafting of minutes of all meetings arid data entry.
!$16.65.friPUR FOR 2,050 Hoyas,0i-vfeetcly.py..
0.001
0.00'
0,001
0.00
2,500.001Pf9Y1,4s'*C0 aq0PrP..0-r,OtrTotfc-1.31**.golt
5,000.00 ,_ - —. - -1 • —
,,.i:s6di7r:tatr".ii:::/tr‘::tq- 4i.c.AVfiatPAIJA*01-%P 11' 1P6PSIP19:7 11`!--
ee'Pc' ing
*L'addition,,P*
V,,,_, :::77"V::'44tr*LI-il;CY:*1')
1,50,000.00 School site adrninistrators ers ,
cyRcClucton
t, ,4ii# ii.,.;,,,:,
d.F,,iitifir:4:.t.11 , ciatuesthQot 11'1;PlOtatt!IIRt:
Pa9Sbi!P1:41:-.FP41tlat#11,
. ,
deSigrate .
siteadral i
:•4-'-i',',5?-:47,'-z.-,!:','",„*-f
. .,
TOTAL 1 SA
0
6,442.40
0 $207,500.00
FRINGE BENEFITS
Fica/Mica
W-Comp's
Unemploy
Retirement
Other
Health Ins.
Life Ins.
Rate: 7.6
Rate:
Rate:
Rate: l,..
Specify & provide calculations
Cost per Staff
,•45w
TOTAL FRINGE
OPERATING EXPENSES:
Travel (other than participants)
Travel (participants)
Meals (participants)
Space (rent of a building)
Rate:
Rate: ik.41
100: 7,377.84
100 2,526.79
0.00
100 0.001
Utilities (e.g. telephone, janitorial services)
oplies - office (e.g. paper, printing, postage )
Supplies - program (e.g. curricula, books, standardized testing )
Non -Capital
0 — 2ris/31—
,6 3.751
each
the
i
City of Miami
Program Budget
Capital Equipment (greater than $1,000) (List each)
,ssional Services (List each
Miami -Dade County Public Schools
Filth Judicial Circuit Court
her (List each)
Administrative Indirect Costs
(Can not exceed 10%)
TOTAL BUDGET
364,560.00
44,886.00
$600,000.00
TOTAL.:PROgRAWCQST(REQutsto? fijka5usiG.:ivo)i-wachol.1. u0'agree With,Tota I
Program Budget on: Agency Budget wOr4heet 1 ,
66
90,000.00 $454,560.00 - Program Director -$101,430 ($77,911 salary
+ $16,019 fringe 20,56% + $7,500.00) - Research best practices,
coordinate and facilitate meetings, analyze data, draft reports of
findings Oversee TIP and Truancy Court funCtions and manage
grant expectations and data collection. Facilitate collaborators'
communication and assure that planning coordinator's input is put
to use within the current pilot program; 5 Teacher Counselors -
$319,960.00 ($46,858 average salary + $9,634.00 average
fringe + $7,500.00 group insurance x 5 = $319,960.00) Miami -
Dade County Public Schools will hire five teacher/counselors who
will be the tare coordinators at the identified schools; M-DCPS
police -633,1T1 - Miami -Dade School -Police will locate
students/families for the delivery of TIP notification arid for
Truancy tourt,Surnmens.--Therwilhadditionally follow ,up -with
families if they de not attend a required meeting. Miarni Dade
County Public School Officers will dedicate 1000 - 1500 work
hours throughout the scifool year at a -maxinium rate of $40,00
,
per -hour averaging atotal of 22 -hours perweek $33,170.97,
' - -
IhAdnd from City of toliami + $50,000,00 $101;430 + 319,960 +
,
33,171-44454560 0,000 = 364,560„
$993,501.25
S317-422-(basesalarY4$&66olofringe+47600 Inskirance,=
the
ttliti-4!it.liittiik*.16e'teitiitisattcp**011Q"r.'cQuq;
as coutt:xiiiii,tri,tv‘:40017clorrytdmreparation,trrelarted
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Attachment B. Contract #903-552, Resolution #2009-59
Page 26 of 33
Rev 1/09
ATTACHMENT C:
Programmatic Data and Reporting
Requirements
City of Miami Office of the Mayor Page 29 of 33
Contract #903-552, Resolution 2009-89
ATTACHMENT
Service Partnership
Programmatic Data and Reporting Requirements
Contract No.903-552
Agency name: City mfMiami
Program name: Miami Partnership of the Truancy Reduction Plan/Truancy Court Pilot Program
The Provider shall submit toThe Chi|dnen'sTrust 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 be|nw), 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 iscollected.
° Participant Attendance shall be entered by the fifteenth (151h) 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 orpercent achieved toward other products or materials noted in the
Scope of Service.
Demoqraphics required for CHILD/YOUTH participants with 3 or more contact!j:
° Is participant parent, child, or other?
° 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, 8\ack/AfhcanAmerican, Pacific Islander, White, Other)
° Ethnicity (Hispanic, Haitian, Other)
� English Proficiency (yes/no)
° Add|tiona|/Other|anguagc(s) spoken (English, Spanish, Haitian Creole, Other)
° Child's Social Security #
° Child's Miami -Dade County Public Schools IDNumber
� Current Grade Level
° Current School
� Does child have Health Insurance? (yes/no)
° Does child have a Disability? (yes/no)
� Documentation ofDisability (Individualized Family Service Plan, Individualized Education Plan, Section
SO4 Plan, Medical diagnosis, Other)
° 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]
° Is participant involved with the Dependency System (e.g., OCF, Our Kids, full case management
agencies, dependency and family courts) or Delinquency System (e.g., D]], Juvenile Services
Department, diversion/Civil Citation programs)] (Optional Field)
City of Miami Office of the Mayor Page ]O of]3
Contract#903'552' Resolution 2009'89
contacts:Demographics required for PARENT/CAREGIVER and OTHER garticigants with 3 or more
° Is participant a parent, child, or other?
* Number ufChildren in their Care (for Parents/Caregivers only)
° Name of the Children in their Care (fur Pare nts/Carcgivers only)
� Dote of Birth of the Children in their Care (fur Parents/Caregivers on|y)
° Participant's Name (last, first, middle initial)
° Street Address, City, and Zip [ode
° Gender (male, female)
° Date of Girth
° Race (American Indian/Alaska Native' Asian, B|ack/AfricanAmerican, Pacific Islander, White, Other)
° Ethnicity (Hispanic, Haitian, Other)
� English Proficiency (yes/no)
° Addibona|/Other|anguage(s) spoken (English, Spanish, Haitian Creole, Other)
° Adult's Highest Grade Completed
° Is participant involved with the Dependency system (e.g., DCF, Our Kids, full case management
agencies, dependency and family courts) orDelinquency system (e.g., D]], Juvenile Services
Department, diversion/Civil Citation programs)] (Optional Field)
OUTCOMES &NARRATIVE REPORTS (9aperReporting - Excel and Word Documents)
� Outcomes Measurement and Results (Excel spreadsheet reports customized for
program/provider, based on current contract Scope of Service) —clue monthly by the 15th of
month for the previous month.
each
each
= Quarterly Program Narrative Report (using standard Word document fonns¢ provided by The
Chi|dnen's Trust) captures a BRIEF report of successes, challenges and supports needed --due
quarterly by the 151" of the month following the end of the quarter.
|
|
Outcomes Measurement and Results
SCHEDULE OF REPORTS DEADLXNES
Required Report
Reporting
Frequency
Monthly
Data Tracker Electronic Reporting of
| Demographics, Attendance, and other
outputs
Qua
rtedyProgramNarrativcRepor[
(Word)
i
Monthly
By 15 th of each month for the previous month
By 151h of each month for the previous month
For August, September and October-
FnrNovember, December and January -
DUE February 15, 2010
For February, March and April -
DUE May 15,2010
For May, June and July -
DUE August 15, 2010
The provider shall create and/or update annually their agency and program profiles and site(s) information in
the Community Resource Directory maintained by Switchboard of Miami to facilitate referrals to [hi|dnen's
Trust -funded services. Provider shall maintain accurate information including adding or deleting sites.
Evidence that the profile(s) have been created or updated must be provided to the Contract Manager within
30 days of execution of this contract.
�&~�����
u/
City of Miami Office ufthe Mayor page 31 of 33
Controct#903'S52, Resolution 2009'89
Attachment D
Program Specific Audit Requirements
The Program Specific Audit is to encompass an audit of The Children's Trust contract(s) as follows:
° Submission of: (a) schedule oftotal expenditures, reflecting expenditures during the audit period for
each The Chi|drcn's Trust contract by contract number, (b) if applicable, audit of attendance or
payment as specified in Attachment D; (c) summary of schedule of prior audit findings, (d) disclosure
of any signihcantfinding(s) relating to The Chi|dren'sTrust controct(s), (e) disclosure of all questioned
costs and liabilities due toThe Chi\dnen'sTrust' with a reference to the contract number involved, and
(f) m recommendation for corrective action plan on any finding;
° Report whether the schedule of expendKure(s)isfairly stated;
° Provide notes to the schedule of expenditures that describe the significant accounting policies used in
preparing the schedule;
� Report whether contractual matching requirements were met, if applicable;
• Report whether the provider has internal controls in place to provide reasonable assurance of
compliance with The Chi|dren'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 Chi|dren's Trust contract the same expenditure that is billed under another
contract and/or revenue source, testing for the supplanting of funds, testing of match requirements, if
applicable, and testing of attendance or other unit if the method of payment is other than a cost
reimbursement payment method.
The auditor's report(s) as to the program specific audit shall state that the audit was conducted in
accordance with the program specific audit requirements listed in The [hi|dnen's Trust contract and include
the following:
An opinion (or disclaimer of opinion) as to whether the financial statement(s) of the 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 expenditures is presented fairly in all
material respects in conformity with the stated accounting policies;
A report on internal control related to The [hi|dren'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 ofopinion) as to whether the auditee
complied with laws, regulations, and the provisions ofcontnsct(s) with The Chi|dren's Trust which could
have mdirect and material effect onthe program; and
A schedule of findings and questioned costs for The [hi\dren'yTrust contract that includes a summary of
the auditor's results relative toThe Chi/dnen'sTrust and findings and questioned costs.
City ofMiami Office of the Mayor Page ]Zof3]
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 Q. Employee 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/Exe_cutive Director/HR Director)
Authorized Provider Representative
of (AGENCY NAME) , who being by me first duly sworn, deposes and says:
Name of Contracted Provider
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 Nota
Public
State of Florida at Large
Print, type or stamp name of notary public
My Commission Expires:
City of of Miami Office of the Mayor
Contract #903-552, Resolution 2009-89
Page 33 of 33
City of Miami
Master Report
Enactment Number: R-09-0363
City Hall
3500 Pan American Drive
Miami, FL 33133
www.miamigov.com
File Number: 09-00787
Version: 2
File Type: Resolution Status: Passed
Reference: Controlling Body: Office of the City
Clerk
File Name: Accepting Service Grant-Children's Trust
Requester: Honorable Mayor Manuel A.
Diaz
Introduced: 7/1/2009
Cost: Final Action: 7/23/2009
Title:
A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S),
AUTHORIZING THE CITY MANAGER TO ACCEPT A REIMBURSEMENT GRANT IN THE
AMOUNT OF NOT TO EXCEED $600,000,00 FROM THE CHILDREN'S TRUST (THE "TRUST")
FOR SERVICE PARTNERSHIPS PROGRAM TO THE CITY'S DEPARTMENT OF PARKS AND
RECREATION FOR THE CONTINUATION AND EXPANSION OF THE CITY OF MIAMI
TRUANCY REDUCTION SERVICE PARTNERSHIP PROGRAM DURING THE 2009-2010
SCHOOL YEAR; ESTABLISHING A NEW SPECIAL REVENUE FUND ENTITLED: "THE
CHILDREN'S TRUST SERVICE PARTNERSHIP GRANT FOR PARKS," TO FUND THE
DEPARTMENT OF PARKS AND RECREATION'S TRUANCY REDUCTION PROGRAM (THE
"PROGRAM") BY APPROPRIATING FUNDS, IN THE AMOUNT OF NOT TO EXCEED $600,000
IN THE FORM OF A REIMBURSEMENT GRANT FROM THE CHILDREN'S TRUST, WITH A
CASH MATCH FROM THE CITY VALUED AT $90,000 FROM ROLLOVER FUNDS FROM
AWARD NO. 1371, PROJECT NO. 10-100101 RELATED TO THE PAYMENT FOR PLANNING
DELIVERABLES FROM THE CHILDREN'S TRUST FOR THE PLANNING PHASE OF THE
PROGRAM; FURTHER AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT
WITH THE TRUST, IN SUBSTANTIALLY THE ATTACHED FORM (THE "TRUST CONTRACT"),
FOR SAID PURPOSES, AND TO EXECU fh ALL OTHER NECESSARY DOCUMENTS, AFTER
CONSULTATION WITH THE CITY ATTORNEY, TO IMPLEMENT THE ACCEPTANCE OF AND
COMPLIANCE WITH THE GRANT AWARD FOR SAID PURPOSES; ADDITIONALLY,
AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND TO EXECU fk INTERLOCAL
AGREEMENTS, IN COMPLIANCE WITH THE ATTACHED FORM OF TRUST CONTRACT,
WITH MIAMI-DADE COUNTY PUBLIC SCHOOLS IN AN AMOUNT NOT TO EXCEED
$459,940.71 AND WITH THE 11TH JUDICIAL CIRCUIT COURT IN AN AMOUNT NOT TO
EXCEED $44,886.00, FOR A PERIOD COMMENCING AUGUST 1, 2009 THROUGH JLLY 31,
2010, WITH THE OPTION TO RENEW FOR TWO (2) ADDITIONAL SIMILAR PERIODS AT THE
SAME NOT TO EXCEED AMOUNTS,
Sponsors:
Notes:
Indexes:
Attachments: 09-00787-Legislation-SUB.pdf,09-00787 Exhibit 1.pdf,09-00787 Exhibit 2.pdf,09-00787 Exhibit 3.pdf,
History of Legislative File
Version: Acting Body:
Date: Action: Sent To: Due Date: Return Date: Result:
2
Office of the City 7/20/2009 Reviewed and
Attorney Approved
Action Note: MODIFICATIONS MADE BY LAW
City o
Page 1 Printed on 10/2612010
City of Miami
Master Report
Enactment Number: R-09-0363
City Hall
3500 Pan American Drive
Miami, FL 33133
www.miamigov.com
City Commission 7/23/2009 ADOPTED WITH
MODIFICATIONS
2 Office of the Mayor 7/29/2009 Signed by the Mayor Office of the City
Clerk
2 Office of the City Clerk 7/29/2009 Signed and Attested
by City Clerk
Pass
City of Miami Page 1 Printed on 10/16/1010
City of Miam
Legislation
Resolution
File number: 09-00787
Ti T u7v p
,3 3 317-1.``1 G�j drkrrssi a1
City Hail t11EE f,
35D0 Pan American
Drive
Miarni.FL.
SUBMI
A RESOLUTION OF THE MIAMI CITY COMMISSION, WIT`A
AUTHORIZING THE CITY MANAGER TO ACCEPT A REIMBURSEMENT GRANT
IN THE AMOUNT OF NOT TO EXCEED $600,000.00 FROM THE CHILDREN'S
TRUST (THE 'TRUST') FOR SERVICE PARTNERSHIPS PROGRAM TO THE
CITY'S DEPARTMENT OF PARKS AND RECREATION FOR THE CONTINUATION
AND EXPANSION OF THE CITY OF MIAMI TRUANCY REDUCTION SERVICE
PARTNERSHIP PROGRAM DURING THE 2009-2010 SCHOOL YEAR;
ESTABLISHING A NEW SPECIAL REVENUE FUND ENTITLED: "THE
CHILDREN'S TRUST SERVICE PARTNERSHIP GRANT FOR PARKS," TO FUND
THE DEPARTMENT OF PARKS AND RECREATION'S TRUANCY REDUCTION-1 c.
PROGRAM (THE "PROGRAM") BY APPROPRIATING FUNDS, IN THE AMOUN(.Tr,�_'
OF NOT TO EXCEED $600,000 IN THE FORM OF A REIMBURSEMENT GRAN-T--7-
FROM THE CHILDREN'S TRUST, WITH A CASH MATCH FROM THE CITY
VALUED AT $90,000 FROM ROLLOVER FUNDS FROM AWARD NO. 1371,
PROJECT NO. 10-100101 RELATED TO THE PAYMENT FOR PLANNING
DELIVERABLES FROM THE CHILDREN'S TRUST FOR THE PLANNING PHASE
OF THE PROGRAM; FURTHER AUTHORIZING THE CITY MANAGER TO
EXECUTE AN AGREEMENT WITH THE TRUST, IN SUBSTANTIALLY THE
ATTACHED FORM (THE "TRUST CONTRACT"), FOR SAID PURPOSES, AND TO
EXECUTE ALL OTHER NECESSARY DOCUMENTS, AFTER CONSULTATION
WITH THE CITY A i I ORNEY, TO IMPLEMENT THE ACCEPTANCE OF AND
COMPLIANCE WITH THE GRANT AWARD FOR SAID PURPOSES;
ADDITIONALLY, AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND TO
EXECUTE INTERLOCAL AGREEMENTS, IN COMPLIANCE WITH THE
ATTACHED FORM OF TRUST CONTRACT, WITH MIAMI-DADE COUNTY
PUBLIC SCHOOLS IN AN AMOUNT NOT TO EXCEED $459,940.71 AND WITH
THE 11TH JUDICIAL CIRCUIT COURT IN AN AMOUNT NOT TO EXCEED
$44,886.00, FOR A PERIOD COMMENCING AUGUST 1, 2009 THROUGH JULY
31, 2010, WITH THE OPTION TO RENEW FOR TWO (2) ADDITIONAL SIMILAR
PERIODS AT THE SAME NOT TO EXCEED AMOUNTS.
v
r—
r
cD
WHEREAS, the City of Miami's ("City") Department of Parks and Recreation has been awarded by
The Children's Trust (the "Trust") a continuation reimbursement grant, in the amount of not to exceed
$600,000 for the City of Miami Truancy Reduction Service Partnership Program; and
WHEREAS, The Truancy Reduction Program is comprised of a cooperative effort between the
Parks Department, the City's Office of the Mayor, Miami -Dade County Public Schools, and the 11th
Judicial Circuit Court and five (5) community -based organizations for its successful implementation;
and
WHEREAS, the goals of the Truancy Reduction Program are to join efforts to connect the home,
school and community to ensure that children acquire the necessary skills for success in their adult
City of Miami
Page 1 of 3 Primed On: 7/20/2009
E
R
File Number D9+00757
life, so that they are able to compete in a global economy', and
VVHEREAS, previously pursuant to Resolution No. 06-01043. adopted June22. 2006. and
Resolution No. 08-00962. adopted onSeptember 11.2OO8the City Commission authorized the
execution of award packages for the Truancy Reduction Prognam, including grant award agnsomenta.
to accept the grants; and
WHEREAS, accordingly, the City has now been awarded an additional reimbursement grant in the
amount of not to exceed $600,000,00 for the Truancy Reduction Program to continue and expand said
services-,and
WHEREAS, the City has remaining $8O.00Oinrollover funds from Award No. 1371Project
No, 10'100101 na|obad to the payment for the planning deliverables and now wants to contribute this
money tothe 2OOB'2O1Oprogram year asacash match�and
WHEREAS, the City must execute an award package, including o new form of Trust Contract. to
accept the grant and in order to ender into similar professional services agreements which are also
interloca} agreements with Miami -Dade County Public Schools and with the 11th Judicial Circuit Court
in order to comply with the Trust's requirements; and
WHEREAS, the City Manager and the Department ofParks and Recreation are requesting for the
City Commission to authorize the City Manager to negotiate and execute interlocal agreements for
professional services (" {nter|ono| Agreements"), in compliance with the attached form of Trust
Contract, wi-th Miami -Dade County Public 5chon|s, for an amount not to exceed $458.940.71 to
provide program oversight, care coordinatinn, and police locates, and with the 11th Judicial Circuit
Court for an amount not to exceed $44,886 to provide truancy court services for the period from
AugVst1 20DB1hn)ughJu|y31.2O1O.vviththeopbontOextendbuthAgreernentSforhwo(2)odditiona|
similar periods for the same not toexceed amounts: and
WHEREAS, the City Manager and the Department of Parks and Recreation are requesting the
appropriation ofsaid Trust funding and the Chv'»cash match cf $SO,O0Ofrom roll-over funds from
Award No, 1371.Project No. 10'100101 for these Agreements, for the initial Fiscal Year 2OOg'2O1O.
with future Fiscal Year funding subject only to budgetary approval;
NOW, THEREFORE, BE|TRESOLVED BYTHE COMMISSION OFTHE CITY OFK8|AM[
Section 1. The recitals and findings contained in the Preamble of this Resolution are adopted by
reference and incorporated as if fully set forth in this Section.
Section 2. The following new Special Revenue Project is established and resources are
appropriated asdescribed below:
PROJECT TITLE: The Children's Trust Service Partnership Grants for Parks
RESOURCES., The ChUdnan'sTrust
City'sMatch-Rollover Funds-AwordNu1371.PnojectNo.
10-100101
$600,000
THIS DOCUMENT C6A
5l/RST[T-UTNON T0ORIGKr%AL
BACKUP.ORIG[NAL CAN BE SEEN
AT TME END OF THIS DOCUMENT.
File Number: ne+xo7sr
APPROPR�ATIW The Children's Trust Service Partnership Grants for ParKs $690,000
Section 3, The City M a nager is authorized �1) to accept a reimbursement grant, in the amount
ofnot to exceed $600.000from the Trust for Service Partnerships Programs to the City'e Department
ofParks and Recreation for the continuation and expansion 0fthe City OfMiami Truancy Reduction
Service Partnership Program during the 2OOA'2D1Oschool year.
Section 4. A new Special Revenue Fund entitled, "The Chi|dren'o Trust Service Partnership Grant
for Parku" to fund the Department of Parks and Recreation's Truancy Reduction Program (the
"Program") is established by appropriating funds, in an amount not to exceed $600,000 in the form of
areimbursement grant from the Trust, with acash match from the City valued ad$8O.UDO.from
rollover funds from Award No, 1371, ProjectNo. 10-100101 related tothe payment for the planning
phase ofthe Program.
Section 5. The City Manager is authorized /1}to execute the Trust Contract for said purposed and
to execute all necessary other documents, after consultation with the City Attorney, to implement the
acceptance ofand compliance with the grant award for said purposes.
Section 6- The City Manager is further authorized (1) to negotiate and to execute Interlocal
Agreements, in compliance with the attached form of Trust Contract, with Miami -Dade County Public
Schools in an amount not to exceed $459,940.7 1, and with the 11 th Judicial Circuit Court for an
amount not to exceed $44,886, for a period commencing August 1, 2010 through July 31, 2010, with
the option to renew for two (2) additional similar periods at the same not to exceed amounts.
Section 7. This Resolution shall become effective immediately upon its adoption and signature
APPROVED AS TO F RKAAND CORRECTNESS:
x
JUL|E{IB�U
{�|TYA�|0RNEY |
x/ Z�
JUL|EO B�U
Q/Y/\�|U���Y
THUS DOCUMENT ;S^^
SL-M-TITUTIOMNT0ORIGINAL
BA,CKKlP.ORIGINAL CAN 0E SEEN
AT T71F END mFTHIS DOCUMENT-
(1}The herein authorization |Sfurther subject to compliance with all requirements that may beimposed
by the City Attorney, including but not limited to those prescribed by applicable City Charter and Code
provisions.
(2) If the Mayor does not sign this Reso|ution, it oheU become effective at the end often calendar days
from the dote it was passed and adopted. If the Mayor vetoes this Reso|uUon, it shall become effective
immediately upon override of the veto by the City Commission.
City ofafiand Page 3*f3
Printed On: 7oO7009
OfficerslExecutive Committee
Isabel Afanador, Chair
Program Services Committee
Maria A. Alonso, Chair
Procurement Committee
*on. murmuns Gerstein
At'iange
Jusnesrewo/re
At -large
Dr. Steven s.Marcus, Chair
Human Resources Committee
oc Judith schoecnu,r,Chair
Health Committee
The Board of Djre�tors
Dr. Nelson Adams
,vcttememon
KarenAronwwtz
mr Linda Blanton
George M.Burgess
Imylssecvstro
Or. Rudy Crew
Luis A.yaz/tun
Ben F. Gilbert Jr.
charissemrant
Sara B. Herald
Hon. Barbara Jordon
Dr. mnmn Karp
Hon, Lester Langer
Dr. Nogueras
Rep. Juan -Carlos ^zz/'nana,
Alicia Reyes -Perez
Jackye Russell
Hon. Isaac Salver
Gerald K. Schwartz
Octavio p.verdeju
oc Jose Vicente
chetzemn
modvstoE, Aucty
President wCEO
County Office
Legal Counsel
The
Bemuse All Children Are Our Children
July l4,Z0Og
\ivinnne Bohorques
City of Miami
Office of the Mayor
35D0Pan American Drtve
Miami, Florida 33133
RE: Reso|udon#2UUg'B9
Reso|utinn#20Og'71A
Reso|udon#20U9-7OA
Dear Ms. Bohorques:
— Service Partnership program
— Prevention program
— Out ofSchool program
We are pleased to inform you that The Chi|dnen's Trust Board of
Directors has approved nanamm| funding of your Miami Partnership
for the Truancy Reduction Plan/Truancy Court pilot program to
reduce truancy within the City of Miami schools for an amount not
to exceed $600,000 for a twelve-month period ozrnrnenc\ng
August 1, 2009 through July 31, 2010. Through Resolution
#2009-89, the Service Partnership contract will be renewed with
new contrac±#QO3-l93 pending negotiation and execution. Your
contract manager for this contract is Rachel Spector.
The Chimnen'sTrust Board of Directors has also approved renewal
funding of your Prevention contract for program yearZU09-20lO.
Resolution #I009'71A was approved by The Chi|dren's Trust
Board of Directors on July 13, ZODQ. Your Prevention contract,
#926'552 will be renewed for an amount up to $82'122 for the
Miorn| Youth Council pnJgrO[n. Your contract manager for this
contract is Rick Hernandez.
In addition, The [hUdren'sTrust Board of Directors has approved
renewal funding ofyour Out of School contract for program year
2009-2010. Resolution #2009-70A was approved by The
Chi|dren'sTrust Board of Directors on July 13, ZOOg. Your Out of
School contract, #910'193, will berenewed for an amount up to
$95,522 for the provision of after school services, We are looking
forward to working with you to serve the youth and families of
Miami Dade County. Your contract manager for this contract is
Manse|a De D'Windt.
s/snawzrdwe. (Cvr-a|vvay).Bth Floor. Miami, Rorma3s|29^Tel:3o5-5n'570w'F=zo5-os7p5vz^.°°°nhshnareostrustnn
Please be assured that The ChUdren's Trust will work expeditiously with your
agency to execute your contracts. Again, we look forward to working with you
and your agency in successful implementation of your Service Partnership,
Prevention and Out ofSchool contracts.
If you have additional questions, you may contact your Contract Managers,
Rachel Spector, Rick Hernandez or Mahse(a De D'Windt by e-mail at
Rache/(c1thechi|drenstrust.org, Rick0athech||drenstrust.nrg or
Mariso|a(&thechi|drenstrust.orqand by phone at3O5-571'S7OU.
Sincerely,
Modesto E. Abety
President and CFO