HomeMy WebLinkAboutExhibit 1FY 2010-2011
CONTRACT NO. 1103-1930
BETWEEN THE CHILDREN'S TRUST
AND CITY OF MIAMI
OFFICE OF THE MAYOR
FOR SERVICE PARTNERSHIP
THIS CONTRACT (hereinafter "Contract") , between The Children's Trust whose address is 3150 S.W. 3rd
Avenue, 8th Floor, Miami, Florida 33129 and City of Miami, a Florida municipal corporation hereafter "Provider"
whose address is City Hall 3500 Pan American Drive, Miami, Florida 33133 states the conditions and covenants
for the rendering of services to children and families for The Children's Trust.
In consideration of the mutual covenants herein, The Children's Trust and Provider (sometimes hereafter referred
to as "Parties") agree as follows:
A. EFFECTIVE TERM
The effective term of this Contract shall bei from November 1; 2010 through October 31, 2011, subject to
funding availability and Provider's performance.
B. TERMS OF RENEWAL, if applicable
In the sole discretion of The Children's Trust, this Contract may be renewed with the acknowledgement of
Provider. In considering the exercise of any contract renewal, and in accordance with the Request for Proposal
(RFP) and Board authorization, renewal may not exceed a term equal to the term of the initial contract for a total
maximum of three (3) terms. The Children's Trust in its sole discretion will consider, but is not limited to, the
following:
1. • Provider meeting the performance requirements specified in this Contract.
2. Continued demonstrated and documented need for the services funded.
3. Program performance, fiscal performance, and compliance by Provider that is deemed satisfactory in The
Children's Trust's sole discretion.
4. The availability of funds. The Children's Trust is prohibited from creating obligations in anticipation of
budgeted revenues from one fiscal year to another without year to year extension provisions in the contract.
5. If applicable, The Children's Trust in its sole discretion will initiate re -negotiation of this Contract before the
contract term expires.
C. SCOPE OF SERVICES
1. Provider agrees to render services in accordance with the Scope of Services, Attachment A, hereafter
"Services",, to this Contract. Provider shall implement the Services in a manner deemed satisfactory to The
Children's Trust. Any modification to the Services shall not be effective until approved, in writing, by The
Children's Trust_and Provider.
2. The Services' activities and performance measures, as well as complete and accurate data and programming
information will be used in the evaluation of Provider's overall performance.
3. Provider agrees that all funding provided by The Children's Trust, pursuant to this Contract will be used
exclusively by Provider for services in and for the benefit of Miami -Dade County residents.
D. TOTAL FUNDING
Subject to the availability of funds, the maximum amount payable for Services rendered under this Contract shall
not exceed $899,269.78. The Parties agree that should available funding to The Children's Trust be reduced, the
amount payable under this Contract will be reduced at the sole option of The Children's Trust with a proportionate
reduction in the Services. Provider agrees to adhere to Other Fiscal Requirements, Budget and Method of
Payment outlined in Attachment B to this Contract.
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Contract #1103-1930, Resolution #2011-07
((fS /D- 3 ,c)-37
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E. FISCAL MANAGEMENT
1. Double Billing and Payments
Provider costs or earnings claimed under this Contract may not also be claimed under any other contract or grant
from The Children's Trust or, unless such claim is denied by The Children's Trust, from any other agency. Any
claim for double payment by Provider shall be a material breach of this Contract.
2. No Supplanting of Existing Public Funds
The Children's Trust funding may not be used by Provider as a substitute for existing resources or for resources
that would otherwise be available for children's services, or to replace funding previously provided by and
currently available from local and state funding sources for the same purpose. A violation of this section by
Provider shall be considered a material breach of this Contract.
3. Capital Equipment
Capital equipment is included in the definition of "property" under Florida Statutes, Chapter 274, and Florida
Administrative Code, Section 69I-73.001, and is defined as individual items with a value of $1,000 or greater
which have a life expectancy of more than one year. Provider is to maintain proof of Property Coverage in
accordance with the insurance requirements prescribed in this Contract (see Section K. Insurance).
Capital equipment purchased with Trust funds by Provider become assets of The Children's Trust; are intended for
The Children's Trust funded programs; are owned by The Children's Trust; and must be tagged at the time of
purchase as an asset of The Children's Trust. The Children's Trust will work with Provider to tag the asset and
receive all information regarding the capital equipment. Provider must maintain a record of any capital equipment
purchased with funds provided by The Children's Trust. When Provider is no longer funded by The Children's
Trust, the equipment will be returned to The Children's Trust unless it is fully depreciated. Ownership of capital
equipment will be transferred to Provider and removed from The Children's Trust's fixed asset system if the capital
equipment is fully, depreciated and in the possession of Provider. Provider can purchase the equipment at the
depreciated cost with the approval of The Children's Trust, If capital equipment is not purchased by Provider prior
to the equipment being fully depreciated, Provider must return such capital equipment to The Children's Trust
before submission of the final invoice.
In the event that property of The Children's Trust is either damaged, lost, or stolen, while in Provider's possession,
Provider is to perform the following: a) within five (5) business days provide written notification to The Children's
Trust contract manager that the capital equipment has been either damaged, lost or stolen; b) provide a police
report for lost or stolen items; or provide a written statement as to how the capital equipment was damaged; and
c) reimburse The Children's Trust for the value, as determined by The Children's Trust of the capital equipment.
4. Assignments and Subcontracts
Provider shall not assign this Contract to another party. Provider shall not subcontract any Services under this
Contract without prior written approval of The Children's Trust. In any subcontract, Provider shall incorporate
appropriate language from this Contract into each subcontract and shall require each subcontractor providing
Services to be governed by the terms and conditions of this Contract. Provider shall submit to The Children's
Trust a copy of each subcontract to this Contract, within thirty (30) days of its execution. All sub -contractors of
Provider must agree to be monitored by Provider and/or on behalf of The Children's Trust in the same manner as
Provider under the terms of this Contract. Provider acknowledges and agrees that The Children's Trust end any
subcontractor to this Contract have authority to communicate and exchange information about contract, program,
and/or fiscal issues. Provider waives any and all claims, demands, and/or legal action based upon any such
communications.
Provider shall be responsible for all Services performed, and all expenses incurred, under this Contract, including
services provided and expenses incurred by any and all subcontractors. The Children's Trust shall not be liable to
any subcontractor for any expenses or liabilities incurred under any subcontract, and Provider shall be solely liable
under any subcontract. Subject to the limitations and sovereign immunity provisions of Florida Statutes Section
768.28, Provider shall hold harmless and defend, at Provider's expense, The Children's Trust against any claims,
demands or actions related to any subcontract:
The Children's Trust shall not provide funds to any subcontractor unless specifically agreed to in writing by The
Children's Trust with notification to the Provider. All payments to any contracted subcontractor shall be paid
directly by Provider to the subcontractor. The Children's Trust reserves the right to require verification from
Provider and/or subcontractor of payment due for satisfactory work performed by the subcontractor.
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Provider and any Subcontractor must be currently qualified to do business in the State of Florida at the time that a
subcontractor agreement is entered into and Services are rendered.
5. Religious Purposes
Providers and/or their faith -based community partners shall not use any funds provided under this Contract to
support any inherently religious activities, including but not limited to, any religious instruction, worship,
proselytization, publicity or marketing materials. Any such use by Provider shall be a material breach of this
Contract.
6. Lobbying
Provider shall not use any funds provided under this Contract or any other funds provided by The Children's Trust
for lobbying any federal, state or local government or legislators. Any such use by Provider shall be a material
breach of this Contract.
7. Adverse Action or Proceeding
Provider shah not use any funds under this Contract, or any other funds provided by The Children's Trust, for any
legal fees, or for any action or proceeding against The Children's Trust, its agents, employees or officials. Any
such use by Provider shall be a material breach of this Contract.
F. INDEMNIFICATION BY PROVIDER
Government Entity
Subject to the limitations and sovereign immunity provisions of Florida Statute, Sec. 768.28, Provider shall
indemnify and hold harmless The Children's Trust and its officers, employees, agents and instrumentalities from
any and all liability, losses or damages, including attomeys' 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 Children's Trust, where applicable, including appellate proceedings, and shall
pay all costs, judgments, and reasonable attorney's fees which may issue thereon.
The provisions of this section on indemnification shall survive the expiration or termination of this Contract.
G. COPYRIGHTS AND RIGHT TO DATA/MATERIALS
Where activities supported by this Contract produce original writing, data, sound recordings, pictorial.
reproductions, drawings or other graphic representations and works of similar nature, The Children's Trust has a
license to reasonably use, duplicate and disclose such materials in whole or in part in a manner consistent with
the purposes and terms of this Contract, and to have others acting on behalf of The Children's Trust to do so,
provided that such use does not compromise the validity of any copyright, trademark or patent. If the
data/materials so developed are subject to copyright, trademark or patent, legal title and every right, interest,
claim or demand of any kind in and to any patent, trademark or copyright, or application for the same, will vest in
Provider or with any applicable third party who has licensed or otherwise permitted Provider to use the same.
Provider agrees to allow The Children's Trust and others acting on behalf of The Children's Trust to have
reasonable use of the same consistent with the purposes and terms of this Contract, at no cost to The Children's
Trust, provided that such use does not compromise the validity of such copyright, trademark or patent.
H. OWNERSHIP AND LICENSING OF INTELLECTUAL PROPERTY
This Contract is subject to the provisions, limitations and exceptions of Chapter 119, Florida Statutes, regarding
public records. Accordingly to the extent permitted by Chapter 119, Florida Statutes, Provider retains sole
ownership of intellectual property developed under this Contract. Provider is responsible for payment of required
licensing fees if intellectual property owned by other parties is incorporated by Provider into the services required
under this Contract. Such licensing should be in the exclusive name of Provider. Payment for any licensing fees
or costs arising from the use of others' intellectual property shall be at the sole expense of Provider.
As applicable for The Children's Trust under Fla. Stat. Section 768.28, and to the extent permitted by and within
the limitations of Fla. Stat. Section 768.28, the Parties shall indemnify and hold each other harmless from liability
of any nature or kind, including costs and expenses for or on account of third party allegations that use of any
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intellectual property owned by the third party and provided, manufactured or used by the indemnifying Party in
the performance of this Contract violates the intellectual property rights of that third party.
I. BREACH OF CONTRACT AND REMEDIES
1. Breach
A material breach by Provider shall have occurred under this Contract if Provider through action or omission
causes any of the following:
a. Fails to comply with Background Screening, as required under this Contract.
b. Fails to provide the Services outlined in the Scope of Services (Attachment A) within the effective term of
this Contract;
c. Fails to correct an imminent safety concern or take acceptable corrective action;
d. Ineffectively or improperly uses The Children's Trust funds allocated under this Contract;
e, Does not furnish and maintain the certificates of insurance or self insurance required by this Contract or as
determined by The Children's Trust;
f. Does not meet or satisfy the conditions of award required by this Contract within a specified reasonable
time;
g. Fails to submit or submits incorrect or incomplete proof of expenditures to support disbursement requests
or advance funding disbursements, or fails to submit or submits incomplete or incorrect detailed reports of
requests for payment, expenditures or final expenditure reports within a specified reasonable time;
h. Does not submit or submits incomplete or incorrect required reports pursuant to the Scope of Services in
this Contract;
i. Refuses to allow The Children's Trust access to records or refuses to allow The Children's Trust to monitor,
evaluate and review Provider's program, including required client data within a specified reasonable time;
j. Fails to comply with child abuse and incident reporting requirements;
k. Attempts to meet its obligations under this Contract through fraud, misrepresentation or material
misstatement;
I. Fails to correct deficiencies found during a monitoring, evaluation or review within a specified reasonable
time;
m. Fails to meet the terms and conditions of any obligation or repayment schedule to The Children's Trust or
any of its agencies within a specified reasonable time;
n. Fails to maintain the confidentiality of client files, pursuant to Florida and federal laws;
o. Fails to fulfill in a timely and proper manner any and all of its obligations, covenants, contracts and
stipulations in this Contract within a specified reasonable time;
Waiver of breach of any provisions of this Contract shall not be deemed to be a waiver of any other breach and
shall not be construed to be a modification of the terms of this Contract. Any such waiver by The Children's Trust
shall be provided in writing to Provider.
2. Remedies
If Provider fails to cure any breach within thirty (30) days after receiving written notice from The Children's Trust
identifying the breach, The Children's Trust may pursue any or all of the following remedies:
a. The Children's Trust may, at its sole discretion, enter into a written performance improvement plan with
Provider to cure any breach of this Contract as may be permissible under state or federal law. (Attachment F,
if applicable). Any such remedial plan shall be an addition to this Contract and shall not affect or render void
or voidable any other provision contained in this Contract, costs, or any judgments entered by a court of
appropriate jurisdiction.
b. The Children's Trust may suspend payment in whole or in part under this Contract by providing written notice
of suspension to Provider of such suspension and specifying the effective date of suspension, at least five (5)
business days before the effective date of suspension. On the effective date of suspension Provider may (but
shall not be obligated to) continue to perform the Services in this Contract, but Provider shall promptly cease
using The Children's Trust's logo and any other reference to The Children's Trust in connection with such
Services. All payments to Provider as of the date of suspension shall cease, except that The Children's Trust
shall continue to review and pay verifiable requests for payment for Services that were performed and/or for
deliverables that were substantially completed at the sole discretion of The Children's Trust, prior to the
effective date of such suspension. If payments are suspended, The Children's Trust must specify in writing
the actions that must be taken by Provider as condition(s) precedent to resumption of any payments and shall
specify a reasonable date for Provider's compliance. The Children's Trust may also suspend any payments in
whole or in part under any other contracts entered into between The Children's Trust and Provider by
providing separate written notice to Provider of each such suspension and specifying the effective date of
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suspension, which must be at least five (5) business days before the effective date of such suspension, in any
event The Children's Trust shall continue to review and pay verifiable requests for payment as provided for in
such other contracts for services that were performed and/or for deliverables that were substantially
completed at the sole discretion of The Children's Trust prior to the effective date of such suspension.
Provider shall be responsible for reasonable direct and indirect costs of The Children's Trust associated with
such suspension including reasonable attorney's fees.
c, The Children's Trust may terminate this Contract by giving written notice to Provider of such termination and
specifying the date of termination at least five (5)business days before the effective date of termination. In
the event of such termination, The Children's Trust may (a) request Provider to deliver to The Children's Trust
clear and legible copies of all finished or unfinished documents, studies, surveys, reports prepared and
secured by Provider with Trust funds under this Contract subject to the rights of Provider as provided for in
Paragraphs G and H above; (b) seek reimbursement of any Trust funds which have been improperly paid to
Provider under this Contract; (c) terminate further payment of Trust funds to Provider under this Contract,
except that The Children's Trust shall continue to review and pay verifiable requests for payment for services
that were performed and/or deliverables that were substantially completed at the sole discretion of The
Children's Trust prior to the effective date of such termination; and/or (d) terminate or cancel, without cause,
any other contracts entered into between The Children's Trust and Provider by providing separate written
notice to Provider of each such termination and specifying the effective date of termination, which much be at
least five (5) business days before the effective date of termination, in which event The Children's Trust shall
continue to review and pay verifiable requests for payment as provided for in such other contracts for services
that were performed and/or for deliverables that were substantially completed at the sole discretion of The
Children's Trust prior to the effective date of such termination. Provider shall be responsible for reasonable
direct and indirect costs associated with such termination, including reasonable attorney's fees.
d. The Children's Trust may seek enforcement of this Contract against Provider including but not limited to filing
an action with a court of appropriate jurisdiction. Provider shall be responsible for reasonable direct and
indirect costs associated with such enforcement against Provider, including reasonable attorney's fees, costs,
and any judgments entered by a court of appropriate jurisdiction, including reasonable direct and indirect
costs and reasonable attorneys' fees through conclusion of all appellate proceedings, and including any final
settlement or judgment.
e. The provisions of this Paragraph I shall survive the expiration or termination of this Contract.
3. TERMINATION BY EITHER PARTY
The parties agree that this Contract may be terminated by either party by written notice to the other party of
intent to terminate at least thirty (30) calendar days prior to the effective date of such termination.
K. INSURANCE•REQUIREMENTS
Provider shall have Provider's insurance agent(s) provide to The Children's Trust within 30 days of contract
execution, Certificates of Insurance or, if applicable, a letter of self-insurance indicating coverage applicable to a
Florida municipal corporation required under this section or as determined by The Children's Trust, except as
required by Florida law for government entities. Provider must comply with this requirement; failure to comply is
a material breach of this Contract.
The Children's Trust shall be named as an additional insured as their interest may appear on all applicable policies,
and all applicable policies shall be maintained in full force and effect for the term of this Contract. The Children's
Trust will not disburse any funds until The Children's Trust is provided with the necessary Certificates of Insurance
or letter of self-insurance and The Children's Trust has approved such documents.
Provider shall require its sub -contractors to carry insurance coverage (s) as outlined below:
1. Worker's Compensation Insurance covering all employees of the sub -contractor, or a valid State of Florida
.exemption on file with the Department of Labor, as required by Florida Statutes, Chapter 440. In the event
that the Provider is no longer exempt from obtaining Worker's Compensation insurance, the Provider must
notify The Children's Trust and the City of Miami, and provide the necessary certificate of insurance or other
evidence of coverage upon the termination of the exemption, as applicable. The employer's liability portion will
be $500,000/$500,000/$500,000 as a minimum.
2. Commercial General Liability with limits of at least $500,000 per occurrence, $1,000,000 policy aggregate
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with a maximum deductible'of $1,000 per occurrence. The policy must include coverage for premises and
operations liability, contingent and contractual exposures, products and completed operations, personal and
advertising liability and sexual abuse and molestation, if applicable. The Children's Trust and the City of Miami
must be designated and shown on the certificate of insurance as an "Additional Insured as Their Interest May
Appear" with respects to this coverage.
3. Automobile liability coverage for all owned, hired, non owned and leased vehicles of Provider, and any
transportation companies hired for transporting program participants. The amount of coverage is
$1,000,000 combined single limit per accident for bodily injury and property damage. The Children's Trust
and City of Miami must be designated and shown as an "Additional Insured as Their Interest May Appear" with
respects to this coverage. Coverage can be purchased as non -owned without hired auto coverage when the
cost is prohibitive for hired automobile coverage such as the case with the Florida Automobile Joint
Underwriting Association; but rental cars cannot be used in the course of Provider's regular operations. Rental
cars may be used for travel to attend conferences outside the tri-county area. Transportation companies used
by the Provider for the funded program must list The Children's Trust as a certificate holder and as an
additional insured.
4. If applicable for Services under this Contract, Special Events Coverage, as determined by The Children's
Trust. The liability coverage will be the same as the coverage and limits required for commercial general
liability and The Children's Trust and City of Miami must be designated and shown as "Additional Insured as
Their Interest May Appear." Special Events policies are for short term functions and not meant to replace
annual liability policies. The coverage is for the day or days of the event and must provide coverage the day
prior and the day following the event.
5. If applicable for Services under this Contract, Professional Liability insurance, as determined by The
Children's Trust, with coverage amounts determined by The Children's Trust but not less than $250,000 per
claim and in the policy aggregate. Defense costs may be inside the limits of liability and the policy can be
written on claims made form. The Children's Trust and the City of Miami should be listed as certificate holder,
but are not required to be named as an Additional insured. Professional Liability insurance is generally
required when the scope of services uses professional services that require certification or license(s) to
provide direct services to program participants.
7. Proof of Property Coverage is required when Provider has capital equipment owned by The Children's Trust,
or the City of Miami, and said capital equipment is under the care custody and control of Provider. The
Children's Trust and City of Miami must be shown on the evidence of property coverage as a Loss Payee, as
applicable. Property coverage shall survive the expiration or termination of this Contract until such time the
ownership of the capital equipment is transferred to Provider or such capital equipment is returned to The
Children's Trust.
Certificate Holder
Certificate holder must read:
The Children's Trust
3150 SW 3rd Avenue, 8th Floor
Miami, Florida 33129
Classification and Rating
All insurance policies required above shall be issued by companies authorized to do business under the laws of the
'State of Florida, with the following qualifications:
The company must be rated no less than "A-" as to management, and no less than "Class V" as
the financial strength, by the latest edition of Best's Insurance Guide, published by A.M. Best
Company, Oldwick, New Jersey, or its equivalent, subject to the reasonable approval of The
Children's .Trust.
Provider and or Provider's insurance agent, as applicable, shall notify The Children's Trust and City of in writing, of
any cancellation, or material changes in insurance coverage in accordance to policy provisions. Provider shall be
responsible for ensuring that all applicable insurances are maintained and submitted to The Children's Trust for
the duration of this Contract.
In the event of any change in Provider's Scope of Services, Attachment A, The Children's Trust may increase,
waive or modify, in writing any of the foregoing insurance requirements. Any request by a Provider to decrease,
waive or modify any of the foregoing insurance requirements shall be approved, in writing, by The Children's Trust
prior to any such decrease, waiver or modification.
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In the event that an insurance policy or coverage(s), as applicable, is canceled during the effective period of this
Contract, The Children's Trust shall withhold at payments from Provider until a new Certificate of Insurance or
other evidence of coverage(s) required under this section is submitted and approved by The Children's Trust. The
new insurance policy or other evidence of coverage(s) shall cover the time period commencing from the date of
cancellation of the prior insurance policy or other evidence of prior coverage(s). •
The Children's Trust may require Provider to furnish additional and different insurance coverage, or both, as may
be required from time to time under applicable federal or state laws or The Children's Trust requirements.
Provision of insurance or other evidence of coverage(s) by Provider, in no instance, shall be deemed to be a
release, limitation, or waiver of any claim, cause of action or assessment that The Children's Trust may have
against Provider for any liability of any nature related to performance by Provider under this Contract or
otherwise.
All insurance required hereunder may be maintained by Provider pursuant to a master or blanket policy or policies
of insurance.
L. PROOF OF TAX STATUS
Provider is required to keep on file the following documentation for review by The Children's Trust.
• If required as applicable to Provider, the Internal Revenue Service (I.R.S.) tax status determination
letter;
• The most recent (two years) I.R.S. form 990 or applicable tax return filing within six (6) months after
Provider's fiscal year end or other appropriate filing period permitted by law;
• If required by applicable law to be filed by Provider, IRS 941 - quarterly federal tax return reports within
thirty-five (35) calendar days after the quarter ends and if applicable, state and federal unemployment
tax filings and if the 941 and unemployment tax filings reflects a tax liability, proof of payment must be
submitted within sixty (60) calendar days after the quarter ends.
M. NOTICES
Written notices pursuant to this Contract shall be sent to the addresses for each Party appearing on the first page
of this Contract. Notices to The Children's Trust shall be marked to the attention of its President/CED. Notices to
Providershall be marked to the attention of the City Manager. It is each Party's responsibility to advise the other
Party in writing of any changes in responsible personnel for accepting Notices under this Contract; mailing
address, and/or telephone number.
N. AUTONOMY
The Parties agree that this Contract recognizes the autonomy of, and stipulates or implies no affiliation between,
the contracting parties. Provider is only a recipient of funding support and is not an employee, agent or
instrumentality of The Children's Trust, and Provider's agents and employees are not agents or employees of The
Children's Trust.
O. RECORDS, REPORTS, AUDITS AND MONITORING
The provisions of this section shall survive the expiration or termination of this Contract, consistent with Florida
laws.
1. Accounting records
Provider shall keep accounting records which conform to generally accepted accounting principles. All such
records will be retained by Provider for not less than five (5) years beyond the last date that all applicable terms
of this Contract have been complied with and final payment has been received and appropriate audits have been
submitted to and accepted by the appropriate entity. However, if any audit, claim, litigation, negotiation or other
action involving Provider under this Contract or modification hereto has commenced before the expiration of the
retention period, the records regarding Provider shall be retained until completion of the action and resolution of
all issues which arise from it or until the end of the regular retention period, whichever is later.
2. Financial audit and program specific audit
Within 180 days of the close of its fiscal year, Provider agrees to submit to The Children's Trust an Annual
Financial Audit, performed by an independent certified audit firm that is registered to do business with the Florida
State Department of Business Regulation, of all its corporate activities and any accompanying management
letter(s) or report(s) on other matters related to internal control, for each year during which this Contract remains
in force and until all funds expended from this Contract have been audited. If no management letter or report or
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other matters related to Provider's internal control is prepared by the independent audit firm, Provider must
confirm in writing to The Children's Trust that no such report was submitted to Provider. This audit shall be
conducted in accordance with auditing standards generally accepted in the United States of America and standards
contained in the Government Auditing Standards issued by the Comptroller General of the United States.
Providers that are required to have a single audit conducted under OMB Circular A-133, Audit of States, Local
Government and Non -Profit Organizations or the Florida Single Audit Act, Florida Statutes 215.97 agree to submit
the schedule of expenditures pertaining to awards, summary schedule of prior audit findings, applicable auditor's
reports and the corrective action plan. In the event that the independent auditor does not disclose audit findings,
Provider shall submit written notification to The Children's Trust that an audit of Provider was conducted in
accordance with applicable laws and regulations and that the findings and questioned costs disclosed no audit
findings related to this Contract; and, that the summary schedule of prior audit findings did not report on the
status of any audit findings relating to awards that The Children's Trust provided.
Within 180 days of the close of its fiscal year, a Provider who is contracted for a combined total of $300,000 or
more from The Children's Trust from this or any other The Children's Trust contract(s), related to the fiscal year
under audit, Provider agrees to have a program -specific audit relating to The Children's Trust contract(s), in
addition to the annual financial audit. This program -specific audit is to encompass an audit of The Children's Trust
contract(s) as specified in Attachment D: Program Specific Audit Requirements.
A provider that does not meet the program -specific audit threshold requirement will be exempt from the program -
specific audit requirement in the fiscal year that the audit threshold is not met.
Audit extensions may be granted in writing by The Children's Trust after proper approval has been obtained from
The Children's Trust's Finance Department, upon receipt in writing of such request with appropriate justification by
Provider. A copy of the engagement letter, along with the audit completion date and any concerns from the
auditing firm in relation to the audit, must accompany the request. Approved extension requests allow for the
continuation of payment until such time that the extension expires.
The financial audit and other financial information will be used in the evaluation of Provider's performance and
Provider's overall fiscal health.
3. Access to records
Provider shall provide access to all records including subcontractor(s) which relate to this Contract at its place of
business during regular business hours. Provider agrees to provide such assistance as may be necessary to
facilitate their review or audit by The Children's Trust to insure compliance with applicable accounting, financial,
and programmatic standards. This would include access by The Children's Trust or its designee, to Provider's
independent auditor's working papers for complying with federal, state and local requirements. The Children's
Trust reserves the right to require Provider to submit to an audit by an auditor of The Children's Trust's choosing
at The Children's Trust's expense.
4. Monitoring
Provider agrees to permit The Children's Trust personnel or contracted agents to perform random scheduled
and/or unscheduled monitorings, reviews, and evaluations of the program which is the subject of this Contract,
including any subcontracts under this Contract, using The Children's Trust approved monitoring tools. The
Children's Trust or contracted agents shall monitor both fiscal/administrative and programmatic compliance with
all the terms and conditions of the Contract. Provider shall permit The Children's Trust or contracted agents to
conduct site visits, client interviews, client assessment surveys, fiscal/administrative review and other techniques
deemed reasonably necessary in The Children's Trust's sole discretion to fulfill the monitoring function. A report
of monitoring findings will be delivered to Provider and Provider will rectify all deficiencies cited within the period
of time specified in the report.
5. Client Records
Pursuant to Florida Statute 119.071(5), The Children's Trust collects the social security numbers of child
participants of funded programs and services for the following purposes: (a) to research, track and measure the
impact of The Children's Trust funded programs and services in an effort to maintain and improve such programs
and services for the future (individual identifying information will not be disclosed); (b) to identify and match
individuals and data within and among various systems and other agencies for research purposes. The Children's
Trust does not collect social security numbers for adult participants.
Provider shall maintain a separate file for each child/family served. This file shall include all pertinent information
regarding program enrollment and participation. At a minimum, the file will contain enrollment information
(including parent registration consents and child demographics), service plans (as applicable), outcome measures
(as set forth in Attachment A), and notes documenting referrals, special needs, or incident reports. These files
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Contract #1103-1930, Resolution #2011-07
shall be subject to the monitoring/review and inspection requirements under this Contract, subject to applicable
confidentiality requirements. All such records will be retained by Provider for not less than five (5) calendar years
. after the participant is no longer enrolled. Provider agrees to comply with all applicable state and federal laws on
privacy and confidentiality.
6. Internal Documentation/Records Retention
Provider agrees to maintain and provide for inspection to The Children's Trust, during regular business hours the
following as may be applicable, subject to applicable confidentiality requirements: (1) personnel files of employees
which include hiring records, background screening affidavits, job descriptions, verification of education, and
evaluation procedures; (2) authorized time sheets, records, and attendance sheets to document the staff time
billed to provide Services pursuant to this Contract; (3) daily activity logs and monthly calendars of the provision
of Services pursuant to this Contract; (4) training modules; (5) pre and post session questionnaires; (6) all
participant attendance records; (7) participant consent and information release forms; (8) agency policies and
procedures; and (9) such other information related to Service provision as described in Attachment A and as
required by this Contract; all upon request by The Children's Trust. Provider shall retain all records for not less
than five (5) years beyond the last date that all applicable terms of this Contract have been complied with and
final payment has been received, and appropriate audits have been submitted to and accepted by the appropriate
entity.
7. Confidentiality
Provider and The Children's Trust understand that during the course of performing the Services hereunder, each
party may have access to certain confidential and proprietary information and materials of the other party in order
to further performance of the Services. The Parties shall protect confidential information and comply with
applicable federal and state laws on confidentiality to prevent unauthorized use, dissemination or publication of
confidential information as each party uses to protect its own confidential information in a like manner. The
Parties shall not disclose the confidential information to any third party (except that such information may be
disclosed to such Party's attorneys), or to any employee of such Party who does not have a need to know such
information, which need is related to performance of a responsibility hereunder. However, this Contract imposes
no obligation upon the Parties with respect to confidential information which (a) was lawfully known to the
receiving party before receipt from the other, (b) is or becomes a matter of public knowledge through no fault of
the receiving party, (c) is rightfully received by the receiving party from a third party without restriction on
disclosure, (d) is independently developed by or for that party, (e) is disclosed under operation of law, (f) is
disclosed by the receiving party with the other party's prior written approval or (g) is subject to Chapter 119 of
the Florida Statutes or is otherwise required to be disclosed by law._ The confidentiality provision of this Contract
shall remain in full force and effect after the termination of this Contract. Provider shall specifically require all
sub -contractors to comply with this paragraph.
8. Security Obligation
Provider shall maintain an appropriate level of data security for the information Provider is collecting or using in
the performance of this Contract. This includes, but is not limited to, approving and tracking all Provider
employees who request system or information access and ensuring that user access has been removed from all
terminated employees of Provider.
9. Withholding of payment
At the sole discretion of The Children's Trust, payment may be withheld from Provider for non-compliance by
Provider of Provider's compliance with contractual terms. The Children's Trust will provide payment upon
satisfactory compliance by Provider of the contractual terms for- which Provider is responsible as solely determined
by The Children's Trust. The Children's Trust, in its sole discretion, may determine to withhold payments to
Provider for any particular subcontractor for such subcontractor's non-compliance with contractual terms.
P. MODIFICATIONS
Any alterations, variations, modifications, extensions or waivers of provisions of this Contract including but not
limited to amount payable and effective term shall only be valid when they have been reduced to writing, duly
approved and signed by both Parties. Pursuant to City Commission Resolution No. , adopted
2010, the City Manager is Provider's authorized representative for approving and executing
alterations, variations, modifications, extensions or waivers of the provisions of this Contract including but not
limited to amount payable and effective term.
Q. GOVERNING LAW & VENUE
This Contract shall be interpreted and construed in accordance with and governed by the laws of the State of
Florida without regard to its conflicts of laws provisions. Any controversies or legal problems arising out of the
City of Miami Page 9 of 39
Contract #1103-1930, Resolution #2011-07
terms of this Contract and any action involving the enforcement or interpretation of any rights hereunder shall be
submitted to the jurisdiction of the state courts of the Eleventh Judicial Circuit, in and for, Miami -Dade County,
Florida.
R. BACKGROUND SCREENING
In accordance with Sections 943.0542, 984.D1, Chapter 435, 402, 39.001, and 1012.465 Florida Statutes, as
applicable, employees, volunteers and subcontracted personnel who work in direct contact with children or who
come into direct contact with children must complete a satisfactory Level 2 background screening. Level 2
Background screenings must be completed through the Florida Department of Law Enforcement (FDLE), VECHS
(Volunteer & Employee Criminal History System) Program. Satisfactory background screening documentation will
be accepted for those agencies that already conduct business with either the Department of Children and Families
(DCF) or the Department of Juvenile Justice (DJJ) or the Miami Dade County Public School System (MDCPS). A
clearance letter from MDCPS Office of Employment Standards indicating the person has successfully completed a
Level 2 screening will be accepted.
If background screenings are completed with VECHS, then Provider shall complete an Attachment E: "Affidavit for
Level 2 Background Screenings" each for contract term: The• Affidavit will 'cover employees, volunteers, or
subcontractors performing services under this contract who are required to complete a Level 2 background
screening as defined in this section. Provider shall keep Attachment E: "Affidavit for Level 2 Background
Screenings" in Provider's personnel, volunteers, and/or sub -contractors files.
An Attestation or Affidavit of Good Moral Character, as applicable, must be completed annually for each employee,
volunteer, and subcontracted personnel who work in direct contact with children. Provider shall re -screen each
employee, volunteer and/or subcontractor every five years.
S. CHILDREN WITH DISABILITIES AND THEIR FAMILIES
Provider understands that The Children's Trust expects Provider to meet the federal standards under the
Americans with Disabilities Act. By policy of The Children's Trust, providers must also implement reasonable
programmatic accommodations to include children with disabilities and their families, whenever possible.
Notwithstanding anything to the contrary, Provider shall not be required to make any alteration to any public
school building or other building or structure which is not owned by Provider.
T. REGULATORY COMPLIANCE
1. Non-discrimination and Civil Rights
Provider shall not discriminate against an employee, .volunteer, or client of Provider on the basis of race, color,
gender, pregnancy, marital status, familial status, sexual orientation, religion, ancestry, national origin, disability,
or age, except that programs may target services for specific target groups as may be defined in the competitive
solicitation.
Provider shall demonstrate that it has standards, policies, and practices necessary to render services in a manner
that respects the worth of the individual and protects and preserves the dignity of people of diverse cultures,
classes, races, religions, sexual orientations, and ethnic backgrounds.
Provider agrees to abide by Chapter 11A of the Code of Miami -Dade County ("County Code"), as amended, which
prohibits discrimination in employment, housing and public accommodations; Title VII of the Civil Rights Act of
1968, as amended, which prohibits discrimination in. employment and public accommodation; the Age
Discrimination Act of 1975, 42 U.S.C. Section 6101, as amended, which prohibits discrimination in employment
because of age; Section 504 of the Rehabilitation Act of 1973, 29 U.S.C. § 794, as amended, which prohibits
discrimination on the basis of disability; and the Americans with Disabilities Act, 42 U.S.C. §12101 et seq., which
prohibits discrimination in employment and public accommodations because of disability.
It is expressly understood that upon receipt of evidence of discrimination under any of these laws, The Children's
Trust shall have the right to terminate all or any portion of this Contract. If Provider or any•owner, subsidiary, or
other firm affiliated with or related to Provider, is found by the responsible enforcement agency or the courts to be
in violation of these laws, said violation will be a material breach of this Contract and The Children's Trust will
conduct no further business with Provider.
2, Public Entities Crime Act
Provider will not violate the Public Entities Crimes Act (Section 287.133, Florida Statutes), which essentially
provides that a person or affiliate who is a Provider, consultant or other provider and who has been placed on the
City of Miami Page 10 of 39
Contract #1103-1930, Resolution #2011-07
convicted vendor list following a conviction for a Public Entity Crime may not submit a bid on a contract to provide
any goods or services to The Children's Trust, may not submit a bid on a contract with The Children's Trust for the
construction or repair of a public building or public work, may not submit bids on leases of real property to The
Children's Trust, may not be awarded or perform work as a Provider supplier, sub Provider, or consultant under a
contract with The Children's Trust, and may not transact any business with The Children's Trust in excess of the
threshold amount provided in Section 287.017, Florida Statutes, for Category Two purchases for a period of thirty-
six (36) months from the date of being placed on the convicted vendor list. Violation of this section shall result in
cancellation of this Contract and recovery of all monies paid hereto, and may result in debarment from The
Children's Trust's competitive procurement activities.
3. Conflict of Interest
Provider represents that the execution of this Contract does not violate Miami Dade County's Conflict of Interest
and Code of Ethics Ordinance, www.miamidade.gov/ethics/librarv/Ethics-Brochure-2005.odf and Florida Statutes
§112 as amended, which are incorporated herein by reference as if fully set forth herein. Provider agrees to abide
by and be governed by these conflict of interest provisions throughout the course of this Contract and in
connection with its obligations hereunder.
4. Compliance with Sarbanes-Oxley Act of 2002
Provider shall comply with the following provisions of the Sarbanes-Oxley Act of 2002:
• Provider agrees not to alter, cover up, falsify, or destroy any document that may be relevant to an official
investigation.
Provider agrees not to punish whistleblowers or retaliate against any employee who reports suspected
cases of fraud or abuse.
5. Licensing
Provider (and subcontractor, as applicable,) shall obtain and maintain in full force and effect during the term of
this Contract any and all applicable licenses, certifications, approvals, insurances, permits and accreditations,
required by the State of Florida, Miami -Dade County, relevant to municipalities, The Children's Trust or the
federal government. Provider must be qualified and registered to do business in the State of Florida both prior to
and during the contract term with The Children's Trust.
6. Incident Reporting
An incident is defined as any actual or alleged event or situation that creates a significant risk of substantial or
serious harm to the physical or mental health, safety or well being of a child participating in the program.
Reportable incidents include, but are not limited to, allegations of abuse, neglect or exploitation of a child, injury
of a participant, missing child or abandoned child, loss of property use for the program, or destruction of property
used in the program.
Provider shall immediately report knowledge or reasonable suspicion of abuse, neglect, or abandonment of a child,
aged person, or disabled adult to the Florida Abuse Hotline on the statewide toll -free telephone number (1-800-
96-ABUSE). As required by Chapters 39 and 415, Florida Statutes, this is binding upon both Provider and its
employees.
Provider shall notify The Children's Trust's contract manager of any incident as defined within three (3) business
days after Provider is informed of such incident. Provider shall provide written notification of the incident together
with a copy of the incident report. The report must contain the following:
(1) Name of reporter (person giving the notice)
(2) Name and address of victim and guardian
(3) Phone number where the reporter can be contacted
(4) Date, time, and location of incident
(5) Complete description of incident and injuries, if any
Police report and actions taken shall be submitted to The Children's Trust within fifteen (15) days business of the
incident. Provider shall provide written notification to The Children's Trust, within seven (7) business days, of any
legal action which is filed as a result of such alleged incident.
7. Sexual Harassment
Provider shall complete an incident report in the event a program participant, client or employee makes an
allegation of sexual harassment, sexual misconduct or sexual assault by a Provider employee, volunteer or anyone
arising out of the performance of this Contract and Provider has knowledge thereof. Provider shall provide written
notification to The Children's Trust within three (3) business days after Provider is informed of such an allegation.
City of Miami Page 11 of 39
Contract #1103-1930, Resolution #2011-07
Provider shall provide written notification to The Children's Trust, within seven (7) business days, of any legal
action which is filed as a result of such an alleged incident.
8. Proof of Policies
Provider and subcontractor, as applicable, shall keep on file copies of its and their respective policies including but
not limited to confidentiality, incident reporting, sexual harassment, non-discrimination, equal opportunity and/or
affirmative action, Americans with Disabilities Act, and drug -free workplace.
U. CONSENT
Provider must obtain parental/legal guardian consent for all minor participants to participate and/or for adult
participants in the program for services; and to share information with The Children's Trust for monitoring and
evaluation purposes.
Provider will ask participants to sign a voluntary Consent to Photograph form. The form is available in English,
Spanish, and Creole and can be downloaded from www.thechildrenstrust.org. The signed consent form for
photography will be maintained at the program site, with a copy filed in the participant's record. The consent
shall be part of the participants' registration form, and signed by parent/guardian before services commence or
assessments are administered. Any refusal of consent must be properly documented and signed by the parent or
legal guardian on the consent form.
V. PROGRAMMATIC DATA REPORTING
Demographic and service information on program participants will be provided to The Children's Trust as part of
The Children's Trust's research mission. Provider agrees to comply and participate in any data collection
reporting, including participant data as required by The Children's Trust and described in Attachment C to this
Contract, Programmatic Data and Reporting Requirements, subject to confidentiality requirements. In addition,
Provider agrees to furnish The Children's Trust with complete and accurate reports in the timeframe and format to
be reasonably specified by The Children's Trust, and as described in Attachment C.
Provider must participate and provide agency (agency profile) and site(s) information to Switchboard of Miami 2-
1-1, The Children's Trust 24 hour helpline, as applicable and as defined in Attachment C: Programmatic Data
Reporting Requirements.
W. PUBLICITY
Provider agrees that activities, services and events funded by this Contract shall recognize The Children's Trust as
a funding source. Provider shall ensure that all publicity, public relations, advertisements and signs within its
control recognize The Children's Trust for the support of all contracted activities. The use of the official Children's
Trust logo is permissible.
Provider shall use its best efforts to ensure that all media representatives, when inquiring with Provider about the
activities funded by this Contract, are informed that The Children's Trust is a funding source. Provider shall, if it
possesses the appropriate technology, provide a link between the website and The Children's Trust's website.
X. PUBLICATIONS
Provider agrees to include in all of its subcontracts provisions similar to the following provisions of this Section X
for compliance by subcontractors.
Provider agrees to supply The Children's Trust, without charge, up to three copies of any publication developed by
Provider in connection with implementation of programs addressed by this Contract. Such publications will state
that the program is supported by The Children's Trust. Provider agrees that The Children's Trust will have use of
copyrighted materials developed under this Contract to the extent provided in, and subject to, the provisions of
Paragraphs G and H above.
To the extent permitted by the applicable journal or other publication source, Provider shall include The Children's
Trust .logo and the following -paragraph in all materials of Provider featuring programs funded by The Children's
Trust, including but not limited to newsletters, press releases, brochures, fliers, homepage of websites or any
other materials for dissemination to the media or general public_
English:
City of Miami Page 12 of 39
Contract #1103-1930, Resolution #2011-07
City of Miami and Truancy Reduction Program is funded by The Children's Trust. The Children's Trust is a
dedicated source of revenue established by voter referendum to improve the lives of children and families in
Miami -Dade County.
Espanol:
City of Miami and Truancy Reduction Program esta financiado_por El Fidecomiso de los Ninos (The Children's
Trust). El Fidecomiso de los Nin"os es una fuente de financiacion, establecida por referendum para mejorar las
vidas de ninos y families en el Condado de Miami -Dade,
Kreyol:
City of Miami and Truancy Reduction Program finanse_pa "The Children's Trust". Trust la, se you sous lajan
ke gouvenman amerikin vote an referandom you ke' li investi byen nan pwogram kap ameliore la Vi Ti Moun ak
fanmi yo nan Myami Dade.
Note: In cases where funding by The Children's Trust represents only a percentage of Provider's overall funding,
the above language can be altered to read 'The (organization) is funded in part by The Children's Trust..."
Y. HEADINGS, USE OF SINGULAR AND GENDER
Paragraph.headings are for convenience only and are not intended to expand or restrict the scope or substance of
the provisions of this Contract. Wherever used herein, the singular shall include the plural and plural shall include
the singular, and pronouns shall be read as masculine, feminine or neuter as the context requires.
THE REMAINDER OF THIS PAGE I5 INTENTIONALLY LEFT BLANK
City of Miami Page 13 of 39
Contract #1103-1930, Resolution #2011-07
Z. TOTALITY OF CONTRACT/SEVERABILITY OF PROVISIONS
This Contract with its attachments as referenced below contains all the terms and conditions agreed upon by the
parties:
Attachment A: Scope of Services
Attachment B: Other Fiscal Requirements, Budget, and Method of Payment
Attachment C: Programmatic Data and Reporting Requirements
Attachment D: Program Specific Audit Requirements
Attachment E: Affidavit for Level 2 Background Screenings, if applicable
Attachment F: Performance Improvement Plan, if applicable
No other contract, oral or otherwise, regarding the subject matter of this Contract shall be deemed to exist or bind
the Parties. If any provision of this Contract is held invalid or void, the remainder of this Contract shall not be
affected thereby if such remainder would then continue to conform to the terms and requirements of applicable
law.
CITY OF MIAMI, a Florida municipal corporation THE CHILDREN'S TRUST
MIAMI-DADE COUNTY, FLORIDA
Provider Federal ID# 59-6000375
By: By:
Carlos Migoya, City Manager Modesto E. Abety
President/CEO
Attest:
By:
Priscilla A. Thompson, City Clerk
Date:
Approved as to Form and Correctness: Approved as to form and legal sufficiency
By: By: %�/cf. - //,—✓,f
Julie O. Bru, City Attorney County Attorney
Date: Date: /COI%- a 3/ early
Approved as to Insurance Requirements:
By:
Gary Reshefsky, Interim Acting Director of Risk Management
Date:
This contract is not valid until signed by both parties
City of Miami Page 14 or 39
Contract #1103-1930, Resolution #2011-07
ATTACHMENT A:
Scope of Services
City of Miami
Contract #1103-1930, Resolution #2011-07
Page 15 of 39
Attachment A
Initiative: Service Partnerships
Agency name: City of Miami Mayor's Office
Contract No. 1103-1930
Program name: Miami Partnership of the Truancy Reduction Plan / Truancy Court Program
1. Description of Services:
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 or Miami, Inc., Florida Department of Juvenile Justice, Big Brothers Big
Sisters, ConnectFamilias, Miami Bridge Inc., PsychSolulions, New Horizons Mental Health Community Center, Inc., Regis
House, Inc. , S.T.E.P.S in the Right Direction, and M-DCPS Police Department for the planning and implementation era truancy
intervention program, truancy court, and positive behavior strategies to improve student attendance and performance.
2. Target Population or Participants (Include numbers in table and a narrative description of
participant characteristics, including ages, geography, disabilities, etc.):
Participants ==,
Totalnumber of unduplicated ,
participants"expected to receive
intensive -Type 1 services
Total number of participants
iiexPected.toreeeive Type 2
services
(less than-3 intended contact)
- (3-- intended contacts
Children/Youth
1500 students
1500 students
Pc'cnts/Primary Caregivers
n/a
n/a
Other populations (e.g., staff professionals,
general public)
n/a
8
Description of participants to be served:
3. Service Locations:
Provider Name'
Site Name -.,
Address
-City .
State -
ZIP Code
Location 1
Allapattah Middle School
1331 NW 46111Street
Miami
FL
33142
Location 2
Shenandoah Middle
School
1950 SW 19"' Street
Miami
FL
33145
Location 3
Citrus Grove Middle
School
2153 NW P Street
Miami
FL
33125
Location 4
Miami Senior High School
2450 SW 151 Street
Miami
FL
33135
Location 5
Miami Jackson Senior
High School
1751 NW 36°i Street
Miami
FL
33142
Location 6
Lenora B. Smith
Elementary School
4700 NW 1211' Avenue
Miami
FL
33127
Location 7
Santa Clara Elementary
School
1051 NW 29" Terrace
Miami
FL
33127
Location 8
Citrus Grove Elementary
School
2121 NW 5'a Street
Miami
FL
33125
Location 9
Kensington Park
Elementary School
711 NW 3011' Avenue
Miami
FL
33125
Location 10
Shenandoah Elementary
School
1023 SW 21" Avenue
Miami
FL
33135
Location 11
Miami Edison SeniorI-ligh
School
6161 NW 5'1' Court
Miami
FL
33127
Location 12
Miami Edison Middle
School
6101 NW 2"aAvenue
Miami
FL
33127
Location 13
Edison Park Elementary
School
500 NW 67th Street
Miami
FL
33150
Location 14
Shadowlawn Elementary
School
149 NW 49'h Street
Minmi
FL
33127
Location 15
Toussaint L'Ouverture
Elementary School
120 NE 59'h Street
Miami
FL
33137
City of Miami
Contract #1103-1930, Resolution #2011-07
Page 16 of 39
4. Performance Measures:
a. Quantity -"How much will we do?"
TYPE 1 ACTIVITIES (3 or more contacts with participants)
Activities/Service Name & Description (Include frequency, length &
duration of sessions, ns well as the number of cycles expected to be
offered) ;•
Total #
unduplicated
, participants to be
served (specify. if
children/youth,
parent's or others)
Min imuns #
participants to
be served
(guideline is no
less than'85`%u
of total)
Expected
Dosage:
Minimum # of
sessions a
participant will
complete
TRUANCY 1N'rtrRvt:M'ION PROGRAM —TRUANCY CHILD STUDY TEAM
1500 youth
1275 youth
3 contacts
M EETINGS AND FOLLOW UP
Prior to Level 1 — follow up activities will be conducted with students
who attain an absence or had a prior history of poor attendance.
• FU 1-tome Visit
• FU Parent Conference
• FU Student Conference
• FU Coordinating Services with Outside Agencies
• FU Monitoring Student Attendance
• FU Phonc Call
• FU Parent Letter
• Initial letter to parents (tracked as Type 3 activity)
Level I
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 to
participate.
Parent, student, and attendance team all sign the Truancy Child Study
Team Intervention Plan. The teacher/counselor conducts case
management and follows up (FU) with the cases. This is e 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
• FU Phone Call
• FU Parent Letter
• FU Participate in court for students with delinquency for truant
students who are delinquent and/or dependent
Level 2
If student accrues five (5) more unexcused absences after a TCST-Level
I, 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 ] 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 is the same as after the Level 1 meeting.
Level 3
If student accrues five (5) more unexcused absences after a TCST-Level
City of Miami
Contract #1103-1930, Resolution #2011-07
Page 17 of 39
Activities/Service Name & Description (include frequency, length &
duration ofscssions, ns well as the number of cycles expected to be
offered)
2, a Truancy Child Study Team — Level 3 Meeting takes place with all
parties 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 needs or the
student and family, the team will prescribe new interventions or modify
the existing plan to help improve the student's attendance.
Follow Up is the same as after the Level I and 2 meeting.
Total tl
unduplicated
participants to be
Served (specify if
ch11d1en/youth,_
pnrentstor others)
Minimum M
participants to
be served
(guideline is no
less than 85°4
of total) '
Expected
Dosage:
Minimum # of
sessions
participant will
co ru pldtc .'
Truancy Court
This is the activity that we are trying to prevent, hence the low number of
participants.
When a student/family has had a TCST— Level 1,2, and 3 meeting and
continues to demonstrate truant behavior, a staffing takes place al 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 beheld within 10 days of the
filing date. On the date 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 conferencing session for the purpose of resolving
the truancy issue. When all parties aeree, the judge orders a Family
Conferencing Session to take place within 14 days.
Pre -Family Conferencing Session
immediately after the initial hearing the teacher/counselor 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 of the 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/counselor then advises the parent/guardian of the date and
time of the family conferencing session. The teacher/counselor will
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 fancily to invite all to attend the family
conferencing session.
Fancily Decision -Making Conferencing Session
The family 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 by the teachertcoimselor. As the family conferencing session 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 as to what should go on the plan that is relevant to the
specific needs of the family and child. The plan is then signed by all of
the attendees.
The Family Decision Making Conference that is strength based and
supports care coordination.
2N° TRUANCY COURT HEARING
At the second truancy court hearing the judge or hearing officer is
City of Miami
Contract #1103-1930, Resolution #2011-D7
I 0 youth
8 youth
Page 18 of 39
3 contacts
Activities/Service Name & Description (Include frequency, length &
duration of sessions, as well ns the number of cycles expected to be
offered) '
Total #
unduplicated
•participants to be
served (specify if
children/youth,
parents or others)
Whnimanc #
participants to
be served
(guideline is no
less than 85%
of total)
Expected
Dosage:
Minimum* of
sessions n
participant will
complete
informed of the results of the family conrerencing 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 arc in agreement with the plan and intend to carry
them out. If all parties arc in agreement, the attendance action plan is then
ordered. The judge will set another date for a 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 progress is maintained. If after several truancy status hearings the
judge or hearing officer feels that the student no longer needs to be
monitored, the court sets a Termination of Jurisdiction. in the event that
after a period 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
CINS/PINS will be filed.
TYPE 2 ACTIVITIES (less than 3 contacts with participants)
Activities/Service Name & Description.
(Include frequency, length & duration of sessions)
: Total # pnrticipants.to be
served_ (specify if ,
children/youth, parents• .
or others)
"Total'# of sessions to be
offeredby provider across
cycles and sites
Positive Behavior Plan
Awards ceremony will be held towards the end of the school year which
will include parents and students with perfect attendance or improved
attendance.
1500
Youth
(awards activity and/or
ceremony
Training of Staff
Fancily Decision Making Conference Session
8
N/A
TYPE 3 ACTIVITIES (Other deliverables that are not direct services)
Activities Name & Description
Initial Letters to Parents
A letter from the Miami Dade Schools Police Chief is mailed to the parent/guardian of
the eligible student advising them of a meeting.
a. Quality —"How well will we do it?"
Count / Number
100
In this section Provider must describe how Quality of the program would be assessed. Some
exam/Dies include: 1) procedures or measures to ensure fidelity to the curriculum and quality
assurance; and 2) assessment of participants' satisfaction.
Narrative:
Quality Improvement activities emerge from a systemic and organized framework for improvement.
Quality Improvement involves two primary activities.
1. Measuring and assessing the performance of the targeted schools with respect to decreasing
City of Miami
Contract #1103-1930, Resolution #2011-07
Page 19 of 39
incidents of truancy through the collection and analysis of data.
2. Conducting quality improvement initiatives action where indicated, including the design of new
services, and/or improvement of existing services.
.:Quallty Measure
Measurement and Reporting'
Tool
Timing
#/ % of children/youth participants
completing minimum sessions
Data Tracker
Ongoing
#/% of youth very satisfied with
program/services provided
Satisfaction Survey
After completion of truancy
intervention program
# of staff trained in Evidence Based
Model
Data Tracker
After completion of training
(Month after training is held)
#/% of matched sets reported for
participants meeting minimum
number of sessions
Outcomes reporting in Data
Tracker
After completion of truancy
intervention program
City of Miami Page 20 of 39
Contract #1103-1930, Resolution #2011-07
b. Outcomes — Measuring "Is anyone better off?"
Outcomes
Outcome Indicators '
-
Measurement Tool
Timing (when will tools be
administered)
Associated
Activities (from
Service
Delivery)*
Increase school
engagement
Cohort 1, returning
participants:
70% of children/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 2, new participants:
8D% of children/youth
(cohort 2) will not accrue
more than 10 unexcused
absences after pre -
intervention services are
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
Increase school
engagement
Level I participants:
60% of children/youth will
not accrue 5 or more
unexcused absences after
the TSCT 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 2 participants:
60% of children/youth will
not accrue S or more
unexcused absences after
the TSCT meeting level 2
(no needed TSCT 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:
85% of registered
participants will not reach
truancy court.
Attendance reports
Attendance records will be
reviewed weekly and
reported at the end of the
school year
Truancy
Intervention
*Please list the activity directly associated with the stated outcome (e.g. activity in which tool will be
administered).
City of Miami
Contract #1103-1930, Resolution #2011-07
Page 21 of 39
5, Evidence -Based Programs (EBP)
All strategies funded by The Children's Trust should deliver high quality, evidence -based practices that
are strength -based, family centered, accessible, respectful of diversity and mindful of community
context and connections.
Please list the evidence -based programs (if any) that are currently used during activities/service
delivery (if none are being used, please mark n/a in the table below). For information on what is an
evidence -based program, or to ensure that the model to be used is an EBP, visit The Children's Trust
website.
Activity/Service Name
(from section 4 above)
Evidence based program •
Designating Agency"
Train all grant paid staff
members
Family Decision Making Conferencing
Session
The American Humane
Association
*Please list the name of the agency/organization that awarded the program evidence -based status
(e.g. Department of Juvenile Justice, Substance Abuse and Mental Health Services Administration,
etc).
Cfty of Miami Page 22 of 39
Contract #1103-1930, Resolution #2011-07
ATTACHMENT B:
Other Fiscal Requirements, Budget and
Method of Payment
City of Miami Page 23 of 39
Contract #1103-1930, Resolution #2011-07
ATTACHMENT B
OTHER FISCAL REQUIREMENTS, BUDGET and METHOD OF PAYMENT
Advance payment requests
The Children's Trust offers advance payments up to 15% of the total contract amount. Advance requests
shall be limited to governmental entities and not -for -profit corporations, in accordance with subsection
216.181 (16) (b), F.S. The advance request is to include the amount requested and the justification.
Advance payment requests must be submitted using the designated form and must be approved in
writing by The Children's Trust's Contract Manager and Chief Financial Officer or their designee(s).
Advanced funds if not used shall be invested by Provider in an insured interest bearing account, in
accordance with subsection 216.181 (16) (b), F.S. Interest earned on advanced funds shall be returned
to The Children's Trust on a quarterly basis or applied against the amount of the contract owed by The
Children's Trust.
Advance payment
Within 60 calendar days of receipt of an advance, Provider shall report the actual expenditures paid by or
charged to the advanced funds using the reporting "invoice" form provided by The Children's Trust. If
the "invoice" amount is less than the amount advanced, The Children's Trust will deduct the difference
from the next applicable monthly payment request. Provider may request, in writing, an extension of the
repayment of the advance. A fiscal need must be clearly demonstrated and substantiated by Provider in
order for an extension request to be considered by The Children's Trust.
Budget revisions
Budget revision(s) require prior written approval from the Contract Manager and The Children's Trust's
Chief Financial Officer or theft designee(s). Request for budget revisions must be submitted to the
Contract Manager using the appropriate form, as determined by The Children's Trust. Provider must
request a budget revision to add, delete, and/or modify any line item(s). Budget revisions cannot be used
to modify the total contracted amount nor can they be used to modify the Scope of Services. No more
than two (2) budget revisions may be approved during the contract term. Budget revision requests must
be submitted sixty (60) days prior to the expiration of Contract. Budget revisions will be incorporated
into the Contract.
Indirect Administrative Costs
In no event shall The Children's Trust fund indirect administrative costs in excess of ten (10%) percent of
the total contract amount.
Cost Reimbursement Method of Payment
The parties agree that this is a cost reimbursement method of payment contract; Provider shall be paid in
accordance with the approved budget and/or approved budget revision as set forth in this Attachment.
Provider also agrees. to timely pay its subcontractors, vendors, and employees for the fulfillment of
services provided in this Contract,
Invoice Requirements
Provider shall submit an original request for payment, in the format prescribed by The Children's Trust
and in accordance with the approved budget or approved budget revision(s). The request for payment is
due on or before the fifteenth (1) day of the month following the month in which expenditures were
incurred (exclusive of legal holidays or weekends). The Children's Trust agrees to reimburse Provider on
a monthly billing basis. Every request by Provider for payment for services provided, work performed, or
costs incurred pursuant to this Contract, except for any advanced payments by The Trust, shall be
accompanied by a Request for Payment from The Children's Trust. If there are subcontractors to this
Contract, 'Subcontractor Verification of Payment' from subcontractors of Provider must be included if the
Request for Payment includes a request for reimbursement in relation to a payment made to a
subcontractor. These forms may be downloaded from The Trust's website. For the purpose of payment
City of Miami Page 24 of 39
Contract #1103-1930, Resolution #2011-07
only, a subcontractor is defined as an independent agency that has entered into agreement with Provider
to perform services pertaining to The Children's Trust funded programs identified in this Contract.
The Children's Trust reserves the right to request any supporting documentation. A final request for
payment (last monthly invoice of the contract term) from Provider will be accepted by The Children's
Trust up to forty-five (45) days after the expiration of this Contract, If Provider fails to comply, all rights
to payment shall be forfeited.
If The Children's Trust determines that Provider has been paid funds not in accordance with this Contract,
and to which it is not entitled, Provider shall return such funds to The Children's Trust or submit
appropriate documentation to support the payment. The Children's Trust shall have the sole discretion in
determining if Provider is entitled to such funds in accordance with this Contract and The Children's
Trust's decision on this matter shall be binding.
In the event that Provider, its independent auditor or The Children's Trust discovers that an overpayment
has been made, Provider shall repay said overpayment within thirty (30) calendar days without prior
notification from The Children's Trust.
If Provider fails to serve the number of participants and/or fails to utilize the funds in accordance with the
Contract, The Children's Trust may amend the Contract to reduce the amount of dollars. Any delay in
amendment by The Children's Trust is not deemed a waiver of The Children's Trust's right to amend or
seek reimbursement for under -serving participants in accordance with the Contract.
In order for a request for payment to be deemed proper as defined by the Florida Prompt Payment Act,
all requests for payment must comply with the requirements set forth in this Contract and must be
submitted on the forms as prescribed by The Children's Trust. Requests for payment and/or
documentation returned to Provider for corrections may be cause for delay in receipt of payment. Late
submission may result in delay in receipt of payment, The Children's Trust shall pay Provider within
thirty (30) calendar days of receipt of Provider's properly submitted Request for Payment and/or other
required documentation.
The Children's Trust shall retain any payments due until all required reports or deliverables are submitted
and accepted by The Children's Trust.
Supporting Documentation Requirements
Provider shall maintain original records documenting actual expenditures and services provided according
to the approved budget and scope of services as required. Supporting documentation shall be made
available and provided to The Children's Trust upon request.
Provider shall keep accurate and complete records of any fees collected, reimbursement, or
compensation of any kind received from any client or other third party, for any Service covered by this
Contract, and shall make all such records available to The Children's Trust upon request. Provider shall
maintain a cost allocation methodology that it uses to allocate its costs. Provider shall use a cost
allocation methodology which assures that The Children's Trust is paying only its fair share of costs for
services, overhead, and staffing not solely devoted to the program funded by this Contract. Such
methodology shall be made available to The Children's Trust upon request.
City of Miami Page 25 of 39
Contract #1103-1930, Resolution #2011-07
GENERAL INFORMATION
Organization Name:
Agency Fiscal Year:
Program lltle:
Agency Budget
Areas in Blue to be completed by the Agency
City of Miami Mayor's Office - Truancy Reduction Program
November 1, 2010 - October 31, 2011
Miami Partnership of the Truancy Reduction Plan / Truancy Court Program
BUDGET REVENUES
Agency Source of Funding
Name of Source of
Matching Funds for the
Program Budget
Program Revenues
Agency Revenues
% of
Agency
Revenues
Trust Amount Requested
5899,269.78
$899,269.70
3.7%
Trust Other Funding
0.00/c
Total Sources of Revenue Other than
The Trust and In -Kind
0.00
23,741,889.38
96.4%
Miami -Dade County Grants(Local)
75,000.60
0.3%
Federal Grants
638,980,78
2.6%
State Grant
• 1,000,000.00
4.1%
Foundations/Charitable Funds
295,000.00
1.2%
Cash/Fees/Other Revenue
0.0%
- Cash
0.0%
- Program Fees
0.0%
- CDS Subsidies for School -Aged
children
0.0%
- Other
21,732,908.00
88.2%
In -Kind Contributions (list below)
236,859.00
236,859.00
0.00
0.03/4
Miami-Dade'County Public Schools
Inklnd Match for space and
operational support
196,859.00
0.0%
llth Judicial Circuit Court Judoe
Court Support
30,000.00
0.00/0
City of Miami"
Administrative Support
10,000.00
0.0%
Subtotal Sources of Revenue Other
than The Trust
236,859.00
23,741,889.38
96:40/o
Total Budget - Revenues
$ 1,136,128.78
$ 24,641,159.16
100.0%
BUDGET EXPENSES
Program Expenses
Agency Expenses
of
Agency
Fxnencec
Total Program Budget
4•5%
Total Agency Other Expenses
-
95.4%
Total Budget - Expenses .
100.0%
Variance
$ 1,136,128.78 I $ 24,641,159.16
Attachment B, Contract #1103.1930, Resolution #2011-007
Page 26 of 39
Rev 4/10
Lemma
Period:
Organization Name: City of Miami Mayor's office - Truancy Reduction Program
November 1, 4010 -October 41,
2011
12
months
Program Budget
Areas in Blue to be completed by the Agency
PROGRAM BUDGET
. • .insert Program Period -
. Insert Program Period .:_
Requested Funding
Matching Funds
3ustificatlon
SALARIES:
% (Amount
% (Amount
List Full -Time Employees
Annual
Salary
position 112 mths)
0.00
wearily smaents, aatrwure ana poor letters, scneoule Iruancy
Child Study Team Meetings, attend meetings, oversee
teacher/counselors at each school and work closely with the
Program Director. Annual Salary is 50,000.00 ($24.04 x 2080
hours)
The TIP Special Programs Specialist currently assists the Program
Director with all aspects of the Truancy grant. TIP Administrative
Assistant maintains all databases, prepares statistical rapists,
assists wllh monitoring of grant deliverables. In addition, he/she is
respor0ible for scheduling all truancy child study team meetings
levels 1 through 3, coordinates and prepares locates with Miami -
Dade Schools Police Department as needed, and also links
parents/guardians and students to needed services,
TIP Coordinator
TIP Special Programs Specialist
50,000.00
45,000.00
•t00%
Ido%
50,000.00
_95,000AO
0.00
0.00
_
Full -Time Total ', ', .'
List Part -Time/Seasonal Employees
- 2.00 . ' 95,000.00
• .:0.00 : 0.00
1-Education initiatives Coordinator
50,000.00
0,00
10%
5,000.00
The Oty's Education Initiatives Coordinator assures contract
compliance, fiscal responslblllry and coordinates the
Implementation of the program between all parties involved.
1- District Director
100,000.00
0.00
1o%
10,000.00
Provides fiscal and programmatic management.
30-School Site Administrators
562,500.00
0.00
10%
56,250.00
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
omrrrdinos
15-School Support Personnel
187,500.00
0.00
10%
18,750.00
Teacher/Counselors will be the care coordinators at the Identified
schools.
2 Circuit Court Judges
300,000.00
0.00
10%
30,000.00
Clerk of the Court Is responsible for generating truancy court
summons, setting court dates, entering court hearing information
into the Miami Dade County Mainframe System; maintaining
truancy court flies; and appearing at all truancy court hearings.
Part -Time Total ' -
""0.00 '-_.0:00
-.• 0.50' • d20}000.00
.. ;
TOTALFTE,SA 1-ARIFS
2.00 $95,000.00
.5D 0120,000.00
FRINGE BENEFITS -
Fica/Mica Rate: 7.65%
7,257.50
9,180.00
W-Comp's Rate:
2.62%
2,489.00
3,144.00
Unemploy • Rate:
0.00
0.00
Retirement Rate:
5.579'.
5,291.50
6,684.00
Other Specify E. provide calculations
Health Ins. Cost per Staff
14%
13,300.00
Ufe ins. Rate:
5%
4,750.00
Rate:
16.15%
15,342.50
. iTOTAL'FRINGE BENEFITS '
$48,440.50
$19,006.00
Exceed 30°r° of TCf Requested Salaries
PROGRAM OPERATING EXPENSES - : i '. .. ...:,:Cost .`t
Travel (other than participants)
1,900.00
-
2 staff persons 35 miles a week per Staff person for meetings,
site vislts, and Children's Trust meetings @ 4,50 a mile x 40
Weeks
dates,
10
1
Bus & Metro -Rail passes for parent conferences, truancy court
or appointments related to interventions, A minimum of
passes per student. (anticipated number of students served
500 value.543.50 oec.Studentl
Travel (participants)
5,250.0D
Meals (participants)
1,479.00
Cost
Conferences
Conference.
.__..
of meals for Family Decision Making Conterences.20
- approximately 15 people per conference ks $4.93
meal reimbursement = $73.95 per Family Decision Making
Conferences take place In the late afternoon &
veninbs.and_last ahnnt_1,_4-hnur-s.ln lennth.______.....- ._..._.._
Space (rent of a building)
_
36,000.00 $3,000
teacher/counselors,
Administrative
Lonfecences„and
a month space and utilities for office space for
Program Director, TIP Coordinator, and TIP
Assistant. City of Miami Space - Meeting Rooms,
2nd-Affice 95 000 00
Utilities (e.g. telephone, utilities)
1,200.00
41,100.00 AT&T
Coordinator
41200.00,
Coordinator,
phones,
Wireless Card service for Program Director and TIP
- $50 per month for 12 months = $600.00 x 2 =
In addition, M-DCPS provides Program Director, TIP
TIP Special Programs Specialist with access to
faxes, computers, and utilities in -kind.
Supplies - office (e.g. paper, printing, postage)
6,000.00
$500 a month for office supplies.
Supplies - program (e.g. curricula, books)
11,271.00
This money Is being utilized to purchase basic neetls Items for
Non -Capital Equipment (less than 01,000) (List each)
' 0.00
- -
7600:00
-"'- '=
M-DCPS provides TIP Coordinator & TIP Program Specllalst with
non -capital equipment. Fax machine and telephones.
Capital Equipment (greater than $1,000) (List each)
•r0.00
- . '20,154.00
Attachment D. Contract A1103.1930, Resolution n2011-007
'IC'I TOW
Line Line
Item Item
% %
11W° B°,
0% 11%
5% 6%
0% 0%
1% 0%
0% 0%
0% 4%
1°/n 1%
3% 1%
0% 0%
0% 0%
0°/, 0%
0% D%
0% 2%
age 27 a13s
Rev 4/10
:Desktop Computers and Punters
!Subcontractors (List each)
0.00
Professional Services/ Independent Contractor
653,229.28
Ontructors
Certified teachers)
Tutor(s)
Consultant(s)
Professional Services - Additlona
ist each)
653,229.28
Miami -Dade County Public Schools
638,980.70
Clerk of the Court
6,328.50
Family Conferencing Decision Making Professional Development -
IChoices et al, Inc.
7,920.00
Other
Advertising
18,000.00
18ackground screening
(Admission to field trips
Other - Additional (List each)
18,000.00
!Program Specific Audit
18,000.00
TOTAL OPERATING EXPENSES: $697,629.28
Administrative/Indirect Costs
(Can not exceed 10%)
6%
58,000.00
TOTAL BUDGET
$899,269.78
Program Budget
20,151.00
f4-DCPS provides program director, TIP coordinator, and TIP
Special Grants Specialist with (iN-KIND)(3) Desktop Computers P
$1,239.00 = $3,702.00; HP Punter 3000 $ 1,161.00; Binding
System 8s $1,895.00, and Ultra tight Proxima N3 $3,393.00.
rnnsuitachinP
_ .1f1.0(1f.On
0.00
I
0.00
0.00
Staff, Part -Time Hourly, and Travel (ln-County, Out of County
and Conference Fees, Hotels, Flight, Meals Per Diem)
Clerk of the Court Is responsible for generating truancy court
summons, setting court dates, entering court hearing information
Into the Miami Dade County Mainframe System; maintaining
truancy court files; and appearing at all truancy court hearings.
Clerk of the Court will be paid 2.8 hours at an average hourly rate
of $22.29 (2:00 p.m. - 4:45 p.m.) and .8 hours at average over-
time hourly rate of $26.75 (4:45 p.m. - 5:30 p.m.) _ $89.16 +
$37.40 (Fringe P 41.95%) for a grand total of or $126.57 a day.
$126.57 x 50 days B $6,328.50
Choices et al, Inc. will provide professional development in the
Family Conferenclng Decision Making Model. Preperatiou and
Supplies: $1,440.00 (12 hrs. x $120.00) 3 Day Training: $
2,880.00 (8 hrs. x 3 days x $120.00 per hour); Follow -Up
Training 6 Co-Fadllta0on to Complete Certification $3,600.00 (10
sessions x 3 hrs. x $120.00)
I
0.00
0.00
$97,851.00
0% 29
0% 09
0% 0%:
0% 0%
0% 0%
0% 0%
0% 0%
73% 57%
0% 0%
0% 0%
0% 0%
0% 0%
73^le 57%
73% 56%
1% 1%
2% 2%
0% 0%
0% 0%
0% 0%
2% 2%
2% 2%
0% 0%
0% 0%
0% 0%
76% 70%
6% 5%
26%I 9236,859.00 - 10000 100%
TOTAL PROGRAM COST (REQUESTED FUNDING AND MATCH) must agree with Total
Program Budget on Agency Budget worksheet
$1,136,126.78
Page 28 of 39
Attachment 8, Contract a1103-1930, Resolution a2011-007 Rev 4/1D
Contract Period
Organization Name: City of Miami Mayor's Office - Truancy Reduction Program
Subcontractor Name: (Miaml-Dade County Public Schools
November 1, 1010 - October 31,
2011
12
months
M-DCPS - Subcontractor Budget
Areas in Blue to be completed by the Agency
PROGRAM BUDGET
...,.:...Insert Program Perind-`_:_
::.. Insert'Program•Penod_,:"
Requested Funding
: Matching Funds
3ustlflcatlon
SALARIES:
% !Amount
% (Amount
List Full -Time Employees
Annual
jalary
Position (17 mots)
Program birector
86,498.12
3004e
06,498.12
0.00
$86,498.12 Research best practices, COOrdinate and facilitate
meetings, analyze data, draft reports of findings Oversee day to
day operations of TIP and Truancy Court functions and manage
grant expectations and data collection. Facilitate collaborators'
communication and assure that planning coordinators input Is put
to use wlORn the current pilot pro0ram. Also recruit new service
partners.
7- Teacher/Counselors (10 months)
49,273.77
70016
344,916.39
0.00
$49,273.77 annual salary teacher/counselors who will be the care
coordinators at the Identified schools, (10 MONTHS)
0.00
0.00
0.00
0.00
0.00
0.00
Full -Time Total
List Part -Time/Seasonal Employees
• 8.00 431,414.51
0.00 0.00
Miami Dade County Public Schools Pollee
20,000.00
1.00
20,000.00
0.00
Miami -Dade School Police will locate students/families for the
delivery of TIP notification and for Truancy Court Summons.
They will additionally Follow up with families If they do not attend
a required meeting. Miami Dade County Public School Officers
will dedicate 575 work hours at a maximum rate of $40.00 per
hour averaging a total of 20 hours per week = $20,000.00.
0.00
- 0.00
0.00
0.00
0.00I
0.00
0.00
0.00
Part -Time Total
1.00 20,000.00
0.00 0.00
TOTAL 170o/SAIARIFS
9.00 $451,414.51
.00 $0.00
FRINGE BENEFITS
FICA/Medicare Rate: 7.65%
34,533.21
0.00
workers Comp Rate:
2.19%
_ 9,885.98
0.00
Unemploy/Llab Rate:
0.63%
396.90
0.00
Retirement Rater'
10.97%
49,520.17
0.00
Other Specify & provide calculations
Health Ins. Cost per FTE:
$7,471.00
59,768.00
$7,471 for 8 full Ume staff personnel only
Life Ins. Rate:
Rate;
M-DCPS Fringe of 13.79% plus FICA above. For 21.44%
TOTAL FRINGE BENEFITS
$154,104.26
$0.00
Exceed 3094: of TCT Requested Salaries
TOTAL PERSONNEL COSTS:
$605,518.77
Cost
PROGRAM OPERATING EXPENSES: Cast
Travel (other than participants)
12,087.01
.
....
Mileage for 7 teacher/counselors t0 conduct home visits and 1
program director (a total of 8 full time staff) to cover costs of
visiting schools, governance board meetings, and service
partners. (40 miles a week' per staff person for home visits
meetings, site visits,:and Children's Trust meetings @ $.50 a
mile, this will Include the cost of tolls and parking fees If
applicable). Cost of Mileage wlthodt tolls'and parking fees Is
$6,640.00(does not include tolls and/or parking.fees) The
program director Is 52 weeks and teacher/counselors Is 40 weeks
a year. Out of county Travel - $5,447.01 for program
director, director, and teacher/counselors to attend conferences
and symposiums.
Travel (participants)
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)
u
Non -Capital Equipment (less than $1,000) (List each)
0.00
0.00
Capital Equipment (greater than $1,000) (List each)
0.00
I 0.00
i
!Subcontractors (List each)
0.00
0.00
IProfessional Services / Independent Contractors
0.00
I 0.00
I Innvctors -
Page-29 13
�n
rCertifletl tEedd ment.8 _ConOac11103-194n InhereOJl+° •r.
:Rev A/1
!Tutor(s)
TCT Tots
Line Lint
Item 94, Item
613% GBr
3% 3°.
71% 714
24% 245
2% 2/
0% Dw
0% 0°F
0% 0%
0% ON
0% OF
D% ON
0% O%
0% 04'
0% 00/
0% 0°l
o% 0.A
0% 0w
0% 04i
0% 0w
0% 0°A
0% 0A
0% OW
0% 0w
Mc DM
5 0% 091
g 0% 09'i
0% D%
: Consultant(s)
Professional Services - Additional (List each)
0.00
Other
21,375.00
' Advertlsin
l Background screening
IAdml5slon to field trips
[Other - Additional (List each)
P1-DCPS Database Customization for Truancy Reports
21,375.00
21,375.00
TOTAL OPERATING EXPENSES:
TOTAL PERSONNEL & OPERATING EXPENSES:
Administrative/Indirect Costs
(Cannot exceed 10%)
$33,462.01
0%
$6311,980.75
TOTAL BUDGET
$638,980.78
M-DCPS - Subcontractor Budget
0.00
0.00
0.00
M-DCPSITS department will create truancy reports, update
truancy screens on database, and provide data for end of the year
analysis electronically: This Is a one time expense.
$0.00
.
$0.00
TOTAL PROGRAM COST (REQUESTED FUNDING AND MATCH) must agree with Total •
Program Budget on Agency Budget worksheet •
Attachment B, Ganlrecl t 103 193D, Reloluikm 82011-007
56311,980.7e
Page 30 of 39
Rev 4/10
0%
0% (
0%
0%
3%
0%
0% i
0% I
3%
3% .
0% 1
0%
0% 1
5% .
100% 100
0% (
0% (
100% 100
Staffing Pia
Organization Name: City of Miami Mayor's Office - Truancy Program
Staffing Plan must EXACTLY match the paid and In -kind staff, volunteers, consultants and sub -contractors described in
Attachment A and listed in the Program Budget. Add or delete rows and adjust links to the Program Budget as
necessary.
Justification
iIG _. .a=.,i * �
- ( J
ifia041 alroW ...staff
E( k{ M
posltiong. r.e added in the
-
Prnram Budgetf'pleaseadd
r
rotas below in the
allP,im gate se4 ii�and
arbast heijfiit � 3> +`
t
ht iz
$' �"
%! (-�
5r ` S f
of
Staff
r�
}
zk ... f hh-#rH �. ,.
^q g t' -C .� i. '� 1.
p j. � � < j n
K y C .i, `i Y} y y ..i
f trailcations
Q l ,
iRe umed Minimum Educatro
e r I& Experience r`
r 4 rt i r
-4 4
liA = r-r4 {�}w 'r
Y'Y ./c
.� (. y, T .,. ( } ^�a S -i4
s 1 f 1
r J
3 "Descrjptron of responstbriittes r i
} y'r, r .i r
s, utlelatedAo the program descrbed m the-Scopehof 4 !
z z
f a Services . F, s,
f i3 tt A�, y .r 6P," ri
-: 5 S �* l 2, "" 5
List Full -Time Employees
Program Director
1
Master's Degree
Research best practices, coordinate and facilitate meetings,
analyze data, draft reports of findings Oversee day to day
operations of 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. Also recruit new service partners.
Teacher/Counselors
7
Bachelor's Degree
Teacher/Counselors will be the care coordinators at the
identified schools.
TIP Coordinator
1
Master's Degree
TIP Program specialist
1
Bachelor's Degree
The TIP Programs Specialist currently assists the Program
Director with all aspects of the truancy grant. TIP
Administrative Assistant maintains all databases, prepares
statistical reports, assists with monitoring of grant
deliverables. In addition, he/she is responsible for scheduling
all truancy child study team meetings levels 1 through 3,
coordinates and prepares locates with Miami -Dade Schools
Police Department as needed, and also links
parents/guardians and students to needed services
0
0
0
0
0
D
0
0
0
0
0
0
List Part -Time/Seasonal
Employees
Miami Dade County Schools
Police
P/T
employ
ees
Police Academy Training
'
Miami -Dade School Police will locate students/families for
the delivery of TIP notification and for Truancy Court
Summons. They will additionally follow up with families if
they do not attend a required meeting.
1- District Director
Certification in K-
12/Adult/Voocational
Administration
Provides fiscal and programmatic management.
Attachment B, Contract # 1103-1930, Resolution # 2D11-007
Page 31 01 3E
Rev 4/1 C
30-School Site
Administrators
Certification in K-
I2/Adult/VoocationaI
Administration
Staffing Pla
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.
0
2 Circuit Court Judges
The _judges will preside over every truancy court hearing or
follow-up hearing.
Professional Services
Intructors
Certified teacher(s)
Tutor(
Consultants)
Miami -Dade County Public
Schools
Clerk of the Court
Clerk of the Court is responsible for generating truancy
court summons, setting court dates, entering court hearing
information into the Miami Dade County Mainframe System;
maintaining truancy court files; and appearing at all truancy
court hearings.
•
Family Conferencing
Decision Making Professional
Development - Choices et
al, Inc.
Choices et al, Inc. will provide professional development in
the Family Conferencing Decision Making Model.
List: Volunteers
Attachment B, Contract f! 1103-1930, Resolution 1J 2011.007
Page 32 of 39
Rev 4/10
ATTACHMENT C:
Programmatic Data and Reporting Requirements
City of Miami Page 33 of 39
Contract #1103-1930, Resolution #2011-07
ATTACHMENT C
Service Partnership
Programmatic Performance and Data Reporting Requirements
Contract .No. 1103-1930
Agency name: City of Miami -Office of the Mayor
Program name: City of Miami Truancy Reduction Plan
Provider shall submit to The Children's Trust individual participant demographics, attendance, and
performance measures as noted in the Scope of Service (Attachment A). Reporting includes electronic
submission of quantity and outcomes data into The Children's Trust web -based reporting system (Data
Tracker) and submission of narrative reports. Provider's use of Data Tracker requires mandatory training
(provided by The Children's Trust) and a user login name.
Minimum standards for performance are described in the sections below, The Children's Trust reserves the
right to evaluate provider performance against the minimum standards and reward providers exceeding
those standards, and/or impose remedies on providers performing below the minimum standards. For mid
and end of the year performance reviews Provider is awarded incremental credit for approaching the
identified performance targets.
ACTIVITIES
• Activities with 3 or more contacts with the same participant (Type 1). Provider will enter into
Data Tracker: demographics of individual participants within seven (7)' days of program enrollment.
Demographics shall be updated regularly when new information is collected (e.g., new address, grade
level).
• Activities with less than 3 contacts per participant (Type 2). Provider will enter into Data
Tracker: Date(s) of event/activity, number of participants served by type (child, parent or other), and
location(s) of event/activity (with address and zip code).
PARTICIPANTS
Participants' demographics (including all the items noted below), shall be entered into The Trust's
electronic web -based reporting system (Data Tracker) within seven (7) calendar days of each
participant's first day of attendance. All demographic information shall be updated on an ongoing basis if
and when new information is collected (i.e., new address, grade level, school).
Demographic information required for CHILD/YOUTH participants with 3 or more contacts '(Type 1
activities):
• Participant's Name (last, first, middle initial)
• Parent's Name (last, first, middle initial)
• Street Address, City, and Zip Code
• Gender (male, female)
• Date of Birth
• Race (American Indian/Alaska Native, Asian, Black/African American, Pacific Islander, White,
Other)
• Ethnicity (Hispanic, Haitian, Other)
• English Proficiency (yes/no)
• Other language(s) spoken (Spanish, Haitian Creole, Other)
• Child's Social Security #
• Child's Miami -Dade County Public Schools ID Number
• Current Grade Level
• Current School Name
• Does child have a Health Insurance? (yes/no)
• Does child have a Disability? (yes/no)
• If disabled, what type? [Autism Spectrum Disorders, Chronic Medical Condition, Developmental
Delay, Emotional and/or Behavioral Disorder, Hearing Impairment (or deaf), Intellectual Disability
(or mental retardation), Learning Disability, Physical Disability, Speech/Language Impairment,
Visual Impairment '(or blind), Other]
• Documentation of Disability (Individualized Family Service Plan; Individualized Education Plan;
Section 504 Plan; diagnosis from a medical doctor, state certified, registered, or licensed
professional; and/or disclosure by a parent/guardian); if child is noted as having a documented
City of Miami Page 34 of 39
Contract #1103-1930, Resolution #2011-07
disability, a hard copy of the selected documentation must be kept within the participant's file for
monitoring purposes.
• Is participant (information to be reported in the Quarterly Narrative Report):
o A child of a migrant farm worker (i.e., parent/caregiver crossed county or state Iines
in search of temporary or seasonal farm work within the past 36 months)
o Involved with the Dependency System (e,g., DCF, Our Kids, full case management
agencies, dependency and family courts)
o Involved with the Delinquency System (e.g., DJJ, Juvenile Services Department,
diversion/Civil Citation programs)
Children with Disabilities - The Children's Trust expects all programs to serve children with
disabilities, regardless of disability type or level, provided they can be safely and reasonably
accommodated in accordance with the American Disabilities Act.
Demographics required for PARENT/CAREGIVER and OTHER (e.g., community members, staff)
participants with 3 or more contacts (Type 1 activities):
• Number of children in their care (for Parents/Caregivers only)
Participant's Name (last, first, middle initial)
• Street Address, City, and Zip Code
Gender (male, female)
Date of Birth
Race (American Indian/Alaska Native, Asian, Black/African American, Pacific Islander, White,
Other)
• Ethnicity (Hispanic, Haitian, Other)
• English Proficiency (yes/no)
• Other language(s) spoken (Spanish, Haitian Creole, Other)
• Participant's Highest Grade of School Completed
PERFORMANCE MEASURES
Recruitment / Attendance - How much are you doing?
• Attendance refers to the actual number of participants (with at least one day of attendance) in a
program. Attendance cannot be entered for a given participant until their demographic information
has been entered in Data Tracker, Contracted number of participants are expected to attend the
minimum number of sessions established in Attachment A (Scope of Services).
• Mid -Year Review Expectation: For type 1 activities, recruitment must be 100% of contracted
participants, as stated in Attachment A, for year-round, programs by the time of mid -year review.
Programs offering services in cohorts will be evaluated based on the number of cohorts expected to
be completed at mid -point. Number of cohorts, including estimated start and end dates of each, must
be listed under the applicable activity in Attachment A. For type 2 activities, recruitment
expectations will be based on the number of events to be completed by time of review.
• End of the Year Review Expectation: For all activities (type 1 and 2), regardless of program schedule
(year-round vs. cohorts), 100% of the contracted number of participants to be served must be
served by the end of the contract period.
Retention / Dosage - How well are you doing? (for activities with 3 or more contacts with the same
participant)
• Retention (also known as "Minimum Dosage") refers to the average number of sessions that
participants have completed compared to the minimum number of sessions necessary to have an
impact (as established in the Scope of Services). All participants with at least one day of attendance
are counted towards retention.
• The Children's Trust recognizes that the number of participants served throughout the contract year
may be higher than the contracted number to be served, and that not all participants will complete
the total number of sessions.
• Mid -Year Review Expectation: Year-round activities are reviewed based on the average number of
sessions attended by the target number of participants compared to the minimum number of
City of Miami
Contract #1103-1930, Resolution #2011-07
Page 35 of 39
sessions expected to be completed. The expected target is 50% completion of minimum number of
sessions at mid -year. For programs with cohorts, the number of cohorts scheduled to be completed
at mid -year is used to determine the expected number of participants meeting the minimum number
of sessions. The expected target is 85% of minimum sessions at mid -year for the target number of
participants enrolled in completed cohort(s).
• End of the Year Review Expectation: Regardless of program schedule (year-round vs. cohorts), 85%
of the contracted number of participants should have completed the minimum number of sessions.
Utilization — How much are you doing?
Utilization refers to the number of participant -days. "Actual" utilization calculates the sum of the total
number of days attended by all participants (with at least 1 day of attendance). "Proposed"
utilization is based on the total number of proposed participants to be served by the total number of
proposed sessions. The actual utilization during the selected time frame is then divided by the
proposed utilization to calculate the Overall Utilization.
• Mid -Year Review Expectations: 50% of the overall utilization across activities is expected. Type 1
activities are also weighted heavier than type 2 activities due to intensity of services (70/30.split). No
points are awarded if the percent achieved is less than 30% of the target.
End of the Year Review Expectations: The Children's Trust requires a 100% overall utilization
achieved by the end of the contract year to be in compliance. No points are awarded if the percent
achieved is less than 60% of the target.
Outcomes — Is anyone better off?
Successful performance measures achievement facilitates changes in program practices and participants'
benefits. The Children's Trust expects all participants with at least one day of attendance to be pre-
tested; those completing the required minimum dosage should also be post -tested.
Matched Sets Compliance
• Matched sets refer to those participants with at least 2 assessments, it could be a pre and post
test, or any assessments administered at 2 separate time periods.
Mid -Year Review Expectations: For year-round programs, the number of participants receiving
pre-tests must be equal to or within an acceptable range (target of 85%) of the number of
participants enrolled during the review period as per Data Tracker (activities under review will be
those associated with specific performance measures as per Attachment A). Programs utilizing
cohorts should have match sets (both a pre and a post-test for a given participant) for at least
85% of those participants meeting the minimum dosage at mid -year.
• End of the Year Review Expectations: All programs should have match sets (both a pre and a
post-test for a given participant) for at least 85% of those participants meeting the minimum
dosage at mid -year.
Outcomes Achievement
• Providers are expected to meet the performance measures as stated in Attachment A (Scope of
Services). Data for all participants with match sets will contribute towards performance goals.
• Mid and End of the Year Expectations: The Children's Trust expects at least 95% achievement. That
is, provider should be no Tess than 5% below the performance measure target percentage. No points
are awarded if the percent achieved is less than 60% of the target.
OUARTERLY PROGRAM NARRATIVE REPORT
• The Program Narrative Report captures a brief report of the program's successes, challenges, and
support needed on a quarterly basis (four reports total over the contract period). A standard Word
document format will be provided and is available for download on The Children's Trust website.
City of Miami Page 36 of 39
Contract #1103-1930, Resolution #2011-07
TRAINING AND QUALITY IMPROVEMENT
• The Children's Trust offers a variety of trainings on important topics to improve service delivery and
contract compliance, enhance administrative capacity, and support program and employee
development. Provider is required to ensure attendance by appropriate agency and/or program staff
at the following trainings annually: New and Renewal Contract Development and Contract
Management trainings, Quarterly Provider Meetings,. and other topical trainings offered throughout
the year.
• AI/ Children Together (ACT) Resource Network (http://ccdh.ora/act/about act/). The Children's Trust
requires that providers offering intensive services to children attend trainings, as offered, to educate
them about the inclusion of children with disabilities. Inclusion of children with disabilities requires
that programs be appropriately adapted to meet the needs of all participating children. The All
Children Together (ACT) Resource. Network is a resource available to Provider for technical
assistance, mentoring, training and consultation regarding provision of services to children with
disabilities.
REPORTING SUBMISSION AND DATA ENTRY
• Participant attendance for a given month shall be entered into Data Tracker by the fifteenth (15th) of
the following month, exclusive of legal holidays or weekends.
• All Outcomes Reports shall be submitted to The Children's Trust monthly by the 15th of each month
for the previous month.
• Narrative reports shall be submitted quarterly to The Children's Trust by the 15th of the month
following the end of the quarter.
SCHEDULE OF REPORTS DEADLINES
Required Report
Reporting
Frequency
Due Date
Outcomes Measurement and Results
(electronic submission in Data Tracker)
Monthly
By 15th of each month for the previous month
Demographics, Attendance, and other
quantity data (electronic submission in
Data Tracker)
Monthly
By 15th of each month for the previous month
Quarterly Program Narrative Report
(Word)
Quarterly
For November, December and January -
DUE FEBRUARY 15, 2010
For February, March and April -
DUE MAY 15, 2011
For May, June and July -
DUE AUGUST 16 2011*
For August, September and October -
DUE NOVEMBER 15, 2011
*If the due date falls on a weekend/holiday, then reports are due the following business day.
PROFILE WITH SWITCHBOARD OF MIAMI
Provider shall create and/or update agency and program profiles, and site(s) information in the
Community Resource Directory maintained by Switchboard of Miami. Provider shall maintain
accurate information for the duration of this Contract term to facilitate referrals. Evidence that the
profile(s) has been created or updated must be provided to the Contract Manager within 30 days of
execution of this Contract.
City of Miami
Contract #1103-1930, Resolution #2011-07
Page 37 of 39
Attachment D
'Program Specific Audit Requirements
The Program Specific Audit is to encompass an audit of The Children's Trust contract(s) in accordance with
section 0.2. Financial Audit and Program Specific Audit as follows (a sample may be found on The Children's
Trust website):
• Submission of: (a) schedule of budget to actual total expenditures by budget category, reflecting
expenditures during the audit period for each The Children's Trust contract by contract number, (b) if
applicable, audit of attendance if payment is based on attendance, or payment as specified in
Attachment B; (c) summary of schedule of prior audit findings, (d) disclosure of any significant
finding(s), (e) disclosure of all questioned costs and liabilities due to The Children's Trust, with a
reference to the contract number involved, and (f) a recommendation for a corrective action plan on
any finding;
• Report whether the schedule of expenditure(s) is fairly stated;
• Provide notes to the schedule of total budget to actual expenditures that describe the significant
accounting policies used in preparing the schedule;
• Report whether contractual matching requirements were met, if applicable;
• Report whether Provider has internal controls in place to provide reasonable assurance of compliance
with The Children's Trust applicable contractual requirements and on the reliability of financial
operations;
• The auditor must include in their testing: testing of the budget versus the actual expenditure, double
billing i.e. billing under The Children's Trust contract the same expenditure that is billed under
another contract and/or revenue source, testing for unallowable expenditures e.g. costs not included
in the approved budget or budget revision and unallowable costs identified in the budget guidelines
included on The Children's Trust website, testing for questioned costs, testing that the Provider billed
and was reimbursed by The Children's Trust in accordance with the method of payment identified in
the Contract and within the Contract period, testing that monies used for the program were for
eligible participants, testing for the supplanting of funds, testing of match requirements, if applicable,
testing of attendance or other unit if the method of payment is other than a cost reimbursement
payment method, and testing of the cost allocation plan to verify that The Children's Trust is paying
only its fair share of costs for services, overhead and staffing.
The auditor's report shall state that the audit was conducted in accordance with the program specific
audit requirements listed in The Children's Trust contract and include the following:
An opinion (or disclaimer of opinion) as to whether the financial statement(s) of Provider is presented
fairly in all material respects in conformity with the stated accounting policies;
An opinion (or disclaimer of opinion) as to whether the schedule of total budget to actual expenditures by
budget category is presented fairly in all material respects in conformity with the stated accounting
policies;
A report on internal control related to The Children's Trust contract, which shall describe the scope of
testing of internal control and the results of the tests;
A report on compliance which includes an opinion (or disclaimer of opinion) as to whether the auditee
complied with laws, regulations, and the provisions of contract(s) with The Children's Trust which could
have a direct and material effect on the program; and
A schedule of findings and questioned costs for The Children's Trust contract that includes a summary of
the auditor's results relative to The Children's Trust and findings and questioned costs.
City of Miami Page 38 of 39
Contract #1103-1930, Resolution #2011-07
ATTACHMENTS
Affidavit for Level 2 Background Screenings
Affidavit Affirming Compliance with
Background Screening for Provider Personnel
and/or Volunteers, Subcontracted Personnel, as applicable
In accordance with Sections 943.0542, 984.01, Chapter 435, 402, 39.001, and 1012.465 Florida
Statutes, and pursuant to the requirements of Paragraph R. Background Screening of this Contract, the
undersigned affiant makes the following statement under oath, under penalty of perjury, which is a first
degree misdemeanor, punishable by a definite term of imprisonment not to exceed one year and/or a
fine not to exceed $1,000, pursuant to Sections 837.012 and 775.082, Florida Statutes.
STATE OF FLORIDA
COUNTY OF MIAMI-DADE
Before me, the undersigned authority, personally appeared (CEO/Executive Director)
Authorized Provider Representative
of (Provider Name)
Name of Contracted Provider
, who being by me first duly sworn, deposes and says:
(Signature of CEO/Executive Director/HR Director) Date
I swear and affirm that the above -named contracted Provider is compliant with the requirements for
personnel background screening detailed in Sections 943.0542, 984.01, Chapter 435, 402, 39.001, and
1012.465 Florida Statutes, as applicable, for all personnel having direct contact with children,
Swornto and subscribed before me at Miami -Dade County, Florida this day of , 2009
by
_Who is personally known to me
Who produced identification:
Type of identification
Signature of Notary Public
State of Florida at Large
Print, type or stamp name of notary public
My Commission Expires:
City of Miami Page 39 of 39
Contract #1103-1930, Resolution #2011-07