HomeMy WebLinkAboutExhibit 1 07-28-11"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning August 1, 2011 through July 31, 2012"
FY 2010-2011
CONTRACT NO. ###-###
BETWEEN THE CHILDREN'S TRUST
AND CITY OF MIAMI
FOR [00S, PP, SPP, etc. ]
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
ne effective term or rills lontract snail De rrom August 1, zulu tnrougn Juw s1, Lu11, SUDJeCt to runa,ng
. 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 $ . The Parties agree that should available funding to The Children's Trust be reduced,
the amount payable under this Contract will be reduced at 'the sole option of The Children's Trust with a
proportionate reduction in the Services. Provider agrees to adhere to Other Fiscal Requirements, Budget and
Method of Payment outlined in Attachment B to this Contract.
City of Miami Page 1 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning August 1, 2011 through July 31, 2012"
C. 1-1JLAL MAP AIUCMCIV I
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
�nudren s i rust, the equipment wiii oe returnea to .i ne Lninarenis i rust unless it is rully depreciated. uwnersnip
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.
m the event tnat property or i ne Lniiorenrs i rust is eitner damaged, lost, or stolen, wniie in Providers
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 ana Juncontracts
Provider shall not assign this Contract to another party. .Provider shall not subcontract any Services under this
Contract without prior written approval of The Children's Trust. In any subcontract, Provider shall incorporate
appropriate language from this Contract into each subcontract and shall require each subcontractor providing
Services to be governed by the terms and conditions of this Contract. Provider shall submit to The Children's
Trust a copy of each subcontract to this Contract, within thirty (30) days of its execution. All sub -contractors of
Provider must agree to be monitored by Provider and/or on behalf of The Children's Trust in the same manner as
Provider under the terms of this Contract. Provider acknowledges and agrees that The Children's Trust and any
subcontractor to this Contract have authority to communicate and exchange information about contract,
program, and/or fiscal issues. Provider waives any and all claims, demands, and/or legal action based upon any
such communications.
Provider shall be responsible for all Services performed, and all expenses incurred, under this Contract, including
services provided and expenses incurred by any and all subcontractors: The Children's Trust shall not be liable
to any subcontractor for any expenses or liabilities incurred under any subcontract, and Provider shall be solely
liable under any subcontract. Subject to the limitations and sovereignimmunity provisions of Florida Statutes
City of Miami Page2of31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning August 1, 2011 through July 31, 2012"
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.
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 shall not use any funds under this Contract, or any other funds provided by The Children's Trust, for any
legal rees, or ror any action or proceeaing against i ne Lnnorens i rust, 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 ana sovereign immunity provisions or riorlaa Jtatute, Sec. io .L5, Provider snail
indemnify and hold harmless The Children's Trust and its officers, employees, agents and instrumentalities from
any and all liability, losses or damages, including attorneys' fees and costs of defense, which its officers,
employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or
proceedings of any kind or nature arising out of, relating to or resulting from the performance of this. Contract by
Provider or its employees, agents, servants, partners, principals or subcontractors.
subject to the limitations and sovereign Immunity provisions.or rionaa statutes, Jec. /bt5.L25, vroviaer snail 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.
Ca. LOIN YKItall S ANL) KiLit1I ICJ fJAIA/MAItK1ALS
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,
proviaea tnat sucn use noes not compromise the vaiiaity or any copyngnt, trademark or patent. it 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
I rust, proviaea tnat sucn use aoes not compromise the validity or sucn copyngnt, trademark or patent.
H. OWNERSHIP AND LICENSING OF INTELLECTUAL PROPERTY
City of Miami Page 3 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 201.1-2012 tor new grant
term beginning August 1, 2011 through July 31, 2012"
This Contract is subject to the provisions, limitations and exceptions of Chapter 119, Horida Statutes, regarding
public records. Accordingly to the extent permitted by. Chapter 119, Honda 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 Ha. 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
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 tunding disbursements, or tails 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;
1. 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. rails to ruirni in a timely ana proper manner any ana an or its obligations, covenants, contracts ana
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. 1 ne Children's I rust may, at its sole discretion, enter into' a written pertormance 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 Contractand shall not affect or render
City of Miami Page 4 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning August 1, 2011 through July 31, 2012"
void or voidable any other provision contained in this Contract, costs, or any judgments entered by a court of
appropriate jurisdiction.
D. ne Lnuaren s i rust may suspena payment in wnoie or in part unoer tnis Lontract oy proviaing 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 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 proviaea ror in sucn otner contracts ror services tnat were perrormea ana/or ror aeliveranies tnat
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
specirying the aate or termination at least rive;(5)ousiness clays nerore the errective aate or 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 tnat 1 ne Lnnaren's 1 rust snail continue to review ana pay vennaole requests ror payment ror services
that were performed and/or deliverables that were substantially completed at the sole discretion of The
Children's Trust prior to the effective date of such termination; and/or (d) terminate or cancel, without cause,
any other contracts entered into between The Children's Trust and Provider by providing separate written
notice to Provider of each such termination and specifying the effective date of termination, which much be
at least five (5) business days before the effective date of termination, in which event The Children's Trust
shall continue to review and pay verifiable requests for payment as provided for in such other contracts for
services that were performed and/or for deliverables that were substantially completed at the sole discretion
of The Children's Trust prior to the effective date of such termination. Provider shall be responsible for
reasonable direct and indirect costs associated with such termination, including reasonable attorney's fees.
d. The Children's Trust may seek enforcement of this Contract against Provider including but not limited to filing
an action with a court of appropriate jurisdiction. Provider shall be responsible for reasonable direct and
indirect costs associated with such enforcement against Provider, including reasonable attorney's fees, costs,
and any judgments entered by a court of appropriate jurisdiction, including reasonable direct and indirect
costs and reasonable attorneys' fees through conclusion of all appellate proceedings, and including any final
settlement or judgment.
e. The provisions of this Paragraph I shall survive the expiration or termination of this Contract.
J. TERMINATION BY EITHER PARTY
The parties agree that this Contract may be terminated by either party by written notice to the other party of
intent to terminate at least thirty (30) calendar days prior to the effective date of such termination.
K. INSURANCE REQUIREMENTS
vroviaer snag nave 1'roviaers insurance agent(s) provioe to -i ne unitaren's irust witnln du clays or 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
City of Miami Page 5 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning August 1, 2011 through July 31, 2012"
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 snaii 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 Horida
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
floury i ne Lniiaren's I rust and tne City or ivuami, and provide tne necessary certificate or insurance or otner
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
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 aria the aay roiiowing 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
noiaer, out are not requirea to oe namea as an Haaitionai insured. Nroressionai Liaoility 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 ot Miami must be shown on the evidence ot 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
City of Miami Page 6 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning August 1, 2011 through July 31, 2012"
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 or any change in Provider's Scope or services, Attachment A, I ne C;hiidren's I rust 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.
In the event that an insurance policy or coverage(s), as applicable, is canceled during the effective period of this
Contract, The Children's Trust shall withhold all payments from Provider until a new Certificate of Insurance or
other. evidence of coverage(s) required under. this section is submitted and approved by The Children's Trust.
The new insurance policy or other evidence of coverage(s) shall cover the time period commencing from the date
of cancellation of the prior insurance policy or other evidence of prior coverage(s).
The Children's Trust may require Provider to furnish additional and different insurance coverage, or both, as may
be required from time to time under applicable federal or state laws or The Children's Trust requirements.
Provision of insurance or other evidence of coverage(s) by Provider, in no instance, shall be deemed to be a
release, limitation, or waiver of any claim, cause of action or assessment that The Children's Trust may have
against Provider for any liability of any nature related to performance by Provider under this Contract or
otherwise.
All insurance required hereunder may be maintained by. Provider pursuant to a master or blanket policy or
policies of insurance.
L. PROOF OF TAX STATUS
Provider is required to keep on file the following documentation for review by The Children's Trust.
• If required as applicable to Provider, the Internal Revenue Service (I.R.S.) tax status determination
letter;
• The most recent (two years) I.R.S. form 990 or applicable tax return filing within:six (6) months after
Provider's fiscal year end or other appropriate filing period permitted by law;
• If required by applicable law to be filed by Provider, IRS 941 - quarterly federal tax return reports
within thirty-five (35) calendar days after the quarter ends and if applicable, state and federal
unemployment tax filings and if the 941 and unemployment tax filings reflects a tax liability, proof of
payment must be submitted within sixty (60) calendar days after the quarter ends.
M. NOTICES
Written notices pursuant to this Contract shall be sent to the addresses for each Party appearing on the first page
of this Contract. Notices to The Children's Trust shall be marked to the attention of its President/CEO. Notices to
Provider shall be marked to the attention of the City Manager. It is each Party's responsibility to advise the other
Party in writing of any changes in responsible personnel for accepting Notices under this Contract; mailing
address, and/or telephone number.
City of Miami Page 7 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust FY 2011-2012 for new grant
term beginning August 1, 2011 through July 31, 2012"
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.
0. 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 beretained 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 trom it or until the end ot 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, tor 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 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 inaccordance 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 ot 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.
City of Miami Page 8 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning August 1, 2011 through July 31, 2012"
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
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
City of Miami Page 9 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning August 1, 2011 through July 31, 2012"
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
terms of this Contract and any action involving the enforcement or interpretation of any rights hereunder shall be
submitted to the jurisdiction of the state courts of the Eleventh Judicial Circuit, in and for, Miami -Dade County,
Florida.
R. BACKGROUND SCREENING
In accordance with Sections 943.0542, 984.01, Chapter 435, 402, 39.001, and 1012.465 Florida Statutes, as
applicable, employees, volunteers and subcontracted personnel who work in direct contact with children or who
come into direct contact with children must complete a satisfactory Level 2 background screening. Level_2
Background screenings must be completed through the Florida Department of Law Enforcement (FDLE), VECHS
(Volunteer & Employee Criminal History System) Program. Satisfactory background screening documentation will
be accepted for those agencies that already conduct business with either the Department of Children and
Families (DCF) or the Department of Juvenile Justice (DJJ) or the Miami Dade County Public School System
(MDCPS). A clearance letter from MDCPS Office of Employment Standards indicating the person has successfully
completed a Level 2 screening will be accepted.
If background screenings are completed with VECHS, then Provider shall complete an Attachment E: "Affidavit
for Level 2 Background Screenings" each for contract term. The Affidavit will cover employees, volunteers, or
subcontractors performing services under this contract who are required to complete a Level 2 background
screening as defined in this section. Provider shall keep Attachment E: "Affidavit for Level 2 Background
Screenings" in Provider's personnel, volunteers, and/or sub -contractors files.
City of Miami Page 10 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning August 1, 2011 through July 31, 2012"
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
convicted vendor list following a conviction for a Public Entity Crime may not submit a bid on a contract to
provide any goods or services to The Children's' Trust, may not submit a bid on a contract with The Children's
Trust for the construction or repair of a public building or public work, may not submit bids on leases of real
property to The Children's Trust, may not be awarded or perform work as a Provider supplier, sub Provider, or
consultant under a contract with The Children's Trust, and may not -transact any business with The Children's
Trust in excess of the threshold amount provided in Section 287.017, Florida Statutes, for Category Two
purchases for a period of thirty-six (36) months from the date of being placed on the convicted vendor list.
Violation of this section shall result in cancellation of this Contract and recovery of all monies paid hereto, and
may result in debarment from The Children's Trust's competitive procurement activities.
3.. Conflict of Interest
Provider represents that the execution of this Contract does not violate Miami Dade County's Conflict of Interest
and Code of Ethics Ordinance, www.miamidade.gov/ethics/library/Ethics-Brochure-2005.pdf and Florida Statutes
§112 as amended, which are incorporated herein by reference. as if fully set forth herein. Provider agrees to abide
by and be governed by these conflict of interest provisions throughout the course of this Contract and in
connection with its obligations hereunder.
City of Miami Page 11 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning August 1, 2011 through July 31, 2012"
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. 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.
City of Miami
Contract #XXX-xxxx, Resolution #2010-xx
Page 12 of 31
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning August 1, 2011 through July 31, 2012"
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 and .Program_Name 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 Program Name esta financiado_por El Fidecomiso de los Ninos (The Children's Trust). El
Fidecomiso de los Ninos es una fuente de financiacion, establecida por referendum para mejorar las vidas de
ninos y familias en el Condado de Miami -Dade.
Kreyol:
City of Miami and Program Name finanse_pa "The Children's Trust". Trust 1a, 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.
City of Miami Page 13 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning August 1, 2011 through July 31, 2012"
Note: In cases where funding by The Children's Trust represents only a percentage of Provider's overall funding,
the above language can be altered to read "The (organization) is funded in part by The Children's Trust..."
Y. HEADINGS, USE OF SINGULAR AND GENDER
Paragraph headings are for convenience only and are not intended to expand or restrict the scope or substance
of the provisions of this Contract. Wherever used herein, the singular shall include the plural and plural shall
include the singular, and pronouns shall be read as masculine, feminine or neuter as the context requires.
THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK
City of Miami Page 14 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning August 1, 2011 through July 31, 2012"
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#
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:
Julie O. Bru, City Attorney County Attorney
Date: Date:
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 15 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning August 1, 2011 through July 31, 2012"
ATTACHMENT A:
Scope of Services
City of Miami Page 16 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning August 1, 2011 through July 31, 2012"
Attachment A
Initiative:
Agency name:
Contract No.
Program. name:
1. Description of Services (Limit to 100 words):
2. Target Population or Participants (Include numbers in table and a narrative description of
participant characteristics, including ages, geography, disabilities, etc.):
�`� _
y ` -
na n
"��.�Tdam�rofAuduplated
�
�
� � ; _
.5" ze f. c +. ;ia vt�. }r' -r- t -? d.3 .
�ioanurnbe°fpartipnts
art« an sgex 'ern ip recelve�
i_ntensivegypetitservices,�5
( Motritendedgcgntacts)at Q ,
. rrs r x a - ra
'expeeted to eceiu Tvpe 2 � f
Partrcipant
� seru, ces,
(less,than 3 i_ntendedcon"taet -
Children/Youth
Children/Youth
Parents/Primary Caregivers
Other populations (e.g., staff
professionals, general public)
Description of participants to be served:
3. Service Locations:
r FZ
lo,- , ---; ,
SiteName
< ^y'y-u,: r*"i�' 'h'� 'i
���LS. �.��"�aMA�.n �'�w'id
ass 7 J
sa<t
`�%
yi.3N �"'.iFF
�� f
� �� S1. e Addtess �'
�'Y^'"�I ir.yr�+J,h`ir
��i�kM a� ..._f. �.ikt.w �F ,...,_i.4....�s, emu.
.n,�" .SYL
a
"1..`.f"•
t¢+a�.0 e�?J _
�: Tieg.+C+'-'F Ai�x-{r �x5
e� umber
SiterPhon N xrs
+t..vt.,V. ^,x. }
�
_ .._ s
,�F
_c..r
City of Miami
Contract #XXX-xxxx, Resolution #2010-xx
Page 17 of 31
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning August 1, 2011 through July 31, 2012"
4. Performance Measures:
a. Quantity - "How much will we do?"
TYPE 1 ACTIVITIES (3 or more contacts with participants)
[+ (.- `7 S'+Ye ... .:.Ysm I"�'4't .,. ay'' 'Y 'W Sr„Y
r � . �
:Actiuites/Se vicName`&Description ,F
'17,,y �hrn . e , ?;? .: r4,:l �Sl`?,T ' i "i.u5?�-s ue %7'.'T+=. .f pS%�.s S ---;
w - Include'-frequency,glen,gth�& d=yratronreoAfsessions,R YP
we ?�ein,ae,N .` "., "y^..'ect,iu?7iivxll�.ro� fc-; r <73 -a�=t a..F}�xY� ;c_n ale ''?" c ?
i as,we�lFas Chernumber�pfi:cycles2expecte�,to ber
r� xY .Gn . fi . =, i s ": `r'YY ..'"' ^r 1�2f ,til, ;� ci c� :�.r s° .-
; s offered and tentative schedule) ,< ..-,., , h
F , i (` y t 4 l
'T°tal # u duplIca #ed
�pai ticipantsto bef{��
;, F':.r.(,ff .:'pi'-ga :: y V
served (specify if �
-`�'_. 3f` i 'r,Y'9"z
- , chiidreri, duth, g
s.�.7n-. x
<parents{;or others): i.
S� .! fLY
f ' Exile etl f .a xr:
Minimum # of�A.
tp y} ss ,,Tl at. t` m: r"s¢ �rf vF M.. r.
Ya�X4sesstonsKa, y
y yz
rs,�,particcipant will
E nj
T it complete
TYPE 2 ACTIVITIES (less than 3 contacts with participants)
yy t:,. ..*. ,,; i �, .. �.
NS.Nlsi- ..n r �'.'YA �... 4 ."' �7., ce.: t�' "�3 }5( 42GSp = i+C`3��
'
� :'4. 1:., ,-� . - :... . e . '...;,,
,,,Actin t,;es/ :er,V ce^..ameE& Descr .t onk�
{& tluration of,`sessions
(Inc ude frequent: -. - v. g f . r _ a
. � � 15andirtentatiuetschedulea) ,
,ten
parents
"
i�rat"f ��j•#} F 4
otals# partleepants- s
",, +-�..'f,,1'e
a seriued (5pec�fy
f childrenyouth;
•�
or of ters}
�,{rota 1#ioffry.,
" `L'7� �%6 �%.^.'�4r J"'f njf
;session`s to{ber, .;
offered`by
oulder across
c. _cles and saes
y
TYPE 3 ACTIVITIES (Other deliverables that are not direct services)
,SPActivities Name& Descri. tion;
..Ca.unt/N u mfer_
b. Quality -"How well will we do it?"
In this section Provider must describe how quality of the program would be assessed. Some
examples include: 1) procedures or measures to ensure fidelity to the curriculum and quality
assurance; and 2) assessment of participants' satisfaction.
City of Miami
Contract #XXX-xxxx, Resolution #2010-xx
Page 18 of 31
"Form to be updated by City and Trust FY 2011-2012 for new grant
term beginning August 1, 2011 through July 31, 2012"
c. Outcomes — Measuring "Is anyone better off?"
' .a+.+ x,:
:�
. 4. 5� CL-. 1..,,
tied-w,
..�-�1 `'u 'f
a1.i.C- t LP.i i W"um9a4f `43' i-
Tit taVsour�ce% )
`,� ,
h# ea�urenn> �
. ' gl
':N i R G541 is
Imin(�
`14'
°
��
�+` +
M.:Nr��%4��
g
n�
d"F
i 'h�
wil ool
?
�
*Please list the activity directly associated with the stated outcome (e g. activity in
administered).
5. Evidence -Based Programs (EBP)
All strategies funded by The Children's Trust should deliver high quality, evidence -based practices that are
strength -based, family -centered, accessible, respectful of -diversity and mindful of community contextand
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.
'ice Ac ivy �Serv�c0-7 ame r ,
g. T _� t , - :
(f-.0 Sectlon� above) ,-_�
"•`�
.. Ai
xEv1dence ba 6
4x� x� ors
. _ a F �
rogramF,
_-' ti
-,
.r_.
Y kw r Q * >
r� Destgnating�A9e Y
._ �. ..._,_ r. _
*Please list the name of the agency/organization that awarded the program evidence based status (e.g.
Department of Juvenile Justice, Substance Abuse and Mental Health Services Administration, etc).
6. Staff Qualifications:
Provider represents that all persons delivering the Services required by this Contract have the knowledge and
skills, either by training, experience, education, or a combination thereof, to adequately and competently
perform the duties, obligations, and Services set forth in the Scope of Services (Attachment A) and to
provide and perform such Services to The Children's Trust's satisfaction. All persons delivering the services
described herein must be included in the Staffing Plan worksheet in the Budget (Attachment B).
City of Miami
Contract #XXX-xxxx, Resolution #2010-xx
Page 19 of 31
"Form to be updated by City and Trust for FY 2011-2012 for new► grant
term beginning August 1, 2011 through July 31, 2012"
ATTACHMENT B:
Other Fiscal Requirements, Budget and
Method of Payment
City of Miami Page 20 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning August 1, 2011 through July 31, 2012"
ATTACHMENT B
OTHER FISCAL REQUIREMENTS, BUDGET and METHOD OF PAYMENT.
Advance payment requests
The Children's Trust offers advance payments up to 15% of the total contract amount. Advance requests
shall be limited to governmental entities and not -for -profit corporations, in accordance with subsection
216.181 (16) (b), F.S. The advance request is to include the amount requested and the justification.
Advance payment requests must be submitted using the designated form and must be approved in
writing by The Children's Trust's Contract Manager and Chief Financial Officer or their designee(s).
Advanced funds if not used shall be invested by Provider in an insured interest bearing account, in
accordance with subsection 216.181 (16) (b), F.S. Interest earned on advanced funds shall be returned
to The Children's Trust on a quarterly basis or applied against the amount of the contract owed by The
Children's Trust.
Advance payment
Within 60 calendar days of receipt of an advance, Provider shall report the actual expenditures paid by or
charged to the advanced funds using the reporting "invoice" form provided by The Children's Trust. If
the "invoice" amount is less than the amount advanced, The Children's Trust will deduct the difference.
from the next applicable monthly payment request. Provider may request, in writing, an extension of the
repayment of the advance. A fiscal need must be clearly demonstrated and substantiated by Provider in
order for an extension request to be considered by The Children's Trust.
Budget revisions
Budget revision(s) require prior written approval from the Contract Manager and The Children's Trust's
Chief Financial Officer or their designee(s). Request for budget revisions must be submitted to the
Contract Manager using the appropriate form, as determined by The Children's Trust. Provider must
request a budget revision to add, delete, and/or modify any line item(s). Budget revisions cannot be used
to modify the total contracted amount nor can they be used to modify the Scope of Services. No more
than two (2) budget revisions may be approved during the contract term. Budget revision requests must
be submitted sixty (60) days prior to the expiration of Contract. Budget revisions will be incorporated
into the Contract.
Indirect Administrative Costs
In no event shall The Children's Trust fund indirect administrative costs in excess of ten (10%) percent of
the total contract amount.
Cost Reimbursement Method of Payment
The parties agree that this is a cost reimbursement method of payment contract; Provider shall be paid in
accordance with the approved budget and/or approved budget revision as set forth in this Attachment.
Provider also agrees to timely pay its subcontractors, vendors, and employees for the fulfillment of
services provided in this Contract.
Invoice Requirements.
Provider shall submit an original request for payment, in the format prescribed by The Children's Trust
and in accordance with the approved budget or approved budget revision(s). The request for payment is
due on or before the fifteenth (15th) day of the month following the month in which expenditures were
incurred (exclusive of legal holidays or weekends). The Children's Trust agrees to reimburse Provider on
a monthly billing basis. Every request by Provider for payment for services provided, work performed, or
costs incurred pursuant to this Contract, except for any advanced payments by The Trust, shall be
accompanied by a Request for Payment from The Children's Trust. If there are subcontractors to this
Contract, 'Subcontractor Verification of Payment' from subcontractors of Provider must be included if the
City of Miami Page 21 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning August 1, 2011 through July 31, 2012"
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
only, a subcontractor is defined as an independent agency that has entered into agreement with Provider
to perform services pertaining to The Children's Trust funded programs identified in this Contract.
The Children's Trust reserves the right to request any supporting documentation. A final request for
payment (last monthly invoice of the contract term) from Provider will be accepted by The Children's
Trust up to forty-five (45) days after the expiration of this Contract. If Provider fails to comply, all rights
to payment shall be forfeited.
If The Children's Trust determines that Provider has been paid funds not in accordance with this Contract,
and to which it is not entitled, Provider shall return such funds to The Children's Trust or submit
appropriate documentation to support the payment. The Children's Trust shall have the sole discretion in
determining if Provider is entitled to such funds in accordance with this Contract and The Children's
Trust's decision on this matter shall be binding.
In the event that Provider, its independent auditor or The Children's Trust discovers that an overpayment
has been made, Provider shall repay said overpayment within thirty (30) calendar days without prior
notification from The Children's Trust.
If Provider fails to serve the number of participants and/or fails to utilize the funds in accordance with the
Contract, The Children's Trust may amend the Contract to reduce the amount of dollars. Any delay in
amendment by The Children's Trust is not deemed a waiver of The Children's Trust's right to amend or
seek reimbursement for under -serving participants in accordance with the Contract.
In order for a request for payment to be deemed proper as defined by the Florida Prompt Payment Act,
all requests for payment must comply with the requirements set forth in this Contract and must be
submitted on the forms as prescribed by The Children's Trust. Requests for payment and/or
documentation returned to Provider for corrections may be cause for delay in receipt of payment. Late
submission may result in delay in receipt of payment. The Children's Trust shall pay Provider within
thirty (30) calendar days of receipt of Provider's properly submitted Request for Payment and/or other
required documentation.
The Children's Trust shall retain any payments due until all required reports or deliverables are submitted
and accepted by The Children's Trust.
Supporting Documentation Requirements
Provider shall maintain original records documenting actual expenditures and services provided according
to the approved budget and scope of services as required. Supporting documentation shall be made
available and provided to The Children's Trust upon request.
Provider shall keep accurate and complete records of any fees collected, reimbursement, or
compensation of any kind received from any client or other third party, for any Service covered by this
Contract, and shall make all such records available to The Children's Trust upon request. Provider shall
maintain a cost allocation methodology that it uses to allocate its costs. Provider shall use a cost
allocation methodology which assures that The Children's Trust is paying only its fair share of costs for
services, overhead, and staffing not solely devoted to the program funded by this Contract. Such
methodology shall be made available to The Children's Trust upon request.
City of Miami Page 22 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning August 1, 2011 through July 31, 2012"
ATTACHMENT C:
Programmatic Data and Reporting Requirements
City of Miami Page 23 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning August 1, 2011 through July 31, 2012"
ATTACHMENT C
Program/Initiative
Programmatic Performance and Data Reporting Requirements
Contract No.
Agency name:
Program name:
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 Tess 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]
City of Miami Page 24 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning August 1, 2011 through July 31, 2012"
• 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
disability, a hard copy of the selected documentation must be kept within the participant's file for
monitoring purposes.
• Is participant (information to be reported in the Quarterly Narrative Report):
o A child of a migrant farm worker (i.e., parent/caregiver crossed county or state lines
in search of temporary or seasonal farm work within the past 36 months)
o Involved with the Dependency System (e.g., DCF, Our Kids, full case management
agencies, dependency and family courts)
o Involved with the Delinquency System (e.g., DJ], 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.
City of Miami Page 25 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning August 1, 2011 through July 31, 2012"
• 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
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.
City of Miami Page 26 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning August 1, 2011 through July 31, 2012"
• 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.
QUARTERLY PROGRAM • NARRATIVE REPORT
• The Program Narrative Report captures a brief report of the program's successes, challenges, and
support needed on a quarterly basis (four reports total over the contract period). A standard Word
document format will be provided and is available for download on The Children's Trust website.
TRAINING AND QUALITY IMPROVEMENT
• The Children's Trust offers a variety of trainings on important topics to improve service delivery and
contract compliance, enhance administrative capacity, and support program and employee
development. Provider is required to ensure attendance by appropriate agency and/or program staff
at the following trainings annually: New and Renewal Contract Development and Contract
Management trainings, Quarterly Provider Meetings, and other topical trainings offered throughout
the year.
All Children Together (ACT) Resource Network (http://ccdh.orq/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 Monthly
(electronic submission in Data Tracker)
Demographics, Attendance, and other Monthly
quantity data (electronic submission in
Data Tracker)
By 15th of each month for the previous month
By 15th of each month for the previous month
Quarterly Program Narrative Report Quarterly For August, September and.October -
(Word) j DUE NOVEMBER 15, 2010
For November, December and January -
DUE FEBRUARY 15, 2011
For February, March and April -
DUE MAY 16 2011*
City of Miami Page 27 of 31
Contract #XXX-xxxx, Resolution #2010-xx
WebUrants - Uhi.ldrens 1 rust
rage _ ul zz,
Ciw„V P4 IfM 41 P 4W I
11
1 ti
Wicin41 fv.i::si
... is .. nx..,.
City of Miami Beach CRA:
City of Miami Omni CRA:
City of Miami Southeastern ParkwestlOvertown CRA:
No
No
No
Program and Participant Information
Program Information
Brief Program/Service Summary:*
Describe what services are being proposed through this program briefly. The summary statement must include the following in this order: agency
name, program name, program's timeframe (after -school and/or summer), population served (number to be served, age range and identification
as serving general population and children with disabilities (or CWD only/primary) including specific disabilities if targeted. as well as any other
significant demographics descriptions), geographic area primarily served, and primary program activities. (100 word limit)
The City of Miami (City) Grants Administration Department's Miami Learning Zone program (MLZ) proposes an after -
school and Saturday school for 100 general population children ages 5-11; 10 with a disability. These children reside
primarily in Liberty City, are 3.04% Hispanic, 94.69% Black, 0.59% White, 1.68% other. The City will deliver academic
literacy services (Lit Art Learn); physical activity (SPARKS and yoga); social skills -building (Skillstreaming); family
involvement (via field trips); nutrition; enrichment via arts expression (Arts for Learning); violence prevention services
(GREAT by Miami Police officers); and single -sex mentoring by 5000 Role.Models and. Strong Women, Strong Girls in
a seamless delivery model to build position children to succeed.
Program Timeframes: After -School only
Program Slots and Services for Children with Disabilities
Child slots are the numbers of seats a program expects to fill each day the program operates, or the program's capacity to serve the same
number of children daily. The Children's Trust expects that all programs will be inclusive of children with disabilities and their families regardless
of the level of severity of disability, provided they can be safely and reasonably accommodated. For applicants with a history of providing Trust -
funded OOS programs, children with disability slot numbers should be in line with the past numbers served, with a minimum of 5% of all slots.
New applicants who have not previously provided Trust -funded COS services must propose a minimum of 5% of slots for children with
disabilities.
Enter the total number of child slots proposed across all sites for the after -school period.
After -school child slots: 100
Enter the expected number of these after -school slots to be filled by children with disabilities. Estimate based on history of providing these or
similar services.
After -school children with disabilities slots: 10
Enter the total number of child slots proposed across all sites for the summer period.
Summer child slots: 0
Enter the expected number of these summer slots to be filled by children with disabilities. Estimate based on history of providing these or similar
services.
Summer children with disabilities slots: 0
Applicant's qualifications to serve children with disabilities and -their families:*
Describe the applicant's qualifications and experience working with children who have disabilities and their families, including a description of the
functional levels of support you are equipped to provide, the specific types of disabilities of children previously or currently served, approach to
inclusion and formal trainings completed (e.g., through the ACT Resource Network). (250 word limit, or approximately 1/2 page)
mhtml:file://\\riverside\City\DS 1 \EBalsera\Documents\miamilearningzoneFINAL.mht 6/9/2011
WebGrants - Childrens Trust rage 4 of 22
Qualifications and experience: The City of Miami has been delivering academic, recreational and daily living skills
programs for individuals with a variety of disabilities for over thirty years. There are various programs available for the
participation for all persons with disabilities within the City of Miami and Miami -Dade County. Among the programs
available are A.D.T. Adult Day Training Program, Afterschool Program & Summer Camp, MAGIC Miami's Accessible
Guide to Inclusion in Our Community, and Project SEARCH Miami. Since 2005, MLZ's certified teachers have
benefitted from the City's experience and their own required training to be prepared to work successfully with over 65
children with disabilities since the launch of MLZ.
Functional levels of support: The City of Miami is equipped to provide services for those with developmental,
intellectual, and physical disabilities, is ADA compliant, and provides training for City staff in cultural competency as it
relates to individuals with disabilities.
Specific types of disabilities served: MLZ typically services 8% Special Needs; 2% Developmental Disabilities.
Approach to inclusion Leveraging this experience, MLZ program is equipped to provide persons with intellectual and
physical challenges equal access to recreational, leisure, and cultural activities and to enhance their quality of life
and inspire confidence and foster independence.
Formal trainings completed Miami -Dade County Public Schools, Division of Special Education, Transition Program
Designation; Department of Education, Florida: 1) Agency for Persons with Disabilities, Medicaid Medwaiver Provider•.
2) Division of Vocational Rehabilitation, Supported Employment Provider; Social Security Administration, Ticket to
Work,' Employment Network Provider.
Participants by Grade - All participant numbers should represent the unduplicabd counts of unique
children to be served
The total for participants by grade should match the total for participants by age. OOS services are not being funded for preschool or high school
students in this funding opportunity. Applicants serving these grade levels should look to the Early Childhood Development and Youth
Development funding opportunities, respectively.
Elementary school students (generally ages 5-11): 100
Middle school students (generally ages 11-14): 0
Participants by Age - All participant numbers should represent the unduplicated counts of unique
children to be served
The total for participants by grade should match the total for participants by age. OOS services are intended for elementary and middle school
students, ages 5 and up only. For services to children birth to 4, please look to the Early Childhood Development funding opportunity. In addition,
for services to high school youth, please see the Youth Development funding opportunity.
Children age 5 (who are enrolled in elementary school):
Children ages 6-12 (includes elementary and middle school):
Children ages 13+ (who are enrolled in middle school):
Enrollment Requirements
0
100
0
Is the program universal/open for enrollment to anyone in the community, or limited to members of particular group(s) (ex., students attending a
particular school, families living within a specific geographic area, girls only, etc.)?
Enrollment type: universal enrollment/open to anyone
Target Population Description:*
Describe the people expected to be served, including any program entry criteria/requirements if the program is limited to particular group(s). If
enrollment is limited to members of a particular group, describe the group to be served and explain the rationale for limiting participation to the
selected population. If program is universal/open to anyone, describe the expected demographic characteristics (ex., sex, age, race, ethnicity,
etc.) and relevant.nsk/influencing factors (ex., poor school performance, low income, recent immigration, etc.) of participants, based on program
history or location. Vulnerable populations of interest to The Trust include children with disabilities, children of migrant parents, children of military
families, and children involved in the dependency or delinquency systems. (250 word limit, or approximately 1/2 page)
Program Criteria: Miami Learning Zone's (MLZ) only criteria is that the child be a City resident and within the age
range. MLZ will fill all slots and waiting lists are maintained.
Client Demographics: MLZ serves male and female children ages 7-12; from zip code 33150 and 33147; 3.04%
Hispanic of any nationality, 94.69% Black, 0.59% White, and 1.68% other. 98.3% receive Free/Reduced Lunch versus
Florida's 41%. 90% of Holmes' students reside in Liberty Square Public Housing (est. 1930 —HUD), indicating a large
cohort who may be unsupervised and in need of MLZ to avoid after -school delinquency (DOJ). Additionally, MLZ
serves children with mild to moderate disabilities (i.e., Learning Disabled, Mentally/Emotionally Handicapped,
Physically Impaired, etc.)
Risk factors MLZ's site of Holmes Elementary School (1175 N.W. 67th Street Miami, FL 33150) has high rates of
single parents (between 860-1,436), poverty (36.7% of families with children in poverty), and 51 % of single -parent
families below the poverty level (US Census). Before Miami Learning Zone, Holmes was an "F" school; its now a D
mhtml:file://1\riverside\City\DS 1 \EBalsera\Documents\miamilearningzoneFINAL.mht
6/9/2011
"Form to be updated by City and Trust for FY 2011-2012 for new grant
terra beginning August 1, 2011 through July 31, 2012"
SCHEDULE OF REPORTS DEADLINES
For May, June and July -
DUE AUGUST 15, 2011
*If the due date falls -on a weekend/holiday, then reports•are due the following business day.
PROFILE WITH SWITCHBOARD OF MIAMI
Provider shall create and/or update agency and program profiles, and site(s) information in the
Community Resource Directory maintained by Switchboard of Miami. Provider shall maintain
accurate information for the duration of this Contract term to facilitate referrals. Evidence that the
profile(s) has been created or updated must be provided to the Contract Manager within 30 days of
execution of this Contract.
City of Miami Page 28 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning August 1, 2011 through July 31, 2012"
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 29 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning August 1, 2011 through July 31, 2012"
ATTACHMENT E
Affidavit for Level 2 Background Screenings
Affidavit Affirming Compliance with
Background Screening for Provider Personnel
and/or Volunteers, Subcontracted Personnel, as applicable
In accordance with Sections 943.0542, 984.01, Chapter 435, 402, 39.001, and 1012.465 Florida Statutes,
and pursuant to the requirements of Paragraph R. Background Screening of this Contract, the undersigned
affiant makes the following statement under oath, under penalty of perjury, which is a first degree
misdemeanor, punishable by a definite term of imprisonment not to exceed one year and/or a fine not to
exceed $1,000, pursuant to Sections 837.012 and 775.082, Horida 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.
Sworn to and subscribed before me at Miami -Dade County, Florida this day of , 2009 by
Who is personally known to me
Who produced identification:
Type of identification
Signature of Notary Public
State of Florida at Large
Print, type or stamp name of notary public
My Commission Expires:
City of Miami Page 30 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning August 1, 2011 through July 31, 2012"
Attachment F
Performance Improvement Plan
Contract No. XXX-XXX
Agency Name: XXX
Program Name: XXX
Performance Improvement Plan
By this attachment a performance improvement plan will remain a part of this contract until Provider
has corrected all deficiencies, as solely determined by The Children's Trust.
Provider agrees that any findings, reports and underlying work papers will be subject to complete
review by The Children's Trust.
Provider agrees to comply with and implement the Performance Improvement deliverables as listed
below as part of a plan approved by The Children's Trust.
Failure of Provider to comply with the Performance Improvement Plan as set forth in Resolution
#200X-xx will be a material breach of this contract as defined in Section I.
Performance Improvement Plan
°
Noted Deficiencies'
F ,u,� r r- Visas« i
_ �_, .0 .,.?.� -a +z�,� ` . 'iTN�u..r � 5�.3.zn'. �.r..
5� 's''Po ,.
, 4" �'pct�on Plane �
c r �i—,z,
„.i .' #.: ' ? t;
a, z � �FA,� I.a. ;:t�.S- T-F5s s ,� x �a.,y: , a .
Dti Date
ter,.
'�'5.,
j.;� F,3'3...x tom.
Ca aci
p tY�
x}
tin" £ I,Ea e&•Yx.. er;:
Programmatic
Fiscal
/Administrative
City of Miami Page 31 of 31
Contract #XXX-xxxx, Resolution #201D-xx
May 04, 2011
Lillian Blondet
444 SW 2nd Ave.
Miami, fl 33130
Dear Ms. Blondet:
RE: NOFA 2011-01 Funding Recommendations, Application ID: 1108 - Miami Learning Zone
Congratulations on your proposed award! The staff of The Children's Trust and I have finalized
recommendations to the board of The Children's Trust for the awards for Notice of Funding Availability
(NOFA) # 2011-01. The recommendations were released on our website after business hours on Friday,
April 29. You are among the applicants recommended for funding from a highly selective and competitive
funding opportunity for this new cycle of children and family funding. The amount of your agency's award is
conditional; it may be reduced by the results of appeals or unexpected further reductions in revenues.
Additionally, until such time as the awards and their amounts are approved by the board of The Children's
Trust, they are not final.
The proposed awards will be submitted for consideration to a joint committee of The Children's Trust board
on May 19, 2011, commencing at 2:00 p.m. The committee meeting will be held in the United Way's Ryder
conference room. The Committee's recommendations will be presented to the full board on June 13,
commencing at 4:00 p.m., also in the Ryder conference room. At this meeting all funding recommendations
will be finalized by the board.
The CEO's funding recommendations culminate from a rigorous process comparable to the intensity you
employed in preparing your application. Several fine proposals could not be funded. While application score
was critical, so too was staff's review of your past performance on similar Trust contracts where available,
as well as key variables including cost, geography and other factors involving the nature of the service
proposed in relation to NOFA criteria.
Please know that cost was a critical factor. In many cases your agency will not receive an award in the
amount requested in your application, but please understand that the number of participants ultimately
under contract should be comparable to currently contracted costs per participants, or less, when current
contract costs are deemed too high, subject to the very strongest justification in contract negotiations that
budget reductions must cause participant or service reductions. We've taken this course because these are
challenging times both in terms of need and revenue. Return on investment has always been critical;
balancing it with quality service is now imperative. Please take the time now to review your recommended
award amount against the number of children and/or parents (or other participants) your agency proposed
to serve in your application.
If in your best judgment the award is inadequate to meet the number of children, parents or other
participants your agency proposed to serve, and you believe the only way to meet the amount of the award
would be to reduce the number of participants, please notify us by May 13 so that we may immediately
discuss this with you, or reconsider the award.
While it is not possible here to describe the funding process specific to each recommended award, we did
apply some general rules to many awards. With respect to all awarded amounts, please carefully review the
comments provided that will specify further information regarding your agency's award.
With respect to Out of School (DOS) proposals, generally you will find that the recommended amount was
reduced because we did not allow after school or summer cost per slot per day to exceed the amount of the
NOFA stated maximum ranges, nor to exceed the proposed or prior contracted rates for after school or
summer, if these were lower. The final contract will be negotiated with unit cost in mind, and will not exceed
the maximum of the ranges set forth in the NOFA ($12.64 for after school; $22 for summer). Please know
also that many applications funding primarily children with disabilities were reduced in order to extend
funding to programs in high demand and short supply that serve children with autism and attention deficit
disorders.
With respect to Youth Development, Early Childhood and Parenting proposals, awards may have been
reduced to current contract amounts, particularly if numbers of participants and services were substantially
similar. In Youth Development, a maximum award amount was set at $200,000. Any new applicants not
previously funded by The Trust in the area of their application received not more than a $150,000 award.
The Children's Trust valued the inclusion of evidence -based programs (EBPs) in the current NOFA.
Applications recommended for funding that included specific EBPs will be expected to comply with the
established frequency, intensity, duration and methods of delivery for that EBP. In addition, The Trust will
review all funded applications that included EBPs to determine if there may be cost savings through
centralizing the purchase of materials and/or training for programs proposed for use by multiple providers.
Please know we may move such costs out of individual contract budgets, where this will result in cost
savings. Please do not make expenditures for these items based on proposed budgets submitted with your
NOFA application, until you receive specific confirmation from The Trust to do so after we have agreed on a
final revised contract budget.
If we don't hear from you that you are unable to meet the proposed number of participants for the
recommended award amount, we will assume your agency is ready to negotiate the terms of a contract to
implement this award in not more than the recommended amount, assuming full board approval on June 13.
Your contract manager will contact you before June 13 to commence the negotiation process for programs
commencing August 1. While awaiting contact from us to begin negotiations, you may find it helpful to
review the attached details regarding your application scores and reviewer comments. In addition, you will
find the Reviewer Guidelines used for scoring applications at http://thechildrenstrust.org/reviewer-guidelines.
Please note that unlike in the past, we will make every effort not to approve "service authorization" letters.
We have been discouraged that service authorization letters often delay execution of contracts.
The appeal policy of The Children's Trust (available in the NOFA and at http://thechildrenstrust.org/reviewer
-guidelines) limits review to challenging errors in procedural due process, errors, in mathematical
calculations, or omissions to score sections by the ranking team. IN ORDER TO APPEAL YOU MUST
RESPOND TO THIS NOTIFICATION LETTER BY NOT LATER THAN MONDAY, MAY 9 AT 11:59 P.M.
(MIDNIGHT), WHICH WE WILL DEEM TO BE 72 HOURS FROM THIS NOTICE (it is actually longer). Your
written request for an appeal must state the particular grounds upon which it is based, and must include all
pertinent documents and evidence that support the claim. All notices shall be directed to the President/CEO
at: The Children's Trust, 3150 SW 3rd Avenue, 8th Floor, Miami, Florida, 33129.
I truly respect the effort that went into your agency being among the successful applicants. More
so, I offer my heartfelt thanks to you and your colleagues for continuing to partner with The Trust on behalf
of the children and families of this community.
Sincerely,
Modesto E. Abety
President & CEO
cc: Executive Director of Applicant Agency
ar.
Organization:. City of Miami, Inc.
Application Score:
Amount Requested:
ecommen
69.5 Past Performance Score:
$ 86,722.19
Area Of Consideration
Description
83.8
Amount Recommended:
1.4-f w.r'rxi i mC'fgr'`I ri m
ctcrs consldered,;in'additionl;
4`
ly
ID: 1108
Final Score: 76.7
$ 86,722.19
przp
Impact
Cost
Applicant proposes to serve a high number of children for a very low Fund Despite Final Score
unit cost.
1 .Ilcat10.11=:Keel!
ce:re3
Applicant's qualifications to serve children with disabilities and their families (Max. Score: 1 pt) Score:
Description meets NOFA standards
1.0
Target Population Description (Max. Score: 2 pts) Score:
The response is complete and meets the NOFA requirements.
2.0
Past Performance and Capacity Related to Proposed Services (Max. Score: 5 pts) Score: 4.5
While provider has experience delivering OOS services and complying with contract requirements, the description lacks any
information of achieve performance outcomes, levels of attendance, engagement and retention, etc.
Participant Recruitment, Engagement and Retention (Max. Score: 5 pts) Score: 4.5
While the description contains most of the required elements, it lacks detail as to how the program will address the barriers to
the program or how the program will address attrition.
What Works to Help Participants Do better, including the designating agency (ies) or organization(s) 4.5
awarded the program evidence -based status? (Max. Score: 5 pts) Score:
Proposed program will used EBP forall three components are required by the NOFA. The descriptions contain most of the
elements required by the NOFA. However, the description lacks detail as to how the chosen curricula correlates to the programs
goals and objectives. Further, the description lacks any information on how the provider will ensure that the curricula will be
implemented according to its internal parameters.
Ongoing Quality Assurance and Program Fidelity: Quality Performance Measures: How will you
measure whether services are being delivered well? (Max. Score: 5 pts) Score:
The description provided includes most of the required elements. However, the description lacks any information on how the
provider will ensure the continuous fidelity of implementation for the curricula.
4.5
Service Integration (Max. Score: 1 pt) Score: 1.0
The description provided meets the NOFA requirements.
Page: 4
Implementation Timeline (Max. Score: 2 pts) Score: 1.0
The timeline has most of the required elements. However, it fails to address the start date of the program.
What partners have a role to play in doing better? (Max. Score: 1 pt) Score: 0.5
All the partnerships listed are appropriate to the proposed program. However, the application does not include all the MOUs as
required by the NOFA.
Quantity Performance Measures: How much will you do? (Max. Score: 24 pts) After School and/or
Summer Camp Required Literacy and Homework Assistance Component (Max. Score: 5 pts) Score:
1.0
The Proposed component is contains most of the required elements, and the component is going to be offered for more than the
minimum required by the NOFA. However, the application lacks Homework Assistance, a required element of the NOFA. As per
scoring sheet no more than one point can be awarded.
After School and/or Summer Camp Required Nutrition Component (Max. Score: 2 pts) Score: 1.0
The description lacks details as to the process for menu approval and the source of the food.
After -School and/or Summer Camp Required Activity Schedules (in attachments) (Max. Score: 2 pts)
Score:
There are discrepancies between the schedules provided and the program activity table:
1. Homework assistance is listed, but not described in the program table.
2. Fitness is listed for 30 min daily, but described in the table as 60 min daily
3. Social skills is listed for 30 min four days a week, but described in the table for 30 min one day a week.
4. Saturdays are listed, but not mentioned in the program table.
1.0
After School and/or Summer Camp Required Fitness Component (Max. Score: 5 pts) Score: 3.5
The description includes most of the required elements, and the component is going to be offered for more time than the
minimum required by the.,NOFA.However, the description lacks details as to how they children will interact with the SPARK
curriculum and how they will engage 7n the -activities required to interact with the curriculum.
After School and/or Summer Camp Required Social Skills Component (Max. Score: 5 pts) Score: 3.0
The description is complete and meet the NOFA requirements: Since the component will only be offered for the minimum time
required by the NOFA, as per the rating sheet, it cannot be awarded full points.
After School and/or Summer Camp Optional Enrichment Activities Component (including Supervised
Free -Choice Activities) (Max. Score: 3 pts) Score:
-The enrichment activities are fully described. However, there is discrepancies between the description and the
duration/time/intensity section (Mentoring and Arts for Learning).
2.5
After School and/or Summer Camp Required Family Involvement Component (Max. Score: 2 pts) Score: 1.0
The description lacks detail as to what will be the subject of the Parent Information Session.
Page: 5
How will you know if anyone is better offas a result of your program? (Max. Score: 1 pt) Score: 0.0
No additional outcomes are proposed. As per the rating sheet, no point awarded.
Define Meaningful Improvement (Max. Score: 1 pt) Score: 0.0
No additional outcomes are proposed. As per the rating sheet, no point awarded.
Data Collection Plan (Max. Score: 3 pts) Score: 3.0
Plan is complete and meets the NOFA requirements.
Staffing — Table (Max. Score: 7 pts) Score: 5.5
All staff listed is appropriate for program and the staff has appropriate education and experience. However, there are
discrepancies between the resumes provided and the staff listed (Arts for Learning) and the subcontractors are describe in the
wrong section in the form.
Ratio of Child Slots to Staff Table (Max. Score: 1 pt) Score: 0.0
Child to staff ratio listed is 10:1, NOFA requires 13 to 15:1. Conflicting information is provided in other sections (Staffing
Narrative) unable to properly judge the which is the proposed ratio.
Staffing Narrative, including Subcontracting Rationale (Max. Score: 2 pts) Score: 1.0
The description contains most required elements. However, the description lacks detail to rationale for the size of the staff and
for the particular choice of subcontractors.
Site Information (Max Score: 9 pts) Score: 5.5
Site table contains most of the required elements. However, the operation schedule lacks key information such as program start
date, length of program (180 days), etc. The sliding fee scale for fees charged is not attached to the application. Finally, there is
a discrepancy between the amount of CWD that is going to be served (at being of application it was listed as 10).
Budget -Summary (Max. Score: 2 pts) Score: 2.0
Summary is complete.
Budget- Line items (Max. Score: 8 pts) Score: 3.0
Budget is complete, however, it contains the following error or inconsistencies with the budget guidelines:
1. Administrative assistant salary is not percentage are required.
3. No Funds Allocate (nor match listed) for SPARKS curriculum.
4. On -Target Math and Art for Learning are listed in the wrong section.
5. No mathematical justification is provided for the Admission to Field Trips.
6. On -Target Math Subcontract Budget: Budget Guidelines do not allow for costs of incentives; there is no justification provided
for the teacher.
7. Mad Science Subcontractor budget: the amount should be broken between supplies and staff cost, which enables analysis of
proposed costs.
Page: 6
Fisca► Soundness (Max. Score: 15 pts) Score: 13.0
Current liabilities are too high in relation to total expenditures.
Total Score: 69.5
Page: 7
WebGrants - Childrens Trust Page 1 of 22
The Children'sTrust
Application
231 - Out -of -School Programs - NOFA 2011-01
1108 - Miami Learning Zone
Children are succeeding in school and society
Status: Submitted Submitted Date: 02/18/2011 11:40 PM
Applicant Information
Primary Contact:
Name:* Ms. Lillian
Salutation First Name
Title: Director
Email: Iblondet@miamigov.com
Address: 444 SW 2nd Ave, OGA
5th FL
Phone:*
Fax:
Middle Name
Miami Florida 33130
City State/Province Postal Code/Zip
305-416-1536
Phone
Organization Information
Legal Name:
Unit (if applicable)
Address:
Mailing address if different from agency address
Mailing Address:
Mailing:
City of Miami, Inc.
444 SW 2nd Ave.
Blondet
Last Name
Ext.
Miami Florida 33130
City State Zip Code
444 SW 2nd Ave, 5th FL
Miami Florida 33130
City State Zip Code
Additional Information
Additional Agency Information
Phone: 305-416-1509
Fax:
Organization Website:
Organization Type: Public/Government
Date Agency Established* June 1896
Month Year
Federal ID Number: 59-6000375
Fiscal Year End: October
Executive Director/CEO* Tony Crapp, Jr.
First Name Last Name
Phone: 305-416-1536
Fax:
Email Address: tcrapp@miamigov.com
Financial Contact/CFO:* Larry Spring
First Name Last Name
Phone: 305-416-1011
Fax:
Email Address: Ispring@miamigov.com
mhtml:file://\\riverside\ City \DS 1 \EBalsera\Documents\miamilearningzoneFINAL.mht 6/9/2011
YV L U' J1a11W - V1111L111J11J 11 UJt
Agency and Program Information
Agency Information
Select agency size based upon Agency's total current year budget (or operating expenditures).
Agency Size: Annual Agency Budget of more than $300,000
Brief Agency Mission Statement:*
Briefly describe your agency mission. (100 word limit)
The City of Miami strives to be an international city which embodies diversity, economic opportunity, effective
customer service and a highly -rated quality of life.
Grantwriter
Is this application being worked on (in part or in whole) by an extemal consultant or grant writer (including paid or unpaid)?
Consultant / Grant writer: No, only staff of the Applicant Agency created the application
If yes, who?
First Name Last Name
Company
Title
Conflict of interest
Please note that the State and County conflict of interest laws apply to this NOFA and its contracts. These laws may be viewed at
http://www.ethics.state.fl.us/and at www.miamidade.gov/ethics/library/Ethics-Brochure-2005.pdf. Employees of The Children's Trust and current
Board members of The Children's Trust cannot participate in any way, or be involved with, the development of any response to a NOFA. All
applicants must disclose the name of any and all grant writers/consultants or agencies involved in the creation of this application. All applicants
must disclose if any employee of The Children's Trust or a current member of its Board of Directors participated in any manner in the
development of a response to the funding application or.has any interest, directly or indirectly, in the applicant's business or in any of its
branches. Such disclosure must be submitted by signed, written letter as part of the application no later than the proposal deadline.
Does anyone on the board of directors or staff of the applicant agency have a conflict of interest with The Children's Trust board of directors or
staff?
Conflict of interest: Yes
If yes, please list the name of the person and nature of the conflict (250 word limit, or approximately 1/2 page):
Dr. Miguel Balsera is related to the Program Manager, Esther Balsera, City of Miami.
Geographic area(s) to be served
Are proposed services offered Countywide? No
Community Redevelopment Agency (CRA) areas
Are proposed services or sites specifically located within any of the following Community Redevelopment Agency (CRA) areas?
Based on The Children's Trust's agreements with three CRAs, $2,000,000 are available within the City of Miami Beach CRA; $500,000 within the
City of Miami Omni CRA; and $500,000 within the City of Miami Southeastern Parkwest/Overtown CRA. This funding is not required to come
from any particular Trust -funded initiative, but in the aggregate must meet the agreed amounts, meaning that less than the full amounts may be
awarded to CRA areas through this funding opportunity. The City of Miami Beach CRA includes zip codes 33139, 33140 and 33141. The City of
Miami CRAs are composed of portions of 33126, 33126 and 33132, as noted on the maps.
City of Miami Beach CRA
City of Miami Omni CRA
Updated 02/11/2011
City of Miami SE
rtown
Parkwest/Overtown
Updated 02/11/2011
mhtml:file ://1\riverside\ City \DS 1\EBalsera\Documents\miamilearningzoneFINAL.mht 6/9/2011
WebGrants - Childrens Trust Page 5 of 22
school and monitored by MDCPS as a School In Need of Improvement. Liberty City is FBI 7th most dangerous
neighborhood and has high juvenile delinquency (FL DJS).
Unfamiliarity with public resources, cultural practices and language also put households at higher risk of exploitation by
criminal elements, reduced ability access the public benefits they may be entitled to, and a lack of knowledge to where
to go for services for their children; 20% of MLZ children have parents that were born in another country. For parents
with children with disabilities, the challenges to finding and affording quality assistance are significant. These trends
continue to 2011.
Past Performance and Capacity
Past Performance and Capacity Related to Proposed Services:*
What in your past service performance should persuade The Children's Trust that your agency can successfully implement the proposed
program? Include at minimum answers to the following points. (500 word limit, or approximately 1 page)
• What is your history of performing the proposed program and serving the proposed population? If your agency previously performed the
same or a similar program, describe the program and tell us who funded you, what years you were funded, the amount of annual funding,
and your successes and challenges.
• In describing past performance results, specify how much you did (i.e., numbers served, extent of services delivered);, how well you did it
(Le., percent of targeted/contracted services actually delivered/ utilization, quality of services delivered); and how participants were better
off (i.e., participant outcomes).
• What influencing factors, or stories behind the data, have a role to play in making your past performance look the way it does?
• How will this history of performing the same or similar program result in successful implementation of the proposed program?
• If your agency has not performed the same or similar program, tell us what about your agency's history leads you to believe your agency
will successfully implement the proposed program.
• Describe the agency's capacity to comply with governmental regulations, develop/maintain appropriate records to document the delivery
of proposed services, track/report performance measures and participant outcomes, prepare program and fiscal reports, etc.
• Identify/describe any relevant attachments and include these in the Attachments of your application. These may include previous
agency/program evaluations, publications and/or funder monitoring reports. In general, if the program has been previously funded, we
expect to see attached documentation of program performance.
• Note: We desire more quantitative data versus narrative for this section (for example, data charts showing trends of participant retention,
program/service utilization, participant outcomes, etc).
The City provides programming in parks and other spaces to over 5,000 children annually. Since 2004, the Miami
Leaming Zone has served 700 children at both Holmes Elementary and Lenora B. Smith (no TCT funding) to give
children in a blighted neighborhood a chance at success through funding from both The Children's Trust and the State
of Forida's Department of Education's 21 st Century Community Learning Center.
LICENSING: Holmes Elementary site is exempt from DCF license requirements; YMCA is licensed. (see attached)
ENSURE ADEQUATE FACILITIES The City of Miami has partnered with Miami -Dade Public Schools to use Holmes
Elementary for MLZ. This space is designed for children and use is reserved for MLZ use by the School Principal.
REGULATORY COMPLIANCE: The City is legally bound to abide by all government regulations and has a legal
department to ensure all contracts are executed in accordance with applicable legal. codes. The City's Program Single
Audit has received the Trust approval for extension of submission to March 2011.
RECORD KEEPING SYSTEMS:MLZ established successful standards/procedures for file accuracy, performance
tracking, expenditure review and fiscal reports. MLZ had not been late in submitting reports. Invoice submission:
Recently, the Trust commented on the excellent performance of MLZ. (See Organizational Charts in Supporting
Documents).
SERVICE PROVIDER AGENCY DESCRIPTIONS: The City has been operating MLZ with federal (21st Century) and
local (The Children's Trust) funding for over three years, with the same partners.
Arts for Learning: Arts for Learning (A4L) is dedicated to advancing teaching and learning through the arts and
community cultural resources. A4L has been offering high -quality sequential after -school programming since 2003.
A4L teaching artists are selected for expertise in their art form and their commitment to children.
YMCA: The YMCA of'Miami-Dade has provided quality before and after school programs since 1976, serving the
needs of working families by providing elementary school children with a safe/supervised environment that includes
age -appropriate academic and enrichment activities. Currently operating in 20 MDCPS from Florida City to North
Miami- Dade, 2,000 children are served daily. Participants receive homework assistance, tutoring, sports, dance,
music, field trips, arts and drama.
mhtml:file://\\riverside\City \DS 1\EBalsera\Documents\miamilearningzoneFINAL.mht 6/9/2011
TT
ON Target Math: Since 2003, On Target has been delivering math tutoring solutions to assist students in overcoming
obstacles in completing state requirements. Over 300 students have been served at Holmes Elementary, fostering a
love of learning, and equipping teachers with effective teaching tools.
MPD-Miami Police Department has been operating delinquency preventions in theform of anti -gang, anti -drug, anti -
bullying, and conflict resolution training for Miami's at -risk children. Officers are accredited in various national programs
endorsed by the Dept. of Justice, such as DARE and GREAT.
Mad Science of South Florida - Mad Science was founded in 1995 to provide children with fun, hands-on, interactive,
and educational activities that instill a clearer understanding of science and how it affects the world around us. Their
partnerships include NASA, and partnerships with the Kennedy Space Center, IBM, Cellular Mobiles, Parmalat, and
Chick -Fill -A.
Participant Recruitment, Engagement and Retention
Participant Recruitment, Engagement and Retention:"
Outreach and engagement activities are necessary to ensure program enrollment, participation and completion. Program attendance and
completion are associated with obtaining favorable outcomes. Describe how your program will initiate contact with, recruit, enroll, engage and
retain participants. Each of the following points should be addressed in your response. (500 word limit, or approximately 1 page)
• What efforts will be made initially to locate and engage participants? What access do you have to the target population?
• What strategies will be used to maintain engagement/participation of those enrolled to ensure retention? How will you ensure participants
attend regularly, and for out -of -school (OOS) programs, how will you ensure program slots are filled on a daily basis?
• What barriers to program participation do you expect to encounter and how will your program resolve these barriers? What level of
attrition do you expect and how will you plan for that?
• Describe the desired level of participation and define successful program completion, if applicable. What is the required number of
services for a participant to achieve results? Describe the guidelines, requirements and timeframe of successful completion, based on the
program model selected. How many or what percentage of participants are expected to reach the desired level of participation?
• What services and/or support do participants receive following successful completion (if any)?
Participant Access and Recruitment: Miami Learning Zone (MLZ) accepts all self -enrolled children but ensures that high -risk
youth are recruited as well. MLZ has an advantage in being a school -based program and able to identify and recruit participants
prior to program start through its strong relationship with Holmes Elementary school (see attached letter of support). For 2011-
2014, MLZ will employ the following recruitment strategies:.
1) Public Postings (Liberty Square and Holmes Elementary) MLZ utilizes posters in Liberty Square Public Housing facility
and inclusion in the Holmes Elementary welcome back mailing before the start of the school year.
2) Targeted Recruitment: MLZ staff receives the list of those with low performance on FCATs, attendance and GPAs and contacts
their families; typically this accounts for 30% of the school population. MLZ staff also contacts previous participants via
telephone to notify of the registration timeframe as well as to give them a list of required documentation needed to register
3) Online Promotion Online promotion is also conducted using errail blasts and website resources, however, some of these
households are not connected to Internet.
Retention: Children's attendance is strongly influenced by caregiver support. At the first absence, MLZ Program Coordinator will
contact the caregiver to inform them of the absence and repercussions. Often, it is simply because the child walked home because
they live close to the school. MLZ finds that this personalized outreach is effective in engaging families in encouraging their child's
attendance. MLZ also maintains a waiting list to continually occupy the slots.
Recognition also helps with attendance. Participants that attend on a regular basis are recognized for their great attendance.
Participants also receive recognition for/program participation throughout the year. The end of the year exhibition is particularly
exiciting to youngsters and acts as an incentive to maintain attendance. All participants receive a certificate of participation and are
presented with the certificates at the end of the year exhibition
Barriers to Program Attendance: In 2010, the consistent attendance rate stabilized at 85%. The continued barriers to program
attendance are the proximity of children's residences to their schools, resulting in them walking home, and the demands on
children's time during FCAT preparation.
Definition of Successful Completion: In order for children to benefit from the program and be considered a successful
completer, they must:
• Successful program completion is attendance of 10 months
• Attendance of 85% of program service days offered.
• Demonstrate increase in ORF literacy score
rhtml:file://\\riverside\City\DS 1 \EBalsera\Documents\miamilearningzoneFINAL.mht 6/9/2011
WebGrants - Childrens Trust Page 7 of 22
• Demonstrate increase in PACER score
• Participate in the Literacy, Physical Fitness, Enrichment, Nutrition, and Social Skills component.
Post -Program Completion Services: MLZ will formally end per the Trust's contract period, but will give each child a "Get Ready
for Summer!" packet which will include a list of Trust -funded summer children enrolled in its program; and priority enrollment in
summer parks program.
Evidence -based Programs and Practices
What Works to Help Participants Do Better?*
What evidence do you have that what you propose to do will work to improve the lives of participants? Include minimally the following points in
response. (500 word limit, or approximately 1 page)
• Identify the specific program or curricula to be implemented and specify whether each is an evidence -based program (mark all relevant
designating agencies in support of the program as listed below). Why did you select this program/ curricula?
• How will you implement the program with fidelity? If you intend to alter evidence -based programs/curricula, explain how and why the
modified program will still deliver successful results.
• • Proposals that do not include evidence -based programs/curricula will be closely scrutinized and may not score as high as evidence -based
programs. Applicants' must provide a strong rationale as to why public funds should be used in support a program without an objective,
established history of effectiveness. What is the basis or justification for why the proposed program is expected to deliver successful
results with proposed participants?
MLZ incorporates evidence -based practices to give structure and valuable content to 3 of the 5 core
components with EBP mandates: Literacy, Physical fitness and Social Skills. MLZ is able to comprehensively
serve its 100 children due to its obtaining a matching 21st Century Community Learning Center (CLLC)
Grant which also holds it to a high standard of quality services.
1. Literacy -KidzLit Staff:: MLZ Certified Teachers
1.a. Literacy Evidence Based Program Justification: The National Reading Panel (2000) identified five critical
factors that are a necessary part of effective reading instruction: phonological and phonemic awareness,
phonics, fluency, vocabulary, and text comprehension. KidzLit was chosen because it incorporates these
critical factors in engaging ways and is specifically for afterschool, building comprehension skills and
vocabulary.
1.b. Implementation - MLZ will implement KidzLit as structured by the curricula creators. MLZ Instructors will
conduct literacy classes 45 minutes each day, following the standardized five part process, including
discussion and hands on activities: Introduction, Read -Aloud, Talk, Connection Activity, and Wrap-up.
KidzLit utilizes a Book Club approach (where students choose what they read) from a pre-set list of books
with related instructional and evaluation materials.
To ensure fidelity and assess the impact, MLZ will administer The Oral Reading Fluency test at the beginning
of the year, mid -year and at the end of the year.
2. Physical Fitness: Sports, Play and Active Recreation for Kids (SPARK) Subcontractor: YMCA
2.a. Justification MLZ wanted a physical fitness evidence based practice focused on wellness education
through physical improvement. The SPARK After School (AS) Physical Activity Program model was selected
based on exemplary outcomes and compatibility with our population and at -school setting. SPARK after -
school began in 1995 as part of an effort to take lessons learned from the successful SPARK PE prog ram
and apply them to "out of PE" settings. The SPARK after school philosophy is to instill the love of lifelong
movement in ALL youth. The SPARK Manual includes exercises from around the world, making it more
culturally relevant to MLZ's student population which is highly diverse.
2.b. Implementation MLZ participants will undergo recreation for minimim of 30 minutes five times a week.
Efficacy will be measured by using the PACER Evaluation tool. MLZ subcontractor YMCA, utilizes SPARK's
Lesson Plans, with over 400 pages of cooperative, cultural and aerobic games, dances and sport activities
written in scope and sequence.
3. Social Skills: Peace Works (evidence -based program) Staff YMCA Certified Counselors
mhtml:file://\\riverside\ City \DS 1\EBalsera\Documents\miamilearningzoneFINAL.mht 6/9/2011
VY GUlJ1 aI1LJ - 1..i111U1 G11J 11 UJL
J.
3.a. Justification: Though the child's home may be loving, the neighborhoods surrounding them have high
rates of adults demonstrating non -caring behaviors: violence, domestic violence,and substance abuse. To
break the cycle of violence, build self-esteem, and enable these children to have the skills to avoid
voilence, MLZ will utilize Peace Works for Little Kids and Grade 6.
3.b. Implementation- PeaceWorks will be implemented without modification a minimum of once a week for 30
minutes for the 42 weeks. Curricula will allow these children to develop emotionally healthy ways of
identifying stress and anger and how to deal with it; moderate their behavior; communicating empathy;
boundary setting with peers and adults; cultural awareness, community building, and aggression control.
What designating agency(ies) or organization(s) awarded the program evidence -based status?
Agency/Organization Awarded evidence -based status
Selected from Trust -approved list of programs in the NOFA Yes
Child Trends
Collaborative for Academic, Social, and Emotional Learning (CASEL)
Colorado Blueprints
Find Youth Info _
Harvard Family Research Project -
National Registry of Evidence Based Programs and Practices (NREPP)
Office of Juvenile Justice Department of Prevention (OJJDP)
Promising Practices
Substance Abuse and Mental Health Services Administration (SAMHSA)
- U.S. Department of Education's What Works Clearing House
U.S. Department of Health & Human Services' Office of the Surgeon General (OSG)
Washington State Institute for Public Policy (WSIPP)
What Works Wisconsin
Other Designating Agency
If the agency or organization that awarded the program evidence -based status is not listed above, .specify the agency. (20 word limit)
Awarded by other Agency/Organization: National Council of Teachers of English (NCTE)
Quality Assurance, Fidelity and Service Integration
Ongoing Quality Assurance and Program Fidelity:*
Quality Performance Measures: How will you measure whether services are being delivered well?. (500 word limit, or approximately 1
page)
• Describe your ongoing quality assurance processes and procedures in place in the program. Include any specific quality or fidelity
measures collected and the source/measurement tool and timing/frequency of collection.
• Programs must be implemented with fidelity to the evidence -based program/curricula used to result in a replication of the expected
beneficial effects. Identify how you will track and measure adherence to the evidence -based model programs/curricula proposed; or if you
are not proposing an evidence -based program, explain how you will ensure the program is implemented as you have proposed.
• Remember to attach any applicable checklists or other pertinent documentation to illustrate this in the Attachments of your application.
1. Quality Assurance Processes and Procedures:
The City of Miami recognizes that Quality Assurance Processes are key to ensuring children receive complete and high quality
programming during their enrollment at MLZ. Oversight structure, evaluation tools, and feedback loop for continuous quality
improvement are planned to ensure the program is properly implemented at Holmes Elementary. OGA has designated its
Education Coordinator (Esther Balsera) who is supported by Education Assistant (Stephanie Marquez) for overall implementation
and quality control. On -site, the Program Coordinator coordinates the program calendar; subcontractor participation and data
collection; obtaining supplies; and communication with the school administration and parents/caregivers.
MLZ will use the results from evaluation tools to monitor the administration and quality of the services being provided. This data
is collected by the Program Coordinator from the subcontractors and inputted by the Education Assistant weekly. Monthly the
Education Coordinator reviews outcomes with the MLZ Program Coordinator and Subcontractors to identify successes and
mhtml:file://\\riverside\City\DS 1 \EBalsera\Documents\miamilearningzoneFINAL.mht 6/9/2011
WebGrants - Childrens Trust Page 9 of 22
challenges, and institutes corrective action, if needed.
Other than this general monitoring, specific assessments will be conducted:
a. MLZ Launch: Utilizing the Trust monitoring tool, MLZ Coordinator will -assess the MLZ site and train staff on these
benchmarks.
• Designated Staff: MLZ Coordinator Measurement Tool: Trust's Audit
b. MLZ Monthly Monitoring: 1) Data Collection of Evaluation Tools- Weekly, the Program Coordinator gathers the attendance for
input; evaluation sheets relevant to the evidence based practices; and any enrollment or closeout paperwork for participants to
enter into Data Tracker
• Designated Staff: Education Coordinator; Measurement Tool: ORF, PACER, Peace Works pre/post tests;Attendance
and enrollment documents.
c. EBP Scheduled Testing: Testing for pre, mid, and post outcomes will be conducted and reviewed per the schedule below.
II. Tracking Evidence Based Best Practice (EBP) Adherence: MLZ will utilize the evaluation tools prescribed for each EBP as
well as the Trust mandated evaluation tools
a. Literacy:
• Beginning of school year. KidzLit; Oral Reading Fluency Test
• Weekly: KidzLit post tests
• Midyear. Oral Reading Fluency post tests
• Final: KidzLit post tests; Oral Reading Fluency Test
b. Physical Fitness:
• Beginning of school year. SPARKS/PACER pre-tests
• Mid -year: SPARKS/PACER post tests
• Final: SPARKS/PACER post test
c. Social Skills:
• Beginning of school year: Peaceworks pre test
• Mid -year: Peaceworks test
• Final: Peaceworks posttest
Attachments:
• ORF
• PACER
• Skillstreaming pre/post; Teacher Checklists
The City of Miami will also conduct an end of year review with all partners to ensure that lessons learned carry over into the
following year.
Service Integration:*
The Children's Trust expects that every program it funds is part of a community -wide system of care. Explain and describe how your program will
be integrated and coordinated within that community -wide system of care, including how you will connect participants with other needed
community resources/programs. How does your organization support children and their families in accessing additional services (other than the
proposed program services) when such needs arise?. (400 word limit)
The City of Miami (COM) believes that its role is to enable its residents the highest quality of life possible. As a
government entity it providesseveral services to constituents directly and partners with other agencies to obtain
services. Services that families of participants might need and the City is prepared to offer if the family resides in the
City:
• Foreclosure assistance-COM Foreclosure Program
mhtml:file://1\riverside\City\DS 1\EBalsera\Documents\miamilearningzoneFINAL.mht 6/9/2011
WetUrants - unitarens Trust
rage iu ui
• Tax preparation-COM ACCESS Miami program
• Computer purchase assistance through matched savings program- COM ACCESS Miami
• Programs for adults and children with disabilities- Sandra De Lucca Center and Project Search
• Workforce training in the new One Stop launching in 2011-ACCESS Miami
• ELEVATE Miami computer training to become digitally literate- COM Information Technology
• Emergency housing vouchers to prevent homelessness- COM Miami Homeless Assistance Program
Should families express a need for these services, the Certified Teacher will connect them and document the referral
both in the file and in the city's database. For those services not directly operated by the City of Miami, the Education
Coordinator and Program Director will connect the caregiver to 311 or 211 to find the most appropriate, affordable and
convenient service provider. These directories have proven powerful tools to ensure caregivers get the resources they
need. Though the COM cannot case manage families under this grant, they can connect them to reputable providers
through the 211 and 311. MLZ has enabled children to get glasses, caregivers learn about elders programs, and
financial literacy programs through these resources.
At the end of the year, MLZ will distribute a "Get Ready for Summer" Packet with information about all Trust funded
summer programs; City of Miami programs; and other services caregivers might need to get through the summer
without a knowledge lapse for the child in order to sustain the gains they made during the MLZ program period.
Implementation Timeline
Specific Milestone or Activity Description
Professional Services Agreement Finalized: MLZ must have formal
agreements with each subcontractor prior to start of services for August 22
start (start of school year)
Contract Acceptance: the City of Miami Commission must accept all
grants over $25,000. To get legislation approved for review, all
documentation must be routed for internal approval by relevant City
Departments. -
Contract Executed with The Children's Trust: After the City of Miami
Commission accepts the grant the City Manager is authorized to sign the
contract. Originals are sent to The Children's Trust for their signature.
Staff Hiring: The City anticipates utilizing its existing MLZ staff and
therefore will not need to hire, but in the event we do we are including it in
this timeline
Purchasing of Materials: The City of Miami has a purchasing process for
its supplies; most of the MLZ supplies have been used. Therefore, we need
to order supplies for the upcoming program year.
Staff Training: All staff (participating school staff and subcontractor staff)
will be trained in an MLZ overview and data collection as well as working
with individuals with disabilties (if needed).
Background Checks: All supporting staff, subcontractor staff, and
volunteers will have level II clearance. Workers without clearance will not
, be allowed at the site.
The Children's Trust Delivers Contract to The City of Miami Grants
Department.
The Children's Trust delivers the award letter/contract to the City of Miami Grants
Responsible Party (name, Expected Expected
title, agency) Start Date End. Date
Esther Balsera, Education
Initiatives Coordinator, Grants 08/01/2011 08/05/2011
Department, COM
Esther Balsera, Education
Initiatives Coordinator, Grants 06/22/2011 07/28/2011
Department, COM
Esther Balsera, Education
Initiatives Coordinator, Grants 07/28/2011 08/01/2011
Department, COM
Esther Balsera, Education
Initiatives Coordinator, Grants 06/30/2011 07/28/2011
Department, COM
Esther Balsera, Education
Initiatives Coordinator, Grants 07/28/2011 08/05/2011
Department, COM
Sharletta Raiws, MLZ Program
Director, Holmes Elementary 08/15/2011 08/17/2011
School
Esther Balsera, Education
Initiatives Coordinator, Grants 08/01/2011 08/15/2011
Department, COM
The Children's Trust
06/20/2011 06/24/2011
mhtml:file:/A\riverside\City\DS 1\EBalsera\Documents\miamilearningzoneFINAL.mht
6/9/2011
WebGrants - Childrens Trust Page 11 of 22
Department.
Enrollment Recruiting Plan Initiated: The Program Director at Holmes
Elementary recruits the children at the school and deploys the other components of
the outreach and recruitment plan.
MLZ Parent Orientation: Orientation at Holmes Elementary to outline expectations
and attendance policy.
Partnerships Table
Partner Partner Agency Description
On Target
Math
Contract Manager, The
Children's Trust
06/20/2011 06/24/2011
Sharletta Ralws, MLZ Program
Director, Holmes Elementary 07/05/2011 08/26/2011
School
Sharletta Ralws, MLZ Program
Director, Holmes Elementary 08/15/2011 08/19/2011
School
On Target's math program gives children a solid foundation for
succeeding in state tests, fosters a love of learning, and gives
teachers effective tools.Topics
Include: Data Analysis; Foundational Concepts; Assessed
Strands; Reinforce Strategies; Number
Sense; Measurement; Geometry; Algebraic Thinking. Certified
Teachers provide instruction.
http://ontargetmath.com/overview.html
Mad Science (est.1995) sparks the imagination and curiosity of children
everywhere. The program accomplishes this using interactive and
educational activities that instill a clearer understanding of science. Their
approach to science utilizes a program model approved by NASA. Their
Mad Science partnerships include Kennedy Space Center, IBM, Cellular Mobiles,
(Academic Parmalat, and Chick -Fill -A.
Enrichment)
http://www.madscience.org
Role in Program LOA/MOU Paid
Implementation and attached? subcontractor
Resources Committed. or in -kind
services
• Role: On Target
Math tutors will
implement
activities
developed
through the Focal
Points
Assessment from
STEEP. These
activities will give
students an
alternative
hands-on
approach to
learning
math. Four times
per week, 1 hour
per day, rotating
schedule for
various grade
levels
e Resources
Committed:
Staff, curricula,
(grant -funded)
and technical
assistance.
Role: Mad Science will
provide "hands-on"
projects for students while
maintaining a safe and
creative learning
environment that stresses
exploration and
inquiry. The Science
facilitator will provides
weekly reports and
implement activities giving
students an alternative
hands-on approach to
learning Sceince.
Resources: Staff,
curricula, teaming toots.
Resources Committed:
Yes in -kind
Yes paid
rnhtml:file://\\riverside\ City \DS 1\EBalsera\Documents\miamilearningzoneFINAL.mht 6/9/2011
WebUrants - (hilarens Trust
rage 14 Ul GG
Holmes
Elementary
School (Site
Partner)
YMCA
(Literacy,
Social Skills
and Physical
Fitness EBP
Provider)
Arts for
Learning
(Enrichment)
Strong
Women,
Strong Girls
Holmes Elementary School has been the heart and site of Miami Learning
Zone since inception. Its motto is "Responsible, Respectable, Ready 10
Learn" .
http://www.hohnes.dadeschools.netidadeschools.net
The YMCA of Greater Miami was started in 1916 in downtown Miami. At
that time, there were just a few pioneers with the dream of offering
programs that would build a strong community.Today, the YMCA of
Greater Miami provides programs - child care, sports, before and
afterschool care, aquatics, day camps, teen programs, adult fitness and
senior programs - in 4 family centers, 3 preschools, and over
60 elementary and middle schools, and park locations throughout Miami -
Dade and Monroe Counties.
http://wwwymcamiami.org
Arts for Learning (A4L) is dedicated to advancing teaching and learning
through the arts and community cultural resources. A4L connect the arts to
other core -curriculum subjects to support academic achievement and child
development, and teach communication skills literacy and problem solving
skills, self-discovery, and build self esteem.
http://www.a4Imiami.org
Strong Women, Strong Girls (est.in 2000), and is dedicated to raising the
aspirations and self-esteem of elementary school girls. Using college
mentors, girls are put on the path from the classroom to the
boardroom. SWSG s is building a movement of women and girls
committed to positive social change.
http://www.swsg.org/
Role: Site operator for
facilities and connectivity
to the Miami -Dade County
Public School system and
resources.
Resources:
Administrative • staff,
janitorial staff, security
staff, facilities and utilities
for operating the school
after hours.
Role:
1. KidzLit
Implementation: Buys
curricula, trains staff
(certified teachers from
Holmes), and implements
curricula as structured
2. SPARK
Implementation: Same as
above
Yes in -kind
3. PeaceWorks
Implementation: Same as No in -kind
above
4. Parent
Events: Operates monthly
open house events with
relevant topics for parents
occurring during the last
hour of the MLZ day.
Resources: Staff,
curricula, program
materials
Role: Arts for Learning will
offer arts -integrated
programming based on the
Guggenheim's Learning
Through Art program and
the Lincoln Center
Institute. Students
participate in dance, visual
art expression, or music
classes administered by
professional teaching
artists weekly.
Resources: Staff,
curricula, supplies.
Role: Students are
matched with a mentor.
Mentors will meet with
their mentees at least
once a week for one hour.
During these one hour
sessions, mentors and
mentees will focus on
academics and social skill
building.
Resources: Training for
volunteers, screening,
training materials and
Yes paid
Yes in -kind
mhtml:file://\\riverside\ City \ D S 1 \EB alsera \Documents \miamilearningzoneFINAL.mht 6/9/2011
WebGrants - Childrens Trust Page 13 of 22
5000 Role
Models
(Enrichment-
Mentoring for
Boys)
5,000 Role Models is a dropout prevention intervention program for
minority young boys "at -risk" of dropping out of school and/or choosing a
life of crime. The program serves 82 schools, which includes 16
elementary, 34 middle and 32 senior high Miami -Dade County Public
Schools.
http://www.500Drolemodels.dadeschools.net/members_schools.html
After -School Activities Table
Activity After -School Service Name & Description Facilitators
Type
Social Skills
Nutrition
Component: Social Skills
Content: Peace Works plants the seeds of peace
with materials from our Peacemaking Skills for Little
Kids line of curricula, posters, and music. These fun MLZ:
activities, games, songs, and puzzles teach your
students the I -Care Rules and important practical skills
like listening, cooperating, sharing, and the Peace • MLZ Program
Table process. It utilizes modeling, role playing, Coordinator
performance feedback, and transfer (homework).
Students develop competence in dealing with.
interpersonal conflicts and learn to use self-control.
Evidence -Based Program: Peaceworks
Accomodations for Children with
Disabilities: Modifications for children with disabilities
will be provided prior to program start.
Component: Snack and Nutrition
Content: USDA guidance on health food and
beverage.
Evidence -based practice: n/a
CWD Modifications: n/a
Component: Family Involvement
Content: Quarterly Parent Informational session.
Throughout the year, two literacy and social family
events will be held.
Family
Involvement Evidence Based Practice: n/a
CWD accommodations: all travel and activities will
be modified if need be for involvement.
Component: Literacy
program supplies.
5000 Role Models
provides enrichment via
mentoring using their
volunteers (Level II
clearance), who will meet
with MLZ boys while
Strong Women, Strong
Girls meets with the girls.
Contribution: Volunteer
mentors, program
management and
matching, special events.
Subcontractor (YMCA)
• Certified Teachers
Subcontractors: YMCA
Certified Teachers
• MLZ Program
Coordinator
Yes in -kind
Site/Group Freq/lntens/Duration/Time
Variances
n/a
n/a
n/a
• Frequency: Once a
week
• Intensity: 30 minutes
• Duration: 42 weeks
• Frequency: Daily,
every week
• Intensity: 15 minutes
• Duration: 42 weeks
• Frequency: 3 times a
year. (beggining, mid
and end of the school
year)
• Intensity: 3 Hours
• Duration: 42 weeks
mhtml:file://\\riverside\City\DS 1\EBalsera\Documents\miamilearningzoneFINAL.mht
6/9/2011
WebGrants - Childrens Trust Page 14 of 22
Literacy
Enrichment
Enrichment
Content: KidzLit focuses on proficiency in reading
takes practice and is developed over a lifetime. A
proficient reader must understand the meaning of the
text (comprehension), know when and how to apply
metacognitive strategies to acquire the information,
have an extensive vocabulary (oral and reading) and
read accurately (speed, rate and prosody). Each 45
minute session will include:
• Assess prior knowledge of story based upon
story title and cover.
• 15 minute read aloud.
• 20 minute follow up lesson based on the story
that was read in one of the five critical
components of reading: phonological and
phonemic awareness, phonics, fluency,
vocabulary and comprehension.
• 10 minutes to work on critical thinking activity:
Critical thinking activities are structured
activities to build thinking skills using a variety
of methods; analogies, reasoning, verbal skills,
logic, and reading strategies.
Evidence -based curriculum: KidzLit
Accommodations for children with
disabilities: The CWD indentified in this program,
have mild learning disabilities. The teacher will modify
curriculum as needed to meet the needs of this
population.
Field Trips: N/A
Component: Enrichment
Content: Arts for Learning enhances cultural
development by bringing visual and performing arts to
the children. Children will participate in twice -weekly
classes at the school. The Arts Program Manager will
coordinate activities of all the Artists and Artist
Assistants. Visual art programs will concentrate on
exploring visual media to interpret and communicate
individual perceptions of nature. Dance classes will
teach safety techniques for warming up and
strengthening the body and basic dance steps and
creative movement. Students can participate in a
Christmas and End -of -Year Production.
Evidence -based curriculum: n/a
Accommodations for children with
disabilities: Facilities and games are modified to be
as inclusive as possible for children with disabilities
Field Trips: n/a
Component: Academic Enrichment (On Target Math)
MLZ Program
Coordinator: Coordinates
literacy provision
MLZ Certified
Teachers: Instruction
MLZ: Program Coordinator
.Subcontractors: Artist
Services & Recruitment
Coordinator
Content: On Target Math tutors will implement
activities developed through the Focal Points
Assessment from STEEP. These activities will give On Target Staff
students an alternative hands-on approach to learning
math.
Evidence -based curriculum: n/a
Accommodations for children with
disabilities: Facilities and games are modified to be
as inclusive as possible for children with disabilities
N/A
n/a
n/a
• Frequency: 5 times a
week
• Intensity: 45 minutes
• Duration: 42 weeks
• Frequency: Three
times a week
• Intensity: 60 minutes
• Duration: 42 weeks
• Frequency: Once a
week
• Intensity: 60 minutes
• Duration: 42 weeks
mhtml:file:/A\riverside\City\DS 1\EBalsera\Documents\miamilearningzoneFINAL.mht 6/9/2011
WebGrants - Childrens Trust Page 15 of 22
Enrichment
Field Trips: n/a
Component: Enrichment (Academic: Mad Science)
Content: The program provides children with fun,
hands-on, interactive, and educational activities that
instill a clearer understanding of science and how it
affects the world around us.
Evidence -based curriculum: n/a
Accommodations for children with
disabilities: Facilities and games are modified to be
as inclusive as possible for children with disabilities
Field Trips: n/a
Component: Enrichment (Mentoring: Strong Girls,
Strong Women and 5,000 Role Models)
Content: Mentors will meet with their mentees at
least once a week for one hour. During these one
hour sessions, mentors and mentees will focus on
academics and social skill building.
Enrichment Evidence -based curriculum: n/a
Accommodations for children with
disabilities: Facilities and games are modified to be
as inclusive as possible for children with disabilities
Field Trips: n/a
Component: Enrichment (Gang Reduction and
Education Training)
Content: The City of Miami Police Department tailors
and administers a violence prevention program
focusing on gang resistance, bullying, conflict
resolution, and avoiding in -school fighting.
Enrichment Evidence -based curriculum: n/a
Fitness
Accommodations for children with
disabilities: Facilities and games are modified to be
as inclusive as possible for children with disabilities
Field Trips: n/a
Component: Students will participate in varying
recreational and physical activities. Sportsmanship will
be emphasized.
Content: Activities will include Field Day, relay races,
basketball, baseball/ softball, dodge ball, flag football
and, dance, etc, Students will receive a PACER test to
examine their physical abilities.
EBC: SPARKS
Accommodations for children with disabilities:
Facilities and games are modified to be as inclusive as
possible for children with disabilities.
Field Trips: n/a
Mad Science Facilitator N/A
• Strong Girls Strong
Women Facilitators
• 5,000 Role Models
Facilitators
MPD Police Officers
• MLZ Program
Coordinator
e YMCA Counselors
n/a
4th and
5th grade
students will
receive this
programming
only.
N/A
• Frequency: Once a
week
• Intensity: 60 minutes
• Duration: 42 weeks
• Frequency: Once a
week
• Intensity: 30 minutes,
• Duration: 42 weeks
• Frequency: 6 times
per year
• Duration: 30 minutes
• Intensity: 42 weeks
• Frequency: Daily,
every week
• Intensity: 60 minutes
• Duration: 42 weeks
mhtml:file://\\riverside\City \DS 1\EBalsera\Documents\miamilearningzoneFINAL.mht 6/9/2011
WebGrants - Childrens Trust
Page 16 of 22
Summer Activities Table
Activity Type Summer Service Name & Description Facilitators Site/Group Variances Freq/Intens/Duration/Time
Required Outcomes
Acknowledgement of required common outcomes for all OOS programs
The Children's Trust has established two common outcomes and measurement tools for all OOS programs, as displayed on the following chart.
While ORF and PACER measures are intended to be mandatory, The Children's Trust recognizes they may not be appropriate for all children
with disabilities. When specific limitations prevent the use of the standard ORF and/or PACER, applicants may select from approved adaptations
of these assessments. if the adapted assessments are also not appropriate, applicants must identify appropriate alternate assessment(s) that are
in line with the population served and activities delivered and describe those in the additional outcomes table below. Otherwise, the mandatory
performance outcomes listed below are not subject to negotiation. Checking below indicates agreement with the mandatory outcome
requirements.
Required After -school Outcomes
Data Source /
Measurement Tool
Timing
Associated
Activity
Mid -point performance: 85% of children will
improve oral reading skills
End -of -year performance: 90% of children will
1 minute Oral Reading
Fluency (ORF)
Pre, mid and
post tests
Literacy activities
improve oral reading skills
Mid -point performance: 75% of children will
PACER Multi -Stage Shuttle
Run
Pre, mid and
post tests
Fitness activities
improve fitness performance
End -of -year performance: 85% of children will
improve fitness performance
Required Summer Outcomes
Data Source /
Measurement Tool
Timing
Associated.
Activity
85% of children will improve or maintain oral
reading skills
1 minute Oral Reading
Fluency (ORF)
Pre and post
tests
Literacy activities
85% of children will improve or maintain fitness
performance
PACER Multi -Stage Shuttle
Run
Pre and post
tests
Fitness activities
Click the Edit button above to access the check box to indicate agreement with the mandatory outcome requirements.
Acknowledge required outcomes: Yes
Additional After -School Outcomes
Additional After -school Outcome
Additional Summer Outcomes
Additional Summer Outcome
Data Source / Measurement Tool Timing Associated Activity
Data Source / Measurement Tool Timing Associated Activity
Participant Outcomes Measurement
Define Meaningful Improvement:
For any additional outcomes above stating that participants will improve/increase or decrease in particular areas, describe how you will determine
whether the outcome is met. Include within your answer how much or what degree of change in each area is meaningful or significant enough to
be considered a success for participants. Are there relevant benchmarks that can be used to anchor the target % for particular outcomes? For
example, if grade promotion is an outcome, the target percent of participants to be promoted to the next grade should exceed the percent of
students who are generally promoted in a comparable group of students at the same school but not receiving the proposed program. If funded,
this detail will be further specified in the contract negotiation process. (400 word limit)
N/A no additional outcomes were chosen
mhtml:file://\\riverside\City\DS 1\EBalsera\Documents\miamilearningzoneFINAL.mht 6/9/2011
WebGrants - Childrens Trust Page 17 of 22
Data Collection Plan:*
Briefly describe the program data collection plan in relation to the performance measures (quantity measures, quality measures and participant
outcomes) included in the NOFA and your application. (400 word limit)
• Pre, mid, and post -testing is required to measure participant progress and program results. Explain the steps you will take to ensure every
participant will receive' outcome testing as required, and your intemal controls to ensure test results are accurately scored and reported in
accordance to the outcome schedule. Describe your ability to capture and report data electronically. Specifically, describe the agency's
capacity to collect required common outcome measures of the Oral Reading Fluency (ORF) and the PACER.
• Describe the general reliability and validity of any additionally proposed data sources/measurement tools. Include whether the measures
are self -report, observational or other types, and your experience with the usefulness of each tool. Remember to include sample tools
and/or documentation of this, as applicable, in the Attachments of your application.
• Specify the staff positions who are responsible for collecting the data (administering the tests, tracking attendance, etc.), reporting the
data into The Trust's electronic data tracking system, running reports on performance, analyzing the data and making program
modifications based on the results.
I. Testing Plan: In August, staff will be trained on evaluation to ensure quality data collection. MLZ staff and partners
will administer pre-tests on testing days in August; testing days in January; and testing days in June, or the dates
The Trust selects. Children will receive notices to take home to their parents. All children filling the 100 slots with 85%
attendance or more will be evaluated in:
• Literacy (administered by YMCA Tool: Oral Reading Fluency (ORF). Scores are inputted, monitored and
reviewed by YMCA, then sent to MLZ staff for input.
• Physical Fitness (administered by YMCA staff) Tool: PACER
• Social Skills (administered byYMCA) Tool: Peaceworks Checklist
The YMCA Lead Teacher submits all tests to the Program Director, as well as the attendance sheets weekly. MLZ's
Education Coordinator/Education Assistant Specialist) will input data in an electronic format for both ORF and PACER
(Data Tracker and an excel spreadsheet).
MLZ Program Coordinator staff assists in the input and review of data if necessary. Open lines of communication are
developed to ensure that all program staff and subcontractor agency personnel are aware of testing implementation
dates, the collection process, overall results and need for improvement.
Attendance: Parents are contacted to inform them that testing is being conducted and it is important that theirr child
show up for testing. If a participant misses, the parents are contacted again. MLZ constantly reviews its files to ensures
that all tests are completed.
II. Data Validity: MLZ utilizes testing that has been validated as part of evidence -based models to ensure that the
highest quality information is being provided. The tools used will be the ORF, PACER and Skillstreaming checklist (see
attachment), as well as tests for enrichment activities.(see attachment). After test results are inputted, reports are run
to access the number of test conducted, participants scores etc. and identify any unanticipated variances for review
and remediation. In addition, MLZ will utilize the Trust's audit to conduct its own internal compliance review as it relates
to data.
III. Staff Staff involved are both MLZ staff and that of Partners.
• ORF- YMCA certified teachers will be proctors; MLZ Education Assistant will be data inputter; MLZ Coordinator
will be quality reviewer.
• PACER- YMCA staff will be proctors; MLZ Education Assistant will be data inputter; MLZ Coordinator will be
quality reviewer
• Peaceworks- YMCA staff will be proctors; MLZ Education Assistant will be data inputter; MLZ Coordinator will
be quality reviewer.
Program Staffing
Period/Population
# Child Slots* # staff'
mhtml:file ://\\riverside\ City \DS 1\EBalsera\Documents\miamilearningzoneFINAL.mht 6/9/2011
WebGrants - Childrens Trust Page 18 of 22
School Year 2011-2012 -
School Year for Childen with Disabilities
Summer 2012.
Summer for Children with Disabilities
100 10
10 1
0 0
0 0
Staffing Plan
Staffing Plan:*
Briefly summarize the staffing plan related to the points below. Remember to include a current organizational chart for fhe agency, including fhe
proposed program, in the Attachments section of your application. (500 word limit, or approximately 1 page)
• Provide the rationale for the staffing pattern to ensure proposed activities are accomplished. Specify whether you would you have to
recruit and hire staff for this program, or are qualified personnel for this program currently available within your agency.
• Describe the cultural and linguistic competency of the program staff and volunteers and their ability to serve the target population
• Consistency is important to the success of services. Explain what efforts you will make to maintain staff and reduce turnover of trained,
experienced staff within the program. Include historical turnover information for your organization and current staff recruitment and
retention efforts.
• How will the program be managed and coordinated? Describe the supervision protocol, including the content of a typical supervision or
management meeting.
• Describe the staff training requirements and costs associated with the program. How will program staff be trained and prepared to deal
with a diverse population with multiple competing needs to include, but not limited to community service, family emergencies and
academic deficiencies.
Staff Rationale: Miami Learning Zone is a City of Miami, Office of the Mayor Education Initiative program
within the Office of Grants Administration. This program is comprised of highly qualified staff and
subcontractors to deliver the program components wherein their expertise lies. This results in a small
management staff, with more emphasis on funding for direct service Certified Teachers and enrichment
programs.
Education Initiatives Coordinator: Provides fiscal and programmatic management. Supervise subcontracting
agencies and monitor sites. Expertise: Bachelors in Early Childhood/Elementary Education and Exceptional
Education Certification.
Program Director. Manages day to day program operations at school site. Responsible for successful
implementation; hold quarterly meetings with Holmes Elementary School Administration and each
community -based organization (CBO);•Expertise: Bachelors in Elementary Education.
The MLZ staff is comprised of Certified Teachers who teach at Holmes during normal operational hours. The
other programmatic operations are performed by the on -site YMCA Certified Counselor's and the staff
provided by the subcontractors. Staff to child ratios will be maintained at 1:12 Certified Teachers, 1:15 YMCA
Counselors, and 1:10 for CWD.
Cultural Competency: The City of Miami staff and those of the partners have all undergone cultural
sensitivity training with particular expertise in Hispanic, Haitian, and African -American populations. The
program management and subcontractor staff is bi-lingual in Spanish and/or Creole.
Staff Retention: In order to ensure consistency, our program strives on maintaining a strong relationship with
its teachers, staff and sub -contractors. By doing so, we provide the children an environment in which they
feel safe and more easily expand their capabilities to learn and interact with others.
MLZ Management: MLZ is designed to be a highly coordinated and seamless provision of services to the
children of Miami. The EC and PD are responsible for convening partners to engage them in planning the
launch, and then manage implementation, performance monitoring, events, procurement, and evaluation.
The Education Initiatives Coordinator is responsible in partnership with the City of Miami Office of the City,
Attorney, in expediting all contract agreements and ensuring that each site is operationally ready, the
program calendar is set and partners and site staff are ready.
The MLZ staff meets monthly and quarterly to discuss program outcomes, measures, retention, policy,
implementation, TCT requirements, and areas of improvement.
Staff training: Staff training varies depending on responsibilities and program curriculum. The MLZ staff is
continuously trained throughout the year. Some of those trainings include ORF, PACER, and curriculum.
mhtml:file://\\riverside\City \DS 1 \EBalsera\Documents\miamilearningzoneFINAL.mht 6/9/2011
WebGrants - Childrens Trust Page 19 of 22
Disabilities Competencies Training: Annual Inclusion Training provided by Project Rise
Family Support: MLZ Program Coordinator will train staff and subcontractors in the preferred protocol for
serving families in need. For every request, staff will give the parent a pre -designed fact sheet on the top
challenges in the local community: housing emergencies, food emergencies, travel emergencies, and
domestic orneighborhood violence. This information will be explained to the caregiver verbally in the event of
different literacy levels. If time allows, staff will conduct the initial phone call with the caregiver present to the
potential assistive service.
Subcontracting Rationale:*
If you are subcontracting for direct services, explain why. How will participants be better off because you are subcontracting direct services? How
will your agency supervise and manage subcontractors to ensure they are performing well? Please note that subcontractors are limited to
agencies or persons directly related to the program services. If you are not subcontracting for direct services, enter "Not Applicable" in this text
field prior to saving the document. (200 word limit)
MLZ understands that the primary expertise of the Miami Learning Zone program is high quality education
service. MLZ also understands that its benefit rate and salary costs trend higher than other agencies due to
labor agreements. Therefore, it seeks to subcontract for quality professional services when appropriate to
ensure that children receive the best services in the most cost effective manner.
This results in benefits for the children:
• More funding for direct services.
• Greater educational and implementation resources from the subcontracting agency due to the fact the
service component is the entire focus of their organization.
MLZ also recognizes that its ultimately responsible for the management, quality, and performance of its
subcontractors. To ensure a good return on investment, MLZ is requiring weekly attendance and evaluation
reports for review; providing this data back to the subcontractor monthly as a feedback loop; and noticing the
subcontractor that payment will be withheld if benchmarks are not met within 60 days of notice.
School-year/After-school Site Information Form
School Street City Zip Current Public DCF Operation Schedule Fees #Children #CWD #Parents: *Other:
Year Site Address Code School License
Name Status
Holmes 1175
Elements Northwest Miami 33150 Yes Yes
School ry 67th
Street
Exempt
Letter
MLZ: 5 days a week, 10
months, 3:00 to 6:00 PM
daily
Additional
Programming: Saturday
school programming (not
funded by TCT)
Additional Populations:
Family involvement
sessions will happen
during non -instruction
hours.
Afee of$10
will be
charged for 100 15 0 0
registration.
100 15 0 0
Summer Site Information Form
Summer Site Street City Zip Current Public DCF License Operation Fees #Children #CWD #Parents #Other
Name Address Code School Status Schedule
0 0 0 0
mhtml:file://1\riverside\City\DS 1\EBalsera\Documents\miamilearningzoneFINAL.mht 6/9/2011
WebGrants - Childrens Trust
Page 20 of 22
Program Budget Summary
Download the Excel budget forms from the Funding Opportunity Details page and upload the
completed document in the Attachments form.
Refer to the Budget Instructions and Guidelines for details regarding the required elements for completing these Excel forms
Total Requested Funding from The Children's Trust:
Total Match Funding for the Program:
Budget Summary:*
Provide a general summary of the overall budget needed to implement the program as proposed. If the program has matching funds, describe
the funding source and general plan for use of these funds. Remember to include documentation of cash or in -kind matching funds for the
proposed program in the Attachments of your application. (250 word limit, or approximately 1/2 page)
$86,722.19
$242,611.64
Line Item
Total
Total Inkind
Description
Personnel
139,253.00
128,753.00
Salaries for Miami Learning Zone
Personnel to operate
Fringe Benefits-
$1078.35
.
Travel (other than
participants)
$0.00
$6,000.00
21st Century Community Learning
Center Statewide Conference X 3
people; 1 Nationwide Conference x 2
people
Travel (participants)
$1,250.00
$0.00
3 Field Trips x 1 bus x $175 = $525 2
Field Trips x 2 buses x $175 = $700
Meals (participants)
$0.00
$0.00
Space (rent of a
building)
0.00
$0.00
Inkind from Holmes Elementary
Utilities (e.g.
telephone, utilities)
0.00
$0.00
Inkind from Holmes Elementary
Supplies - office
$489.00
Supplies for students to include
paper, pencils, markers, folders, and
construction.
Supplies -program
$4,000.00
Supplies for teachers to provide
Literacy and the Enrichment
Curriculum consisting of Consumable
Workbooks and Supplementary
Reading Books.
Subcontractors (List
each)
$121,517.00
YMCA
$66, 317.00
YMCA counselor at 15 to 1 ratio.
Counselors (7) ($50,778.00). One
Senior Counselor, ($9.50/hour x 27
hours/week -$10,003.50).
Counselors will supervise all
activities, attendance, organize
snacks and implement SPARKS,
skillstreaming and social skills
curriculum. Liability coverage at
($7.00 x 120 children = $840). One
Site Coordinator ($15/hour x 40
hours/wk = $23,400). Supplies for
Skillstreaming, SPARKS Fitness
Activities, Learning Centers, and
$7,391.00. Benefits: $9,945.
Mad Science of
South Florida •
$27,000.00
See attached Subcontractor Budget
On -Target Math
$14,200.00
See attached Subcontractor Budget
mhtml:file://\\riverside\City \DS 1\EBalsera\Documents\miamilearningzoneFINAL.mht 6/9/2011
W e Durants - Lniiarens irusi
r itge L 1 oI LL
Arts for Learning
$14,000.00
See attached Subcontractor Budget
See above
Other
$50.00
Program Director and The Lead
Teacher/Administrator will attend a
Children's Trust All Day Mini -
Conference to learn about different
Programmatic Structures and
Standards.
Cash Match
Attachments - OOS (0022.00)
Attachment
REQUIRED ATTACHMENTS
Tentative activity schedule(s) (REQUIRED)
Sample snack and lunch menus (REQUIRED)
Budget and Staffing Plan (REQUIRED)
DCF child care license (REQUIRED)
Staff resumes (REQUIRED)
Organizational chart(s) (REQUIRED)
Form W-9 (REQUIRED)
Most recent financial audit (REQUIRED)
OTHER ATTACHMENTS (if applicable)
Quality assurance and program fidelity (IF
APPLICABLE)
Evidence of past outcomes and/or successes
(IF APPLICABLE)
Letters of Agreement or Memoranda of
Understanding (LOAs/MOUs) (IF
APPLICABLE)
Data source/measurement tool(s) (IF
APPLICABLE)
Cash or in -kind matching funds (IF
APPLICABLE)
Sliding fee schedule (IF APPLICABLE)
Investigations, litigation and/or regulatory
action (IF APPLICABLE)
Other (specify in description)
Description
MLZ schedule
MLZ Snacks
MLZ Budget and Staffing Plan
DCF exemption letter
MLZ resumes
MLZ Organizational Chart and Children's Trust
programs in the City of Miami
W-9
The City of Miami's most recent Single Audit and
the link (per TCT Q&A guidance) to the larger
CAFR.
MLZ outcomes
Memorandums of understanding
MLZ Data Source Measurement Tools
Cash/Inkind MLZ Memo
File Name
Type
MLZ - Schedule 2011-2012.pdf pdf
MLZ Snack Schedule.pdf pdf
City of Miami -Miami Learning Zone Budget xis
2011 - 2012.xls
DCF Exemption Letter.pdf
All-Combined-Resumes.pdf
MLZ Organizational Chart.docx
'City of Miami W-9.pdf pdf
pdf
pdf
docx
COM Audit.pdf pdf
Outcomes.pdf pdf
LettersOfAgreements&MOUs.PDF PDF
Data Source measurement tools.pdf pdf
Cash -Inkind MLZ Memo.doc doc
Letter attesting that there is no litigation against LeterBlondetMiamiLearningl .pdf
the program.
Conflict of Interest Letter Conflict of Interest Letter.pdf
pdf
pdf
Final Application Certification
Ensure the authorized official for the applicant agency is registered in WebGrants and selected as the authorized official for the application. Enter
this person's first and last name and title in this section. This will indicate the applicant's agreement to the Certification Statement and •
Acknowledgement of Required Documents for Contracting that are acknowledged by checking below.
Authorized Official's Name and Title:*
Lillian Blondet Director, Office of Grants Administration
First Name Last Name Title
Certification Statement:.
I do hereby certify to the following statements and that all facts, figures, and representations made in this application and supporting
documents are true and correct.
• All applicable statutes, regulations and procedures for program compliance and fiscal control, including but not limited to those contained
in the application and contract, will be implemented to ensure proper accountability of funds. I certify that the funds requested in this
application will not duplicate or replace funds that would otherwise be used for the purposes set forth in this proposal, and that the funds
requested are a true estimate of the amount needed to operate the proposed program.
• I have been duly authorized to act as the representative of the Agency in connection with filing this application. Further, I understand that it
is the responsibility of the agency head to obtain from its governing body the authorization for the submission of this application.
• This bid process is subject to the cone of silence and Florida's conflict of interest laws (§112.311, et. seg). I further state that to the best of
my knowledge, submission of this proposal is in compliance with the state and county conflict of interest laws.
mhtml:file:/A\riverside\City\DS 1 \EBalsera\Documents\miamilearningzoneFlNAL.mht 6/9/2011
W CUIJrtww1LJ - 1—I111urcith 1 I UJL
1 QbG GL )1 GL
• All work contained within this proposal is the unique and original product of the agency I represent, and has not been plagiarized or
duplicated in any way from another's work.
Check box to acknowledge certification statements: Yes
Acknowledgement of Required Documents for Contracting:
1 certify that if this application is recommended for funding each of the requirements listed below will be provided as noted, as a
condition of receiving funding:
• Staff background checks: All staff and volunteers with direct contact with children must satisfactorily pass a Level II background
screening that is on file prior to employment.
• Insurance: Documentation of General Liability Insurance (min. $500,000), Workers' Compensation (min. $500,000), Automobile
Insurance (min. $1,000,000 if transporting children, $300,000 if not) must be submitted within 30 days of contract execution. In
addition, Professional Liability Insurance (min. $250,000 with amount to be determined by The Trust) and Proof of Property Coverage (for
capital equipment owned by The Children's Trust) should be included, if applicable.
• Financial audits: In addition to the financial audit or statements submitted with this application, all funded providers are required to
submit annually a financial audit within 180 days of the end of their fiscal year, performed by an independent certified audit firm
licensed to do business in Florida. This audit shall be conducted in accordance with generally accepted accounting principles. In addition,
any provider who receives a combined total amount of $300,000 or more from The Children's Trust, must submit a program
specific audit showing the expenditures for each contract funded by The Children's Trust during the audit period. The program specific
audit will include a report stating whether or not the schedule of expenditures were fairly stated.
Check box to acknowledge agreement with listed
requirements: Yes
mhtml :file:/A\riverside\City\DS 1 \EBalsera\Documents\miamilearningzoneFINAL.mht 6/9/2011