HomeMy WebLinkAboutExhibit 1AGREEMENT BETWEEN MIAMI-DADE COUNTY
AND
CITY OF MIAMI
FOR A 2010 SUPPORTIVE HOUSING PROGRAM GRANT FLO211B4D001003
MIAMI HOMELESS ASSISTANCE PROGRAM (MIAMI HAP)
THIS AGREEMENT, entered this _ day of , 2011, by and between Miami -Dade
County (herein called the "Grantee") and City of Miami , (hereinafter referred to as the "Subrecipient")
under this Agreement.
WHEREAS, the Grantee has applied for and received funds from the United States Government under
Title IV of the Stewart B. McKinney Homeless Assistance Act; and
WHEREAS, the Grantee agrees to comply with all requirements of this Agreement and to accept
responsibility for such compliance by the Subrecipient to which it makes grant funds available; and
NOW, THEREFORE, it is agreed between the parties hereto that;
I. STATEMENT OF WORK:
A. Activities
The Subrecipient shall adhere to the "2010 Supportive Housing Program Grant Agreement"
Attachment A (Parts A and B), which is governed by the Supportive Housing Program rules,
24 CFR Part 583. The Subrecipient shall carry out the activities specified in the "Scope of
Services" Attachment A-1; "Type and Scale of Housing", Attachment A-2; "Households in
the Project with Dependents", Attachment A-3; "Households in the Projects without
Dependents, Attachment A-4; achieve "Performance Objectives" as stipulated in
Attachment A-5, and "Project Milestones", Attachment A-6 as applicable. The Subrecipient
shall also adhere to minimum standards of housing and services as set forth in the "Standards
of Care", incorporated herein by reference. The Subrecipient shall adhere to all applicable
federal, state and local laws, regulations, rules and standards.
B. Time Schedule
1. The Grantee and the Subrecipient agree that this Agreement shall become effective on
June 1, 2011.
2. This Agreement shall expire May 31, 2012, one (1) year from the effective date. Any
cost incurred by the Subrecipient beyond this date will not be paid by the Grantee, except
as specifically provided herein. Notwithstanding any provision herein to the contrary,
certain requirements imposed on the Subrecipient by this Agreement and Federal
regulation may continue for a tern of at least twenty (20) years, as provided in this
Agreement.
3. The requirements of this Agreement shall remain in effect during any time period that
the Subrecipient has control over any funds generated or provided in connection with
this Agreement, including program income.
_ , GRANT NUMBER: FLO211 B4D001003
City of Miami — Miami HAP Program / Page 2 of 24
C. Budget
The Grantee agrees, subject to the availability of funds and payment of funds to the Grantee
by the United States Department of Housing and Urban Development and subject to the
Subrecipient's compliance with all applicable laws and agreement terms as determined by the
Grantee, to pay for contracted activities according to the terms and conditions contained
within this Agreement, the Subrecipient's application for the Supportive Housing Program,
and the Subrecipient's Technical Submission Exhibits incorporated herein as Attachment B,
the Budget, in an amount not to exceed $0.00 for Leasing, $239,116.00 for Supportive
Services, $0.00 for Operations and $11,955.00 for administration (minus 2.5% administrative
costs to be retained by the Grantee), for a total budget of $251,071.00. If applicable, in
accordance with Federal Regulations, provider shall be reimbursed for capital funding on an
incremental basis, based on the following completion benchmarks: 30%, 30%, 30%, and
10% to be provided when a final Certificate of Occupancy is obtained from the developer.
All other activities shall be paid on a reimbursement basis following the submission of a
monthly invoice along with the appropriate support documentation.
In accordance with federal requirements, the Subrecipient agrees to provide match funds in
an amount that represents no less than twenty perent (20%) of the total supportive services
budget, or twenty-five percent (25%) of the SHP supportive services funding, and no less than
twenty-five percent (25%) of the total operations budget.
The budget figures above represent the original line item totals as delineated in the grant
agreement. Submitted budgets that shift funds by less than 10% of the original line item
totals of the grant agreement may become official only if the appropriate match is provided,
the administration total is not increased and Miami -Dade County Homeless Trust approves
the shift of funds in writing. As such, the figures in the Technical Submission Exhibits
Attachment B may not match the contracted figures delineated in the original contract and
grant agreement. Notwithstanding the above, changes of more than 10% in any line item total
as delineated in the grant agreement shall require a formal budget approval and an amendment
to the grant agreement.
The Subrecipient shall provide 2,300 supportive outreach services, 1,150 assessments of
homeless persons, and at least 1150 placements of homeless persons (individuals/families).
At least 65 homeless persons will be placed in transitional supportive housing beds. The
program main office is at 1490 NW 3`d Avenue, Suite 105, Miami, Florida. The Subrecipient
will provide services as outlined in the Attachments as well as in the 2010 US HUD Super
NOFA application, incorporated herein by reference.
II. RECORDS AND REPORTS
A. Financial Management
1. The Grantee and the Subrecipient shall adhere to the requirements for financial
reporting as stated in 24 CFR Part 85.41.
2. Requests for payments, along with documentation for each line item, i.e. invoice for
services/housing, capital invoice (if applicable), lease agreement, payroll reports, shall be
submitted to the Grantee by the twentieth (20th) of the month and shall be signed by the
GRANT NUMBER: FL0211B4D001003
City of Miami — Miami HAP Program / Page 3 of 24
Executive Director and or the Financial Officer of the Subrecipient, in the form
incorporated herein as Attachments C and C-1.
3. Reimbursement shall be provided only for costs associated with the services detailed in
the budget, plus general administrative costs (not to exceed 2. 5% of direct costs).
4. Any reimbursement may be withheld pending the receipt and approval by the Grantee of
all reports and documents required herein, including but not limited to the submission of
the Annual Progress Report (APR).
5. In no event shall the Grantee's funds be advanced to any subcontractor hereunder.
6. The parties agree that the Subrecipient may request the revision of the schedule of
payments or the line item budget. However, such revisions shall be subject to review and
approval by the Grantee. Such requests shall only be considered at least ninety (90)
days prior to the expiration of the grant, if there is a shift of 10% or more of funds
between line items of any activity, supportive services, operations, or leasing or there is a
significant change to the program. Requests for minor modifications (for example less
than 10% shift of funds between line items) must be submited at least forty-five (45)
days prior to the expiration of the grant. Failure to submit the appropriate supporting
documentation in a timely manner may result in the Grantee's inability to amend the
budget.
7. A final request for reimbursement from the Subrecipient will be accepted by the Grantee
up to thirty (30) days after the expiration of this Agreement. If the Subrecipient fails to
comply, all rights to payments will be forfeited if the Grantee so chooses.
8. Within thirty (30) days of the termination or expiration of this Agreement, a final report
of expenditures shall be submitted to the Grantee. If after the receipt of such final report,
the Grantee determines that the Subrecipient has been paid funds not in compliance with
the Agreement, and to which it is not entitled, the Subrecipient will be required to return
such funds to the Grantee unless the Subrecipient submits documentation demonstrating
that the expenditure was in compliance with this Agreement to the satisfaction of the
Grantee. The Grantee shall have the sole and absolute discretion to determine if the
Subrecipient is entitled to such funds and the Grantee's decision in this matter shall be
final and binding.
B. Records and Access to Records
1. Agreement Records are defined as any and all books, records, client files (including
client progress reports, referral forms, etc.), documents, information, data, papers, letters,
materials, electronic storage data and media whether written, printed electronic or
electrical, however collected or preserved which is or was produced, developed,
maintained, completed, received, or compiled by or at the direction of the Subrecipient
or any subcontractor directly or indirectly related to the duties and obligations required
by terms of this contract, including but not limited to financial books and records,
ledgers, drawings, maps, pamphlets, designs, electronic tapes, computer drives and
diskettes or surveys.
GRANT NUMBER: FL0211B4D001003
City of Miami — Miami HAP Program / Page 4 of 24
2. The Subrecipient must maintain Agreement Records that document all actions to comply
with, and that relate to, this Agreement, including those on race, ethnicity, gender, and
disability status data; and those in accordance with generally accepted accounting
principles, procedures, and practices as required in Circular OMB-122 which shall
sufficiently and properly reflect all revenues and expenditures of funds provided directly
or indirectly by the Grantee pursuant to the terms of this Agreement which shall include
but not be limited to a cash receipt journal, cash disbursement journal, general ledger,
and all such subsidiary ledgers as may be reasonably necessary.
3. The Subrecipient shall provide to the Grantee, upon request by the Grantee, all
Agreement Records. The requested Agreement Records shall become the property of the
Grantee without restriction, reservation, or limitation of their use and shall be made
available by the Subrecipient at any time upon request by the Grantee. The Grantee shall
have unlimited rights to all books, articles, or other copyrightable materials developed in
the performance of this Agreement. These unlimited rights include the rights of royalty -
free, nonexclusive, and irrevocable license to reproduce, publish, or otherwise use, and
to authorize others to use the work for public purposes.
4. The Subrecipient shall ensure that the Agreement Records shall at all times be subject to
and available for full access and review, inspection, or audit by Grantee and Federal
personnel and any other persons so authorized by the Grantee.
5. The Subrecipient shall include in all the Grantee -approved subcontracts used to engage
subcontractors to carry out any eligible substantive programmatic services, as such
services are described in this Agreement and defined by the Grantee, each of the record -
keeping and audit requirements detailed in this Agreement. The Grantee shall, in its sole
and absolute discretion, determine when services are eligible substantive programmatic
services and subject to the audit and record -keeping requirements described in this
Agreement. These records shall be maintained as pursuant to this Agreement.
6. If the Subrecipient received funds from or is under regulatory control of other
governmental agencies, and those agencies issue monitoring reports, regulatory
examinations, or other similar reports, then the Subrecipient shall provide to the Grantee
a copy of each report and any follow-up communications and reports immediately upon
such issuance unless such a disclosure is a violation of those agencies' rules.
C. Reports
The Subrecipient shall submit to the Grantee the reports described below or any other document in
whatever form, manner, or frequency as may be requested by the Grantee. These will be used for
monitoring the provider's progress, performance, and compliance with applicable Grantee and
Federal requirements.
1. Progress Reports — Subrecipient shall submit a Homeless Managementlnformation
System (HMIS) generated, "Monthly Progress Report (MPR)," Attachment D, along
with the following monthly reports using the forms attached hereto as "Client
Contribution Report" Attachment F, as they may be revised by the Grantee, which shall
describe the progress made by the Subrecipient in achieving each of the objectives
identified in Attachment A-5.
GRANT NUMBER: FLO211 B4D001003
City of Miami — Miami HAP Program / Page 5 of 24
The reports shall explain the Subrecipient's progress including comparisons of actual
versus planned progress for the period. The reports are due by the twentieth (20th) day
of the following month, along with the request for reimbursement, following the close of
the prior month.
2. Annual Progress Report - The Subrecipient shall submit a HMIS generated Annual
Progress Report in addition to a complete and accurate report using the United
States Department of Housing and Urban; Development (HUD) form HUD-40118,
"Annual Progress Report (APR) for Competitive Homeless Assistance Programs" (Refer
to Attachment G and G -1). The complete and accurate APR is due to the Grantee sixty
(60) days after the end of each operating year.
3. "Program Rating and Satisfaction Survey" Attachment E shall be collected and retained
monthly by the Subrecipient in a separate file and available for review and monitoring,
or as requested by the Grantee.
4. Audit Reports - The Subrecipient shall provide two (2) copies of an annual certified
public accountant's opinion and related financial statements on the organization to the
Grantee no later than one -hundred and eighty (180) calendar days following the end of
the Subrecipient's fiscal year, for each year during which this Agreement remains in
force or until all funds earned from this Agreement have been so audited, whichever is
later, provided that the Subrecipient has such an opinion prepared.
5. Annual Assurance Report - The Subrecipient who receives assistance only for leasing,
operating costs, or supportive services costs must provide an annual assurance report for
each year the assistance is received that the project will be operated for the purpose
specified in the application.
6. Employee Certification Form — Government Entities ONLY - The Subrecipient is
required to submit semi-annually certifications for those employees working solely on a
particular Supportive Housing Program (SHP) grant. The certification must be signed by
the employee and the supervisor and conform to OMB Circular A-87 Attachment B (h)
(3). "Employee Certification form" Attachment P, must be submitted in January and
July of each year with the reimbursement request.
7. Incident Reports — The Subrecipient must report to Miami -Dade County Homeless Trust
information related to any critical incidents occurring during the administration term of
its programs, form "Incident Report" Attachment Q. In addition to reporting this
incident to the appropriate authorities the Subrecipient must within twenty-four (24)
hours of any incident, submit in writing a detailed account of the incident. This incident
report should be addressed to the Contract Officer or Administrative Officer assigned.
This incident report should be addressed to Miami -Dade County Homeless Trust, 111
NW First Street, 27th Floor, Suite 310, Miami, Florida 33128; telephone (305) 375-1490
and facsmilie (305) 375-2722.
GRANT NUMBER: FLO211B4D001003
City of Miami — Miami HAP Program / Page 6 of 24
8. Disaster Plan — The Subrecipient shall submit an Agency Disaster Plan by April 1st of
each Contract year.
D. Staff Responsibility
The Subrecipient's staff members for this grant are listed in the "Budget" document
Attachment B.
E. Special Conditions
The Subrecipient shall follow the client referral process as listed in the "Scope of Services,"
Attachment A-1. '
Performance Improvement Plan
Based on past performance in the area of Utilization compliance, this Agreement is subject to
a Performance Improvement Plan (PIP). During the term of this Agreement, the
Subrecipient must submit all reimbursement invoices in a timely manner as specified within
this document. The Subrecipient shall invoice at a rate of 95% of targeted expenditures for
the allotted period. If the Subrecipient fails to comply, all rights to payments will be forfeited
if the Grantee so chooses. Timely manner is defined as appropriately documented, eligible,
allocable, allowable invoices at a rate of 95% targeted expenditures no later than the end of
the third (3`d) quarter of this Agreement term. Failure to submit in a timely manner may
result in the termination of this Agreement by the Grantee.
The above is subject to the review, approval and discretion of Miami -Dade County Homeless
Trust.
The Subrecipient shall provide any documentation, such as the "W-9 form" Attachment H to
facilitate the reimbursement of services.
F. General Conditions
The Subrecipient shall comply with all Federal laws, and regulations, as specified in the
"Applicant Certifications" Attachment I, the "Renewal Grant Agreement" and the
accompanying 24 CFR Part 583, Supportive Housing Program regulations Attachment A
(Part A and B), and all other Federal requirements of this grant. The responsibility for
knowledge of and compliance with all Federal requirements is that of the Subrecipient.
The Subrecipient shall abide and be governed by the requirements of the Americans with
Disabilities Act (ADA).
In addition, the Subrecipient agrees to comply with the following requirements.
GRANT NUMBER: FLO211 B4D001003
City of Miami — Miami HAP Program / Page 7 of 24
1. Insurance
A. Government Entities - If the Subrecipient is the State of Florida or an agency or
political subdivision of the State as defined by Section 768.28, Florida Statutes,
the Subrecipient shall furnish the County, upon request, written verification of
liability protection in accordance with Section 768.28, Florida Statutes. Nothing
herein shall be construed to extend any party's liability beyond that provided in
Section 768.28, Florida Statutes.
B. Non -government Entities — shall maintain required liability insurance coverage as
noted below at all times during this contract period.
The Subrecipient shall maintain required liability insurance coverage as noted below at
all times during this contract period:
Public Liability Insurance on a comprehensive basis in an amount not less than
$300,000 combined single limit for bodily injury and property damage. The Grantee
must be shown as an additional insured with respect to this coverage, as evidenced by a
certificate of insurance.
Automobile Liability Insurance covering all owned, non -owned and hired vehicles
used in connection with this contract in an amount not less than $300,000 combined
single limit for bodily injury and property damage.
Workman's Compensation Insurance for all employees of the Subrecipient as
required by Fl. Statute 440.
Flood Insurance shall be maintained as per the requirements in 24 CFR Part 583.330(a).
The insurance coverage required shall include these classifications, listed in standard
liability insurance manuals, which most nearly reflect the operations of the Subrecipient.
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 "B" as to management, and no less than
"Class V" as to 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
approval of the County Risk Management Division.
or
Compliance with the foregoing requirements shall not relieve the Subrecipient of its
liability and obligations under this section or under any other section of this Agreement.
No modification or waiver of any of the aforementioned insurance requirements shall be
made without thirty (30) days written advance notice to the Grantee, and is subject to the
approval of the Grantee's Risk Management Division.
GRANT NUMBER: FL0211 B4D001003
City of Miami — Miami HAP Program / Page 8 of 24
2. Indemnification
To the extent permitted under Florida Statutes 768.28 the Subrecipient shall indemnify
and hold harmless the Grantee and its past, present, and future employees and agents
from and against any and all claims, liabilities, losses, and causes of action which may
arise out of or relate to this Agreement, or which may arise out of the actions or
negligence, in whole or in part, of the Subrecipient, its officers, agents, employees, or
assignees in the direct or indirect fulfillment of this Agreement. The Subrecipient shall
pay all claims and losses of any nature in connection therewith, and shall defend all suits,
in the name of the Grantee when applicable, and shall pay all costs and judgments which
may issue thereon It is expressly understood and intended that the Subrecipient is an
independent contractor and is not an employee or agent of the Grantee.
The Subrecipient shall disclose to the Grantee in writing any possible or actual conflicts
of interest or apparent improprieties of the kind addressed herein. The Subrecipient
shall make each disclosure in writing to the Grantee immediately upon the Subrecipient's
discovery of such possible conflict. The Grantee will then render an opinion which shall
be binding on all parties.
3. Affidavits
Complete and notarize, "Miami -Dade County Required Affidavits", Attachment J,
"Lobbyist Registration for Oral Presentation", Attachment K and "Sworn Statement
Pursuant to Florida Statutes", Attachment M, acknowledging compliance with the
following Miami -Dade County Affidavits:
a. Disability Nondiscrimination Affidavit Attachment J, Section VII.
b. Family Leave Plan Affidavit Attachment J, Section VI.
c. Drug -free Workplace Affidavit — Ordinance No. 92-15 Attachment J, Section V.
d. Miami -Dade County Disclosure Affidavit Attachment J, Section I.
e. Miami -Dade County Employment Disclosure Affidavit Attachment J, Section 11.
f. All Subrecipients are advised that in accordance with Section 2-11.1 (s) of the
Code of Miami -Dade County, the "Lobbyists Registration for Oral Presentation
Affidavit", Attachment K, MUST be completed, notarized, and included with the
Agreement. Lobbyist specifically includes the principal, as well as any agent,
officer, or employee of a principal, regardless of whether such lobbying activities
fall within the normal scope of employment of such agent, officer or employee.
g.
Miami -Dade County Criminal Record Affidavit Attachment J, Section IV.
h. Delinquent and Currently Due Fees or Taxes - The Subrecipient has duly executed
the Affidavit regarding "Delinquent and Currently Due Fees or Taxes" as required
by Section 2-8.1(c) of the County Code and that affidavit is attached hereto as
Attachment J, Section VIII. The Subrecipient understands that the County has
relied on the aforementioned representation in entering this contract.
GRANT NUMBER: FLO211B4D001003
City of Miami — Miami HAP Program / Page 9 of 24
i. Affirmative Action/Nondiscrimination of Employment, Promotion and
Procurement Practices (County Ordinance 98-30) Attachment J, Section III.
Project Fresh Start (Resolutions R-702-98 and 358-99) Attachment J, Section X.
G. Civil Rights
The Subrecipient 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.
Where applicable the Subrecipient agrees to abide and be governed by Title VI and VII, Civil
Rights Act of 1964 (42 USC 2000 D&E) and Title VIII of the Civil Rights Act of 1968, as
amended, and Executive Order 11063 which provides in part that there will be no
discrimination of race, color, sex, religious background, ancestry or national origin in
performance of this Agreement, in regard to persons served, or in regard to employees or
applicants for employment or housing. It is expressly understood that upon receipt of
evidence of such discrimination, the County shall have the right to terminate said Agreement.
It is further understood that the Subrecipient must submit an affidavit attesting that it is not in
violation of the American with Disabilities Act, the Rehabilitation Act, the Federal Transit
Act, 49 USC § 1612, and the Fair Housing Act, 42 USC § 3601 et seq. If the Subrecipient or
any owner, subsidiary , or other firm affiliated with or related to the Subrecipient, is found by
the responsible enforcement agency, the Courts or the County to be in violation of these Acts,
the County will conduct no further business with the Subrecipient. Any contract entered into
based upon a false affidavit shall be voidable by the County. If the Subrecipient violates any
of the Acts during the term of any Contract the Subrecipient has with the County, such
Contract shall be voidable by the County, even if the Subrecipient was not in violation at the
time it submitted its affidavit.
The Subrecipient agrees that it is in compliance with the Domestice Violence Leave, codified
as § 11-A60 et. Seq. of the Miami -Dade County Code, which requires an employer, who in
the regular course of business has fifty (50) or more employees working in Miami -Dade
County for each working day during each of twenty (20) or more calendar work weeks to
provide domestic violence leave to its employees. Failure to comply with this local law may
be grounds for voiding or terminating this Contract or for commencement of debarment
proceedings against the Subrecipient.
The Subrecipient also agrees to abide and be governed by the Age Discrimination Act of
1975, as amended, which provides in part that there shall be no discrimination against persons
in any area of employment because of age. The Subrecipient agrees to abide and be goverened
by Section 504 of the Rehabilitation Act of 1973, as amended, 29 USC 794, which prohibits
discrimination on the basis of handicap. The Subrecipient agrees to abide and be governed by
the requirements of the Americans with Disabilities Act (ADA).
GRANT NUMBER: FL0211 B4D001003
City of Miami — Miami HAP Program / Page 10 of 24
III. SUSPENSION AND TERMINATION
A. Suspension
The Grantee may, for reasonable cause, temporarily suspend the Subrecipient's operations and
authority to obligate funds under this Agreement or withhold payments to the Subrecipient
pending necessary corrective action by the Subrecipient or both.
Reasonable cause shall be determined by the Grantee and in its sole and absolute discretion
and may include:
Ineffective or improper use of any funds provided hereunder by the
Subrecipient;
2. Failure by the Subrecipient to materially comply with any terms, conditions,
representations or warranties contained herein;
3. Failure by the Subrecipient to submit any documents required by this
Agreement; or
4. The Subrecipient's submittal of incorrect or incomplete documents.
B. Termination
Termination at Will - This Agreement, in whole or in part, may be terminated
by the Grantee upon no less than fifteen (15) working days notice when the
Grantee determines that it would be in the best interest of the Grantee and/or the
recipient materially fails to comply with the terms and conditions of award. Said
notice shall be delivered by certified mail, return receipt requested, or in person
with proof of delivery. The Subrecipient will have five (5) days from the day the
notice is delivered to state why it is not in the best interest of the Grantee to
terminate the Agreement. However, it is up to the discretion of the Grantee to
make the final determination as to what is in its best interest.
2. Termination for Convenience - The Grantee or subrecipient may terminate this
Agreement, in whole or part, when both parties agree that the continuation of the
activities would not produce beneficial results commensurate with the further
expenditure_ of funds. Both parties shall agree in writing upon the termination
conditions, including the effective date and in the case of partial termination, the
portion to be terminated. However, if the grantee determines in the case of
partial termination that the reduced or modified portion of the grant will not
accomplish the purposes for which the grant was made it may terminate the grant
in its entirety.
3. Termination Because of a Lack of Funds - In the event funds to finance this
Agreement become unavailable, the Grantee may terminate this Agreement
upon no less than twenty-four (24) hours notice in writing to the Subrecipient.
Said notice shall be sent by certified mail, return receipt requested, or in person
with proof of delivery. The Grantee 'shall be the final and sole authority in
determining whether or not funds are available.
GRANT NUMBER: FL0211 B4D001003
City of Miami — Miami HAP Program / Page 11 of 24
4. Termination for Breach - The County may terminate this Agreement, in whole,
or in part, when the County determines in its sole and absolute discretion that the
Subrecipient ("Provider") is not making sufficient progress in its performance of
this Agreement as outlined in Attachment A, Scope of Services, or is not
materially complying with any term or provision provided herein, including the
following: 1) The Provider ineffectively or improperly uses the County funds
allocated under this Contract; 2) the Provider does not furnish the Certificates of
Insurance required by this contract or as determined by the County's Risk
Management Division; 3) the Provider does not furnish proof of
licensure/certification or proof of background screening required by this
Contract; 4) the Provider fails to submit or submits incomplete or incorrect
detailed reports ofexpenditures or final expenditure reports; 5) the Provider does
not submit or submits incomplete or incorrect required reports; 6) the provider
refuses to allow the County access to records or refuses to allow the County to
monitor, evaluate and review the Provider's program; 7) the Provider
discriminates under any of the laws outlined in Section II(G) of this Contract; 8)
the Provider fails to provide Domestic Violence Leave to its employees pursuant
to local law; 9) the Provider falsifies or violates the provisions of the Drug Free
Workplace Affidavit; 10) the Provider attempts to meet its obligations under this
contract through fraud, misrepresentation or material misstatement; 11) the
Provider fails to correct deficiencies found during a monitoring, evaluation or
review within the specified time; 12) the Provider fails to meet the terms and
conditions of any obligation under any contract or otherwise or any repayment
schedule to the County or any of its agencies or instrumentalities; 13) the
Provider fails to meet any of the terms and conditions of the Miami -Dade County
Affidavits; 14) the Provider fails to fulfill in a timely and proper manner any and
all of its obligations, covenants, agreements and stipulations in this Contact. The
Provider shall be given written notice of the claimed breach and 10 business days
to cure same. Unless the Provider's breach is waived by the County in writing,
or unless the Provider shall have failed after receiving written notice of the
claimed breach by the County to take steps to cure the breach within 10 business
days after receipt of the breach, the County may, by written notice to the
Provider, terminate this Agreement upon no less than twenty-four (24) hours
notice. Said notice shall be sent by certified mail, return receipt requested, or in
person with proof of delivery. Waiver of breach of any provision of this
Agreement shall not be construed to be a modification of the terms of this
Agreement. The provisions contained herein do not limit the County's right to
legal or equitable remedies or any other provision for termination under this
contract. Such individual or entity shall be responsible for all direct and indirect
costs associated with such termination or cancellation, including attorney's fees.
Any individual or entity who attempts to meet its contractual obligations with the
County through fraud, misrepresentation or material misstatement ma be
disbarred from County contracting for up to five (5) years.
GRANT NUMBER: FL0211B4D001003
City of Miami — Miami HAP Program / Page 12 of 24
IV. REVERSION OF ASSETS
A. Term of Commitment
If the Subrecipient receives assistance for acquisition, rehabilitation, or new construction,
then the Subrecipient shall agree to operate the supportive housing or provide supportive
services in accordance with this Agreement and applicable laws and regulations for a term of
at least 20 years from the date of initial occupancy', or date of initial service provision. If the
United States Department of Housing and Urban Development (HUD) determines a project is
no longer needed for use as supportive housing or to provide supportive services, then HUD
may provide authorization to the Grantee on behalf of the Subrecipient to convert the project
to a project for the direct benefit of low-income persons pursuant fo a'regiieStTor "such ii e by
the Grantee on behalf of the Subrecipient operating the project (24 CFR 583.305 (a)).
B. Repayment of Grant
If the Subrecipient does not provide supportive housing or supportive services for 10 years
following the date of initial occupancy or date of initial service provision pursuant to this
Agreement, then the Grantee .shall require repayment of the entire amount of the grant used
for acquisition, rehabilitation, or new construction, unless conversion of the project has been
authorized by HUD pursuant to the terms in the Term of Commitment Section, IV -A of this
document (24 CFR 583.305 (b)).
If the supportive housing is used for such purposes as stated in Section IV -A for more than 10
years, then the Subrecipient's repayment amount will be reduced by 10 percentage points for
each year beyond the 10-year period in which the project is used for supportive housing
(24 CFR 583.305 (b)).
C. Prevention of Undue Benefits
Upon the sale or other disposition of a project assisted with acquisition, rehabilitation, or new
construction funds occurring before the expiration of the 20-year period, the Subrecipient
must comply with such terms and conditions as HUD and the Grantee may prescribe to
prevent the Subrecipient from unduly benefiting from such sale or disposition.
The Subrecipient shall return to the Grantee, upon the expiration or termination of this
Agreement, any funds on hand, any accounts receivable attributable to these funds, and any
overpayment due to unearned funds or costs disallowed pursuant to the terms of this
Agreement that were disbursed to the Subrecipient by the Grantee.
D. Revocation of License or Permit
Notwithstanding any provision of this Agreement to the contrary, revocation of any necessary
license, permit, or approval by a governmental authority may result in immediate termination
of this Agreement upon no less than twenty-four hours notice. Said notice shall be certified by
mail or hand delivery.
GRANT NUMBER: FLO211B4D001003
City of Miami — Miami HAP Program / Page 13 of 24
E. Declaration of Restrictive Covenants and Declaration of Restrictions
If not previously recorded, the Subrecipient and the Titleholder shall sign and record as set
forth in Attachment 0 and Attachment 0-1, at the time of contract execution, and
incorporated here by reference, the "Declaration of Restrictive Covenants," and the
"Declaration of Restrictions." The Declaration of Restrictive Covenants is a federal
requirement and the Declaration of Restrictions is a local Requirement on properties that are
acquired, rehabilitated or built with Supportive Housing Program funds. These convenants
restrict the use of properties located at Not Applicable such that the properties
must be operated for the provision of supportive housing and services for homeless persons in
accordance with the provisions of 24 CFR Part 583, Code of Federal Regulations and any
other applicable laws or regulations for a term of at least 20'years or for -such other purposes
as may be approved by the Grantee and HUD. The Subrecipient agrees to inform any lender
or grantor which has loaned or granted funds for the purchase of such properties of structures
thereupon and request their consent to the recordation of and subordination to the Declaration
of Restrictive Covenants and the Declaration of Restrictions. Such consent shall be in a form
acceptable to the Grantee.
V. UNIFORM ADMINISTRATIVE REQUIREMENTS
A. Accounting Standards, Cost Principles, and Regulations
1. The Subrecipient shall comply with Federal accounting standards and cost principles
according to OMB Circular A-122 and SHP Regulations (24 CFR 583.135) and any
other applicable laws and regulations.
2. The Subrecipient shall comply with applicable i provisions of applicable Federal, State,
and County laws, regulations, and rules such as OMB Circular A-110, OMB Circular A-
21, and OMB Circular A-133 and with the Energy Policy and Conservation Act (Public
Law 94-163) which requires mandatory standards and policies relating to energy
efficiency. If any provision of this contract conflicts with any applicable law or
regulation, only the conflicting provision shall be deemed by the parties hereto to be
modified to be consistent with the law or regulation or to be deleted if modification is
impossible. However, the obligations under this contract, as modified, shall continue
and all provisions of this contract shall remain in full force and effect.
3. If the amount payable to the Subrecipient pursuant to the terms of this contract is in
excess of $100,000, the Subrecipient shall comply with all applicable standards, orders,
or regulations issued pursuant to Section 306 of the Clean Air Act of 1970 (42 U.S.C.
1857 (h)), as amended; the Federal Water Pollution Control Act (33 U.S.C. 1251), as
amended; Section 508of the Clean Water Act (33 U.S.C. 1368); Environmental
Protection Agency regulations (40 CFR Part 15); Executive Order 11738; and
Environmental Review Procedures and Regulations (24 CFR Part 58 and 24 CFR Part
583.230). Subrecipient shall comply with all applicable laws and regulations governing
this agreement.
B. Retention of Records
1. The Subrecipient shall retain records pertinent to expenditures and all Agreement
Records for a period of at least three (3) years (hereinafter referred to as "Retention
GRANT NUMBER: FLO211 B4D00 1003
City of Miami — Miami HAP Program / Page 14 of 24
Period."). For all non -Grantee assisted activities the Retention Period shall begin upon
the expiration or termination of this Agreement.
2. If the Grantee or the Subrecipient has received or been given notice of any kind
indicating any threatened litigation, claim or audit arising out of the services provided
pursuant to the terms of this Agreement, the !Retention Period shall be extended until
such time as the threatened or pending litigation, claim or audit is, in the sole and
absolute discretion of the Grantee, fully, completely and finally resolved.
3. The Subrecipient shall allow the Grantee or any persons authorized by the Grantee full
access to and the right to examine any of the Agreement Records during the required
Retention Period.
4. The Subrecipient shall notify the Grantee in writing both during the pendency of this
Agreement and after its expiration as part of the final close-out procedure, of the address
where all the Agreement Records will be retained.
5. The Subrecipient shall obtain the prior written approval of the Grantee for the disposal of
any Agreement Records before disposing of such Records within one year after
expiration of the Retention Period.
C. Additional Requirements
The Subrecipient must comply with the following additional requirements.
1. Client Rules and Regulations - The Subrecipient shall submit a copy of the Client
Rules and Regulations that apply to clients referred to the Subrecipient pursuant to this
Agreement; due within thirty (30) days following the execution of this Agreement.
2. Personnel Policies and Administrative Procedure Manuals - The Subrecipient shall
submit detailed documents describing the Subrecipient's internal corporate or
organizational structure, property management and procurement policies and procedures,
personnel management, accounting policies and procedures, etc. The information shall
be available to the Grantee upon a request.
3. Monitoring - The Subrecipient shall permit the Grantee and any other persons
authorized by the Grantee to monitor, according to applicable regulations, all Agreement
Records, facilities, goods and activities of the Subrecipient which are in any way
connected to the activities undertaken pursuant to the terms of this Agreement, and/or to
interview any clients, employees, subcontractors, or assignees of the Subrecipient. The
Grantee shall monitor both fiscal and programmatic compliance with all terms and
conditions of this Agreement to include a review of beneficiaries, supportive services,
operating costs, program progress, documentation for required match, record keeping,
compliance with circulars, administrative 'costs, technical assistance visits, and
environmental review.
The Subrecipient shall permit the Grantee to conduct site visits, client assessment
surveys, and other techniques deemed reasonably necessary to fulfill the monitoring
function. A report of the Grantee's findings may be delivered to the Subrecipient, and if
GRANT NUMBER: FLO211B4D001003
City of Miami — Miami HAP Program / Page 15 of 24
so delivered, the Subrecipient shall rectify all deficiencies cited within the period of time
specified in the report.
4. Restrictions of Funds Use - The funds received under this Agreement (or any State or
local government funds used to supplement this Agreement) may not be used to replace
state or Local funds previously used, or designated for use to assist homeless persons (24
CFR Part 583.150 (a)).
The Subrecipient shall notify the Grantee of any additional funding received for any
activity described in this Agreement, other than the "Client Contribution Report,"
Attachment F which is addressed in II-C(1). Such notification shall be in writing and
received by the Grantee within thirty (30) days of the Subrecipient's notification by the
funding source.
5. Related Parties - The Subrecipient shall report to the Grantee the name, purpose, and
any other relevant information in connection with any transaction conducted between the
Subrecipient and a related party transaction. A related party includes, but is not limited
to, a for -profit or nonprofit subsidiary or affiliate organization, and organization with
overlapping boards of directors or any organization for which the Subrecipient is
responsible for appointing members. The Subrecipient shall report this information to the
Grantee upon forming the relationship or if already formed, shall report it immediately.
Any supplemental information shall be reported in the Grantee required Agency
Narrative and Progress Report which are addressed in Section II Records and Reports, C
Reports (1) Progress.
6. Required Meeting Attendance — From time to time, the Miami -Dade County Homeless
Trust may schedule meetings and/or training sessions to assist the Subrecipient in the
performance of its contractual obligations or:to inform the Subrecipient of new and/or
revised policies and procedures. Attendance at some of these meetings may be
mandatory. The Subrecipient shall receive notice no less than three (3) business days
prior to any meeting or training session that requires mandatory participation. A record
of attendance at meetings or training sessions where notice was given indicating the
Subrecipient's mandatory participation shall be kept, and the Subrecipient's contractual
compliance will be monitored. Failure to attend a meeting/training sesion for which a
mandatory notice has been provided can result in material non-compliance of the
contract/agreement, up to and including breach or default. Proof of notice shall consist of
fax record, certified mail, and/or verbal communication with the contract/agreement
contact person or other program administrative staff. The Provider may select one or
more employees from their agency, directly involved in the contracted program, as their
representative at the meeting/training session; the participation of the Agreement contact
person is preferred. The Subrecipient may request to be excused from a mandatory
meeting. That request must be received at least twenty-four (24) hours prior to the
meeting date and time, and justification provided, including why the agency could not
send any representative. The Miami -Dade County Homeless Trust shall determine
whether or not the absence will be excused; the Subrecipient shall not be excused from
more than two (2) meetings/training sessions during each contract year. The
Subrecipieint is encouraged to attend all meetings of the Miami -Dade County Homeless
Trust and/or its Committees, as information relevant to their program or services may be
discussed.
GRANT NUMBER: FL021 1B4D001 003
City of Miami — Miami HAP Program / Page 16 of 24
7. Publicity and Advertisements - The Subrecipient shall ensure that all publicity and
advertisements prepared and released by the, Subrecipient, such as pamphlets and news
releases already or indirectly related to activities funded pursuant to this Agreement, and
all events carried out to publicize the accomplishments of any activity funded pursuant to
this Agreement, recognize the Grantee as its funding source.
The Subrecipient shall ensure that all media representatives, when inquiring about the
activities funded pursuant to this Agreement, are informed that the Grantee is the funding
source.
Procurement - The Subrecipient shall make a positive effort to procure supplies,
equipment, construction or services necessary or related to carrying out the terms of this
Agreement from minority and women's businesses, and to provide these sources
maximum feasible opportunity to compete fore subcontracts to be performed pursuant to
this Agreement.
In conformance with Section 3 of the Housing and Urban Development (HUD) Act of
1968 Attachment I , as amended, 12 U.S.C. 1701u (Section 3), work performed under
this contract are subject to requirements of this section. The purpose of Section 3 is to
ensure that employment and other economic opportunities generated by HUD assistance
of HUD -assisted projects covered by Section 3, shall to the greatest extent feasible, be
directed to low and very low-income persons, particularly persons who are recipients of
HUD assistance for housing and to businesses that are substantially owned or
substantially employ low and very low income persons.
9. Property — This section applies to equipment with an acquisition cost of $5,000 or
more per unit and all real property.
a. Any real property under the Subrecipient's control that was acquired/improved in
whole or in part with funds from the Homeless Trust and any equipment
purchased for $5,000 or more shall be disposed of, at the expiration or termination
of this contract, in accordance with instruction from the Homeless Trust. Real
Property is defined as land, including land improvements, structures,
appurtenances thereto, including movable machinery and equipment. Equipment
means tangible, nonexpendable, personal property having a useful life of more
than one year and an acquisition cost of $5,000 or more per unit.
b. All equipment with an acquisition cost of $5,000 or more per units and all real
property purchased in whole or in part with funds from this and previous contracts
with the Homeless Trust, or transferred to the Subrecipient after being purchased
in whole or in part with funds from the Homeless Trust shall be listed in the
property records of the Subrecipient and shall include a legal description, size,
date of acquisition, value at time of purchase, owner's name if different from the
Subrecipient, information on the transfer or disposition of the property, and map
indicating whether property is in parcels, lots or blocks and showing adjacent
streets and roads. Notwithstanding documentation required for reimbursement
purposes, a copy of the purchase receipt for any asset described above purchased
with Homeless Trust funds must also be included in the Subrecipient's monthly
reimbursement package submitted to the Homeless Trust in the month in which
the item was purchased along with the "Provider Asset Inventory" Attachment N.
GRANT NUMBER: FLO211B4D001003
City of Miami — Miami HAP Program / Page 17 of 24
c. All equipment with an acquition cost of $5,000 or more per unit and all real
property shall be inventoried annually by the Subrecipient and an inventory report
shall be submitted to the Homeless Trust. This report shall include the elements
listed in the paragraph listed above.
10. Management Evaluation and Performance Review - The Grantee may conduct a
formal management evaluation and performance review of the Subrecipient following
the expiration of this Agreement. The management evaluation will reflect the
Subrecipient's compliance with generally accepted fiscal and organizational standards
and practices. The performance review will reflect the quality of service provided and
the value received using monitoring data such as progress reports, site visits, and client
surveys.
11. Subcontracts and Assignments
a. The Subrecipient shall ensure that all subcontracts and assignments:
(1) Identify the full, correct and legal name of the party;
(2) Describe the activities to be performed;
(3) Present a complete and accurate breakdown of its price component;
(4) Incorporate a provision requiring compliance with all applicable regulatory
and other requirements of this Agreement with any conditions of approval
that the Grantee deems necessary. This applies only to subcontracts and
assignments in which parties are engaged to carry out any eligible
substantive programmatic service as set forth in this Agreement. The
Grantee shall in its sole and absolute discretion determine when services
are eligible substantive programmatic services subject to the audit and
record -keeping requirements described above, and;
b. In accordance with Ordinance No. 97-104, all bidders and respondents on County
contracts for purchase of supplies, materials or services, including professional
services, which involve the expenditure of $100,000 or more and all bidders or
respondents on County or Public Health Trust construction contracts which
involve the expenditure of $100,000 or more shall include, as part of their bid or
proposal submission, a listing of Provider's Disclosure of Subcontractors and
Suppliers Attachment L and L-1 which identifies all first tier subcontractors who
will perform any part of the contract work and describes the portion of the work
such subcontractor will perform, and all contract work direct to the bidder or
respondent and describes the materials to be so supplied. Failure to include such
listing with the bid or proposal shall render the bid or proposal non -responsive.
Ordinance 97-104 applies to all contracts whether competitively bid by the County
or not. Those contracts that have received authorization by the Board of County
Commissioners to waive formal bidding procedures must also provide a listing of
all first tier subcontractors and direct suppliers.
GRANT NUMBER: FLO211 B4D001003
City of Miami — Miami HAP Program / Page 18 of 24
Subcontractor/Supplier Listing, SUB Form 100 Attachment L-1 may be utilized
to provide the information required by this paragraph. A bidder or respondent who
is awarded the contract shall not change or substitute first tier subcontractors or
direct suppliers or the portions of the contract work to be performed or materials to
be supplied from those identified in the listing submitted with the bid or proposal
except upon written approval of the County.
c. The Subrecipient shall incorporate in all consultant subcontracts this additional
provision:
The Subrecipient is not responsible for any insurance or other fringe benefits for
the consultant or its employees, e.g., social security, income tax withholdings,
retirement or leave benefits. The Consultant assumes full responsibility for the
provision of all insurance and fringe benefits for himself or herself and employees
retained by the Consultant in carrying out the Scope of Services provided in this
subcontract.
d. The Subrecipient shall be responsible for monitoring the contractual performance
of all subcontracts.
e. The Subrecipient shall receive written documentation prior to entering into any
subcontract which contemplates performance of substantive programmatic
activities, as such is determined as provided herein. The Grantee's approval shall
be obtained prior to the release of any funds to the subcontractor.
f. The Subrecipient shall receive written approval from the Grantee prior to either
assigning or transferring any obligations or responsibility set forth in this
Agreement or the right to receive benefits or payments resulting from this
Agreement.
g.
Approval by the Grantee of any subcontract or assignment shall not under any
circumstances be deemed to provide for the incurring of any obligation by the
Grantee in excess of the total dollar amount agreed upon in this Agreement.
12. The Grantee's Consultant - The Grantee understands that in order to facilitate the
implementation of this Agreement, the Grantee may from time to time designate a
development consultant to work with the Subrecipient. The Grantee's consultant shall be
considered the Grantee's designee with respect to all portions of this Agreement with the
exception of those provisions relating to payment of the Subrecipient for services
rendered. The Grantee shall provide written notification to the Subrecipient of the name,
address, and employees of the Grantee's consultant.
13. Participation in Homeless Management Information System - The Provider
(Subrecipient) agrees to participate in the Homeless
Managementlnformation System (HMIS) selected and established by the County.
Participation will include, but is not limited to, input of client data upon intake, daily
updates of bed availability information, as well as updates of client files upon client
contact, and maintaining current data for statistical purposes. The Provider understands
that they are responsible for any ongoing cost to access the HMIS system. The Provider
agrees to abide by the terms of the HMIS agreement previously signed by Provider, which
GRANT NUMBER: FLO211B4D001003
City of Miami — Miami HAP Program / Page 19 of 24
is incorporated herein by reference. The Provider shall indemnify and hold harmless the
County and its agents and instrumentalities from any and all liability, losses and damages
arising out of or relating to this agreement or the HMIS system.
14. Miami -Dade County Inspector General Review —The Miami -Dade County Office of
the Inspector General may, on a random basis, perform audits on all County contracts,
throughout the duration of said contracts.
15. Independent Private Sector Inspector General Review -
The Inspector General is also empowered to retain the services of Independent Private
Sector Inspectors General (IPSIG) to audit, investigate, monitor, oversee, inspect and
review operations, activities, performance and procurement processes including but not
limited to project design, bid specifications, proposal submittals, activities of the
Provider; its officers, agents and employees, lobbyists, County staff and elected officials
to ensure compliance with contract specifications and to detect fraud and corruption.
16. Renegotiation or Modification - Modifications of provisions of this Agreement shall be
valid only when in writing and signed by duly authorized representatives of each party.
Additional conditions are:
a. A Subrecipient may not make any significant changes to an approved program
without prior Grantee approval. Significant changes include, but are not limited
to, a change in the Subrecipient, a change in the project site, additions or
deletions in the types of activities listed in 24 CFR Part 583.100 approved in the
Technical Submission for the program, or a shift of more than 10 percent of
funds from one approved type of activity to another, or a change in the category
of participants to be served, or other changes deemed significant by the Grantee.
Depending on the nature of the change, the Grantee may require a new
certification of consistency with the Consolidated Plan Certification from the
United States Department of Housing and Urban Development
b. Approval for changes is contingent upon the application ranking remaining high
enough after the approved change to have been competitively selected for
funding in the year the application was selected.
The parties agree to renegotiate this contract ,if the Grantee determines, in its sole and
absolute discretion, that Federal state, and/or Grantee revisions of any applicable law or
regulations, or increases or decreases in budget allocations make changes in this
Agreement necessary. The Grantee shall be the final authority in determining whether or
not funds for this Agreement are available due to Federal, state and/or Grantee revisions
of any applicable laws or regulations, or increases in budget allocations.
Notwithstanding the foregoing, the Grantee retains all the rights of suspension or
termination set forth in Section III of this Agreement. After the initial grant agreement,
the Grantee will not make revisions to increase the amount of the award to the
Subrecipient.
17. Right to Waive - The Grantee may, for good and sufficient cause, as determined by the
Grantee in this sole and absolute discretion, waive : provisions in this Agreement in writing
or seek to obtain such waiver from the appropriate authority. Waiver requests from the
GRANT NUMBER: FLO211B4D001003
City of Miami — Miami HAP Program / Page 20 of 24
Subrecipient shall be in writing. Any waiver shall not be construed to be a modification of this
Agreement.
18. Disputes - In the event an unresolved dispute exists between the Subrecipient and the
Grantee, the Grantee shall refer the questions, including the views of all the interested parties
and the recommendation of the Grantee, to the CountyManager for determination. The
County Manager, or an authorized representative, will issue a determination within thirty (30)
calendar days of receipt and so advise the Grantee and the Subrecipient, or in the event
additional time is necessary, the Grantee will notify the Subrecipient within the thirty (30) day
period that additional time is necessary. The Subrecipient agrees that the County Manager's
determination shall be final and binding on all parties.
19. Headings - The article and paragraph headings in this Agreement are inserted for
convenience only and shall not affect in any way the meaning or interpretation of this
Agreement.
20 Proceedings - This Agreement shall be construed in accordance with the laws of the State of
Florida and any proceedings arising between the parties in any manner pertaining or relating
to this Agreement shall, to the extent permitted by law, be held in Dade County, Florida.
21. Notice and Contact - The Grantee's representative for this Agreement is:
David Raymond, Executive Director. The Subrecipient's representative for this Agreement
is . The project/program site
is located at . In the event that
different representatives are designated by either party after this Agreement is executed, or the
Subrecipient changes the address of either the program site or the principal office, the
Subrecipient must notify the Grantee prior to such relocation and obtain all necessary
approvals. Notice of the name of the new representative or new address will be rendered in
writing to the other party and said notification attached to the originals of this Agreement.
22. Name and Address of Payee = Assignments cannot be made without both the Grantee's
express, written permission in advance and any necessary approval from HUD. When
payment is made to the Subrecipient's assignee, the name and address of the official payee is:
23. All Terms and Conditions Included - This Agreement and its attachments as referenced
contain all the terns and conditions agreed upon by the parties. The following documents are
attached to this agreement: (SEE LIST OF ATTACHMENTS)
24. Autonomy - Both parties agree that this Agreement recognizes the autonomy of and stipulates
or implies no affiliation between the contracting parties. The parties acknowledge that the
relationship of Grantee and Subrecipient is that of 'independent contractors and that nothing
contained in this Agreement shall be construed to place Grantee and Subrecipient in the
relationship of principal and agent, employer and employee, master and servant, partners or
joint venturers. Neither party shall have, expressly or by implication, or represent itself as
having, any authority to make contracts or enter into any agreement in the name of the other
party, or to obligate or bind the other party in any manner whatsoever.
GRANT NUMBER: FLO211 B4D001003
City of Miami — Miami HAP Program / Page 21 of 24
25. Severability of Provisions - If any provision of this Agreement is held invalid, the remainder
of this Agreement shall not be affected thereby if such remainder would then continue to
conform to the terms and requirements of applicable law.
26. Waiver of Trial - Neither the Subrecipient, subcontractor nor any other person liable for the
responsibilities, obligations, services and representations herein, nor any assignee, successor
heir or personal representative of the Subrecipient, subcontractor or any such other persons or
entity shall seek a jury trial in any lawsuit, proceeding, counterclaim or other litigation
procedure based upon or arising out of this Agreement, or the dealings or the relationship
between or among such persons or entities, or any of them. Neither the Subrecipient,
subcontractor nor any such person or entity shall seek to consolidate any such action in which a
jury trial has been waived. The provisions of this paragraph have been fully discussed by
the parties hereto, and the provision hereof shall be subject to no exceptions. No party has in
any way agreed with or represented to any other party that the provisions of this paragraph will
not be fully enforced in all instances.
27. Contracts with Municipalities or Counties Outside Miami -Dade County to Provide
Homeless Housing in Miami -Dade County. 4 The above -named firm, corporation,
organization or individual ("provider" "subrecipient") desiring to transact business or enter into
a contract with the County for the provision of homeless housing and /or services swears,
verifies, affirms and agrees that (1) it has not entered into any current contract, arrangement of
any kind, or understanding with any municipality outside of Miami -Dade County or any County
(collectively "locality") to provide housing and services for homeless persons in Miami -Dade
County who are transported to Miami -Dade County by or at the behest of such locality and (2)
during the term of this contract, it will not enter into any such contract, arrangement of any
kind, or understanding; provided, however, upon the written request of the Contractor prior to
entering into such contract, understanding or arrangement, the Miami -Dade County Homeless
Trust may, in its sole and absolute discretion, find and determine within 60 days of such request
that a proposed contract should not be prohibited hereby, as the best interests of the homeless
programs undertaken by and on behalf of Miami -Dade County would not be negatively affected
by such contract, arrangement, or undertaking.
28. The Subrecipient agrees to comply with all applicable federal, state and local laws,
regulations, ordinances, and standards, including but not limited to Part III, Ch. 2 and Ch. 1 1A
of the Miami -Dade County Code, Section 255.05 of the Florida Statutes regarding payment and
performance bonds and other requirements for public works, competitive bid and bid bond
requirements, and F.A.R. 52.222 as may apply, as well as with requirements of the grant
agreement between Grantee and HUD attached as Attachment A. The Subrecipient also agrees
to sign and provide the Grantee with any required County affidavits.
VI. RELIGIOUS ORGANIZATIONS
As reported in 24 CFR Part 5831150, HUD will provide assistance to a recipient that is a primarily
religious organization, if the organization agrees to provide housing and supportive services in a
manner that is free from religious influences and in accordance with the following principles:
1. It will not discriminate against any employee or applicant for employment on the basis of
religion and will not limit employment or give preference in employment to persons on the
basis of religion;
GRANT NUMBER: FLO211 B4D001003
City of Miami — Miami HAP Program / Page 22 of 24
2. It will not discriminate against any person applying for housing or supportive services on the
basis of religion and will not limit such housing or services or give preference to persons on
the basis of religion; and
3. It will provide no religious instruction or counseling, conduct no religious worship or
services, engage in no religious proselytizing, and exert no other religious influence in the
provision of housing and supportive services funded hereunder.
HUD will provide assistance to a recipient that is a primarily religious organization if the assistance
will not be used by the organization to construct a structure, acquire a structure or to rehabilitate a
structure owned by the organization, except as described in 24 CFR Part 583.150 (b)(2)
Attachment A.
VII. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA)
Any person or entity that performs or assists Miami -Dade County with a function or activity
involving the use or disclosure of Individually Identifiable Health Information (all) and/or
Protected Health Information (PHI) shall comply with the Health Insurance Portability and
Accountability Act (HIPAA) of 1996 and the Miami -Dade County Privacy Standards
Administrative Order. HIPAA mandates for privacy, security and electronic transfer standards, that
include but are not limited to:
1. Use of information only for performing services required by the contract or as required by law;
2. Use of appropriate safeguards to prevent non -permitted 'disclosures;
3. Reporting to Miami -Dade County of any non -permitted use or disclosure;
4. Assurances that any agents and subcontractors agree to the same restrictions and conditions that
apply to the Bidder/Proposer and reasonable assurances that IIIII/PHI will be held confidential;
5. Making Protected Health Information (PHI) available to the customer;
6. Making PHI available to the customer for review;
7. Making PHI available to Miami -Dade County for an accounting of disclosures; and
8. Making internal practices, books and records related to PHI available to Miami -Dade County for
compliance audits.
PHI shall maintain its protected status regardless of the form and method of transmission (paper
records, and/or electronic transfer of data). The Subrecipient must give its customers written notice
of its privacy information practices including specifically, a description of the types of uses and
disclosures that would be made with protected health information.
VIII. PROOF OF LICENSURE/CERTIFICATION AND BACKGROUND SCREENING
A. Licensure. If the Subrecipient ("Provider") is required by the State of Florida or Miami -
Dade County or any law or regulation to be licensed or certified to provide the services or operate the
facilities outlined in the Scope of Services (Attachment A), the Provider shall furnish to the County a
copy of all required current licenses or certificates. Examples of services or operations requiring such
licensure or certification include but are not limited to childcare, day care, nursing homes, and boarding
homes.
If the Provider fails to furnish the County with the licenses or certificates required under this
Section, the County shall not disburse any funds until it is provided with such licenses or certificates.
GRANT NUMBER: FLO211B4D001003
City of Miami — Miami HAP Program / Page 23 of 24
Failure to provide the licenses or certificates within sixty (60) days of execution of this Agreement may
result in termination of this Agreement at the County's discretion.
B. Background Screening. The Provider agrees to comply with all applicable
laws, regulations, ordinances and resolutions regarding background screening of employees and
subcontractors. Provider's failure to comply with any applicable laws, regulations, ordinances and
resolutions regarding background screening of employees and subcontractors is grounds for a material
breach and termination of this contract at the sole discretion ofthe County.
The Provider agrees to comply with all applicable laws (including but not limited to Chapters 39,
402, 409, 394, 408, 393, 397, 984, 985 and 435 Florida Statutes, as maybe amended form time to time),
regulations, ordinances and resolutions, regarding background screening of those who may work with
vulnerable persons, as defined by section 435.02, Florida Statutes, as may be amended from time to time.
In the event criminal background screening is required by law, the State of Florida and/or the
County, the Provider will permit only employees and subcontractors with a satisfactory national criminal
background check through an appropriate screening agency (i.e., the Florida Department of Juvenile
Justice, Florida Department of Law Enforcement or Federal Bureau of Investigation) to work in direct
contact with vulnerable persons.
The Provider agrees to ensure that employees and subcontracted personnel who work with
vulnerable persons satisfactorily complete and pass Level 2 background screening before working with
vulnerable persons. Provider shall furnish the County with proof that employees and subcontracted
personnel, who work with vulnerable persons, satisfactorily passed Level 2 background screening,
pursuant to Chapter 435, Florida Statutes, as may be amended from time to time.
If the Provider fails to furnish to the County proof that an employee or subcontractor's Level 2
background screening was satisfactorily passed and completed prior to that employee or subcontractor
working with a vulnerable person or vulnerable persons, the County shall not disburse any further funds
and this Contract may be subject to termination at the sole discretion of the County.
CONTINUES NEXT ON SIGNATURE PAGE
GRANT NUMBER: FL 0211 B4D001003
City of Miami -Homeless Assistance Program / Page 24 of 24
IN WITNESS WHEREOF, the parties hereto have caused this twenty-four (24) page Agreement to be
executed by their respective and duly authorized officers the day and year first above written.
WITNESSES:
CITY OF MIAMI, FLORIDA
A municipal corporation
of the State of Florida
By: By:
PRISCILLA A. THOMPSON JOHNNY MARTINEZ
CITY CLERK CITY MANAGER
Approved as to Form and Correctness: Approved as to Insurance Requirements:
By: By:
JULIE O. BRU CALVIN ELLIS
CITY ATTORNEY RISK MANAGEMENT
ATTEST:
HARVEY RUVIN, CLERK
BY:
(AFFIX SUBRECIPIENT INCORPORATION SEAL)
MIAMI-DADE COUNTY
A political subdivision
of the State of Florida
DEPUTY CLERK Alina T. Hudak
County Manager
(DATE)
See memorandum dated approved as to form and legal sufficiency:
Grant Number: FL0211B4D001003
U.S. Department of Housing and Urban Development
Office of Community Planning and Development
909 SE First Avenue
Miami, FL 33131
Project Name: FL-600 - REN - Miami Homeless Assistance Program
Total Award Amount: $251,071
Component: SSO
Recipient: Miami -Dade County
Official Contact Person and Title: David Raymond, Executive Director
Telephone Number: (305) 375-1490
Fax Number: (305) 375-2722
E-mail Address: dray@miamidade.gov
EIN/Tax ID Number: 59-6000573
DUNS Number: 004148292 `
Effective Date: / i/2G'/
Project Location(s):
2010 SUPPORTIVE HOUSING:PROGRAM
RENEWAL GRANT AGREEMENT
This Grant Agreement is made by and between the United States Depai latent of Housing
and Urban Development (HUD) and the Recipient, which is described in section 1 of
Attachment A, attached hereto and made a part hereof.
The assistance which is the subject of this Grant Agreement is authorized by the
McKinney-Vento Homeless Assistance Act 42 U.S.C. 11381 (hereafter "the Act"). The term
"grant" or "grant funds" means the assistance provided under this Agreement. This grant
agreement will be governed by the Act, the Supportive Housing rule codified at 24 CFR 583,
which is attached hereto and made a part hereof as Attachment B, and the Notice of Funding
Availability (NOFA), that was published in two parts. The first part was the Policy Requirements
and General Section of the NOFA, which -was published June 11, 2010, at 75 FR 33323, and the
second part was the Continuum of Care Homeless Assistance Programs section of the NOFA,
which is located at http://www.hud.gov/offices/adm/grants/nofal0/grpcoc.cfui. The term
"Application" means the application submission on the basis of which HUD, including the
certifications and assurances and any information or documentation required to meet any grant
award conditions, on the basis of which HUD approved a grant. The Application is incorporated
herein as part of this Agreement, however, in the event of a conflict between any part of the
Application and any part of the Grant Agreement, the latter shall control. The Secretary agrees,
subject to the terms of the Grant Agreement, to provide the grant funds in the amount specified at
section 2 of Attachment A for the approved project described in the application. The Recipient
agrees, subject to the terms of the Grant Agreement, to use the grant funds for eligible activities
during the teuu specified at section 3 of Attachment A.
www.hud.gov
espanol.hud.gov Page 1
The Recipient must provide a 25 percent cash match for supportive services.
The Recipient agrees to comply with all requirements of this Grant Agreement and to
accept responsibility for such compliance by any entities to which it makes grant funds available.
The Recipient agrees to participate in a local Homeless Management Information System
(HMIS) when implemented.
The Recipient and project sponsor, if any, will not knowingly allow illegal activities in
any unit assisted with grant funds.
The Recipient agrees to draw grant funds at least quarterly.
For any project funded by this grant, which is also financed through the use of the Low
Income Housing Tax Credit, the following applies:
HUD recognizes that the Recipient or the project sponsor will or has financed this project
through the use of the Low -Income Housing Tax Credit. The Recipient or project
sponsor shall be the general paituer of a limited pal lnership formed for that purpose. If
grant funds were used for acquisition, rehabilitation or construction, then, throughout a
period of twenty years from the date of initial occupancy or the initial service provision,
the Recipient or project sponsor shall continue as general partner and shall ensure that the
project is operated in accordance with the requirements of this Grant Agreement, the
applicable regulations and statutes. Further, the said limited partnership shall own the
project site throughout that twenty-year period. If grant funds were not used for
acquisition, rehabilitation or new construction, then the period shall not be twenty years,
but shall be for the term of the grant agreement and any renewal thereof. Failure to
comply with the terms of this paragraph shall constitute a default under the Grant
Agreement.
A default shall consist of any use of grant funds for a purpose other than as authorized by
this Grant Agreement, failure in the Recipient's duty to provide the supportive housing for the
minimum term in accordance with the requirements of the Attachment A provisions,
noncompliance with the Act or Attachment B provisions, any other material breach of the Grant
Agreement, or misrepresentations in the application submissions which, if known by HUD, would
have resulted in this grant not being provided. Upon due notice to the Recipient of the occurrence
of any such default and the provision of a reasonable opportunity to respond, HUD may take one
or more of the following actions:
(a) direct the Recipient to submit progress schedules for completing approved
activities; or
(b) issue a letter of warning advising the Recipient of the default, establishing a date by
which corrective actions must be completed and putting the Recipient on notice that
more serious actions will be taken if the default; is not corrected or is repeated; or
direct the Recipient to establish and maintain a management plan that assigns
responsibilities for carrying out remedial actions; or
(d) direct the Recipient to suspend, discontinue or not incur costs for the affected
activity; or
(c)
www.hud.gov
espanol.hud.gov Page 2
(e) reduce or recapture the grant; or
(f) direct the Recipient to reimburse the program accounts for costs inappropriately
charged to the program; or
(g) continue the grant with a substitute Recipient of HUD's choosing; or
I
(h) other appropriate action including, but not limited to, any remedial action legally
available, such as affirmative litigation seeking declaratory judgment, specific
perfoiuuance, damages, temporary or permanent injunctions and any other available
remedies.
No delay or omission by HUD in exercising any right or remedy available to it under this
Grant Agreement shall impair any such right or remedy or constitute a waiver or acquiescence in
any Recipient default.
The Grantee shall comply with requirements established by the Office of Management and
Budget (OMB) concerning the Dun and Bradstreet Data Universal Numbering System (DUNS),
the Central Contractor Registration (CCR) database, and the Federal Funding Accountability and
Transparency Act, including Appendix A to Part 25 of the Financial Assistance Use of Universal
Identifier and Central Contractor Registration, 75 Fed. Reg..55671 (Sept. 14, 2010)(to be
codified at 2 CFR part 25) and Appendix A to Part 170 of the Requirements for Federal Funding
Accountability and Transparency Act Implementation, 75 Fed. Reg. 55663 (Sept. 14, 2010)
(to be codified at 2 CFR part 170).
This Grant Agreement constitutes the entire agreement between the parties hereto, and
may be amended only in writing executed by HUD and the Recipient. More specifically, the
Recipient shall not change recipients, location, services, or population to be served nor shift more
than 10 percent of funds from one approved type of eligible activity to another without the prior
written approval of HUD. The effective date of this Grant Agreement shall be the date of
execution by HUD, except with prior written approval by HUD.
www.hud.gov
espanol.hud.gov
Page 3
SIGNATURES
This Grant Agreement is hereby executed as follows:
UNITED STATES OF AMERICA
Secretary of Housing and Urban Development
By:
Signature and Date
l - /L i A `,J-
Print name of signatory
Title
RECIPTFNT
v s(//
David Raymond, Executive Director
Miami -Dade County Homeless Trust
Telephone: (305) 375-1490 Fax: (305) 375-2722
Email: dray@miamidade.gov
Name of Organization
By:
Authorized Signature an ate
MAR 3 0 011
Print name of signatory
Title
www.hud.gov
espano1.4d.gov
Page 4
ATTACHMENT A
1. The Recipient is Miami -Dade County.
2. HUD's total fund obligation for this project is $251,071, which shall be allocated as follows:
a. Leasing $0
b. Supportive services $239,116
c. Operating costs $0
d. HMIS $0
e. Administration $11,955
3. Although this agreement will become effective only upon the execution hereof by both parties,
upon execution, the term of this agreement shall run from the end of the Recipient's final operating
year under the original Grant Agreement or, if the original Grant Agreement was amended to
extend its fella, the term of this agreement shall run from the end of the extension of the original
Grant Agreement term for a period of twelve (12) months. Eligible costs, as defined by the Act
and Attachment B, incurred between the end of Recipient's final operating year under the original
Grant Agreement, or extension thereof, and the execution of this Renewal Grant Agreement may
be paid with funds from the first operating year of this Renewal Grant.
www.hud.gov
espanol.hud.gov Page 5
GRANT NUMBER: FLO211B4D001003
City of Miami — Miami HAP Program
ATTACHMENT A-1
SCOPE OF SERVICES
The Subrecipient shall provide outreach, assessment and placement into housing of homeless persons
(individuals and families) comprised of 2,300 contacts, 1,150 assessments and placements and 65
transitional housing placements with seven (7) day follow up. The Subrecipient will accept referrals
from emergency shelters, transitional housing facilities, outreach teams and other service providers in the
Continuum of Care. The Subrecipient shall provide outreach,; assessment and placement into supportive
housing of homeless participants under this one-year Agreement grant.
The Subrecipient shall provide services as proposed in the application to U.S. HUD pursuant to the 2010
Super NOFA (incorporated herein by reference), including but knot limited to:
1. Extensive outreach
2. Assessment for residential stability and supportive services;
3. Referral to and placement to housing (where appropriate and available);
4. Appropriate and available housing is emergency, transitional and permanent;
5. Provide or referral to all appropriate and available mainstream services;
6. Transportation assistance services;
7. Seven (7) day follow up to all services provided by housing service providers_
Conditions:
1. Reimbursement shall be limited to operations, supportive services, leasing, administration, and
the costs associated with these activities as described in the Subrecipient's application and
approved by the Grantee;
2. Reimbursement shall be made only for the cost incurred for operations, administration, and
supportive services actually provided to clients, unless the Grantee agrees, in writing, to another
mode of payment, as provided for in this Agreement;
3. Monthly progress reports and program narratives signed by the Executive Director
of the Subrecipient's agency shall be submitted by the Subrecipient, as required;
4. The Subrecipient will serve clients referred by the Grantee within available resources.
or its designee for housing and/or services through the Grantee's established referral
process;
5. Services shall be provided in accordance with the timeline submitted by the Subrecipient;
6. Any proposed modifications or revisions to the Subrecipient's program and/or services
must be submitted in writing and must receive prior approval by the Grantee; and
7. The Provider will achieve the performance measures delineated in their application to U.S. HUD.
ATTACHMENT A-2
Technical Project Number: FLO211B4D001003
Submission Project Identifier:
Exhibit 1: Project Summary
D. Type and Scale of Housing
This page may be duplicated if there are more than three types of housing.
Housing type
(select one)
❑ Barracks ❑ Dormitory ❑ Shared Housing
❑ Clustered Housing ❑ Scattered -site Apartments
❑ Single Family Homes/ Townhomes /Duplexes
SRO Units
Address:
Not applicable — SSO outreach
Identify the units, bedrooms and beds for the type of housing listed above.
Units
Bedrooms
Beds
HUD-40090-3 a
ATTACHMENT A-3
Technical Project Number: FLO211B4D001003
Submission Project Identifier:
Exhibit 1: Project Summary
D.1. Households in the Project — with Dependents (Children)
The purpose of this form is to capture the total number of homeless persons the organization has
committed to serve as indicated in the e-snaps application or as modified by the field office (i.e.,
change due to funds being reduced), as well as the subpopulations/disabilities for each household
member. If the project is not serving households with dependent children, enter "0" in the "Total
Number of Households" field. Enter the same information that was entered into a -snaps in
the original application or use this form to indicate any changes since the project was
conditionally -selected.
*** this is just an estimate based on past HMIS intake reports
Total Number of
Households
250
=
= ` :'
Total
Persons
Severely
Mentally
Ill
Chronic
Substance
Abuse
Veterans
Persons
with
HIV/AIDS
Victims of
Domestic
Violence
Disabled
Adults
52
5
5
1
1
5
Non-
Disabled
Adults
198
a�
Disabled
Children
-
Non-
Disabled
Children
460
`
Total
Persons
710
5
5
1
1
5
Total
Number of
Adults
250
Total
Number of
Children
460
HUD-40090-3a
ATTACHMENT A-4
Technical Project Number: FLO211B4D001003
Submission Project Identifier:
Exhibit 1: Project Summary (continued)
D.2. Households in the Project — without Dependents (Children)
The purpose of this form is to capture the total number of homeless persons the organization has
committed to serve as indicated in the e-snaps application or as modified by the field office (i.e.,
change due to funds being reduced), as well as the subpopulations/disabilities for each household
member. If the project is not serving households without dependent children, enter "0" in the
"Total Number of Households" -field: Enter the same -information -thaw -was entered into e
snaps in the original application or use this form to indicate any changes since the project
was conditionally -selected.
Total Number of
Households
900
Varies
Disabled Adults
Non -Disabled
Adults
Disabled
Unaccompanied
Youth
Non -Disabled
Unaccompanied
Youth
Total Chronically
Persons Homeless
207
693
Total Persons
900
Total Number
of Adults
900
Total Number
of Children
0
HUD-40090-3 a
130
130
Severely
Mentally
Ill
130
130
Chronic
Substance
Abuse
Veterans
Persons
with
HIV/AIDS
Victims
of
Domestic
Violence
130
159
289
ATTACHMENT A-5 (1 of 2)
Technical Project Number: FLO211B4D001003
Submission Project Identifier:
Exhibit 1: Project Summary
Goal: Residential Stability
Conduct outreach services with contact and assess for social services and housing needs, for at least
2,300 homeless persons (individuals and families of various combinations). At least 50% (1,150) of all
.outreach contacts will be assessed. placed and provided 7-day follow up services into appropriate
housing in the Miami -Dade County Continuum of Care'duiiiig the term of the Grant which will ensure
continued residential stability. Appropriate housing is emergency, permanent, transitional With and
without treatment. At least 65 homeless persons will be placed into transitional treatment supportive
housing.
Goal: Increase skill and income
Provide outreach contact to at least 2,300 assessment, and placement with seven (7) follow up services
for at least (50%) 1,150 persons (individuals and families of various combinations).
Of those that were available for the 7 day follow up at least 65 participants of the eligible, assessed,
placed participants will be employed. At least 65 participants of the eligible, assessed, placed
participants will be linked to agencies that provide other sources of income or benefits.
Goal: Achieve greater self-determination
Provide outreach, assessment, and placement with seven (7) follow up services for at least 65 persons
(individuals and families of various combinations), which will link them to individual service plans that
ensure greater self-determination.
The Miami -Dade County Homeless Outreach Assessment and Placement Program — maintains the same
goals and mission as the Miami -Dade County, Department of Human Services, which is to provide
indigent and homeless persons with the assistance they need in order to begin new lives of self-
sufficiency and independence
HUD-40090-3 a
Applicant: Miami -Dade County
ProiecL Miami Homeless Assist2nce Progr2m
0041482920000
FLO211B4D001003
Sthnchhrr4 PP-tr'fnrmnnetA Mssnt!rng
!rtctr, /e-firlrm•
For each applicable question on this form, the Applicant must establish performance
measurement aoals for this oroiect. All applicants are reouired to set a housing stability anal and
to select at least one other performance measure on which the grantee will report performance
in the Annual Performance Report (APR). The : Universe) column specifies the total number of
persons about whom the measure is expected to be reported. In the ,Target #, column,
applicants should specify the number of applicable clients (e.a.. the number of Persons for whom
the goal is relevant) who are expected to achieve the measure within the operating year. The
system.v!!ill calculate a perceptaoe_In the "Target %" column. For example. if 80 out of 100
clients are expected to remain in the permanent housing program or exit "to other permanent
housina. the target % should be : 80%) .
1. Specify the taraet aoal for each applicable performance measure.
Housing Measure
Universe (#)
Target (#)
Target
(calculat
ed)
a. Persons placed into housing (ES, TH, SH, or
PH) as a result of the street outreach
program during the operating year.
3,000
1,500
50%
2. Choose at least one service -linkage performance measure from below,
and specify the target numbers for the goal.
Among persons who entered with an unmet service need associated with
a condition listed below. indicate how many received the services for that
condition by the time they exited.
Housing Measure
Universe (#)
Target (#)
Target (%)
(calculated)
Physical Disability.
0%
Developmental Disability.
0%
Chronic Health.
0%
HIV/AIDS.
0%
Mental Health.
0%
Substance Abuse.
50
35
70%
Exhibit 2
Page 1
05/16/2011
ATTACHMENT A-6
Technical Project Number: FLO211B4D001003
Submission Project Identifier:
Exhibit 1: Project Summary
2.
Chart 2 - Project Milestones
To complete Chart 2, Project Milestones, enter the number of days from the execution of the
agreement that each of the following milestones will occur, for each structure in the project. I
has only one structure or no structures, complete only column A. Enter "N/A" if the event is
Please note that the milestones entered will become part of the selectee's grant agreement and
is important that the milestones are appropriate given the scope of the project and achievable
prescribed.timeframes_in the regulation at Section 583.410 and timeliness standards listed on
the 2010 NOFA located at: http://www.hudhre.info/documents/FY2010CoCNOFA.pd£
Establish the major milestones for implementation of the HMIS project and enter the number
execution of the grant that each milestone will occur.
Chart 2 - Pro'ect Milestones
1. Closing on purchase of land, structure, or execution of lease
2. Last unit leased, if leasing scattered units
3. Rehabilitation started
grant
f the project
not applicable.
, therefore, it
by the SHP
page 39854 of
of days from
Days from Execution of Grant Agreement
Structure
A
4. Rehabilitation completed
5. New construction started
6. New construction completed
7. Operations staff hired
8. Residents begin to occupy
9. Supportive services begin
10. Facility near 100% occupied
11. Enrollment in supportive services near 100% capacity
12. Implementation of the HMIS project
HUD-40090-3 a
Not Applicable
t r 1
..6.3-X.*:\ 4-'7X ,..‘"?'N.Z.WX."-.\
E'Vrrl 711c_i leEEI KIII Par_r_i 51E2j 3igI F-)Tn.LLI ,y_j_!J y-icl =4--j. ATE1 gil licjj =1,_o_ii ,---3-12±1 1-11_11 •Et/I 7.1_22j w EEI iiLE__Ej "II 5dit, pultj
.6"1'N. Ar.•
Technical Submission for the 2010
Supportive Housing Program
Atre-X .67 N
:712,22j 'dip]
6Tz
eieeN
i U.S. Department of Housing and Urban Development ff;',
Office of Community Planning and Development
A...4-N.
W-1 o c i
AfeR:
Fere'
wEEI
Afe7s.
FT "I
dieN.AfaXzeti7xAs'N.e2kx.exArx.07`N.46`w.e,4'N.ax,&-17N-11FX...eirx.&Irx.,6TN..4M-Ze'x.e.Srx
El!! EL5 ETI FEE] Epj %Ej Eyjl!J s'n1 Eia!!1iiisl .57_ E-pigll MT] ita,j A-1!±1 a c I MEI M.HI
Project Sponsor:
City of Miami
Project Name:
Miami Homeless Assistance
Program (MHAP)
Project Type:
Supportive Services Only (SSO)
Project Number:
FL0211B4D001003
`-4f7,47
MIAMI- DADE 4
• - • .144*,1A-...34•
.•••
Submitted by Selectee:
Miami -Dade County Homeless Trust
111 Northwest First Street, 27th Floor, Suite 310
Miami, Florida 33128
Telephone Number: (305) 375-1490
Fax Number: (305) 375-2722
OMB Approval No. 2506-0183 (ea.p._4/30/201
Technical Project Number: FL021.1 B4D001003
Submission Project Identifier:
Cover Page
Recipient's Name: Miami -Dade County Homeless Trust HUD Project Number: F1LO211 B4D001003
Sponsor's Name: City of Miami Duration: June 1", 2930 — May 3151, 21.
Program Name: Miami Metro Homeless Assistance
Program Central (NIMHAP-Central)
Check the program component/type that classifies the project:
❑ Transitional Housing (TH)
El -Permanent Housing -for Homeless Persons with Disabilities (PH)
® Supportive Services Only (SSO)
❑ Safe Haven (SH)
❑ Homeless Management Information System (HMIS)
❑ Innovative Supportive Housing (ISH)
Table Of Contents
(Enter the page number for each Exhibit in the space provided below.)
9, 10 Exhibit 1 Project Summary
Exhibit 3 Real Property Leasing
25, 26, 27 Exhibit 4 Supportive Services
Exhibit 5 Operating Budget
32 Exhibit 7 Administration
33 Exhibit 8 Leveraging
Certification:
Name & Title of the Person who can answer questions about this document:
Sergio Torres, Program Administrator
Phone (include area code):
305 960 4988
Email address:
storres@rniamigov.com
Address: 1490 NW 3rd Ave. Suite 105, Miami, FL. 33136
I hereby certify that all the information stated herein is true and accurate.
Warning: HUD will prosecute false claims and statements. Conviction may result in criminal and/or civil penalties.
(18 U.S.C. 1001, 1010, 1012; 31 U.S.C. 3729, 3802) ----- O
me&Title of Authorized Official: Signature & Date: \ lj
`J r
2Z
HUD-40090-3a
OMB Approval No. 2506-0183 (exp. 4/30/2012)
Technical Project Number: FLO211B4D001003
Submission Project Identifier:
Exhibit 1: Project Summary
A. Selectee, and Sponsor Information - Fill in the information requested below. Fill in the HMIS Lead
for HMIS projects. When the selectee is the same organization as the project sponsor, complete only the selectee
information.
Selectee Name
Miami -Dade County Homeless Trust
Sponsor Name
Contact Person
David Raymond, Director
Contact Person
Sergio Torres
Phone
(305) 375-1490
Phone
(305) 960 - 4980
--FAX Number •
(305) 375-2722
FAX Number
-(305) 960 = 4977
E-Mail Address
drayna,miamidade.gov
E-Mail Address
stores@miamigov.com
1490NW 3rd Ave, Suite 105
Street Address
Suite 310, 27th FL 111 NW lst Street
Street Address
City, State, Zip
Miami, Florida 33128
City, State, Zip
Miami, Florida 33136
HMIS Lead
Miami -Dade County Homeless Trust
Contact Person
Barbara Golphin
Street Address
Suite 310, 276 FL 111 NW Pt Street
Phone
(305) 375-1490
City, State, Zip
Miami, Florida 33128
E-Mail Address
rnlgl(a miamidade.gov
Project Budget and Milestones - This section must be completed by all new selectees.
1. Chart 1 - Summary Project Budget
To complete Chart 1, Summary Project Budget, enter the amount of SHP funds requested by line -item in
the first column. For leasing, supportive services, and operations, the amount entered should be for the
SHP grant term selected. In the second column, enter the amount of other cash that will be contributed to
the project. This amount plus the SHP request must equal the total budget amount for the project. Enter the
amounts for all structures in the project. Each line -item amount in this chart should match the amounts
shown in Exhibits 2 through 8, as appropriate.
Requested grant term (1, 2, or 3 years): 1 Year Renewal
Chart 1 - Summary Project Bud et
SHP
Request
Applicant
Cash
Total Project
Budget
1. Acquisition
, •.
2. Rehabilitation
3. New Construction
4. Subtotal (lines 1 thru 3)*
5. Real Property Leasing
6. Supportive Services**
$ 239,116
$ 59,779
$ 298,895
7. Operations
8. HMIS**
�,��gti�,
9. SHP Request (subtotal lines 4 thru 8)
$ 239,116
$ 59,779
$ 298,895
10. Administration (up to 5% of line 9)
$ 11,955
$ 11,955
11. Total SHP Request (total lines 9 and 10)
$ 251,071
$ 59,779
$ 310,850
By law SHP request for these activities cannot be more than 50% of the total acquisition, rehabilitation, and new construction
budget.
** By law, SHP funds can be no more than 80% of the total supportive services or total HMIS budget.
***By law, SHP can pay no more than 75% of the total operating budget.
HUD-40090-3a
OMB Approval No. 2506-0183 (exp. 4/30/2012)
Technical Submission
Submission
Chart 4A:
Project Number: FL0211B4D001003
Project Identifier:
Exhibit 4: Supportive Services
Supportive Service Expense
Outreach
9.0FTE 100% @ 27, 073.33 = $ 243, 660.01
100% taxes + benefits = $18,639.99
Total = $ 262,300.00
Year 1
$ 209,840
Total
$ 83,071
Intake and Referral Specialist
1.0 FTE 100% @ 28583.37 = $ 28, 583.37
100% taxes +benefits =S-2,186.63
Total = $ 30,770.00
$ 24,616
$ 44,178
Communication for Outreach
Supplies: Phone lines, cell phones, radios, network
between office and outreach staff.
Total = $ 2,125.00
$ 1,700
Equipment and Related Services
Supplies: Copier machine, additional computer
software and management -equipment.
Total = $ 887.50
$ 710
$ 500
Emergency Food
Total = $ 250.00
$ 200
$ 2,000
Postage and Related Services
Supplies: mailing of material, printing and
reproduction, brochures etc.
Total = $ 62.50
Miscellaneous Supplies
Supplies: Safety equipment, first aid kits, sanitary
supplies, stationary or office supplies, etc.
Tnta) = e Sfl(l fl
$ 50
$ 2,000
$ 50
$ 1,190
f
SHP REQUEST* Y W
$ 239,116
$ 239,116
Selectee's Match
$ 59,779
$ 59,779
Total Supportive Services Budget
$ 298.895
$ 298.895
*The SHP request cannot be more than 80% of the total supportive services budget
HUD-40090-3 a
OMB Approval No. 2506-0183 (exp. 4/30/2012)
Technical
Submission
(cont.)
Project Number: FL021 1B4D001003
Project Identifier:
Exhibit 7: Administration
(all new projects requesting administration funds)
A. Administrative Costs
Administrative Costs
Year 1
Total
Administrative Activity:
2.5% to City of Miami (MMHAP).
Activities include: preparation of Annual Progress
Report, audit of Supportive Housing Program
funds, staff time spent reviewing and/or verifying
invoices for grant funds, and maintaining records
of the use of those funds.
$5,977
$5,977
Administrative Activity:
$5,978
$5,978
2.5% to Miami -Dade County Homeless Trust.
Activities include: preparation of Annual Progress
Report, audit of Supportive Housing Program,
staff time spent reviewing and/or verifying
invoices for grant funds, and maintaining records
of the use of those funds.
SHP REQUEST FOR
ADMINISTRATIVE COSTS
$11,955
$11,955
Amount for Selectee
$5,977
$5,977
Amount for Project Sponsor
$5,978
$5,978
B. Plan for Distribution of Administration Funds
If the selectee is not the same organization as the project sponsor, attach a description of the selectee's plan for
distributing its administrative funding to address all, or a portion of the project sponsor's administrative needs.
Include a description of how the project sponsor was consulted in formulating the plan.
HUD-40090-3 a