HomeMy WebLinkAboutExhibit 1"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
FY 2010-2011
CONTRACT NO. ###-###
BETWEEN THE CHILDREN'S TRUST
AND CITY OF MIAMI
FOR [OOS, PP, SPP, etc. ]
THIS CONTRACT (hereinafter "Contract") , between The Children's Trust whose address is 3150 S.W. 3rd
Avenue, 8th Floor, Miami, Florida 33129 and City of Miami, a Florida municipal corporation hereafter "Provider"
whose address is City Hall 3500 Pan American Drive, Miami, Florida 33133 states the conditions and covenants
for the rendering of services to children and families for The Children's Trust.
In consideration of the mutual covenants herein, The Children's Trust and Provider (sometimes hereafter referred
to as "Parties") agree as follows:
A. EFFECTIVE TERM
The effective term of this Contract shall be from August 1, 2010 through July 31, 2011, subject to funding
availability and Provider's performance.
B. TERMS OF RENEWAL, if applicable
In the sole discretion of The Children's Trust, this Contract may be renewed with the acknowledgement of
Provider. In considering the exercise of any contract renewal, and in accordance with the Request for Proposal
(RFP) and Board authorization, renewal may not exceed a term equal to the term of the initial contract for a total
maximum of three (3) terms. The Children's Trust in its sole discretion will consider, but is not limited to, the
following:
1. Provider meeting the performance requirements specified in this Contract.
2. Continued demonstrated and documented need for the services funded.
3: Program performance, fiscal performance, and compliance by Provider that is deemed satisfactory in The
Children's Trust's sole discretion.
4. The availability of funds. The Children's Trust is prohibited from creating obligations in anticipation of
budgeted revenues from one fiscal year to another without year to year extension provisions in the contract.
5. If applicable, The Children's Trust in its sole discretion will initiate re -negotiation of this Contract before the
contract term expires.
C. SCOPE OF SERVICES
1. Provider agrees to render services in accordance with the Scope of Services, Attachment A, hereafter
"Services", to this Contract. Provider shall implement the Services in a manner deemed satisfactory to The
Children's Trust. Any modification to the Services shall not be effective until approved, in writing, by The
Children's Trust -and Provider.
2. The Services' activities and performance measures, as well as complete and accurate data and programming
information will be used in the evaluation of Provider's overall performance.
3. Provider agrees that all funding provided by The Children's Trust, pursuant to this Contract will be used
exclusively by Provider for services in and for the benefit of Miami -Dade County residents.
D. TOTAL FUNDING
Subject to the availability of funds, the maximum amount payable for Services rendered under this Contract shall not exceed $ . The Parties -agree thatshould avalable funding to The Children s Trust-be:';reduced;
the amount payable under this Contract will be reduced at the sole option of The Children's Trust with a
proportionate reduction.in,the Services. Provider agrees to adhere to Other Fiscal Requirements, Budget and
Method of Payment outlined in Attachment B to this Contract.
City of Miami Page 1 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
E. FISCAL MANAGEMENT
1. Double Billing and Payments
Provider costs or earnings claimed under this Contract may not also be claimed under any other contract or grant
from The Children's Trust or, unless such claim is denied by The Children's Trust, from any other agency. Any
claim for double payment by Provider shall be a material breach of this Contract.
2. No Supplanting of Existing Public Funds
The Children's Trust funding may not be used by Provider as a substitute for existing resources or for resources
that would otherwise be available for children's services, or to replace funding previously provided by and
currently available from local and state funding sources for the same purpose. A violation of this section by
Provider shall be considered a material breach of this Contract.
3. Capital Equipment
Capital equipment is included in the definition of "property" under Florida Statutes, Chapter 274, and Florida
Administrative Code, Section 69I-73.001, and is defined as individual items with a value of $1,000 or greater
which have a life expectancy of more than one year. Provider is to maintain proof of Property Coverage in
accordance with the insurance requirements prescribed in this Contract (see Section K. Insurance).
Capital equipment purchased with Trust funds by Provider become assets of The Children's Trust; are intended
for The Children's Trust funded programs; are owned by The Children's Trust; and must be tagged at the time of
purchase as an asset of The Children's Trust. The Children's Trust will work with Provider to tag the asset and
receive all information regarding the capital equipment. Provider must maintain a record of any capital
equipment purchased with funds provided by The Children's Trust. When Provider is no longer funded by The
Children's Trust, the equipment will be returned to The Children's Trust unless it is fully depreciated. Ownership
of capital equipment will be transferred to Provider and removed from The Children's Trust's fixed asset system if
the capital equipment is fully depreciated and in the possession of Provider. Provider can purchase the
equipment at the depreciated cost with the approval of The Children's Trust. If capital equipment is not
purchased by Provider prior to the equipment being fully depreciated, Provider must return such capital
equipment to The Children's Trust before submission of the final invoice.
In the event that property of The Children's Trust is either damaged, lost, or stolen, while in Provider's
possession, Provider is to perform the following: a) within five (5) business days provide written notification to
The Children's Trust contract manager that the capital equipment has been either damaged, lost or stolen; b)
provide a police report for lost or stolen items; or provide a written statement as to how the capital equipment
was damaged; and c) reimburse The Children's Trust for the value, as determined by The Children's Trust of the
capital equipment.
4. Assignments and Subcontracts
Provider shall not assign this Contract to another party. Provider shall not subcontract any Services under this
Contract without prior written approval of The Children's Trust. In any subcontract, Provider shall incorporate
appropriate language from this Contract into each subcontract and shall require each subcontractor providing
Services to be governed by the terms and conditions of this Contract. Provider shall submit to The Children's
Trust a copy of each subcontract to this Contract, within thirty (301 days of its execution. All sub -contractors of
Provider must agree to be monitored by Provider and/or on behalf of The Children's Trust in the same manner as
Provider under the terms of this Contract. Provider acknowledges and agrees that The Children's Trust and any
subcontractor to this Contract have authority to communicate and exchange information about contract,
program, and/or fiscal issues. Provider waives any and all claims, demands, and/or legal action based upon any
such communications.
Provider shall be responsible forallServices performed, and all expenses incurred, under this Contract, including
_services provided and expenses incurred by any and all subcontractors. The Children's Trust shall not be liable
-- to 'any subcontractor for any expenses or liabilities incurred under any subcontract, and Provider shall be solely
liable under any subcontract. Subject to the limitations and sovereign immunity provisions of Florida Statutes
City of Miami Page 2 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
Section 768.28, Provider shall hold harmless and defend, at Provider's expense, The Children's Trust against any
claims, demands or actions related to any subcontract.
The Children's Trust shall not provide funds to any subcontractor unless specifically agreed to in writing by The
Children's Trust with notification to the Provider. All payments to any contracted subcontractor shall be paid
directly by Provider to the subcontractor. The Children's Trust reserves the right to require verification from
Provider and/or subcontractor of payment due for satisfactory work performed by the subcontractor.
Provider and any Subcontractor must be currently qualified to do business in the State of Florida at the time that
a subcontractor agreement is entered into and Services are rendered.
5. Religious Purposes
Providers and/or their faith -based community partners shall not use any funds provided under this Contract to
support any inherently religious activities, including but not limited to, any religious instruction, worship,
proselytization, publicity or marketing materials. Any such use by Provider shall be a material breach of this
Contract.
6. Lobbying
Provider shall not use any funds provided under this Contract or any other funds provided by The Children's Trust
for lobbying any federal, state or local government or legislators. Any such use by Provider shall be a material
breach of this Contract.
7. Adverse Action or Proceeding
Provider shall not use any funds under this Contract, or any other funds provided by The Children's Trust, for any
legal fees, or for any action or proceeding against The Children's Trust, its agents, employees or officials. Any
such use by Provider shall be a material breach of this Contract.
F. INDEMNIFICATION BY PROVIDER
Government Entity
Subject to the limitations and sovereign imrnunity provisions of Florida Statute, Sec. 768.28, Provider shall
indemnify and hold harmless The Children's Trust and its officers, employees, agents and instrumentalities from
any and all liability, losses or damages, including attorneys' fees and costs of defense, which its officers,
employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or
proceedings of any kind or nature arising out of, relating to or resulting from the performance of this Contract by
Provider or its employees, agents, servants, partners, .principals or subcontractors.
Subject to the limitations and sovereign immunity provisions of Florida Statutes, Sec. 768.28, Provider shall pay
all claims and losses in connection therewith and shall investigate and defend all claims, suits or actions of any
kind or nature in the name of The Children's Trust, where applicable, including appellate proceedings, and shall
pay all costs, judgments, and reasonable attorney's fees which may issue thereon.
The provisions of this section on indemnification shall survive the expiration or termination of this Contract.
G. COPYRIGHTS AND RIGHT TO DATA/MATERIALS
Where activities supported by this Contract produce original writing, data, sound recordings, pictorial
reproductions, drawings or other graphic representations and works of similar nature, The Children's Trust has a
license to reasonably use, duplicate and disclose such materials in whole or in part in a manner consistent with
the purposes and terms of this Contract, and to have others acting on behalf of The Children's Trust to do so,
provided that such use does not compromise the validity of any copyright, trademark or patent. If the
data/materials so developed are subject to copyright, trademark or patent, legal title and every right, interest,
claim or demand of any kind in and to any patent, trademark or copyright, or application for the same, will vest
in Provider or with any applicable third party who has licensed or otherwise permitted Provider to use the same.
Provider agrees -to allow The Children's Trust and others acting on behalf of The Children's Trust to have
reasonable use of the same consistent with the purposes and terms of this Contract, at no cost to Th_e. Children's
-Trust, provided that such use does not compromise the validity of such copyright;traderna"rk or patent.
"H. OWNERSHIP AND LICENSING OF INTELLECTUAL PROPERTY
City of Miami Page 3 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
This Contract is subject to the provisions, limitations and exceptions of Chapter 119, Florida Statutes, regarding
public records. Accordingly to the extent permitted by Chapter 119, Florida Statutes, Provider retains sole
ownership of intellectual property developed under this Contract. Provider is responsible for payment of required
licensing fees if intellectual property owned by other parties is incorporated by Provider into the services required
under this Contract. Such licensing should be in the exclusive name of Provider. Payment for any licensing fees
or costs arising from the use of others' intellectual property shall be at the sole expense of Provider.
As applicable for The Children's Trust under Fla. Stat. Section 768.28, and to the extent permitted by and within
the limitations of Fla, Stat. Section 768.28, the Parties shall indemnify and hold each other harmless from liability
of any nature or kind, including costs and expenses for or on account of third party allegations that use of any
intellectual property owned by the third party and provided, manufactured or used by the indemnifying Party in
the performance of this Contract violates the intellectual property rights of that third party.
I. BREACH OF CONTRACT AND REMEDIES
1. Breach
A material breach by Provider shall have occurred under this Contract if Provider through action or omission
causes any of the following:
a. Fails to comply with Background Screening, as required under this Contract.
b. Fails to provide the Services outlined in the Scope of Services (Attachment A) within the effective term of
this Contract;
c. Fails to correct an imminent safety concern or take acceptable corrective action;
d. Ineffectively or improperly uses The Children's Trust funds allocated under this Contract;
e. Does not furnish and maintain the certificates of insurance or self insurance required by this Contract or
as determined by The Children's Trust;
f. Does not meet or satisfy the conditions of award required by this Contract within a specified reasonable
time;
g. Fails to submit or submits incorrect or incomplete proof of expenditures to support disbursement
requests or advance funding disbursements, or fails to submit or submits incomplete or incorrect detailed
reports cif requests for payment, expenditures or final expenditure reports within a specified reasonable
time;
h. Does not submit or submits incomplete or incorrect required reports pursuant to the Scope of Services in
this Contract;
Refuses to allow The Children's Trust access to records or refuses to allow The Children's Trust to
monitor, evaluate and review Provider's program, including required client data within a specified
reasonable time;
j. Fails to comply with child abuse and incident reporting requirements;
k. Attempts to meet its obligations under this Contract through fraud, misrepresentation or material
misstatement;
I. Fails to correct deficiencies found during a monitoring, evaluation or review within a specified reasonable
time;
m. Fails to meet the terms and conditions of any obligation or repayment schedule to The Children's Trust or
any of its agencies within a specified reasonable time;
n. Fails to maintain the confidentiality of client files, pursuant to Florida and federal laws;
o. Fails to fulfill in a timely and proper manner any and all of its obligations, covenants, contracts and
stipulations in.this Contract within a specified reasonable time;
Waiver of breach of any provisions of this Contract shall not be deemed to be a waiver of any other breach and
shall not be construed to be a modification of the terms of this Contract. Any such waiver by The Children's Trust
shall be provided in writing to Provider.
2. Remedies
If Provider fails to cure any breach within thirty (30) days after receiving written notice from The Children's Trust
identifying the breach, -The Children's Trust may pursue any or all of the following remedies:
a. The Children's Trust may, -at its sole discretion, enter into a written performance improvement plan with
Provider to cure any breach of this Contract as may be permissible under state or federal law. (Attachment
F, if applicable). Any such remedial plan shall be an addition to this Contract and shall not affect or render
City of Miami Page 4 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012for new grant
term beginning November 1, 2011 through July 31, 2012"
void or voidable any other provision contained in this Contract, costs, or any judgments entered by a court of
appropriate jurisdiction.
b. The Children's Trust may suspend payment in whole or in part under this Contract by providing written notice
of suspension to Provider of such suspension and specifying the effective date of suspension, at least five (5)
business days before the effective date of suspension. On the effective date of suspension Provider may (but
shall not be obligated to) continue to perform the Services in this Contract, but Provider shall promptly cease
using The Children's Trust's logo and any other reference to The Children's Trust in connection with such
Services. All payments to Provider as of the date of suspension shall cease, except that The Children's Trust
shall continue to review and pay verifiable requests for payment for Services that were performed and/or for
deliverables that were substantially completed at the sole discretion of The Children's Trust, prior to the
effective date of such suspension. If payments are suspended, The Children's Trust must specify in writing
the actions that must be taken by Provider as condition(s) precedent to resumption of any payments and
shall specify a reasonable date for Provider's compliance. - The Children's Trust may also suspend any
payments in whole or in part under any other contracts entered into between The Children's Trust and
Provider by providing separate written notice to Provider of each such suspension and specifying the effective
date of suspension, which must be at least five (5) business days before the effective date of such
suspension, in any event The Children's Trust shall continue to review and pay verifiable requests for
payment as provided for in such other contracts for services that were performed and/or for deliverables that
were substantially completed at the sole discretion of The Children's Trust prior to the effective date of such
suspension. Provider shall be responsible for reasonable direct and indirect costs of The Children's Trust
associated with such suspension including reasonable attorney's fees.
c. The Children's Trust may terminate this Contract by giving written notice to Provider of such termination and
specifying the date of termination at least five (5)business days before the effective date of termination. In
the event of such termination, The Children's Trust may (a) request Provider to deliver to The Children's
Trust clear and legible copies of all finished or unfinished documents, studies, surveys, reports prepared and
secured by Provider with Trust funds under this Contract subject to the rights of Provider as provided for in
Paragraphs G and H above; (b) seek reimbursement of any Trust funds which have been improperly paid to
Provider under this Contract; (c) terminate further payment of Trust funds to Provider under this Contract,
except that The Children's Trust shall continue to review and pay verifiable requests for payment for services
that were performed and/or deliverables that were substantially completed at the sole discretion of The
Children's Trust prior to the effective date of such termination; and/or (d) terminate or cancel, without cause,
any other contracts entered into between The Children's Trust and Provider by providing separate written
notice to Provider of each such termination and specifying the effective date of termination, which much be
at least five (5) business days before the effective date of termination, in which event.The Children's Trust
shall continue to review and pay verifiable requests for payment as provided for in such other contracts for
services that were performed and/or for deliverables that were substantially completed at the sole discretion
of The Children's Trust prior to the effective date of such termination. Provider shall be responsible for
reasonable direct and indirect costs associated with such termination, including reasonable attorney's fees.
d. The Children's Trust may seek enforcement of this Contract against Provider including but not limited to filing
an action with a court of appropriate jurisdiction. Provider shall be responsible for reasonable direct and
indirect costs associated with such enforcement against Provider, including reasonable attorney's fees, costs,
and any judgments entered by a court of appropriate jurisdiction, including reasonable direct and indirect
costs and reasonable attorneys' fees through conclusion of all appellate proceedings, and including any final
settlement or judgment.
e. The provisions of this Paragraph I shall survive the expiration or termination of this Contract:
3. TERMINATION BY EITHER PARTY
The parties agree that this Contract may be terminated by either party by written notice to the other party of
intent to terminate at least thirty (30) calendar days prior to the -effective date of.such termination.
K. INSURANCE REQUIREMENTS
Provider shall have Provider's insurance agent(s) provide to The Children's Trust within 30 days of contract
--execution, Certificates of Insurance or, if applicable, a letter of self-insurance indicating coverage applicable to a
Florida municipal corporation required under this section or as determined by The Children's Trust, except as
City of Miami Page 5 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
required by Florida law for government entities. Provider must comply with this requirement; failure to comply
is a material breach of this Contract.
The Children's Trust shall be• named. as. an additional insured as their interest may appear on all applicable
policies, and all applicable policies shall be maintained in full force and effect for the term of this Contract. The
Children's Trust will not disburse any funds until The Children's Trust is provided with the necessary Certificates
of Insurance or letter of self-insurance and The Children's Trust has approved such documents.
Provider shall require its sub -contractors to carry insurance coverage (s) as outlined below:
1. Worker's Compensation Insurance covering all employees of the sub -contractor, or a valid State of Florida
exemption on file with the Department of Labor, as required by Florida Statutes, Chapter 440. In the event
that the Provider is no longer exempt from obtaining Worker's Compensation insurance, the Provider must
notify The Children's Trust and the City of Miami, and provide the necessary certificate of insurance or other
evidence of coverage upon the termination of the exemption, as applicable. The employer's liability portion
will be $500,000/$500,000/$500,000 as a minimum.
2. Commercial General Liability with limits of at least $500,000 per occurrence, $1,000,000 policy aggregate
with a maximum deductible of $1,000 per occurrence. The policy must include coverage for premises and
operations liability, contingent and contractual exposures, products and completed operations, personal and
advertising liability and sexual abuse and molestation, if applicable. The Children's Trust and the City of
Miami must be designated and shown on the certificate of insurance as an "Additional Insured as Their
Interest May Appear" with respects to this coverage.
3. Automobile liability coverage for all owned, hired, non owned and leased vehicles of Provider, and any
transportation companies hired for transporting program participants. The amount of coverage is
$1,000,000 combined single limit per accident for bodily injury and property damage. The Children's Trust
and City of Miami must be designated and shown as an "Additional Insured as Their Interest May Appear"
with respects to this coverage. Coverage can be purchased as non -owned without hired auto coverage when
the cost is prohibitive for hired automobile coverage such as the case with the Florida Automobile Joint
Underwriting Association; but rental cars cannot be used in the course of Provider's regular operations.
Rental cars may be used for travel to attend conferences outside the tri-county area. Transportation
companies used by the Provider for the funded program must list The Children's Trust as a certificate holder
and as an additional insured.
4. If applicable for Services under this Contract, Special Events Coverage, as determined by The Children's
Trust. The liability coverage will be the same as the coverage and limits required for commercial general
liability and The Children's Trust and City of Miami must be designated and shown as "Additional Insured as
Their Interest May Appear." Special Events policies are for short term functions and not meant to replace
annual liability policies. The coverage is for the day or days of the event and must provide coverage the day
prior and the day following the event.
5. If applicable for Services under this Contract, Professional Liability insurance, as determined by The
Children's Trust, with coverage amounts determined by The Children's Trust but not less than $250,000 per
claim and in the policy aggregate. Defense costs may be inside the limits of liability and the policy can be
written on claims made form. The Children's Trust and the City of Miami should be listed as certificate
holder, but are not required to be named as an Additional Insured. Professional Liability insurance is
generally required when the scope of services uses professional services that require certification or
license(s) to provide direct services to program participants.
7. Proof of Property Coverage is required when Provider has capital equipment owned by The Children's
Trust, or the City of Miami, and said capital equipment is under the care custody and control of Provider. The
Children's Trust and City of Miami must be shown on the evidence of property coverage as a Loss Payee, as
applicable. Property coverage shall survive the expiration or termination of this Contract until such time the
-ownership -of the capital equipment is transferred to Provideror such capital equipment is returned to The
Children's Trust.
Certificate Holder
City of Miami Page 6 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
Certificate holder must read:
The Children's Trust
3150 SW 3rd Avenue, 8th Floor
Miami, Florida 33129
Classification and Rating
All insurance policies required above shall be issued by companies authorized to do business under the laws of
the State of Florida, with the following qualifications:
The company must be rated no less than "A-" as to management, and no less than "Class V"
as the financial strength, by the latest edition of Best's Insurance Guide, published by A.M.
Best Company, Oldwick, New Jersey, or its equivalent, subject to the reasonable approval of
The Children's Trust.
Provider and or Provider's insurance agent, as applicable, shall notify The Children's Trust and City of in writing,
of any cancellation, or material changes in insurance coverage in accordance to policy provisions. Provider shall
be responsible for ensuring that all applicable insurances are maintained and submitted to The Children's Trust
for the duration of this Contract.
In the event of any change in Provider's Scope of Services, Attachment A, The Children's Trust may increase,
waive or modify, in writing any of the foregoing insurance requirements. Any request by a Provider to decrease,
waive or modify any of the foregoing insurance requirements shall be approved, in writing, by The Children's
Trust prior to any such decrease, waiver or modification.
In the event that an insurance policy or coverage(s), as applicable, is canceled during the effective period of this
Contract, The Children's Trust shall withhold all payments from Provider until a new Certificate of Insurance or
other evidence of coverage(s) required under this section. is submitted and approved by The Children's Trust.
The new insurance policy or other evidence of coverage(s) shall cover the time period commencing from the date
of cancellation of the prior insurance policy or other evidence of prior coverage(s).
The Children's Trust may require Provider to furnish additional and different insurance coverage, or both, as may
be required from time to time under applicable federal or state laws or The Children's Trust requirements.
Provision of insurance or other evidence of coverage(s) by Provider, in no instance, shall be deemed to be a
release, limitation, or waiver of any claim, cause of action or assessment that The Children's Trust may have
against Provider for any liability of any nature related to performance by Provider under this Contract or
otherwise.
All insurance required hereunder may be maintained by Provider pursuant to a master or blanket policy or
policies of insurance.
L. PROOF OF TAX STATUS
Provider is required to keep on file the following documentation for review by The Children's Trust.
• If required as applicable to Provider, the Internal Revenue Service (I.R.S.) tax status determination
letter;
• The most recent (two years) I.R.S. form 990 or applicable tax return filing within six (6) months after
Provider's fiscal year end or other appropriate filing period permitted by law;
• If required by applicable law to be filed by Provider, IRS 941 - quarterly federal tax return reports
within thirty-five (35) calendar days after the quarter ends and if applicable, state and federal
unemployment tax filings and if the 941 and unemployment tax filings reflects a tax liability, proof of
payment must be submitted within sixty (60) calendar days after the quarter ends.
M. NOTICES
-Written notices pursuant tothis Contract shall be sent to the addresses for each Party appearing on the first page
-- of this Contract. Notices to The Childreh's Trust shall be marked to the attention of its President/CEO. ' Notices
Provider shall :be.marked to -the attention of the City Manager. It is 'each Party's responsibility to advise the. other .
Party- in writing of any changes in responsible personnel for accepting Notices under this Contract; mailing
address, and/or telephone number.
City of Miami Page 7 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
N. AUTONOMY
The Parties agree that this Contract recognizes the autonomy of, and stipulates or implies no affiliation between,
the contracting parties. Provider is only a recipient of funding support and is not an employee, agent or
instrumentality of The Children's Trust, and Provider's agents and employees are not agents or employees of The
Children's Trust.
O. RECORDS, REPORTS, AUDITS AND MONITORING
The provisions of this section shall survive the expiration or termination of this Contract, consistent with Florida
laws.
1. Accounting records
Provider shall keep accounting records which conform to generally accepted accounting principles. All such
records will be retained by Provider for not less than five (5) years beyond the last date that all applicable terms
of this Contract have been complied with and final payment has been received and appropriate audits have been
submitted to and accepted by the appropriate entity. However, if any audit, claim, litigation, negotiation or other
action involving Provider under this Contract or modification hereto has commenced before the expiration of the
retention period, the records regarding Provider shall be retained until completion of the action and resolution of
all issues which arise from it or until the end of the regular retention period, whichever is later.
2. Financial audit and program specific audit
Within 180 days of the close of its fiscal year, Provider agrees to submit to The Children's Trust an Annual
Financial Audit, performed by an independent certified audit firm that is registered to do business with the Florida
State Department of Business Regulation, of all its corporate activities and any accompanying management
letter(s) or report(s) on other matters related to internal control, for each year during which this Contract
remains in force and until all funds expended from this Contract have been audited. If no management letter or
report or other matters related to Provider's internal control is prepared by the independent audit firm, Provider
must confirm in writing to The Children's Trust that no such report was submitted to Provider. This audit shall be
conducted in accordance with auditing standards generally accepted in the United States of America and
standards contained in the Government Auditing Standards issued by the Comptroller General of the United
States.
Providers that are required to have a single audit conducted under OMB Circular A-133, Audit of States, Local
Government and Non -Profit Organizations or the Florida Single Audit Act, Florida Statutes 215.97 agree to submit
the schedule of expenditures pertaining to awards, summary schedule of prior audit findings, applicable auditor's
reports and the corrective action plan. In the event that the independent auditor does not disclose audit findings,
Provider shall submit written notification to The Children's Trust that an audit of Provider was conducted in
accordance with applicable laws and regulations and that the findings and questioned costs disclosed no audit
findings related to this Contract; and, that the summary schedule of prior audit findings did not report on the
status of any audit findings relating to awards that The Children's Trust provided.
Within 180 days of the close of its fiscal year, a Provider who is contracted for a combined total of $300,000 or
more from The Children's Trust from this or any other The Children's Trust contract(s), related to the fiscal year
under audit, Provider agrees to have a program -specific audit relating to The Children's Trust contract(s), in
addition to the annual financial audit. This program -specific audit is to encompass an audit of The Children's
Trust contract(s) as specified in Attachment D: Program Specific Audit Requirements.
A provider that does not meet the program -specific audit threshold requirement will be exempt from the
program -specific audit requirement in the fiscal year that the audit threshold is not met.
Audit extensions may be granted in writing by The Children's Trust after proper approval has been obtained from
The Children's Trust's Finance Department, upon receipt in writing of such request with appropriate justification
by Provider. A copy of the engagement letter, along with the audit completion date and any concerns from the
auditing firm in relation to the audit, must accompany the request. Approved extension requests allow for the
continuation of payment until such time that the extension expires.
The financial audit and other financial information will be usedkin the evaluation of Provider's performance and
Provider's overall fiscal health.
City of Miami Page 8 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be Updated by City and Trust for FY 2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
3. Access to records
Provider shall provide access to all records including subcontractor(s) which.relate to this Contract at its place of
business during regular business hours. Provider agrees to provide such assistance as may be necessary to
facilitate their review or audit by The Children's Trust to insure compliance with applicable accounting, financial,
and programmatic standards. This would include access by The Children's Trust or its designee, to Provider's
independent auditor's working papers for complying with federal, state and local requirements. The Children's
Trust reserves the right to require Provider to submit to an audit by an auditor of The Children's Trust's choosing
at The Children's Trust's expense.
4. Monitoring
Provider agrees to permit The Children's Trust personnel or contracted agents to perform random scheduled
and/or unscheduled monitorings, reviews, and evaluations of the program which is the subject of this Contract,
including any subcontracts under this Contract, using The Children's Trust approved monitoring tools. The
Children's Trust or contracted agents shall monitor both fiscal/administrative and programmatic compliance with
all the terms and conditions of the Contract. Provider shall permit The Children's Trust or contracted agents to
conduct site visits, client interviews, client assessment surveys, fiscal/administrative review and other techniques
deemed reasonably necessary in The Children's Trust's sole discretion to fulfill the monitoring function. A report
of monitoring findings will be delivered to Provider and Provider will rectify all deficiencies cited within the period
of time specified in the report.
5. Client Records
Pursuant to Florida Statute 119.071(5), The Children's Trust collects the social security numbers of child
participants of funded programs and services for the following purposes: (a) to research, track and measure the
impact of The Children's Trust funded programs and services in an effort to maintain and improve such programs
and services for the future (individual identifying information will not be disclosed); (b) to identify and match
individuals and data within and among various systems and other agencies for research purposes. The Children's
Trust does not collect social security numbers for adult participants.
Provider shall maintain a separate file for each child/family served. This file shall include all pertinent information
regarding program enrollment and participation. At a minimum, the file will contain enrollment information
(including parent registration consents and child demographics), service plans (as applicable), outcome measures
(as set forth in Attachment A), and notes documenting referrals, special needs, or incident reports. These files
shall be subject to the monitoring/review and inspection requirements under this Contract, subject to applicable
confidentiality requirements. All such records will be retained by Provider for not less than five (5) calendar
years after the participant is no longer enrolled. Provider agrees to comply with all applicable state and federal
laws on privacy and confidentiality.
6. Internal Documentation/Records Retention
Provider agrees to maintain and provide for inspection to The Children's Trust, during regular business hours the
following as may be applicable, subject to applicable confidentiality requirements: (1) personnel files of
employees which include hiring records, background screening affidavits, job descriptions, verification of
education, and evaluation procedures; (2) authorized time sheets, records, and attendance sheets to document
the staff time billed to provide Services pursuant to this Contract; (3) daily activity logs and monthly calendars of
the provision of Services pursuant to this Contract; (4) training modules; (5) pre and post session
questionnaires; (6) all participant attendance records; (7) participant consent and information release forms; (8)
agency policies and procedures; and (9) such other information related to Service provision as described in
Attachment A and as required by this Contract; all upon request by The Children's Trust. Provider shall retain all
records for not less than five (5) years beyond the last date that all applicable terms of this Contract have been
complied with and final payment has been received, and appropriate audits have been submitted to and accepted
by the appropriate entity.
7. Confidentiality
Provider and The Children's Trust understand that during the course of performing the Services hereunder, each
party may have access to certain confidential and proprietary information and materials of the other party in
-order to further performance of the Services. The Parties shall protect confidential information and comply with
.'applicable federal and state laws on confidentiality to prevent unauthorized use, dissemination or publication of
- confidential information as- each party uses' to ,protect its own 'confidential information in a like manner. The
Parties shall not disclose the confidential information to any third party (except that such information may be
disclosed to such Party's attorneys), or to any employee of such Party who does not have a need to know such
information, which need is related to performance of a responsibility hereunder. However, this Contract imposes
City of Miami Page 9 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
no obligation upon the Parties with respect to confidential information which (a) was lawfully known to the
receiving party before receipt from the other, (b) is or becomes a matter of public knowledge through no fault of
the receiving party, (c) is rightfully received by the receiving party from a third party without restriction on
disclosure, (d) is independently developed by or for that party, (e) is disclosed under operation of law, (f) is
disclosed by the receiving party with the other party's prior written approval or (g) is subject to Chapter 119 of
the Florida Statutes or is otherwise required to be disclosed by law._ The confidentiality provision of this Contract
shall remain in full force and effect after the termination of this Contract. Provider shall specifically require all
sub -contractors to comply with this paragraph.
8. Security Obligation
Provider shall maintain an appropriate level of data security for the information Provider is collecting or using in
the performance of this Contract. This includes, but is not limited to, approving and tracking all Provider
employees who request system or information access and ensuring that user access has been removed from all
terminated employees of Provider.
9. Withholding of payment
At the sole discretion of The Children's Trust, payment may be withheld from Provider for non-compliance by
Provider of Provider's compliance with contractual terms. The Children's Trust will provide payment upon
satisfactory compliance by Provider of the contractual terms for which Provider is responsible as solely
determined by The Children's Trust. The Children's Trust, in its sole discretion, may determine to withhold
payments to Provider for any particular subcontractor for such subcontractor's non-compliance with contractual
terms.
P. MODIFICATIONS
Any alterations, variations, modifications, extensions or waivers of provisions of this Contract including but not
limited to amount payable and effective term shall only be valid when they have been reduced to writing, duly
approved and signed by both Parties. Pursuant to City Commission Resolution No. . adopted
2010, the City Manager is Provider's authorized representative for approving and executing
alterations, variations, modifications, extensions or waivers of the provisions of this Contract including but not
limited to amount payable and effective term.
Q. GOVERNING LAW & VENUE
This Contract shall be interpreted and construed in accordance with and governed by the laws of the State of
Florida without regard to its conflicts of laws provisions. Any controversies or legal problems arising out of the
terms of this Contract and any action involving the enforcement or interpretation of any rights hereunder shall be
submitted to the jurisdiction of the state courts of the Eleventh Judicial Circuit, in and for, Miami -Dade County,
Florida.
R. BACKGROUND SCREENING
In accordance with Sections 943.0542, 984.01, Chapter 435, 402, 39.001, and 1012.465 Florida Statutes, as
applicable, employees, volunteers and subcontracted personnel who work in direct contact with children or who
come into direct contact with children must complete a satisfactory Level 2 background screening. Level 2
Background screenings must be completed through the Florida Department of Law Enforcement (FDLE), VECHS
(Volunteer & Employee Criminal History System) Program. Satisfactory background screening documentation will
be accepted for those agencies that already conduct business with either the Department of Children and
Families (DCF) or the Department of Juvenile Justice (DJJ) or the Miami Dade County Public School System
(MDCPS). A clearance letter from MDCPS Office of Employment Standards indicating the person has successfully
completed a Level 2 screening will be accepted.
If background screenings are completed with VECHS, then Provider shall complete an Attachment E: "Affidavit
for Level 2 Background Screenings" each for contract term. The Affidavit will cover employees, volunteers, or
subcontractors performing- services under this contract who are required to complete a Level 2 background
screening 'as defined in this section: - Provider shall keep Attachment, E: "Affidavit for Level 2 Background
Screenings" in Provider's personnel, volunteers, and/or sub -contractors files.
City of Miami Page 10 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
An Attestation or Affidavit of Good Moral Character, as applicable, must be completed annually for each
employee, volunteer, and subcontracted personnel who work in direct contact with children. Provider shall re-
screen each employee, volunteer and/or subcontractor every five years.
S. CHILDREN WITH DISABILITIES AND THEIR FAMILIES
Provider understands that The Children's Trust expects Provider to meet the federal standards under the
Americans with Disabilities Act. By policy of The Children's Trust, providers must also implement reasonable
programmatic accommodations to include children with disabilities and their families, whenever possible.
Notwithstanding anything to the contrary, Provider shall not be required to make any alteration to any public
school building or other building or structure which is not owned by Provider.
T. REGULATORY COMPLIANCE
1. Non-discrimination and Civil Rights
Provider shall not discriminate against an employee, volunteer, or client of Provider on the basis of race, color,
gender, pregnancy, marital status, familial status, sexual orientation, religion, ancestry, national origin, disability,
or age, except that programs may target services for specific target groups as may be defined in the competitive
solicitation.
Provider shall demonstrate that it has standards, policies, and practices necessary to render services in a manner
that respects the worth of the individual and protects and preserves the dignity of people of diverse cultures,
classes, races, religions, sexual orientations, and ethnic backgrounds.
Provider agrees to abide by Chapter 11A of the Code of Miami -Dade County ("County Code"), as amended, which
prohibits discrimination in employment, housing and public accommodations; Title VII of the Civil Rights Act of
1968, as amended, which prohibits discrimination in employment and public accommodation; the Age
Discrimination Act of 1975, 42 U.S.C. Section 6101, as amended, which prohibits discrimination in employment
because of age; Section 504 of the Rehabilitation Act of 1973, 29 U.S.C. § 794, as amended, which prohibits
discrimination on the basis of disability; and the Americans with Disabilities Act, 42 U.S.C. §12101 et seq., which
prohibits discrimination in employment and public accommodations because of disability.
It is expressly understood that upon receipt of evidence of discrimination under any of these laws, The Children's
Trust shall have the right to terminate all or any portion of this Contract. If Provider or any owner, subsidiary, or
other firm affiliated with or related to Provider, is found by the responsible enforcement agency or the courts to
be in violation of these laws, said violation will be a material breach of this Contract and The Children's Trust will
conduct no further business with Provider.
2. Public Entities Crime Act
Provider will not violate the Public Entities Crimes Act (Section 287.133, Florida Statutes), which essentially
provides that a person or affiliate who is a Provider, consultant or other provider and who has been placed on the
convicted vendor list following a conviction for a Public Entity Crime may not submit a bid on a contract to
provide any goods or services to The Children's Trust, may not submit a bid on a contract with The Children's
Trust for the construction or repair of a public building or public work, may not submit bids on leases of real
property to The Children's Trust, may not be awarded or perform work as a Provider supplier, sub Provider, or
consultant under a contract with The Children's Trust, and may not transact any business with The Children's
Trust in excess of the threshold amount provided in Section 287.017, Florida Statutes, for Category Two
purchases for a period of thirty-six (36) months from the date of being placed on the convicted vendor list.
Violation of this section shall result in cancellation of this Contract and recovery of all monies paid hereto, and
may result in debarment from The Children's Trust's competitive procurement activities.
3. Conflict of Interest
Provider represents that the execution of this Contract does not violate Miami Dade County's Conflict of Interest
__and Code of Ethics Ordinance, .www.miamidade.gov/ethics/library/Ethics-Brochure-2005.pdf and Florida Statutes
r1112 as amended, which are incorporated herein by reference as if fully set forth herein. Provider agrees to abide
by and be governed by these conflict of interest provisions throughout the course of this Contract and in
connection with its obligations hereunder.
City of Miami Page 11 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
4. Compliance with Sarbanes-Oxley Act of 2002
Provider shall comply with the following provisions of the Sarbanes-Oxley Act of 2002:
Provider agrees not to after, cover up, falsify, or destroy.any document that may be relevant to an official
investigation.
Provider agrees not to punish whistleblowers or retaliate against any employee who reports suspected
cases of fraud or abuse.
5. Licensing
Provider (and subcontractor, as applicable,) shall obtain and maintain in full force and effect during the term of
this Contract any and all applicable licenses, certifications, approvals, insurances, permits and accreditations,
required by the State of Florida, Miami -Dade County, relevant to municipalities, The Children's Trust or the
federal government. Provider must be qualified and registered to do business in the State of Florida both prior to
and during the contract term with The Children's Trust.
6. Incident Reporting
An incident is defined as any actual or alleged event or situation that creates a significant risk of substantial or
serious harm to the physical or mental health, safety or well being of a child participating in the program.
Reportable incidents include, but are not limited to, allegations of abuse, neglect or exploitation of a child, injury
of a participant, missing child or abandoned child, loss of property use for the program, or destruction of property
used in the program.
Provider shall immediately report knowledge or reasonable suspicion of abuse, neglect, or abandonment of a
child, aged person, or disabled adult to the Florida Abuse Hotline on the statewide toll -free telephone number (1-
800-96-ABUSE). As required by Chapters 39 and 415, Florida Statutes, this is binding upon both Provider and its
employees.
Provider shall notify The Children's Trust's contract manager of any incident as defined within three (3) business
days after Provider is informed of such incident. Provider shall provide written notification of the incident
together with a copy of the incident report. The report must contain the following:
(1) Name of reporter (person giving the notice)
(2) Name and address of victim and guardian
(3) Phone number where the reporter can be contacted
(4) Date, time, and location of incident
(5) Complete description of incident and injuries, if any
Police report and actions taken shall be submitted to The Children's Trust within fifteen (15) days business of the
incident. Provider shall provide written notification to The Children's Trust, within seven (7) business days, of
any legal action which is filed as a result of such alleged incident.
7. Sexual Harassment
Provider shall complete an incident report in the event a program participant, client or employee makes an
allegation of sexual harassment, sexual misconduct or sexual assault by a Provider employee, volunteer or
anyone arising out of the performance of this Contract and Provider has knowledge thereof. Provider shall
provide written notification to The Children's Trust within three (3) business days after Provider is informed of
such an allegation. Provider shall provide written notification to The Children's Trust, within seven (7) business
days, of any legal action which is filed as a result of such an alleged incident.
8. Proof of Policies
Provider and subcontractor, as applicable, shall keep on file copies of its and their respective policies including
but not limited to confidentiality, incident reporting, sexual harassment, non-discrimination, equal opportunity
and/or affirmative action, Americans with Disabilities Act, and drug -free workplace.
U. CONSENT
Provider must obtain parental/legal guardian consent forall minor participants to participate and/or for adult
participants in the program for services; and to share information with The Children's Trust for monitoring and
evaluation purposes.
City of Miami Page 12 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
Provider will ask participants to sign a voluntary Consent to Photograph form. The form is available in English,
Spanish, and Creole and can be downloaded from www.thechildrenstrust.org. The signed consent form for
photography will be maintained at the program site, with a copy filed in the participant's record. The consent
shall be part of the participants' registration form, and signed.by parent/guardian before services commence or
assessments are administered. Any refusal of consent must be properly documented and signed by the parent or
legal guardian on the consent form.
V. PROGRAMMATIC DATA REPORTING
Demographic and service information on program participants will be provided to The Children's Trust as part of
The Children's Trust's research mission. Provider agrees to comply and participate in any data collection
reporting, including participant data as required by The Children's Trust and described in Attachment C to this
Contract, Programmatic Data and Reporting Requirements, subject to confidentiality requirements. In addition,
Provider agrees to furnish The Children's Trust with complete and accurate reports in the timeframe and format
to be reasonably specified by The Children's Trust, and as described in Attachment C.
Provider must participate and provide agency (agency profile) and site(s) information to Switchboard of Miami 2-
1-1, The Children's Trust 24 hour helpline, as applicable and as defined in Attachment C: Programmatic Data
Reporting Requirements.
W. PUBLICITY
Provider agrees that activities, services and events funded by this Contract shall recognize The Children's Trust
as a funding source. Provider shall ensure that all publicity, public relations, advertisements and signs within its
control recognize The Children's Trust for the support of all contracted activities. The use of the official Children's
Trust logo is permissible.
Provider shall use its best efforts to ensure that all media representatives, when inquiring with Provider about the
activities funded by this Contract, are informed that The Children's Trust is a funding source. Provider shall, if it
possesses the appropriate technology, provide a link between the website and The Children's Trust's website.
X. PUBLICATIONS
Provider agrees to include in all of its subcontracts provisions similar to the following provisions of this Section X
for compliance by subcontractors.
Provider agrees to supply The Children's Trust, without charge, up to three copies of any publication developed
by Provider in connection with implementation of programs addressed by this Contract. Such publications will
state that the program is supported by The Children's Trust. Provider agrees that The Children's Trust will have
use of copyrighted materials developed under this Contract to the extent provided in, and subject to, the
provisions of Paragraphs G and H above.
To the extent permitted by the applicable journal or other publication source, Provider shall include The
Children's Trust logo and the following paragraph in all materials of Provider featuring programs funded by The
Children's Trust, including but not limited to newsletters, press releases, brochures, fliers, homepage of websites
or any other materials for dissemination to the media or general public_
English:
City of Miami and Progarnj;Name is funded by The Children's Trust. The Children's Trust is a dedicated
source of revenue established by voter referendum to improve the lives of children and families in Miami -Dade
County.
Espanol:
City of Miami and eogrram,Name esta financiado_por El Fidecomiso de los Ninos (The Children's Trust). El
Fidecomiso de los Ninos es una fuente de financiacion, establecida por referendum para mejorar las vidas de
ninos y familias en el Condado de Miami -Dade.
Kreyol:
:_Cityof_Miami.and Pro ramMNarrie finanse_pa "The Children's Trust". Trust la se sous la'an ke gouvenman
.� �...9 �. yonJ
amerikin vote an referandom you ke' li investi byen nan pwogram kap ameliore la Vi Ti Moun ak fanmi yo nan
Myami Dade.
City of Miami Page 13 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
Note: In cases where funding by The Children's Trust represents only a percentage of Provider's overall funding,
the above language can be altered to read "The (organization) is funded in part by The Children's Trust..."
Y. HEADINGS, USE OF SINGULAR AND GENDER
Paragraph headings are for convenience only and are not intended to expand or restrict the scope or substance
of the provisions of this Contract. Wherever used herein, the singular shall include the plural and plural shall
include the singular, and pronouns shall be read as masculine, feminine or neuter as the context requires.
THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK
City of Miami Page 14 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
Z. TOTALITY OF CONTRACT/SEVERABILITY OF PROVISIONS
This Contract with its attachments as referenced below contains all the terms and conditions agreed upon by the
parties:
Attachment A:
Attachment B:
Attachment C:
Attachment D:
Attachment E:
Attachment F:
Scope of Services
Other Fiscal Requirements, Budget, and Method of Payment
Programmatic Data and Reporting Requirements
Program Specific Audit Requirements
Affidavit for Level 2 Background Screenings, if applicable
Performance Improvement Plan, if applicable
No other contract, oral or otherwise, regarding the subject matter of this Contract shall be deemed to exist or
bind the Parties. if any provision of this Contract is held invalid or void, the remainder of this Contract shall not
be affected thereby if such remainder would then continue to conform to the terms and requirements of
applicable law.
CITY OF MIAMI, a Florida municipal corporation THE CHILDREN'S TRUST
MIAMI-DADE COUNTY, FLORIDA
Provider Federal ID#
By: By:
Carlos Migoya, City Manager Modesto E. Abety
President/CEO
Attest:
By:
Priscilla A. Thompson, City Clerk
Date:
Approved as to Form and Correctness: Approved as to form and legal sufficiency
By: By:
Julie 0. eru, City Attorney County Attorney
Date: Date:
Approved as to Insurance Requirements:
By:
Gary Reshefsky, Interim Acting Director of Risk Management
Date:
This contract is not valid until signed by both parties
City of Miami Page 15 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
ATTACHMENT A:
Scope of Services
City of Miami Page 16 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
Attachment A
Initiative:
Agency name:
Contract No.
Program name:
1. Description of Services (Limit to 100 words):
2. Target Population or Participants (Include numbers in table and a narrative description of
participant characteristics, including ages, geography, disabilities, etc.):
Children/Youth
Parents/Primary Caregivers
Other populations (e.g., staff
professionals, general public)
Description of participants to be served:
3. Service Locations:
w
eie
5
�
E ^
o.-eg�rn et r
il
City of Miami
Contract #XXX-xxxx, Resolution #2010-xx
Page 17 of 31
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
4. Performance Measures:
a. Quantity -'"How much will we do?"
TYPE 1 ACTIVITIES (3 or more contacts with participants)
yk ff 'vv1*r
�i�
c �;e ssio s,
` .
� �+�e a t rn r o e b c s exp, cted C
0 v9"F#. .�' e attd N� ,Ohed, .:
�offe ,ed�andet,► �1yYvQ, sehedu �B ; �:� �� � . ���.,pare
otae
C _a a�
serge sp c�
c •old e �yOQ-
parents or of _'
s�prv,othersE ., ,�_
e
4
d o y'
a{� �a ,.n i f
" � ics c' " e
���, � completed
TYPE 2 ACTIVITIES (less than 3 contacts with participants)
(�
� �UY3�`F Y 2-
xE cti t es Sery % a�me�bes p �ptlgn
nclude frequ glen th duration of sess onnss,
� er to g a .,cf>Iedyu � ' .
�(��,�,�
I191art14'�p�-K�a s�
,u.+ ES' +[Y
to 1-.,.,*, segueds• pecify
children ou .
aren or oth rs)
poi.
r sess�onsdbe�.
ofe d y
providerr across�
C .c s andsi# s
TYPE 3 ACTIVITIES (Other deliverables that are not direct services)
;ctiv t1es7Na e 8 .beselti al
oun.t../i.umb`errz;
b. Quality -"How well will we do it?"
In this section Provider must describe how quality of the program would be assessed. Some
examples include: 1) procedures or measures to ensure fidelity to the curriculum and quality
assurance; and 2) assessment of participants' satisfaction.
City of Miami
Contract #XXX-xxxx, Resolution #2010-xx
Page 18 of 31
"Form to be updated by City and Trust for FY.2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
c. Outcomes - Measuring "Is anyone better off?"
*Please list the activity directly associated with the stated outcome (e g. activity in which tool will be
administered).
5. Evidence -Based Programs (EBP)
All strategies funded by The Children,'s Trust should deliver high quality, evidence -based practices that are
strength -based, family centered, accessible, respectful of diversity and mindful of community context and
connections.
Please list the evidence -based programs (if any) that are currently used during activities/service delivery (if
none are being used, please mark n/a in the table below). For information on what is an evidence -based
program, or to ensure that the model to be used is an EBP, visit The Children's Trust website.
it it %erv"Ce�Na�me
Ej"liencea� as0113 or g , �'in
� �
*Please list the name of the agency/organization that awarded the program evidence -based status (e.g.
Department of Juvenile Justice, Substance Abuse and Mental Health Services Administration, etc).
6. Staff Qualifications:
Provider represents that all persons delivering the Services required by this Contract have the knowledge and
skills, either by training, experience, -education, or a combination thereof, to adequately and competently
perform the duties, obligations, and Services set forth in the Scope of Services (Attachment A) and to
provide and perform such Services to The Children's Trust's satisfaction. All persons delivering the services
described herein must be included in the Staffing Plan worksheet in the Budget (Attachment B).
City of Miami
Contract #XXX-xxxx, Resolution #201D-xx
Page 19 of 31
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
ATTACHMENT B:
Other Fiscal Requirements, Budget and
Method of Payment
City of Miami Page 20 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
ATTACHMENT B
OTHER FISCAL REQUIREMENTS, BUDGET and METHOD OF PAYMENT
Advance payment requests
The Children's Trust offers advance payments up to 15% of the .total contract amount. Advance requests
shall be limited to governmental entities and not -for -profit corporations, in accordance with subsection
216.181 (16) (b), F.S. The advance request is to include the amount requested and the justification.
Advance payment requests must be submitted using the designated form and must be approved in
writing by The Children's Trust's Contract Manager and Chief Financial Officer or their designee(s).
Advanced funds if not used shall be invested by Provider in an insured interest bearing account, in
accordance with subsection 216.181 (16) (b), F.S. Interest earned on advanced funds shall be returned
to The Children's Trust on a quarterly basis or applied against the amount of the contract owed by The
Children's Trust.
Advance payment
Within 60 calendar days of receipt of an advance, Provider shall report the actual expenditures paid by or
charged to the advanced funds using the reporting "invoice" form provided by The Children's Trust. If
the "invoice" amount is less than the amount advanced, The Children's Trust will deduct the difference
from the next applicable monthly payment request. Provider may request, in writing, an extension of the
repayment of the advance. A fiscal need must be clearly demonstrated and substantiated by Provider in
order for an extension request to be considered by The Children's Trust.
Budget revisions
Budget revision(s) require prior written approval from the Contract Manager and The Children's Trust's
Chief Financial Officer or their designee(s). Request for budget revisions must be submitted to the
Contract Manager using the appropriate form, as determined by The Children's Trust. Provider must
request a budget revision to add, delete, and/or modify any line item(s). Budget revisions cannot be used
to modify the total contracted amount nor can they be used to modify the Scope of Services. No more
than two (2) budget revisions may be approved during the contract term. Budget revision requests must
be submitted sixty (60) days prior to the expiration of Contract. Budget revisions will be incorporated
into the Contract.
Indirect Administrative Costs
In no event shall The Children's Trust fund indirect administrative costs in excess of ten (10%) percent of
the total contract amount.
Cost Reimbursement Method of Payment
The parties agree that this is a cost reimbursement method of payment contract; Provider shall be paid in
accordance with the approved budget and/or approved budget revision as set forth in this Attachment.
Provider also agrees to timely pay its subcontractors, vendors, and employees for the fulfillment of
services provided in this Contract.
Invoice Requirements
Provider shall submit an original request for payment, in the format prescribed by The Children's Trust
and in accordance with the approved budget or approved budget revision(s). The request for payment is
due on. or before the fifteenth (15th) day of the month following the month in which expenditures were
incurred (exclusive of legal holidays or weekends). The Children's Trust agrees to' reimburse Provider on
a -monthly billing basis.• Every request by Provider for payment for services provided; Work performed., or
costs incurred pursuant to this Contract, except for any advanced payments by The Trust, shall be
accompanied thy a Request -for -Payment from The Children's Trust. If there are subcontractors to this
-.Contract, 'Subcontractor Verification of Payment' from subcontractors_of Provider must be included if the
City of Miami Page 21 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
Request for Payment includes a request for reimbursement in relation to a payment made to a
subcontractor. These forms may be downloaded from The Trust's website. For the purpose of payment
only, a subcontractor is defined as an independent agency that has entered into agreement with Provider
to perform services pertaining to The Children's Trust funded programs identified in this Contract.
The Children's Trust reserves the right to request any supporting documentation. A final request for
payment (last monthly invoice of the contract term) from Provider will be accepted by The Children's
Trust up to forty-five (45) days after the expiration of this Contract. If Provider fails to comply, all rights
to payment shall be forfeited.
If The Children's Trust determines that Provider has been paid funds not in accordance with this Contract,
and to which it is not entitled, Provider shall return such funds to The Children's Trust or submit
appropriate documentation to support the payment. The Children's Trust shall have the sole discretion in
determining if Provider is entitled to such funds in accordance with this Contract and The Children's
Trust's decision on this matter shall be binding.
In the event that Provider, its -independent auditor or The Children's-Trust discovers that an overpayment
has been made, Provider shall repay said overpayment within thirty (30) calendar days without prior
notification from The Children's Trust.
If Provider fails to serve the number of participants and/or fails to utilize the funds in accordance with the
Contract, The Children's Trust may amend the Contract to reduce the amount of dollars. Any delay in
amendment by The Children's Trust is not deemed a waiver of The Children's Trust's right to amend or
seek reimbursement for under -serving participants in accordance with the Contract.
In order for a request for payment to be deemed proper as defined by the Florida Prompt Payment Act,
all requests for payment must comply with the requirements set forth in this Contract and must be
submitted on the forms as prescribed by The Children's Trust. Requests for payment and/or
documentation returned to Provider for corrections may be cause for delay in receipt of payment. Late
submission may result in delay in receipt of payment. The Children's Trust shall pay Provider within
thirty (30) calendar days of receipt of Provider's properly submitted Request for Payment and/or other
required documentation.
The Children's Trust shall retain any payments due until all required reports or deliverables are submitted
and accepted by The Children's Trust.
Supporting Documentation Requirements
Provider shall maintain original records documenting actual expenditures and services provided according
to the approved budget and scope of services as required. Supporting documentation shall be made
available and provided to The Children's Trust upon request.
Provider shall keep accurate and complete records of any fees collected, reimbursement; or
compensation of any kind received from any client or other third party, for any Service covered by this
Contract, and shall make all such records available to The Children's Trust upon request. Provider shall
maintain a cost allocation methodology that it uses to allocate its costs. Provider shall use a cost
allocation methodology which assures that The Children's Trust is paying only its fair share of costs for
services, overhead, and staffing not solely devoted to the program funded by this Contract. Such
methodology shall be made available to The Children's Trust upon request.
City of Miami Page 22 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
ATTACHMENT C:
Programmatic Data and Reporting Requirements
City of Miami Page 23 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
ATTACHMENT C
Program/Initiative
Programmatic Performance and Data Reporting Requirements
Contract No.
Agency name:
Program name:
Provider shall submit to The Children's Trust individual participant demographics, attendance, and
performance measures as noted in the Scope of Service (Attachment A). Reporting includes electronic
submission of quantity and outcomes data into The Children's Trust web -based reporting system (Data
Tracker) and submission of narrative reports. Provider's use of Data Tracker requires mandatory training
(provided by The Children's Trust) and a user login name.
Minimum standards for performance are described in the sections below. The Children's Trust reserves the
right to evaluate provider performance against the minimum standards and reward providers exceeding
those standards, and/or impose remedies on providers performing below the minimum standards. For mid
and end of the year performance reviews Provider is awarded incremental credit for approaching the
identified performance targets.
ACTIVITIES
• Activities with 3 or more contacts with the same participant (Type 1). Provider will enter into
Data Tracker: demographics of individual participants within seven (7) days of program enrollment.
Demographics shall be updated regularly when new information is collected (e.g., new address, grade
level).
• Activities with Tess than 3 contacts per participant (Type 2). Provider will enter into Data
Tracker: Date(s) of event/activity, number of participants served by type (child, parent or other), and
location(s) of event/activity (with address and zip code).
PARTICIPANTS
Participants' demographics (including all the items noted below), shall be entered into The Trust's
electronic web -based reporting system (Data Tracker) within seven (7) calendar days of each
participant's first day of attendance. All demographic information shall be updated on an ongoing basis if
and when new information is collected (i.e., new address, grade level, school).
Demographic information required for CHILD/YOUTH participants with 3 or more contacts (Type 1
activities):
• Participant's Name (last, first, middle initial)
• Parent's Name (last, first, middle initial)
• Street Address, City, and Zip Code
• Gender (male, female)
Date of Birth
• Race (American Indian/Alaska Native, Asian, Black/African American, Pacific Islander, White,
Other)
• Ethnicity (Hispanic, Haitian, Other)
• English Proficiency (yes/no)
• Other language(s) spoken (Spanish, Haitian Creole, Other)
• Child's Social Security #
• Child's Miami -Dade County Public Schools ID Number
• Current Grade Level
• Current School Name
• Does child have a Health Insurance? (yes/no)
• Does child have a Disability? (yes/no)
•-.- •If disabled, what type? [Autism Spectrum Disorders, Chronic Medical Condition, -Developmental
Delay, Emotional and/or Behavioral Disorder,Hearing Impairment (or deaf), Intellectual Disability
(or mental retardation), Learning Disability, Physical Disability, Speech/Language Impairment, . ,,. .
Visual Impairment (or blind), Other]
City of Miami Page 24 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
• Documentation of Disability (Individualized Family Service Plan; Individualized Education Plan;
Section 504 Plan; diagnosis from a medical doctor, state certified, registered, or licensed
professional; and/or disclosure by a parent/guardian); if child is noted as having a documented
disability, a hard copy of the'selected documentation must be kept within the participant's file for
monitoring purposes.
• Is participant (information to be reported in the•Quarterly Narrative Report):
o A child of a migrant farm worker (i.e., parent/caregiver crossed county or state lines
in search of temporary or seasonal farm work within the past 36 months)
o Involved with the Dependency System (e.g., DCF, Our Kids, full case management
agencies, dependency and family courts)
o Involved with the Delinquency System (e.g., DJJ, Juvenile Services Department,
diversion/Civil Citation programs)
Children with Disabilities - The Children's Trust expects all programs to serve children with
disabilities, regardless of disability type or level, provided they can be safely and reasonably
accommodated in accordance with the American Disabilities Act.
Demographics required for PARENT/CAREGIVER and OTHER (e.g., community members, staff)
participants with 3 or more contacts (Type 1 activities):
• Number of children in their care (for Parents/Caregivers only)
• Participant's Name (last, first, middle initial)
• Street Address, City, and Zip Code
• Gender (male, female)
• Date of Birth
• Race (American Indian/Alaska Native, Asian, Black/African American, Pacific Islander, White,
Other)
• Ethnicity (Hispanic, Haitian, Other)
• English Proficiency (yes/no)
• Other language(s) spoken (Spanish, Haitian Creole, Other)
• Participant's Highest Grade of School Completed
PERFORMANCE MEASURES
Recruitment / Attendance — How much are You doing?
• Attendance refers to the actual number of participants (with at least one day of attendance) in a
program. Attendance cannot be entered for a given participant until their demographic information
has been entered in Data Tracker. Contracted number of participants are expected to attend the
minimum number of sessions established in Attachment A (Scope of Services).
Mid -Year Review Expectation: For type 1 activities, recruitment must be 100% of contracted
participants, as stated in Attachment A, for year-round programs by the time of mid -year review.
Programs offering services in cohorts will be evaluated based on the number of cohorts expected to
be completed at mid -point. Number of cohorts, including estimated start and end dates of each, must
be listed under the applicable activity in Attachment A. For type 2 activities, recruitment
expectations will be based on the number of events to be completed by time of review.
• End of the Year Review Expectation: For all activities (type 1 and 2), regardless of program schedule
(year-round vs. cohorts), 100% of the contracted number of participants to be served must be
served by the end of the contract period.
Retention / Dosage — How well are you doing? (for activities with 3 or more contacts with the same
participant)
• _ .Retention.(also known as "Minimum Dosage") refers to the average .number of. sessions that
—participants have completed compared to the minimum number of sessions necessary to have an
-.impact (as established in the Scope of Services). All participants with at least one day of attendance
are counted towards retention.
City of Miami Page 25 of 31
Contract #XXX-xxxx, Resolution #2010-xx
•
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
• The Children's Trust recognizes that the number of participants served throughout the contract year
may be higher than the contracted number to be served, and that not all participants will complete
the total number of sessions.
Mid -Year Review Expectation: Year-round activities are reviewed based on the average number of
sessions attended by the target number of participants compared to the minimum number of
sessions expected to be completed. The expected target is 50% completion of minimum number of
sessions at mid -year. For programs with cohorts, the number of cohorts scheduled to be completed
at mid -year is used to determine the expected number of participants meeting the minimum number
of sessions. The expected target is 85% of minimum sessions at mid -year for the target number of
participants enrolled in completed cohort(s).
• End of the Year Review Expectation: Regardless of program schedule (year-round vs. cohorts), 85%
of the contracted number of participants should have completed the minimum number of sessions.
Utilization — How much are you doing?
• Utilization refers to the number of participant -days. "Actual" utilization calculates the sum of the total
number of days attended by all participants (with at least 1 day of attendance). "Proposed"
utilization is based on the total number of proposed participants to be served by the total number of
proposed sessions. The actual utilization during the selected time frame is then divided by the
proposed utilization to calculate the Overall Utilization.
• Mid -Year Review Expectations: 50% of the overall utilization across activities is expected. Type 1.
activities are also weighted heavier than type 2 activities due to intensity of services (70/30 split). No
points are awarded if the percent achieved is less than 30% of the target.
• End of the Year Review Expectations: The Children's Trust requires a 100% overall utilization
achieved by the end of the contract year to be in compliance. No points are awarded if the percent
achieved is less than 60% of the target.
Outcomes — Is anvone better off?
Successful performance measures achievement facilitates changes in program practices and participants'.
benefits. The Children's Trust expects all participants with at least one day of attendance to be pre-
tested; those completing the required minimum dosage should also be post -tested.
Matched Sets Compliance
• Matched sets refer to those participants with at least 2 assessments, it could be a pre and post
test, or any assessments administered at 2 separate time periods.
• Mid -Year Review Expectations: For year-round programs, the number of participants receiving
pre-tests must be equal to or within an acceptable range (target of 85°/0) of the number of
participants enrolled during the review period as per Data Tracker (activities under review will be
those associated with specific performance measures as per Attachment A). Programs utilizing
cohorts should have match sets (both a pre and a post-test for a given participant) for at least
85% of those participants meeting the minimum dosage at mid -year.
• End of the Year Review Expectations: All programs should have match sets (both a pre and a
post-test for a given participant) for at least 850/0 of those participants meeting the minimum
dosage at mid -year.
Outcomes Achievement
•.. Providers are expected to meet the performance measures a's stated in Attachment (Scope of
...-.:.Services).: Data for all participants with match sets will contribute towards performance goals.
City of Miami
Contract #XXX-xxxx, Resolution #2010-xx
Page 26 of 31
"Form to be updated by City and Trust for FY 2011-2012 for new grant
terra beginning November 1, 2011 through July 31, 2012"
• Mid and End of the Year Expectations: The Children's Trust expects at least 95% achievement. That
is, provider should be no less than 5% below the performance measure target percentage. No points
are awarded if the percent achieved is less than 60% of the target.
OUARTERLY PROGRAM. NARRATIVE REPORT
• The Program Narrative Report captures a brief report of the program's successes, challenges, and
support needed on a quarterly basis (four reports total over the contract period). A standard Word
document format will be provided and is available for download on The Children's Trust website.
TRAINING AND QUALITY IMPROVEMENT
• The Children's Trust offers a variety of trainings on important topics to improve service delivery and
contract - compliance, enhance administrative capacity, . and .support program and employee
development. Provider is required to ensure attendance by appropriate agency and/or program staff
at the following trainings .annually: New and Renewal Contract Development and Contract
Management trainings, Quarterly Provider Meetings, and other topical trainings offered throughout
the year.
• All Children Together (ACT) Resource Network (http://ccdh.org/act/about act/). The Children's Trust
requires that providers offering intensive services to children attend trainings, as offered, to educate
them about the inclusion of children with disabilities. Inclusion of children with disabilities requires
that programs be appropriately adapted to meet the needs of all participating children. The All
Children Together (ACT) Resource Network is a resource available to Provider for technical
assistance, mentoring, training and consultation regarding provision of services to children with
disabilities.
REPORTING SUBMISSION AND DATA ENTRY
• Participant attendance for a given month shall be entered into Data Tracker by the fifteenth (15th) of
the following month, exclusive of legal holidays or weekends.
• All Outcomes Reports shall be submitted to The Children's Trust monthly by the 15th of each month
for the previous month.
• Narrative reports shall be submitted quarterly to The Children's Trust by the 15th of the month
following the end of the quarter.
SCHEDULE
OF REPORTS
Reporting
Frequency
DEADLINES
Required Report
Due Date
Outcomes Measurement and Results
(electronic submission in Data Tracker)
Monthly
15th
BY 15 of each month for the previous month
Demographics, Attendance, and other
quantity data (electronic submission in
Data Tracker)
Monthly
By 15th of each month for the previous month
Quarterly Program Narrative Report
(Word) -._ : --:-' - ,-=
Quarterly
For August, September and October -
• - DUE NOVEMBER 15, 2010
For.'Nbvember, December and January
- DUE FEBRUARY 15, 2011
--. -
..-For Februa ry;-March and April --
-:'DUE MAY 16 2011*
City of Miami
Contract #XXX-xxxx, Resolution #2010-xx
Page 27 of 31
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
SCHEDULE OF REPORTS DEADLINES
For May, June and July -
DUE AUGUST 15, 2011
*If the due date falls on a weekend/holiday, then reports are due the following business day.
PROFILE WITH SWITCHBOARD OF MIAMI
Provider shall create and/or update agency and program profiles, and site(s) information in the
Community Resource Directory maintained by Switchboard of Miami. Provider shall maintain
accurate information for the duration of this Contract term to facilitate referrals. Evidence that the
profile(s) has been created or updated must be provided to the Contract Manager within 30 days of
execution of this Contract.
City of Miami Page 28 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
Attachment D
Program Specific Audit Requirements
The Program Specific Audit is to encompass an audit of The Children's Trust contract(s) in accordance with
section 0.2. Financial Audit and Program Specific Audit as follows (a sample may be found on The Children's
Trust website):
• Submission of: (a) schedule of budget to actual total expenditures by budget category, reflecting
expenditures during the audit period for each The Children's Trust contract by contract number, (b) if
applicable, audit of attendance if payment is based on attendance, or payment as specified in
Attachment B; (c) summary of schedule of prior audit findings, (d) disclosure of any significant
finding(s), (e) disclosure of all questioned costs and liabilities due to The Children's Trust, with a
reference to the contract number involved, and (f) a recommendation for a corrective action plan on
any finding;
• Report whether the schedule of expenditure(s) is fairly stated;
• Provide notes to the schedule of total budget to actual expenditures that describe the significant
accounting policies-usedin preparing the schedule;
• Report whether contractual matching requirements were met, if applicable;
• Report whether Provider has internal controls in place to provide reasonable assurance of compliance
with The Children's Trust applicable contractual requirements and on the reliability of financial
operations;
• The auditor must include in their testing: testing of the budget versus the actual expenditure, double
billing i.e. billing under The Children's Trust contract the same expenditure that is billed under
another contract and/or revenue source, testing for unallowable expenditures e.g. costs not included
in the approved budget or budget revision and unallowable costs identified in the budget guidelines
included on The Children's Trust website, testing for questioned costs, testing that the Provider billed
and was reimbursed by The Children's Trust in accordance with the method of payment identified in
the Contract and within the Contract period, testing that monies used for the program were for
eligible participants, testing for the supplanting of funds, testing of match requirements, if applicable,
testing of attendance or other unit if the method of payment is other than a cost reimbursement
payment method, and testing of the cost allocation plan to verify that The Children's Trust is paying
only its fair share of costs for services, overhead and staffing.
The auditor's report shall state that the audit was conducted in accordance with the program specific
audit requirements listed in The Children's Trust contract and include the following:
An opinion (or disclaimer of opinion) as to whether the financial statement(s) of Provider is presented
fairly in all material respects in conformity with the stated accounting policies;
An opinion (or disclaimer of opinion) as to whether the schedule of total budget to actual expenditures by
budget category is presented fairly in all material respects in conformity with the stated accounting
policies;
A report on internal control related to The Children's Trust contract, which shall describe the scope of
testing of internal control and the results of the tests;
A report on compliance which includes an opinion (or disclaimer of opinion) as to whether the auditee
complied with laws, regulations, and the provisions of contract(s) with The Children's Trust which could
have a direct and material effect on the program; and
A schedule of findings and questioned costs for The Children's Trust contract that includes a summary of
the auditor's results relative to The Children's Trust and findings `and questioned costs.
City of Miami Page 29 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
ATTACHMENT E
Affidavit for Level 2 Background Screenings
Affidavit Affirming Compliance with
Background Screening for Provider Personnel
and/or Volunteers, Subcontracted Personnel, as applicable
In accordance with Sections 943.0542, 984.01, Chapter 435, 402, 39.001, and 1012.465 Florida Statutes,
and pursuant to the requirements of Paragraph R. Background Screening of this Contract, the undersigned
affiant makes the following statement under oath, under penalty of perjury, which is a first degree
misdemeanor, punishable by a definite term of imprisonment not to exceed one year and/or a fine not to
exceed $1,000, pursuant to Sections 837.012 and 775.082, Florida Statutes.
STATE OF FLORIDA
COUNTY OF MIAMI-DADE
Before me, the undersigned authority, personally appeared (CEO/Executive Director)
Authorized Provider Representative
of (Provider Name)
Name of Contracted Provider
, who being by me first duly sworn, deposes and says:
(Signature of CEO/Executive Director/HR Director) Date
I swear and affirm that the above -named contracted Provider is compliant with the requirements for
personnel background screening detailed in Sections 943.0542, 984,01, Chapter 435, 402, 39.001, and
1012.465 Florida Statutes, as applicable, for all personnel having direct contact with children.
Sworn to and subscribed before me at Miami -Dade County, Florida this day of , 2009 by
Who is personally known to me
Who produced identification:
Type of identification
Signature of Notary Public
State of Florida at Large
Print, type or stamp name of notary public
My Commission Expires:
City of Miami Page 30 of 31
Contract #XXX-xxxx, Resolution #2010-xx
"Form to be updated by City and Trust for FY 2011-2012 for new grant
term beginning November 1, 2011 through July 31, 2012"
Attachment F
Performance Improvement Plan
Contract No. XXX-XXX
Agency Name: XXX
Program Name: XXX
Performance Improvement Plan
By this attachment a performance improvement plan will remain a part of this contract until Provider
has corrected all deficiencies, as solely determined by The Children's Trust.
Provider agrees that any findings, reports and underlying work papers will be subject to complete
review by The Children's Trust.
Provider agrees to comply with and implement the Performance Improvement deliverables as listed
below as part of a plan approved by The Children's Trust.
Failure of Provider to comply with the Performance Improvement Plan as set forth in Resolution
#200X-xx will be a material breach of this contract as defined in Section I.
Performance Improvement Plan
_ Capacity
. rLea`St..d9x'
o ed De c enctps y
't$�?"
,lii%��.ail',�w�..';�..dc?5
y Action P(an h ` .1i r �
�.,R Ts * 'k��£
y
ddiL.sL#ra�.,�:_
I ate
m�ai3iE_M4+.3E�..
Programmatic
Fiscal
/Administrative
City of Miami Page 31 of 31
Contract #XXX-xxxx, Resolution #2010-xx
Balsera, Esther
From: Rachel Spector [rachel@thechildrenstrust.org]
Sent: Tuesday, September 06, 2011 4:29 PM
To: Blondet, Lillian; Balsera, Esther
Subject: .Year.2 Funding Recommendation
Good afternoon,
We've come up with the recommended renewal amounts for the 2011-2012 contracts (mark your calendars for a 9/28
Program Services Committee meeting and a 10/17 Board meeting).
The first big change is that all Service Partnership/Youth Violence contracts in Year 2 will be 9-month contracts so to
synchronize with the school calendar. In terms of dates, that means that the new contracts will begin November 1, 2011
and end July 31, 2012, The final year contract will begin August 1, 2012 through July 31, 2013. Hence, all Service
Partnership/Youth Violence contracts have been prorated for the 9-month term (equating a 25% reduction from current
contract amounts), after recommended reductions have been taken based on performance. Based on the mid -year
performance scores (mid -year scores of 87 and above resulted in an additional 6% reduction, 86 -77 resulted in a 10%
reduction, and 76 and below resulted in a 14% reduction).
For contract # 1103-1930, the resolution for renewal is recommended at an up to amount of $ 634,007 for a 9-month
term.
Please review the new budget guidelines posted on our website in preparing your budget. In addition, all onetime costs,
start up costs, hardware, software and first year training costs will be eliminated from current budgets.
We expect to be contacting your shortly to initiate contract negotiations.
Thank you,
The Children's Trust values Integrity, Trust. Teamwork, Quality and Leadership.
Rachel Spector
Contract Manager
TEL: (305) 571-5700 Ext: 248
FAX: (305) 857-9034
rachel.spector(rDthechildrenstrust: orq
ThsChiddrerisTrust
3150 SW 3rd Avenue
8th°Floor
Miami, FL 33129
www:thechild renstrust. orq
SUNSHINE LAW AND PUBLIC RECORDS NOTICE: The Children's Trust is a
public entity subject to Chapter 119 of the Florida Statutes concerning public
records. E-mail messages are covered under such laws and thus subject to
disclosure.
Officers/Executive Committee
Maria A. Alonso
Chair
Chet Zerlin
Vice Chair
Dr. Josee Gregoire
Secretary
Hon. Isaac Salver
Treasurer
Dr. Rosa Martin, Chair
Childhood Health and
Development
Dr. Gina Cortes-Suarez, Chair
Human Resources
Dr. Miguel Balsera, At -Large
The Board of Directors
Donald I. Bierman
Alberto M. Carvelho
Lileana de Moya
Bill Diggs
Carolyn Donaldson
Com. Audrey M. Edmonson
Terria Flakes
Dr. Thresia B. Gambon
Benjamin F. Gilbert, Jr.
Dr. Nora Hernandez -Hendrix
Nelson Hincapie
Aline T. Hudak
Fedrick Ingram
Esther Jacobo
Rep. John Patrick Julien
Dr. Martin Karp
Pamela Lillard
Roymi Membiela
Carolyn Y. Nelson-Goedert
Dr. William E. Pelham
Hon. Orlando A. Prescott
Dr. Isaac Prilleltensky
Leah Sigillo
Evelio Torres
David Lawrence Jr.
Founding Chair
Modesto E. Abety-Gutierrez
President & CEO
County Attorney's Office
Legal Counsel
The ChidreresTrust
November 1, 2011
Esther Balsera
City of Miami Office of the Mayor..
444 SW 2nd ave
Miami, FL 33130
RE: Collaboration Contract # 1103-1930
Dear Ms. Balsera:
The Children's Trust is issuing this Service Authorization to allow City of Miami
Office of the Mayor to provide Collaboration services beginning November 1, 2011,
while contract negotiations continue. However, please be aware that this service
authorization is only valid for a maximum of 90 days. It will expire not later than
February 2, 2012 or when the contract is executed, whichever first occurs.
During the period covered by this Service Authorization letter, City of Miami Office of
the Mayor must comply with all requirements of the core contract, including those of
all relevant attachments as emailed to your agency and/or posted :on The Children's
Trust's website (www.thechildrenstrust.orq). We have changed our policy this year
on insurance certificates. The Children's Trust now requires all applicable certificates
of insurance to be filed with and approved by The Children's Trust prior to or
commencing with the services authorized by this letter. In addition, all background
screening for direct services staff must be completed prior to employment, as
mandated by Florida law; and, you must submit a current financial audit or obtain an
audit extension from us.
Program activities are expected to be provided in accordance with your draft Scope of
Services, and only expenditures for allowable expenses directly related to the services
will be considered for future reimbursement. Your agency will be responsible for any
costs incurred that are not allowable and included in the final approved budget. Any
applicable data reporting, outcome assessments, satisfaction surveys, etc.- will also
need to be submitted by the contractual due dates. The Children's Trust reserves the
right to withhold payment until proper documentation has been submitted.
It is critically important to execute timely contracts. You will not be paid on any
invoice submitted until a final budget is approved in SAMIS as part of your executed
contract. SAMIS training is ongoing and if your agency has not been trained it must be
in order to commence the process to submit an approved budget. Your assigned
Contract Manager is available to assist you with whatever technical assistance you
may need to successfully negotiate your contract and for -ward it to The Trust for
execution.
Please sign and return this Service Authorization within ten days of this letter's date:
If_.you have questions about the negotiation or contract -execution"p'rocess, please
contact your assigned Contract Manager, Rachel Spector via email at
Rachel@thechildrenstrust.org or by telephone to (305) 571-5700.
3150 SW 3rd Avenue, 8' Floor, Miami, Florida 33129 • Tel: 305-571-5700 / Fax: 305-857-9592• www.thechildrenstrust.org
Page 2
City of Miami Office of the Mayor
Contract #1103-1930
We look forward to our continued relationship with you and appreciate the work your agency does on behalf of
the children and families of Miami -Dade County.
Sincerely,
Modesto E. Abety-Gutierrez
President/CEO
I agree to the terms and conditions described in this Service Authorization.
Signature of Authorized Representative Print Name
Date
cc: Contract file
3150 SW 3`d Avenue, H"' Floor, Miami, Florida 33129 , Tel: 305-571-5700 / Fax: 305-857-9592• www.thechildrenstrust.org
Attachment A
Scope of Services — Service Partnership
Contract No: 1103-1930
Agency Name: City of Miami
Program Name: City of Miami Truancy Reduction Plan
Contract Amount: $634,007
Program Summary:
The Truancy Reduction Plan is a service partnership with the City of Miami, Miami -Dade County Public Schools,
Eleventh Judicial Circuit Court, Clerk of the Court, Switchboard of Miami, Inc., Florida Department of Children
and Families, Florida Department of Florida Department of Juvenile Justice, Big Brothers Big Sisters,
ConnectFamilies, PsychSolutions, New Horizons Mental Health Community Center, Inc., Regis House, Inc. ,
and M-DCPS Police Department for the planning and implementation of a truancy intervention program, truancy
court, and positive behavior strategies to improve student attendance and performance.
1. Program Schedule:
Implementation from November 1, 2011 — July 31, 2012 for Extension.
2. Target Population (Include numbers in table and a narrative description of participant
characteristics, including ages, geography, disabilities, etc.):
v 4
Population -
�,Total
Total nm uber,of
i.
unduplicated participants {
expected to receive �
intensive TYPE•1;services
intended contacts)
n
number of
Participants
ex ected to receive
TYPE 2 services
than 3
les nta t)
intende do
Children/Youth
1500 students
500 students
Parents/Primary Caregivers
n/a
n/a
Other populations (e.g., staff professionals, general
public)
n/a
n/a
a. PARTICIPANTS BY AGE: Total estimated number of TYPE 1 .(intensive services, 3+ contacts) participants to
be served by age group.
b. Description of participants to be served (describe criteria for program enrollment eligibility, geographic
areas/neighborhoods or schools to be served, risk factors, as well as any other significant demographics
information; if serving children with disabilities, include type of disabilities):
The Truancy Reduction Plan serves 1500 students combined, ages 5 — 18 years, who have 5 or more
unexcused absences and attend Miami Senior High, Miami Jackson Senior High, Allapattah Middle,
Citrus Grove Middle, Shenandoah Middle School, Lenora B. Smith Elementary School, Santa Clara
Elementary School, Citrus Grove Elementary School, Kensington Park Elementary School,.
Shenandoah Elementary School, Miami Edison Senior High School, Miami Edison Middle School,
Edison Park Elementary School, Toussaint L'Ouverture Elementary School, Shadowlawn Elementary
School. Of the 12,257 number of students in all fifteen school locations will receive a pre -
intervention letter.
3. SERVICE LOCATIONS: (OOS providers will use a separate Appendix for Sites): Include the estimated
number of TYPE 1 participants to be served (intensive services, 3+ contacts at each site.
Provider
Name.. 2
Site Name s
Address
iN
Git
'State
x
ZIP ciA
it
Children
#
CWD
##
Parents
i ,O,there,
.
Location 1
Allapattah Middle
School
1331 NW
46th Street
Miami
FL
33142
75
25
0
0
'Location 2
Shenandoah Middle
School
1950 SW
19th Street
Miami
FL
33145
..:. :.75
•25 :.
-0 -
0
:
'Location3
Citrus Grove Middle-
School
2153 NW 3`d
Street
Miami
FL
33125
75
25
0
0
,Location 4
Miami Senior High _
2450 SW lst
Miami
FL
33135
75
25
0
0
City of Miami -Truancy Reduction Plan
Contract 1103-1930, Resolution 2012-06
Provider
Name
Site N, —
rt :
Addre$�
res..
`, ? F 4 p
Crty
state
- s
ZIP Co
3
# s
Children
#
CWD '
Parents
Other
School
Street
Location 5
Miami Jackson
.Senior High School
1751 NW
36th Street
Miami
FL
33142
75
25
0
0
Location 6
"Lenora B. Smith
Elementary School .
4700 NW
12th Avenue
Miami
FL
33127
.
75
25
0
0
Location 7
Santa Clara
Elementary School
1051 NW
29th Terrace
Miami
FL
33127
75
25
0
0
Location 8
Citrus Grove
Elementary School
2121 NW 5th
Street
Miami
FL
33125
75
25
0
0
Location 9
Kensington Park
Elementary School
711 NW 30th
Avenue
Miami
FL
33125
75
25
0
0
Location
10
Shenandoah
Elementary School
1023 SW
215t Avenue
Miami
FL
33135
75
25
0
0
Location
11
Miami Edison Senior
High School
6161 NW 5th
Court
Miami
FL
33127
75
25
0
0
Location
12
Miami Edison Middle
School
6101 NW 2nd
Avenue
Miami
FL
33127
75
'25
0
0
Location
13
Edison Park
Elementary School
500 NW 67th
Street
Miami
FL
33150
75
25
0
0
Location
14
Toussaint
L'Ouverture
Elementary School
120 NE 59th
Street
Miami
FL
33137
75
25
0
0
Location
15
Shadowlawn
Elementary School
149 NW
49T" Street
Miami
FL
33135
75
25
0
0
4. Performance Measures:
a. Quantity - "How much will we do?"
Type 1 activities are intensive services, activities which participants are intended to receive generally three or
more contacts, and include the core program activities. The table reflects the unduplicated number of
participants to be served and the number of required sessions for each participant to attend for the program to
have an impact.
Type 2 activities are less intensive services, events which participants attend one or two times, and generally
activities intended to serve as enhancements toother core program activities. The table reflects the total
number of participants across all events and the required sessions are the total number of events that will be
offered.
TYPE 1 ACTIVITIES (3 or more contacts with participants
ActiVities/SerVice Name &Description
(I nclude frequency, length`& duration of
sessions, as well as the number of cycles
expected to..be offereiij'} ,__...t ,
,# of rt
Children
& Youth :
# of
Parents
<:>
#
hprs
t : , . ,,
#
4 Required
Sessions
;_ .
040 to
meet
Required;:
;, _ . _ . :3...
Activity
Type 1 ,%
or<,2
_. ... ,4..'
TRUANCY INTERVENTION PROGRAM - TRUANCY
1500
0
0
3
85010
1
CHILD STUDY TEAM MEETINGS AND FOLLOW UP
Prior to Level 1 - follow up activities will be
conducted with students who attain an
absence or had a prior history of poor
attendance.
FU Home Visit
• FU Parent Conference
• FU Student Conference • FU Coordinating Services with
Outside Agencies
2
City of Miami -Truancy Reduction Plan
Contract 1103-1930, Resolution 2012-06
ctivities/Service Name &Description
{(Include frequency, length & duration off
sessions, Caswell,a':the number ofcycles,
expected t6 e:offered) .v f
# of
Children
& Youth
# of
Parents
#
Others
�'
#`k
aRegowred
Sessions
% to ;'�
meet}
Required
Activity
Type 1�
or 2'
• FU Monitoring Student Attendance
• FU Phone Call
• FU Parent Letter
• Initial letter to parents (tracked as
Type 3 activity)
Level 1
Students accruing five (5) or more
unexcused absences would be scheduled for
a Truancy Child Study Team (TCST) - Level
1 Meeting.
Each school has an attendance team which
consists of a school site administrator,
school guidance or trust counselor,
teacher/counselor, parent/guardian, and
student. If the student is involved with any
other outside agency that the school knows
about, they would be invited to participate.
Parent, student, and attendance team all
sign the Truancy Child Study Team
Intervention Plan. The teacher/counselor
conducts case management and follows up
(FU) with the cases. This is a care
coordination process.
FOLLOW-UP ACTIVITIES FROM
TRUANCY CHILD STUDY TEAM
MEETINGS
• FU Home Visit
• FU Parent Conference
• FU Student Conference
• FU Coordinating Services with
Outside Agencies
• FU Monitoring Student Attendance
• FU Phone Call
• FU Parent Letter
• FU Participate in court for students
with delinquency for truant students
who are delinquent and/or dependent
Level 2
If student accrues five (5) more unexcused
absences after a TCST-Level 1, a Truancy
Child Study Team - Level 2 Meeting takes
place with all parties involved, including
outside agencies working with the family
since the Level 1 meeting. The truancy child
study team will review report and
interventions from the Level 1 meeting.
Based on the needs of the student and
family, the team will prescribe new
interventions or modify the existing plan to
help improve the student's attendance.
Follow Up is the same as after the Level 1
3
City of Miami -Truancy Reduction Plan
Contract 1103-1930, Resolution 2012-06
ActroAties/Service Nae & Descption
e y, length & durantionof
(Include frequncm
sessions,iasflweIIas the number of cycles
�.,...� _ expected to,be;bffered) ,.a �
# of
ld
& Youth,-
� �:r f,..u.
# of
�, � �, ,'4,,;.'
#
Others
#
Requireci
Sessions
} % to
meet
Required
Actievity
Typ1
,or 2 "
meeting.
Level 3
If student accrues five (5) more unexcused
absences after a TCST-Level 2, a Truancy
Child Study Team - Level 3 Meeting takes
place with all parties involved, including
outside agencies working with the family
since the Level 2 meeting. The attendance
committee will review report and
interventions from the Level 2 meeting.
Based on the needs of the student and
family, the team will prescribe new
interventions or modify the existing plan to
help improve the student's attendance.
Follow Up is the same as after the Level 1
and 2 meeting.
Truancy Court
This is the activity that we are trying to
prevent, hence the low number of
participants.
When a student/family has had a TCST -
Level 1,2, and 3 meeting and continues to
demonstrate truant behavior, a staffing takes
place at the school to determine if all
intervention procedures were followed. If so,
a Truancy Court Petition is filed by the
Superintendent of Schools with the Clerk of
the Courts, under Florida Statute 984.151.
Hearing (Preparation of Student Case
Summary)
The initial court hearing is scheduled to be
held within 10 days of the filing date. On the
date of the ,truancy hearing, selected staff
from Miami -Dade County Public Schools and
the City of Miami appear in court to
substantiate the truancy petition. The judge
or hearing officer hears the petition and will
ask the parent/guardian if they are in
agreement with participating in a family
conferencing session for the purpose of
resolving the truancy issue. When all parties
agree, the judge orders a Family
Conferencing Session to take place within 14
days.
Pre -Family Conferencing Session
Immediately after the initial hearing the
teacher/counselor schedules a pre -family
conferencing session with the student and
parent/guardian. The purpose of the pre-
family conferencing session is to discuss with
the parent the purpose of the family
conferencing session, and also to identify key
people in the lives of both the student and
10
0
0
3
85%
1
4
City of Miami -Truancy Reduction Plan
Contract 1103-1930, Resolution 2012-06
Activities/Service Name & Descriptron
(Include frequency; length & duration of
sessions; as wellkas th9,99 mber of cycles
M",�.� :epected to bPo, ffere`d)'�.W
# o
r ChiIdren
& Youth
� , „�
of
Parents
,...s
#
Others
..
#'
Required
Sessions
% to i,
meet.
Required
.��.. n. .. ,..
ctivity
Type
or 2 4
,...m?:.
the family that they would like to participate
in the family conferencing session to provide
support. The' teacher/counselor then advises
the parent/guardian of the date and time of
the family conferencing session. The
teacher/counselor will coordinate with the
selected school personnel, City of Miami
personnel, and personnel working with the
family from outside agencies, and the
identified individuals by the family to invite
all to attend the family conferencing session.
Family Decision -Making Conferencing
Session
The family decision -making conferencing
session centers on the child. The purpose of
the meeting is to show the child the support
system he/she has around them. Everyone
contributes to the session, but the session is
led by the teacher/counselor. As the family
conferencing session is being conducted, an
attendance action plan is prepared
simultaneously. At the end of the session, an
attendance action plan is in place. Everyone
in the session has input as to what should go
on the plan that is relevant to the specific
needs of the family and child. The plan is
then signed by all of the attendees.
The Family Decision Making Conference that
is strength based and supports care
coordination.
2ND TRUANCY COURT HEARING
At the second truancy court hearing the
judge or hearing officer is informed of the
results of the family conferencing session. In
addition, the attendance action plan is
submitted to the court for the judge's or
hearing officer's review. The judge or
hearing officer will ask all of the participants
if they are in agreement with the plan and
intend to carry them out. If all parties are in
agreement, the attendance action plan is
then ordered. The judge will set another date
for a truancy status hearing.
TRUANCY STATUS HEARINGS
The purpose of the truancy status hearings
are to follow-up to determine if the student is
making progress with attending school on a
regular basis. Any concerns that may arise
are addressed -at these -meetings to ensure
that progress is maintained. If after several
5
City of Miami -Truancy Reduction Plan
Contract 1103-1930, Resolution 2012-06
Activites/Service Name & Deescripton
(Include frequency, length &iduration of/Children
sessions, as well as the'number of cycles
,...
F ' n� coffered
�.µ.. „�.expeteil o,ber ) , w�� .....
ofy
& Youth
.� ..�,�.
# of
Parents'
. __..,..
#
Others y
� .. _:,.,.
#; ti%
, Required
Sessions
_.. ,e.
to
'meet Pam'
tRequired
r,•_ ._.w,.,.s
Activity
Type 1
or 2
b .... � , ,
truancy status hearings the judge or hearing
officer feels that the student'no longer needs
to be monitored, the court sets a Termination
of Jurisdiction. In the event that after a
period of monitoring the student has made
no progress and/or has reverted back to the
truant behavior, the court will terminate the
case as "Unsuccessful Disposition of
Truancy." Once the case has been closed a
CINS/FINS will be filed.
YPE 2 ACTIVITIES (LESS THAN 3 CORITACTS WITH PARTICIPANTS
Activities/Service Name & Description
# of
# of
#
#
°lo to
Activity
(Include frequency, length & duration of
Children
Parents
Others
Required
meet
Type 1
sessions, as well as the number of cycles
expected to be offered)
& Youth
Sessions
Required
or 2
Positive Behavior Plan
500
0
0
1
85%
2
Perfect Attendance Certificate - End of the
Year
TYPE 3 ACTIVITIES (Other deliverables that are not direct services)
wT._ActivitiessNarre e,Description
Count'%; Number
Initial Letters to Parents
A letter from the Miami Dade Schools Police Chief is mailed to the
parent/guardian of the eligible student advising them of a meeting.
12,257
b. Quality - "How well will we do it?"
Description of the required program Quality measures.
uaht, masure
#/% ofparticipants satisfied with y
.. .. u-., t a� i 5 ^ewr r '` egfz
program ..„ � �. e �r
Measurement and Reporting
, Tool F ,
: ., ..
,(.e.g., Satisfaction Survey-)
Timing K
(e g After corn pletionsof Type XX
T -�, .w — a
. ,„ , ;a'envit
75%/1500 of the participants
Satisfaction Survey
Any of the Type 1 Activities
c. Outcomes - Measuring "Is anyone better off?"
Description of the required program Quality measures.
Outcome and starget %
85%d
(e g of children/youth/prents
Data Source/Measurement
rTool (s) Describe
Meannngful Improvement
<t"I r v - ;,s �
r� Timing 9{
(e g ,After completion
of Type+XX activity)
Associate
Activity
Increase School Engagement
Cohort 1, returning participants:
70% of children/youth (cohort 1) will
not accrue more than 10 unexcused
absences within the school year.
Attendance Reports
Attendance records will
be reviewed weekly and
reported at the end of
the school year.
Truancy Prevention.
-
6
City of Miami -Truancy Reduction Plan
Contract 1103-1930, Resolution 2012-06
Outcome and target % g"
(e g 85% of children/youth%paren, ts
will )i�jF
4t f'.i ktr`. i �'' i t 1 >;'# k
Data Souree/Measurement
Tool (s) Describe
Meaningful Improvement�5�
t
N
Timing
(e g After completion s
of Type XX activity)
Associated
a Activityfi
r ;
Increase School Engagement
Cohort 2, new participants:
80010 of children/youth (cohort 2) will
not accrue more than 10 unexcused
absences after pre -intervention
services are provided (no needed
TSCT meeting level 1).
Attendance Reports
Attendance records will
be reviewed weekly and
reported at the end of
the school year.
Truancy
Intervention
Increase School Engagement
Level 1 participants:
60% of children/youth will not accrue
5 or more unexcused absences after
the TSCT meeting level 1 (no needed
TSCT meeting level 2).
Attendance Reports „
Attendance records will
be reviewed weekly and
reported at the end of
the school year.
Truancy
Intervention
Increase School Engagement
Level 2 participants:
o
60 /o of children/youth will not accruereported
5 or more unexcused absences after
the TSCT meeting level 2 (no needed
TSCT meeting level 3).
Attendance Reports
Attendance records will
be reviewed weekly and
at the end of
the school year.
Truancy
Intervention
Increase School Engagement
Level 3 participants:
85% of registered participants will
not reach truancy court.
Attendance Reports
Attendance records will
be reviewed weekly and
reported at the end of
the school year.
Truancy
Intervention
5. Evidence -Based Programs (EBP):
All strategies funded by The Children's Trust should deliver high quality, evidence -based practices that are
strength -based, family centered, accessible, respectful of diversity and mindful of community context and
connections, or constitute best practices that have been approved by The Children's Trust because when
performed with fidelity they should deliver analogously high quality services.
Listed are the evidence -based programs (if any) that will be used during activities/service delivery. For
information on evidence -based programs, visit The Children's Trust website.
Evidence -Based Program
Designated Agency
Activity/Service Name
(from section 4 above)
Truancy Child Study Team Meetings _
-
Miami -Dade State Attorney's Office
Truancy Intervention Program
Prior to Level 1 & all TCST Meetings
Family Decision -Making Conference' ^
The Miami Model Court Family
Decision Making Conference Program
Family Decision Making Conference
7
City of Miami -Truancy Reduction Plan
Contract 1103-1930, Resolution 2012-06
6. Staff Qualifications:
Provider represents that all persons delivering the Services required by this Contract have the knowledge and
skills, 'either by training, experience, education, or a combination thereof, to adequately and competently
perform the duties, obligations:and Services set forth in the Scope of Services (Attachment A) and to provide
and perform such Services to The Children's Trust's satisfaction. All persons delivering the services
described herein must be included in the Position Management module of SAMIS.
Position (specify;st•a•ff �"f
volunor teer sub
contractor)
# ;
STAFF
FT/PTA„
/°
Effort
Qualifications Required
Education & Expafence„
.
Duties
Program Director
1
Full-Masters
Time
100%
sters Dee gree orhigher;
MaDegree
a
minimum 3 years
experience directing and
developing programs that
address core adolescent
issues and concerns.
Research best practices,
coordinate and
facilitate meetings, analyze
data, draft reports of findings
Oversee TIP and Truancy Court
functions and manage grant
expectations and data
collection. Facilitate
collaborators' communication
and assure that planning
coordinator's input is put to
use within the current pilot
program.
Truancy Intervention
Program (TIP)
Coordinator
1
Full-
Time
100%
Bachelors Degree in
education, human
resources, related field;
minimum 2 years
experience working with
programs that address
core adolescent issues and
concerns. -
Identify students, distribute
and print letters, schedule
Truancy Child Study Team
Meetings, attend meetings,
oversee teacher/counselors at
each school and work closely
with the Program Director.
TIP Program Specialist
1
Full-
Time
100%
Bachelor's Degree
equivalent and at least one
year experience with data
entry.
Support and assist TIP
coordinator with phone calls,
mailings, filing, and drafting of
minutes of all meetings and
data entry.
Teacher/Counselors
7
Full-
Time
100%
Bachelors Degree in
counseling, social work or
education related field;
minimum 2 years
experience working with
programs that address
core adolescent issues and
concerns.
Provide interventions to the
students and families
exhibiting a truancy problem;
participate in Truancy Child
Study Team Meetings; conduct
home visits; conduct family
conferencing sessions; appear
in court when necessary.
,�
a^,��nnx:'��sk5">�t?�-s"��:;'�at�;Yr:��L`'���'?�+f``��y�..:,-,.��``���"�'x.w?�d�,d4"'.�,.3�`
i£
# h
sTAFF
AFT/PT
In'-K1nd
,zx % of
Effort
Staff :`
Qualifications Required
,Education & Experience
�H�
f$ r ,Duties
`
Position (specify staff
volunteeror sub
contractor
Education Initiatives
Coordinator
City of Miami
1
5%
N/A
Provides fiscal & programmatic
management.
Director, School
Operations/Special
Programs
1 .-
-
5%
N/A
Supervising program director.
and teacher/counselors and .
supervisors repotting to his
City of Miami -Truancy Reduction Plan
Contract 1103-1930, Resolution 2012-06
Posifion (specify{ tall
volunteer or sub
coritractor)
#
STAFF
FT/PT
��
% of
Effort
,.
Qualifications Required ' ,
a Education 8 Experience'
t��a
Duties
Pgs
_ �5a
Miami -Dade County
Public Schools
work location. In addition, the
director is the appointed
'superintendent's designee for
filing truancy petitions and
represents the superintendent
in all truancy proceedings.
School Site
Administrators
30
10%
N/A
30 School site administrators
are responsible for ensuring
that all elements of the
Truancy Reduction Plan /
Truancy Court Pilot Program
are adhered to at the school
site. In addition, a designated
school site administrator will
participate in all truancy child
study team meetings at their
school site.
Support Personnel
Miami -Dade County
Public Schools
15
10%
N/A
15 Designated staff from the
student services department at
each school site will participate
in all truancy child study team
level meetings. These
individuals also provide
expertise when determining
academic placement and other
programs that is in the best
interest of the student.
9
City of Miami -Truancy Reduction Plan
Contract 1103-1930, Resolution 2012-06
GENLRALINFORMATION;-.
Organization Name:
Agency Fiscal Year:
Program Title:
Agency Budget
Areas in Blue to be completed by the Agency
.City: of Miami -.Truancy Reduction: Program (9 months)
November 1, 2011-'July 31,'.2012,:
Miami Partnership of the Truancy Reduction Plan / Truancy Court Program
BUDGETREVENUES
Agency Source of Funding
Name of Source of
Matching Funds for the
Program Budget
Program Revenues
Agency Revenues
°J° of
Agency
Revenues
Trust Amount Requested
Trust Other Funding
Total Sources of. Revenue'Other than
The;Tcust and;In=Kind w ...
634.007 00
634:007:00i
7°10
1i39r7 10
°la
State Gran
21st CCLC
242,611 64
7:72/o
Foundations/Charitable 'Funds,
Cash/Fee`s/Other+Revenue
Knight Foundation/ATT
Foundation
375,000.00
as
0`0%d
rogram: Fe;
)S Subsidies for School -A!
In -Kind Contri6uhons;(list,be/
Miami -Dade County Public Schools.•
1lth Judicial Circuit Court"Judge
City of Miami
Subtotal 1.kources°of Revenue Oth
than ,Zhe' Trust„ ".'
tal Budget . Revenu
Attachment B, Contract # , Resolution #
236;859'00 s-',; 1
Inkind Match for space and
Operational -Support
Court Support
Administrative -Support
8,08800
162,688.00
30,000.00
$ 833,095.00
876,618.64
00°/0
%
°/o
M0%
27.7%
'1000910
Page 1 of 1
Rev 4/10
Contract Period:
Organization Name City of Miami:'Mayor s Office =Truancy Reduction Program 1;:
Subcontractor Name: IMiami-Dade County Public.Schools
November-1; 20
-rJuly 31, 2012
months
M-DCPS -Subcontractor Budget
Areas in Blue to. be completed by the Agency
SALARIES.
List Full -Time Employees
Position
Program. Director
I l n s e rt' P ro o ra m. Period
t7 ns e rt P, Ogre m ,Period
Requested Funding
etching Funds
Annual
Salary
j12 mths)
- 75,049.56
:/$ =I Amoco
100
64,873.59
/o.W -. (:Amoun
Justificati
0.00 Research best practices, coordinate and facilitate meetings,
analyze data, draft reports of findings Oversee day to day - •
operations of TIP and Truancy Court functions and manage.grant
expectations and data collection. Facilitate collaborators'
communication and assure that planning coordinator'ainput is put to
use within the current pilot program. Also recruit new service
partners.
Salary for.9 months = $64873,69 without ,Fringe Retirement
(4.92%) _ $3,192.00 FICA (7.65%)
=$4,963.00
Insurance 7 $8,216.00-
Workers Comp/Lia/Unemp.(2.65%) _ $1,719.00
FRINGE TOTAL(15.22% +:: Insurance)=.$18,090.00
FRINGE +-9.MO. SALARY = $82,963.59
7--reacher/Counselors (10. months):.
49,273.77
700%
217,738.49
0.00
Will be the care coordinators at the identified schools. . (Total
Salaries for.9 months for 7
Teacher/Counselors) _ $217,738.49 without Fringe
Retirement (4 92%)= $10,715.00-.
FICA (7.65%) = $16,661.00 •
Insurance = $8,216.00 x 7 = $57,512,00
Workers Comp/Lia/Unemp.(2.65%) = $5766.00
FRINGE TOTAL (15.22% + Insurance).= $90,654.00
FRINGE +-9.MO. SALARY for 7 Teacher/Counselors =
$308,392.49
1- TIP. Coordinator
50,000.00
38,915.09
0.00
1- TIP Special Programs Specialist,
... 45,000:00
35,023.58
0.00
Full -Time Total..5
ist Part -Time/Seasonal Employees
356;550..75
0.00
0.0
Identify students, distdbute.antl prtntletiers scheduleTruancy-Childf
Study Team Meetings,, attend meetings; oversee
teachedcounselors at each school and,work'closely wfth the
Salary, for 9 months e$38,915 09,wittioutFnnge,Retirement
(4.921)-$1,91500FICA (7,65/) _,.
$2i978.00_Insurance
$8;216:OO;Workers
Comp/Lie/Unemp (2 65%);=: $1031 00
FRINGE TOTAL (15.22 % «;Insurance) -7$1"4 140.00
FRINGE +, 9. MO. SALARY = 055.09
:The TIP Special,Programs;Specialislcurrently assists. the Program;.
Director with alt.aspects of: the truancy grant: TIP -Administrative
'Assistant maintains all databases, prepares•staostical,reports -
assistswith. monitoring of grant deliverables : in addition he/she is'''
responsible for scheduling alf�truancy child study team'rneetings •
levels 1,-through 3, coordinates and prepares locates with
Dade Schoels,Police Department as needed and alsolinks
parents/guardians and students la needed,service.;0:00TIP
PROGRAM.SI EICALIST'
Salary' for 9 months = $35,023 00 without Fringe Retirement,
Insurance•
Workers Comp/Lia/Unemp. (2,65 Po)= 928:00
FRINGE .TOTAL (15.22%) =:$13;548:00
FRINGE +:9.MO. SALARY='.$48,571,00-
Bab Dade County Public Schools. Police.
20,000.00
10,414.86
0.00 Miami -Dade School. Police will locate students/families for the
delivery of TIP notification and for Truancy Court Summons. They
will additionally follow up with families if they do not attend a'-.
required meeting. - $40.00 HOUR X`260 '
HOURS = $10,414.86
Retirement (4.92%) _ $513.00 FICA
(7.65%) _ $797.00 Workers -
Comp./Lia/Uemp:(2.65%) = $275.06 FRIGE
TOTAL without Insurance (15,22%) 1,585r00,Hourly
Rate + Fringe = $11,999.86. '
.1 District Director
30-School Site Administrators;
100,000.00
562;500.00
0.00 10 b', 10,000.0
0.00 .10 %
56,250.00
Provides fiscal'and programmatic management: -
Supervising program director and teacher/counselors.and
supervisors reporting to his. work location: In addition, the _
director is.the appointedsUperintendents'designee fOr filing';,•
truancy petitions -and represents the, superinte�ident In: all: truancy.
15-School. Supper[: Personnel .
.1.87,500:00
0%
18,750.00 Teacher/Counselors wilt, be: the carecoordinators at the identified
0.00
0.00
rt=TimeLTotal
10;414 86
5,000i00
TOTAL FTEs/SALARIES
8.00 $366,965.61
.30
$85,000.00
FRINGE BENEFITS
FICA/Medical echment El, Contract #ResateUtion iI65,7
28,072.87
6,502.50
Page 1 of 6
Rev 4/10
TCT
Line
item
68%
2%
70%
Workers Comp/
Lia./ Unemp
Rate: [2.65%
Retirement Rate: 4.92%.
Specify & provide calculations
Health Insurance Cost per FTE: $0,216:00
Rate:
Rate:
TOTAL' FRINGE; BENEFITS i__ •'t
38,012.17
M-DCPS - Subcontractor Budget
2,252.50
4,182.00
$8,216.00 x 10 ,full.time staff, personnel only'
M-DCPS-Fringe of 13.79%plus FICA'above. For 21.44%
12,937.00 Exceed 300/a of TCT Requested Salaries 26%
TOTAL PERSONNEL CO
PROGRAM; OPERATING'EXPENSES"r' i=.
Travel (other than participants)
Travel (participants)
Meals (participants)
Space (rent of a building)
Utilities (e.g. telephone, utilities)
Supplies - office (e.g. paper, printing, postage )
Supplies - program (e.g. curricula, books )
Non -Capital Equipment (less than $1,000) (List each)
504,977.78
Cos
4,654.50
1,010.00
Capital Equipment (greater than $1,000) (List each)
0.00
Subcontractors (List each)
O'i00
Professional Services / Independent Contractors
,
:00
Certifled;teacher(s) . %3; 5.
Tuto�(s)
Consultants) _
Professional Services - Additiona
List each)
0.00
•
Other
S00
Advertising;;; 3' t
Ba"ckgro/5d screening ;!
Admissil5O.O field taps•`;
Other - Additional (List each)
0:00
Attachment 9-eentraet4_,. Resolution
Mileage - for 7.teactier/counselors'to conduct home visits and 1.-
program director -(a total of8 full time staff) 'to cover costs.of
visiting schools, governance.board meetings, and service partners.
IN -COUNTY MILEAGE: -
.55 x 10 miles per week x 10'weeks x 7 teacher/counselors) =
$388.50 Program Director/TIP Coordinator/TIP Program Specialist
Mileage: Site.visits, meetings,.and Children's-Trust meetings @
$.555 a mile x 20.weeks x 20 miles per week x 3) = $566.00
Tolls-and.parking fees iif applicable.= $100.00 TOTAL
IN,COUNTY= $1,154.50 •
Out of County Travel - --
$3,500.00 for program director, director,. and TIP Coordinator to attend conferences and symposiums..(Ar
fare and/or Car Rental, Conference Fees, Hotel Cost; Meals. Per
Diem) TOTAL OUT -OF -COUNTY= $3,500.00 • •
3,000.00 $3,000 a.month space and utilitiesforoffice space for
teacher/counselors, Program Director, TIP Coordinator, and TIP.
Administrative Assistant
41,100.00 T-MOBILE WIRELESS AIR CARD/HOTSPOT.,.
$45.00.a;month x 9:=,$405.00
Total for Program Director & TIP: Coordinator
TOTAL
(405.00 X 2)=;5810.00 Service.
Fees=,$100.00 x 2.=;$200.00 ,Grand
Total: $810.00. +5200,00=.$1010 00
IN -KIND •
•
M-DCPS provides.Program Drector,-TIP.Coordinator, TIP Special
Programs Specialist with access to phones, faxes, computers,.and
utilities. in -.kind.
'60000
M-DCPS provides TIP Coordinator & TIP Program Specilaist with
non -capital equipment. Fax machine and telephones.
. '.20,151.00
M-OCPS,provides program director; TIP coordinator, and TIP
Special'Grants. Specialist with.(IN-KIND)(3).Desktop. Computers @
$1,234.00=-$3,702.00;•HP Printer 3000 $ 1;161.00; Binding
System 4'11,895.00, and Ultra•Light Proxima @.$3,393.00..Copy-
Machine @ $10,000.00. .. .
0.00
,0t00
0:00
0
1:00
._;_Page 2 of
-Reams/10
10,10
OPto
00/0
00/0
0%
0%
0010
0%
0%
0%
00(0
0%
00/0
010
0%
0%
0%
0%
00/0
O0/o
0%
0%
0%
0%
0/
0%
0%
0%
0%
0%
0%
TOTAL OPERATING EXPENSES:
TOTAL PERSONNEL & OPERATING EXPENSES:
Administrative/Indirect Costs
(Cannot exceed 10%) M-DCPS 3% Indirect Cost
$5,854.50
$510,642.28
15; 319.27 j;
TOTAL BUDGET,=
$525,961.55
31%
M-DCPS - Subcontractor Budget
$64,851.0
$162,688.00
TOTAL P- i)Ci 8M COS7 (REQUEED FUNDING AND MCH
cyAT
Program ;Budget or AgenBudgSTeLworksheet
Attachment 8, Contract #_, Resolution #_
$688 649'
Page 3 of 6
Rev 4/13
0%
1%
97%
0%
3%
97%
Staffing Plan
Organization Name: City of Miami Mayor"s Office Truancy Program.
Staffing Plan must EXACTLY match the paid and in -kind staff, volunteers, consultants and sub -contractors described in
Attachment A and listed in the Program Budget. Add or delete rows and adjust links to the Program Budget as
necessary.
Justificationb
rtIf ad pm/„
+If additional rows forrstaff�°`"z
posrtaons Were added in the �r�
P. A
Program Budget aplease atld
a i-3#' w i e approp,.. a to
rows below inStFie a pm -op riate
`. ,
section anadjustthetlinksto
the;ProgramIBudget
` "a4�
4t-
..
Staff
fit
�4
n�
€s•=., ''� a�.,>' ".
ex
..,uallfleatrrons e j
Requi ed;M�nimum*Education'(
^ '.. ;*^!# �6i°ti en P +�2Ae. F:c,
&,Experience£r
Yu >1
�^ Y• 3"�a:3' q $.� 1t b il. .. K/ ( i } h .K Gi 3
4 ��� � a � ^�d
'filth 3t £+ f ' i`d �". " . =
",� a p�� ����-� ' "`� '��`�t�''.
Descrt tion'of resonsibilities yq r�
fi v , .t,w „ .P-.: 4.,41,-4 „4,i: P . - .�. .?9 �a
,elated to lie .p o ram descrrbedkrn,the Scope of
° v" .+ " ^, '.. �F ,s. Sere ..�.t„
€ ^'"+ s„u
�Servicesa�
t�' r `� ��
List Full -Time Employees
Program Director
1
Master's Degree
Research best practices,: coordinate and. facilitate meetings,
analyze data, draft reports of findings Overseeday to day
operations of TIP and Truancy Court functions and manage
grant expectations and data collection, Facilitate
collaborators' communication and assure that planning ,
coordinator's input is put to use within the current pilot.
program. Also recruit new service partners, . .
Teacher/Counselors
7 " ':
Bachelor's Degree
Teacher/Counselorswill be the care coordinators at the
identified schools.
TIP Coordinator
1'
Master's Degree
- =
TIP:Coordinator will monitor daily progress of program,
maintain databases, data.. dissagregation. Recruit additional
service partners. - - - - -
TIP Program Specialist
1
Bachelor's Degree
The TIP Programs Specialist currently assists the -Program
Director with all aspects of the truancy grant. TIP
Administrative Assistant maintains all databases, prepares
statistical reports, assists with monitoring of grant . '..
deliverables. In addition, he/she is responsible for scheduling
all truancy child studyteard meetings levels 1 thrcugh;3,
coordinates and prepares locates with Miami -Dade Schools
Police Department as needed, and also links
parents/guardians and students to needed services
List Part -Time/Seasonal
Miami Dade County Schools
Police
P/T
employ
eel '
Police Academy Training .
Miami -Dade School Police will locate students/families for
the delivery of TIP notification and for Truancy Court
Summons. They will additionally follow up with families if
they do not attend a required meeting.
D
Certification in K.
12/Adult/Voocational
Administration
Provides fiscal and programmatic management.
Supervising program director and teacher/counselors and'.
supervisors reporting to his work location. In addition, the
is the appointed superintendent's designee for filing
truancy petitions andrepresentsthe superintendent in all
truancy proceedings.
p
Certification in.K-
12/Adult/Voocational
Administration •director
2 Circuit Court Judges
:"
The judges will; preside over every truancy court hearing or
follow-up hearing. . '
Professional Services
Intructors
Certified teacher(s)
Tutor(s)
Consultant(s)
#REF!
Page 1 of 2
Rev 4/10
Staffing Plan
Clerk of the Court
Family Conferencing Decision
Making Professional
Development - Choices et al,
Inc
List: Volunteers
Clerk of the Court is responsible.for rgenerating-truancy
court summons, setting court dates, entering court hearing
information into the Miami Dade County Mainframe System;. -
maintaining truancy court files; and appearing,at<all truancy
court hearings.
Choices et al, Inc. will pro'ide professional development in
the -Family Conferencing Decision Making Model:
Page 2of2
Rev 4/10