HomeMy WebLinkAboutLetter - Homeless TrustHomeless Trust
111 N.W. 1st Street • 27th Floor Suite 310
Miami, Florida 33128-1930
T 305-375-1490 F 305-375-2722
CO.
miamidade.gov
August 13, 2013
Mr. Sergio Torres, Program Director
City of Miami
444 SW 2" d Avenue
Miami, FL 33130
RE: 2012-2013 Primary Care Program — The City of Miami
Hotel/Motel Placement PC-1213-HTMT-1, Feeding Coordination PC-1213-FC, HMIS Staffing PC-1213-HMIS-1
Dear Mr. Torres:
Enclosed, please find for your review, the Amended Agreement between Miami -Dade County, through the Miami -Dade
County Homeless Trust and The City of Miami to provide additional hotel/motel placement services to the homeless
individuals and families in Miami -Dade County. Please review the Agreement thoroughly, as well as the attachments and
become familiar with the amended contract language. In addition, please include an updated Attachment B, Budget for the
amended amount for the 2012-2013 contract year.
Please sign and complete all three (3) copies of the Extension and Amendment Agreement #1 and return it to our office,
attention Mrs. Terrell T. Ellis, Contract Monitoring and Management Supervisor no later than Wednesday, August 21, 2013.
One fully executed Amended Agreement will be returned to your agency for your files.
Miami -Dade County requires that the President/Chairman of the Board execute the Agreement on behalf of the agency.
However, the Executive Director may execute the Agreement if approved by a resolution of the agency's Board. A copy of
the applicable Board resolution(s) must be submitted with the Agreement. In addition, the corporate seal must be affixed to
the signature page of the document.
The Miami -Dade County Homeless Trust looks forward to continuing work with your agency in implementing this project.
If you have any questions, please contact me or Terrell T. Ellis, Contract Monitoring and Management Supervisor at (305)
375-1490.
Sincerely,
ilda M. Fernandez
Ex- utive Director
Enclosures
I have received the Agreements for the abovementioned grant.
Signature of Authorized Agency Representative Date
Printed Name of Agency Representative
AGENDA ITEM II
Violet Ryland for Esther Jacobo
Sergio Torres for Johnny Martinez
Russell Benford for
Mayor Carlos A. Gimenez
Pauline Clarke-Trotman
Deborah Montilla
for Alberto Carvalho
The following members were not present:
Mayor Tomas Regalado
Guests/Staff Present:
Constance Collins
Dan Vincent
Howard Rubin
Alec Rosen
Antonio Villasuso
Jeanne Tamargo
Sarah Ingle
Jean Eveillard
Olga Golik, Esq.
Dr. Evalina Bestman
Naima Bradman
Sandra Billingslea
MIAMI-DADE COUNTY HOMELESS TRUST BOARD MEETING
MINUTES FOR MAY 24, 2013
The following members were present:
Ronald L. Book, Esq., Chairman Linda Gaiter
Alex Fernandez for - Karen Mahar
Commissioner Deede Weithorn Paul Imbrone
Brian Alonso
L. Ann Cumbie
Lynne Cameron
Wendell Fisher
Father Patrick O'Neill
Katherine Martinez
Tim Coffey for
Judge Steven Leifrnan
Councilwoman Barbara Kramer
Katherine Castellanos, Esq.
Eduardo Gloria for Bob Dickinson
Jason Pittman for Monica Vigues-
Pitan, Esq.
Manny Sarria
Cleveland Bell, III
Rabbi Solomon Schiff •
David Raymond
Emmy Garcia
Jackie Fals Dan Ricker
Amy Liro
Melissa Saldana
Jay Swedlaw
Autumn Thomas
Terrell T. Ellis
Liz Regalado
Estephanie Resnik, Esq.
Hilda Fernandez
Maggie Olano, Rec. Sec.
I. WELCOME AND INTRODUCTIONS
Judge Leifrnan called the meeting to order at 10:38 a.m., welcomed everyone and proceeded to consider the
meeting agenda. Members introduced themselves at the Chairman's request.
II. APPROVAL OF THE MINUTES
Mr. Coffey inquired if there were any comments, questions, or changes to the February 2013 minutes; not
hearing any Mr. Coffey made a motion to approve the February minutes. Mr. Sarria seconded the
motion. All members present approved the motion set forth unanimously.
III. NEW BUSINESS
(a) Homeless Awareness and Sensitivity School Essay, Poster and Logo Contest Results
Mr. Book provided a brief background and relayed the tragic events of Norris Gaynor's death by three (3)
youths in Broward County a few years ago. This served as a catalyst for the board to take proactive
measures in preventing such tragedies and introducing the homeless awareness curriculum into the public
school system. The Miami -Dade Public Schools, the Miami Coalition for the Homeless, the Chapman
Partnership, and the Homeless Trust created and implemented the curriculum to heighten awareness and
sensitivity regarding homelessness and violence against homeless people. This year in addition to the poster
and essay contest, there is a logo contest for the upcoming youth count; all materials used in the count will
display this logo. Mr. Book thanlced the parents and school faculty members for their participation.
Mr. Book then stated that the Trust does not support the criminalization of the homeless and discourages
panhandling. To this end, the Trust partners, board and staff worked to create alternatives to this complex
social issue by having a process to develop public policy for a safer and sensitive community.
The selection criterion for choosing the winners is on the content of the message that is consistent with the
mission, not just the art. Mr. Book then proceeded to announce the winners for the poster and essay contest
for high school, middle school, and elementary school: Taylor Mulcahy, Leonard Carbajo, and Sean Florez;
AGENDA ITEM II
and the winner of the Youth Count Logo, Naomi Cruz. Mr. Book made congratulatory closing remarks and
presented the winners and the school's homeless liaisons with their prizes.
(b) 2013 NOFA Priorities
Ms. Fernandez referred members and guests to the memo and attachments provided in the meeting packet
and provided background as to the prior year's processes. Changes in available funding and the U.S.- HUD
regulations and guidelines required that staff to go back and create a two -tiered application in the competitive
process. The Joint Services, Housing, and Continuum of Care sub -committee reconvened to re -prioritize the
community needs. Ms. Fernandez reviewed the 2012 revised two -tiered priorities (Attachment B) that was
submitted to HUD last year. As everyone is aware, we have received funding for the $30.1 million
submission under Tier 1, and conditionally funded for the Tier 2 submission. There is .also some indication
that reallocation funds will be approved in the immediate future.
This year, due to the federal sequestration that went into effect March 1, 2013, HUD has requested a 5%
reduction exercise from all the Continuums of Care in anticipation of a funding reduction by Congress. This
would represent a funding reduction of $1.569 million dollars based on currently funded projects, without
including reallocation funding; the community must make these reduction decisions. There have been two
Joint Services Development, Housing Development, and Continuum of Care Subcommittee meetings where
there was a lengthy discussion on how to accomplish this reduction. In order to make a more prescriptive
recommendation, the -committee members requested more information and data analysis at the first meeting,
which was provided and extensively discussed at a subsequent meeting. The Joint Committee was unable to
make solid recommendations and is scheduled to meet again in June. Among the options discussed were
across-the-board reductions, reductions based on utilization and performance, and voluntary identification of
under -utilization and determination of under -expenditure by the providers. Staff anticipates committee
recommendations for the NOFA Priorities at the next meeting prior to the Joint Finance & Audit and
Executive Committee on June 25`h
(c) Hotel/Motel Program
Referring to the memo provided in the meeting packet, Ms. Fernandez stated that the Homeless Trust has a
policy that families with minor children will not sleep on the street or in a car. In adherence to this policy,
both the Executive Committee and the Board authorized additional funding for hotel/motel beds up to $1
million during the spike of homeless families in 20] 1: - The hotel/motel placements are always made as a last
resort; this is when no family units are available in the emergency housing facilities. The families are
provided with food vouchers when needed. Hotel/motel placements are also made for transgender
individuals because traditional emergency housing placements is often not appropriate. Because of a
reduced demand, the current year allocation for the hotel/motel is budgeted at $500,000. This decision was
based on the utilization rate of the hotel/motel stays (report attached) and discussions with outreach staff.
Although the need of the motel/hotel stays fluctuates, there has been an increased demand; while we are
currently serving 38 families, recently there were 58 families at the hotels. It is evident by the utilization
report that families are having longer lengths of stay at the hotels due to system flow issues. The system
flow issue is being addressed by the Services Development Committee.
In light of the increased demand, staff is recommending that $150,000 be added to the hotel/motel budget for
the current fiscal year. Ms. Fernandez made it clear and Mr. Deville confirmed that these funds will come
from the uncommitted carryover, not from the reserve account: Currently there are two (s) outreach
contracts in place: one with the City of Miami Homeless Assistance Program for $449,960, and the second
with the City of Miami Beach Homeless Program for $50,040. Ms. Fernandez reviewed some of the hotel
placement data according to the HMIS based on 161 households served from October 2012 to March 2013
(spreadsheet provided in meeting packet):
• 52% moved into emergency housing
• 30% went AWOL from the hotel or refused placement (some find an alternative solution when are
going to be transitioned to an emergency housing unit in a facility)
AGENDA ITEM II
® The remaining received HAND referrals
Ms. Fernandez described the typical process when families call the Helpline. There were several questions
regarding the whereabouts of the AWOLs, recidivism rates, and refusals. Mr. Torres confirmed that the
recidivism rate is two (2) to three (3) out of the 161 previously described. Mr. Book directed staff to provide
the number of recidivists. Mr. Book restated that the issues were thoroughly discussed at the Executive
Committee regarding the hotel placement criteria and protocol, and people who try and may succeed in the
engaging system with a hidden agenda. There was an extensive discussion among members regarding
identification of the client's state of homelessness, the integrity of the process, and payment verification
mechanisms. At times there may be people that try to take advantage of the system thinking that it will lead
them to an advantageous position, however the true need of the many is the main concern of outreach. The
data collection in the attachment shows that 30% of placements either walked out of the hotel or refused the
placement. Of the 30% total, 25% refused placement and 5% went AWOL. System flow issues are being
addressed by the Services Development Committee to develop a more comprehensive approach Other
solutions offered was a utilization management approach recommended by Dr. Wright during the CoC
evaluation. Ms. Fernandez stated that at the time that the previous administration considered the use of the
DHS North and South facilities, it was not necessary *due to the lower demand for hotel placements;
however, staff is revisiting the possibility of utilizing the DHS North and South emergency facilities. Mr.
Coffey made a motion to ratify the Executive Committee action and approving staff recommendations
as presented and outlined in the memo. Ms. Cumbie seconded the motion. There were some questions
and comments regarding sensitivity training issues of staff when dealing with transgender individuals. Ms.
Fernandez explained logistics of shelters, especially those that house the chronically homeless and current
sensitivity training practices. All members present approved the motion set forth unanimously.
(d) Revised Homeless Census -January 2013
Ms. Fernandez referred members and guests to the memo and attachment provided in the meeting packet
which reflect an updated report. After finalizing the data reported, some adjustments had to be made to the
January 2013 census; there was a difference of 68 additional sheltered homeless. The initial Homeless Count
reported 839 unsheltered homeless persons (on the street) and 2,895 sheltered' homeless persons (in
emergency or transitional housing or hotel/motel) representing a total count of 3,734. In preparing the
submission to HUD, a discrepancy was discovered in the original report. The revised numbers reflect the
same number of unsheltered homeless (839) and a higher total count of sheltered homeless at 2,963, bringing
the total to 3,802 (fewer in emergency housing and a high number in transitional housing).
(e) Final PIT Count, Homeless Survey, Housing Inventory Count, and Unmet Needs
Ms. Fernandez referred member and guests to the memo and spreadsheets provided in the meeting materials;
and provided a background as to the Point -in -Time (PIT) process to assess the gaps and needs of the
community.. This information was timely submitted to HUD on April 30, 2013. Ms. Fernandez then
proceeded to explain the PIT results that breaks down the family composition and sub -populations; the
Housing Inventory Chart (HIC) that break down the homeless housing units available within the Continuum
of Care (CoC); and the Unmet Needs which is the results of the survey, HIC and PIT. The main cause of
homelessness continues to be financial reasons. This information is an invaluable tool in developing our
needs and priorities.
(f) New Horizons Community Mental Health Center
Mr. Book introduced Dr. Evalina Bestman and disclosed that -he represents the agency. This is an
informational item only and does not require any action. Ms. Fernandez then provided a background of the
agency and that it currently has seven (7) agreements with the Homeless Trust (and/or PHCD). The Trust
recently received notification that there has been a change at the executive level. Their Board recently
replaced the CEO with Dr. Evalina Bestman as interim director. The change was a direct result of an
incident at their Crisis Stabilization Unit (CSU). The incident was reported to the Florida Department of
Children and Families, Office of the Inspector General by the South Florida Behavioral Health Network, Inc.
3
AGENDA ITEM II
and is currently under investigation. The agency is fully cooperating with the investigation and continues to
serve their clients.
Dr. Bestman addressed the Committee and stated the agency was given 90 days to take corrective action by
South Florida Behavioral Network, Inc.; administrative and programmatic issues have been identified and
are being addressed. She clarified that a settlement has been reached with the Department of Children and
Families, but not with the Office of Inspector General, Mr. Book clarified that presently there is no financial
issue with the agency, this is an operational issue and is for informational purposes only.
IV. OLD BUSINESS
(a) Feeding Sub -committee Report
Item was deferred.
V. REPORTS
a) The M Network Report
Ms. Mozlooin provided a brief summary that mirrors the written report and marketing summary provided in
the meeting packet:
• Poster and essay event will be going to the media
• UM installed a meter on their campus; continuing efforts of publicity around the newly installed meter;
working on this going to the media
• Homeless Trust 20th Anniversary in conjunction with the Homeless Awareness Day event
o Commenced media contacts
o Development of student brochure in anticipation of the Miami -Dade County Public Schools'
- annual poster contest
• The Carrfour Verde Gardens/Kaboom playground event has been especially popular on the Facebook
page. There was a good presence of local television and newspaper coverage there as well. Print
coverage included Miami Herald, South Dade News Leader, and South Dade Monitor
• The new design of the webpage will include a volunteer link with a dropdown menu; will be sending out
letters to providers for volunteer opportunities
Ms. Clarke Trotman requested that this also be send via e-mail because many times letters do not get to the
intended recipient in a timely manner.
b) Chapman Partnership Report
Mr. Dan Vincent provided members and guests with updates and announcements concerning the
organization's operations and events:
* Mr. Al Brown's Farewell celebration on April 16th was hosted and paid for by the Northern Trust Bank
courtesy of our executive committee inember Ed Joyce
* Outplacement for the month ending April 20, 2013 at the Chapman Partnership North Center was 62.8%;
Chapman Partnership South Dade Center was 71.63%; and life -to -date for the organization is 63.4%.
•
Life to date admissions is 94,511
* On May 2, 2013, the Volunteer Recognition Luncheon was held at the Coral Gables Country Club,
where representatives of volunteer groups on behalf of 18,000 volunteers were recognized. Co-founder
Betty Chapman drew the winning ticket for the 2013 Honda Accord EXL
* The Womenade Event VIP reception, "Take a Wall< in Her Shoes" presented a vintage fashion show and
silent auction at the Intercontinental Hotel on Friday, May17, 2013. The event raised tremendous
awareness and $126,000
* On May 21, 2013 at Jungle Island, the Chapman Partnership Miami Hope Clinic was recognized as one
of three finalists for the GMCC Healthcare Heroes Awards for Institutions. Our congratulations to
ARNP Jackie Master and her staff
4
AGENDA ITEM II
* There continues to be a shortage of PPD test kits for diagnosing tuberculosis. Jackson Health hopes to
have this resolved in the next 2 to 3 weeks
* Our congratulations to both Ron and Lauren Book who will be recognized at this year's American
- Society for Public Administration Awards, South Florida Chapter on June 7, 2013 * Welcome to Mr. Alec Rosen who is the new marketing manager for the organization
c) Apple Tree Perspectives, Inc. Report
Mr. Book referred members and guests to the written report provided in the meeting packet and inquired if
there were any questions or comments; none heard. Ms. Cameron made a motion to adopt both the April
and May reports. Ms. Cumbie seconded the report. All members present approved the motion set
forth unanimously.
d) Economic Indicator Report
Mr..-Deville provided a synopsis that reflects the written report provided in the meeting materials. There was
a 9% tax increase for the month of April as compared to the same month last year. The year-to-date increase
is 7%,.representing $9.8 million collected. Mr. Deville reviewed the national, state, and local unemployment
rates, which have all decreased, and the helpline calls report.
e) Executive Director's Report
Ms. Fernandez provided updates and announcements regarding the operation of the Homeless Trust as
follows:
Bavview Center: Issues raised surrounding the agency's financial process and status was immediately
referred to the HUD Office of the Inspection General.
State Legislative Session: Jail Diversion and Crisis Outplacement Beds were funded thanks to the efforts of
our Chairman.
Florida Housing Finance Committee: 10 million dollar grant to build supportive housing and permanent
supportive housing for the homeless was approved by the Legislature. Staff will be pursuing funding.
Local Homeless Coalition: Trust is the recipient of recurring funding (from Statewide allocations of $2
million) that will be used to offset some operational expenses.
Homeless Trust Staff member Mike Pimentel: On behalf of Mike's family, Ms. Fernandez would like to
thank everyone for their well wishes. He is doing well and will hopefully be back in the office soon.
VI. OTHER ITEMS
New Healthcare Law: Ms. Carbargas reminded board members and guests that this goes into effect January
2014 and agencies and staff may be impacted with additional expenses and loss of income.
With no further business to discuss, the meeting adjourned at 12:14 p.m.
.Ronald 1 . Book, Chairman
Homeless Trust Board
AGENDA ITEM III (c)
Date:
To:
From:
Re:
May 24, 2013
Memorandum
Miami-?ade County Homeless Trust Board -Members
Hilda M. Femandl ez, Executive Director
Miami -Dade County Homeless Trust
Hotel/Motel Program
BACKGROUND
It has been long-standing Homeless Trust Board policy that no homeless family with a minor child should sleep
in a place not mean for human habitation, such as on the street or in a car. On the occasion when one of our
homeless outreach teams cannot find available placement in one of .the emergency housing programs for
families in our community, that family will be placed in a hotel/motel until a family units opens up. This is
considered a last resort and we will ask the family if they have any alternative, such as living with a friend or
family. The families are provided food vouchers if they do not have food stamps. The Hotel/Motel program is also
used to assist transgendered individuals for which emergency housing accommodation might not be appropriate.
To ensure that the program is available when needed, on an annual basis the Homeless Trust appropriates
funding for a hotel/motel program as part of the budget. This current FY 2012/13 budget includes an allocation of
$500,000, which is split between the City of Miami Homeless Assistance Program ($449,960) and City of Miami
Beach Homeless Outreach Program ($50,040). After the number of families in hotels/motels spiked in 2011 and
early 2012, the Board authorized additionally funding, or a total of $1,000,000. However, the opening -of family
housing programs, and a reduced demand, resulted in the current year allocation being set at the $500,000.
ANALYSIS
Attached, please find a utilization report for the Hotel/Motel program for the first six (6) months of the fiscal year.
When the budget was prepared in the early summer, hotel/motel program utilization was such that we approved
a budget of $500,000. As noted, the numbers of families served fluctuates month to month. While currently we
are serving 38 families, we saw an increased demand two months ago (with a peak at 58 families). We are also
seeing longer lengths of stay; so while we may not be serving as many families, many are staying longer. The
City of Miami Homeless Assistance Program has advised us, and we have independently analyzed, that at the
current placement and length of stay rates, they will require funding to close out the year.
In the interim, the Services Development Committee has been tasked with making recommendations to address
current system flow concems. Among these recommendations might be enhanced emergency housing for
families and/or enhanced stand-alone case management services to assist these families as they await
placement in emergency housing. Concurrently, we are working with Miami Homeless Assistance Programs on
how to improve access to services for the clients currently housed in hotels/motels, including coordinating with
various providers to make their services more readily available to these clients.
CONCLUSION:
in Tight of the current demand and need for hotel/motel placement, it is recommended that the Executive
Committee authorize an appropriation of $150,000 in the current fiscal year. This unbudgeted expense, if
approved, will be funded from uncommitted carryover (Fund ST 150/155), carried over from FY 2012/13, and
currently available.
ATTACHMENT
HOTEL/MOTEL PROGRAM OCTOBER 2012 TO JANUARY 2013
Month
Total # Households
Average Length of
Stay
Funds Expended
Hotel
Food
Average cost per
Household
October, 2012
21
30
$ 14,170.00
$ 70.00
$ 678.10
November, 2012
27
43
$ 73,263.00
$ 300.00
$ 2,724.56
December, 2012
17
46
$ 45,958.00
$ 160.00
$ 1,968.71
January, 2013
13
44
$ 29,549.00
$ 90.00
$ 2,279.92
February, 2013
22
37
$ 42,969.00
$ 350.00
$ 1,969.05
March, 2013
19
45
$ 46,743.00
$ 50.00
$ 2,462.79.
'Igo acn nn Q 1 n9n nn
Average Monthly: 20
Hotel/Motel Rates per Night Ranges $48.00 to $60.00
Total Expenditures.
41
$ 42,278.67
$ 2,013.86
Average Length of
MONTH Total # Households Stay
Funds Expended
Hotel
Food
Average cost per
Household
October, 2012
4
8
$ 1,519.00
$ -
$ 379.75
November, 2012
3
21
$ 4,116.00
$ -
$ 1,372.00
December, 2012
2
10
$ 980.00
$ -
$ 490.00
January, 2013
3
37
$ 8,806.50
$ -
$ 2,935.50
February, 2013
3
18
$ 3,217.50
$ -
$ 1,072.50
March, 2013
9
40
$ 21,537.50
An A'1C Cn
$ 190.00
c ion nn
$ 2,414.17
Average Monthly: 4
Hotel/Motel Rates per Night Ranges $48.00 to $60.00
Total Expenditures:
22
•
$ 6,727.75
$ 1,443.99
Average Length of
MONTH Total # Households Stay
Funds Expended
Hotel
Food
Average cost per
Household
October, 2012
9
16
$ 15,948.00
$ 280.00
$ 1,803.11
November, 2012
4
10
$ 6,866.00
$ 40.00
$ 1,726.50
December, 2012
1 .
1
$ 130.00
$ -
$ 130.00
January, 2013
3
13
$ 2,715.00
$ -
$ 905.00
February, 2013
0
0
$ -
$
$
March, 2013
1
4
$ 560.00
elnAn nn
$ -
d• Inn nn
$ 560.00
Average Monthly: 3
Hotel/Motel Rates per Night Ranges $59.00 to $139.00
Total Expenditures: $
7
$ 4,423.17
854.10
HOTEL/MOTEL PROGRAM OCTOBER 2012 TO JANUARY 2013
• COMBINED
Average Length of
MONTH Total # Households Stay
Funds Expended
Average cost per
Household
Hotel
Food
October, 2012
34
18
$ 31,637.00
$ 350.00
$ 1,803.11
November, 2012
34
25
$ 84,245,00
$ 340.00
$ 5,823.06
December, 2012
20
19
$ 47,068.00
$ 160.00
$ 2,588.71
January, 2013
19
31
$ 41,070.50
$ 90.00
$ 6,120.42
February, 2013
25
18
$ 46,186.50
$ 350.00
$ 3,041.55
March, 2013
29
30
$ 68,840.50
$ 240.00
$ 5,436.96
Average Monthly: . • 161
Total Expenditures: $ 319,047.50 $ 1,530.00
24
HH PLACEMENT LOCATIONS - HOTEL/MOTEL PROGRAM
EH-CPH 65 40%
EH -SA 15 9% 4szonsemassa 52%
3%
EH -Lotus
EH -Other
TH-MHDT
TH-Other
P H-M D HT
PH -Other
PH -HAND
AWOL
REFUSED
Other
Subtotal:
Active Clients
Total:
5
3
2
23
25
7
145
16
161
1
10%
Ateafflosisma 30%
$ 53,429.58
$ 4,135.64
MHAP Y-T-D: $ 294,038.50
MB Y-T-D: $ 26,539.00
$ 320,577.50
HOTEL/MOTEL PROGRAM OCTOBER 2012 TO JANUARY 2013
COMBINED
Average Length of
MONTH Total # Households Stay
Funds Expended
Hotel
Food
Average cost per
Household
October, 2012
34
18
$ 31,637.00
$ 350.00
$ 940.79
November, 2012
34
25
$ 84,245.00
$ 340.00
$ 2,487.79
December, 2012
20
19
$ 47,068.00
$ 160.00
$ 2,361.40
January, 2013
19
31
$ 41,070.50
$ 90.00
$ 2,166.34
February, 2013
25
18
$ 46,186.50
$ 350.00
$ 1,861.46
March, 2013
29
30
$ 68,840.50
$ 240.00
$ 2,382.09
"An AA' �n c ol r.1n nn @ 1 001 1R
Average Monthly:
Total Expendit
ur
161 24
HH PLACEMENT LOCATIONS - HOTEL/MOTEL PROGRAM
EH-CPH 65 40%
EH -SA 15 9% ellannesman 52%
EH -Lotus 5 3%
EH -Other
TH-MHDT
TH-Other
PH-MDHT
PH -Other
PH -HAND
AWOL
REFUSED
Other
Subtotal:
Active Clients
Total:
3
2
23
25
7
145
16
161
10%
OrnommisMINS 30%
$ 53,429.58
MHAP Y-T-D: $ 294,038.50
MB Y-T-D: $ 26,539.00
$ 320,577.50
Homeless Trust
111 N.W. 1st Street • 27th Floor Suite 310
Miami, Florida 33128-1930
T 305-375-1490 F 305-375-2722
miamidade.gov
February 22, 2013
Mr. Johnny Martinez, City Manager
The City of Miami
444 .SW 2nd Avenue
Miami, FL 33130
RE: Hotel/Motel Placement Program, Feeding Coordination Program and the H-IMIS Staffing Program
Grant Number: PC-1213-HTMT-1, PC-12134C and PC-1213-HMIS-1
Dear Mr. Martinez:
Enclosed, please find for your file, one (1) fully executed original of the Agreement between Miami -Dade
County, through the Miami -Dade County Homeless Trust and The City of Miami for the abovementioned
programs.
Please feel free to contact us at (305) 375-1490 if you have any questions or require additional information.
Thank you for your continued efforts with addressing the needs of the homeless of our community.
Sincerely,
Hilda M. Fernandez
p---Executive ecutive Director
Enclosures
I have received the executed Agreement for above -referenced grants.
Signature of Authorized Agency Representative Date
Printed Name of Agency Representative
The City of Miami
Hotel/Motel Placement Program PC-1213-HTMT-1
Feeding Coordination Program PC-1213-FC and HMIS Staffing PC-1213-HMIS-1
CONTRACT
This Contract made and entered into as of this u ' " day of / _ , 20,
by and between Miami -Dade County, a political subdivision of the State of Florida (the
"County"), having its principal office at 111 N.W. 1st Street, 27th Floor, Miami, Florida 33128
and The City of Miami /IF.E.I.N #59-6000375, a corporation organized and existing under the
laws of the State of Florida, having its principal office 444 SW 2"d Avenue, Miami, FL 33130
("Provider"), states conditions and covenants for the rendering of human and social services
("Services") for the County.
WHEREAS, the Home Rule Charter authorizes the County to provide for the uniform
health and welfare of the residents throughout the County and further provides that all functions
not otherwise specifically assigned to others under the Charter shall be performed under the
supervision of the Mayor or the Mayor's designee; and
WHEREAS, the Provider provides or will develop services of value to the County and
has demonstrated an ability or desire to provide these services; and
WHEREAS, the County is desirous of assisting the Provider in providing those services
and the Provider is desirous of providing such services; and
WHEREAS, the County has appropriated funds for the proposed services;
NOW, THEREFORE, in consideration of the mutual covenants and agreements herein
contained, the parties hereto agree as follows:
ARTICLE 1, DEFINITIONS
The following words and expressions used in this Contract shall be construed as follows, except
when it is clear from the context that another meaning is intended:
a) The words "Agreement" "Contract" or "Contract Documents" shall mean collectively
these terms and conditions, the Scope of Services Attachment A and the Budget
Documents Attachment B and all other attachments hereto, as well as all amendments
or budget revisions issued hereto.
b) The words "Contract Manager" shall mean Miami -Dade County's Director of the
Homeless Trust ("County") or the Director's designee, or the duly authorized
representative designated to manage the Contract.
c) The word "Days" shall mean Calendar Days, unless otherwise specifically noted.
d) The word "Deliverables" shall mean all documentation and any items of any nature
submitted by the Provider to the County for review and approval pursuant to the terms of
this Contract.
e) The words "directed", "required", "permitted", "ordered", "designated", "selected",
"prescribed" or words of like import to mean respectively, the direction, requirement,
permission, order, designation, selection or prescription of the County's Contract
Page 1 of 27
The City of Miami
Hotel/Motel Placement Program PC-1213-HTMT-1
Feeding Coordination Program PC-1213-FC and HMIS Staffing PC-1213-HMIS-1
Manager; and similarly the words "approved", acceptable", "satisfactory", "equal",
"necessary", or words of like import to mean respectively, approved by, or acceptable or
satisfactory to, equal or necessary in the sole discretion of the County's Contract
Manager.
f) The words "Effective Term" shall mean the date on which this Contract is effective,
including start date and end date.
g) The words "Extra Work" or "Change Order" or "Additional Work" shall mean resulting in
additions or deletions or modifications to the amount, type or value of the Work and
Services as required in this Contract, as directed and/or approved by the County.
h) "HIPAA" means Health Insurance Portability and Accountability Act of 1996.
j)
The words "Scope of Services" shall mean the .document. appended hereto as
Attachment A, which details the work to be performed by the Provider.
The word "subcontractor" or "sub consultant" shall mean any person, entity, firm or
corporation, other than the employees of the Provider, who furnishes labor and/or
materials, in connection with the Work, whether directly or indirectly, on behalf and/or
under the direction of the Provider and whether or not in privities of contract with the
Provider.
k) The words 'Work", "Services" "Program", or "Project" shall mean all matters and things
required to be done by the Provider in accordance with the provisions of this Contract,
ARTICLE 2. AMOUNT PAYABLE. Subject to available funds, the maximum amount payable
for services rendered under this contract shall not exceed:
Emergency Hotel/Motel Placement Program
HMIS Staffing Program
Feeding Coordination Program
Total Award
$449,960.00
$24,666.00
$15,000.00
$489,626.00
Both parties agree that should available County funding be reduced, the amount payable under
this Contract may be proportionately reduced at the sole discretion and option of the County.
All services undertaken by the Provider before the County's execution of this Contract shall be
at the Provider's risk and expense.
It is the responsibility of the Provider to maintain sufficient financial resources to meet the
expenses incurred during the period between the provision of services and payment by the
County.
The County, at its sole discretion, may allow Provider an advance of N/A once the
Provider has submitted an appropriate request and submitted an invoice in the form required by
the County.
Page 2 of 27
The City of Miami
Hotel Motel Placement Program PC-1213-HTMT-1
Feeding Coordination Program PC-1213-FC and HMIS Staffing PC-1213-HMIS-1
ARTICLE 3. SCOPE OF SERVICES
The Provider shall render services in accordance with the Scope of Services
incorporated herein and attached hereto as Attachment A.
The Provider shall implement the Scope of Services as described in Attachment A in a
manner deemed satisfactory to the County. Any modification or amendment to the Scope of
Services shall not be effective until approved by the County and Provider in writing.
ARTICLE 4. BUDGET SUMMARY
The Provider agrees that all expenditures or costs shall be made in accordance with the
Budget, which is attached hereto and incorporated herein as Attachment B.
The parties agree that the Provider may, with the County's prior written approval; revise
the schedule of payments or the line item budget, and such revision shall not require an
amendment to this Contract.
ARTICLE 5. EFFECTIVE TERM
Both parties agree that the Effective Term of this Contract shall commence on
October 1, 2012 and terminate at the close of business on September 30, 2013. Contingent of
the existence of sufficient funding and the approval of the County, this Contract may be
extended for three (3) additional one (1) year terms, at the County's sole discretion.
ARTICLE 6. INDEMNIFICATION BY PROVIDER
A. Government Entity. Government entity sha►I indemnify and hold harmless the
County and its officers, employees, agents and instrumentalities from any and all liability, losses
or damages, including attorneys' fees and costs of defense, which the County or 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 the government entity or its employees, agents, servants,
partners, principals or subcontractors. Government entity 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 County, where applicable, including appellate proceedings, and shall
pay all costs, judgments, and attorney's fees which may issue thereon. Provided, however, this
indemnification shall only be to the extent and within the limitations of Section 768.28, Fla. Stat.,
subject to the provisions of that Statute whereby the government entity shall not be held liable to
pay a personal injury or property damage claim or judgment by any one person which exceeds
the sum of $200,000, or any claim or judgment or portions thereof, which, when totaled.with all
other claims or judgment paid by the government entity arising out of the same incident or
occurrence, exceed the sum of $300,000 from any and all personal injury or property damage
claims, liabilities, losses or causes of action which may arise as a result of the negligence of the
government entity.
Page 3 of 27
The City of Miami
Hotel/Motel Placement Program PC-1213-HTMT-1
Feeding Coordination Program PC-1213-FC and HMIS Staffing PC-1213-HMIS-1
B. All Other Providers. Provider shall indemnify and hold harmless the County
and its officers, employees, agents and instrumentalities from any and all liability, losses or
damages, including attorneys' fees and costs of defense, which the County or 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 the Provider or its employees, agents, servants, partners
principals or subcontractors. 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 County, where applicable, including appellate proceedings, and shall pay all costs,
judgments, and attorney's fees which may issue thereon. Provider expressly understands and
agrees that any insurance protection required by this Contract or otherwise provided by Provider
shall in no way limit the responsibility to indemnify, keep and save harmless and defend the
Countyor its officers, employees, agents and instrumentalities as herein provided.
C. Term of Indemnification. The provisions of Article 6 shall -survive the expiration
or termination of this Contract.
ARTICLE 7. INSURANCE
If the total dollar value of all County contracts with the Provider exceeds $25,000 then the
following insurance coverage is required:
A. Government Entity. If the Provider is the State of Florida or an agency or
political subdivision of the State as defined by section 768.28, Florida Statutes, the Provider
shall furnish the County, upon request, written verification of liability protection in accordance
with section 768.28, Florida Statutes. Nothing herein shall be construed to extend any party's
liability beyond that provided in section 768.28, Florida Statutes. The provider shall also furnish
the County, upon request, written verification of Workers Compensation protection in
accordance with Florida Statutes, Chapter 440.
B. All Other Providers.
1. Minimum Insurance Requirements: Certificates of Insurance. The
Provider shall submit to Miami -Dade County, c/o Miami Dade County Homeless Trust
(COUNTY), 111 N.W. 1st Street, 27th Floor, Miami, Florida 33128-1994, original Certificate(s) of
Insurance indicating that insurance coverage has been obtained which meets the requirements
as outlined below:
A. All insurance certificates must fist the County as "Certificate Holder" in the
following manner:
Miami -Dade County
111 N.W. 151Street, Suite 2340
Miami, Florida 33128
B. Worker's Compensation Insurance for all employees of the Provider as required
by Florida Statutes, Chapter 440.
C. Commercial General Liability Insurance in an amount not less than $300,000
combined single limit per occurrence for bodily injury and property damage.
Page 4 of 27
The City of Miami
Hotel/Motel Placement Program PC-1213-HTMT-1
Feeding Coordination Program PC-1213-FC and HMIS Staffing PC-1213-PIMIS-1
Miami -Dade County must be shown as an additional insured with respect to this
coverage.
D. Automobile Liability Insurance covering all owned, non -owned, and hired vehicles
used in connection with the Work provided under this Contract, in an amount not
less than $300,000* combined single limit per occurrence for bodily injury and
property damage.
*NOTE: For Providers supplying vans or mini -buses with seating capacities of
fifteen (15) passengers or more, the limit of liability required for Auto Liability is
$500,000.
E. Professional Liability Insurance in the name of the Provider, when applicable, in
an amount not Tess than $250,000.
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:
1. The company must be rated no less than "B" as to management, and no
Tess than "Class V" as to financial strength, according to the latest edition
of Best's Insurance Guide published by A.M. Best Company, Oldwick,
New Jersey, or its equivalent, subject to the approval of the County's Risk
Management Division.
OR
2. The company must hold a valid Florida Certificate of Authority as shown
in the latest "List of All Insurance Companies Authorized or Approved to
Do Business in Florida," issued by the State of Florida Department of
Insurance, and must be a member of the Florida Guaranty Fund.
G. Certificates will indicate that no modification or change in insurance shall be
made without thirty (30) days advance written notice to the Certificate Holder.
H. Compliance with the foregoing requirements shall not relieve the Provider of its
liability and obligations under this Section or under any other section of this
Contract.
The County reserves the right to inspect the Provider's original insurance policies
at any time during the term of this Contract.
J. Applicability of this Article Providers whose combined total award for all services
funded under this Contract exceed a $25,000 threshold. In the event that the
Provider whose original total combined award in Tess than $25,000, but receives
additional funding during the contract period which makes the total combined
award exceed $25,000, then the requirements in this Article shall apply.
Page 5 of 27
The City of Miami
Hotel/Motel Placement Program PC-1213-HTMT-1
Feeding Coordination Program PC-1213-FC and HMIS Staffing PC-1213-HMIS-1
K. Failure to Provide Certificates of Insurance. The Contractor shall be
responsible for assuring that the insurance certificates required in conjunction
with this Section remain in force for the duration of the effective term of this
Contract. If insurance certificates are scheduled to expire during the effective
term, the Provider shall be responsible for submitting new or renewed insurance
certificates to the County prior to expiration.
In the event that expired certificates are not replaced with new or renewed
certificates which cover the effective term, the County may suspend the Contract
until such time as the new or renewed certificates are received by the County in
the manner prescribed herein; provided, however, that this suspended period
does not exceed thirty (30) calendar days. Thereafter, the County may, at its
sole discretion, terminate this Contract.
ARTICLE 8. PROOF OF LICENSURE/CERTIFICATION AND BACKGROUND
SCREENING
A. Licensure. If the Provider is required by the State of Florida or Miami -Dade
County or any law or regulation to be licensed or certified to provide the services or operate the
facilities outlined in the Scope of Services (Attachment A), the Provider shall furnish to the
County a copy of all required current licenses or certificates. Examples of services or
operations requiring such licensure or certification include but are not limited to childcare, day
care, nursing homes, and boarding homes.
If the Provider fails to furnish the County with the licenses or certificates required under
this Section, the County shall not disburse any funds until it is provided with such licenses or
certificates. Failure to provide the licenses or certificates within sixty (60) days of execution of
this Agreement may result in termination of this Agreement at the County's discretion.
B. Background Screening. The Provider agrees to comply with all applicable
laws, regulations, ordinances and- resolutions regarding background screening of employees
and subcontractors. Provider's failure to comply with any applicable laws, regulations,
ordinances and resolutions regarding background screening of employees and subcontractors
is grounds for a material breach and termination of this contract at the sole discretion of the
County.
The Provider agrees to comply with all applicable laws (including but not limited to
Chapters 39, 402, 409, 394, 408, 393, 397, 984, 985 and 435, Florida Statutes, as may be
amended form Time to time), regulations, ordinances and resolutions, regarding background
screening of those who may work with vulnerable persons, as defined by section 435.02, Florida
Statutes, as may be amended from time to time.
In the event criminal background screening is required by law, the State of Florida and/or
the County, the Provider will permit only employees and subcontractors with a satisfactory
national criminal background check through an appropriate screening agency (i.e., the Florida
Department of Juvenile Justice, Florida Department of Law Enforcement or Federal Bureau of
Investigation) to work in direct contact with vulnerable persons.
Page 6 of 27
The City of Miami
Hotel/Motel Placement Program PC-1213-HTMT-1
Feeding Coordination Program PC-1213-FC and HMIS Staffing PC-1213-HMIS-1
The Provider agrees to ensure that employees and subcontracted personnel who work
with vulnerable persons satisfactorily complete and pass Level 2 background screening before
working with vulnerable persons. Provider shall furnish the County with proof that employees
and subcontracted personnel, who work with vulnerable persons, satisfactorily passed Level 2
background screening, pursuant to Chapter 435, Florida Statutes, as may be amended from
time to time.
If the Provider fails to furnish to the County proof that an employee or subcontractor's
Level 2 background screening was satisfactorily passed and completed prior to that employee
or subcontractor working with a vulnerable person or vulnerable persons, the County shall not
disburse any further funds and this Contract may be subject to termination at the sole discretion
of the County.
ARTICLE 9. CONFLICT OF INTEREST
A. The Provider agrees to abide by and be governed by Miami -Dade County
Ordinance No. 72-82 (Conflict of Interest Ordinance codified at Section 2-11.1 et al. of the Code
of Miami -Dade County), as amended, which is incorporated herein by reference as if fully set
forth herein, in connection with its contract obligations hereunder.
B. No person under the employ of the County, who exercises any function or
responsibilities in connection with this Contract, has at the time this Contract is entered into, or
shall have during the term of this Contract, any personal financial interest, direct or indirect, in
this Contract.
C. Nepotism. Notwithstanding the aforementioned provision, no relative of any
officer, board of director, manager, or supervisor employed by the Provider shall be employed
by the Provider unless the employment preceded the execution of this Contract by one (1) year.
No family member of any employee may be employed by the Provider if the family member is to
be employed in a direct supervisory or administrative relationship either supervisory or
subordinate to the employee. The assignment of family members in the same organizational
unit shall be discouraged. A conflict of interest in employment arises whenever an individual
would otherwise have the responsibility to make, or participate actively in making decisions or
recommendations relating to the employment status of another individual if the two individuals
(herein sometimes called "related individuals") have one of the following relationships:
1. By blood or adoption: Parent, child, sibling, first cousin, uncle, aunt, nephew, or
niece;
2. By marriage: Current or former spouse, brother- or sister-in-law, father- or
mother-in-law, son- or daughter-in-law, step-parent, or step -child; or
3. Other relationship: A current or former relationship, occurring outside the work
setting that would make it difficult for the individual with the responsibility to make a
decision or recommendation to be objective, or that would create the appearance
that such individual could not be objective. Examples include, but are not limited to,
personal relationships and significant business relationships.
For purposes of this section, decisions or recommendations related to employment
status include decisions related to hiring, salary, working conditions, working
responsibilities, evaluation, promotion, and termination.
Page 7 of 27
The City of Miami
Hotel/Motel Placement Program PC-1213-HTMT-1
Feeding Coordination Program PC-1213-FC and HMIS Staffing PC-1213-HMIS-1
An individual, however, is not deemed to make or actively participate in making
decisions or recommendations if that individual's participation is limited to routine
approvals and the individual plays no role involving the exercise of any discretion in
the decision -making processes. If any question arises whether an individual's
participation is greater than is permitted by this paragraph, the matter shall be
immediately referred to the Miami -Dade County Commission on Ethics and Public
Trust.
This section applies to both full-time and part-time employees and voting members
of the Provider's Board of Directors.
D. No person, including but not limited to any officer, board of directors, manager, or
supervisor employed by the Provider, who is in the position of authority, and who exercises any
function or responsibilities in connection with this Contract, has at the time this Contract is
entered into, or shall have during the term of this Contract, received any of the services, or
direct or instruct any employee under their supervision to provide such services as described in
the Contract. Notwithstanding the before mentioned provision, any officer, board of directors,
manager or supervisor employed by the Provider, who is eligible to receive any of the services
described herein may utilize such services if he or she can demonstrate that he or she does not
have direct supervisory responsibility over the Provider's employee(s) or service program. Staff
members, or their immediate family members (spouse, children, siblings, mother or
father) of Homeless Trust funded programs, who are eligible for and wish to receive
services from a Homeless Trust funded program must receive the approval of the
Executive Director of their employer (Le. the Provider) prior to applying for and receiving
those services. This approval must be in writing and accompany any referral for such
services. Any Provider knowingly accepting a referral of an employee of a Homeless
Trust funded program, and providing services without the written approval of the
Executive Director of the Provider, will be subject to the recoupmentldisallowance by
the County of any funds paid for services to this individual and/or their immediate family
member.- When the services are to be provided at the same agency the employee
works for, this information must be disclosed in writing to the director of the Homeless
Trust, which shall be reviewed for eligibility determination and a sign off must come from
the County. This provision does not apply to staff members seeking emergency shelter,
medical or legal services. Providers must complete a Client Services Authorization
Form (Attachment P) for staff members seeking services.
ARTICLE 10. CIVIL RIGHTS
The 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 on the basis of race, creed, religion, color, sex, familial status, marital status,
sexual orientation, pregnancy, age, ancestry, national origin or handicap; 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. §6101, as amended, which
prohibits discrimination in employment because of age; the Rehabilitation Act of 1973, 29
U.S.C. §794, as amended, which prohibits discrimination on the basis of disability; the
Americans with Disabilities Act, 42 U.S.C. §12101 et seq., which prohibits discrimination in
Page 8 of 27
(
The City of Miami
Hotel/Motel Placement Program PC-1213-HTMT-1
Feeding Coordination Program PC-1213-FC and HMIS Staffing PC-1213-HMIS-1
employment and public accommodations because of disability; the Federal Transit Act, 49
U.S.C. §1612, as amended; and the Fair Housing Act, 42 U.S.C. §3601 et seq. It is expressly
understood that the Provider must submit an affidavit attesting that it is not in violation of the
Acts. If the Provider or any owner, subsidiary, or other firm affiliated with or related to the
Provider is found by the responsible enforcement agency, the Courts or the. County to be in
violation of these acts, the County will conduct no further business with the Provider.
Any contract entered into based upon a false affidavit shall be voidable by the County. If the
Provider violates any of the Acts during the term of any contract the Provider has with the
County, such contract shall be voidable by the County, even if the Provider was not in violation
at the time it submitted its affidavit.
The Provider agrees that it is in compliance with the Domestic Violence Leave, codified as §
11A-60 et seq. of the Miami -Dade County Code, which requires an employer, who in the regular
course of business has fifty (50) or more employees working in Miami -Dade County for each
working day during each of twenty (20) or more calendar work weeks to provide domestic
violence leave to its employees.
Failure to comply with this local law may be grounds for voiding or terminating this Contract or
for commencement of debarment proceedings against Provider.
ARTICLE 11. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT:
Any person or entity that performs or assists Miami -Dade County with a function or activity
involving the use or disclosure of "individually identifiable health information (IIHI)" and/or "Protected
Health Information (PHI)" shall comply with the Health insurance Portability and Accountability Act
(HIPAA) of 1996 and the Miami -Dade County Privacy Standards Administrative Order. HIPAA
mandates for privacy, security and electronic transfer standards, include but are not limited to:
1. Use of information only for performing services required by the contract or as required by
law;
2. Use of appropriate safeguards to prevent non -permitted disclosures;
3. Reporting to Miami -Dade County of any non -permitted use or disclosure;
4. Assurances that any agents and subcontractors agree to the same restrictions and
conditions that apply to the Provider and reasonable assurances that IIHI/PHI will be held
confidential;
5. Making Protected Health Information (PHI) available to the customer;
6. Making PHI available to the client for review;
7. Making PHI available to Miami -Dade County for an accounting of disclosures; and
8. Making internal practices, books, and records related to PHI available to Miami -Dade
County for compliance audits.
PHI shall maintain its protected status, regardless of the form and method of transmission
(paper records and/or electronic transfer of data). The Provider must give its clients written notice of
its privacy information practices, including specifically, a description of the types of uses and
disclosures that would be made with protected health information. Provider must post, and distribute
upon request to service recipients, a copy of the County's Notice of Privacy Practices.
Page 9 of 27
The City of Miami
Hotel/Motel Placement Program PC-1213-HTMT-1
Feeding Coordination Program PC-1213-FC and HMIS Staffing PC-1213-HMIS-1
ARTICLE 12. NOTICE REQUIREMENTS
Notice under this Contract shall be sufficient if made in writing, delivered personally or sent
via U.S. mail, electronic mail, facsimile, or certified mail with return receipt requested and postage
prepaid, to the parties at the following addresses (or to such other party and at such other address
as a party may specify by notice to others) and as further specified within this Contract. If notice is
sent via electronic mail or facsimile, confirmation of the correspondence being sent will be
maintained in the sender's files.
If to the COUNTY:
If to the PROVIDER:
Miami -Dade County
Homeless Trust 111 N.W. 1st Street, 27th Floor
Miami, Florida 33128
Attention: Hilda M. Fernandez, Executive Director
Electronic mail: HildaFernandez@miamidade.gov
Mr. Johnny Martinez.
City Manager
The City of Miami
444 SW 211d Avenue
Miami, Florida 33130
Electronic mail: johnnymartinez@miamigov.com
Either party may at any time designate a different address and/or contact person by giving
written notice as provided above to the other party. Such notices shall be deemed given upon
receipt by the addressee.
ARTICLE 13. AUTONOMY
Both parties agree that this Contract recognizes the autonomy of the contracting parties
and implies no affiliation between the contracting parties. It is expressly understood and
intended that the Provider is only a recipient of funding support and is not an agent or
instrumentality of the County. Furthermore, the Provider's agents and employees are not
agents or employees of the County.
ARTICLE 14. SURVIVAL
The parties acknowledge that any of the obligations in this Contract, including but not
limited to Provider's obligation to indemnify the County, will survive the term, termination, and
cancellation hereof. Accordingly, the respective obligations of the Provider under this Contract,
which by nature would continue beyond the termination, cancellation or expiration thereof, shall
survive termination, cancellation or expiration hereof.
ARTICLE 15. BREACH OF CONTRACT: COUNTY REMEDIES
A. Breach. A breach by the Provider shall have occurred under this Contract if: (1)
the Provider fails to provide the services outlined in the Scope of Services (Attachment A)
within the effective term of this Contract; (2) the Provider ineffectively or improperly uses the
County funds allocated under this Contract; (3) the Provider does not furnish the Certificates of
Page 10 of 27
The City of Miami
Hotel/Motel Placement Program PC-1213-HTMT-1
Feeding Coordination Program PC-1213-FC and HMIS Staffing PC-1213-HMIS-1
Insurance required by this Contract or as determined by the County's Risk Management
Division; (4) if applicable, the Provider does not furnish upon request by the County proof of
iicensure/certification or proof of background screening required by this Contract; (5) the
Provider falls to submit, or submits incorrect or incomplete, proof of expenditures to support
disbursement requests or advance funding disbursements or fails to submit or submits
incomplete or incorrect detailed reports of expenditures or final expenditure reports; (6) the
Provider does not submit or submits incomplete or incorrect required reports; (7) the Provider
refuses to allow the County access to records or refuses to allow the County to monitor,
evaluate and review the Provider's program; (8) the Provider discriminates under any of the
laws outlined in Article 10 of this Contract; (9) the Provider, attempts to meet its obligations
under this Contract through fraud, misrepresentation, or material misstatement; (10) the
Provider fails to correct deficiencies found during a monitoring, evaluation, or review within the
specified time as described and defined in its Performance .Improvement Plan (PIP); (11) the
Provider fails to issue prompt payments to small business subcontractors or follow dispute
resolution procedures regarding a disputed payment; (12) the Provider fails to submit the
Certificate of Corporate Status, Board of Directors requirement, or proof of tax status; or (13)
the Provider fails to fulfill in a timely and proper manner any and all of its obligations, covenants,
agreements, and stipulations in this Contract; (14) the Provider fails to meet any of the terms
and conditions of the Miami -Dade County Affidavits (Attachment C) and the State Affidavits
(Attachment D) 0 Applicable JI Not Applicable or (15) the Provider fails to fulfill in a
timely and proper manner any or all of its obligations, covenants,agreements and stipulations in
this Contract. 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.
In the event that the County determines certain Contract goals (as defined in the Scope of
Services) are not being met then the County, in its sole discretion may place the Provider on a
Performance Improvement Plan (PIP). The following is a delineation of some instances where a
PIP may be required:
a. HMIS- Based on Provider's past performance on prior contracts in the area of
Homeless Management Information System compliance it is subject to a PIP
during this contract term. The Provider is required to submit a Monthly
Progress Report and an HMIS-generated Monthly Progress Report for each
month of the contract. Compliance will be determined when it is deemed that
the two (2) reports are in substantial conformity with each other for a period of
two consecutive months. (Substantial conformity as meaning a minimum of
95% accuracy on all elements). At the time of compliance, the Provider shall
only be required to submit the HMIS-generated Monthly Progress Report.
❑ Applicable 0 Not Applicable
b. Utilization — Based on Provider's past performance on prior contracts in the
area of utilization compliance, this contract is subject to a PIP. During this
contract term, the Provider must submit all invoices in a timely manner. The
Provider shall invoice at a rate of 95% of targeted expenditures for the
invoicing period. If the Provider fails to comply, all rights to payments will be
forfeited if the County so chooses. Failure to submit accurate invoices for
appropriately documented and eligible expenditures at a rate of 95% of
targeted expenditures by the end of the third quarter of this contract term may
result in the termination of this contract by the County.
❑ Applicable I] Not Applicable
Page 11 of 27
The City of Miami
Hotel/Motel Placement Program PC-1213-HTMT- 1
Feeding Coordination Program PC-1213-FC and HMIS Staffing PC-1213-HMIS-1
c. Program Performance — Based on Provider's past performance on prior
contracts in the area of program goals and outcome objectives, this Contract
is subject to a PIP. During this Contract term, the Provider must achieve
those goals specified in the Contract. Performance against these annual goals
shall be evaluated on a quarterly basis, and if by the end of the third quarter of
the contract period substantial compliance (meeting the targeted goals) is not
achieved, it may result in the termination of this contract with the County.
❑ Applicable ® Not Applicable
The above is subject to the review and approval of the County
B. County Remedies. If the Provider breaches this Contract, the County may
pursue any or all of the following remedies:
1. The County may terminate this Contract by giving written notice to the
Provider of such termination and specifying the effective date thereof. In the event of
termination, the County may: (a) request the return of finished or unfinished documents, data
studies, surveys, drawings, maps, models, photographs, reports prepared and secured by the
Provider with County funds under this Contract; (b) seek reimbursement of County funds
allocated to the Provider under this Contract; (c) terminate or cancel any other contracts entered
into between the County and the Provider. The Provider shall be responsible for all direct and
indirect costs associated with such termination, including attorney's fees;
2. The County may suspend payment in whole or in part under this Contract
by providing written notice to the Provider of such suspension and specifying the effective date
thereof. If payments are suspended, the County shall specify in writing the actions that must be
taken by the Provider as condition precedent to resumption of payments and shall specify a
reasonable date for compliance. The County may also suspend any payments in whole or in
part under any other contracts entered into between the County and the Provider. The Provider
shall be responsible for all direct and indirect costs associated with such suspension, including
attorney's fees;
3. The County may seek enforcement of this Contract including but not
limited to filing an action in a court of appropriate jurisdiction. The Provider shall be responsible
for all direct and indirect costs associated with such enforcement, including attorney's fees;
4. The County may debar the Provider from future County contracting;
5. If, for any reason, the Provider should attempt to meet its obligations
under this Contract through fraud, misrepresentation or material misstatement, the County shall,
whenever practicable terminate this Contract by giving written notice to the Provider of such
termination and specifying the effective date. The County may terminate or cancel any other
contracts which such individual or entity has with the County. Such individual or entity shall be
responsible for all direct and indirect costs associated with such termination or cancellation,
including attorney's fees. Any individual or entity who attempts to meet its contractual
obligations with the County through fraud, misrepresentation, or material misstatement may be
debarred from county contracting for up to five (5) years;
Page 12 of 27
The City of Miami
Hotel/Motel Placement Program PC-1213-HTMT-1
Feeding Coordination Program PC-1213-FC and HMIS Staffing PC-1213-HMIS-1
6. Any other remedy available at law or equity.
C. Authorization to Terminate Contract. The Mayor or the Mayor's designee is
authorized to terminate this Contract on behalf of the County.
D. Failures or waivers to insist on strict performance of any covenant, condition, or
provision of this Contract by the County shall not be deemed a waiver of any rights or remedies,
nor shall it relieve the Provider from performing any subsequent obligations strictly in
accordance with the term of this Contract. No waiver shall be effective unless in writing and
signed by the parties. Such waiver shall be limited to provisions of this Contract specifically
referred to therein and shall not be deemed a waiver of any other provision. No waiver shall
constitute a continuing waiver unless the writing states otherwise.
E. Damages Sustained. Notwithstanding the above, the Provider shall not be
relieved of liability to the County for damages sustained by the County by virtue of any breach of
the Contract, and the County may withhold any payments to the Provider until such time as the
exact amount of damages due the County is`determined. The County may also pursue any
remedies available at law or equity to compensate for any damages sustained by the breach.
The Provider shall be responsible for all direct and indirect costs associated with such action,
including attorney's fees.
ARTICLE 16. TERMINATION FOR CONVENIENCE
The County may terminate this Contract, in whole or part, when both parties agree that
the continuation of the activities would not produce beneficial results commensurate with further
expenditure of the funds. Both parties shall agree upon the termination conditions, including the
effective date and in the case of partial termination, the portion to be terminated. However, if the
County determines in the case of partial termination that the reduced or modified portion of the
grant will not accomplish the purposes for which the grant was made it may terminate the grant
in its entirety.
The County may also, in its sole discretion, terminate the contract.
The Provider understands and acknowledges that if the County determines in its sole
discretion that termination of the Contract is necessary for the healthy, safety, or welfare of the
County then it may due so upon twenty-four (24) hours notice to the Provider.
Page 13 of 27
The City of Miami
Hotel/Motel Placement Program PC-1213-HTMT-1
Feeding Coordination Program PC-1213-FC and HMIS Staffing PC-1213-HMIS-1
ARTICLE 17. PAYMENT PROCEDURES
The County agrees to pay the Provider for services rendered under this Contract based
on the payment schedule, timely provision by the Provider of required reports and of supporting
documentation of expenses and activities as described in this Contract, and the line item budget
(Attachment B). Payment shall be made in accordance with procedures outlined below and if
applicable, the Sherman S. Winn Prompt Payment Ordinance (Ordinance 94-40).
1. How payment will be made. Payment requests shall be made to the County on
a monthly basis and shall be signed by the Executive Director and the Financial
Officer of the Provider, unless otherwise approved in writing, on the form
incorporated herein as Attachment F "Monthly Payment Request". The payment
request for the previous month is due by the 15th of the month following the month
for which payment is invoiced.
2. Payment will be processed as follows: a) The Hotei/Motel Placement funds will
be paid on a reimbursement basis for the provision of placement services. B) The
HMIS Staffing Program funds will be paid in twelve (12) equal monthly installments
of $2,055.50. c) The Feeding Coordination Program will be paid in twelve equal
monthly installments of $1,250.00.
3. Any reimbursement may be withheld pending the receipt and approval by the
County of all reports and documents required herein.
4. The parties agree that payment will be based upon the provision of services
outlined in Attachment A, the "Scope of Services", for each program.
5. As applicable, during the period of N/A through N/A , the Provider will submit
a record of those individuals served utilizing Social Security Administration
repayments as specified in the Scope of Services. The Provider will utilize these
funds to serve those clients as specified and authorized in the Scope of Services
6. N/A Providers with cumulative utilization rates greater than ninety percent (90%)
during the first nine (9) months of this Contract may exceed this maximum number
of billable bed days during the last quarter of the Contract term, up to the total
Contract award amount, with the prior approval of the Executive Director of the
Homeless Trust.
7. NIA Providers with cumulative utilization rates lower than ninety percent (90%)
may be subject to a reduction in funding.
8. Within thirty (30) days of the termination or expiration of this Contract, a final report
of expenditures shall be submitted to the County. If after the receipt of such final
report, the County determined that the Provider has been paid funds not in
compliance with the Contract, and to which it is not entitled, the Provider will be
required to return such funds to the County or submit documentation
demonstrating that the expenditure was in compliance with this Contract. The
County shall have the sole and absolute discretion to determine if the Provider is
entitled to such funds and the County's decision in this matter shall be final and
binding.
Page 14 of 27
The City of Miami
Hotel/Motel Placement Program PC-1213-HTMT-1
Feeding Coordination Program PC-1213-FC and HMIS Staffing PC-1213-HMIS-1
B. Monies Owed to the County: The County reserves the right, in its sole
discretion, to reduce payments to the Provider in order to recapture any monies owed to the
County. In accordance with County Administrative Order No. 3-29, the Provider that is in
arrears to the County is prohibited from obtaining new County contracts or extensions of
contracts until such time as the arrearage has been paid in full or the County has agreed in
writing to an approved payment plan.
The County reserves the right, at its sole discretion to convert this Contract to a cost -based
Contract in which the Provider shall be paid through reimbursement payment based on the
budget approved under this Contract and when documentation of completed and satisfactory
service delivery is provided. Thus, it is imperative that the Provider maintain appropriate
supporting documentation for all expenditures from the beginning of the Contract term (i.e.,
receipts, bank statements, cancelled checks, employee timesheet, etc.).
Once the County, in its sole discretion has made the determination to convert to a cost -based
method, the Provider shall submit to the Contract Manager, the Monthly Reimbursement form
provided by the County on a monthly basis. Monthly reimbursement requests (both retroactive
and current) and accompanying supporting documentation must be received by the County no
later than the 25th of the month following the month for which reimbursement is requested.
C. No Payment of Subcontractors. In no event shall County funds be advanced
or paid by the County directly to any subcontractor hereunder. Payment to approved
subcontractors shall be made by the Provider following requirements and limitations as detailed
in Article 21 of this Contract.
D. Processing the Request for Payment. After the County staff reviews the
payment request, the County will submit a payment request to the County's Finance
Department. The County's Finance Department will issue payment via Automated Clearing
House (ACH) or mail the check directly to the Provider at the address listed in Article 12 of this
Contract, unless otherwise directed by the Provider in writing. The parties agree that the
processing of a payment request from date of submission by the Provider shall take a maximum
of thirty (30) days from receipt of a complete and accurate payment request, pursuant to the
County's Sherman S. Winn Prompt Payment Ordinance (Ordinance 94-40), Section 2-8.1.4 of
the Code of Miami -Dade County, Administrative Order No. 3-19, and the Florida Prompt
Payment Act, if supporting documentation/invoices are properly documented as determined by
the County in its sole discretion. It is the responsibility of the Provider to maintain sufficient
financial resources to meet the expenses incurred during the period between the provision of
services and payment by the County.
Page 15 of 27
The City of Miami
Hotel/Motel Placement Program PC-121 3 -HTMT- 1
Feeding Coordination Program PC-1213-FC and HMIS Staffing PC-1213-HMIS-1
E. Reporting Requirements. Failure to submit to the County the reports listed
below in a manner deemed correct and acceptable by the County by the 15th day after the end
of the month in which the service was delivered, or failure to submit to the County supporting
documentation of Contract expenditures or activities within fourteen (14) days of any County
request, shall be considered a breach of this Contract and may result in withholding payment,
non-payment, or termination of this Contract.
Applicable as indicated
1. Monthly Payment Requests/Invoice For Services (Attachment E) 1 I
2. Monthly Performance Reports (Attachment G) ❑x
3. Outcome Performance Measurements Monthly Report (Attachment H) ❑
4. Client Contribution Report (Attachment 1) ❑
5. Client Attendance Roster (Attachment J) o
6. Quarterly Vacancy / Permanent Housing Placement Report(Attachment K) ❑
Performance Reports. The Provider agrees to participate in the Homeless
Management Information System (HMIS) selected and established by the County.
Participation will include, but is not limited to, input of client data upon intake, daily
updates of bed availability information, as well as updates of client files upon client
contact, and maintaining current data for statistical purposes. The Provider
understands that they are responsible for any ongoing cost to access the HMIS
system. The Provider shall furnish the County with Monthly, Quarterly, and Annual
Performance Reports in accordance with the activities and goals detailed in the
Scope of Services. The reports shall explain the Provider's progress for the quarter.
The data should be quantified when appropriate. The final progress report shall be
due no later than thirty (30) days after the expiration or termination of this Contract.
Continuation of this Contract and funding is contingent upon meeting established
performance goals. Progress reports, produced through the Homeless Management
Information System (HMIS) invoices for services and client attendance rosters
signed by the Executive Director of the agency shall by submitted by the Provider, as
required.
F. Final Report/Recapture of Funds. Upon the expiration or termination of this
Contract, the Provider shall submit the final Annual Performance Report and Annual Actual
Expenditure Report (Attachment L) to the County no later than thirty (30) days after the
expiration or termination of this Contract. If after receipt of such final reports, the County
determines that the Provider has been paid funds not in accordance with the Contract, and to
which it is not entitled, the Provider shall return such funds to the County, or the County may
reduce, by the amount of such funds, from any subsequent payment to which the Provider is
entitled, or the Provider may submit appropriate documentation within seven (7) days of notice
from the County. The County shall have the sole discretion in determining if the Provider is
entitled to such funds and the County's decision on this matter shall be final and binding.
Additionally, any unexpended or unallocated funds shall be recaptured by the County.
Additionally, the Provider agrees to assign any proceeds to the County from any contract,.
including this Contract, between the County, its agencies or instrumentalities and the Provider
or any firm, corporation, partnership or joint venture in which the Provider has a controlling
financial interest in order to secure repayment of any reimbursements for services provided
under this or any other contract for which the County discovers was not reimbursable through its
inspection, review and/or audit pursuant to this Contract.
Page 16 of 27
The City of Miami
Hotel/Motel Placement Program PC-1213-HTMT-1
Feeding Coordination Program PC-1213-FC and HMIS Staffing PC-1213-HMIS-1
ARTICLE 18. PROHIBITED USE OF FUNDS
A. Adverse Actions or Proceeding. The Provider shall not utilize County funds to
retain legal counsel for any action or proceeding against the County or any of its agents,
instrumentalities, employees, or officials. The Provider shall not utilize County funds to provide
legal representation, advice, or counsel to any client in any action or proceeding against the
County or any of its agents, instrumentalities, employees, or officials.
B. Religious Purposes. County funds shall not be used for religious purposes.
C. Commingling Funds. The Provider shall not commingle funds provided under
this Contract with funds received from any other funding sources. The Provider shall establish a
separate account exclusively for receipt of the funds received pursuant to this Contract.
D. Double Payments. Provider costs claimed under this Contract may not also
be claimed under another contract or grant from the County or any other agency. Any claim for
double payment by Provider shall be considered a material breach of this Contract.
ARTICLE 19. REQUIRED DOCUMENTS, RECORDS, REPORTS, AUDITS, MONITORING
AND REVIEW
A. Certificate of Corporate Status. The Provider must submit to the Contract
Manager, within thirty (30) days from the date of execution of this Contract, a certificate of
corporate status in the name of the Provider, which certifies the following: that the Provider is
organized under the laws of the State of Florida; that all fees and penalties have been paid; that
the Providers most recent annual report has been filed; that its status is active; and that the
Provider has not filed Articles of Dissolution.
B. Board of Director Requirements. The Provider shall ensure that the
Provider's Board of Directors is apprised of the programmatic, fiscal, and administrative
obligations under this Contractfunded. through County Funds by passage of a formal resolution
authorizing execution of this Contract with the County. A copy of this corporate resolution must
be submitted to the County prior to contract execution. A current list of the Provider's Board of
Directors and officers must be included with the submission. The Provider acknowledges and
understands that all contract documents shall be signed by either the Provider's President or
Vice President. The Provider's resolution shall at a minimum: list the name(s) of the Board's
President, Vice President and, only in the event that the President or Vice President is not
available to execute the contract documents, any other persons authorized to execute this
Contract on behalf of the Provider; affirmatively state that a quorum was present at the time of
adoption of the resolution; and reference the service categories and dollar amounts in the
award, as may be amended.
C. Proof of Tax Status. The Provider is required to submit to the County the
following documentation: (a) W-9 Form (Attachment M); (b) The I.R.S. tax exempt status
determination letter; (c) the most recent I.R.S. form 990; (d) the annual submission of I.R.S.
form 990 within (6) months after the Provider's fiscal year end; (e) IRS form 941 - Quarterly
Federal Tax Return Reports within thirty-five (35) days after the quarter ends and if the form 941
reflects a tax liability, proof of payment must be submitted within forty-five (45):days after the
quarter ends.
Page 17of27
The City of Miami
Hotel/Motel Placement Program P C- 12 1 3-HTMT-1
Feeding Coordination Program PC-1213-FC and HMIS Staffing PC-1213-HMIS-1
D. Conflicts of Interest. Section 2-11.1(d) of Miami -Dade County Code as
amended, requires any County employee or any member of the employee's immediate family
who has a controlling financial interest, direct or indirect, with Miami -Dade County or any person
or agency acting for Miami -Dade County competing or applying for any such contract as it
pertains to this solicitation, to first request a conflict of interest opinion from the County's Ethic
Commission prior to their or their immediate family member's entering into any contract or
transacting any business through a firm, corporation, partnership or business entity in which the
employee or any member of the employee's immediate family has a controlling financial
interest, direct or indirect, with Miami -Dade County or any person or agency acting for Miami -
Dade County. Further, any such contract, agreement or business engagement entered in
violation of this subsection, as amended, shall render this Contract voidable.
E. Accounting Records. The Provider shall keep accounting records which
conform to generally accepted accounting principles. All such records will be retained by the
Provider for no less than three (3) years beyond the term of this Contract, and shall be made
available for review upon request from County authorized personnel.
F. Financial Audit. if the Provider has or is required to have an annual certified
public accountant's opinion and related financial statements, the Provider agrees to provide
these documents to the County no later than one hundred eighty (180) days following the end of
the Provider's fiscal year, for each year during which this Contract remains in force or until all
funds received pursuant to this Contract have been so audited, whichever is later.
G. Access to Records: Audit. The County reserves the right to require the
Provider to submit to an audit by an auditor of the County's choosing or approval. The Provider
shall provide access to all of its records which relate to this Contract at its place of business
during regular business hours. The Provider agrees to provide such assistance as may be
necessary to facilitate their review or audit by the County to ensure compliance with applicable
accounting and financial standards.
H. Quarterly Reviews of Expenditures and Records. The County Commission
Auditor may perform quarterly reviews of Provider's expenditures and records. Subsequent
payments to the Provider shall be subject to a satisfactory review of Provider's records and
expenditures by the County Commission Auditor, including but not limited to, review of
supporting documentation for expenditures and the existence of sufficient documentation to
support eligible expenditures. The Provider agrees to reimburse the County for ineligible
expenditures as determined by the County Commission Auditor.
Quality Assurance / Recordkeeping. The Provider shall maintain, and shall
require that the Provider's subcontractors and suppliers maintain, complete and accurate
program and fiscal records to substantiate compliance with the requirements set forth in the
Attachment A, Scope of Services, of this Contract. The Provider and its subcontractors and
suppliers, shall retain such records, and all other documents relevant to the Services furnished
under this Contract for a period of ® three (3) years or ❑ years (for State contracts)
from the expiration date of this Contract.
The Provider agrees to participate in evaluation studies, quality management.
activities, Corrective Action Plan activities, and analyses carried out by or on behalf of -the
County to evaluate the effectiveness of client service(s) or the appropriateness and quality of
Page 18 of 27
The City of Miami
Hotel/Motel Placement Program PC-1213-HTMT-1
Feeding Coordination Program PC-1213-FC and HMIS Staffing PC-1213-HMIS-1
care/service delivery. Accordingly, the Provider shall allow authorized County staff involved in
such efforts to examine and review the Provider's premises and records.
J. Confidentiality Requirements. The Provider shall establish and implement
policies and procedures which ensure compliance with the following security standards and any
and all applicable State and Federal statutes and regulations for the protection of confidential
client records and electronic exchange of confidential information. The policies and procedures
must ensure that:
(1)
There is a controlled and secure area for storing and maintaining active
confidential information and files, including but not limited to medical
records;
(2) Confidential records are not removed from the Provider's premises,
unless otherwise authorized by law or upon written consent from the
County;
(3)
Access to confidential information is restricted to authorized personnel of
the Provider, the County, the United States Department of Health and
Human Services, the United States Comptroller General, and/or the
United States Office of the Inspector General;
(4) Records are not left unattended in areas accessible to unauthorized
individuals;
(5) Access to electronic data is controlled;
(6) Written authorization, signed by the client, is obtained for release of
copies of client records and/or information. Original documents must
remain on file at the originating Provider site;
(7) An orientation is provided to new staff persons, employees, and
volunteers. All employees and volunteers must sign a confidentiality
pledge, acknowledging their awareness and understanding of
confidentiality laws, regulations, and policies;
(8)
Procedures are developed and implemented that address client chart and
medical record identification, filing methods, storage, retrieval,
organization and maintenance, access and security, confidentiality,
retention, release of information, copying, and faxing.
K. Monitoring: Management Evaluation and Performance Review. The
Provider agrees to permit County authorized personnel to monitor, review and evaluate the
program/work which is the subject of this Contract. The County shall monitor fiscalr
administrative, and programmatic compliance with all the terms and conditions of the Contract.
The Provider shall permit the County to conduct site visits, client assessment surveys, and other
techniques deemed reasonably necessary to fulfill the monitoring function. A report of the
County's findings will be delivered to the Provider and the Provider will rectify all deficiencies
cited within the period of time specified in the report. If such deficiencies are not corrected
Page 19 of 27
The City of Miami
Hotel/Motel Placement Program PC-1213-HTMT-1
Feeding Coordination Program PC-1213-FC and HMIS Staffing PC-1213-HMIS-1
within the specified time the County may suspend payments or terminate this Contract. The
County may conduct one or more formal management evaluation and performance reviews of
the Provider. Continuation of this Contract and funding are dependent upon the County being
satisfied with the results of the evaluations.
L. Client Records. The Provider shall maintain a separate. individual client chart
for each client/family served, where appropriate. This client chart shall include all pertinent
information regarding case activity. At a minimum, the client chart shall contain referral and
intake information, treatment plans, and case notes documenting the dates services were
provided and the type of service provided. These client charts shall be subject to the audit and
inspection requirements under Article 19, Sections F, G and H of this Contract.
M. Disaster Plan/Continuity of Operations Plan (COOP). The Provider shall
develop and maintain an Agency Disaster Plan/COOP. At a minimum, the Plan will describe
how the Provider establishes and maintains an effective response to emergencies and
disasters, and must comply with any Florida Statutes related to Emergency Management that
are applicable to the Provider. The Disaster Plan/COOP must be submitted to the County no
later than April 1st of the contract term and is also subject to review and approval of the County
in its sole discretion. The Provider will review the Plan annually, revise it as needed, and
maintain a written copy on file at the Provider's site.
ARTICLE 20. Office of Miami -Dade County Inspector General and the Commission
Auditor
The Provider understands that it may be subject to an audit, random or otherwise, by the
Office of Miami -Dade County Inspector General or an Independent Private Sector Inspector
General retained by the Office of the Inspector General, or the County Commission Auditor.
Independent Private Sector Inspector General Reviews. The attention of the
Provider is hereby directed to the requirements of Miami -Dade County Code Section 2-1076; in
that the Office of the Miami -Dade County Inspector General (IG) shall have the authority and
power to review past, present and- proposed. County programs, accounts, records, contracts and
transactions. The IG shall have the power to subpoena witnesses, administer oaths and require
the production of records. Upon ten (10) days written notice to the Provider from IG, the Provider
shall make all requested records and documents available to the IG for inspection and copying.
The IG shall have the power to report and/or recommend to the Board of County
Commissioners whether a particular project, program, contract or transaction is or was
necessary and, if deemed necessary, whether the method used for implementing the project or
program is or was efficient both financially and operationally. Monitoring of an existing project or
program may include reporting whether the project is on time, within budget and in conformity
with plans, specifications, and applicable law. The IG shall have the power to analyze the need
for, and reasonableness of, proposed change orders.
The IG may, on a random basis, perform audits on all County contracts throughout the
duration of said contract (hereinafter "random audits"). This random audit is separate and
distinct from any other audit by the County. To pay for the functions of the Office of the
Inspector General, any and all payments to be made to the Provider under this contract will be
assessed one quarter (1/4) of one percent of the total amount of the payment, to be deducted
from each progress payment as the same becomes due unless this Contract is federally or state
Page 20 of 27
The City of Miami
Hotel/Motel Placement Program PC-1213-HTMT-1
Feeding Coordination Program PC-1213-FC and HMIS Staffing PC-1213-HMIS--1
funded where federal or state law or regulations preclude such a charge. The Provider shall in
stating its agreed prices be mindful of this assessment, which will not be separately identified,
calculated or adjusted in the proposed budget form.
The IG shall have the power to retain and coordinate the services of an independent
private sector inspector general (IPSIG) who may be engaged to perform said random audits,
as well as audit, investigate, monitor, oversee, inspect, and review the operations, activities and
performance and procurement process including, but not limited to, project design,
establishment of bid specifications, bid submittals, activities of the contractor, its officers, agents
and employees, lobbyists, County staff and elected officials in order to ensure compliance with
contract specifications and detect corruption and fraud.
ARTICLE 21.. SUBCONTRACTORS and ASSIGNMENTS
A. Subcontracts. The parties agree that no assignment or subcontract will be
made or let in connection with this Contract without the prior written approval of the County in its
sole discretion, which shall not be unreasonably withheld, and that all subcontractors or
assignees shall be governed by all of the terms and conditions of this Contract.
1) If the Provider will cause any part of this Contract to be performed by a
Subcontractor, the provisions of this Contract will apply to such
Subcontractor and its officers, agents and employees in all respects as if
it and they were employees of the Provider; and the Provider will not be in
any manner thereby discharged from its obligations and liabilities
hereunder, but will be liable hereunder for all acts and negligence of the
Subcontractor, its officers, agents, and employees, as if they were
employees of the Provider. The services performed by the Subcontractor
will be subject to the provisions hereof as if performed directly by the
Provider.
2) The .Provider, . before makingany.. subcontract for any portion of the
services, will state in writing to the County the name of the proposed
Subcontractor, the portion of the Services which the Subcontractor is to
perform, the place of business of such Subcontractor, and such other
information as the County may require. The County will have the right to
require the Provider not to award any subcontract to a person, firm, or
corporation disapproved by the County in its sole discretion.
3) Before entering into any subcontract hereunder, the Provider will inform
the Subcontractor fully and completely of all provisions and requirements
of this Contract relating either directly or indirectly to the Servicesto be
performed. Such Services performed by such Subcontractor will strictly
comply with the requirements of this Contract.
4) In order to qualify as a Subcontractor satisfactory to the County in its sole
discretion, in addition to the other requirements herein provided, the
Subcontractor must be prepared to prove to the satisfaction of the County
that it has the necessary facilities, skill and experience, and ample
financial resources to perform the Services in a satisfactory manner. To
Page 21 of 27
The City of Miami
Hotel/Motel Placement Program PC-1213-HTMT-1
Feeding Coordination Program PC-1213-FC and HMIS Staffing PC-1213-HMIS-1
be considered skilled and experienced, the Subcontractor must show to
the satisfaction of the County in its sole discretion that it has satisfactorily
performed services of the same general type which is required to be
performed under this Contract.
5) The County shall have the right to withdraw its consent to a subcontract if
it appears to the County that the subcontract will delay, prevent, or
otherwise impair the performance of the Contractor's obligations under
this Contract. All Subcontractors are required to protect the confidentiality
of the County's and County's proprietary and confidential information.
Provider shall furnish to the County copies of all subcontracts between
Provider and Subcontractors and suppliers hereunder. Within each such
subcontract, there shall be a clause for the benefit of the County
permitting the County to request completion of performance by the
Subcontractor of its obligations under the subcontract, in the event the
County finds the Contractor in breach of its obligations; and the option to
pay the Subcontractor directly for the performance by such subcontractor.
The foregoing shall neither convey nor imply any obligation or liability on
the part of the County to any subcontractor hereunder as more fully
described herein.
B. Prompt Payments to Subcontractors. The Provider shall issue prompt
payments to subcontractors that are small businesses (annual gross sales of $750,000 or less
with its principal place of business in Miami -Dade County) and shall have a dispute resolution
procedure in place to address disputed payments. Pursuant to .the County's Sherman S. Winn
Prompt Payment Ordinance (Ordinance 94-40), Section 2-8.1.4 of the Code of Miami -Dade
County, Administrative Order No. 3-19, and the Florida Prompt Payment Act, payments must be
made within thirty (30) days of receipt of a proper invoice. Failure to issue prompt payments to
small business subcontractors or adhere to dispute resolution procedures may be grounds for
suspension or termination of this Contract or debarment.
ARTICLE 22. LOCAL, STATE, AND FEDERAL COMPLIANCE REQUIREMENTS
Provider agrees to comply, subject to applicable professional standards, with the
provisions of any and all applicable Federal, State and the County's orders, statutes,
ordinances, rules and regulations that may pertain to the Services required under this Contract,
including but not limited to:
a) Miami -Dade County Florida, Department of Business Development Participation
Provisions, as applicable to this Contract.
b) Miami -Dade County Code, Chapter 11A, including but not limited to Articles II1
and IV. All Providers and subcontractors performing work in connection with this
Contract shall provide equal opportunity for employment and services without
regard to race, creed, religion, color, sex, familial status, marital status, sexual
orientation, pregnancy, age, ancestry, national origin or handicap. The aforesaid
provision shall include, but not be limited to, the following: employment,
upgrading, -demotion or transfer, recruitment advertising; layoff or termination;
rates of pay or other forms of compensation; and selection for training, including
Page 22. of 27
The City of Miami
Hotel/Motel Placement Program PC-1213-HTMT-1
Feeding Coordination Program PC-1213-FC and HMIS Staffing PC-1213-HMIS-1
apprenticeship. The Provider agrees to post in a conspicuous place available for
employees and applicants for employment, such notices as may be required by the
Dade County Equal Opportunity Board or other authority having jurisdiction over the
work setting forth the provisions of the nondiscrimination law.
c) Conflict of Interest and Code of Ethics Ordinance, Section 2-11.1 el seq. of the Code
of Miami -Dade County, as amended.
Miami -Dade County Code Section 10-38, Debarment of contractors from County
work.
e) Miami -Dade County Ordinance 99-5, codified at 11A-60 et seq. Code of Miami -Dade
County pertaining to complying with the County's Domestic Leave Ordinance.
f) Miami -Dade County Ordinance 99-152 codified at Section 21-255 et seq. prohibiting
the presentation, maintenance, or prosecution of false or fraudulent claims against
Miami -Dade County.
g)
Miami -Dade County Resolution 478-12. The Provider will not use products or foods
containing "pink slime," as defined in Resolution 478-12 of the Board of Miami -Dade
County Commissioners, in food that is provided or served pursuant to this
agreement"
Notwithstanding any other provision of this Contract, Provider shall not be required pursuant to this
Contract to take any action or abstain from taking any action if such action or abstention would, in
the good faith determination of the Provider, constitute a violation of any law or regulation to which
Provider is subject, including but not limited to laws and regulations requiring that Provider conduct
its operations in a safe and sound manner.
ARTICLE 23: MISCELLANEOUS
A. Publicity. It is understood and agreed between the parties hereto that this Provider
is funded by Miami -Dade County. Further, by the acceptance of these funds, the Provider agrees
that events funded by this Contract shall recognize and adequately reference the County as a
funding source. The Provider shall ensure that all publicity, public relations, advertisements and
signs recognizes and references the County (by inserting the Miami -Dade County Homeless Trust
Logo on all materials) for the support of all contracted activities. This is to include, but is not limited
to, all posted signs, pamphlets, wall plaques, cornerstones, dedications, notices, flyers, brochures,
news releases, media packages, promotions, and stationery. The use of the official Miami -Dade
County Homeless Trust logo is permissible for the publicity purposes stated herein. Provider shall
submit sample or mock up of such publicity or materials to the County for review and approval. The
Provider shall ensure that all media representatives, when inquiring about the activities funded by
this Contract, are informed that the County is its funding source.
B. Governing Law and Venue. This Contract is made in the State of Florida and shall
be governed according to the laws of the State of Florida. Venue for this Contract shall be Miami -
Dade County, Florida.
C. 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 and attached to the original of this Contract.
Page 23 of 27
The City of Miami
Hotel/Motel Placement Program PC-1213-HTMT-1
Feeding Coordination Program PC-1213-FC and HMIS Staffing PC-1213-HMIS-1
The County and Provider mutually agree that modification of the Scope of Services,
schedule of payments, billing and cash payment procedures, set forth herein and other such
revisions may be made as a written amendment to this Contract executed by both parties.
The Mayor or the Mayor's designee is authorized to make modifications to this Contract
as described herein on behalf of the County.
The Office of the Inspector General shall have the power to analyze the need for, and
the reasonableness of proposed modifications to this Contract.
D. Counterparts. This Contract is executed in three (3) counterparts, and each
counterpart shall constitute an original of this Contract.
E. 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.
F. Review of this Contract. Each party hereto represents and warrants that
they have consulted with their own attorney concerning each of the terms contained in
this Contract. No inference, assumption, or presumption shall be drawn from the fact
that one party or its attorney prepared this Contract. It shall be conclusively presumed
that each party participated in the preparation and drafting of this Contract.
G. The County's Consultant. The Provider understands that in order to facilitate
the implementation of this Contract, the County may from time to time designate in writing a
development consultant to work with the Provider. The County's consultant shall be considered
the County's designee with respect to all portions of this Contract with the exception of those
provisions relating to payment of the Provider for services rendered. The County shall provide
written notification to the Provider of the name, address, and employees of the County's
consultant.
H. Contracts with Municipalities or Counties Outside Miami -Dade County to
Provide Homeless Housing in Miami -Dade County. The Provider desiring to transact
business or enter into a Contract with the County for the provision of homeless housing and/or
services swears, verifies, affirms and agrees that (1) it has not entered into any current contract,
arrangement of any kind, or understanding with any municipality outside of Miami -Dade County
or any County (collectively "locality") to provide housing and services for homeless persons in
Miami -Dade County who are transported to Miami -Dade County by or at the behest of such
locality and (2) during the term of this Contract, it will not enter into any such contract,
arrangement of any kind, or understanding; provided, however, upon the written request of the
Provider prior to entering into such contract, understanding that the County may, in its sole and
absolute discretion, find and determine within sixty (60) days of such request that a proposed
contract should not be prohibited hereby, as the best interests of the homeless programs
undertaken by and on behalf of Miami -Dade County would not be negatively affected by such
contract, arrangement, or undertaking.
Page 24 of 27
The City of Miami
Hotel/Motel Placement Program PC-1213-HTMT-1
Feeding Coordination Program PC-1213-FC and HMIS Staffing PC-1213-HMIS-1
(. Incident Reports. The Provider must report to the Miami -Dade County
Homeless Trust information related to awn ++ critical incidents occurring during the administration
of its programs. The Provider is to utilize the "Incident Report" form attached as Attachment
N. In addition to reporting this incident to the appropriate authorities, the Provider must within
twenty-four (24) hours of any incident, submit in writing a detailed account of the incident. This
incident report should be addressed to the County. This incident report should be addressed to
Miami -Dade County Homeless Trust, 111 NW First Street, 27`h Floor, Suite 310, Miami, Florida
33128; telephone (305) 375-1490 and facsimile (305) 375-2722.
J. Totality of Contract / Severability of Provisions. This Contract and
Attachments, with it recitals on the first page of the Contract and with its attachments as
referenced below contain all the terms and conditions agreed upon by the parties:
K. Property. This section applies to equipment with an acquisition cost of $5,000 or
more per unit and all real property.
a. Any real property under the Provider's control that was acquired/improved
in whole or in part with funds from the Homeless Trust and any equipment
purchased for $5,000 or more shall be disposed of, at the expiration or
termination of this contract, in accordance with instruction from the
Homeless Trust. Real Property is defined as land, including land
improvements, structures, and appurtenances thereto, including movable
machinery and equipment. Equipment means tangible, nonexpendable,
personal property having a useful life of more than one year and an
acquisition cost of $5,000 or more per unit.
b. All equipment with an acquisition cost of $5,000 or more per units and all
real property purchased in whole or in part with funds from this and
previous contracts with the Homeless Trust, or transferred to the Provider t
after being purchased in whole or in part with funds from the Homeless
Trust shall be listed in the property records of the Provider and shall
includea. legaldescription, size,.. date of acquisition, value at time of
purchase, owner's name if different from the Provider, information on the
transfer or disposition of the property, and map indicating whether property
is in parcels, Tots or blocks and showing adjacent streets and roads.
Notwithstanding documentation required for reimbursement purposes, a
copy of the purchase receipt for any asset described above purchased with
Homeless Trust funds must also be included in the Provider's monthly
reimbursement package submitted to the Homeless Trust in the month in
which the item was purchased along with the "Provider Asset Inventory"
(Attachment O).
Page 25 of 27
The City of Miami
Hotel/Motel Placement Program PC-1213-HTMT-1
Feeding Coordination Program PC-1213-FC and HMIS Staffing PC-1213-HMIS-1
c. All equipment with an acquisition cost of $5,000 or more per unit and all
real property shall be inventoried annually by the Provider and an inventory
report shall be submitted to the Homeless Trust. This report shall include
the elements listed in the paragraph listed above.
Attachment A: Scope of Services
Attachment B: Budget
Attachment C: Miami Dade County Affidavits
Attachment D: State Affidavits (NOT APPLICABLE)
Attachment E: Primary Care Invoice for Services (NOT APPLICABLE)
Attachment F: Monthly Payment Requests Reports
Attachment G: Monthly Performance Reports (NOT APPLICABLE)
Attachment H: Outcome Performance Measurements Monthly Report(NOT APPLICABLE)
Attachment I: Client Contribution Report (NOT APPLICABLE)
Attachment J: Client Attendance Roster (NOT APPLICABLE)
Attachment K: Vacancy/Permanent Housing Placement Report (Quarterly)
(NOT. APPLICABLE)
Attachment L: Annual Performance Report & Annual Actual Expenditure Report
Attachment M: W-9 Form
Attachment N: Incident Report
Attachment O: Provider Asset Inventory Report
Attachment P: Client Services Certification Form
No other agreement, oral or otherwise, regarding the subject matter of this Contract
shall be deemed to exist or bind any. of the parties hereto. If any provision of this Contract is
held invalid or void, the remainder of this Contract shall not be affected thereby if such
remainder would then continue to conform to the terms and requirements of applicable law and
ordinance.
SIGNATURES APPEAR ON THE FOLLOWING PAGE
Page 26 of 27
The City of Miami
Hotel/Motel Placement PC-12 13-HTMT- 1
Feeding Coordination PC-1213-FC, PIMIS Staffing PC-1213-HMIS-1
IN WITNESS WHEREOF, the parties have executed this Contract, along with all of its Attachments
effective as of the contract date herein above set forth.
THE CITY OE MI MI
By:
Name: JoItpny Martinez
Title:
Date:
City Manager
l
By: .�-�
Name: l.a old .8 ArArntion
Title: City Clerk
Date:
Approved as to Form and Correctness:
By:
Name: Julie O. Bru
Title: City Attorney)
Date:
Approved lrfsurance `er meets:
By:
Name:' Calvin Ellis
Title: Director Ri k Man-gement
Date:
Attest:
Authorized Person OR Notary
Public
Print Name:
Title:
Corporate Seal OR Notary Seal/Stamp
MIAMI-DADE COUNTY
By:
Name:
Title:
Date:
Attest: HARVEY RUVIN, Clerk
Board of County Com loners
By:
Print Name.
�.::
•
Page 27 of 27
Attachment A
The City of Miami
Scope of Services
Requirements of the Emergency Hotc1/Motel Placement Program:
The Provider agrees to provide emergency hotel/motel placements of homeless families with
children for a period of up to seven (7).days in area hotels/motels.
Families may be provided food vouchers on an as -needed basis of up to $20.00 per diem while
residing in hotels/motels. Families with more than four (4) members may be provided an
additional $5.00 per person per day.
Reimbursements will only be made for properly documented disbursement of food vouchers.
All reimbursements must be submitted to the County by the 15th day of each month following the
month of service.
All reimbursement requests must be approved by the County prior to the disbursement of fiends.
Requirements of the Feeding Coordination Program:
The Provider shall coordinate feeding programs for the homeless in the City of Miami to ensure
feeding is conducted in a clean, convenient and humane environment. The Comrnunity
Liaison/Feeding Coordinator shall develop and maintain a list of all participating organizations
and homeless individuals no later that thirty (30) days prior to the end of each quarter; distribute
correspondence as needed to participating organizations; and ensure the coordination of outreach
activities at the feeding, sites listed below:
• Camillus House, Inc. 1603 NW 7th Avenue, Miami, Florida 33127
• Miami Rescue Mission 2020 NE 151 Avenue Miami, Florida 33127
• Mount Zion Baptist Church 301 NW 9th Street Miami, Florida 33136
Requirements of the HMIS Staffing Program:
The Provider shall provide a dedicated HMIS Outreach staff person: The purpose of this staff
position is to maintain data current in the HMIS and includes, but is not limited to input of client
data upon intake, updates of client files, compilation of reports and entering data for statistical
purposes. Failure to maintain this data current, as evidenced by HMIS generated Monthly
Progress Reports (MPR) submitted to the County each month under the United States Housing
and Urban Development (USHUD) sub -recipient Agreement between the Provider and the
County may resu.lt in the termination of this Agreement.
Attachment B, Budget
City of Miami
6. Categorical Budget - Applicant(s) MUST submit a categorical (line -item) budget and
narrative justification using the object class categories below for each line item for each project
or program for which the applicant is submitting a proposal.
As detailed in the categorical budget below, the Homeless Trust's hotel placement funds will
fund $ 444,060 in temporary hotel placement services and $5,000 in food vouchers for homeless
clients. The Miami Homeless Assistance Program negotiated with partner hotels to receive a
rate of $50.00 per hotel room. At this rate, this funding. will provide 9,900 nights of stay.
The USDA's Food & Nutrition Service provides the food voucher allotments based on
household size. At an average voucher cost of $32.50, the $5,000 in funding will provide 154
vouchers for the year.
Please see Food Voucher Allotment behind Exhibit 4.
CATEGORICAL BUDGET: CITY OF MIAMI HOTEL/MOTEL
PLACEMENT -
BUDGET ITEMS
NARRATIVE
Total
Operating Costs
_
_
Hotel
Placement
Narrative Justification: This line item includes costs for
providing temporary hotel placement services to
homeless clients. At a rate of $50.00 per room, this
funding will provide 9,900 nights of stay.
$444,060
Food Vouchers
Narrative Justification: This line item includes costs for
providing food vouchers to clients. Food voucher
amounts vary by household size. At an average voucher
cost of $32.50, this funding will provide 154 vouchers for
the year.
$5,000
TOTAL COST
$ 449,960
The funds provided by this grant will be leveraged. by over $500,000 of city and federal funds.
For proof of these funds, please see the following behind Exhibit 4:
• Proof of $196,800 in general revenue funding as detailed in the document labeled "City
of Miami, Florida -Schedule of Revenues, Expenditures and Changes in Fund Balance",
which is also page 111 of the 2011 audit,
• Proof•of $351,760 in ESG funding as detailed in the attached resolution.
Attachment B-Pnge 2 013
The City or Miami
Feeding Coordination Program
CITY OF MIAMI IIOMELESS ASSISTANCE PROGRAM
Feeding Coordinntor
BUDGET
Object
Class
Cost
MDHT %
MCH
%
City of
Miami %
Justification
i. Staffing
Personnel-Sa15 ary
1 FT Homeless
Program Feeding
Coordinator @
$14.49/h
$32,445
46 %
31 %
23%
Salaries for the City
of Miami
Homeless Program
Feeding Coordinator
TOTAL
$32,445
$15,000
$10,000
$7,445
1
Attachment B
The City of Miami
HMIS Staffing
CITY OF MIAMI HOMELESS ASSISTANCE PROGRAM
Homeless Management Information System
BUDGET
Object Class
Cost
MDHT %
city of
Miami
%
Justification
1. Supportive
Service Costs
Personnel -Salary
1 FT Homeless
Program Clerk. HMIS
Administrator
@$14.49/h
832,445
76 %
24
Salaries for the City of
Miami Homeless Program
HMIS Adminisfrator
TOTAL
$24,666
$7,779
ATTACHMENT C
M1A XX-DADE COUNTY ROI4 LESS 'MUST
N11AMI ]DADS COUNTY REQUIRED AFFIDAVITS
The contracting individual or ent)ty (goVernrt}ent4l. or otherwise) shall indicate by, an "X" ail, affidavits that pertain
to, this contract grid shall indicate by an 'WA" all affidavits .that db not perlaiti to this contract. 41i blank spacei t be
filled.
The MIAMITDAx7 , COUNT? OWNERSHIP DISCLOWELE AFFIDAVIT; MIANfIDADE CO.IJNTY
EMPLOYM$NT DISCLOSURE AFFIDAVIT; MIAMI-DADE CRIMINAL RECO D AFFIDAVIT; DISABILITY
NQNDISCIEIMINATION AFFIDAVIT; and the PROI.ECT FRESH' START AFFIDAVIT shall not pertain to contracts
with the United States or any cif its depsa•tn'ients or ambles thereof, the State or any political subdivision or agency
thereof or any a urticipallty of this Slate.. The MIAMI-DAOE FAMILY LEAVE AFFIDAVIT shall not ppertain to
contracts with the tJgitnd States or any of its departments oragettcios or the State oiTlorlda or an' political subdivision or
agency thereof; it shall, however, pertain to municipalities of the State, of Florida. Ali' other oontraating entities or
individuals shall readoarofuliy each affrdavit deterrphie whether or net it pertains tb this aotrtract
1, Johnny Martinez ,being first duly sworn state:
Affiiatit
The full legal natne and business arldiess of the person(s) or entity contracting or transacting business with Miami -Dade
County are (Post Offlee addresses are not acceptable):
59-6000375 .
Federal Eniplbyer Identification Ntimbor (If none; Social Sccti'rity)
City of Miami
of Entity, Individual(s), Partners, or Oo potation
Doing Business As (if sautes as above, leave blank)
' 444 SW 2nd Avenue Miami FL
•Street Address City State
33130
Zip Cone
X 1, MIAMI-DADE COUNTY OWNERSHIP DISCLOSURE AFFIDAVIT (Sec. 2-8.I of the County Code)
1. If tile oontraet or business transaction is with a cbrporatfpn,. the fall legal nhtne anal business address shall be
provided for each ol'f<oor t i d-directoriittd• each $tockholdcr who holds directly or indirectly five peieent(5%) or
rnore of -the corporation`s stock.. it the. caitbract or iltigness trgrjsaotinii is with a partnership, the foreg ng
lnforinatioti shalt. bg prchliied for each, partner. 4.0 the' contra t or hu$iijess transaction is With a trust, th'e fill
i .Dal iiatne and address. shalt be. provided for each trustee rind. each benefit lnry. T`hi . foregoing• roqunrmenta
sjiall not pertain to contracts With_ publicly traded corporafion5 br to contracts with the United States or any
department or agency thereof, the State or any. political subdivision. or agency theteof or any municipality of this
State. All such names and addresses are (Pote Office addresses are not acoepta61e):
1ofS
Full Legal Name
Address Ownership
2. The 'full legal, names acid business a ,dress of any other individual (tier than subcontractors, material men,
supppliers, labad .orels, or lenders) Who have, or will hany interest (legal, equitable beneficial or otherwise)
in the contract pr business tines action with Dade County are (Post Office addresses are not aeceptahle3:
3. Any person who willfully fails to disclose the inforrnatioit required herein, or who knowingly discloses
false information in this regard, shall be punished by a• fine of up to five hundred dollars ($500.00) or
imprisonment in the County jail for up to sixty (60) day.i or both.
X II. MIAMI-DARE Ci?UNTY EIy.TPLOYMBI;1T DIS.OLO'SUR8 AFFIDAVIT (County Ordinance No: 90-
133, Aritepdiiig sec. 2.8-1; Subsection:(4)(2) of the County Code).
xpept v{liere P.t0P144ed, by federal or State. laws or, reg4,1ntions, Bach, cphtragt or bushies3 transaotiob or renewal
thereof which ms'oives the eypenditure of tan thotlsKti�i dollars ($i0,OQ,0) or mote. shall require the entity
coittraxFrng or transacting business to disclose the following 1'liformation, The foregoing disclpsure requirements
do not apply to contracts with the United §utate;y or -any deprutment or agency thereof, the State or any polities]
subdivision or Agency thereof or any municipality of this State.
1. Aces your firm have a collective bargaining agreement with its employees?
• X Yes No
2, syour firm provide.paid health care benefits for its•employees?
)Yves Ne
3. Provide acutreptbreakdoVri (thin(lierofpersons) pfroar 11rm's
work force and ownership as 10 •race, national origin ahtd gender:
White: 1 Males 6 Females Asian; Males Females
Blaolt: 1. Males Females American Indian: Males Feinalas
His paitles: 17 Males. Fi Females Aleut (Eskimo): Males Penitles
Males Females: Males l=emales
ZQII. AFFURMA'fYE A.CTIQNMQNDISCRITNATIQN OP EMPLOYMENT, PROMOTION AND
PROCUREMENT PRACTICES (County Ordupanee 98-30 codified at 2-8,1.5 ofthe County Code_)
In gecbrd'atico with cow* Ordinlnce NO; 98-30, entities with aimpal gross reveries in excess of $5,000;000
set king to, contract with the Coi)nty.' shall, as a, eopdition of recejviitg a County' oontraet, havi r i) a• Written
affirmative nation plan which sets forth the prttceduxes'th entity utilizes t;o assure that it dos kictt diaerimkate• in
its einploynient and promotion practices;• and ii) a written proeuretnent ppliey which seta forth the procedure the
entity. utilizes to assure that it does not discriminate against minority and Women-o' nbd biusinesses in its own
procurement of goods, supplies and services, Such affirmative 'talon plans and procurement policies shall
provide for periodic review to determine their efeetivene'ss in assuring the, entity does not discriminate in its
etnptoyment, promotion and procurement practices. 'Fie foregoing notwithstanding, corporate entities whose
boards of directors are representative of the population' make-up of the nation stud! be presumed to hove non-
discriminatcjry employment anti procurement policies, and shall not be required to have written affirtnative action
plans and procurement policies in order to receii✓e a. County contract- The foregoing presumption may be
rebutted,
2 off
The requirements of County Ordinance No. 9.8-30 may be waived upon the written recommendation, of the
County Manager that it Is in the best Interest of the County to do so and upon approval of the Board of County
Commissioners by majority vote of the members present
Thp firm does not have annual gross revenues in meets of S5,t3t(),000.
-X— The firm does have annual revenues in excess of S5,00,000; however, its Board of Directors is
representative of We populalicrip•trtnke-qp of* nation arid has stibrnitted a written, detailed
listing of its Board of Directoas, including t110 recis or ethnicity of dial) beard rgetnbier, to the County's
Departinent of 1#usiness•Developmeht, 175 N1W,1st Avenue, 28th Floor, Miannl, Florida 33128.
The fine l}as animal gross revenues in excess of S5,t)Db,o00 and. the firm does hoe a written afErniativc
(lotion plan and procurement policy as' described above, which inchides periodic reviews to determine
effectiveness, and has submitted the plan and policy to the County's Department of Business
Development 175 N.W:1`t Avenue, 28th Floor, Miami, Florida 33128;
The firm does not have as affirmative action plan and/or a procurement policy as described above, but has
been granted a.waivor.
,,,_IV. MlAM1-DAD)✓ C.OUNTY CRIMINAL RECORD AFFIDAVIT (Section 2.8:6 of the County Code)
The indivldrial or egtity entering, bete a contract of reeeivingfunding from the County_ has' X hat net as of
the datebfthis affidavit been convicted of felony during the past ten (10)' years.
An officer, director, or executive of the entity entering into a contract or receiving funding from the County
has '' X has not as of the date bfthis affidavit been convicted of afelony during the past ten (10) years.
XV. MIAMI-DADS EMPLOYtvMENT DRUQ-FREE WORKPLACE AFFIDAVIT (County Ordinance No.
92-15 codified as Section 2-8.1.2 ofthe County. Code)
That. in coniptinnce with Ordinance. NC). 92-.15 of the Code et -Miami -Dade County, Florida, the above pained
petsOn or eptity is providing a drug -free workplace. A written statement to'each employee shall inform We
etiiployee (lljottfi:
1, danger: of diug•ahuse intheworkPlspe
2. the firt's.poliey Of maintaining adrug-free en'vironmcitt at all workplaces
3. + avallabili y of drug aeons,'eling, rehabilitation and. employee assistance programs
4. penalties hat may be imposed upon employees. for drug abuse violations
The person or entity shall also require an employee to sign a statement, as a cbndition•of employment that the
employee will abide by the fermis and notify the.empipyer.of any criminal drug conviction occurring no later
than iiiVe. (5) days trier receivin4 notice 6f such eorivietion and imp* appropriate' personnel action agalnstthe
employee up to and including termination.
Corrrpllanee with Ordinance No. 92-15 may. be waiv, ed if the special characteristics of the pr eduet or service
offered .by the person or entity make it necessary for the opdratiojr of the County of for the health, safty,
welfare, economic benefits and we1I-being of the public. Contracts involving funding which is provided in
whole or ini part by the United States or the State of Florida, shall be exempted from the provisions of this
ordinance in these instances where•tbose provisions are in conflict with the requirements of thbte gbvernmental
entitles.
3 ofa'
VL M1AMI-DADE EMPLOYMENT FAMILY LEAVE AFFIDAVIT (County Ordinance No.
142-91 codified as Section ] 1 A-29 et. seq of the County Code)
That iii compliance with Ordinance No, 142-91 of the Code of Mistiti-Dade County, Florida, an employer with
fifty (50) or More, employees working in Dude County for eneh working day during each of twenty (20) or more
calendar work weeks, shall provide the following information in oompliance with all items in the
aforementioned ordinanbe;
An employee who, has worked, for the nlibve tirin at least one (I.) year shall he entitled to ninety (00) days of
family leave during any twenty-four (24) month period, for medical reasons, fit( the birth or ad'opiioi ' of a child,
or for the. cure of a child, spouse ar othtx close relative who has a serious health condition without risk of
termination o1; employment or, employer retaliation,
The foregoing requiremeptts shall not pertain to contracts with the United States or any,dopartment or agency
thereof; or the State. of Florida or any political subdivision or agency thereof. 1t shall, however, pentarn to
municipalities of this State.
'XVII. DISABILITY NON-DISCRIMINATION AFFIDAVIT (ounty licsolut bn It 355-95)
That the abgire:naitted firm, corporation or prgnritzution is in compliance with aptl.agrees to cpntinueto.coiriply
whir, end assurethat any aubctltatracto, ortlptd pertyy6ntiactor under this project coynplies with all applleab e.
reguirettients;oftlr0la'w listed below in udig but not limited to, those piovtsiog.pdtlanpp,gto employment,
provision• of proms and services, tnuisporfatien, cemila u'icatipns, acdess to ijtor ties, renooatigns, and new
construction in to. following laws: The Americans with Disabilities Aqt of 1 90. (ADA); Pub. L.101: 336; 1p4
Stat327, 42 U.S.C. 12101-12213 and 47 U.S.C. Sections 225 and 611 iOeluding,Title I, Einployment; 'nap
II, Public Services; Title III, Public Accommodations and Services Operated by Private Entitie; Title TV,
Telecommunication's; and TitleV, Miscellaneous Prottisions; The Rehabilitation Act of 1973,, 29 U.S.C.
Section 794; The Federal Transit Act, as amended 49" U.S.C. Section 1612; The Pair Housing Act as amended,
Section 3601-5631. The foregoing,rt:quiremer}ts shall not pertain to•contmcts with, the Unfted.States
or it*, department or agency thereof, the State or any political sttixlivision or agency thereof or any municipality
ofthi§ gtate,•
D' III, MIAMI-;FADE COYINT•Y RE.G.APP)tNG pELTNQUENT AND CURRENTLrIIIJE FEES' OR
TAXES (Seti.2-6.1() bfthe CburayCode)
Exeopt for small purchase orders aad sole spares contract's, that above tutted firm, co ration, organization or
individual desiring to transact business or enter into a contract with the County verifies that all delinquent and
currently due fees or taxes.-• including but not Iimited fo teal end, property taxes, Utility taxes and ocoapationat
licenses — which, are collected in the normal course by the Dade Couhty Tax Collector as wp11,as Dado County
issued parking tickets for vehiclos registered in the name of the firm, corporation, organization or individual
have been paid.
Xi CURT NNT ON ALL COUNTY CONTRACTS, LOANS AND OTI•IER OBLIGATIONS
The indliviclua.I entity soaking to transact business with the County is curtettt in all its obligations to the County
ati4, is tigt.otherwise in default of any contract; promissory note or'tither loan document with the County or any
of its agencies or instrumentalities.
4ofS
N/A/K. PROJECT FRESH START (Resolutions R-702-98 and 358-99)
Any firm that has a contract with the County that results in actual payment of $500,060 or rnore.shal] contribute
to Project Fresh Start, the Couaty's Welfare to Wont Initiative, However, if five percent (5%) of the firni's
work force consists of Individuals who reside in 11,4jam1-Dade County end who have lost or will lose cash
assistance benefits (formerly Aid to Families with Dependent Children) as a result of the Personal
Responsibility, and look. Opportpnity Reonc liatipn Act of 1996; the fin t ay regitast waiver Item the
reitl:I-reinents of'R-702-98 and R-358.99 by autiauft ing a waiver request affidavit. The foregoing requireiaent
does notpertain to government entities, not for prof t orgariliations or recipients Of grant a'War'cls.
DOMESTIC VIOLENCE LEAVE. (Resolution IR5-00; 99-5 Codified At 1IA-60 Et. Seq. of the Miami -Dade
County Code).
The finn desiring to do t?usiness with: the County is is compliance with Domestic Leave Ordinance, Ordinance
99-5, codified at 1 1A-60 et. seq, of tho Miami Dade County Code, which requires an employer which hes in the
regular course of business fifty (50) or more employees working in Miami -Dade Coimty for each working day
du ringcach oftw.enty(2Q) or more calendar work weeks in the current or proceeding calendar years, to provide
Domestic Violence Leave to its employees.
I have carefully rear( this err'lire flye (5.) page dominant: er7Otted, "Miarpi-Made Ceurty Alfidavite and have
indicated b' an "7t" all affidavits that pertain to this contract and have iridicafedby Mr "N/A" all. affidavits that do riot
pertain to this cghtraet
13y 11_1,( -1,5-- 13
(Signature .f Atlian (Date)
SUBSCRIBED AND SWOINN'TOI (or affirmed). before me fhiS day of 3cinuar )
20 )b by lkinn.1 t''j(lty.h . kfe/Sfie is.persohally
Known to me or has pretelted as identtfioation.
(Typo of Identification)
(Safer amber)
(Print or Staiap• of Notary) (Expiration bate)
Notary Public— Stamp State of L Notary Seal
(State)
NOTARY P'tlilLIC•STATE OF FLORIDA
Sandra Rivera
��� "t, Commission #DD882279
," � Expires: APR. 20, 2013
, CBONllINGCO„INC.
BON BED TllRII ATLANTIC
5 op
SWORN STATEMENT PURSUANT TO SECTION 287.133 (3) (a) FLORIDA STATUTES ON
FIJBY,IC ENTITY C,P,Irs s TifOOS 17RM MUST BE SIGNEIf AND SwoRN TO IN THE
PRESENCE Or A NOTARY PUBLIC OR OT;, '.it.OFFICIAL AUTHORIZED TO
AIDMIi15TER OATI1ES
1. Tills ttworn stntehnone is submitted to Miami pade County by Johnny' Martinez (priatindividual's .
nettle rind title in;blank), For Cityof'warm • (witicirrnteatentity submitting sworn
statement-1a blank), whose business address is . 444 SW 2nd Avenue, Miami Fl_-33130
and (if appiicabfe) finiseFederal' Employer ldetitificationNumber (FEIN)is 50_8000375 or iftbe
entity has no r FAN, include the Social Security Nuinbur(SSN) of the intliv'rdnal signing the sworn statement.
2. I understand that a public entity crime" as defined in Paragraph 287.133 (I) ( Florida Statutes, means a
violation ofany slate or federal law by a person with rospobt to and directly related to the transaction of business
with any public entfly ar with an agency or political subdivision of arty other state, of the United States of
Atierica, ineltiding but not limited to, any bid or contact for goods or services tq bg•provitf ed•to. any public
arltity 4rt•an agency Or po)itical subdivision of any other State of the LYpiletl Steles of Ainerice and involving
arititiikst, fraud, thee, bn'bery, collusidn, racketeering, conspiracy, or ritl'drial tnts'repeescntdtion.
3. 1 urftlerstaind tar "convieked" or "convictidn" u definedin paragraph 201133 (1) (b)Florida Siattimts. means
u Guiding ofgulit or a oonvicfioq alb p'ubjic etjtityArjme, •vlith cP witholit: in agjutiietitieo of gy i1t, inartf•feifeial
state trial cburtvbf recorij relating to chutes bropgllt b'y, intiiciment ex information afterJuly 1, ip89, as a result
of ['Jury verdict, non -jury trial, or entry of plea ofguilty ortiolo dentendere.
4. I understand that an "ajilinfa" as defined in Paagiiph 287433 (l)• (0). Florida Statutes means a) a
predecessor or snpcoSsor of a parson convicted of a pdblle entity ervme; ar b) an entity Linder the control of tuiy
natural persoti who is, izcti've in the management .of the' entity end who has beer) convicted of a public entity
crimne:- The term "olittiatp" incl,pdes time officers, (Bream; executives, partners, shareholders, employees,
merrabers, Had agentsvih'o ere agave in the tpaitager'nont of pn off liate. Thc.oivieiAtp by oh'e person of shares
constituting a conlrh]ling ir3tere;fain anof her person, ar pooling of equiptntnt qr kneel:de afrgngipei'abfS when not
fey fair market vaitit un'rl0r an arlr's length agreer3Fnt, shall boa *rut facie' case that ono )iersori controls
anot}ser peisbn. A pun on who knoii;ugly ethers info a.:jpjnl venture With a person whin has boon convicted oEh
pubic entity Grime in Pioi'Ida during the preccedrng3b months' shall'b cdnsldcred•an afiiltato.
S. I understand. tlidt a `person" its defined. In Paragraph 281.133 (I) (c) Ftokirla Statutes meurts arty natural
poison or entity organized udder the laws. of any stainer bf ibe' United States ofAhtericawith the legal power to
enter intb a binding contrac,1 and which bids or applies to bid en contracts for the pt'oaisioit.pf•gpods or services
let by a public entity, or which otherwise transacts or applies to transact business with a publib entity. The term
person' :includes those officers, director, executives, partners; shareholders, employees, twitters and agents
who aro.active in the management of an entity.
S. 1304 on I•nfdrmat(ojr, and belief, the statement ts• marked below and• on the next page, is true in relation to the
entity sutlrr}(ttin$ tli]s srsYont slaOctient
(Please irrrlicale Which stalemMAapptics by rippling Isle Individual initials In' did blrnik).
X . Neith¢r the entity submitting tip sworn statement nor any of ins officers, directors, executives, portnerS,
shareholders, employees, members or agents who are active in the management of the entity, nor ati affiliate
ofilre entity has been charged with and•convicred ofapublip entity crime within the past36 months.
The entity submitting this sworn statement or one or mare of its officers, directors, executives, panniers,
shareholders, employees, members or agents who are active in the management of the entity, or an affiliate
of tho entity has been charCcc! with and convicted of a public entity crime within the past 36 months mut
(please Indic:tilell Iheuddiiienalstairanctd isapplicahla
CONTINUES ON NEXT PAGE
The entity submitting this sworn statement, or one or more of its offiocrs, directors, executives,
partners, shareholders,, employees, tnembets, or agents who ore active in 'the thanagement of the'
entity huts been etiarged With and convicted of Et tablie entity crime Within the past 36 months,
MoViever, there have been sebbequenf proecd,ingsb,afor a Tittating OFfieer of the State of Florida,
Division fAdmdLiiiIvo r.i.Parkg4 and thet.Fimil Order entered by the Elcatiaii Officer determined
thdt it was not in the public Interest tO-place the entity submitting this sworn stintia eat on the
Convicted Vendor List" (attached is n copy of 'the Final Order).
UNDERSTAND THAT TM SUBMISSION OF IVES FORM TO TIE CONTIZACTJOG OFFICE
Fok Tat 'IJLid ENTITY MENTEFIED IN PARAGRAPH On (1) oF TLJ Mt vioup PAGE IS
FOX i THAT rtyatc =vary ONuk AND THAT WS FOitiViI8 VA.LID TDROVIGH DIE LIM OP
TEE CONTRAbi:
I ALSO INDERSTAND THAT I AIVI IiEpgAtED TO: INFOg$ Tv* ?UZIIC .gpfrnI rii1Q4 TO
ENTEADit INTO A COlinACT 1T INO.E0,S. OF WE, Twring01:ip itlyIptwit PROVIDJ3 IN
.slECTIOX 2$7.(117 FLORIDA STATUTES Mk CATEGORY 2 OF ANY MANGE DI itt
)craToRmAtrON coNtAINED rt1 Tins PORM.
County of
• P5ICSONAL,LY APPICAltED before me, the undersigned authority
•3Ohnrri HOrli t‘tio• (name of individual signing) who, after being sworn by me„
affixed his/her signature i the space provided above on
this the 'MI day of ,20I5
• NOTARY PUBLIC -STATE OF FLORIDA
4 s Sandra Rivera
Commission # DD 882279
Expires! APR. 20, 2013
Bo011i.) 'mu anarrne BONDING Cab INC.
NOTARY PUBLIC
My commission expires
AFFIDAVIT OF WA -DADE COUNTY
LOBBYIST REGISTRATION POIZ ORAL PRESENTATION
(I) Projeet Title:. Identification Assistance Program
(2) Department: N.E.T / Homeless Program
Project Nor
PC-1213-HTMT-1, PC-1213-FC
PC-1213-HMIS-1
(3) Pirm/Proposer's Name: City .of Miami
Address'. 444.SW 2nd Avenue , • Zip:
Business Telephone: _S305) 960-4980
(4•) List A11 Members of the Presentation Team Who Will Bo Participating in the Ornt Presentation
J31:iU
NAME TITLE BMPLOYED BY
Johnny Martinez City Manager City -of Miami
Sergio Torres 1 • Program Administrator City of Miami
TEL. NO.
3Ub 96O 4988
(ATTACH ADDITIONAL SHEET ]F NECESSARY)
The individuals untried above arp registered and Registration Pee is not regeiired for The Oral Presentation
ONLY. Proposers arc advised that any individual substituted for or ridded to the prespntatien team atter,
submittal of the proposal and filling by Staff. MUST register With the Clerk (Idle Board and pay aILalsp1leable
fcds.
Other t)1nn for the oral presetifatien. Proposers who. wish to address the con}iiry dovonrissidn, a oouhty board or
codntx conk -rate; coneepting any action, decision or recbhnnendaiion of cpiSntry personnel regai<iiiag, thjs
sul'tcitatipi ?JUST register. with the Clerk oldie Boatd.(FonnD•CCFO`1��rf2D•OC);and pity all apprienble•fies.
1 do soi'einnly swear that all the foregoing facts. are true and correct and,' have read or rim •familiar with the
provisions of'ScetIon 2-11.I(s) of the Code -of Mclrop0^ Dade County a s aniep ded._.
Signature ofAnthorizsd Representative:
Isk
Title: C1 ,A���t► N''kbFa—
COUNTY OF T,n.s ✓h
STATE OF
TJu: fongoio
by
inatsvmcat was acknowledged before
I1 in 1 LtrI- v%2s ,
(Individual, Officer, Partner or Agent)
To me or who has p odue
.40.1111111111111111�tY�r
11
(Signature.of.pnrsot' 'akd g.ackno lodgement)
1I1 vo vC,t
(Nante dfAcknowledger typed, printed or stamped)
(Title of Rank) . (Serial Number, Warty)
tIVVA40' , who Is personally known
(Sole Proprietor, Coipmation or — —"
Partnership)
as identified and who did/did not take an oath.
NOTARY PIJBLIC.STAT E OF FLORIDA
"` Sandra Rivera
Commi882279
.' E.'xpiressioAP1 R.20, 2013
BONDED'171RU ATLANTIC BONDING CO., INC.
Attachment D
NOT APPLICABLE
Attachment E
NOT APPLICABLE
ATTACHMENT F
Miami -Dade County Homeless Trust
Invoice For Services
NAME OF AGENCY: The City of Miami
SERVICE PERIOD: TO
NAME OF GRANT: I{MIS Staffing Program
GRANT NUMBER: PC-1213-FC
TOTAL AWARD AMOUNT: $15,000.00
AMOUNT OF FUNDS REQUESTED
THIS MONTH: $
AMOUNT OF FUNDS RECEIVED TO DATE: $
BALANCE REMAINING ON GRANT: $
(following payment of this request)
Signature of Agency Representative Date
Printed Name of Agency Representative
ATTACHMENT F
Miami -Dade County Homeless Trust
Invoice For Services
NAME OF AGENCY: The City of Miami
SERVICE PERIOD:
NAME OF GRANT:
GRANT NUMBER:
TOTAL AWARD AMOUNT:
AMOUNT OF FUNDS REQUESTED
THIS MONTH:
TO
HMIS Staffing Program
PC-1213-HMIS-1
$24,666.00
$
AMOUNT OF FUNDS RECEIVED TO DATE: $
BALANCE REMAINING ON GRANT: $
(following payment of this request)
Signature of Agency Representative Date
Printed Name of Agency Representative
ATTACHMENT F
Miami -Dade County Homeless Trust
Invoice For Services
NAME OF AGENCY: The City of Miami
SERVICE PERIOD: TO
NAME OF GRANT: HoteUMotel Placement Program
GRANT NUMBER: PC-1213-11TMT-1
TOTAL AWARD AMOUNT: $449,060.00
AMOUNT OF FUNDS REQUESTED
THIS MONTH: $
AMOUNT OF FUNDS RECEIVED TO DATE: $
BALANCE REMAINING ON GRANT: $
(following payment of this request)
Signature of Agency Representative Date
Printed Name of Agency Representative
Attachment G
NOT APPLICABLE
Attachment H
NOT APPLICABLE
Attachment'
NOT APPLICABLE
Attachment J
NOT APPLICABLE
Attachment K
NOT APPLICABLE
ATTACHMENT L
MIAMI-DADE COUNTY HOMELESS TRUST
ANNUAL ACTUAL EXPENDITURE REPORT
CITY OF MIAMI HOMELESS ASSISTANCE PROGRAM
FEEDING COORDINATION PROGRAM — GRANT NUMBER PC-1213-FC
OCTOBER 1, 2012 — SEPTEMBER 30, 2013
Name of Agency:
THE CITY OF MIAMI
15,000.00
Month of Services
Amount Paid
October 2012
November 2012
December 2012
January 2013
February 2013
March 2013
April 2013
May 2013
June 2013
July-2013
August 2013
September 2013
Total Requested
Balance Remaining
Executive Director Signature
Executive Director -Printed Name
Signature Date
0.00
$ 15,000.00
ATTACHMENT L
MIAMI-DADE COUNTY HOMELESS TRUST
ANNUAL ACTUAL EXPENDITURE REPORT
CITY OF MIAMI HOMELESS ASSISTANCE PROGRAM
BMIS STAFFING PROGRAM — GRANT NUMBER PC-1213-FEVHS-1
OCTOBER 1, 2012 — SEPTEMBER 30, 2013
Naive of Agency:
THE CITY OF MIAMI
$ 24,666.00
Month of Services
Amount Paid
October 2012
November 2012
December 2012
January 2013
February 2013
March 2013
April 2013
May 2013
June 2013
July-2013
August 2013
September 2013
Total Requested
Balance Remaining
Executive Director Signature
Executive Director -Printed. Name
Signature Date
0.00
24,666:00
ATTACHMENT L
MIAMI-DADE COUNTY HOMELESS TRUST
ANNUAL ACTUAL EXPENDITURE REPORT
CITY OF MIAMI HOMELESS ASSISTANCE PROGRAM
EMERGENCY HOTEL/MOTEL PLACEMENT — GRANT NUMBER PC-1213-HTMT-1
OCTOBER 1, 2012 — SEPTEMBER 30, 2013
Name of Agency:
THE CITY OF MIANII
449,060.00
Month of Services
Amount Paid
October 2012
November 2012
December 2012
January 2013
February 2013
March 2013
April 2013
May 2013
June 2013
July-2013
August 2013
Se tember 2013
Total Requested
Balance Remaining
Executive Director Signature
Executive Director -Printed Name
Signature Date
0.00
449,060.00
Attachment M
Form st.9
(acv'.January 2003)
Oeyvtmant tl r1n rrGnary
Request fur Taxpayer
identification Number and Certification
Give form to the
requester. Do not
en8 to Vie IRS,
Print or typo
R •.See Specifc.fnst-uct{irts, on page 2
Name .
outmost note. If drrroreia Mull above
r
Indh/)diqu - Eachlppt ante backup
Chpek op;xyl4ute bux: ❑ ti5'da pvprtator 0 Cnrpofaiion ❑ ParNmsiiip' 0 ow. ♦ ._- .._........_._. ❑ vio4I,tldhej
Address (nornbix; street and apt. a sulfa no.)
444 SW 2nd Avenue
Rewbsices name and addloss (optl6nal)
Cfry.-toty, and ZI? code•
Miami, FL 33178
Ust account nutmeats
TaxPetipar
aura (oplkxhae
•
Identificli ton Number (TiN)
E nigh y?yr TN In OW pppropnate bpx, eef 101i/ideals, thif is,your social sopurity nu)ibe, r (sSN}
Ho}watiop. fp( g'tesid,q t p)leit pole prbpdpihr, or dtsroga'rdeil ;entky,, sr.a tbp Part 1 Ijtsirtrct ons
p,out
'adro 3r Foj q(hf-eil'lities, Ip Is yoih. bfeployeridertiidcation number. (EIN), you' de not ludo a rubber,
sec Yfow tq' gut a TIil on page 3.
NOD; ilthi aach3tfnt'Is` In mole era!) on nonce, sea Ma dean oh paago 4 hr'gufdrllnas orx 1ff)osa'aant)*
to Rotor.
CtsttiiVon
56cwi1 sdnMty t,umtied
.141411 1
or
EmPli+y9l' frrerRtr l'tOn niimtiet'
5191.•6101010131715
Under penalties of purply. I cerllfy th'ets
1. The number shown on this form is my correct taxpayer Identlficatbn number (or I am waiting fora number to be issued to me), and
Z. I am net, subject io baclgip wfthhopiip baGptrse: (a) t nrri exempt from backup withholding, a (Ill have not heard notified by the Internal
Revtfiu? Servl&e (IRS) mat 1 am subject to backup v, ohatdlrrg as a result of a Mum to rapat atinterost or clandends, or (a) tea IRS has
notified m4 that I cm rio icciger scilicet tdbacbup wl(hho(dfng, and
3. I am a' U,S. per;ori (itxlucfltig a U,S. Ye3ldeft amen),
eehif cxtlan f',...tr.t.re'Spnifl. Yap rntlst cross ov( kern2 trove Ifyoti trhye beta notified by. ehb;I1,S It:SFyou aro curreriljy spefect to bb,Glgtp,
wjih};ti#dl[ip pccause ypq. have Wide; to rejigrl alijaterOt earl drykiepds aryyour tax Jgi4rp, fpf reel etate,bnjtsactlpns, Iteie2 tides, not apply.
F¢r,ptoi �djrtcest;pa,aaccgqplsgbibrabonjloprnclt•ottecprgdpropxly,cantellatonoj,debt contnbxiidnsipeh I4dtvidaalretirerrtix
arra.'trgerpatit, ¢j&), xi)g.ger>ly, p b}plhyjoito s abler 11it(n intprest •unit dfvldinds, Yob arc' nut required to sip,' the trafdficall'ri, but you mast
provide your eorfect ZiN,. (SrA.4)�a warucfons oh.paoi� 4.)
Sign sipmwtr FT
Here us.p«:an A•
Purpose or Form,
A person who is roglllred To file lntarmatton retttn w th
the # S, pus( obtalp your cgrnycr taxpayer Ident(rrCa don;
number (TIM to report, for 8)C8ippp e, Illcorrto' pale' to yQu, real
estate trr(r>sa tions, mortgage iittoens( yptt pald, acquisjtbrt
or, alianddnrrieni orSob'erpd pfn)*Ry, Cande)lation of debtor
ccaitrib.titiohs you made' to' an )RA.
(fits, p:er`sorr. Ube For W-9 MO I( you. area U.S. person
flncyiding -a tesidant ahpn)... to ptov,)de your cornet
person regupsdnp rt (tile, requester) and, when applicable, to:
1. Cg',tify that the TIN you ere giving Is correct (or you are
wafting far a nuptbet to be issued),
2. Certify that ybtl are not subject to backup Withholding,
or
Claim exemption from backup withholding IT you are a
U.S, exempt payee,
Note; If a. requester gives you a form other than Form WN-fl.
td regtfcst yaw TlN, you, must ass the requester & form flit Is
substantialo,similar to this Form
Forc)gn person- if ytxt ore a foreign person, use the
appropriate Koran W-O (see }tyb, 515,. Withholding of Tax an
Nonidsident Mons and Foletgn Entities).
hale - -- 23-17i
PNanresfdantaiien'who, bocbrpes a resideet alien;
Generally, only a nonrepident alien Ir(divldpal may use the
terms of nr cox. nkaiy to redioe or elirrltlatd U.S.; tell .On
certain types of Income, Fjovrev * most'tox treacles contain a
royisanknown as a "saving glause,. Exceptions specified
li the saving clause may perrilh sn exohipfion (rpm tar to
corque for ceitair types pf Irieptpe bean attar the rr ipiettt
has..othdtwise I5eb.Ume a U.S. resxierit aiieif far tax purposss.
I(yoy are a U.S, resigaht afie o who Mr relying out op
ertceptioh contriiapd to the sov'Iri j eloue.'9F a tip( tr>raty to
ctairp'an ekctnpUon frp)ri US, tad oh certain types of irtc ie.
you must attach a statement that specifies the falioWing five
Rent,
1..The treaty'coirntry. Generally, this must De the some
Treaty undo!' whidt you Claimed exemption from tax es a
nonresident alien.
2 The treaty article addressing the income,
3. The article ndmber (or location) in the tax treaty that
contains the sri9(ng dense and its exceptions,
4. The type and amount of income that gilalifles for -the
exemption from tax.
5. Sufficlent.faets to justify the exemption from tax under
the terms of the treaty article
Cat. No, 1a571X ram flit-11 (now, 1-2063)
2..,rtr%.crio r •efirtit
'
INCIDENT P.EFORT
ATTACHMENT N
IDENTIINING INFORMATION
Reporting Party Phone 0 Date of Incident ) / Tinto of Incident a trapni
Reporting Party Noma
Contrael Provider:, Name
Program Nam'
Ptotritiee Locafiort .
Specific Program: (check all that apply)
El HT 0 hirnaty Care 0 SHP D• Emergency D Qiallng
Specifie location/ address where inch/ewe °central:
VITE QV INCIDENT
ALTERCATI5N LI CLIENT DEATH
1:1 CLIENT INJURY OR ILLNESS El THEFT
El SERIAL BATTal El SUICIDE ATTEMPT
ET P.ROPERTY DAMAGE El OTHEAINCIDENT
Sp/SeliSF
PARTICIPANT (8) / WITNESS
•
(Please mark W or r for either WitneaR or Partleipeat)
LAST NAME, FIRST IDENTIFIER 0 CLIENT EMPLOYEE OTHER W / P
0 0 CI
El El El
D El [3
I of
.DESCRIPTION Or "Nauru
Give detailed account —who, what, whore, when, why, how— add pages if necesuary
f
C01 ' C'1TS L ACTION AN7D FOLLOW VP
Immediate corrective action taken
Is follow up action needed?
❑ lies ❑ No
Ryes, specify
r
INDIV DUALS NOTI [LD
Abase 'Registry 14300-962-2871 Applicable Lew Enforcement Depaitraent
Indicate person contneted, ifreport Was accepted, the date and the time, and if by telephone or if copy of report
nvazinblc.
rneident Reports --The Subrecipient must.ropott to Miami bade County Homeless Trust informed= related to an
critical incidents ocouriing during the administration term of its programs. In addition to reporting this incident to
the appropriate authorities the Subrecipient must within twenty-four (7.4) hours of any incident, submit in writing a
detailed account of the incident. :Ch s' incident report should be addressed to the Contract Officer or Administrative
Officer assigned. This Incident report srnoutrl be addressed to Miami -Bade County Homeless Trust, 111 NW Pirst
Street, 271" Flom, Suite 310, hlirutti, Plorida 33123; telephone (305).375.1490 and facstnilfe (305) 375.2722.
2 of 3
Definitions. of Repox•tabie Incidents
a. Altercation. A physical confrontation occurring between A client and employee or
two or more clients at the time services cue being rendered, or when a client is in the
physical custody of the department, which results in one or more clients or employees
receiving medical Treatment by elicensedhe'alth care professional,
b. Client Death. A person whose life terminates due to or allegedly due to an accident,
act of abuse, neglect or other incident occurring while in: the presence of an employee,
in FXoiueless Trust contracted program facility.
c. Client Injury or Illness. A medical condition of a client .requiring medical treatment
by a licensed health care professional sustained or allegedly sitatairted due to an
accident, act of abuse, neglect or othcr•incident occurring while in the presence of an
employee; in aHemeless Trust contracted program.
d, Other Incident. An unusual occurrence or circumstance initiated by something other
• than natural causes or out of the ordinary such as a tornado, kidnapping, riot, or
hostage situation; which j eepar'dizes the health, safety and welfare of clients.
e. Sexual Batter. An allegation of sexual buttery by a client on a client, employee on a
client, or client on an employee as evidenced by medical evidOace or lave st forcement .
involvement.
f. Suicide Attempt. An act which clearly refeefs the physical attempt by a client to
cause his or her own death while in the physical custody of the department or a
departmental contracted or certified provider, which results. in bodily injury requiring
medical treatment by a licensed health care professional.
Property Darmage
An incident involving damage to property procured. with Homeless Trust funding.
[Print Name of Person Submitting Report Signature
3 of 3
Provider Name:
Program Name:
Funding Source:
ReportingPeriod:
MI4NI-D.ADE COUNTY HOMELESS TRUST
kW:WIDER ASSET INVENTORY
ATTA_CEEMENT 0
Des cription
of Property,
Serial / ID
Number
•
Acquisition
Date
Acquisition
Cost
Vendor
lsTmne
% of
P.archase
Cost from
Grant
Location of
Property
1LTse and
Condition
of Property
Who holds
Title of
Property
.
.
.
.
* A (.4.-1- .2..-.!--
.1.-- —11 — --
—V ____ 11 •
e ..
. .*
xUutstur . repo g-perio
44.
ATTACHMENT P
MIAMI DADE COUNTY HOMELESS
•
1
CLIENT SERVICES CERTIVJCA'FION REFERRAL FORM FOR EMPLOYEES OF
liONIELESS TRUST FyNDED*PROCRAVIS • I
INSTRUCTIONS: Provider making referral must complete this to-pagc form, in,cinclinq signatures
• by A.pplitint and Provider Represehtatives. Fax completed forms to Provider ,ReeeivIng Referral for
floasIng ander Services.
Date: Referring Provider..
Contact Person:
Naine
. .
INFORMATION ON HEAD OF BOUSEHOLD:
Last Name; • . .
Date ofBirth: SS :11:
•
• ENFORM.ATION ON OTHER AOUSETIOLD MEMBERS: '
INIarne Age Sex Relationship • • Employer
• First Name:
Title
Phooe Number
IS ANY MEMBER OF THE H.OUSEBOLD EMPLOYED BY.,..9:12•RELA TED TO AN EMPLOYEE
Ore, A HOMELESS 'TROST FLIOED PROGRAM? Yes NO • ..
f yes:
Name, o:rEmployee:, •
Employing ProVider:
Relationship to APplicant:
CERTIFICATION
I , the noclersigned. do hereby certify that the above -information pray ided..b.y.me,is...true,and correct to the
lest of iny knowledee.
.•Appl leant's 1Vame
S ittnature:
Referrint Provider Authorized Representative
N ame:
venire.
Date;
• Date
ATTACHMENT P
PROI'IDEi2 REFERRAL FORM PACE TWO
.4ppl icanr's Name
•
II the Applicant or a mcmlier crf their household is an employee or the referring provider, the
approval of file provider LXcc:Oyupireetrir is hereby indien•ted by iouturt:;
Name/Title are.
If the Applicant ei- a member of their household is'nn cmpioyep attic provk er where services will be
provided, the approval of The Provider Executive Director, the l-lomeless Trust Executive Director,
and the: Eorneless Trust 13oar'd Chair are hereby indicated by signature:
I'roxritler Executive Director '
Date
MianSi-Dade County Homeless TTitst Chairperson Date
Mtarni-Dade County Homeless TustExecutive Director
ADDITI01 LkL HOUSEHOLD Il IFORMv1AT1ON:
Where is the household livingnow? (F'acility name, exact address)
Date of present homelessness:
Explain the homeless situation, and what caused the current
homelessness: •
.Date
NOTE TO REFERRXNGPROVIDER:
I'ROVIDT.NGr THE ABOVE INFORMATION DOES NOT ENSURE A_PJ'ROVAI:i FOR HOUSING
OR OTHER SERVICES REQUESTED. A DE''I'JiT MINAT1ON WILL I>I;141A)E FOLLOWING A
COMPLETE ASSESSMENT OF Tll:E APJ?LTCAN'J S CASE.
THIS SECTION FOR S'ER f cICE PROVIDER STAFF FF USE ONLY: -
Meets i 1IgII; itj' Crilerirr.: ' YES Ar0
il4arn.e rrf 1'rnriltle.F S'w'Rrerrirrg fiGej :
PLEASE MA)NTAIN TI-IG'CXECUTED COPY OF THIS DtOCUM ENT IN THE•CLIENT FILE OF
Ti{i SEf.ViCING PROVID1rR a,ND 1 EaSONMI L PILE OF REFERPJNG I'ROVIftf R.
City of Miami
Legislation
Resolution
City Hall
3500 Pan American
Drive
Miami, FL 33133
www.miamigov.com
File Number: 12-01319 Final Action Date:
A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH•ATTACHMENT(S),
ESTABLISHING A SPECIAL REVENUE PROJECT ENTITLED: "2012-2013
HOMELESS HOTEL/MOTEL, FEEDING AND HOMELESS MANAGEMENT
INFORMATION 'SYSTEM AGREEMENT ("HMIS")", AND APPROPRIATING FUNDS,
IN AN AMOUNT NOT TO EXCEED $489,626, CONSISTING OF A GRANTAWARD
FROM THE MIAMI-DADE COUNTY HOMELESS TRUST, .FOR AN ADDITIONAL
TWELVE (12) MONTHS PERIOD,.TO.PROVIDE HOTEL/MOTEL
ACCOMMODATION TO HOMELESS FAMILIES, STAFFING FOR HMIS AND
FEEDING PROGRAM COORDINATION; AUTHORIZING THE CITY MANAGER TO
EXECUTE THE AGREEMENT, IN SUBSTANTIALLY THE ATTACHED FORM AND
ALL NECESSARY DOCUMENTS IN ORDER TO IMPLEMENT THE ACCEPTANCE
AND IMPLEMENTATION OF SAID GRANTAWARD.
WHEREAS, the City of Miami ("City") has been awarded a grant, in the amount of $489,626, for
the provision of services and staffing of the Miami Homeless Assistance Programs for 2012-2013; and
WHEREAS, said funds will be used by the Miami Homeless Assistance Programs to temporarily •
accommodate homeless families and to provide funds to staff the Feeding Coordination Program and
the Homeless Management Information System ("HMIS"); and
WHEREAS, it is appropriate for the for the City Manager to accept said grant and to establish a
new special revenue project for the appropriation of said grant award;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI,.
FLORIDA:
Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by.
reference and incorporated as fully set forth in this Section.
Section 2. The following new Special Revenue Project is established and resources are
appropriated as described below:
PROJECT TITLE: 2012-2013 Homeless Hotel/Motel, Feeding and HMIS
Agreement
RESOURCES: Miami -Dade County Homeless Trust $489,626.
APPROPRIATIONS: City of Miami Homeless Assistance Program $489,626
for temporary accommodation of homeless families
. and HMIS, Feeding Coordination staffing
Section 3, The City Manager is authorized (1) to execute the Agreement, in substantially the
City of Miami Page 1'of 2 File Id: 12-01319 (Version: 1) Printed On: 11/26/2012
File Number: 12-01319
attached form, and all necessary documents in order to implement the acceptance and implementation
of said .grant award.
Section 4. This Resolution shall become' effective immediately upon its adoption and signature of
the Mayor. {2}
APPROVED AS TO FORM AND CORRECTNESS.
JULIE O. BRU
CIT
Y
Footnotes:
{1) The herein authorization is further subject to compliance with all requirements that maybe
imposed by the City Attorney; including but not limited to those prescribed by applicable City
Charter and Code provisions.
{2} If the Mayor does not sign this Resolution, it shall become effective at the end of ten calendar'
days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become
effective immediately upon override of the veto by the City Commission.
City of Miami Page 2 of 2 File Id: 12-01319 (Version: 1) Printed On: 11/26/2012