HomeMy WebLinkAboutExhibitHomeless Trust
111 N.W. 1st Street • 27th Floor Suite 310
Miami, Florida 33128-1930
T305-375-1490 F 305-375-2722
miamidade.gov
March 31, 2014
Mr. Daniel 1s Alfonso, City Manager
The City of Miami
444 SW 2naAvenue
Miami, F1,33130
RE: Cash Match for the 2013 Emergency Solutions Grant (ESG)-Outreach Program
Grant Number: PC-1314-C1VIESG2013-2
Dear Mr. Alfonso:
Enclosed, please find for your review, the Agreement between Miami -Dade County, through the. Miami -Dade County
Homeless Trust and The City of Miami to provide outreach and housing placement services to homeless individuals 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 2013-2014 contract year.
Please sign and complete all three (3) copies of the Agreement and return it to our office, attention Terrell T. Ellis, Contract
Monitoring and Management Supervisor no later than Friday, April 11, 2014. One fully executed Agreement will be
returned to your agency for your files.
Miami Dade County requires that the President/Chairman ofthe _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,
ei,4)
da M. Fernandez
jEcutive Director
Enclosures
I have received the Agreements for the abovementioned grant.
Signature of Authorized Agency Representative Date
Printed Name of Agency Representative
fj-i ((Ho -fa
The City of Miami
Cash Match for the 2013 Emergency Solutions Grant -Outreach Program
Grant Number: PC-1314-CMESG2013-2
GRANT CONTRACT
This Grant Contract ( the "Contract" or "Grant Agreement") is made and entered into as of this
day of , 20_, byand 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/FEIN#: 59-600375, a corporation organized and existing
under the laws of the State of Florida, having its principal office at 444 SW 2nd Avenue, Miami,
Florida 33130 ("Provider"), states conditions and covenants for the rendering of human and
social services ("Services") for the County.
WHEREAS, the Provider provides or will develop social 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, due to a reduction in funding for the 2013 Emergency Solutions Grant
(ESG) program this operating year, which provides operational funding for the Miami Homeless
Assistance Program and the ongoing need for services provided by this program, the Miami -
Dade County Homeless Trust approved gap funding in the amount of up to $150,000
(Attachment A-2) subject to the approval by the Miami -Dade County Board of County
Commissioners (BCC); and
WHEREAS, the County has appropriated grant 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 Grant Agreement 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.
4r1,/ /4 100
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The City of Miami
Cash Match for the 2013 Emergency Solutions Grant -Outreach Program
Grant Number: PC-1314-CMESG2013-2
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
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.
The words "Effective T erm",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 er modifications- to the amount, .type or value of the Work and
Services as required inAhiis Contract, as directed and/or approved by the County.
h) "HIPAA" means Health Insurance Portability and Accountability Act of:1996.
i) The. words, . "Sco:pe, of .;Services". shall ;mean the document appended. hereto as
Attachtnent.A, which details.the.work to .be performed by the Provider.
j) The word "subcontractor":`or;:csub 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 :directioThof .the -Provider and whether or not.in_ priyities 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:
1. GAP FUNDING FOR THE 2013
EMERGENCYSOLUTIONS GRANT . up to $150,000.00
•
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.
Availability of funding shall be determined in the County's sole discretion.
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
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The City of Miami
Cash Match for,the 2013 Emergency Solutions Grant -Outreach Program
Grant Number: PC-1314-CMESG2013-2
submitted an appropriate request and submitted an invoice in the form required by the County.
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 orcosts shall be made in accordance with the
Budget for the provision of.services in accordance with Attachment A, the "Scope of Services".
The Budget is attached hereto and incorporated herein as Attachment B.
The parties agree that the Provider will provide homeless outreach, assessment and
placement services to homeless individuals and families throughout Miami -Dade County..
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.
Pursuant to Board of Miami -Dade County Commissioners Resolution 630-13, the Provider will
submit a detailed, project budget, "and sources and uses statement as Attachment B-1, which
shall be sufficiently detailed to show (i) the total project cost, (ii) the amount of funds to be used
for administrative and overhead costs, (iii) whether the County funds will be 'gap' funds meaning
that they would be the last remaining funds needed to ensure funding for the total project cost,
(iv) any profit to be made by the Provider, and (v) the amount of funds devoted toward the
provision of the desired services or activities.
The County Mayor or Mayor's designee maymake unannounced, on -site visits during normal
working hours to the Provider's headquarters and any location or site where the services
contracted for under this Agreement are performed.
ARTICLE 5. EFFECTIVE TERM
Both parties agree that the Effective Term of this Contract shall commence on
October 1, 2013 and terminate at the close of business on September 30, 2014. Contingent
on the existence of sufficient funding, performance and the approval of the County, this Contract
may be extended at the County's sole discretion.
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The City of Miami
Cash Match for the 2013 Emergency Solutions Grant -Outreach Program
Grant Number: PC-1314-CMESG2013-2
ARTICLE 6. INDEMNIFICATION BY PROVIDER
A. Government Entity. Government entity 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 claim's '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 ip
connection, therewith and shall investigate.and: defend all claims, suits or actions of any kind or
nature in the narrie of:the County, where applicable, including appellate, proceedings, and shall
pay all costs, judgments, and attorneys fees whichmay issue thereon. Provided, however, this
indemnification shall only be to the extent and within the limitations of Section 768.28, Fla. Stat.
-. B. All Other Providers. Provider shall indemnify .and bald harmless the County
and its officers,:: employees, agents and ,instrumentalities;from any.,and,..all liability, losses or
damages, including attorneys' fees and costs: of defenee, which the County or its officers,
employees, agents or instrumentalities•may incur as a result of claimse demands, suits, causes
of actions or proceedings of any kind or nature arising out of, relating to or resulting from the
performance .ot this. Contractby.:.the, Provider or...its employees, agents, servants, partners
principals or subcontractors. Provider shali 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
County or 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.
ARTICLE7. :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 Com'perisation 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
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The City of Miami
Cash Match for the 2013 Emergency Solutions Grant -Outreach Program
Grant Number: PC-1314-CMESG2013-2
Insurance indicating that insurance coverage has been obtained which meets the requirements
as outlined below:
A. All insurance certificates must list the County as "Certificate Holder" in the
following manner:
• Miami -Dade County
111 N.W. 1st Street, 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.
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
Tess 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. • -
J.
E. Professional Liability Insurance in the name of the Provider, when applicable, in
• an amount not less than $250,000.
F. 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
less 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.
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The City of Miami
Cash Match for the 2013 Emergency Solutions Grant -Outreach Program
Grant Number: PC-1314-CMESG2013-2
Compliance with the foregoing requirements shall not relieve the Provider of its
liability rand obligations under this Section or under -any other._section_ of this
Contract.
I. 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 to Providers whose combined total award for all
servicesfunded under this Contract exceeds a $25,000 threshold. In the event
that the Provider.whosee original total combined award in less 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:, . •:, w •
Failure .to„Provide,Certificates of . Insurance. The Contractor shall be
responsible for assuring that the insurance certificates required in conjunction'
with this Section (rnein 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 suhmitting 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 whichcover 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 manlier prescribed herein; provided, however, that this suspended period
does not exceed thirty (30) calendar days. Thereafter, the County .rnay, at its
soJe: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 federal, state or local 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 Iicensure 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 untilit 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
federal, state and local laws, regulations, ordinances and" resolutions regarding background
screening of employees, volunteers and subcontractors. Provider's failure to comply with any
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The City of Miami
Cash Match for the 2013 Emergency Solutions Grant -Outreach Program
„ Grant Number: PC-1314-CMESG2013-2
applicable laws, regulations, ordinances and resolutions regarding background screening of
employees, volunteers 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 andresolutions, regarding background
screening of those who may work or volunteer 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 bylaw, 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 or volunteer in direct contact with vulnerable persons.
• The Provider agrees to ensure that employees, volunteers and subcontracted personnel
who work with vulnerable persons satisfactorily complete and pass Level 2 .background
screening before working or volunteering with vulnerable persons. Provider shall furnish the
County with proof that employees, volunteers 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, volunteer or
subcontractor's Level 2 background screening was satisfactorily passed and completed prior to,
that employee or subcontractor working or volunteering 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.
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The City of Miami
Cash Match for the 2013 Emergency Solutions Grant -Outreach. Program
GrantNumber: PC-1314-CMESG2013-2
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 formerrelationship;. occurring outsidethe work
setting that would makeit difficult for the. individual:with the responsibility to make a
decision, or recommendationrto bp, objective,. or'that would create the appearance
that such individual could not be objective..Exampless 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: `.
An individual, however',` is riot deemed to make orl actively participate in making
decsions'or recommendations if that individual's''participatioeis limited to -routine
approvals and the individual plays no role involving the' exercise of"anydiiscretiion in
the decision -making processes. If any question arises whether an individual's
participation' is greater than is permitted .bythis' paragraph, •the natter shall be
immediately referred to the Miami -Dade County Commission on Ethics and Public
Trust:
This section"applies to both full-tiine and part -tune 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 positionof 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 anyemployee`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 (i.e. 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
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The City of Miami
Cash Match for the 2013 Emergency Solutions Grant -Outreach Program
Grant Number: PC-1314-CMESG2013-2
the recoupment/disallowance 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 is 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
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
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The City of Miami
Cash Match for the 2013 Emergency Solutions Grant -Outreach Program
Grant Number: PC-1314-CMESG2013-2
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 thatWould 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.
ARTICLE 12:; . . ,,NOTICE REQUIREMENTS
•
Notice., under this Contract shall be sufficient if made in writing,; delivered personally or sent.
vie ;U.S. mail; electronic mail, facsimile, or certified mail with return, receipt requested and postage
prepaid,ao 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 corresponderice being sent will be
rr►afntained'in the sender's. -files;- - — - . - -
If to the COUNTY:
If to the PRQVIDER:
Miami -Dade County
Homeless Trust 111 N.W. 1st Street, 27th Floor
Miami, Florida 33128
Attention: Hilda M, Fernande2, Executive Director
Electronic mail: HildaFernandez@miamidade.gov
Mr. Daniel:J. Alfonso
`City Manager
The City of Miami
444 SW 2"d Avenue
• Miami, Florida 33130
Electronic mail: djalfonso@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
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The City of Miami
Cash Match for the 2013 Emergency Solutions Grant -Outreach Program
Grant Number: PC-1314-CMESG2013-2
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
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
licensure/certification or proof of background screening required by this Contract; (5) the
Provider fails to submit, or submits incorrect or incomplete, proof of expenditures to 'support
disbursement requests or advance funding disbursements or fails to submit or submits
incomplete or incorrect detailed reports of 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) D Applicable ® 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 tb 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
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The City of Miami
Cash Match for the 2013 Emergency Solutions Grant -Outreach Program
Grant Number: PC-1314-CMESG2013-2
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.
0 Applicable Q 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 s_ ubrnit 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 th.e 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. •
D Applicable 0 Not Applicable
. Program Performance'_" Based Orr Provider's past performance on prior
contracts, in the'area of program" goals ahcf Outconl'e 'objectives, this Contract
is' subject to ‘a PIP: During this Contract term, the Provider must achieve
those'goa[s:specified in the 'Contract Performance: against these annual. goals
shall be evaluated .on a qu8rterly basis, and' if by the end of the third quarter of
the°contract period` substantial 'cornpliance (meeting, the targeted goals) is not
achieved, it •may resuit in the termination of:this contractwith the County.
El Applicable Q 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 reiriibursement` 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
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The City of Miami
Cash Match for the 2013 Emergency Solutions Grant -Outreach Program
Grant Number: PC-1314-CMESG2013-2
shall be responsible for all direct and indirect costs associated with such suspension, including
attorneys. 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 atto.rney'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;
.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 tights 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.
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The City of Miami
Cash Match for the 2013 Emergency Solutions Grant -Outreach Program •
Grant Number: PC-1314-CMESG2013-2
This Contract is subject to the ratification and approval by the Miami -Dade County Board
of County Commissioners and shall be void unless approved by the Board of County
Commissioners.
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:- terminationof 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.
ARTICLE 77. . PAYMENT,PROCEDURES
The County agrees to pay the Provider for services rendered under this Contract based
on the payment schedule, timely provision by the Providerof required reports and of supporting
documentation of expense and activities asdescribed 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 PromptPayment Ordinance (Ordinance4-40).,.�,
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 minting, on the form
incorporated: herein as;Attachment, E;"Primary, Care; Invoice; for'Services": The
payment request for the previous month is due-. by the 15th of the month following
the month for which payment is invoiced. •
2. Any reimbursement May; be; withheld pending the receipt and approval by the
County of all reports and docurnentsrequired herein .
.3. Maximum: monthly reimbursements are limited to . N/A
4. As .applicable,,.during the of NIA through NIA , the Provider submit
a record. ofthose individuals served utilizing Social Security: Administration
repayments as specified in the Scope of Services. The Provider wilt utilize these
funds to serve those clients as specified and authorized in the Scope. of Services
5. NIA 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 lastquarter of the Contract term, up to the total
:Contract:award,amount, with the prior approval of the Executive Director of the
Homeless Trust..;
6. NIA • Providers with cumulative utilization rates lower thanninety percent (90%)
may be subject to a reduction in funding and beds, if deemed necessary by the
Miami -Dade County Homeless Trust. Beds and funding may be reprogrammed as
necessary and needed within the Continuum of Care. The Miami -Dade County
Homeless Trust will conduct a review of the utilization of beds within the first six (6)
months of the contract period.
7. 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
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The City of Miami
Cash Match for the 2013 Emergency Solutions Grant -Outreach Program
Grant Number: PC-1314-CMESG2013-2
entitled to such funds and the County's decision in this matter shall be final and
binding. _
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.
This is 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 (Le., receipts, bank statements, cancelled checks, employee timesheet, etc.).
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 15th 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 Departmentwill 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.
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.
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The City of Miami
Cash Match for the 2013 Emergency Solutions Grant -Outreach Program
Grant Number: PC-1314-CMESG2013-2
_ Applicable as indicated
1. Monthly Payment Requests/Invoice Por Services (Attachment E) I l
2. Monthly Performance Reports (Attachment G) - CI- —
3. Outcome Performance Measurements Monthly Report (Attachment H) ❑
4. Client Contribution Report (Attachment 1) ❑
5. Client Attendance,Roster (Attachment J) ❑
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 inn-,a_ocordance,,with the activities andgoals detailed in the
Scopear'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 fjy the Executive Director olthe agendyshall 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) fo.the County no }later than thirty (30)_ days after the
expiration or termination of. this Contract. If afterreceipt 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.
ARTICLE 18. PROHIBITED USE OF FUNDS
A. Adverse Actions or Proceeding. The Provider shall not utilize County funds to
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The City of Miami
Cash Match for the 2013 Emergency Solutions Grant -Outreach Program
Grant Number: PC-1314-CMES G2013 -2
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 Contract funded 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.
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The City of Miami
Cash Match for the 2013 Emergency Solutions Grant -Outreach Program
Grant Number: PC-1314-CMESG2013-2
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.im,mediate 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 requirecl'to have an annual certified
pubiic, 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 .b.een sa:audited,:whichever•is later
G. Access to Records: Audit: The County ;reserves the: right to rewire 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 piece of business
during regularbusiness. hours ,The Provider,agrees:.to provide suck assistance as may be
necessaryto facilitate their review or audit by the County to ensure compliance with applicable
accountingand finan`cial.standards.
H. Quarterly Reviews sof 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..
.1. Quality Assurance 1 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 EI 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 clientservice(s) or the appropriateness and quality of
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The City of Miami
Cash Match for the 2013 Emergency Solutions Grant -Outreach Program
Grant Number: PC-1314-CMESG2013-2
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 followingsecurity 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 maintairiirig 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)
(6)
(7)
Access to electronic data is controlled;
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;
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 fiscal,
administrative, and programmatic compliance with all th.e 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
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The City of Miami
Cash Match for the 2013 Emergency Solutions Grant -Outreach Program
Grant Number: PC-1314-CMESG2013-2
cited within the period of time specified in the report. If such deficiencies are not corrected
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
provied and the.typeof 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: ls.t of. thecontract term and is also subject to review and approval of the County
irr itssole discretion.:The -Provider will review the Plan annually, revise it as needed, and
maintain a written copy on fileat the Provider's site... .
N. Continuum of Care (CoC) Coordinated Intake and Assessment Process
The Provider shall participate in the Continuum of Care's (CoC) Coordinated Intake and
Assessment process, to include, but not limited to: participation in the CoC's defined
process to make and receive referrals: for housing and/or services (including the use of the
Homeless Management Information System (HMIS) for such, if required in the Standards
of Care); use of any forms required (e.g: Release of Information, Homeless Verification
Form, Chronic Homeless Verification Form, etc.); compliance with established Standards of
Care (andany revisions thereof) relating to eligibility criteria and timely processing of
referrals; and cooperation with established prioritizations for placement.
O. Public Records
Pursuant to Section 119.0701 of the Florida Statutes, if the Provider meets the definition of
"Contractor" as defined in Section 119.0701(1)(a), the Provider shall:
(a) Keepand maintain.public records that ordinarily -and necessarily would be required
by the public agency in order to perfoun the service;
(b) Provide the public with access to public records on the same teinis and conditions that
the public agency would provide the records and at a cost that does not exceed the cost
provided in this chapter or as otherwise provided by law;•
(c) Ensure that public records that are . exempt or confidential and exempt from public
records disclosure requirements are not disclosed except as authorized by law; and
(d) Meet all requirements for retaining public records and transfer to• the County, at no
County cost, all public records created, received, maintained and or directly related to the
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Cash Match for the 2013 Emergency Solutions Grant -Outreach Program
Grant Number: PC-1314-CMESG2013-2
performance of this Agreement that are in possession of the Provider upon termination
of this Agreement. Upon termination of this Agreement, the Provider shall destroy any
duplicate public records that :are exempt or confidential and exempt from public records
disclosure requirements. All records stored electronically must be provided to the County
in a foitltat that is compatible with the infoi nation technology systems of the County.
For purposes of this Article, the term "public records' shall mean all documents, papers,
letters, maps, books, tapes, photographs, films, sound recordings, data processing
software, or other material, regardless of the physical form, characteristics, or means of
transmission, made or received pursuant to law or ordinance or in connection with the
transaction of official business of the County.
Provider's failure to comply with the public records disclosure requirement set forth in
Section 119.0701 of the Florida Statutes shall be a breach of this Agreement.
In the event the Provider does not comply with the public records disclosure requirement set
forth in Section 119.0701 of the Florida Statutes, the County may, at the County's sole
discretion, avail itself of the remedies set forth under this Agreement and available at law.
ARTI.CLE20. Office of Miami -Dade County Inspector General
Miami -Dade County has established the Office of the Office of Inspector General which is
empowered to perform random audits on all County contracts throughout the duration of each
contract. The Miami -Dade County Inspector General is authorized and empowered to review
past, present .and proposed County and Public Health Trust programs, contracts, transactions,
accounts, records and programs. In addition, the Inspector General has the power to subpoena
witnesses, administer oaths, require the production of records and monitor existing projects and
programs. Monitoring of an existing project or program may include a report concerning
whether the project is on time, within budget and in compliance with plans, specifications and
applicable law.
The Inspector general is empowered to analyze the necessity of and reasonableness of proposed
charge orders to the Contract. The Inspector General is empowered to retain the services of
independent private sector inspectors general (IPSIG) to audit, investigate, monitor, oversee,
inspect and review operations, activities, perfotntance and procurement process including but not
limited -to project design, bid specifications, proposal submittals, activities of the Provider, its
officers, agents and employees, lobbyists, County staff and elected officials to ensure compliance
with contract specifications and to detect fraud and corruption.
Upon ten (10) days prior written notice to the Provider from the Inspector General or IPSIG
retained by the Inspector General, the Provider shall make all requested records and documents
available to the Inspector General or IPSIG for inspection and copying. The Inspector General
and IPSIG shall have the right to inspect and copy all documents and records in the Provider's
possession, custody or control which, in the Inspector General or IPSIG's sole judgment, pertain
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The City of Miami
Cash Match for the 2013 Emergency Solutions Grant -Outreach Program
Grant Number: PC-1314-CMESG2013-2
to performance of the contract, including, .but not limited to original, estimate files, worksheets,
proposals and . agreements from, and with successful and unsuccessful subcontractors and
suppliers, all project -related correspondence, memoranda, instructions, financial-dbciirnehts,
construction documents, proposal and contract documents, back -charge documents, all
documents and records which involve cash, trade or volume discounts, insurance proceeds,
rebates, or .dividends received, payroll and personnel records, and supporting documentation for
the aforesaid documents and records.
The provisions in this section shall apply to the Provider, its officers, agents, employees,
subcontractors and suppliers. The Provider shall incorporate the provisions in this section in all
subcontractors and all other agreements executed by the Providerin connection with the
perfotluance of the contract.
Nothing in this contract shall impair any independent right of the County to conduct audit or
investigative activities. The provisions of this section are neither intended nor shall they be
construed to impose any liability on the County by the Provider or third parties.
ARTICLE 21. SUBCONTRACTORS and ASSIGNMENTS
A. Subcontracts:? he 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 conditrons'of this :Contract:
1) If the Pro .iider'will -cause any `padt of this Contract to be performed by a
Subcontractor, the provision'' 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 Wilt 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 making any 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 disapprovedby 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 Services to be
performed. Such Services performed by such Subcontractor will strictly
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The City of Miami
Cash Match for the 2013 Emergency Solutions Grant -Outreach Program
Grant Number: PC-1314-CMESG2013-2
comply with the requirements of this Contract.
4) fn 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
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 Countyto 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.
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The City of Miami
Cash Match for the 2013 Emergency Solutions Grant -Outreach Program
Grant Number: PC-1314-CMESG2013-2
b) Miami -Dade County Code, Chapter 11A, including but not limited to Articles 111
and 1V... 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
apprenticeship. The Provider agrees to post in a conspicuous place available for
employees..arid applicant 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 et seq. of the
Code of: Miami -Dade County, as amended.:
Miarni-Dade County Code Section 10-38, Debarment of contractors from County
work;
Miami -Dade County Ordinance 99-5, codified at 1.1A=60 et seq. Code of Miami-
Dade County pertaining to complying with the . County's Domestic Leave
Ordinance,
Miami-Dade..:Courtly; 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.
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 isprovided 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, inthe good fait}::: 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 agreedbetween 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
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The City of Miami
Cash Match for the 2013 Emergency Solutions Grant -Outreach. Program
Grant Number: PC-1314-CMESG2013-2
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.
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 d-esignee 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.
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The City of Miami
Cash Match for the 2013 Emergency Solutions Grant -Outreach Program
Grant Number: PC-1314-CMESG2013-2
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.
I. Incident Reports. The Provider must report to the Miami -Dade County
Homeless Trust information related to any, 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, 27th 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,
1. No 3rd Party Beneficiaries. The Parties agree that this contract has no intended
or unintended third party. beneficiaries.
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
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The City of Miami
Cash Match for the 2013 Emergency Solutions Grant -Outreach Program
Grant Number: PC-1314-CMESG2013-2
include a legal description, 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, lots or blocks and showing adjacent streets and roads.
Notwithstanding documentation required for reimbursement purposes, a
copy of the purchase receipt for any asset described above purchased with
Homeless Trust funds must also be included in the 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 0).
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
AttachmentA-2: Miami -Dade County Homeless Trust Board Approval Minutes
Attachment B: Budget
. Attachment C: Miami Dade County Affidavits
Attachment D: State Affidavits (NOT APPLICABLE)
Attachment E: Primary Care Invoice for Services
Attachment F: Monthly Payment Requests Reports
Attachment G: Monthly Performance Reports
Attachment H: Outcome Performance Measurements Monthly Report (Not Applicable)
Attachment L: 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 0: 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 27 of 28
The City of Miami
Cash Match for the 2013 Emergency Solutions Grant -Outreach Program
Grant Number: PC-1314-CMESG2013-2
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.
WITNESSES:
ENTITY: CITY OF MIAMI, FLORIDA
A municipal corporation of
The State of Florida
By: By:
TODD B. HANNON DANIEL J. ALFONSO
CITY CLERK CITY MANAGER
Approved as to Form and Correctness: Approved as to Insurance Requirements:
By: By:
VICTORIA MENDEZ ANN-MARIE SHARPE
CITY ATTORNEY RISK MANAGEMENT
Affix
Incorporation SEAL
here
ATTEST: Miami -Dade County, a political subdivision of
The State of Florida
HARVEY RUVIN, CLERK
BY:
DEPUTY CLERK CARLOS A. GIMENEZ
(DATE)
Page 28 of 28
MAYOR
Scope of Service
FL0211L4D001205 City of Miami Outreach
The Subrecipient shall provide one thousand eight hundred eighty-seven (1,887) outreach
contacts and at least two hundred -thirty-nine (239) CoC Homeless Assistance placements of
homeless families and individuals during the - one (1) year_ Grant -term.- The_Subrecipient _will
participate in the Continuum of Care's established Coordinated Intake and Assessment process, to
include the acceptance of referrals through the centralized referral process, and the utilization of
required certifications. Referral will be accepted from emergency shelters, transitional housing
facilities, outreach teams and other service providers in the Continuum of Care.
The Subrecipient shall provide services as proposed in the application to U.S. HUD pursuant to the
2012 NOFA (incorporated herein by reference), including but not limited to:
1. Extensive outreach;
2. Initial assessment and evaluation for residential stability;
3. PIacement services including emergency, safe havens, transitional and permanent housing;
• 4. Placement may include temporary hotel or motel if applicable and available;
5. Referral and placement to all appropriate and available housing;
6. Referral to all applicable mainstream services and programs;
7. Transportation assistance services; and
8. Seven (7) day follow up to all services provided.
Conditions:
1. Reimbursements shall be limited to leasing, operations, supportive services, project
administration, and the costs associated with these activities as described in the
Subrecipient's application, and approved by the Recipient. Reimbursement shall be made
only for the costs- incurred for operations, administration and supportive services actually
provided to program participants, unless the Recipient agrees, in writing, to another mode
of payment as provided for in this Agreement;
2. The Subrecipient is responsible for matching all eligible, allowable, allocable funds (except
leasing) by providing documentation verifying the 25% cash or in -kind value expended;
3. Monthly progress reports and program narratives signed by the Subrecipient's Executive
Director or duly authorized designee shall be submitted, as required;
A. The Subrecipient shall serve program participants (clients) referred by the Recipient
within available resources or its designee for housing and or services through the
Recipient's established referral process;
5. Services shall be provided in accordance with the timeline submitted by the Subrecipient;
6. Any proposed modifications or revisions to the Subrecipient's program and or services
must be submitted in writing and must receive prior approval by the Recipient; and
7. The Subrecipient shall achieve the performance measures delineated in their application to
U.S. HUD and in 24 CFR Part 578 CoC Homeless Assistance Program.
Note: The Emergency Solutions Grant (ESG) provides match funds for the Miami Homeless Assistance
Program's CoC Outreach grants. This gap funding will support the reduction in funds for this operating
year.
ATTACHMENT B "Technical Submission includes Scope of Service, Program and Budget"
Q
ATT A-2
AGENDA ITEM II
MIAMI-DARE COUNTY HOMELESS TRUST
JOINT FINANCE & AUDIT AND EXECUTIVE COMMITTEE
MEETING MINUTES FOR SEPTEMBER 16, 2013
- The following xnembers present' .:_
Steven Leiftnan, Chairman
Rabbi Solomon Schiff
Mayor Tomas Regalado
The following persons were present:
Violet Ryland
Holly Woodbury
Dan Vincent
Sergio Torres
Lazard Trueba
Lisa Magrino
Olga Golik, Esq.
Bobbie Ibatra
Constance Collins"
Sarah Ingle
Lisa Mozloom
Gilda Ferradaz
Ronald L. Book, Esq.
Violet Ryland for Gilda Ferradaz
Mike Pimentel
Liz Regalado
Hilda M. Fernandez
Cesar Deville
Maggie Olano, Rec. Sec.
I. WELCOME AND INTRODUCTIONS
Rabbi Schiff called the meeting to order at 9:48 a.m., welcomed everyone and proceeded to consider the
meeting agenda. Mr. Vincent atroduced Lisa Magrino, who has assumed the position -of COO at Chapman
Partnership.
APPROVAL OF MINUTES
Rabbi Schiff inquired if there were any questions, comments or changes to the June 25th Joint Executive and
Finance Committee and the July ist Executive Committee minutes; not hearing any Judge Leifrnan made a
' seconded the motion. All members
motion to approve both of the meeting minutes. Ms. Ryland
present approved the motion. set forth unanimously.
.-• -- ECONOMIC -INDICATOR REPORT -
Mr. Deville referred members and guests. to the Food & Beverage Collection and Distribution Report and
provided a brief synopsis of the report. The Food & Beverage Tax collection decreased in August by -9.92%
as compared to August, 2012. The year-to-date figure represents an increase of 4.6%, representing
$15,425,731 in collections: Mr. Deville stated there is only one month left in the fiscal year, and in order to
reach the projected revenue collection of $16.9 million provided by the Budget Office, the Tax would have to
experience a 28% increase over. the September, 2012 collection, which is .not likely to happen (never has
before). This will affect the department's previous unencumbered carryover, which was .projected to be $2.6
for this year, and can consequently affect the gaps and services funded with the carryover. The final
September tax collection will determine the amount of any decrease. An inquiry has been made to the Tax
Collector's office as to potential reason for the decrease. Ms. Fernandez.renainded members and guests that,
except for $800,000, all the unencumbered canyover was expended in the budget; adjustments will need to be
made to the budget, accordingly, 'should revenues come in lower than budgeted. This paeans that the $800,000
canyover :balance could be expended. The Tax Equalization Reserve balance will remain intact for now.
During a brief discussion among members, it was suggested it might be good to have the Food & Beverage
Tax collection compared to other taxes (such as the hotel tax), and for the Office of Management & Budget to
readjust next year's projections. Mr. Deville reminded members that overall there is still an increase over last
year's tax revenue.
Mr. Deville then continued to review the remainder of the report, which includes the National, State, and local
unemployment rates; and the frequency, duration, and utilization of the Helpline calls,
IV. 3rd QUARTER FINANCIAL REPORT
(A1'r. Book joined the meeting at 10 a.rmz., took over the chairman duties', and Ms.. Fernandez summarized the
cliscussiorn prior to his arrival) Mr. Deville referred members and guests to the memo and report provided in
the meeting packet detailing the department's financial status during the third quarter beginning April 1, 2013
through June 30, 2013. There is a total of $10 7 million in revenue and $9.4 million in expenses. Mr. Deville
c: luuserslolanl Idocumenfsijoint./finance-execulire conmul:eclminuleslrre-ec minlrles 9-I6-13.doc
AGENDA ITEM 11
then reviewed the spreadsheet that reflects the approved budget amount, the third quarter figures, the year-to--
date balances, and the percent expended. It was rioted that the meter program reflects a negative amount
because 100% of the donations collected was applied toward the 44 family bed unit at Chapman Partnership.
The expenses have occurred as expected. Third Quarter figures (revenue less expenses) total S1.3 million and
- year-to-date expenses are $10.5 million. Ms. Fernandez.added that $30,739 of the donation meter revenue has
been applied toward the 44 family bed units as of the third. quarter. Ms. Fernandez explained the adjustments
necessary due to the:decreased tax collection. In response to the Committee's inquiries, Mr: Deville stated that
the End of Year balance of Fund 150 Sub -Fund 150, the Capital Replacement Reserve and Tax Equalization
Reserve funds respectively is approximately $7 million. Mr. Book commented that any reference to a $13
million surplus by anyone is a gross misstatement of the facts.
V. PROPOSED ADJUSTMENTS TO FYZ012-13 AND FY2013-14
Ms. Fernandez referred members and guests to the memo and attachments provided in the meeting packet and
briefly explained the budget process; specifically when it involves changes and adjustments. Due to the early
commencement of the budget process, the Board approved the Operation and .Capital Budget for FY 2013-14
on July 1, 2013 with several proposed changes. Subsequent td this approval . additional changes had to be
addressed, which included US HUD's grant adjustments (Planning Grant and HMIS Plus), the ESG reduction
and the allocation- of Food Beverage carryover dollars for that funding gap, and -Hotel -Motel additional
funding request. '
(a) ESG Allocation/Distribution
Ms. Fernandez provided a detailed explanation of prior the budget funding allocation and recommended
funding adjustments made concerning. the ESG (Emergency Solutions Grant) with intermittent questions and
clar.ifrcations. As nieinbers may recall, $900,000 from. the unencumbered carryover was reconirended and
approved to- address the ESG funding, reductions to the three (3) entitlement jurisdictions (City of Miami,
Hialeah, and the County), which•liiipact current homeless prevention'ani) rapid re -housing program%the Miami.
Homeless Assistance Program (MHAP Outreach), and the Beckhaii. Fial1'Em ergency Shelter: The allocation
approved by the Board was $175,000 for homeless prevention, S475,000 for rapid re -housing (slightly more
than the anticipated gap), $100,000 for Beckham Hall, and $150,000 for MHAP Outreach (leaving-a:gap of
less than $23,000): `Ms. Fernandez referred conimittee members and guests to Attachment A and reviewed the
funding .shifts: The Main concern: is any potential loss of beds at Beckham Hall. The revised allocation would
transfer $75,000 to Beckham Hall. The Cou nty's Public Housing' and Commiu_nity Developriient has -identified
- prior year unexpended. ESG fonds that Will provide sorne of the gap funding. In the corning year, the number
of beds' at Becldha n.. Hall Will be reduced. through attrition. 'The adjiS.sted funding allocation will result in
$879,592,000 in funding for the ESG project gaps, leaving an unallocated, amount of $20,048 which was being
recommended for the Hotel/Motel Program. It was ' noted that, 'but for this funding, the City of Miami
Homeless Program would Iose seven to eight staff members; this would still leave a gap in fuziding. Rabbi
Schiff made a Motion to approve staff recommendations as presented and outlined in the memo. Judge
Leifman seconded' the motion. There was a lengthy discussion. regarding adjustments and options. Ms.
Fernandez clarified questions concerning adjustments aiid options, •except those under. a Cone • of Silence
related to an ongoing County procurement process.' The motion was amended so that the allocation of funds
be conditional on the cdii fitment of the remaining $22,493 gap from the City of Miami and that the $20,048
in hotel/inotel funds come from the Food & Beverage Tax. All members present approved the motion set
forthwith the proposed airiendment unanimously.
(b) Planning Grant
Ms. Fernandez reminded members that the Continuum of Care was recently awarded a Planning Grant to
assist the Continuum with its objectives (primarily to enhance coordination efforts, improve survey data
collection and census, technical assistance for Homeless Youth Count, procurement of hardware and software
upgrade, evaluate and upgra.de our standards of care and performance measures). Ms. Fernandez then
explained the recommendations in detail that included the following:
1. Request Letters of Interest for needed consulting work and training needed that cannot be performed
through the current technical assistance provider, not to exceed $10,000
c:Iuseslolanllclocumentsljointfinance-executive commitieebnilieslfac-acminJtes 9-lb-13.doc
AGENDA ITEM II
2. (Mr. Book disclosed that the University of Miami is a client of his in Tallahassee, Florida cznd recused
himself) Enter into an agreement with the University of Miami to provide an evaluation and analysis of the
Youth Count process and data (already engaged through the Miami Coalition for Homeless)
3. Develop a preliminary agreement with 100,000 Homes for the implementation of their concept in our
community and authority to -negotiate the agreement..- . -- - - -- -- -- - - - • • - -
Rabbi Schiff made a motion to approve staff recommendations as presented and outlined in the memo.
Judge Leifman Schiff seconded the motion. There was a brief discussion regarding the technical assistance
role and the 100,000 Homes model. Ms. Fernandez responded to concerns and questions and reminded
members that this strategy is in line with US HUD's goal of ending chronic homelessness by 2015. All
members present approved the motion set forth unanimously.
(c) Hotel/Motel
Ms. Fernandez provided a detailed explanation of prior funding allocations and recommended funding shifts.
There was an allocation of $150,000 to the Iv1HAP Hotel/Motel Program during the current fiscal year with a
remaining balance of $14,952. With this change, a total of $650,000 for hotel/motel has been funded by the
Homeless Trust. As noted in Attachment B; following a need and use analysis, an additional $180,048 is
needed to end the fiscal year (total gap $195,000).The City of Miami Office of Community and Economic
Development has identified prior year unexpended funds to fill some of the gap and has prepared an agenda
item for their October Commission meeting. As noted in Attachment C, unexpended MOU and ID program
funds can be used to cover $60,000 of the gap ($40,000 and $20,000 respectively). The S20,048 balance had
been recommended to be provided from funds previously identified for ESG match for Rapid Re -housing and
homeless prevention. The remaining $100,000 requires a City Commission approval. Judge Leifman made
a motion to approve the adjustments as presented and outlined, however to reverse the .adjustment of
$20,048 from Rapid Rehousing for the ESG gap and take that amount the from Reserve instead of
Rapid Re -housing in addition of the $150,000 for the City of Miami Hotel/Motel Program previously
allocated). In response to the discussion today, Mr. Torres made several comments and clarifications
regarding the present staffing and operation of the Miami Homeless Assistance Program. All members
present approved the motion set forth unanimously.
VI. RESULTS: HOMELESS CENSUS AUGUST 29, 2013 AND YOUTH COUNT
Mr. Book made several comments and thanked Ms. Marra and the staff of the Miami Coalition for the
Homeless for work in the Youth I -Count and everyone else involved. Ms. Fernandez referred members and
guests to the memo and attachments provided in the meeting packet and provided a description of the
methodology and synopsis of the Homeless Count & Youth I -Count that took place August 29fh through
August 30th. Overall there were 848 people counted out on the street, this is an overall reduction of 46 people
as compared to last summer. The City of Miami and South Dade numbers were up and the numbers in North
Dade and Miami Beach decreased. The total number of sheltered homeless people is 3,103,-representing an
increase. of 334 people. The combined total. is 3,951 representing an overall increase of 288 people. The
increase appears to be attributed to the expansion of emergency beds and the increased number of families in
hotels from 16 last year to 146 this year. Ms. Fernandez responded to questions regarding the identification of
the chronically homeless that likely suffer from substance abuse, mental illness, and/or co-occurring disorders,
and how long people have been out on the street. Staff is developing new approaches to address the
chronically homeless population and data collection methods, including an expansion of the registry discussed
later in the agenda. Mr. Book stated there was recent poll where six (6) questions were asked of an
unrepresentative sample of 1,700 people. Within those questions, there was a misleading push -question that
asked: if they would_ support a plan to get people off the street if the subjects knew that there has been an 83 %
increase of homeless people in the last four (4) years on the street. Mr. Book stated that he was offended by
this attempt (by an unknown group) to distort the facts.
VII. CHAPMAN PARTNERSHIP OPERATIONS AGREEMENT RENEWAL
Ms. Fernandez referred members and guests to the memo and attachment provided in the meeting packet and
provided a brief background of the initial agreement and the subsequent renewal terms and prior renewals in
1998 and in -2003 where there was an amendment acknowledging that the construction of a third facility was
c:Ittsetslolanllclocunientsljoinl,finance-esecutire conunitteelminuleslfnc-ec,nin3rles 9-16-13.doc
AGENDA ITEM IF
no longer required. In 2003, the County exercised its renewal option and approved two (2) five-year renewal
periods, which expire in Decernber of 2013. In addition to Chapman. Partnership meeting all performance
requirements, Chapman has been an integral part in the provision of service to the community. Judge
Leifman made a motion to approve staff recommendations as presented and outlined in the memo (to
approve the remaining two (2) five-year .extensions). Rabbi Schiff seconded the. motion,.- Mr. Book made
several remarks of the experience with Chapman and the valuable service provided to the conunututy made
possible with their partnership, and thanked them. All members present approved the motion unanimously.
Judge Leifman commented that Chapman Partnership's quality of service and competence is unparalleled,
truly remarkable.
VIll. STATE AND FEDERAL LEGISLATIVE PRIORITIES
Ms. Fernandez refelTed members and guests to the memo and attachment provided in the meeting packet and
provided a synopsis of the County's annual requirement to submit to the Office of Legislative Affairs a
proposal for State and Federal Legislative and appropriations requests by and through the- County's lobbying
team. Attached are this year's priorities, which includes items • of keen interest, such as the Crisis
Outplacement Beds of the Jail Diversion Program; the re -implementation of the Gap Program, and Coalition
funding. Mr. Book stated there are some pending appropriation issues that need to be discussed with Kelly
Mallette and Jess McCarthy prior to submission. Judge Leifman made a motion to approve the Legislative
Request Package. Rabbi Schiff seconded the motion. Mr. Book requested a caveat to the motion that the
final approval and submission take place after Representatives Jack Latvala and Kathleen Peters are contacted.
All members present approved the motion with the "caveat.
IX. TAB CREDIT PROGRAM CERTfFICATIOiV PROCESS
Ms. Fernandez referred members and guests to the memo and attachments provided in the Meeting materials
and provided background as to the :past project certification process, particularly with tax.credit'projects. Staff
has drafted a form to establish a more formal certification process in anticipation of the Florida Housing
Finance Corporation's competitive process. The Housing and Services. Committee will discuss }the forte and
the process at their upcoming meeting on September 20. In addition to the fortis, the established process of
presenting the project to both the Housing Committee and Services Development Committee .(to describe the
project) and the requirements set forth in the certification will continue. This item is for: infoiutation purposes
only; the final recorn.endation will be presented to the board. Judge Leifman Made a motion to approve
staff recommendations as presented and outlined in the memo. Rabbi Schiff seconded the ynotion. All
members present` approved the motion set forth unanimously.
X. REVIEW OF NOFA PRIORITIES
Ms. Fernandez referred members and guests to the memo provided in the meeting packet and provided
background as to the National Alliance to End Homelessness recomrirendations and the US HUD goals and
policy drivers that set the path "to ending homelessness, It was clear that early implementation by local
communities of these concepts would enhance competitive status and prepare for future endeavors.
Approaches include, but are not limited to the following:
• Creation of new permanent housing (preferably housing first models) through reallocation, including
reallocating low performing programs or those that do meeting the Federal Strategic Plan goals
• Review of prioritization process for permanent supportive housing pla.cements
• Barrier removal for the chronically homeless into any level of housing
Ms. Fernandez reviewed the prograrn drivers which include six (6) Performance Measures (listed) and the
seven (7) Objectives (many already required) established by HUD which will also be expected of recipients.
The primary focus will be objective #1: to create new permanent housing for chronically homeless persons.
Ms. Fernandez then referred committee members and guests to the attached matrix where there are concepts
and reconunendations to achieve this goal. Ms. Fernandez reviewed The "Objective 1" Matrix, which was
c: l usetsl ofcurl \documetttsV ointlinancc-c_recutire cottnnitiee iminules lfnc-ec miaides 9-16-13. doc
AGENDA ITEM II
discussed by committee members. Partners and guests in the audience also provided continents. The
discussion included the following:
• Development and use of a Vulnerability Index
6 Development. of one wait list through a housing specialist
• Making zefenals exclu.sively.through HM[S; elimination of self -referrals -
® Requirement that all permanent supportive housing programs that do not already do, set aside units for
chronically homeless through attrition (emphasis added) (will be discussed farther at the September 20th
Services Development meeting)
Ms. Fernandez stated that HUD's perspective is to not provide or accomplish all needs at the emergency
housing level, it is to build capacity .and maximize within existing resources. This includes transitioning
people that are capable out of subsidized housing, such as families whose children have become adults with
income. Judge Legman made a motion to approve staff recommendations as presented and outlined in
the memo and matrix. Ms. Ryland seconded the motion. All members present approved the motion set
forth. imanianously.
XI. CITY OF MIAMI ISSUES -DISCUSSION
No City of Miami issues for discussion. Will be discussed at the Board meeting.
M NETWORK REPORT
Ms. Mozloonn provided a brief update on the public awareness activities that mirrors the report provided in the
meeting materials.
® Youth iCOUNT coverage hit AP and rannationwide in more than 25 media outlets
o Stories also ran on all major networks in Miami
o The Miami Herald
o South Florida Gay News
o The Cefalo Show on 810 AM
o Raquel Regalado's show on 760 AM
• Wrote, staffed, edited PSAs and requested placement on WEDR and Clear Channel Stations; will play
PSA at -the full board meeting
• Homeless .Awareness Day is on November 14. Active on Facebook; please "like." Ongoing outreach to
UM, FMU, and are working with Miami -Dade College to secure a location for an evening event
MII. CHAPMAN PARTNERSHIP REPORT
Mr. Vincent provided updates and announcements concerning the operations and events of the organization:
• Successful outplacement ending August 31, 2013 at the north facility was 58.7 and 77.78% at the south
facility. Life -to -date at both locations was 63.42%, and the total admissions -to -date is 94,899
• Lisa Magrino is the new Chief Operating Officer
• This year the Alvah H. Chapman Jr. Humanitarian Award will be presented to the Miami Heat
• The James Jones Legacy Foundation Crew 22 Camp was held July 23 through the 26th where 48 Chapman
children participated in an unforgettable and positive experience (Mr. Book made several comments on the
wonderful event for the kids and for himself as well and thanked Chapman for his participation)
• The Comcast Internet Essentials press conference was hosted in conjunction with School Superintendent
Carvalho at Chapman North on August 13th. This is phase three of Comcast's National Program to Bridge
the Digital Divide, which provides discounted Internet service to low income families. Five families will
receive free internet service and net tablets. Chapman is attempting to include this in the "welcome home"
packages
• Elizabeth. Von Werne received an announcement that their proposal entitled "The Role of Emergency
Housing in Pronnoting Stability and Sustained Recovery in a Housing -First World," was selected for the
Beyond Housing 2014 Conference hosted by the Institute for Children, Poverty, and Homelessness which
will be held January 15 — 17' 2014 in New York City, New York
c:l,tserslolan1Idoccaaentsl/ointfinance-executive conunitteelminuteslfac-ecmijrades 9-16-13.dor
AGENDAS. ITEM 11 r,
Entertainment industry stylists and make-up artists hosted a Women's Business Makeover Eventon
o
September 14t1'. Thirty (30) women from Chapman participated and received business attire, personal
products and tips to assist them with their job readiness
Tables are available for the 12th Annual Gala on October 18, 2013 at the Maniot Marquis. It will not be a
-black tie event this year
X V. EXECUTIVE DIRECTOR'S REPORT
Due a time constraint, this report was deferred to the full Board.
XV. OTHER ITEMS
With no further business to discuss, the meeting adjourned at 11:53 a.m.
(Ronald L. Book, Chairman
Homelegs Trust Board
c:luse7siolanIldocu,nennsijointfinance-executive co,r17itleelminuieslfac-ecmir(ures9-IG-13.doc
AGENDA ITEM V
Date: September 16, 2013
Memorandum
To: M gad; Co Home ss Trust Finan ommfttee and Executive Committee Members -
From:
f
Hild M. Fernandez, Executive Director
Miami -Dade County Homeless Trust
Subject: Proposed Adjustments to FY 2012/13 and FY 2013/14 Budgets
BACKGROUND
By February of each year, the. Homeless Tryst is required to submit a proposed budget for the next fiscal year.
On March 4, 2013, the Finance and Audit Committee reviewed the budget submitted by staff to the County's
Office of Management and Budget for the next fiscal.year. Because it was so early in the current Fiscal Year, and
our annual Needs and Gaps analysis process had yet to be completed, it was understood that modifications to
that initial submission would be likely. Our submission was adjustment by actions taken on March 4th, and
incorporated in the Preliminary Budget for the County released by the County Mayor in June.
On July 1, 2013, the Miami -Dade County Homeless Trust Board approved the proposed FY 2013/14 Budget for
the Miami -Dade County Homeless Trust. This proposed budget included, among other things, changes to
address new funding, and well as the uses of carryover funds. Following. Board approval, the information on the
changes was subsequently submitted to the OMB, and those changes were included in the "Change Memo" for
the County's Budget Hearings; the Change Memo reflects any changes to budgets after the release of the
budget in early June.
Subsequent to the approval of the FY 2013/14MOHT budget and submissionof the Change Memo information,
we received a request for additional funding for the Hotel/Motel program. In addition, USHUD announced funding
for additional Tier 2 projects, including our Planning Grant. We also had an opportunity to review current ESG
allocations with two of the entitlement jurisdictions to understand their funding, so that we could clarify how much
in F & B Tax funds were needed to fill gaps.
ANALYSIS
The following modifications to the overall budget, or uses within budget line items, are recommended:
USHUD Grant adjustments:
1. Remove revenues/expenditures for two direct grants: It had been anticipated that two direct grantees would
be included as sub -recipient projects. As such, their grant funding ($515,000) would_ pass through the
Homeless Trust. However, at this time the two projects will rerriain as direct grants. As such, both the
revenue and expenditures have been removed from the Grant line item.
2. Add new funding from new grants: USHUD announced Tier 2 awards for HMIS Plus ($15,000) and our
Planning Grant ($250,000). As such, these two amounts need to be added to both grant revenues and
expenditures.
3. Other adjustments: A positive $146,000 adjustment is necessary after receipt of final grant agreements and
determination of final grant amounts.
The net effect of the grant funding reflected in the budget for USHUD is -$119,000 in both revenues and
expenditures. As we are a pass -through, this has no effect on our operations.
ESG Allocation — Food and Beverage
As you may recall, we recommended the use of $900,000 in F&B unencumbered/unanticipated carryover
funding to offset USHUD-announced reductions to the three entitlement jurisdictions that receive ESG funds.
These reductions impact current homeless prevention and rapid re -housing programs, as well as the City of
Miami's Homeless Assistance Program (outreach), and Beckham Hall Emergency Housing/Shelter. The Board
approved an allocation of funding that included $175,000 for homeless prevention; $475,000 for Rapid Re-
Page 2 of
FY2012/13 and FY 2013/14 Budget Modifications
housing; $100,000 for Beckham Hall; and $150,000 for MHAP Outreach. Subsequent to the Board approval, we
had a conference call with all entitlement jurisdictions to discuss their proposed allocations in order to determine
if the Trust's proposed funding met identified gaps. At that time it was deterrnined that the F&B funding identified
for homeless prevention and Rapid Re-housin was -Slightly more -than the antici ated gaps. However -the
P9�� P gP ,
$100,000 allocated for Beckham would result in a loss of beds, and the funding to MHAP did not make them
100% whole; the gap is less than $23,000.
The biggest concern is Beckham Hall. Following the call, staff reviewed the F&B allocations to each category and
is recommending slightly shifting the approved funding to make additional funds available for Beckham Hall.
Please refer to Attachment A for a breakdown by entitlement jurisdiction of the funding allocations from the
entitlement jurisdictions for FY 13/14, the difference between FY 12/13 and FY 13/14 in ESG funding, the
proposed, new Homeless Trust funding for each program,, and whether that funding is more or less than the gap.
As proposed, there would be a shift of $75,0O0 from Rapid Re -housing to Beckham Hall. While the funding to
Beckham Hall does not make them whole, the County's Public Housing and Community Development
Department has identified prior -year unexpended ESG funds.that will fill some of the gap to close their grant year
(which expires December 31, 2013). We are waiting to hear exactly how much funding they will be allocating, but
we believe it is approximately $110,000. We are recommending no changes to, the MHAP funding for their
outreach program. These revised allocations would `result 'in a total of $879,592,000 in funding for the ESG
project gaps, leaving $20,048 unallocated. It is recommended that those unallocated funds be allocated to the
MHAP for the Hotel/Motel program, as further explained below. It should be noted that based on ESG funding
from the County for the next program year (January - December 2014), Beckham Hall's capacity is likely to be
reduced from 88 beds to approximately 50-55 beds.
Hoteotel program
We continue to have challenges with our Hotel/Motel program, with use volumes now consistently higher. As you
may recall, during the current fiscal year, it was necessary to allocate an additional $150,000 to the Hotel/Motel
program administered by the Miami Homeless Ass istance Program: Earlier this month, we received an analysis
from IUIHAP of their current expendituresand their projected funding needed to finish the fiscal year. As noted in
the attached (Attachment B), a total of approximately $180 000 more its expected to be needed close out the
fiscal year. Subsequent to the receipt Of this ertiail, the City's Community,and Economic Development identified
prior year unexpended funds that they can allocate for this purpose and are preparing an agenda item for their
October Commission meeting. Attachment C provides you with information on the Funding to MHAP year-to-
date, their anticipated expenditures, and the proposed funding to meet the funding needs for this fiscal year. As
noted, under -expenditures in the MOA and ID program agreerrients with MHAP could be used to cover $60,000
of the gap ($40,000 and $20,000 respectively). The MOU program already includes a line -item for hotel/motel.
We would be shifting the under -expenditures all to that line, and using the funds to serve individuals other than
those coming through MOA. The use of the $20,000 from the iD program requires an amendment, if approved.
The $20,048 balance would come from the funds previously identified for ESG match for RRH/HP, as explained
in the previous paragraph. .
Planning Grant
As you may recall, our Continuum of Care applied for and was recently awarded a Planning Grant to assist us in
meeting our objectives for the Continuum of Care. As you can see in the attached Planning Grant budget, the
funding will allow us to, among other things, enhance our coordination efforts through improved surveys and
counts, purchase software to assist us in management .our contracts, secure consultants to assist us with the
homeless youth count, provide training, and develop/evaluate our standards of care and performance measures.
This will also offset a portion of the costs far the previously approved administrative support staff. At this time, we
would like approval for the following:
1) Issue a Request. for Letters of interest for any consulting work that is needed, and that cannot be
• performed through an additional agreement with our current technical assistance provider. It is
.anticipated that no single consulting agreement would exceed $10,000. This would include assistance
with training, as well as project evaluation.
Page 3 of 3
FY 2012/13 and FY 2013/14 Budget Modifications
2) Enter into an agreement with the University of Miami to provide the evaluation and analysis of the Youth
Count process and data. The University has been engaged in the process through the Miami Coalition
fort e Homeless eless
3) Develop a preliminary agreement with 100,000 Homes for the implementation of the 100,000 Homes
concept in our community
We will be proceeding with the procurement of the hardware and software using the standard county
procurement processes, and working with our existing HMIS provider for the customization requirements.
CONCLUSION:
While we attempt to identify all potential revenues and expenditures at the time of budget development, due to
changes in needs or new funding allocated or reduced, it is necessary to make adjustments. The recommended
actions are intended to ensure continued services, and access to new funding to improve the current system of
care.
ATTACHMENTS
HMF
FOOD AND BEVERAGE FUNDING FOR ESG PROGRAMS FY 2013/14
CITY OF MIAMI
Agency
Description of
Services
ESG Funding
2012
ESG Recomm
for FY2013-2014.
Difference
HT Funding
Gap
Citrus Health Network, Inc.
Rapid Rehousing •
$ 63,351.00
$ 35;320.74
$ 28,030:26
$ 37,995.00
$ (9,964.74)
Homeless Prevention
$ 147,819.00
$ 82,415.06
$ 65,40394 .
$ 66,500.00
$ (1,096.06)
Citrus Health Network, Inc.
Program Administration
$ 9,056.60
City of Miami Com & Econ Dev
Program Administration
$ 18,113.20
•
Miami Homeless Assistance Program
Street Outreach
$ 389,852.00
$ 217,358.40
$ 172,493.60
$ 150,000.00
$ 22,493.60
SUBTOTAL:
MIAMI-DADE
254,495.00 ,
Agency
Description of
• Services
ESG FUNDING
2012 •
ESG Recomm
for FY2013-2014
Difference
HT Funding
• Gap
,
Camillus
Beckham Hall Shelter
$ 750,000.00
$ 429,635.00
$ 320,365.00
$ 175,000.00
$ 145,365.00
Citrus Health Network
Rapid Rehousing
$ 412,500.00
$ 214,817.00
$ 197,683.00
$ 235,570.00
$ (37,887.00)
Homeless Prevention
$ 137,500.00
$ 71,607.00
$ 65,893.00
$ 61,250.00
$ 4,643.00
. SUBTOTAL: $ 471,820.00
HIALEAH
Agency
•
Description of
Services
ESG FUNDING
2012
ESG Recomm
for FY2013-2014
Difference
HT Funding
•
Gap
Citrus Health Network
Rapid Rehousing
$ 164,510.00
$ 82,255.00
$ 82,255:00
$ 106,387.00
$ (24,132.00)
Homeless Prevention
$ 91,532.00
$ 45,766.00
$ 45,766.00
$ 47,250.00
$ (1,484.00)
Emergency shelter
$ 24,237.00
$ 12,118.50
$ 12,118.50
SUMMARY
REVISED ALLOCATIONS:
SUBTOTAL: $ 153,637.00
GRAND TOTAL ALL: $ 879,952.00
•
Description of Services
ESG FUNDING
. 201.2
ESG Recomm •
for FY2013-2014
Difference
HT Funding
Gap
Rapid Rehousing
Homeless Prevention
Beckham Hall
MHAP Ops
$ 640,361.00
$ 376,851.00
$ 750,000.00
$ 389,852.00
$ 332,392.74 $ 307,968.26
$ 199,788.06 $ 177,062.94
$ 429,635.00 $ 320,365.00
$ 217,358.40 $ 172,493.60
GRAND TOTAL ALL:
Available Balance:
$ 379,952.00
$. 175,000.00
$ 175,000,00
$ 150,000.00
$ 379,952.00
$ 20,048.00
, .
1.$ 2,062.94
$ 145,365.00
$ 22,493.60
0
1 G� REVISED PUBLIC
e:' .s
;;:..; Thursday, December
Pr '.
NOTICE•
12, 2013 at 9:00 A.M. ••by rf N.m., GeCalKrch, C.
_ Ggrrbr€ uni `ta .
Chamber _ . f
Drive
FL 33133
City of Mtami_Commission
3500 Pan American
Ft eR
Miami,
Federal regulations governing CDBG and other HUD programs require that a participating jurisdiction provide citizens with reasonable notice of and an
opportunity to comment on any new allocation and/ or amendment of HUD programs. In addition, the public is advised of the proposed new
allocation(s)/ amendment(s) to the funding of the City program(s) as indicated below:` t *
Discussion and Proposed Resolutions authorizing the acceptance, allocation, and/or transfer of funds for the following agenda Items:*1.*
1. Discussion and Proposed Resolution accepting Program Year ("PY") 2014-2015, United States Department of Housing and Urban Development
("HUD") Entitlement Grant funds, in the total projected amount of $18,793,745, as stated herein for the following programs: (a) Community
Development Block Grant ("CDBG"): $4,310,994; (b) Home Investment Partnerships ("HOME"): $2,739,022; (c) Housing Opportunities for
Persons with AIDS ("HOPWA"): $11,381,465; (d) Emergency Solutions Grant ("ESG"): $362,264.
2. Discussion and proposed resolution accepting PY2014-2015, Section 8 Housing Program funds, in the total projected amount of $3,800,000 for
rental assistance, and in the projected amount of $400,000 for program administration, for the total projected amount of $4,200,000.
3. Discussion and proposed resolution authorizing the allocation of PY2014-2015 HOME funds in the total amount of $2,739,022 in the following
categories: $273,902 for program administration, $1,500,000 for District 2 homeownership activities and $965,120 for all other housing programs.
4. Discussion and proposed resolution authorizing the allocation of PY2014-2015 ESG funds in the projected amount of $362,264, as specified
below: - -
Recommended Distribution of Funds to Agencies/
Services Provided
ESG Projected
Program
Recommendation
•
• •
PY2013-2014
Citrus Health Network, inc.
Rapid Re housing & Homeless Prevention
Program
$117,735.80
Citrus Health Network, Inc.
Program Administration
$ 9,056.60
City of Miami — Department of Community & Economic Development
Program Administration
$ 18,113.20
City of Miami — Homeless Program, Neighborhood.Enhancement Team
Street Outreach
$217,358.40
TOTAL:
- $362,264.00 •
5. Discussion and proposed resolution authorizing the allocation of PY2014-2015 CDBG funds, in the total projected amount of $4,423,494 in the
following categories: $862,199 for program administration, $646,649 and the projected amount of $112,500 from previous years' program income,
for Public Services, $2,132,146 for Economic Development, $670,000 to City of Miami Department of Code Enforcement.
6. Discussion and Proposed Resolution authorizing the allocation of PY2014-2015 HOPWA Funds, in the projected amount of $11,381,465 and
$1,000,000 from previous years HOPWA funding, for a total projected amount of $12,381,465, as specified below:
. Recommended Distribution of Funds to Agencies/ Program' —. __ _, .
._ .- ._- Services Provided - —
Amount- -- -
City of Miami- Department of Community Development
Program administration
$292,794
Apple Tree Perspectives, Inc.
Technical Assistance
$48,650
Miami Beach Community Development Corporation — Westchester Apartments
$28,000
Carrfour Supportive Housing, Inc. — Harding Village
Project Based -Operating Support
$28,000
Carrfour Supportive Housing, Inc. — Little River Bent
$21,000
Center of information & Orientation, Inc. a
$437,980
Empower "U", Inc.
Long Term Tenant Based Rental
Subsidy Program (LTRA) —
' $437,980
Miami Beach Community Development Corporation, Inc.
$348,230
Sunshine for All; Inc.
Housing Specialist Services,
Move in,
$398,490
Spanish-American Basic Education and Rehabilitation, Inc.
compliance, walk-$175,910
through, exit & HQS Inspections
City of Miami Department of Community Development
$10,115,781
H.IV Education & Law Project, Inc. (HELP, Inc)
Legal Services
$48,650
Total Allocated:
$11,381,465
itrcludes $iM from Prior Year(s) funding
7.. Discussion and proposed resolution allocating CDBG funds originally allocated to Greater Miami Chamber of Commerce Inc. to be changed to
Action Center for College Educational Services and Scholarship Foundation for the construction of a Business Center at Miami Northwestern
High School.
8. Discussion and proposed resolution authorizing the allocation of Neighborhood Stabilization Program 1 ("NSP1"), Program Income funds up to
$300,000 funds for the construction of new affordable homes at the City of Miami oWned sites located at 1477 Northwest 60th Street, 1336
Northwest 60th Street, 5852 Northwest 13'h Avenue, and 1497 Northwest 60'h Street a/k/a 6005 Northwest 15°i Avenue, Miami, Florida, and '
approve Amendment #3 to the construction contract with Link Construction Group, Inc. for the design and construction of single-family infill
housing. -
* The adoption of this Ordinance/Resolution, by the City Commission, authorizes the City Manager to draft/ amend the appropriate City of Miami
annual Action Plan.
1. This Item(s) will be available for public comment and review for a period of no less than 30 days. The review and comment period begins Tuesday,
. November 12, 2013 and ends Wednesday, December i1, 2013. The proposed amendment(s) will be presented to City Commission for approval on
Thursday, December 12, 2013 (public hearing).
$ Draft copies will be available at the City of Mianii Department of Community Development office located at 444 SW 2nd Avenue, 2nd floor, Miami,
Florida, 33130. Comments to the amendments must be submitted in writing to: 444 SW 2nd Avenue, 2nd floor, Miami, Florida, 33130: Attn:
Natasha Sorties, and must be received no later than December 11, 2013.
Interested individuals are encouraged to attend this Public Hearing. The meeting site is accessible to the handicapped. Requests for special
accommodations may be directed to the Department of Community Development at (305) 416-2080 no less than three (3) business days prior to
the Public Hearing date. '
Annual Action Plan
FY 2012-2013
[Page is left intentionally blank]
Table of Contents
I. EXECUTIVE SUMMARY 1
INTRODUCTION 2
BACKGROUND 3
GOALS 3
II. CITIZEN PARTICIPATION 5
III. GEOGRAPHIC DISTRIBUTION 8
COMMUNITY DEVELOPMENT TARGET AREAS 8
CDBG AND HOPWATARGET AREAS 12
IV. FUNDING RESOURCES 16
EXPECTED GRANT FUNDS AND OTHER INCOME 16
MATCHING FUNDS 18
LEVERAGEDFUNbS 20
V.CDBG 21
COMMUNITY DEVELOPMENT BLOCK GRANT 21.
EXTREMELY Low TO LOW -MOD BENEFIT 21
OUTCOME MEASURES 22
COMMUNITY DEVELOPMENT STRATEGY 23
HOUSING 24
PUBLIC SERVICE 26-- -
ECONOMIC DEVELOPMENT 28
PUBLIC FACILITIES AND PARK IMPROVEMENTS 30
HISTORIC PRESERVATION 30
INFRASTRUCTURE 31
OTHER COMM UNITY DEVELOPMENT NEEDS 32
CDBG-R 32
VI. HOME 33
AFFORDABLE HOUSING (91.2209 (G)) 34
• HOMEOWNERSHIP NEW CONSTRUCTION PROGRAM 36
FIRST TIME HOMEBUYER ASSISTANCE PROGRAM 37
MULTIFAMILY RENTAL HOUSING NEW CONSTRUCTION PROGRAM 38
COMMUNITY HOUSING DEVELOPMENT ORGANIZATIONS (CH DO) 41
HOME ACTIVITIES 42
VII. HOMELESS AND OTHER SPECIAL POPULATIONS 44
HOMELESS ...,. 44
AGENCIES SERVING THE HOMELESS 45
CITY OF MIAMI HOMELESS POPULATION CHARACTERISTICS 46
CURRENT HOMELESS ENUMERATIONS 47
HOMELESS NEEDS GAP ANALYSIS 49
DISCHARGE POLICY 50
OTHER SPECIAL NEEDS - ELDERLY 52
OTHER SPECIAL NEEDS —PERSONS WITH HIV/AIDS 53
HOUSING ACTIVITIES FOR PERSONS WITH HIV/AIDS 55
_HOMELESS PREVENTION 84. RAPID RE -HOUSING PROGRAM (HPRP) 56
VIII. OTHER ACTIONS 57
UNDERSERVED NEEDS 57
BARRIERSTO AFFORDABLE HOUSING 57
EVALUATE AND REDUCE LEAD -BASED PAINT HAZARDS 59
REDUCETHE NUMBER OF POVERTY -LEVEL FAMILIES 60
DEVELOP INSTITUTIONAL STRUCTURE 61
ENHANCE STAKEHOLDER COORDINATION 62
PUBLIC HOUSING (91.220 (F) (2)) 62
IX. ANTI -POVERTY STRATEGY 63
USE OF FUNDS FOR FY2012-2013 63
INSTITUTIONAL COORDINATION 64
X. ACTIVITIES TO BE UNDERTAKEN • 68
HOUSING 68
PUBLIC-SERVICE • • 75
ECONOMIC DEVELOPMENT .77
OTHER COMMUNITY DEVELOPMENT ACTIVITIES 78.
XI. SECTION 3 • 79
PROGRAM DESCRIPTION (24CFR 135) ' • *'• • 79
Eligibility Criteria -
Compliance Requirements: 79
Compliance Monitoring. 80
XII. SHIP .81
PROGRAM DEkRIPTION 81
LHAP HOUSING STRATEGIES:: CHAPTER 67-37.005(5), F.A.C.84
Name of the Strategy: SHIP Emergency Horne Repair Assistance 84
Name of the Strategy: Single Family Rehabilitation Assistance 1 HA (a) 86
Name of:the Strategy:. Single Family Replacement Home Program 1 HA (b) ' 89
Name of the 'Strategy: SHIP Homebuyers Financing Program 1 HO (c) 91
Name of the Strategy: SHIP Homeownership Development Program 1 HO (a) 93
Name of the Strategy: SHIP Rental Housing Development Program 1 RH (b) 95
LHAP. INCENTIVE STRATEGIES 97
XIII. LOCAL AFFORDABLE HOUSING INCENTIVES FOR DEVELOPERS 98
DESCRIPTION OF LOCAL AFFORDABLE HOUSING INCENTIVES • 98
Expedited Permitting • 98
. Ongoing Review Process 98
Impact Fee Deferral 99
Reduction of Parking and Setback Requirements 99
XIV. MONITORING 100
CDBG- SUB -RECIPIENT CONTRACTS 100
HOME- CONTRACT COMPLIANCE MONITORING 101
Davis -Bacon Prevailing Wages 102
Section 3 102
Environmental Reviews 103
PART 1: HOMELESS POPULATION 118
SHELTERED 118
UNSHELTERED
TOTAL
EMERGENCY
• TRANSITIONAL 118
TOTAL. 118
118
118
MI. Homeless and .Qithpecia
Populations
24 CFR 91.220 (e)
HOMELESS
Background
Miami -Dade County has one of the highest homeless rates' in the State of Florida.
According to the Shimberg Center for Affordable Housing, Miami -Dade County is
second statewide to Hillsborough County in the number of homeless individuals residing
in the County; Hillsborough has 14 percent of the State's homeless population residing
within its jurisdiction and Miami -Dade has 10 percent. With respect to homeless families
with children, Miami -Dade County has a significantly smaller population (ranked 8th in the
State) with five percent, compared to Hillsborough's rate of 20 percent. .
According to homeless enumerations conducted in July 2007, approximately 36
percent of the County's homeless population is Iocated within the City of Miami. The -
high concentration of homelessness in the City can be attributed to the following factors:
r _ Three of the five major shelters in the County are located in the City; one of the
two remaining is located across the street from the City limits.
▪ Jackson Memorial Hospital (the public hospital that serves the homeless and
indigent) is located in the City of Miami.
■ The County's major correctional facility is within the City and releases arrestees
from throughout the County into the City of Miami.
▪ Approximately 60 percent of treatment facilities are located in the City of Miami.
Other factors that that attribute to the high homeless numbers and make Miami unique
are the continual flow of immigrants and the warm weather conditions throughout the
winter months. •
2 2007 Rental Housing Market Study- The Need for Housing forHomeless Persons. Shimberg Center for Affordable Housing. October
1, 2007.
City of Miami 44
Action Plan FY2012-2013
AGE2VCES SERISVG 7HEHOMELESS
.Miami -Dade Homeless Trust
The Miami -Dade Homeless Trust (Homeless Trust) is a County organization that
serves as the link between the five local entitlement jurisdictions, including the City of
Miami, and multiple systems of care that also represent various sub -populations impacted
by homelessness. The Homeless Trust was created in 1993 by the Board of County
Commissioners. One of its missions is to implement the community's Continuum of Care
Plan, the Miami -Dade County Community Homeless Plan. This plan delineates a
comprehensive strategy for the delivery and coordination of homeless .housing and
• services for the entire County, including all its municipalities and jurisdictions. It is
comprised of: temporary care (emergency housing), primary care (transitional housing)
with extensive case management services, and advance care (permanent) supportive
housing.
The City of Miami's pro rata share of McKinney funds, as well as those of the other
four entitlement jurisdictions, are pooled into the Homeless. Trust's annual application for
funds under HUD's SuperNOFA. The Homeless Trust serves to reduce duplication of
efforts and resources,and ensures coordination between the entitlement jurisdictions,
multiple fenders and providers of services to special needs populations. The Board of the
Homeless Trust sets policy on funding priorities and strategies utilizing input from key
stakeholders. These .priorities,as well as the gaps and needs analysis, are utlll7ed by • these
other majorfunders, and incorporated dii an annual bats into entitlemenfjurisdictions' -
Consolidated Action Plans and the local county -wide Social Services Master Plan:'
• Miami Homeless Assistance Program (1VIHAP)
MHAP is a City of Miami office that is a key component in a County -wide Continuum
. of Care System. It should be noted that; as‘part of the Coritinuurin of Care agreement, the
City of Miami does not operate any homeless facilities. These services'are provided by the
• County. However, since a significant niimber of the homeless population:resides within
city limits, the City of Miami provides outreach services to homeless individuals and
families through MFFIAP. It is worthy to note that since MHAP's inception, the program
has placed 49,250 individuals and families into the Continuum of Care.
The Mission of MHAP is to provide outreach, assessment, placement, information, .
referral and transportation services to homeless individuals and families in a caring and
professional manner and to employ and train formerly homeless men and women.
1HHA.P's goals are to:
Identify, and engage homeless individuals and to place them into appropriate
housing.
■ Facilitate employability skills, a work history and instill life management
responsibilities to our formerly homeless employees, thereby strengthening their
ties to the community. •
■ Significantly reduce the number of homeless individuals and families in the City
of Miami.
City of Miami 45
Action Plan FY2012-2013
-07Y OF MIAMI HOMIIESS POPI14TION
CHARACIMISIES
Miami's homeless population is as diverse as its residents. Those facing homelessness
have two main commonalities —they experience dismal poverty and they are unable to
access safe and affordable housing. The following is a brief description of the City's
homeless population based on data collected of the homeless served by the City of Miami
Homeless Program in 2007-2008:
Table Y11-1; Demographics of -Individuals Placed in Services, City of Miami (2007-2008)
M1es• . . •
Tema. •
•••• • •
' Tiansgender
Alf dean Anericalit;
Anglo 7
•18-30
30-40 '
40.—sp
50+
. <1%
6%
38%
5%
Source: Miami Homeless Assistance Program
City ofMiami 46
Action Plan FY2012-2013
CURR NTHO,�EVIBERADONS
Miami -Dade County
The Continuum of Care Gaps Analyses is the method used for quantifying the housing
needs of homeless persons by local governments, including Miami -Dade County.
According to the Miami -Dade Continuum of Care, Mistni-Dade County has a total of
4,392 homeless persons: 3,163 homeless individuals and 347 homeless families with
children (1,229 people).3 It is important to note that MIiAP estimates that 36 percent of
the county's homeless population resides within the City of Miami.
Table YII-2: Homeless Populations and Subpo tlations Miami -Dade County:.jan uay2008.
Number ofFsri ilies.with Children (Famil7 •
HOAseholds) ".
1.Numlier ofPersons in Families with Children
2. Number of Single Individuals and Persons in
HousehoYds without thiidreri .
TOTAL (lines ,1-i-2) 1,304
1. Chronically 13ome1ess
2. Severely Mentally 111 . •
360 .. 505 •
•
3. Chronic Substance Abuse
4. Veterans
5. Persons with HIV/AIDS
6. Victims ofDomestic Violence.. 166
Source: Continuum bf Care Housing Gaps Analysis and Housing PopulationJanuary 2008.
865 •
City of Miami
Despite the high number of homeless individuals in the County, it is worthy to note
that in recent years the City of Miami has demonstrated a continuous decline of the
homeless population. According to the last census perfon.ued by MHAP on January 29,
2008, the homeless population has,continue decreasing in recent years with the most
. current count showing the City's homeless population within its Neighborhood
Enhancement Team (NET) boundaries areas at 383 homeless individuals. This is a 54
3 Data from Continuum of Care Housing Gaps Analysis and Housing Population (CoC Gaps and Needs Aanitat), 2008)
City of Miami 47
Action Plan FY2012-2013
percent reduction of the homeless street popUlation in the City of Miami since the last
Consolidated Plan was updated in 2004. Furthermore, in July of 2007, the U.S. _-
Department of Housing and Urban Development recognized the City of Mial-ni-as a lea -der
in nationwide effort to end homelessness.
Table V1113: Homeless Enumerations
irw`Tr-
Taw— IBA
Allapattab. :•• • • 119 44•''• 28 .: "24 315q
Coconut Grove ., ,- • • '• • • • • -••
• — 15. •• • 0' —r 7 • 11. 5 •
Coconut .Gtov .•
CoralWay . 35 12 :.
• •
Flagami •
. .
Litde
Eavaiia 3
:West FlAget.'
•
Model City 27,7'.,
, Overttryvr:';'.;.•::
• • •
Upper Eastside •• " • 32.
- •
.W311:11)°01—.•
Total 1,152 941 '827 • 759 738 748
7
Source: Miami Homeless Assistance Program, Analysis. of Homeless Enumerations
*33 Sex Offenders residing under Julia Tuttle Causeway bring the total up to 416
841 417 611 314- •'•'.3.83*
•
City of Miami
Action Plan FY2012-2013
48
,
HOMELESNEEDS GAP A1V LYSE
The existing inventory of shelter facilities for the homeless in the City of Miami
includes emergency shelters, transitional housing and permanent housing for both
homeless individuals and families. As indicated earlier, however, the homeless shelter
facilities located within the City of.Miarni are not managed or operated by the City. The
Miami -Dade Homeless Trust is responsible for funding and overseeing the operation of
these facilities:'TIiider the Continuum of Care Agreement, the City is responsible for"'
providing outreach services to the homeless:
The Continupm of Care plan divides the demand for beds between homeless single
adults and persons in families with children, and the supply ofbeds smong emergency
shelters, transitional housing facilities, and permanent housing facilities for each of these
populations. The following table summarizes the needs of these two groups as they relate
to supply.
Table YZI-4: Housing Gap Analysis or Homelesslndividucils d Familis, Miami Dade County; 2008
Emergency Shelter.:
Transitional Housing.
Permanent Supportive Housing
TOTAL .
:Fmergenoy Shelter. .•
ransitional Housing .
Permanent Supportive Housing
•
TOTAL
..986
4,005
3.
1;509,
1,533
86
1;I52
2,767 1,238
Source: Continuum of Care Housing Gaps Analysis and Housing Population January 2008
Homeless Program Activities
Through the Miami Homeless Assistance Program, the Department of Community
Development will continue its efforts in the prevention of homelessness: As indicated
previously, the assistance is limited to outreach services, mainly in the folio of referrals to social
services, including behavioral, mental, health, and supportive housing. The following provides a
brief description of the various activities and strategies that the City of Miami will undertake in
the next year in order to further reduce homelessness in the City.
City of Miami
Action Plan.FY2012-2013
49
POLICY
The new requirement of the McKinney-Vento Act (42 USC 11362) is to develop and
implement, to the maximum extent practicable and where appropriate, policies and
protocols for the discharge of persons from publicly funded institutions or systems of care
(such as health care facilities, foster care orr other youth facilities, or correction programs
and institutions) in order to prevent such discharge from immediately resulting in
homelessness for such persons.
The Process for Developing a Continuum of Care Strategy:
The lead entity for the City of Miami Continuum of Care is the City of Miami Office
of Homeless Programs. The City of Miami Office of Homeless Programs provides staff
time and support -services to converse planning meetings, coordinate communication to all
homeless assistance partners, and coordinate the scope of services in our application
submission under the ESG application HUD.
The City of Miami Continuum of Care continues to enhance a communication and
planning stricture that is coordinated, inclusive, and integrated. The City is an -active
member in the Continuum of Care Master Plan designed across the County.
DischargePlanning
The intended Discharge Policy will embody the public institutions discharge policies.
The groups consists of State and County Corrections and Human Serviees staff, shelter
and homeless street outreach personnel, community hospital social service staff and
homeless advocates. Our initial goals for this group are threefold:
1. Develop a mutual understanding of current practices related to the discharge of
persons with no known address.
2. Develop a system of data collection that would give us an accurate picture of the
number of people in Miami -Dade_ County who are homeless directly upon
discharge from a public institution.
3. Create collaborative relationships between the public institutions and our housing
placement and homeless services providers aimed at preventing people from
becoming homeless upon discharge (including post -placement support
services/aftercare to ensure that people entering housing in "the community
following discharge from public institutions can maintain their housing).
Critical elements of our discharge plan include:
1. Development of the plan in partnership with the other metro -area Continuum of
Cares.
2. Early and collaborative planning between the institutions and community
providers to ensure that persons being discharged from public institutions have
housing and supportive services whenever needed to prevent homelessness.
City of Miami 50
Action Plan FY2012-2013
MIAMI-DADE COUNTY REQUIRED AFFIDAVITS
The contracting individual or entity (governmental or otherwise) shall indicate by an "X" all affidavits that pertain to
this contract and shall indicate by an "NIA" all affidavits that do not pertain to this contract. All blank spaces must be filled.
The MIAMI-DADE COUNTY OWNERSHIP DISCLOSURE AFFIDAVIT; MIAIVII-DADE COUNTY
EMPLOYMENT DISCLOSURE AFFIDAVIT;_MIAMI-DADECRIMIIVAL RECORD_AFEIDA.VLT;_DISABILITY- -
-NONDISCRIMINATION AFFIDAVIT; and the PROJECT FRESH START AFFIDAVIT shall not pertain to contracts
with the United States government or any of its departments or agencies thereof, the State or any political subdivision or
agency thereof or any municipality of this State. The 1VIIA II-DADE FAMILY LEAVE AFFIDAVIT and MIAMI-DADE
DOMESTIC LEAVE AND REPORTING AFFIDAVIT shall not pertain to contracts with the United States or any of its
depai L cents or agencies or the State of Florida or any political subdivision or agency thereof; it shall, however, pertain to
municipalities of the State of Florida. All other contracting entities or individuals shall read carefully each affidavit to
determine whether or not it pertains to this contract.
I, , being first duly sworn state:
The full legal name and business address of the person(s) or entity contracting or transacting business with Miami -Dade
County are (Post Office addresses are not acceptable):
Federal Employer Identification Number (If none, Social Security)
Name of Entity, Individual(s), Partners; or Corporation
Doing Business As (if same as above, leave blank) -
Street Address City State Zip Code
1. •MIAMI-DADE COUNTY OWNERSHIP DISCLOSURE AFFIDAVIT (Sec. 2-8.1 of the County Code)
If the contract or business transaction is with a corporation, the full legal name and business address shall be provided for each
officer and director and each stockholder who holds directly or indirectly five percent (5%) or more of the corporation's stock.
If the contract or business transaction is with a partnership, the foregoing information shall be provided for each partner. If the
contractor business transaction is with a trust, the full legal name and address shall be provided for each trustee and each
beneficiary. The foregoing requirements shall not pertain to contracts with publicly traded corporations or to contracts with the
United States or any department or agency thereof, the State -or any political subdivision or agency thereof or any municipality
of this State. All such names and addresses are (Post Office addresses are not acceptable):
Full Legal Name Address Ownership
The full legal names and business address of any other individual (other than subcontractors, material men, suppliers, laborers,
or lenders) who have, or -will have, any interest (legal, equitable beneficial or otherwise) in the contract or business transaction
with Dade County are (Post Office addresses are not acceptable):
Any person who willfully fails to disclose the information 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) days or both.
ATTACHMENT e`"Miami-Dade County Required Affidavits"
Page 1 of 5
MIAMI-DADE COUNTY REQUIRED AFFIDAVITS
2. MIAMI-DADE COUNTY EMPLOYMENT DISCLOSURE AFFIDAVIT (County Ordinance 90-133,
Amending sec. 2.8-1; Subsection (d)(2) of the County Code).
Except where precluded by federal or State laws or regulations, each contract or business transaction or renewal thereof which
involves the expenditure of ten thousand dollars ($10,000) or more shall require the entity contracting or transacting business
to disclose the folloWing information. The foregoing disclosure requirements do not apply to contracts with the United States
or any department or agency thereof, the State or any political subdivision or agency thereof oz any municipality of this State.
a. Does your fnx have a collective bargaining agreement with its employees?
Yes No
b. Does your firm provide paid health care benefits for its employees?
Yes No
c. Provide a current breakdown (number of persons) of your firm's
work force and ownership as to race, national origin and gender:
White: Males: Female:
Black: Males: Female:
Hispanic: Males: Female:
Asian: Males: Female:
American Native: Males: Female:
Aleut (Eskimo): Males: Female:
3. AFFIRMATIVE ACTION/NONDISCRIMINATION OF EMPLOYMENT, PROMOTION AND
. PROCUREMENT PRACTICES (County Ordinance 98-30 codified at 2-8.1.5 of the County Code.)
Inaccordance with CountyOrdinance No. 98-30, entities with annual gross revenues in excess of $5,000,000 seeking to
contract with the County shall, as a condition of receiving a County contract, have: i) a written affirmative action plan which
• sets forth the procedures the entity utilizes to assure that it does not discriminate in its employment and promotion practices;
and ii) a written procurement policy which sets forth the procedures the entity utilizes to assure that it does not discriminate
against minority and women -owned businesses in its own procurement of goods, supplies and services. Such affirmative
° action plans and procurement policies shall provide for periodic review to determine their effectiveness in assuring the entity
does not discriminate in its employment, promotion and procurement practices. The foregoing notwithstanding, corporate
entities whose boards of directors are representative of the population make-up of the nation shall be presumed to have non-
discriminatory employment and procurement policies, and shall not be required to have written affirmative action plans and
procurement policies in order to receive a County contract. The foregoing presumption may be rebutted.
The requirements of County Ordinance No. 98-30 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.
The Firm does not have annual gross revenues in excess of $5,000,000.
The Firm does have annual revenues in excess of $5,000,000; however, its Board of Directors is representative of the
population make-up of the nation and has submitted a written, detailed
listing of its Board of Directors, including the race or ethnicity of each board member, to the County's Department of Business
Development, 175 N.W, 1st Avenue, 28th Floor, Miami, Florida 33128.
The Firm has annual gross revenues in excess of $5,000,000 and the firm does have a written affirmative action
plan and procurement policy as described above, which includes periodic reviews to determine effectiveness, and has
submitted the plan and policy to the County's Department of Business Development 175 N.W. 1st Avenue, 28th Floor,
Miami, Florida 33128;
The Finn does not have an affirmative action plan and/or a procurement policy as described above, but has been
granted a waiver.
ATTACHMENT E "Miami -Dade County Required Affidavits"
Page 2 of
MIAMI-DADE COUNTY REQUIRED AFFIDAVITS
4. MIAMI-DADE COUNTY CRIMINAL RECORD AFFIDAVIT (Section 2-8.6 of the County Code)
The individual or entity entering into a contract or receiving funding from the County has has not as of the date of
this affidavit been convicted of a felony during the past ten (10) years.
An officer, director, orexecutive of the entity enteiing mto a contract or receiving funding from the County _(has /has not), as
of the date, of this affidavit been convicted of a felony during the past ten (10) years.
5. MIAMI-DADE EMPLOYMENT DRUG -FREE WORKPLACE AFFIDAVIT (County Ordinance 92-15
codified as Section 2-8.1.2 of the County Code)
That in compliance with Ordinance No. 92-15 of the Code of Miami -Dade County, Florida, the above named person or entity
is providing a drug -free workplace. A written statement to each employee shall inform the employee about:
danger of drug abuse in the workplace
the firm's policy of maintaining a drug -free environment at all workplaces
availability of drug counseling, rehabilitation and employee assistance programs
penalties that may be imposed upon employees for drug abuse violations
The person or entity shall also require an employee to sign a statement, as a condition of employment that the employee will
abide by the terms and notify the employer of any criminal drug conviction occurring no later than five (5) days after receiving
notice of such conviction and impose appropriate personnel action against the employee up to and including termination.
Compliance with Ordinance No. 92-15 may be waived if the special characteristics of the product or service offered by the
person or entity make it necessary for the operation of the County or for the health, safety, welfare, economic benefits and
well-being of the public. Contracts involving funding which is provided in whole or in part by the United States or the State of
Florida shall be exempted from the provisions of this ordinance in those instances where those provisions . are in conflict with
the re-quirements of those governmental entities-
6. MEAMI-DADE EMPLOYMENT FAMILY LEAVE AFFIDAVIT (County Ordinance 142-91 codified as
Section 11A-29 et. seq of the County Code)
That in compliance with Ordinance No. 142-91 of the Code of Miami -Dade County, Florida, an employer with fifty (50) or
more employees working in Dade County for each working day during each of twenty (20) or more calendar work weeks, shall
provide the following information in compliance with all items in the aforementioned ordinance:
An employee who has worked for the above firm at least one (1) year shall be entitled to ninety (90) days of family.leave
during any twenty-four (24) month period, for medical reasons, for the birth or adoption of a child, or for the care of a child,
spouse or other close relative who has a serious health condition without risk of termination of employment or employer
retaliation.
The foregoing requirements shall not pertain to contracts with the United States or any department or agency thereof, or the
State of Florida or any political subdivision or agency thereof. It shall, however, pertain to municipalities of this State.
7. DISABILITY NON-DISCRIMINATION AFFIDAVIT (County Resolution R-385-95)
That the above named firm, corporation or organization is in compliance with and agrees to continue to comply with, and
assure that any subcontractor, or third party contractor under this project complies with all applicable requirements of the laws
listed below including, but not limited to, those provisionspertaining to employment, provision of programs and services,
transportation, communications, access to facilities, renovations, and new construction in the following laws: The Americans
with Disabilities Act of 1990 (ADA), Pub. L. 101-336, 104 Stat 327, 42 U.S.C. 12101-12213 and 47 U.S.C. Sections
225 and 611 including Title 1, Employment; Title II, Public Services; Title III, Public Accommodations and Services Operated
by Private Entities; Title IV, Telecommunications; and Title V, Miscellaneous Provisions; The Rehabilitation Act of 1973, 29
U.S.C. Section 794; The Federal Transit Act, as amended 49 U.S.C. Section 1612; The Fair Housing Act as amended, 42
U. S.C. Section 3601-3631. The foregoing requirements shall not pertain to contracts with the United States or any department
or agency thereof, the State or any political subdivision or agency thereof or any municipality of this State.
ATTACHMENT E "Miami -Dade County Required Affidavits" Page 3 of S
MIAMI-DADE COUNTY REQUIRED AFFIDAVITS
8. MIAMI-DADE .COUNTY REGARDThTG DELINQUENT AND CURRENTLY DUE FEES OR TAXES (Sec. 2-
8.1(c) of the County Code)
Except for small purchase orders and sole source contracts, that above named firm, corporation, 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 limited to real and property taxes, utility taxes and occupational licenses -- which are collected in the normal
course by the Dade County Tax Collector as well as Dade County issued parking tickets for vehicles registered in the name of
the firm, corporation, organization or individual have been paid.
9. CURRENT ON ALL COUNTY CONTRACTS, LOANS AND OTHER OBLIGATIONS (Ordinance 99-162)
The individual entity seeking to transact business with the County is current in all its obligations to the County and is not
otherwise in default of any contract, promissory note or other loan document with the County or any of its agencies or
instrumentalities.
10. DOMESTIC VIOLENCE LEAVE AND REPORTING AFFIDAVIT (Resolution 185-00; 99-5 Codified At
11A-60 Et.Seq. of the Miami -Dade County Code).
The firm desiring to do business with the County is in compliance withDomestic_Leave Ordinance, Ordinance 99-5, codified
at 11A-60 et. seq. of the Miami Dade County Code, which requires an employer which has in the regular course of business
fifty (50) or more employees working in Miami -Dade County for each working day during each of twenty (20) or more
calendar work weeks in the current or proceeding calendar years, to provide Domestic Violence Leave to its employees.
NEXT PAGE SIGNATURE PAGE
ATTACHMENT E "Miami -Dade County Required Affidavits"
Page 4 of 5
MIAMI-DADE COUNTY REQUIRED AFFIDAVITS
I have carefully read this entire five (5) page document entitled, "Miami -Dade County Affidavits"
(Affidavits 1-10) and have indicated by "X" all affidavits that pertain to this contract and have indicated
by an "N/A" all affidavits that do not pertain to this contract and completed all required information.
BY SIGNING AND NOTARIZING THIS PAGE -YOU ARE -ATTESTING TO. AFFIDAVITS ONE
(1) THROUGH ELEVEN (11)
ML&MI-DADE COUNTY AFFIDAVITS SIGNATURE PAGE
By:
Signature of Witness or Secretary Seal
Signature of Affiant
Date
, 20
Federal Employer Identification Number
Printed Name of Affiant and Name of Agency
Address of Agency
SUBSCRIBED AND SWORN TO (or affirmed) before me this day of , 20
He/She is personally known to me or has presented
Type of identification
Signature of Notary Serial Number
Print or Stamp Name of Notary
Notary Public — State of
County of
Expiration Date
as identification.
Notary Seal
ATTACHMENT E "Miami -Dade County Required Affidavits"
Page5of5
ATTACHMENT D
THIS ATTACHMENT IS NOT APPLICABLE
TO THIS CONTRACT
MIAMI-DADE COUNTY HOMELESS TRUST CoC PROGRAM INVOICE ATT E
Co C PROGRAM REIMBURSEMENT for MONTH:
PROVIDER NAME:
PROGRAM NAME:
• GRANT NUMBER: FL0000L4D001205
PROGRAM TYPE: QTH Q PH.-Q-SSO Q SAFE HAVEN Q RA
DAM -DABS
.=
__
Grant Amount
Amount this
Invoice
Year -to -Date
Expenditures
GRANT MANAGEMENT I
Balance
Remaining
%
Remaining
_ _ ;,,:::`,.'LEASING ..., ...-_.---f- .. �.
14
- _
Leasing - Units
$ -
$ -
$ -
$ -
#DIV/0!
Leasing - Structure
$ -
$ -
$ -
I $ -
#DIV/0!
Rental Assistance short-term I $ -
$ -
$ -
$ -
#DIV/0!
Rental Assistance medium -term I $ -•
. $ -
$ -
$ -
#DIV/0!
Rental Assistance long-term
$ -
$ -
$ -
$ -
#DIV/0!
LEASING TOTAL: I $ -
$ -
$ -
$ -
#DIV!O!
P;PORTIVI
SERVICES-
-
1.Assessment of Service Needs
$ -
$ . -
$ -
$ - .
#DIV/01
2.Assistance with moving costs
I $ -
$ -
$ -
$ -
#DIV/0!
3.Case Management
I $ -
$ , -
$ -
$ - •
#DIV/OI
4.Child Care
I $ . - •
$ ' -
$ - .
$ -
#DIV/0!
5.Education services
I $ • -
$ -
$ -
$ -
#DIV/01
6.Employment Assistance
$ 0
$ -
$ -
$ -
#DIV/01
7—:Food ..-
., _ __
_$
$ • -
I_$.__.. -
#DIV/01-
8.Housing / Counseling Services
$ . - .
$ -
$ -
$ -
#DIV/01
9.Legal services
I $ -
$ -
$ -
$ -
#DIV/0!
10.Life Skills training
I $ -
$ -
$ -
$ -
#DIV/0!
11.Mental Health Services
$ . -
$ -
$ -
$ -
#DIV/01
1.2.Outpatient Health Services -
$ -
$ . -
$ - .
$ -
#DIV/O!
13.Outreach Services
I $ 0 -
$ -
$ . -
$ -
#DIV/0!
14.Substance Abuse Treatment I
$ -
$ •, -
$ 0 -
$ -
#DIV/0!
15.Transportation I
$ -
$ -
$ -
I $ -
#DIV/0! '
16.Utility Deposits I
$ -
$ -
$ -
$ -
#DIV/O!
17. Operating costs for SSO only .
I $ . -
$ -
$ -
$ -
#DIV/01
SUPPORTIVE SERVICES SUBTOTAL:
$ -
$ -
$ -.
I $ -
#DIV/0!
%_OP,ERATING:cCOSTS`_:--
=
-
1.Maintenance and Repair .I $ -
$ -
$ -
$ -
#DIV/0!
2.Property Taxes and Insurance '
$ • -
$ - -
$ -
$ . -
#DIV/0!
3.Replacement Reserve 0
$ -
$ -
$ -
$ -
#DIV/0!
4.Building Security
$ - $ -
$ ' -
$ - •
#DIV/0!
5.Electricity, Gas and Water
$ - $ -
$ • -
$ -
#DIV/0!
6.Furniture
$ - .$ -
$ -
$ -
#DIV/0!
7.Equipment (Lease/Buy) $ - $ -
$ -
$ -
#DIV/01
OPERATING COSTS SUBTOTAL: $ - $ -
$ -
$ -
#DIV/01
_F'ROJEC7ADMINISTRAI'1ON ..-..
g � , -
= _ ..:_ .. , _:...
Subrecipient Administration
$ -
$ -
$ -
$ -
#DIV/DI
t
E _ . iNVOJCEREQUEST
L
REIMBURSEMENT REQUEST
Grant Amount
Amount this
Invoice
Year -to -Date
Expenditures
GRANT MANAGEMENT
Amount
Remaining
ok
Remaining
AMOUNT
$ -
$ -
$ -
$ -
#DIV/0!
MIAMI-DADE COUNTY HOMELESS TRUST CoC PROGRAM INVOICE
ATTACHMENT F
Miami -Dade County Homeless Trust
MonthlyPayment Request
NAME OF AGENCY: The City of Miami .
SERVICE PERIOD: TO
NAME OF GRANT:
2013 EMERGENCY SOLUTIONS
GRANT (ESG) GRANT/GAP
FUNDING/HOMELESS
OUTREACH, ASSESSMENT AND
PLACMENT PROGRAM
GRANT NUMBER: PC-1314-CMESG2013-2
TOTAL AWARD AMOUNT: $ 25,000.00
AMOUNT OF FUNDS REQUESTED
THIS MONTH: $
AMOUNT OF FUNDS RECEIVED TO DATE: $
BALANCE REMAINING ON GRANT: $ 25,000.00
(following payment of this request)
Signature of Agency Representative Date
Printed Name of .Agency Representative
A1'1'ACHMENT G
Continuum of Care Homeless Assistance Program
Performance Report Master Document
(Please check the box to indicate either monthly or annual report submitted)
0625 — HUD CoC Monthly Performance Report
0625 = HLJD CoC Annual Performance Report
(This is a template designed to assist grantees required to complete the Full CoC
APR. It is a model of the data collected in e-snaps. • It is not intended to replace
electronic data collection in e-snaps. Field layout in e-snaps may differ from the
layout presented in this document.)
ATTACHMENT G "Performance Reports (Monthly and Annual) HMIS & Fiscal
ATTACHMENT H
THIS ATTACHMENT IS NOT APPLICABLE
TO THIS CONTRACT
ATTACHMENT I
THIS ATTACHMENT IS NOT APPLICABLE
TO THIS CONTRACT
ATTACHMENT J
THIS ATTACHMENT IS NOT APPLICABLE
TO THIS CONTRACT
ATTACHMENT K
THIS ATTACHMENT IS NOT APPLICABLE
TO THIS CONTRACT
ATTACHMENT L
MIAT11-DADE COUNTY HOMELESS TRUST
ANNUAL ACTUAL EXPENDITURE REPORT
2013 EMERGENCY SOLUTIONS GRANT (ESG) GRANT/GAP FUNDING -
HOMELESS OUTREACH, ASSESSMENT AND PLACEMENT PROGRAM
CITY OF MIAMT- GRANT NUMBER #: PC-1314-CMESG2013-2
OCTOBER 1, 2013 - SEPTEMBER 30, 2014
Name of Agency:
City of Miami
25,000.00
Month of Services
Amount Paid
Oct-2013
Nov-2013
Dec-2013
Jan-2014
Feb-2014
=-_ -_ -_ - - -Mar-2014_
_ -_ - -_ , _-
Apr-2014
May-2014
Jun-2014
Jul-2014
Aug-2014
Sep-2014
Total Requested
Balance Remaining
0.00
$ 25,000.00
ATT M
Form Will
(Rev. August2013)
Department of the Treasury
Internal Revenue Service
Request for Taxpayer •
Identification Number and Certification
Give Form to the
requester. Do not
send to the IRS.
Print or type
See Specific Instructions on page 2.
Name (as shown on your income tax retum)
BusinessnerrieTdisregarded entity name, if different from above
Check
ii
appropriate box for federal tax
Individual/sole proprietor
classification:
ni C Corporation MI S Corporation MI Partnership Trust/estate ,
Exemptions (see Instructions):
.
Exempt payee code (if any)
III
Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=partnership) ►
Exemption from FATCA reporting
code (if any)
■ Other (see instructions)
Address (number, street, and apt. or suite no.)
Requester's name and address (optional)
City, state, and ZIP code -
List account number(s) here (optional)
Part 1; Taxpayer Identification Number (TIN) .
Enter your TIN in the appropriate box. The TiN provided must match the name given on the "Name" line Social security number
to avoid backup withholding. For individuals, this is your social security number (SSN). However, for a
resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other
entities, it is your employer identification number (EIN). If you do not have a number, see How to met a
—
—
TIN on page 3.
Note. If the account is in more than one name, see the chart on page 4 for guidelines on whose
number to enter.
Employer identification number
Certification
Under penalties of perjury, I certify that:
1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and
2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue
Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the iRS has notified me that 1 am
no longer subject to backup withholding, and
. 3. I am a U.S. citizen or other U.S. person (defined below), and
4. The FATCA code(s) entered on this form (if any) indicating that 1 am exempt from FATCA reporting is correct.
Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding
because you have failed to report all interest and dividends on your tax retum. For real estate transactions, item 2 does not apply. For mortgage
interest paid, acquisition or abandonment of secured' property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and
generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the
instructions on page 3. . .
Sign
Here
Signature of
U.S. person
Date*.
General Instructions
Section references are to the internal Revenue Code unless otherwise noted.
Future developments. The IRS has created a page on IRS.gov for information
about Form W-9, at www.irs.gov/w9. Information about any future developments
affecting Form W-9 (such as legislation enacted after we'release 6) will be posted
on that page. .
Purpose of Form
A person who is required to file an information return with the iRS must obtain your
correct taxpayer identification number (TIN) to report, for example, Income paid to
you, payments made to you in settlement of payment card and third party network
transactions, real estate transactions, mortgage interest you paid, acquisition or
abandonment of secured property, cancellation of debt, or contributions you made
to an IRA.
Use Form W-9 only if you are a U.S. person (including a resident alien), to
provide your correct TIN to the person requesting it the requester) and, when
applicable, to:
1. Certify that the TIN you are giving Is correct (or you are waiting for a number
to be issued), .
2. Certify that you are not subject to backup withholding, or
3. Claim exemption from backup withholding if you are a U.S. exempt payee. If
applicable, you are also certifying that as a U.S. person, your allocable share of
any partnership incom e from a U.S. trade or'business is not subject to the
withholding tax on foreign partners' share of effectively connected income, and
4. Certify that FATCA code(s) entered on this form (if any) indicating that you are
exempt from the FATCA reporting, is correct.
Note. If you are a U.S. person and a requester gives you a form other than Form
W-9 to request your TIN, you must use the requester's form if it is substantially
similar to this Form W-9.
Definition of a U.S. person. For federal tax -purposes, you are considered a U.S.
person if you are:
• An individual who is a U.S. citizen or U.S. resident alien,
• A partnership, corporation, company, or association created or organized in the
United States or under the laWs of the United States,
• An estate (other than a foreign estate), or
• A domestic trust (as defined in Regulations section 301.7701-7).
Special rules for partnerships. Partnerships that conduct a trade or business in
the United States are generally required to pay a withholding tax under section
1446 on any foreign partners' share of effectively connected taxable income from
such business. Further, in certain cases where a Form W-9 has not been received,
the rules under section 1446 require a partnership to presume that a partner is a
foreign person, and pay the section 1446 withholding tax. Therefore, if you are a
U.S. person that is a partner in a partnership conducting atrade or business in the
United States, provide Form W-9 to the partnership to establish your U.S. status
and avoid section 1446 withholding on your share of partnership Income.
Cat. No. 10231X
Form W-9 (Rev. 8-2013)
Form W-9 (Rev. 8-2013) Page 2
In the cases below, the following person must give Form W-9 to the partnership
for purposes of establishing its U.S. status and avoiding withholding on its
allocable share of net income from the partnership conducting a trade or business
in the United States: . •
• In the case of a disregarded entity with a U.S. owner, the U.S. owner of the
disregarded entity and not the entity,
• in the case of a grantor trust with a U.S. grantor or other U.S. owner, generally,
the U.S. grantor or other U.S. owner of the grantor trust and not the trust, and
• In the case of a U.S. trust (other than a grantor trust), the U.S. trust (other than a
grantor trust) and not'the beneficiaries of the trust.
Foreign person. If you are a foreign person or the U.S. branch of a foreign bank
that has elected to be treated as a. U.S. person, do not use Form W-9.- instead, use
the appropriate Form W-8 or Form 8233 (see Publication 515, Withholding of Tax
on Nonresident Aliens and Foreign Entities).
Nonresident alien who becomes a resident alien. Generally, only a nonresident
alien individual may use the terms of a tax treaty to reduce or eliminate U.S. tax on
certain types of income. However, most tax treaties contain a provision known as
a "savingclause " Exceptions specflec4 ihthe saving clause may permit an
exemption from tax to continue forcertain'fypes df income even after the payee
has otherwise become a U.S. resident alien for tax purposes.
If you are a U.S. resident alien.who is relying on an exception contained in the
saving clause of a tax treaty to claim an exemption from U.S. tax on certain types'
of income, you must attach a statement to Form W-9 that specifies the following
five items: •
1. The treaty country. Generally, this must be the same treaty under which you
claimed exemption from tax as a nonresident alien. •
2. The treaty article addressing the income.
3, The article number (or location) m the tax treatythat Contains the saving
clause and'its exceptions,
4. The type and amount of income that qualifies for the.exemptron from tax.
5. Sufficient facts to.justify the exemption from tax under the,terms of.the treaty
article. . .
Example. Article 20 of the'U.S:`China income tax.treaty allows an exemption
from tax fod'3cholarshtp'indome received by a Chiriese'student temporarily present
in the United States; Under U.S. law, this student: will become a resident alienfor .
tax purposes ifhis or herstay.in the United' States exceeds 5 catend'ar years.
However; paragraph 2 of the -first Protocol to thee U.S.-China treaty'(dated April 30 _
1984) allows the provisions of Article 20 to continue to apply even. after the -
Chinese student becomes a resident'alien of the United States. A Chinese student
who qualifies for this exception (under'peragraph 2 of the first protoco) and is
relying on this exception to claim anexemption from tax on his 'or herscholarship
or fellowship income would attach to Form W-9 a statement that includes the
information desorilled above to support that ekemptioti:' -
If yod are andnresident alien dr a foreign entry; gyve the requester the
appropriate completed Form W-8 or Form 8233. •
What is backup.withholding? Persons making certain payments to you must
under certain conditions withhold and pay to the IRS a percentage of such
payments; This is called "backup withholding.' Paymentsihat maybe subject to
backup withholding include interest tax exempt interest, dividends, broker and
barter exchange transactions;•rents royalties nonempfoyee pay; payments"tnade:
in settlement of payment card and third party networktransactions and certain'
payments from fishing boat operators. Rear estate ii•aneections are not:subject to
backup withholding.:
You will not be subject to backup withholding on payments you receive If you
give the requester your correct TIN, make the proper certifications, and report all
your taxable interest and dividends on your tax return.
Payments you receive will be subject to backup
withholding if::
•
1. You do not furnish your TlN to the: requester,
2. You do riot certify your TiN when required (see the Part II instructions -on page
3 for details),
3. The iRS tells the requester that you furnished an incorrect TiN, •
4. The IRS tells you that you are subjectto,backup withholding because you did
not report all your interest and dividends on your tax return (for reportable. interest
and dividends only), or
5. You do not certify to the requester that you ate not subject to backup
withholding under 4 above (for reportable interest and dividend accounts opened
after 1983 only). -
Certain payees and payments are exempt from backup withholding: See Exempt
payee code on page 3 and the separate Instructions for the Requester of Form
W-9 for more information.
Also see Special rules for partnerships on page 1, •
What is FATCA reporting? The Foreign Account Tax Compliance Act (FATCA) •
requires a participating foreignfinancial institution to report all Uriited States
account holders that are specified United States persons. Certain payees are
exempt from FATCA reporting. See Exemption from FATCA reporting code on
page 3 and the Instructions for the Requester of Form W-9 for more 'information:
Updating Your Information
You must provide updated information to any person to whom you claimed to be
an exempt payee if you are no longer an exempt payee and anticipate receiving
reportable payments in the future from this' person. For example, you may need to
provide updated information if you are a'C corporation that elects to be an S
corporation, or if you no longer are tax exempt. In addition, you must furnlsh a new
Form W-9 if the name or TIN changes for the account, for example, if the grantor
of a grantor trust dies.
- Penalties •
Failure to furnish TIN. If you fail to furnish your correct TIN to a requester, you are
subject to a penalty. of $50 foreacii such failure unless your'failure is due to
reasonable cause and not to willful neglect.
. Civil penalty for false information with respect to withholding. if you make a
false statement with no reasonable basis that results in no backup withholding,
you are subject to a $500 penalty,
Criminal penalty for falsiifying information. Willfully falsifying certifications or
• affimiations may subject you to criminal penalties including fines and/or
imprisonment.
Misuse of TINs. if the requester discloses or uses TiNs In violation of federal law,
the requester may be subject to civil and criminal penalties.
Specific Instructions
Name
•
If you are an individual, you must generally.enter the name shown' on your income
. tax return However, if ydu;ha'e changed.your last name, for instance, due to
marriage without, informing' the Social Secyrity Administration of the name change,
enter your first name, the last name elieWri on your social security card; and your
new last name.'
If the aecount is in joint names,'first,. and then circle, thenamme of the person
or entity whose number you entered in Part I of the form. •
Sole proprietor. Enter your iridividual`name as shown onyour income fax return
on the "Name" line. You may enteryour business, trade, or "doing business. as
(DBA)" name on the "Business name/disregarded entity name" line.
Partnership; C Corporation, or S Corporation. Enter the entity's name on the
iNfan9e"lineand-anybusiness, rode; or "doinybusmessas (DBA) rams' of the.
"Business narefdisrega'rded entity"name" line, . ."•'
Disregarded' entity: For U.S. federal tax purposes, an entity that is disregarded as
an entity separatefrom fts owner is treated as a disregarded'entity See
Regulation section 301.7701-2(0)(2)(ii) Enter the owners name on the "Name"
line: The riarne'of the'entity entered ori'the hlame" tine should never be:a
,..
disregarded'eiitity.The name on the"Nave? line r maths the nameshown on the
income tax return on'which the income should be repartd& For exdrnple, if a
foreign LLC that fs treated as a disregarded'entity for U.S. federal tax purposes
has a single owner that is'a •U.S: pe'rsorj, the.U.S owner's.nante la 'required to be
provided on the°Name".line, If the direct owner of the entity is also a disregarded
antity enter thefirst owner that is not disregarded for federal tax purposes.' Enter
the disregarded[eritity s name on the;"Business name/disregarded'enfity name"
line. If the owner of the disregarded entity is a foreign person, the owner must
complete art appropriate Form. W 8 instead of a Farm W 9.. This is the case even if
the foreign person has a U.S. TIt'L
Note. Check the appropriate box for the U.S. federal tax classification of the
person whose name is entered onthe"Name" line (individual/sole proprietor,
Partnership, C Corporation, S Corporation, Trust/estate). • , . , .
Limited Liability Company (LLC). If the person Identified on the "Name" line is an •
LLC,• check the "Ltttiited liability company" box only aiidenter the app?opri'ate •
code for the U.S. federal fax classification in the space, provided.lf you are an LLC
that is treated as a partnership for U.S. federal tax purpos.'es; enter "P" for
partnership.lf you are:ao LLC that has filed a Form 8832ior a Form 2553 to be
taxed as a corporation, enter "C" for C corporation or "S7 for S corporation, as
appropriate If you are an LLG that is dis'regard'ect as an entity separate` from its
owner under Regulation seotioh 001,770f 3 (except forempioymentand excise
tax), d' riabheck the LLC box.unlcssthe owner ofthe LLC (required to be
identified on the "Name" line) is another LLC that is not disregarded for U.S.
federal tax purposes. If the LLC is disregarded as an entity separate from Its
owner, enter the appropriate tax classification of the owner identified on the
"Name" line.: . • •
Other errtities. Enter your business name as shown on required U.S. federal tax
documents en:the "Name" line. This name should match the name shown on the
charter or other legal document creating the entity. You may enter -any business,
trade, or DBA name on the "Business name/disregarded entity name" line,
Exemptions
If you are exempt from backup withholding and/or FATCA reporting, enter in the
Exemptions box, any code(s) that may apply to you. See Exempt payee code and
Exemption from FATCA reporting code on page 3.
Form W-9 (Rev. 8-2013) Page 3
Exempt payee code. Generally, individuals (including sole proprietors) are not
exempt from backup withholding. Corporations are exempt from backup
withholding for certain. payments, such as interest and dividends. Corporations are
not exempt from backup withholding for payments made in settlement of payment
card or third party network transactions.
Note. If you are exempt from backup withholding, you should still complete this
_.form to avoid possible erroneous backup.withholding.--'-- ----- -- --
The following codes identify payees that are exempt from backup withholding:
1—An organization exempt from tax under section 501(a), any IRA, or a
custodial account under section 403(b)(7) If the account satisfies the requirements
of section 401(f)(2)
2—The United States or any of its agencies or instrumentalities
3—A state, the District of Columbia, a possession of the United States, or any of
their political subdiyisions or Instrumentalities
4—A foreign government or any of its political subdivisions, agencies, or
instrumentalities
5—A corporation
6—A dealer in securities or commodities required to register in the United
States, the District of Columbia, or a possession .of the United States
7—A futures commission merchant registered with the Commodity Futures
Trading Commission .
8—A real estate Investment trust
9—An entity registered at all times during the tax year under the Investment
Company Act of 1940
10—A common trust fund operated by a bank under section 584(a)
11—A financial Institution
12—A middleman known in the investment community as a nominee or
custodian
13—A trust exempt from tax under section 664 or described in section 4947
The following chart.shdws types of payments that may be exempt from backup
withholding. The charf applies to The exempt payees listed above, 1 through 13.
IF the payment is for ...
THEN the payment is exempt for ...
Interest and dividend payments
Ali exempt payees except
for 7
Broker transactions
Exempt payees 1 through 4 and 6
through 11 and all C corporations. S
corporations must not enter an exempt
payee code because they are exempt
only for sales of noncovered securities
acquired prior to 2012.
Barter exchange transactions and
patronage dividends
Exempt payees 1 through 4
Payments over $600 required to be
reported and direct sales over $5,0001
Generally, exempt payees .
1 through 52
Payments made in settlement of
payment card or third party network
transactions
Exempt payees 1 through 4
1 See Form 1099-MISC, Miscellaneous Income, and its instructions.
'However, the following payments made to a corporation and reportable on Form
1099-MISC are not exempt from backup withholding: medical and health care
payments, attorneys' fees, gross proceeds paid to an attorney, and payments for
services paid by a federal executive agency.
Exemptidri from FATCA reporting code. The following codes identify payees
that are exempt from reporting under FATCA. These codes apply to persons
submitting this form for accounts maintained outside of the United States by
certain foreign financial institutions. Therefore, if you are only submitting this form
for an account you hold in the United States, you may leave This field blank.
Consult with the person requesting this form if you are uncertain if the financial
institution is subject to these requirements.
A —An organization exempt from tax under section 501(a) or any individual
retirement plan as defined in section 7701(a)(37)
B—The United States or any of its agencies or instrumentalities
G—A state, the District of Columbia, a possession of the United States, or any
of their political subdivisions or instrumentalities
D—A corporation the stock of which is regularly traded on one or more
established securities markets, as described in Reg. section 1.1472-1(c)(1)(i)
E—A corporation that Is a member of the same expanded affiliated group as a
corporation described in Reg. section 1.1472-1(c)(1)(0
F—A dealer in securities, commodities, or derivative financial instruments
(including notional principal contracts, futures, forwards, and options) that is
registered as such under the laws of the United States or any state
G—A real estate investment trust
H—A regulated investment company as defined in section 851 or an entity
registered at all times during the tax year under the Investment Company Act of
1940
I —A common trust fund as defined in section 584(a)
-a-A bank as defined in section..5.81_
K—A broker
L—A trust exempt from tax under section 664 or described in section 4947(a)(1)
M—A tax exempt trust under a section 403(b) plan or section 457(g) plan
•
Part 1. Taxpayer Identification Number (TIN)
Enter your TiN in the appropriate box. If you are a resident alien and you do not
have and are not eligible to get an SSN, your TIN is your IRS individual taxpayer
identification number (ITIN). Enter it in the social security number box. if you do not
have an ITIN, see How to get a TIN below.
If you are a sole proprietor and you have an EIN, you may enter either your SSN
or EiN. However, the IRS prefers that you use your SSN.
If you are a single -member LLC that is disregarded as an entity separate from its
owner (see Limited Liability Company (LLC) on page 2), enter the owner's SSN (or
EIN, if the owner has one). Do not enter the disregarded entity's EIN. If the LLC is
classified as a corporation or partnership, enter the entity's EIN.
Note. See the chart on page 4 for further clarification of name and TIN
combinations: •
How to get a TIN: if you do not have a TIN, apply for one Immediately. To apply
for an SSN, get Form SS-5, Application for a Social Security Card, from your local
Social Security Administration office or get this form online at www.ssa.gay. You
• may also get this form by calling 1-800-772-1213. Use Form W-7, Application for
IRS Individual Taxpayer Identification Number, to apply for an iTIN, or Form SS-4,
Application for Employer Identification Number, to apply for an EiN. You can apply
for an EiN online by accessing the IRS website at www.irs.gov/businesses and
clicking on Employer Identification Number (EIN) under Starting aBusiness. You
can get Forms W-7 and 5S-4 from the IRS by visiting IRS.gov or by calling 1-800-
• .TM -FORM (1-800-829-3676).
If you are asked to complete Form W-9 but do not have a TIN, apply for a TiN
and write "Applied For" in the space for the TIN, sign and data the form, and give it
to the requester..Eor-interest .and dividend mrnents, and certain payments made._
with respect to readily tradable instruments, generally you wilihave 60 days to get
a TIN and give it to the requesterbefore you are subject to backup withholding on
payments. The 60-day rule does not apply to -other types of payments. You will be
subject to backup withholding on all such payments until you provide your TIN to
the requester. .
Note. Entering "Applied For" means that you have already applied for a T1N or that
you intend to apply for one soon. '
' Caution: A disregarded U.S. entity that has a foreign owner must use the
appropriate Form W-8.
Part IL Certification
To establish to the withholding agent that you are a U.S. person, or resident alien,
sign Form W-9. You may be requested to sign by the withholding agent even if
items 1, 4, or 5 below indicate otherwise.
For a joint account, only the person whose TIN is shown in Part I should sign
(when required). In the case of a disregarded entity, the person identified on the
"Name" line must sign. Exempt payees, see Exempt payee. code earlier.
Signature requirements. Complete the certification as indicated in items 1
through 5 below. .
1. Interest, dividend, and barter exchange accounts opened before 1984
and broker accounts considered active during 1983. You must give your
correct TIN, but you do not have to sign the certification.
2. interest, dividend, broker, and barter exchange accounts opened after
1983 and broker accounts considered inactive during 1983. You must sign the
certification or backup withholding will apply. If you are subject to backup
withholding and you are merely providing your correct TIN to the requester, you
must cross out item 2 in the certification before signing the form.
3. Real estate transactions. You must sign the certification. You may cross out
item 2 of the certification.
4. Other payments. You must give your correct TIN, but you do not have to sign
the certification unless you have been notified that you have previously given an
incorrect TIN. "Other payments" include payments made in the course of the
requester's trade or business for rents, royalties, goods (other than bills for
merchandise), medical and health care services (including payments to
corporations), payments to a nonemployee for services, payments made in
settlement of payment card and third party network transactions, payments to
certain fishing boat crew members and fishermen, and gross proceeds paid to
attorneys (including payments to corporations).
5. Mortgage interest paid by you, acquisition or abandonment of secured
property, cancellation of debt, qualified tuition program payments (under
section 529), IRA, Coverdell ESA, Archer MSA or HSA contributions or
distributions, and pension distributions. You must give your correct TIN, but you
do not have to sign the certification.
Form W-9 (Rev. 8-2013) Page 4
What Name and Number To Give the Requester
For this type of account Give name and 'SSN of:
1. individual
2. Two or more individuals (oint
account).
3. Custodian account of a minor
(Uniform Gift to Minors Act)
4. a. The usual revocable savings
trust (grantor is also trustee)
b. So-called trust account that is
not a legal or valid trust under
state law
5. Sole proprietorship or disregarded
entity owned by an individual
6. Grantor trust filing under Optional
Form 1099 Filing Method 1 (see
Regulation section 1.671-4(0)(2)()(AD
The individual
The actual owner of the account or,
11 combined funds, the first •
individual on the account'
The minor'
The granter -trustee'
The actual owner'
The owner'
The grantor* .
For this type of account
Give name and ElN of:
7. Disregarded entity not owned by an
individual
8. A valid trust; estate, or pension trust
9. Corporation or LLC electing
corporate status on Form 8832 or
Form 2553 '
10. Association, club, religious,
charitable; educational, or other
tax-exempt organization.
11. Partrlership or multi -member LLD •
12. A brokeror registered nbrmnee.
13. Account with the Department of
Agriculture in the name of apublic
entity (such as' a state or local
govemmerit school'di�strriict,;or
pnsdn) thal'receivesagriculturai
program payments •
14. Grantor trust filing under the Form.
1041 Filing Method or.the Optional
Form 1099 Filing Method 2 (see
Regulation section 1.671-4(b)(2)(i)(B))
•
The owner
Legal entity 4
T e corporation
The'organization
The`partnership
The'broker'ornomtnee
The public entity
The trust .
Note. If no name is circled when more.thamone name Is listed, the number will be
considered to be that of the first name listed.
Secure Your Tax Records from Identity Theft
'Identity theft occurs when someone uses your personal information such as your
name, social security number (SSi), or other identifying information, without your
permission, to commit fraud or other crimes. An Identity thief may use your SSN to
get a job or may file atax return using.your SSN to receive a refund.
To reduce your risk:
• ProtectyourSSN, • •
• Ensure your employer Is protecting your SSN, and
• Be careful when choosing a tax preparer.
If your tax records• are affected by identity theft and you receive a notice from
the IRS, respond right away to the name and phone number printed on the IRS
notice or letter. • • .
if your tax records are not currently affected by identity theft but you think you
are at risk due to a lost or stolen purse or wallet, questionable credit card activity
or credit report,.contact the. IRS. Identity Theft Hotline at 1-800-908-4490 or submit
Form 14039:
For more information, see Publication 4535i. identfij Theft Prevention and Victim •
Assistance. •.
Victims of identity theft who are experiencing economic harm or a system
problem, or are seeking help in resolving tax problems that have not been 1'esolved
through non natchannels, may be eligible for Taxpayer Advocate Service (fAS)
assistance. You can reach TAS by calling the TAS toll -free case intake line at
1-877-777-4778 or 1T'/TDD 1-800-829-4059. .
Protect yourself from suspicious emails or phishing schemes., Phishing is the
creation and use of emall'and websites designed to mimic legitimate business
emails and websites. The most co nrrion act is sending an en ail'to a user falsely
claiming to be art established legitimate enterprise in an attempt to scam the user
into surrendering private information that willb'e used for identity theft •
The IRS' does'not initiate contacts with taxpayers via emails. Also,the IRS does
not request personal detailed infdrmation.through email or asktaxpayers for the
PIN numbers,. passwords, or similar secret access information for their credit card,
bank, or otherfinenciataccounts.; ,.. •
•
If you, receive an.unsolicited email claiming to be from the IRS,: forward this
message to phishirig@Irs::gov You may alsareport misuse.of, tile: IRS name,.1090
another IRS properfy-t"o'theTreasury' _Irispector-General far-TaxAdcihistration-at -
1-800-366-4484. You can forward suspiciousemails to the Federal Trade
Commission at; shawl@uce.gov or contact them at www.ftcgov/idtheft or 1-877-
IDTHEFT (1-877-438-4338). .. '
Visit IRS.gov to learn more about identity theft and how to reduce your risk.
List first and circle the name of the person whose number you furnish. if anly one person an a
joint account has an SSN, that person's number mutt be furnished.
2 Circle the minor's name and furnish the minor's SSN.
°You must show your indMdual name and you may also enter your business or "DBA" name on
the."Business name/dsregarded entity" name line. You may use either your SSN or EIN (if you
have one), but the IRS encourages you to useyour SSN: .
° List first and circle the name' of the trust -estate,. ar pension trust. (ub not furnish the TIN of the
personal representative ortnrstee unless the legal entity itself is not designated in the account
title.) Also see Special rules for partnerships an page 1.
*Note. Grantor also must provide a Form W 9'to friis'tee of trust.
•
Privacy Act Notice
Section 6109 of the Internal Revenue Cdde requires you to provide your correct TIN to persons (including federal agencies) who are required to file information returns with
the IRS to report interest, dividends, or certain other income paid to you; mortgage interest you paid; the acquisition or abandonment of secured property; the cancellation
of debt; or contributions you made to an IRA, Archer MSA, or HSA. The person collecting this form uses the Information on the form to file information retums with the IRS,
mat reporting the above Information. Routine uses of this information include giving it to the Department of Justice for civil and criminal litigation and to cities, states, the District
of Columbia; and U.S. commonwealths and possessions for tise'in administering their laws. The information also may be disclosed to other countries under a treaty, to
federal and state agencies to enforce civil and criminal laws, or to federal law enforcement and intelligence agencies to combat terrorism. You must provide your TIN
whether or not you are required to file a tax return. Under section 3406; payers must generally withhold a percentage of taxable interest, dividend, and certain other
payments to a payee who does not give a TIN to the payer. Certain penalties may also apply for providing false or fraudulent information.
INCIDENT REPORT
IDENTIFYING INFORMATION
Reporting Party Phone # Date of Incident / / • Time of Incident _ am/pm
Reporting Party Name
Contract Provider Name
Program Name
Provider Location
Specific Program: (check all that apply)
❑ Miami -Dade County HT ❑ Primary Care 0 CoC Program 0 Emergency 0 Challenge
Specific location/ address where incident occurred:
TYPE -OF,MCIDEN3--=-- __
❑ ALTERCATION
❑ CLIENT INTURY OR ILLNESS .
❑ SEXUAL BATTERY
❑ PROPERTY DAMAGE
0 CLIENT DEATH
❑ THEFT
❑SUICIDEA11:8MPT
❑ OTHER INCIDENT
Specify
PARTICIPANT (S) / WITNESS (ES)
(Please mark W or. P for either Witness or Participant)
LAST NAND, FIRST IDEN 1fl ER # CLIENT
El
❑
El
EMPLOYEE OTHER W / P
❑ 0
❑ 0 _
- ❑ 0
DESCRIPTION OF INCIDENT
Give detailed account - who, what, where, when, why, how - add pages if necessary
ATTACHMENT N "MDCHT Incident Report Form
Page 1 of 2
MIAMFTmnE
1rre:,S�t,cs"�.ee Ern), fix}
CORRECTIVE ACTION AND FOLLOW UP
Tn•imediate corrective action taken.
Is follow up action needed?
❑ Yes ❑ No
If yes, specify
INDIVIDUALS NOTIFIED
*Abuse Registry 1-800-962-2873
*Applicable Law Enforcement Department
Indicate person contacted, if report was accepted, the date.and the time', and if by telephone or if copy of report
available.
Incident -Report s The-Subreeipientrnust=report=ttt-MiatxuDade-County lomeless-T-rust=infolmationrelated-to-anv-
critical incidents occurring during the administration term of its programs. In addition to reporting this incident to
the appropriate authorities the Subrecipient must within twenty-four (24) hours of any incident, submit in.writing a
detailed account of the incident. This incident report .should be addressed to the Contract Officer or Administrative
Officer assigned. This incident report should be addressed to Miami -Dade County Homeless Trust, 111 NW First
Street, 27th Floor, Suite 310, Miami, Florida 33128; telephone (305) 375-1490 and facsmilie (305) 375-2722.
Definitions of Reportable Incidents
a. Altercation. A physical confrontation occurring between a client and employee or two or more clients at the time services are
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 a licensed health 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 ix,the presence of an employee, in Homeless 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 sustained due to an accident, act of abuse, neglect or other incident occurring while in the presence of an
employee, in a Homeless 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 jeopardizes the health, safety and welfare of clients.
e. Sexual Battery. An allegation of sexual battery by a client on a client, employee on a client, or client on an employee as
evidenced by medical evidence or law enforcement involvement.
f. Suicide Attempt. An act which clearly reflects 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.
g. Property damane— an incident involving damage -to any property procured with Miami -Dade County Homeless Trust funding,
Print Name of Person Submitting Report Signature
ATTACHMENT N "MDCHT Incident Report Form
Page 2 of 2
Provider Name:
Program Name:
Funding Source:
Reporting, Period:
MIAMI-DADE COUNTY HOMELESS TRUST
kROVIDER AMP' LNVENTORY
ATTACHMENT 0
Description
of Property
Serial / ID
Nwnber
Acquisition
Date
Acquisition
Cost
Vendor
MI6
I
% of
P.urehase
Cost from
Grant
Location of
Property
Use and
Condition
4:1f Property
Who holds
Title of ;
Property'
•
•
•
,
;
-
•
•
'
•
•
..
.1
.
,
.
,
.
•
- •
,
;
•
* Attach invoices 'for all this grant reportingperiod,
ATTACHMENT P
IVILLKMI DADE COUNTY HOMEL'ESS IRUST
CLIENT SERVICES CERTIFICATION REFERRAL FORM FOR EMPLOYEES oF • i
1 HOMELESS TROST FUNDED -PR 0 GRAMS • , I
INSTROCTIONS":---Pio-Vi1ErTh'ibIfeital- must complete -this twb-page form-, including-signature.s
by Applicint and Provider Rpresentatives. Fax completed forms to Provider Receiving Referral tor
. Ho tising aid 'or Services. .
Date:
Contact Person:
Referring, Provider:
Nabje Title • Phone Nuniber
INFORMATION ON HEAD OF HOUSEHOLD:
Last Name: First Name:
Date ofBirth: SS it:
•
- INFORMATION ON OTHERnOU8EHOLD 314EMBMS:
Narne
Age
Sex
RelationshiP
Employer
IS ANY MEMBER OF THE HOUSEHOLD EMPLOYED BY, pRRELATED TO AN EMPLOYEE
OF, A HOMELESS TRUST F1,31:4DED PROGRAM? Yes
if yes:
Narne o'r Employee: .
Employing ProVicler:
Relationship to Aipplicant:
CERTIFICATION
I, the -undersigned. clo.hereby certify that the above -information pro.vided correct to the
ben of my knowledge.
Applicant's Name
Signature: Date:
RCfe1Tins Provider .Authorized Representative
Name: Signature • Date
ATTACHMENT P
PROVIDER REFERRAL FORM PAGE TWO
Appli.cant's Name •
If the Applicant or a Member of:their household is an employee of the referring provider, the
' approval of the Provider Ec Director is hereby indicated by signature:
Narne/Title Date
t•
if the Applicant oi• a member of their household is 'an employee of the prpver where services will be
provided, the approval of The Provider Eeciith'e Director, the *mei ess Trust Executive Director,
and the Bouteless Trust Board Chair are hereby indicated by signature:
ProVider Executive Director
•
Date
Miarni-Dade County Homeless Trust Chairperson Date
• Miami -Dade 'County.Homeless Trust Executive Director
- ADDMUNAL HOUSEHOLD INFORMATION:
Where is the household nciv? (Facility name, exact address)
Date ofpresent homelessness: •
. Explain the homeless situation, and what caused the current
homelessness: • •
Date
. . •
•
• NOTE 70 .REFERRING .p:ROVIbER: •
PROV2DING THE ABOVE INFOliMATION DOES NOT ENSURE APPROVAL FOR HOUSING
OR OTHER SERVICES REQUESTED. A DETERMINATION WILL BE MADE 1'OLLOWJNC
CDMPLETE ASSESIVIENT OF THE APPLICANT'S CASE,
TEES SECTION FOR SERVICE PROVIDER STAFF USE OWLS:.
Meets Efiggility Crileria:' • YES'JVO
Narne•Df ProvirlopSer•emilfg Staff: --
PLEASE MAINTAIN THE EXECUTED COPY OF DOCUMENT IN THECLIENT FILE OF
THE SERVICING PROVIDER AND PERSONNEL FILE OF REFERkING PROVIDER.
Attachment B
The City of Miami
Cash Match for the 2013 Emergency Solution Grant (ESG)-Outreach Program
... .._-- .-..- - -- • --PC=13 4=CIVIESG2013=2-
CITY OF MIAMI HOMELESS ASSISTANCE PROGRAM
Cash Match for the 2013 Emergency Solution Grant (ESG)-Outreach Program
2013-2014 Contract
BUDGET
Object
Class
Cost
SAT
City of
Miami
Justification -
1. Staffing
Personnel Salary
--Outreach=@=$
7 FT Homeless
-
376,358
-
- %
32%
Salaries for the City of
Miami -Outreach =Services-
to the homeless
population of the City of
Miami
11.62/h
-
-
TOTAL
376,358
150,00
217,358