PSA with TEEN JOB CORPS, Inc r �
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PROFES • IONAL SERVICES AGREEMENT
BETWEEN T E CITY OF MIAMI BEACH, FLORIDA
A D TEEN JOB CORPS, INC.
FOR YOUTH SERVICES
RELATED TO THE ITY'S SERVICE PARTNERSHIP INITIATIVE
THIS AGREEMENT ma • e and entered into this 1st day of November, 2010, by
and between the CITY OF MI MI BEACH, FLORIDA (hereinafter referred to as City),
having its principal offices at 1700 Convention Center Drive, Miami Beach, Florida,
33139, and TEEN JOB CORP., ' INC., a Florida Corporation, (hereinafter referred to as
Contractor), whose address is 356 Gary Ave., Miami Beach FI, 33141.
SECTION 1
1.1 DEFINITIONS
Agreement: Thi- Agreement between the City and Contractor, and any
exh bits and /or attachments hereto.
City Manager: The Chief Administrative Officer of the City.
Contractor: For the purposes of this Agreement, Contractor shall be
dee ed to be an independent contractor, and not an agent
or e ployee of the City.
Services: All - ervices, work and actions by the Contractor performed
pur-uant to or undertaken under this Agreement, as
des ribed in Section 2 and Exhibit "A" hereto.
Fee (Compensation): Amo nt paid to the Contractor to cover the costs of the
Se ces.
Risk Manager: The Risk Manager of the City, with offices at 1700
Con ention Center Drive, Third Floor, Miami Beach, Florida
331 :9, telephone number (305) 673 -7000, Ext. 6435, and
fax umber (305) 673 -7023.
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SECTION 2
SCOPE OF WORK (SERVICES)
The Contractor will provide employment services for up to twenty -five (25) youth in
accordance with The Children's Trust Miami Beach Service Partnership Grant, dated
November 1, 2010. The scope of work to be performed by Contractor is further
detailed in Exhibit "A," entitled "Scope of Services." The Contractor shall report to the
City of Miami Beach, Neighborhood Services Department, Office of Community
Services, Division Director.
SECTION 3
COMPENSATION
3.1 FIXED FEE
Contractor shall be compensated for the Services, as set forth in Section 2
and Exhibit "A ", as follows: (a) Supervision of youth employees for up to one hundred
eighty (180) hours at Twenty -Four Dollars and Forty -Four Cents ($24.44) per hour,
for a maximum not to exceed Four Thousand Three Hundred Ninety Nine Dollars and
Twenty Cents ($4,399.20); (b; Hourly wages for up to twenty -five (25) youth at Nine
Dollars and Seventy Nine Cents ($9.7928) per hour for up to Ninety Hours each, for a
maximum not to exceed Twenty Two Thousand Thirty Three Dollars and Eighty
Cents ($22,033.80).
Contractor's compensation shall be further subject to and conditioned upon all
or any portion of the Services to be provided herein being allowable and within the
Scope of Services delineated in Exhibit "A ".
Notwithstanding the preceding, Contractor's total compensation during the
term of this Agreement shall not exceed the maximum allowable sum of Twenty Six
Thousand Four Hundred Thirty Three Dollars ($26,433).
3.2 INVOICING
Contractor shall submit monthly invoices, a Monthly Progress Report, and
accompanying Monthly Status Report, as set forth in Exhibit "B ", which includes an
itemized, detailed description of the Services, or portions thereof, provided (including
the clients served) and cost(s) for same. Invoices and supporting documentation shall
be submitted to Maria Ruiz, Division Director, Office of Community Services, 1700
Convention Center Drive, Miami Beach, Florida, 33139.
3.3 METHOD OF PAYMENT
Payments shall be made within thirty (30) days of the date of invoice, in a
manner satisfactory to and as approved and received by the City Manager and /or his
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designee, who shall be the D vision Director, Office of Community Services.
SECTION 4
GENERAL PROVISIONS
4.1 RESPONSIBILITY OF THE CONTRACTOR
With respect to the pe ormance of the Services, the Contractor shall exercise
that degree of skill, care, effi iency and diligence normally exercised by recognized
professionals with respect o the performance of comparable services. In its
performance of the Services. the Contractor shall comply with all applicable laws,
ordinances, and regulations .f the City, Miami -Dade County, the State of Florida, and
the federal government, as a t plicable.
4.2 PUBLIC ENTITY CRI ES
A State of Florida orm PUR 7068, Sworn Statement under Section
287.133(3)(a) Florida Statuto on Public Entity Crimes shall be filed with the City's
Procurement Division, prior t• commencement of the Services herein.
4.3 DURATION AND EXT NT OF AGREEMENT (TERM)
The term of this Agree ent shall commence upon execution of this Agreement
by all parties hereto, and shal terminate on October 31, 2011.
4.4 TIME OF COMPLETI • N
The Services to be r:ndered by the Contractor shall be commenced upon
receipt of a written Notice to Proceed from the City subsequent to execution of the
Agreement by the parties, an• shall be completed no later than October 31, 2011.
4.5 INDEMNIFICATION
Contractor agrees to indemni y and hold harmless the City of Miami Beach and its
officers, employees and ag: nts, from and against any and all actions, claims,
liabilities, losses, and expen.es, including, but not limited to, attorneys' fees, for
personal, economic or bodily injury, wrongful death, loss of or damage to property, at
law or in equity, which may arse or be alleged to have arisen from the negligent acts,
errors, omissions or other wr• ngful conduct of the Contractor, its employees, agents,
sub - consultants, or any othe person or entity acting under Consultant's control, in
connection with the Contra•tor's performance of the Services pursuant to this
Agreement; and to that exte , the Contractor shall pay all such claims and losses
and shall pay all such costs a d judgments which may issue from any lawsuit arising
from such claims and losses, : nd shall pay all costs and attorneys' fees expended by
the City in the defense of suc claims and losses, including appeals.
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The Contractor's obligation u der this Subsection shall not include the obligation to
indemnify the City of Miami :each and its officers, employees and agents, from and
against any actions or claims hich arise or are alleged to have arisen from negligent
acts or omissions or other w ongful conduct of the City and its officers, employees
and agents. The parties ear h agree to give the other party prompt notice of any
claim coming to its knowledg- that in any way directly or indirectly affects the other
party.
4.6 TERMINATION, SUS' ENSION AND SANCTIONS
4.6.1 Termination fo Cause
If the Contracts r shall fail to fulfill in a timely manner, or otherwise
violate any of th - covenants, agreements, or stipulations material to this
Agreement, the City shall thereupon have the right to terminate the
Services then r:maining to be performed. Prior to exercising its option
to terminate for ause, the City shall notify the Contractor of its violation
of the particula terms of this Agreement and shall grant Contractor
seven (7) days o cure such default. If such default remains uncured
after seven (7) says, the City, upon three (3) days' notice to Contractor,
may terminate his Agreement and the City shall be fully discharged
from any and all liabilities, duties and terms arising out of /or by virtue of
this Agreement.
Notwithstanding the above, the Contractor shall not be relieved of
liability to the C y for damages sustained by the City by any breach of
the Agreement by the Contractor. The City, at its sole option and
discretion, sha I additionally be entitled to bring any and all
legal /equitable .ctions that it deems to be in its best interest in order to
enforce the City s right and remedies against the defaulting party. The
City shall be e titled to recover all costs of such actions, including
reasonable alto neys' fees. To the extent allowed by law, the defaulting
party waives its ight to jury trial and its right to bring permissive counter
claims against t e City in any such action.
4.6.2 Termination for Convenience of City
NOTWITHSTANDING SECTION 4.6.1, THE CITY MAY ALSO, FOR
ITS CONVENIENCE AND WITHOUT CAUSE, TERMINATE THIS
AGREEMENT AT ANY TIME DURING THE TERM HEREOF BY
GIVING WRITTEN NOTICE TO CONSULTANT OF SUCH
TERMINATION, WHICH SHALL BECOME EFFECTIVE SEVEN (7)
DAYS FOLLOWING RECEIPT BY THE CONSULTANT OF THE
WRITTEN TERMINATION NOTICE. IN THAT EVENT, ANY
FINISHED OR UNFINISHED DOCUMENTS AND OTHER
MATERIALS PREPARED AND OR OTHERWISE COMPILED BY
CONSULTANT PURSUANT TO ITS PROVISION OF THE SERVICES
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CONTEMPLATED IN SECTION 2 AND IN EXHIBIT "A ", SHALL BE
PROMPTLY ASSEMBLED AND DELIVERED TO THE CITY, AT
CONSULTANT'S SOLE COST AND EXPENSE. IF THE
AGREEMENT IS TERMINATED BY THE CITY AS PROVIDED IN
THIS SUBSECTION, CONSULTANT SHALL BE PAID FOR ANY
SERVICES SATISFACTORILY PERFORMED, AS DETERMINED BY
THE CITY AT ITS SOLE DISCERTION, UP TO THE DATE OF
TERMINATION; PROVIDED, HOWEVER, THAT AS A CONDITION
PRECEDENT TO SUCH PAYMENT, CONSULTANT SHALL HAVE
DELIVERED ANY AND ALL DOCUMENTS, MATERIALS, ETC, TO
CITY, AS REQUIRED HEREIN.
4.6.3 Termination for Insolvency
The City also reserves the right to terminate the remaining Services to
be performed in the event the Contractor is placed either in voluntary
or involuntary bankruptcy or makes an assignment for the benefit of
creditors. In such event, the right and obligations for the parties shall
be the same as )rovided for in Section 4.6.2.
4.6.4 Sanctions for F oncompliance with Nondiscrimination Provisions
In the event of the Contractor's noncompliance with the
nondiscrimination provisions of this Agreement, as applicable, the City
shall impose suLh sanctions as the City or the State of Florida may
determine to be appropriate, including but not limited to, withholding of
payments to the Contractor under the Agreement until the Contractor
complies and /or cancellation, termination or suspension of the
Services and /or the Agreement. In the event the City cancels or
terminates the Services and /or the Agreement pursuant to this
Subsection the rights and obligations of the parties shall be the same
as provided in Section 4.6.2.
4.7 CHANGES AND ADDITIONS
Any changes and additions to the terms of this Agreement shall be by a written
amendment, signed by the dLly authorized representatives of the City and Contractor.
No alteration, change, or modification of the terms of this Agreement shall be valid
unless amended in writing, sic ned by the parties hereto, and approved by the City.
4.8 OWNERSHIP OF DOCUMENTS
Any changes and additions to the terms of this Agreement shall be by a
written amendment, signed by the duly authorized representatives of the City and
Contractor. No alteration, change, or modification of the terms of this Agreement
shall be valid unless amended in writing, signed by the parties hereto, and
approved by the City.
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4.9 AUDIT AND INSPECT ONS
Upon 24- hour's written notice, the City Manager (on behalf of the City) and /or
such authorized representativ -s as the City Manager may deem to act on the City's
behalf, may, during Contract• is normal business hours, audit, examine and make
audits of all contracts, invoice -, materials, payrolls, records of personnel, conditions
of employment, and any a d all other data and /or records and /or documents
relating to all matters covered by this Agreement. Contractor shall maintain any and
all such records, as necessa to document compliance with the provisions of this
Agreement.
4.10 ACCESS TO RECOR U S
Contractor agrees to allow access during normal business hours to all
records including, without limi ation, Contractor's financial records, to the City and /or
its authorized representative-, and agrees to provide such assistance as may be
necessary to facilitate audit b, the City and /or its representatives, when and as the
City Manager, in his sole and easonable discretion, may deem necessary to ensure
compliance with the provisio s of this Agreement including, without limitation, as
they pertain to any financi.; I audits (with applicable accounting and financial
standards). Contractor shall .;flow access during normal business hours to any and
all records, forms, files, and documents which have been generated in performance
of this Agreement, by the City and /or its authorized representatives.
4.11 INSURANCE REQUIR MENTS
The Contractor .hall not commence any work and /or Services pursuant
to this Agreement until all insurance required under this Section has been obtained
and such insurance has bee reviewed and approved by the City's Risk Manager.
Contractor shall maintain and carry in full force during the term of this Agreement the
following insurance:
1. Contractor General Liability, in the amount of $1,000,000.
2. Contractor Professional Liability, in the amount of $200,000.
3. Workers Compensatio & Employers Liability, as required pursuant to Florida
Statutes.
All insurance required hereunder must be furnished by insurance companies
authorized to do business in t e State of Florida.
Original certificates of i surance for the above coverage must be submitted to
the City's Risk Manager at tho Office of the Risk Manager of the City of Miami Beach,
1700 Convention Center Driv: , Miami Beach, Florida 33139.
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The Contractor is solel responsible for obtaining and submitting all insurance
certificates for its sub- contrac u. rs.
All insurance policies ust be issued by companies authorized to do business
under the laws of the State of Florida. The companies must be rated no less than
"B +" as to management and not less than "Class VI" as to strength by the latest
edition of Best's Insurance G ide, published by A.M. Best Company, Oldwick, New
Jersey, or its equivalent.
Compliance with the fo egoing requirements shall not relieve the Contractor of
the liabilities and obligations under this Section or under any other portion of this
Agreement, and the City shal have the right to obtain from the Contractor specimen
copies of the insurance policies in the event that submitted certificates of insurance
are inadequate to ascertain ci mpliance with required overage.
All of Contractor's ce ficates, as required in this Section 4.11, shall contain
endorsements providing that written notice shall be given to the City at least thirty
(30) days prior to termination, cancellation or reduction in coverage in the policy.
The Contractor shall not commence any work and /or Services pursuant to this
Agreement until the City's Ri.k Manager has received, reviewed and approved, in
writing, certificates of insuran e showing that the requirements of this Section (in its
entirety) have been met and . rovided for.
4.12 ASSIGNMENT, TRAN • FER OR SUBCONTRACTING
The Contractor shall not subcontract, assign, or transfer any work under this
Agreement without the prior ritten consent of the City Manager which consent, if
granted at all, shall be at the anager's sole and absolute discretion.
4.13 SUB - CONTRACTOR
The Contractor shall . - liable for Contractor's services, responsibilities and
liabilities under this Agreement, and the services, responsibilities and liabilities of
sub - contractors, and any oth:r person or entity acting under the direction or control
of Contractor. When the ter "Contractor" is used in this Agreement, it shall be
deemed to include any sub - contractors and any other person or entity acting under
the direction or control of Contractor. All sub - contractors must be approved, in
writing by the City Manag: r, or his designee, prior to their engagement by
Contractor (which approval, if granted at all, shall be at the Manager's sole
discretion and judgment).
4.14 EQUAL EMPLOYMEN OPPORTUNITY
In connection with the performance of this Agreement, the Contractor shall
not discriminate against any employee or applicant for employment because of
race, color, religion, ancestry. sex, age, and national origin, place of birth, marital
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status, or physical handicap. The Contractor shall take affirmative action to ensure
that applicants are employ °d and that employees are treated during their
employment without regard to their race, color, religion, ancestry, sex, age, national
origin, place of birth, marital status, disability, or sexual orientation, as applicable.
4.15 NO CONFLICT OF INTEREST
The Contractor agree: to adhere to and be governed by the Metropolitan
Miami -Dade County Conflict of Interest Ordinance, as same may be amended from
time to time; and by City of Miami Beach Code, as same may be amended from
time to time.
The Contractor covenants that it presently has no interest and shall not
acquire any interest, direct or indirectly which should conflict in any manner or
degree with the performance of the Services. The Contractor further covenants that
in the performance of this Agreement, no person having any such interest shall
knowingly be employed by the Consultant. No member of or delegate to the
Congress of the United States shall be admitted to any share or part of this
Agreement or to any benefits 9rising there from.
4.16 PATENT RIGHTS; COPYRIGHTS; CONFIDENTIAL FINDINGS
Any patentable result arising out of this Agreement, as well as all information,
design specifications, processes, data and findings, shall be made available in
perpetuity to the City, for public use.
No reports, other documents, articles or devices produced in whole or in part
under this Agreement shall be the subject of any application for copyright or patent
by or on behalf of the Contractor or its employees or subcontractors.
4.17 NOTICES
All notices and comm nications relating to the day -to -day activities shall be
exchanged between a project manager appointed by the Contractor and the
program coordinator designated by the City Manager, who shall be Neighborhood
Services Department, Office of Community Services, Division Director. The
Contractor's project manager shall be designated following execution of this
Agreement by the parties and prior to commencement of the Services.
All other notices and communications in writing required or permitted
hereunder may be delivered personally to the representatives of the Contractor and
the City listed below or may be mailed by registered mail.
Until changed by notice in writing, all such notices and communications shall
be addressed as follows:
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TO CONTRACTOR:
Teen Job Corps, Inc.
Attn: Deborah Ruggiero, Executive Director
7356 Gary Ave
Miami Beach FI, 33141
(305) 868 -0635
TO CITY:
City of Miami Beach
Ofice of Community Services
Attn: Maria L. Ruiz, Director
17J0 Convention Center Drive
Miami Beach, Florida 33139
(305) 673 -7491
4.18 LITIGATION JURISDICTIONNENUE
This Agreement shall be governed by, and construed in accordance with, the
laws of the State of Florida, both substantive and remedial, without regard to
principles of conflict of laws. The exclusive venue for any litigation arising out of the
Agreement shall be Miami -Dade County, Florida, if in State court, and the U.S.
District Court, Southern District of Florida, if in federal court.
BY ENTERING INTO THIS AGREEMENT, CONTRACTOR AND CITY
EXPRESSLY WAIVE ANY RIGHTS EITHER PARTY MAY HAVE TO A TRIAL BY
JURY OR ANY CIVIL LITIGATION RELATED TO, OR ARISING OUT OF, THIS
AGREEMENT.
4.19 ENTIRETY OF AGREEMENT
This writing and any exhibits and /or attachments incorporated (and /or
otherwise referenced for incorporation) herein embody the entire Agreement and
understanding between the parties hereto, and there are no other agreements and
understandings, oral or written, with reference to the subject matter hereof that are
not merged herein and supe -seded hereby.
4.20 LIMITATION OF CITY'S LIABILITY
The City desires to enter into this Agreement only if in so doing the City can
place a limit on the City's liability for any cause of action for money damages due to
an alleged breach by the City of this Agreement, so that its liability for any such
breach never exceeds the sum of $1,000. Contractor hereby expresses its
willingness to enter into this Agreement with Consultant's recovery from the City for
any damage action for breech of contract to be limited to a maximum amount of
$1,000.
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Accordingly, and notwithstanding any other term or condition of this
Agreement, Contractor hereby agrees that the City shall not be liable to the
Contractor for damages in al amount in excess of $1,000 for any action or claim for
breach of contract arising out of the performance or non - performance of any
obligations imposed upon tle City by this Agreement. Nothing contained in this
paragraph or elsewhere in tiis Agreement is in any way intended to be a waiver of
the limitation placed upon the City's liability as set forth in Section 768.28, Florida
Statutes.
[REMAINDER OF THIS PAGE LEFT INTENTIONALLY BLANK]
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IN WITNESS WHEREDF, the parties hereto have caused this Agreement to
be executed by their appropriate officials, as of the date first entered above.
FOR CITY: CITY OF MIAMI BEACH, FLORIDA
ATTEST:
By: fr,A)U, •
City Clerk Mayor
FOR CONTRACTOR: Teen Job Corps, Inc., A Florida
Corporation
ATTEST:
By: 2 By:
Secretary esident
cr�a 1 s PAf �_ ✓'� bait/44/4Y
Print Name Print Name
Corporate Seal
APPROVED AS TO
FORM & LANGUAGE
& FnN EXECUTION
kk
4 ornel Date
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EXHIBIT "A"
"SCOPE OF SERVICES"
The Contractor agrees to provide the following services to youth referred to the
Success University program:
Service Documentation of Service
Employment Services Copies of client sign -in sheets; payroll records;
Documentation of service provided on Community OS
software
Related Definitions:
Employment Services — Employment Services encompass the training and field
placement of referred youth for work experience. Services are documented via copies
of client sign -in sheets and copies of the contractor's payroll records.
Services will be deemed as provided when the following documentation is provided
within the noted timeframes:
Service Documentation Submission Deadline
Employment Services Client Sign -in Sheet 72 business hours from
payment for employment
Service Deliverables
Service , Unit of Service Service Location Timeframe
Employment Services 45 twc -hour sessions Various locations All eligible youth will
for up 70 25 youth throughout the city begin attending
of Miami Beach sessions within 5
business days
Failure to meet contracted service units within the allocated timeframe may result in
the City subsequently reducing the Contractor's service level and allocated funding
accordingly.
If the Contractor is unable tc fulfill the contracted service level within the allocated
timeframe for each service component, the City reserves the right to reduce service
levels accordingly across the 'unded service spectrum.
If the Contractor is unable to fulfill the contracted service level and the City
subsequently reduces service and funding levels, the City reserves the right to select
another vendor to fulfill the remaining service units. The City will select the alternate
vendor at its sole discretion.
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Reporting Requirements
The Contractor will provide the City with a Monthly Progress Report and
reimbursement request utilizing the City's Reporting and Reimbursement Forms
(attached) by the third (3 cf the following month. In the event that the third of the
month lands on a Saturday, Sunday or holiday, the report must be submitted the
following business day. Repo - ts are due on the following dates:
• Friday, Dec. 3 2010 •Friday, June 3 2011
• Monday, Jan. 3 2011 •Tuesday, July 5 2011
•Thursday, Feb. 3 2C 11 •Wednesday, Aug. 3 2011
•Thursday, March 3 2011 •Tuesday, Sept. 6 2011
•Monday, April 4 2011 •Monday, Oct. 3 2011
•Tuesday, May 3 20' 1 •Thursday, Nov. 3 2011
Monthly reports and reimbursement requests will be submitted via any of the
following methods:
• Electronic mail
• Facsimile
• Standard mail
• Hand delivery
Monthly reports will not be co isidered acceptable unless the following is met:
• Forms are completely and accurately filled
• Necessary back -up materials are included (client documentation, expense
receipts, time logs, etc.)
• Reports bear the signature of the person submitting the report on behalf of
the Contractor
The City will document Contractor service level data and monthly reports via Active
Strategy software for inclusion in the monthly report to the Miami Beach Governing
Board as well as the City's website.
The failure to submit required monthly reports and invoices in a timely manner for two
consecutive months will resu t in the forfeiture of one (1 %) percent of the combined
billed total for the two months in question. These forfeited funds will be used
exclusively for client incentive materials as approved by the Miami Beach Service
Partnership Governing Board. These forfeited funds will be submitted to the City by
the Contractor via check within 30 days.
Partner Performance Ratings
The Contractor agrees that i-s Partner Performance Rating, the score awarded for
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performance on the following measures, will be posted on the City's website:
• Timely and accurate submission of monthly progress report
• Timely and accurate submissions of monthly financial reports (reimbursement
requests)
• Delivery of contracted service units
• Promotion of the Miami Beach Service Partnership
• Attendance at Miami Beach Service Partnership Governing Board and related
committee(s) meetings
Ratings will be given for each performance measure based on the following:
Performance Measure Rating Rationale & Score
Timely and accurate sutmission of ➢ "0" for failing to submit on time
monthly progress report ➢ "10" for submitting on time
Timely and accurate submissions of ➢ "0" for failing to submit accurate report
monthly financial reports (reimbursement with back -up material on time
requests) ➢ "10" for submitting accurate report on
time
Delivery of contracted service units Possible score of 0 to 50 based upon
completion of monthly projected service
units. Score is pro -rated if total projected
service units are not met.
Promotion of the Miami Beach Service Possible score of 0 to 10:
Partnership ➢ Contractor will promote Service
Partnership on its website, if applicable (3
points for inclusion on website)
➢ Contractor will display Service
Partnership materials and /or poster in
service lobby. (2 points for inclusion in
lobby)
Contractor will adhere to approved
commitments in Service Partnership
Marketing Plan ( up to 5 points pro -rated
for participation on commitments)
Attendance at Miami Beach Service Possible score of 0 to 20:
Partnership Governing Board and related 10 Points for attendance at Governing
committee(s) meetings Board meetings; 10 points for Committee
attendance (In the event that there are no
committee meetings scheduled, the value
for attendance at the Governing Board
meeting will be 20.)
Memoranda of Understanding
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A Memorandum of Understanding (MOU) reflecting the terms of this agreement as
well as commitment to the Miami Beach Service Partnership will be provided and
updated as necessary. The MOU must be submitted to the City of Miami Beach prior
to execution of the service contract.
Governing Board Attendance
The Contractor is required to have representation at each calendared Governing
Board meeting. If the Contractor fails to have representation at two meetings, the City
reserves the right to reduce contracted service levels at its sole discretion but at an
amount no greater than five percent of the contract award.
Engagement Strategies
The Contractor will adhere to he following engagement strategies in the delivery of
services:
• The Contractor will engage school attendance as a condition of client
employment as well as remind client of available program services.
• Provide client and his /her parents and /or guardians information regarding the
importance of adhereing to school attendance policies including receipt of the
state's mandatory school attendance rules.
• Provide client and his /her parents and /or guardians information regarding the
Care Coordination process and other available services.
Evaluation
In the continuing effort to ensure programming excellence, clients will be provided
with evaluation forms at the end of each programming component to gauge their
satisfaction with services provided. The evaluation forms will be provided by the City
and must be administered at the following time:
• Upon completion of 45 session
Monitoring & Performance Reviews
The City of Miami Beach reserves the right to inspect, monitor and /or audit the
Contractor to ensure contractual compliance. This includes, but is not limited to:
• Review of on -site service delivery
• Inspection and review of client, budgetary and employee files (for those
employees providing services under this contract)
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The monitoring tool provided by The Children's Trust, "Community and Neighborhood
Services System of Care rogrammatic Site Visit Form ", will be used to guide
inspections and monitoring vi.its. (Copy included herein.)
Employee File Review
The following documentatio must be included in the employee file for those
employees providing service. under this contract. The City of Miami Beach reserves
the right to inspect client files with due notice (at least 48 hours in advance of planned
site visit) to ensure adherence to contractual expectations as well as to ensure pre-
screening prior to a monitori g visit by The Children's Trust. The following must be
included in the employee file-:
• Employment Applicati.n
• Evidence of degree /cr: dentials
• Job Description Signea by Employee
• Evidence of Required xperience
• Florida Background Cr minal Screening
• National FBI Backgrou d Criminal Screening (Level2)
• Affidavit of Good Mora Character
• Proof of Knowledge of Policies & Procedures
• Confidentiality Agreem-nt Re: Client Information
• Documentation of Age cy Training /In- Service Training for Contracted Services
Provided
• 1 -9 Verification on File
Master Calendar
The Contractor will notify the City of any client appointment or anticipated service
delivery at least 72 hours i advance of the appointment or service delivery for
inclusion in the Success Univ-rsity Master Calendar that is distributed to all members
of the Miami Beach Service Partnership via Community OS Software. The Master
Calendar will be updated dai y and distributed to the Partnership via Community OS
Software.
raining Requirements
Frontline personnel (those conducting trainings) will be required to complete the
following trainings prior to se ice provision:
Employment Services ❑ Program Overview Training
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Community OS Software Training
❑ Client Evaluation Survey Training
While initial training expenses are covered by the City, the Contractor agrees to
reimburse the City for the early departure (termination) of any trained staff member
prior to this contract's termination on a pro -rated basis as follows:
Trai ling Cost
Program Overview Training $66.56
Community OS Training $133A2
Client Evaluation Survey Trailing 1 $16.64
Switciboard of Miami Registration
Contractor agency will register with Switchboard of Miami to ensure that agency
information is accurate and apdated This contractual obligation is directed by The
Children's Trust. Agency registration can be done at the following website:
www.switchboardmiami.orq
Additional Documentation
The following documentation must be submitted with this executed agreement:
• All required insurance certificates
• Copy of current audit
• Copy of required business licenses and permits
• Copy of notice as recipient of funding from The Children's Trust
• Updated Memorandurr Of Understanding (MOU) reflecting scope of services
and leverage associated with Success University
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EXHIBIT "B"
INVOICING
The Contractor agrees to provide the invoicing and services documentation as
indicated in the Monthly Progress Report and Monthly Invoice Report, as attached to
this Exhibit, by the third (3 of the subsequent month.
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EXHIBIT "C"
ATTACHMENTS
The following documents are attached:
• Monthly Progress Repprt (1 page)
• Monthly Invoice Form ;1 page)
• Services Evaluation Form (1 page)
• Programmatic Site Vis't Form (9 pages)
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AA I A I EACH Office of Community Services
Project Profile
Reporting Agency
Project Success University
Reporting Period ❑ November /10 ❑ December /10 ❑ January/11 ❑ February /11
❑ March /11 ❑ April /11 ❑ May /11 ❑ June /11
❑ July /11 ❑ August/11 ❑ September /11 ❑ October /11
Please provide a narrative summary for each section, as applicable.
Services Management (Please provide narrative regarding the administration /delivery of services including
problems confronted in implementation this past month.)
Percentage of Funds Expended to Date
Client Success Story (Please include a(n) example of client(s) success indicating how services were beneficial
or made a meaningful impact.)
Prepared By Sigrature Date
Office of Community Services /Grant Reimbursement Request
Grant Name Funder
Success University The Children's Trust
Contract Number Awarded Amount
Reporting Period
Initials
Expended Thus Far 1 $ - 1 Available Balance $
This Request $ -
Balance Remaining $ -
Fiscal Summary
Line item Category Account# Category Total Previous Requests Balance Available This Request
Intake & Assessments $ $ - $
Follow -Up Contacts $ - $ - $ -
Family Group Conferencing $ - $ - $ -
Employment Services $ $ - $ -
Mental Health Services $ - $ - $ -
$ $ - $
$ - $ - $ -
$ - $ - $ -
TOTALS .3 - $ - $ - $ -
Documentation Checklist
Not
Documentation Submitted Submitted
Service delivery documentation
List of clients served and services provided
Leve rage /Match
Staff Member Hourly Rate Hourly Benefits # of Hours Line Total
$ - 3 - $ -
$ . - $
$ - 3 - $ -
$ - .3 - $ -
$ - .3 - $ -
Staff Total $ -
Space & Other in - Kind Value /Unit Cost Unit Quantity Line Total
$ $ -
$ - $
$ - $
$ - $
Add'IIn -Kind $ -
Leverage Total $ -
I certify that the information provided above is accurate :o the best of my knowledge and that I have included all documentation required to ascertain the
delivery of services as delineated in our contract with the C ty of Miami Beach.
Signature of Authorized Agency Representative Date
Date Received by CA/ of Miami Beach
Amount Authorized for Reimbursement
T aining Evaluation Form
Presenter: Training: Employment Services
Date: Location:
Please take a moment to evaluate today's training. Rate each item from poor to excellent. Your
1 information is used to better improve services. Thanks in advance for your feedback.
Content
N/A Poor Fair Good Excellent
Objective and scope of service ❑ ❑ ❑ ❑ ❑
Organization of presented material ❑ ❑ ❑ ❑ ❑
Understandability of presented material ❑ ❑ ❑ ❑ ❑
Relevance of material to service objectives ❑ ❑ ❑ ❑ ❑
Supervisor
N/A Poor Fair Good Excellent
Presentation of information ❑ ❑ ❑ ❑ ❑
Participation by attendees encouraged ❑ ❑ ❑ ❑ ❑
Discussions and training managed well ❑ ❑ ❑ ❑ ❑
Questions responded to satisfactorily ❑ ❑ ❑ ❑ ❑
Location
N/A Poor Fair Good Excellent
Location's conduciveness to learning ❑ ❑ ❑ ❑ ❑
Accessibility to training site ❑ ❑ ❑ ❑ ❑
Overall Experience
N/A Poor Fair Good Excellent
Overall experience to training ❑ ❑ ❑ ❑ ❑
What was best about the training?
What aspect of the training did not meet your expectations?
What other trainings would you be interested in attending? Please mark all that apply.
❑ Parenting ❑ Discipline ❑ Financial Opportunities
❑ 7 Habits of Highly Effective People ❑ Other ❑ Other
❑ Other ❑ Other ❑ Other
COMMUNITY AND NEIGHBORHOOD SERVICES
SYSTEM OF CARE PROGRAMMATIC SITE VISIT FORM
L Provider Information:
Agency (name and address): Contract #:
Program: Contract Period:
Service site Location: # of Contracted Participants (Unduplicated):
Child /youth Parent /caregiver
Program Coordinator: Other Population
Beginning and end date of site visit: # of participants in attendance at observed activity:
Child /youth Parent /caregiver Other
Observed Activity (type and description):
Current Status of Provider: ❑ Satisfactory ❑ First year /no status yet ❑ Cure ❑ Performance Improvement Plan (PIP)
Partnership Planning & Infrastructure
IL Contractual Requirements Yes No Not Comments:
(Administrative) Applicable
Invoices are accurate, complete and submitted
on time as defined by the contract
Sub - contractual agreements received and on
file
Current Audit is on file
All required insurance certificates are on file
Switchboard information has been updated
Publicity - The Children's Trust is recognized at
the site as a funding source.
TCT is acknowledged on written program
products
Provider records and documentation are
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` q CO MMUNITY AND NEIGHBORHOOD SERVICES
SYSTEM OF CARE PROGRAMMATIC SITE VISIT FORM
available, accurate and complete as defined by
the contract
Participant files are kept in a secure locked
space
III. Partnership Structure Comments
ro c a °i i a E .E z m ��� E
4 u� -i t w o cee � E m y W a a l
Z .7 N L L 4' tic
Ratings of unacceptable or conditionally acceptable MUST be
explained
Governance Structure has been established as
evidenced by Policy and Procedure Manual
Development of shared governance and decision -
making structure as evidenced by Policy and
Procedure Manual and organization chart.
Clearly defined partnership structure as evidenced
by organization chart, meeting minutes, and /or
Policy and Procedure Manual.
Information Sharinq /Collaboration
Agreements
Signed Memorandums of Agreement (MOA) are in
line with Scope of Services.
Memorandums of Agreement are detailed to include
provider responsibilities and associated costs.
Partnership has devised mechanisms to store, share,
report, and otherwise manage client level data.
Implementation of evaluation forms and measures
are appropriate for Scope of Services
Appropriate documentation of activity (e.g. sign in
sheets, schedule, meeting minutes or roster) on file
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COMMUNITY AND NEIGHBORHOOD SERVICES
SYSTEM OF CARE PROGRAMMATIC SITE VISIT FORM
Exceeded Requirements is noted only when observations exceed contractual requirements
Programmatic Requirements from Scope of Services and Contract
IV. Review of data (Completed by review of � Comments
Data tracker, invoices and review of a e E c E _ c
mont /quarterly reports) c E E a g e w v m E
U '� g '3 , ' 3
O G Z 0 q j 0) W 07
tk a a
Required Outcome reports are accurate, complete
and submitted on time as defined by the contract
Utilization
Data Tracker is up to date
Utilization is appropriate for contract period
Total to date participant numbers are appropriate
Observations
Provider records and documentation are available,
accurate and complete as defined by the contract
Participant files are organized as outlined in Section
N Paragraph 5 of the contract.
Participant files are kept in a secure locked space
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COMMUNITY AND NEIGHBORHOOD SERVICES
SYSTEM OF CARE PROGRAMMATIC SITE VISIT FORM
V. Type 1 Activity (3 or more contacts with participants) Review
Participant Data
Name of Activity from Responsible Provider /Service Site
Scope of Services:
1. place name of activity here, add
lines as needed
2.
Participant File Verification
1 2 3 4 k 7 8 Comrrients
Participant's Initial
Registration /enrollment form signed by legal guardian
Social security number or MDCPS ID# (child /youth only)
Date of Birth (all participants)
Demographic Data, as required by Contract Attachment
Combined Authorization for photography /video and
Permission for contact form
Confidentiality of client information and /or HIPPA, if
applicable
Consent for Release of Information (if applicable)
Sign -in sheets (if applicable)
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COMMUNITY AND NEIGHBORHOOD SERVICES
SYSTEM OF CARE PROGRAMMATIC SITE VISIT FORM
W. Activities and Observations �, y ,� Comments
n z E a a E c E
v E � E
C au E i d g E Ratings of unacceptable MUST be explained.
it C e o £ k z If Provider exceeded requirements, please describe in
2 W comments
M cc
Facility /Setting is appropriate and safe
Well organized and prepared activity
Culturally Competent activity, tailored to the audience
Ratio of Staff to participants is appropriate for the activity
Activity is developmentally appropriate for abilities of child /and or adult
population
Activity was length of time expected
Distribution of hand outs and written materials is completed smoothly and
appropriately
Implementation of evaluation forms and measures
Appropriate documentation of activity (e.g. sign in sheets, schedule, or
roster)
Activity description & process as described in Scope
Activity is appropriate to achieve intended Outcome
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COMMUNITY AND NEIGHBORHOOD SERVICES
SYSTEM OF CARE PROGRAMMATIC SITE VISIT FORM
Type 1 Activity - Participants Outcome Indicator measurement
Measurement (as per Scope of Services): Responsible Comments
Provider
/Service
Site 1 2 3 4 5 6 7 8
Participant's Initial
VII. Type 2 Activity (less than 3 contacts with participants) participant Outcome Indicators
Activity Measurement Respons Date of Total Comments
name: name (as per ible Service Served
Scope of Provider
Services): /Service
Site
*Based on the frequency of the activity select up to 3 dates for review. Some activities will only have "post" measures.
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COMMUNITY AND NEIGHBORHOOD SERVICES
SYSTEM OF CARE PROGRAMMATIC SITE VISIT FORM
VIII. Activities Output Review
Activity name( as per contract) Expected output for period Documented Output
for period
(period to ) (period to )
IX. Staffing:
Staffing is adequate to support Scope of Yes ❑ No ❑ Comments:
Services.
Employee /Personnel File
1 2 3 4 5 6 7 8 comments
Employee's
Application
Evidence of degree /diploma /credentials
Job Description, signed and dated by employee
Evidence of required experience
Florida Background Criminal Screening
National FBI Background Criminal Screening (level 2)
Affidavit of Good Moral Character
Proof of knowledge of policies and procedures
Confidentiality agreement re: client information
Documentation of agency training /in- service training
I -9 Verification on File
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ettiviivitiNiTy AND NtibkittoRNotitt SERVIt
SYSTEM OF CARE PROGRAMMATIC SITE VISIT FORM
EXIT INTERVIEW
Preliminary Summary of areas discussed with staff:
• (Can use bullet points or outline style, include obvious areas of improvement /action and any suggested remedies)
•
•
•
List of Program Staff and others in attendance (name and title):
• , TCT Contract Manager
•
•
•
Provider Date Contract Manager Date
Site visit Summary Report
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P
COMMUNITY AND NEIGHBORHOOD SERVICES
SYSTEM OF CARE PROGRAMMATIC SITE VISIT FORM
Summary of Visit (including summary of exit interview):
Strengths:
Areas for improvement:
Action Required: YES ❑ NO ❑
Contract Manager Date
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