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PSA with Barry University ao/o 7 PROFES • IONAL SERVICES AGREEMENT BETWEEN T E CITY OF MIAMI BEACH, FLORIDA • ND BARRY UNIVERSITY FOR YOUTH SERVICES RELATED TO THE ITY'S SERVICE PARTNERSHIP INITIATIVE THIS AGREEMENT mase 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 Barry University, a private institution, (hereinafter referred to as Contractor), whose address is 11300 NE 2 d Avenue, Miami Shores, FL 33161. SECTION 1 1.1 DEFINITIONS Agreement: Thi . Agreement between the City and Contractor, and any exhibits and /or attachments hereto. City Manager: Th: Chief Administrative Officer of the City. Contractor: For the purposes of this Agreement, Contractor shall be de ;med to be an independent contractor, and not an agent or : mployee of the City. Services: All .ervices, work and actions by the Contractor performed pur.uant to or undertaken under this Agreement, as de cribed in Section 2 and Exhibit "A" hereto. Fee (Compensation): Amount paid to the Contractor to cover the costs of the Se ices. Risk Manager: Th• Risk Manager of the City, with offices at 1700 Co vention Center Drive, Third Floor, Miami Beach, Florida 33139, telephone number (305) 673 -7000, Ext. 6435, and fax number (305) 673 -7023. 1 SECTION 2 SCOPE OF WORK (SERVICES) The Contractor will provide Mental Health Services for up to fifteen (15) youth and their families, 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 campensated for the Services, as set forth in Section 2 and Exhibit "A ", as follows: (a) Provision of Mental Health Evaluation for up to fifteen (15) youth at One Hundred Ninety Five Dollars ($195) per each Mental Health Evaluation for a maximum not to exceed Two Thousand Nine Hundred Twenty Five Dollars ($2,925); (b) Provision of twelve Counseling Sessions for up to fifteen (15) youth and their families at Seventy Five Dollars ($75) per each Counseling Session for a maximum not to exceec Thirteen Thousand Five Hundred Dollars ($13,500). 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 Sixteen Thousand Four Hundred Twenty Five Dollars ($16,425). 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 descriptior 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 designee, who shall be the Division Director, Office of Community Services. 2 SECTION 4 GENERAL PROVISIONS 4.1 RESPONSIBILITY OF THE CONTRACTOR With respect to the performance of the Services, the Contractor shall exercise that degree of skill, care, efficiency and diligence normally exercised by recognized professionals with respect to the performance of comparable services. In its performance of the Services, the Contractor shall comply with all applicable laws, ordinances, and regulations of the City, Miami -Dade County, the State of Florida, and the federal government, as applicable. 4.2 PUBLIC ENTITY CRIMES A State of Florida Form PUR 7068, Sworn Statement under Section 287.133(3)(a) Florida Statute on Public Entity Crimes shall be filed with the City's Procurement Division, prior tD commencement of the Services herein. 4.3 DURATION AND EXTENT OF AGREEMENT (TERM) The term of this Agreement shall commence upon execution of this Agreement by all parties hereto, and shall terminate on October 31, 2011. 4.4 TIME OF COMPLETION The Services to be rendered 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, and shall be completed no later than October 31, 2011. 4.5 INDEMNIFICATION Contractor agrees to indemnify and hold harmless the City of Miami Beach and its officers, employees and agents, from and against any and all actions, claims, liabilities, losses, and expenses, 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 arise or be alleged to have arisen from the negligent acts, errors, omissions or other wrongful conduct of the Contractor, its employees, agents, sub - consultants, or any other person or entity acting under Consultant's control, in connection with the Contractor's performance of the Services pursuant to this Agreement; and to that extent, the Contractor shall pay all such claims and losses and shall pay all such costs and judgments which may issue from any lawsuit arising from such claims and losses, and shall pay all costs and attorneys' fees expended by the City in the defense of such claims and losses, including appeals. The Contractor's obligation under this Subsection shall not include the obligation to 3 indemnify the City of Miami :each and its officers, employees and agents, from and against any actions or claim- which arise or are alleged to have arisen from negligent acts or omissions or other rongful conduct of the City and its officers, employees and agents. The parties e.:ch agree to give the other party prompt notice of any claim coming to its knowled !e that in any way directly or indirectly affects the other party. 4.6 TERMINATION, SUS' ENSION AND SANCTIONS 4.6.1 Termination f r Cause If the Contrac or shall fail to fulfill in a timely manner, or otherwise violate any of t e covenants, agreements, or stipulations material to this Agreement, th - City shall thereupon have the right to terminate the Services then emaining to be performed. Prior to exercising its option to terminate fo cause, the City shall notify the Contractor of its violation of the particul.: r terms of this Agreement and shall grant Contractor seven (7) day- to cure such default. If such default remains uncured after seven (7) days, the City, upon three (3) days' notice to Contractor, may terminate this Agreement and the City shall be fully discharged from any and .11 liabilities, duties and terms arising out of /or by virtue of this Agreemen 1. Notwithstandin• the above, the Contractor shall not be relieved of liability to the 1 ity for damages sustained by the City by any breach of the Agreemen by the Contractor. The City, at its sole option and discretion, sh :Il additionally be entitled to bring any and all legal /equitable actions that it deems to be in its best interest in order to enforce the Cit, 's right and remedies against the defaulting party. The City shall be ntitled to recover all costs of such actions, including reasonable att' rneys' fees. To the extent allowed by law, the defaulting party waives it- right to jury trial and its right to bring permissive counter claims against he City in any such action. 4.6.2 Termination fi r Convenience of City NOTWITHSTA DING SECTION 4.6.1, THE CITY MAY ALSO, FOR ITS CONVEN ENCE AND WITHOUT CAUSE, TERMINATE THIS AGREEMENT AT ANY TIME DURING THE TERM HEREOF BY GIVING WRI TEN NOTICE TO CONSULTANT OF SUCH TERMINATIO , WHICH SHALL BECOME EFFECTIVE SEVEN (7) DAYS FOLL • WING RECEIPT BY THE CONSULTANT OF THE WRITTEN T :RMINATION NOTICE. IN THAT EVENT, ANY FINISHED • R UNFINISHED DOCUMENTS AND OTHER MATERIALS REPARED AND OR OTHERWISE COMPILED BY CONSULTAN PURSUANT TO ITS PROVISION OF THE SERVICES CONTEMPLA ED IN SECTION 2 AND IN EXHIBIT "A ", SHALL BE 4 PROMPTLY a SSEMBLED AND DELIVERED TO THE CITY, AT CONSULTAN 'S SOLE COST AND EXPENSE. IF THE AGREEMENT IS TERMINATED BY THE CITY AS PROVIDED IN THIS SUBSE I TION, CONSULTANT SHALL BE PAID FOR ANY SERVICES S a TISFACTORILY PERFORMED, AS DETERMINED BY THE CITY A ITS SOLE DISCERTION, UP TO THE DATE OF TERMINATIO ; PROVIDED, HOWEVER, THAT AS A CONDITION PRECEDENT 0 SUCH PAYMENT, CONSULTANT SHALL HAVE DELIVERED a NY AND ALL DOCUMENTS, MATERIALS, ETC, TO CITY, AS REQ IRED HEREIN. 4.6.3 Termination fir Insolvency The City also r °serves the right to terminate the remaining Services to be performed i the event the Contractor is placed either in voluntary or involuntary •ankruptcy or makes an assignment for the benefit of creditors. In su h event, the right and obligations for the parties shall be the same a- provided for in Section 4.6.2. 4.6.4 Sanctions for oncompliance with Nondiscrimination Provisions In the even of the Contractor's noncompliance with the nondiscriminati • n provisions of this Agreement, as applicable, the City shall impose s ch sanctions as the City or the State of Florida may determine to b: appropriate, including but not limited to, withholding of payments to th- Contractor under the Agreement until the Contractor complies and • r cancellation, termination or suspension of the Services and /•r the Agreement. In the event the City cancels or terminates th- Services and /or the Agreement pursuant to this Subsection the rights and obligations of the parties shall be the same as provided in . .ection 4.6.2. 4.7 CHANGES AND AD ' ITIONS 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 m•dification of the terms of this Agreement shall be valid unless amended in writing, s • ned by the parties hereto, and approved by the City. 4.8 OWNERSHIP OF DO UMENTS Any changes and ad • itions 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, •hange, or modification of the terms of this Agreement shall be valid unless am: nded in writing, signed by the parties hereto, and approved by the City. 5 4.9 AUDIT AND INSPEC IONS Upon 24- hour's writte notice, the City Manager (on behalf of the City) and /or such authorized representati es as the City Manager may deem to act on the City's behalf, may, during Contrac or's normal business hours, audit, examine and make audits of all contracts, invoic-s, materials, payrolls, records of personnel, conditions of employment, and any . nd all other data and /or records and /or documents relating to all matters covere . by this Agreement. Contractor shall maintain any and all such records, as necess.: ry to document compliance with the provisions of this Agreement. 4.10 ACCESS TO RECO " • S Contractor agrees to allow access during normal business hours to all records including, without li itation, Contractor's financial records, to the City and /or its authorized representativ:s, and agrees to provide such assistance as may be necessary to facilitate audit •y the City and /or its representatives, when and as the City Manager, in his sole an• reasonable discretion, may deem necessary to ensure compliance with the provisions of this Agreement including, without limitation, as they pertain to any financial audits (with applicable accounting and financial standards). Contractor shall allow access during normal business hours to any and all records, forms, files, and • ocuments which have been generated in performance of this Agreement, by the Cit, and /or its authorized representatives. 4.11 INSURANCE REQUI " EMENTS The Contracto shall not commence any work and /or Services pursuant to this Agreement until all i surance required under this Section has been obtained and such insurance has been reviewed and approved by the City's Risk Manager. Contractor shall maintain any. carry in full force during the term of this Agreement the following insurance: 1. Contractor General Li : bility, in the amount of $1,000,000. 2. Contractor Professional Liability, in the amount of $200,000. 3. Workers Compensati• n & Employers Liability, as required pursuant to Florida Statutes. All insurance require• hereunder must be furnished by insurance companies authorized to do business in he State of Florida. Original certificates o insurance for the above coverage must be submitted to the City's Risk Manager at t Office of the Risk Manager of the City of Miami Beach, 1700 Convention Center Dri e, Miami Beach, Florida 33139. 6 The Contractor is solely responsible for obtaining and submitting all insurance certificates for its sub - contractors. All insurance policies must 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 ani not less than "Class VI" as to strength by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent. Compliance with the foregoing 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 shall 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 compliance with required overage. All of Contractor's certificates, as required in this Section 4.11, shall contain endorsements providing tha- 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 Risk Manager has received, reviewed and approved, in writing, certificates of insurance showing that the requirements of this Section (in its entirety) have been met and provided for. 4.12 ASSIGNMENT, TRANSFER OR SUBCONTRACTING The Contractor shall not subcontract, assign, or transfer any work under this Agreement without the prior written consent of the City Manager which consent, if granted at all, shall be at the Manager's sole and absolute discretion. 4.13 SUB - CONTRACTORS The Contractor shall be liable for Contractor's services, responsibilities and liabilities under this Agreement, and the services, responsibilities and liabilities of sub - contractors, and any other person or entity acting under the direction or control of Contractor. When the term "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 Manager, 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 EMPLOYMENT 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 7 status, or physical handicap. The Contractor shall take affirmative action to ensure that applicants are emplo, ed and that employees are treated during their employment without regard t• their race, color, religion, ancestry, sex, age, national origin, place of birth, marital .tatus, disability, or sexual orientation, as applicable. 4.15 NO CONFLICT OF I EREST The Contractor agre:s 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 cove ants 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 greement, no person having any such interest shall knowingly be employed by the Consultant. No member of or delegate to the Congress of the United St:tes shall be admitted to any share or part of this Agreement or to any benefit- arising there from. 4.16 PATENT RIGHTS; C o PYRIGHTS; CONFIDENTIAL FINDINGS Any patentable result = rising out of this Agreement, as well as all information, design specifications, proc -sses, data and findings, shall be made available in perpetuity to the City, for pu • lic use. No reports, other doc ments, articles or devices produced in whole or in part under this Agreement shall 4 e the subject of any application for copyright or patent by or on behalf of the Contra tor or its employees or subcontractors. 4.17 NOTICES All notices and com unications relating to the day -to -day activities shall be exchanged between a pro ect manager appointed by the Contractor and the program coordinator design. ted by the City Manager, who shall be Neighborhood Services Department, Offi i e of Community Services, Division Director. The Contractor's project mana•er shall be designated following execution of this Agreement by the parties an• prior to commencement of the Services. All other notices an• communications in writing required or permitted hereunder may be delivered personally to the representatives of the Contractor and the City listed below or may 0e mailed by registered mail. Until changed by notice in writing, all such notices and communications shall be addressed as follows: 8 TO CONTRACTOR: B: rry University A tn: Bruce Edwards, V.P. Business & Finance 1 300 NE 2 Avenue, iami Shores, FL 33161 3 1 5- 899 -3050 TO CITY: ity of Miami Beach •ffice of Community Services A tn: Maria L. Ruiz, Director 1 r 00 Convention Center Drive iami Beach, Florida 33139 ( 05) 673 -7491 4.18 LITIGATION JURISD CTIONNENUE This Agreement shall be governed by, and construed in accordance with, the laws of the State of Florica, 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 Dist ict of Florida, if in federal court. BY ENTERING IN • THIS AGREEMENT, CONTRACTOR AND CITY EXPRESSLY WAIVE ANY ' IGHTS EITHER PARTY MAY HAVE TO A TRIAL BY JURY OR ANY CIVIL LITI ATION RELATED TO, OR ARISING OUT OF, THIS AGREEMENT. 4.19 ENTIRETY OF AGR :EMENT This writing and a iy exhibits and /or attachments incorporated (and /or otherwise referenced for i corporation) herein embody the entire Agreement and understanding between th- parties hereto, and there are no other agreements and understandings, oral or wri en, with reference to the subject matter hereof that are not merged herein and sup,- rseded hereby. 4.20 LIMITATION OF CIT 'S LIABILITY The City desires to e ter into this Agreement only if in so doing the City can place a limit on the City's li.: bility for any cause of action for money damages due to an alleged breach by the ity of this Agreement, so that its liability for any such breach never exceeds th- sum of $1,000. Contractor hereby expresses its willingness to enter into thi• . Agreement with Consultant's recovery from the City for 9 any damage action for breach of contract to be limited to a maximum amount of $1,000. 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 an 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 the City by this Agreement. Nothing contained in this paragraph or elsewhere in this 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] 10 IN WITNESS WHER: OF, the parties hereto have caused this Agreement to be executed by their appro 0 riate officials, as of the date first entered above. FOR CITY: CITY OF MIAMI BEACH, FLORIDA ATTEST: n 9 , I . , 0 By: 1, L1/ / ` ,,,, City Clerk Mayor FOR CONTRACTOR: Barry University, Inc. ATTEST: y: (. / By: / ecretary V.P. for Business & Finance t;�V r m,r) Bruce Edwards Print Name -) Print Name Corporate Seal APPROVED AS TO FORM & LANGUAGE & FOR ECUTION f\ ��� � ity ` orne f f ki ate A 11 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 Mental Health Evaluation I Completed Mental Health Services Sign-In Sheet; (attached); Documentation of service provided on Community OS Software ( Counseling Session Completed Mental Health Services Sign -In Sheet (attached); Documentation of service provided on Community OS Software Related Definitions: Mental Health Evaluation — The Mental Health Evaluation is completed by the Contractor's staff in accordance with their policies and procedures. The Mental Health Evaluation remains private, unless the Contractor deems specific information to be relevant and /or important for the City's provision of other services. The Mental Health Evaluation is documented by the full and accurate completion of a Sign -in sheet(s). Counseling Session — The Counseling Session is completed by the Contractor's staff in accordance with their policies and procedures. The Counseling Session and its contents remain private, - I nless the Contractor deems specific information to be relevant and /or important for the City's provision of other services. The Counseling Session is documented by th full and accurate completion of a Sign -in sheet(s). Services will be deemed as provided when the following documentation is provided within the noted timeframes: Service Documentation Submission Deadline 1 Mental Health ' Sign -In Sheet(s) 72 business hours from the Evaluation identification of client need Counseling Session Sign -In Sheet(s) 72 business hours from provision of service 12 Service Deliverables Service Ur it of Service Service Location i Timeframe Mental Health 1 for each of up to 15 Biscayne All eligible Mental Evaluation youth i Elementary School; Health Evaluations Miami Beach Senior will be completed High School; within thirty (30) Nautilus Middle days of referral School; Client Home Counseling Session 12 fo each of up to Biscayne All eligible 15 yoJth and families ' Elementary School; Counseling Miami Beach Senior Sessions will be High School; completed within Nautilus Middle one hundred sixty School; Client Home ' (160) days of completed Mental Health Evaluation 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 tp 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 funded 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. Reporting Requirements The Contractor will provice the City with a Monthly Progress Report and reimbursement request utilizing the City's Reporting and Reimbursement Forms (attached) by the third (3 of 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. Reports 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 2011 •Wednesday, Aug. 3` 2011 •Thursday, March 3 2011 •Tuesday, Sept. 6 2011 •Monday, April 4 2011 •Monday, Oct. 3 2011 •Tuesday, May 3 2011 •Thursday, Nov. 3 2011 13 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 cc nsidered acceptable unless the following is met: • Forms are completely and accurately filled • Necessary back -up materials are included (client documentation, expense receipts, time Togs, 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 result in the forfeiture of one (1%) percent of the combined billed total for the two moths 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. Pa Performance Ratings The Contractor agrees that its Partner Performance Rating, the score awarded for 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 eacl performance measure based on the following: Performance Measure Rating Rat & Score Timely and accurate submission 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 g urate report monthly financial reports (reimbursement with back -up material on time requests) ➢ "10" for submitting accurate report on 14 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) - i Attendance at Miami Beach Service i Possible score of 0 to 20: Partnership Governing Board and related 1 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 A Memorandum of Understs nding (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. Gcverning 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. 15 Engagement Strategies The Contractor will adhere tc the following engagement strategies in the delivery of services: • The Contractor will engage school attendance as a condition of client receiving Mental Health 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 including the receipt of the program services flowchart. 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 prcvided. The evaluation forms will be provided by the City and must be administered at the following time: • Upon completion of 12 Counseling 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) The monitoring tool provided by The Children's Trust, "Community and Neighborhood Services System of Care Programmatic Site Visit Form ", will be used to guide inspections and monitoring visits. (Copy included herein.) Employee File Review The following documentation must be included in the employee file for those employees providing services 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 monitoriig visit by The Children's Trust. The following must be included in the employee files: • Employment Application • Evidence of degree /credentials • Job Description Signed by Employee 16 • Evidence of Required Experience • Florida Background Criminal Screening • National FBI Background Criminal Screening (Level2) • Affidavit of Good Morel Character • Proof of Knowledge of Policies & Procedures • Confidentiality Agreement Re: Client Information • Documentation of Agency 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 n advance of the appointment or service delivery for inclusion in the Success University Master Calendar that is distributed to all members of the Miami Beach Service Partnership via Community OS Software. The Master Calendar will be updated da ly and distributed to the Partnership via Community OS Software. Training Requirements Frontline personnel (those conducting trainings) will be required to complete the following trainings prior to service provision: Mental Health Services ❑ Program Overview Training ❑ 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: Training Cost Program Overview Trai ning .................................................................................................................._...._..................__...__.._.........._........................................_..._. ............................... $66.56 Community S Training ............. Y __$133.12 Client Evaluation Survey Training $16.64 17 Switchboard of Miami Registration Contractor agency will register with Switchboard of Miami to ensure that agency information is accurate and updated. This contractual obligation is directed by The Children's Trust. Agency registration can be done at the following website: www.switchboardmiami.org 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 Memorandum Of Understanding (MOU) reflecting scope of services and leverage associated with Success University. 18 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. 19 EXHIBIT "C" ATTACHMENTS The following documents are attached: • Monthly Progress Report (1 page) • Monthly Invoice Form (1 page) • Services Evaluation Form (1 page) • Programmatic Site Visit Form (9 pages) 20 PAIAMIBEACH Monthly Project Summary O ffice of Community Services Project ° Profile c e /0 - Pr t Succ University ©� e7 ® [] November /10 ❑ December /10 U January/11 ❑February /11 � � 0 March /11 ❑April/11 0 May /11 0 June /11 7'� ' ~ ❑ Ju y /11 ❑ Auqust/11,. 0 September /11 ❑ October /11 Please provide a narrative summary for each section, as applicable. aei P. a r aC�emeli as 8° -L( e at rasa 0 k t€ _ � . = _� ai lit � be .. ritfr to n, nip eme c: t ior� hits® s X 17 t Percentage of Funds Expended to Date e - ®f s q u e ® ®9 ®�� � Date Prepared By $ignaSignature Office of Community Services /Grant Reimbursement Requ Grant Name Fund Success University The Childre Trust Contract Number Awarded Amount Reporting Period Initials Expended Thus Far ' $ - I Available Balance S This Request $ Balance Remaining $ Fiscal Summary _ Intake & Assessments :$ $ - $ - Follow -Up Contacts ..4$1,::,:.:::,4-'4.-i::::,::*:?: $ - $ - Family Group Conferencing . $' $ - $ • Employment Services t 2 rW ; $ _ - $ Mental Health Services $ - $ $ - $ j .t �+� y 2 �c.'�' ^"� y t.n 4,�`�.> v. ... $ - $ - TOTALS $ $ Documentation Chec Not Documentation Submitted Submitted Service delivery documentation List of clients served and services provided ::•,..:::-:,..4:.:::-;.::4 •7 y) �\ y � a,� . �. S `i.eve r. � g � ffiABtEh ♦ z : �,., z> t lilietnbe :,,, 3 ,k10Ur ° �'"•�• Dt7F, l'itefits w y 'e I � o . r r► x SsY ,.1+ r x�4`.v,, • y a y t > . c �, r^ aV,� "" '• "'i'i may ,7�'(x ��xei-4�c.� k lr .:> s. 4 / > s .. .:....... .. �.��,•>_.... ice., -.• x.a, J,r.. � �� fP f o .. r /.. =. :;::_:_:: .� �{ 3 t't-t 9 :_ d t : t �u x YV o ' # 3 ;,�. r �� �r (k' v , �`. < i a`a�����mV2 \ ' w ..., � v � v � . �. �`( w y z a � `� a. { r' s $ v E�' -:, .r - s c . ' < � ,�'� < g . > ' < l -" Y r"s a y " t > n Sr .pT o t i i - >� .t t r y F.. , r F y j ,< } __'� f. �.. moss Staff Tota $ Y x � E � ,\ < - Tr t .. $ �,,� r v'y �•� f � ._ ''ia ,�2.ji��� u '{ �.'E role git i Kitid't } & r:/al � tx �eO � tii ar gg �alss t€ � ` ` i >f � � � + �, ,atK t � x .n'�+y'�„� a z y � , y r f ar x��x e _ fi s'.. 'e.� ,� w .. � � �, �. ' • t? _. _. 1 y .' �'7 s.�,.3ri ,�[`:.v{-�S� 4 4 .� t r.: z :v, ^Ss�t�:�i._ 1 "' f } ..., 1"1 x.. . .. A `Y_:S--ffF11'. ♦ Y,°t 3.P $ i '2 y _' 7.- 4 er)4:::4: _ :g:; .. ., t >:_ . . - P.r�::.r..: � :yx;• `. r.*n 's? : Sr� i i ; j ice",..:t .'Sr>" }`' r ,{ . a- 'X y }. }' �'r f .. -.. ,'9f > } :.. T ; s ma.., . , ; >>, '` wt ' . •,,,,, A-r ..fi. . : . }:c....3 >. tl.i. n`}.414 , :.£• �, i .,k q . 3':e4,rx :', a5z x •�-t: ' t .. t .. %F i. a y . .. �• ,, y l L 4 �' fl ` � v / - �,n x '"' s- -�y ,� d Yr it Ste. *:(e: `i et C , t' 'Y�' a x ,�,i F" X i xy' �'` S ' ,}� 3: y ,< y ; el .% :.'AW. %.• v v °. s:. «;,w: ^:�..,':�: >_' +':#' � ''°'; ."�. .KY,;.. Via•.. '� r . t x $a..i .,<.;.... .. a r - ..-a, :• x �. - Add'IIn -Kin $ - Leverage Total $ I certify that the information provided above is accurate 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 City to of Miami Beach. Signature of Authorized Date MEE Date Agency Received by City Representative of Miami Beach Amount Authorized for Reimbursement .`. Service Evaluation Form Worker: Training: Date: Location: va today's service. Rate each item from Please take a moment toe evaluate poor to excellent. Your P Y 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 event and agency staff ❑ ❑ 0 ❑ ❑ Understandability of communications with staff ❑ ❑ ❑ ❑ ❑ Relevance of event/service to your objectives ❑ ❑ ❑ ❑ ❑ Intake Worker N/A Poor Fair Good Excellent Presentation of information ❑ ❑ ❑ El ❑ Participation by attendees encouraged ❑ ❑ ❑ ❑ ❑ Discussions managed well ❑ ❑ ❑ ❑ ❑ Questions responded to satisfactorily ❑ ❑ ❑ ❑ ❑ Overall Experience N/A Poor Fair Good Excellent Overall experience ❑ ❑ ❑ ❑ ❑ Please list any further questions you - nay have about Success University. What was best about the service? What aspect of the service did not met your expectations? 7 7 . . .. '', ..':' .Y. t, ;:.. .. .. <.. .. :.... : .,. � 44 ...MU -r.. .ab, ...s w..�• .r.... ._E� .,es..,,' ���.� VP«.+�„ .. .7:e. .�.. ..+.�� x - .. ,y j y� d v r y � } .a r r a r e +r . r. r a Ir.?9 w:�d�' Ong +y °;a c s I: OPtivide�f :. : . r :. ►� . J 1 a2 �i ,o-.. k h u, . � ! -,t m r ,. , :a 3 'Mry I t .. '.,.._ x. , E ,., u "x�t?.55T '� ,A. 7!� 3: 3" �' 4 7a" i'� Yc .� �` 4 � KK , ,� . ai:�` d��� `�:e;;,rr .�;'H•rK.l�e�aur'�. 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 o Performance Improvement Plan (PIP) Partnership Planning & Infrastructure IL t8/311 li i 011r e :" ., Ad Or:, r j � w FAA __. ,e �.........�. ,� ' 1� . * � . � , t m + 4 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 1/19/2011 >a.... i ° ® 4 a . A x'' D ' • � ' � . ` ® 0 0 D . t, w .. :�3 r.. a `t % -t ti e a•''' » *;" � .' � < '�a.G' v ; � - .tM ( 'tea ` ° Y n r • � T r. � , ` +�f :..�v r b F "F t ;'} y e k , ;, dte .t, . J� .. E O t iRo , . i. I� . . . 1 9 2 .,. ALL , "3 K, - .. r ' q.. it YF s. d ,. available, accurate and complete as defined by the contract Participant files are kept in a secure locked space II {. i � r F` a nor , .7.- ,w w m r �'M ? ^Yf;" ? . , .v�s�' ci r�..b fi• �v• � . r , . G f y '; A _ "� • K(F' 14.. 3 3a. ,$ .F . f �' c !± r X } Z � �" � t '1 ..L d � !Fri' t .` r4 1, P t Y i. - ' :{ 1'°i . ^mac `�. .'�' t: 1*,' ;11 =S is , �t ; , . r '�.`; 3 , 4 xi . .r r y "i ,� ° 42.-.• std / 2 s� : . ; = � y h ',.a..45'.:—..7 � , l 3 ` x n o *4 4 ` ; . a ' u ,,t gi &`? ,e ` .4Y S N i < , f `f ., 4 }h ..,,t �$'° + ,' e - c de b , + ., t . v. o :, s t ''. ' " 1 t p gT- t ..R ' p�Atl r: : k t`Z . , x * d .`:' t'ICMS '"1" t' .. } " 1 a s t:4 -t w. k S ' 'i',6 . s � � n r/ i 7 . { . , ; ' Y. t1 .. ".24' r r k ..',.[`'s,0 d' "':# t r" r) . . . • Ai �r ` it ta ^ k / ". , 3 t ‘ Z ∎..� `. 1 L. ' 7,r s r ' ''..-C • � a . , " + '4 ~ • w. :;•t• ��' � ;4f,, 'or 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 Sharing /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 1/19/2011 - . ' -- , ,,A--.,;.t.ti l . :',''',.,-.:-.,•<4• '-!:.•.,4f;•. ,,..',.,,T.:''..•.'gri;-.:...;-<,:-.*,..:.:-...,-,-;.! ,'.A g-'.' t - '-'‘ .".:'-''''';;-'1,-,:,':j.'''''''';;;:r., .t.'':', Exceeded Requirements is noted only when observations exceed contractual requirements -- . ,,,,,..... .. : .-,.. .. :.::..' .. t : 1 .. 7 •.:' %-• rort5 ,- ..; : ti - gn E 4. '•-- 37- .:.. 5 7 --, i -• :-.• el -7= 1 .:"' i'.- i rag .izimt4.4..74,77..44 ., . :, , ..,-. ,••:., .,e,.e , -:,.. , .i...kl.A. 4,, . !°."' :., -.:,!:...,...,, : ..... -*--i,..?..,,,. 1 , -: 1 , '' gl A 1... , !.. ' *-- ' :,.' 4 , >.. - . --,:,.. . .. .. :... . ':. " , " IP '"7" ;‘,r-lrt,'.. 4 rH . ' '''' ."'nsi 1; ;,...'''''''' WFIFIN ..e ; :::':al A ,, .. - , ' ''''' 1 VIT g: 0 il ny,..,c.A..; -.• ..•;::.F .: • .:::•?r , 0..411PI.,'.-.. 'i!,:;.•::.'!' =-...H. '..,::......:i .:. 7F ' 'r 'RC' . .::,,s,.g :..iiilixig r!li,4'-.0:tift0i:!'iplIFMA.,,,,Vill!!bia" " .5614::EA:tk444'01L4g16116:0014 rk: : . .: 1EIZ'' ,1 1, 1 iff iatIZ' 44 --• . lisinti-vItiottsigl:::::' -..0.1 :, . :r.i,,,it. :,„„,.::-,14 ,--1,:irilo - :::•, .- ‘ .N. :A....:1V11:41 te k .,,'• .4,F.!. t -.4!rdievoi,i 4,„, , ,,tt ',.:.:!livi.:;, '...i141:141!431rigii0:15ZINV011iTROVIWO11 4'1'2"b`!..1,'444','A.P1,4P!,`J!'14:*!::'1''';'''' 44 Y''7!' ':ii 1 !Atii .:,.., l'..: '..: ;r;itr4k4: '.:,1,4rii**Eilf te:::=4),VM:1491..PintaTii0!:1.:.:1:::1,::ilV2;a:!;:ak,;.7-:::.::::..;:.... ipkivt - r . .4 • , :':'! . • ,,,, ...E ,, i , l 1 E:'q'ii:iz . :!: : :';;: , ::';:il , e*F.gt i O l ?' $,111 C . :i' ,4,kr, :': • k:' , e!i4 1, 0141g ' - 41414olgymUsi !': it! i-AkL*::1'1;..r•....:Iirl Alai;OLAthhatiltaiV4ig..W - ,.... . :: . . - Required Outcome reports are accurate, complete and submitted on time as defined b the contract . . . : ..--- , .. . Data Tracker is up to date Utilization is appropriate for contract period ' Total to date •artici,.ant numbers are a. promriate 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 • • 1/19/2011 WiL, . = :+I 1Y 1:4ti!S•Ntrl rteri,..:1iN..:. 3PC V. Type 1 Activity (3 or more contacts with participants) Review s c r 7,' irV.�i� '► ea F . *t ., } e�` r wp +i'""o,.,g•' 6M r # sr ""''',`1 1 ;• 1. place name of activity here, add lines as needed 2. Participant File Verification 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) per .. c .....: ,.;., ....,.� ,�. �6�:. +s + n,: .�s �,'? a r gi , M :h v !r �" >' :* `' ` rn - Ys , rx ' r;,J A.,.. y � ; l Q a t Q ; ® ID . ® 3 .0 zt." 1 � K , ,.r ,r fi g � '"± ` ::. :.. ?8 ' Av; F _ ls� - ✓<�: .,w y , .,fr ,'+a :' '�;• " 41 ` -� rir '�", :'.,.&,_,- ?Y ;4 r` t v6 °¢. : R p''' i ., �A": ,— . i� `i� , 2 , • ° 7 ° • s ,il • �, , > k�.";', „i',, � '° � .• _ zz>,,3� ,s.. .A .z3 a �, _ .� .... _ :_,. „w'�x; e. z §i , .� R. . .rx^ "" Y s p 4 ' , ' s $ 1".` . $ r VI . Itr it � ` s " ` s s s au 'm , , i' , . a � „� <� ��. , x = r agi`c ?1 � V ,�`.' . 8 ". _ � .'��� L � + r e4f � � � ,L ,r. ` � x 4 tt _3 ., 1 -< d TE..? yy . i R . In b n E a � I * � t �e explained Vi n.. y , , <�, , -; ,y C e c C1 9 e � =waFg �'t'✓+.,�yy,, ,.a ti t s 1[5 � /ease describe i s c k a ' r,` . m" b D x- V � x . ., I YOC HE02 e m o,r;,, . t . l P } T .� .� . aK a p. �x y �"' asa'�. ; =O � �`. a' � E s +� '' ' ts� k, i - ,. ' 3 r am W a: " 5 O 1,2 :'' t , f �' " '" ,.4 <i ° ; RJ Qi•5 - >� ... rF., roa �_ � � , ,� ,� .Ffi 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 — — — -- `..—.. Imp nt lemeation of evaluation forms and measures _ -- Appropriate documentation of activity (e.g. sign in sheets, schedule, or , roster) — ' Activity description & process as desbed in Scope - -- cri _ -- - -__— — — — Activity is appropriate to achieve intended Outcome 1/19/2011 lEVRler RY a .. ,9, , ' j �' - $ r '� i Type 1 Activity - Participants Outcome Indicator measurement �k i yk.!. r VII. Type 2 Activity (less than 3 contacts with participants) participant Outcome indicat-ort • hah e a I � ,, ,�, _ . b Si, ..'.7_- • I a i ,,— �.!',%�—('.� >r. ,•'�r. • P sA t 1 l f i f` x «, { - � y *Based on the frequency of ;the activity select u p to 3 dates for review. Some activities will only have "post" measures. 1/19/2011 . m sc : �,.._ -.' ` �t`'r.' °. '�:: a y � ,,:c fr VIII. Activities Output Revi $ W $ Ry :.�,.h • 4.f�a"`2.��.,,,yR E. ��� a> f .. .r v gP 0 a o B o Y 0 • ''r' t t 1. IX. Staffing: 1 , Staffing is adequate to support Scope of Yes ❑ No ❑ Comments: Services. Employee /Personnel File .. .... ��.. w.... u,...„,.. e... +,.4.a.m.< ,.. ......e.o.. .— ...a....L . ....a......u.. .. v.u..uv.. a._.+......a.v.u....w.u. � E{'A�xS.. '�`,, r ' Application Evidence of degree /diploma /credentials Job Description, signed and da ted by employee Evidence of required experience Florida Background Criminal Screening National FBI Background Criminal Screening (level 2) Affidavit of Good Moral Charadter Proof of knowledge of policies and procedures Confidentiality agreement re: client information Documentation of agency training /in- service training I -9 Verification on File 1/19/2011 a k ? t ` r,* f A e ,a 1,d 1d , � ., X `' f >: !`3 x I j r, wA..s . �E "'i1`C' .,.�.� i,.A,"��+`i� 'l.`"'d.:?, . „,�� `.. _ — r' �a Y , ,r+ 4 e �T R :x' %� � 8. �. :' ' . , Wr :- �0 x '" ' K 'V `X ^. ,t. ;:ht < y?, - - FM. . *.: - >A&-� M.,. .. :. ..... � s x _... _a.a .�..y+,. 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 1-4 : , F J - .. 1/19/2011 improvement: equired: YES 0 NO 0 Manager Date