Barry University - Youth Services 27,Y
PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF MIAMI BEACH, FLORIDA
AND BARRY UNIVERSITY
FOR YOUTH SERVICES
RELATED TO THE CITY'S PARENT -CHILD HOME PROGRAM
THIS AGREEMENT made and entered into this 1 st day of August, 2012, by and
between the CITY OF MIAMI 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 Second Avenue, Miami Shores, FL 33161.
SECTION 1
1.1 DEFINITIONS
Agreement: This Agreement between the City and Contractor, and any
exhibits and /or attachments hereto.
City Manager: The Chief Administrative Officer of the City.
Contractor: For the purposes of this Agreement, Contractor shall be
deemed to be an independent contractor, and not an agent
or employee of the City.
Services: All services, work and actions by the Contractor performed
pursuant to or undertaken under this Agreement, as .
described in Section 2 and Exhibit "A" hereto.
Fee (Compensation): Amount paid to the Contractor to cover the costs of the
Services.
Risk Manager: The Risk Manager of the City, with offices at 1700
Convention Center Drive, Third Floor, Miami Beach, Florida
33139, telephone number (305) 673 -7000, Ext. 6435, and
fax number (305) 673 -7023.
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SECTION 2
SCOPE OF WORK (SERVICES)
The Contractor will provide home - visiting services for up to sixty -five (65) youth and
their families in accordance with The Children's Trust Miami Beach Early Childhood
Development Grant, dated August 1, 2012. 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, 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) Provision of home visits for up to Two Thousand Five
Hundred Ninety (2,590) home visits for up to sixty -five (65) families with program -
required supervision, at Thirty -One Dollars and Fifty Cents ($31.50) per home visit,
fora maximum not to exceed Eighty One Thousand Five Hundred Eighty Five Dollars
.($81,585).
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
Eighty One Thousand Five Hundred Eighty Five Dollars($81,585).
3.2 INVOICING
- Contractor shall submit monthly invoices, and a Monthly Progress 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
designee, who shall be the Division Director, Office of Community Services.
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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 to 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 July 31, 2013.
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 July 31, 2013.
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 '
indemnify the City of Miami Beach and its officers, employees and agents, from and
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against any actions or claims which arise or are alleged to have arisen from negligent
acts or omissions or other wrongful conduct of the City and its officers, employees
and agents. The parties each agree to give the other party prompt notice of any
claim coming to its knowledge that in any way directly or indirectly affects the other
party.
4.6 TERMINATION, SUSPENSION AND SANCTIONS
4.6.1 Termination for Cause
If the Contractor shall fail to fulfill in a timely manner, or otherwise
violate any of the covenants, agreements, or stipulations material to this
Agreement, the City shall thereupon have the right to terminate the
Services then remaining to be performed. Prior to exercising its option
to terminate for cause, the City shall notify the Contractor of its violation
of the particular terms of this Agreement and shall grant Contractor
seven (7) days 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 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 City for damages sustained by the City by any breach of
the Agreement by the Contractor. The City, at its sole option and
discretion, shall 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 City's right and remedies against the defaulting party. The
City shall be entitled to recover all costs of such actions, including
reasonable attorneys' fees. To the extent allowed by law, the defaulting
party waives its right to jury trial and its right to bring permissive counter
claims against the 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
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
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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 provided for in Section 4.6.2.
4.6.4 Sanctions for Noncompliance with Nondiscrimination Provisions
In the event of the Contractor's noncompliance with the
nondiscrimination provisions of this Agreement, as applicable, the City
shall impose such 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 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.
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 INSPECTIONS
Upon 24- hour's written notice, the City Manager (on behalf of the City) and /or
such authorized representatives as the City Manager may deem to act on the City's
behalf; may, during Contractor's normal business hours, audit, examine and make
audits of all contracts, invoices, materials, payrolls, records of personnel, conditions
of employment, and any and 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 necessary to document compliance with the provisions of this
Agreement.
4.10 ACCESS TO RECORDS
Contractor agrees to allow access during normal business hours to all
records including, without limitation, Contractor's financial records, to the City and /or
its authorized representatives, and agrees to provide such assistance as may be
necessary to facilitate audit by the City and /or its representatives, when and as the
'City Manager, in his sole and 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 documents which have been generated in performance
of this Agreement, by the City and /or its authorized representatives.
4.11 INSURANCE REQUIREMENTS
The Contractor shall 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 been 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 Compensation & Employers Liability, as required, pursuant to Florida
Statutes.
All insurance required hereunder must be furnished by insurance companies
authorized to do business in the State of Florida.
Original certificates of insurance for the above coverage must be submitted to
the City's Risk Manager at the Office of the Risk Manager of the City of Miami Beach,
1700 Convention Center Drive, Miami Beach, Florida 33139.
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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 and 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 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 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
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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
status, or physical handicap. The Contractor shall take affirmative action to ensure
that applicants are employed 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 agrees 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 arising 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 communications 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 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.
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Until changed by notice in writing, all such notices and communications shall
be addressed as follows:
TO CONTRACTOR:
Barry University
Attn: Bruce Edwards, Vice President of Finance
11300 NE Second Avenue,
Miami Shores, FL 33161
305 - 899 -3000
TO CITY:
City of Miami Beach
Office of Community Services
Attn: Maria L. Ruiz, Director
1700 Convention Center Drive
Miami Beach, Florida 33139
(305) 673 -7491
4.18 LITIGATION JURISDICTION/VENUE
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 superseded hereby.
4.20 LIMITATION OF CITY'S LIABILITY
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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 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.
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IN WITNESS WHEREOF, 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:
City Clerk Mayor
FOR CONTRACTOR University
ATTEST:
INCORP ORATED.
�
By: �RCH By:
Secretary Vice President of Finance i
( lYu u &)waos
Print Name Print Name
Corporate Seal
APPROVED AS TO
FORM & LANGUAGE
& EXECUTION
ep L
y —- ity At rn Date
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EXHIBIT "A"
"SCOPE OF SERVICES"
The Contractor agrees to provide the following services to youth enrolled in the City
of Miami Beach Parent -Child Home Program:
Service Documentation of Service
Home visits 1. Completed Home Visit Report form for each
completed visit. (Please see attached.)
2. Home Visi Att S hee t
Related Definitions:
Home Visits — A Home Visit requires that Home Visitors visit the client's home at a
time mutually agreed upon for the purpose of role - modeling the appropriate parent-
child interaction as defined by the Parent -Child Home Program guidelines. The Home
Visitor will bring the assigned toy or educational aid and spend a minimum of 30
minutes modeling appropriate parent -child interaction for the client. A Home Visit
Report will 'be completed for each home visit and client will sign the Home Visit
Attendance Sheet to confirm attendance and acknowledge receipt of materials.
Supervision of Home Visitors — The Supervision of Home Visitors is required of all
Home Visitors engaged in the provision of Home Visits to clients. The City of Miami
Beach is responsible for meeting with each Home Visitor on a one -on -one basis at_
least two (2) times for each twenty -three (23) week program period. Supervision must
be conducted by a person trained by the Parent -Child Home Program and must
conform to Parent -Child Home Program guidelines for Home Visitor supervision. In
addition, the City must provide group supervision for the Home Visitors for each of
the twenty -three (23) program weeks..
Ages 'and. Stages Questionnaires (ASQ -3) — The ASQ -3 questionnaires are used to
screen young children for developmental delays in the first five years of life. Home
Visitors are required to collect the questionnaire from the parent at the first home
visit.
Ages and Stages Questionnaires: Social - Emotional (ASQ -SE) —The ASQ -SE
questionnaires assess-young children's social - emotional development. Home Visitors
are required to collect the questionnaire from the parent at the first home visit.
Evaluation of Child Behavior Traits (CBT) — The scale evaluates the socio-
emotional status of children. During the program, ratings are based on the global
evaluations of the Home Visitors who have observed the child in home visits. Home
Visitors are required to complete the scale at the beginning of the program year
between the fourth and sixth visit and during the final six visits of the program year.
Evaluation of Parent and Child Together (PACT) — The scale was developed to
evaluate the positive parent -child interaction behaviors of parent -child dyads. During
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the program, ratings are based on the global evaluations of the Home Visitors who
have observed the parent and child together in a home visit. Home Visitors are
required to complete the scale at the beginning of the program year between the
fourth and sixth visit and during the final six visits of the program year.
Home Literacy Activity Survey- This survey gathers information regarding literacy
activities taking place in the 'client's home. Data will be reported in the beginning of
the contract year (existing clients) or at enrollment for (new clients) and every six
months thereafter.
As stipulated - by the Parent -Child Home Program, the Contractor is required to obtain
executed commitment letters for each Home Visitor for the two -year program period.
Services will be deemed as provided when the following documentation is provided
within the noted timeframes:
Service Documentation i Submission Deadline
Home visits Home Visit Report form & 72 business hours from
Ho me Visit Attendance provis of service
Service Deliverables
Service Unit of Service Service Location Timeframe
Home visits 46 Home Visits Client Home I 23 -week program
(two per week) per 1 period
client
�. - -- - - -- -- - - - -- - - - -- - -- — - -- - -! -- - -..__....._.............................. - ...
For each client, the following benchmarks must be met:
Introduction Introduction visit with Program Coordinator
Hom Visit
1 S Home Visit Collection of ASQ -3 & ASQ -SE
Completion of Home Literacy Activity Survey
4 th - 6 CBT & PACT must be administered and submitted within this
Home Vis timeframe
41 -46 CBT & PACT must be administered and submitted
Home Visit Completion of Home Literacy Activity Survey within this timeframe
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 to 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.
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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 provide 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:
- Tuesday, September 4 ", 2012 • Monday, March 4 ", 2012
Wednesday, October 3 2012 • Wednesday, April 3 2013
Monday,. November 5th, 2012 • Friday, May 3 2013
Monday, December 3 2012 • Monday, June 3 2013
Thursday, January 3 2013 • Wednesday, July 3 2013
Monday, February.4 2013 • Monday, August 5th, 2013
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 considered 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 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 months in question. These forfeited funds will be used
exclusively for client incentive materials as approved by the Division Director, Office
of Community Services. These forfeited funds will be submitted to the City by the
Contractor via check within 30 days.
Partner 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:
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• 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 submission of 1 "0" for failing to submit on time
m onthly progress report ➢ " 25" for submittin on ti me
Timely and accurate submissions of I ➢ "0" for failing to submit accurate report
monthly financial reports (reimbursement with back -up material on time
requests) ➢ "25" 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
Memoranda of Understanding
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.
Engagement Strategies
The Contractor will adhere to the following engagement strategies in the delivery of
services:
• Advise the client and his /her parents and /or guardians of the scheduled
appointment as documented via the appointment card.
• Provide refrigerator magnet with days and times of visits.
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Evaluation
In the continuing effort to ensure programming excellence, clients will be provided
with evaluation forms throughout programming to gauge their satisfaction with
services provided.
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 jfor those
employees providing services under this contract)
A monitoring must be completed within forty -five (45) days of service
commencement, as required by The Children's Trust. The monitoring tool provided by
The Children's Trust, "On -Site Monitoring Tool ", will be used to guide inspections
and monitoring visits.
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 monitoring 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
• 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 & Procedures
• Confidentiality Agreement Re: Client Information
• Documentation of Agency Training /In- Service Training for Contracted Services
Provided
• 1 -9 Verification on File
• Two -Year Commitment
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Master Calendar
The Contractor will notify the City of all client appointments at least 72 hours in
advance of the appointment or service delivery for inclusion in the Parent -Child Home
Program Master Calendar via Microsoft Outlook or electronic mail. The Master
Calendar will be updated daily.
Training Requirements
Frontline personnel will be required to receive supervision and complete the following
trainings prior to service provision:
_Activity _ - I _ _ Re quirem ents _ Party R esponsible
Home visits Program Overview &Engagement City of Miami Beach
Training (City of Miami Beach)
Domestic Violence & Child Abuse Contractor
Traini
[_.n _.g___
Child Development Training Contractor
Supervision of Home j Weekly Staff Meeting City of Miami Beach
Visitors
Individual Supervision (Twice annually) City of Miami Beach
While initial training expenses are covered by the City, the Contractor agrees to
reimburse the City for the early departure (termination) of the Contractor's Grants and
Outreach Coordinator, who serves as project liason, prior to this contract's
termination on -a pro -rated basis as follows:
Trai ning Cost
Parent -Child Home Program Training $4,000 + travel
expenses;
Supervision of Home Visitors
Activity Frequency Party Reporting Tool
Responsible _
Group ;Weekly +City of Miami Sign -in Sheet
Supervision Beach
Individual Two (2) times each twenty- City of Miami PCHP Home Visit
Supervision three (23) week program Beach Observation Checklist
period
Home Visit Observation of two (2) Home City of Miami PCHP Home Visit
Monitoring Visits yearly (video or actual) I Beach 1 Obser Checklist
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Client Termination
Home Visitors must notify Program Coordinator of client inactivity. If the Home Visitor
has not been able to reach a client, he /she must notify the Program Coordinator by
the seventh (7) day.
Home Visitors .
Contractor will provide the City with following information for each Home Visitor:
• Name
• Address
• Phone number
• E -mail address
• Days and times available for home visits
• Number of hours they are able to commit
Home Visitors will maintain a caseload of up to 10 clients. A minimum of five Home
Visitors must be trained and available to provide services.
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 «g»
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.'
'9
I
Office of Community Services /Grant Reimbursement Request
Grant Name Funder
Parent -Child Home Program The Children's Trust
Contract Number Awarded Amount
1328 -1090 $ 81,585.00
Reporting Period
Initials
Expended Thus Far $ Available Balance $ 81,585.00
This Request $ -
Balance Remaining $ 81,585.00
,Line item Category Unit Cost " 4 of Units' „' ,Category Total Previous Requests" Balance Available This Request '
Home Visits $ 31.50 $ "',. 81;585.00 $ $ 81,585.00 $ 0
$ $ $
$ $
$ ._. $ $
TOTALS $ 81,585.00 " $ $ 81,585.00 $
'
Not
Documentation Submitted Submitte
Service delivery documentation
List of clients served and services provided
Leverage /Match
Staff Member Hourly Rate :: :''", Hourly "nefits ', # of.Hours Line Total
$
Space & Other.in -Kind Value /Unit Cost Unit Quantity.. ;' Line Total "
$ ,, $
0.71111111111111111111 $
I certify that the information provided above is accurate to 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 of Miami Beach.
Signature of Authorized Agency Representative Date
Da te Received by OW of Miami Beach
Amount Authorized for Reimbursement
EXHIBIT "C"
ATTACHMENTS
The following documents are attached:,
• Home Visit Report form
Home Visit'Attendance Sheet .
• PCHP_ Curriculum Observation Checklist
• Evaluation of Child Behavior Traits
• Evaluation of Parent and Child Together
• Home Literacy Activity Survey
HOME •-D -•D •
Chilc!`s Name". Home Visitbr`s Name
Dite of Visit Time of Visit'
VISM Name Visit
'Partiei atin Adult Others,' resent
Notes /Concerns: Have there been any significant changes since youth,last visit? (include family
changes, iitness /haspitalizatioii, job changes, school /childcare changes, changes iii residlehce; phone
nurrber,..scheduli ;
Sur6mary of the Home Visit
Rafe the parent's level of verbal interaction ,with the child: ......
❑ Almost none ❑ Small ❑ Moderate El Large
Rate the parent s, level of enpooragerentlspport,of the child: (Nighiight rrae
❑ Almost none El Small E Moderate ❑ Large
Identify strengths of the parent/childtfamily that you observed during this visit and /or--areas that you would
like to focus on in future visits. .
Parent Child
❑Was on -time and ready for visit w/ no distractions ❑Does not hit, poke, bite
❑Gave child directions ❑Initiates positive activities
❑Shows warmth toward child ❑Follows rules /directions
❑Did not yell, nag, or use harmful words Ells creative and inventive
❑Praises and encourages child ❑Attentive and: concentrates on activities
❑Parent is firm with child ❑Tolerates delays in having needs met
❑Other: ❑Other:
Is there anything ou would like to disc6ss'at the weekly staff rrmeetin cir.with Coordinator ?,
.Reviewed Date.
DT. Input pate
HOME • -D -
Child`s Name Home Visitor's Nanie
date of Visit Tim+ of Visit
VISM Name' Visit # .
Patticipatin Adult Others present ' ; >.; .
Notes /Concerns :: Have there .been any si nificant chari es Since , outh Iasf visit?
Summary of the Home Visit
Rate m the„parent's level of var aI interactaan with the child: {Hrghlrghf orte)
❑ Almost none m_._..r ._. .... D Small ❑ Moderate ❑ Large
Rate ,t e parent`s eves of en ouregement/support of the child (Highlight on
❑ Almost none. ❑ Small ❑ Moderate ❑ Large
identify strengths of the parent/child/family that you observed" during this visit and/or areas that you
would like td focus on in future visits.
Parent Child
❑Was on -time and ready for visit w/ no distractions ❑Does not hit, poke, bite
❑Gave child directions ❑Initiates positive activities
❑Shows warmth toward child ❑Follows rules /directions
❑Did not yell, nag, or use harmful words Ells creative and inventive
❑Praises and encourages child ❑Attentive and concentrates on activities
❑Parent is firm with child ❑Tolerates delays in having needs met
❑Has been used toy /book since intro visit ❑Other:
❑Other:
Is there anything o would like to discuss'at fhe vaeekl staff meeting or with Coordinator?
4 .. 3 % • ;
Revieuired.. Date
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Agency: City of Miami Beach
Contract Number: 1328-1090 TheChildrensTrust
Client ID:
Home Literacy Activities*
Please tell me how many times in the past week you or someone in your household
have done any of the following:
How many times in the past week have you or ENTER NUMBER OF
someone in your household... TIMES PER WEEK
1. Read to [CHILD]?
2. Told [CHILD] a story?
3. Taught [CHILD] letters, words, or numbers?
I
*To be collected at FIRST HOME VISIT and at LAST VISIT.