Loading...
Agreement with Adriana Mendes Fonseca Youth Services PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF MIAMI BEACH, FLORIDA AND ADRIANA MENDES FONSECA. FOR YOUTH SERVICES RELATED TO THE CITY'S SERVICE PARTNERSHIP INITIATIVE THIS AGREEMENT made and entered into this 1st 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 Adriana Mendes Fonseca, (hereinafter referred to as Contractor), whose address is 1988 SW 175th Avenue, Miramar, Florida 33029. 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. City of Miami Beach-Adriana Mendes Fonseca Page 1 of 26 Miami Beach Service Partnership SECTION 2 SCOPE OF WORK (SERVICES) The Contractor will provide Assessment & Referral services for up to thirty-four (34) youth and their families, two Care Plan Contact services each for up to thirty-four(34) youth and their families, for a total of sixty-eight (68) Care Plan Contact services, and Care Plan Close-Out services for up to thirty-four (34) youth and their families in accordance with The Children's Trust Miami Beach Service Partnership 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, 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) Provision of Assessment & Referral services for up to thirty-four (34) youth and their families at One Hundred Forty Dollars ($140) per each assessment, for a maximum not to exceed Four Thousand Seven Hundred Sixty Dollars ($4,760); (b) two Care Plan Contact services each for up to thirty-four (34) youth and their families, for a total of sixty-eight (68) Care Plan Contact services at Eighteen Dollars ($18) per each care plan contact for a maximum not to exceed One Thousand Two Hundred Twenty Four Dollars ($1,224); (c) Provision of Care Plan Close-Out services for up to thirty-four (34) youth and their families at One Hundred Dollars ($100) per each Care Plan Close Out for a maximum not to exceed Three Thousand Four Hundred Dollars ($3,400). 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 Nine Thousand Three Hundred Eighty Four Dollars ($9,384). 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 City of Miami Beach-Adriana Mendes Fonseca Page 2 of 26 Miami Beach Service Partnership 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. 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, City of Miami Beach-Adriana Mendes Fonseca Page 3 of 26 Miami Beach Service Partnership 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. 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. Contractor agrees to submit its agency financial audit to the City within 30 days of completion. 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. City of Miami Beach-Adriana Mendes Fonseca Page 6 of 26 Miami Beach Service Partnership i 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. 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 City of Miami Beach-Adriana Mendes Fonseca Page 7 of 26 Miami Beach Service Partnership 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 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 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 a pp ointed 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. City of Miami Beach-Adriana Mendes Fonseca Page 8 of 26 Miami Beach Service Partnership 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: TO CONTRACTOR: Adriana Mendes Fonseca 1988 SW 175th Avenue Miramar, Florida 33029 305-479-6376 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 b and construed in accordance with the g g Y, , 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. City of Miami Beach-Adriana Mendes Fonseca Page 9 of 26 Miami Beach Service Partnership 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 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 PACE LEFT INTENTIONALLY BLANK] City of Miami Beach-Adriana Mendes Fonseca Page 10 of 26 Miami Beach Service Partnership 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: r, a - Cit V C_IPr'k-` or., Cl- Date _ E . Date d. i FOR CONTRACTOR:_ ORATED: 'INC ATTEST:­- A� ess Signature Adriana,Fo`riseca'.Me�ndes W the P t d N e i ss rin a am i''/dvia Date Date °.. . ` APPROVED AS TO 'FORM &-,LANGUAGE FOIE ECUTION C t rney Datb City of Miami Beach=Adriana Mendes Fonseca y Pagtif 26 Miami Beach Service Partnership 1 and subsequently addressed via Referral The Acknowledgement of Service Availability must be completed documenting that the client and his/her parent were asked if they needed any additional services beyond those offered. Assessments must be completed within thirty (30) days of referral. The Assessment also includes the issuance of an appointment for a Family Group Conference and the documentation of all invited participants for the conference. The appointment must be documented via Community OS software under the FGC tab. Additional information is provided in Exhibit D. Referrals — Referrals address the identification of a specific client need and the subsequent identification of a community-based resource and/or strategy to address the need. Referrals must be provided for all service needs recognized in the intake and assessment or client-initiated requests — especially those that influence school attendance. Referrals must be issued with the following client-focused interests in mind: • Is the referral appropriate within the scope of Success University? • Does the referral address the need identified? • Can the client access the services being sought via the referral? • Is the agency provided in the referral the most accessible, most appropriate provider for the services needed? • Is the referral culturally appropriate? • Does the client consent to receiving the referral? These referrals must be documented using the Miami Beach Service Partnership Referral Form and via Community OS software. A list and attached forms are found in Exhibit B. Additional information is provided in Exhibit D. Family Group Conference — The Family Group Conference expounds upon the information obtained via the Assessment process to focus the natural assets available in and around the child's support network to ensure school attendance and personal success as defined by the client and his/her family and friends. The documentation, which is the product of the conference, must include the following at a minimum: • At least three (3) goals identified in the Action Plan • At least twelve (12) strengths have been identified for the child • At least three (3) strengths have been identified for the family Care Plan — The Care Plan outlines the specific strategies and steps to be taken by City of.Miami Beach-Adriana Mendes Fonseca Page 14 of 26 Miami Beach Service Partnership the client to address school attendance and personal and family stability. The plan identifies the issues to be addressed and the respective community-based agencies or resources that will be harnessed in response. Care Plan Contact — A Care Plan Contact provides an opportunity to monitor the client's school attendance and progress towards the goals identified via the Care Plan as well as to identify any new concerns or issues that require address through referral. A Care Plan Contact is conducted in person or by phone. The contact will document following minimum criteria: • Progress on school attendance is reviewed and documented • Progress on the Care Plan is reviewed and documented • The identification of any additional needs or issues affecting school attendance were discussed and, when appropriate, referrals were subsequently issued Care Plan Contacts are to take place within the following timeframes: • Care Plan Contact #1: Seven (7) to twenty-one (21) days of Care Plan completion • Care Plan Contact #2: Seven (7) to thirty (30) days of Care Plan Contact #1 A list and attachment of appropriate forms are found in Exhibit B. Care Plan Close-Out— The Care Plan Close-Out documents the client's successful completion of all items and strategies identified in the Care Plan. Conversely, failure to complete the Care Plan should trigger a referral to an alternate program or exploration of alternate educational options for the client. A Care Plan Close-Out is conducted in person with both the child/youth client and the client's parent/guardian. The contact will document following minimum criteria: • Progress on school attendance is reviewed and documented • Completion of the Care Plan is reviewed and documented • Completion of the Service Evaluation Form by every client Service Deliverables Services must be delivered as follows: Service Unit of • s Intake & Consent 1 for each of up to 0 School or Upon consent of Youth _i_ Client Home client Assessment 1 for each of up to 34 Client Home All eligible youth assessments will be completed within thirty (30) days of receipt of referral i City of Miami Beach-Adriana Mendes Fonseca Page 15 of 26 Miami Beach Service Partnership Care Plan 1 for each of up to 0 School or All eligible Care youth Client Home Plans will be completed within fourteen (14) days of receipt of completed ! Assessment Care Plan Contact 2 for each of up to 68 Client Home All Care Plan youth Contacts will be completed as follows: #1 — Seven (7) to twenty-one (21) days from Care Plan completion #2 - Seven (7) to i thirty (30) days of Care Plan Contact #1 Care Plan Close-Out 1 for each of up to 34 Client Home All Care Plan Close- youth Outs will be completed within eighty-one (81) days of Care Plan meeting. Service Benchmarks Service Benchmark(s) Intake • Consent • Appointment for Assessment Assessment Completed Assessment Identification of Cause (Absenteeism) Referrals Responding to Service Need Appointment for Family Group Conference Family Group Conference - Attendance Form • Client-driven Action Plan • Confidentiality Agreement • Strengths & Concerns Form • Eco-Map Care Plan Attendance-driven Care Plan Care Plan Contacts Contact #1: • Care Plan Contact Form reflecting at least 50% of Care Plan completion • Referrals Responding to Service Need, as appropriate City of Miami Beach-Adriana Mendes Fonseca Page 16 of 26 Miami Beach Service Partnership Contact#2: • Care Plan Contact Form reflecting at least 75% of Care Plan completion • Referrals Responding to Service Need, as appropriate PLEASE NOTE THAT ONLY CLIENTS DEMONSTRATING 75% CARE PLAN COMPLETION AT CARE PLAN CONTACT #2 ARE ELIGIBLE FOR CARE PLAN CLOSE-OUT SERVICES. ANY CLIENT FAILING TO -MEET THE 75% THRESHHOLD IS REFERRED TO THE CITY FOR RE-SERVICE. Care Plan Close-Outs • Care Plan Close-Out. Form showing at least 76% Care Plan completion • Service Evaluation Form completed by each client Service Documentation Services will be deemed as provided when the following documentation is provided within the noted timeframes: Documentation, • •n Deadli Assessment ` • Assessment Form; Three (3) business days from provision of • Acknowledgement of Service service Availability Form; • FGC Invited Participants Form; and i I • Miami Beach Service Partnership Referral Form(s) • Fidelity Checklist Referrals Miami Beach Service Partnership Three (3) business days Referral Form from the identification of client need I Care Plan • Care Plan Form Five (5) business days from receipt of completed Assessment Care Plan Contact • Care Plan Contact Form Three (3) business days from provision of • Miami Beach Service Partnership service R_eferral Form(s), as appropriate Care Plan Close- ' . Care Plan Close-Out Form Three (3) business days City of Miami Beach-Adriana Mendes Fonseca Page 17 of 26 Miami Beach Service Partnership i Out • Service Evaluation Form from provision of service Penalties for Failure to Perform If the Contractor fails to submit required, accurate documentation in the timeframe allotted two times, the Contractor will forfeit one (1%) percent of the combined billed total for the month in question. If the Contractor fails to submit required, accurate documentation in the timeframe allotted three times within the contract period, the Contractor is subject to the cessation of any further client referrals but will be allowed to complete the service units allotted to existing clients. The decision to cease additional referrals rests at the sole discretion of the City. 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. 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. 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 for Family Group Conference. • Provide client and his/her parents and/or guardians information regarding the importance of adhering to school attendance policies. • Provide client and his/her parents and/or guardians information regarding the Care Coordination process and other available services. • Reintroduce the services available through the Program at each client interaction. • Document every interaction with or on behalf client via Community OS. Employee/ Contractor File Review The following documentation must be included in the employee/contractor file for those employees/contractors providing services under this contract. The following must be included in the employee files: City of Miami Beach-Adriana Mendes Fonseca Page 18 of 26 Miami Beach Service Partnership I • Employment Application • Evidence of degree/credentials • Job Description Signed by Employee • Evidence of Required Experience • Florida Background Criminal Screening • National FBI Background Criminal Screening (Level2) • Affidavit of Good Moral Character • Proof of Knowledge of Policies & Procedures • Confidentiality Agreement Re: Client Information • Documentation of Agency Training/In-Service Training • 1-9 Verification on File Monitoring visits will take place within forty-five (45) days of the commencement of services. The City will notify the Contractor a minimum of ten (10) business days notice prior to a monitoring visit. The City of Miami Beach reserves the right to inspect employee/contractor files with due notice (at least forty-eight (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. 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: • Completion of Family Group Conference • Completion of Care Plan Close Out Reporting Requirements The Contractor will provide the City with a Monthly Progress Report and reimbursement request utilizing the City's Reporting and Reimbursement Forms (Exhibit C) by 5:00 PM on the third (3rd) 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. Monthly reports and reimbursement requests will be submitted via any of the following methods: • Electronic mail • Facsimile • Standard mail City of Miami Beach-Adriana Mendes Fonseca Page 19 of 26 Miami Beach Service Partnership • 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 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. Governing Board Attendance The Contractor is required to have representation at each calendared Governing Board meeting. In the event you cannot attend in person, arrangements can be made for a telephonic connection. If the Contractor fails to have representation at two meetings, the City reserves the right to reduce contracted service levels at its sole discretion. Master Calendar The Contractor will notify the City of any client appointment or anticipated service delivery at least 72 hours in 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 daily and distributed to the Partnership via Community OS Software. The Contractor must provide its availability for intake services inclusive of the number of staff members, the hours they are available and the languages they speak. This list must be up-to-date at all times. 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 and must be executed by the agency Executive Director or Board of Directors Chairperson. City of Miami Beach-Adriana Mendes Fonseca Page 20 of 26 Miami Beach Service Partnership 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.) Monitoring visits will take place within forty-five (45) days of the commencement of services. The City will notify the Contractor a minimum of ten (10) business days notice prior to a monitoring visit. 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 on a bi- annual basis: • 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 Rating • 0 s Score Timely and accurate submission of 1 ➢ "0" for failing to submit on time monthly progress report ➢ "25" 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) ➢ "25" for submitting accurate report on time Delivery of contracted service units Possible score of 0 to 25 based upon completion of monthly projected service j 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 (4 points for inclusion on website) City of Miami Beach-Adriana Mendes Fonseca Page 21 of 26 Miami Beach Service Partnership i 1 ➢ Contractor will display Service Partnership materials and/or poster in service lobby. (4 points for inclusion in lobby) ➢ Contractor will adhere to approved commitments in Service Partnership Marketing Plan ( up to 2 points pro-rated for participation on commitments) Attendance at Miami Beach Service ! Possible score of 0 to 15: Partnership Governing Board and related Pro-rated to the number of meetings committee(s) meetings attended Promotion & Public Relations Requirements The Contractor agrees to receive Success University Program Brochures and make them available to clients during all in-person client interactions. The Contractor agrees to link its website to the City's Success University webpage. Such link must be in place prior to the execution of this contract. The Contractor agrees to indicate its membership in the Partnership in all self- produced marketing materials that are produced for the benefit of youth and families. Training Requirements Frontline personnel (those conducting trainings) will be required to complete the following trainings prior to service provision: Assessment & Referral Services ❑ Program Overview Training ❑ Intake & Assessment Training ❑ Community OS Software Training ❑ Client Evaluation Survey Training Family Group Conferencing Services Care Plan Contact Services ❑ Program Overview Training ❑ Follow Up 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, Glost Program Overview Training $150.00 Assessment & Referral Training $150.00 Community OS Training $150.00 Client Evaluation Survey Training $150.00 City of Miami Beach-Adriana Mendes Fonseca Page 22 of 26 Miami Beach Service Partnership Care Plan Training $150.00 j The Contractor agrees to send at least one representative to attend a City-sponsored grant writing workshop by July 31, 2013. The Contractor agrees to send its Miami Beach Service Partnership Governing Board representative to a City-sponsored board member refresher training at a minimum of once every two years. 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 City of Miami Beach-Adriana Mendes Fonseca Page 23 of 26 Miami Beach Service Partnership EXHIBIT "B" DOCUMENTATION The Contractor agrees to utilize the following forms to document the delivery of services with copies attached herein: • Consent Forms: • The Children's Trust Adult Info Form • The Children's Trust Child Info Form • The Children's Trust Photography/Video Release Form • Miami Beach Service Partnership Authorization for Release and Exchange of Information • Miami Beach Service Partnership Attendance Form • Assessment Form • Referral Form • Case Plan Contact Form • Care Plan Close Out Form • Fidelity Checklist • Service Evaluation Form City of Miami Beach-Adriana Mendes Fonseca Page 24 of 26 Miami Beach Service Partnership 7 1 1 EXHIBIT "C" INVOICING The Contractor agrees to provide the invoicing and services documentation as indicated utilizing the following forms attached herein: • Monthly Progress Report; and • Monthly Reimbursement Request City of Miami Beach-Adriana Mendes Fonseca Page 25 of 26 Miami Beach Service Partnership r EXHIBIT "D" ATTACHMENTS The following reference documents are attached: • 2012/13 Success University Client Path ® 2012/13 Success University Provider Path • Referral Matrix • FAQ City of Miami Beach-Adriana Mendes Fonseca Page 26 of 26 Miami Beach Service Partnership