PSA with CHOICES ET AL, INC. ;Z?&9y
PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF MIAMI BEACH, FLORIDA
AND CHOICES, ET AL, INC.
FOR YOUTH SERVICES
RELATED TO THE CITY'S SERVICE PARTNERSHIP INITIATIVE
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 CHOICES, ET AL, INC., a Florida Corporation, (hereinafter referred to as
Contractor), whose address is P.O. Box 645409, Miami, FL 33269.
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-Choices, Et Al, Inc. Page 1 of 26
Miami Beach Service Partnership
SECTION 2
SCOPE OF WORK (SERVICES)
The Contractor will provide Family Group Conferencing services for up to one
hundred sixty two (162) 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 Family Group Conferencing services for
up to one hundred sixty two (162) youth and their families at One Hundred Seventy
Five Dollars ($175) per each Family Group Conference, for a maximum not to exceed
Twenty Eight Thousand Three Hundred Fifty Dollars ($28,350).
Contractor's compensation shall be further subject to and conditioned upon all
or any portion of the Services to be provided herein being allowable and within the
Scope of Services delineated in Exhibit "A".
Notwithstanding the preceding, Contractor's total compensation during the
term of this Agreement shall not exceed the maximum allowable sum of Twenty Eight
Thousand Three Hundred Fifty Dollars ($28,350).
3.2 INVOICING
Contractor shall submit monthly Reimbursement Requests, Monthly Service
Summary Reports, and accompanying Monthly Client Status Lists, as set forth in
Exhibit "B", which include 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 F_orm, 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
r
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
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indemnify the City of Miami Beach and its officers, employees and agents, from and
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
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PROMPTLY ASSEMBLED AND DELIVERED TO THE CITY, AT
CONSULTANT'S SOLE COST AND EXPENSE. IF THE
AGREEMENT IS TERMINATED BY THE CITY AS PROVIDED IN
THIS SUBSECTION, CONSULTANT SHALL BE PAID FOR ANY
SERVICES SATISFACTORILY PERFORMED, AS DETERMINED BY
THE CITY AT ITS SOLE DISCERTION, UP TO THE DATE OF
TERMINATION; PROVIDED, HOWEVER, THAT AS A CONDITION
PRECEDENT TO SUCH PAYMENT, CONSULTANT SHALL HAVE
DELIVERED ANY AND ALL DOCUMENTS, MATERIALS, ETC, TO
CITY, AS REQUIRED HEREIN.
4.6.3 Termination for Insolvency
The City also reserves the right to terminate the remaining Services to
be performed in the event the Contractor is placed either in voluntary
or involuntary bankruptcy or makes an assignment for the. benefit of
creditors. In such event, the right and obligations for the parties shall
be the same as 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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Miami Beach Service Partnership
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.
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.
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Miami Beach Service Partnership
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
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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Miami Beach Service Partnership
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 Neighborhood
Services Department, Office of Community Services, Division Director. The
Contractor's project manager shall be designated following execution of this
Agreement by the parties and prior to commencement of the Services.
All other notices and communications in writing required or permitted
hereunder may be delivered personally to the representatives of the Contractor and
the City listed below or may be mailed by registered mail.
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Miami Beach Service Partnership
Until changed b notice in writing, such notices and communications shall
9 Y 9�
be addressed as follows:
TO CONTRACTOR:
Choices, Et Al, Inc.
Attn: Cheryl Polite-Eaford, President
P.O. Box 645409
Miami, FL 33269
(305) 332-2074
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
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
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Miami Beach Service Partnership
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 PAGE LEFT INTENTIONALLY BLANK]
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Miami Beach Service Partnership
I
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 dierk yor
C Z 71
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Date ` Date
FOR CONTRACTOR: oices, Et Al, Inc., A Florida
:INCORP ORATED: rporation
ATTEST: �•'•.. •',��
INA
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By: By:
Secretar Presid
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Print Name Print Name
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Date Date
APPROVED AS TO
Corporate Seal FORM & LANGUAGE
r Qi EXECUTION
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Miami Beach Service Partnership
EXHIBIT "A"
"SCOPE OF SERVICES99
The Contractor agrees to provide the following services to youth referred to the
Success University program:
Service 0hits of' Documentation of
Service I
Intake & Consent 0 Completion and execution of the following documents:
• 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
Review and inclusion of the following documents:
i
i • ISIS Parent Information
I I ISIS Student Information-
• ISIS Current School Year Attendance Records
• ISI Prior School Year Attendance Records
• ISI Current School Year Grade Report
Issuance of appointment for the following:
• Assessment & Referral session
Assessment & Referral 0 Completion and execution of the following documents:
I
• Success University Assessment Form via
Community OS with executed consents and releases
containing original signatures;
• Referral Form(s) with documentation of service
provided via Community OS software;
• Fidelity Checklist; I
• Acknowledgement of Service Availability.
iIssuance of appointment for the following:
I
• Family Group Conferencing session (inclusive of
documentation of attendees and transportation needs)
Family Group 162 Completion and execution of the following documents:
Conference • Family Group Conferencing Attendance Farm
• Family Group Conferencing Action-P!e,
• Family Group Conferencing Confidentiality c
Agreement
Review and inclusion of the following Fdocuments:
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Miami Beach Service Partnership
° Strengths & Concerns Form
• Eco-Map _
Care Plan Creation 0 .Completion and execution of the following documents:
• Care Plan
Care Plan Contact 0 Completion and execution of the following documents:
i
• Care Plan Contact form including staff signature with
documentation of service provided via Community OS
software
i
Referral Form(s) with documentation of service
provided via Community.OS.software_ _
Care Plan Close-Out 0 Completion and execution of the following documents:
• Care Plan Close-Out Form including client, client's
parent, and staff signature with documentation of
service provided via Community OS software
Service Evaluation Form completed by all clients
L -._-.____ _ ___....___.._..__.__. __..r.._._._...__............__.__......._....._.�._._._.�.
Related Definitions:
Intake & Consent — The Intake provides prospective clients with an overview of
Success University and the benefits and expectations of program participation.
Parental and client consents required for program participation are executed at this
time enabling the provision of further services.
The Intake marks the initial consent for service and establishes the appointment for
the completion of the Assessment. A list of forms associated with this service are
delineated in Exhibit B.
Additional information is provided in Exhibit D.
Assessment — An assessment documents the natural supports and needs of the
client and his/her family. The assessment form must be completed accurately and
completely and submitted to the City, where the client is assigned a number in The
Children's Trust Data Tracker system.
Assessments must meet the following criteria:
• Information collected is documented completely and accurately
• Adherence to grammar and spelling rules for the English language
• A sincere and thorough effort to understand the client, his/her family, and
their respective strengths and needs
• Effective engagement to ensure that the client and his/her family are
informed regarding program services and expectations as well as the
means/process by which to access additional services
• All client and family needs have been identified and subsequently
addressed via Referral
• The factors adversely impacting school attendance have been identified
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Miami Beach Service Partnership
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
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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
q Y
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 U_ nit of Service ation Timeframe
Intake & Consent 1 for each of up to 0 School or Upon consent of
youth Client Home client
Assessment 1 for each of up to 0 Client Home All eligible
youth assessments will be
completed within
thirty(30) days of
receipt of referral
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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
i
fourteen (14)days
I of receipt of
completed
I Assessment
Care Plan Contact 2 for each of up to 0 Client Home All Care Plan
youth Contacts will be
completed as
` follows:
#1 —Seven (7)to
twenty-one (21)
! days from Care Plan
1 � completion
j
#2 - Seven (7)to
thirty(30)days of
{ Care Plan Contact
#1
--- --- ------ —.._�—_....—- —
.............._ ._..__._...............---.......__..
Care Plan Close-Out 1 for each of up to 0 Client Home All Care Plan Close-
youth Outs will be
completed within
eighty-one (81)days
of Care Plan
meeting.
Family Group 1 . for each of up to School or City Hall All eligible Family
Conference 162 youth Group Conferences
will be completed
! within thirty(30)
days of receipt of
j referral
Service Benchmarks
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:
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Miami Beach Service Partnership
- Care Plan Contact Form reflecting at least 50% of
Care Plan completion
Referrals Responding to Service Need, as
appropriate
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:
Service
Docurneentation Submission - . •
Assessment - Assessment Form; Three (3) business days
from provision of
- Acknowledgement of Service I service
Availability Form;
i
I
- FGC Invited Participants Form; and
Miami Beach Service Partnership ',
� p
Referral Form(s)
- Fidelity Checklist
Referrals - Miami Beach Service Partnership Three (3) business days
Referral Form { from the identification of
client_need _
f Care Plan - Care Plan Form T Five (5) business days
from receipt of
! completed Assessment
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Miami Beach Service Partnership
Care Plan Contact • Care Plan Contact Form Three (3) business days
from provision of
• Miami Beach Service Partnership service
Referral Form(s), as appropriate
Care Plan Close- - Care Plan Close-Out Form i Three (3) business days
Out - Service Evaluation Form from provision of
service
Family Group - Attendance Form Three (3) business days
Conference - Client-driven Action Plan from provision of
• Confidentiality Agreement service
• Strengths & Concerns Form
Eco-Map
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.
.. l
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.
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Miami Beach Service Partnership
• 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:
• 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
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Miami Beach Service Partnership
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
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.
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Miami Beach Service Partnership
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.
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, Measure Rating,Rationate &,Score
Timely and accurate submission of ➢ 660" for failing to submit on time
j 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
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Miami Beach Service Partnership
requests) f ➢ "25" for submitting accurate report on
time
Delivery of contracted service units Possible score of 0 to 25 based upon
I 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 (4
points for inclusion on website)
➢ 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 ❑ Program Overview Training
Care Plan Contact Services ❑ Program Overview Training
❑ Follow Up Training
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Miami Beach Service Partnership
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:
Tra�inirig Cost
Pro ram Overview Training $150.00
,..._As.s..e..s.sm_ent & Referral Training_
........................
Community OS Training $15...................0.00
........... .......
Client Evaluation Survey Training $150.00
Care Plan Training $1
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
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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
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Miami Beach Service Partnership
EXHIBIT 6SC99
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
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Miami Beach Service Partnership
EXHIBIT "D99
ATTACHMENTS
The following reference documents are attached:
e 2012/13 Success University Client Path
• 2012/13 Success University Provider Path
• Referral Matrix
• FAQ
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Miami Beach Service Partnership