Amendment 1 with MDC & CMB Hotel/Motel Placement Program 2C)
AMENDMENT#1 OF THE AGREEMENT
. BETWEEN
MIAMI-DADE COUNTY AND
THE CITY OF MIAMI BEACH
HOTEL/MOTEL PLACEMENT PROGRAM CONTRACT#: PC-1314-HTMT-2
HMIS STAFFING PROGRAM CONTRACT#: PC-1314-HMIS-2
THIS A ENT #1 OF THE AGREEMENT (the "Agreement Amendment") is made as
of % 0� NDME b and between Miami-Dade Count through the Miami-Dade
Y Y� 9
County Homel ss Trust (the "County") and -The City of Miami Beach, a provider of
services to homeless individuals, hereinafter referred to as the "Provider".
WITNESSETH:
WHEREAS, On November 29, 2012, the County and the Provider entered into an
Agreement ("Agreement") which provides funding for the provision of emergency
hotel/motel placements and services to homeless individuals and .families in Miami-Dade
County.
WHEREAS, this Agreement provides for certain rights and responsibilities of the County;
and
WHEREAS, the Agreement allows for amendments and extensions at the sole discretion of
the County; and
WHEREAS, the County is desirous of extending and amending the Agreement for one (1)
additional year pursuant to the terms of the Agreement;
NOW, THEREFORE, BE IT RESOLVED, for and consideration of the mutual agreements
between the County and the Provider, which are set forth in. this Amendment #1 of the
Agreement, the receipt and sufficiency of which are acknowledged, the County and the
Provider amend this Agreement as follows:
ARTICLE I — Recitals
The foregoing recitals are true and correct and constitute a part of this Amendment #1 of
the Agreement.
ARTICLE II — Ratification of the Agreement
Other than expressly modified or amended herein, all other terms and conditions of the
Agreement shall remain in full force and effect.
THE CITY OF MIAMI BEACH
HOTEUMOTEL PLACEMENT PROGRAM CONTRACT#: PC-1314-HTMT-2
HMIS STAFFING PROGRAM CONTRACT#: PC-1314-HMIS-2
ARTICLE III—Amendments
The Agreement is hereby amended as follows:
Article 2 is replaced as follows:
ARTICLE 2. AMOUNT PAYABLE.
Subject to available funds, the maximum amount payable for services rendered under this
contract shall not exceed:
• HOTEL/MOTEL PLACEMENT PROGRAM $50,040.00
• HMIS STAFFING PROGRAM $12,333.00
TOTAL AWARD: $629373.00
Both parties agree that should available County funding be reduced, the amount payable
under this Contract may be proportionately reduced at the sole discretion and option of the
County.
All services undertaken by the Provider before the County's execution of this Contract shall
be at the Provider's risk and expense.
It is the responsibility of the Provider to maintain sufficient financial resources to meet the
expenses incurred during the period between the provision of services and payment by the
County.
The County, at its sole discretion, may allow Provider an advance of N/A once the
Provider has submitted an appropriate request and submitted an invoice in the form
required by the County.
Article 3 is replaced as follows:
ARTICLE 3. SCOPE OF SERVICES
The Provider shall render services in accordance with the 2013-2014 Scope of
Services incorporated herein and attached hereto as Attachment A.
The Provider shall implement the Scope of Services as described in Attachment A
in a manner deemed satisfactory to the County: Any modification or amendment to the
Scope of Services shall not be effective until approved by the County and Provider in
writing.
2
y,
THE CITY OF MIAMI BEACH
HOTEL/MOTEL PLACEMENT PROGRAM CONTRACT#: PC-1314-HTMT-2
HMIS STAFFING PROGRAM CONTRACT#: PC-1314-HMIS-2
Article 4 is replaced as follows:
ARTICLE 4. BUDGET SUMMARY
The Provider agrees that all expenditures or costs shall be made in accordance with
the 2013-2014 Budget, which is attached hereto and incorporated herein as Attachment B.
The parties agree that the Provider may, with the County's prior written approval,
revise the line item budget, and such revision shall not require. an.amendment to this
Contract.
Article 5 is replaced as follows:
ARTICLE 5. EFFECTIVE TERM
Both parties agree that—the _Effective Term of this Contract shall commence on
October 1, 2013 and terminate at the close of business on September 30, 2014.
Contingent upon the existence of sufficient funding and the approval of the County, this
Contract may be extended for one (1) additional one (1) year.term, at the. County's sole
discretion.
Article 19, Section N is added as follows:
ARTICLE 19.
N. Continuum of Care (CoC) Coordinated Intake and Assessment Process
The Provider shall participate in the Continuum of Care's (CoC) Coordinated Intake and
Assessment process, to include, but not limited to: participation in the CoGs defined
process to make and receive referrals for housing and/or services (including the use of the
Homeless Management Information System (HMIS) for.such, if required in the Standards
-of Care); use of any forms required (e.g. Release of Information, Homeless Verification
Form, Chronic Homeless Verification Form, etc.), compliance with established Standards of
Care "(and any revisions thereof) relating to eligibility criteria and timely processing of
referrals; and cooperation with established priontizations for placement.
Article 19, Section O is added as follows:
ARTICLE 19.
O. Public Records
Pursuant to Section 119.0701 of the Florida Statutes, if the Provider meets the definition
of"Contractor" as defined in Section 119.0701(1)(a), the Provider shall:
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THE CITY OF MIAMI BEACH
HOTEL/MOTEL PLACEMENT PROGRAM CONTRACT#: PC-1314-HTMT-2
HMIS STAFFING PROGRAM CONTRACT#: PC-1314-HMIS-2
(a) Keep and maintain public records that ordinarily and necessarily would
be required by the public agency in order to perform the service;
(b) Provide the public with access to public records on the same terms
and conditions that the public agency would provide the records and at a
cost that does not exceed the cost provided in this chapter or as otherwise
provided by law;
(c) Ensure that public records that are-exempt or confidential and exempt
from public records disclosure requirements are not disclosed except as
authorized by law; and
(d) Meet all requirements for` retaining public records and transfer to the
County, at no County cost, all- public records created, . received,
maintained and or directly related to the performance of this Agreement
that are in possession of the Provider upon termination of this
Agreement. Upon termination of this Agreement, the Provider shall
destroy any duplicate public records that are exempt or confidential and
exempt from public records disclosure requirements. All records stored
electronically must be provided to the County in a format that is
compatible with the information technology systems of the County.
For purposes of this Article, the term "public records"' shall mean all documents,
pa.pers, letters, maps, books, tapes, photographs, films, sound recordings, data
processing software, or other material, regardless of the physical form,
characteristics, or means of transmission, made or received pursuant to law or
ordinance or in connection with the transaction of official business of the County.
Provider's failure to comply with the public records disclosure requirement set
forth in Section 119.0701 of the Florida Statutes shall be a breach of this
Agreement.
In the event the Provider does not comply with the public records disclosure
requirement set forth in Section 119.0701 of the Florida Statutes, the County may, at
the County's sole discretion, avail itself of the remedies set forth under this Agreement
and available at law.
SIGNATURES APPEAR ON THE ' FOLLOWING PAGE
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I�
1,
- ' THE CITY OF MIAMI BEACH
HOTEUMOTEL PLACEMENT PROGRAM CONTRACT#: PC-1314-HTMT-2
HMIS STAFFING PROGRAM CONTRACT#: PC-1314-HMIS-2
IN WITNESS WHEREOF, the parties have caused this five (5), page Amendment #1 of
the Agreement to be executed by their respective and duly authorized officers the day
and year first above written.
THE CITY OF MIAMI BEACH MIAMI-DADE C U
By: By:
ILA-r ,CO. e,®®L°L FO C
Name: -ill My moeA ." -Name:
Title: ery M A t3A e.IL
Title: "�Ikltl 4vA WaAA dV
Date: I I J( b 3 Date: 11
Attest: Attest: HARVEY RUVIN, Clerk
Authorized Person OR Board of County Commissioners
Notary Public
Print Name: By:
Title: Print Name: G
ae� 8
o
C'.JU^•�1 O
s -
Corporate Seal OR Notary Seal/Stamp:
. ® `•
BARBARA S.HAWAYEK "°°°° ►°°`•
MY COMMISSION#FF 029319 _
- - °O•••oea•seees
H Q�� EXPIRES:October 19,2017
�.,�� •` Bonded Thru Notary Public Underwriters
APPROVED AS TO
FORM,&LANGUAGE
A.FO CUTION
..____City�►Yom r, Date
r
5
Attachment A
The City of Warru Beach
Emergency HoteUMotel Placement Program
Scope of Services
rovider agrees to provide emergency hotel/motel placemo,J of homeless families
The p in area hotP-10motels. In addition, the
with children for a period of up to seven homeless individuals as well as hard-to-serve,
PROVIDER may also place chronic horn
transgender clients, on an as-needed basis.
Chroivc homeless individuals as well as hard-to-serve transgender clients may be
pro
vi food vouchers on an as-needed basis of up to $20.00 per diem. Families
with
two 2) to three (3) members may be provided food vouchers on an as-needed axis
( d to five (5)
$20.00 per diem while residing.iii hotels/motels. Families with fau�(t�)8 members
members may be provided $25.00 per diem, families with six (6) to e1�1 ( e rovided
may be provided $40.®0 per diem, and families with nine (9) members may b p
Y P
$45.00 per diem while residing in hotels/motels.
Reimbursements will
only be made for properly documented disbursement of food
vouchers. --
All reimbursements must be submitted to the County by the 15a' day of each morith
following the month of service.
All
reimbursement requests must be approved by the County prior to the disbursement of
funds.
The City of I�1j.ami Beach
AIMS Staffing
Scope of Services
The PROVIDER shall provide a dedicated HMIS Outreach staff person. The purpose of
staff position is to maintain data current in the HMIS and includes, but is not lilnitndd
this st p
to in ut of client data upon intake, updates of client files, CU111p11d11U11 ° as evidenced
P
entering data for statistical purposes. Failure to maintain this data nt each month under
by HMIS generated Monthly Progress Reports subinitted to the County ni Beach and the
the U.S. HUD sub-recipient Agreement between the City of Miami
of this Agreement.
Miami-Dade County Homeless Trust may result u�the terinlnatlo
:4ttachment B
City e.'iViiami Beach/Hotel and Motel Placement
��. n✓::.�i�oPGE�c'S.� �t1:GU�:�
D. C) sr [in.g. GS s
i
l
(ci LY aT
i °� 1ia6i'Vi IiE �iTiC� iors
�0St El�Df-t� io I
Object Ciass i t�e�3C�t is
Emergency hotel stays for
��� + I P families and trans-
323 ni h's (7 I ��omel ss
Emergency average rate $�1,99Q.00 OQ�o°� ' g endered individuals due to
'I
Hotel of$130.00 per I unavailable emergency shelter
Placement night I beds
i
Emergency hotel stays for
50 nights i@ homeless families and trans-
l00% gendered individuals due to
$59.00 per $ 2,950-00 unavailable emergency shelter
night I beds
200 vouchers Food Gift Cards for families of less
than 3 persons per household or
Food Vouchers @ $20.00 per $ 4,000.00 i OQ% trans-gendered individuals
voucher
0 vouchers Food vouchers for families with 4 or
@$25.00 per $ 250.00 1t 00% 5 household members
voucher
10 vouchers Food vouchers for families with 6 to
@$40.00,per $ 400.00. 1 100% 8 household members
voucher
10 vouchers =Food vouchers for families with 9 or
@$45.00 per $ 450.00 100ore household members
voucher
TOTAL $50,040.00
c. other Duts, de Contractuak, Sendces: NIA
D. find reef Adnlinistra.t�ve Charges: NUA
ATTACHMENT B
City of Miami Beach/HMIS Staffing
HMIS Staffing Grant Budget
1 HMIS Administrator
Annual Salary $42,719.30
HMIS Staffing Grant Amount" $12,333.00
"This amount represent a portion of the annual salary per this contract agreement.
ATTACHMENT E
Miami-Dade County Homeless Trust
Invoice For Services
NAME OF AGENCY: The City of Miami Beach
SERVICE PERIOD: TO
NAME OF GRANT: Emergency Hotel/Motel Placement
Program
GRANT NUMBER: PC-1314-HTMT-2
T®TAI, AWARD AMOUNT: $50,040.00
AMOUNT OF FUNDS REQUESTED
THIS MONTH:
AMOUNT OF FUNDS RECEIVED TO DATE: $
BALANCE REMAINING ON GRANT: $
(following payment of this request)
Signature of Agency Representative Date
Printed Name of Agency Representative
ATTACHMENT E
Miami-Dade County Homeless Trust
Invoice For Services
0
NAME OF AGENCY: The City of Miami Beach .
f
SERVICE PERIOD: TO
NAME OF GRANT: HMIS Staffing Program
GRANT NUMBER: PC-1314-UMIS-2
TOTAL, AWARD AMOUNT:. $12,333.00
AMOUNT OF FUNDS REQUESTED
THIS MONTH: S
AMOUNT OF FUNDS RECEIVED TO DATE: $
BALANCE REMAINING ON GRANT: $
(following payment of this request)
Signature of Agency Representative Date
Printed Name of Agency Representative
ATTACHMENT L
MIAMI-DADE COUNTY HOMELESS TRUST
ANNUAL, ACTUAL EXPENDITURE REPORT
HOTELIMOTEL PLACEMENT PROGRAM
CITY OF MIAMI BEACH- GRANT NUMBER#: PC-1414-HTMT-2
OCTOBER 1, 2013—SEPTEMBER 309 2014
Name of Agency: f The City of Miami Beach
$ 509040.00
Month of Services Amount Paid
Oct-13
Nov-13
Dec-13
Jan-14
Feb-14
Mar-14
Apr-14
May-14
Jun-14
Jul-14
Aug-14
Sep-14
Total Requested $ 0.00
Balance Remaining $ 509040.00
ATTACHMENT L
MIAMI-DADE COUNTY HOMELESS TRUST
ANNUAL ACTUAL EXPENDITURE REPORT
TIMIS STAFFING PROGRAM
CITY OF MIAMI BEACH- GRANT NUMBER#: PC-1314-HMIS-2
OCTOBER 19 2013—SEPTEMBER 309 2014
Name of Agency: The City of Miami Brach
$ 129333.00
Month of Services Amount Paid
Oct-13
Nov-13
Dec-13
Jan-14
Feb-14
Mar-14
Apr-14
May-14
Jun-14
Jul-14
Aug-14
Sep-14_
Total Requested $ 0.00
Balance Remaining $ 129333.00