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PSA with Barry University $42,840 aoiy- 0? aI /►C/ PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF MIAMI BEACH, FLORIDA AND BARRY UNIVERSITY FOR YOUTH SERVICES RELATED TO THE CITY'S PARENT-CHILD HOME PROGRAM THIS AGREEMENT made and entered into this 1 st day of August, 2014, by and between the CITY OF MIAMI BEACH, FLORIDA, a municipal corporation, having its principal offices at 1700 Convention Center Drive, Miami Beach, Florida, 33139 ("City"), and BARRY UNIVERSITY, INC., a Florida nonprofit corporation ("Contractor"), whose address is 11300 NE 2nd Avenue, Miami Shores, FL 33161. SECTION 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. SECTION 2 SCOPE OF WORK (SERVICES) The Contractor will provide home-visiting services for up to thirty-two (32) youth and their families in accordance with The Children's Trust Miami Beach Early Childhood Development Grant, dated August 1, 2014. The scope of work to be p g performed by Contractor is further detailed in Exhibit "A," entitled "Scope of Services." The Contractor shall report to the City of Miami Beach, Office of Housing and Community Services, Department Director. SECTION 3 COMPENSATION 3.1 FIXED FEE Contractor shall be compensated for the Services, as set forth in Section 2 and Exhibit "A", as follows: (a) Provision of home visits for up to thirty-two (32) families with program-required supervision and training, at Thirty Dollars and Fifty Cents ($31.50) per home visit, for a maximum not to exceed Forty-Two Thousand Eight Hundred and Forty Dollars ($42,840). 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 Forty-Two Thousand Eight Hundred and Forty Dollars ($42,840). 3.2 INVOICING Contractor shall submit monthly invoices 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, Department Director, Office of Housing and 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 Department Director, Office of Housing and Community Services. City of Miami Beach-Barry University Page 2 of 21 Parent-Child Home Program 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, 2015. 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, 2015. 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 Contractor'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 City of Miami Beach-Barry University Page 3 of 21 Parent-Child Home Program obligation to 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. The parties agree that one percent (1%) of the total compensation to Contractor for performance of the Services under this Agreement is the specific consideration from the City to the Contractor for the Contractor's indemnity agreement. The provisions of this indemnification shall survive termination or expiration of this Agreement. 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, through its City Manager, 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 ten (10) days to cure such default. If such default remains uncured after ten (10) days, the City may terminate this Agreement without further notice to the Contractor. Upon termination, 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 CONTRACTOR OF SUCH TERMINATION, WHICH SHALL BECOME EFFECTIVE SEVEN (7) DAYS FOLLOWING RECEIPT BY THE CONTRACTOR OF THE WRITTEN TERMINATION NOTICE. IN THAT EVENT, ANY City of Miami Beach-Barry University Page 4 of 21 Parent-Child Home Program FINISHED OR UNFINISHED DOCUMENTS AND OTHER MATERIALS PREPARED AND OR OTHERWISE COMPILED BY CONTRACTOR PURSUANT TO ITS PROVISION OF THE SERVICES CONTEMPLATED IN SECTION 2 AND IN EXHIBIT "A", SHALL BE PROMPTLY ASSEMBLED AND DELIVERED TO THE CITY, AT CONTRACTOR'S SOLE COST AND EXPENSE. IF THE AGREEMENT IS TERMINATED BY THE CITY AS PROVIDED IN THIS SUBSECTION, CONTRACTOR 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, CONTRACTOR SHALL HAVE DELIVERED ANY AND ALL DOCUMENTS, MATERIALS, ETC, TO CITY, AS REQUIRED HEREIN. UPON TERMINATION, THE CITY SHALL BE DISCHARGED FROM ANY AND ALL LIABILITIES, DUTIES, AND TERMS ARISING OUT OF, OR BY VIRTUE OF, THIS AGREEMENT. 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. City of Miami Beach-Barry University Page 5 of 21 Parent-Child Home Program 4.8 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, at its place of business at the address set forth in the "Notices" section of this Agreement. 4.9 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. 4.10 INSURANCE REQUIREMENTS 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. 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. City of Miami Beach-Barry University Page 6 of 21 Parent-Child Home Program 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. 4.11 ASSIGNMENT, TRANSFER OR SUBCONTRACTING The Contractor shall not subcontract, assign, or transfer an work under this g Y 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. Neither this Agreement, nor any terms or provision hereof, or right hereunder, shall be assignable unless as approved pursuant to this Section, and any attempt to make such assignment (unless approved) shall be void. 4.12 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). 4.13 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. City of Miami Beach-Barry University Page 7 of 21 Parent-Child Home Program 4.14 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 Contractor. 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. 4.15 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. 4.16 NOTICES All notices and communications relating to the day-to-day activities shall be exchanged between a project manager appointed by the Contractor and the program coordinator designated by the City Manager, who shall be Office of Housing and Community Services, Department 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 by U.S. Certified Mail, return receipt requested, postage prepaid, on a by nationally recognized overnight delivery service. Until changed by notice in writing, all such notices and communications shall be addressed as follows: City of Miami Beach-Barry University Page 8 of 21 Parent-Child Home Program i TO CONTRACTOR: Barry University Attn: Sister Linda Bevilacqua, OP, PhD, President 11300 NE 2nd Avenue, Miami Shores, FL 33161 305-899-3000 TO CITY: City of Miami Beach Office of Housing and Community Services Attn: Maria Ruiz, Department Director 1700 Convention Center Drive Miami Beach, Florida 33139 (305) 673-7491 4.17 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. 4.18 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. 4.19 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 Contractor's recovery from the City for any damage action for breach of contract to be limited to a maximum amount of $1,000. City of Miami Beach-Barry University Page 9 of 21 Parent-Child Home Program 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] City of Miami Beach-Barry University Page 10 of 21 Parent-Child Home Program 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: `P. C i By: r .r ayor Ra ael E. Granado, City f1CO A 19/y- 7/11 ;F�/2 z6r Date at FOR CONTRACTOR: BARRY UNIVERSITY, INC. ATTEST: By: By: E J Secretary G u d R :1xi d Q e-on T661W LCA 7*41,- Print Name Print Name Date Date Corporate Seal APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION r ? ( 4'. City Attorney, '� Dote City of Miami Beach-Barry University Page 11 of 21 Parent-Child Home Program EXHIBIT "A" "SCOPE OF SERVICES" The Contractor agrees to provide the following services to youth enrolled in the City of Miami Beach Parent-Child Home Program: Service Documentation of Service Home visits 1. Completed Home Visit Report form for each completed visit. 2. Home Visit Attendance Sheet Screening — Developmental ASQ-3 Screening — Social Emotional ASQ-SE Home Safety Checklist The Children's Trust Home Safety Checklist Literacy Survey Home Literacy Activities Related Definitions: Home Visits — A Home Visit requires that Home Visitors visit the client's home at a time mutually agreed upon for the purpose of role-modeling the appropriate parent- child interaction as defined by the Parent-Child Home Program guidelines. The Home Visitor will bring the assigned toy or educational aid and spend a minimum of 30 minutes modeling appropriate parent-child interaction for the client. A Home Visit Report will be completed for each home visit and client will sign the Home Visit Attendance Sheet to confirm attendance and acknowledge receipt of materials. Supervision of dome Visitors — The Supervision of Home Visitors is required of all Home Visitors engaged in the provision of Home Visits to clients. The City of Miami Beach is responsible for meeting with each Home Visitor on a one-on-one basis at least two (2) times for each twenty-three (23) week program period. Supervision must be conducted by a person trained by the Parent-Child Home Program and must conform to Parent-Child Home Program guidelines for Home Visitor supervision. In addition, the City must provide group supervision for the Home Visitors for each of the twenty-three (23) program weeks. Ages and Stages Questionnaires (ASQ-3)— The ASQ-3 questionnaires are used to screen young children for developmental delays in the first five years of life. Home visitors are required to complete the questionnaire with the parent within two (2) months of program cycle commencement. Ages and Stages Questionnaires: Social-Emotional (ASQ-SE) — The ASQ-SE questionnaires assess young children's social-emotional development. Home visitors are required to complete the questionnaire with the parent within two months of program cycle commencement. Evaluation of Child Behavior Traits (CBT) — The scale evaluates the socio- emotional status of children. During the program, ratings are based on the global City of Miami Beach-Barry University Page 12 of 21 Parent-Child Home Program evaluations of the home visitors who have observed the child in home visits. Home visitors are required to complete the scale at the beginning of the program year between the fourth and sixth visit and at the end of the program year. . Evaluation of Parent and Child Together (PACT) — The scale was developed to evaluate the positive parent-child interaction behaviors of parent-child dyads. During the program, ratings are based on the global evaluations of the home visitors who have observed the parent and child together in a home visit. Home visitors are required to complete the scale at the beginning of the program year between the fourth and sixth visit and at the end of the program year. Horne Literacy Activity Survey— This survey gathers information regarding literacy activities taking place in the client's home. Data will be reported in the beginning of the contract year (existing clients) or at the first home visit for (new clients) and every six months thereafter. The Children's Trust Home Safety Checklist — The checklist contains questions related to home safety within the client's home. The checklist will be completed by the home visitor within two months of program cycle commencement and every six months thereafter. As stipulated by the Parent-Child Home Program, the Contractor is required to obtain executed commitment letters for each Home Visitor for the two year program period. Services will be deemed as provided when the following documentation is provided within the noted timeframes: Service Unit of Documentation Timeframe Submission Service Deadline Home visits 46 Home Home Visit 23-week 72 business hours Visits (two per Report form & program from provision of week) per Home Visit period service client Attendance Screening — 1 ASQ-3 Once per year. 5 business days Develop- Within 2 from provision of mental months of service program cycle commenceme nt Screening — 1 ASQ-SE Once per year. 5 business days Social Within 2 from provision of Emotional months of service program cycle commenceme nt Home Safety 2 The Children's Within 2 5 business days City of Miami Beach-Barry University Page 13 of 21 Parent-Child Home Program Checklist Trust Home months of from provision of Safety Checklist program cycle service commenceme nt and every 6 months thereafter. Home 2 The Children's Within 2 5 business days Literacy Trust Home months of from provision of Activities Literacy program cycle service Activities commenceme nt and every 6 months thereafter. For each client, the following benchmarks must be met: Introduction Home Introduction visit with Program Coordinator Visit 1st Home Visit Completion of Home Literacy Activity Survey 4 th Home Visit 5 th Home Visit CBT & PACT must be administered and submitted 6 th Home Visit Between 7'r — 16 Completion of ASQ-3 & ASQ-SE Home Visit Completion of Home Safety Checklist 44 th Home Visit 45 Home Visit CBT & PACT must be administered and submitted Completion of Home Literacy Activity Survey 46 Home Visit Failure to meet contracted service units within the allocated timeframe may result in the City subsequently reducing the Contractor's service level and allocated funding accordingly. If the Contractor is unable to fulfill the contracted service level within the allocated timeframe for each service component, the City reserves the right to reduce service levels accordingly across the funded service spectrum. If the Contractor is unable to fulfill the contracted service level and the City subsequently reduces service and funding levels, the City reserves the right to select another vendor to fulfill the remaining service units. The City will select the alternate vendor at its sole discretion. Reporting Requirements City of Miami Beach-Barry University Page 14 of 21 Parent-Child Home Program The Contractor will provide the City with a Monthly Progress Report and reimbursement request utilizing the City's Reporting and Reimbursement Forms (attached) by the third (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. Reports are due on the following dates: • Thursday, September 4, 2014 • Wednesday, March 4, 2015 • Friday, October 3, 2014 • Friday, April 3, 2015 • Wednesday, November 5, 2014 • Tuesday, May 5, 2015 • Wednesday, December 3, 2014 • Wednesday, June 3, 2015 • Monday, January 5, 2015 • Friday, July 3, 2015 • Wednesday, February 4, 2015 • Wednesday, August 5, 2015 Monthly reports and reimbursement requests will be submitted via any of the following methods: • Electronic mail • Facsimile • Standard mail • Hand delivery Monthly reports will not be considered acceptable unless the following is met: • Forms are completely and accurately filled • Necessary back-up materials are included (client documentation, expense receipts, time logs, etc.) • Reports bear the signature of the person submitting the report on behalf of the Contractor The failure to submit required monthly reports and invoices in a timely manner for two consecutive months will result in the forfeiture of one (1%) percent of the combined billed total for the two months in question. These forfeited funds will be used exclusively for client incentive materials. These forfeited funds will be submitted to the City by the Contractor via check within 30 days. Partner Performance Ratings The Contractor agrees that its Partner Performance Rating, the score awarded for performance on the following measures, will be posted on the City's website: • 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 City of Miami Beach-Barry University Page 15 of 21 Parent-Child Home Program committee(s) meetings Ratings will be given for each performance measure based on the following: Performance Measure Rating Rationale & Score Timely and accurate submission of ➢ "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 50 based upon completion of monthly projected service units. Score is pro-rated if total projected service units are not met. Engagement Strategies The Contractor will adhere to the following engagement strategies in the delivery of services: • Advise the parents and/or guardians of the scheduled appointment as documented via the appointment card. • Refrigerator magnet with days and times of visits. i Evaluation In the continuing effort to ensure programming excellence, clients will be provided with evaluation forms throughout programming to gauge their satisfaction with services provided. Monitoring & Performance Reviews The City of Miami Beach reserves the right to inspect, monitor and/or audit the Contractor to ensure contractual compliance. This includes, but is not limited to: • Review of on-site service delivery • Inspection and review of client, budgetary and employee files (for those employees providing services under this contract) The monitoring tool provided by The Children's Trust, "On-Site Monitoring Tool", will be used to guide inspections and monitoring visits. Monitoring must be completed within forty-five (45) days of service commencement. City of Miami Beach-Barry University Page 16 of 21 Parent-Child Home Program Employee File Review The following documentation must be included in the employee file for those. employees providing services under this contract. The City of Miami Beach reserves the right to inspect files with due notice (at least 48 hours in advance of planned site visit) to ensure adherence to contractual expectations as well as to ensure pre- screening prior to a monitoring visit by The Children's Trust. The following must be included in the employee files: Employment Application Evidence of degree/credentials • Job Description Signed by Employee • Evidence of Required Experience Florida Background Criminal Screening • National FBI Background Criminal Screening (Level2) • Affidavit of Good Moral Character • Proof of Knowledge of Policies & Procedures ® Confidentiality Agreement Re: Client Information Documentation of Agency Training/In-Service Training for Contracted Services Provided 1-9 Verification on File • Two Year Commitment 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 Parent-Child Home Program Master Calendar. The Master Calendar will be updated daily. Training Requirements Frontline personnel will be required to receive supervision and complete the following trainings prior to service provision: Activity Requirements Party Responsible Home visits ❑ Program Overview & Engagement City of Miami Beach Training (City of Miami Beach) ❑ Domestic Violence & Child Abuse Barry University Training ❑ Child Development Training Barry University Supervision of Home ❑ Weekly Staff Meeting City of Miami Beach City of Miami Beach-Barry University Page 17 of 21 Parent-Child Home Program I Visitors ❑ Individual Supervision (Twice City of Miami Beach annually) Home Safety ❑ Home Safety Training City of Miami Beach Checklist While initial training expenses are covered by the City, the Contractor agrees to reimburse the City for the early departure (termination) of any trained staff member prior to this contract's termination on a pro-rated basis as follows: Training Cost Parent-Child Home Program Training $4,000 + travel expenses Supervision of Home Visitors Activity Frequency Party Reporting Responsible Tool Group Weekly City of Miami Sign-in Sheet Supervision Beach Individual Two (2) times each twenty- City of Miami PCHP Home Supervision three (23) week program Beach Visit period Observation Checklist Home Visit Observation of two (2) Home City of Miami PCHP Home Monitoring Visits yearly (video or actual) Beach Visit Observation Checklist Client Termination Home visitors must notify Program Coordinator of client inactivity. If the home visitor has not been able to reach a client they must notify the Program Coordinator by the fourteenth (14) day. Home Visitors Contractor will provide the City with following information for each home visitor: • Name • Address • Phone number • E-mail address City of Miami Beach-Barry University Page 18 of 21 Parent-Child Home Program • Days and times available for home visits • Number of hours they are able to commit Home Visitors are required to wear identification while conducting home visits. 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 6 Copy of current audit i Copy of required business licenses and permits City of Miami Beach-Barry University Page 19 of 21 Parent-Child Home Program EXHIBIT 66679 INVOICING The Contractor agrees to provide the invoicing and services documentation as indicated in the Monthly Invoice Report, as attached to this Exhibit, by the third (3rd) of the subsequent month. City of Miami Beach-Barry University Page 20 of 21 Parent-Child Home Program Office of Community Services/Grant Reimbursement Request Grant Name Funder Parent-Child Home Program The Children's Trust Contract Number Awarded Amount 1528-1090 $ 42,840.00 Reporting Period Initials Expended Thus Far $ - Available Balance $ 42,840.00 This Request $ - Balance Remaining $ 42,840.00 Fiscal Summary IUne item Category Unit Cost #of Units Category Total Previous Requests Balance Available This Request Home Visitors $ 31.50 $ 42,840.00 $ - $ 42,840.00 $ - 0 TOTALS $ 42,840.00 $ - $ 42,840.00 $Documentation - Not Documentation Submitted Submitted Service delivery documentation List of clients served and services provided Leverage/Match Staff Member Hourly Rate Hourly Benefits #of Hours Line Total $ - 0 $ - Staff Total $ - Space&Other in-Kind Value/Unit Cost Unit Quantity Line Total $ - Leverage Total $ - I certify that the information provided above is accurate to the best of my knowledge and that I have included all documentation required to ascertain the delivery of services as delineated in our contract with the City of Miami Beach. Signature of Authorized Agency Representative Date Date Received . of Beach Amount Authorized for Reimbursement EXHIBIT "C" ATTACHMENTS The following documents are attached: • Home Visit Report form • Home Visit Attendance Sheet • Home Visit Observation Checklist • Evaluation of Child Behavior Traits • Evaluation of Parent and Child Together • Home Literacy Activity Survey • Home Safety Checklist City of Miami Beach-Barry University Page 21 of 21 Parent-Child Home Program EXHIBIT "C" ATTACHMENTS The following documents are attached: • Home Visit Report form • Home Visit Attendance Sheet • Home Visit Observation Checklist • Evaluation of Child Behavior Traits • Evaluation of Parent and Child Together • Home Literacy Activity Survey • Home Safety Checklist City of Miami Beach-Barry University Page 21 of 21 Parent-Child Home Program i • e - o � • § !•i3r� 7! �,1sXi�:.F Tv -.'h'i ��iSa T a�?1�C,yji"Fii fi� � C3aTP4i =- J�i ,�F1; Siyj,.r"I£O..s '-�: _ ra. 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C. O i � pi O N CL x x�a? a o� p o o a� o �� ate,tII L t i N. �-'2R.', �_ OTAA O; O 1. �m a: •� ;. t� �- « w- v L ttS i O N Ag Q! x C O Q. C C =a C QJx 4: QJ tit O O np. t0: (6 f0 fC r'. SC i0 td {li (II Ri fD C CI- rs a a a o �. L �N Z -` /�S .,Y 3�'. ._ :� S -,1�1 r � __V i 's.` raw/ 3 7p �y� - '!� x� 1 M e � ,C�}{ /O� _�✓ a j. t �. i Agency: City of Miami Beach . •n Contract Number: 1428-1090 The childred'sTrusr ........................... .... Client ID: Client Name: Date: Admin Point 2 3 4, Home Literacy Activities* Por favor, digame cuantas veces en la ultima semana usted o alguien en su hogar ha hecho alguna de las siguientes: ZCuantas veces en la ultima semana usted o ENTER NUMBER OF alguien en su casa ... TIMES PER WEEK 1. Le ha leido a 2 Le ha contado a un 2. cuento? Le ha ensenado a palabras, 3. letras, o numeros? *To be collected at first visit (First month of contract year 2012-2013 for Carryover participants) and EVERY SIX (6) MONTHS thereafter. • Injury F rl' Coal on f0ti VdS W Miami 'sT HOME SAFETY CHECKLIST Participant Name: ID: Date: Staff Name: �8- v- _ t'`n-xa K.r�" -;xs, a K °����'Z�y,s_ m-:'?� •� �'`"- •' :���f` 2 � i,u ,}ie• `�"�s.:�"` .,j a e. ,��,,�,.:� 1 ."~,t'r aa-�' -S.,.F>'''°. , -..s,..c-; r,.,:.�"..:: "z.`.,d c.�r,4--_:.-.2w` y-..e,{3. +'.?spa -.fin�,. .p„ .�-•a,�,i.. _° >,�,b'rp $„.. .._��a�`,,,'r' -:x' t■ :. }x� :��*17���.; V'IZ a .:.c� .•e°aR;Y'. �iN�3E.:,,. ' C'a„ " 3F�1 :.Y'^C.l Zv '�. ��VI 5���: . t.' ,..y�^{�i ".. La..�a Do you ever travel with a'child in,a car without a,car seat or:a Yes -,No booster i Too many I am,going`. My_child r I don't If 4he`answer i5 Yes,why2 (I) people in the only a host, :.compla'ins have one car, distance -about it 2 Do older children and adults sometimes ride without using a Always Frequently Sometimes Never booster or seat belt in a car? (include back and front seats) (1) , ,.... 27-1101 ...a.:, x, 'ti 3 F c -f .'',t a„.,nv-a,:a".•?°v.+�. '3?F, 3 erk"go-.x��a e. pR ,a . , w�I y =.:sr x. '.sr.3• •?s; =' "f3.: ,:r �x. y ,:.'+` _ ..-+i;' .iF,: :x. •"�'° .a " . 3 Doesyourbabysleep, ma crib2 gip) Yes No 4 Does your baby ever sleep on a waterbed,adult bed, Yes No beanbag chair or sofa? (1) Is the sleeping area kept simple=withoufi soft blankets, $ =Yes No :;bumpers,:;polows,and.stuffed4t6ys? (Q.) 6 Is your baby put to bed on his/her back to sleep? (1) Always Frequently Sometimes Never 7 Areahere curtains or cords dangling or,looped near the crib, Yes No playpen,or other areas of.�e house? (0) Which of the following objects might young children try to put in Pins Balloons Baggies 8 their mouths that could cause them to choke I () Coins All of the above None of the above <Do you ever get down on the floor.-of your house and.look for 9„ potential:choking hoards (such,as pins,balloons,'baggies, Always Frequently Sometimes :Never coins)2 (1) 0 Do you check your child's toys for small parts that can fit in their Always Frequently Sometimes Never mouth? (1) a r` y a4:.: yr y. \ rz s r:�s C_ s $in 3T-, ` ZT� � Ki.Y ?, ay, �y /fi .7Yaiiil.ii► e7J� �., N �"i. ac� t. k\41. - 'cam.•, .' .'..2 ^� 'd. 'T tii. .7� <..Y. ,,. .- \:,'. -• ,a,�'C:x`','�.�•• a3^�L.„''.„ �,.,' \ roa;, , ±n`a%:'_ "'o'� 'w• 'al� � .: -a x�:,ha. s:�^'!: K,..�`r,.>w ;, ,� sBecause-drowning can hcippen-fi seconds;young children should not,ever be alone in-the`water:butsome parents have ,peen tempted:to "leave fora second''to answer a phone,a doorbell or:get something theyforgot;What do you:do to i avoid leaving even or,a.second2 (IJ Home Visitor's rafting ,o f parent's resp onse (Appropriate :Somehow response !_don't ever ggy!.e my child�n the tub alone no mafiter vpryappropriate° Not appropriate', wha appropriate. 12 If there is a pool or a hot tub on your property,Is access limited Yes No N/A through gates,door alarms,door locks or door knob covers? (1) s If there is a fence or other barrieraround the pool,are where 13 chairs or other items nearby a child can climb fio,get over:the Yes No N/A fence? (0), (0)Indicates the item should ideally be answered based on the home visitors Observation. (1)Indicates the questions should be asked to the parent verbatim on an Interview format. y INJU 9 Free Coo liiiQA yr� fr -xids - Miami The ChldredsThi $x 'c.: .: ',•e.., '.ri_'o <,y -`t.' -a„••< pf. -'<, . :,;a 4'.!.- - �.r '� � ,,•? s �.;_ ,rte � x.137V:.'£ *- _ 14 When was the last time you checked if your smoke detector Last Last 6 months A year I can't works? (1) week month ago ago remember When was.the last time you changed the batteries in your Last Last 6 months A year (can't 15 Smoke detector? (I) week month ago ago remember Ask parent to demonstrate which stove burners are commonly 16 used and how pot handles are placed.Are pot handles turned Yes No toward the back of the stove? (0) Have.yo.v checked the temperature:of the.hot water where`you.; Yes. No -live? (!) What is the recommended temperature setting for water heaters to`av"d water.burns? (1) Somehow HV's rating of.response(Appropriate response 20 Fahrenheit) very appropriate Not appropriate Appropriate Do you test the water prior to bathing the child? (1) Yes No 18 If yes, How do you check it? (1) „........;._..::......._,.........,,- Somehow HV's rating of response (Appropriate response:pse_wrist%hand) Very appropriate Not appropriate Appropriate 19 Does anyone in the house ever fall asleep smoking? (I): Yes No cSa YV. i .�. .3`y;"w• t. . SON,5 x b.<" c7., ' '�a. =� arw.1^ h'`�M-•�to e: ri. - -2 !AX Is there a safe place (such as a crib,playpen,high chair,or 20 stationary activity center) to place the baby when he/she is not Yes No being held? (0) 21 Are.heavy furniture(entertainment centers,cabinets on which Yes No kids can climb)braced securely?10) 22 Stairways have gates (for infants and toddlers) and handrails (0) Yes No N/A 2 'Dothe high chair and sitting toys have a waist and a crotch Yes No N/A sfirap (0) 24 Do you leave the baby alone on tables or beds,even for a brief Always Frequently Sometimes Never moment? (0) J�q fir. ° 't?;-r -te•. v.'S is ia "; y?.' t a. '1c1�� R.� iQ�\i� 1.� ii.,hi ii.�F'�i'R� ',• Are all medicines cleaning supplies,make-up,adult beverages 25 (alcohol and energy drinks),,art supplies stored up high and out Yes No of reach of children or in`a-locked:cabinet)? (0) 26 Are emergency numbers (i.e. Poison Control 1800-222-1222) Yes No posted on/by your phone? (0) .-•; :•. �: ''-".,\ .^.-. � .�'. ..",.,;.�,.,y,s r.33 ,`. i;"a a`i t�kS,St '' k & Wi n.:'. �'R.,t aig�}y�_�a yyy` 4 �ysaZ ti \cal c3' [ Mil Al,I ��i : 4 j., 3;?',-`T' :s:. `'$ �G. f-•. •, ,X,�iiw- ca"ex�F.�# 'I,- a{:..j;.\s....3�,.r,+p ,: .a •T +;' k i Age-appropriate gun safety statistics and prevention.education r2 27 were provided (including access,storage,,lacks,separate Yes No, ammunition, :etc.) -a,. _..�'F ` ":fiq -�r:,i""�• ' Sx+:" �.-.,' ia�,.•+s'-=�i��,�,;^� 3'\`� ti- y,-n"`v �vr-,o_y, y y� `�;, ,�..a. yam .. + .S' ,�}. - ^../y.� "' p^ .•,� to. x�3 `3, ' �r : ,;s ,nf}� }► '( ,3, .4'-31i = F 1.•�n � 4.�e '•�-r g v � #�� '��� -�i3}`l �t�hi ':� .1-'tc :,i�' �,,-••, � ��i7irN ���V7 'S� �_ •, �'.a �'s Do you check`#or/ask about safety hazards in homes of friends Always Frequently . Sometimes Never, :' or relatives where.your.child may plays;(I) (0)Indicates the item should ideally be answered based on the home visitors Observation. (1)Indicates the questions should be asked to the parent verbatim on an Interview format.