PSA with Choices et al, Inc. ao�y a97/o
PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF MIAMI BEACH
AND
CHOICES ET AL, INC.
FOR
CHILD AND FAMILY SERVICES, PURSUANT TO
THE CITY'S SERVICE PARTNERSHIP INITIATIVE
This Professional Services Agreement "Agreement") entered into this 1st day of August,
2014 (effective date: a/ day of aCkkier , 2014), between the CITY OF MIAMI
BEACH, FLORIDA, a municipal corporation organized and existing under the laws of the
State of Florida, having its principal offices at 1700 Convention Center Drive, Miami Beach,
Florida, 33139 (City), and CHOICES ET AL, INC, a Florida corporation, whose address is
P.O. Box 645409 Miami, Florida 33269 (Consultant).
SECTION 1
DEFINITIONS
Agreement: This Agreement between the City and Consultant, including any
exhibits and amendments thereto.
City Manager: The chief administrative officer of the City.
Consultant: For the purposes of this Agreement, Consultant 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 Consultant performed or
undertaken pursuant to the Agreement.
Fee: Amount paid to the Consultant as compensation for 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 SERVICES (SERVICES)
2.1 In consideration of the Fee to be paid to Consultant by the City and in accordance
with The Children's Trust Miami Beach Service Partnership Grant, dated August 1, 2014,
Consultant shall provide the work and services described in Exhibit "A" hereto (the Services).
• Family Group Conferencing services for up to ninety (90) children and their families;
and
• Restorative Justice services for up to ninety (90) children.
The scope of work to be performed by Consultant is further detailed in Exhibit "A," entitled
"Scope of Services." The Consultant shall report to the City of Miami Beach, Office of
Housing & Community Services, Department Director.
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2.2 Consultant's Services, and any deliverables incident thereto, shall be completed in
accordance with the timeline and/or schedule in Exhibit 'A," entitled "Scope of Services."
hereto.
SECTION 3
TERM
The term of this Agreement (Term) shall commence upon execution of this Agreement by all
parties hereto, and shall terminate on July 31, 2015. All Services to be rendered shall be
completed no later than July 31, 2015.
Notwithstanding the Term provided herein, Consultant shall adhere to any specific timelines,
schedules, dates, and/or performance milestones for completion and delivery of the
Services, as same is/are set forth in the timeline and/or schedule referenced in Exhibit "A"
hereto.
SECTION 4
FEE
4.1 In consideration of the Services to be provided, Consultant shall be compensated on
a fixed fee basis, the amount of which shall not exceed the maximum allowable sum of
Twenty-Nine Thousand Seven Hundred Twenty-Two Dollars and Fifty Cents ($29,722.50).
4.2 Consultant 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 ninety (90) children and
their families at One Hundred Eighty Dollars and Twenty-Five Cents ($180.25) per
each Family Group Conference for a maximum not to exceed Sixteen Thousand Two
Hundred Twenty-Two Dollars and Fifty Cents ($16,222.50).
b) Provision of Restorative Justice Services for up to Ninety (90) children at Thirty
Dollars ($30) per hour for a maximum of five (5) hours per child and a maximum
amount not to exceed Thirteen Thousand Five Hundred Dollars ($13,500).
Notwithstanding the preceding, Consultant's total compensation during the term of this
Agreement shall not exceed the maximum allowable sum of Twenty-Nine Thousand Seven
Hundred Twenty-Two Dollars and Fifty Cents ($29,722.50).
Consultant'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".
4.3 All payments shall be made after delivery of services and in response to monthly
invoices. 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.
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4.4 INVOICING
Upon receipt of an acceptable and approved invoice, payment(s) shall be made within thirty
(30) days for that portion (or those portions) of the Services satisfactorily rendered (and
referenced in the particular invoice).
Consultant 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 names of the clients served and dates of service provision) and cost(s) for
same.
Invoices shall include a detailed description of the Services (or portions thereof) provided,
and shall be submitted to the City at the following address:
Maria Ruiz, Department Director
Office of Housing and Community Services
1700 Convention Center Drive
Miami Beach, Florida, 33139
SECTION 5
TERMINATION
5.1 TERMINATION FOR CAUSE
If the Consultant shall fail to fulfill in a timely manner, or otherwise violates, any of the
covenants, agreements, or stipulations material to this Agreement, the City, through
its City Manager, shall thereupon have the right to terminate this Agreement for
cause. Prior to exercising its option to terminate for cause, the City shall notify the
Consultant of its violation of the particular term(s) of this Agreement, and shall grant
Consultant 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
Consultant. 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 Consultant shall not be relieved of liability to the City
for damages sustained by the City by any breach of the Agreement by the
Consultant. The City, at its sole option and discretion, shall 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 Consultant. The City shall be entitled to
recover all costs of such actions, including reasonable attorneys' fees.
5.2 TERMINATION FOR CONVENIENCE OF THE CITY
THE CITY MAY ALSO, THROUGH ITS CITY MANAGER, AND FOR ITS
CONVENIENCE AND WITHOUT CAUSE, TERMINATE THE AGREEMENT AT ANY
TIME DURING THE TERM BY GIVING WRITTEN NOTICE TO CONSULTANT OF
SUCH TERMINATION; WHICH SHALL BECOME EFFECTIVE WITHIN THIRTY(30)
DAYS FOLLOWING RECEIPT BY THE CONSULTANT OF SUCH NOTICE. IF THE
AGREEMENT IS TERMINATED FOR CONVENIENCE BY THE CITY,
CONSULTANT SHALL BE PAID FOR ANY SERVICES SATISFACTORILY
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PERFORMED UP TO THE DATE OF TERMINATION; FOLLOWING WHICH THE
CITY SHALL BE DISCHARGED FROM ANY AND ALL LIABILITIES, DUTIES, AND
TERMS ARISING OUT OF, OR BY VIRTUE OF, THIS AGREEMENT.
5.3 TERMINATION FOR INSOLVENCY
The City also reserves the right to terminate the Agreement in the event the
Consultant 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 5.2.
SECTION 6
INDEMNIFICATION AND INSURANCE REQUIREMENTS
6.1 INDEMNIFICATION
Consultant agrees to indemnify and hold harmless the City of Miami Beach and its officers,
employees, agents, and contractors, from and against any and all actions (whether at law or
in equity), claims, liabilities, losses, and expenses, including, but not limited to, attorneys'
fees and costs, for personal, economic or bodily injury, wrongful death, loss of or damage to
property, which may arise or be alleged to have arisen from the negligent acts, errors,
omissions or other wrongful conduct of the Consultant, its officers, employees, agents,
contractors, or any other person or entity acting under Consultant's control or supervision, in
connection with, related to, or as a result of the Consultant's performance of the Services
pursuant to this Agreement. To that extent, the Consultant 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 parties agree that one percent (1%) of the total compensation to Consultant for
performance of the Services under this Agreement is the specific consideration from the City
to the Consultant for the Consultant's indemnity agreement. The provisions of this Section
6.1 and of this indemnification shall survive termination or expiration of this Agreement.
6.2 INSURANCE REQUIREMENTS
The Consultant 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. The Consultant shall maintain and
carry in full force during the term of this Agreement the following insurance:
1. Comprehensive General Liability insurance, to include sexual molestation, in the
amount of $1,000,000. The City of Miami Beach must be designated and shown as
an additional insured and the certificate holder with respects to this coverage. The
general liability policy must contain coverage for the following:
a. Bodily Injury;
b. Property Damage;
c. No exclusions for Abuse, Molestation or Corporal Punishment;
d. No endorsement for premises only operations.
2. Professional Liability insurance, with coverage amounts not less than $250,000 per
claim and in the aggregate. Defense costs may be inside the limits of liability and the
policy can be written on claims made form. The City of Miami Beach is not required to
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be named as an Additional Insured. Professional liability insurance is generally
required when the scope of services uses professional services that require
certification or license(s) to provide direct services to program participants.
3. Workers Compensation & Employers Liability, as required pursuant to Florida
Statutes. Worker's Compensation Insurance must cover all employees, non-
incorporated independent contractors or consultants, and incorporated independent
contractors or consultants that do not have worker's compensation coverage or a
valid State of Florida exemption on file with the Department of Labor, as required by
Florida Statutes, Chapter 440. In the event that the Consultant is no longer exempt
from obtaining Worker's Compensation insurance, the Provider must notify the City of
Miami Beach and provide the necessary certificate of insurance upon the termination
of the exemption.
The insurance must be furnished by insurance companies authorized to do business in the
State of Florida. All insurance policies must be issued by companies 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.
All of Consultant's certificates 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.
Original certificates of insurance must be submitted to the City's Risk Manager for approval
(prior to any work and/or services commencing) and will be kept on file in the Office of the
Risk Manager. The City shall have the right to obtain from the Consultant specimen copies
of the insurance policies in the event that submitted certificates of insurance are inadequate
to ascertain compliance with required coverage.
The Consultant is also solely responsible for obtaining and submitting all insurance
certificates for any sub-consultants.
Compliance with the foregoing requirements shall not relieve the Consultant of the liabilities
and obligations under this Section or under any other portion of this Agreement.
The Consultant 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 approved by the City's Risk Manager.
SECTION 7
LITIGATION JURISDICTION/VENUE/JURY TRIAL WAIVER
This Agreement shall be construed in accordance with the laws of the State of Florida. This
Agreement shall be enforceable in Miami-Dade County, Florida, and if legal action is
necessary by either party with respect to the enforcement of any or all of the terms or
conditions herein, exclusive venue for the enforcement of same shall lie in Miami-Dade
County, Florida. By entering into this Agreement, Consultant and the City expressly waive
any rights either party may have to a trial by jury of any civil litigation related to or arising out
of this Agreement.
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SECTION 8
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
$10,000. Consultant 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$10,000.
Accordingly, and notwithstanding any other term or condition of this Agreement, Consultant
hereby agrees that the City shall not be liable to the Consultant for damages in an amount
in excess of $10,000 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 section 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.
SECTION 9
[INTENTIONALLY DELETED]
SECTION 10
GENERAL PROVISIONS
10.1 AUDIT AND INSPECTIONS
Upon reasonable verbal or written notice to Consultant, and at any time during normal
business hours (i.e. 9AM — 5PM, Monday through Fridays, excluding nationally recognized
holidays), and as often as the City Manger may, in his/her reasonable discretion and
judgment, deem necessary, there shall be made available to the City Manager, and/or such
representatives as the City Manager may deem to act on the City's behalf, to audit,
examine, and/ or inspect, any and all other documents and/or records relating to all matters
covered by this Agreement. Consultant shall maintain any and all such records at its place
of business at the address set forth in the "Notices" section of this Agreement.
10.2 [INTENTIONALLY DELETETD]
10.3 ASSIGNMENT, TRANSFER OR SUBCONSULTING
Consultant shall not subcontract, assign, or transfer all or any portion of any work and/or
service under this Agreement without the prior written consent of the City Manager, which
consent, if given at all, shall be in the Manager's sole judgment and discretion. Neither this
Agreement, nor any term 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.
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10.4 PUBLIC ENTITY CRIMES
Prior to commencement of the Services, the Consultant shall file a State of Florida Form
PUR 7068, Sworn Statement under Section 287.133(3)(a) Florida Statute on Public Entity
Crimes with the City's Procurement Division.
10.5 EQUAL EMPLOYMENT OPPORTUNITY
In connection with the performance of the Services, the Consultant shall not discriminate
against any employee or applicant for employment because of race, color, national origin,
religion, ancestry, sex, place of birth, physical handicap, gender identity, sexual orientation,
disability, marital and familial status, or age.
10.6 CONFLICT OF INTEREST
The Consultant herein agrees to adhere to and be governed by all applicable Miami-Dade
County Conflict of Interest Ordinances and Ethics provisions, as set forth in the Miami-Dade
County Code, and as may be amended from time to time; and by the City of Miami Beach
Charter and Code (as some may be amended from time to time); both of which are
incorporated by reference herein as if fully set forth herein.
The Consultant covenants that it presently has no interest and shall not acquire any
interest, direct or indirectly, which could conflict in any manner or degree with the
performance of the Services. The Consultant 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.
SECTION 11
NOTICES
All notices and communications in writing required or permitted hereunder, shall be
delivered personally to the representatives of the Consultant and the City listed below or
may be mailed by U.S. Certified Mail, return receipt requested, postage prepaid, or by a
nationally recognized overnight delivery service.
Until changed by notice in writing, all such notices and communications shall be addressed
as follows:
TO CONSULTANT:
Choices, et al, Inc.
Attn: Cheryl Polite-Eaford, President
P.O. Box 645409
Miami, Florida 33269
(305) 332-2074
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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
Notice may also be provided to any other address designated by the party to receive notice if
such alternate address is provided via U.S. certified mail, return receipt requested, hand
delivered, or by overnight delivery. In the event an alternate notice address is properly provided,
notice shall be sent to such alternate address in addition to any other address which notice
would otherwise be sent, unless other delivery instruction as specifically provided for by the
party entitled to notice.
Notice shall be deemed given on the day on which personally served, or the day of receipt by
either U.S. certified mail or overnight delivery.
SECTION 12
MISCELLANEOUS PROVISIONS
12.1 CHANGES AND ADDITIONS
This Agreement cannot be modified or amended without the express written consent of the
parties. No modification, amendment, or alteration of the terms or conditions contained herein
shall be effective unless contained in a written document executed with the same formality
and of equal dignity herewith.
12.2 SEVERABILITY
If any term or provision of this Agreement is held invalid or unenforceable, the remainder of
this Agreement shall not be affected and every other term and provision of this Agreement
shall be valid and be enforced to the fullest extent permitted by law.
12.3 ENTIRETY OF AGREEMENT
The City and Consultant agree that this is the entire Agreement between the parties. This
Agreement supersedes all prior negotiations, correspondence, conversations, agreements or
understandings applicable to the matters contained herein, and there are no commitments,
agreements or understandings concerning the subject matter of this Agreement that are not
contained in this document. Title and paragraph headings are for convenient reference and
are not intended to confer any rights or obligations upon the parties to this Agreement.
12.4 CONSULTANT'S COMPLIANCE WITH FLORIDA PUBLIC RECORDS LAW
Pursuant to Section 119.0701 of the Florida Statutes, if the Consultant meets the definition of
"Contractor" as defined in Section 119.0701(1)(a), the Consultant shall:
a) Keep and maintain public records that ordinarily and necessarily would be required by
the public agency in order to perform the service;
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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 City, at no City
cost, all public records created, received, maintained and/or directly related to the
performance of this Agreement that are in possession of the Consultant upon
termination of this Agreement. Upon termination of this Agreement, the Consultant
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 City in a format that is compatible with the information technology
systems of the City.
For purposes of this Article, the term "public records" shall mean all documents, papers,
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 City.
Consultant'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 Consultant does not comply with the public records disclosure requirement
set forth in Section 119.0701 of the Florida Statutes, the City may, at the City's sole
discretion, avail itself of the remedies set forth under this Agreement and available at law.
12.5 BACKGROUND SCREENING
In accordance with Sections 943.0542, 984.01, 39.001, and 1012.465, Florida Statues, and
Chapters 430, 435, 402, Florida Statutes, as applicable, employees, volunteers and
subcontracted personnel who work in direct contact with children or who come into direct
contact with children must complete a satisfactory Level 2 background screening prior to
commencing work pursuant to this Contract.
For purposes of this section, the term "direct service provider" means a person 18 years of
age or older, including a volunteer, who provides services to children, youth and their
families. The term does not include volunteers who assist on an intermittent basis for less
than 20 hours per month.
Level 2 Background screenings must be completed through the Florida Department of Law
Enforcement (FDLE) VECHS (Volunteer & Employee Criminal History System) Program.
Satisfactory background screening documentation will be accepted for those agencies that
already conduct business with either the Department of Children and Families (DCF) or the
Department of Juvenile Justice (DJJ) or the Miami Dade County Public School System
(MDCPS). A clearance letter from MDCPS Office of Employment Standards indicating the
person has successfully completed a Level 2 screening will be accepted.
If background screenings are completed with VECHS, then Provider shall complete
Attachment E: "Affidavit for Level 2 Background Screenings" each for contract term. The
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Affidavit will cover employees, volunteers, and subcontractors performing services under this
contract who are required to complete a Level 2 background screening as defined in this
section. Provider shall keep Attachment E: "Affidavit for Level 2 Background Screenings" in
Provider's personnel, volunteers, and sub-contractors files. Provider shall re-screen each
employee, volunteer and/or subcontractor every five years.
12.6 ACCESS TO RECORDS
Consultant agrees to allow access during normal business hours to all records including,
without limitation, Consultant'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). Consultant 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.
12.7 DATA SECURITY OBLIGATION
Consultant shall maintain an appropriate level of data security for the personally identifiable
information (PII) Consultant is collecting or using in the performance of this Contract. PH is
information that can uniquely identify, contact, or locate a single person or can be used with
other sources to uniquely identify individuals. Consultant shall maintain and adhere to a
written Data Security Policy that addresses requirements regarding the protection of PH
from unauthorized access and protection against data breaches and ensures Consultant is
in compliance with applicable federal and state standards with respect to transmission,
receipt and storage of PH on Consultant's computing network and as paper records. This
policy shall address the topics of computer passwords, screensavers that lock computers,
securing physical facilities, storing data, data use, data confidentiality agreements, and staff
training related to the policy. Additionally, Consultant is responsible for approving and
tracking all Consultant employees who request system or information access and ensuring
that user access has been removed from all terminated employees of Consultant. All
employees and independent contractors performing work or duties related to this Contract
will sign a Data Confidentiality Agreement prior to beginning work related to this Contract.
Consultant must also abide by all requirements to protect client protected personally
identifiable information (PPII).
12.8 RESPONSIBILITY OF THE CONSULTANT
With respect to the performance of the Services, the Consultant 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
Consultant 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.
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12.9 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 Consultant'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. Consultant 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.
Consultant agrees to submit its agency financial audit to the City within 30 days of
completion, at least once during the Contract period.
12.10 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 Consultant or its employees or subcontractors.
[REMAINDER OF THIS PAGE LEFT INTENTIONALLY BLANK]
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IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by
their appropriate officials, as of the date first entered above.
FOR CITY: CITY OF MIAMI BEACH, FLORIDA
ATTEST:
By:
Rafael E. Granado, City Clerk Jim y L. IYorales, City Manager
Date: I �/ L- Dat o Za
FOR CONSULTANT: IN�GRP ORaTED� CHOICES ET AL, INC
ATTEST: : ,;, •,
By:
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Print Vame/Title Print N me/Title
Date:
( Date: tgoo
APPROVED AS TO
FORM & LANGUAGE
& FQR EXECUTION
City Attorney Dote
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EXHIBIT "A"
"SCOPE OF SERVICES"
The Consultant agrees to provide the following services to youth enrolled in the City of Miami
Beach Success University program:
Service Units,
Documentation of
of
Intake (Initial 0 Completion and execution of the following documents:
i Assessment) • 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-Dade County Public Schools Consent Form for Mutual
1 Exchange of Information
• Miami Beach Service Partnership Attendance Form
• Miami Beach Service Partnership Intake (Initial Assessment)
iForm
Review and inclusion of the following documents:
ISIS Parent Information
i I - ISIS Student Information
ISIS Current School Year Attendance Records
• ISIS Prior School Year Attendance Records
• ISIS Current School Year Grade Report
• ISIS Prior School Year Grade Report
• ISIS Current School Year Disciplinary Referral Report
!. • ISIS Prior School Year Disciplinary Report
i Issuance of appointment for the following:
• Care Coordination Assessment & Plan Development
1
Notification email, to be sent from Consultant to City staff
within 72 hours of service delivery.
Care 0 Completion and execution of the following documents:
Coordination
Assessment & • Success University Assessment Form via Community OS;
I Plan I Referral Form(s) with documentation of service provided via
Development i Community OS software and referral authorizations containing
I original signatures;
• Acknowledgement of Service Availability,
• Attendance form signed by all attendees.
Issuance of appointment for the following:
• Family Group Conferencing session (inclusive of
I documentation of attendees and transportation needs)
I
Notification email, to be sent from Consultant to City staff
i
within 72 hours of service delivery.
j Family Group 90 Completion and execution of the following documents:
Conference
• Family Group Conferencing Attendance Form
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j • Family Group Conferencing Action Plan
• Family Group Conferencing Confidentiality Agreement
Review and inclusion of the following documents:
• Strengths & Concerns Form
- Eco-Map
Notification email, to be sent from Consultant to City staff
within 72 hours of service delivery.
Care 0 Completion and execution of the following documents:
Coordination
Plan Review Care Coordination Plan, including client(s) and staff
signatures with documentation of service provided via
Community OS software
i I • Care Coordination Plan Case Notes via Community OS
software
i
• Parental Stress Scale (PSS):pre-test
' I
I • Strengths and Difficulties Questionnaire (SDQ):pre-test
• For exactly two clients and their families: Adult Adolescent
Parenting Inventory(AAPI): Constructs 8 through E.pre-test
• Referral Form(s) with documentation of service provided via
Community OS software, if applicable
!
Notification email, to be sent from Consultant to City staff
within 72 hours of service delivery__
...........-.----- -._.._..._....- ------..—...._....__._.._.....--..__._._..
Care 0 Completion and execution of the following documents:
Coordination
Plan Check-In Updated Care Coordination Plan including staff signatures
and client signatures, if applicable, with documentation of
! service provided via Community OS software
• Care Coordination Check-In Form via Community OS
software
i Referral Form(s) with documentation of service provided via
Community OS software, if applicable
I
Notification email, to be sent from Consultant to City staff
within 72 hours of service delivery.
j Flexible Care 0 Completion and execution of the following documents:
j Coordination
Plan Check-In ! i • Updated Care Coordination Plan including staff signatures
and client signatures, if applicable, with documentation of
service provided via Community OS software
- Care Coordination Check-In Form via Community OS
' ; ( software
• Referral Form(s) with documentation of service provided via
j Community OS software, if applicable.
Notification email, to be sent from Consultant to City staff
! within 72 hours of service delivery.
Care ' 0 I Completion and execution of the following documents:
Coordination
Close-Out ! Updated Care Coordination Plan including client and staff
signatures with documentation of service provided via
Community OS software
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• Care Coordination Plan Close-Out Form via Community OS
software
I j • Referral Form(s) with documentation of service provided via
Community OS software, if applicable
i • Program Evaluation Form completed by all clients
I • Parental Stress Scale (PSS):post-test
j • Strengths and Difficulties Questionnaire (SDQ):post-test
• For the two clients and their families completing the pre-test
1 version of the same: Adult Adolescent Parenting Inventory
(AAPI): Constructs 8 through E.post-test
Notification email, to be sent from Consultant to City staff
within 72 hours of service delivery.
Restorative 90 • Success University Attendance Form
Justice services. . Restorative Justice informed written apology letter to
I parties who were harmed
I ( • Restorative Justice informed recommendations for child
behavioral and academic success
I
Notification email, to be sent from Contractor to City staff within
I ; 72 hours of service delivery.
Related Definitions:
Intake (Initial Assessment) — 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.
Care Coordination Assessment& Plan Development—The Care Coordination Assessment
& Plan Development ("Assessment") documents the natural supports and needs of the client
and his/her family. The assessment forms must be completed accurately and completely and
submitted to the City, where the client is assigned a number in The Children's Trust's data
management system, SAMIS. The duration of the Assessment must be a minimum of 90
minutes.
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
• Full, thorough, detailed explanation of the program, its timeline, what the client
and his/her family can expect, and Care Coordination.
• All client and family questions are answered completely
• All client and family needs have been identified and subsequently addressed via
Referral
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• The factors adversely impacting the primary concern (school attendance, risk of
child maltreatment, or prevention of youth violence) have been identified and
subsequently addressed via Referral
• All Care Coordination goals, steps, and timelines are identified
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 the client Assessment Form. Consultant must make a
good faith effort to invite as many participants to the FGC as possible.
Referrals — Referrals include 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
and for client-initiated requests — especially those that influence the primary concern (school
attendance, risk of child maltreatment, or prevention of youth violence). 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 specifically address the need identified?
• Can the client access the services being sought via the referral, and did the
Consultant give detailed instruction on how to do so?
• 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.
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, safe communities, supportive families,
and personal success as defined by the client and his/her family and friends. The duration of
the Family Group Conference must be a minimum of two hours.
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 Coordination Plan Review — The Care Coordination Plan outlines the specific
strategies and steps to be taken by the child and his/her family members to address school
attendance, the risk of child maltreatment, the prevention of youth violence, and personal and
family stability. The plan identifies the issues to be addressed and the respective community-
based agencies, natural supports, or general resources that will be harnessed in response.
The Consultant will review and discuss with the clients each item listed on the Care Plan
16
J
individually, and both parties will agree to its terms collectively. Shared decision-making is
the crux of this document; as such, the Consultant and client may jointly request changes to
the Care Plan, which subsequently must be approved by the City.
The Care Coordination Plan Review is conducted in person with, at a minimum, the primary
client and one parent or legal guardian present. The contact will document following minimum
criteria:
• Detailed review of the entire Care Coordination Plan
• Progress on the Assessment Referrals is reviewed and documented
• All client questions answered in detail
• Detailed direction on how to access each item included on the Care Plan is
provided (e.g., call for an appointment, address, public transit info, etc.)
• The identification of any additional needs or issues were discussed and, when
appropriate, referrals were subsequently issued
• Outcome measurement tools -are explained in detail to the client prior to their
completion of the documents
• Outcome measurement tools are completed clearly, accurately, and in their
entirety
A Care Coordination Plan Review is to take place within the following timeframe:
• Within fourteen (14) days of the Assessment
The duration of the Care Plan Review must be a minimum of 60 minutes.
Parental Stress Scale (PSS): The PSS questionnaire is used to determine how much stress
parents are experiencing. It is recommended that Care Coordinators administer the
questionnaire pre-test during the Care Coordination Assessment meeting, if possible. Care
Coordinators are required to have parents complete the questionnaire pre-test by the Care
Plan Review meeting. Care Coordinators are required to have parents complete the
questionnaire post-test in the Care Plan Close-Out meeting.
Strengths and Difficulties Questionnaire (SDQ): The SDQ questionnaire is a brief
behavioral screening completed by the child's parent or guardian that asks about 25
attributes, some positive and others negative. It is recommended that Care Coordinators
administer the questionnaire pre-test during the Care Coordination Assessment meeting, if
possible. Care Coordinators are required to have parents complete the questionnaire pre-test
by the Care Plan Review meeting. Care Coordinators are required to have parents complete
the questionnaire post-test in the Care Plan Close-Out meeting.
Adult Adolescent Parenting Inventory (AAPI): Constructs B through E: The AAPI
questionnaire is a parenting skills screening completed by the child's parent or guardian. It is
recommended that Care Coordinators administer the questionnaire pre-test during the Care
Coordination Assessment meeting, if possible. Care Coordinators are required to have
parents complete the questionnaire pre-test by the Care Plan Review meeting. Care
Coordinators are required to have parents complete the questionnaire post-test in the Care
Plan Close-Out meeting.
Care Coordination Plan Check-In — A Care Coordination Plan Check-In provides an
opportunity to monitor the client's progress towards the goals identified via the Care
Coordination Plan as well as to identify any new concerns or issues that require action
through referral. In addition, a status update on child attendance, risk of child maltreatment,
and/or prevention of youth violence, must be included, as appropriate.
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A Care Coordination Plan Check-In is, at minimum, 45 minutes in length and is conducted in
person or by phone. The contact will document following minimum criteria:
• Progress on child attendance, risk of child maltreatment, and/or prevention of
youth violence is reviewed and documented
• Progress on the Care Coordination Plan is reviewed and documented
• The identification of any additional needs or issues affecting school attendance,
risk of maltreatment, or prevention of youth violence are discussed and, when
appropriate, referrals are subsequently issued
The Care Coordination Plan Check-In is to take place within the following timeframe:
• Seven (7)to twenty-one (21)days of Care Coordination Plan Review
Flexible Care Coordination Plan Check-in—The Flexible Care Coordination Plan Check-In
.is identical to the Care Coordination Plan Check-.In in scope and documentation.
Care Coordination Plan Close-Out—The Care Coordination 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 Coordination Plan Close-Out is conducted in person with both the child/youth client
and the client's parent/guardian and is, at minimum, 60 minutes in length. The contact will
document following minimum criteria:
• Progress on child attendance, risk of child maltreatment, and/or prevention of
youth violence is reviewed and documented
• Completion of the Care Coordination Plan is reviewed and documented
• Completion of the Service Evaluation Form by every client
• Completion of Attendance Form, signed by all attendees.
• Outcome measurement tools are explained in detail to the client prior to their
completion of the documents
• Outcome measurement tools are completed clearly, accurately, and in their
entirety
Mental Health Assessment — The Mental Health Assessment is completed by the
Consultant's staff in accordance with their policies and procedures. The Mental Health
Assessment remains private, unless the Consultant deems specific information to be relevant
and/or important for the City's provision of other services or if information compiled in the
Mental Health Assessment is deemed to be relevant to the safety of the client or others. The
Mental Health Assessment is documented by the full and accurate completion of the
Attendance Form including signature of the client(s) receiving the service and clinician
providing the service.
Counseling Session — The Counseling Session is completed by the Consultant's staff in
accordance with their policies and procedures. The Counseling Session and its contents
remain private, unless the Consultant deems specific information to be relevant and/or
important for the City's provision of other services or if information compiled in the
Counseling Session is deemed to be relevant to the safety of the client or others. The
Counseling Session is documented by the full and accurate completion of the Attendance
Form including signature of the client receiving the service and the clinician providing the
service and is, at minimum, 60 minutes in length.
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Academic Support Session–Academic Support sessions take place in the student's home.
One (1) adult family member, preferably the parent or legal guardian, must participate when
services are provided to children aged eleven (11) years or less. Sessions are a minimum
ninety (90) minutes in length and are scheduled to the family's convenience. Students are
taught effective study skills and learning strategies. Students who receive a referral from
school personnel or who are not passing one of their classes are eligible for tutoring. Other
individuals will be reviewed on a case-by-case basis. Consultant staff must provide feedback
on student progress at the completion of each session.
Should the Consultant encounter challenges in meeting the below stated service
deliverables within the required timeframes, the Consultant may request an extension.
The approval and duration of all extensions are at the sole discretion of the City
Service Deliverables
Services must be delivered as follows:
Un:it of Service, Service
Service Timeframe
Location
Intake & Consent 1 for each of up to 0 School or ' Upon consent of client
i children/families Client Home
Care Coordination 1 for each of up to 0 Client Home j All eligible Assessments will be
Assessment & children/families completed within thirty(30) days
Plan Development ! of receipt of referral
Care Coordination 1 for each of up to 0 Client Home All eligible Care Coordination
Plan Review children/families Plan Reviews will be completed
within fourteen (14)days of
completed Assessment
Care Coordination 1 for each of up to 0 Client Home All Care Coordination Plan
Plan Check-In children/families Check-Ins will be completed
within fourteen (14)to twenty-
, eight(28) days from Care
Coordination Plan Review
completion
Flexible Care Up to 0 total Client Home i Flexible Care Coordination Plan
Coordination Plan Check-Ins will be completed as
Check-In trig gered by need.
(—Care Coordination 1 for each of up to 0 Client Home All Care Coordination Plan Close-
Plan Close-Out children/families Outs will be completed within one
i hundred eighty(180) days of
Assessment.
Family Group 1 for each of up to Biscayne All eligible Family Group
Conference 90 children/families Elementary Conferences will be completed
1
School, within thirty(30)days of receipt of
I Miami Beach i referral
City Hall, or
i North Shore
Park & Youth
_ Center
Restorative 1 for each of up to Miami Beach All eligible Restorative Justice
Justice Services 90 children or family Police Services will be completed within
members Department the length of the child's outdoor
or Miami ! suspension term one to ten
19
Beach City days).
Hall
Service Benchmarks
Service: Benchmark(s)
Intake (Initial Assessment) • Completed documents as outlined above
•Appointment for Assessment
Care Coordination Assessment • Completed Assessment documents as outlined above
& Plan Development • Targeted assessment of primary child concern (truancy,
risk of child maltreatment, or youth violence)
• Referrals Responding to all Service Needs
•Appointment for Family Group Conference
Family Group Conference - Family Group Conference documents as outlined above
• Reflection of primary child concern in Action Plan
(truancy, risk of child maltreatment, or youth violence)
• 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 Coordination Plan • Care Coordination Plan Review documents as outlined
Review above
• Reflection of primary child concern as driving factor in
Care Plan (truancy, risk of child maltreatment, or youth
violence)
• Deep understanding of the Care Plan by child and
parent/guardian
-Shared decision-making in Care Plan edit suggestions
Care Coordination Plan Check- • Deep understanding of the Care Plan by child and
In parent/guardian
-Shared decision-making in Care Plan edit suggestions
Flexible Care Coordination • Deep understanding of the Care Plan by child and
Plan Check-In parent/guardian
-Shared decision-making in Care Plan edit suggestions
Care Coordination Plan Close- • Care Plan showing at least 76% completion
Out - Pro ram Evaluation Form completed by each client
Restorative Justice Services •Apology letter from child to parties who were wronged
• Assessment & recommendations from Restorative Justice
Facilitator
• Child progression towards accountability for actions
which resulted in the issuance of outdoor suspension
Service Documentation
Services will be deemed as provided when the following documentation is provided within the
noted timeframes:
Service
Documentation Submission - . •
Care Coordination • Assessment Form; Three (3) business days
Assessment & -Acknowledgement of Service Availability from provision of service
20
Plan Development Form;
• Miami Beach Service Partnership
Referral Form(s)
• Notification Email, including FGC
information
Referrals Miami Beach Service Partnership i Three (3) business days
Referral Form(s) signed by staff and from the identification of
receiving client(s). client need
Care Coordination • Care Coordination Plan Form signed by Three (3) business days
Plan Review staff and client(s) from provision of service
• Updated Care Coordination Plan, with
changes as required
• Related case notes, provided via
Community OS '
• Notification Email
• Additional Referrals, as required.
Care Coordination • Care Coordination Plan Form signed by i Three (3) business days
Plan Check-In staff and client(s) I from provision of service
• Updated Care Coordination Plan, with
changes as required
• Related case notes, provided via
Community OS
• Notification Email
• Additional Referrals, as required.
Flexible Care • Care Coordination Plan Form signed by ! Three (3) business days
Coordination Plan staff and client(s) j from provision of service
Check-In • Updated Care Coordination Plan, with
changes as required
• Related case notes, provided via
Community OS
• Notification Email
_ • Additional Referrals, as required
Care Coordination • Care Coordination.Plan. Form signed by Three (3) business days
Plan Close-Out staff and client(s) from provision of service
• Updated Care Coordination Plan, with
changes as required I
1 • Related case notes, provided via
Community OS
• Program Evaluation Form
• Notification Email j
• Additional Referrals, as required
Family Group • FGC Action Plan Form signed by all j Three (3) business days
Conference responsible parties ; from provision of service
• FGC Strength/Concerns Form
• FGC Eco-Map Form
-FGC Confidentiality Agreement signed by
all in attendance
• Attendance Form signed by all in
attendance
• Service Evaluation Form completed by all
in attendance
j • Notification Email '
• Additional Referrals, as required. i
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Restorative Justice - Success University Attendance Form One (1) business day
services -Apology Letter ! from provision of service
-Recommendations for child behavioral
and academic success i
Penalties for Failure to Perform
If the Consultant fails to submit required, accurate documentation in the timeframe allotted
two times, including the absence of notification email, the Consultant will forfeit one (1%)
percent of the combined billed total for the months in which inaccuracies took place.
If the Consultant fails to submit required, accurate documentation in the timeframe allotted
three times within the contract period, the Consultant 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.
"Required, accurate documentation" may refer to:
• Monthly invoices
• Monthly narratives
• Monthly client lists
• Monthly in-kind hours
• Client assessments
• Referral forms
• Family Group Conference documents
• Any documents associated with Care Coordination, including Care Plan Certification
forms, Care Plan Contact forms, Care Plan Close Out forms, Attendance forms,
Service Evaluation forms, and any other documentation related to this Contract.
• Notification Emails
If any individual employed by or independently contracted with the Consultant fails to attend a
scheduled client meeting without notifying the City of their impending absence more than
once, the City reserves the right-to-remove that individual from the Consultant's staff roster
for the purposes of this Contract.
If the Consultant 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 Consultant 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 Consultant will adhere to the following .engagement strategies in the delivery of Care
Coordination services:
• Advise the client and his/her parents and/or guardians of the scheduled appointment
for Family Group Conference at the time of the Assessment.
22
• Provide client and his/her parents and/or guardians information regarding the
importance of adhering to school attendance policies, if applicable.
• Provide client and his/her parents and/or guardians information regarding the Care
Coordination process and other available services.
• Reintroduce the services available through the Program at each client interaction.
• Document every interaction with or on behalf client via Community OS.
Employee/Consultant 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
• Documentation of attendance at one CCDH 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 Consultant 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. At a minimum, the Consultant must obtain evaluation forms from the
primary child client and the parent/guardian. The evaluation forms will be provided by the City
and must be administered at the following times:
• Completion of Family Group Conference
• Completion of Care Plan Close Out(program evaluation form)
Reporting Requirements
23
The Consultant will provide the City with a Monthly Progress Report and reimbursement
request utilizing the City's Reporting and Reimbursement Forms (Exhibit B) by 5:00 PM on
the third (3rd) of the following month. A client list detailing the dates, services provided, and
clients receiving said services must be included. If in-kind hours are being submitted, back-
up documentation stating the same must be included. 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:
Reports are due on the following dates:
• Wednesday, September 3, 2014 • Tuesday, March 3, 2015
• Friday, October 3, 2014 • Friday, April 3, 2015
• Monday, November 3, 2014 • Monday, May 4, 2015
• Wednesday, December 3, 2014 • Wednesday, June 3, 2015
• Monday, January 5, 2015 • Friday, July 3, 2015
• Tuesday, February 3, 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
Consultant
The City will document Consultant 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 Consultant 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 Consultant fails to have representation at two meetings, the City reserves the right to
reduce contracted service levels at its sole discretion.
Master Calendar
The Consultant 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.
24
The Consultant must provide its availability for intake services inclusive of the number of staff
members, the hours they are available and the languages they speak. This list must be up-to-
date at all times.
Memoranda of Understanding
A Memorandum of Understanding (MOU) reflecting the terms of this agreement as well as
commitment to the Miami Beach Service Partnership will be provided and updated as
necessary. The MOU must be submitted to the City of Miami Beach prior to execution of the
service contract and must be executed by the agency Executive Director or Board of
Directors Chairperson.
Monitoring & Performance Reviews
The City of Miami Beach reserves the right to inspect, monitor and/or audit the Consultant 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. (Copy included herein.)
Monitoring visits will take place within forty-five (45) days of the commencement of services.
The City will notify the Consultant a minimum of five (5) business days' notice prior to a
monitoring visit.
Partner Performance Ratings
The Consultant 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:
Perfo • Rationale & Score
Timely and accurate submission of Monthly ➢ "0"for failing to submit on time
Service Summary Report ➢ 15"for submitting on time
Timely and accurate submissions of ➢ "0" for failing to submit accurate report with
monthly financial reports (Monthly back-up material on time
' Reimbursement Request) ➢ 15"for submitting accurate report on time
Delivery of contracted service units Possible score of 0 to 50 based upon
25
completion of projected service units. Score is
calculated by dividing the completed number of
service units by the total number of referred
service units.
➢ For agencies providing Care Coordination,
possible score of 0 to 40 for completion of
projected service units
i
➢ For agencies providing Care Coordination,
j possible score of 0 to 10 for completion of Care
Coordination plans. Score is calculated by
dividing the completed number of Care
Coordination plans by the total number of
referred Care Coordination clients.
Attendance at Miami Beach Service Possible score of 0 to 20:
Partnership Governing Board and related 10 Points for attendance at Governing Board
committee(s) meetings meetings; 10 points for Committee attendance
(In the event that there are no committee
meetings scheduled, the value for attendance
at the Governing Board meeting will be 20.
Promotion & Public Relations Requirements
The Consultant agrees to receive Success University Program Brochures and make them
available to clients during all in-person client interactions.
The Consultant 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 Consultant 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
Personnel providing services under in this Contract will be required to complete the following
trainings prior to service provision, as delineated below:
Care Coordination Services: City provided ❑ Program Overview Training
trainings ❑ Assessment& Referral Training
❑ Care Coordination Training
❑ Community OS Software Training
❑ Client Evaluation Survey Training
Care Coordination Services: Additional ❑ Family Group Conference Audit
required trainings ❑ CCDH Disability awareness training
Family Group Conferencing Services ❑ Program Overview Training
The total training time required under"Care Coordination Services: City provided trainings" is
two business days. While initial training expenses are covered by the City, the Consultant
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
26
Program Overview Training $150.00
Assessment& Referral Training $150.00
Community OS Training $150.00
Client Evaluation Survey Training $150.00
Care Coordination Training $150.00
The Consultant agrees to send at least one representative to attend a City-sponsored grant
writing workshop by July 31, 2015. Alternately, the Consultant may submit documentation
indicating at least one member of its staff has attended another Grant Writing training in the
same period of time.
The Consultant 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.
Client Termination
Care Coordinators must notify the Program Coordinator of client inactivity. If the Care
Coordinator has not been able to reach a client they must notify the Program Coordinator by
the fourteenth (14) day.
Care Coordinators
Consultant will provide the City with following information for each Care Coordinator:
• Name
• Address
• Phone number
• E-mail address
• Days and times available for home visits
• Language Skills
• Number of hours they are able to commit
Care Coordinators are required to wear identification while conducting services.
Switchboard of Miami Registration
Consultant 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
• List of all members of Consultant's Board of Directors, if applicable
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• Consultant's Board of Directors by-laws, if applicable
• Conflict of Interest policy
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EXHIBIT"B"
INVOICING
The Consultant agrees to provide the invoicing and services documentation as indicated
utilizing the following forms attached herein:
• Monthly Service Summary Report, and
• Monthly Reimbursement Request
• Monthly Client Status List
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EXHIBIT SACI9
ATTACHMENTS
The following reference documents are attached:
• TCT Core Contract
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