Agreement with Miami Rescue Mission, Inc. (20 -a gp p3
AGREEMENT BETWEEN THE CITY OF MIAMI BEACH, FLORIDA
AND MIAMI RESCUE MISSION, INC., A FLORIDA CORPORATION,
FOR EMERGENCY SHELTER SERVICES
THIS AGREEMENT made and entered into this 1st day of October, 2015, by
and between the CITY OF MIAMI BEACH, FLORIDA, a Florida Municipal
Corporation (hereinafter referred to as City), having its principal offices at 1700
Convention Center Drive, Miami Beach, Florida, 33139, and MIAMI RESCUE MISSION,
INC., a Florida non-for-profit corporation, (hereinafter referred to as Contractor), whose
address is 2159 NW First Court, Miami, FL 33127.
SECTION 1
1.1 DEFINITIONS
Agreement: This Agreement between the City and Contractor, and any
exhibits and/or attachments hereto.
City Manager: The Chief Administrative Officer of the City.
Contractor: For the purposes of this Agreement, Contractor shall be deemed
to be an independent contractor, and not an agent or employee of
the City.
Services: All services, work and actions by the Contractor performed
pursuant to or undertaken under this Agreement, as described in
Section 2.
Fee (Compensation): Amount paid to the Contractor to cover the costs of the
Services.
Risk Manager: The Risk Manager of the City, with offices at 1700
Convention Center Drive, Third Floor, Miami Beach, Florida
33139, telephone number (305) 673-7000, Ext. 6435, and
fax number (305) 673-7023.
City of Miami Beach-Miami Rescue Mission Page 1
SECTION 2
SCOPE OF WORK(SERVICES)
The scope of work to be performed by Contractor is set forth in Exhibit "A," and "B",
each entitled "Scope of Services" and "Service Deliverables".
SECTION 3
COMPENSATION
3.1 FIXED FEE
For the term of this Agreement, the City agrees to pay a fixed fee of $16.50
per bed, per day, for a minimum of fifteen(15) beds, totaling Ninety Thousand
Five Hundred Eighty-Five Dollars ($90,585) per year for year one of this
agreement, to be used by Contractor to provide Emergency Shelter Services
(such Services as set forth in Exhibit "A" and "B" hereto). In Year Two, the
fixed fee shall be $17.00 per bed, per day, for a minimum of fifteen (15) beds,
totaling Ninety-Three Thousand Seventy-Five Dollars ($93,075). In Year
Three, the fixed fee shall be $17.51 per bed, per day, for a minimum of fifteen
(15) beds, totaling Ninety-Five Thousand Eight Hundred Sixty-Seven Dollars
and Twenty Cents ($95,867.25). Additional beds may be purchased at the rate
Thirty Dollars ($30) per day, per bed, if requested and available.
3.2 INVOICING
Contractor shall submit a monthly invoice, which includes a description of the
Services provided including the number of beds provided.
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. Contractor
shall mail all invoices to:
City of Miami Beach
Office of Housing & Community Services
Attention: Maria L. Ruiz
1700 Convention Center Drive
Miami Beach, Florida 33139
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SECTION 4
GENERAL PROVISIONS
4.1 RESPONSIBILITY OF THE CONTRACTOR
With respect to the performance of the Services, the Contractor shall exercise
that degree of skill, care, efficiency and diligence normally exercised by
recognized professionals with respect to the performance of comparable
services. In its performance of the Services, the Contractor shall comply with
all applicable laws, ordinances, and regulations of the City, Miami-Dade
County, the State of Florida, and the federal government, as applicable.
4.2 DURATION AND EXTENT OF AGREEMENT (TERM)
The term of this Agreement shall commence upon execution of this Agreement
by all parties hereto, as set forth in the Effective Date on page 1 hereof, and
shall continue, for three (3) years, unless otherwise terminated by the City.
Notwithstanding the preceding, however, in no event shall the Term of this
Agreement exceed beyond three (3) years from the date of commencement.
4.3 TIME OF COMMENCEMENT OF SERVICES
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.
4.4 INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City of Miami Beach and
its officers, employees and agents, from and against any and all actions,
claims, liabilities, losses, and expenses, including, but not limited to, attorneys'
fees, for personal, economic or bodily injury, wrongful death, loss of or damage
to property, at law or in equity, which may arise or be alleged to have arisen
from the negligent acts, errors, omissions or other wrongful conduct of the
Contractor, its employees, agents, sub-consultants, or any other person or
entity acting under Consultant's control, in connection with the Contractor's
performance of the Services pursuant to this Agreement; and to that extent, the
Contractor shall pay all such claims and losses and shall pay all such costs and
judgments which may issue from any lawsuit arising from such claims and
losses, and shall pay all costs and attorneys' fees expended by the
City of Miami Beach- Miami Rescue Mission Page 3
City in the defense of such claims and losses, including appeals.
The Contractor's obligation under this Subsection shall not include the 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 the
gross negligent acts or omissions or other wrongful conduct of the City and its
officers, employees and agents. The parties each agree to give the other party
prompt notice of any claim coming to its knowledge that in any way directly or
indirectly affects the other party.
4.5 TERMINATION, SUSPENSION AND SANCTIONS
4.5.1 Termination for Cause
If the Contractor shall fail to fulfill in a timely manner, or otherwise
violate any of the covenants, agreements, or stipulations material to this
• Agreement, the City shall thereupon have the right to terminate the
Services then remaining to be performed. Prior to exercising its option
to terminate for cause, the City shall notify the Contractor of its violation
of the particular terms of this Agreement and shall grant Contractor
seven (7) days to cure such default. If such default remains uncured
after seven (7) days, the City, upon three (3) days' notice to Contractor,
may terminate this Agreement and the City shall be fully discharged
from any and all liabilities, duties and terms arising out of/or by virtue of
this Agreement. Notwithstanding the foregoing, if the default is of a
nature that cannot be cured, such as perpetrating a fraud or making a
material misrepresentation in connection with the performance of this
Agreement, the termination shall be effective upon receipt of the
termination notice and no cure period shall apply.
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.
City of Miami Beach-Miami Rescue Mission Page 4
4.5.2 Termination for Convenience of City
NOTWITHSTANDING SECTION 4.5.1, THE CITY MAY ALSO,
FOR ITS CONVENIENCE AND WITHOUT CAUSE, TERMINATE
THIS AGREEMENT AT ANY TIME DURING THE TERM HEREOF
BY GIVING WRITTEN NOTICE TO CONSULTANT OF SUCH
TERMINATION, WHICH SHALL BECOME EFFECTIVE SEVEN
(7) DAYS FOLLOWING RECEIPT BY THE CONSULTANT OF
THE WRITTEN TERMINATION NOTICE. IN THAT EVENT, ANY
FINISHED OR UNFINISHED DOCUMENTS AND OTHER
MATERIALS PREPARED AND OR OTHERWISE COMPILED BY
CONSULTANT PURSUANT TO ITS PROVISION OF THE SERVICES
CONTEMPLATED IN SECTION 2, SHALL BE PROMPTLY
ASSEMBLED AND DELIVERED TO THE CITY, AT CONSULTANT'S
SOLE COST AND EXPENSE. IF THE
AGREEMENT IS TERMINATED BY THE CITY AS PROVIDED IN THIS
SUBSECTION, CONSULTANT SHALL BE PAID FOR ANY SERVICES
SATISFACTORILY PERFORMED, AS DETERMINED BY THE CITY AT
ITS SOLE DISCERTION, UP TO THE DATE OF TERMINATION;
PROVIDED, HOWEVER, THAT AS A CONDITION PRECEDENT TO
SUCH PAYMENT, CONSULTANT SHALL HAVE DELIVERED ANY
AND ALL DOCUMENTS, MATERIALS, ETC, TO CITY, AS REQUIRED
HEREIN.
4.5.3 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.
4.5.4 TERMINATION FOR LACK OF FUNDS
It is expressly understood and agreed by the parties hereto that monies to be used
by Contractor, as contemplated by this Agreement, may originate from City of
Miami Beach Resort Tax, General Fund and/or Community Development Block
Grant (CDBG) funds from the US Department of Housing and Urban Development
(HUD) and must be implemented in full compliance with all of HUD's rules and
regulations. It is expressly understood and agreed that in the event of curtailment
or non-production of said federal grant funds, the financial sources necessary to
continue to pay the Contractor all or any portions of the funds contemplated herein
will not be available, and that this Agreement will thereby terminate effective as of
the time that it is determined by the City, in its sole discretion and judgment, that
said funds are no longer available. In the event of such determination, the
Contractor agrees that it will not look to, nor seek to hold liable, the City nor any
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f
individual member of the City Commission and/or City Administration thereof
personally for the performance of this Agreement and all of the parties hereto shall
be released from further liability each to the other under the terms of this
Agreement. In the event of such termination, the righteous obligations for the
parties shall be the same as provided for in Section 4.5.2.
4.5.5 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 4.5.2.
4.6 CHANGES AND ADDITIONS
Any changes and additions to the terms of this Agreement shall be by a written
amendment, signed by the duly authorized representatives of the City and
Contractor. No alteration, change, or modification of the terms of this Agreement
shall be valid unless amended in writing, signed by the parties hereto, and
approved by the City.
4.7 RELIGIOUS ORGANIZATION OR OWNED PROPERTY
As applicable, Emergency Shelter Grant funds may be used by religious
organizations or on property owned by religious organizations only with the prior
written approval from the City and only in accordance with requirements set in 24
CFR 576.23.
4.8 COMPLIANCE WITH LOCAL, STATE, AND FEDERAL REGULATIONS
The Contractor agrees to comply with all applicable federal regulations as they
may apply to program administration and to carry out each activity in compliance
with the laws and regulations as described in 24 CFR 576, as same may be
amended from time to time. Additionally, the Contractor will comply with all state
and local (City and County) laws and ordinances hereto applicable. It shall be
Contractor's sole and absolute responsibility to continually familiarize itself with
City of Miami Beach- Miami Rescue Mission Page 6
any and all applicable federal regulations, as well as any and all applicable state
and local laws and ordinances.
4.9 CONFORMITY TO HUD REGULATIONS
Section Deleted.
4.10 AUDIT AND INSPECTIONS
With 24-hour written notice, the City and/or such representatives as the City
may deem to act on its behalf, may, during normal business hours, audit,
examine and make audits of all contracts, invoices, materials, payrolls,
records of personnel, conditions of employment and other data relating to all
matters covered by this Agreement. Contractor shall maintain any and all
records necessary to document compliance with the provisions of this
Agreement.
4.11 ASSIGNMENT, TRANSFER OR SUBCONTRACTING
The Contractor shall not subcontract, assign, or transfer any work under this
Agreement without the prior written consent of the City.
4.12 SUB-CONTRACTORS
The Contractor shall be liable for the 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 controls of the 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 of in writing prior to their engagement by
Contractor.
4.13 EQUAL EMPLOYMENT OPPORTUNITY
In connection with the performance of this Agreement, and only in
accordance with applicable federal law, the Contractor shall not discriminate
against any employee or applicant for employment because of race, color,
religion, ancestry, sex, intersexuality, gender identity, sexual orientation,
age, and national origin, place of birth, marital or familial status, or disability.
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, intersexuality, gender
identity, sexual orientation, age, national origin, place of birth, marital or
familial status, or disability, as applicable. Such action shall include, but not
be limited to the following: employment, upgrading, demotion, or termination;
recruitment or recruitment advertising; layoff or termination; rates of pay, or
City of Miami Beach- Miami Rescue Mission Page 7
other forms of compensation; and selection for training, including
apprenticeship.
4.14 CONFLICT OF INTEREST
The Contractor agrees to adhere to and be governed by the Metropolitan
Miami-Dade County Conflict of Interest Ordinance (No. 72-82), as amended;
and by the City of Miami Beach Charter and Code, which are incorporated by
reference herein as if fully set forth herein, in connection with the Agreement
conditions hereunder.
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
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 the Project Manager appointed by the Contractor and
the Program Coordinator designated by the City. The Contractor's Project
Manager and the City's Program Coordinator shall be designated promptly
upon commencement of services.
All other notices and communications in writing required or permitted
hereunder may be delivered personally to the representatives of the
Contractor and the City listed below or may be mailed by registered mail.
Until changed by notice in writing, all such notices and communications shall
be addressed as follows:
City of Miami Beach—Miami Rescue Mission Page 8
TO CONTRACTOR:
Miami Rescue Mission, Inc.
Attn: Rev. Ronald Brummitt
2159 NW First Court
Miami, Florida 33127
(305) 571-2273
THE CITY:
City of Miami Beach
Attn: Kathie G. Brooks/Office of the City Manager
1700 Convention Center Drive
Miami Beach, Florida 33139
(305) 673-7010
WITH COPIES TO:
Office of Housing and Community Services
Attn: Maria L. Ruiz, Director
City of Miami Beach
1700 Convention Center Drive
Miami Beach, Florida 33139
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.
City of Miami Beach- Miami Rescue Mission Page 9
4.19 INSURANCE REQUIREMENTS
The Contractor shall not commence any work and/or Services pursuant to this
Agreement until all insurance required under this Section has been obtained
and such insurance has been reviewed and approved by the City's Risk
Manager. Contractor shall maintain and carry in full force during the term of
this Agreement the following insurance:
1. Contractor General Liability, in the amount of$1,000,000, naming the City
of Miami Beach, Florida as an additional insured.
2. Workers Compensation & Employers Liability, as required pursuant to
Florida Statutes.
All insurance required hereunder must be furnished by insurance companies
authorized to do business in the State of Florida.
Original certificates of insurance for the above coverage must be submitted to
the City's Risk Manager at the Office of the Risk Manager of the City of Miami
Beach, 1700 Convention,Center Drive, Miami Beach, Florida 33139.
The Contractor is solely responsible for obtaining and submitting all insurance
certificates for its sub-contractors.
All insurance policies must be issued by companies authorized to do business
under the laws of the State of Florida. The companies must be rated no less
than "B+" as to management and not less than "Class VI" as to strength by
the latest edition of Best's Insurance Guide, published by A.M. Best
Company, Oldwick, New Jersey, or its equivalent.
Compliance with the foregoing requirements shall not relieve the Contractor of
the liabilities and obligations under this Section or under any other portion of
this Agreement, and the City shall have the right to obtain from the Contractor
specimen copies of the insurance policies in the event that submitted
certificates of insurance are inadequate to ascertain compliance with required
overage.
All of Contractor's certificates, as required in this Section 4.19 (1), 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 insurance certificate for the General Liability shall reflect that
the City is an additional insured.
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.
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4.20 LIMITATION OF CITY'S LIABILITY
The City desires to enter into this Agreement only if in so doing the City can
place a limit on the City's liability for any cause of action for money damages
due to an alleged breach by the City of this Agreement, so that its liability for
any such breach never exceeds the sum of $1,000. Contractor hereby
expresses its willingness to enter into this Agreement with Consultant's
recovery from the City for any damage action for breach of contract to be
limited to a maximum amount of$1,000.
Accordingly, and notwithstanding any other term or condition of this
Agreement, Contractor hereby agrees that the City shall not be liable to the
Contractor for damages in an amount in excess of$1,000 for any action or
claim for breach of contract arising out of the performance or non-
performance of any obligations imposed upon the City by this Agreement.
Nothing contained in this paragraph or elsewhere in this Agreement is in any
way intended to be a waiver of the limitation placed upon the City's liability as
set forth in Section 768.28, Florida Statutes.
4.21 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;
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
City of Miami Beach— Miami Rescue Mission Page 11
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.
City of Miami Beach- Miami Rescue Mission Page 12
}
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
76-Y.
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Rafael E. Granado, City ••' '•P \im 'y . orates, City ' anager
•
INCORP ORATED: '
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FOR CONTRACTOR:
ATTEST: MIAMI RESCUE MISSION, INC., A
FLORIDA CORPORATION
By: By:
Secretary resident Ro .n•.o A or. v 4
ASTO It 9s/4/S�
APPROVED
FORM & LANGUAGE . Date
,& FOR EXECUTION
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ity A _,fr p_ Date
City of Miami Beach- Miami Rescue Mission Page 13
EXHIBIT "A"
"SCOPE OF SERVICES"
The Contractor agrees to provide the following services to individuals and families
referred for emergency shelter placement:
a u .����-�..5"' �'r. r.,� ��: x,.� -r � :�<�� «�a�=«<s>�a��; z s� �.'���' �`����e'� ..ref" � M,r�:� �r' x�,.1 *:
,. y W y g U:nits��of S:er�vcce.� �� Documentation of Service?
Servrce w �, � .. , r _._ _.
� �.��-� �aon. �., �:���� :�ca v� ���,4-.� ., �?�-.z -..;a .-G�4s. .;�5.>, sc-h.. :.ac _. t, _. - -=r s*bESr��..�...:
Bed Roster Report 1 Report Daily Attendance Roster
Emergency Housing 15 beds per day, Attendance Roster
365(6) days per year
Meals 3 meals per day/ Attendance Roster
per client placed
Related Definitions:
The City's goal is to reduce homelessness by providing emergency shelter to
homeless persons as a means of transitioning them to stability and, ultimately,
permanent housing. The City adheres to a strengths-based client engagement
strategy that seeks to utilize a client's strengths to devise plans that incorporate
these natural strengths to overcome existing service gaps or personal barriers.
We seek to adhere to cultural competency standards and engage the client at
his/her level of comprehension.
In order to achieve this and ensure that finite public resources are used efficiently,
the City will expect the following:
Intake & Consent — The Intake provides prospective clients with an overview of
shelter services and the benefits and expectations of program participation. Client
consents required for program participation are executed by the City enabling the
provision of further services by the City and Contractor.
Assessment — An assessment documents the natural supports and needs of the
client and his/her family. The assessment also indicates the client's number in
Homeless Management Information System (HMIS). This will be done by the City.
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
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City of Miami Beach-Miami Rescue Mission Page 14
means/process by which to access additional services
• All client and family needs have been identified and subsequently
addressed via Referral
Care Plan — The Care Plan outlines the specific strategies and steps to be taken by
the client to address personal and family stability and the subsequent goal of
obtaining permanent housing. The plan identifies the issues to be addressed and the
respective community-based agencies or resources that will be harnessed in
response.
Care Plan Contact/Progress Update — (Provided by City) A Care Plan Contact
provides an opportunity to monitor the client's progress towards the goals identified via
the Care Plan as well as to identify any new concerns or issues that require address
through referral. A Care Plan Contact is conducted in person. The contact will
document following minimum criteria:
• Progress on the Care Plan is reviewed and documented
• The identification of any additional needs or issues affecting school
attendance were discussed and, when appropriate, referrals were
subsequently issued
Care Plan Contacts are to take place within the following timeframes:
• Care Plan Contact#1: Three business (3) days of shelter placement
• Care Plan Contact#2 and forward:Weekly
Care Plan Close-Out— The Care Plan Close-Out documents the client's successful
completion of all items and strategies identified in the Care Plan. Conversely, failure
to complete the Care Plan should trigger a referral to an alternate program or
exploration of alternate options for the client.
A Care Plan Close-Out is conducted in person with the client. The contact will
document following minimum criteria:
• Completion of the Care Plan is reviewed and documented
• Documentation of client destination (i.e. independent housing, supportive
housing, other shelter, etc.)
Client Termination — The Contractor may terminate clients for failure to adhere to
Care Plan goals and timelines as well as failure to adhere to shelter rules. The
Contractor will notify the City in writing of any terminations and the reasons for such
termination.
Initial Care Plan — The City will provide an Initial Care Plan as part of the referral
and placement process to shelter. This Plan, which the client consented to as a
condition of accepting shelter, will identify the initial actions/goals a client must
achieve to maintain shelter. Typically, this will include:
• Adherence to shelter rules (including TB test)
• Obligatory meetings with the on-site, assigned care manager
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• Application for eligible entitlements (including phone service)
• Application for replacement identification documents (if applicable)
• Sobriety supports (for those clients experiencing addiction)
The Initial Care Plan establishes the immediate, actionable steps that a client must
take towards independence. These steps each have deadlines for completion. If a
client fails to meet a deadline and the cause for this failure is his/her inaction, the
client is subject to termination from the program. It should be underscored that the
terms of shelter acceptance were stipulated in the Initial Care Plan. Any deviation
or performance failure on the client's part is, therefore, a rejection of the shelter
offer.
Typically, the Initial Care Plan will provide tasks that keep the client engaged to
outcomes-designed goals until the first full meeting with his/her assigned on-site
care manager. The City's will grow and expand the Care Plan to reflect the
evolving, emerging needs of the client as he/she makes progress towards
independence.
Referrals — Referrals address the identification of a specific client need and the
subsequent identification of a community-based resource and/or strategy to
address the need.
Referrals must be provided for all service needs recognized in the intake and
assessment and Care Plan Progress or client-initiated requests Referrals must be
issued with the following client-focused interests in mind:
• Is the referral appropriate within the scope of the client's Care Plan?
• Does the referral address the need identified?
• Can the client access the services being sought via the referral?
• Is the agency provided in the referral the most accessible, most
appropriate provider for the services needed?
• Is the referral culturally appropriate?
• Does the client consent to receiving the referral?
These referrals must be documented and included within the client's Care Plan.
Service Deliverables
Services must be delivered as follows:
Care Plan Development (City Responsibility)
While the Initial Care Plan gets a client to the shelter as a condition of accepting
services, it will be the shelter provider's responsibility to amend the Care Plan to
reflect the necessary, progressive steps leading to the client's eventual (and
City of Miami Beach-Miami Rescue Mission Page 16
hopefully expeditious) transition to independent, permanent housing. This evolving
Care Plan will address specific strategies and timelines to achieve the following:
• Permanent, sustained source of income (enabling'self-sustenance)
• Permanent, sustainable housing (usually a reflection of the income secure)
• Natural supports (individual- and community-level engagements to eliminate
social isolation and provide barriers to recidivism and a return to
homelessness)
• Medical supports (for those with either physical or medical conditions that
can pose a risk factor for homelessness)
• Sobriety supports (for those with addiction issues)
• Legal status advocacy (for those without established legal status; this may
include the obtaining of a tax identification number along with a correlating,
realistic action plan to meet all of the supports listed previously)
The Care Plan is a written document provided to the client that specifically
delineates the goals identified and expected and the specific strategies
(referrals/actions/achievements) for the fulfillment of these goals. More so, the Care
Plan delineates the specific timeframes by which each interim goal or strategy is
expected to be fulfilled as well as the means for their achievement. For example:
Care Plan Goal Strategy Documentation Timeline/Benchmark
Obtain employment Strategy 1. Copy of Within two weeks of
1. Obtain/create resume shelter admission
being used for
resume employment
2. Meet with search
In- 2. Appointment
house job logs with in-
developer to house job
obtain developer and
employment South Florida
leads Workforce
2. Register 3. Log of
with all job
South Florida interviews and
Workforce employment
4. Submit a submissions
minimum of five tracking date
applications per and position
work day applied
Sometimes, despite best efforts, goals are not achieved. In those cases in which
client inaction or deliberate action were the cause for failure, the client is subject to
program termination. In those cases in which best efforts adhered to the strategies
proscribed but did not achieve outcome, the in-house care manager has the
discretion to authorize additional time for goal achievement or reconsider the
City of Miami Beach-Miami Rescue Mission Page 17
viability of the goal and suggest an alternative. Such decisions should be based on
the facts at hand and the client's overall adherence to the Care Plan and natural
resources.
The Care Plan is an evolving, progressive document and should be amended as
frequently as necessary to drive the client to the ultimate goal of independence.
Goals that are too broadly defined should be avoided as should also a fixed
chronological and universal application of expectations. Care Plans should reflect
the client's individual strengths and assets with a conscious recognition and respect
for the availability of resources and the client's cultural and physical identity. There
is no such thing as one Care Plan fits all. Care Plans are expected to be the
product of client assessment, realistic client expectations and the realistic
incorporation of interventions and resources.
Engagement Strategies (City Responsibility)
The Contractor will adhere to the following engagement strategies in the delivery of
services:
• Advise the client of the scheduled weekly Care Plan meeting and its
requirements and timelines.
• Provide client information regarding the Care Coordination process and
other available services.
• Reintroduce the services available and the Care Plan goals during each
client interaction.
• Document every interaction with or on behalf client via the Care Plan
Contact/Progress Report.
Discharge Planning
ischarge-typicallyiesults-under-two-conditions:
1. The client has failed to adhere to his/her Care Plan and is being terminated
for cause; or
2. The client is ready to be transitioned to an alternate housing environment
(which may include relocation; an alternate shelter; transitional, supportive
and permanent housing)
Clients whose cause for failure cannot be clearly ascertained should be placed on
notice and trigger an interventional action. Such notice should include immediate
intervening steps (Care Plan amendment) that the client is required to take in order
to maintain his/her program enrollment. As with all Care Plan items, specific
strategies and benchmarks (including timelines) must be included.
Clients who willfully fail adherence to their Care Plans should be discharged as
soon as they violate Care Plan requirements. Clients who are being terminated for
City of Miami Beach—Miami Rescue Mission Page 18
cause should be notified in writing as to the reason(s) for termination. Such notice
should be forwarded to the City upon issuance.
Additional Client Services
The City expects that the following services to be provided, as appropriate:
1. Testing for tuberculosis within forty-eight (48) business hours of
admittance to shelter.
2. Case Management staff will be bilingual and should have some social
service experience working with homeless populations and/or preferably a
Bachelor of Arts degree in Social Work.
3. Clients will receive case management services from the City with an
emphasis on obtaining stability, entitlements, and housing, this includes:
a. Development of a Care Plan and documentation of contacts;
b. Referrals for specialized health, substance abuse, mental health
screening and treatment will be made for clients based on need or
their request;
c. Referral to other entitlement agencies including, but not limited to,
Veterans Administration, SNAP, and Medicaid;
d. Referral to educational and vocational training;
e. Referral for employment; and
f. Referral to permanent housing.
4. Clean clothing and hygiene products, if available.
5. Random drug and alcohol tests will be conducted monthly and/or at shelter
staffs discretion with test results included in client's case file.
6. The City reserves the right to conduct periodic audits of client files to
ensure adherence to service benchmarks.
Employee/ Contractor File Review
The following documentation must be included in the employee/Contractor file for
those employees/Contractors providing services under this contract. The following
must be included in the employee files:
• Employment Application
• Evidence of degree/credentials
• Job Description Signed by Employee
• Evidence of Required Experience
• Florida Background Criminal Screening
• Proof of Knowledge of Policies & Procedures
• Confidentiality Agreement Re: Client Information
• Documentation of Agency Training/In-Service Training
• 1-9 Verification on File
City of Miami Beach- Miami Rescue Mission Page 19
The City 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.
Reporting Requirements
The Contractor will provide the City with a Monthly Progress Report and
reimbursement request by 5:00 PM on the fifth (5th) of the following month. In the
event that the fifth of the month lands on a Saturday, Sunday or holiday, the report
must be submitted the following business day.
Monthly reports and reimbursement requests will be submitted via any of the
following methods:
• Electronic mail
• Facsimile
• Standard mail
• Hand delivery
Monthly reports will not be considered acceptable unless the following is met:
• Forms are completely and accurately filled
• Reports bear the signature of the person submitting the report on behalf
of the Contractor
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 City will provide the Contractor a minimum of two (2) business days' notice prior
to a monitoring visit.
Partner Performance Ratings
The Contractor agrees that its Partner Performance Rating, the score awarded for
performance on the following measures, will be posted on the City's website on a bi-
annual basis:
• Timely and accurate submission of monthly progress report
• Timely and accurate submissions of monthly financial reports
(reimbursement requests)
City of Miami Beach- Miami Rescue Mission Page 20
• Delivery of contracted service units with anticipated client outcomes leading
to independent housing for clients based
Ratings will be given for each performance measure based on the followin.:
„M € Performance Me as Ole S. Wb Ratin.g�Rationa_ler& Scor.-
■ Timely and accurate submission of monthly ► "0" for failing to submit on time "25" for
progress report submitting on time
► Timely and accurate submissions of 0 "0" for failing to submit accurate report with
monthly financial reports (reimbursement back-up material on time; "25" for
requests) submitting accurate report on time
► Delivery of contracted service units and ► Possible score of 0 to 50 based upon
anticipated outcome measures completion of monthly projected service
units. Score is pro-rated if total
projected service units are not met.
Please note that clients are expected to
transition to permanent housing within
90 days of placement
Service Benchmarks
-r`ey v
ytSer u ice
Daily Bed Vacancy Report •Beds available for client placement including vacancies
created through client discharge and termination
Care Plan Contact/Progress •Care Plan Amendments, as appropriate and necessary
Report(City •Referrals Issued for services identified in evolving Care
Responsibility Plan
•Care Plan Progress Reports delivered monthly
Termination • Client Destination after discharge and/or reason for
program termination as reported through Care Plan
Contact and Monthly Report
Service Deliverables
Service - Frequency 'Methodology Timeframe -
Daily Bed 1 Report Daily Electronic mail Daily by 9am, excluding
Report legal holidays
Meals 3 meals per day, At MRM As appropriate
per client placed
Service Documentation
Services will be deemed as provided when the following documentation is
provided within the noted timeframes:
City of Miami Beach- Miami Rescue Mission Page 21
Service Documentation Timeframe
Daily Bed Report Bed Roster By gam weekdays,
excluding holidays
Terminations Bed Roster/Termination Within 24 hours of
termination
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
City of Miami Beach- Miami Rescue Mission Page 22