2016 UWCFS VITA Program Delivery Agreement with Branches, Inc. 0 (0 --A yg
2016 UWCFS VITA Program Delivery Agreement
between
Branches,Inc.and City of Miami Beach
Values Statement:Branches,Inc. has received funding from the IRS VITA-2016 program to implement the United
Way Center for Financial Stability VITA Program,hereafter referred to as UWCFS VITA Program.The UWCFS VITA
Program will support and coordinate tax education,tax preparation and financial education and asset building
services to low-income and/or limited English proficiency clients in Miami-Dade.Branches will partner with other
local organizations,to form the UWCFS VITA Program Coalition to implement this project.Branches selected the
members of the UWCFS VITA Program Coalition because of their capacity to host/operate VITA Site(s)that meet the
needs of low-income residents,because of our common vision and values,and because of our related missions.
Terms of Agreement:This agreement sets forth the expectations and responsibilities of the UWCFS VITA Program
Coalition member(sub-grantee),and Branches,Inc.(grant recipient)for the successful implementation of the 2016
UWCFS VITA Program. This agreement shall remain in effect December 1,2015 to June 30,2016.
City of Miami Beach agrees to:
A.General
1. Operate one or more VITA site(s)in compliance with all IRS guidelines and requirements,including but not
limited to confidentiality,data collection and reporting,civil rights and quality review/program evaluation.VITA
Site agrees to use the forms prescribed by the IRS 2016 VITA program.
2. Submit documentation as outlined under the Method of Payment section below in order to receive any
payment.
3. Track and report VITA volunteer hours as well as in-kind costs donated to the VITA program.
4. Support as much as possible the education and asset building objectives of IRS-SPEC.
5. Include on publicity materials information about FAFSA,EITC,Child Tax Credit and E-filing wherever possible.
6. Share with Branches and your IRS SPEC Relationship Manager all scheduled media interviews in advance so your
efforts can be tracked and supported by the partnership.
7. Have posted operating hours that includes some evenings and Saturdays or Sundays at least twice a month.
8. Have a minimum of two computer workstations available and staffed during operating hours.
9. Have Internet access,printer,copier,filing cabinet,and any other office equipment required to successfully e-
file tax returns and maintain proper documentation.
10. Take primary responsibility for outreach to the local community that reflects the service area for the site agency.
11. Designate at least one Site Coordinator to provide on-site supervision during all operating hours,and to
electronically e-file tax returns.
12. Train an appropriate number of staff and volunteers to handle workload.
13. Participate in site manager conference calls and training meetings as needed.
14. Install TaxWise Online software on all computers used by the VITA program and ensure that preparers enter
appropriate user defined fields into TaxWise Online.
15. Participate in project-wide and site-specific evaluations to identify areas of improvement and possible changes
for subsequent years of operation.
16. Appropriately promote trainings coordinated by Branches for volunteers and clients:benefits eligibility,
credit/debt,homeownership,tax law,financial literacy,employment,etc.
17. Ensure that the site is accessible in accordance with local and federal laws regarding persons with disabilities
and that the staff members are fluent in the language spoken by the target population.The site also agrees not
to discriminate against any persons on the basis of color,creed,religion,age,disability,gender orage.
18. Adhere and conform to any and all other requirements of the IRS VITA grant program.
B.Asset Building
19. Provide customers onsite access to asset building information,services and resources including but not limited
to:brochures,training calendars,web based services,benefit screening,banking products and onsite financial
2016 VITA Site Partner Agreement.Page 1 of 3
training. The site is expected to provide financial education literature at the minimum and is encouraged to
provide as many services as appropriate with the support of Branches and other partners.
C.Events&Meeting Participation
20. Host or participate in events that help increase awareness and access to VITA services at the site or in the larger
community.
21. Ensure volunteers have access to a volunteer recognition event that celebrates their accomplishments and
engages them for future VITA involvement.
Branches,Inc.agrees to:
22. Provide guidance and assistance in planning and determining operating hours,staffing needs,and equipment
requirements.
23. Provide templates,marketing materials,marketing plans and other opportunities to assist the site in
appropriately promoting and expanding the impact of their site.
24. Coordinate training sessions for volunteer and/or staff tax preparers.Site volunteers are not required to
participate in these process trainings;however,all volunteers must meet IRS certification requirements before
beginning service at any location.
25. Coordinate the training of the site managers,ensure that"best practices"are shared,and that quality assurance
efforts are incorporated in the manual and procedures.
26. Provide financial education and asset-building resources and training opportunities including but not limited to:
brochures,flyers,training calendars,displays,a significant array of training topics and trainers to facilitate them.
27. Coordinate and take lead responsibility for county-and city-wide publicity in coordination with the United Way
of Miami and other regional partners.
28. Provide a volunteer recognition event that celebrates volunteers'accomplishments and engagesthem for future
VITA involvement.
29. Provide a stipend to the site in consideration of fulfilling all the aforementioned responsibilities, based upon a
payment schedule outlined below.
Method of Payment:The total amount of funds available to be divided between participating VITA Sites is$43,484.
Branches will distribute subgrants using the following guidelines:
30. Total funds available for sub grants will be proportionally distributed based on the number of qualified accepted
e-files by each site and by all participating VITA Sites.
NOTE:These funds will be calculated and awarded in the following categories based on the number of
accepted e-file returns reported to Branches by the IRS. Self-reported numbers cannot be accepted but
Branches will work with sites to resolve any discrepancies.
a. Qualified standard accepted a-files are estimated to be$4.50 per return
b. Performance incentive for sites increasing their total qualified accepted e-files by 15%(over TY2014)
i. Small Sites(100-199 accepted a-files in TY2014):$1.00 extra for each return
ii. Medium Sites(200-499 accepted a-files in TY2014):$2.50 extra for each return
iii. Large Sites(500+accepted a-files in TY2014):$7.00 extra for each return above TY2014
performance
31. Extended season:VITA Sites that commit to staying open until at least June 15 can qualify for the following:
c. $300 for sites that complete 15 returns(e-file,paper or back taxes)between April 15 and June 15
d. $500 for sites that complete 20 returns(e-file, paper or back taxes)between April 15 and June 15
32. Required compliance and documentation
e. Participation in conference calls and brief surveys/e-mails
f. End of season/period report(s)—for sites operating through April 15th or 30th the following is
needed only once and it is due by the end of business May 9m. Sites committing to the extended
2016 VITA Site Partner Agreement,Page 2 of 3
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season will need to make that commitment and submit their first set of information by May 9th
followed by their extended season results by June 20"'. Documentation includes the following:
i. All standard IRS VITA documentation is required to be submitted to the SPEC relationship
manager and may be required by Branches
ii. End of season report on total number of volunteers,total volunteer hours,number of
Limited English Proficiency(LEP)e-files accepted,number of accepted e-files for low income
clients.(TaxWise Online helps track LEP clients if the user defined fields are consistently and
correctly used).
iii. This agreement must be signed.
iv. In-kind documentation—some proof of in-kind support is required from each participating
VITA Site. There is no minimum value and it can be provided via signed volunteer time-
sheets and/or letters of in-kind space contribution. Templates will be provided for both.
Payment Schedule:Branches,Inc.will process VITA Site stipends within two(2)weeks of receipt of the documentation
cited above. The grant concludes June 30,2016 and all funds must be disbursed prior to that date. To comply with the
grant,documentation must be received no later than close of business June 23,2016;requests after that date cannot be
honored.
Termination: Branches,Inc.will make every reasonable effort to help its partner VITA Sites fulfill their obligations and
encourages all VITA Sites to request assistance from Branches staff whenever necessary.However,Branches,Inc.and
the VITA Site retain the right to terminate this agreement with 30 days notice if either party fails to comply with the
conditions stipulated herein.In the event of gross breach of contract(e.g.violation of IRS VITA standards),Branches,Inc.
may terminate the agreement without prior notice.Upon separation,the site will be paid for services rendered through
the date of separation within 15 days of receipt of an invoice and all required reports.No payment will be made without
the above mentioned reports and documentation.
Contacts: Correspondence related to this agreement should be addressed to:
Contact for Branches,Inc.: Contact for UWCFS VITA Program Coalition VITA
Alexandra Hernandez—VITA Coalition Coordinator Site:
Branches,Inc. Silvia Reyes
11500 NW 12th Avenue City Manager
Miami, FL 33168 1700 Convention Center Drive
Phone:(786)650-2000 Miami Beach, Florida 33139
Email:ahernandez @branchesfl.org 305-673-7491
silviareyes@mi. ibeachfl.gov
Agreed&Signed by:
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Brent McLaughlin xe uti - Director Jim y M.Mo ies
Branches,Inc. CO; Manager
DUNS Number.844926188 Ci of Miami Beach
11500 NW 12`h Avenue 170 Convention Center Drive
Miami,FL 33168
Phone:(305)688-3551 Miami Beach, Florida 33139
Email:BMclaughlin @branchesfl.org
Date: Date: APPROVED AS TO
FORM& LANGUAGE
& OR EXECUTION
2016 VITA Site Partner Agreement,Page 3 of 3 t - t 2— 11
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City Attorney f' al` Date