2017 UWCFS VITA Program Delivery Agreement 201 2q GO3
2017 UWCFS VITA Program Delivery Agreement
between
Branches, Inc. and City of Miami Beach
Values Statement: Branches, Inc. has received funding from the IRS VITA-2017 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 Coalition to implement this project. Branches selected the members of
the UWCFS VITA 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 Coalition
member(sub-grantee),and Branches, Inc. (grant recipient)for the successful implementation of the 2017 UWCFS VITA
Program. This agreement shall remain in effect August 1,2016 to July 31,2017.
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 2017 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 TaxSlayer Online software on all computers used by the VITA program and ensure that preparers enter
appropriate user defined fields into TaxSlayer Online.
15. Participate in project-wide and site-specific evaluations and data collection efforts 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 or age.
18. Adhere and conform to any and all other requirements of the IRS VITA grant program.
2017 UWCFS VITA Program Delivery Agreement, Page 1 of 4
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
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. Stories
20. To collect and share at least one story and photograph per site, in order to contribute to the promotion and
awareness of VITA and the VITA Coalition. More stories and brief anecdotes throughout the tax season are
greatly appreciated, but at least one story and photo must be submitted to Branches by Monday, May 1, 2017.
D. Events&Meeting Participation
21. Host or participate in events that help increase awareness and access to VITA services at the site or in the larger
community.
22. Ensure volunteers have access to a volunteer recognition event that celebrates their accomplishments and
engages them for future VITA involvement.
Branches, Inc.agrees to:
23. Provide guidance and assistance in planning and determining operating hours,staffing needs,and equipment
requirements.
24. Provide templates, marketing materials, marketing plans and other opportunities to assist the site in
appropriately promoting and expanding the impact of their site.
25. 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.
26. 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.
27. 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.
28. Coordinate and take lead responsibility for county-and city-wide publicity in coordination with the United Way
of Miami and other regional partners.
29. Provide a volunteer recognition event that celebrates volunteers'accomplishments and engages them for future
VITA involvement.
30. Provide a stipend to the site in consideration of fulfilling all the aforementioned responsibilities, based upon a
payment schedule outlined below.
Payment Schedule and Guidelines: Branches will distribute stipends using the guidelines below:
31. The VITA grant program is an IRS initiative designed to support free tax preparation service for underserved
populations, including low-to moderate-income individuals and limited English speakers. As such,VITA
Coalition stipends are intended to be used to support VITA efforts at each site, including:
• Improving the quality and quantity of VITA services provided to the underserved;
• Enhancing volunteer recruitment and retention efforts;and
• Expanding volunteer training opportunities.
2017 UWCFS VITA Program Delivery Agreement, Page 2 of 4
32. Total funds available for stipends 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, approximately by mid-April. Although self-
reported numbers cannot be accepted, Branches will work with sites to resolve any discrepancies.
a. VITA Coalition sites will be classified by"tiers"as follows:
i. Tier I (first-year VITA site)
ii. Tier II (sites with up to 99 qualified accepted e-files in TY2015)
iii. Tier III (sites with 100—199 qualified accepted e-files in TY2015)
iv. Tier IV(sites with 200—499 qualified accepted e-files in TY2015)
v. Tier V(sites with 500—999 qualified accepted e-files in TY2015)
vi. Tier IV(sites with 1000 or more qualified accepted e-files in TY2015)
b. Growth incentives are available to sites whose TY2016 total qualified accepted e-files transition them to
a higher tier:
i. Tier I sites with 55 or more qualified accepted e-files in TY2016:$150 Tier Transition Award
ii. Tier II sites with 100- 199 qualified accepted e-files in TY2016: $200 Tier Transition Award
iii. Tier III sites with 200-499 qualified accepted e-files in TY2016: $250 Tier Transition Award
iv. Tier IV sites with 500-999 qualified accepted e-files in TY2016: $300 Tier Transition Award
v. Tier V sites with 1000 or more qualified accepted e-files in TY2016:$600 Tier Transition Award
c. As a base rate,qualified standard accepted e-files are estimated to be$4.50 per return.
d. Performance incentives are available to sites that reached at least 100 returns in TY2015, and increase
their total qualified accepted e-files in TY2016 by at least 15%:
i. Tier III Sites (100-199 accepted e-files in TY2015): $6.00 base rate for all returns
ii. Tier IV Sites(200-499 accepted e-files in TY2015):$7.50 base rate for all returns
iii. Tier V Sites (500 or more accepted e-files in TY2015):$11.50 base rate for each return above
and beyond the TY2015 total
e. Extended season:VITA Sites that commit to staying open until at least June 30th can qualify for the
following:
i. $400 for sites that complete 25 returns (e-file, paper or back taxes)April 15-June 30
33. Required compliance and documentation include:
a. All sites must submit this signed agreement by close of business on Monday,January 9, 2017.
b. All sites must participate in monthly VITA Coalition conference calls and email communication.
c. All sites must submit end-of-season documentation by close of business Monday, May 1,2017:
i. All standard IRS VITA documentation submitted to the SPEC relationship manager,and to
Branches as requested.
ii. End-of-season report(template to be provided by Branches), including but not limited to:
• Total number of volunteers and volunteer hours served
• Limited English Proficiency and/or Low-Income filer statistics
• At least one filer story and photo per site,contributing to the promotion and awareness
of the VITA program and the VITA Coalition
2017 UWCFS VITA Program Delivery Agreement, Page 3 of 4
iii. In-kind support documentation (templates to be provided by Branches). There is no
minimum value,and documentation may include signed volunteer time-sheets and/or
letters summarizing each type of in-kind contribution (space,staff time,etc.).
d. In addition,sites committing to the extended season must submit:
i. Confirmation of commitment to remain open,and the expected closing date(must
submit by close of business on Monday, May 8th)
ii. End-of-season report for the extended season (must submit by close of business
Monday,July 10th)
Payment Schedule: Branches, Inc.will process VITA Coalition stipends and disburse all funds by July 31, 2017. To comply
with grant requirements,documentation must be received from all partners no later than close of business Friday,July
14, 2017. Requests after this 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 other required documentation. 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
Arlene J. Williams Site:
Branches, Inc. Alice Waters
11500 NW 12th Avenue City Manager
Miami, FL 33168 1700 Convention Center Drive
Phone: (305) 688-3551 Miami Beach,FL 33139
Email:ajavier @branchesfl.org 305-673-7620
alicewaters @miamibeachf gov
Agr ed Si Signed by:
1111111
Brent McLaughlin xe utive 'rector Ji �y M.Morales
Branches, Inc. Cit anager
DUNS Number:844926188 DUN Number: 020546289
11500 NW 12th Avenue City• Miami Beach
Miami, FL 33168 1700►invention Center Drive Miami Beach,FL
APPROVED AS TO
Phone: (305)688-3551 FORM & LANGUAGE
Email: BMcLaughlin @branchesfl.org &F R XECUTION
Date: Date:
City Attorney
2017 UWCFS VITA Program Delivery Agreement, Page 4 of 4 Date
Form 13533 Department of the Treasury-Internal Revenue Service
(October2015) VITA/TCE Partner Sponsor Agreement
We appreciate your willingness and commitment to serve as a sponsor in the Volunteer Income Tax Assistance(VITA)or
Tax Counseling for the Elderly(TCE)volunteer tax return preparation programs.
To uphold taxpayers' civil rights, maintain program integrity and provide for reasonable protection of information provided
by the taxpayers serviced through the VITA/TCE Programs, it is essential that partners and volunteers adhere to the
strictest standards of ethical conduct and the following key principles be followed.
• Partners and volunteers must keep confidential the information provided for tax return preparation.
• Partners and volunteers must protect physical and electronic data gathered for tax return preparation both during and
after filing season.
• Partners using or disclosing taxpayer data for purposes other than current, prior, or subsequent year tax return
preparation must secure the taxpayer's consent to use or disclose their data.
• Partners and volunteers must delete taxpayer information on all computers(both partner owned and IRS loaned)after
filing season tax return preparation activities are completed.
• Partners and site coordinators are expected to keep confidential any personal volunteer information provided.
• Partners will educate and enforce the Volunteer Standards of Conduct and Civil Rights Laws and the impact on
volunteers, sites,taxpayers and the VITA/TCE Programs for not adhering to them.
1. Sponsor Name:
City of Miami Beach
2. Street Address:
1700 Convention Center Drive
3.City: 4. State: 5.Zip Code:
Miami Beach Florida 33139
6.Telephone Number: 7. E-Mail Address:
305-673-7491 mariaruiz @miamibeachfl.gov
Please review this form and Form 13615 Volunteer Standards of Conduct. By signing and dating this form, you are
agreeing:
a) To the key principles,
b) All volunteers participating in your return preparation site will complete the volunteer standards of conduct
training, and
c) All volunteers will agree to the Volunteer Standards of Conduct by signing and dating Form 13615.
d) To uphold the civil rights assurances as listed in the Pub 4299, Privacy, Confidentiality and Civil Rights
e) Form 13615 will be validated and signed by a partner designated official (Site Coordinator, partner, instructor or
IRS contact).
The IRS may terminate this :greement a i• add you to a volunteer registry, effective immediately for disreputable conduct
that could impact taxpayers confidence i any VITA/TCE Programs operated by you or your coalition members.
lo'r7 r6
Sponsor Sig Irture Date PPROvED AS TO
FORM & LANGUAGE
Jimmy L. orates & FOR EXECU ION
Print Name
City Manager �® sl
Title �'``� —�
Privacy Act Notice , C. Attorney //i Date
The Privacy Act of 1974 requires that when we ask for information we tell you our legal right to ask for the information,why we are asking for it,and how it
will be used.We must also tell you what could happen if we do not receive it,and whether your response is voluntary,required to obtain a benefit,or
mandatory.Our legal right to ask for information is 5 U.S.C.301.
We are asking for this information to assist us in contacting you relative to your interest and/or participation in the IRS volunteer income tax preparation
and outreach programs.The information you provide may be furnished to others who coordinate activities and staffing at volunteer return preparation sites or
outreach activities.The information may also be used to establish effective controls,send correspondence and recognize volunteers.
Your response is voluntary.However,if you do not provide the requested information,the IRS may not be able to use your assistance in these programs.
Catalog Number 38129E www.irs.gov Form 13533 (Rev.10-2015)