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FY 2016 UD HUD Continuum of Care (CoC) ProgramfC MIAMI• 0 United States Department of Housing and Urban Development (US HUD) Continuum of Care (CoC) Program Grantee: Miami -Dade County through its Homeless Trust And Subrecipient: The City of Miami Beach Program Name: City of Miami Beach Outreach Grant #: FL0177L4D001609 Cover page ---page 1 Index ---page 2 Whereas and preamble ---page 3 1. Statement of Work a. Activities ---page 3 b. Time Schedule ---page 4 c. Budget ---page 4, 5, 6 2. Records and Reports Financial Management ---page 7 Records and Access to Records ---page 8 Public Records ---page 9 Encouraging Efficient Use of Information Technology and Shared Services ---page 10 Reports: i) Progress Reports; ii) APR; iii) Survey; iv) Participants' Application for Housing; v) Program Income; vi) Program Guidelines; vii) Audit; viii) Incident; ix) COOP through x) `Mandatory Disclosures ---pages 10 through 13 3. Special and General Conditions Staff Responsibility ---page 13 Client Referral Process ---page 13 Documents to facilitate the Reimbursement of services ---page 13 Compliance with rules, guidelines of CoC Rental Assistance items i) through v) ---page 13 VAWA Emergency Transfer Plan ---page 14 Performance Improvement Plans ---page 14 General Conditions 1. Insurance; ii) Indemnification; iii) Certification and Representation; iv) Interest; v) Affidavits--- pages 14 through 17 h. Civil Rights ---page 18 through 20 4. Suspension and Termination a. Suspension ---page 21 b. Termination ---page 21 through 23, 5. Future Funding Applications ---page 2'3 6. Reversion of Assets a. Term of Commitment ---page 24 b. Repayment of Grant ---page 24 c. Prevention of Undue Benefit ---page 24 d. Revocation of License or Permit ---page 25 e. Declaration of Restrictive Covenant and Declaration of Restrictions ---page 25 7. Uniform Administrative Requirements a. Accounting Standards, Costs Principles and Regulations ---page 26 b. Retention of Records ---page 27 8. Additional Requirements Items a through gg ---pages 27 through 35 9. Religious Organizations ---page 36 10. Health Insurance Portability and Accountability Act (HIPAA)---page 36,37 11. Proof of Licensure / Certification and Background Screening a. Licensure / Certification ---page 37 b. Background Screening ---page 38 Signature ---page 39 INDEX a. b. c. d. e. a. b. c. d. e. f. g. Index of Attachments A through L ---page 40 Conflict of CoC Grant #FL0177L4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 2 Subrecipient Agreement between Miami-Dade County and The City of Miami Beach for the FY 2016 US HUD CoC Program Grant #FL0389L4D001604 The City of Miami Beach Outreach THIS AGREEMENT, entered this day of , 201 , by and between Miami-Dade County, on behalf of its Homeless Trust (HT) (hereinafter called the "Grantee"), and The City of Miami Beach, (hereinafter referred to as the "Subrecipient") under this Agreement. WHEREAS, the Homeless Emergency Assistance and Rapid Transition to Housing Act of 2009 (HEARTH Act) amended the McKinney-Vento Homeless Assistance Act, consolidating three ; (3) separate reauthorized McKinney-Vento Homeless Assistance Programs, Supportive Housing Program (SHP), Shelter 'Plus Care (S+C) Program, and Section 8 Moderate Rehabilitation Single Room Occupancy (SRO) Program into a single grant program known as the Continuum of Care (CoC) Program. WHEREAS, the Grantee has ,,applied for and received funds from the United States Department of Housing and Urban Development (US HUD) under the. McKinney-Vento Homeless Assistance Act as amended by The HEARTH Act of 2009 (42 U.S.C. 11301, et seq.). WHEREAS, the Grantee agrees to comply with all requirements of this Agreement and to accept responsibility for _such compliance by the Subrecipient to which it makes grant funds available; and NOW, THEREFORE, it is agreed between the parties hereto that; 1. Statement of Work . Activities The Subrecipient shall adhere to the "Continuum of Care Program Grant Agreement and Exhibit 1 Scope of Work for FY 2016 Competition", Attachment A, which is incorporated herein and governed by the Continuum of Care (CoC) Program rules and regulations (the "Rule"). The Subrecipient shall comply with all applicable federal, state and local laws, regulations and ordinances, including but not limited to 24 CFR Part 578, as may be amended, the McKinney- Vento Homeless Assistance Act (42 U.S.C. 11301 et seq.) (the "Act"), as may be amended, the Consolidated and Further Continuing Appropriations Acts of 2013 and 2014 (The Consolidated Appropriations Act of 2014, Public Law 113-76, approved January 17, 2014 in the "FY 2014 HUD Appropriations Act") as well as with any other terms and conditions as HUD may have established in the applicable Notice of Funds Availability (NOFA) and with any applicable guidance, requirements and directives provided by US HUD and with any applicable guidance, requirements and directives provided by Miami -Dade County Homeless Trust. The Subrecipient shall carry out the activities specified in the "Scope of Service and US HUD eSnaps Documents" Attachment B. The Subrecipient shall also adhere to the Standards of Housing and Services as set forth in the "Miami -Dade County Homeless Trust Standards of Care", as may be amended from time to time and CoC Grant #FL0177L4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 3 b. incorporated herein by reference. The Subrecipient shall adhere to all applicable federal, state and local laws, regulations, rules and standards, as well as with the terms of this Agreement including all attachments, Time Schedule - The Grantee and the Subrecipient- that t,___ Agreement shall become effective on June 1, 2017. This Agreement shall expire on May 31, 2018 one (1) year from the effective date. Any cost incurred by the Subrecipient beyond this date will not be paid by the Grantee, except as specifically provided herein. Notwithstanding any provision herein to the contrary, certain requirements imposed on the Subrecipient by this Agreement and federal regulations may continue for .a term of at least fifteen (15) years from the date of initial occupancy or service, as provided in this Agreement or as specified by law or regulation. The requirements .of this Agreement shall remain in effect during any time period that the Subrecipient has control over any funds generated or provided in connection with this Agreement, including program income. . Budget The Grantee agrees, subject to the availability of funds and payment of funds to the Grantee by the United States Department of Housing and Urban Development and subject to the Subrecipient's compliance with all applicable laws and agreement terms as determined by the Grantee, to pay for contracted activities according to the terms and conditions contained within this Agreement, Subrecipient's application for the CoC Homeless Assistance Program, and the Subrecipients NAPA application documents as Project Sponsor and "Scope of Service and US HUD eSnaps documents" including the Budget incorporated herein as Attachment B, in an amount not to exceed $0.00 for Rental Assistance, $0.00 for Leasing, $60,946.00 for Supportive Services, $0.00 for Operations, $0.00 for HMIS costs and $4,266.00 for overall Project Administration Costs which added together equals an amount of $65212.00 in TOTAL BUDGET. If the Grantee, Miami -Dade County "through its Public Housing and Community Development" Department (PHCD) or such other department or party as may be. selected by Miami -Dade County; Homeless Trust, is the Rental Administrator; then the Grantee shall pay the "CoC Program HAP Contract" Attachment K payments directly to :Landlord, ..owner(s). The total amount 'awarded pursuant to this Agreement, in amount up to $0.00 for Rental Assistance funds has been allocated for use as ;'eligible rental assistance ` payments on "behalf . of the Subrecipient's program participants. Pursuant to 24 CFR 578.59, the Grantee shall retain" 50% of the Overall Project Administration Costs, except where limitations are imposed as may be applicable pursuant to 42 USC ,§ 11383 (a). If applicable, the 'Subrecipient shall be reimbursed for capital funding on an incremental basis, based on the following completion benchmarks: 30%, 30%, 30% and 10% to be provided when a final Certificate of Occupancy is obtained from the developer, in accordance with any applicable laws and regulations. All CoC Grant #FLO177L4D001609, The City of Miami. Beach, The City of Miami Beach Outreach Program Page 4 other activities shall be paid on a reimbursement basis following the submission of a monthly invoice along with the appropriate supporting documentation. In accordance with ;federal requirements including 24. CFR .Part 578.73, the Subrecipient agrees to provide match funds in an amount that represents no less than twenty-five percent (25%) cash or in-kind contributions on all eligible grant funds, except leasing. If in-kind services provided through a third party are used to fulfill part of the match, a fully -executed Memorandum of Understanding (MOU) between the Subrecipient and the third party that will provide the services must be submitted to the Grantee.: The budget figures above represent the original line item totals as delineated in the "Continuum of Care Program Grant Agreement" Attachment A. The Subrecipient, may propose to shift funds by less than 10% between eligible categories in the "Scope of Service and US HUD eSnaps Documents" Attachment B, if the appropriate match is provided, the administrative costs are not increased and the proposed shift is submitted in writing for the Grantee's consideration. The Grantee may, but is not required to, approve the proposed shift. Any approval must be in writing. As such, if Attachment B is modified as described above, the figures within the "eSnaps Application" may not match the contracted figures delineated in the "US HUD Grant Agreement." In accordance with 24 CFR 578 the Subrecipient .;is prohibited from moving more than 10% from one budget line item in, a project's approved budget to another without written "US HUD grant amendment" and amendment to this Agreement. This is a Performance-based Agreement to deliver housing and or services to Subrecipient's Continuum of Care (CoC) program participants. The Subrecipient shall provide outreach and emergency placement services to three -hundred and fifty (350) individuals and families under the Continuum of Care Program. The program main office is located at 1700 Convention Center Drive, Miami Beach, Florida 33139q. Service is located in Miami -Dade County, Florida. The Subrecipient shall provide services as outlined in the Attachments to this Agreement as required, pursuant to the FY 2016 US HUD CoC Program NOFA Competition as submitted in the project application, incorporated herein by reference. Availability of funds shall be determined in the Grantee's sole discretion. If this Agreement is for permanent supportive housing or permanent housing for eligible homeless individuals and /or homeless families; the Subrecipient agrees that, with some exceptions, no undocumented or illegal immigrants shall be eligible for services provided under this Agreement. ` Additionally, the Subrecipient shall comply with The Personal Responsibility and Work Opportunity Reconciliation Act of 1996 ("PRWORA"), as may be amended and applicable law, in verifying citizenship, residency and immigration status of potential participants. The Subrecipient shall comply with The Personal Responsibility and Work Opportunity Reconciliation Act of 1996 ("PRWORA"), as may be amended and applicable law, in verifying citizenship, residency and immigration status of potential participants. The Subrecipient hereby acknowledges that PRWORA CoC Grant #FL0177L4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 5 prohibits housing or services provided under this Agreement to undocumented or illegal immigrants. When the Grantee, Miami -Dade County through its >'Homeless Trust is the rental administrator of the CoC Program (also known as Tenant -Based, Sponsor- Based or Project -Based Rental Assistance). ` If this Agreement is for permanent supportivehousing or permanent housing for homeless participants, under the CoC Program and the Grantee, Miami -Dade County through its Homeless Trust is the rental administrator of payment of Housing Assistance Payment (HAP) Contracts the following rules, regulations, responsibilities apply: Agreement specifically for housing under Tenant -based or Sponsor -based, or Project -based Rental Assistance, it is the Subrecipient's responsibility to identify eligible rental units for eligible homeless program participants in partnership with the established CoC's Coordinated Outreach and Assessment System. The Landlord identified by the Subrecipient, must enter into a "Housing Assistance Payment (HAP) Contract", Attachment K attached to this Agreement. When the Subrecipient is the rental administrator of payments of Housing Assistance Payment (HAP) Contracts for the Permanent Housing Tenant -Based, Sponsor -Based or Project Based Rental ` Assistance or Rapid ' Re -Housing CoC Program. If this Agreement is for 'permanent supportive housing or permanent housing for homeless participants, under the Legacy SHP or CoC Rental Assistance Program and the Subrecipient is the rental administrator of the "Housing Assistance Payments (HAP) Contracts" Attachment J, the e following rules, regulations, and responsibilities apply: Itis the Subrecipient's s�le responsibility to identify eligible rental units for eligible homeless program participants in partnership with the established CoC's '<Coordinated Outreach and Assessment. It is the Subrecipient's sole responsibility to enter into a `"Housing Assistance Payment (HAP) Contract" Attachment J with the eligible owner of each rental unit ("Landlord"). The Subrecipient must use the HAP Contract template forms in Attachment J attached to this Agreement when the Subrecipient contracts with the Landlord. The Subrecipient is responsible for ensuring the HAP Contract complies with all program requirements, terms and conditions of this Agreement, and applicable law. The Grantee, Miami -Dade County,. shall not be a party to the HAP Contract. Should the Subrecipient desire or require any amendments' to the HAP Contract template form; 'the Subrecipient shall advise the Grantee of the proposed amendments) and explain why the amendment(s) is desired orrequired prior to amending the HAP Contract template form. The Subrecipient is solely responsible for paying rentto the Landlords on time. The Subrecipient shall develop forms for Landlords' use in collecting late fees arising from Subrecipient's failure to pay a Landlord .rent on time. The Subrecipient shall be solely responsible for payment of any late fee arising from any late rent payment(s) to Landlord(s). The Subrecipient shall indemnify the Grantee, Miami -Dade County, and pay all costsof defense, including attorneys' fees arising from or related to the HAP Contract and this provision. Records and Reports CoC Grant #FL0177L4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 6 Financial Management - The 'Grantee and the ` Subrecipient shall adhere to the requirements for financial reporting as required pursuant to the Federal Office of Management and Budget (OMB) Omni or Super Circular 2 CFR Chapter 1, and Chapter II, Parts 200, 215, 220, 225, and 230 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, as may be amended or updated from time to time; 24 CFR Part 578, as may be amended or updated from time to time; and any other applicable laws, regulations and standards. Requests for payment shall be submitted to the Grantee by the fifteenth (15th) of the month in the following manner. All requests shall include supporting documentation for each line item, including payroll reports, time sheets, invoices, leasing agreements and shall be signed by the Executive Director, Financial Officer or other duly authorized fiscal agent of the Subrecipient in the forms incorporated herein as combined "Consolidated Financial Record and Reports", Attachment E. Reimbursement shall be provided only for eligible costs associated with the activities outlined in the budget contained within the "Scope of Service and US HUD a -Snaps Documents" Attachment B. Any reimbursement may be withheld or reduced by the Grantee if missing receipt of documents verifying the in-kind or cash match expenditures or compliance requirements are not met. Cash match or in-kind contributions must be used for the costs of activities that are eligible in the governing regulations., Any reimbursement may be withheld pending the receipt of approval by the Grantee of all reports and documents required herein, including but not limited to the submission of an . accurate and complete Annual Performance Report (APR) "Performance Reports (Monthly and Annual) HMIS and Fiscal Report" Attachment F. The Subrecipient shall provide a certification statement for all annual financial reports and requests for, payment which states the following: "By signing this report, 1, (insert name here) certify to the best of my knowledge and belief that the report is true, complete. and accurate and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the federal award. I. am aware that any false, fictitious, or fraudulent information or the omission of any material fact, may subject me to criminal, civil or administrative penalties for fraud, false statements, false claims or other offense." In no event shall the Grantee funds be advanced to any of the Subrecipient's subcontractors hereunder. The parties agree that the Subrecipient may request a revision, amendment, or modification of the schedule of payments or line ,item, budget. However, such revisions, amendments or modifications shall be, in writing and subject to review and approval by the Grantee and, if applicable, by US HUD. If there is a request to shift greater than 10% of funds between funding activities, such requests shall be submitted to the Grantee no later than one hundred twenty (120) calendar days prior to the expiration of the grant. If the request is a shift of less than 10% of funds CoC Grant #FL0177L4D001609,'The 'City of Miami Beach, The City of Miami Beach Outreach Program Page 7 between funding activities, a modification or revision, shall be submitted to the Grantee no later than sixty (60) calendar days prior to the expiration of the grant. Failure to submit the appropriate supporting documentation in a timely manner may result in the inability, of the Grantee to revise, amend or modify the budget A final request for reimbursement from the Subrecipient will be accepted by the Grantee up to thirty (30) days after the expiration of this Agreement. If the Subrecipient fails to comply, all rights to payments will be forfeited if the Grantee so chooses. A final report of expenditures shall be submitted to the Grantee within thirty (30) calendar days from the termination or expiration of this Agreement. If after the receipt of such final report, the Grantee determines that the Subrecipient has been paid funds not in compliance with the Agreement, and to which the Subrecipient is not entitled, the Subrecipient shall be required to return such funds. However, if the Subrecipient submits documentation' demonstrating that the expenditure was in compliance with this Agreement to the satisfaction of the Grantee, the funds shall not have to be returned. The Grantee shall have the sole and absolute discretion to determine if the Subrecipient is entitled, to such funds, and the decision of the Grantee in this matter shall be final and binding. b. Records and Access to Records - Agreement records are defined as any and all books, records, client files (including client progress reports, referral forms, case notes and other reports or work product), documents, information, data, papers, letters, materials, electronic storage data and media whether written; printed, electronic or electrical, however collected 'or'preserved which is or was produced, developed, maintained, completed, received, or compiled by or at the direction of the Subrecipient or any subcontractor directly or indirectly related to the duties and obligations required by terms of this Agreement, including but not limited to financial books and records, ledgers, drawings, maps, pamphlets, designs, electronic tapes, computer drives, flash drives and diskettes or surveys. The Subrecipient shall maintain Agreement records that document all actions to comply with and that relate to this Agreement, including those on race, ethnicity, gender, disability and homeless status data; and those in accordance with generally accepted accounting principles, procedures, and practices as required in OMB Omni or Super Circular Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards which` shall sufficiently and properly reflect all revenues and expenditures of funds provided directly or indirectly by the Grantee pursuant to the terms of this Agreement which shall include but not limited to a cash receipt journal, cash disbursements journal, general ledger, and all such subsidiary ledgers as may be reasonably necessary. The Subrecipient shall provide to the Grantee, upon request by the Grantee, all Agreement records. The requested Agreement records shall become the property of the Grantee without restriction, reservation, or limitation of their use and shall be made available by the Subrecipient at anytime upon request by the Grantee. The Grantee shall have unlimited rights to all books, articles, or other copyrightable materials developed in the performance of this Agreement. These unlimited rights include the ` rights of royalty -free, . nonexclusive, and irrevocable license to CoC Grant #F1a01771.4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 8 reproduce, publish, or otherwise use, and to authorize others to use the work for public purposes. The Subrecipient shall ensure that the Agreement records shall at all times be subject to and available for full access and review, inspection, or -audit by Grantee and Federal personnel and any other persons so authorized by the Grantee. The Subrecipient shall include in all the Grantee approved subcontracts, language outlining eligible substantive programmatic services, recordkeeping and audit requirements as detailed in this Agreement. This includes all subcontractors eligible to carry out substantive programmatic .services as detailed in this Agreement. The Grantee shall, in its sole and absolute discretion, determine when services are eligible substantive programmatic services and subject to the audit and recordkeeping requirements described in this Agreement. These records shall be maintained pursuant to this Agreement. If the, Subrecipient received funds from or is under regulatory control of other governmental agencies, and those agencies issue monitoring reports, regulatory examinations, or other similar reports, then the Subrecipient shall provide to the Grantee a copy of each report and any follow-up communications and reports immediately upon such issuance unless such disclosure is a violation of those agencies' rules. c. Public Records -Pursuant to Section 119.0701, Florida Statutes, the Subrecipient shall. i. Keep and maintain public records that ordinarily and necessarily would be required by the Grantee in order to perform the service; 11. Upon request from the Grantee's custodian of public records identified herein, provide the, Grantee with a copy of the requested records or allow the public with access to the public records on the same terms and conditions that the Grantee would provide the records and at a cost that does not exceed the cost provided in the FloridaPublic Records Act, Miami - Dade County Administrative Order No. 4-48, or as otherwise provided by law; in. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by for the duration of this Agreement's term and following completion of the services under this Agreement if the Subrecipient does not transfer the records to the Grantee; and iv, Meet :all requirements for retainingpublic records and transfer to the Grantee, at no Grantee cost, all public records created, received, maintained and / or directly related to the performance of this Agreement that are in possession of the Subrecipient upon termination of this Agreement. Upon termination of this Agreement, the Subrecipient shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be CoC Grant #FL0177L4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 9 provided to the Grantee in a format that is compatible with the information technology systems of the Grantee. 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 Grantee. In additionto penalties set for in Section 119.10, Florida Statutes, for the failure of the Subrecipient to comply with Section 119.0701, Florida Statutes, and this Article II, Section 2.1 (QQ) of this Agreement, the Grantee shall avail itself of the remedies set forth in this Agreement. If the Subrecipient has questions regarding the application of Chapter 119, Florida Statutes, to the Subrecipient's duty to provide public records relating to this Agreement, contact Miami -Dade County's Custodian of Public Records Miami -Dade County Homeless Trust 111 NW 1st Street, 27th Floor, Suite 310 Miami, Florida 33128 Attention: Victoria L. Mallette, Executive Director Email: vrnallette@miarnidade.gov d. Encouraging Efficient Use of Information Technology and. Shared Services - in accordance with the May 2013 Executive Order on Making Open and Machine Readable the New Default for, Government Information, OMB Omni or Super Circular 2 CFR Chapters I, Chapters 11, Part 200, et al, Section 200.335 Methods for Collection, Transmission and Storage of Information; the Subrecipient is encouraged whenever practicable, to collect, transmit and store Federal award related information in open and machine-readable formats. . Reports - The Subrecipient shall submit to the Grantee the reports described below or any other document in whatsoever form, manner, or frequency as may be requested by the Grantee; These reports will be used for monitoring the progress, performance, and compliance with applicable Grantee and Federal requirements. Progress Reports - The Subrecipient shall submit a"Homeless Management Information System (HMIS) generated "Performance Report", Attachment F, along with a summary and the specified forms attached hereto as "Consolidated Financial Record and Reports", Attachment E. These reports may be revised or updated by the Grantee from time to time; and shall describe the progress made by the Subrecipient in achieving each of the objectives identified in "Scope of Service and US HUD eSnaps Documents" Attachment B. The reports shall explain the Subrecipient's progressincluding comparison of actual versus planned progress for the period. The reports are due by the fifteenth (15th) day of the following month. The request for reimbursement, are also due by the fifteenth (15th) day following the close of the prior month. CoC Grant #FL0177L4D001609, The City of Miami Beach, The City of Miani Beach Outreach Program Page 10 Subrecipients that are Domestic Violence Programs shall participate in a HMIS- equivalent system. Such Subrecipients shall provide proof to the Grantee of the utilization of an alternative system to compile all required data for the Performance Report. ii. Annual Performance Report - The Subrecipient shall submit a HMIS generated "US HUD CoC Annual Performance Report ;(0625-HUD-CoC-APR)" Attachment F, in addition to a complete and accurate report using supplemental "eSnaps ; CoC APR Financial and Performance Questions" provided by the Grantee Attachment F. The complete and accurate APR is due to the Grantee no later than thirty (30) days after the end of each operating year. The above referenced report may be substituted for any other US HUD required Report if approved by US HUD. iii. A Program Rating and Satisfaction Survey Report shall be conducted and retained by the Subrecipient in .a separate file and available for review and monitoring or as requested by the Grantee. The Program Rating and Satisfaction Survey forms, included herein by reference only may be substituted or updated by the Grantee with a comparable satisfaction survey. iv. When the Grantee, Miami -Dade ;County is the Rental Administrator: The Subrecipient shall submit a complete an accurate CoC Program "Participant Application for Housing" Package, Attachment K, including all supporting documentation for each eligible program participant accepted through the CoC's established Coordinated Outreach and Assessment HMIS system to Miami -Dade County Homeless Trust, 27th Floor, Suite 310, 111 NW First Street, Miami, Florida 33128. Pursuant to 24 CFR 578.77(c), the Subrecipient must examine program ;participants' income initially, and at least annually thereafter, to determine the amount of the contribution toward rent payable by the program participants. Adjustments to program participants' contribution toward the rental payment must be made as changes in income are identified, The Subrecipient is required for each program participant receiving assistance to notify the Grantee in writing of changes in the participants' income or other circumstances that affect the program participants' eligibility or need for assistance. The Subrecipient shall submit "Re -certification of Participation Application for Housing" Package Attachment K, no later than one hundred - twenty (120) calendar days before the expiration of term of the Lease Agreement and HAP Contract. The 'Re -certification application shall include documented evidence of the program participants' continued lack of sufficient resources and support networks necessary to retain housing without assistance from the CoC Program. When the Subrecipient is the Rental Administrator:' The Subrecipient shall complete and maintain an accurate CoC Program "Participant Application for Housing" Package, Attachment J, including all supporting documentation for each eligible program participant accepted through the CoC's established Coordinated Outreach and Assessment HMIS system. Pursuant to 24 CFR 578.77(c), the Subrecipient must examine program participants' income initially, and at least annually thereafter, to determine the amount of the contribution toward rent payable by the program participants. Adjustments to CoC Grant #FL0177L4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 11 program participants' contribution toward the rental payment must be made as changes in income are identified. The Subrecipient is required for each program participant receiving assistance to retain recordsfor the Grantee's review, changes in the participants' income or other circumstances that affect the program participants' eligibility or need for assistance. The Subrecipient shall retain records of "Re -certification of Participation Application for Housing" Package Attachment J, no later than one hundred -twenty (120) calendar `days before the expiration of term of the Lease Agreement and HAP Contract. The Re -certification application shall include documented evidence of the program participants' continued lack of sufficient resources and support networks necessary to retain housing without assistance from the CoC Program. v. Program Income -the income received by the Subrecipient directly generated by a grant -supported activity. Program income earned during the grant term shall be retained and may either be 1) added to funds committed to the project by HUD and the recipient and used for eligible activities in accordance with the requirements pursuant to 24 CFR 578 or 2) used as match, Program Income is reported and submitted to the Homeless Trust monthly in the "Consolidated Financial Record and Reports", Attachment E vi. A "CoC Homeless Assistance Program Guidelines" Attachment G shall be completed and retained by the Subrecipient. This report must be available upon request during any site visit or comprehensive monitoring or inspection as requested by the Grantee. This report is an informational guideline to assist in compliance to the CoC Homeless Assistance Program policies, procedures and requirements and regulations. vii. Audit Reports - Subrecipients shall submit an, audit conducted in accordance with the provisions of Omni or Super Circular 2 CFR Chapter I, and Chapter II, ..Parts 200, 215, . 220, 225, and 230 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, as applicable, and with 24 CFR 578.99(g) which provides that Subrecipients must comply with the audit requirements of OMB Circular A-133, "Audits of States, Local Governments, and Non-profit Organizations.". The Subrecipient shall provide such reports no later than one hundred -eighty (180) calendar days following the end, of the Subrecipient's fiscal year, for each year during which this Agreement remains in force or until all funds earned from this Agreement have been so audited, whichever islater, provided that the Subrecipient has such an opinion ;prepared, The Subrecipient shall comply with any and all other applicable audit and reporting requirements. viii. Incident Reports - The Subrecipient must report to Miami -Dade County Homeless Trust information related to any critical incidents occurring during the administration of its programs, using form "Incident Report" Attachment H. Such notification. shall occur, within twenty-four (24) hours of the incident occurring.. In addition, the Subrecipient shall report this incident to the appropriate authorities as well as submit in writing a detailed account of the incident. This Incident Report should be addressed to Miami -Dade County Homeless Trust's Disaster Coordinator, as well as the Subrecipient's assigned Contract Officer. The Subrecipient shall comply with the privacy, security and CoC Grant #FL0177L4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 12. electronic transfer standards in transmittal of any Incident Report to comply with Health Insurance Portability and Accountability Act (HIPAA) in using appropriate safeguards to prevent non -permitted disclosures. This Incident Report shall be addressed to Miami -Dade County, Homeless Trust, Suite 310, 27th Floor, 111 NW 1St Street, Miami, Florida, 33128; (305) 375-1490 and facsimile (305) 375-2722, ix. The COOP Report - The Subrecipient shall submit a Continuity of Operations Plan (COOP), also known as an Agency Wide and Program Specific Disaster Plan in PDF format and emailed as an attachment to Miami -Dade County Homeless Trust's Disaster Coordinator and an original paper copy submitted no later than April 1St of each operating year. x. Mandatory Disclosure The Subrecipient is required to disclose in a timely manner and in writing "all violations of Federal criminal law involving fraud, bribery, or gratuity violations potentially affecting the Federal award". Failure to make the required disclosures can result in a number of actions, including suspension and or debarment. . Special and General Conditions - The Subrecipient's Staff members providing eligible: services under this Agreement are listed in the budget section of the "Scope of Service, US HUD eSnaps Documents" Attachment B. The Subrecipient shall additionally submit job titles and job descriptions upon request. b. The Subrecipient shall follow the client referral process in the Scope of Service contained within the "Scope of Service and US HUD eSnaps Documents" Attachment B and through the Continuum of Care (CoC)'s Coordinated Outreach and Assessment system. The client referral process may beamended by the Grantee to meet changing priorities of the Continuum of Care. All referrals shall be made to the Subrecipient and accepted by the Subrecipient through the established HMIS system. . The Subrecipient shall provide any documentation, necessary, such as the "W-9 Form" Attachment C, to facilitate the reimbursement of services. d. The Subrecipient shall comply with all rules, guidelines and regulations governing the CoC Rental Assistance; program under 24 CFR 578, and any other applicable law, rules and regulations. . Rental assistance projects must serve eligible program participants, including but not limited to retaining records of disability and homeless verification as part of the recordkeeping requirements. ii. Rental assistance funds are to pay Landlord owners) in the community the difference between the contract rent amount of the unit and the homeless participants' or tenants' contribution toward rent. The program participants' or tenants' contribution toward rent is determined by the type of program. Under tenant -based rental assistance, sponsor -based rental CoC Grant #FL0177L4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 13 assistance, and, project based rental assistance, program participants are required to pay rent to the landlord as determined under 24 CFR 578.77. It is important to note in all the US HUD CoC Programs, the program participants enter into a Lease with the Landlord. iii. The Subrecipient must consistently follow policies and procedures used by the CoC's established Coordinated Outreach and Assessment (HMIS) system in accepting referrals of eligible program participants pursuant to 24 CFR 578.7(a)(8). iv. The Subrecipient shall establish referral protocols, policies and procedures subject to approval by Miami -Dade County Homeless Trust in documenting rejection of program participants accepted from the CoC's established Coordinated Outreach and Assessment (HMIS) system, which must include at a minimum, assurances that such rejections ;are, justified and that the ,program participants are able to access another suitable program within a reasonable amount of time. v. The Subrecipient shall establish protocols, policies and procedures subject to approval by Miami -Dade County Homeless Trust and consistent with Miami -Dade County Homeless Trust's CoC "Standards of Care" pertaining to ' termination of assistance to program participants. The Subrecipient may terminate assistance to program participants who violates program requirements. Termination does not bar the Subrecipient from providing further assistance at a later date to the same participants, individual or family (household). The protocol, policies and procedures must include at a minimum a formal process that recognizes the rights of individuals receiving assistance under due process of law. This process must' also consist of: (1) Providing the program participant with a written copy of the program rules and the termination process before the program participant begins to receive assistance; (2) Written notice to the program participant containing a clear statement of the reason(s) for termination; (3) A review of the decision, in which the program participant is given the opportunity to present written or oral objections before a person other than the person (or a subordinate of that person)who made or approved the 'termination decision; and (4) Prompt written notice of the final decision to the program participant. The Subrecipient providing permanent supportive housing for hard -to -house populations of homeless persons must exercise judgment and examine all extenuating circumstances in determining when violations are serious enough to warrant termination so that program participants' assistance is terminated onlyin the most severe cases. The Subrecipient shall comply with the Violence against Women Reauthorization Act (VAWA) as well as with 24 CFR 5.200, as may be amended, and with all applicable provisions of 24 CFR Parts 5, 92, 200, 574, 576, 578, 880, 882, 883, 884, 886, 891, 960, 966, 982, and 983 and with such administrative rules and policy guidance relating to VAWA as may exist, be adopted, or be amended from time to time, as may be applicable. CoC Grant #FL0177L4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 14 f. The Subrecipient may be subject to a Performance Improvement Plan (PIP) at the discretion of the Grantee. General Conditions - The Subrecipient shall comply with all applicable federal, state and local laws, regulations and required policies, including but not limited to the Continuum of Care (CoC) Program Final Interim Rule, 24 CFR Part 578, as may be amended from time to time, the McKinney-Vento Homeless Assistance Act, as may be amended from time to time (42 U.S.C. 11301 et seq.) (the "Act") the Consolidated and Further Continuing Appropriations Acts of 2012, 2013, and 2014 the Homeless Definition Final Rule, published in the Federal Register on December 5, 2011, as may be amended from time to time; the "Continuum of Care Program Grant Agreement" Attachment A and all other federal requirements of this grant. The responsibility for knowledge of and compliance with all Federal and any other legal requirements is that of the Subrecipient. The Subrecipient shall also comply with any guidance provided by US HUD regarding this Agreement, program and the services offered hereunder, as well as with any guidance provided by US HUD applicable to this Agreement, program and the services offered hereunder. The Subrecipient shall abide and be governed by the requirements of the Americans with Disabilities Act (ADA). Subrecipient shall designate with its organization an ADA Coordinator to ensure that all requirements of the ADA and any related applicable regulations and requirements are met by the Subrecipient. In addition, the Subrecipient agrees to comply with the following requirements. Insurance If the Subrecipient is the State of Florida or an agency or political subdivision, of the State as defined by Section 768.28, Florida Statutes, the Subrecipient shall furnish the Grantee, :upon request, written verification of liability protection in accordance with Section 768.28, Florida Statutes. The written verification shall be submitted to Miami -Dade County Risk Management, Internal Services Division, located on the 23rd Floor, 111 NW 1st Street, Miami, Florida 33128. Nothing herein shall be construed to extend any party's liability beyond that provided in Section 768.28, Florida Statutes, If the Subrecipient is a non-governmental entity said Subrecipient shall maintain > required liability insurance coverage as noted below during this contract period. The Subrecipient shall maintain required liability insurance coverage as noted below at all times during this contract period. Public Liability Insurance on a comprehensive basis in an amount not less than $300,000 combined single limit for bodily injury and property damage. The Grantee must be shown as an additional insured with respect to this coverage, as evidenced by a Certificate of Insurance. Automobile Liability Insurance coverage for all owned, non -owned and hired vehicles used in connection with this Agreement in an amount not less than $300,000 combined single limit for bodily injury and property damage. Workers' Compensation Insurance for all employees of the Subrecipient as required by Florida Statutes 440. CoC Grant #FL0177L4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 15 Flood Insurance shall be maintained., as per the requirements in 24 CFR Part 583.330 (a). The insurance coverage required shall include these classifications, listed in standard liability insurance manuals, which most nearly reflect the operations of the Subrecipient. All insurance policies required above shall be issued by companies; authorized to do business under the laws of the state of Florida, with the following qualifications: The company must be rated no less than "B" as to management, and no less than "Class V" as to financial strength by the latest edition of Best's Insurance Guide, published byA.M.'Best Company, Oldwick, New Jersey, or its equivalent, subject to the approval of Miami -Dade County Risk' Management Division. Or Compliance with the foregoing requirements shall not relieve the Subrecipient of its liability and obligations under this section or under any other section of this Agreement. No modification or waiver of any of the aforementioned insurance requirements shall be made without thirty (30) days written advance notice to the Grantee, and is subject, to the approval of Miami -Dade County Internal Services Risk Management Division. ii. Indemnification - The Subrecipient shall indemnify and hold harmless the Grantee and its past, present, and future employees and agents from and against any and all claims, liabilities, losses, and causes of action which may arise out of or relate. to this Agreement, or which may arise out of actions or negligence, in whole or in part, of the Subrecipient, its officers, agents, employees, or assignees in the direct or indirect fulfillment of this Agreement. The Subrecipient shall pay all claims and losses of any nature in connection therewith, and shall defend all suits, in the name of the Grantee when applicable, and shall pay all costs and judgments which may issue thereon. It is expressly understood and intended that the Subrecipient is an independent contractor and is not an employee or agent of the Grantee. iii. Certifications and Representations Pursuant to OMB 2 CFR Chapter I, Chapter II, Subpart C (200208), the Subrecipient shall provide a' certification statement for all annual financial reports and requests for paymentthat states the following: By signing this report, l (duly authorized, signature) certify to the best of my knowledge and belief that the report is true, complete and accurate and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the Federal award. 1 am aware that any false, fictitious, or fraudulent information or the omission of any material fact, may subject me to criminal, civil oradministrative penalties for fraud, false statements, false claims or other offense." iv. Conflicts of Interest - The Subrecipient shall disclose to the Grantee in writing any possible or actual conflicts of interest or apparent improprieties relating to the Subrecipient under this Agreement. The Subrecipient shall make each disclosure in writing to the Grantee immediately upon the Subrecipient's discovery of such CoC Grant ##FL0177L4D001609, The, City of Miami Beach, The City of Miami Beach Outreach Program Page 16. possible conflict. The Grantee will then render an opinion which shall be binding on all parties. v. Affidavits -: The Subrecipient shall complete, notarize and provide one (1) original set of "Miami Dade County .Affidavits and Declarations 1 through 16", "Attachment D". One (1) original set of Affidavits will remain on file with Miami - Dade County, Homeless Trust, two (2) full set of copies will be created and one (1) copy provided to Miami -Dade County Clerk of the Board and one (1) copy to the Subrecipient. 1. Miami -Dade County Ownership Disclosure Affidavit (Section 2-8.1 of Miami -Dade County Code "County Code"). Miami -Dade County Employment Disclosure Affidavit (County Ordinance 90-133, Amending Section 2-8.1; Subsection (d) (2) of the County Code). . 3. Miami -Dade County Affirmative Action / Non -Discrimination of Employment, Promotion and Procurement Practices (County Ordinance 98-30 codified at 2-8.1.5 of the County Code). 4. Miami -Dade County Criminal Record Affidavit (Section 2-8.6 of the County Code). Sworn Statement Pursuant to §287.133 Florida Statutes on Public Entity Crimes. Miami -Dade Employment Family Leave Affidavit (County Ordinance 142-9 codified as Section 11A-29 et seq of the County Code). 7. Miami -Dade County Disability Nondiscrimination Affidavit (County Resolution R-385-95). Miami -Dade County Regarding Delinquent and Currently Due Fees or Taxes (Section 2-8.1(c) of the County Code). . ' Miami -Dade County Current on all County Contracts, Loans and Other Obligations. (County Ordinance 99-162). 10. Miami -Dade County Domestic Violence Leave (11A-60 et seq of the County Code). 11. Miami -Dade County Employment Drug Free Workplace Affidavit (County Ordinance 92-15 codified as Section 2=8.1:2 of the County Code); 12. Attestation regarding due and proper acknowledgement Miami -Dade County funding support. 13. Miami -Dade County Affidavit pursuant to Board of Miami -Dade County Commissioners Resolution No R-630-13. Pursuant to "Board of Miami -Dade County Commissioners the Subrecipient will also submit a detailed project budget, and sources and uses statement as contained within "Scope of Service and US HUD eSnaps Documents", incorporated into Attachment B, which shall be sufficiently detailed to show: i) the total project cost; ii) the amount of funds to be used for administrative and overhead costs; iii) whether the funds under this Agreement will be 'gap' funds meaning that they would be the last remaining funds needed to ensure funding for the total project costs; iv) any profit (program income) to be made by the Subrecipient; and v) the amount of funds devoted toward the provision of the desired services or activities. CoC Grant'#FL0177L4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 17 14. Miami -Dade County certification not to use "Pink Slime" in food programs or related housing programs providing food (County Resolution No. R-47842) 15. Affidavit of Miami -Dade County Lobbyist Registration for Oral Presentation (CountyOrdinance Section 2-11.1(s) of the County Code), Lobbyist specifically includes the principal, as well as any agent, officer, or employee of a principal, regardless of whether such lobbying activities fall within the normal scope of employment of such agent, officer or employee. 16. Subcontract/Supplier Listing (Ordinance 97-104) The Subrecipient understands that the Grantee has relied on the Subrecipient's aforementioned representations in entering into this Agreement. h. Civil .Rights - The Subrecipient agrees to abide by Chapter 11A of the Code of Miami - Dade County ("County Code"), as may be amended, in the exercise of its police power for the public safety, health and general welfare, to eliminate and prevent discrimination in employment, family leave, public accommodations, credit and financing practices, and housing accommodations because of race, color, religion, ancestry, national origin, sex, pregnancy, age, disability, marital status, familial status, gender identity, gender expression, sexual orientation, or ac ual or perceived status as a victim of domestic violence, dating violence or stand l :. It is further hereby declared to be the policy of Miami -Dade County to elimi and prevent discrimination in housing based on source of income. Initials her DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT 24 C'"' Parts 5, 91, 92, 570, 574,576, and 903 [Docket No. FR -5173-F-04] R1N 2501-A 33 Affirmatively Furthering Fair Housing - The Fair dousing Act (title VIII of the Civil Rights Act of 1968, 42 U.S.C. 3601-3619) declares that it is "the policy of the United States to provide, within constitutional limitations, for fair housing throughout the United States." See 42 U.S.C. 3601. Accordingly, the Fair Housing Act prohibits, among other things, discrimination in the sale, rental, end financing of -dwellings, and in other housing -related transactions because of ace, color, religion, sex, familial status, national origin, or handicap." Initials here See 42. U.S.C. 3604 and 3605.. Section 808(d) ,•� ''he Fair Housing Act requires all executive branch departments and agencies ministering housing and urban development programs .:and activities to admin ter these programs i a manner that affirmatively furthers fair housing. See 42 U.S.C. 3608. Initials her The Subrecipient agrees to abide and be governed by Title VI and , of the Civil Rights,. Act of 1964. (42 U.S.C. 2000 et seq.) and Title VIII of the Civil 'ights Act of 1968, as amended, and Executive Order 11063, as may be amended, as well as with any applicable regulations, which ,_provide in .:part that there will be no discrimination of race, color, gender/sex, religious background, ancestry or national origin in performance of this Agreement in regard to persons served, or in regard to employees or applicants for employmen or housing. It is expressly understood that upon receipt of evidence of such discri +' tion, the Grantee shall have the right to terminate this Agreement. Initials her CoC Grant #FL0177L4D001609,;The City of Miami Beac Program The City of Miami Beach Outreach Page 18 Executive Order 11063 prohibits discrimination in the sale, Ieasing, rental, or other disposition of properties and "facilities owned or operated by the federal government or provided with federal funds. ExecutiveOrder 12892, as amended, requires federal agencies to affirmatively further fair housing in their programs and activities, and provides that the Secretary of HUD will be responsible for coordinating the effort. Executive Order 12898 requires nondiscrimination in federal programs that affect human health and the environment as well as provides minority and low-income communities' access to public information and public participation. Executive Order 13166 requires federal agencies to examine the services they provide, identify any need for services to those with limited English proficiency (LEP), and develop and implement a system to provide those services so LEP persons can, have, meaningful access to them. Executive Order 13217 requires federal agencies to evaluate their policies and pr grams to determine if any can be revised or modified to improve the availability • community-based living arrangements for persons with disabilities. Initials her Awareness of the Joint Letter of clarification datedust 5, 2016 from United States Department of Justice, United States Depart ' nt of Health and Human Services, United States Department of Housing and Urban Development reminding recipients of federal financial assistance that they should not withhold certain services based on immigration status when the services are necessary to protect life or safety. In the Personal Responsibility and Work Opportunity Reconciliation Act of 1996 ("PRWORA"), Congress restricted immigrant access to certain public benefits, but also established a set of exceptions to these restrictions. It is understood that recipients of federal funding that administer programs that (i) are necessary for the protection oflife or safety; (ii) deliver in-kind services at the community level; and (iii) do not condition the provision of assistance, the amount of assistance, or the cost of assistance on the individual (participant's) recipient's income or resources, that such, programs are no subject to PRWORA's restrictions on immigrant access to public benefits and m st be made available to eligible persons without regard to citizenship, nationali r immigration status. 8 U.S.C. Section 1611(b)(1)(D), 1621(b)(4). Initials here It is further understood that the Subrecipient mu 'submit affidavits attesting that it is not in violation of the American with Disabilities Act, Section 504 of the Rehabilitation Act of 1973, as amended, (29 U.S.C. 794, et seq.), the Federal Transit Act, (49 U.S.C. 1612), and the Fair Housing Act, (42 U.S.C. 3601 et.seq.), as may be amended, as well as with any applicable regulations. If the Subrecipient or any owner, subsidiary, or other firm affiliated with or related to the Subrecipient is found by the responsible enforcement agency, the Courts or Grantee to be in violation of these Acts, the Grantee shall conduct no further business with the Subrecipient. Any contract entered into based upon a false affidavit shall be voidable by the Grantee. If the Subrecipi • It violates any of the Acts during the term of any contract the Subrecipient has with iami-Dade County, such contract shall be voidable by the Grantee, even if the Subre 'ent was not in violation at the time the affidavit(s) were submitted. Initials her The Subrecipient agrees that it is in colance with the Domestic Violence Leave, codified as (Article 8, Section 11A-60 ; .seq. of the County Code), as may be amended, which requires an employer, who in the regular course of business and CoC Grant #FL0177L4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 19 has fifty (50) or more employees working in Miami -Dade County for each working day during each of the twenty (20) or more -calendar work weeks to provide domestic violence leave to its employees, Failure to comply wi h this local law may be grounds for voiding or terminating this Agreement or fo ;commencement of debarment proceedings against the Subrecipient. Initials her. The Subrecipient agrees to abide and be governed by the Ag li iscrimination Act of 1975,.:(42 U.S.C. 6101 et seq.) and implementing regulations a 24 CFR Part 146), as may be amended, as well as ith any applicable regulations, which provides in part that there shall be no disc ination._,against persons in any area of employment because of age. Initials her The Subrecipient agrees iabide and be governed by Section 504 of the Rehabilitation Act of 1973, a ended, (29 U.S.C, 794, et.seq.) as may be amended, as well ,as with any applicable Ij ,, ulations, which `prohibits discrimination on the basis of handicap. Initials her ='11V The Subrecipient agrees to Americans with Disability applicable law.' Initials her Pursuant to 24 CFR 578.23, brecipient hereby certifies and agrees that: Subrecipient will maintain the confidentiality of records pertaining to any individual or family that was provided family violence prevention or treatment services through the project / program; ii The address or location of any family violence project / program assisted under this part will not be :made public, except with written authorization of the person responsible for the operation of such program and in accordance with any applicable state and local laws that prohibit disclosure of information relating to domestic violence centers; iii. Subrecipient will establish policies and practices that are consistent with, and do not restrict the exercise of rights provided by Subtitle B of Title VII of the McKinney-Vento Homeless Assistance Act, as amended, and other laws relating to the provision .of educational and related services to individuals and families experiencing homelessness; In the case of programs that provide housing or services to families, that Subrecipients will designate a staff person to be responsible for ensuring that children being served in the _program are enrolled in school and connected to appropriate services in the community including early childhood programs such as Head Start, Part C of the individuals with Disabilities Education Act, and programs authorized under Subtitle B of Title VII of the McKinney-Vento Homeless Assistance Act as amended; The Subrecipient shall use the centralized, or coordinated assessment system established by the Continuum of Care as set forth pursuant to 24 de and be governed by the requirements of the ADA), as may be amended, as well as with any CFR 578.7(a) (8) vi. Subrecipient, its officers, and employees are not debarred or suspended from doing business with the federal government; and Subrecipient will provide information, such as data and reports, as required by US HUD. CoC Grant #FL0177L4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 20 Additionally, Subrecipient agrees: 1. To establish such fiscal controls and accounting procedures as may be necessary to assure the proper disbursal of, and accounting for grant funds in order to ensure that all financial transactions are conducted, and records maintained in accordance with ;generally accepted accounting principles; ii. To take the educational needs of childreninto account when families are placed in housing and will, to the maximum extent practicable, place families with children as close as possible to their school of origin sous not to disrupt such children's education. A Subrecipient that serves families with school-age children shall have at least one program staff member, knowledgeable of the McKinney-Vento :Education for Children and Youth Act requirements and shallcomply with all requirements related to facilitation of educational opportunities consistent with Miami -Dade County Homeless Trust's Standards of Care incorporated herein by reference; iii. ' To comply with the provisions of 24 CFR 578.23(c) (9). iv. To follow the written standards for providing Continuum of Care assistance developed by the Continuum of Care, including the minimum requirements set forth in § 578.7(a)(9), and To operate the ` project(s) in accordance with the provisions of the McKinney-Vento Act and all requirements under 24 CFR part 578; and to comply with such other terms and conditions as US HUD may establish by NOFA (Notice of Funding Availability). Suspension and Termination` Suspension - The Grantee may, for reasonable cause, temporarily suspend the operation and authority to obligate funds of the Subrecipient, under this Agreement, or withhold payments to the Subrecipient pending necessary corrective action by the Subrecipient or both. Reasonable cause shall be determined by the Grantee in its sole and absolute discretion and may include: i. Ineffective or improper use of any funds provided hereunder by the Subrecipient; ii. Failure by the Subrecipient to materially comply with any terms, conditions, representations or warranties contained herein; Failure by the Subrecipient to submit any documents required by this Agreement; or Incorrect or incomplete document submittal by the Subrecipient. b. Termination - i. °Termination at Will - This Agreement, in whole or in part, may be terminated by the Grantee upon no less than fifteen (15) working days' notice when the Grantee determines that it would be in the best interest of the Granteeand / or the Subrecipient materially fails to comply with the terms and :conditions of the award. Said notice shall be delivered by CoC Grant #FL0177L4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 21 certified mail, return receipt request, or in person with proof of delivery. The Subrecipient shall have five . (5) days from the day the notice was delivered to state why it is not in the best interest of the Grantee to terminate the Agreement. However, it is up to the discretion of the Grantee to make the final determination as to what is in its best interest. ii. Termination for Convenience The Grantee or Subrecipient may terminate this Agreement, in whole or part, when both parties agree that the continuation of the activities would not produce _ beneficial results commensurate with the further expenditure of funds. Both parties shall agree in writing upon the termination conditions, including the effective date and in the case of partial termination, the portion to be terminated. However, if the Grantee determines in the case of partial termination that the reduced or modified portion of the grant will not accomplish the in its -i_ the grant._. __... made it . terminate thergrantpurposes for which entirety. Termination Because of a Lack of Funds -,In the event funds to finance this Agreementbecome unavailable, the Grantee may terminate this Agreement upon no less than twenty-four (24) hours' notice in writing to the Subrecipient. Said notice shall be sent by certified mail, return receipt requested, or in person with proof of delivery. The Grantee shall be the final and sole authority in determining whether or not funds are available. iv. Termination for Breach Upon terminating this Agreement under this section the Grantee, in its sole -discretion, may require the Subrecipient to pay the Grantee any or all costs associated with termination of this Agreement, including but not limited to transfer of the Subrecipient's obligations under this Agreement and or selection of a new Project Sponsor. The Grantee may terminate this Agreement, in whole or in part, when the Grantee determines hi its sole and absolute discretion that the Subrecipient is not making sufficient progress in the performance of this Agreement as outlined in the "Scope of Services" contained within the "Scope of Service and US HUD eSnaps Documents" Attachment B or is not materially complying with any term or provision provided herein including but not limited to the following: The Subrecipient ineffectively or improperly used or uses the Grantee funds allocated under this Agreement; The Subrecipient failed or fails to furnish the Certificates of Insurance required by this Agreement or as determined by Miami - Dade County Internal Services Risk Management Division; The Subrecipient failed or fails to furnish proof of Licensure, proof of Certification or proof of Background Screening required by this Agreement; 4. The Subrecipient failed or ::fails to submit detailed reports of expenditures or final expenditure reports or submits incompletely or incorrectly; The Subrecipient failed or fails to submit required reports or subunits incompletely or incorrectly; CoC Grant #FL0177L4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 22 6. The Subrecipient refused or refuses to allow the Grantee access to records or refused or refuses to allow the Grantee to monitor, evaluate and review the Subrecipient's program; 7. The Subrecipient discriminates under any of the laws outlined in this Agreement; 8.The Subrecipient failed or fails to provide Domestic Violence Leave to its employees pursuant to local law; 9. The Subrecipient falsifies or violates the provisions of a Drug Free Workplace Affidavit; 10. The Subrecipient attempted or attempts to meet its obligations under this Agreement through fraud, misrepresentation or material misstatement; 11. The Subrecipient failed or fails within a specified period, to correct deficiencies found during a monitoring, evaluation or review; 12. The Subrecipient failed or fails to meet the terms and conditions of any obligation under this Agreement or otherwise of any repayment schedule to the Grantee or any of its agencies or instrumentalities; 13. The Subrecipient failed or fails to meet any of the terms and conditions of the Miami -Dade County Affidavits; and 14. The Subrecipient failed or fails to fulfill in a timely and proper manner any and all of its obligations, covenants, agreements and stipulations in this Agreement. The Subrecipient shall be given written notice of the claimed breach and ten (10) business days to cure same, if the. Subrecipient is not provided a written waiver of the breach by the Grantee, or if the Subrecipient remains in breach of this Agreement as determined by the Grantee, the Grantee shall initiate written notice to terminate and said notice will be to terminate effective within no less than twenty-four (24) hours. Said notice shall be sent by certified mail, return receipt requested,or in person with proof of delivery. Waiver of Breach or any provision of this Agreement shall not be construed to be a modification, or revisions of the terms of this Agreement. The provisions contained herein do not limit the rights to legal or equitable remedies or any other provision for termination by the Grantee under this Agreement. The Subrecipient shall be responsible for all direct and indirect costs associated with such termination or cancellation, including attorney's fees. Any individual or entity who attempts to meet its contractual obligations' with the Grantee through fraud, misrepresentation or material misstatement may be disbarred from Miami -Dade County contracting for up to five (5) years. 5. Notice Regarding Future Funding Applications Funding under this Agreement is provided by US HUD. The parties understand the Grantee, as the US HUD funding recipient, is responsible for review and approval of the funding application and response submitted to US HUD through the annual US HUD CoC Program Notice of Funding Availability (NOTA) application process. The Subrecipient agrees to timely, notify the Grantee of the Subrecipient's intention not to be available to renew and continue operating or providing the program in its entirety CoC Grant #FLO177L4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 23 as covered under this Agreement. Timely is defined as the earliest of either 1) six (6) months prior to this Agreement's expiration; or 2) upon request to confirm allocations in the Grant Inventory Worksheet (GIW) registration process of the anticipated annual application to US HUD CoC Program NOFA. If the Subrecipient is not available to apply for "renewal funding" or for the continuation of the program outlined in this Agreement, and failed to timely inform the Grantee as described herein, then the Grantee in its sole discretion may opt not to enter into future grant agreements with the Subrecipient. Further, in the event the Subrecipient will not be available to apply for renewal funding applicable to this Agreement, the Subrecipient agrees to ensure that housing is maintained for persons served by the Subrecipient under this Agreement after the expiration of this Agreement so that those persons do not become homeless; Notice from Subrecipient to Grantee pursuant to this section shall be delivered in writing by certified mail, return receipt request, or, in person with proof of delivery, to the attention of Miami -Dade County Homeless Trust Executive Director. 6. Reversion, of Assets;, Terni of Commitment'- If the Subrecipient receives assistance for acquisition, rehabilitation, or new construction, then the Subrecipient shall agree to operate the "McKinney-Vento Act housing" or provide "McKinney-Vento Act services" in accordance with this Agreement and applicable laws, and regulations for a term of at least twenty (20) years or if applicable fifteen (15) years from the date of initial occupancy or date of initial service provision. If the United States, Department of Housing and Urban Development (US HUD) ;determines a project is no longer needed for use as homeless assistance housing or services, then US HUD may provide authorization to the Grantee on behalf of the Subrecipient to convert the project to a project for the direct benefit of low-income persons pursuant to a request for such use by the Grantee on behalf of the Subrecipient operating the project as Project Sponsor, The parties hereby agree to this provision shall survive the expiration or terminationof this Agreementpursuant to 24 CFR 578.81 - The request for authorization to US HUD from the Grantee on behalf of the Subrecipient must.: be made while the project is operating as homeless housing or supportive services for homeless individuals and families, must be in writing, and must include an explanation of why the project is no longer needed to provide transitional or permanent housing or supportive services. Theprimary factor in US HUD's decision on the , proposed conversion is the unmet, need for transitional or permanent housing or supportive services in the Continuum of Care's geographic area. b. Repayment of Grant - If the Subrecipient does not provide supportive housing or supportive services for twenty (20) years or if applicable fifteen (15) years following the date .of initial occupancy or date of initial service provision pursuant to this Agreement, then the Grantee shall require repayment of the entire amount of the grant or partial repayment of the grant used for acquisition, rehabilitation, or new construction, unless conversion of the project has been authorized by US HUD pursuant to the terms in the Term of Commitment. The parties hereby agree this provision shall survive the expiration or termination of this Agreement. CoC Grant #FL0177L4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page .24 d. Prevention of Undue Benefit - Upon the sale or other disposition of a project assisted with acquisition, rehabilitation or new construction funds occurring before the expiration of the twenty (20) years or if applicable fifteen (15) year period, the Subrecipient must comply with such terms and conditions as US HUD and the Grantee may prescribe to prevent the Subrecipient from unduly benefiting from such sale or disposition. The Subrecipient shall return to the Grantee, upon the expiration or termination of the Agreement, any funds on hand, any accounts receivable attributable to those funds, and any overpayment due to unearned funds or costs disallowed pursuant to the terms of this Agreement that were disbursed to the Subrecipient by the Grantee. Revocation of License or Permit - Notwithstanding any provision of this Agreement to the contrary, revocation of any necessary license, permit, or approval by a governmental authority may result in immediate termination of this Agreement upon no less than twenty-four (24) hours' notice. Said notice shall be certified by mail or hand delivery. Declaration of Restrictive Covenant and Declaration of Restrictions -Where grant funds are used for acquisition, construction or rehabilitation under this Agreement, the Subrecipient shall record a Declaration of Restrictive Covenants, as well as a Declaration of Restrictions, in accordance with this section. The Declaration of Restrictive Covenants and the Declaration of Restrictions shall restrict the use of properties located at , in Miami - Dade County, Florida such that the properties must be operated for the provision of homeless housing and services for homeless persons ` in accordance with the provisions of (24 CFR Part 578, Code of Federal Regulations) and any other applicable laws or regulations for a term of at least twenty (20) years or if applicable fifteen (15) year period or for such other purposes as may be approved by the Grantee and US HUD. The Subrecipient agrees that the Declaration of Restrictive Covenants and the Declaration of Restrictions shall be signed by the Subrecipient, as well as the title owner of the subject property and any other relevant property interest holders, including but not limited to a lessee of the title holder subleasing the property to the Subrecipient. If the Subrecipient is not the title owner of the subject property, the Subrecipient shall be responsible for obtaining execution of the Declaration of Restrictive Covenants and the Declaration of Restrictions by the title owner and by any other parties required by US HUD. The Subrecipient shall be responsible.for ensuring that any signatories required by US HUD sign the Declaration of Restrictive Covenants and the .Declaration of Restrictions whether US HUD requires such signatories by regulation or by guidance provided directly regarding the project and / or property covered under this Agreement. The Declaration of Restrictive Covenants executed by the Subrecipient and any other required parties and recorded by the Subrecipient must be approved by US. HUD. The Subrecipient must provide US HUD with proof of recordation of the approved Declaration of Restrictive Covenants before funds for Rehabilitation or New .Construction may be drawn down. Acquisition funds may be drawn down OZOIMOMMEMMIIMII CoC Grant #FL0177L4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 25 before proof of recordation is received by US HUD; however, no other grant funds will : be available for draw down until US HUD is satisfied with the form and recordation of the Declaration. of Restrictive Covenants. The Subrecipient agrees to inform any lender or grantor which has loaned or granted funds for the purchase of such properties or structure on the subject property or properties covered under this Agreement and obtain their consent to the recordation of and subordination to the "Declaration of Restrictive Covenants" and the "Declaration of Restrictions". Such consent shall be in a form acceptable to the Grantee. The parties hereby agree this provision shall survive the expiration or termination of this Agreement. Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards a. Accounting Standards, Cost Principles and Regulations. i. The Subrecipient shall comply with applicable provisions of applicable Federal, State and County laws, regulations, and rules such as OMB Circular A-110, OMB Circular A-21, and OMB Circular A-133 and with the Energy Policy and Conservation Act (Public Law 94-163) which requires mandatory standards and policies related to energy efficiency. If any provision of this Agreement conflicts .with any applicable law orregulation, only the conflicting provision shall be modified to be consistent with the law or regulation or be deleted if modification is impossible. However, the obligations under .this Agreement, as modified, shall continue and all provisions of this Agreement shall remain in full force and effect. i; If the amount payable' to the Subrecipient pursuant to the terms of this Agreement are in excess of $100,000, or such other amount as required by applicablelaw or regulation; the Subrecipient shall comply with all applicable stands, orders, or regulations issued pursuant to Section 306 of the Clean Air Act of 1970 (42 U.S.C. 1857(h), as amended: the Federal Water Pollution Control Act (3 U.S.C. 1251), as amended: Section 508 of the Clean Water Act` (33, U.S.C. 1368); the environmental Protection Agency regulations (40 CFR : Part 15); Executive Order 1,1738; and the Environmental Review Procedures and Regulations (24 CFR Part 58 and 24 CFR Part 583.230). The -Subrecipient shall comply with all applicable laws and regulations governing this Agreement. The Subrecipient shall comply with the federal uniform administrative requirements and accounting standards cost principles and audit requirements "according to OMB Omni or Super Circular 2 CFR Chapter I, and Chapter II, Parts 200, 215, 220, 225 and 230, OMB Circular A-122, and 24 CFR 78 et.seq., as may be applicable and any other applicable laws and regulations. . Performance Measurements - The Subrecipient shall comply and report all performance objectives outlined in the "Scope of Service and US HUD eSnaps CoC Grant #FL0177L4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 26 Documents" Attachment B and as outlined in the NOFA application and in the manner specified and outlined in this Agreement. it Internal Controls The Subrecipient shall comply with internal control related federal statutes, regulations, and the terms and conditions of the federal award; evaluate and monitor and take prompt action when instances of noncompliance are identified including noncompliance identified in audit findings; and take reasonable measures : to safeguard legally protected personally identifiable information and other information. These internal controls shall safeguard assets and provide reasonable assurance of compliance with federal statutes and regulations. iii. Payment= The Subrecipient is required to report deviations from budget or project scope or objectives and request prior approvals from federal awarding agencies through the Grantee on any and all changes in scope or key persons and any other change to the program budget, in accordance with Omni or Super Circular 2 CFR Chapter I, and Chapter II, Parts 200, 215, 220, 225 and 230 and any other applicable laws and regulations. iv. Cost Sharing or Matching - For all federal awards, any shared costs or matching funds and all contributions, including cash and third party in-kind contributions, must be accepted as part of the non-federal entity's cost sharing or matching and such contributions shall meet all of the following criteria; 1... Are verifiable from the non-federal entity's records; Are not included as contributionsfor any other federal award; Are ; necessary and reasonable for accomplishment of project or program objectives; 4. Are allowable under Costs Principles of 2 CFR Part 200, et al. Are : not paid by the federal government under another federal award, except where the federal statute specifically provides that federal funds made available for such program can be applied to match or cost sharing requirements of other federal programs; 6. Are provided for in the approved budget when required by the federal awarding agency; and 7. Conform to 2 CFR Chapter II, Part 200.306, as applicable. Retention of Agreement Records i. The Subrecipient shall retain financial records, supporting documents, statistical records and all records pertinent to a federal award for a period of five (5) years from the date of submission of the final expenditure report or, for Federal awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, respectively, as reported to the federal awarding agency. 1. If any litigation, claim or audit is started before the expiration of the five (5) -year period, the records must be retained until all litigation, claims, or audit findings involving the records have been resolved and final action taken. ' If the Grantee or the Subrecipient has received or been given notice of any kind indicating any threatened CoC Grant#FL0177L4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 27 +�r litigation, ,claim pr audit arising out of the services provided pursuant to the terms of this Agreement, the Retention Period shall be extended until such time as the threatened or pending litigation, claim or audit is, in the sole and absolute discretion of the Grantee, fully, completely and finally resolved. Records for real property and equipment acquired with federal funds must be ;retained for a minimum five (5) years after final disposition. Any leases or mortgages or similar documents or contracts with a term longer than five (5) years, must be retained for five (5) years beyond the end of the document's full term. Records for program income transactions after the period of performance: The Subrecipient must report program income after the period of performance records pertaining to the earning of program income must be retained for five (5) years after the end of the non-federal entity's fiscal year in which the program income is earned. The Subrecipient shall allow the Grantee or any persons authorized by the Grantee full access to and the right to examine any of the records pertinent to the Federal Award and this Agreement. The Subrecipient shall notify the Grantee in writing both during the pendency of this Agreement and after its expiration as part of the final close out procedure of, the location and address where all the Agreement records will be retained. The Subrecipient shall obtain prior written approval by the Grantee for the disposal of any Agreement records before disposing of such records if it is within one (1) year after the expiration of the Retention Period. Additional Requirements The Subrecipient shall comply with the following additional requirements: Client Rules and Regulations - The Subrecipient shall submit to the Grantee a copy of the Client ,Rules and Regulations that apply to all program or client participants referred to the Subrecipient pursuant to this Agreement. This copy is due within tlfirty (30) calendar days following the, execution .of this Agreement. Personnel Policies and Administrative Procedure Manuals - The Subrecipient shall submit detailed documents describing all the'Subrecipient's policies and procedures for internal control, corporate, or organizational structure, property management, procurement, personnel ; management, accounting and fiscal information. This information shall be available to the Grantee upon request. Monitoring - The Subrecipient shall_ permit the Grantee and any other persons authorized by the Grantee to monitor, according to applicable regulations, all CoC Grant #FLO17.71.4P001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 28 Agreement records, facilities, goods, services and activities of the Subrecipient which are in any way connected to the activities undertaken pursuant to the terms of this Agreement including interview of any participant, employee, subcontractor, or assignees of the Subrecipient. The Grantee shall monitor both fiscal and programmatic compliance with all terms and conditions of this Agreement including a review of beneficiaries, supportive services, housing, operating costs, program and performance progress, site habitability, participant eligibility,'' documentation for required match, record keeping, and compliance with circulars, administrative costs, technical assistance visits, and environmental review. The Subrecipient shall permit the Grantee to conduct site visits, participant assessment surveys, and other techniques deemed reasonably necessary to fulfill the monitoring function. If the Grantee monitors and there is a finding of deficiencies report; said report may be delivered to the Subrecipient, and if so delivered, the Subrecipient shall rectify all deficiencies cited within the period of time specified in the report. Pursuant to Board of Miami -Dade County Commissioners Resolution No. 630-13, Miami -Dade County Mayor or Mayor's designee may make unannounced, on-site visits during normal working hours to the Subrecipient's headquarters and / or any locations or site where the services contracted for are performed. d. Restrictions of Funds Use - The funds received under this Agreement (and any State or local government funds used to supplement this Agreement) may not be used to replace State or local funds previously used, or designated for use to assist homeless persons (24 CFR Part 578.87). The Subrecipient shall notify the Grantee of any additional funding received for any activity described in this Agreement, other than funding already noted in the "Consolidated Financial Record and Reports", Attachment E. Such notification shall be in writing and received by the Grantee within thirty (30) calendar days of the Subrecipient's notification by the funding source. e. Related Parties - The Subrecipient shall report to the Grantee the name, purpose and any other relevant information in connection with any transaction conducted between the Subrecipient and a related party transaction. A related party includes, but is not limited to; a for-profit or nonprofit subsidiary or affiliate organization, and organization with overlapping boards of directors or any organization for which the Subrecipient is responsible for appointing members. The Subrecipient shall report this information to the Grantee upon forming the relationship orif already formed, shall report it immediately. Any supplemental information shall be reported in the Grantee required Agency Narrative and Progress Report which are addressed in Section 2 b. "Records and Access to Records". f. Required Meeting Attendance - From time to time, Grantee through Miami -Dade County Homeless Trust may schedule meetings and or training sessions to assist the Subrecipient in the performance of its contractual obligations or to inform the Subrecipient of new and or revised policies and procedures. Attendance at some of these meetings may be mandatory. The Subrecipient shall receive notice no less than three (3) business days prior to any meeting or training session that may require mandatory participation. A record of attendance shall be kept of meetings or training sessions where notice was given indicating the mandatory participation of the Subrecipient and the Subrecipient shall be monitored for compliance on that record of attendance, Failure to attend meetings or training sessions for which a CoC Grant #FL0177L4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 29 mandatory notice has been provided can result in material non-compliance of the Agreement, up to and including Breach or Default. Proof of mandatory notice shall consist of fax record; ;certified mail, electronic confirmation and or verbal communication with the Agreement contact person or persons and other program administrative staff of the Subrecipient. The Subrecipient may select one or more employees from their Agency, directly involved in the Agreement program, as their representative at the meeting or training session; the participation ,of the Agreement contact person or persons is preferred, The Subrecipient, may request waiver from a mandatory meeting. That waiver must be received no later than twenty-four (24) hours prior to the meeting date and time, ;and justification provided, including the. reason the Subrecipient could not send any representative. The. Grantee shall have absolute and finalapprovalover any determination to waive mandatory attendance; and ;no more than two (2) mandatory attendance waivers shall be allowed during the term of this Agreement. The Subrecipientis encouraged to attend all meetings of Miami -Dade County Homeless Trust and or its Committees, as information relevant to their program or services may be discussed. Publicity and Advertisements - The Subrecipient shall ensure that, all publicity and advertisements prepared and released by the Subrecipient, such as pamphlets and news releases already or indirectly related to activities funded pursuant to this Agreement, and all events carried out to publicize the accomplishments of any activity funded pursuant to this Agreement, recognize the Grantee as its funding source. h. ' Procurement - The Subrecipient shall use its own procurement`procedures which shall comply with any and all applicable federal, state and local laws, ordinances and regulations including but not limited to 2 CFR 200.318 as applicable. The Subrecipient shall maintain oversight and ensure that its subcontracts perform in accordance with the terms, conditions, and specifications of their contracts or purchase orders. The Subrecipient shall make a positive effort to competitively procure supplies, equipment, construction and services necessary or related to carrying out the terms of this Agreement from, minority and women owned businesses, as may 'be permitted by applicable law. ,.If this Agreement involves the expenditure of $100,000 or more by Miami -Dade County, and the Subrecipient intends to use subcontractors to _provide the services listed herein or suppliers to supply the materials, the Subrecipient shall provide Miami -Dade County with the names of the "Subcontractor / Supplier Listing", Attachment D. Subrecipient agrees that it will not change or substitute subcontractors or suppliers from those listed without prior written approval Involvement of HUD -assisted individuals and families - per 24 CFR 578.23 (c)(3), the Subrecipient agrees to ensure to the maximum extent practicable, that individuals ;:and families experiencing homelessness are involved, through employment, provision of volunteer services, or otherwise, in constructing, rehabilitating, maintaining and operating facilities for the project and in providing supportive services for, the project.'Further, per the Housing and Urban Development Act of 1968, as amended, (12 U.S.C. 1701u) to the greatest extent feasible, opportunities for training and employment, for services or programs CoC Grant #FL0177L4D001609, The City of Miami Beach, The City' of Miami Beach Outreach Program Page 30 J. covered under this Agreement, should be given to lower-income residents of HUD - assisted projects and contracts for work in connection with the project be awarded in substantial part to persons residing in the area of the project. Property - This section applies to equipment with an acquisition cost of greater than $5,000.00 per unit and all real property. 1) Any real property under the control of the Subrecipient that was acquired and or improved in whole or in part with funds from Grantee, or from Miami -Dade County and any equipment or property purchased for greater than '$5,000.00, shall, upon expiration or termination of this Agreement be disposed in accordance with instructions from the Grantee. Real Property is defined as land, including land improvements, structures, and appurtenances thereto, including moveable machinery ' and equipment. Equipment means tangible, non -expendable, personal property having a useful life of more than one (1) year and acquisition costs of greater' than $5,000.00 per unit. 2) The Subrecipient shall list in the property records all equipment with an acquisition cost of greater than $5,000.00 per unit and all real property purchased in whole or in part with funds from the Grantee or from Miami -Dade County from this Agreement or from previous agreements. The property record shall include a legal description, size, date of acquisition, and value at time of purchase, owner's name if different than the Subrecipient, information on the transfer or disposition of the property, and map indicating where property is in parcels, lots or blocks and showing adjacent streets and roads. Notwithstanding documents required for reimbursement purposes, an additional copy of the purchase ',receipt for any property described above which was purchased using Grantee ' or Miami -Dade County funds must also be included in the reimbursement package along with the "Real Property and Equipment Asset Inventory" Attachment I in the month it was purchased. 3) All equipment with an acquisition cost of greater than $5,000.00 per unit and all real property shall be inventoried annually by the Subrecipient and an Annual Inventory Report submitted to the Grantee. This report shall include the elements listed above. Pursuant to 2 CFR 200.94, if the cost of computing devices (inclusive of accessories) falls below the 'lesser of the capitalization threshold of the nonfederal entity or $5,000, regardless of the Length of useful life, the asset is a supply. Management Evaluations and Performance Reviews - The Grantee may conduct formal .Management Evaluations and Performance, Reviews of the Subrecipient following this expiration of this Agreement The Management Evaluations will reflect the compliance of the Subrecipient with generally accepted fiscal and organizational standards and practices. The Performance Reviews will reflect the quality of service provided and value received of the funds using monitoring data such as progress reports, site visits, and participants' surveys. Subcontracts and Assignments The Subrecipient shall not assign this Agreement without the Grantee's written consent to the assignment. The Subrecipient shall ensurethat all subcontracts and assignments; 1) Identify the full, correct and legal name of the party; 2) Describe the activities to be performed; 3) Present a complete and accurate breakdown of all price components; and 4) Incorporate provisions requiring compliance with all applicable regulatory and other requirements of this Agreement with any conditions of approval that the Grantee deems necessary. This applies only to subcontracts and assignments in which parties are engaged to carry CoC Grant #FL0177L4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 31 out .any eligible substantive programmatic service as set forth in this Agreement. The Grantee shall in its sole and absolute discretion determine when services are eligible substantive programmatic services subject to the audit and record keeping requirements described above. The Subrecipient shall ensure that all subcontracts and assignments which involve the expenditure of one hundred thousand dollars ($100,000.00) or more, comply with (Miami -Dade County Ordinance 97-104, § 1, 7-8-97), which, shall require the entity contracting with Miami -Dade County to list :all first tier subcontractors who will. performany part of the contract and all suppliers who will supply materials for the contract work directly to such entity. The contract shall also require the entity contracting with Miami -Dade County to report to Miami -Dade County the race, gender, andethnic origin of the owners :and employees of all such first tier subcontracts, This Agreement shall require the Subrecipient to provide Miami -Dade County the race, gender and ethnic information as soon as reasonably available and in any event prior to final payment under the contract. The Subrecipient shall not change or substitute subcontractors or suppliers from those -listed except upon written approval of the County. The Subrecipient must provide the list of all first tier subcontractors and direct suppliers; see "Subcontractor / Supplier Listing' Attachment D. The Subrecipient shall incorporate into• all consultant subcontracts this additional provision: "The .Subrecipient is not responsible for any insurance or other fringe >benefitsfor the consultant or its employees,, (examples social security, income tax withholdings, retirement or leave. benefits). The consultants assume full responsibility for the provision of all insurance and fringe benefit for themselves and their :employees retained ; by , the consultants in carrying :out the Scope of Service provided in this subcontract", The Subrecipient shall be responsible for monitoring the contractual performance of all subcontracts. The Subrecipient shall receive written documentation prior to entering into any subcontract which contemplates performance. of • substantive programmatic activities, as such is determined as provided herein. The approval of the Grantee shall be obtained prior to the release of any funds to the Subrecipient for the subcontract. The Subrecipient shall receive written approval from the Grantee prior to either ;assigning or transferring any obligations or responsibilities set forth in this Agreement or the ;.right to receive benefits or payments resulting from this Agreement Approval by the Grantee of any subcontract or assignment shall not under any circumstances be deemed to provide for the incurring of any obligation by the Grantee in excess of the total dollar amount set forth in this Agreement. m. Consultant to the Grantee - the parties understand that in order to facilitate the implernentation of this Agreement, the Grantee may from time to time designate a development consultant to work with the Subrecipient. The Grantee's Consultant shall be considered the Grantee's designee with respect to all portions of this Agreement with the • exception` of those provisions relating to payment to the Subrecipient for services rendered. The Grantee shall provide written notification to the Subrecipient of the name, address and employee representatives of the Grantee's Consultant. ,n. Participation in the .Homeless .Management .Information . System (HMIS) - The Subrecipient agrees to participate in a Homeless Management Information System selected and established, by the Grantee. Participation will include, but not be CoC Grant #FL0177L4D001609,.The City of Miami Beach, The City of Miami Beach Outreach Program Page 32 limited to, input of client data upon intake, daily updates of bed availability information, as well as updates to current and prior client's records upon client contact, and maintaining current data for statistical purposes. ' Subrecipients of Domestic Violence Programs with heightened privacy and confidentiality concerns are required to participate in an HMIS equivalent system to include the necessary stricter privacy and confidentiality standards. The Subrecipient understands that they are responsible for any ongoing costs to access the HMIS system. The Subrecipient agrees to abide by terms of any 'HMIS Agreements, which are incorporated herein by reference. The Subrecipient shall indemnify and hold harmless the Grantee and Miami -Dade County, its agents and instrumentalities from any and all liability, losses and damages arising out of or relating to this Agreement or the HMIS system. q. Miami -Dade County Inspector General review - The Subrecipient understands that Miami -.Dade County, Office of the Inspector General may, on a random basis, perform audits on all Miami -Dade County contracts, throughout the duration of said contracts. . Independent Private -Sector Inspector General review - The Subrecipient understands that Miami -Dade County Inspector General is also empowered to retain the services of Independent Private -Sector Inspector Generals, to audit, investigate, monitor, oversee, inspect and review operations, activities, performance and procurement processes including but not limited to project design, application and project specifications, proposals submittals, activities of the Subrecipient, its officers, agents and employees, lobbyists, Miami -Dade County staff, and elected officials to ensure compliance with contract specifications and to, detect fraud and corruption. Renegotiation or Modification The Subrecipient agrees that modifications to provisions of this Agreement shall only be valid, when in writing and signed by duly authorized representatives of all parties. In addition, the Subrecipient may not make any significant changes to an approved program without prior written approval by the Grantee. Significant changes include, but are not limited to, changes in the Project Sponsor, changes in the project site location, additions or deletions in types of program or funding activities outlined in 24 CFR 578.37 578.63 and the Notice of Funding Availability (NOFA) process approved in the Technical Submission for this program, or a shift of greater than ten (10) percentage points between approved funding activities, or a change in the population served, the number of population served, or any other changes deemed significant by the Grantee.' Depending upon the nature of the change, the Grantee may require a new certification of consistency with the Consolidated Plan Certification from the United States Department of Housing and Urban Development. Any approval for changes is contingent upon United States, Department ofHousing and 'Urban Development Field Office approval of the continuation of the Subrecipient's renewal ranking in the CoC NOFA application process. The parties agree to renegotiate this Agreement if the Grantee determines, in its sole and absolute discretion, that changes are necessary for reasons including but not limited to changes in Federal, State, County laws or regulations, or increases or decreases in funding allocations. The Grantee shall have final authority in CoC Grant #FL0177L4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 33 u. determining funding availability for this Agreement caused by changes listed above. Notwithstanding the foregoing, the :Grantee, retains all rights of suspension and termination set forth in other section(s) of this Agreement. Right to Waive- The Grantee may, for good and sufficient cause, determined by the Grantee in its sole and absolute discretion, waive provisions in this Agreement in writing or seek to obtain such wavier from the appropriate authority. All waiver requests from the Subrecipient must be in writing. Any waiver shall not be construed as a modification or revision to this Agreement. Disputes - In the event that an unresolved dispute exists between the Subrecipient and the Grantee, the Grantee shall refer the questions, including the views of all interested parties and the recommendation of the Miami -Dade County Homeless Trust, to the Miami -Dade County Mayor or the Mayor's designee for determination. The Mayor or Mayor's designee will issue a determination within thirty (30) calendar days of receipt and so advise the Grantee and the Subrecipient, or in the event additional time is necessary, the Grantee will notify the Subrecipient within the thirty (30) day period that additional time is necessary. The Subrecipient agrees that the determination of the Mayor or the Mayor's designee shall be final and binding on all parties. Proceedings'- This Agreement shall be construed in accordance with the laws of the State of Florida and any proceedings arising between the parties in any manner pertaining or related to this Agreement shall, to the extent permitted by law, be held in Miami -Dade County, Florida. No Third Party Beneficiaries - This Agreement has no intended or unintended third party beneficiaries. Construction of the Agreement This Agreement shall not be construed against the drafter of this Agreement. Sovereign Immunity - Nothing in this Agreement shall be considered a waiver of sovereign immunity. Notice and Contact- The Grantee's representative for this Agreement is Victoria L. Mallette, Executive Director, Miami -Dade County Homeless Trust. The Subrecipient's representative for this Agreement is Stti fly 1-117ANSf-L(: L r The project site location is C_ I1 of Movi I & P4ff . In the event that different representatives are designated by the Subrecipient after this Agreement is executed, or the Subrecipient changes the address of either the program site or principal office, the Subrecipient must notify the Grantee prior to such relocation and obtain all necessary approvals. Notice of the name of the new representative or new address will be rendered in writing to the Grantee within five (5) business days of the proposed change. y. The Subrecipient shall provide to the Grantee, prior to execution of this Agreement, the Subrecipient's Board Approval or Board Resolution designated authorizing signatories or their alternative to receive and expend funds, to execute agreements and subcontract agreements and to exercise modification, renewal and termination CoC Grant #FL0177L4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 34 clauses contain within this Agreement, The resolution shall be updated and provided annually. z. The Subrecipient shall provide the Grantee with a current list of the Subrecipient's Board of Directors and a Program -Specific Table of Organization, which includes all current job titles in PDF format and which shall be emailed as an attachment to Miami -Dade County Homeless Trust's Contract Manager within five (5) business days of execution of this Agreement. aa. Name .and Address of Payee -When payment is made to the Subrecipient, it shall be directed to the name and address of the payee listed here: Subrecipient's Name:: C OF tit IPMI PlEfie N _ Address: f.00 eOAA/E/I'T7 f'J e -/V, E-fi._ 1ti/ /J 4I aL&!-I, FL- 6;3)67 ''fc bb: All Terms and Conditions Included - this Agreement and its Attachments A through K as referenced in the Index of Attachment, contain all the terms and conditions agreed upon by the parties. cc. Autonomy - Both parties agree that this Agreement recognizes the autonomy of and stipulates or implies no affiliation between the contracting parties. The parties acknowledge that the relationship of Grantee ' and Subrecipient is that of independent contractors and that nothing contained in this Agreement shall be construed to place Grantee and Subrecipient in the relationship of principal and agent, employer and employee, master and servant, partners or joint ventures. Neither party shall have, expressly or by implication, or represent itself as having, any authority to make contracts or enter into any agreements in the name of the other party, or to obligate or bind the other party in any manner whatsoever. dd. Severability of Provisions - If any provision of this Agreement is held invalid, the remainder of this Agreement shall not be affected thereby if such remainder would then continue to conform to the terms and requirements of all applicable law. ee. Waiver of Trial Neither. the Subrecipient, subcontractor nor any other person liable for the responsibilities, obligations, services and representations herein, nor any assignee, successor heir or personal representative of the Subrecipient, subcontractor or any other such persons or entities shall seek a jury trial in any lawsuit, preceding, counterclaim or other litigation proceeding based upon or arising out of this Agreement, or the dealings or the relationship between or among the parties to this Agreement.. ff. Counties and Municipalities outside Miami -Dade County - The Subrecipient agrees to provide homeless housing within Miami -Dade County and further agrees to abide by, as well as to post this notice: Notice that all firms, corporations, organizations or individuals desiringto transact business or enter into a contract with Miami -Dade County for the provision of homeless housing and or homeless services swears, verifies, affirms and agrees that 1) they have not entered into any current contracts, arrangements of any kind, or understanding with any county, or municipality outside of Miami -Dade County to provide' housing and services for homeless persons in Miami -Dade County who are transported to Miami -Dade County by or at the behest of such counties and municipalities outside Miami -Dade County; and 2) CoC Grant #FL0177L4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 35 During the term of this contract, entities listed above will not enter into any such contract, arrangement of any kind or understanding provided however, Miami -Dade County Homeless Trust may, in its sole and absolute discretion, find and determine within sixty (60) days of an entity's request to waive the requirements of this section, that .a proposed contract should not be prohibited hereby, as the best interests of the homeless programs undertaken by and on behalf of Miami -Dade County would be served and Miami -Dade County would not be negatively affected by such contract, arrangement, or undertaking. gg. Compliance with all applicable Laws, Regulations, Ordinances, Policies and Standards - The Subrecipient agrees to comply with all applicable Federal, State, and local laws, regulations, ordinances, and standards including but not limited to any applicable requirements regarding payment and performance bonds and other requirements for public works, competitive bid and bid bond requirements, if applicable, as well as with requirements contained in the Grantee's "Continuum of Care Program' Grant Agreement", Attachment A. The Subrecipient also agrees to sign and provide the Grantee with any required affidavits. Additionally, the Subrecipient shall comply with any and all guidance that Grantee receives from US HUD regarding this Agreement, the program and / or services covered herein, and clarification of existing laws and regulations Religious Organizations. Pursuant to 24 CFR Part 578.87, a primarily religious organization is eligible to receive US HUD funding, if the organization agrees to provide homeless housing and services in a manner that is free from religious influences as described in section 24 CFR Part 578.87 and in accordance with the following principles; It will 'not discriminate against any employee or applicant for employment on the basis of religion and will not limit employment or give preference in employment to persons on the basis of religion;' It will not discriminate' against any person applying for homeless housing or services on the basis of religion and will not limit such homeless housing or services or give preference to persons on the basis of religion; and It will provide no religious instruction or counseling, conduct no religious worship or religious services, engage in no religious proselytizing and exert no . other religious influence in the provision of homeless housing and services funded hereunder. Alternative Provider - The Subrecipient shall incorporate into their policies and procedures, a written approved policy; to refer, or transferany program participant or prospective program participant of the Continuum of Care program who objects to the religious character of the provider. The policy and procedures shall be reviewed and subject to approval by Miami -Dade County Homeless Trust. At a minimum the policy and procedures shall include action to transfer or refer within a reasonably prompt time after the objection and undertake reasonable efforts to identify and refer the participant to an alternative provider to which the participant hasno objection. Except for services provided by telephone, the Internet, or similar CoC Grant #FL0177L4 D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 36 means, the referral must be to an alternative provider in reasonable geographic proximity to the organization making the referral. ` In making the referral, the Subrecipient shall comply with applicable privacy laws and regulations. The Subrecipient shall document any objections from program participants and prospective program participants and any efforts to refer such participants to alternative providers in accordance with the requirements of 24 CFR 578.103(a)(13)• The Subrecipient shall comply with the provisions of this section and with 24 CFR Part 578.87, as well as with any other applicable laws or regulations governing a primarily religious organization. 10. Health Insurance Portability and Accountability Act(HIPAA) Any person or entity that performs or assists Miami -Dade County with a function or activity involving the use or disclosure of Individually Identifiable Health .Information (IIHI) and or Protected Health Information (PHI) shall comply with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), as may be amended, and any applicable federal, state, county and local lawsand policies, including by not limited to 24 CFR 578.103, 42 CFR Part 2, and Section 39.908, Florida Statutes, as may be applicable. HIPAA mandates for privacy, security and: electronic transfer standards that include but are not limited to the following: a. Use of information only for performing services required by the contract or as required by law; b. Use of appropriate safeguards to prevent non -permitted disclosures; c. Reporting to Miami -Dade County, of any non -permitted use or disclosure; d, Assurances that any agents and subcontractors agree to the same restrictions and conditions that apply to the Subrecipient and provides reasonable assurances that IIHI and PHI will be held confidential; Making PHI available to the customer; f. Making PHI available to Miami -Dade County for an accounting of disclosures; g. Making internal practices, books and records related to PHI and IIHI available to Miami -Dade County for compliance audits and for other purposes as may be permitted by law; and h. PHI shall maintain its protected status regardless of the form and method of transmission (including paper and or electronic transfer of data). The Subrecipient must give its customers written notice of all privacy information practices including but not limited to description of the types of uses and disclosures that would be made with protected health information. 11. Proof of Licensure / Certification and Background Screening a Licensure. - If the Subrecipient is required by the State of Florida or Miami -Dade County or any federal, state or local law or regulation to be licensed or certified to provide the services or operate the facilities outlined in the Scope of Service contained within the "Electronic Review, Renewal Adjustment and HEARTH Renewal Application", Attachment B, the Subrecipient shall furnish to the Grantee a copy of all required current licenses or certificates. Examples of services or operations requiring such licensure or certification include but are not limited to childcare, day care, nursing homes, and boarding homes. CoC Grant #FL0177L4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 37 If the Subrecipient fails to furnish the Grantee with the licenses, certificates or certifications required under this Section, the Grantee in its sole discretion, shall not disburse any funds, until it is provided with such licenses or certifications. Failure to provide the required licenses or certification within sixty (60) days of execution of this Agreement may result in termination of this Agreement at the Grantee's discretion. b. Background Screening - The Subrecipient agrees to comply with all applicable federal, state and local laws, regulations, ordinances and resolutions regarding background screening of employees, volunteers, subcontractors and independent contractors. Subrecipient's failure to comply with any applicable laws, regulations, ordinances and resolutions regarding background screening of employees, volunteers, subcontractors and independent contractors is grounds for a material breach and termination of this contract at the sole discretion of Miami -Dade County. The Subrecipient agrees to comply with all applicable laws, (including but not limited to chapters 39, 402, 409, 394,408, 393, 397, 943, 984, 985, 1012 and 435, Florida Statutes, and Section 943.04351, Florida Statutes, as maybe amended from time ' to time), regulations, ordinances and resolutions regarding background screening' of those who may work or volunteer directly with or in the vicinity of vulnerable persons as defined by Section 435.02 Florida Statutes, as may be amended from time to time. In the event criminal background screenings is required by law, the State of Florida and / or Miami -Dade County, the Subrecipient will 'permit only employees, volunteers, and independent contractors with a satisfactory national criminal, background check through an appropriate screening agency (Le., the Florida Department of Juvenile Justice, Florida Department of Law Enforcement or Federal Bureau of Investigation) to work or volunteer in contact with or in the vicinity :of vulnerable' persons. The Subrecipient shall also comply with Section 943.059, Florida 'Statutes, regarding court-ordered sealing of criminal history records, and Section 943.0585, ';Florida Statutes, regarding court-ordered expunction of criminal history records, as may be applicable. The Subrecipient; agrees to ensure that employees, volunteers, subcontracted personnel and independent contractors who work with vulnerable persons satisfactorily complete and pass Level 2 background screenings before working or volunteering with any vulnerable persons. The Subrecipient shall furnish Miami - Dade County with proof that employees, volunteers, subcontracted personnel, and independent contractors who work with vulnerable persons, satisfactorily passed Level 2 background screenings` pursuant to Chapter 435 Florida Statutes, as may be amended from time to time. If the Subrecipient fails to furnish to Miami -Dade County proof that an employee, volunteer, subcontractor or independent contractor's Level 2 or other required background screening was satisfactorily passed and completed prior to that employee, volunteer, subcontractor or independent contractor working or volunteering with or in the vicinity of a vulnerable person or vulnerable persons, Miami -Dade County shall not disburse any further funds and this Agreement may be subject to termination at the sole discretion of Miami -Dade County. CoC Grant #FL0177L4D001.609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 38 SIGNATURES CONTINUE ON NEXT PAGE CoC Grant #FL0177L4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 39 IN WITNESS WHEREOF, the parties have caused this (39) thirty -nine -page Agreement to be executed by their respective and duly authorized officers the day and year first above written. WITNESSES: /w (Signature) ENTITY: Cc N Subrecipient: name of 0 (Printli� s Name) 2 (Signature) (Print Witness Name) ATTEST: APPROVED AS TO FORM LANGUAGE & FOR EXECUTION Date City Attorney L� . f lc le.A-L.-ES (Print uthorized Signatory) CA T1 (Print Title of Authorized Signatory) Affix Incorporation SEAL here HARVEY RUVIN, CLERK BY: Deputy Clerk Date See attached memorandum dated legal sufficiency Miami -Dade County, a political subdivision of The State of Florida Carlos A. Gimenez, Mayor 1., 24I') ) approved as to form and Resolution # R-1240-16 CoC Grant #FL0177L4D001609, The City of Miarni Beach, The City of Miami Beach Outreach Program Page 40 Attachment A - Attachment B - Attachment C - Attachment D - Attachment E Attachment F Attachment G INDEX OF ATTACHMENTS Continuum of Care Program Grant Agreement & Exhibit 1 Scope of Service and US HUD eSnaps documents Form W-9 Request for Taxpayer Miami -Dade County Required Affidavits and Declarations Consolidated Financial Record and Reports - Excel Format Performance Reports (Monthly and Annual) CoC Internal Wellness Checklist and Guidelines Attachment H - "Incident Report" form Attachment I "Real Property & Equipment Asset Inventory" form Attachment J - When Subrecipient is the Rental Administrator (Participant's Housing Application)* HAP & LEASE Attachment K - When Miami -Dade County is the Rental Administrator (Participant's Housing Application)* HAP & LEASE Attachment L Place -setter - Leave Blank * The "CoC Participant Housing Application" contained therein, may be updated and amended from time to time and re -issued administratively CoC Grant #FL0177L4D001609, The City of Miami Beach, The City of Miami Beach Outreach Program Page 42 CoC Grant #FL0177L4D001609, The City of Miami Beach, The City of Miaini Beach Outreach Program Page 41 Miami -Dade County Homeless Trust Scope of Service FL0177L4D001609 City of Miami Beach Outreach The Subrecipient shall provide at least three hundred fifty (350) CoC Program eligible persons placed in emergency shelters from outreach contacts through the Supportive Services Only (SSO) Program during the one (1) year grant term. The Subrecipient shall provide services as proposed in the application to United States Department of Housing and Urban Development (US HUD) pursuant to the 2016 NOFA (incorporated herein by reference), and pursuant to 24 CFR 578 including but not limited to: 1. Accept eligible homeless persons as defined by US HUD and through Miami -Dade County Homeless Trust CoC's established Coordinated Outreach and Assessment HMIS referral process; 2. Comprehensive assessment and case management; 3. Residential stability; 4. If applicable, locate and "match eligible program participants with eligible Landlords with units in the community; 5. If Miami -Dade County is the Rental Administrator, provide, complete and submit to the assigned staff all documentation, records and reports, including but not limited to, Attachment K Participant's Housing Application; 6. If Miami -Dade County is not the Rental Administrator, provide, complete and maintain all documentation, records and reports, including but not limited to, Attachment J Participant's Housing Application. Provide, maintain and complete all documentation and supporting information for HQS Inspections, verify compliance with federal rules and regulations, verify Program Participants' Income Calculation and Rent Determination including any applicable utility allowances, review Lease Agreement, Lease Addendum if applicable, and Housing Assistance Payment (HAP) Contracts, issue move -in 'authorization, and issue payments to Landlords; 7. Provide policies and procedures which ensure compliance with Further Fair Housing Act, Client Rights and Grievance Procedures specifically regarding terminations of housing, termination from program, evictions, and Landlord Tenant issues and appeals; 8. Provide directly, or refer to all appropriate mainstream services (as applicable) including psychiatric or psychological evaluations, medical clearances, mental health treatment, substance abuse treatment, social rehabilitation, legal services, life skills training, family reunification, counseling services, benefits applications, veteran services, employment, vocation and job assistance services; 9. Provide at a minimum, an annual assessment of the services needs of the program participants and adjust services accordingly; and 10. Discharge planning to other types of mainstream positive housing. Conditions: The Subrecipient shall adhere to the "Continuum of Care Program Grant Agreement", which includes the "Exhibit 1 Scope of Service FY 2016 Competition" and which is governed by the Continuum of Care (CoC) program rules and regulations. The Subrecipient shall comply with all applicable federal, state and local laws, regulations and ordinances, including but not limited to 24 CFR Part 578, as may be amended, the McKinney- Vento Homeless Assistance Act (42 U.S.C. 11301 et seq.) (the "Act") as may be amended, the Consolidated and Further Continuing Appropriations Acts of 2013 and 2014 as well as with any other terms and conditions as HUD may have established in the applicable Notice of Funds Availability and with any applicable guidance, requirements and directives provided by Miami -Dade County Homeless Trust. Attachment B "Miami -Dade County Homeless Trust Scope of Service" I U.S. Department of Housing and Urban Development Office of Community Planning and Development c, 909 SE First Avenue Miami, FL 33131 Tax ID No,: 59-6000573 CoC Program Grant Number: FLO177L4D001609 Effective Date: 3/15/2017 DUNS No.: 004148292 CONTINUUM OF CARE PROGRAM GRANT AGREEMENT . This Grant Agreement ("this Agreement") is made by and between the United States Department of Housing and Urban Development ("HUD") and Miami -Dade County (the "Recipient"). This Agreement is governed by title IV of the McKinney-Vento Homeless Assistance Act 42 U,S.C. 11301 et seq. (the "Act") and the Continuum of Care Program rule (the "Rule"), The terms "Grant " or "Grant Funds" represents the funds that are provided under this Agreement. The term "Application" means the application submissions on the basisof which the Grant was approved by HUD, including the certifications, assurances, and any information or documentation required to meet any grant award condition. All other terms shall have the • meanings given in the Rule, The Application is incorporated herein as part of this Agreement, except that only those project listed, and only in the amount listed on the Scope of Work exhibit, are funded by this Agreement. In the event of any conflict between any_application provision and any provision contained in this Agreement, this Agreement shall control. Exhibit 1, the FY2016 Scope of Work, is attached hereto and made a part hereof. If in the future appropriations are made available for Continuum of Care grants; if the Recipient applies under a Notice of Funds Availability published by HUD; and; if pursuant to the selection criteria in the Notice of Funds Availability, HUD selects Recipient and one or more projects listed on Exhbit 1 for renewal, then additional Scope of Work exhibits may be attached to this Agreement, Those additional exhibits, when attached, will also become a part hereof. The effective,date of the Agreement shall be the date of execution by HUD and it is the date the usage of funds under this Agreement may begin. Each project will have a performance period that will be listed on the Scope of Work exhibit(s) to this Agreement. For renewal projects, the period of performance shall begin at the end of the Recipient's final operating year for the project being renewed and eligible costs incurred for a project between the end of the Recipient's final operating year under the grant being renewed and the execution of this Agreement may be paid with funds from the first operating year of this Agreement, For each new project funded under this Agreement, the Recipient and HUD will set an operating start date in eLOCCS, which will be used to track expenditures, to establish the project performance period and to determine when a project is eligible far renewal. The Recipient hereby authorizes HUD to insert the project performance period for new projects into the exhibit without the Recipient's signature, after the operating start date is established in eLOCCS. . This Agreement shall remain in effect until termination either: 1) by agreement of the parties; 2) by HUD alone, acting under the authority of 24 CFR 578.107; 3) upon expiration of the final performance period for all projects funded under this Agreement; or 4) upon the expiration of the period of availability of funds for all projects funded under this Agreement. Page 33 www,hud,gov espanol.hud.gov Recipient agrees: 1. To ensure the operation of the project(s) listed on the Scope of Work in accordance with the provisions of the Act and all requirements of the Rule; 2. To monitor and report the progress of the project(s) to the Continuum of Care and HUD; 3. To ensure, to the maximum extent practicable, that individuals and families experiencing homelessness are involved, through employment, provision of volunteer services, or otherwise, in constructing, rehabilitating, maintaining, and operating facilities for the project and in providing supportive services for the project; 4, To require certification from all subrecipients that: a. Subrecipients will maintain the confidentiality of records pertaining to any individual or family that was provided family violence prevention or treatment services through the project; b. The address or location of any family violence project assisted with grant funds will not be made public, except with written authorization of the person responsible for the . operation of such project; c. Subrecipients will establish policies and practices that are consistent with, and do not restrict, the exercise of rights provided by subtitle B of title VII of the Act and other laws relating to the provision of educational and related services to individuals and families experiencing homelessness; d. In the case of projects that provide housing or services to families, subrecipients will designate a staff person to be responsible for ensuring that children being served in the program are enrolled in school and connected to appropriate services in the community, including early childhood programs such as Head Start, part C of the Individuals with Disabilities Education Act, and programs authorized under subtitle B of title VII of the Act; e. The subrecipient, its officers, and employees are not debarred or suspended from doing business with the Federal Government; and • f. Subrecipients will provide information, such as data and reports, as required by HUD; 5. To establish such fiscal control and accounting procedures as may be necessary to assure the proper disbursal of, and accounting for grant funds in order to ensure that all financial transactions are conducted, and records maintained in accordance with generally accepted accounting principles, if the Recipient is a Unified Funding Agency; 6. To monitor subrecipient match and report on match to HUD; 7. To take the educational needs of children into account when families are placed in housing and will, to the maximum extent practicable, place families with children as close as possible to their• school of origin so as not to disrupt such children's education; 8, To monitor subrecipients at least annually; 9. To use the centralized or coordinated assessment system established by the Continuum of Care as required by the Rule. A victim service provider may choose not to use the Continuum of Care's centralized or coordinated assessment system, provided that victim service providers in the areause a centralized or coordinated assessment system that meets HUD's minimum requirements ; www.hud.gov espanol,hud.gov Page 34 10. To follow the written 'standards, developed by the Continuum of Care, for providing Continuum of Care assistance, including those required by the Rule; 11, Enter into subrecipient agreements requiring subrecipients to operate the project(s) in accordance with the provisions of this Act and all requirements of the Rule; and 12. To comply with such other terms and conditions as HUD may have established in the applicable Notice of Funds Availability. HUE) notifications to the Recipient shall be to the address of the Recipient as stated in the .: Application, unless HUD is otherwise advised in writing. Recipient notifications to HUD shall be to the HUD Field Office responsible for executing the Agreement. No right, benefit, or advantage of the Recipient hereunder may be assigned without prior written approval of HUD, The Agreement constitutes the entire agreement between the parties hereto, and maybe amended only in writing executed by HUD and the Recipient, ... are following a current HUD approved CHAS (Consolidated Plan), ... By signing below, Recipients that are states and units of local government certify that they www.hud.gov espanolluct.gov Page 35 This agreement is hereby executed on behalf of the parties as follows: 'UNITED STATES OF AMERICA, Secretary of Dousing and TJrban Development Ann D. Chavis, Director (Typed Naine and Title) March 15, 2017 (Date) RECIPIENT Miami -Dade County (Name of Organization) By: (Signature of Authorized Official) yped Name an (Date) e of✓Aut or' ed Off ial' Victoria L. Mniictte lixeelltiV@Director Miami -Dade County homeless Trust 'Telephone: (305) 375-1490 Fax: (305) 375-2722 Pmnil: vmalletteov www,hud.gov espanol,hud.gov Page 36 Tax 10 No,: 59-6000573 CoC Program Grant Number: FL0177L4D001609 Effective Date: 3/15/2017 DUNS No.: 004148292 EXHIBIT 1 SCOPE OF WORK for FY2016 COMPETITION 1. The projects listed on this Scope of Work are governed by the Continuum of Care Program Interim Rule attached hereto and made a part hereof as Exhibit 1 a. Upon publication for effect of a Final Rule for the Continuum' of Care program, the Final Rule will govern this Agreement instead of the Interim Rule, The projects listed on this Exhibit at 4., below, is also subject to the terms of the Notice of Funds Availability for the fiscal year listed above. 2, The Continuum that designated the Recipient to apjly for grant funds has not been designated a high performing community by HUD for the applicable fiscal year. 3. The Recipient is not the only Recipient for the Continuum of Care. HUD's total funding obligation for this grant is $65212, allocated between budget line items, as indicated in 4., below. In accordance with the Rule, the Recipient is prohibited from moving more than 10% from one budget line.item in a project's approved budget to another without a written amendment to this Agreement. 4. Subject to the terms gads Agreement, HUD agrees to provide the Grant funds, in the amount specified for the.project application listed, to be used during the performance , period established below, However, no funds for new projects may be drawn down by Recipient until HIJD has approved site control pursuant to the Rule and no funds for renewal projects may be drawn down by Recipient before the end date of the project's final operating year under the grant that has been renewed. Project No. Performance Period Total Amount FL0177L4D001609 06-01-2017 - 05.31-2018 $ 65212 Allocated between budget tine items as follows: a. Continuum of Care planning activities $ b. UFA costs $ 0 c. Acquisition $ 0 d. Rehabilitation $ 0 e. New construction $ 0 f. Leasing $ 0 g. Rental assistance $ 0 (of which $ 0 is for short-term and medium-term rental assistance for persons at risk of hornlessness) h. Supportive services $ 60946 1. Operating costs $ 0 j. Homeless Management Information System $ 0 www•hud,gov espanol.hud.gov Page 37 k. Administrative costs 1. Relocation Costs $ 4266 $ 0 in. Housing relocation and stabilization $ 0 services 5. If grant funds will be used for payment of indirect costs, pursuant to 2 CFR 200, Subpart E - Cost Principles, the Recipient is authorized to insert the Recipient's federally recognized indirect cost rates (including if the de minirnis rate is charged per 2 CFR §200.414) on the attached Federally Recognized Indirect Cost Rates Schedule, which Schedule shall be incorporated herein and made a part of the Agreement. No indirect costs may be charged to the grant by the Recipient if their federally recognized cost rate is not listed on the Schedule. Do not include indirect cost rates for Subrecipients; however, Subrecipients may not charge indirect costs to the grant if they do not also have a federally recognized indirect cost rate. 6. The following project has not been awarded project -based rental assistance for a term of fifteen (15) years. Funding is provided under this Scope ofWork for the performance period stated in paragraph 4. Additional funding is subject to the availability of annual appropriations. 7. Program income earned during the grant term shall be retained by the recipient and used for eligible activities. Program income may also be counted as match. • www.hud,gov espanoLhud,gov Page 38 Tax ID No.: 59-6000573 CoC Program Gran Number: FL0177L4D001609 Effective Date: 3/15/2017 DUNS No.: 004148292 FEDERALLY RECOGNIZED INDIRECT COST RATE SCHEDULE Grant No. Recipient Name Indirect cost rate Cost Base • 1 11! 1:1 www,bud.gov espanollud.gov Page 39 F11'1 1;1 This agreement is hereby executed on behalf of the parties as follows: UNITED STATES OF AMERICA, Secretary of Housing and Urban Development Ann D. Chavis, Director 0 (Typed Name and Title) March 15, 2017 (Date) RECIPIENT Miami -Dade County (Name of Organization) By: (Si ature of Authorized Official) (Typed Naine and Titl (Date) f A t tborize 4141 r7 Offici::1) Victoria L. Mnllette Executive Director Miami -Dade County Homeless Trust Telephone: (305) 375-1490 Tax: (305) 375-2722 Email: vmallette�minmidudc.ftav www.hud.gov espano1,hud,gov Page 40 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L40001609 Before Starting the Project Application To ensure that the Project Application is completed accurately, ALL project applicants should review the following information BEFORE - - - - beginning the application. - Things to Remember - Additional training resources can be found on the HUD Exchange at https://www.hudexchange.info/e-snaps/guides/coc-program-competition-resources/ - Program policy questions and problems related to completing the application in e -snaps may be directed to HUD via the HUD Exchange Ask A Question. - Project applicants are required to have a Data Universal Numbering System (DUNS) number and an active registration in the Central Contractor Registration (CCR)/System for Award Management(SAM) in order to apply for funding under the Fiscal Year (FY) 2016 Continuum of Care (CoC) Program Competition. For more information see FY 2016 CoC Program Competition NOFA. - To ensure that applications are considered for funding, applicants should read all sections of the FY 2016 CoC Program NOFA and the FY 2016 General Section NOFA. - Detailed instructions can be found on the left menu within e -snaps. They contain more comprehensive instructions and.so should be used in tandem with onscreen text and the hide/show instructions found on each individual screen. - Before starting the project application, all project applicants must complete or update (as applicable) the Project Applicant Profile in e -snaps. - Carefully review each question in the Project Application. Questions from previous competitions may have been changed or removed, or new questions may have been added, and information previously submitted may or may not be relevant. Data from the FY 2015 Project Application will be imported into the FY 2016 Project Application; however, applicants will be required to review all fields for accuracy and to update information that may have been adjusted through the FY 2015 post award process or a grant agreement amendment. Data entered in the post award and amendment forms in e -snaps will not be imported into the project application. - Expiring Shelter Plus Care projects requesting renewal funding for the first time under 24 CFR part 578, and rental assistance projects can only request the number of units and unit size as approved in the final HUD -approved Grant Inventory Worksheet (GIW). Expiring Supportive Housing Projects requesting renewal funding for the first time under 24 CFR part 578, transitional housing, permanent supportive housing with leasing, rapid re -housing, supportive services only, renewing safe havens, and HMIS can only request the Annual Renewal Amount (ARA) that appears on the CoC's HUD -approved GIW. If the ARA is reduced through the CoC's reallocation process, the final project funding request must reflect the reduced amount listed on the CoC's reallocation forms. - HUD reserves the right to reduce or reject any renewal project that fails to adhere to 24 CFR part 578 and the application requirements set forth in the FY 2016 CoC Program Competition NOFA. Renewal Project Application FY2016 Page 1 04/19/2017 Applicant: Miami -Dade County 0041482920000 Project: City of Miami Beach Outreach FL0177L4D001609 1A. Application Type Instructions: Type of Submission: This field is pre -populated and cannot be changed. ' Type of Application: This field is pre -populated and cannot be changed. Date Received: This field is pre -populated with the date on which the application is submitted and cannot be edited. Applicant Identifier: Field intentionally left blank, cannot edit. Federal Entity Identifier Field intentionally left blank, cannot edit. Federal Award Identifier: This is a required field for all renewal project applicants. Enter the correct expiring grant number as identified on the final HUD -approved GIW. Check to confirm that the Federal Award Identifier has been updated to reflect the most recently awarded grant number: If this is not checked along with the checkbox on the declaration screen, the user will not be able to advance in the application. Date Received by State Field intentionally left blank, cannot edit. State Application Identifier: Field intentionally left blank, cannot edit. Additional Resources can be found at the HUD Resource Exchange: https://www.hudexchange.info/e-snaps/guides/coc-program-competition-resources/ 1. Type of Submission: Application 2. Type of Application: Renewal Project Application If "Revision", select appropriate letter(s): If "Other", specify: 3. Date Received: 4. Applicant Identifier: 5a. Federal Entity Identifier: 5b. Federal Award Identifier: (e.g., the "Expiring Grant Number" that will also be indicated on screen 3A. Project Detail) This grant number must match the grant number on the HUD approved Grant Inventory Worksheet (GIW). Check to confrim that the Federal Award Identifier has been updated to reflect the most recently awarded grant number 6. Date Received by State: 7. State Application Identifier: FL0177L4D001508 X Renewal Project Application FY2016 Page 2 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 1B. Legal Applicant Instructions: The information on this screen is pre -populated from the Project Applicant Profile. If there are any discrepancies, or errors, click on 'View Applicant Profile" from the left-menubar, place the Project Applicant Profile in "edit" mode to correct the information. When the update/correction has been completed, place the Project Applicant Profile in "complete" mode before clicking on "Back to FY 2016 Renewal Costs Project Application" from the left -menu bar. For further instructions on updating the Project Applicant Profile, review the "Project Applicant Profile" training document on the HUD Exchange. 8. Applicant a. Legal Name: Miami -Dade County b. Employer/Taxpayer Identification Number 59-6000573 (EIN/TIN): c. Organizational DUNS: 004148292 PLUS 4 d. Address Street 1: 111 N.W. 1st Street Street 2: 27th floor, Suite 310 City: Miami County: Miami -Dade State: Florida Country: United States Zip / Postal Code: 33128 e. Organizational Unit (optional) Department Name: Homeless Trust Division Name: none f. Name and contact information of person to be contacted on matters involving this application Prefix: Ms. Renewal Project Application FY2016 Page 3 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach FL0177L4D001609 0041482920000 First Name: Victoria Middle Name: L, Last Name: Mallette Suffix: Title: Executive Director Organizational Affiliation: - Miami -Dade County - Telephone Number: (305) 375-1490 Extension: Fax Number: (305) 375-2722 Email: vmallette@miamidade.gov Renewal Project Application FY2016 Page 4 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 1C. Application Details Instructions: The information on this screen is pre -populated from the Project Applicant Profile. If there are any discrepancies, or errors, click on "View Applicant Profile" from the left -menu bar, place the Project Applicant Profile in "edit" mode to correct the information. When the update/correction has been completed, place the Project Applicant Profile in "complete" mode before clicking on "Back to FY 2016 Renewal Costs Project Application" from the left -menu bar. For further instructions on updating the Project Applicant Profile, review the "Project Applicant Profile" training document on the HUD Exchange. 9. Type of Applicant: B. County Government If °Other" please specify: n/a 10. Name of Federal Agency: Department of Housing and Urban Development 11. Catalog of Federal Domestic Assistance CoC Program Title: CFDA Number: 14.267 12. Funding Opportunity Number: FR -6000-N-25 Title: Continuum of Care Homeless Assistance Competition 13. Competition Identification Number: Title: Renewal Project Application FY2016 Page 5 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 1D Congressional District(s) Instructions: Areas Affected By Project: This field is required. Select the State(s) in which the proposed project will operate and serve the homeless. Descriptive Title of Applicant's Project: This field is populated with the name entered on the Project Form when the project application was initiated. To change the project name, click return to the Submission List and click on "Projects" on the left hand menu. Click on the magnifying glass next to the project name to edit. Congressional District(s): a. Applicant: This field is pre -populated from the Project Applicant Profile. Project applicants cannot modify the pre -populated data on this form. However, project applicants may modify the Project Applicant Profile in e -snaps to correct an error. b. Project: This field is required. Select the congressional district(s) in which the project operates. Proposed Project Start and End Dates: In this required field, indicate the operating start date and end date for the project. Estimated Funding: Fields intentionally left blank, cannot edit. Additional Resources can be found at the HUD Resource Exchange: https://www.hudexchange.info/e-snaps/guides/coc-program-competition-resources/ 14. Area(s) affected by the project (State(s) Florida only): (for multiple selections hold CTRL key) 15. Descriptive Title of Applicant's Project: City of Miami Beach Outreach 16. Congressional Districts) a. Applicant: FL -027, FL -026, FL -024, FL -025, FL -023 (for multiple selections hold CTRL key) b. Project: FL -023 (for multiple selections hold CTRL key) 17. Proposed Project a. Start Date: 06/01/2017 b. End Date: 05/31/2018 18. Estimated Funding ($) Renewal Project Application FY2016 Page 6 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 a. Federal: b. Applicant: c. State: d. Local: e. Other: -- # Program Income: g. Total: Renewal Project Application FY2016 Page 7 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 1E. Compliance Instructions: Is Application Subject to Review by State Executive Order 12372 Process: In this required field, select the appropriate dropdown option that applies to the Applicant applying for homeless assistance funding. Applicants should contact the State Single Point of Contact (SPOC) for Federal Executive Order 12372 to determine whether the application is subject to the State intergovernmental review process. Click the following link to access the lists of those States that have chosen to participate in the intergovernmental review process: http://www.whltehouse,gov/omb/grants_spoc If the applicant is located in a state or U.S. territory that is required review by State Executive Order 12372, enter the date this application was made available to the State or U.S. territory for review. Is the Applicant Delinquent on any Federal Debt: In this required field, select the appropriate dropdown option that applies to the project applicant. This question applies to the project applicant's organization, not the person who signs as the authorized representative. Categories of debt include delinquent audit disallowances, loans, and taxes. If "Yes" is selected an explanation is required in the space provided on this screen. Additional Resources can be found at the HUD Resource Exchange: https://www.hudexchange.info/e-snaps/guides/coc-program-com petition -resources/ 19. Is the Application Subject to Review By b. Program is subject to E.O. 12372 but has not State Executive Order 12372 Process? been selected by the State for review. If "YES", enter the date this application was made available to the State for review: 20. Is the Applicant delinquent on any Federal No debt? If "YES," provide an explanation: Renewal Project Application FY2016 Page 8 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 IF. Declaration Instructions: The authorized person for the project applicant organization must agree to the declaration statement in order to proceed to the project application. The list of certifications and assurances are contained in the FY 2016 CoC Program NOFA, and in the e -snaps Project Applicant Profile. Authorized Representative: The authorized representative's information is pre -populated on this screen from the Project Applicant Profile. A copy of the governing body's authorization for this person to sign the project application as the official representative must be on file in the applicant's office. Additional Resources can be found at the HUD Resource Exchange: https://www. hudexchange.info/e-snaps/guides/coc-program-competition-resources/ All screens, 1A — 1F must be completed in full before the project applicant will have access to the Project Application in e -snaps. By signing and submitting this application, I certify (1) to the statements contained in the list of certifications** and (2) that the statements herein are true, complete, and accurate to the best of my knowledge. I also provide the required assurances** and agree to comply with any resulting terms if I accept an award. I am aware that any false, fictitious, or fraudulent statements or claims may subject me to criminal, civil, or administrative penalties. (U.S. Code, Title 218, Section 1001) I AGREE: 21. Authorized Representative Prefix: Mr. First Name: Carlos Middle Name: A. Last Name: Gimenez Suffix: Title: County Mayor Telephone Number: (305) 375-1490 (Format: 123-4564890) Fax Number: (305) 375-2722 (Format: 123-456-7890) Email: cgimenez@miamidade.gov Renewal Project Application FY2016 Page 9 04/19/2017 Applicant: Miami -Dade County 0041482920000 Project: City of Miami Beach Outreach FL0177L4D001609 Signature of Authorized Representative: Considered signed upon submission in e -snaps. Date Signed: 09/02/2016 Renewal Project Application FY2016 Page 10 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 2A. Project Subrecipients This form lists the subrecipient organization(s) for the project. To add a subrecipient, select the icon. To view or update subrecipient information already listed, select the view option. Total Expected Sub -Awards: $65,212 Organization ` Type �Amount n.dS.SSM1.., 3 Sub Award City of Miami Beach C. City or Township Government $65,212 Renewal Project Application FY2016 Page 11 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 Instructions: Enter the contact information for the person designated by the subrecipient who has the authority to act on the subrecipient's behalf. Organization Name: This field is required. Enter the legal name of the organization that will serve as the subrecipient. Organization Type: This field is required. Select the type of business organization that best describes the subrecipient. Nonprofit applicant types (both public and private) are required to submit to HUD one of the following sources documenting nonprofit status: (1) IRS letter or ruling showing 501(c)(3) status; (2) Documentation showing certified United Way agency status; (3) Certification from a licensed CPA (see 24 CFR part 578); or (4) Letter from an authorized state official showing that the applicant is organized and in good standing as a public nonprofit organization. If Other, please specify: Enter the other type of business organization that best describes the subrecipient. Employer or Tax Identification Number: This field is required. Enter the Employer or Taxpayer Identification Number (EIN or TIN) as assigned by the Internal Revenue Service. Organizational DUNS: This field is required. Enter the organization's DUNS or DUNS+4 • number received from Dun and Bradstreet. Information on obtaining a DUNS number may be obtained at http://www.dnb.com. Physical Address: Enter the street address, city, state, and zip code (required); county, province, and country (optional). If the mailing address is different from the street address, enter the mailing address. Congressional District(s): This field is required. Select the congressional district(s) in which the subrecipient is located. Faith Based Organization: This field is required. Select "Yes" or "No" if the subrecipient is a faith based organization. Prior Federal Grant Recipient: This field is required. Select "Yes" or "No" to indicate if the subrecipient has ever received a federal grant. Contact person: Enter the prefix, first name, last name, and title (required); middle name and suffix (optional). Enter the person's organizational affiliation if affiliated with an organization other than the subrecipient. Enter the person's telephone number and email (required); alternate number, extension, and fax number (optional). Additional Resources can be found at the HUD Resource Exchange: https://www.hudexchange.info/e-snaps/guides/coc-program-competition-resources/ 2A. Project Subrecipients Detail a. Organization Name: City of Miami Beach b. Organization Type: C. City or Township Government If "Other" specify: Renewal Project Application FY2016 Page 12 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 c. Employer or Tax Identification Number: 59-6000372 * d. Organizational DUNS: 020546289 PLUS 4 e. Physical Address Street 1: 1700 Convention Center Drive Street 2: City: Miami Beach State: Florida Zip Code: 33139 f. Congressional District(s): FL -023 (for multiple selections hold CTRL key) g. Is the subrecipient a Faith -Based No Organization? h. Has the subrecipient ever received a Yes federal grant, either directly from a federal agency or through a State/local agency? 1. Expected Sub -Award Amount: $65,212 j. Contact Person Prefix: Ms. First Name: Judy Middle Name: Last Name: Hoanshelt Suffix: Title: Grants Manager E-mail Address: judyhoansheit@ci.miamibeach.fl.us Confirm E-mail Address: judyhoanshelt@ci.miamibeach.fl.us Phone Number: 305-673-7000 Extension: 6,183 Fax Number: 786-394-4675 Renewal Project Application FY2016 Page 13 04/19/2017 Applicant: Miami -Dade County 0041482920000 Project: City of Miami Beach Outreach FL0177L4D001609 2B. Recipient Performance Instructions: The selections made on this screen by completing all of the mandatory fields marked with an asterisk (*), will provide information on capacity of the project applicant. The screen asks the Project Applicant questions about capacity performance as a HUD grant recipient; in terms of: timely submission of required reports, quarterly eLOCCS drawdowns, addressing HUD — monitoring and/or OIG audit findings and the recapture of any funds from the most recently expired grant term of the project. APR Submission: Select "Yes" or "No" from the dropdown menu to indicate whether you have successfully submitted the APR on time for the most recently expired grant term related to this renewal project request. If "No" is selected, an additional question will appear, in which you must provide an explanation in the textbox; as to why the APR was not submitted in a timely manner. HUD Monitoring Findings: Select "Yes" or "No" from the dropdown menu to indicate whether your organization has any unresolved HUD Monitoring and/or OIG Audit findings concerning any previous grant term related to this renewal project request. If "Yes" is selected, two new questions will appear, in which the applicant will enter the date of the oldest unresolved finding(s) and explain why the findings remain unresolved in the textbox provided. Quarterly Drawdowns: Select "Yes" or "No" from the dropdown menu to indicate whether your organization maintained consistent Quarterly Drawdowns from eLOCCS for the most recent grant terms related to this renewal project. If "No," is selected, one new question will appear in which the applicant must explain, in the textbox provided, as to why the recipient has not maintained consistent Quarterly Drawdowns for the most. recent grant terms related to this renewal project request. Recaptured Funds: Select "Yes" or "No" from the dropdown menu to indicate whether any funds have been recaptured by HUD for the most recently expired grant term related to this renewal project request. If "Yes," is selected, one new question will appear, in which the applicant must explain why HUD recaptured funds from the most recently expired grant term. Additional Resources can be found at the HUD Resource Exchange: https://www.hudexchange. info/e-snaps/g uides/coc-program-competition-resources/ 1. Has the recipient successfully submitted Yes the APR on time for the most recently expired grant term related to this renewal project request? 2. Does the recipient have any unresolved , No HUD Monitoring and/or OIG Audit findings concerning any previous grant term related to this renewal project request? 3. Has the recipient maintained consistent Yes Quarterly Drawdowns for the most recent grant term related to this renewal project request? 4. Have any Funds been recaptured by HUD No for the most recently expired grant term related to this renewal project request? Renewal Project Application FY2016 Page 14 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 3A. Project Detail Instructions: The selections made on this screen will determine which additional forms will need to be completed for this project application. Expiring Grant Number: This field is pre -populated with the expiring grant number entered on Screen "1A. Application Type.". CoC Number and Name: Select the number and name of the CoC to which the project application will be submitted for the local competition review process. This is the CoC that will submit the CoC Consolidated Application to HUD by the designated submission deadline. Applicants with projects that do not belong to a CoC should select "No CoC." CoC Collaborative Applicant Name: Select the name of the CoC Applicant, also known as the Collaborative Applicant, from the dropdown. In most cases, there will only be one name from which to choose. The project applicant should choose the name of the CoC Applicant to which they intend to submit this project application Project Name: This is pre -populated from the `Project" Form and cannot be edited. Project Status: The default selection is "Standard," indicating that the applicant is submitting the application to the Collaborative Applicant for consideration in the FY 2016 CoC Program competition. The selection should only be changed to "Appeal" in the event that the project application is rejected by the Collaborative Applicant (either formally in e -snaps or outside of e - snaps) and the project applicant wants to appeal this decision directly to HUD by submitting a solo application. For additional information on the appeal process, see Section X of the FY 2016 CoC Program Competition NOFA. A full explanation of the process is provided on Screen "8A. Notice of Intent to Appeal." Component Type: This is a required field. Select the component type that identifies the renewal project application type. This can be either a PH, SH, TH, SSO or HMIS. The selection of component type will have an affect on what question on subsequent screens are asked of the user. Title V: This field is required. Select "Yes" or "No" to indicate if one or more properties being served by this project were acquired under Title V. Additional Resources can be found at the HUD Resource Exchange: https://www. hudexchange.i nfo/e-snaps/guides/coc-program-competition-resources/ 1. Expiring Grant Number: FL0177L4D001508 (e.g., the "Federal Award Identifier" indicated on form 1A. Application Type) 2a. CoC Number and Name: FL -600 - Miami -Dade County CoC 2b. CoC Collaborative Applicant Name: Miami -Dade County 3. Project Name: City of Miami Beach Outreach 4. Project Status: Standard Renewal Project Application FY2016 Page 15 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 5. Component Type: SSO 6. Does this project use one or more No properties that have been conveyed through the Title V process? Renewal Project Application FY2016 Page 16 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 3B. Project Description Instructions: ALL PROJECTS Provide a description that addresses the entire scope of the proposed project: This is a required field. The project description should address the entire scope of the project, including a clear picture of the target population(s) to be served, the plan for addressing the identified needs/issues of the CoC target population(s), projected outcome(s), and coordination with other source(s)/partner(s). The narrative is expected to describe the project at full operational capacity. The description should be consistent with and make reference to other parts of this application. Does your project have a specific population focus: This is a required field. Select "Yes" if your project has special capacity in its facilities, program designs, tools, outreach or methodologies for a specific subpopulation or subpopulations. This does not necessarily mean that the project exclusively serves that subpopulation(s), but rather that they are uniquely equipped to serve them. If "Yes" is selected, select the relevant checkbox(s) to identify theproject's population focus. PH, SH, TH and SSO PROJECTS ONLY Does the project follow a "Housing First" approach: This is a required field for PH, TH and SSO projects only. Select all applicable checkboxes that indicate whether or not the project currently follows a housing first approach that ensures that participants are not screened out based on. barriers such as income, sobriety, etc. Select "none of the above" if the project does not follow a housing first approach. - Does the project quickly move participants into permanent housing?:This is a required field. Select "Yes" to this question if your project will quickly move program participants into permanent housing without additional steps (e.g., required stay in transitional housing first) before moving to permanent housing. If you are a domestic violence (DV) program you should select "Yes" if you will quickly move program participants into permanent housing after immediate safety needs are addressed (e.g., a person who is still in danger from a violent partner and would move into PH once the dangerous situation has been addressed). Select "No if the project does not work to move program participants quickly into permanent housing.) - Does the project ensure that participants are not screened out based on the listed reasons? (Check all that apply): This is a required field and at least one option must be selected. Multiple checkbox selections are provided. - Does the project ensure that participants are not terminated from the program for the listed reasons?(Check all that apply) Multiple checkbox selections are provided. - Does the project follow a "Housing First" approach? This is auto -scored based upon the responses to the questions above and "Yes" or "No" will indicate if the project is using the Housing First approach to house program participants. PH PROJECTS ONLY Does the PH project provide PSH or RRH: This is a required field. Select" PSH" if the project will operate according to a permanent supportive housing model as defined by 24 CFR 578. Select "RRH" if the project will operate according to a rapid rehousing model as defined by 24 CFR 578. PH AND TH PROJECTS ONLY: Does the project request costs under the rental assistance budget line item?: This is a required field. If requesting rental assistance, select "Yes" from the dropdown menu. If not requesting rental assistance in this project application, select "No RENTAL ASSISTANCE PROJECTS ONLY Is this a CoC Program leasing or SHP project that had been approved by HUD to change the renewal project budget from leasing to rental assistance? (This change must have been listed on Renewal Project Application FY2016 Page 17 04/19/2017 Applicant: 'Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 the final HUD -approved FY 2016 GIW. See 24 CFR 578.49(b)(8)): This is a required field. "Yes" should only be selected if HUD approved a change from leasing to rental assistance during the FY 2016 GIW process. FOR SSO PROJECTS ONLY Please select the type pf SSO Project: Four options are given; Street Outreach; Housing Project or Housing Structure Specific; Coordinated Entry; Standalone Supportive Service. Only., Coordinated Entry will have follow up questions. FOR SSO COORDINATED ENTRY PROJECTS ONLY Will thecoordinated entry process funded in part by this grant cover the COC's entire geographic area: This is a required field. Yes/ No dropdown question. Will the coordinated entry process funded in part by this grant be easily accessible: This is a required field. Yes/No dropdown question. Describe the advertisement strategy for the coordinated entry process and how it is designed to reach those with the highest barriers to accessing assistance. This is a required field. Explain the outreach strategy of the CE. Does the coordinated entry process use a comprehensive, standardized assessment process: This is a required field. Yes/No dropdown question. Describe the referral process and how the coordinated entry process ensures that participants are directed to appropriate housing and/or services: This is a required field. Explain the referral process. If the coordinated entry process includes differences in the access, entry, assessment, or referral for certain populations, are those differences limited only to the following four groups: Individuals, Families, DV, and Youth: This is a required field . Yes/No dropdown question. Additional Resources can be found at the HUD Resource Exchange: https://www.hudexchange.info/e-snaps/guides/coc-program-competition-resources/ 1. Provide a description that addresses the entire scope of the proposed project. The City of Miami Beach conducts street outreach Monday through Friday to identify, engage and offer services to homeless persons with the City of Miami Beach. Via its outreach efforts and walk-in center (located at 555 -17th Street), the City seeks proactively reaches out to homeless persons with a variety of services including: intake and assessment for services, shelter placement, replacement of identification documents, application for entitlements, relocation services and referral services to providers within the County's Continuum of Care. Goals and Objectives; The City's goal is to end homelessness in the City by providing prevention and intervention services to participants who are homeless or at risk of homelessness. As one of the City's intended outcomes, the City has prioritized ending homelessness by investing in support service s including shelter beds and transportation services to enable relocation for those with support networks elsewhere as a means of augmenting our outreach efforts. Eligibility: The City serves homeless persons within its municipal boundaries who seek to end their cycle of homelessness. Clients and Population Served: The City anticipates serving 700 homeless persons (families and individuals) via its outreach services during the grant period. Of these, we expect to place 350 participants in emergency shelter, housing first and other housing with supportive services. Hours of Operation: The City's walk-in center operates Renewal Project Application FY2016 Page 18 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FLO177L4D001609 8:30am -12:00 pm and 1 pm -3:30 pm daily. Street outreach is conducted during walk-in center operating hours as well as early morning outreach (commencing at 4am) in conjunction with the Miami Beach Police Department. 2. Does your project have a specific Yes population focus? ' 2a. Please identify the specific population focus. (Select ALL that apply) Chronic Homeless Page 19 X Domestic Violence Active or history of substance abuse X X , Having a criminal record with exceptions for state -mandated restrictions Veterans History of domestic violence (e.g. lack of a protective order, period of separation from abuser, or law enforcement involvement) Substance Abuse X X X Youth (under 25) Mental Illness X Families with Children HIV/AIDS X X Other (Click 'Save' to update) X Other: All individuals and families in need of services 3. Housing First 3a. Does the project quickly move Yes participants into permanent housing 3b. Does the project ensure that participants are not screened out based on the following items? Select all that apply. Having too little or little income Page 19 X X Active or history of substance abuse X Having a criminal record with exceptions for state -mandated restrictions X History of domestic violence (e.g. lack of a protective order, period of separation from abuser, or law enforcement involvement) X None of the above 3c. Does the project ensure that participants are not terminated from the program for the following reasons? Select all that apply. Failure to participate In supportive services Page 19 04/19/2017 X Renewal Project Application FY2016 Page 19 04/19/2017 Applicant: Miami -Dade County Project; City of Miami Beach Outreach 0041482920000 FL0177L4D001609 Failure to make progress on a service plan X Loss of income or failure to improve income X Domestic violence X Any other activity not covered in a lease agreement typically found in the project's geographic area. X None of the above 3d. Does the project follow a "Housing First" Yes approach? 4. Please select the type of SSO Project: Street Outreach Renewal Project Application FY2016 Page 20 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 4A. Supportive Services for Participants Instructions: ALL PROJECTS EXCEPT HMIS For all supportive services available to participants, indicate who will provide them, and how often they are provided. This field is required and at least one value must be entered. Complete each row of drop down menus for supportive services that will be available to participants, using the funds requested through the application, and funds from other sources. If more than one Provider is relevant for a single service, please select the provider that corresponds to the highest frequency. - Provider: select one of the following: "Applicant" to indicate that the applicant will provide the service directly; "Subrecipient" to indicate that a subrecipient will provide the service directly; "Partner" to indicate that an organization that is not a subrecipient of project funds but with whom a formal agreement or MOU has been signed will provide the service directly; or, "Non -Partner" to indicate that a specific organization with whom no formal agreement has been established regularly provides the service to clients. If more than one provider offers the service at the same frequency, choose the provider according to the following: Applicant, then Subrecipient, then Partner, and lastly, non -Partner. - Frequency: Select the most common interval of time for which the service is accessible to participants. If two frequencies are equally common, choose the interval with the highest frequency; Applicants may leave dropdown menus as "—select—" when services are not applicable. Please identify whether the project includes the following activities: - Transportation assistance to clients to attend mainstream benefit appointments, employment training, or jobs? Select "Yes" or "No" from the dropdown menu. - Use of a single application form for four or more mainstream programs'? Select "Yes" or "No" from the dropdown menu. - At least annual follow-ups with participants to ensure mainstream benefits are received and renewed? Select "Yes" or "No" from the dropdown menu. - Do project participants have access to SSI/SSDI technical assistance provided by the applicant, a subrecipient, or partner agency? Select "Yes or "No" from the dropdown menu. If "Yes" is selected the following question will become visible: - Has the staff person providing the technical assistance completed SOAR training in the past 24 months. Select "Yes" or "No" from the dropdown menu. Additional Resources can be found at the HUD Resource Exchange: https://www.hudexchange.info/e-snaps/guides/coc-program-competition-resources/ 1. For all supportive services available to participants, indicate who will provide them, how they will be accessed, and how often they will be provided. Click 'Save' to update. Supportive Services Provider Frequency Assessment of Service Needs Subrecipient Daily Assistance with Moving Costs Case Management Subrecipient Daily Child Care Education Services Renewal Project Application FY2016 Page 21 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 Employment Assistance and Job Training Food Housing Search and Counseling Services Legal Services Life Skills Training Mental Health Services Outpatient Health Services Outreach Services Substance Abuse Treatment Services Transportation Utility Deposits Partner As needed Subrecipient Daily Subrecipient Daily Partner As needed Partner As needed Subrecipient Daily Partner As needed Subrecipient Daily 2. Please identify whether the project includes the following activities: 2a. Transportation assistance to clients to Yes attend mainstream benefit appointments, employment training, or jobs? 2b. Use of a single application form for four Yes or more mainstream programs? 2c. At least annual follow-ups with Yes participants to ensure mainstream benefits are received and renewed? 3. Do project participants have access to Yes SSI/SSDI technical assistance provided by the applicant, a subrecipient, or partner agency? 3a. Has the staff person providing the Yes technical assistance completed SOAR training in the past 24 months. Renewal Project Application FY2016 Page 22 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 5A. Project Participants Households Instructions: ALL PROJECTS EXCEPT HMIS In each non -shaded field list the number of households or persons served at maximum program capacity. The numbers here are intended to reflect a single point in time at maximum occupancy and not the number served over the course of a year or grant term. Dark grey cells are not applicable and light grey cells will be totaled automatically. Households: Enter the number of households under at least one of the categories: Households with at least One Adult and One Child, Adult Households without Children, or Households with Only Children. Households with at least One Adult and One Child: Enter the total number of households with at least one adult and one child. To fall under this column and household type, there must be at least one person at or above the age of 18, and at least one person under the age of 18. Adult Households without Children: Enter the total number of adult households without children. To fall under this column and household type, there must be at least one person at or above the age of 18, and no persons under the age of 18. Households,with Only Children: Enter the total number of households with only children. To fall under this column and household type, there may not be any persons at or above the age of 18, and only persons under the age of 18. Characteristics: Enter the total number of homeless that fall under one of the characteristics listed. Persons in Households with at least One Adult and One Child: Enter the number of persons in households with at least one adult and on child for each demographic row. To fall under this column and household type, there must be at least one person at or above the age of 18, and at least one person under the age of 18. Adult Persons in Households without Children: Enter the number of persons in households without children for each demographic row. To fall under this column and household type, there must be at least one person at or above the age of 18, and no persons under the age of 18. Persons in Households with Only Children: Enter the number of persons in households with only children for each demographic row. To fall under this column and household type, there may not be any persons at or above the age of 18, and only persons under the age of 18. Totals: All fields in the "Total Number..." and "Total Persons" rows will automatically calculate when the "Save" button is clicked. Additional Resources can be found at the HUD Resource Exchange: https://www.hudexchange.info/e-snaps/guides/coc-program-competition-resources/ Households Total Number of Households Characteristics Households with at Least One Adult and One Child 25 Persons in Households with at Least One Adult and One Child Adult Households without Children 355 Adult Persons in Households without Children Households with Only Children 0 Persons in Households with Only Children Total Total Renewal Project Application FY2016 Page 23 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 Adults over age 24 Adults ages 18-24 Accompanied Children under age 18 Unaccompanied Children under age 18 fol pe soC sw i Click Save to automatically calculate totals . 335 48 413, Renewal Project Application FY2016 Page 24 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FLO177L4D001609 5B. Project Participants Subpopulations Instructions: ALL PROJECTS EXCEPT HMIS *This screen can only be completed once Screen "5A. Project Participants — Households" has been completed and saved. In each non -shaded field enter the number of persons served at maximum program capacity according to their age group, disability status, and the extent in which persons served fit into one or more of the subpopulation categories. The numbers here are intended to reflect a single point in time at maximum capacity and not the number served over the course of a year or grant term. Dark grey cells are not applicable and Tight grey cells will be totaled automatically. Complete each of the three charts on this screen according to household types. Persons in Households with at least one Adult and One Child chart: Enter only persons in households with at least one adult and one child. To be listed on this chart, a person must be part of a household with at least one person at or above the age of 18, and at least one person under the age of 18. Persons in Households without Children chart: Enter only persons in adult households without children. To be listed on this chart, a person must be part of a household with at least one. person at or above the age of 18, and no persons under the age of 18. Persons in Households with Only Children chart: Enter only persons in households with only children. To be listed on this chart, a person must be part of a household with no persons at or above the age of 18, and only persons under the age of 18. Total Persons: All fields in the "Total Persons" rows will calculate automatically when the "Save" button is clicked. Describe the unlisted subpopulations referred to above: This field is visible and mandatory if a number greater than 0 is entered into the column "Persons not represented by listed subpopulations." Enter text that describes the person(s) identified in this column and explains how they do not fall under the other categories in columns 1 through 9. Additional Resources can be found at the HUD Resource Exchange: https://www.hudexchange.info/e-snaps/guides/coc-program-competition-resources/ Persons in Households with at Least One Adult and One Child #"gam_ b lis. 7 Ste' j z�hL-3r -'s`g - � xs Charaec ril; ics h"'i `br r',--. .'- �.y.Q..s � 7.. ��'32c... a o Ie .: xe a�s }-�'d- tAs-, y ; �.� G� 1 V= ... 'Y- neo �$S' F` ..t+ e� r=gt _ C Fonio Stbsan Abuse t� -.+.i „{3 �� 0 },.1�4i € r * ysif Persons; With 't HIV/A1Dr11 y 3} � .. o-'.s&��-h.',.E+.9::`srY�.�t 0 �t4 � � Severely Menfall F - , �t - n� �sf`�.a``.3 3 � � Vld ims ;: Gf bo 6gtl 1%lolence t -u r% L3�'? 5 .ftnT§ 3°;. `� �= .? F?,34 t. Physical` Disabilit �y - ='7""�-". -.€' 0 "w" u. `'s'� t r< K Develop m�rttal SDisabilit f t , 3 i •d 0 k4- S. € Qei`SDnS".. o# repesen ted by listed sUb o ti Iatlon5 is .3. 10 l .�-iX g e bi es ' e i ` Adults over age 24 5 3 0 Adults ages 18-24 3 0 0 0 0 0 0 0 0 0 Children under age 18 0 ? ° 0 0 0 1 0 3 28 .6a Person� .6 s, --2,-.- — — , 8 81 3 0 0` 0 '3 6 r 0, 3 38 .: Click Save to automatically calculate totals Renewal Project Application FY2016 Page 25 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 Persons in Households without Children ', k-4 +' + '-+ _ Cha ac elms 1 s � . _ , ` � � r � _* .J zk �,y#^ 4.. `i e roaY0 as .1I , ° m c t t Ch o id- S1�bsfa c � be uiI/AIDa y�,i g Persons wit �' � Severely s ept?ily � -Aa inl$ ofi Domesti_ llielen Y 3 x ,w . ;'hyslealy alll(t j l t ,� tis , t, Develop mental Dlsa6lt , { PePsbrts no represon fed bye listed su d u ations , f„t 0 r t' ora s .11 els 5 ` f := o e ; ' "z` •II� d E E a, Adults over age 24 75 1 16 46 50 54 5 60 5 48 Adults ages 18.24 c >~S 0 0 4 0 25 , 1 0 0 15 '. 75 16 59 x lt 5Q 9 6} s 60 5 F - 63¢ , o' al P r ohs {� Click Save to automatically calculate totals: . Persons in Households with Only Children - -§ G7 3, + Jjt �;r t s y �, h uo erls 1cs y §, li .S1.. k n 4 � _ a djt i } X:r i4 i e `F . cr •i .� ��A.af a l oa 1' s u " " a ” ' �-+.. (C*hrroinn S bs ce�- Ab.use �'i' '"-a `.-`4;�,'Y`ia�-' e:so with-,, IV % IDS -- � Seven 9y PJIeh all � li ' - .'_ -1 . 3R- a is ms - ' _ otr�esti 1ry� Vi lens e 3Y ,-.rd, tr ' ' i i IV Disapilit _, "Ii op men alx Dlsabilit t r e e,i , of repYeser ed bye listed subpopu sze •e��kn`s.',r Accompanied Children under age 18 ' Unaccompanied Children under age 18 i izs:T .. 5 ax--11* a i t- bTl Person- ��,.Y�xj.na� sail - 13 `T. �>*...,+nB r c >~S zj? sett a t £ E h �. tY �'3,.- Describe the unlisted subpopulations referred to above: N/A Renewal Project Application FY2016 Page 26 04/19/2017 Applicant; Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 5C. Outreach for Participants Instructions: ALL PROJECTS EXCEPT HMIS Enter the percentage of project participants that will be coming from each of the following locations: This is a required field. Enter the percentage (between 0% and 100%) of participants that will be coming from each of the following locations: - Directly from the street or other locations not meant for human habitation Directly from emergency shelters - Directly from safe havens - From transitional housing and previously resided in a place not meant for human habitation or emergency shelters, or safe havens (persons coming from TH are not considered to be chronically homeless) - Persons at imminent risk of losing their night time residence within 14 days, have no subsequent housing identified, and lack the resources to obtain other housing (only applicable to TH and SSO projects) - Persons fleeing domestic violence Total of above percentages: The percentages entered will automatically sum when all required fields are entered and the "Save" button is clicked. A warning message will appear if the total is greater than 100%. Additional Resources can be found at the HUD Resource Exchange: https://www.hudexchange.info/e-snaps/guides/coc-program=competition-resources/ 1. Enter the percentage of project participants that will be coming from each of the following locations. 100% Directly from the street or other locations not meant for human habitation. Directly from emergency shelters. Directly from safe havens. From transitional housing and previously resided in a place not meant for human habitation or emergency shelters, or safe havens. Persons at imminent risk of losing their nighttime residence within 14 days, have no subsequent housing identified, and lack the resources to obtain other housing (TH and SSO projects only) Homeless persons as defined under other federal statutes (TH and SSO only and HUD approval REQUIRED) Persons fleeing domestic violence. 100% : Total of above percentages Renewal Project Application FY2016 Page 27 04/19/2017 Applicant: Miami -Dade County 0041482920000 Project: City of Miami Beach Outreach FL0177L4D001609 6A. Funding Request Instructions: ALL PROJECT APPLICATIONS The fields that must be completed on this screen will vary based on the project type, program type, and component type selected earlier in the project application. Do any of the properties in this project have an active restrictive covenant: This is a required field. Select "Yes" or "No" to indicate whether or not one or more of the project properties are subject to an active restrictive covenant. As a reminder, any project awarded capital cost funds (new construction, acquisition, or rehabilitation) has a 20 year or if initially awarded under the CoC Program (FY 2012 capital costs and beyond) a 15 year use restriction. Was the original project awarded as either a Samaritan Bonus or Permanent Housing Bonus project: This is a required field. Indicate if this project previously received funds under either the Samaritan Housing or Permanent Housing Bonus initiative. If yes, then the project must continue to meet the requirements of the initiative, as specified in the Homeless Assistance Grants NOFA for the year in which funds were originally awarded; in order to continue to receive renewal funding under the CoC Program Competition, Are the requested renewal funds reduced from the previous award as a result of reallocation?: This is a required field, Select ''Yes" or "No" to indicate whether the renewal project is reduced through the reallocation process. The response will be compared to the CoC's Reallocation Forms, Does this project propose to allocate funds according to an indirect cost rate? This is a required field. Select 'Yes' or `No' to indicate whether the project either has an approved indirect cost plan in place or will propose an indirect cost plan by the time of conditional award. For more information concerning indirect costs plans, please consult 2 CFR Part 200.56, Part 200:413 and Part 200.414, FY 2016 NOFA and contact your local HUD office. The following questions become visible if "Yes" is selected: - Please complete the indirect cost rate schedule below: Must complete at least one row. - Has this rate been approved by your cognizant agency?: Select "Yes" or "No" from the dropdown menu. - Do you plan to use the 10% de minimis rate? Select "Yes" or "No" from the dropdown menu. Renewal Grant Term: This field is pre -populated with a one-year grant term and cannot be edited. Select the costs for which funding is being requested: This is a required field. All project applications must identify the eligible cost budget for which funding is being requested. The choices available will depend on the component and project type selected on Screen "3A Project Detail." The following eligible costs may be listed: leased units, leased structures, rental assistance, supportive services, operations, and HMIS. Indicate only those activities listed on the CoC's final HUD -approved FY 2016 GIW. If you do not see the funding budgets that you expected, you may need to return to Screen "3A. Project Detail" to review the "Component Type" and/or "3B. Project Description" to review the type of project selected. See the FY 2016 CoC Program NOFA for additional guidance. Additional Resources can be found at the HUD Resource Exchange: https://www. hudexchange.info/e-snaps/guides/coc-program-competition-resources/ 1. Do any of the properties in this project No have an active restrictive covenant? Renewal Project Application FY2016 Page 28 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 2. Was the original project awarded as either No a Samaritan Bonus or Permanent Housing Bonus project? 3, Are the requested renewal funds reduced No from the previous award as a result of reallocation? 4. Does this project proposeto allocate funds No according to an indirect cost rate? 5. Renewal Grant Term: 1 Year 6. Select the costs for which funding is being requested: Leased Structures Supportive Services HMIS X Renewal Project Application FY2016 Page 29 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 6E. Supportive Services Budget Instructions: Enter the quantity and total budget request for each supportive services cost. The request entered should be equivalent to the cost of one year of the relevant supportive service. Eligible Costs: The system populates a list of eligible supportive services for which funds can be requested. The costs listed are the only costs allowed under 24 CFR 578.53. Quantity AND Description: This is a required field. A quantity AND description must be entered for each requested cost. Enter the quantity in detail (e.g. 1 FTE Case Manager Salary + benefits, or child care for 15 children) for each supportive service activity for which funding is being requested. Please note that simply stating "1 FTE" is NOT providing "Quantity AND Detail" and limits HUD's understanding of what is being requested. Failure to enter adequate 'Quantity AND Detail' may result in conditions being placed on an award and a delay of grant funding. Annual Assistance Requested: This is a required field. Enter the amount of funds requested for each activity. The amount entered must only be the amount that is DIRECTLY. related to providing supportive services to homeless participants. The request should match the budget amounts identified on the CoC's HUD -approved FY 2016 GIW. Total Annual Assistance Requested: This field is automatically calculated based on the sum of the annual assistance requests entered for each activity. Grant Term: This field is populated with the value "1 Year" and will be read only. Total Request for Grant Term: This field is automatically calculated based total amount requested for each eligible cost multiplied by the grant term. All total fields will be calculated once the required field has been completed and saved. Additional Resources can be found at the HUD Resource Exchange: https://www. hudexchange.info/e-snaps/guides/coc-program-competition-resources/ Aquantity AND description must be entered for each requested cost. Eligible Costs Quantity AND Description (max 400 characters) Annual Assistance Requested 1. Assessment of Service Needs 2. Assistance with Moving Costs 3. Case Management 4. Child Care 5. Education Services 6. Employment Assistance 7. Food 8. Housing/Counseling Services 9. Legal Services 10. Life Skills 11. Mental Health Services 12. Outpatient Health Services 13. Outreach Services 2 FTE Outreach Case Workers -Salary and Fringe Benefits $60,946 Renewal Project Application FY2016 Page 30 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 14. Substance Abuse Treatment Services 15. Transportation 16. Utility Deposits 17. Operating Costs -, {Total nYiva�/�ssietance RequestedRe -f $ V£"ot-' '!"rua% Y fia' i aWA i -? "r ,- F F' 4w h �s e �� t'�+H �s diGx%.F4 ie` 3.hir'Az�.J� ? rig '9 �n #,S� r r.— �nlf4ulY,✓.+^"� 4 60,946 - �, a .s `?- Grant Term �4�� ....''�tt` a — s& tz�-*�` ��% x i t 1 Year To. Request for Gram Term max,: 37 Ag— , , s lIti. , ,..F. $60,946, Click the 'Save' button to automatically calculate totals. Renewal Project Application FY2016 Page 31 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 6H. Sources of Match The following list summarizes the funds that will be used as Match for the project. To add a Matching source to the list, select the icon. To view or update a Matching source already listed, select the icon. Summary for Match Total Value of Cash Commitments: $612,541 Total Value of In -Kind Commitments: $0 Total Value of All Commitments: $612,541 Match Type { e. Source 1 Contributor pate oValue Commitment of - r_Gonnmitments Yes Cash Government City of Miami Bea... 07/20/2016 $612,000 Yes Cash Government Miami -Dade County... 08/30/2016 $541 Renewal Project Application FY2016 Page 32 04/19/2017 Applicant: Miami -Dade County 0041482920000 Project: City of Miami Beach Outreach FL0177L4D001609 Sources of Match Detail Instructions: Match (cash or in-kind) must be used for eligible program costs only and must be equal to or greater than 25% of the total grant request for all eligible costs under the CoC Program interim rule with the exception of leasing costs Please review 24 CFR Part 578, the FY 2015 CoC Program NOFA for more detailed information concerning Match. Will this commitment be used towards Match? Yes is automatically selected and this is a field that cannot be edited. Type of Commitment: Select Cash ($) or In-kind (non-cash) to denote the type of contribution that describes this match or leveraging commitment. Type of source: Select Private or Government to denote the source of the contribution. The Neighborhood Stabilization Program (NSP) and HUD-VASH (VA Supportive Housing program) funds may be considered Government sources. Project applicants are encouraged to include. funds from these sources, whenever possible. Name the Source of the Commitment: Be as specific as possible (e.g. HHS PATH Grant, Community Service Block Grant, Hilton Foundation Grant to End Chronic Homelessness) and include the office or grant program as applicable. Enter the name of the entity providing the contribution. It is important to provide as much detail as possible so that the local HUD office can quickly identify and approve of the commitment source. Date of written commitment: Enter the date of the written contribution. Value of written commitment: Enter the total dollar value of the contribution. The values entered on each detailed Match/ screen will populate the Screen "61. Summary Budget." The Cash, In -Kind, and Total Match will also automatically populate the Summary budget where the 25% match minimum will be calculated and applied: Additional Resources can be found at the HUD Resource Exchange: https://www. hudexchange.info/e-snaps/guides/coc-program-competition-resources/ 1. Will this commitment be used towards Match? 2. Type of Commitment: 3. Type of Source: 4. Name the Source of the Commitment: (Be as specific as possible and include the office or grant program as applicable) 5. Date of Written Commitment: 6. Value of Written Commitment: Instructions: Yes Cash Government City of Miami Beach -Cash for salaries/Outreach Workers 07/20/2016 $612,000 Sources of Match Detail Renewal Project Application FY2016 Page 33 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 Match (cash or in-kind) must be used for eligible program costs only and must be equal to or greater than 25% of the total grant request for all eligible costs under the CoC Program interim rule with the exception of leasing costs Please review 24 CFR Part 578, the FY 2015 CoC Program NOFA for more detailed information concerning Match. Will this commitment be used towards Match? Yes is automatically selected and this is a field that cannot be edited. Type of Commitment: Select Cash ($) or In-kind (non-cash) to denote the type of contribution that describes this match or leveraging commitment. Type of source: Select Private or Government to denote the source of the contribution. The Neighborhood Stabilization Program (NSP) and HUD-VASH (VA Supportive Housing program) funds may be considered Government sources. Project applicants are encouraged to include funds from these sources, whenever possible. Name the Source of the Commitment: Be as specific as possible (e.g. HHS PATH Grant, Community Service Block Grant, Hilton Foundation Grant to End Chronic Homelessness) and include the office or grant program as applicable. Enter the name of the entity providing the contribution. It is important to provide as much detail as possible so that the local HUD office can quickly identify and approve of the commitment source. Date of written commitment: Enter the date of the written contribution. Value of written commitment: Enter the total dollar value of the contribution. The values entered on each detailed Match/ screen will populate the Screen "61. Summary Budget." The Cash, In -Kind, and Total Match will also automatically populate the Summary budget where the 25% match minimum will be calculated and applied. Additional Resources can be found at the HUD Resource Exchange: https://www.hudexchange.info/e-snaps/guides/coc-program-competition-resources/ 1. Will this commitment be used towards Yes, Match? 2. Type of Commitment: Cash 3. Type of Source: Government 4. Name the Source of the Commitment: Miami -Dade County Homeless Trust (Be as specific as possible and include the office or grant program as applicable) 5. Date of Written Commitment: 08/30/2016 6. Value of Written Commitment: $541 Renewal Project Application FY2016 Page 34 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 61. Summary Budget Instructions: The system populates a summary budget based on the information entered into each preceding budget form. Review the data and return to the previous forms to correct any inaccurate information. All fields are read only with exception to field "7. Admin (Up to 10%)," Admin (Up to 10%%): Enter the amount of requested administration funds. The request should match the amount identified on the CoC's HUD -approved FY 2016 GIW. HUD will not fund greater than 10% of the request listed in the field "Sub -Total Eligible Costs Request." If an amount above 10% is entered, the system will report an error and prevent application submission when the screen is saved. Total Assistance plus Admin Requested: This field is automatically populated based on the amount of funds requested on the various budgets completed by the project applicant and Admin costs requested. This is the total amount of funding the project applicant will request in the FY 2016 CoC Program Competition. Cash Match: This field is automatically populated. If it needs to be changed, return to Screen "6H. Sources of Match" to make changes to this field. In -Kind Match: This field is automatically populated. If it needs to be changed, return to Screen "6H. Sources of Match" to make changes to this field. Total Match: This field will automatically calculate the total combined value of the Cash and In - Kind Match. The total match must equal 25% of the request listed in the field "Total Eligible Costs Request" minus the amount requested for Leased Units and Leased Structures. There is no upper limit for Match. If an ineligible amount is entered, the system will report an error and prevent application submission. To correct an inadequate level of match, return to Screen "6H. Sources of Match" to make changes. Cash and In -Kind Match entered into the budget must qualify as eligible program expenses under the CoC program regulations. Compliance with eligibility requirements will be verified at grant agreement. The Total Budget automatically calculates when you click the "Save" button. Additional Resources can be found at the HUD Resource Exchange: https //www.hudexchange.info/e-snaps/guides/coc-program-competition-resources/ The following information summarizes the funding request for the total term of the project. However, the appropriate amount of cash and in-kind match and administrative costs must be entered in the available fields below. Eligible Costs Total Assistance Requested for 1 year Grant Term (Applicant) la. Leased Units lb. Leased Structures 2. Rental Assistance Renewal Project Application FY2016 Page 35 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 3. Supportive Services r $60,946' 4. Operating Y-- , �0 5. HMIS a xP� o *"Y'Y3 t3 --3i "'h="v'g"-4-, It #1 Sufi total Cosis Requested � ' 3 fa'3?LKY1 �t � `v :i Vii. fir-.. kzG.-x*. f.: 1� ... X60946' r�'Fn3E*c.•i4'�`^f,�s'`.fi.�;..�.��-�:. 7. Admin (Up to 10%) $4;266 8. Total Assistance plus Admin Requestedsrtw 65,2 t2 9. Cash Match =3- e 's Pffztft $612 X41" 10. In -Kind Match,,,,0 7k ‘.27 x �. - fs - Baal Vlatc��3 _ .� i)Ex'T3ah ,� ,� s p,i�}¢ -F 612.541; r� a 1 2TotalrzBt��d9et��.�;� 1l ��:� � ��, ..:� g k ,k � 67775 Renewal Project Application FY2016 Page 36 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 7A. Attachment(s) Instructions: Subrecipient Nonprofit Documentation: Documentation of the subrecipient's nonprofit status must be uploaded, if the applicant and project subrecipient are different entities, and the subrecipient is a nonprofit organization. Other Attachment(s): Attach any additional information supporting the project funding request. Use a zip file to attach multiple documents. If indicated on Screens 3A and/or 3B, the following additional attachment screens may be visible that should be used instead of Screen 7A. Attachments: CoC Rejection Letter: Projects that are applying for CoC funds and that have been rejected for the competition by their CoC (Solo Projects) must submit documentation from the CoC verifying and explaining why the project has been rejected. Certification of Consistency with Consolidated Plan: Each applicant that is not a State or unit of local government is required to have a certification by the jurisdiction in which the proposed project will be located confirming that the applicant's application forfunding is consistent with the jurisdiction's HUD -approved consolidated plan. The certification must be made in accordance with the provisions of the consolidated plan regulations at 24 CFR part 91, subpart F. For projects that selected "No CoC" on Screen 3A, a form HUD -2991 must be obtained and signed by the certifying official for the applicable jurisdiction, indicating that the proposed project will be consistent with the Consolidated Plan. If the Solo Applicant is a State or unit of local government, the jurisdiction must certify that it is following its HUD -approved Consolidated Plan. Additional Resources can be found at the HUD Resource Exchange: https://www. hudexchange.i nfo/e-snaps/guides/coc-program-competition-resources/ Document `type Requires ocument Description, Date Attached 1) Subrecipient Nonprofit Documentation No 2) Other Attachment No City of Miami Bea... 09/02/2016 3) Other Attachment No HT CoC Match 2016 09/02/2016 Renewal Project Application FY2016 Page 37 04/19/2017 Applicant; Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 Attachment Details Document Description: Attachment Detail Document Description: City of Miami Beach Outreach Match Documentation Attachment Details Document Description: HT CoC Match 2016 Renewal Project Application FY2016 Page 88 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 7B. Certification A. For all projects: Fair Housing and Equal Opportunity It will comply with Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000(d)) and regulations pursuant thereto (Title 24 CFR part I), which state that no person in the United. States shall, on the ground of race, color or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity for which the applicant receives Federal financial assistance, and will immediately take any measures necessary to effectuate this agreement. With reference to the real property and structure(s) thereon which are provided or improved with the aid of Federal financial assistance extended to the applicant, this assurance shall obligate the applicant, or in the case of any transfer, transferee, for the period during which the real property and structure(s) are used for a purpose for which the Federal financial assistance is extended or for another purpose involving the provision of similar services or benefits. It will comply with the Fair Housing Act (42 U.S.C. 3601-19), as amended, and with implementing regulations at 24 CFR part 100, which prohibit discrimination in housing on the basis of race, color, religion, sex, disability, familial status or national origin. It will comply with Executive Order 11063 on Equal Opportunity in Housing and with implementing regulations at 24 CFR Part 107 which prohibit discrimination because of race, color, creed, sex or national origin in housing and related facilities provided with Federal financial assistance. It will comply with Executive Order 11246 and all regulations pursuant thereto (41 CFR Chapter 60-1), which state that no person shall be discriminated against on the basis of race, color, religion, sex or national origin in all phases of employment during the performance of Federal contracts and shall take affirmative action to ensure equal employment opportunity. The applicant will incorporate, or cause to be incorporated, into any contract for construction work as defined in Section 130.5 of HUD regulations the equal opportunity clause required by Section 130.15(b) of the HUD regulations. It will comply with Section 3 of the Housing and Urban Development Act of 1968, as amended (12 U.S.C. 1701(u)), and regulations pursuant thereto (24 CFR Part 135), which require that to the greatest extent feasible opportunities for training and employment be given to lower-income residents of the project and contracts for work in connection with the project be awarded in substantial part to persons residing in the area of the project., It will comply with Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794), as amended, and with implementing regulations at 24 CFR Part 8, which prohibit discrimination based on disability in Federally -assisted and conducted programs and activities. It will comply with the Age Discrimination Act of 1975 (42 U.S.C. 6101-07), as amended, and implementing regulations at 24 CFR Part 146, which prohibit discrimination because of age in projects and activities receiving Federal financial assistance. Renewal Project Application FY2016 Page 39 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 It will comply with Executive Orders 11625, 12432, and 12138, which state that program participants shall take affirmative action to encourage participation by businesses owned and operated by members of minority groups and women. If persons of any particular race, color, religion, sex, age, national origin, familial status, or disability who may qualify for assistance are unlikely to be reached, it will establish additional procedures to ensure that interested persons can obtain information concerning the assistance. It will comply with the reasonable modification and accommodation requirements and, as appropriate, the accessibility requirements of the Fair Housing Act and section 504 of the Rehabilitation Act of 1973, as amended. Additional for Rental Assistance Projects If applicant has established a preference for targeted populations of disabled persons pursuant to 24 CFR 582330(a), it will comply with this section's nondiscrimination requirements within the designated population. B. For non -Rental Assistance Projects Only. 20 -Year Operation Rule. For applicants receiving assistance for acquisition, rehabilitation or new construction: The project will be operated for no less than 20 years from the date of initial occupancy or the date of initial service provision for the purpose specified in the application. 1 -Year Operation Rule. For applicants receiving assistance for supportive services, leasing, or operating costs but not receiving assistance for acquisition, rehabilitation, or new construction: The project will be operated for the purpose specified in the application for any year for which such assistance is provided. C. Explanation. Where the applicant is unable to certify to any of the statements in this certification, such applicant shall provide an explanation. Name of Authorized Certifying Official Date: Title: Applicant Organization: PHA Number (For PHA Applicants Only): I certify that I have been duly authorized by the applicant to submit this Applicant Carlos Gimenez 09/02/2016 County Mayor Miami -Dade County Renewal Project Application FY2016 Page 40 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 Certification and to ensure compliance. I am aware that any false, ficticious, or fraudulent statements or claims may subject me to criminal, civil, or administrative penalties . (U.S. Code, Title 218, Section 1001). Renewal Project Application FY2016 Page 41 04/19/2017 Applicant: Miami -Dade County 0041482920000 Project: City of Miami Beach Outreach FL0177L4D001609 86 Submission Summary st>:Ut da 1A. Application Type 09/02/2016 1B. Legal Applicant No Input Required 1C. Application Details No Input Required 1D. Congressional District(s) 09/02/2016 1E. Compliance 09/02/2016 1F. Declaration 09/02/2016 2A. Subrecipients 09/02/2016 2B. Recipient Performance 09/02/2016 3A. Project Detail 09/02/2016 Renewal Project Application FY2016 Page 42 04/19/2017 Applicant: Miami -Dade County Project: City of Miami Beach Outreach 0041482920000 FL0177L4D001609 3B. Description 4A. Services 5A. Households 5B. Subpopulations 5C. Outreach 6A. Funding Request 6E. Supp. Srvcs. Budget 6H. Match 61. Summary Budget 7A. Attachment(s) 7B. Certification 09/02/2016 09/02/2016 09/02/2016 09/02/2016 09/02/2016 09/02/2016 09/02/2016 09/02/2016 No Input Required 09/02/2016 09/02/2016 Renewal Project Application FY2016 Page 43 04/19/2017 . . • City of Miami Beach, 1700 Convention Confer Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov Jimmy I., Morales, City Manager Tel: 305-673-7010, Fax: 305-673-7782 July 20, 2016 Ms. Victoria IVIallette Executive Director Miami -Dade County Homeless Trust 111 NW First Street Suite 27-310 Miami, Florida 33128 Re: Financial Commitment in Support of Miami Beach Homeless Outreach — 2016 NOFA Dear Me. Mallette — This letter serves as confirmation of the City's projected leverage of funding and resources in support of its Miami , Beach Homeless Outreach Program, a program within the Office of Housing and Community Services. The following funds are projected for supportive services and our outreach efforts to serve homeless persons in our City: .M4 If ou have any additional questions, please contact Alba Terre, Homeless Program Coordinator, at 305-604-4663, T ank you again for your support in reducing homelessness In our community. SIt cerely, ct my L. Man iip Traies -•er We are committed to providing excellent public service and safety to all who //yo, work, and play in out vibrant, tropical, historic community, X $612,000 Cash (salaries & fringe Including overtime) In-KInd Services‘(Dept, director allowance) X • $3,000 In Kind Services(OPEB) X 36,000 In Kind Services (Internet services) X $5,000 In -Kind Services (copier rental) X $816 In -Kind Services (Printing) X $8,000 In -Kind Services (Office supplies) X $6,000 In -Kind ServIceStaff uniform) X X $1,750 $500 In-KInd Services (Car Wash services) Cash (toll services) X $2,000 Flex use shelter beds X $26,000 In Kind (raincoats) X $350 In Kind (jackets, hats) X $660 Cash (emergency shelter beds X $470 537 Match(criminal background checks) X $7,500 Match (rent assistance) X X $47,450 $1740 In -Kind Services(storage units) In -Kind Services(relocations) X 20,000 In -Kind Services(ID Assistance) X 4,200 In -Kind Services(Travel) X $5,000 In -Kind Services(Training ) X $3,200 In -Kind Servlces(Central services) X $4,000 In -Kind Services(property management ) X $16,000 In -Kind Services(fieet ) X $17,000 In -Kind Services (telecom) X $17,000 In -Kind Services (insurance) X • $ In -Kind Services (Computer) X $230 20;00000 In -Kind Services Pro./Elec bTL.AMOUNJOFLEVgRA6Etz--,,..:1;t0:0.1t1i2- X $9,000 $1,376,703 .M4 If ou have any additional questions, please contact Alba Terre, Homeless Program Coordinator, at 305-604-4663, T ank you again for your support in reducing homelessness In our community. SIt cerely, ct my L. Man iip Traies -•er We are committed to providing excellent public service and safety to all who //yo, work, and play in out vibrant, tropical, historic community, 2016 Adopted 1 8 General Fund s7: 0560 Comm Develogrnent-Homeless 00 A 0 I"o - cci" co co c) co ,--• LO N ',- CD.. N .cr 0 co co 00 00 co co do5 oci o 00 co co S. 0 co o tt co 4.1 464,000.00 0 0 0 c0 N ca •0 co •:-.7 5 coo e co ...— .0 o ...m 0 • CO as o 6 .0 Ig 'Zi 0 o 0 E To 0 E a. CO D E 0) o _J (3 0c D 6 D0 w 9' Tr3 1 Z CO c TO' 0 00 ill CO 8 -. co '0 6_ • • 0. e rt- 43 '23 Z 1:' ID .g a) < 2 c, • to (I) o c •- ,-- 0 > ?) a) a , o „ . t= to c.• N c0 d' c0 E, 0 0 Line Item Detail 0 0 ca0 ca. 1 FY15 Adopted Budget 0 0 0 00 c;00 ., 0 c‘,1 oo Line [terns Total 00 0 0 0 00 co- 0 00 0 0 00 0 O. 05 0 0 8 2015 Actuals 0 on 17Req- 16Adp 2016 Adopted Account Number 0 g 0 m o CO 'd' o $ 0a, N Z-- tri c ID 0 0 0 O 0 0 a 0 c'`:1 0 0 0 O 0 0 N 0 a O 0 LO A 0 to 8 .a 07 y-% .n m �rno0,8 z ni7 m Km m fip! o a¢d¢ 117 'd' -4.( r • 0 E N a 0 0 a O 01 0 N a Line Items Total LIi 0 0 0 0 Y O O Line Item Detail 0 0 0 O O 4 O o co co a 40 0 Ci oz; CO" N u7 2 Decreaseio FY16 alaries\F x IE Salary Projections\Budget m N o o0.0 w = E o o �U sn Yom' 06 70 C U rt. CO 1,462!7=$$5,7923 rounded of salary run Q 0 0 0 0 0 0 0 Lr) 0) '0 Gt V N .ro N E N a) 18 0 :0 0 •0 a) 0 0. E d o N N co o A o n U a. C E u 1 .� c� 0 IY w 0 a' i o tg co b N yoQ d to 7 ,E a co � �tX , 4.4 co '.4. u7 0 Y 0 0-.1 0 0 0 0 ci 0 0 0 o a r e1' a 0 1'- 1 FY1 5 Adopted Budget 0 0 0 1•. 0 0 o 0 0 (0 0 0 0 0 O 0 0 0 M A pz E QU' a b1 ro 0 ban v C V! 124 v E t` I C 1 to C 4b r .0 4, b tiO N C o a 05- E 0 U IU .8 0. 8 N N co a) w' N a) L J 0 0 0 0 O t• -- a7 CO Y r b7 M h- 0 0 0 co m native projection of $2,425 2 Increase to FY16 457 E (lJ N d1 0 0 rnYp N • tt5 cn th 0 0 0 0co E a o 0 O°6. fi rn as as8 .2 C 'o m o 4 O co g Line Items Total 10 M C? CD M b Line items Total 0 a 0 0 0 co. t 10 co 000300 OPERATING EXPENDITURES a b 0 0 o 4 O co u7 to M t 1 Cellular telephone for Homeless staff to share when in the field. v' a 0 0 0 0 0 it (1) N E 0 Y O �_ N 'g 11 y,r..rs 8 oc 0.'Lac; 1:1-„, �, ro d (+ E(vxx ° x o V - N'N taa y o00 arnoo a x zF C' CO C QN pbp��O OAF 6 L. 0 0 O co ereyy tt•)d'lq W CO v° E i= ° E, rEf#or isNs6r905 O x x U x 13 y N U) N U) U1 ; D 0 x'ro c m c =E-00to0 0) al*, T E8 a.n¢MN�00) c Cl N M a, 0 o zi 2015 Actuals 'Co 2015 Dept Proj 2017 Dept Request Account Number line Item Detail Co10' OD 0 10 ID ID OD •ch CO CO c0 10 10 10 co 10 10 0 0 .1--7 Line items Total 10 •-• 10 10 10 0 0 10 color pamphlets and cards, which will be sent out for printing/laminating. 10 Co 0010 16 0 0 tci o c' ° c". co co IS 0 ci 1') 0 N EO- EA- EO 69-0 te 449-3111i, En ID o (11 CZ (6 0 63 61 CZ 'P'R'PAE (0•1-C10,11-00) 3-- (0 t•-• co 10 co 10 10 v 0 o Line Items Total 8 (0 10 co, co 0 0 10 co 11) .10 co 0 • 10 ID 10 •rr tc.) 10 Lc) 1001 0 0 ci 101 o 0 co- 00 10 ID E ID 10 0 10 co co ou- b3 2016 Adopted 2016 Dept Prof 2017 Dept Request 0 a Line teem Detail n Q ° O O °. 0 O O 0 O O 0 Lo 0 co N N 0 U 4I NN• O0 CU 0 G • E to a N .c a) r 0 0 o x 111 a .._ C w A, • -'-a E Z) :a • E en o 0 , 2 a E o E d 'C 00 e N ✓ 0 op a8 0m c d at E 41)• 9Q9Q CO N E• v° 03 pi o .5 ._ off, E L' a) 'YS.CC "o n- D 07, m c. y m `a E .c 4 8 0) a 4 O .0 oo�} x c E r n H E9 W. LYS Z M d eel 0 N a 0 Y7 Line Items Total 8 0 O 0 8 0 0 0 0 ti '. .'-':- U 0 0 o 0 00 o 0 0 0 O co, O Q 0 -O - O O O�tt O cc0 co 'Od' O 0 O 0 10l1� 0 c c0 0 - 0 N N 0 V 0. N to o) `- N - N dd' '' in N COtn ea ' N C To't0 -- f0 'D 'B 0 .0 a 8 D N - Q 0) c a 0 N J) en N O K U Q N p C N > c a) N o 0 N �Gam'p A 0 Oc �D'O r) roLP Q al � H3 N m d p x w 0 2 .. c • ° .n tp S 0 m o 0 a G LC) 2 a 7 .- c ° i o u [1 U 07 Q' 0) C CV P 0 j N y .L7 0 d N : 69- G N to C co a) [Ll (!UNN� N 1 TJ O Q O N ,FN,. N r E • U d tl1 v 4 a) .G (� En - C V c L y • m a) d U) E y No) N f6 fU Q 7 CO v (U a O N cn T) 03m y °$� �° o 0.5 m m 0. m ▪ o .cG N o N -H 0) c ccs ro o w 'a u.J3 0 o .c ani E '!8 ro o Q.mm Um a0i O W o o c U e o k N a 0� W a aDi .ate C �a.Qa a4W aa) 21-0-43 T 18 N Ni U N > IU ftl 0 O 0 le) p� E H.+ 0 'O L!l 1-2 E a a) as a p. m N a °c E 00 m o .a rn �y rn ▪ gm a, 42 in 2i G X i 1 Q • p +-, a G O .C..G O +'� X V 'D U N 4� ryp .� L 1J Q 1 N V S G N_ h 0 m a' = F ,3 o ` V'o Q m ('.q ,i,3, memo GN OO' Q7EL{) V) 'p ,L3 - 7 C a .ViUN . o 00 13 LG) e rn w`�W ^s m tl a o` m• rog NrnY� v (is -2 a.M E c W- G m v- N of <' to ca. N- co co o 2015 Actuals 17 Req- 16 Adp 2016 Adopted 2016 Dept Proj 2017 Dept Request 8 Line Item Detail 11 Rounding 0 CDT- 0 co Cr> V) (0 0 IZ nf 0 0 to 10 cs a o c`4. 6 10 555030.00 0 0 10 :=1.Z 0 0 0 00 q 8 06 0 0 0 0 0 N iti 0 Line Items Totat 04 0 0 04 0 00 11) E 0 (11 0 10 8 CO CI) a. ..... -,1 - , 0 0 q(q 0 0 0 0 csi 8 0 0 0 0 0 d 0 In 0 § 0 (0 0 .t. 0 0 0 CD 10g 0 0 0 0) 10 000500 'INTER 2015 Actuals 2018 Adopted 2016 Dept Prof 2017 Dept Request Account Number Line Item Detail 0 0 0 a 6 cow 1 FY15 Adopted Budget 0 O O 0 ca co o co o co (0 0 4 a�yy M, a, 0 0 0 0 0 0 0 8 O M 0 O M 0 0 0 O 0 W A F-. A V) p OE f.1 "— U a c a. m Q r o a 1 ca v 0 0 .0 N .-C-4. N N '0 'a EE o C C N c0 a o a 7 0. 0 E (1) 0 co g °c a m 0 o w In a) E N. cv as ar co t 0N. r- 0 Q Tt Na os9- �r • 69 a N co �'to-r 'p N 69.77" tO i .� e•C] G '1:0‘-.0:1 o v at v o0 D 0 a) ai n ca a `'� ) Q. aai a , aha N" V." }r}te..^ c}m}^,, co 1`.. .y CU M }r. ' ct vy.-^.. amy-�. `C" y I li g— o, "''v. ll L� LL H N 0LO ) r N 0 0 0 0 (0 M Line Items Total 4 O 4. 8 0 O 1- 1 FY15 Adopted Budget 0 O, 0rro h 69 69- J'N 4 o) N o) a) 0 m m 0 t 73 a) t 0 oa o a) 'd' (,) co V 0 0 S 0 0 0 O o O O ti D M T co o O ,-• - cyy- vyy-- ,cy L4. L4 LL Lt. N 1 FY15 Adopted Budget imported total and tine item details <budget prep control> Line Items Total 0 0 O '1' O 0 r. V.. r'. N I1.�IL[r1. N I. . 00 2016 Adopted 2016 Dept Proj 2017 Dept Request Line Item Detail 1 FY15 Adopted Budget 0 0 A 8 -o E (4) 2 0 0 0 LO o (0 ooia C 0.1 0 69 69 - P• o r) • 0) a) cc) 22 -o -o 4314 .-CI) a) -0 ▪ < < re) 4,-) „- co co 0 0 "r0 T" V' CO (0 'XI P , CO 0") ro c6 r- r- I,- 1/4- 1/4- 1/4- ,-7 1/4-s' 1/4-" Line items Total 0 0 Cs. 0 0 0 0 0 0 0 A a a) 0 An2 cti o 0 0 0 N- Line Items Total 0 co • 0) •cr csi • 0 o o o 0 0 o o 0 o 1.0 41 to 6' o d co CA (0 0 co o 0 0 0 0 0 • V- CO, 0 0 0 c‘i <"! 000600 CAPITAL EXPENDITURES CAPITAL EXPENDITURES 000900 SAVINGS Homeless Trust 111 N.W. 1st Street •27th Floor Suite 310 Miami, Florida 33128-1930 T 305-375-1490 F 305-3 75-2722 miamidade.gov August 29, 2016 The United States Department of Housing and Urban Development (HUD) Washington, DC Re: Miami -Dade County Homeless Trust Match Documentation Dear Ms Chavis The Miami -Dade County Homeless Trust hereby submits this letter as documentation o (HT) match/leverage for the following Continuum of Care (CoC) programs: 2016 Continuum of Care (CoC) Program Notice of Funding Availability (NOFA) Homeless Trust 2015 Coe Grant Number' 2001 TRA Citrus Homeless Trust Match/Leverage Ann aunt FL0165` 2003 TRA 95 Citrus 55 2003 TRA Citrus Arnistad FL0166 FL0167; FI -0484' Another, Chance FL01 G9 Archbishop Carroll Homes Barrett Place Better Way Aparkments Better Way West Wing Bonita Cove FLO311;' FL0312 FL0170 FL0313 FLO389 3,620.00 10,462.00' 4,815.00 3,443.00 1.895.00 500,000.00 1,376.00 1;86000 Brother Mathias: Carolyn Wilson Casa Matlas FL0174 FL0175 FL0390 City of Miami leach Oiitreaoh Coconut GroveI 2,321.00 904,00 1,814.00` 2,140.00 FL0177 FL0178 $ 1,481.00 Coconut Grove II Coming Horne Del Prado FLOI79 FL0482 Elan Apartments First Place FL0181 FL0182 FL0363 $ 541:00 987.00` 169.00 FRAT House FL0184 $ 1,353.00 3,139.00 1,604.00 2,922.00 1,359.00 • Good Shepherd Villas Safe Haven FL0215 $ 2,28t00 Harding Village PH Healthy Choice HOGAR II FLO185 2,467.00 F1.0391 939.00 FLO191 7,318.00 Homestead Scattered Sites FL0194 1,320.00 Housing ACT FL0195 2,597.00 Housing Assistance Program J. Moss FL0196 1,242.00 FLO200 3,274.00 Kensington KIVA FLO201 2,009.00 F1.0176 $ 4,463.00 KOLAPI FL0431 14,571.00 Little Haiti FL0202 1,475.00 Little River Bend 20 FLO203 391.00 Little River Bend 46 FL0204 2,185.00 Little River Bend/City View Marie Toussaint FL0443 2,236.00 FLO206 2,933.00 Marie Toussaint S+C FL0206 3,696.00 Ma FL0209 $ 1,284.00 Miami Homeless Assistance Program MMHAP North FLO211 $ 2,092.00 FL0189 $ 2,474.00 MMHAP South FLO190 1,157.00 My Choice My Voice Outliers FL0213 1,464.00 FL0234 300,060.00 FL0495 3,607.00 Partners For Homes FL0218 6,059.00 Priority One. Right Directions Royalton S+C 2002 FL0532 5,235.00 FL0222 $ 1 042 00 FL0362 4,002.00 FL0224 811.00 S+C 2003 FL0225 2,722.00 Safe Families FL0226 1,262.00 SHAMAN FL0227 3,290.00 Shepherd House Shepherd's' Court Starting Again Sunsouth FL0228 662,00 FL0343 s',591:bb FLO463 1,587.00 FLO236 1,792.00 Thomas Jefferson FL0238 898.00 Thomas Jefferson S+C FL0239 2,093.00 THOP. FL0492 $ 5,856.00 Verde Garclens FL0343 3,591.00 Villa Aurora 2 FL0243 3,005.00 Villa Aurora 25 " -• FL0442 $ 3,496.00 Wynwood FL0244 1,039.00 Mother Seton FL0590 4,521.00 Coalition Lift (NEW) FL0587 6,072.00 Advocate Housing Solutions (NEW) Villa Aurora 14 (Reallocation to PH) Brother Keily PH (Reallocation to PH) FL0585 5,959.00 FL0589 4,283.00 FL0588 3,574.00 Project Dade Cares (Reallocation) Liberty Village Karis Village REALLOCATED NEW PROJECT 5,105,00 REALLOCATED NEW PROJECT 4,755.00 REALLOCATED NEW PROJECT 3,203.00 HAND ACCESS New PH BONUS 12,702.00 1,017,886.00 If there are any questions or additional information is required, please contact our office at (305) 375- 1490. Victoria L. Mallette Executive Director Miami -Dade County Homeless Trust cc: 2015 Continuum of Care Competition (CoC) Grant File FY 2 016 Continuum of Care. (CoC) GRANT AGREEMENT Between United States Department of Housing and Urban Development (US HUD) And Miami -Dade County Miami -Dade County Homeless Trust ATTACHMENT A "2016 US HUD COC Grant Agreement" FY 2016 Miami -Dade County Homeless Trust Continuum of Care (CoC) US HUD CoC eSnaps Budget, Performance Documents & "Scope of Service" ATTACHMENT B "FY 2016 US HUD CoC eSnaps and Scope of Service" Form W-9 Department of the Treasury Internal Revenue Service (IRS) Request for Taxpayer Identification Number and Certification ATTACHMENT C "W-9 Request for Taxpayer ID Number and Certification" Form 1! ■ ® (Rev, December 2014) Department of the Treasury Internal Revenue Service ' Request for Taxpayer Identification Number and Certification Give Form to the requester. Do not send to the IRS. Print or type See Specific Instructions on page 2. 1 Name (as shown on your Income tax return). Name Is required on this Ilne; do not leave this line blank. 2 Business name/disregarded entity name, If different from above 3 Check appropriate box for federal tax classification; check only one of the following seven boxes: • Individual/sole proprietor or • 0 Corporation S Corporation • Partnership • Trust/estate p � p p single -member LLC 4 Exemptions (codes apply only to detrain entitles, not Individuals; see instructions on page 3); Exempt payee code (If any) Li Limited liability company. Enter the tax classification (C.0 corporation, SSS corporation, P=partnership) F Note. For a single -member LLC that Is disregarded, do not check LLC; check the appropriate box In the line above for the tax classification of the single -member owner. Exemption from FATCA reporting code (if any) • Other (see instructions) I► (Applies fo accounts maintained outside the 05) 5 Address (number, street, and apt. or suite no) Requester's name and address (optional) 6 City, state, and ZIP code 7 List account number(s) here (optional) Part 1 Taxpayer Identification Number (TIN) Enter TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid 1 Social security number your backup withholding. For Individuals, this Is generally your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other o.,+i+lao if le vnf it amrInver iriantifiru flon m,rnher (F11\11_ if von do not have a number. see How to aet a - - TIN on page 3. Note. If the account Is In more than one name, see the instructions for line• 1 and the chart on page 4 for guidelines on whose number to enter. or 1 Employer Identification number Part II Certification Under penalties of perjury, I certify that; 1. The number shown on this form is my correct taxpayer Identification number (or I am waiting for number to be Issued to me); and 2, 1 am riot subject to backup withholding because: (a) am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all Interest or dividends, or (o) the IRS has notified me that I am no longer subject to backup withholding; and 3. I am a U.S. citizen or other U.S. person (defined below); and 4. The FATCA code(s) entered on this form (If any) indicating that I am exempt from FATCA reporting Is correct. Certification instructions. You must dross out Item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage Interest pald, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than Interest and dividends, you are not required to sign the certification, but you must provide your correct TIN, See the Instructions on page 3. Sign Here Signature of U.S. person f Date General Instructions Section references are to the Internal Revenue Code unless otherwise noted. Future developments. Information about developments affecting Form W-9 (such as legislation enacted after we release It) is at www.Irs.gov/fw9. Purpose of Form An Individual or entity (Form W-9 requester) who is required to file an Information return with the iRS must obtain your correct taxpayer Identification number (TIN) which may be your social security number (SSN), Individual taxpayer identification number (ITIN), adoption taxpayer Identification number (ATIN), or employer Identification number (EIN), to report on an Information return the amount paid to you, or other amount reportable on an Information return, Examples of information returns Include, but are not limited to, the following: • Form 1099 -INT (Interest earned or paid) • Form 1099 -DIV (dividends, Including those from stocks or mutual funds) • Form 1099-MISC (various types of income, prizes, awards, or gross proceeds) • Form 1099-0 (stock or mutual fund sales and certain other transactions by brokers) • Form 1099-S (proceeds from real estate transactions) • Form 1099-K (merohant card and third party network transactions) • Form 1098 (home mortgage interest), 1098-E (student loan Interest), 1098-T (tuition) • Form 1099-0 (canceled debt) • Form 1099-A (acquisition or abandonment of secured property) Use Form W-9 only If you are a U.S. person (Including a resident alien), to provide your correct TIN. if you do not return Form W-9 to the requester with a TiN, you might be subject to backup withholding. See What is backup withholding? on page 2, By signing the filled -out form, you: 1, Certify that the TIN you are giving is correct (or you are wafting for a number to be issued), 2. Certify that you are not subject to backup withholding, or 3. Claim exemption from backup withholding if you are a U,S. exempt payee. If applicable, you are also certifying that as a U.S. person, your allocable share of any partnership Income from a U.S. trade or business is not subject to the withholding tax on foreign partners' share of effectively connected Income, and 4. Certify that FATCA code(s) entered on this form (11 any) indicating that you are exempt from the FATCA reporting, is correct. See What is FATCA reporting? on page 2 for further Information, Cat. No. 10231X Form W-9 (Rev, 12-2014) FY 2016 Miami -Dade County Homeless Trust Continuum of Care (CoC) Program "Affidavits and Declarations" ARVIE201=6001#1MXIIONIONI, ATTACHMENT D "Affidavits and Declarations" Miami -Dade County's Affidavits and Declarations Miarrmi-Dade County requires each party desiring to enter into a contract with Miami -Dade County to; (1) Sign an affidavit as to certain matters and (2) make a declaration as to certain other matters. This form cottains both Affidavit forms for matters requiring the entity to sign under oath and Declaration fortes for matters requiring only an affirmation or declarationfor other matters,. Each section of this form must be read, and initialed in the top right hand box indicating acceptance and/or compliance with the County's policy related to the particular affidavit. For affidavit sections that you clo not believe are applicable to your organization, please indicate this by placing "I✓1" in the box next to N/A. ALL SECTIONS MUST BE COMPLETED THE FOLLOWING MATTERS REQUIRE THE ENTITY TO SIGN AN AFFIDAVIT UNDER OATH. STATE OF ( COUNTY OI ( COUNTRY OF ( ) Before me the undersigned authority appeared (Print Name), who is personally known to me or who has p as identification and who did swear to the following: That he or she is the duly authorized representative of (Name of Entity) ovided (Address of Entity) Post Office addresses are not accetable, i Federal Employment Identification Number (hereinafter referred 'entity"), and that he or she is the entity's (Sole Proprietor)(Partner)(President or That he or she has full authority to make this affidavit, and that the information given attached hereto are true and correct; and That he or she says for the following fifteen (16) Affidavits and Declarations: to as the contracting Other Authorized Officer) herein and the documents ATTACH ENT D "Miami -Dade County Affidavits and Declarations" Page 1 of 11 Miami -Dade County's Affidavits and Declarations 1. MIAMI-DADE COUNTY OWNERSHIP DISCLOSURE AFFIDAVIT (SECTION 2-8.1 OF THE COUNTY CODE) '1 Pertains Cl /A 0 i tial ( ) If the contract or business transactionis with a corporation, the full legal name and business address shall be provided for each officer and director. and each stockholder who holds directly or indirectly five percent (5%) or more of the cor poration's stock. If the contract or business transaction is with a partnership, the foregoing information shall be provided for each partner; lithe contract or business transaction is with a trust, the full legal name and address shall be provided for each trustee and each beneficiary. The foregoingrequirements shall not pertain to contracts with publicly traded corporations nr to contracts With the United States or any department or agency thereof, the State or. any political; subdivision or agency thereof or any municipality of this State, All s uch names ad.address.are outlined below: Post Office addresses are not acceptable. (Full Legal Name, Address, % Ownership) (Full Legal Name, Address, % Ownership) (Full Legal Name, Address, % Ownership) (Full Legal Name, Address, % Ownership) The full legal names and business address of any other individual (other than subcontractors, material.person, suppliers, laborers, or lenders) who have, or will have, any interest (legal, equitable beneficial or otherwise) in the contractor business transaction with Miami Dade County are: Post office addresses are not acceptable Any person who wilifuliy'fails to disclose theinformation required herein, or who knowingly discloses false: iiforination in this regard, shall be punished by a fine of up to five hundred dollars ($500,00) or imprisonment in jail for up to sixty(60) days or both. ATTACHMENT D "Miami -Dade County Affidavits a Declarations" Page'2 of 11 02EIMMUMMAItitialf, Miami -Dade County's Affidavits and Declarations 40FS3RZIfffigt; 2. MIAMI-DADE COUNTY EMPLOYMENT DISCLOSURE AFFIDAVIT (COUNTY ORDINANCE 90-133, AMENDING SECTION 18-1; SUBSECTION (d)(2) Or THE COUNTY CODE) Pertains '0 N/A 0 Initio1( ) Except where precluded by Federal or State laws or regulations, each contract or business transaction or renewal thereof which involves the expenditure of then thousand dollars ($10,000) or more shall require the entity contracting or transaction business to disclose the following information. The foregoing disclosure requirements do not apply to contracts with the United States or any department or agency thereof, the State or any political subdivision or agency thereof or any municipality of this State. Does your firm have a collective bargaining agreement with its employees? 0 Yes 0 No Does your firm provide paid health care benefits for its employees? 0 Yes 0 No Provide a current breakdown [number of persons) of your firm's work force and ownership (below): White: Males Females Black: Males Females Hispanic: Males Females. Asian: Males Females American Native: Males Females Aleut (EsIduto): Males Females ATTACHMENT » "MiamDade County Affidavits and Declarations" Page 3 of 11 Miami -Dade County's Affidavits and Declarations 3. MIAMI-DADE COUNTY AFFIRMATIVE ACTION / NONDISCRIMINATION OF EMPLOYMENT, PROMOTION AND PROCUREMENT PRACTICES (COUNTY ORDINANCE 98.30 CODIFIED AT 2-8.15 OF THE COUNTY CODE) , Pertains,0 N/A nitia( Il ' ) Pursuant to Miami -Dade County's Ordinance No. 98-30, Section -8.1.5, entitles with annual gross revenue in excess of $5,00(,000 seeldng te contract with the County shall, as a condition of receiving a Connty Onntraet, have: 1) a written affirmative action plan which sets forth the procedures the entityttfilizes to assure that it does not discriminate in its employment and promotion practices and 2) a written procurement policy which sets forth the procedures the entity utilizes to assure that it does not discriminate against minority and vvomen-Owned businesses in its own procurement of goods, supplies and services. Such affirmative action plans and procurement policies shall provide for periodic review to determine their effectiveness in assuring the entity does not discriminate in its employment, promotion and procurement practices, The foregoing, not withstanding, corporate entities whose board of directOrs are representative ofthe population inalce-up .of the nation shall be presumed to have non-discriMinatory employment and procurement policies, and shall not be required to have a written affirmative action plan and procurement policy in order to receive a County contract The foregoing presumption may be rebutted. The requirements of this section may be waived upon written recommendation of the County Manager that it is in the best interest of the County to do so and approval Of the County Commission by majority vote of the members present Based on the above, please complete the affidavit as directed and return the completed affidavit along with a cover letter on your cempany's letterhead, listing the company's address, phone and faX flumbers, and any required documents, to: Miami -Dade CenntY, Department of Procurement ManagementAffirmative Action Plan Unit 1111M1st Street, 13th Floor Miami, FL 33128 Yes C) No 0 . , My company has an affirmative action plan and procurement policy and is available for review. Yes 0 No 0 Mycompany has annual gross revenues in excess of $5,00.0,000. Therefore, our company's affirmative action plan and procurement policy is available for review. Yes 0 No 0 My company has annual gross revenues less than $5,000,000. If at any time the Miami Dade County has reason to believe that any person or firm has willfully and knowingly provided incorrect information or made false statements, the County may refer the matter te the State Attorney's Office and/or other investigative agencies. The County may initiate debarment and/or pursue other remedies in accordance with Miami -Dade County policy and/or applicable federal, state and local laws. 4. MIAMI-DADE COUNTY CRIMINAL RECORD AFFIDAVIT (SECTION 2-8.6 OF THE COUNTY CODE) Pertains 0 N/A 0 Initial( ) The individual or entity entering into a contract or receiving funding from IVIlarai-Dade County 0 has 0 has not, as of the date of this affidavit, been convicted of a felony during the past ten (10) years. An officer, director, or executive officer of the entity entering into a contract or receiving funding from Miami -Dade County 0 has 0 has not as of the date of this affidavit been convicted of a felony during the past ten (10) years. ATTACHMENT D "Miami -Dade County Affidavits and Dec aratlons" Page 4 of 11 Mialni-Dade County's Affidavits and Declarations S. PUBLIC ENTITY CRIMES AFFIDAVIT (SECTION 287d33(3)(a), FLORIDA STATUTES) Pertains 0 N/A G initial ) The individual or entity entering into a contract or receiving funding from Miami -Dade County understands the following: That a "public entity crime" as defined in Paragraph 287.133 (1) (g) Florida Statutes, means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity or with anagency or political subdivision of any other state of the United States of America, including but not limited to, any bid or contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state of the United States of America and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation. That "Convicted" or "conviction" as defined in Paragraph 287.133 (1) (b) Florida Statutes means a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury -verdict, non - jury trial, or entry of plea of guilty or nolo contendere. That an "affiliate" as defined in Paragraph 287.133 (1) (a) Florida Statutes means a) a predecessor or successor of a person convicted of a public entity crime; orb) an entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity crime. The term "affiliate" includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in the management of an affiliate. The ownership by one person of shares constituting a controlling interest in another person, or pooling of equipment or income among persons when not for fair market value under an arm's length agreement, shall be a prima facie case that one person controls another person. A person who knowingly enters into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate., That a "person" as defined in Paragraph 287.133 (1) (e) Florida Statutes means any natural person or entity organizedunder the laws of any state or of the United States of America with the legal power to enter into a binding contract and which bids or applies to bid on contracts for the provision of goods or services let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term "person"" includes those officers, directors, executives,partners, shareholders, employees members and agents who are active in the management of an entity. Based on information and belief the, statement as marked below, is true in relation to the entity submitting this sworn statement. (Please indicate which. statement applies by applying the individual initials near the box). © Neither the entity submitting this sworn statement nor any of its officers, directors, executives, partners, shareholders, employees, members or agents who are active in the management of the entity, nor an affiliate of the entity has been charged with and convicted of a public entity crimewithin the past 36 months. 0 The entity submitting this sworn statement or one or more of its officers, directors, executives, partners, shareholders, employees, members or agents who are active inthe management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime within the past 36 months; and 0 yes an additional statement is applicable or 0 no an additional statement is not applicable. 0 The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity has been charged with and convicted of a public entity crirne within the past 36 months. However, there have been subsequent proceedings before a Hearing Officer of the State of Florida, Division ofAdministrative Hearings and the Final Order entered by the Hearing Officer determined that it was not in the, public interest to place the entity submitting this sworn statement on the "Convicted Vendor List", The individual or entity entering into a Contract or receiving funding from Miami -Dade County understands that he or she is required to inform the public entity prior to entering into a contract m excess of the threshold amount provided iri`Section 287.017 Florida Statues for Category 2 of any change in the information contained in this form. ATTACH ENT D "Miami -Dade County Affidavits and Declarations" Page 5 of 11 Miami -Dade County's Affidavits and Declarations 6. MIAMI-DADE EMPLOYMENT FAMILY LEAVE AFFIDAVIT (County Ordinance No.142-91 codified as Section 11A-29 et seq of the County Code) Pertains 0 N/A 0 ) That in Compliance with Ordinance No. 142-91 of the Code of NLiarni-Dade County, Florida, an employer With fifty (50) or more employees Working in Dade County for each working day during each of twenty (20) or more calendar work weeks, shallprovide the following information in compliance With all 'terns in the aforementioned ordinance: An employee who has worked for the above firm at leastone (1) year shall be entitled to ninety (90) days of family - leave during' any twenty-four (24) month period, for medical reasons, for the birth or adoptien of a child, or for the care of a child, spouse or other close relative who has a serious health condition without risk. of termination of employmentor employer retaliation. The foregoing requirements shall not prtain to contracts with the United States or any department or agency . thereof, or the State of Florida or any political subdivision or agency thereof. It shall, however, Pertain. tO _ municipalities of this State. 7. MIAMI-DADE COUNTY DISABILITY NONDISCRIMINATION AFFIDAVIT (County Resolution R-85-95) That the above battled firm, corporation or organization is in compliance with and agrees to continue to comply with, and assure that any subcontractor, or third party contractor under this project complies with all applicable requirements of the laws listed below including, but not limited to, those provisions pertaining to employment, provision ofprograms and services, transportation, communications, access to facilities, renovations,' and new construction in the fellowinglaw5: The Americans with Disabilities Act of 1990 (ADA), Pub. L. 101..336, 104 Stat. 327, 42 U. S. C. 12101-12213 and 47 U. S. C. Sections 225 and 611 including Title 1, Employment; Title II, Public Services; Title 111, Public Accommodation and Services Operated by Private Entities; Title IV, TelecOrranunicatiorls; and Title V, Miscellaneous Provisions: The gehabilitation. Act of 1973; 29 U.S.C. Section 794: The Federal Transit Act, as amended 40 U :s C. Section 1612: The Fair Housing Act as amended 42 U.$.C. Section 3601-3631. The foregeing requirements hall not pertain to contracts with the United States or any department or agency thereof, or the State or any political subdivision or agency thereof or any munitipality of this State. 8. MIAMI-DADE COUNTY REGARDING Dgj,INQUENT AND CURRENTLY DIM FEES OR TAXES (Sec. 2-8.1(c) of the County Code) Pertains L N/A 0 •Initial(L) Except for small purchase orders and sole source contracts, that abovonamed firm, corporation, organization or individual desiring to transact business or enter into a contract with the County verifies that all delinquent and currently due fees or taxes — including but not limited to real and property taxes, utility taxes and occupational iicenses which are collected in the, normal course by the Dade County Tax Collector as well as Dade County issued parking tickets for vehicles registered in the name of the firm, corporation, organization or individual have been paid. ATTACHMENT D "Miami -Dade County Affidavits and Declarations" Page 6 of 11 Miami -Dade County's Affidavits and Declarations 9. CURRENT ON ALL COUNTY, CONTRACTS, LOANS AND OTHER OBLIGATIONS Pertains 0 N/A CD Initial ) The individual entity seeldng to transact business with the County is current in all its obligations to the County and is not otherwise in default of any contract, promissory note or other loan document with the County or any of its agencies or instrumentalities. 10. DOMESTIC VIOLENCE LEAVE (Resolution 185-00; 99-5 Codified At 11A- 60 Et Seq. of the Miatni-Dade County Code). Pertains 0 Initzal N/A ) The firm desiring to do business with the County is in compliance With Domestic Leave Ordinance, Ordinance 99- 5, codified at 11A-60 et seqof the Miami Dade County Code, which requires an employer which has in the regular course of business fifty (50) or more employees working in Miami -Dade County for each working day during each of twenty (20) or more calendar workweeks in the current or proceeding calendar years, to provide Domestic Violence Leave to its employees. 11. MIAMI-DADE COUNTY EMPLOYMENT DRUG-FREE WORKPLACE AFFIDAVIT (County Ordinance No. 92-15 codified as Section 2- 8.1.2 of the Comity Code) Pertains CD N/A 0 Initial That in compliance with Ordinance No„ 92-15 of the Code of Yliarni-Dade County, Florida, the above named person or entity is providing a drug-free workplace. A written statement to each employee shall inform the employee about: 1. danger of drug abuse in the workplace; 2. the firm's policy of maintaining a drug-free environment at all workplaces; 3. availability of drug counseling, rehabilitation and employee assistance programs; 4. penalties that may be imposed upon employees for drug abuse violations. The person or entity shall also require an employee to sign a statement, as a condition of employment that the employee will abide by the terms and notify the employer of any criminal drug conviction occurring no later than five (5) days after receiving notice of such conviction and impose appropriate personnel action against the employee up to and including termination. Compliance with. Ordinance No. 92-15 may be waived if the special characteristics of the product or service offered by the person or entity make it necessary for the operation of the County or for the health, safety, welfare economic benefits and well-being of the pubhc Contracts involving ftmdirig Which is provided in whole or in part by the United States or the State of Florida shall be exempted from the provisions of this ordinance in those instances where those provisions are in conflict with the requirements of those governmental entities. 610211ttiftlil ATTACHMENT D "Miami -Dade County Affidavits and Declarations" Page 7 of 11 Miami -Dade County's Affidavits and Declarations 12, ATTESTATION REGARDING DUE AND PROPER OF COUNTY FUNDING SUPPORT Pertains N/A CO Initial ( ) Byinitialing this subsection and accepting County funds, the above fatted firm, corporation, organization or individual agrees to abide by the grant contract requirement°tei recognize and acknowledge Miarni-Dade County's grant support in a manner c ommensurate.with.all contributors and sponsors of its activities at comparable dollar levels. 13. MIAMI -DDE COUNTY RESOLUTION NO, R-630-13 REQUIRING A DETAILED PROJECT BUDGET, SOURCES AND USES STATEMENT, CERTIFICATIONS AS TO PAST DEFAULTS ON AGREEMENTS WITH iNON COUN'T'Y FUNDING SOTJRCES, AND DCIE,DIJIGENCE CHECK Pertains 0 N/A ?.0 Initial ( Pursuant to Miami -Dade County Resolution No. R-68043, requiring a detailed project budget, sources and uses. statement, certifications as to past defaults on agreements with non -county funding sources and due diligence check prior to the County. Mayor or County Mayor's designee recommending a commitment of Miami -Dade County funds to Social Services, Economic Development, Community Development, and Affordable Housing Agencies and Providers. The undersigned entity certifies, to the best of his or her knowledge and belief, that 1, Within the past five (5) years, neither the Agency nor its directors, partners, principals, members or board members; (i) have been sued by a funding source for breach of contract or failure to perform obligations under a contract,, (10 have been cited by a funding source for non-compliance or default under a contract, (iii) have been a defendant in a lawsuit based upon a contract with a funding source. Please list any matters which prohibit the Agency from making the certifications required and explain how the matters are being resolved (use separate sheet if necessary): 14. MICAMI-DADE COUNTY R.ESOLIJTION No. R-478-12 NOT "TO, USE PRODUCTS OR FOODS CONTAINING "PINK SLIME" Pertains 0 N/A 0 Initiai (�J Pursuant to Miarni-Dade County Resolution No. R-478- .2, the undersigned certifies, not to use meat products containing "Pink slime" in food provided or served as part any food program, urging all who provide food services or operate a food program to"irnmediately discontinue using meat products containingpink slime" in food provided or served in these programs.' ATTACHMENT D "Miami -Dade County Affidavits and Declarations" Page 8 all • Miami -Dade County's Affidavits and Declarations 15. MIAIVII-DADE COUNTY REQUIRED LOBBYIST REGISTRATION FOR ORAL PRESENTATION Section 2-11.1(i)(2) CONFLICT OI INTEREST AND CODE OF ETHICS ORDINANCE ' Pertains 0 N/A 0 All lobbyists shall register with the Clerk of the Board of County Commissioners within five (5) business days of being retained as a lobbyist or before engaging in any lobbying activities, whichever shall come first. Every person required to so register shall: 1. Register on forms prepared by the Clerk; 2, State under oath his or her name, business address and the name and business address of each person or entity which has employed said registrant to lobby. If the lobbyist represents a corporation, the corporation shall also be identified. Without limiting the foregoing, the lobbyist shall also identify all persons holding, directly or indirectly, a five (5) percent or more ownership interest in such corporation partnership, or trust, Registration of all lobbyists shall be required prior to January 15 of each year and each person who withdraws as a lobbyist for a particular client shall file an appropriate notice ofwithdrawal. 3. Prior to conducting any lobbying, all principals must file a form with the Clerk of the Board of County Commissioners, signed by the principal or the principal's representative, stating that the lobbyist is authorized to represent the principal. Failure of a principal to file the form required by the preceding sentence may be considered in the evaluation of a bid or proposal as evidence that a proposer or bidder is not a responsible contractor. Each principal shall file a form with the Clerk of the Board at the point in time at which a lobbyist is no longer authorized to represent the principal. C3 By initialing here, the principals or principal's representative have filed with the Cleric of the Board of County Commissioners stating that a lobbyist is authorized to represent the principaL 4. Any public officer, employee or appointee who only appears in his or her official capacity shall not be required to register as a lobbyist. 5. Any person who only appears in his or her individual capacity for the purpose of self -representation without compensation or reimbursement, whether direct, indirect or contingent, to express support of or opposition to any item, shall not be required to register as a lobbyist. 6. Any person who only appears as a representative of a not-for-profit corporation or entity (such as a charitable organization, or a trade association or trade union), without special compensation or reimbursement for the appearance, whether direct, indirect or contingent, to express support of or opposition to any item, shall register with the Clerk as required by the Ordinance subsection, but, upon request, shall not be required to pay any registration fees. The Clerk of the Board of County Commissioners shall notify the Commission on Ethics and Public Trust of the failure of a lobbyist or principal to file a report and/or pay the assessed fines after notification. A lobbyist or principal may appeal a fine and may request a hearing before the Cornmission on Ethics and Public Trust. A request for a hearing on the fine must be filed with the Commission on Ethics and Public Trust within fifteen (15) calendar days of receipt of the notification of the failure to file the required disclosure form. The Commission on Ethics and Public Trust shall have the authority to waive the fine, in whole or part, based on good cause shown. The Commission on Ethics and Public Trust shall have the authority to adopt rules of procedure regarding appeals from the Clerk of the Board of County Commissioners. Except as otherwise provided in subsection of the Ordinance, the validity of any action or determination of the Board of County Commissioners or County personnel, board or committee shall not be affected by the failure of any person to comply with the provisions of this subsection(s), (Ord. No. 00-19, § 1, 2-8-00; Ord. No. 01-93, § 1, 5-22- 01; Ord. No. 01-162, § 1, 10-23-01; Ord. No. 03407, § 1, 5-6-03) ttEDIESIM427=11332Mmainuft VRATEMINIECEINEEMISEEMEWASMEMVMMIIIMUMEIM ATTACHMENT D "Miami -Dade County Affidavits and Declarations" Page 9 of 11 Miami -Dade County's Affidavits and Declarations. 16. Disclosure S1lECONTRACTOR / SUPPLIER LISTING (ORDINANCE 97-104) Pertains 0 N/A D Iniitial. ( ) This form, or a comparable form meeting the requirements of Ordinance 97-104, must be completed by all bidders and proposers on Miami -Dade Comity contracts for purchase of supplies, materials or services, including professional services which involve expenditures of $100,000.00 or more, and all bidders and proposers on County or Pubic' Health Trust construction contracts which involve expenditures of$100,000.00 or more. This form or a comparable form meeting the requirements of Ordinance 97.104, must be completed and submitted even though the bidder or proposer will not utilize subcontractors or suppliers on the contract. The bidder or proposer should enter the word "NONE" under the appropriate heading, in those instances where no subcontractors or suppliers will be used on the contract. A bidder or proposer who is awarded the contract .shall not change or substitute first tier subcontractors or direct suppliers or the portions of the contract workto be performed Or materials to be supplied from those identified except upon written approval of the County. Business Name and Address of First Tier Subcontractor/Subconsultant Principal Owner Scope of Work to be Performed by Subcontractor/Subconsultant (Principal Owner) Gender Race Business Name and Address of Direct Supplier Principal Owner Supplies/Materials/Services to be Provided by Supplier (Principal Owner) Gender Race I certify brat the representations contained in this Subcontractor/Supplier Listing are to the best of my knowledge true and accurate. ) Signature ofAuthorized Representative Print Name (Duplicate if additional space is needed) Date Print Title ATTACHMENT D "Miami -Dade County Affiidavits and Deela tions" Page 10 of 11 Miami -Dade County's Affidavits and Declarations I have carefully read this entire 11 -page document entitled, "Miami -Dade County's Affidavits and Declarations" and agree to, (1) sign an affidavit as to certain matters and (2) make a declaration as to certain other matters. This form contains both Affidavit forms for matters requiring the entity to sign under oath and Declaration forms for matters requiring only an affirmation or declaration for other natters. EY SIGNING AND NOTARIZING THIS PAGE YOU ARE ATTESTING TO AFFIDAVITS AND DISCLOSURES 1-16 MIAMI-DADE COUNTY AFFIDAVITS SIGNATURE PAGE S Signature of Witness or Secretary Seal Signature of Affiant 20 Date Federal Employer Identification Number Printed Name of Affiant and Name of Agency Address of. Agency SUBSCRIBED AND SWORN TO (or affirmed) before me this day of , 20_ lie/Sheds personally known to me or has presented as identification. Type of identification Signature of Notary Serial Number Print or Stamp Name of Notary Expiration Date Notary Public — State of County of Notary Seal ATTACHMENT D "Miami -Dade County Affidavits and Declarations" ESIIMMIIMEOR Page 11 of 11 FY 2016 Continuum of Care (CoC) Consolidated Financial Records Performance Reports ATTACHMENT E "Financial Records & Performance Reports" Request or Amendment / Modification / for US HUD Grant Funded Continuum of Care (CoC) Programs tricludes Legacy Programs under the Coe Supportive Housing Programs (SHP) Shelter Plus Care Programs (S+C) Single Room Occupancy for the Homeless (SRO) 24 CFR 578.105 Grant and Project Changes — The recipient or Subrecipients may not make any significant changes to a project without prior US HUD approval, evidenced by a grant amendment signed by HUD and the Recipient. Significant changes include a change of recipient, a change of project site, additions or deletions in the types of eligible activities approved for a project, a shift of more than 10% from one approved eligible activity to another, a reduction in the number of units, and a change in the subpopulation served. By signing this report; the duly authorized Project Sponsor/ Provider / Subrecipient Official signat-ure below certifies to the best of their knowledge and beliefthat the report is true, complete and accurate and is far the purposes and objectives set forth in the terms and conditions of the federal award; and are aware that anyfalse, fictitious, or fraudulent information or the omission of any material fact; maysubject the duly authorized official' to criminal, civil or administrative penalties for fraud, false staternents,falseelainis or other Offense, • Print Name and Title of Authorized Project. Sponsor/Provider/Subrecipient Official: Signature &Date(tnin/ddiyyyy): Reviewed by Miami -Dade County and forwarded to US HUD for -Request to Approve (greater tharr104 shift in funds between categories or sign -Meant change) CHANGE IN PROJECT SPONSOR Reviewed and Approved by ° Miarn" Dade County; funds inf°rm6tiorl forwarded to categories). to US I-IUL) (loss than 1°V gories) a 1 ft in Reviewed and NOT Approved by Miami -Dade County see attached letter for reasons for disapprovaL Do Not Sign -- for Miami -Dade County ONLY Signature & Date(inni/dd/ym): Do Not Sign - for Miami -Dade County ONLY ignature &Date(ifirnidd/yyyy): i)c) Not Sign — ft/bairn-Dade County ONLY Signature '& Date(mmiddiyyyy) Program Name: ( Grant Number: ( Financial information for CoC Programs Instructions for budget amendment / modification request: 1. Attach the eSnaps documents in Word Format previously provided for the applicable budget chart The charts should include a Summary chart, and all applicable detailed supportive services, operations, leasing, rental assistance. project administration charts are not applicable. Reformat the far right -side column in the chart to reflect, the budget modified or amendment requested. 2 Attach the eSnaps documents in Word format for summary of program. Reformat the far right -side column in the chart to reflect the budget request. 3. Type below or within the applicable Word -formatted eSnaps budget chart - a detailed budget narrative- the justification for the line -item .change. Also if there is a change in match amount - a new letter of match commitment is required. 4. Assemble and attach page one of this document. 5. Review, sign and submit the paper original. to 1Vl am i-Da.de County Homeless Trust, 111 NW 1$t Street, 27 Floor, Suite 10,1Viiarn , lorida 33..28 Attention: Terrell Ellis, Contracts Manager..• Agency Letterhead Attention; Assigned Contracts Officer Miami -Dade Comity Homeless Trust Suite 310, 27th Floor 111 NW First Street Miami, Florida 33128 Subject: FY 2016 US HUD CoC Program #FL0000L4D00160, ProgrAMAarnq Nome of Agency is respectfully submitting for your review and release of payment of the enclosed, Consolidated Financial Record and Reports for the above subject program. We request reimbursement in amount requested is "8 Cid for the month of Mojolhamix The following documents included in this report are outlined below: Ell Cover Letter fl Performance Report— 0625 HUD CoC Monthly HMIS generated Report Homeless Trust Invoice ID HUD form 27053-A SNAPS Request Voucher for Grant Payment O Summary and Compliance Report 0 Attachment E — Program Income Report [11 Supporting documents for invoice requirements and match including invoices, cancelled checks, payroll, time and effort logs, and if applicable copy of Tenant paid utility bills consistent with utility allowance, documentation of match expenditure compliance consistent with OMB Omni or Super Circular and 24 CFR 578. The value of the match demonstrated is ;0, The amount of program income (if applicable) is $0,00. This is an adjustment # (,.. ,) for the month of On behalf of our homeless community members who benefit from this program, we thanky'oufor your time and assistance. Please call (305) 000-000 extension 0 or email address xys@xys.com with any concerns or comments about this reimbursement package. Sincerely, Name Title Enclosures Attachment E "Consolidated Financial Record and Reports Cover Letter" PROVIDER NAME: PROGRAM NAME: GRANT NUMBER: FL00001AD001609 For the month/year oft Adjustnaent #( ) Iatni-Dade County EY 2016 CoC Programi REQUESTED AMOUNT TIIIS INVOICE Leasing Structure Leasing Units LEASING LEASING TOTAL: RENTAL ASSISTANCE Re tal Assistance - Permanent Tenant -Based RA Rental Assistance - Permanent Sponsor -Based RA Rental Assistance - Permanent Rapid Re -housing RENTAL ASSISTANCE TOTAL: 1 $ SUPPORTIVE SERVICES lAsse sment of Service Needs 2.Assistance with moving costs 3,Case Management 4,Chi1d Care 5,Education services 6.Employment Assistance 7.Pood. B.Housing / Counseling Services 1 9.Legal services 10,Life Skills training 11 Menta i Health Serviees 1 12.Outpatlent Health Services 13,Outreach Services 4,Substance Abuse Treatment 5.Transportation 16,Utility Deposits 17., Operating costs for SSO only SUPPORTIVE SERVICES SUBTOTAL: 1 $ OPERATING COSTS 1.Maintenance and Repair 2.Property Taxes and Insurance 3.Replacement Reserve 4.Buliding Security 5.Electricity, Gas and Water 6Surniture 7,Equipment (tease/Buy) OPERATING COSTS SUBTOTAL: I $ IIMIS generated Activities RMIS SUBTOTAL: $ NISTRATION Project Administration costs ADMINISTRATION SUBTOTAL: $ TOTAL INVOICE REQUEST AMOUNT 13y signing this report, 1 cerdfy to the hest of mylmovviedge and belief that the report is true, complete and accurate and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the federal award. 1 am aware that any false, Editions, or fraudulent infrmatio or the omission ofany material fact, may subject me to criminal, civil or administrative penalties for fraud, false statements, false claims or other offense Prepared this Certified by: (date) (Title) LOCSNRS SNAPS Special Needs Assistance Program Request Voucher for Grant Payment See instructions and Public Reporting Burden Statement on back 1. Voucher Number: Miami -Dads County Homeless Trust U. S. (Department of Housing and Urban Development Office of Community Planning and Development OMB Approval No. 2535-0102 ATTACHMENT P Nance of'Agency di progra;in 3; Period Covered by this Request (dates) 6, Voice Response No. (5 digits, hyphens, 6 more; 6. Grantee Organization's Name: 7. Grant No: FIL0000L4D001609 4. Type of Disbursement: Partial Final 8. Grantee Organization's TIN: Aiuotlrttt (round to nearest dollar) 9: Line item no, 10, Type of Funds Requested 1010 Acquisition $ - 1020 Rehabilitation $ 1021 New Construction $ - 1022 Substantial Rehabilitation $ - 1023 Moderate Rehabilitation $ - 1030 Operating Cost $ - 104f Rental Assistance $ - 1060 Supportive rvice $ 1061 fHIMI S Costs $ 1060 Administrative Cost $ 1062 CoC Planning Costs $ - 1070 Child Care $ - 10t30 Employment Assistance $ - 1090 Relocation $ - 1100 Leasing $ 1110 Repair & Maintenance $ - 1111 Prevention (RH) $ - 1112 Capacity Building (RH) $ - 1120 Other $ Voucher Total: $ I hereby certify that all the Information stated herein, as well as any information provided in the accompaniment herewith, is true and accurate. Warning: HUD will prosecute false claims and statements. Conviction may result in criminal penalties. (18 U.S.C, 1001.1010,1012; 31U.S.C. 3729, 3862) 11. Name & Phone Number (including area code) of the Authorized � 12. Signature: 113. Date of Request: Person Who called SNAPs System VRS: Privacy Statement; Public Law 97-255, Financial Integrity Act, 31 U,S.C. 3512, authorizes the Department of Housing and Urban Development (HUD) to collect all the Information (except the Social Security Number (SNN)) which wit be used by HUD to protect disbursement data from fraudulent actions. The Housing and Community Development Act of 1987, 42 U.S.C, 3543, authorizes HUD to collect the SSN. The data are used to ensure that Individuals who no longer require access to Line of Credit Control system (LOCOS) have their access capability prompt deleted. Provision of the $SN is mandatory. HUD uses 11 es o unique Identifier for safeguarding LOCOS from unauthorized access. Failure, to provide the Information requested may delay the processing of your approval for access to LOCOS. This Information will not he otherwise disclosed or released outside of HUD, except as permitted by law. form HUD -27053.A Summary and Compliance Report ATTACHMENT E Agency Name: Program Name: MIAMI-DADE COUNTY FY 2016 US HUD COC SUMMARY AND COMPLIANCE REPORT Grant # FL0000L4D001609 Month/year of Service ( Is this an Adjustment? (# Duration: 00/00/2016 - 00/00/2017 ACTUAL MONTHLY PROGRAM EXPENSE INVOICE Il.MTC11 PRotIRAM INCOME EXPENDITURES MONTHLY BENCHMARK AMOUNT TOTAL, YEAR GRANT AMOUNT LEASING Leasing Units Leasing Struettires Leasing Units Subtotal $ $ • :•:•:•:•:•:•:•:.:•:,:•:•:•:•:. TOTAL LEASING • :::•:•:•:. ItENTAL ASSISTANCE Rental Assistance Units $ TRA SRA SRO Program Income to Landlords Rental Adrniniatration costs Subtotal TOTAL RENTAL ASSISTANCE $ 1. Annual Assessment staff salary Taxes & Fringe Subtotal 2. Assistance Moving Costs Supplies to transition trioVing expenses rirE Subtotal 3. Case Management staff salary Taxes & Fringe PTA $ $ SUPPORTIVE SERVICES „...,...,„.„, ,......,....... Obtaining benefits Subtotal ,•. 4, Child care Childcare vouchers $ Meals and Snacks in childcare Subtotal 5. Education Services staff salary Taxes & Fringe education supplies Subtotal 6. Employinent / Training staff salmy taxes & fringe Computer training FTE FTI :•:.: :•:•: : $ $ Eligible job Stipends 7, Food Providing meals Groceries Subtotal Subtotal $ $ • :•;•:•.:•:• :•:. 3/10/2017 ^ ^ ^ -,~^ ^ -,-^ m., µ -- • , Summary and Compliance Report ATTACHMENT E FY 2016 CoC Prograin ACTUAL tVIONTIILY PROGRAM EXPENSE INVOICE mom PROGRAM INCOME EXPENDITURES' MONTHLY BENCHMARK AMOUNT TOTAL YEAR GRANT AMOUNT 8. Housing search FTE staff salary Taxies & Fringe Landlord mediation Rental application fee Credit counseling Subtotal $ $ 9, Legal services ETE staff salary $ Taxes & Fringe Subtotal 10, Life Shills Training FTE staff salary $ $ $ Taxes & Fringe ..• , - , : • : • : • : • : : : • : : Subtotal $ 11. Mental health services FTE staff salary Taxes & F r Inge 12. Outpatient health Staff salaty Taxes & Fringe Subtotal Subtotal FTE $ $ $ $ 13. Outreach Services FTE staff salary Taxes & Fringe Subtotal $ $ 14. Substance Abuse FTE staff salary Taxes & Fringe supplies Subtotal $ $ 15. Transportation $ Van/ gas/ maintenance Bus Tokens : //, : • : Subtotal $ $ 16. Utility deposits one-time fee Subtotal 17. Direct prOviSions of Operational costs for SSO only Subtotal TOTAL SUPPORTIVE SERVICES $ $ $ : • : • : • : : , 3/10/2017 I Summary and Compliance Report ATTACHMENT E FY 2016 CoC Program ACTUAL MONTHLY PROGRAM EXPENSE INVOI CR MATCH PROGRAM INCOME ExrtiNtaTurtEs moNTHLY AMOUNT %TAR TOTAL GRANTHEW:IMAM{ AMMiNT OPERATIONS 1, Maintenance &Repair FTE , - ' staff salary % - - - - ' , : :,;•,•' ••••,:•:••,••:•:•'•:,:,:•:•:,''''', Taxes & Fringe - - - supplies - .. - ;,%:%:::%:',.:%,'%::%:',.::::% %.:',/,:%,:%,:%:%:%:%.,%:•,':%:%,::::,%:%,: Subtotal - $ - $ - ..,, ....„ .•.,...,,,.•.", .•,,, ....,,,.,.-...,...." •,, •,•...• • Z. Property taxes, insurance $ * - $ tax - - - insurance Subtotal $ - $ - $ ...,........,..,......•. ,-..,,".•,-,,,•,,,,,•,..,.,,,,,...•. . . ,•,,,,...•.,.'.....,...,,,,,, ,•, .•.,,,,,•,......,,,,,,,•........ 3. Reserve Replacement ,' - $ major systeins reserve $ - $ - $ - $ - %•%:%:%,%,:%.1H::,::%::„;:%:%,:;:%,::• *,,:%,,,:::,:%•:%„:':%,...4::,:%:,%:%,:%,;%,::%:%,: 4. Building security FTE staff salary % $ - $ - $ - $ - • •,'•••••••• • Taxes & Fringe $ - $ - $ .•'•:-:•:":•'•:,',•••••••,•:•: ' :•:••••.•;,: •••,'•'''': :,',,, subcontracted security $ - $ - $ - $ :•:, •'•:••,:•••'";•:•:•:,:":,:,: :•:•:,:-:•:,',:•: : :•:•:•:•:. : :. Subtotal $ - $ - $ - $ %•%.%,%„%:%„%:„%:%,;•%:%,:•:::::,::, %,:%,:?:,:%,:i::,:H:,%:%:%,.%,.:::,:%:%,,: 5. Electricity, gas and water utilities . - - 1 :-:•:,:,:,:•••:•:,•••.': :,:,,'" '• •', ,•••• •• ••••:,', ,' ,' ' ,, Subtotal $ - $ - $ - $ - :' ,:•:•:•:,:,:,:.: :,; :,..,.. : : :,:.: :•:,:,:,:-.•:•:•:,..:,." 6. Furniture $ - $ furniture - - - - Subtotal $ - $ - $ - $ - ,:•:•:•:,:.1,:':,,,:,:•:,:•:,:,:,: •,,...,.,,,....,, ,...,,,.',',,, :•: :,:•:•:•:•.,,,:,:•:•:,1,,,..:, .,.......,,,...•.,,,,,,,,,,..... 7. Equipment $ - , operational equipment _ _ _ . ' , 1., :: , ' ,,, •• , •.- Subtotal $ - $ - $ - $ - . „ ., .. , . ...•,.. ,,,•,,,,,,,,, • , ... „ . TOTAL OPERATION $ - $ - $ - $ HMICOSTS HMIS $ - $ - HMIS stuff salary % $ - $ - $ - $ ,, ,:,.•:,', :,:,,,.. " •:,'•'•••••:••• ,, " $ - $ - $ :,:•: : ; vs.,. :,:: :,,,:,:,' . :,:,:•.,:,:,;,:•:•; ; : . TOTAL HMIS COSTS $ - $ - $ - $ ., .'''.,:,;,:•:,:•:,:•:,;,: : :,: :•: „,,,,,,,...,.......,..., , ..,, :,:.: •,':':•:,;,',.:,:•:•: ',•:.; :' •,...., .,.,,,....,•.,..,,,,.,.• • ' PROJECT ADMINISTEA'FION Project Administration FTE .4 - $ - staff salary % $ - $ - $ - $ - . .,. ,,, .,. , . ,,,..,•.,.,.', . , .,. • ,•.. . . .. .•, . . , • •,,,..,,•,,,,,•,,,,...•....,,,, staff salary 0/0 $ - $ - $ . „ . „ ....... , .. , , ........... Taxes & Fringe $ - $ - $ - $ Travel to monitor $ - $ - $ - $ , %: • : . , . , .•:.' :-:,:': ' . ' . %; ::::::::: 3rd Party Administration $ - $ -- $ - $ . . Audit , - $ - $ - $ .,. , . Administrative office space - $ - $ CoC Training $ - $ - $ - $ - :,:•:,:::,•%, — • ' .•.•.• ,, • . :.: , TOTAL ADMINISTRATION $ - $ - - $ - :•:,:,', :•:,:".:•:,,,:%:,:,••:•:•:, •:,:•:•:,:•:•:,',:,:,:•:•:,:':•:•: TOTAL ACTUAL MONTHLY PROGRAM EXPENSE INVOICE IVIAM PROGRAM iNColvic EXPENDITURES MONTH BENCHMARK AlvioUNT TOTAL YEAR GRANT AMOUNT $ - $ - $ - $ - $ By signing this report, I certify to the best of my knowledge and belief that the report is true, complete and accurate and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the federal award. I am aware that any false, fictitious, or fraudulent information or omission Of any material fact, may subject me to criminal, civil or ad_ministi•ative penalties for fraud, false statements, false claims or other offense. Prepared this ( ) mm/dd/yyyy Certified by: ( ) signature Print Name and Title f ) 3/10/2017 Mlami-Dade Count Homeless Trust n 0 e Dete Participant/ HMIS: Unit/Address: 1) Income atknn Rent Calculation ATTACH 2) 111COIlle exclusion 3) Annual Gross Income Calctilat ng Adjusted Income Dependent Allowances 4) Number of Dependents Multiply line 4 by $480 (Child Care Allowance) 5) $ Child Care Allow,twitre 6) $ 7) 9) 10) 11) Medical Expenses / Eltlerly flot,isehold A lovvance [7_12) $ livietlical expenses F,ilter anticipated itin.elirlbul•secl Child Care exi)etzses . „ • Disabled Assisbitice Allowance Disabled Assistance Expenses Multiply Line 3 by 0.03 Subtract Line 8 from Line 7 rnotmt earned by household MeMbefs which was dependent upon Disabled assistance expense Enter the Le,sser AillOtillt of Line 9 or 10 if line 9 is less than zero, enter the amount fi-om line 12, 13) $ otherwise add lines 7 and 12 and subtract line 8 14) $ li'lderly or Disabled han7ily AlloW4711ce enter $400 Adjusted Income 15) $ Total income Adjustments (add lines 5, 6, 11, 13 & Adjusted Income (subtract line l5from line 3) Resident 16) $ Rent Determination Occupancy Amount Determination Program income 30% of Monthly Adjusted Income (Divide Line 16 by 12 & Multiply by 0.3) 10% of Monthly Gross Income (Divide Line 3 by 12 and Multiply by 0.10) Welfare rent, not applicable in State of Florida Resident Rent - largest of line 17 or 18 Determuung Occupancy Amount for Units where Utddes are not mcluded 21) . - Utility Allowance (published by PHED) 22) ., Resident Occupancy Charge - Program Income 23) Utilities .Reimbusement " ** If the amount on line 22 is less than 0, change the minus to a plus. This is the amount that may be paid on behalf of the resident as a utility reimbursment, paid to the Utility Company directly or provide documentation of paid utilities, cc) nr) cn 0 0 •cP ci\ -64 0 0 ‘3, cr, 0 0 01 431 0 0 01 01 0 EA - 0 oz 8 0 0 le; Lf) 0 crs 0 1/40 0 0 0 +44 0 sz; 0 CO cr) +A- 0 C) 0 0 0 0 tt 4 -64 44 -64 -64 0 0 Lfl CO 1 41) z 1-4 0 Project Narne cu z 1 ,a) Ct Itg 0 0 0 cr's. 0 0 0 z z 4.4 Le) 0 re) CS, 0 4-1 0 1/40 1-1 0 0' 0 0 5 1.11 %-1 41, .44 November -15 Er) p-4 .0, 101 10 443 1/40 a) 2 NI 0 0 xi (.1 O ' :L'I i. k�Y b r gJ 000 tri -ii M O M 6 Q M. I 1 1 1 ) 1 1. I 1 11 1 1 I 1 1 1 1 % Contribution o M M ` N O (nye O O o o O O .7:5 C S O o!.� ©�� o i!o ��a !!O�� 0 F•1. F-i G. w ACTUAL AMOUNT DIRECT LANDLORD / PROVIDER $ 105.00 $ 300.00 01 01 I f 1 1 1 -1 1 1 7 I 1 1 1 1 1 1 1 f .6,1-6, 40,, v1 4f} b'i 4i} 4f} i EA 4h:.4i} bry ift i VY TENANT RETAINS $` 245.04 700.00 1,300.00 1 1 1 1 e u -um program parucpants are program income minim or OCCUPANCY AGREEMENT MUST BE/NTPLACE 4 Y 4A-69-61-A,9-4.4 -VI 4 3 4H 4f} tf} itS -Oft ti4 + #Y 4f} 30% adjusted or 10% gross $ 105.00 $ 300.00 $ 540.00 t t -� 1 1 1 t 1 1 1 I MIAMMDADE if} i01 4f} 4.9. 64 4,S 4a4 4f} 4} 4fY R62479 k$9.44-479- Total Monthly Adjusted or -Gross Income 40'408'1 $ 00.000`1 $ 0005E $ 1 } 4tY 4r3 4R_ 4f1 4f- tfi- .E.43.4 4f} if} c_ Total Aanual Adjusted or Gross Income $ 4,200.00 $ 12,000.00 $ 21400.00 ? 1 i 1 1 1 1 1 1 1 1 1 1 1 1 1 1 100 4f4 Oft 4R 4R f} 414 4f} -En 4A fi*} 4f}. iA fiT .Ei4 4f3 4/-} 4fl 4Pr 4A On 3 months)lastname, first (new in progam) last name, first an 6 months) last name, first tG tR last namefirst) qt last name, first last name, first last name, first) last name, first) tp tR last name, first t!^ tC1 4 N W' 6l int d" tlpJ� }� i3 dJ" ro dl {per ii dl' p ME q ro di }d� +d � p d Qpl q dr 0 ai IA 1B 2A 2B pit. ... 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Va ! ! it 1 IfC i ,, I a) o I I - t ( a i . . 5 o i • ' i 4.9 i o 1 1 d)1.5.: . , , ' •..0 1"5"! cll [Fi i i=1 I 10"1 it'l i f 2 i o r. tocL1 - 1 ! lQi i(8i 1 Ir6f 'CI i01i 1 ILE' 651 i ! . c 1 : 1m! >, ictSi iic1,7)! 472 !66,:i 1 ;•:1 . , . i 1 0 ,Hc5 i 0. i e! , ? r..... , ial 0) 8 i'i4 . ,-.. 0 .,...-.., I 1 1 i r CI; 1 i i i 1 i f i (1),, '403 2 -0) I--; c i E ) : u) Ili l 00: 1 .,, , z : :, — al,r , z (I) ! - "5 ! • • ' - 0 C : ir 2 ' < (73 i z ' F2 FY 2016 Continuum of Care (CoC) Miami -Dade County Miami -Dade County Homeless Trust Annual Progress Report (APR) ATTACHMENT F "2016 Annual Progress Report APR" Annual Progress Report (APR) for US HUD Grant Funded Continuum of Care (CoC) Programs On April 1,2017, Continuum of Care (CoC) Program grant recipients report their CoC Program Annual Performance Reports (AT%) in Sage HMIS Reporting Repository (Sage). Recipients will be required to upload CSV data from their HMIS to fulfill the APR reporting requirement in Sage. All Subrecipients are required to continue to submit the hard copy of the HMIS report as well as the supplemental pages until further notice, By signing this report, the duly authorized Project Sponsor/ ProVider / Subrecipient Official stnatuiv below certifies to the best of their knowledge and belief that the report is true, complete and accurate and is for the purposes and objectives set forth in the terms and conditions of the federal award; and are aware that any false, fictitious, or fraudulent Worniation or the omission of any material fact, may subject the duly authorized official to criminal, civil or administrative penalties for fraud, false statements, false Cialln5 Or other offense. Project 1\latne Project Grant Number Print Name and Title of Authorized Project Sponsor/Provider/Subrecipient Official: Signature & Date (mm/ddiyyyy): Print Name & Title ofAitther12. ed Project Grant OffIcial (MDcHT Executive Director or Designee): Supervisory Review and Entry - Print Name /?,z Title 1:10 :(at Sign -- ft)r Miattii-l)ade Comity ONLY Signature 84. Date(rnin/dc1/yyyy): Do Not Sign for Miatni-Dade Cotinty ONLY Signature & Da te(mrniddiyyyy): Updated March 3/, 2017 Attachment F "Annual Progress Report (APR) Supplemental' Guidance was provided for e -snaps changes that were implemented to improve processing time; completing an "Applicant Profile"; and on 03, Q5, Q23, Q24, and Q 3;1- please submit the HMIS generated APR as well. Ts imp ANNUAL P )CI .O CE REPORT (APR) CONTINWIM 6.# (AR:g (CQC) <: 1. Con cir Infori ation Project Name Rental Assistance (IIA) Recipient/Agency Name MI Transitional Housing Grant Number • Single Room Occupancy Prefix (Mr,, Mrs, Ms., En, etc,) (Project -based Rental Assistance (PRA) First Name Middle Maine Single Room Occ'ipanc (SRO) 0 g YS ( ) Last Name 0 Innovative Supportive Housing Suffix (LCSW, MSW, Etc.) Title StreetAddress Is this APR fulfilling the -reporting. obligation associated Nurn'ber of Years in Operation: () Contract operating term ilr duration is from Street Address 2 City State Zip Code E-mail address Mine Number Extensioii Fax Number )3. Proiece Information, Check the coinnonent for the DI or't^arn on which you are renortina Continuum of Care Program (CoC) Rental Assistance (IIA) Section 8 Moderate Rehabilitation MI Transitional Housing ❑Tenant -based Rental Assistance (TRA) • Single Room Occupancy o Permanent Housing for Homeless Persons with Disabilities (Project -based Rental Assistance (PRA) ■ (Sec.,8 SRO) Safe' Haven Single Room Occ'ipanc (SRO) 0 g YS ( ) ■ HMIS 0 Innovative Supportive Housing ❑Sponsor -based Rental Assistance (SM ❑ Supportive Services Only Is this APR fulfilling the -reporting. obligation associated Nurn'ber of Years in Operation: () Contract operating term ilr duration is from with a 20 or 15 -year use requirement? (n) ( / /20 ) to ( / /20 j 3. Proiecl Information. continue& Is this a Domestic.— Violence Program (Yes or NO Was this project funded under a special initiative? If yes, what type? (Samaritan Bonus, Permanent Housing Bonus, Reallocation, Etc.) Aniount of Contractor Award CoC Number:and Nam e FL -600 Miami -Dade County Is this an APR for a grant that received a HUD- approved grant extension? (Yes or No) Is this a final APR? (Yes or NO)' Attachment F "Annual Progress Report (APR) Supplemental" Financial rnf'orrrlatfon %l^ CoC Pro gram 031a1 CoC Financial - Develoment Q31a2 CoC Expenditures Supportive Services Report on all CoC.Program funds expended during the operating year on supportive services. If you have no expense for these items or these items were not 1i -winded in your grant application enter "0" in each field on the question. oC P`rograin Funds Expenditures .. 1. Assessment of Service Needs 2. Assistance with Moving Costs 3. Case Management 4. Child Care $ 5, Education Services 6. EmploymentAssistance $ 7. Food $ S. Housing/CoznselingServices 9> Legal Services 10. Life Skills $ 11. Mental Health Services 12. Outpatient Health Services 13. Outreach Services $ 14. Substance Abuse Treatment Services 15. Transportation 16. Utility Deposits $ Supportive Services - u ' tota Attachment F "Annual Progress Repast (APR) Supplernental Expenditure Type CoC Program funds Expenditures Acquisition S Rehabilitation New Construction Development - Subtotal Q31a2 CoC Expenditures Supportive Services Report on all CoC.Program funds expended during the operating year on supportive services. If you have no expense for these items or these items were not 1i -winded in your grant application enter "0" in each field on the question. oC P`rograin Funds Expenditures .. 1. Assessment of Service Needs 2. Assistance with Moving Costs 3. Case Management 4. Child Care $ 5, Education Services 6. EmploymentAssistance $ 7. Food $ S. Housing/CoznselingServices 9> Legal Services 10. Life Skills $ 11. Mental Health Services 12. Outpatient Health Services 13. Outreach Services $ 14. Substance Abuse Treatment Services 15. Transportation 16. Utility Deposits $ Supportive Services - u ' tota Attachment F "Annual Progress Repast (APR) Supplernental Q31a4• CoC Financial - Leasing, Rental Assfstance, Operating,_ and Administration Total Expenses COC Funds Development Supportive Services $ Real Property Leasing $ Short -/Medium Term Rental Assistance $ Long-term Rental Assistance $ Operating Costs HMIs SUBTOTAL Administration- Provider $ Achninistration - Homeless Trust TOTAL Expenses plus Administration. $ Cash Match. $ In -Kind Match $ TOTAL Match Match % % TOTAL Expenditures and Match $ Program Income $ Attachment F "Annual Progress Report (APR) Supplemental" Performance for CoC Programs Q36: Standard Performa 'ice Measures Performance Measure (Measures are found in the eSnaps (Exhibit 2) of the HUD appliaitiop Exhibit 6 A -C). (Target) # of Persons who were expected to accomplish this measure (eSnaps Budget Exhibit 2) # of total (Universal) persons who are is expected to accomplish this measure (eSnaps Budget 'Exhibit % expected to accomplish this measure (eSnaps Budget Exhibit2) Actual Target of persons wha accomplished this measure Reported in HMIS Actual # of total . (Universal) person to achieve this measure Reported in HMIS Actual % of persons to achieve this measure Reported hi HMIS Persons exiting to permanent housing (subsidized er unsuhsldixed) during the operating year. 1 16 69 % 20 ;$.'i 95 % x fat I 1 11 Housing Stability Measure. Reported in TIMIS Q3G Total Inconie Measure Reported Itt HMIS Q36 Earned Income Measure Reported in HMIS Q36 Other - specify Rep ted hi UMTS 37: Additional Performance Measures. Performance Measure (Measures are found in the eSnaps (Exhibit 2) of the HU) application Exhibit 6 A -G) (Target) # of Persons who were expected to accomplish this measure (eSnaps Budget Exhibit 2) #i of total (Universal) persons who are is expected to accomplish this measure (eSnaps Budget Exhibit 2) % expected to accomplish this measure (eSnaps Budget Exhibit 2) Actual Target # of persons who accomplished this measure Reported in HMIS Actual # of total (Universal) person to achieve this measure Reported hi HMIS Actual % of persons to achieve this measure Reported in HMIS * Utilization Rate or Vacancy Report Other Q40: Significant Program Accomplishments Describe in a brief narrative form (nd more than 2,000 characters) any significant accomplishments achieved by your project during the reporting period: Q42: Additional Comments Describe in a brief narrative form (no more than 2,000 characters) based on your experience during the last year any problems or explanations and or changes or need for technical advice or assistance, Attachment F 'Annual Progress Report (APR) Supplemental" • FY 2016 Miami -Dade County Homeless Trust Continuum of Care (CoC) CoC Monitoring Guidelines Internal Wellness Checklist & Internal Wellness "Top Ten" List ATTACHMENT G "Internal Wellness Checklists" r i r 1 I I Attachment G "CoC Program Guidelines" Page 1 of 14 Miami -Dade County Homeless Trust CoC Prograin Guidelines Miami -Dade County Homeless Trust Monitoring Team Information Staff: Date of Visit: CoC Program Subrecipient: Agency and Program Information Subrecipient: Program Name: Subrecipient staff consulted: Grant Amount: • Grant Number: Program Type: 0 PSH 1:=3 RRH 0 TH SH SSO 0 Legacy SPC rn RBH Number to be served: Number of chronic beds/units: Program serves: fl Individuals 0 Families 0 Both Cod Progratn grant funds are used for: 0 Leasing (no match required) 0 Rental Assistance 0 Operations 0 Supportive Services 0 HMIS 0 Administration Is the Subrecipient a faith -based organization? 0 Yes 0 No CoC Matching funds (25%) required are: O. Cash/Cash Equivalent 0 in Kind 0 N/A Is there an active restrictive covenant on one or more of the projeces properties? 0 Yes 0 No Attachment G "CoC Program Guidelines" Page 2 of 14 PART 1: PROGRAM MONITORING: SUB RECIPIENT OPERATIONS: POLICIES AND PROCEDURES: Conflict of Interest 1. There are written standards of conduct governing the performance of covered persons engaged in the award and administration of contracts. 24 CFR § 578,95(a); 24 CPR § 578,103(a)(11) O Yes O No 2. The Subrecipient has a general conflict-of-interest policy for staff and Board members 24 CFR § 578.995(c); 24 CFR § 578.103(a)(11) O Yes 0 No 3.lfthe Subrecipient is an approved exception to the conflict of interest policy, the agency has documented the exception 24 CFR § 578.103(a)(11) 0 Yes 0 No Involvement of homeless persons 1. There is at least one homeless/formerly homeless person is on the Board of Directors or equivalent policymaking entity, 24 CFR § 578,75(g) (1) 0 Yes 0 No 2. The Subrecipient involves homeless individuals and families through employment; volunteer services; or otherwise; in constructing, rehabilitation, maintaining; and operating the project, and in providing supportive services for the project. 24 CFR § 578.75(g)(2) 0 Yes [] No Confidentiality 1. The Subrecipient has written policies to ensure: • Records containing protected identifying information of any individual / family receiving assistance will be kept confidential; • The location of any family violence project will not be made public, except with the written permission of the person responsible for operating the project; and • The location of any housing of any program participant will not be made public, except. as provided in a preexisting privacy and as provided by law. 24 CFR § 578.103(b) (These policies are in addition to 1-IlVIIS related confidentiality / security requirements) 0 Yes 0 No Fair Housing and Equal Opportunity 1, The Subrecipienthas written nondiscrimination and equal opportunity policies that apply to housing and employment 24 CFR § 578.93 0 Yes 0 No 2, The Subrecipient has policies and procedures for providing reasonable accommodations and reasonable modifications for persons with disabilities. 24 CFR § 100.204(a), 28 CFR § 35.130(b)(7) 0 Yes 0 No Attachment G "CoC Program Guidelines" Page 3 of 14 3. The Subrecipient maintains copies of marketing, outreach, and other materials used to inform eligible persons of the program and these materials show that the agency markets their housing and supportive services to those least likely to apply in the absence of special outreach. 24 CPR §578.93(c)(1) ❑ Yes O No 1. The Subrecipient serves at least as many program participants as show in its application for assistance. 24 CFR § 578,51(h)(3) 4. The Subrecipient has policies and procedures in place to provide meaningful access for Spanish- speaking and other Limited English Proficiency persons to access the Subrecipient's programs and services. 72 federal regulation 2732 O Yes O No Termination Process 5. The Subrecipient provides program participants with information on rights and remedies available under applicable federal, State and local fair housing and civil rights laws. 24 CFR §578.93(c)(3) O Yes 0 No ' Drug.Free Workplace 0 Yes 0 No 0 Yes (l No 1. The Subrecipient has a drug-free workplace policy statement which includes the requirement of notification to HUD if an employee is convicted for a criminal drug offense. 24 CFR § 84.13 POLICIES AND PROCEDURES FOR COC GRANT -FUNDED PROGRAM Number Served 1. The Subrecipient serves at least as many program participants as show in its application for assistance. 24 CFR § 578,51(h)(3) 0 Yes 0 No Termination Process 1. The Subrecipient has a written policy for termination of participation for violation of program policies or occupancy agreements. 24 CFR § 578.91(b) 0 Yes fl No ; Services Related to Housing Stability 1. The Subrecipient has a written policy for termination of participation for violation of program policies or occupancy agreements. 24 CFR § 578.91(b) 0 Yes (l No Residential Supervision 1. The Subrecipient provides adequate residential supervision. 24 CFR § 578.75(f) 0 Yes 0 No Program Fees 1. The Subrecipient does not charge participant's program fees. 24 CFR § 578.87(d) Program fees are not the same as rent or occupancy rent; program participants may be charged rent for housing) - 0 Yes 0 No Attachment G "CoC Program Guidelines" Page 4 of 14 Recordkeeping 1. The Subrecipient has systems in place to ensure that records related to CoC-funded programs are maintained for a 5 -year period. 24 CFR § 578,103 0 Yes 0 No 0 Yes 0 No REVIEW OF CoC PROGRAM PARTICIPANT FILES Eligibility: Homelessness 1, Each participant file contains verification of homelessness status at the time of program entry. 24 GER § 578.103(a) (3) 24 CFR § 576.500(b) 0 Yes 0 No 2. The Subrecipient has written policies and procedures for documenting homelessness. Intake staff document eligibility at intake; documentation is required for all persons seeking assistance; written policies state the evidence that may be relied upon to establish and verify homeless status. The Subrecipient makes efforts to establish and verify homeless status and get the appropriate documentation. Uses Miami -Dade County's homeless verification forms. En order of preference: 1) Homeless coordinated outreach and assessment, 2) Third party documentation, 3) Intake worker observations, 4) Certification from the person seeking assistance. 0 Yes 0 No Eligibility: Disability 1. If the program provides PSH, each participant file contains verification of participant's disability. 24 CFR § 578.37(a)(1)(i) 1) Verification from a professional who is licensed to diagnose and treat condition OR 2) Disability verified by the Social Security Administration (VA disability check, or an SSDI check) 0 Yes 0 No Eligibility: Chronic homelessness 1. If the program has units dedicated to persons who are chronically homeless, participant files contain verification of chronic homelessness, 0 Yes 0 No Service Assessment 1. The file contains participant assessments and service plans, updated at least annually. 24 CFR § 578.53(a) 0 Yes D No s Services Provided and Costs 1. The file contains documentation of services provided and the agency tracks the amounts spent on those services, 24 CFR § 578.103(a)(9) 0 Yes 0 No Duration of Service's 1. The file reflects that supportive services are made available throughout resident's entire time in the project. 24 CFR § 578,53(b) 0 Yes 0 No 2. Rapid rehousing: The file reflects that program participant meets with case manager not less than once per month. 24 CFR §578.53(b)(4) 0 Yes 0 No Attachment G "CoC Program Guidelines" Page 5 of 14 Participants Terminated from Program 1. If a participant has been terminated from the program, file includes documentation that the Subrecipient followed its written procedure for termination of assistance. 24 CFR § 578.103(a)(7)(ii); 24 CFR§ 578.91 O Yes 0 No O Yes O No RENTAL ASSISTANCE OR LEASING (complete this section if the Subrecipient pays rental assistance or leasing costs for a unit that the program participant lives in) Rental Agreement / Lease 1. The program participant has an occupancy agreement or lease with the Recipient/Subrecipient or Landlord. 24 CFR § 578.77(a) For tenant and project based assistance; the program participant must be the tenant an the lease. For sponsor based assistance, lease between the Subrecipient and the Landlord, sub -Lease between participant and Subrecipient O Yes O No 2. For project -based, sponsor -based, or tenant -based permanent housing (PH) rental assistance; initial lease must be at least one year, terminable for cause. The leases must be automatically renewable upon expiration for terms that are a minimum of one month Iong, except on prior notice by either party, up to a maximum term of 24 months. 24 CFR § 578.51(1)(1) 0 Yes O No 3. For transitional housing; initial lease term must be at least one month. The lease must be automatically renewable upon expiration, except on prior notice by either party, up to a maximum term of 24 months. 24 CFR § 578.51(1)(2) 0 Yes CO No Habitability 1. File includes documentation that units passed housing quality standards inspection prior to initial client move -in. 24 CFR § 578.75(b); and 24 CFR§ 578.103(a)(8) ❑ Yes ❑ No 2. File includes documentation that unit has passed annual housing quality standards inspections, including an inspection within the last 12 months. 24 CFR § 578,75(b) 0 Yes 0 No 3, Dwelling unit is correct size: The dwelling unit must have at least one bedroom or living/sleeping room for each two persons. Children of opposite sex, other than very young children, may not be required to occupy the same bedroom or living / sleeping room. 24 CFR § 578,(c) 0 Yes 0 No 4. For supportive housing for persons with disabilities; the Subrecipient must make available meal preparation facilities for residents or provide meals 24 CFR § 578.75(d) 0 Yes 0 No Attachment G "CoC Program Guidelines" Page 6 of 14 Unit Rents 1. Documentation that rents are reasonable in relation to rents charged in the same geographic area for comparable space 24 CFR §578,49(b) O Yes 0 No 2. Rents do not exceed the HUD -determined Fair Market Rents (FMRs), This documentation must include chart show current year's FMRs. 24 CFR § 578.49(b)(4) 0 Yes O No 3. Security deposit does not exceed two months' rent; in addition to the security deposit, the Subrecipient may also pay the final months' rent in advance 24 CFR § 578.49(b)(4) 0 Yes O No Annual Income 1. The file contains an income evaluation form completed by program participant and source documents verifying income and assets (or, if source documentation not available, 3rd party verification; or if 3rd party verification not available, written certification by program participant. 24 CFR § 578.103(a)(6) 0 Yes O No 2. The file contains documents demonstrating that income is re-examined annually. 24 CFR§ 578.77(c)(2) 0 Yes O No Rent Calculation 1, The file contains the annual rent calculation, and the calculation is accurate. BEST PRACTICE: The file contains a printout of the HUDrent calculation 24 CFR § 578,103 0 Yes O No ' 2, Is the participant charged rent (unless $0 income) and is the rent treated as program income? (required) 0 Yes O No 3.1s rent calculated initially, annually, and when there is any change in income? 0 Yes ❑ No 4. Is there documentation of compliance of an eligible "utility allowance" The Subrecipient has received a copy of the Tenants paid utility bill for compliance. 0 yes 0 No Vacancies 1. The Subrecipient does not pay rent for more than 30 days for any unit that has been vacated, Rent may not be paid on the vacated unit again until there is a new occupant. (NOTE: Brief periods of stays in institutions, not to exceed 90 days for each occurrence, are not considered vacancies). 24 CFR § 578.51(9) 0 Yes O No Attachment G "CoC Program Guidelines" Page 7 of 14 LEASING (complete this section if the Subrecipient leases buildings for the purpose of providing program services or if there is a unit lease agreement with a landlord) Rent Reasonableness (applies to rent for buildings or housing units) 1. Documentation that rents are reasonable in relation to rents charged in the same geographic area for comparable space. 24 CFR § 578.49(b) O Yes O No 2. Rents do not exceed rents charged for comparable units rented by the Subrecipient. 24 CFR § 578.49(b) LJ Yes O No 1. The Subrecipient serves all potential participants without regard to religious belief, refusal to hold a religious belief, or refusal to attend or participate in religious services. 24 CFR § 578.87(b)(1) 3. Security deposit does not exceed two months' rent; in addition to the security deposit, the Subrecipient may also pay the final months' rent in advance. 24 CFR § 578.49(b) (4) O Yes O No 2. If the Subrecipient provides explicitly religious activities (including worship, religious instruction, or proselytizing), these activities are separate from HUD -funded activities and beneficiaries of HUD - funded activities are not required to participate, 4. The Subrecipient must have an occupancy agreement, and if applicable a sublease. 0 Yes O No 5. Is rent calculated initially and when the tenant requests? 0 Yes 0 No 6. Is the participant charged rent? (not required) 0 Yes 0 N 7. Has an occupancy charge been imposed? (not required) If so, the charge cannot exceed the highest of 1) 30% of the households monthly adjusted income; 2) 10% of the households' monthly income, or; 3) The portion of the households' welfare assistance, if any that is designated for housing costs. (not applicable in the State of Florida) 0 Yes 0 No 8. Leasing funds are not used to lease units or structures owned by the Recipient, Subrecipient, their parent organization(s) or organizations that are members of a partnership where the partnership owns the structure. (Doesn't apply to rental assistance). O Yes 0 No REQUIRED POLICIES AND PROCEDURES FOR SPECIFIC PROGRAMS/ CIRCUMSTANCES Participant Household Policies (complete this section for any program that serves families with children) 1. The age and gender of a child under age 18 must not be used as a basis for denying any participant household's admission to a project that receives funds under this part. O Yes O No Faith -based Activities (complete this section if the Subrecipient is a faith -based organization) 1. The Subrecipient serves all potential participants without regard to religious belief, refusal to hold a religious belief, or refusal to attend or participate in religious services. 24 CFR § 578.87(b)(1) 0 Yes O No 2. If the Subrecipient provides explicitly religious activities (including worship, religious instruction, or proselytizing), these activities are separate from HUD -funded activities and beneficiaries of HUD - funded activities are not required to participate, 0 Yes 0 No Attachment G "CoC Program Guidelines" Page 8nf14 24 CFR § 578.87(b)(2) Audit 1. Is the Subrecipient subject to the OMB A-133 single audit requirement? (Required if $5000,000 or more in aggregate Federal funds expended) Projects involving acquisition, new construction, and rehabilitation 1. Records for acquisition, new construction, and rehabilitation must be retained for 15 years following the date the project is first occupied, or used, by program participants. 24 CFR § 578.103 (c)(2) 0 Yes 0 No 0 Yes 0 No 2. If the project resulted in dislocation of any persons, the Subrecipient complied with the obligations of the Uniform Relocation Act? . 24 CFR § 578.83 0 Yes 0 No 0 Yes 0 No 3. For projects including new construction or rehabilitation, do the Recipient's records show that Section 3 reports have been completed and submitted timely? 24 CFR § 578.99(i) 0 Yes O No 1. Has the Subrecipient provided Miami -Dade County a list of the members of its Board of Directors? Transitional Housing 1. Participants do not regularly exceed 24 months in the program. 24 CFR § 578.79 0 Yes 0 No 1. Has the Subrecipient provided Miami -Dade County with a list of authorized check signers? 2. When a participant is in the program for longer than 24 months, the file documents the need for extended participation. 24 CFR § 578.79 0 Yes 0 No 3. If participants stay longer than 24 months, is the number of participants with longer stays less than 50% 0 of the total number served by the project? 24 CFR § 578.79 0 Yes 0 No Transfer Due to Domestic Violence 1. If a program participant receiving tenant -based rental assistance has moved to a different CoC due to threat of imminent harm, the file must contain documentation of the domestic violence and imminent threat 0 Yes 0 No PART 2: FISCAL MONITORING INTERNAL REVIEW Audit 1. Is the Subrecipient subject to the OMB A-133 single audit requirement? (Required if $5000,000 or more in aggregate Federal funds expended) 0 Yes 0 No 2. If subject to A-133 audit, has the Subrecipient provided its most recent audit and management letter? 0 Yes 0 No 3. If not bound byA-133 requirement, has the agency provided financial statements audited by a CPA? 0 Yes 0 No Board of Directors 1. Has the Subrecipient provided Miami -Dade County a list of the members of its Board of Directors? 0 Yes 0 No Authorized Check Signers . 1. Has the Subrecipient provided Miami -Dade County with a list of authorized check signers? 0 Yes 0 No Attachment G "CoC Program Guidelines" Page 9 of 14 Invoicing 1. The Subrecipient submits invoices on a monthly basis (on time or within time)? 0 Yes 0 No Procurement 1. The Subrecipient has a written procurement policy that meets the requirements of Miami -Dade County competitive procurement standards. 0 Yes 0 No 2, The Subrecipient retains copies of all procurement contracts and documentation of compliance with federal procurement requirements 24 CFR § 578,103(a)(16)(iii) 0 Yes 0 No Match 1, The Subrecipient has documentation of the source and use of contributions made to satisfy the 25% match requirements (match maybe cash or in kind). Records must indicate the grant and fiscal year for which each matching contribution is counted. The records must show how the value placed on 3rd party in kind contributions was derived. Costs incurred by a partnering organization to provide "in kind" services to the program participants must be documented by a MOU. Cash or any in kind contribution used as match for another grant is not an eligible in kind contribution used as match for another grant is not an eligible match. 24 CFR § 578.73, 24 CFR § 578.103(a)(10), 24 CFR § 84.23 and 24 CFR § 578.23(c)(6) 0 Yes 0 No 2. Match must be spent on eligible project costs (in the budget) 0 Yes O No 3. Where match is documented by MOU, the MOU must; establish the unconditional commitment identify the service to be provided; identify the profession of the persons providing the service; and identify the cost of the service to be provided 0 Yes O No Internal Controls 1. The Subrecipient has written job descriptions for all HUD -funded positions 0 Yes O No 2. The Subrecipient has written fiscal policies and procedures specifying approval authority for all financial transactions and guidelines for controlling expenditures O Yes 0 No 3. The Subrecipient has written procedures for recording financial transactions, and an accounting manual and chart of accounts 0 Yes 0 No Program Income 1.1s all program income spent on eligible costs? Rent and Occupancy charges are considered program income as is any utility allowances in rental programs 0 Yes 0 No 2.1s programincome part of your match? Program income is not an eligible source of match. 0 Yes O No Attachment G "CoC Program Guidelines" Page 10 of 14 f Indirect Costs 1, Does the organization use grant funds for indirect costs? O Yes O No O Yes O No 2. Are the costs consistent with OMB Super Circulars as applicable O Yes O No 0 Yes ONo DOCUMENTATION REVIEW Salary Documentation 1. Original timesheets — signed; grant duties identified, if split time (copy in reimbursement package) O Yes O No 2. Payroll sheets 0 Yes ONo 3. Cancelled checks to the employee O Yes O No 4. If time is divided between the CoC Programs and another funding source, review time distribution records supporting the allocation of charges among the sources. Staff time breakdown allocation chart 0 Yes 0 No Space / Utilities Documentation / Leases 1. Rental or lease agreernent — signed by participant; valid lease period; correct rental amount 0 Yes O No 2. Original invoices 0 Yes ONo 3. Cancelled checks to the landlord/mortgagee; utility company, etc. 0 Yes 0 No 4. Unit inspection report(s); no longer than 1 year old 0 Yes O No 5. Verification of what payment was used for (e.g. first month's rent, security deposit, etc.) 0 Yes O No Supp ies 1. Purchase orders 0 Yes O No 2. Requisitions 0 Yes 0 No 3. Cancelled checks 0 Yes ONo 4. Determine where supplies are being kept 0 Yes ONo 5. Determine what cost objective is being used 0 Yes ONo Review Inventory List-- any equipment shall be labeled as property of Miami -Dade County through its Homeless Trust 0 Yes 0 No Attachment G "CoC Program Guidelines" Page 11 of 14 INTERNAL CONTROLS 1. Internal control questionnaire ❑ Yes 0 No 0 Yes 0 No 2. Review organizational chart 0 Yes ❑ No 0 Yes O No 3. Review job descriptions/definitions of employees' duties 0 Yes D No a. Were the expenditures incurred during the term of the grant? 4. Review Subrecipient's system of authorization and supervision 0 Yes 0 No b. Was the money actually paid out? 5. Ensure that there is a separation of duties (authorizing, recording and custody should be separate) 0 Yes D No c. Were the expenditures approved by the responsible Subrecipient officials 6, Review control over assets 0 Yes O No d. Is there adequate documentation to support the expenditures? 0 Yes 0 No EVALUATION OF SELECTED TRANSACTIONS Is the expenditure allowable a. Es the expenditure necessary, reasonable and directly related to the grant? 0 Yes 0 No b. Is the expenditure authorized by the grant? 0 Yes O No Source documentation evaluation a. Were the expenditures incurred during the term of the grant? 0 Yes 0 No b. Was the money actually paid out? 0 Yes 0 No c. Were the expenditures approved by the responsible Subrecipient officials 0 Yes 0 No d. Is there adequate documentation to support the expenditures? 0 Yes 0 No Does the Subrecipient maintain the appropriate records? Does the Subrecipient maintain the following? a. Chart of accounts 0 Yes 0 No b. Cash receipts journal 0 Yes C3 No c. Cash disbursements journal ❑ Yes 0No d. Payroll journal CO Yes 0 No e. General ledger 0 Yes O No 1. Does the Subrecipient maintain documentation concerning its sources of funding 0 Yes 0 No Attachment G "CoC Program Guidelines" Page 12 of 14 PART 3: HMIS MONITORING HMIS HOMELESS MANAGEMENT INFORMATION SYSTEMS HMIS Operations: Policy and Procedures 1. The Subrecipient has signed an HMIS Participation Agreement to use the HMIS license O Yes 0 No 2. Are the Subrecipient's HMIS Administers registered and approved to enter the data into the HMIS system 0 Yes O No 3. The Subrecipient has designated an HMIS site Administrator(s), who is the Point of Contact for Miami -Dade County through its Homeless Trust as HMIS Lead Agency. 0 Yes O No 4. the Subrecipient has ensured that each HMIS user within its Organization has signed a user agreement stating full understandingof user rules, protocols and confidentiality. 0 Yes O No Privacy 1. The Subrecipient has a Data Collection / Privacy Notice posted in English and Spanish at each intake location 0 Yes O No 2. The Subrecipient has a written Privacy Policy or uses the CoC's written Privacy Policy 0 Yes O No 3. If the Subrecipient has a web site, the Privacy Policy is posted to the web site. 0 Yes ❑ No 4. The Subrecipient has a signed authorization for release of information form that it uses for any client for which the Subrecipient uses HMIS for data sharing 0 Yes 0 No 5. The Subrecipient ensures that all signed forms are locked in a designated location with Limited access to staff 0 Yes O No 6. The Subrecipient has executed the Agency Sharing Data Agreement, if applicable (MOU?) 0 Yes O No 7. The Subrecipient has a written client complaint policy 0 Yes 0 No 8. The Subrecipient has established a process of tracking all filed complaints and can provide copies of complaints and resolutions to the HMIS Lead Agency if requested. 0 Yes O No Security 1. The Subrecipient maintains a list of active HMIS users 0 Yes 0 No 2. The Subrecipient regularly contacts the HMIS Lead when an employee leaves the Organization, in order to make sure that the person's HMIS account is disabled. [1) Yes 0 No 3. Are the Subrecipient's HMIS workstations located in secure locations or, if not, are the workstations manned at all times? 0 Yes O No 4. Has the Subrecipient identified a person who will serve as the Organization's HMIS security officer? 0 Yes Attachment G "CoC Program Guidelines" Page 13 of 14 Attachment G "CoC Program Guidelines" Page 14 of 14 O No 5. Has the HMIS security officer completed an HMIS security self -certification within the last 12 months? 0 Yes 0 No 6. Does the Subrecipient have in place policies and procedures to protect hard copies (paper) with _personal identifying information? 0 Yes Q No Data Quality 0 Yes 0 No At a minimum the Subrecipient collects the Universal Data Elements for every client entered and minimum data quality standards are met. The Subrecipient enters Client Basic Demographic Data into the HMIS system at a minimum within one week of intake 0 Yes 0 No The Subrecipient staff review monthly reports received from HMIS Program Administrator and addresses any issues noted. 0 Yes 0 No Attachment G "CoC Program Guidelines" Page 14 of 14 • CONTINUUM OF CARE (CoC) PROGRAM INTERNAL WELLNESS "TOP TEN" LIST This "Top Ten" checklist is a supplement to the Coe Internal Wellness Checklist. It is intended to highlight ten critical recordkeeping areas in the operation of the CoC Program. Grantees are encouraged to utilize this resource to proactively monitor the current "health" of their CoC grants. Porn i1;Mc' sant- evelRecordkee.inW The critical records to be maintained for each program participant include: 1, ❑ Participant Eligibility 4. [❑ Housing Quality Standards (HQS) .Ensure documentation of a participant's homelessness Ensure structures or units assisted with CoC funds meet or atrrisk of homelessness status and disability, if HQS at lease -up and are reinspected at least annually applicable, is obtained at intake. thereafter. 24 CFR 576.500(b) or (e); 24 CFR 578.103(a)(3), (4), or (5); and 24 CFR 103(a)(17) 24 CFR 578.75(b) and 24 CFR 578.1030)(8) 2. ■ Leasing and Rental Assistance 5. [ Use of a Coordinated Entry System Requirements Ensure participants are assessed and referred using the Ensure rents charged for a structure or unit assisted CoC's coordinated assessment system. with Ieasing or rental assistance funds meet standards of FMR or rent reasonableness, 24 CFR 578.23(e)(9) and 24 CFR 578.103(a)(17) •24 CFR 578.49 and 24 CFR 578.51 3. ❑ Examination of Income .6. ❑ Ilse of Homeless Management Ensure participant income documentation is examined Information System (.S) at intake and re-examined at least annually, Ensure participants are entered in the Coe's TIMIS or a 24 CFR 578.77(b)(4) and 24 CFR 578.103(a)(6) comparable database, 24 CFR 576.500(b) or (e); 24 CFR 578.103(aX3) General Recordkeepiita and Financial Files The critical records to be maintained by each recipient and/or subrecipient include: 7. 0 Standard Operating Procedures Maintain policies and procedures for intake, program operation, reoordiceeping, and subreoipient oversight/ nionitoringto ensure that Coe funds are used appropriately. 24 CFR 578.103(a) and 24 CFR 578,23(c) 9. ❑ Match Sources and Uses Ensure grant funds, except leasing funds, are matched with no less than 25 percent of cash or in-kind contributions from other sources, 24 CFR 578.73 and 24 CFR 578.103(0(10) 8. ❑ Financial Policies and Procedures Maintain fiscal controls, accounting procedures, and procurement procedures to ensure that Coe funds are used appropriately, a2 CFR Part 200 10. ■ Homeless Participation Enable homeless or formerly homeless persons the opportunity to participate in policymaking on the board of direotors or other equivalent policymaking entity. 24 CFR 578,75(g)(1) and 24 CFR 578.103(0(12) NOTE: For additional guidance, please refer to the following resource materials: (1) Homeless Emergency Assistance and Rapid Tratisition to Housing; Continuum of Care Program CoC Regulations at 24 CFRI'art 578, and (2) CPD Monitoring Handbook 6509,2 REV -6 CHG-2 at: htt ortal.hud..o ,l t d ortal/FIUD?src=/•rograrn offices/administration/hudelips/hatidboolcs/cpd/6509.2. *031,00( 8) If a recipient chooses to utilize this document for projects funded prior to the FY 2015 CoC competition, please refer to 24 CFR578.103(a), 24 Cult Part 84 and 24 CFR Part 85 for applicable financial requirements. Internal Wellness Checklist for the Continuum of Care (CoC) Program The Internal Wellness Checklist was developed in an effort to assist homeless providers to proactively implement its FY CoC grant(s), thereby ensuring compliance with applicable regulations codified at 24 CFR Part 578. It is also designed to assist with determining the current "health" status of this CoC grant. Grant recipients axe strongly encouraged to utilize this checklist prior to submitting the required APR to the U. S. Department of Housing and Urban Development. Recipient Name: Project Name: Grant Term: 1 or 2 Yrs. Grant Number: Grant Amt.: Expiration Date: Date APR is Due to HUD: Date APR Submitted: (Not more than 90 days after the end of each CoC grant's performance period) General Recorclkeeping _ 1. Executed Grant Agreement 24 CFR 578.23( c ) 2. Documentation of Grant Amendment (request and approval, if applicable) 24 CFR 578.105 3. Executed Grant Agreements with Subrecipients 24 CFR 578.23( c )(ii) 4. Documentation subrecipients are not debarred 24 CFR 578.23( c )(4)(v) 5. Documentation of annual monitoring of Subrecipients 24 CFR 578.23( c )(8) 6. Executed Memorandum of Understanding with Service Providers 24 CFR 578.73(c )(3) _ 7. Project Application should be maintained - ensure costs charged against the grant are consistent with the approved budget items identified in the application 24 CFR 578.59(a) 8. Documentation that Annual Performance Report was submitted timely 24 CFR 578.103(e) 9. Written CoC Program Policies and Procedures to include: 24 CFR 578.103(a) Intake/screening procedures 24 CFR 578.103(a)(3)and(4) Internal' Wellness Checklist Page 2 Grant #: _ Personnel Policies and Procedures 2 CFR 200.303, and 24 CFR 578.103(a) Termination Policy 24 CFR 578.91 Grievance Policy 24 CFR 578.91 _ Policy Privacy/Confidentiality Policy 24 CFR 578.103(b) Drug -Free Workforce Policy 24 CFR 5.105(d), 24 CFR 2424, 24 CFR 225 Policy identifying the involvement of homeless/formerly homeless individuals 24 CFR 578.23( c )(3) Domestic Violence Policy 24 CFR 578.23(c)(4)(i)(ii), 24 CFR 578.103(a)(17) Housing First Policy, if applicable RUD CPD Notice 14-02 10. Documentation of participation of homeless/formerly homeless individuals in policymaking 24 CFR 578.75(g)(1) 11. Documentation of compliance with environmental review requirements 24 CFR 578.99, 24 CFR 578.31 12, Documentation of compliance with fair housing requirements 24 CFR 578.87(b), 24 CFR 578.103(a)(14) and (17), 24 CFR 578.93( c )(1) 13. Documentation of other federal requirements (i.e. lead based paint, Section 3, Section 504), if applicable 24 CFR 578.99, 24 CFR 35, 24 CFR 578.99(b) Financial Files 1. Written Financial Policies 2 CFR 200.302, 24 CFR 578.23(c )(5), 24 CFR 578.103(a) 2. Written Procurement Procedures 2 CFR 200,318 and 2 CFR 200.319 3. Written Conflicts of Interest Policy 2 CFR 200.317 and 2 CFR 200.318, 24 CFR 578.95(a) T 4. Documentation of match (25% of total Grant Amount less leasing) 24 CFR 578.73(a) 5, Documentation of Grant Expenditures (during grant term and for approved items in application) 24 CFR 578,37, 24 CFR 578.103 _ 6. Documentation of Indirect Cost Rate Proposal, if applicable 24 CFR 578.63(b), 24 CFR 578.103(a)(17) Internal Wellness Checklist Grant #: Page 3 _ 7. Documentation showing compliance with the Single Audit Act 24 CFR 578.99(g), 2 CFR 200 subpart F 8. Documentation showing quarterly draw requests 24 CFR 578.85(c )(3) 9. Documentation showing program income was expended prior to MUD draw requests, if applicable 24 CFR 578.97(b) Participant Program Files 1. Documentation participants are entered into HMIS or a comparable database 24 CFR 578.103(a)(3) • 2. Documentation participant was screened via centralized or coordinated assessment systems 24 CFR 578.23( c )(9) _ 3. Documentation of Homelessness at intake 24 CFR 578.103(a)(3) 4, Permanent Supportive Housing -Documentation of disability 24 CFR 578.37(a)(i) 5. Transitional Housing- No more than 24 mouths of services provided except under documented extenuating circumstances 24 CFR 578.79 6, Documentation of ongoing assessment of services 24 CFR 578.75(e) _ 7. Documentation of examination of income (initial and recertification) 24 CFR 578.103(a)(7)(i) 8. Documentation of initial and follow-up Housing Quality Standards inspections 24 CFR 578.75(b)(2) — 9. Leasing -Documentation that the unit/structure is not owned by recipient or subrecipient 24 CFR 578.49(a) _ 10. Leasing -Documentation lease is between agency and landlord 24 CFR 578.49(b)(5) 11. Leasing -Is there an occupancy agreement, lease or sublease in the file (for individual units)? 24 CFR 578.103(a)(17) 12. Leasing -Documentation of rent reasonableness for the period of approval for an assisted unit 24 CFR 578.49(b)(1) 13. Rents charged (including utilities) do not exceed HUD -Fair Market Rents 24 CFR 578.49(b)(2) 14. Documentation supporting the correct/cun'ent utility allowance schedule is used 24 CFR 578.103(a)(17), 24 CFR 578.49(a)(3) Internal Wellness Checklist Page 4 Giant #: 15. Leasing -Documentation of occupancy charges with annual income ealculations 24 CFR 578.77, 24 CFR 578.99(b)(6) 16. Rental-Docurnentation the participant has a an executed lease agreement with the landlord 24 CFR 578.77, 24 CFR 578.51(d)(e) 17. Rental -Documentation of rent reasonableness for the period of approval for an assisted unit 24 CFR 578.51(g) NOTE: For additional guidance, please refer to the following resOurce materials: (1) Homeless Emergency Assistance and Rapid Ti anSition to Housing : Continuum of Car•e Program CoC -regulations at 24 CFR Part 578, and (2) Monitoring, handbook 6509.2 REV -6 CHG-2 that can be accessed at; Litt • ortal.hud id ortal HUD?src o:ram offices offlces ad ministrat1on/huticlips/handbooksicod/6509.2. Completed by: Signature: Date:. Typed/Printed Name: Title This doeument is to be maintaibbd rn the applicable CoC project f4. FY 2016 Miami -Dade County Homeless Trust Continuum of Care (CoC) Program "Incident Report" ATTACHMENT H "2016 Incident Report" MIAWDAD Isd,r,timkit tto9b4i INCIDENT REPORT IDENTIFYING INFORMATION Reporting Party Phone it Reporting Party Name Contraet Provider Natne Program Name Provider Location Date of Incident / / Time of incident am/pm Specific Program: (check all that apply) 0 Miami -Dade County El Primary Care 0 CoC Program: 0 Emergency 0 Challenge0 Other Specific locqtiNe address where incident acctored: TYPE OF INCIDENT ALTERCAT/ON D CLIEN7'.INJURY ORII,L.NESS 0 SEXUAL BATTERY 0 PROPERTY DAMAGE 0 CLIENT DEATH Cl THEFT 0 SETIC1DE Al 11:,MPT 0 OTHER INCIDENT Specify PARTICIPANT (8) / WITNESS (ES) (Please niark W or P for either Witness or Participant) LAST NAME, FIRST MEN 1111 IER # CLIENT EMPLOYEE OTHER El 1:1 W / P DESCRIPTION OF INCIDENT Give detailed account — who, what, where, when, why, how — add pages. if necessary ATTACHMENT H "MDC -HT Incident Report Fora' Page 1 of 2 MIAMI. 'aUfitY CORRECTIVE ACTION AND FOLLOW UP Immediate corrective action taken Is follow up action needed? Yes 0 No If yes, specify INDIVIDUALS NOTIFIED *Abuse Registry 1-800-962-2873 *Applicable Law EnforcernentDepartment Indicate person contaeted, if r eport was accepted, the date and the time and if by telephone or if copy of rode available. Incident Reports — The Subrecipient Must report to Miami -Dade County Hanieless-TruSt itiforthation related to nnv critical incidents occurring during the administration term of its programs. In addition to reporting this incident to the appropriate authorities the Subrecipient must within twehty4our (24) hours of any incident, submit in writing a detailed account of the incident, This incident report shouldbe addressed to the Contraot Officer or A.dininistrittive Officer assigned, This incident report should be addressed to Miatni-Dade. County Horiteleas Trust, 111 NW First Street, 27' Floor,. Suite 310, Miami, Florida 33128; telephone (305) 375-1490 and facsmilie (305) 375»2722, Definitions. of Reportable Incidents a. Altercation, A physical confiontation occurring between a client and ernployee or two or mote clients at the time services are being rendered, or when a client is hi the physical Qii§t00- of the department, which results in one or more clients or einployees receiving medical treatment- by alicensed health Ore professional. b, Client Death. A person whose life terminates due to or allegedly due to an accident, .pot of abuse, neglect or other incident occurring while in the presence of an employee', in Homeless Trust contracted program facility. c, Client Injury or Illness. A medical condition of a clieiit requiring medical treatment by a licensed health 'care professionol sustained or allegedly sustained due to an accident, act of abuse, neglect or other incident occurring while in the presence of an ethployee, in a licinieless Trust contracted program. d. Other Incident. An unusual occurrence or circumstance initiated by something other than. natural causes or out of the ordinary such as a tornado, kidnapping, riOt, or hostage situation, which jeopardizes the health, safety ond welfare of clients. e. Sexual Battery. An allegation of sexual battery by a; Pliant_ en a .client employee on a client or client on an employee as evidenced by inedibal evidence or law enforcement involvement. f. Suicide Attempt, An act which clearly reflect s the physical attempt by a client to cause his or her own: death while in the physical custody of the department or a departmental contracted or certifiedpro:vicleA which results in bodily injury requiring medical treatment by a-licens6c1 health care professional. Property damage — an incident involving damage to any property procured with Miami-Dode County Homeless Trust funding. g. Print Name* o Per8on Submitting Report Signature ATTACHMENT 11 "MDC -HT Incident Report Form" Page 2 of 2 MMAM►CCtE Cull 'Y Real Property and. Equipment Asset Inventory Equipment with an acquisition cost of greater than $5,000.00 per unit and all real property must be inventoried. Real property includes land, land improvements, structures and appurtenances, moveable machinery and equipment. Property and Property Improvement Record: Legal description: Size: Date of Acquisition: Value at time of purchase: Owner's name (if different. than the Subrecipient) Map: (attach map) indicate where property is in parcels, lots or blocks and show adjacentstreets and roads Equipment 1: Description of Property: Serial / ID Number: Acquisition Date:: Cost Vendor Name; % of Purchase Cost from Grant: Location of Property: Use and•Condition of Property: Who Holds Title? Equipment 2: Description of Property: Serial:/ ID Number: Acquisition Date: Cost: Vendor Name: % of Purchase Cost from Grant; Location of Property: lJse and Condition of Property; Who Holds Title? Equipment 3: Description of Property: Serial / ID Number: Acquisition Date: Cost: Vendor Name: % of Purchase Cost from Grant; Location of Property; Use and Condition of Property: Who Holds Title? *(please create additional pages as required). ATTACHMENT Y "Miami -Dade County Real Property and Equipment Asset Inventory" FY2016 Miami -Dade County Homeless Trust Continuum of Care (CoC) When the Subrecipient is the Housing Administrator (Leasing or Rental Assistance) ATTACHMENT J "2016 Rental Assistance Forms FY 2016 Miami -Dade County Homeless Trust Continuum of Care (CoC) When Miami -Dade County is the Rental Administrator ATTACHMENT I{ "2016 Rental Assistance Farms" FY 2016 Continuum of Care (C C) Leave Blank ATTACHMENT L "2016 Place Setter - Leave Blank" I