Agreement with Miami Rescue Mission 0201g- 3oy67o
AGREEMENT BETWEEN THE CITY OF MIAMI BEACH, FLORIDA
AND MIAMI RESCUE MISSION, A FLORIDA CORPORATION,
FOR EMERGENCY SHELTER SERVICES
THIS AGREEMENT made and entered into this CCTI c, 'MY , by and
between the CITY OF MIAMI BEACH, FLORIDA, a Florida municipal corporation
(hereinafter referred to as City), having its principal offices at 1700 Convention Center
Drive, Miami Beach, Florida, 33139, and MIAMI RESCUE MISSION, INC. a Florida not-
for-profit corporation, (hereinafter referred to as Contractor), whose address is 3553
NW 50th Street Miami, FL 33142
SECTION 1
DEFINITIONS
Agreement: This Agreement between the City and Contractor, and any
exhibits and/or attachments hereto.
City Manager: The Chief Administrative Officer of the City.
Contractor: For the purposes of this Agreement, Contractor shall be deemed
to be an independent contractor, and not an agent or employee of
the City.
Services: All services, work and actions by the Contractor performed
pursuant to or undertaken under this Agreement, as described in
Section 2 and Exhibit "A" hereto.
Fee (Compensation): Amount paid to the Contractor to cover the costs of the
Services.
Risk Manager: The Risk Manager of the City, with offices at 1700
Convention Center Drive, Third Floor, Miami Beach, Florida
33139, telephone number (305) 673-7000, Ext. 6435, and
fax number (305) 673-7023.
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SECTION 2
SCOPE OF WORK(SERVICES)
The scope of work to be performed by Contractor is set forth in Exhibit "A" entitled
"Scope of Services".
SECTION 3
COMPENSATION
3.1 FIXED FEE
For the term of this Agreement, the City agrees to pay a fixed fee of $18.04
per bed, per day, for a minimum of fifteen (15) beds, totaling Ninety-Eight
Thousand Seven Hundred Sixty-Nine Dollars ($98,769.00) per year for Year
One of this Agreement, to be used by Contractor to provide Emergency
Shelter Services (such Services as set forth in Exhibit "A" hereto). In Year
Two, the fixed fee shall be $18.58 per bed, per day, for a minimum of fifteen
(15) beds, totaling One Hundred and Two Thousand Four Dollars and Twenty
Cents ($102,004.20). In Year Three, the fixed fee shall be $19.14 per bed, per
day, for a minimum of fifteen (15) beds, totaling One Hundred Four Thousand
Seven Hundred Ninety-One Dollars and Fifty Cents ($104,791.50). In Year
Four, the fixed fee shall be $19.71 per bed, per day, for a minimum of fifteen
(15) beds, totaling One Hundred Seven Thousand Nine Hundred Twelve
Dollars and Twenty-Five Cents ($107,912.25). In Year Five, the fixed fee shall
be $20.30 per bed, per day, for a minimum of fifteen (15) beds, totaling One
Hundred Eleven Thousand One Hundred Forty-Two Dollars and Fifty Cents
($111,142.50). Additional beds may be purchased at the same rate per day,
per bed, if requested by City and available.
3.2 INVOICING
Contractor shall submit a monthly invoice, which includes a description of the
Services provided including the number of beds provided and clients served.
3.3 METHOD OF PAYMENT
Payments shall be made within forty-five (45) days of the date of invoice, in a
manner satisfactory to and as approved and received by the City. Contractor
shall mail all invoices to:
City of Miami Beach
Office of Housing & Community Services
Attention: Maria L. Ruiz
1700 Convention Center Drive
Miami Beach, Florida 33139
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SECTION 4
GENERAL PROVISIONS
4.1 RESPONSIBILITY OF THE CONTRACTOR
With respect to the performance of the Services, the Contractor shall exercise
that degree of skill, care, efficiency and diligence normally exercised by
recognized professionals with respect to the performance of comparable
services. In its performance of the Services, the Contractor shall comply with
all applicable laws, ordinances, and regulations of the City, Miami-Dade
County, the State of Florida, and the federal government, as applicable.
4.2 DURATION AND EXTENT OF AGREEMENT (TERM)
The term of this Agreement shall commence upon execution of this Agreement
by all parties hereto, as set forth in the Effective Date on page 1 hereof, and
shall continue, for five (5) years, unless otherwise terminated by the City. The
terms of this Agreement can be extended for an additional two (2), one (1) year
terms with the approval of the City Manager.
4.3 TIME OF COMMENCEMENT OF SERVICES
The Services to be rendered by the Contractor shall be commenced upon
receipt of a written Notice to Proceed from the City subsequent to execution of
the Agreement by the parties.
4.4 INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City of Miami Beach and
its officers, employees and agents, from and against any and all actions,
claims, liabilities, losses, and expenses, including, but not limited to, attorneys'
fees, for personal, economic or bodily injury, wrongful death, loss of or damage
to property, at law or in equity, which may arise or be alleged to have arisen
from the negligent acts, errors, omissions or other wrongful conduct of the
Contractor, its employees, agents, sub-Contractors, or any other person or
entity acting under Contractor's control, in connection with the Contractor's
performance of the Services pursuant to this Agreement; and to that extent, the
Contractor shall pay all such claims and losses and shall pay all such costs and
judgments which may issue from any lawsuit arising from such claims and
losses, and shall pay all costs and attorneys' fees expended by the City in the
defense of such claims and losses, including appeals.
The parties each agree to give the other party prompt notice of any claim coming to
its knowledge that in any way directly or indirectly affects the other party.
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4.5 TERMINATION, SUSPENSION AND SANCTIONS
4.5.1 Termination for Cause
If the Contractor shall fail to fulfill in a timely manner, or otherwise
violate any of the covenants, agreements, or stipulations material to this
Agreement, the City shall thereupon have the right to terminate the
Services then remaining to be performed. Prior to exercising its option
to terminate for cause, the City shall notify the Contractor of its violation
of the particular terms of this Agreement and shall grant Contractor
seven (7) days to cure such default. If such default remains uncured
after seven (7) days, the City, upon three (3) days' notice to Contractor,
may terminate this Agreement and the City shall be fully discharged
from any and all liabilities, duties and terms arising out of/or by virtue of
this Agreement. Notwithstanding the foregoing, if the default is of a
nature that cannot be cured, such as perpetrating a fraud or making a
material misrepresentation in connection with the performance of this
Agreement, the termination shall be effective upon receipt of the
termination notice and no cure period shall apply.
Notwithstanding the above, the Contractor shall not be relieved of
liability to the City for damages sustained by the City by any breach of
the Agreement by the Contractor. The City, at its sole option and
discretion, shall additionally be entitled to bring any and all
legal/equitable actions that it deems to be in its best interest in order to
enforce the City's right and remedies against the defaulting party. The
City shall be entitled to recover all costs of such actions, including
reasonable attorneys' fees. To the extent allowed by law, the defaulting
party waives its right to jury trial and its right to bring permissive counter
claims against the City in any such action.
4.5.2 Termination for Convenience of City
NOTWITHSTANDING SECTION 4.5.1, THE CITY MAY ALSO,
FOR ITS CONVENIENCE AND WITHOUT CAUSE, TERMINATE
THIS AGREEMENT AT ANY TIME DURING THE TERM HEREOF
BY GIVING WRITTEN NOTICE TO CONTRACTOR OF SUCH
TERMINATION, WHICH SHALL BECOME EFFECTIVE SEVEN
(7) DAYS FOLLOWING RECEIPT BY THE CONTRACTOR OF
THE WRITTEN TERMINATION NOTICE. IN THAT EVENT, ANY
FINISHED OR UNFINISHED DOCUMENTS AND OTHER
MATERIALS PREPARED AND OR OTHERWISE COMPILED BY
CONTRACTOR PURSUANT TO ITS PROVISION OF THE SERVICES
CONTEMPLATED IN SECTION 2, SHALL BE PROMPTLY
ASSEMBLED AND DELIVERED TO THE CITY, AT CONTRACTOR'S
SOLE COST AND EXPENSE. IF THE AGREEMENT IS TERMINATED
BY THE CITY AS PROVIDED IN THIS SUBSECTION, CONTRACTOR
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SHALL BE PAID FOR ANY SERVICES SATISFACTORILY
PERFORMED, AS DETERMINED BY THE CITY AT ITS SOLE
DISCERTION, UP TO THE DATE OF TERMINATION; PROVIDED,
HOWEVER, THAT AS A CONDITION PRECEDENT TO SUCH
PAYMENT, CONTRACTOR SHALL HAVE DELIVERED ANY AND ALL
DOCUMENTS, MATERIALS, ETC, TO CITY, AS REQUIRED HEREIN.
4.5.3 Termination for Insolvency
The City also reserves the right to terminate the remaining Services to be performed
in the event the Contractor is placed either in voluntary or involuntary bankruptcy or
makes an assignment for the benefit of creditors. In such event, the right and
obligations for the parties shall be the same as provided for in Section 4.5.2.
4.5.4 TERMINATION FOR LACK OF FUNDS
It is expressly understood and agreed by the parties hereto that monies to be used
by Contractor, as contemplated by this Agreement, may originate from City of
Miami Beach Resort Tax, General Fund and/or Community Development Block
Grant (CDBG) funds from the US Department of Housing and Urban Development
(HUD) and must be implemented in full compliance with all of HUD's rules and
regulations. It is expressly understood and agreed that in the event of curtailment
or non-production of said federal grant funds, the financial sources necessary to
continue to pay the Contractor all or any portions of the funds contemplated herein
will not be available, and that this Agreement will thereby terminate effective as of
the time that it is determined by the City, in its sole discretion and judgment, that
said funds are no longer available. In the event of such determination, the
Contractor agrees that it will not look to, nor seek to hold liable, the City nor any
individual member of the City Commission and/or City Administration thereof
personally for the performance of this Agreement and all of the parties hereto shall
be released from further liability each to the other under the terms of this
Agreement. In the event of such termination, the righteous obligations for the
parties shall be the same as provided for in Section 4.5.2.
4.5.5 Sanctions for Noncompliance with Nondiscrimination Provisions
In the event of the Contractor's noncompliance with the nondiscrimination
provisions of this Agreement, as applicable, the City shall impose such
sanctions as the City or the State of Florida may determine to be appropriate,
including but not limited to, withholding of payments to the Contractor under the
Agreement until the Contractor complies and/or cancellation, termination or
suspension of the Services and/or the Agreement. In the event the City cancels
or terminates the Services and/or the Agreement pursuant to this Subsection the
rights and obligations of the parties shall be the same as provided in Section
4.5.2.
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4.6 CHANGES AND ADDITIONS
Any changes and additions to the terms of this Agreement shall be by a written
amendment, signed by the duly authorized representatives of the City and
Contractor. No alteration, change, or modification of the terms of this Agreement shall
be valid unless amended in writing, signed by the parties hereto, and approved by the
City.
4.7 RELIGIOUS ORGANIZATION OR OWNED PROPERTY
As applicable, Emergency Shelter Grant funds may be used by religious
organizations or on property owned by religious organizations only with the prior
written approval from the City and only in accordance with requirements set in 24
CFR 576.23.
4.8 COMPLIANCE WITH LOCAL, STATE, AND FEDERAL REGULATIONS
The Contractor agrees to comply with all applicable federal regulations as they
may apply to program administration and to carry out each activity in compliance
with the laws and regulations as described in 24 CFR 576, as same may be
amended from time to time. Additionally, the Contractor will comply with all state
and local (City and County) laws and ordinances hereto applicable. It shall be
Contractor's sole and absolute responsibility to continually familiarize itself with
any and all applicable federal regulations, as well as any and all applicable state
and local laws and ordinances.
4.9 CONFORMITY TO HUD REGULATIONS
Section Deleted.
4.10 AUDIT AND INSPECTIONS
With 24-hour written notice, the City and/or such representatives as the City may
deem to act on its behalf, may, during normal business hours, audit, examine
and make audits of all contracts, invoices, materials, payrolls, records of
personnel, conditions of employment and other data relating to all matters
covered by this Agreement. Contractor shall maintain any and all records
necessary to document compliance with the provisions of this Agreement.
4.11 ASSIGNMENT, TRANSFER OR SUBCONTRACTING
The Contractor shall not subcontract, assign, or transfer any work under this
Agreement without the prior written consent of the City.
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4.12 SUB-CONTRACTORS
The Contractor shall be liable for the Contractor's services, responsibilities
and liabilities under this Agreement and the services, responsibilities and
liabilities of sub-contractors, and any other person or entity acting under the
direction or controls of the Contractor. When the term "Contractor" is used in
this Agreement, it shall be deemed to include any sub-contractors and any
other person or entity acting under the direction or control of Contractor. All
sub-contractors must be approved of in writing prior to their engagement by
Contractor.
4.13 EQUAL EMPLOYMENT OPPORTUNITY
In connection with the performance of this Agreement, and only in
accordance with applicable federal law, the Contractor shall not discriminate
against any employee or applicant for employment because of race, color,
religion, ancestry, sex, intersexuality, gender identity, sexual orientation,
age, and national origin, place of birth, marital or familial status, or disability.
The Contractor shall take affirmative action to ensure that applicants are
employed and that employees are treated during their employment without
regard to their race, color, religion, ancestry, sex, intersexuality, gender
identity, sexual orientation, age, national origin, place of birth, marital or
familial status, or disability, as applicable. Such action shall include, but not
be limited to the following: employment, upgrading, demotion, or termination;
recruitment or recruitment advertising; layoff or termination; rates of pay, or
other forms of compensation; and selection for training, including
apprenticeship.
4.14 CONFLICT OF INTEREST
The Contractor agrees to adhere to and be governed by the Metropolitan
Miami-Dade County Conflict of Interest Ordinance (No. 72-82), as amended;
and by the City of Miami Beach Charter and Code, which are incorporated by
reference herein as if fully set forth herein, in connection with the Agreement
conditions hereunder.
The Contractor covenants that it presently has no interest and shall not
acquire any interest, direct or indirectly which should conflict in any manner
or degree with the performance of the Services. The Contractor further
covenants that in the performance of this Agreement, no person having any
such interest shall knowingly be employed by the Contractor. No member of
or delegate to the Congress of the United States shall be admitted to any
share or part of this Agreement or to any benefits arising there from.
4.15 PATENT RIGHTS; COPYRIGHTS; CONFIDENTIAL FINDINGS
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Any patentable result arising out of this Agreement, as well as all information,
design specifications, processes, data and findings, shall be made available
to the City for public use.
No reports, other documents, articles or devices produced in whole or in part
under this Agreement shall be the subject of any application for copyright or
patent by or on behalf of the Contractor or its employees or subcontractors.
4.16 NOTICES
All notices and communications relating to the day-to-day activities shall be
exchanged between the Project Manager appointed by the Contractor and
the Program Coordinator designated by the City. The Contractor's Project
Manager and the City's Program Coordinator shall be designated promptly
upon commencement of services.
All other notices and communications in writing required or permitted
hereunder may be delivered personally to the representatives of the
Contractor and the City listed below or may be mailed by registered mail.
Until changed by notice in writing, all such notices and communications shall
be addressed as follows:
TO CONTRACTOR:
Miami Rescue Mission, Inc.
Attn: Rev. Ronald Brummitt
3553 NW 50th Street
Miami, FL 33142
(305) 571-2273
THE CITY:
City of Miami Beach
Attn: Kathie G. Brooks/Assistant City Manager
1700 Convention Center Drive
Miami Beach, Florida 33139
(305) 673-7010
WITH COPIES TO:
Office of Housing and Community Services
Attn: Maria L. Ruiz, Director
City of Miami Beach
1700 Convention Center Drive
Miami Beach, Florida 33139
4.17 LITIGATION JURISDICTION VENUE
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This Agreement shall be governed by, and construed in accordance with, the laws
of the State of Florida, both substantive and remedial, without regard to principles
of conflict of laws. The exclusive venue for any litigation arising out of the
Agreement shall be Miami-Dade County, Florida, if in State court, and the U.S.
District Court, Southern District of Florida, if in federal court.
BY ENTERING INTO THIS AGREEMENT, CONTRACTOR AND CITY
EXPRESSLY WAIVE ANY RIGHTS EITHER PARTY MAY HAVE TO A TRIAL BY
JURY OR ANY CIVIL LITIGATION RELATED TO, OR ARISING OUT OF, THIS
AGREEMENT.
4.18 ENTIRETY OF AGREEMENT
This writing and any exhibits and/or attachments incorporated (and/or
otherwise referenced for incorporation) herein embody the entire Agreement
and understanding between the parties hereto, and there are no other
agreements and understandings, oral or written, with reference to the subject
matter hereof that are not merged herein and superseded hereby.
4.19 INSURANCE REQUIREMENTS
The Contractor shall not commence any work and/or Services pursuant to this
Agreement until all insurance required under this Section has been obtained
and such insurance has been reviewed and approved by the City's Risk
Manager. Contractor shall maintain and carry in full force during the term of
this Agreement the following insurance:
1. Contractor General Liability, in the amount of$1,000,000, naming the City
of Miami Beach, Florida as an additional insured.
2. Workers Compensation & Employers Liability, as required pursuant to
Florida Statutes.
All insurance required hereunder must be furnished by insurance companies
authorized to do business in the State of Florida.
Original certificates of insurance for the above coverage must be submitted to
the City's Risk Manager at the Office of the Risk Manager of the City of Miami
Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139.
The Contractor is solely responsible for obtaining and submitting all insurance
certificates for its sub-contractors.
All insurance policies must be issued by companies authorized to do business
under the laws of the State of Florida. The companies must be rated no less
than "B+" as to management and not less than "Class VI" as to strength by
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the latest edition of Best's Insurance Guide, published by A.M. Best
Company, Oldwick, New Jersey, or its equivalent.
Compliance with the foregoing requirements shall not relieve the Contractor of
the liabilities and obligations under this Section or under any other portion of
this Agreement, and the City shall have the right to obtain from the Contractor
specimen copies of the insurance policies in the event that submitted
certificates of insurance are inadequate to ascertain compliance with required
overage.
All of Contractor's certificates, as required in this Section 4.19 (1), shall
contain endorsements providing that written notice shall be given to the City at
least thirty (30) days prior to termination, cancellation or reduction in coverage
in the policy. The insurance certificate for the General Liability shall reflect that
the City is an additional insured.
The Contractor shall not commence any work and/or Services pursuant to this
Agreement until the City's Risk Manager has received, reviewed and
approved, in writing, certificates of insurance showing that the requirements of
this Section (in its entirety) have been met and provided for.
4.20 LIMITATION OF CITY'S LIABILITY
The City desires to enter into this Agreement only if in so doing the City can
place a limit on the City's liability for any cause of action for money damages
due to an alleged breach by the City of this Agreement, so that its liability for
any such breach never exceeds the sum of $1,000. Contractor hereby
expresses its willingness to enter into this Agreement with Contractor's
recovery from the City for any damage action for breach of contract to be
limited to a maximum amount of$1,000.
Accordingly, and notwithstanding any other term or condition of this
Agreement, Contractor hereby agrees that the City shall not be liable to the
Contractor for damages in an amount in excess of$1,000 for any action or
claim for breach of contract arising out of the performance or non-
performance of any obligations imposed upon the City by this Agreement.
Nothing contained in this paragraph or elsewhere in this Agreement is in any
way intended to be a waiver of the limitation placed upon the City's liability as
set forth in Section 768.28, Florida Statutes.
4.21 CONTRACTOR'S COMPLIANCE WITH FLORIDA PUBLIC RECORDS LAW
Pursuant to Section 119.0701 of the Florida Statutes, if the Contractor meets
the definition of"Contractor" as defined in Section 119.0701(1)(a), the
Contractor shall:
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a) Keep and maintain public records that ordinarily and necessarily would
be required by the public agency in order to perform the service;
b) Provide the public with access to public records on the same terms
and conditions that the public agency would provide the records and at a cost
that does not exceed the cost provided in this chapter or as otherwise
provided by law;
c) Ensure that public records that are exempt or confidential and exempt
from public records disclosure requirements are not disclosed except as
authorized by law; and
d) Meet all requirements for retaining public records and transfer to the
City, at no City cost, all public records created, received, maintained and/or
directly related to the performance of this Agreement that are in possession of
the Contractor upon termination of this Agreement. Upon termination of this
Agreement, the Contractor shall destroy any duplicate public records that are
exempt or confidential and exempt from public records disclosure
requirements. All records stored electronically must be provided to the City in a
format that is compatible with the information technology systems of the City.
For purposes of this Article, the term "public records" shall mean all
documents, papers, letters, maps, books, tapes, photographs, films, sound
recordings, data processing software, or other material, regardless of the
physical form, characteristics, or means of transmission, made or received
pursuant to law or ordinance or in connection with the transaction of official
business of the City.
Contractor's failure to comply with the public records disclosure requirement
set forth in Section 119.0701 of the Florida Statutes shall be a breach of this
Agreement.
In the event the Contractor does not comply with the public records disclosure
requirement set forth in Section 119.0701 of the Florida Statutes, the City
may, at the City's sole discretion, avail itself of the remedies set forth under
this Agreement and available at law.
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IN WITNESS WHEREOF, the parties hereto have caused this Agreement to
be executed by their appropriate officials, as of the date first entered above.
FOR CITY:
731
CITY OF MIAMI BEACH, FLORIDA
Rafael E. Granado, Cf t k........./7 1 Dan Gelber, Mayor
t
.INCORPI CRATED 3
t\ 9 Date
26
FOR CONTRACTOR:
yW'
ATTEST: MIAMI RESCUE MISSION, INC.
a Florida not-for-profit corporation
By: By:
Sec esident
Date
APPROVED AS TO
FORM & LANGUAGE
8ZEX?CUTION
O
City Attorney Dote
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EXHIBIT "A"
"SCOPE OF SERVICES"
The Contractor agrees to provide the following services to individuals and families
referred for emergency shelter placement:
Service Units of Service Documentation of Service
Bed Roster Report 1 Report Daily Attendance Roster
Emergency Housing 15 beds per day, Attendance Roster
365 days per year*
Meals 3 meals per day/ Attendance Roster
per client placed
Related Definitions: The City's goal is to reduce homelessness by providing
emergency shelter to homeless persons as a means of transitioning them to
stability and, ultimately, permanent housing. The City adheres to a strengths-
based client engagement strategy that seeks to utilize a client's strengths to
devise plans that incorporate these natural strengths to overcome existing service
gaps or personal barriers. We seek to adhere to cultural competency standards
and engage the client at his/her level of comprehension.
In order to achieve this and ensure that finite public resources are used efficiently,
the City will expect the following:
Intake & Consent — The Intake provides prospective clients with an overview of
shelter services and the benefits and expectations of program participation. Client
consents required for program participation are executed by the City enabling the
provision of further services by the City and Contractor.
Assessment — An assessment documents the natural supports and needs of the
client and his/her family. The assessment also indicates the client's number in the
Homeless Management Information System (HMIS). This will be done by the City.
Care Plan (Provided by the City) — The Care Plan outlines the specific strategies
and steps to be taken by the client to address personal and family stability and the
subsequent goal of obtaining permanent housing. The plan identifies the issues to
be addressed and the respective community-based agencies or resources that will
be harnessed in response. The Care Plan should evolve to guide clients to
permanent housing and independent living.
Care Plan Contact/Progress Update (Provided by the City) — A Care Plan
Contact provides an opportunity to monitor the client's progress towards the goals
identified via the Care Plan as well as to identify any new concerns or issues that
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require address through referral. A Care Plan Contact is conducted in person. The
contact will document following minimum criteria:
• Progress on the Care Plan is reviewed and documented
• The identification of any additional needs were discussed and, when
appropriate, referrals were subsequently issued
Care Plan Contacts are to take place within the following timeframes:
• Care Plan Contact#1: Three business (3) days of shelter placement
• Care Plan Contact#2 and forward:Weekly
Care Plan Close-Out (Provided by the City) — The Care Plan Close-Out
documents the client's successful completion of all items and strategies identified in
the Care Plan. Conversely, failure to complete the Care Plan should trigger a referral
to an alternate program or exploration of alternate options for the client including
termination. Clients are expected to demonstrate ongoing progress towards
independence as a condition of program participation.
A Care Plan Close-Out is conducted in person with the client. The contact will
document following minimum criteria:
• Completion of the Care Plan is reviewed and documented
• Documentation of client destination (i.e. independent housing, supportive
housing, other shelter, etc.
Discharge Planning (Provided by the City) – Discharge typically results under two
conditions:
1. The client has failed to adhere to his/her Care Plan and is being terminated
for cause; or
2. The client is ready to be transitioned to an alternate housing environment
(which may include relocation; an alternate shelter; transitional, supportive
and permanent housing).
Clients whose cause for failure cannot be clearly ascertained should be placed on
notice and trigger an interventional action. Such notice should include immediate
intervening steps (Care Plan amendment) that the client is required to take in order
to maintain his/her program enrollment. As with all Care Plan items, specific
strategies and benchmarks (including timelines) must be included.
Clients who willfully fail adherence to their Care Plans should be discharged as
soon as they violate Care Plan requirements. Clients who are being terminated for
cause should be notified in writing as to the reason(s) for termination.
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Client Termination — The Contractor may terminate clients for failure to adhere to
shelter rules. The Contractor will notify the City in writing of any terminations and the
reasons for such termination.
Service Deliverables
The City expects that the following services to be provided, as appropriate:
1. Testing for tuberculosis within forty-eight (48) business hours of
admittance to shelter.
2. Clients will receive case management services from the City with an
emphasis on obtaining stability, entitlements, and housing. This includes:
a. Development of a Care Plan and documentation of contacts;
b. Referrals for specialized health, substance abuse, mental health
screening and treatment will be made for clients based on need or
their request;
c. Referral to other entitlement services including, but not limited to,
Veterans Administration, SNAP and Medicaid;
d. Referral to educational and vocational training;
e. Create and maintain client resume on file;
f. Referral for employment; and
g. Referral to permanent housing, among other services
3. Clean clothing and hygiene products, if available.
4. Random drug and alcohol tests will be conducted monthly and/or at shelter
staffs discretion with test results included in clients case file.
5. The City reserves the right to conduct periodic audits of client files to
ensure adherence to service benchmarks.
Employee/ Contractor File Review
The following documentation must be included in the employee/Contractor file for
those employees/Contractors providing services under this contract. The following
must be included in the employee files:
• Employment Application
• Evidence of degree/credentials
• Job Description Signed by Employee
• Evidence of Required Experience
• Florida Background Criminal Screening
• Proof of Knowledge of Policies & Procedures
• Confidentiality Agreement Re: Client Information
• Documentation of Agency Training/In-Service Training
• Evidence of completion of mandatory inclusion training provided by Pridelines
• 1-9 Verification on File
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The City reserves the right to inspect employee/Contractor files with due notice (at
least forty-eight (48) hours in advance of planned site visit) to ensure adherence to
contractual expectations.
Reporting Requirements
The Contractor will provide the City with a reimbursement request and appropriate
backup documentation by 5:00 PM on the fifth (5th) of the following month. In the
event that the fifth of the month lands on a Saturday, Sunday or holiday, the report
must be submitted the following business day.
Monthly reimbursement requests will be submitted via any of the following methods:
• Electronic mail
• Standard mail
• Hand delivery
Monitoring & Performance Reviews
The City reserves the right to inspect, monitor and/or audit the Contractor to ensure
contractual compliance. This includes, but is not limited to:
• Review of on-site service delivery
• Inspection and review of client, budgetary and employee files (for those
employees providing services under this contract)
The City will provide the Contractor a minimum of two (2) business days' notice prior
to a monitoring visit.
Partner Performance Ratings
The Contractor agrees that its Partner Performance Rating, the score awarded for
performance on the following measures, will be posted on the City's website on a bi-
annual basis:
• Timely and accurate submissions of monthly financial reports
(reimbursement requests)
Ratings will be given for each performance measure based on the following:
Performance Measure Ratin• Rationale &Scor-
f Timely and accurate submissions of "0" for failing to submit accurate report with
monthly financial reports (reimbursement back-up material on time; "25" for
requests) submitting accurate report on time
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r Delivery of contracted service units and r Possible score of 0 to 50 based upon
anticipated outcome measures completion of monthly projected service
units. Score is pro-rated if total
projected service units are not met.
Please note that clients are expected to
transition to permanent housing within
90 days of placement
Service Benchmarks
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Daily Bed Vacancy Report •Beds available for client placement including vacancies
created through client discharge and termination
Termination •Client Destination after discharge and/or reason for
program termination as reported through the Daily Bed
Report
Service Deliverables
Service Frequency Methodology Timeframe
Daily Bed 1 Report Daily Electronic mail Daily by 9am, excluding
Vacancy Report legal holidays
Meals 3 meals per day, Miami Rescue As appropriate
per client placed Mission
Service Documentation
Services will be deemed as provided when the following documentation is
provided within the noted timeframes:
Service Documentation Timeframe
Daily Bed Vacancy Bed Roster By 9am weekdays,
Report excluding holidays
Termination Client destination after discharge and/or Within 24 hours of
reason for program termination as contact and/or
reported through the Daily Bed Report service provision
Training Requirements
Care management personnel will be required to complete the following
trainings prior to service provision:
City of Miami Beach-Miami Rescue Mission Page 17
Training and Development 1. Transition Planning
2. Monthly Reporting & Billing
3. Quarterly Staff Development
4. LGBTQ Training: Pridelines
5. Interagency Referrals
Additional Documentation
The following documentation must be submitted with this executed
agreement:
• All required insurance certificates
• Copy of current audit J
• Copy of required business licenses and permits 7 NIP
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