1555 LIHEAP Funding AgrmtFLORIDA DEPARTMENT of
ECONOMIC OPPORTUNITY
LOW-INCOME ROME ENERGY ASSISTANCE PROGRAM
(LIHEAP)
FY 2013-2014
CONTRACT PACKAGE
STATE OF FLORIDA
DEPARTMENT OF ECONOMIC OPPORTUNITY
CFDA Number: 93.568
Contract Number: 13EA- OF- 06 -69 -02-028
FEDERALLY - FUNDED SUBGRANT AGREEMENT
THIS AGREEMENT is entered into by the State of Florida, Department of Economic Opportunity, with
headquarters in Tallahassee, Florida (hereinafter referred to as the "Department "), and Sanford, City of, Post
Office Box 1788 Sanford Florida 32772 -1788 (hereinafter referred to as the "Recipient ").
THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING REPRESENTATIONS:
A. The Recipient represents that it is fully qualified and eligible to receive these grant funds to provide
the services identified herein; and
B. The Department has received these grant funds from the State of Florida, and has the authority to
subgrant these funds to the Recipient upon the terms and conditions below; and
C. The Department has statutory authority to disburse the funds under this Agreement.
THEREFORE, the Department and the Recipient agree to the following:
(1) SCOPE OF WORK
The Recipient shall perform the work in accordance with the Scope of Work (Attachment A), and Budget
Summary and Workplan (Attachment J), of this Agreement.
(2) INCORPORATION OF LAWS RULES REGULATIONS AND POLICIES
The Recipient and the Department shall be governed by applicable state and federal laws, rules and
regulations, including those identified in Attachment B.
(3) PERIOD OF AGREEMENT
This Agreement shall begin upon execution by both parties or March 1, 2013, whichever is earlier, and
shall end March 31, 2014, unless terminated earlier in accordance with the provisions of Paragraph (12) of this
Agreement.
(4) MODIFICATION OF CONTRACT
Either party may request modification of the provisions of this Agreement. Changes which are agreed
upon shall be valid only when in writing, signed by each of the parties, and attached to the original of this
Agreement.
(5) RECORDKEEPING
(a) As applicable, Recipient's performance under this Agreement shall be subject to the federal
"Common Rule: Uniform Administrative Requirements for State and Local Governments" (53 Federal Register
8034) or OMB Circular No. A -] 10 (now 2 CFR Part 215), "Grants and Agreements with Institutions of Higher
Education, Hospitals, and Other Nonprofit Organizations," and either OMB Circular No. A -87 (now 2 CFR Part
225), "Cost Principles for State and Local Governments," OMB Circular No. A -21 (now 2 CFR Part 220), "Cost
Principles for Educational Institutions," or OMB Circular No. A -122 (now 2 CFR Part 230), "Cost Principles for
Principles for Educational Institutions," or OMB Circular No. A -122 (now 2 CFR Part 230), "Cost Principles for
Nonprofit Organizations." If this Agreement is made with a commercial (for - profit) organization on a cost -
reimbursement basis, the Recipient shall be subject to Federal Acquisition Regulations 31.2 and 931.2.
(b) The Recipient shall retain sufficient records to show its compliance with the terms of this
Agreement, and the compliance of all subcontractors or consultants paid from funds under this Agreement, for a
period of five years from the date the audit report is issued, and shall allow the Department or its designee, the
State Chief Financial Officer or the State Auditor General access to the records upon request. The Recipient shall
ensure that audit working papers are available to them upon request for a period of five years from the date the
audit report is issued, unless extended in writing by the Department. The five year period may be extended for
the following exceptions:
1. If any litigation, claim or audit is started before the five year period expires, and extends
beyond the five year period, the records shall be retained until all litigation, claims or audit findings involving the
records have been resolved.
2. Records for the disposition of non - expendable personal property valued at $5,000 or more at
the time it is acquired shall be retained for five years after final disposition.
3. Records relating to real property acquired shall be retained for five years after the closing on
the transfer of title.
(c) The Recipient shall maintain all records for the Recipient and for all subcontractors or
consultants to be paid from funds provided under this Agreement, including documentation of all program costs,
in a form sufficient to determine compliance with the requirements and objectives of the Budget and Scope of
Work and all other applicable laws and regulations.
(d) The Recipient, its employees or agents, including all subcontractors or consultants to be paid
from funds provided under this Agreement, shall allow access to its records at reasonable times to the
Department, its employees, and agents. "Reasonable" shall ordinarily mean during normal business hours of 8:00
a.m. to 5:00 p.m., local time, on Monday through Friday. "Agents" shall include, but not be limited to, auditors
retained by the Department.
(b) AUDIT RE UMEMENTS
(a) The Recipient agrees to maintain financial procedures and support documents, in accordance
with generally accepted accounting principles, to account for the receipt and expenditure of funds under this
Agreement.
(b) These records shall be available at reasonable times for inspection, review, or audit by state
personnel and other personnel authorized by the Department. "Reasonable" shall ordinarily mean normal
business hours of 8:00 a.m. to 5:00 p.m., local time, Monday through Friday.
(c) The Recipient shall provide the Department with the records, reports or financial statements upon
request for the purposes of auditing and monitoring the funds awarded under this Agreement.
2
(d) If the Recipient is a state or local government or a non - profit organization as defined in OMB
Circular A -133, and in the event that the Recipient expends $500,000 or more in Federal awards in its fiscal year,
the Recipient must have a single or program- specific audit conducted in accordance with the provisions of OMB
Circular A -133. EX14IBIT 1 to this Agreement shows the Federal resources awarded through the Department by
this Agreement. In determining the Federal awards expended in its fiscal year, the Recipient shall consider all
sources of Federal awards, including Federal resources received from the Department. The determination of
amounts of Federal awards expended should be in accordance with the guidelines established by OMB Circular
A -133. An audit of the Recipient conducted by the Auditor General in accordance with the provisions of OMB
Circular A -133 will meet the requirements of this paragraph.
In connection with the audit requirements addressed in this Paragraph. 6 (d) above, the Recipient shall
fulfill the requirements for auditee responsibilities as provided in Subpart C of OMB Circular A -133.
If the Recipient expends less than $500,000 in Federal awards in its fiscal year, an audit conducted in
accordance with the provisions of OMB Circular A -133 is not required. In the event that the Recipient expends
less than $500,000 in Federal awards in its fiscal year and chooses to have an audit conducted in accordance with
the provisions of OMB Circular A -133, the cost of the audit must be paid from non - Federal funds.
(e) Send copies of reporting packages and any management letters issued by the auditor for audits
conducted in accordance with OMB Circular A -133 and required by subparagraph (d) above, when required by
Section .320 (d), OMB Circular A -133, by or on behalf of the Recipient to the Department of Economic
Opportunity at the following address:
Department of Economic Opportunity
Office of Audit Services
107 East Madison Street
MSC 130
Tallahassee, Florida 32399 -4120
(also send an electronic copy to Ms. Ginny Helwig at: inn .helwi deo.m florida.com)
Send the Single Audit reporting package and Fonn SF -SAC to the Federal Audit Clearinghouse by submission
online at
http://Iiarvester.ceiisus.Rov/fae/collect/ddeindex.html
And to any other Federal agencies and pass - through entities in accordance with Sections .320 (e) and (f), OMB
Circular A -133.
(f) Pursuant to Section 320 (f), OMB Circular A -133, the Recipient shall send a copy of the
reporting package described in Section .320 (c), OMB Circular A -133, and any management letter issued by the
auditor, to the Department at the following addresses:
Department of Economic Opportunity
Office of the Inspector General
107 East Madison Street
MSC 130
Tallahassee, Florida 32399 -4120
And
Department of Economic Opportunity
Division of Community Development
Office of Dousing and Community Development
Community Assistance Section
107 East Madison Street
MSC 400
Tallahassee, Florida 32399 -4120
(g) By the date due, send any reports, management letter, or other information required to be
submitted to the Department pursuant to this Agreement in accordance with OMB Circular A -133, Florida
Statutes, and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for - profit organizations),
Rules of the Auditor General, as applicable.
(h) Recipients should state the date that the reporting package was delivered to the Recipient when
submitting financial reporting packages to the Department for audits done in accordance with OMB Circular A-
133 or Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for - profit organizations), Rules of
the Auditor General,
(i) If the audit shows that all or any portion of the funds disbursed were not spent in accordance with
the conditions of this Agreement, the Recipient shall be held liable for reimbursement to the Department of all
funds not spent in accordance with these applicable regulations and Agreement provisions within thirty calendar
days after the Department has notified the Recipient of such non - compliance.
0) The Recipient shall have all audits completed by an independent certified public accountant
(IPA), either a certified public accountant or a public accountant licensed under Chapter 473, Fla. Stat The IPA
shall state that the audit complied with the applicable provisions noted above. The audit must be received by the
Department no later than nine months from the end of the Recipient's fiscal year.
(7) REPORTS
(a) The Recipient shall provide the Department with monthly reports, quarterly reports, and a close-
out report. These reports shall include the current status and progress by the Recipient and all subrecipients and
subcontractors in completing the work described in the Scope of Work and the expenditure of funds under this
Agreement, in addition to any other information requested by the Department.
11
(b) Monthly reports are due to the Department no later than the twenty -first day of each month
following the end of the reporting month in which funds were expended. In the event the twenty -first day of the
month falls on a weekend day or holiday, the monthly report shall be due no later than the next business day.
(c) Quarterly reports are due to the Department no later than twenty -one calendar days after the end
of each quarter of the program year and shall be sent each quarter until submission of the administrative close -out
report. The ending dates for each quarter of the program year are March 31, June 30, September 30 and
December 31. In the event the twenty -first day of the month falls on a weekend day or holiday, the quarterly
report shall be due no later than the next business day.
(e) The close -out report is due forty -five calendar days after termination of this Agreement or forty-
five calendar days after completion of the activities contained in this Agreement, whichever first occurs. In the
event the forty -fifth day falls on a weekend day or holiday, the close -out report shall be due no later than the next
business day.
(d) If all required reports and copies are not sent to the Department or are not completed in a manner
acceptable to the Department, the Department shall withhold further payments until they are completed or may
take other action as stated in Paragraph (11) REMEDIES. "Acceptable to the Department" means'that the work
product was completed in accordance with the Budget and Scope of Work.
(e) The Recipient shall provide additional program updates or information that may be required by
the Department.
(f) The Recipient shall provide additional reports and information identified in
Attachment C.
(8) MONITORING
The Recipient shall monitor its performance under this Agreement, as well as that of its
subcontractors and/or consultants who are paid from funds provided under this Agreement, to ensure that the
Scope of Work and other performance goals are being achieved. A review shall be done for each function or
activity in Attachment A to this Agreement, and reported in the quarterly report.
In addition to reviews of audits conducted in accordance with Paragraph (6) above, monitoring
procedures may include, but not be limited to, on-site visits by Department staff, limited scope audits, and /or
other procedures. The Recipient agrees to comply and cooperate with any monitoring procedures /processes
deemed appropriate by the Department. In the event that the Department determines that a limited scope audit of
the Recipient is appropriate, the Recipient agrees to comply with any additional instructions provided by the
Department to the Recipient regarding such audit. The Recipient further agrees to comply and cooperate with
any inspections, reviews, investigations or audits deemed necessary by the Florida Chief Financial Officer or
Auditor General. In addition, the Department will monitor the performance and financial management by the
Recipient throughout the contract term to ensure timely completion of all tasks.
5
(9) LIABILI'T'Y
(a) Unless Recipient is a state agency or subdivision, as defined in Section 768.28, FIa. Stat. the
Recipient is solely responsible to parties it deals with in carrying out the terms of this Agreement, and shall hold
the Department harmless against all claims of whatever nature by third parties arising from the work performed
under this Agreement. For purposes of this Agreement, Recipient agrees that it is not an employee or agent of the
Department, but is an independent contractor.
(b) Any Recipient which is a state agency or subdivision, as defined in Section 768.28, Fla. Stat.
agrees to be fully responsible for its negligent or tortious acts or omissions which result in claims or suits against
the Department, and agrees to be liable for any damages proximately caused by its acts or omissions to the extent
set forth in Section 768.28, Fla. Stat. Nothing herein is intended to serve as a waiver of sovereign immunity by
any Recipient to which sovereign immunity applies. Nothing herein shall be construed as consent by a state
agency or subdivision of the State of Florida to be sued by third parties in any matter arising out of any contract.
(10) DEFAULT
If any of the following events occur ( "Events of Default "), all obligations on the part of the
Department to make further payment of funds shall, if the Department elects, terminate and the Department has
the option to exercise any of its remedies set forth in Paragraph (11). However, the Department may make
payments or partial payments after any Events of Default without waiving the right to exercise such remedies,
and without becoming liable to make any further payment:
(a) If any warranty or representation made by the Recipient in this Agreement or any previous
agreement with the Department is or becomes false or misleading in any respect, or if the Recipient fails to keep
or perform any of the obligations, terms or covenants in this Agreement or any previous agreement with the
Department and has not cured them in timely fashion, or is unable or unwilling to meet its obligations under this
Agreement;
(b) If material adverse changes occur in the financial condition of the Recipient at any time during
the term of this Agreement, and the Recipient fails to cure this adverse change within thirty calendar days from
the date written notice is sent by the Department.
(c) If any reports required by this Agreement have not been submitted to the Department or have
been submitted with incorrect, incomplete or insufficient information;
(d) If the Recipient has failed to perform and complete in timely fashion any of its obligations under
this Agreement.
(11) REMEDIES
If an Event of Default occurs, and the Department provides written notice to the Recipient, the
Department may exercise any one or more of the following remedies, either concurrently or consecutively:
(a) Terminate this Agreement if the Recipient has not cured the default within thirty calendar days of
receipt of written notice of an Event of Default;
(b) Begin an appropriate legal or equitable action to enforce performance of this Agreement;
M
(c) Withhold or suspend payment of all or any part of a request for payment;
(d) Exercise any corrective or remedial actions, to include but not be Iimited to:
1. request additional information from the Recipient to determine the reasons for or the extent
of non - compliance or lack of performance,
2. issue a written warning to advise that more serious measures may be taken if the situation is
not corrected,
3. advise the Recipient to suspend, discontinue, or refrain from incurring costs for any activities
in question, or
4. require the Recipient to reimburse the Department for the amount of costs incurred for any
items determined to be ineligible;
(e) Exercise any other rights or remedies which may be otherwise available under law.
Pursuing any of the above remedies will not keep the Department from pursuing any other remedies
in this Agreement or provided at law or in equity. If the Department waives any right or remedy in this
Agreement or fails to insist on strict performance by the Recipient, it will not affect, extend or waive any other
right or remedy of the Department, or affect the later exercise of the same right or remedy by the Department for
any other default by the Recipient.
(12) TERMINATION
(a) The Department may terminate this Agreement for cause with thirty calendar days written notice.
Cause can include misuse of funds, fraud, lack of compliance with applicable rules, laws and regulations, failure
to perform in a timely manner, failure to cure an Event of Default within thirty calendar days from receipt of the
notice, or refusal by the Recipient to permit public access to any document, paper, letter, or other material subject
to disclosure under Chapter 119, Fla. Stat as amended.
(b) The Department may terminate this Agreement for convenience or when it determines, in its sole
discretion, that continuing the Agreement would not produce beneficial results in line with the further expenditure
of funds, by providing the Recipient with thirty calendar days prior written notice.
(c) The parties may agree to terminate this Agreement for their mutual convenience through a
written amendment of this Agreement. The amendment shall state the effective date of the termination and the
procedures for proper closeout of the Agreement.
(d) If the Department issues a notice of Event of Default, the Recipient shall not incur new
obligations during the thirty day cure period. If the Department determines that the Recipient has cured the Event
of Default within the thirty day cure period, the Department will provide notice to the Recipient that it may
resume incurring new obligations. Costs incurred for new obligations after receipt of the notice of Event of
Default will be disallowed. The Recipient shall not be relieved of liability to the Department because of any
breach of this Agreement by the Recipient. The Department may, to the extent authorized by law, withhold
payments to the Recipient for the purpose of set -off until the exact amount of damages due the Department from
the Recipient is determined.
7
(13) NOTICE AND CONTACT
(a) All notices provided under or pursuant to this Agreement shall be in writing delivered, by
standard mail or electronic methods, to the representative identified below at the address and email set forth
below and said notification attached to the original of this Agreement.
(b) The name and address of the Division contract manager for this Agreement is:
Paula Lemino, Community Program Manager
Department of Economic Opportunity
Division of Community Development
Office of Housing and Community Development
Community Assistance Section
107 East Madison Street
MSC 400
Tallahassee, Florida 32399 -4120
Email: paula.lemrno @deo.myflorida.com
(c) The name and address of the Representative of the Recipient responsible for the
administration of this Agreement is stated in Attachment 1, Recipient Information, of this Agreement.
(d) In the event that different representatives or addresses are designated by either party after
execution of this Agreement, notice of the name, title and address of the new representative will be provided as
stated in (I 3)(a) above.
(14) SUBCONTRACTS
If the Recipient subcontracts any of the work required under this Agreement, a copy of the unsigned
subcontract must be forwarded to the Department for review and approval before it is executed by the Recipient.
The Recipient agrees to include in the subcontract that (i) the subcontractor is bound by the terms of this
Agreement, (ii) the subcontractor is bound by all applicable state and federal laws and regulations, and (iii) the
subcontractor shall hold the Department and Recipient harmless against all claims of whatever nature arising out
of the subcontractor's performance of work under this Agreement, to the extent allowed by law. The Recipient
shall document in the quarterly report the subcontractor's progress in performing its work under this Agreement.
For each subcontract, the Recipient shall provide a written statement to the Department as to whether
that subcontractor is a minority vendor, as defined in Section 288.703, Fla. Stat
(15) TERMS AND CONDITIONS
This Agreement contains all the terrns and conditions agreed upon by the parties.
(16) ATTACHMENTS
(a) All attachments to this Agreement are incorporated as if set out fully.
(b) In the event of any inconsistencies or conflict between the language of this Agreement and the
attachments, the language of the attachments shall control, but only to the extent of the conflict or inconsistency.
(c) This Agreement has the following attachments (check all that are applicable):
® Exhibit I - Funding Sources
Attachment A - Scope of Work
® Attachment B - Program Statutes and Regulations
® Attachment C - Reports
® Attachment D - Property Management and Procurement
Attachment E - Statement of Assurances
❑ Attachment F - Special Conditions
® Attachment G - Warranties and Representations
® Attachment H - Certification Regarding Debarment
® Attachment I - Recipient Information
® Attachment 7 - Budget Summary and Workplan
® Attachment K - Budget Detail
® Attachment L - Multi- County Fund Distribution
® Attachment M - Justification of Advance Payment
(17) FUNDING/CONSIDERATION
(a) This is a cost - reimbursement Agreement. The Recipient shall be reimbursed for costs incurred in
the satisfactory performance of work hereunder in an amount not to exceed $-1,.075,247, _ subject to the availability
of funds and appropriate budget authority. Until the Department provides further notice to the Recipient,
however, the Recipient is only authorized to incur costs in an amount not to exceed $ 419,346 . As funds and
budget authority are available, changes to the costs the Recipient may incur will be accomplished by notice from
the Department to the Recipient by written notice to the Recipient's contact person identified in Attachment 1,
Recipient Information. The terms of the Agreement shall be considered to have been modified to allow the
Recipient to incur additional costs upon the Recipient's receipt of the written notice from the Department.
(b) Any advance payment under this Agreement is subject to Section 216.181(16), FIa.Stat. and is
contingent upon the Recipient's acceptance of the rights of the Department under Paragraph (I 2)(b) of this
Agreement. The amount which may be advanced may not exceed the expected cash needs of the Recipient
within the first two (2) months of the contract term. Any advance payment is also subject to federal OMB
Circulars A -87 (now 2 CFR Part 225), A -110 (now 2 CFR Part 215), A -122 (now 2 CFR Part 23 0) and the Cash
Management Improvement Act of 1990. If an advance payment is requested, the budget data on which the
request is based and a justification statement shall be included in this Agreement as Attachment M. Attachment
M will specify the amount of advance payment needed and provide an explanation of the necessity for and
proposed use of these funds.
(c) After the initial advance, if any, payment shall be made on a reimbursement basis. The Recipient
agrees to expend funds in accordance with the Scope of Work (Attachment A), and Administrative and Outreach
Expense Budget Detail (Attachment K), of this Agreement.
X
If the necessary funds are not available to fund this Agreement as a result of action by the United
States Congress, the federal Office of Management and Budgeting, the State Chief Financial Officer, or under
Subparagraph (19)(h) of this Agreement, all obligations on the part of the Department to make any further
payment of funds shall terminate, and the Recipient shall submit its closeout report within thirty calendar days of
receiving notice from the Department.
(18) REPAYMENTS
All refunds or repayments to be made to the Department under this Agreement are to be made
payable to the order of "Department of Economic Opportunity" and mailed directly to the Department at the
following address: Department of Economic Opportunity
Division of Community Development
Office of Housing and Community Development
Community Assistance Section
107 East Madison Street
MSC 400
Tallahassee, Florida 32399 -4120
In accordance with Section 215.34(2), Fla. Stat. if a check or other draft is returned to the
Department for collection, Recipient shall pay to the Department a service fee of Fifteen Dollars ($15.00) or Five
Percent (5 %) of the face amount of the returned check or draft, whichever is greater.
(19) MANDATED CONDITIONS
(a) The validity of this Agreement is subject to the truth and accuracy of all the information,
representations, and materials submitted or provided by the Recipient in this Agreement, in any later submission
or response to a Department request, or in any submission or response to fulfill the requirements of this
Agreement. All of said information, representations, and materials are incorporated by reference. The inaccuracy
of the submissions or any material changes shall, at the option of the Department and with thirty calendar days
written notice to the Recipient, cause the termination of this Agreement and the release of the Department from
all of its obligations to the Recipient.
(b) This Agreement shall be construed under the laws of the State of Florida, and venue for any
actions arising out of this Agreement shall be in the Circuit Court of Leon County. If any provision of this
Agreement is in conflict with any applicable statute or rule, or is unenforceable, then the provision shall be null
and void to the extent of the conflict, and shall be severable, but shall not invalidate any other provision of this
Agreement.
(c) Any power of approval or disapproval granted to the Department under the terms of this
Agreement shall survive the term of this Agreement.
(d) This Agreement may be executed in any number of counterparts, any one of which may be taken
as an original.
10
(e) The Recipient agrees to comply with the Americans With Disabilities Act (Public Law 101 -336,
42 U.S.C. Section 12101 et seq .) and the Florida Civil Rights and Fair Housing Acts (sections 760.01 — 760.37,
Florida Statutes), which prohibit discrimination by public and private entities on the basis of disability in
employment, public accommodations, transportation, state and local government services, and
telecommunications,
(f) A person or organization who has been placed on the convicted vendor list following a
conviction for a public entity crime or on the discriminatory vendor list may not submit a bid on a contract to
provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the
construction or repair of a public building or public work, may not submit bids on leases of real property to a
public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a
contract with a public entity, and may not transact business with any public entity in excess of $25,000.00 for a
period of 36 months from the date of being placed on the convicted vendor list or on the discriminatory vendor
list.
(g) Any Recipient which is not a local government or state agency, and which receives funds under
this Agreement from the federal government, certifies, to the best of its knowledge and belief, that it and its
principals:
1. are not presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from covered transactions by a federal department or agency;
2. have not, within a 3 -year period preceding this proposal been convicted of or had a civil
judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining,
attempting to obtain, or performing a public (federal, state or Iocal) transaction or contract under public
transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery,
falsification or destruction of records, making false statements, or receiving stolen property;
3. are not presently indicted or otherwise criminally or civilly charged by a governmental entity
(federal, state or local) with commission of any offenses enumerated in Paragraph (I 9)(g)2. of this certification;
and
4. have not within a 3 -year period preceding this Agreement had one or more public
transactions (federal, state or local) terminated for cause or default.
If the Recipient is unable to certify to any of the statements in this certification, then the
Recipient shall attach an explanation to this Agreement.
In addition, the Recipient shall send to the Department (by email or by facsimile transmission)
the completed "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion"
(Attachment H) for each intended subcontractor which Recipient plans to fund under this Agreement. Such form
must be received by the Department before the Recipient enters into a contract with any subcontractor.
(h) The State of Florida's performance and obligation to pay under this Agreement is contingent
upon an annual appropriation by the Legislature, and subject to any modification in accordance with Chapter 216,
Fla. Stat or the Florida Constitution.
(i) All bills for fees or other compensation for services or expenses shall be submitted in detail
sufficient for a proper preaudit and postaudit thereof.
0) Any bills for travel expenses shall be submitted in accordance with Section 112.061, Fla. Stat
(k) The Department of Economic Opportunity reserves the right to unilaterally cancel this
Agreement if the Recipient refuses to allow public access to all documents, papers, letters, or other material
subject to the provisions of Chapter 119, Fla. Stat which the Recipient created or received under this Agreement.
(1) If the Recipient is allowed to temporarily invest any advances of funds under this Agreement,
any interest income shall either be returned to the Department or be applied against the Department's obligation
to pay the contract amount.
(m) The State of Florida will not intentionally award publicly - funded contracts to any contractor who
knowingly employs unauthorized alien workers, constituting a violation of the employment provisions contained
in S U.S.C. Section 1324a(e) [Section 274A(e) of the Immigration and Nationality Act ( "INA ")]. The
Department shall consider the employment by any contractor of unauthorized aliens a violation of Section
274A(e) of the INA. Such violation by the Recipient of the employment provisions contained in Section 274A(e)
of the INA shall be grounds for unilateral cancellation of this Agreement by the Department.
(n) The Recipient is subject to Florida's Government in the Sunshine Law (Section 286.011, Fla.
Stat. with respect to the meetings of the Recipient's governing board or the meetings of any subcommittee
making recommendations to the governing board. All of these meetings shall be publicly noticed, open to the
public, and the minutes of all the meetings shall be public records, available to the public in accordance with
Chapter 119, Fla. Stat.
(o) All unmanufactured and manufactured articles, materials, and supplies which are acquired for
public use under this Agreement must have been produced in the United States as required under 41 U.S.C. I Oa,
unless it would not be in the public interest or unreasonable in cost.
(20) LOBBYING PROHIBITION
(a) No funds or other resources received from the Department under this Agreement may be used
directly or indirectly to influence legislation or any other official action by the Florida Legislature or any state
agency.
(b) The Recipient certifies, by the authorized representative's signature to this Agreement, that to the
best of its knowledge and belief-
1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the
Recipient, to any person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in
connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal
12
loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment or
modification of any Federal contract, grant, loan or cooperative agreement.
2. If any funds other than Federal appropriated funds have been paid or will be paid to any
person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress,
an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal
contract, grant, loan or cooperative agreement, the Recipient shall complete and submit Standard Fonn -LLL,
"Disclosure form to Report Lobbying."
3. The Recipient shall require that this certification be included in the award documents for all
subawards (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and
that all subrecipients shall certify and disclose.
This certification is a material representation of fact upon which reliance was placed when this
transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into
this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required
certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such
failure.
(21) COPYRIGHT, PATENT AND TRADE-MARK
ANY AND ALL PATENT RIGHTS ACCRUING UNDER OR IN CONNECTION WITH THE
PERFORMANCE OF THIS AGREEMENT ARE HEREBY RESERVED TO THE STATE OF
FLORIDA. ANY AND ALL COPYRIGHTS ACCRUING UNDER OR IN CONNECTION WITH THE
PERFORMANCE OF THIS AGREEMENT ARE HEREBY TRANSFERRED BY THE RECIPIENT TO
THE STATE OF FLORIDA.
(a) If the Recipient has a pre- existing patent or copyright, the Recipient shall retain all rights and
entitlements to that pre- existing patent or copyright unless the Agreement provides otherwise.
(b) If any discovery or invention is developed in the course of or as a result of work or services
performed under this Agreement, or in any way connected with it, the Recipient shall refer the discovery or
invention to the Department for a determination whether the State of Florida will seek patent protection in its
name. Any patent rights accruing under or in connection with the performance of this Agreement are reserved to
the State of Florida. If any books, manuals, films, or other copyrightable material are produced, the Recipient
shall notify the Department. Any copyrights accruing under or in connection with the performance under this
Agreement are transferred by the Recipient to the State of Florida.
(c) Within thirty calendar days of execution of this Agreement, the Recipient shall disclose all
intellectual properties relating to the performance of this Agreement which Recipient knows or should know
could give rise to a patent or copyright. The Recipient shall retain all rights and entitlements to any pre - existing
intellectual property which is so disclosed. Failure to disclose will indicate that no such property exists. The
Department shall then, under Paragraph (b), have the right to all patents and copyrights which accrue during
performance of the Agreement.
13
(22) LEGAL AUTHORIZATION
The Recipient certifies that it has the legal authority to receive the funds under this Agreement and
that its governing body has authorized the execution and acceptance of this Agreement. The Recipient also
certifies that the undersigned person has the authority to legally execute and bind Recipient to the teens of this
Agreement.
(23) ASSURANCES
The Recipient shall comply with any Statement of Assurances incorporated as Attachment E.
14
« 6 ^ & k« y 9 ON m
IK
EXHIBIT 1
FUNDING SOURCES
THE FOLLOWING FEDERAL RESOURCES ARE AWARDED TO THE RECIPIENT UNDER THIS
AGREEMENT:
Separately list the following information for each federalprogram from which the resources awarded to the
Recipient originate:
Federal Program
Federal Agency: U.S. De artment of Health and Human Services
Catalog of Federal Domestic Assistance Title and Number:
Title: Low Income Home Energy Assistance Program
CFDA 4: 93.568
Grantee: Sanford, City of
Award Amount: $1,075,247
THE FOLLOWING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES
AWARDED UNDER THIS AGREEMENT:
Compliance Requirement Program
49. First applicable compliance requirement (e.g. eligible activities, Low Income Home Energy
services or commodities): Assistance Program
The Recipient will use the LIHEAP funds to provide energy
payment assistance to low income consumers. These funds will
be expended in accordance with the Scope of Work (Attachment
A), Program Statutes and Regulations (Attachment B), Budget
Summary and Workplan (Attachment J), applicable OMB
Circulars and the FY 2013 LIHEAP State Plan.
50. Second applicable compliance requirement (e.g. eligibility Low Income Home Energy
Requirements for recipients of the federal resources): Assistance Program
The Recipient will comply with applicable OMB Circulars and eligibility
requirements as set forth in U.S. Department of Health and Human Services
regulations codified in:
Title 45 of the Code of Federal Regulations, part 96 — Block Grants, and
Title 31 of the Code of Federal Regulations, part 205 — Cash Management Improvement
Act of 1990.
NOTE: For federal programs included in Exhibit 1, Section .400(d) of OMB Circular A-133 requires, and far
state projects included in Exhibit I, Section 215.97(5) (a), Florida Statutes, requires the information in Exhibit 1
to be provided to the Recipient.
16
FY 2013 LIHEAP AGREEMENT
ATTACHMENT A
SCOPE OF WORK
The Recipient shall comply with the following requirements, and if applicable, shall ensure all subcontracts
require compliance with the following requirements:
A. Program Requirements
(1) Conduct outreach activities designed to ensure that eligible households, especially households with
elderly or disabled individuals, young children and those with the highest percentage of their income
required to pay for their home energy are made aware of the assistance available under this
Agreement.
(2) Make home visits to home -bound clients, especially the elderly or disabled, for completion of the
program application or eligibility determination when other assistance is not adequate.
(3) The Recipient shall make payments to vendors on behalf of eligible applicants with the "highest home
energy needs and lowest household income," which will be determined by taking into account both the
energy burden and the unique situation of such households that results from having members of
vulnerable populations, including very young children, the disabled, and frail older individuals.
(4) The Recipient shall enter into a Memorandum of Understanding (MOU) with all Weatherization
Assistance Programs (WAP) in their service area. The MOU shall detail cooperative efforts and
shall describe the actions that will be taken by both parties to assure coordination, partnership and
referrals. The MOU shall be reviewed and renewed at least every five years. The Recipient, in
coordination with the local WAP agency, shall develop a system by which LIHEAP applicants who
have received more than three LIHEAP benefits in the last eighteen months and who are
.homeowners, are referred to the WAP provider. The Recipient shall maintain records sufficient to
document referrals.
(S) The Recipient shall enter into a Memorandum of Understanding (MOU) with service area
Emergency Home Energy Assistance for the Elderly Program (EHEAP) providers. The MOU will
ensure coordination of services, avoid duplication of assistance, and increase the quality of services
provided to elderly applicants. The MOU shall be reviewed and renewed at least every five years.
The MOU shall detail how LIHEAP and EHEAP records (for households with elderly members) will
be checked to avoid duplicate crisis assistance payments during the same season. The Recipient shall
maintain records sufficient to document coordination.
(6) The Recipient shall maintain a written policy and implement procedures to secure applicants' social
security numbers in order to protect their identity. At a minimum, this policy shall address the
handling of both paper and electronic records and files.
(7) Recipients serving multi - county areas shall provide the Department with a description of how direct
client assistance funds will be allocated among the counties. The allocation methodology must be
17
based at least in part on the 150% of poverty population within each of the counties served. This
information must be reported in Attachment L to this Agreement.
(8) When LIHEAP funds are not available or are insufficient to meet the emergency home energy needs of
an applicant, the Recipient shall assist the applicant to secure help through other community resources.
(9) The Recipient shall agree to treat owners and renters equitably under the Agreement.
(10) The Recipient shall develop and implement a written policy and procedure to assure that all energy
assistance payments made to energy vendors comply with the requirements of Attachment A,
Section D of this Agreement.
(11) The Recipient shall define in a written policy what criteria and verification will be used to determine
if a household has a "home energy crisis" and is eligible for crisis assistance. The policy must
encourage households to seek assistance prior to incurring non - energy penalties such as
disconnect /reconnect fees, additional deposit, interest or late payment penalties.
(12) The Recipient shall not charge applicants a fee or accept donations from an applicant to provide
LIHEAP benefits. This policy must be posted in a prominent place where it is visible to all
applicants and include the following language: No money, cash or checks, shall be requested or
received from customers in a LIHEAP office. If an employee asks for money, report this to the
agency Executive Director or Department Head.
(13) The Recipient shall be in a location and operate during hours available to clients.
(14) The Recipient shall refund, with non - federal funds, to the Department, all funds incorrectly paid on
behalf of clients that cannot be collected from the client.
(15) The Recipient shall have appropriate staff attend training sessions scheduled by the Department to
cover LIHEAP policies and procedures.
(Ib) The Recipient shall furnish training for all staff members assigned responsibilities within the
program.
(17) The Recipient shall take applications when it has a signed Agreement and adequate funding, and
continue taking applications until the Agreement expires or funds are exhausted, whichever comes
first.
(18) The Recipient shall have adequate procedures in place to ensure that LIHEAP funds are
appropriately budgeted and expended to sufficiently allow for energy assistance benefits in both the
heating and cooling seasons.
(19) The Recipient shall comply with the Federal Financial Accountability and Transparency Act (FFATA).
This includes securing a Dun and Bradstreet Numbering System (DUNS) number ( )yww.dnb.com ) and
maintaining an active and current profile in the Central Contractor Registration (CCR) ( www.ccr.g T ov ).
WIN
B. Customer Services and Benefits
(1) Make L114EAP home energy non - crisis assistance payments based on a state - provided payment
matrix and worksheet. The payment amount is based on the household's income level as compared to
the national poverty guidelines. This takes into account both gross income and family size.
(2) The following maximum benefits will be available to eligible households:
(a) One non - crisis benefit per twelve month period;
(b) One summer season home energy crisis benefit between April I and September 30 each year; and
(c) One winter season home energy crisis benefit between October I and March 31 each year.
(3) Based on local need for LIHEAP services and other non- LIHEAP energy assistance resources in their
service area, the Recipient may limit crisis benefits to less than those stated in subsection (2) above.
(4) Determine the correct amount of each crisis benefit based on the minimum necessary to resolve the crisis,
but not more than the maximum set by the Department. The maximum crisis benefit for this contract period
is $600.00 per household per season as set forth in subsection (2) above.
(5) When the applicant is not in a life threatening situation, take actions that will resolve the emergency
within forty -eight hours of the application approval for a crisis benefit.
(6) When the applicant is in a life threatening situation, take actions that will resolve the emergency
situation within eighteen hours of the application approval for a crisis benefit.
(7) Make home energy payments within thirty calendar days from the date the application is approved.
(8) The Recipient shall, within fifteen working days of receiving the client's application, furnish in
writing to all applicants a Notice of Approval which includes: the type and amount of assistance; the
name of the energy vendor to be paid on their behalf; and the next date when the applicant will be
eligible to apply for assistance.
(9) Recipients shall have written applicant appeal procedures that provide an opportunity for a fair
administrative hearing to individuals whose applications for assistance are denied or whose
applications are not acted upon with reasonable promptness. "Reasonable promptness" shall be
defined as within fifteen working days of receiving the client's application. Any applicant denied
LIHEAP services must be provided a written notice of the denial. At a minimum, the written Notice
of Denial and Appeals shall contain: the reason(s) for the denial; the appeal process; an explanation
of under what circumstances the client may reapply; what information or documentation is needed
for the person to reapply; the name and address to whom the re- application or appeal should be sent,
and the phone number of the Recipient. Appeal provisions shall also be posted in a prominent place
within the office where they are available to all applicants.
(I0) The recipient will compare LIHEAP records and Emergency Home Energy Assistance for the
Elderly Program (EI-IEAP) records for households with elderly members to avoid duplicate crisis
assistance payments during the same eligibility period.
19
(I 1) The Recipient shall be responsible for maintaining and implementing written policies and
procedures for determining the eligibility of the clients applying for the LIHEAP program. Client
eligibility shall be based on the following factors:
(a) The Recipient may only assist households who are or were residing in their LIHEAP service area at
the time the home energy costs were incurred.
(b) The client must complete an application and return all required information and verification to the
Recipient or subcontractor while funds remain available.
(c) The client must provide a fuel bill for home energy or provide other documentation verifying an
obligation to pay for home energy costs.
(d) The client must have a total gross household income of not more than 150% of the current
OMB federal poverty level for their household's size.
(e) For applicants receiving Supplemental Nutrition Assistance Program (SNAP) or Supplemental
Security Income (SSI), program qualification approvals or notifications may be used to document
household size and income. However, the household income eligibility and the benefit levels are the
same as other applicants.
(f) To receive crisis assistance, the applicant must have a verifiable home energy crisis.
(g) If the applicant lives in government subsidized housing, the Recipient shall determine if all or part
of the applicant's utility costs are paid directly or indirectly by the government and take the
following actions:
1. Applicants are not eligible for assistance if their home heating and cooling costs are totally
included in their rent and they have no obligation to pay any portion of the costs.
2. For Crisis Assistance Onl : If the applicant receives an energy subsidy through Section 8 or a
Public Housing Authority, then the Recipient must subtract the amount of the subsidy available
to the applicant during the period covered by the utility bill from the allowable LIIJEAP crisis
benefit calculated for the household.
3. The applicant is eligible for non - crisis, home energy assistance with no deductions at the same
level as other applicants.
(12) The applicant must not reside in a group living facility or a home where the cost of residency is at
least partially paid through any foster care or residential program administered by the state.
(13) The client must not be a student living in a dormitory.
C. Customer Records
The Recipient shall maintain a separate file for each LIHEAP applicant that includes at least the
following information:
(1) Applicant's name, address, sex, age;
(2) Names, ages and current identification documentation (no more than one year expired) of all
household members;
ME
(3) Social Security Numbers and documentation of that number for all household members (some
exceptions may apply and will be outlined by the Department);
(4) Income amount and method of verification for all household members;
(5) Income documentation to support eligibility and is representative of the applicant's current
economic situation;
(6) Statement of self-declaration of income if applicable;
(7) A signed statement of how basic living expenses, such as food, shelter and transportation, are
being provided if the total household income is less than 50% of the current Federal Poverty
Guidelines and no one in the household is receiving SNAP assistance.
(8) Copies of approval or denial letters provided to the applicant;
(9) Documentation of disability income or physician's statement if preference is given due to a
disability.
(10) Documentation of applicant's obligation to pay the energy bill for the residence in which they
reside.
(11) All LIHEAP assistance applications must be signed by the applicant and by the Recipient's
representative and supervisory staff.
D. Energy Vendor Relations
The Recipient shall negotiate and maintain written agreements (the "Vendor Agreement "), with home
energy suppliers which shall at a minimum include:
(1) The beginning and ending date of the agreement.
(2) The Vendor Agreement must include a process for identifying the Recipient's representatives
authorized to resolve a crisis situation and make a payment commitment on behalf of the Recipient.
(3) The Vendor Agreement must include a process for identifying the Vendor's representatives authorized
to resolve a crisis.
(4) A description of how energy payments will be made directly to the vendor on behalf of the
LIHEAP eligible applicant. In cases where no vendor agreement exists, the payment shall be made
to the applicant in the form of a two -party check made payable to the applicant and vendor. This
procedure shall be used only in rare special circumstances, according to the Recipient's purchasing
policies and only with written approval of the Recipient's management.
(5) Assurances from the home energy supplier that no household receiving LIHEAP assistance will be
treated adversely because of such assistance under applicable provisions of state law or public
regulatory requirements.
(6) Assurances from the home energy supplier that they will not discriminate, either in the cost of
goods supplied or the services provided, against the eligible household on whose behalf payments
are made.
21
(7) An understanding that only energy related elements of a utility bill are to be paid. No water or
sewage charges may be paid except if required by the energy vendor to resolving the crisis and no
other resources to pay that portion of the bill can be secured by the applicant or Recipient.
(8) A statement that the Recipient may not pay for charges that result from illegal activities such as a bad
check or meter tampering. A statement that the vendor is aware that those charges are the
responsibility of the applicant.
(9) A statement that the vendor is aware that when the benefit amount does not pay for the complete
charges owed by an applicant, that the applicant is responsible for the remaining amount owed.
(10) Details on how the vendor will assist the Recipient in verifying the LIHEAP applicant's account
information and in the case of crisis assistance make timely commitments to resolve the crisis. A
process should be in place to verify the current amount owned and the amount necessary to resolve the
crisis situation.
(11) The Recipient's commitment to make payment to the vendor within thirty calendar days of the day of
the Recipient's promise to pay.
(12) Vendor agreements shall be reviewed by both parties at least every two years. The agreement should
include a beginning and end date.
(13) Vendor agreements shall be signed by a representative of both the Recipient and the vendor who has
authority to bind the entity and enter into such commitments.
(14) A description of when LIHIAP payments made to the vendor cannot be applied to the applicant's
account, the funds will be returned to the Recipient or with the Recipient's approval applied to another
eligible applicant's account.
(15) The energy vendor must be in "active" status with the State of Florida: htt : / /sunbiz.or /search.html
and the vendor's name Faust be checked on FPLS: https: / /www.epis.gov/ The business name on the
vendor agreement must match the legal business name on the State of Florida website. Municipal
providers are excluded from this requirement.
22
(7) An understanding that only energy related elements of a utility bill are to be paid. No water or
sewage charges may be paid except if required by the energy vendor to resolving the crisis and no
other resources to pay that portion of the bill can be secured by the applicant or Recipient.
(8) A statement that the Recipient may not pay for charges that result from illegal activities such as a bad
check or meter tampering. A statement that the vendor is aware that those charges are the
responsibility of the applicant.
(9) A statement that the vendor is aware that when the benefit amount does not pay for the complete
charges owed by an applicant, that the applicant is responsible for the remaining amount owed.
(10) Details on how the vendor will assist the Recipient in verifying the LIHEAP applicant's account
information and in the case of crisis assistance make timely commitments to resolve the crisis. A
process should be in place to verify the current amount owned and the amount necessary to resolve the
crisis situation.
(11) The Recipient's commitment to make payment to the vendor within thirty calendar days of the day of
the Recipient's promise to pay.
(12) Vendor agreements shall be reviewed by both parties at least every two years. The agreement should
include a beginning and end date.
(13) Vendor agreements shall be signed by a representative of both the Recipient and the vendor who has
authority to bind the entity and enter into such commitments.
(14) A description of when LIHEAP payments made to the vendor cannot be applied to the applicant's
account, the funds will be returned to the Recipient or with the Recipient's approval applied to another
eligible applicant's account.
(15) The energy vendor must be in "active" status with the State of Florida: http: / /sunbiz.org /search.htrr►1
and the vendor's name must be checked on EPLS: https://www.ols.gov/. The business name on the
vendor agreement must match the legal business name on the State of Florida website. Municipal
providers are excluded from this requirement.
23
FY 20131AHEAP AGREEMENT
ATTACHMENT B
PROGRAM STATUTES AND REGULATIONS
A. INCORPORATION OF LAWS RULES REGULATIONS AND POLICIES
The applicable documents governing service provision regulations are in the Common Rule, 45.CFR Parts
74 and 92, or OMB Circular No. A -110 (now 2 CFR Part 215), "Grants and Agreements with Institutions
of Higher Education, Hospitals, and Other Nonprofit Organizations," and either OMB Circular No. A -87
(now 2 CFR Part 225), "Cost Principles for State and Local Governments," OMB Circular No. A -21 (now
2 CFR Pant 220), "Cost Principles for Educational Institutions," or OMB Circular No. A -122 (now 2 CFR
Part 230), "Cost Principles for Nonprofit Organizations," and OMB Circular No. A -133, "Audits of
States, Local Goveriunents, and Non -Profit Organizations." If this Agreement is made with a commercial
(for - profit) organization on a cost - reimbursement basis, the Recipient shall be subject to Federal
Acquisition Regulations 31.2 and 931.2. Low - Income Home Energy Assistance Act of 1981 (Title XXVI
of the Omnibus Budget Reconciliation Act of 1981, Public Law 97 -35), as amended. The following
Federal Department of Health and Human Services regulations codified in Title 45 of the Code of Federal
Regulations are also applicable under this Agreement.
Part 16 — Procedures of the Departmental Grant Appeals Board;
2. Part 30 - Claims Collection;
3. Part 80 _ Nondiscrimination under programs receiving Federal assistance through the Department
of Health and Human Services (HHS), Effectuation of Title VI of the Civil Rights Act of 1964;
4. Part 81 - Practice and procedure for hearings under Part 80 of this Title;
5. Part 84 — Nondiscrimination on the basis of handicap in programs and activities receiving
Federal financial assistance.
6. Part 86 - Nondiscrimination on the basis of sex in education programs and activities receiving
Federal financial assistance.
7. Part 87 -- Equal Treatment for Faith Based Organizations;
8. Part 91 - Nondiscrimination on the Basis of Age in HHS programs or activities receiving
Federal Financial Assistance;
9. Part 93 - New restrictions on lobbying;
10. Part 96 - Block Grants;
11. Part 100 — Intergovernmental Review of Department of Health and Human Services Programs
and activities;
12. Executive Order 12549, Debarment and Suspension from Eligibility for Financial Assistance
(Non - procurement);
24
B. PROJECTS OR PROGRAMS FUNDED IN WHOLE OR PART WITH FEDERAL MONEY
The Recipient assures, as stated in Section 508 of Public Law 103 -333, that all statements, press
releases, requests for proposals, bid solicitations and other documents describing projects or programs
funded in whole or in pant with Federal money, all grantees receiving Federal funds, including but not
limited to State and local governments and recipients of Federal research grants, shall clearly state:
(1) the percentage of the total costs of the program or project which will be financed with Federal
money,
(2) the dollar amount of Federal funds for the project or program, and
(3) percentage and dollar amount of the total costs of the project or program that will be financed
by non - governmental sources.
C. INTEREST FROM CASH ADVANCES
Recipients shall invest cash advances in compliance with section .21 (h) (2) (i) of the Common Rule
and section .22 of OMB Circular A -110 (now 2 CFR Part 215). Recipients shall maintain advances
of Federal funds in interest - bearing accounts unless one of the following conditions applies:
NON - PROFITS ONLY:
I . The Recipient or subcontractor receives less than $120,000 in total Federal awards per year.
2. The best reasonably available interest bearing account would not be expected to earn interest in
excess of $250 per year on all Federal cash balances.
3. The depository would require an average or minimum balance so high that it would not be feasible
within the expected Federal and non - Federal cash resource. Interest earned off cash advances shall
be reflected on the monthly financial status report and the close -out report.
LOCAL GOVERNMENTS ONLY:
Except for interest earned on advance of funds exempt under the inter- governmental Cooperation Action
(31 U.S.0 6501 et, seq.) and the Indian Self - Determination Act (23 U.S.C. 450), recipients and sub -
recipients shall promptly, but at least quarterly, remit interest earned on advances to the Federal agency.
The recipient or sub- recipient may keep interest amounts up to $100 per year for administrative
expenses.
D. PROGRAM INCOME
The Recipient may reapply program income for eligible program projects or objectives. The amount of
program income and its disposition must be reported to the Department at the time of submission of the
final close -out report.
E. MODIFICATIONS
(1) The Department shall not be obligated to reimburse the Recipient for outlays in excess of the funded
amount of this Agreement unless and until the Department officially approves such expenditures by
executing a written modification to the original Agreement.
25
(2) The line item budget, as given in Attachment ] of this Agreement and reported on the monthly
financial status reports, may not be altered without a written budget modification submitted in
accordance with the terms below:
(a) The Recipient must use a Department approved Modification package.
(b) Only unobligated funds may be transferred from one line item to another line item.
(c) The Recipient may transfer unobligated budgeted line items within a budget category as
long as the budget category subtotal remains the same. For the purpose of transferring
funds, the following are considered budget categories: Administrative Expenses,
Outreach Expenses and Direct Client Assistance.
(d) Each modified line item must meet all contractual minimum and maximum percentage
budget requirements.
(e) All requests for modifications to increase or decrease any line item must be submitted to the
Department for approval thirty calendar days prior to the anticipated implementation date.
Failure to meet this time frame may result in reimbursement delays.
(f) A letter of explanation and a completed modification package (Budget Summary and
Workplan, Administrative and Outreach Budget Detail (if applicable) and Multi- County fund
Distribution (if applicable) signed by the Recipient must be submitted to the Department and
approved prior to the submission of a financial status report in which the changes are
implemented.
(g) Upon approval, the Recipient's budget detail will be revised in the Department's electronic
payment system.
(h) None of the budget transfers may violate this Agreement or OMB Circulars
A -110 (now 2 CFR Part 215), A -87 (now 2 CFR Part 225), A -21 (now 2 CFR fart 220) and
A -122 (now 2 CFR Part 230). The budget revision(s) will be reviewed by the Department for
compliance with these circulars.
F. BONDING
(1) Non -Profit Organizations: The Recipient agrees to purchase a blanket fidelity bond covering all
officers, employees and agents of the Recipient holding a position of trust and authorized to
handle funds received or disbursed under this Agreement. Individual bonds apart from the blanket
bond are not acceptable. The amount of the bond must cover each officer, employee and agent up
to an amount equal to at least one -half of the total LIHEAP agreement amount.
(2) Local Governments: The Recipient agrees to purchase a fidelity bond in accordance with Section
113.07, Fla. Stat. The fidelity bond must cover all officers, employees and agents of the Recipient
holding a position of trust and authorized to handle funds received or disbursed under this
Agreement.
26
G. OTHER PROVISIONS
(1) The Recipient must budget a minimum of twenty -five percent of the total Agreement funds for
Home Energy Assistance.
(2) The Recipient must budget a minimum of two percent of the total Agreement funds for Weather
Related /Supply Shortage emergency assistance. These funds must be held in this budget line item
category until December 15 of the program year for use in response to a possible disaster. These
funds will only be used during state or federal emergencies declared by the President, the
Governor or the Executive Director of the Department as he /she deems necessary. In the event of
an emergency being officially declared, if the Recipient or the Department finds that two percent
of the budget is not sufficient to meet the emergency, the Recipient may draw on other Agreement
categories, up to fifty percent of the total Agreement budget, without additional written
authorization. When funds are distributed for a weather - related/supply shortage emergency, the
Department will provide binding directives as to the allowable expenditures of the funds. After
December 15, if no emergency has been declared, the Recipient will allocate these funds to the
crisis or home energy category of the program through a budget modification.. The Recipient will
comply with these directives or agree that these funds will remain with the Department.
(3) In addition to the record keeping and audit requirements contained in Sections (5) and
(6) of this Agreement, the books, records, and.documents required under this agreement must also
be available for copying and mechanical reproduction on or off the premises of the Recipient.
(d) If the U.S. Department of Health and Human Services initiates a hearing regarding the expenditure
of funds provided under this Agreement, the Recipient shall cooperate with, and upon written
request, participate with the Department in the hearing.
(5) All records, including supporting documentation of all program costs, shall be sufficient to
determine compliance with the requirements and objectives of the Scope of Work, Attachment
A, and all other applicable laws and regulations.
27
FY 2013 LII1EAP AGREEMENT
ATTACHMENT C
REPORTS
Annual reports
(a) Close -out Report The LIHEAP Close -Out Report is due forty -five calendar days after termination
of the Agreement or forty -five calendar days after completion of the activities contained in the
Agreement, whichever occurs first. If the forty -fifth day falls on a weekend day or holiday, the Close -
Out Report shall be due no later than the next business day. The Recipient shall submit original signed
documents to the Department that include, at a minimum, the Close -Out Cover Sheet, the LIHEAP
Final Financial Status Report, property inventory and accrual report, report on interest bearing accounts,
a refund check for any unspent funds, and a refund check for any interest earned on advances.
(b) IRS Form 990 An agency that is below the $500,000 threshold for all Federal awards in its fiscal
year and thus is exempt from the federal single audit act requirements, shall submit with its contract
proposal a copy of their most recent IRS Form 990.
2. Quarterly Reports: For each county the Recipient serves, the LIHEAP Household Quarterly
Program Report shall be provided to the Department no later than twenty -one calendar days following the
end of the quarter. For the purposes of this Agreement, the ending dates of the quarters are June 30,
September 30, December 31 and March 31. In the event the twenty -first day of the month falls on a
weekend day or holiday, the Quarterly Report shall be due no later than the next business day.
3. Monthly reports: The LIHEAP Monthly Financial Status Repoi t shall be provided to the Department no
later than the twenty -first dayof each month following the end of the reporting month in which funds were
expended. The Monthly Financial Status Report shall be submitted in the Department's current electronic
financial management system and a signed copy submitted via facsimile or electronic mail by the twenty -
first day. In the event the twenty -first day of the month falls on a weekend day or holiday, the Monthly
Financial Status Report shall be due no later than the next business day.
4. Monitoring Report Responses: The Recipient shall provide a written response to the Department for all
monitoring report findings and /or concerns no Iaer than thirty -five calendar days from the date of the
original monitoring report. The Department shall notify the Recipient of the due date for any subsequent
monitoring report responses as may be required. If the thirty -fifth day falls on a weekend day or holiday,
the response shall be due no later than the next business day. The Recipient may request an extension in
writing for the Department's review.
5. Cost Allocation Plans: 2 CFR Part 215, Subpart C, Section 215.21(6), requires that Recipients have
written financial management system procedures for detennining the reasonableness, allocability, and
allowability of costs in accordance with the provisions of the applicable federal cost principles and terms
and conditions of the award. To document this, Recipients must submit copies of their written Cost
Allocation flans to the Department with their contract proposals. The Cost Allocation Plan must be
approved by the agency's Board of Directors.
6. Other reports: Upon reasonable notice, the Recipient shall provide such additional program updates or
information as may be required by the Department, including supporting or source documentation for any
reports identified above in this section.
The reports shall be submitted to:
Ms. Jean Amison, Manager
Florida Department of Economic'Opportunity
Division of Community Development
Office of Housing and Community Development
Community Assistance Section
107 East Madison Street - MSC 400
Tallahassee, TEL 32399 -4120
Fax: (850) 488 -2488
PQ
FY 2013 LIHEAP AGREEMENT
ATTACHMENT D
PROPERTY MANAGEMENT AND PROCUREMENT
A. All property purchased under this Agreement shall be inventoried annually and an
inventory report shall be made available to the Department upon request.
B. All property purchased under this Agreement shall be listed on the property records of the
Recipient. Said listing shall include a description of the property, model number,
manufacturer's serial number, funding source, information needed to calculate the federal
and/or state share, date of acquisition, unit cost, properly inventory number and information on
the location, use and condition, transfer, replacement or disposition of the property.
C. Title (Ownership) to all nonexpendable property acquired with funds from this Agreement shall
be vested in the Department upon completion or termination of the Agreement.
D. The Recipient agrees to comply with Section 507 of Public Law 103 -333. As stated in
this section, it is the sense of Congress that, to the extent practicable, all equipment and
products purchased with funds made available in this Act should be American made.
30
FY 2013 LIHLAP AGREEMENT
ATTACHMENT E
STATEMENT OF ASSURANCES
A. Interest of Certain Federal Officials
No member of or delegate to the Congress of the United States, and no Resident Commissioner, shall be
admitted to any share or part of this Agreement or to any benefit to arise from the same.
B. Interest of Members, Officers, or Employs of Recipient_ Members of Local Governing Body, or Other
Public Officials
No member, officer, or employee of the Recipient, or its delegates or agents, no member of the governing
body of the locality in which the program is situated, and no other public official of such locality or
localities who exercises any functions or responsibilities with respect to the program during his tenure or
for one year thereafter, shall have any interest, direct or indirect, in any contract or subcontract, or the
proceeds thereof, for work to be performed in connection with the program assisted under this Agreement.
The Recipient shall incorporate or cause to be incorporated in all such Agreements, a provision prohibiting
such interest pursuant to the purposes of this subsection. No board member, officer or employee will be
permitted to receive any remuneration or gift in any amount. Board members may receive travel expenses
in accordance with s. 112.061, Florida Statutes.
C. Ne op tism
The Recipient agrees to abide by the provisions of s. 112.3135, Fla. Stat., pertaining to nepotism in its
performance under this Agreement
D. LH -JEAP Assurances
The Recipient hereby assures and certifies as a condition of receipt of Low Income Home Energy
Assistance Program funds, that it and its subcontractors will comply with the applicable requirements
of federal and state laws, rules, regulations, and guidelines. As part of its acceptance and use of
LIHEAP funds, the Recipient assures and certifies that:
(1) The Recipient possesses the legal authority to administer the program as approved by
the Recipient's governing body, including all assurances contained herein.
(2) The Recipient possesses the sound controls and fund accounting procedures necessary to
adequately safeguard the assets of the agency, check the accuracy and reliability of accounting
data, promote operating efficiency and maintain compliance with prescribed management policies
of the agency.
(3) The Recipient shall permit and cooperate with Federal and State investigations designed to
evaluate compliance with the law.
31
(4) The Recipient shall give the Department, the Auditor General or any authorized
representatives, complete access to examine all records, books, papers or documents related to
all program operations of the grant, including those of any sub - contractor.
(5) The Recipient shall comply with all of the provisions and practices outlined in the
Department's most current monitoring manual.
(6) The Recipient shall comply with non - discrimination provisions, in accordance with Florida
Statutes; Section 677 of P.L. 97 -35; Titles VI and VII of the Civil Rights Act of 1964; and 45
C.F.R. Parts 84, 86 and 90.
(7) The Recipient shall comply with section 680 of Public Law 97 -35, as amended, which
prohibits use of LIHEAP funds for purchase or improvement of land, or the purchase,
construction, or permanent improvement of any building or other facility.
(8) The LH-IEAP application and all its attachments, including budget data, are true and correct.
(9) The Recipient shall prohibit any political activities in accordance with Section 6781~ (b)
of 42 USC 9918, as amended.
(10) Administration of this program has been approved by the Recipient's governing body by
official action, and the officer who signs it is duly authorized to sign this Agreement.
(11) The Recipient shall comply with Public Law 103 -227, Part C, Environmental Tobacco
Smoke, also known as the Pro - Children Act of 1994 (Act). This Act requires that smoking not
be permitted in any portion of any indoor facility owned or leased or contracted for by an
entity and used routinely or regularly for the provision of health, day care, education, or
library services to children under the age of 18, if the services are funded by Federal programs
either directly or through States or local governments. Federal programs include grants,
cooperative agreements, loans or loan guarantees, and contracts. The law does not apply to
children's services provided in private residences, facilities funded solely by Medicare or
Medicaid funds, and portions of facilities used for inpatient drug and alcohol treatment. The
Recipient further agrees that the above language will be included in any subawards which
contain provisions for children's services and that all subrecipients shall certify compliance
accordingly. Failure to comply with the provisions of this law may result in the imposition of
a civil monetary penalty of up to $1,000 per day.
(12) The Recipient shall have a published and publicized local outreach office number when the
outreach office is open a minimum of 40 hours per week, or toll -free telephone number.
(13) The Recipient certifies that it shall or shall continue to provide a drug -free workplace as set
forth by the regulations implementing the Drug -Free Workplace Act of 1988: 45 CFR Part 76,
Subpart F, Sections 76.630(c) and (d)(2).
32
FY 2013 LIHEAP AGREEMENT
ATTACHMENT G
WARRANTIES AND REPRESENTATIONS
A. Financial Management
Recipient warrants that its financial management system shall provide the following:
(1) Accurate, current and complete disclosure of the financial results of this project or program.
(2) Records that identify the source and use of funds for all activities. These records shall contain
information pertaining to grant awards, authorizations, obligations, un- obligated balances, assets,
outlays, income and interest.
(3) Effective control over and accountability for all funds, property and other assets. Recipient shall
safeguard all assets and assure that they are used solely for authorized purposes.
(4) Comparison of expenditures with budget amounts for each Request for Payment. Whenever appropriate,
financial information shall be related to performance and unit cost data.
(5) Written procedures for determining whether costs are allowed and reasonable under the provisions of the
applicable OMB cost principles and the terms and conditions of this Agreement.
(6) Cost accounting records that are supported by backup documentation.
B. Competition
Recipient warrants the following:
(1) All procurement transactions shall be done in a manner to provide open and frce competition.
(2) The Recipient shall be alert to conflicts of interest as well as noncompetitive practices among contractors
that may restrict or eliminate competition or otherwise restrain trade. In order to ensure excellent
contractor performance and eliminate unfair competitive advantage, contractors that develop or draft
specifications, requirements, statements of work, invitations for bids and/or requests for proposals shall
be excluded from competing for such procurements.
(3) Awards shall be made to the bidder or offeror whose bid or offer is responsive to the solicitation and is
most advantageous to the Recipient, considering the price, quality and other factors.
(4) Solicitations shall clearly set forth all requirements that the bidder or offeror must fulfill in order for the
bid or offer to be evaluated by the Recipient. Any and all bids or offers may be rejected when it is in the
Recipient's interest to do so.
C. Codes of Conduct
Recipient warrants the following:
(1) Recipient shall maintain written standards of conduct governing the performance of its employees engaged
in the award and administration of contracts.
(2) No employee, officer, or agent shall participate in the selection, award, or administration of a contract
supported by public grant funds if a real or apparent conflict of interest would be involved. Such a conflict
would arise when the employee, officer, or agent, any member of his or her immediate family, his or her
33
partner, or an organization which employs or is about to employ any of the parties indicated, has a
financial or other interest in the firm selected for an award.
(3) The officers, employees, and agents of the Recipient shall neither solicit nor accept gratuities, favor,
or anything of monetary value from contractors, or parties to subcontracts.
(4) The standards of conduct shall provide for disciplinary actions to be applied for violations of the
standard by officers, employees, or agents of the Recipient.
D. Business Hours
The Recipient warrants that it shall have its offices open for business, with the entrance door open to the
public, and at least one employee on site, on (days) Mo _nday through Thursday , and from (times) 8:00
AM to 5:00 P.M. with the exception of designated City of Sanford holidays during which time the offices
would be closed.
E. Licensin a�d._..Permittina
Recipient warrants that all subcontractors or employees hired by Recipient shall have and maintain all
licenses and permits necessary to conduct the particular work for which they are hired by Recipient.
34
FY 2013 LI11EAP AGREEMENT
ATTACHMENT H
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILI'TY
AND VOLUNTARY EXCLUSION
(l) The prospective subcontractor of the Recipient, (type here), certifies, by submission of this document,
that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from participation in this transaction by any Federal department or agency.
(2) Where the Recipient's subcontractor is unable to certify to the above statement, the prospective
subcontractor shall attach an explanation to this form.
SUBCONTRACTOR:
(Type Name)
By:
Signature Recipient's Name
Name and Title
Street Address
City, State, Zip
Date
DEO Contract Number
35
FY 2013 L.IHEAP AGREEMENT
ATTACHMENT I
RECIPIENT INFORMATION
FEDERAL YEAR: 2013 CONTRACT PERIOD: Date of Signing through March 31, 2014
Instructions: Complete the blanks highlighted in yellow. For item li, put an "X" in whichever highlighted box applies to your agency.
DEO CONTRACT NUMBER: CONTRACT AMOUNT. ;:.1,075,2.47 00
TOTAL DIRECT CLIENT ASSISTANCE: 836273.35
II. RECIPIENT CATEGORY: El Non - Profit M Local Government State Agency
iii:. COUNTY(IES) TO BE SERVED WITH THESE FUNDS: Seminole County
IV. GENERAL ADMINISTRATIVE INFORMATION
a. Recipient: Ci o f Sanford County Location: Seminole
b. Executive Director or Chief Administrator: Norton::N. Bonaparte,JR.
C. Address:
300 N `Park "Avenue
City:::'
Sanford ' FL Zipcode:
Telephone: "
407 ;488 5009
Fax:
407 G$8- :5002.
Cell:
NIA
Email:
nbanapar#Ca�sanfordfi aov
Cell
d. Mailing Address
P O Box.1788.:,
City:
FL Zipcode: 32772 1788`:`
e. Chief Elected Official (for local governments) or President/Chair of the Board (for non - profits):
Name Jeff 4rlpiett Title: ;.' Mayor.
Enter home or business address, telephone numbers and email other than the Recipient's
Address: =300 N" ,Parrk "Avenue . City: Sanford FL Zipcode: 32771
Telephone: 407 688 =5005 Fax: A07-b88, 5002 Email: trrp[ett(a sahfordfi�abv ; "
f. Official to Receive State Warrant:
Name Norton N B.anaparte. ,f R Title: City Ma"ageC"
Address 3Qq N Park Avenue Cr #y. Sanford FL Zipcode: ', 32771
g. Recipient Contacts
1. Program: Name "" .;'; ..
"Maria Ggroia Rivera.
Title:
.:' ;L t N EA, P Supervisor. .
Address:
N ,Park Avenue
City:
Sanford, :', FL Zipcode:
Telephone
40 688 5167 `
Fax
407.- c5813 -5 "1,6,1 "
Cell
N%A
Email,
garcrarnCa�sanforrJfl gav . "
2. Fiscal: Name
17arrel "L';: Presley " " .. ;;
; :; Title:
;Community Irrproverr>ent;Dtrectar
Address
304 N" Pgrk Avenue
City:
Sanford FL Zipcade 32771"
Telephone
;.4"0"7 688 5162
Fax
407 -688 51`b1
Cell. `
N%A ", " "" ,`.
Email:
".'` darr l presleyfcc�sanfordfl;
h. Person(s) authorized to sign reports: Ryan'Ossowski . Finance:Manager
i. Agency's FEID Number: 59- 40000425': j. Agency's DUNS Number: 647960$9,
V. AUDIT DUE DATE: Audit(s) are due by the end of the Ninth month following the end of the a enc 's fiscal ygar.
Recipient Fiscal Year Qcto.ber 1;`2012 " thru September 30;2013 Audit Due to DEO: "June 1; 2014"
36
FY 2013 LIHEAP AGREEMENT
ATTACHMENT J
BUDGET SUMMARY AND WORKPLAN
RECIPIENT: City of Sanford CONTRACT: 13LA-- OF- 06 -69 -02 -028
Instructions: Enter the appropriate figures in the boxes highlighted in yellow. Use only whole dollar amounts; no cents.
L BUDGET SUMMARY
If. DIRECT CLIENT ASSISTANCE PLAN
�
I N — .�Y� �� y `� G' .W C;:t.�tn�tbz \Y
Estimated Estimated
1
LIHEAP FUNDS
Cost Per Expenditures **
:.,� -.✓ ,
2
E �
�3 2<< .�-w, �:. e�w,v E<� ." `. '\`+�'��` '::i ^. "a� � ; gcct. ?`"',
Salaries including Fringe, Rent, Utilities, Travel, Other (Total cannot exceed 8.5% of Line 1) *
'
9 36l fl4
Maximum Administrative Expense: $91,396.00
278 QO?(�1 v
.�.sn����+,$',
483,
Salaries including Fringe, Rent, Utilities, Travel, Other (Total cannot exceed 15% of the difference
Summer Crisis
3
between Line 1 & Line 2 (Line 1 minus Line 2 times .15)) *
77 57$ 00
Maximum Outreach Expense: 1 $147, 582.90
234 (3.0 3 ;
Weather Related/Supply Shortage
a =.r.•t�„a.' -.�'
t k'�°.�^. i�C .�. x a. a '�a,.. � .P,)k. ',�. .. 01 i:., ° i � F:,'. s?iu�'
TOTAL
4
Home Energy Assistance (Must be at least 25% of Line 1.)
24 8 81 1 00
25% Minimum Calculation: $268,811.75
5
Crisis Assistance
545,993.0.0
6
Weather Related Supply Shortage Disaster (Must be at least 2% of line 1.)
2` 504 00
2% Minimum Calculation: $21,504.94
7 ITOTAL
DIRECT CLIENT ASSISTANCE (Lines 4 + 5 + 6)�
8 IGRAND
TOTAL ALL EXPENSES (Lines 2 + 3 + 7),
If. DIRECT CLIENT ASSISTANCE PLAN
* If less than 8.5% of Line I is budgeted for Administrative Expenses, the Recipient may increase the Outreach Expenses. The total Administrative Expenses plus
the total Outreach Expenses may not exceed the sum of the original maximum allowed for each of these line items.
Total of Line 2 plus Line 3 may not exceed: 1$238,978.90 Line 2 + Line 3 1$238,939.00
'* Estimated Expenditues given in the Assistance Plan must agree with the corresponding values on Lines 4 -7.
37
Estimated # of
Estimated Estimated
Type of Assistance
Benefits to
Cost Per Expenditures **
- 7 77W7
be Provided
Benefit (Est # x Est $)
Summer Home Ener
gv
278 QO?(�1 v
Winter Home Energy
483,
278 0 0 y� m W
Summer Crisis
922
338, OQ
Winter crisis
1003,
234 (3.0 3 ;
Weather Related/Supply Shortage
b1
y
35(?
TOTAL
IMA
* If less than 8.5% of Line I is budgeted for Administrative Expenses, the Recipient may increase the Outreach Expenses. The total Administrative Expenses plus
the total Outreach Expenses may not exceed the sum of the original maximum allowed for each of these line items.
Total of Line 2 plus Line 3 may not exceed: 1$238,978.90 Line 2 + Line 3 1$238,939.00
'* Estimated Expenditues given in the Assistance Plan must agree with the corresponding values on Lines 4 -7.
37
FY 2013 LIHEAP AGREEMENT
ATTACHMENT K
ADMINISTRATIVE AND OUTREACH EXPENSE BUDGET DETAIL (lines 2 -3)
nt: City of Sanford Contract: 13EA- OF- 06 -69 -02 -028
Line Item
Number I (Round up line item total to dollars. Do not use cents and decimals in totals) LIHEAP FUNDS
1 ADMINISTRATIVES EXPENSES
Community improvement Director (LIHEAP) *amount includes benefit costs
L,I,H.E.A.P. 56% of salary
City of Sanford pays (44 %)
Chade Ward - Accountant * amount includes benefits costs
L.I.H..E.A.P. 14% of salary
City of Sanford pays 86%
3
Communication Services - (Telephone) 1,
Communication Services - (Postage) 1,
Repairs& Maintenance Services (maintenance and overage charges for copy machines)
Office Supplies - (storage boxes, paper, pens, folders,note pads) 3,
CmTools client services software licenses 2.
2
Total Administrative Budgets 91,361
Maria Garcia Rivera -100% LIHEAP Supervisor (2080hrsx$23.851) *rate includes benefit cost 49,61
Margarita Cotto - Administrative Specialist -100% (2080hrsx$18.539) *rate includes benefit cost 38,56
Vandel McCoy Outreach Specialist 100% (2080hrsx$14.691) *rate includes benefit cost 30,55
Mary McCormick - Outreach Specialist 100% (1454hrsx$19.84) "rate includes benefit cost 28,84
Total Outreach Budget] 147
FY 2013 LIHEAP AGREEMENT
ATTACHMENT L
MULTI - COUNTY FUND DISTRIBUTION
Recipient: City of Sanford
Contract: 13EA- OF- 06 -69 -02 -028
Number of Counties to be Served with this agreement:
If the Recipient will serve more than one county with this agreement, complete the form below. Describe how you will equitably
allocate LIHEAP resources to each of the counties you serve. This plan must be in part based on the 150% poverty population of
each county.
Instructions: Enter appropriate data only in the cells below that are highlighted in yellow. Percentages will automatically populate
when the total direct client assistance amount and all three columns for each county are filled in.
Poverty Population Data Souce: Provide the U. S. Census data source for the 150% of poverty population used including the year of
the data. If any other data or factors are used in allocating the funds, describe and give the source.
Data Source
and
Description:
COUNTY 150% POVERTY
POPULATIOV
TOTAL DIRECT
COUNTY'S % CLIENT
OF POVERTY ASSISTANCE
POPULATION IN $0.00
SERVICE AREA COUNTY
ALLOCATION
% OF AGENCY'S
DIRECT CLIENT
ASSISTANCE
DOLLARS
ALLOCATED TO
THIS COUNTY
Semrnle$
,SO
r
t i 1
�
3 �
f•
L'11 M'11_
M.
o
r Ml r'
ti
r
T
.
�
S.• 2
Total Budgeted Direct
0
Client Assistance*
0% 83S 308.00
* Allocation must be equal to Attachment
J. Budaet Sa,mmnry and work Ian Line 7
p
39
FY 2013 LIHEAP AGREEMENT
RECIPIENT:
ATTACHMENT M
JUSTIFICATION OF ADVANCE PAYMENT
of Sanford
CONTRACT NUMBER: 13EA- OF- 06 -69 -02 -028
Any advance payment under this Agreement is subject to s. 216.181(16)(a)(b), Florida Statutes and Section (17)(b) of this Agreement.
The Recipient shall invest cash advances in compliance with section .21 (h) (2) (i) of the Common Rule, section .22 of OUB Circular A -190
as revised and Attachment B, subsection C of this Agreement. Check the applicable box below (check only one).
�NO ADVANCE REQUESTED
No advance payment is being requested.
Payment will be made solely on a
reimbursement basis. No additional
information is required.
=ADVANCE REQUESTED
Advance payment of is requested. Balance of payments will
be made on a reimbursement basis. These funds are needed to pay staff, award
benefits to clients, duplicate forms and purchase start -up supplies and equipment.
We would not be able to operate the program without this advance.
ADVANCE REQUEST WORKSHEET If an advance is requested, complete the following worksheet by filling in the cells highlighted in yellow.
. ... ... ..... -
DESCRIPTION
(4)
(B)
(C)
(D)
IFFY 2090
IFFY 2011
IFFY 2012
Total
1
TOTAL CONTRACT ALLOCATION (Includes
any base increases and carryforward dollars)
.000
0.00
0 00
0.00
2
FIRST TWO MONTHS OF CONTRACT
EXPENDITURES'
Q•40
4.40'
4.40
0.00
3
AVERAGE PERCENT EXPENDED IN FIRST
TWO MONTHS (Divide line 2 by line 1)
#DIV10i
#DIVI01
#DIVIO!
#DIVIO!
' The expenses for the first two months in which expenditures were reported need to be provided for the years you received a LIHEAP contract. If you
do not have this information, call your contract manager and they will assist you.
The Recipient may request an amount up to the historical percent of expenditures for the first 2 months of the agreement OR 17% of the award,
whichever is less.*
HISTORICAL PERCENT FOR FIRST 2 MONTHS: #DIV101 x
Cell D3
17 % CALCULATION: 1,075,247.00 x
LIHEAP Award
$ 1,075,247.00 =
LIHEAP Award
#DIV /0I
Historical Advance
0.17 - 182,799.99
Percent of Award Maximum Advance
40