03-03-09 Item 12South Miami
M- nmedca city
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER - OFFICE MEMORANDUM 2001
To: The Honorable Mayor & Members of the City Commission
Via: W. Ajibola Balogun, City Manager
From: Carol M. Aubrun,o
Grants Writer and Administrator
Date: March 3, 2009 Agenda Item No.:
Subject: The Children's Trust Grant
Request: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
SOUTH MIAMI, FLORIDA, AUTHORIZING THE CITY MANAGER TO
EXECUTE A GRANT AGREEMENT WITH THE CHILDREN'S TRUST FOR THE
AFTER SCHOOL HOUSE IN THE AMOUNT OF $174,888.00; AND
PROVIDING FOR AN EFFECTIVE DATE.
Request: To authorize the City Manager to execute an agreement with The Children's
Trust
Reason/Need: The City of South Miami has been awarded a grant for the After School
House in the amount of $174,888.00 from the Children's Trust for a 12-
month period. The funds will be available for two (2) program services
(2008 -2009 regular school year and 2009 summer program). The City
received the Authorization Letter, which allowed services to be provided
throughout the contract negotiation process. The attached resolution will
allow the City Manager to execute the agreement with the Children's
Trust.
Cost:
$174,888.00
Funding Source: The Children's Trust
Backup Documentation:
❑ Proposed Resolution .
❑ Contract
❑ Service Authorization Letter
RESOLUTION NO.:
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH
MIAMI, FLORIDA, AUTHORIZING THE CITY MANAGER TO EXECUTE A GRANT
AGREEMENT WITH THE CHILDREN'S TRUST FOR THE AFTER SCHOOL HOUSE IN THE
AMOUNT OF $174,888.00; AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City of South Miami has been awarded a grant from the Children's Trust for the
After School House in the amount of $174,888.00; and
WHEREAS, the Mayor and City Commission wish to accept the awarded.funds.
WHEREAS, the Mayor and City Commission authorize the City Manager to execute a grant
agreement with the Children's Trust for the After School House in the amount of $174,888.00
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE
CITY OF SOUTH MIAMI, FLORIDA THAT:
Section 1: The Mayor and City Commission authorize the City Manager to execute a grant
agreement with .the Children's Trust for the After School House in the amount of $174,888.00.
Section 2: The attached exhibit is incorporate by reference into this resolution.
PASSED AND ADOPTED this
ATTEST:
CITY CLERK
READ AND APPROVED AS TO FORM:
CITY ATTORNEY
Include File Name and Path
day of , 2009.
APPROVED:
MAYOR
COMMISSION VOTE:
Mayor Feliu:
Vice Mayor Beasley:
Commissioner Newman:
Commissioner Palmer:
Commissioner Beckman:
Officers/ Executive Committee
Dr. Wil J. Blechman
Interim Chair
Josee Gregoire
Vice Chair
Hon. Isaac Salver
Treasurer
Isabel Afanador, Chair
Program Services Committee
Maria A. Alonso, Chair
Procurement Committee
Hon. Norman S. Gerstein
At -large
Dr. Miguel Balsera
At -large
Dr. Judith Schaechter, Chair
Health Committee
The Board of Directors
Yvette Aleman
Karen Aronowltz
Hilarie Bass
Donald I. Bierman
Tanzania Burnett
George M. Burgess
Kingsley Banya
Alberto M. Carvalho
Dr. Gina Cortes- Suarez
Bill Diggs
Giida Ferradaz
Luis A. Gazitua
Benjamin F. Gilbert, Jr.
Mindy Gould
Charisse Grant
Dr. Silvia La Villa
Hon. Barbara Jordan
Dr. Martin Karp
Hon. Lester Langer
Pamela Lillard
Dr. Rosa Martin
Rep. Yolly Roberson
Evelio Torres
David Williams, Jr.
Chet Zerlin
David Lawrence Jr.
Founding Chair
Modesto E. Abety
President & CEO
County Attorney's Office
Legal Counsel
The Children'sTrust
Because All Children Are Our Children
February 20, 2009
Ajibola Balogun
City of South Miami
6130 Sunset Drive
South Miami, Florida 33143
RE: Out -of- School Program
Contract #810 -567
Dear Mr. Balogun:
Enclosed please find two (2) copies of the Contract between The
Children's Trust and City of South Miami for Out -of- School Program.
Both copies must be signed by an authorized agent of City of South
Miami returned to The Children's Trust for execution.
Please feel free to contact me if you have any questions regarding this
matter. We look forward to working with you serving the children of
Miami -Dade County.
Respectfully,
Cravel Holm
Contract Manager
Attachment
3150 SW 3rd Ave. (Coral Way), 8th Floor, Miami, Florida 33129 • Tel: 305 -571 -5700 • Fax: 305 - 857 -9592 • www.thechildrenstrust.org
CONTRACT NO. 810 -567
BETWEEN THE CHILDREN'S TRUST
AND City of South Miami
FOR OUT OF SCHOOL 2008 -09
THIS CONTRACT, made and entered into by and between The Children's Trust whose address Is 3150 S.W. Yd
Avenue, 8th Floor, Miami, Florida 33129 and City of South Miami hereinafter referred to as the "Provider" whose
address is 6130 Sunset Drive, South Miami, Florida 33143, states the conditions and covenants for the rendering of
services to children and families (hereafter referred to as "Services ") for The Children's Trust.
In consideration of the mutual covenants herein, The Children's Trust and the Provider (sometimes hereafter referred
to as "Parties ") agree as follows:
A. EFFECTIVE TERM
The effective term of this Contract shall be from August 1, 2008 through July 31, 2009, subject to funding availability
and Provider's performance as expressly provided below.
B. TERMS OF RENEWAL, if applicable
In the sole discretion of The Children's Trust this Contract may be renewed twice and with the acknowledgement of
the Provider. Renewal may not exceed a term equal to the term of the initial contract, for a total maximum of three
(3) terms. In considering the exercise of any contract renewal,The Children's Trust in its sole discretion will consider,
but is not limited to, the following:
1. Provider meeting the performance requirements specified in this Contract.
2. Continued demonstrated and documented need for the services funded;
3.. Program performance and fiscal compliance by the Provider that is deemed satisfactory in The Children's
Trust's sole discretion; and
4. The availability of funds from The Children's Trust. The Children's Trust is prohibited from creating obligations
in anticipation of budgeted revenues from one fiscal year to another without year to year extension provisions
in the contract.
5. If applicable, The Children's Trust in its sole discretion will initiate re- negotiation of this Contract before the
contract term expires.
C. SCOPE OF SERVICES
1. Provider agrees to render services in accordance with the Scope of Services, Attachment A, to this Contract.
Provider shall implement the Scope of Services, Attachment A, in a manner deemed satisfactory to The
Children's Trust. Any modification to the Scope of Services shall not be effective until approved, in writing, by
The Children's Trust and the Provider.
2. Provider agrees that all funding provided by The Children's Trust, pursuant to this Contract will be used
exclusively for Services in and for the benefit of Miami -Dade County residents.
D. TOTAL FUNDING
Subject to the availability of funds, the maximum amount payable for Services rendered under this Contract shall not
exceed $174,888.00. The Parties agree that should available funding to The Children's Trust be reduced, the amount
payable under this Contract will be proportionately reduced at the sole option of The Children's Trust, with a
proportionate reduction in the Services. Provider agrees to adhere to the Budget and Method of Payment outlined in
Attachment B to this Contract.
E. FISCAL MANAGEMENT
1. Double Payments
Provider costs or earnings claimed under this Contract may not also be claimed under another contract or
grant from The Children's Trust or, unless such claim is denied by The Children's Trust, from any other
agency. Any claim for double payment by Provider shall be a material breach of this Contract.
2. No Supplanting of Existing Public Funds
The Children's Trust funding may not be used by any provider as a substitute for existing resources or for
resources that would otherwise be available for children's services, or to replace funding previously provided
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Contract #810 -567, Resolution 2008 -92
by and currently available from local and state funding sources for the same purpose. Government agencies
must certify that they have maintained their previous funding level when applying for additional funding from
The Children's Trust. A violation of this section shall be considered a material breach of this Contract.
3. Use of Cost Allocation Methodology
Provider attests that no other reimbursement is available or used for invoiced Services unless expressly
authorized in writing by The Children's Trust. Provider shall develop and maintain a cost allocation
methodology and a copy shall be submitted to The Children's Trust.
4. Capital Equipment
Capital equipment is included in the definition of "property" under Florida Statutes, Chapter 274, and Florida
Administrative Code, Section 69I- 73.001, and is defined for purposes of this Contract as individual items with
a value of $1,000 or greater which have a life expectancy of more than one year. Capital equipment
purchased with Trust funds by Provider become assets of The Children's Trust; are intended for The Children's
Trust funded programs; are owned by The Children's Trust; and must be tagged at the time of purchase as an
asset of The Children's Trust. The Children's Trust will work with Provider to tag the asset and receive all
information regarding the capital equipment. Provider must maintain a record of any capital equipment
purchased with funds provided by The Children's Trust. When Provider is no longer funded by The Children's
Trust, the equipment will be returned to The Children's Trust for use by another funded program unless it is
fully depreciated. Provider must initiate return of such capital equipment to The Children's Trust. Ownership
of capital equipment will be transferred to Provider and removed from The Children's Trust's fixed asset
system if the capital equipment is fully depreciated and in the possession of Provider.
S. Assignments and Subcontracts
Neither Provider nor The Children's Trust shall assign this Contract to another party. Provider shall not
subcontract any Services contemplated under this Contract without prior written approval of The Children's
Trust. Provider shall incorporate appropriate language from The Children's Trust contract into its subcontract
and shall require that all subcontractors providing services be governed by the terms and conditions of this
contract. All sub - contracted providers must agree to be monitored by or on behalf of The Children's Trust in
the same manner as Provider under the terms of this contract.
Provider shall be responsible for all services performed and all expenses incurred with this Contract, including
services provided and expenses incurred by any and all subcontractors. It is understood by Provider that The
Children's Trust shall not be liable to a subcontractor for any expenses or liabilities incurred under any
subcontract and Provider shall be solely liable under the subcontract. Provider agrees, at Provider's sole
expense, to hold harmless and defend The Children's Trust against any such claims, demands or actions
related to any subcontract.
In no event shall The Children's Trust directly provide funds to any subcontractor. All payments to any
authorized subcontractor shall be paid directly by Provider to the subcontractor.
6. Religious Purposes
Organizations and their faith -based community partners shall not use funds provided under this Contract to
support inherently religious activities, such as religious instruction, worship, or prose lytization.
7. Lobbying
Provider shall not use any funds provided under this Contract or any other funds provided by The Children's
Trust for lobbying any federal, state or local government or legislators.
S. Adverse Action or Proceeding
Provider shall not utilize the funds provided under this Contract or any other funds provided by The Children's
Trust to retain any legal counsel for any action or proceeding against The Children's Trust or any of Its agents,
employees or officials.
F. INDEMNIFICATION BY PROVIDER
1. Government Entity
Subject to the limitations and sovereign immunity provisions of Florida Statute, Sec. 768.28, Provider shall
indemnify and hold harmless The Children's Trust and its officers, employees, agents and instrumentalities
from any and all liability, losses or damages, including attorneys' fees and costs of defense, which its officers,
employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or
proceedings of any kind or nature arising out of, relating to or resulting from the performance of this Contract
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Contract #810 -567, Resolution 2008 -92
by Provider or its employees, agents, servants, partners, principals or subcontractors.
Subject to the limitations and sovereign immunity provisions of Florida Statutes, Sec. 768.28, Provider shall
pay all claims and losses in connection therewith and shall investigate and defend all claims, suits or actions of
any kind or nature in the name of The Children's Trust, where applicable, including appellate proceedings, and
shall pay all costs, judgments, and reasonable attorney's fees which may issue thereon.
2. All Other Providers
Provider shall indemnify and hold harmless The Children's Trust and its officers, employees, agents and
instrumentalities from any and all liability, losses or damages, including reasonable attorneys' fees and costs
of defense, which The Children's Trust or its officers, employees, agents or instrumentalities may incur as a
result of claims, demands, suits, causes of action or proceedings of any kind or nature arising out of, relating
to or resulting from the performance of this Contract by the Provider or its employees, agents, servants,
partners, principals or sub contractors, except to the extent arising from The Children's Trust's willful or
wanton acts or omissions, or those of its employees or principals.
To the extent arising from a liability that is covered by the foregoing indemnification, Provider shall pay all
claims and losses in connection therewith and shall investigate and defend all claims, suits or actions of any
kind or nature in the name of The Children's Trust, where applicable, including appellate proceedings, and
shall pay all costs, judgments, and reasonable attorney's fees which may issue thereon. Provider expressly
understands and agrees that any insurance protection required by this Contract or otherwise provided by
Provider shall in no way limit the responsibility to Indemnify, keep and save harmless and defend The
Children's Trust or its officers, employees, agents as herein provided.
The provisions of this section on indemnification shall survive the expiration or termination of this Contract.
G. COPYRIGHTS AND RIGHT TO DATA /MATERIALS
Where activities supported by this Contract produce original writing, data, sound recordings, pictorial reproductions,
drawings or other graphic representations and works of similar nature, The Children's Trust has a license to
reasonably use, duplicate and disclose such materials in whole or in part in a manner consistent with the purposes
and terms of this Contract, and to have others acting on behalf of The Children's Trust to do so, provided that such
use does not compromise the validity of any copyright, trademark or patent. If the data /materials so developed are
subject to copyright, trademark or patent, legal title and every right, interest, claim or demand of any kind in and to
any patent, trademark or copyright, or application for the same, will vest in the Provider or with any applicable third
party who has licensed or otherwise permitted the Provider to use the same. Provider agrees to allow The Children's
Trust and others acting on behalf of The Children's Trust to have reasonable use of the same consistent with the
purposes and terms of this Contract, at no cost to The Children's Trust, provided that such use does not compromise
the validity of such copyright, trademark or patent.
H. OWNERSHIP AND LICENSING OF INTELLECTUAL PROPERTY RIGHTS
The Parties understand that this Contract is subject to the provisions, limitations and exceptions of Chapter 119,
Florida Statutes, regarding public records. Accordingly to the extent permitted by Chapter 119, Florida Statutes, the
Provider retains sole ownership of intellectual property developed under this Contract. It is the responsibility of the
Provider to pay all required licensing fees if intellectual property owned by other parties is incorporated by the
Provider into the services required under this Contract. Such licensing should be in the exclusive name of the
Provider. Payment for any such licensing fees or costs arising from the use of others' intellectual property rights must
be made by the Provider from funds available under this Contract
As applicable under Fla. Stat. Section 768.28, and to the extent permitted by and within the limitations of Fla. Stat.
Section 768.28, the Parties shall indemnify and hold each other harmless from liability of any nature or kind, including
costs and expenses for or on account of third party allegations that use of any intellectual property owned by the third
party and provided, manufactured or used by the indemnifying Party in the performance of this Contract violates the
intellectual property rights of that third party.
I. BREACH OF CONTRACT AND REMEDIES
1. Breach
A material breach by the Provider shall have occurred under this Contract if the Provider through action or
omission causes any of the following:
a. Fails to provide the Services outlined in the scope of services (Attachment A) within the effective term
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Contract #810 -567, Resolution 2008 -92
of this Contract;
b. Ineffectively or improperly uses The Children's Trust funds allocated under this Contract;
c. Does not furnish the certificates of insurance required by this Contract or as determined by The
Children's Trust;
d. Does not meet or satisfy the conditions of award required by this Contract;
e. Fails to submit or submits incorrect or incomplete proof of expenditures to support disbursement
requests or advance funding disbursements, or fails to submit or submits incomplete or incorrect
detailed reports of requests for payment, expenditures or final expenditure reports;
f. Does not submit or submits incomplete or incorrect required reports pursuant to the scope of Services
in this Contract;
g. Refuses to allow The Children's Trust access to records or refuses to allow The Children's Trust to
monitor, evaluate and review the Provider's program, including required client data;
h. Fails to comply with child abuse and incident reporting requirements;
L Attempts to meet its obligations under this Contract through fraud, misrepresentation or material
misstatement;
j. Fails to correct deficiencies found during a monitoring, evaluation or review within a specified
reasonable time;
k. Fails to meet the terms and conditions of any obligation or repayment schedule to The Children's Trust
or any of its agencies;
I. Fails to maintain the confidentiality of client files, pursuant to Florida and federal laws;
m. Fails to fulfill in a timely and proper manner any and all of its obligations, covenants, contracts and
stipulations in this Contract;
n. Fails to comply with Background Screening, as required under this Contract.
Waiver of breach of any provisions of this Contract shall not be deemed to be a waiver of any other breach
and shall not be construed to be a modification of the terms of this Contract.
2. Remedies
If the Provider breaches this Contract, and fails to cure such breach within thirty (30) days after receiving
written notice from The Children's Trust identifying the breach, The Children's Trust may pursue any of the
following remedies:
The Children's Trust may, at its sole discretion, enter into a written performance improvement plan with the
Provider to cure any breach of this Contract as may be permissible under state or federal law. Any such
remedial plan shall be an addition to this Contract and shall not affect or render void or voidable any other
provision contained in this Contract, costs, and any judgments entered by a court of appropriate jurisdiction.
The Children's Trust may suspend payment in whole or in part under this Contract by providing written notice
to the Provider of such suspension and specifying the effective date thereof, at least five business days before
the effective date of suspension. On the effective date of suspension the Provider may (but shall not be
obligated to) continue to perform the services provided for in this Contract, but the Provider shall promptly
cease using The Children's Trust's logo and any other reference to The Children's Trust In connection with such
services. All payments to the Provider as of this date shall cease, except that The Children's Trust shall
continue to review and pay requests for payment for services that were performed and /or for deliverables that
were substantially completed at the sole discretion of The Children's Trust, prior to the effective date of such
suspension. If payments are suspended, The Children's Trust must specify in writing the actions that must be
taken by the Provider as condition precedent to resumption of payments and shall specify a reasonable date
for compliance. The Children's Trust may also suspend any payments in whole or in part under any other
contracts entered into between The Children's Trust and the Provider by providing separate written notice to
the Provider of each such suspension and specifying the effective date thereof, which must be at least five
business days before the effective date of such suspension, in any event The Children's Trust shall continue to
review and pay requests for payment as provided for in such other contracts for services that were performed
and /or for deliverables that were substantially completed at the sole discretion of The Children's Trust prior to
the effective date of such suspension. The Provider shall be responsible for all direct and indirect costs
associated with such termination including reasonable attorney's fees.
The Children's Trust may terminate this Contract by giving written notice to the Provider of such termination
and specifying the date thereof at least five (5) business days before the effective date of termination. In the
event of such termination, The Children's Trust may (a) request the Provider to deliver to The Children's Trust
clear and legible copies of all finished or unfinished documents, studies, surveys, reports prepared and
secured by the Provider with Trust funds under this Contract subject to the rights of the Provider thereto as
provided for in Paragraphs G and H above; (b) seek reimbursement of any Trust funds which have been
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Contract #810 -567, Resolution 2008 -92
improperly paid to the Provider under this Contract; (c) terminate further payment of Trust funds to the
Provider under this Contract, except that The Children's Trust shall continue to review and pay requests for
payment for services that were performed and /or deliverables that were substantially completed at the sole
discretion of The Children's Trust prior to.the effective date of such termination; and /or (d) terminate or
cancel any other contracts entered into between The Children's Trust and the Provider by providing separate
written notice to the Provider of each such termination and specifying the effective date thereof, which must
be at least five business days before the effective date of such termination, in which event The Children's
Trust shall continue to review and pay requests for payment as provided for in such other contracts for
services that were performed and /or for deliverables that were substantially completed at the sole discretion
of The Children's Trust prior to the effective date of such termination. The Provider shall be responsible for all
direct and indirect costs associated with such termination, including reasonable attorney's fees.
The Children's Trust may seek enforcement of this Contract including but not limited to filing an action with a
court of appropriate jurisdiction. The Provider shall be responsible for all direct and indirect costs associated
with such enforcement, including reasonable attorney's fees, costs, and any judgments entered by a court of
appropriate jurisdiction, including all direct and indirect costs and reasonable attorneys' fees through
conclusion of all appellate proceedings, and including any final settlement.
The provisions of this Paragraph I shall survive the expiration or termination of this Contract.
J. INSURANCE REQUIREMENTS
Except as required by Florida law for government entities, Provider shall provide to The Children's Trust within 30
days of contract execution, Certificates of Insurance or, as applicable, a letter of self- insurance indicating coverage
applicable to a Florida municipal corporation or written verification (binders) required under this section or as
determined by The Children's Trust. The Children's Trust shall be named as an additional insured as their interest may
appear on all applicable policies. As a condition of the execution of the contract, The Children's Trust will not disburse
any funds until The Children's Trust is provided with the necessary Certificates of Insurance, letter of self- insurance or
written verification (binders) and The Children's Trust has approved such documents. The Children's Trust shall have
the rights to review said certificates or letters and if applicable, reasonably require updating of types and amounts of
coverage provided upon any renewal of this Contract.
Provider will carry insurance policies in the amounts and with the requirements indicated below:
Worker's Compensation Insurance for all employees and non - incorporated independent contractors and or
consultants of the Provider, as required by Florida Statutes, Chapter 440. The employer's liability portion will
be $500,000/$500,000 /$500,000 as a minimum.
2. Comprehensive General Liability insurance in an amount not less than $500,000 combined single limit per
occurrence and $1,000,000 aggregate in a policy year. Deductibles exceeding $ 1,000 are discouraged, unless
Provider can provide financials to support a higher deductible. The Children's Trust must be designated and
shown as an "Additional Insured as Their Interest May Appear" with respects to this coverage. The general
liability policy must contain coverage for the following:
a. Bodily Injury;
b. Property Damage;
c. No exclusions for Abuse, Molestation or Corporal Punishment;
d. No endorsement for premises only operations.
3. If applicable, Special Events Coverage, as determined by The Children's Trust. The liability coverage will be
the same as the coverage and limits required for comprehensive general liability and The Children's Trust must
be designated and shown as "Additional Insured as Their Interest May Appear." Special Events policies are for
short term functions and not meant to replace annual liability policies. The coverage is for the day or days of
the event and must provide coverage the day prior and the day following the event.
4. Automobile liability coverage for all owned and /or leased vehicles of the Provider and non -owned coverage for
their employees and /or sub - contractors transporting program participants. The amount of coverage Is
$1,000,000 combined single limit per occurrence for bodily injury and property damage. The Children's Trust
must be designated and shown as an "Additional Insured as Their Interest May Appear" with respects to this
coverage. Coverage can be purchased as non -owned without hired auto coverage, but rental cars can not be
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Contract #810 -567, Resolution 2008 -92
used in the course of the Provider's regular operations. Rental cars may be used for travel to attend
conferences outside the tri- county area.
Automobile liability coverage for all owned and /or leased vehicles of the Provider and non -owned coverage for
their employees and /or sub - contractors not transporting program participants. The minimum amount of
coverage is $300,000 combined single limit per occurrence for bodily injury' and property damage. The
Children's Trust must be designated and shown as an "Additional Insured as Their Interest May Appear" with
respects to this coverage. Coverage can be purchased as non -owned without hired auto coverage, but rental
cars can not be used in the course of the Provider's regular operations. Rental cars may be used for travel to
attend conferences outside the tri- county area.
6. If applicable, Professional Liability insurance, as determined by The Children's Trust, with coverage amounts
determined by The Children's Trust but not less than $250,000 per claim and in the aggregate. Defense costs
may be inside the limits of liability and the policy can be written on claims made form. The Children's Trust is
not required to be named as an Additional Insured.
7. If applicable, Proof of Property Coverage is required when the Provider has capital equipment paid for by The
Children's Trust and said capital equipment is under the care custody and control of the Provider. The
Children's Trust must be shown on the evidence of property coverage as a Loss Payee.
Certificate holder must read:
The Children's Trust
3150 SW 3rd Avenue, 8th Floor
Miami, Florida 33129
Classification and Rating
All insurance policies .required above shall be issued by companies authorized to do business under the laws of the
State of Florida, with the following qualifications:
The company must be rated no less than "B" as to management, and no less than "Class V" as the financial strength,
by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its
equivalent, subject to the reasonable approval of The Children's Trust's Risk Management Division, or The company
must hold a valid Florida Certificate of Authority as shown in the latest "List of All Insurance Companies Authorized or
Approved to Do Business in Florida" issued by the State of Florida Department of Insurance and are members of the
Florida Guaranty Fund.
The Provider shall notify The Children's Trust, in writing, of any material changes in insurance coverage, including,
but not limited, to any renewals of existing insurance policies, not later than thirty (30) days prior to the effective
date except for ten (10) days for lack of payment changes.
In.the event of any change in the Provider's Scope of Services, Attachment A, The Children's Trust may increase,
waive or modify, in writing any of the foregoing insurance requirements. Any request by a Provider to decrease,
waive or modify any of the foregoing insurance requirements shall be approved, in writing, by The Children's Trust
prior to any such decrease, waiver or modification.
In the event that an insurance policy is canceled during the effective period of this Contract, The Children's Trust shall
withhold all payments from the Provider until a new Certificate of Insurance or written verification (binders) of
insurance required under this section is submitted and approved by The Children's Trust. The new insurance policy
shall cover the time period commencing from the date of cancellation of the prior insurance policy.
The Children's Trust may require the Provider to furnish additional and different insurance coverage, or both, as may
be required from time to time under applicable federal or state laws. Provision of insurance by Provider, in no
instance, shall be deemed to be a release, limitation, or waiver of any claim, cause of action or assessment that The
Children's Trust may have against the Provider for any liability of any nature related to performance under this
Contract or otherwise.
All insurance required hereunder may be maintained by the Provider pursuant to a master or blanket policy or policies
of insurance.
K. PROOF OF TAX STATUS
Provider is required to keep on file the following documentation for review by The Children's Trust.
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Contract #810 -567, Resolution 2008 -92
• The Internal Revenue Service (I.R.S.) tax status determination letter;
• The most recent (two years) I.R.S. form 990 or applicable tax return filing within six.(6) months after the
Provider's fiscal year end or other appropriate filing period permitted by law;
• If required by applicable law to be filed by the Provider, IRS 941 - quarterly federal tax return reports within
thirty-five (35) calendar days after the quarter ends and If the 941 reflects a tax liability, proof of payment
must be submitted within sixty (60) calendar days after the quarter ends.
L. NOTICES
All notices pursuant to this Contract shall be in writing and sent by certified mail to the addresses for each Party
appearing on the first page of this Contract, and in the case of notices to The Children's Trust, marked to the attention
of its President and CEO. It is each Party's responsibility to advise the other Party in writing of any changes in name,
address and /or telephone number.
M. AUTONOMY
Both Parties agree that this Contract recognizes the autonomy of, and stipulates or implies no affiliation between, the
contracting parties. It is expressly understood and intended that Provider is only a recipient of funding support and is
not an agent or instrumentality of The Children's Trust, and that Provider's agents and employees are not agents or
employees of The Children's Trust.
N. RECORDS, REPORTS, AUDITS AND MONITORING
1. Accounting records
Provider shall keep accounting records which conform to generally accepted accounting principles. All such
records will be retained by Provider for not less than five years beyond the last date that all applicable terms of
this Contract have been complied with and final payment has been received and appropriate audits have been
submitted to and accepted by the appropriate entity. However, if any audit, claim, litigation, negotiation or other
action involving this Contract or Modification hereto has commenced before the expiration of the retention period,
the records shall be retained until completion of the action and resolution of all issues which arise from it or until
the end of the regular retention period, which ever is later.
2. Financial audit
Within 180 days of the close of its fiscal year, Provider agrees to submit to The Children's Trust an Annual
Financial Audit performed by an independent audit firm of all its corporate activities and any accompanying
management letter(s) or report(s) on other matters related to internal control, for each year during which this
Contract remains in force and until all funds expended from this Contract have been audited. This audit shall be
conducted in accordance with auditing standards generally accepted in the United States of America and standards
contained in the Government Auditing Standards issued by the Comptroller General of the United States.
If Provider receives a combined total of $300,000 or more from The Children's Trust from this or any other The
Children's Trust contract, related to the fiscal year under audit, the Provider agrees to have a program- specific
audit relating to The Children's Trust contracts, in addition to the annual financial audit of the Provider's entire
organization. This program- specific audit is to encompass an audit of The Children's Trust contract amounts and
requires: .
• Submission of: (a) schedule of total expenditures, reflecting expenditures during the audit period for each
The Children's Trust contract by contract number, (b) summary of schedule of prior audit findings, (c)
disclosure of any significant finding(s) relating to The Children's Trust contract(s), (d) disclosure of all
questioned costs and liabilities due to The Children's Trust, with a reference to the contract number
involved, and (e) a recommendation for a corrective action plan on any finding;
• Report whether the schedule of expenditure(s) is fairly stated;
• Provide notes to the schedule of expenditures that describe the significant accounting policies used in
preparing the schedule;
• Report whether contractual matching requirements were met, if applicable;
• Report whether the provider has internal controls in place to provide reasonable assurance of compliance
with The Children's Trust applicable contractual requirements and on the reliability of financial operations.
Format of report is provided in Attachment D.
A provider that does not meet the program- specific audit threshold requirement of a combined total of $300,000
City of South Miami Page 7 of 37
Contract #810 -567, Resolution 2008 -92
or more from The Children's Trust, in the fiscal year being audited, will be exempt from the program- specific audit
requirement in the fiscal year that the audit threshold is not met.
Providers that are required to have a single audit conducted under OMB Circular A -133, Audit of States, Local
Government and Non - Profit Organizations or the Florida Single Audit Act, Florida Statutes 215.97 agree to submit
the schedule of expenditures pertaining to awards, summary schedule of prior audit findings, applicable auditor's
reports and the corrective action plan when the schedule of findings and questioned costs prepared by the
independent auditor discloses audit findings. In the event that the independent auditor does not disclose audit
findings, Provider shall provide written notification to The Children's Trust that an audit of Provider was conducted
in accordance with applicable laws and regulations and that the findings and questioned costs disclosed no audit
findings related to this Contract; and, that the summary schedule of prior audit findings did not report on the
status of any audit findings relating to awards that The Children's Trust provided.
Audit extensions may be granted in writing by The Children's Trust, after proper approval has been obtained from
The Children's Trust's Finance Department, upon receipt in writing of such request with appropriate justification by
the Provider.
3. Access to records
The Children's Trust reserves the right to require Provider to submit to an audit by an auditor of The Children's
Trust's choosing at The Children's Trust's expense. Provider shall provide access to all of its records which relate
to this Contract at its place of business during regular business hours. Provider agrees to provide such assistance
as may be necessary to facilitate their review or audit by The Children's Trust to insure compliance with applicable
accounting and financial standards, including access by The Children's Trust or its designee, to Provider's
independent auditor's working papers for complying with federal, state or local requirements.
4. Monitoring
Provider agrees to permit The Children's Trust personnel or contracted agents to perform random scheduled
and /or unscheduled monitorings, reviews, and evaluations of the program which is the subject of this Contract
including any subcontracts under this Contract using The Children's Trust approved monitoring tools. The
Children's Trust or contracted agents shall monitor both fiscal /administrative and programmatic compliance with
all the terms and conditions of the Contract. Provider shall permit The Children's Trust or contracted agents to
conduct site visits, client interviews, client assessment surveys, fiscal /administrative review and other techniques
deemed reasonably necessary in The Children's Trust's sole discretion to fulfill the monitoring function. A report
of monitoring findings will be delivered to Provider and Provider will rectify all deficiencies cited within the period
of time specified in the report.
5. Client Records
Pursuant to Florida Statute 119.071(5), The Children's Trust collects the social security numbers of child
participants of funded programs and services for the following purposes: (a) to research, track and measure the
impact of The Children's Trust funded programs and services in an effort to maintain and improve such programs
and services for the future (individual identifying information will not be disclosed); (b) to identify and match
individuals and data within and among various systems and other agencies for research purposes. The Children's
Trust does not collect social security numbers for adult participants.
Provider shall maintain a separate file for each child /family served. This file shall include all pertinent information
regarding program enrollment and participation. At a minimum, the file will contain enrollment information
(including parent registration consents and child demographics), service plans, outcome measures (as set forth in
Attachment A), and notes documenting referrals, special needs, or incident reports. These flies shall be subject to
the audit and inspection requirements under this Contract, subject to applicable confidentiality requirements. All
such records will be retained by the Provider for not less than five calendar years after the participant is no longer
enrolled. Provider agrees to comply with all applicable state and federal laws on privacy and confidentiality.
6. Internal Documentation/ Records Retention
Provider agrees to maintain and provide for inspection to The Children's Trust, during regular business hours the
following as may be applicable, subject to applicable confidentiality requirements: (1) personnel files of employees
which include hiring records, background screening results, job descriptions, and evaluation procedures; (2)
authorized time sheets, records, and attendance sheets to document the staff time billed to provide Services
pursuant to this Contract; (3) daily activity logs and monthly calendars of the provision of Services pursuant to
this Contract; (4) training modules; (5) pre and post session questionnaires; (6) participant consent and
information release forms; (7) agency policies and procedures; and (8) such other information related to Service
provision as described in Attachment A; all upon request by The Children's Trust. Provider shall retain all records
for not less than five years beyond the last date that all applicable terms of this Contract have been complied with
City of South Miami Page 8 of 37
Contract #810 -567, Resolution 2008 -92
and final payment has been received, and appropriate audits have been submitted to and accepted by the
appropriate entity.
7. Confidentiality
Provider and The Children's Trust understand that during the course of performing the Services hereunder, each
party may have access to certain confidential and proprietary information and materials of the other party in order
to further performance of the Services. The Parties shall protect confidential information and comply with
applicable federal and state laws on confidentiality to prevent unauthorized use, dissemination or publication of
confidential information as each party uses to protect its own confidential information in a like manner. The
Parties shall not disclose the confidential information to any third party (except that such information may be
disclosed to such Party's attorneys), or to any employee of such Party who does not have a need to know such
information, which need is related to performance of a responsibility hereunder. However, this Contract imposes
no obligation upon the Parties with respect to confidential information which (a) was lawfully known to the
receiving party before receipt from the other, (b) is or becomes a matter of public knowledge through no fault of
the receiving party, (c) is rightfully received by the receiving party from a third party without restriction on
disclosure, (d) is independently developed by or for that party, (e) is disclosed under operation of law, (f) is
disclosed by the receiving party with the other party's prior written approval or (g) is subject to Chapter 119 of
the Florida Statutes or is otherwise required to be disclosed by law. The confidentiality provision of this Contract
shall remain in full force and effect after the termination of this Contract.
S. Security Obligation
Provider shall maintain an appropriate level of data security for the information Provider is collecting or using in
the performance of this Contract. This includes, but is not limited to, approving and tracking all Provider
employees who request system or information access and ensuring that user access has been removed from all
terminated employees of Provider.
O. MODIFICATIONS
Any alterations, variations, modifications, extensions or waivers of provisions of this Contract including but not limited
to amount payable and effective term shall only be valid when they have been reduced to writing, duly approved and
signed by both Parties.
P. GOVERNING LAW & VENUE
This Contract shall be interpreted and construed in accordance with and governed by the laws of the State of Florida
without regard to its conflicts of laws provisions. Any controversies or legal problems arising out of the terms of this
Contract and any action involving the enforcement or interpretation of any rights hereunder shall be submitted to the
jurisdiction of the state courts of the Eleventh Judicial Circuit, in and for, Miami -Dade County, Florida.
Q. EMPLOYEE BACKGROUND SCREENING
In accordance with Sections 943.0542, 984.01, Chapter 435, 402, 39.001, and 1012.465 Florida Statutes, as
applicable, employees, volunteers and subcontracted personnel who work in direct contact with children or who come
into direct contact with children must complete a satisfactory Level 2 background screening. Level 2 Background
screenings must be completed through the Florida Department of Law Enforcement (FDLE), VECHS Program.
Satisfactory background screening documentation will be accepted for those agencies that already conduct business
with either the Department of Children and Families (DCF) or the Department of Juvenile Justice (DJJ) or the Miami
Dade County Public School System ( MDCPS). A clearance letter from MDCPS Office of Employment Standards
indicating the person has successfully completed a Level 2 screening will be accepted. In addition, an Attestation of
Good Moral Character must be completed annually for each employee, volunteer, and subcontracted personnel who
work in direct contact with children. The Provider shall re- screen each employee, volunteer and /or subcontractor
every five years.
R. CHILDREN WITH DISABILITIES AND THEIR FAMILIES
Provider understands that The Children's Trust expects Provider to meet the federal standards under the Americans
with Disabilities Act. By policy of The Children's Trust, providers must also implement reasonable programmatic
accommodations to include children with disabilities and their families, whenever possible. Notwithstanding anything
to the contrary, the Provider shall not be required to make any alteration to any public school building or other
building or structure which is not owned by the Provider.
City of South Miami Page 9 of 37
Contract #810 -567, Resolution 2008 -92
S. REGULATORY COMPLIANCE
1. Non - discrimination and Civil Rights
Provider shall not discriminate against an employee, volunteer, or client of the Provider on the basis of race,
color, gender, pregnancy, marital status, familial status, sexual orientation, religion, ancestry, national origin,
disability, or age, except that programs may target services for specific target groups as may be defined in the
competitive solicitation.
Provider shall demonstrate that it has standards, policies, and practices necessary to render services in a
manner that respects the worth of the individual and protects and preserves the dignity of people of diverse
cultures, classes, races, religions, sexual orientation, and ethnic backgrounds.
Provider agrees to abide by Chapter 11"A of the Code of Miami -Dade County ( "County Code "), as amended,
which prohibits discrimination in employment, housing and public accommodations; Title VII of the Civil Rights
Act of 1968, as amended, which prohibits discrimination in employment and public accommodation; the Age
Discrimination Act of 1975, 42 U.S.C. Section 6101, as amended, which prohibits discrimination in
employment because of age; Section 504 of the Rehabilitation Act of 1973, 29 U.S.C. § 794, as amended,
which prohibits discrimination on the basis of disability; and the Americans with Disabilities Act, 42 U.S.C.
§12101 et seq., which prohibits discrimination in employment and public accommodations because of
disability.
It is expressly understood that upon receipt of evidence of discrimination under any of these laws, The
Children's Trust shall have the right to terminate all or any portion of this Contract. If Provider or any owner,
subsidiary, or other firm affiliated with or related to Provider, is found by the responsible enforcement agency
or the courts to be in violation of these laws, said violation will be a material breach of this Contract and The
Children's Trust will conduct no further business with Provider.
2. Public Entities Crime Act
Provider will not violate the Public Entities Crimes Act (Section 287.133, Florida Statutes), which essentially
provides that a person or affiliate who is a Provider, consultant or other provider and who has been placed on
the convicted vendor list following a conviction for a Public Entity Crime may not submit a bid on a contract to
provide any goods or services to The Children's Trust, may not submit a bid on a contract with The Children's
Trust for the construction or repair of a public building or public work, may not submit bids on leases of real
property to The Children's Trust, may not be awarded or perform work as a Provider supplier, sub Provider, or
consultant under a contract with The Children's Trust, and may not transact any business with The Children's
Trust in excess of the threshold amount provided in Section 287.017, Florida Statutes, for category two
purchases for a period of thirty -six (36) months from the date of being placed on the convicted vendor list.
Violation of this section shall result in cancellation of this Contract and recovery of all monies paid hereto, and
may result in debarment from The Children's Trust's competitive procurement activities.
3. Conflict of Interest
Provider represents that the execution of this Contract does not violate Miami Dade County's Conflict of
Interest and Code of Ethics Ordinance, www.miamidade.gov/ ethics /library/Ethics - 8rochure- 2005.pdf and
Florida Statutes §112 as amended, which are incorporated herein by reference as if fully set forth herein.
Provider agrees to abide by and be governed by these conflict of interest provisions throughout the course of
this Contract and in connection with its obligations hereunder.
4. Compliance with Sarbanes -Oxley
Provider shall comply with the following provisions of the Sarbanes -Oxley Act.
• Provider agrees not to alter, cover up, falsify, or destroy any document that may be relevant to an
- official investigation.
• Provider agrees not to punish whistleblowers or retaliate against any employee who reports suspected
cases of fraud or abuse.
5. Licensing
The Provider shall obtain and maintain in full force and effect during the term of this Contract any and all
licenses, certifications, approvals, insurance, permits and accreditations, required by the State of Florida,
Miami -Dade County, The Children's Trust or the federal government.
6. Proof of Policies
Provider shall keep on file copies of its policies on non - discrimination, equal opportunity and /or affirmative
City of South Miami Page 10 of 37
Contract #810 -567, Resolution 2008 -92
action, Americans with Disabilities Act, and drug -free workplace
7. Incident Reporting
Provider shall immediately report knowledge or reasonable suspicion of abuse, neglect, or abandonment of a
child, aged person, or disabled adult to the Florida Abuse Hotline on the statewide toll -free telephone number
(1- 800 -96- ABUSE). As required by Chapters 39 and 415, Florida Statutes, this is binding upon both the
Provider and its employees.
Provider shall complete an incident report in the event of any serious bodily injury to anyone within the scope
of this Contract or arising out of the performance of this Contract. Provider shall provide written notification of
the incident together with a copy of the incident report to The Children's Trust within three (3) working days
after Provider is informed of such incident. Provider shall provide written notification to The Children's Trust,
within seven (7) days, if any legal action which is filed as a result of such an injury.
S. Sexual Harassment
Provider shall complete an incident report in the event a client or employee makes an allegation of sexual
harassment, sexual misconduct or sexual assault by a Provider employee arising out of the performance of
this Contract and the Provider has knowledge thereof. Provider shall provide written notification to The
Children's Trust within three (3) business days after Provider is informed of such an allegation. Provider shall
provide written notification to The Children's Trust, within seven (7) business days, If any legal action which is
filed as a result of such an.alleged incident.
T. CONSENT
Demographic and service information on program participants will be provided to The Children's Trust as part of The
Children's Trust's research mission. Provider will ask participants to sign a voluntary Consent to Photograph and for
Communications. The form is available in English, Spanish, and Creole and must be downloaded from
www.thechildrenstrust.org. All signed Consent forms will be submitted to the Contract Manager, with a copy filed in
the participant's record. Any refusal of consent must be properly documented and signed by the parent or legal
guardian on the Consent form. Provider will exercise its best efforts to have each program participant's contact
information is current and updated upon exiting the program.
U. PROGRAMMATIC DATA REPORTING
Provider agrees to comply and participate in any data collection reporting, including participant data as required by
The Children's Trust and described in Attachment C to this contract, Programmatic Data Reporting Requirements,
subject to confidentiality requirements. In addition, Provider agrees to furnish The Children's Trust with quarterly
program narrative reports in the format to be reasonably specified by The Children's Trust.
V. PUBLICITY
Provider agrees that events funded by this Contract shall recognize The Children's Trust as a funding source. Provider
shall ensure that all publicity, public relations, advertisements and signs within its control recognize The Children's
Trust for the support of all contracted activities. The use of the official The Children's Trust logo is permissible.
Provider shall use its best efforts to ensure that all media representatives, when inquiring with the Provider about the
activities funded by this Contract, are informed that The Children's Trust is a funding source. Provider shall distribute
a press release announcing that it has been awarded funding by The Children's Trust. Provider shall, if it possesses
the appropriate technology, provide a link between the website and The Children's Trust's website.
W. PUBLICATIONS
Provider agrees to supply The Children's Trust, without charge, up to three copies of any publication developed in
connection with implementation of programs addressed by this Contract. Such publications will state that the
program is supported by The Children's Trust. Provider agrees that The Children's Trust will have use of copyrighted
materials developed under this Contract to the extent provided in, and subject to, the provisions of Paragraphs G and
H above.
To the extent .permitted by the applicable journal or other publication source, Provider shall include The Children's
Trust logo and the following paragraph in all materials featuring programs funded by The Children's Trust, including
but not limited to newsletters, press releases, brochures, fliers, homepage of websites or any other materials for
dissemination to the media or general public:
City of South Miami Page 11 of 37
Contract #810 -567, Resolution 2008 -92
English:
City of South Miami is funded by The Children's Trust. The Children's Trust is a dedicated source of
revenue established by voter referendum to improve the lives of children and families in Miami -Dade
County.
Spanish:
City of South Miami esta financiado por El Fidecomiso de los Ninos (The Children's Trust). El
Fidecomiso de los Ninos es una fuente de financiaci6n, establecida por referendum para mejorar las
vidas de ninos y familias en el Condado de Miami -Dade.
Kreyol :
City of South Miami finanse pa "The Children's Trust ". Trust la, se yon sous lajan ke gouvenman
amerikin vote an referandom you ke' li investi byen nan pwogram kap amellore la Vi Ti Moun ak
fanmi yo nan Myami Dade.
Note: In cases where funding by The Children's Trust represents only a percentage of the Provider's overall funding,
the above language can be altered to read "The (organization) is funded in part by The Children's Trust..."
X. HEADINGS, USE OF SINGULAR AND GENDER
Paragraph headings are for convenience only and are not intended to expand or restrict the scope or substance of the
provisions of this Contract. Wherever used herein, the singular shall include the plural and plural shall include the
singular, and pronouns shall be read as masculine, feminine or neuter as the context requires.
Y. TOTALITY OF CONTRACT/ SEVE RABILITY OF PROVISIONS
This Contract with its attachments as referenced below contains all the terms and conditions agreed upon by the
parties:
Attachment A: Scope of Services
Attachment B: Budget & Method of Payment
Attachment C: Reporting Requirements
Attachment D: Financial Audit and Financial Report Requirements
Attachment E: Performance Improvement Plan, if applicable.
No other contract, oral or otherwise, regarding the subject matter of this Contract shall be deemed to exist or bind
any of the parties hereto. If any provision of this Contract is held invalid or void, the remainder of this Contract shall
not be affected thereby_ if such remainder would then continue to conform to the terms and requirements of applicable
law.
City of South Miami
MIAMI -DADE COUNTY, FLORIDA
By
(Signature of Authorized Representative)
Type or Print Name
Date
Approved as to form and legal sufficiency
County Attorney
The Children's Trust
by:
Modesto E. Abety, President/CEO
Date:
Date: _ �� /9, e
This contract is not valid until signed by both parties
City of South Miami
Contract #810 -567, Resolution 2008 -92
Page 12 of 37
ATTACHMENT A:
SCOPE OF SERVICES
City of South Miami Page 13 of 37
Contract #810 -567, Resolution 2008 -92
Attachment A
Out -of- School Scope of Services
Contract No. 810 -567
Agency name: City of South Miami
Program name: City of South Miami Parks and Recreation
1. Program Summary (Limit to 100 words):
The City of South Miami and its After School House & Summer Camp Programs will provide students within
the city limits and its surrounding communities between the ages of 5 to 18 - a safe environment to
increase their educational and social skills in a fun - filled setting. Physical activity, nutrition and family
enrichment will also allow for enhanced, fully inclusive, and high - quality programs. The program focuses heavily on
literacy and improved academic output of all its participants while working towards individual growth for each child
involved.
2. Target Population (Include the number to be served, ages, demographic characteristics,
disabilities, and targeted geographic area(s) served, as applicable):
South Miami staff and volunteers deliver out -of- school services through year -round after - school and summer camp
programming. The target population consists primarily of children who come from single - parent homes residing within the
South Miami CRA and its immediately neighboring communities. Most of the residents are at low- moderate income
levels and students who participate in free and reduced lunch programs with 19% of our population 5 years of age and
older legally having a disability of some sort. This program will serve 125 children with its After School Program and as
many as 125 children during its Summer Camp Program primarily out of the South Miami Community Center (SMCC).
The program will be fully inclusive and accessible and will include children with physical (visual, hearing impaired, etc.)
and learning disabilities (autism, dyslexia, etc.).
3. Service Delivery: After - School - August, 2008 to June 2009
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Literacy:
Miami -Dade County Public Schools (M -DCPS) requests
d
that children in K -2 grade read a minimum of one book
per day or a 15 min. minimum for 3`d — 8`h grade. Our
homework assistance /literacy program will include a
mandatory daily 30 minute minimum time frame. Once
children have completed daily homework assignment with
their America Reads tutors they will go directly into the
reading programming directed by our literacy instructor
GP =110
which will include the following:
5 x week/1
1. Early Literacy Stations — Computers with software
hour per day/
already installed which focus on reading phonics, literacy,
for 39 weeks
CWD =15
& comprehension managed by our part -time computer
tech.
2. Reading computer software manipulatives — Reading
Rabbit, Sponge Bob typing, Spelling Bee Wizard, and Cat
in the Hat managed by our part-time computer tech.
3. Scholastic Monthly Book Club — children's book total
pages /books read by child on a daily basis are charted &
managed by our Literacy Instructor and coordinated by
our America Reads Tutors. Charts will be managed by
instructors and children will receivespecial recognition for
City of South Miami Page 14 of 37
Contract #810 -567, Resolution 2008 -92
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most pages /books read by grade.
4. America Reads Daily book reading log- title of grade
appropriate book read by children will be tracked and filed.
Children K -2 will be encouraged to read a minimum of one
grade appropriate book daily while grades 3 -8 will be
tracked by chapters /pages read. Weekly rotational field
trips to the City's public library for updated reading titles as
needed,
Physical Fitness: Recreation Leader will head the
recreation component for our After School Program. The
following is a listing of proposed recreational
programming:
1. Physical Training Program — Hip -Hop 101 Class
sessions — Instructional Hip -Hop Dance classes where
kids will learn to dance traditional hip -hop while exercising.
GP =110
2. Super Sonics Jump rope program — Instructional jump
5 x week /1
roping class where kids will learn to jump rope for
hour per
competition and fun while enhancing their physical fitness.
day /for 39
CWD =15
Sports Instruction & Intramural Competition — Youth will
weeks
participate in youth clinics, camps, & intramural
competition including youth soccer, flag - football, lacrosse,
kickball, basketball, field hockey, & t -ball, All scheduled
sports activities are during afterschool hours and are for
the participants in the Afterschool House Program. The
entire physical fitness component will be facilitated by
recreation leader with assistance by recreation aides.
Social Skills Building: We incorporate a variety of
different opportunities for our children to improve their
social skills. See below:
1. Hosting age- appropriate self improvement classes -
bullying prevention, conflict resolution, team building, self
grooming, interviewing skills and public speaking.
Participants will complete assessment surveys. We will
GP =110
utilize the K -12 Giraffe Heroes Program; which consists
2 x week /30
of character development. These services will be
mins /for 39
facilitated by guest speakers, instructors, recreation
weeks
CWD =15
leaders and volunteers.
2. Bi- Weekly talk sessions — "HOT TOPIC" —
incorporated to encourage open dialogue between
children and staff in order to enhance our programming to
meet their needs. The sessions aim to provoke intelligent
conversations /discussions on a variety of thought
provoking topics.
Family involvement:
Monthly Family Night — Once per month we will dedicate
GP =110
an event (pot -luck dinner meal, story telling, etc.) to
1 x month /2
promote a parent led function to foster parent involvement.
hrs /for 10
During family night, events may include a monthly family
months
CWD =15
movie night.
City of South Miami Page 15 of 37
Contract #810 -567, Resolution 2008 -92
Service Delliverv: Summer CamD 2009
muj
Ef
GP=
Summer Reading Program - Students will actively
Enrichment Activities
5 x week/1
GP
110
Nutritional education - Teach children the importance of
hour per
GP=110
proper eating selections, eating routines, and portion
all school grades (group and individual). Students will
day/for 10
control with use of heart-wise manipulative. This
CWD=
then be required to read the books while we chart the
component will be facilitated by senior staff and or
CWID
1 x week/1
completion.
recreation leader. Guest speakers may also be included
hour per day/
CWD=15
from South Miami Hospital and Nutrition and Exercise
39 weeks
Thinking Skills Instruction - Teach children the basic
functions of critical thinking skills specifically using
GP=110
the principles of intellect building and general
2 x week/30
logarithms and IQ building exercises. This
mins per day/
component will be facilitated by instructors and
39 weeks
CWD= 15
conducted by recreation aides, tutors, and
Music Instruction - Teach children the importance of
K1: 2 x
music education and how to play instruments and
week/30-60
GP=110
how to read and make music. Will be facilitated by
mins/39 weeks
instructors, senior staff, recreation aides, and
rd
K-3 Gra e
2 nd -3 rd : 1 x
volunteers.
Only
week/30
CWD=15
mins/39 weeks
Science Instruction - Teach children science through
GP=110
"Mad Science" Programming and use learning
2 x week/30-60
manipulatives and experiments ' using the "Science
mins per
Explorer program" as-the basis for It methodology.
day/39 weeks
CWD=15
This component will be facilitated by instructors with
the help of recreation leaders and aides.
Service Delliverv: Summer CamD 2009
City of South Miami Page 16 of 37
Contract #810-567, Resolution 2008-92
muj
Ef
GP=
Summer Reading Program - Students will actively
5 x week/1
GP
110
participate in the recommended summer reading lists for
hour per
all school grades (group and individual). Students will
day/for 10
CWD=
then be required to read the books while we chart the
weeks
CWID
15
completion.
City of South Miami Page 16 of 37
Contract #810-567, Resolution 2008-92
City cf South Miami Page 17of37
Contract #810-567, Resolution 2008-92
MW
Students will engage in theatrical presentations (plays,
story telling, oratorical competitions, etc). A live
production featuring students will take place at the end
of the program.
Students will be encouraged to increase their reading
outside of the program with news journal. — Children in
3 rd — 8 th grade will be required to read and show
comprehension by reporting on information read. The
Literacy Instructor will be in charge of this program with
the help o the America Reads tutors.
Physical Fitness: Recreation Leaders will head the
recreation component for our Summer Camp Program
with the assistance of the 15 PT Seasonal Recreation
1. Physical Training Program — Hip-Hop 101 Class
sessions — Instructional Hip-Hop Dance classes where
kids will learn to dance traditional hip-hop while
exercising.
5 x week/1
GP
GP=
2, Jump rope program — Instructional jump roping
hour per
110
class where kids will learn to jump rope for competition
day/for
and fun while enhancing their physical fitness.
CWD=
3. Sports Instruction & intramural programming —
10 weeks
CWID
15
Youth will participate in youth clinics, camps, & leagues
including youth soccer, flag-football, lacrosse, rkickball,
basketball, field hockey, & t-ball. Swimming & water
safety instruction —To be conducted at A.D. Barnes on
a weekly basis, All scheduled sports activities are .
during afterschool hours and are for the participants in
the Afterschool House Program, The entire physical
fitness component will be facilitated by recreation
leader with assistance by recreation aides.
Social Skills Building: We incorporate a variety of
different opportunities for our children to improve their
social skills. See below:
1. Hosting age-appropriate self improvement classes-
bullying prevention, conflict resolution, team building,
self grooming, interviewing skills and public speaking.
Participants will complete assessment surveys. We will
GP
GP=
utilize the K-12 Giraffe Heroes Program-, whic.h
5 x week/1
110
consists of character development. These services will
hour per
be facilitated by guest speakers, instructors, recreation
day/for 10
CWD
CWD—
leaders and volunteers.
weeks
I's
15—
2. Bi-Weekly talk sessions — "HOT TOPIC" —
incorporated to encourage open dialogue between
children and staff in order to enhance our programming
to meet their needs. The sessions aim to provoke
intelligent conversations/discussions on a variety of
thought provoking topics. Weekly Fieldtirip_s will allow
City cf South Miami Page 17of37
Contract #810-567, Resolution 2008-92
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students to engage with different environments with their
peers and other adults. Field Trips will include:
Miccosoukee Tribe of Indians, Jewish Holocaust Center,
African American History Museum, and Junior Detention
Center (JAC).
Family Involvement:
Monthly Family Night — Once per month we will dedicate
an event (pot -luck dinner meal, story telling, etc.) to
GP
GP=
promote a parent led function to foster parent
1 x month /2
110
1 10
involvement. During family night, events may include a
2 Times in
hours /for 3
August
monthly family movie night. Family members will be
sessions
CWD
_
CWD—
invited to attend a theatrical production featuring
students. Recreation Leader and Recreation Aides will
facilitate.
Enrichment Activities:
Mad Science Instruction program —This programming
will intensify our children's knowledge of science and
GP=
increase their interest in Science thus reduce their fear
GP
110
for the subject. The manipulative used in this program
�a
K — 3 Grade
1 x week /1
will also help children retain vital information that can
hour /for 10
CWD=
be used for their studies in the subject while preparing
weeks
CWD
them for the new Science FCAT Exam, by way of group
activity sessions. Will be facilitated by Instructors with
assistance of Recreation Aides.
Math and Science explorer programs — These
GP=
manipulative will enhance the learning involved in the
GP
110
classrooms and give children visual projects they can
All Grades
2 x month /1
work on to further understand the subject matter. Will
hour /for 2
CWD =
be facilitated by Instructors with assistance of
sessions
CWD
15
Recreation Aides.
Children's Technology Workshop — Video game
creation. This program will engage children in
GP=
Information Technology as they will learn how to create
1 x week /2
GP
110
their very own video games. This program utilizes
41h _ 12th
hours /for 10
Grade
math, reasoning, & understanding to teach children
weeks
CWD=
how to maximize their energetic capabilities while
CWD
15
sharpening their computer skills. Will be facilitated by
Instructors with assistance of Recreation Aides.
Financial Classes - "Life & Learning" — Children will
K -6 Grade
GP=
learn: how to balance a checkbook, about the stock
will use
3 -1 hour
GP
110
market & investments, foreign currency, savings
introductory
sessions during
accounts, and retirement.
curriculum
the summer
CWD=
Instructors, Recreation Aides, and guest speakers will
7 -12 will use
CWD
15
facilitate.
advanced
curriculum
GP=
_ _
Arts & Crafts Classes to include drawing, coloring,
5 x week/1
GP
110
painting, and origami. Will be facilitated by Instructors
hour per
•
with assistance of Recreation Aides.
day /for 10
CWD=
weeks
CWD
15
City of South Miami Page 18 of 37
Contract #810 -567, Resolution 2008 -92
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improve oral reading skills
GP=
Dance – To include Contemporary, Jazz, Modern,
3 x week/1
GP
110
Ballet, and Eastern Indian. Will be facilitated by
hour /for 10
provide data to Site Manager or
Instructors and volunteers with assistance of
weeks
CWD=
Recreation Aides.
analysis.
_
Improve academic skills
CWD
15
Instructors will administer pre,
and literacy
disabilities improve or
Reading Fluency
GP=
Computers – To include basic typing, reading, teaching
maintain oral reading skills
3 x week /1
GP
110
of the internet, and arithmetic using Reading Rabbit
hour /for 10
and Math Blaster Software.
Director for reporting and
weeks
CWD=
analysis.
Improve physical health
85% of GP participants
CWD
15
and fitness
improve fitness
- - - - --
pre, mid, and post tests and
GP=
-- - - —
Language Arts – Increase the level of learning between
—
4 x week /1
GP
110
school years to include writing skills, vocabulary,
Supervisor or Site Manager for
hour /for 10
preparation skills, study skills, and overall organization
weeks
CWD=
of writing and speaking.
CWD
15
GP=
Math Instruction – Increase the level of learning
GP
110
between school years to include basic math awareness
4 x week /1
and increased logic arithmetic thought process to
hour /for 10
CWD=
include the use of the Math Explorer program.
weeks
CWD
15
Provider will ensure that all children and youth have a lunch and snack, at a minimum, during summer
and full -day program days and a snack during
after - school and partial day program days.
4. Performance Measures
Provider shall measure outcome achievement and report on a basis as outlined in Attachment C of this
contract.
i0.ft r�School Qut6i' 1,14ble
=
,•
Meat3urmerrt'Tl
= `Mane`6 en
Improve academic skills
85% of GP participants
One Minute Oral
Instructors will administer pre,
and literacy /reading
improve oral reading skills
Reading Fluency
mid and post tests; data clerk will
enter data into data system and
provide data to Site Manager or
Director for reporting and
analysis.
_
Improve academic skills
75% of participants with
One Minute Oral
Instructors will administer pre,
and literacy
disabilities improve or
Reading Fluency
mid and post tests; data clerk will
maintain oral reading skills
enter data into data system and
provide data to Site Manager or
Director for reporting and
analysis.
Improve physical health
85% of GP participants
PACERS Multi -Stage
Recreation Leader will administer
and fitness
improve fitness
Shuttle Run
pre, mid, and post tests and
performance
provide data to Recreation
Supervisor or Site Manager for
reporting and analysis. Pacers
multi -stage shuttle run will be
used as measuring tool.
City of South Miami Page 19 of 37
Contract #810 -567, Resolution 2008 -92
During the after - school program, it is expected that all participants will be pre- tested within two weeks of
enrollment, regardless of when enrollment occurs. Mid -tests for reading will be administered to all
participants in attendance in December before the holiday recess, and all participants in attendance in
after- school in May will be post - tested during the last two weeks of the after- school program.
Pre- and post -test data will be reported as outlined in Attachment C.
Improve academic
85% of GP participants improve
One Minute Oral
Instructors will administer pre,
skills and
or maintain oral reading skills
Reading Fluency
and post tests; data clerk:will
literacy /reading
enter data into data system and
provide data to Site Manager or
Director for reporting and
analysis'
Improve academic
75% of participants with
One Minute Oral
Instructors will administer pre,
skills and literacy
disabilities improve or maintain
Reading Fluency
and post tests; data clerk will
oral reading skills
enter data into data system and
provide data to Site Manager or
Director for reporting and
analysis.
Improve physical 85% of GP participants improve PACERS Multi- Recreation Leader will administer
health and fitness or maintain fitness performance Stage Shuttle Run pre and post tests and provide
data to Recreation Supervisor or
Site Manager for reporting and
analysis. Pacers multi -stage
shuttle run will be used as
During the summer camp program, all children will be pre - tested within two weeks of enrollment in the
program, regardless of when enrollment occurs. Post -tests administered in the after - school program may
serve as pre -tests for returning children if they were administered within 2 weeks of the child's starting
date in the summer camp program.
It is also expected that all participants in attendance will be post- tested during the last two weeks of
participation in the summer program or no later than July 31St if the Provider will not be funded by The
Children's Trust for Out -of- School services after that date. Pre- and post-test data will be reported as
outlined in Attachment C.
5. Staff Qualifications:
Staffing Plan must EXACTLY match the staff, volunteers and sub - contractors listed in the budget
Parks & Program Bachelor's degree and/ In -Kind Service. Responsible
1 FT 1 FT Director (1) In -Kind Staff or experience /knowledge for oversight of the program
Ratio: N Ratio: N of management of child
care services and parks
& recreation activities
City of South Miami Page 20 of 37
Contract #810 -567, Resolution 2008 -92
City of South Miami Page 21 of 37
Contract #810 -567, Resolution 2008 -92
+
4 lR i
�c#
ti) AYH S S c; C. 1M�
l 1 #T.7F,
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Rraquiisl�u��,tiP�
`
Summer
.f#er
SltAOfOo2
. ;;
xp�rienp�
Administrative Assistant
Bachelor's degree or
In -Kind Service. In charge of
1 FT
1 FT
(1) In -Kind Staff
experience in
payroll, purchasing of
administrative working
materials, supplies, etc.
Ratio: N
Ratio: N
within child care
services and /or parks &
recreation activities
Recreation Site Manager
Bachelor's degree or
In -Kind Service. Oversees the
1 Fr
1 FT
(1) In -Kind Staff
experience in child care
Summer Camp and After -
services and /or parks &
School House Programs
Ratio: N
Ratio: N
recreation activities.
Supervisory experience
required,
Recreation Supervisor
Bachelor's degree and /or
In -Kind Service. Supervises
1 FT
1 FT
(1) In -Kind Staff
experience in child care
the Summer Camp and After -
services and /or parks &
School House Programs
Ratio: N
Ratio: N
recreation activities.
Supervisory experience
preferred.
Experience in child care
In -Kind Service. Manage the
2 Fr
21FT
Recreational Leaders (2)
services and /or parks &
Recreational components of
- (In -Kind Staff)
recreation activities.
after school and summer
Ratio: N
Ratio: N
programs.
Bachelor's degree and /or
Administer data collection
1 FT
1 Fr
Grant Administrator (1)
administrative
/inputting and reporting for
- (Staff)
experience. A
program.
Ratio: N
Ratio; N
background in
administering grants
containing child care
services and /or parks &
recreation activities
referred.
Bachelor's degree and /or
Will provide instruction and
3 PT
3 PT
Teaching Certificate and
homework assistance to
Instructors (3) - (Staff)
experience in child care
include adherence to reading
Ratio: Y
Ratio: Y
services and /or parks &
programs,
recreation activities.
Experience in child care
Oversee the care of
1 PT
1 PT
Recreational Leader (1) -
services and /or parks &
participants and assist in
(Staff)
recreation activities.
running of programs.
Ratio: Y
Ratio: Y
Experience in child care
Provide care of participants
6 PT
14 PT
Recreational Aides (14) -
services and /or parks &
and assist in running of
(Staff) 8 are seasonal
recreation activities.
programs.
Ratio: Y I
Ratio: Y
12 PT
12 PT
Experience in same or
In -Kind Service. Assist
similar tutoring position
Instructors with homework
Ratio: N
Ratio: N
Tutors (12) - (In -Kind)
having worked with child
completion and reading
care services preferred,
programs.
40 PT
40 PT
Experience in or ability
Assist instructors, leaders,
to work in child care or
tutors, and aides, in execution
Ratio: N
Ratio: N
40 (Volunteers)
parks & recreation
of desired programs,
setting.
monitoring of children,
chaperones to field trips,
under the supervision of
Recreation Supervisor
City of South Miami Page 21 of 37
Contract #810 -567, Resolution 2008 -92
6. Ratios:
School Year 2008/2009: 13 Children per 1 Direct Service Staff
School Year for Children with Disabilities 2008/2009: Children per 1 Direct Service Staff
Summer 2009:
Summer for Children with Disabilities 2009:
Innovative Summer 2009:
7. Best practices:
13 Children per 1 Direct Service Staff
Children per 1 Direct Service Staff
Children per 1 Direct Service Staff
I. Provider shall perform its duties, obligations, and services under this Contract in a skillful and
respectful manner. The quality of Provider's performance and all interim and final product(s) provided to
or on behalf of The Trust shall be comparable to local, state and national best practice standards.
THIS SPACE IS LEFT BLANK INTENTIONALLY
City of South Miami Page 22 of 37
Contract #810-567, Resolution 2008 -92
'� Pcts>F�lon
Q�ra #fflcatl�►ft�
l�u�'le�
,[fr�'l�a'f�af cQt�na� (�!
��
tralovir Y or N
5
1 PT
1 PT
Contractor /Professional
Experience in youth
Conduct Jump Rope Services
Ratio: N
Ratio: N
Service: SuperSonics
athletic programming
for children of the program
Jump Rope Associate
for parks & recreation
under an established
settings preferred.
curriculum under the guidance
of Recreation Supervisor &
Recreation Aide.
1 PT
1 PT
Contractor /Professional
Experience in youth
Conduct Science Education
Ratio: N
Ratio: N
Service: Mad Science
educational
Services for children of the
Associate
programming.
program under an established
curriculum under the guidance
of Recreation Supervisor &
Recreation Leader.
1 PT
0 PT
Contractor /Professional
Experience in youth
Conduct Hip -Hop Dance
Ratio: N
Ratio: N
Service: No Easy Props
dance programming for
Services for children of the
- Hip Hop 101 Associate
parks & recreation
program under an established
setting is preferred.
curriculum under the guidance
of Recreation Supervisor &
Recreation Leader
0 PT
1 PT
Contractor /Professional
Experience in youth
Conduct Video Game &
Ratio: N
Ratio: N
Service: Children's
technology development
Technology Creation Services
Technology Workshop
programs,
for children of the program
Associate
under an established
curriculum under the guidance
of Recreation Supervisor &
Recreation Leader,
6. Ratios:
School Year 2008/2009: 13 Children per 1 Direct Service Staff
School Year for Children with Disabilities 2008/2009: Children per 1 Direct Service Staff
Summer 2009:
Summer for Children with Disabilities 2009:
Innovative Summer 2009:
7. Best practices:
13 Children per 1 Direct Service Staff
Children per 1 Direct Service Staff
Children per 1 Direct Service Staff
I. Provider shall perform its duties, obligations, and services under this Contract in a skillful and
respectful manner. The quality of Provider's performance and all interim and final product(s) provided to
or on behalf of The Trust shall be comparable to local, state and national best practice standards.
THIS SPACE IS LEFT BLANK INTENTIONALLY
City of South Miami Page 22 of 37
Contract #810-567, Resolution 2008 -92
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ATTACHMENT B:
Budget &
Method of Payment
City of South Miami Page 25 of 37
Contract #810 -567, Resolution 2008 -92
ATTACHMENT B
FISCAL REQUIREMENTS, BUDGET & METHOD OF PAYMENT
Advance Davment reauests
The Children's Trust offers advance payments up to 15% of the total contract amount. Advance requests shall be
limited to governmental entities and not - for - profit corporations, in accordance with subsection 216.181 (16) (b), F.S.
The advance request is to include the amount requested and the justification. Advance payment requests must be
submitted using the designated form and must be approved in writing by The Children's Trust's Contract Manager and
Chief Financial Officer or their designee(s).
Advanced funds if not used shall be invested by the provider in an insured interest bearing account, in accordance
with subsection 216.181 (16) (b), F.S. Interest earned on advanced funds shall be returned to The Children's Trust
on a quarterly basis or applied against the amount of the contract owed by The Children's Trust.
Advance payment
Within 60 calendar days of receipt of an advance, Provider shall report the actual expenditures paid by or charged to
the advanced funds using the reporting "invoice" form provided by The Children's Trust. If the "invoice" amount is
less than the amount advanced, The Children's Trust will deduct the difference from the next applicable monthly
payment request. Provider may request, in writing, an extension of the repayment of the advance. A fiscal need
must be clearly demonstrated and substantiated by the Provider in order for an extension request to be considered by
The Children's Trust.
Budaet revisions
Budget revision(s) require prior written approval from the Contract Manager and The Children's Trust's Chief Financial
Officer or their designee(s). Request for budget revisions must be submitted to the Contract Manager using the
appropriate form, as determined by The Children's Trust. The Provider must request a budget revision to add, delete,
and /or modify any line item(s). Budget revisions can not exceed the contracted amount. Budget revisions will be
incorporated into the Contract.
Indirect Administrative Costs
In no event shall The Children's Trust fund indirect administrative costs in excess of ten (10 %) percent of the total
contract award.
Cost Reimbursement Method of Payment
The parties agree that this is a cost reimbursement method of payment contract; the Provider shall be paid in
accordance with the approved budget and /or approved budget revision as set forth in this Attachment. No expenses
may be incurred during July for programs offering after- school services only.
Invoice Requirements
The Provider shall submit an original request for payment, in the format prescribed by The Children's Trust and in
accordance with the approved budget or approved budget revision. The request for payment is due on or before the
fifteenth (15th) day of the month following the month in which expenditures were incurred (exclusive of legal holidays
or weekends). The Children's Trust agrees to reimburse Provider on a monthly billing basis. The Children's Trust
reserves the right to request any supporting documentation.
A final request for payment (last payment) from the Provider will be accepted by The Children's Trust up to forty -five
(45) days after the expiration of this Contract. If Provider fails to comply, all rights to payment shall be forfeited. If
The Children's Trust determines that Provider has been paid funds not in accordance with this Contract, and to which
it is not entitled, Provider shall return such funds to The Children's Trust or submit appropriate documentation to
support the payment. The Children's Trust shall have the sole discretion in determining if Provider is entitled to such
funds in accordance with this Contract and The Children's Trust's decision on this matter shall be binding If in
accordance with this Contract.
City of South Miami Page 26 of 37
Contract #810 -567, Resolution 2008 -92
If the Provider fails to serve the number of participants and /or fails to utilize the funds in accordance with the
Contract, The Children's Trust may amend the Contract to reduce the amount of dollars. Any delay in amendment by
The Children's Trust is not deemed a waiver of The Children's Trust's right to amend or seek reimbursement for
under - serving participants in accordance with the Contract.
In order for a request for payment to be deemed proper as defined by the Florida Prompt Payment Act, all requests
for payment must comply with the requirements set forth in this Contract and must be submitted on the forms as
prescribed by The Children's Trust. Requests for payment and /or documentation returned to Provider for corrections
may be cause for delay in receipt of payment. Late submission may result in delay in receipt of payment. The
Children's Trust shall pay Provider within thirty (30) calendar days of receipt of Provider's properly submitted Request
for Payment and /or other required documentation.
In the event that Provider, its independent auditor or The Children's Trust discovers that an overpayment has been
made, Provider shall repay said overpayment within thirty (30) calendar days without prior notification from The
Children's Trust.
The Children's Trust shall retain any payments due until all required reports or deliverables are submitted and
accepted by The Children's Trust.
Supporting Documentation Requirements
Provider shall keep accurate and complete records of any fees collected, reimbursement, or compensation of any kind
received from any client or other third party, for any Service covered by this Contract, and shall make all such records
available to The Children's Trust upon request.
The Provider shall maintain records documenting actual expenditures and services provided according to the approved
budget and scope of services as required.
THIS SPACE IS LEFT BLANK INTENTIONALLY
City of South Miami Page 27 of 37
Contract #810 -567, Resolution 2008 -92
City of South Miami
GENERAL INFORMATION
Organization Name:
Agency Fiscal Year Begins:
Program Title:
A dT C Fd n%f 011 r%d-- Cr
Areas In Blue to be completed by the Agency
City of South Miami
ct (for example: July 1)
The After School House
Agency Source of Funding
Program Budget
Agency Budget
% of Agency
Budget
Trust Grant Amount Requested_
Trust Other Funding
Miami-Dade Count _qrkntE( call_
Federal Grants .. ... .... ..
..... ...
State Grant
Foundations /Charitable Funds
CashlFeeslOther Revenue
In-Kind Contributions - _ -- -_- ---
- - -_ -_
... ........... .
174,888.00
174,888.0
:0.8%
0.00
0.0%
38,250.00
0100
0.00
2,500.00
32j000.00
631,278.00
56,650.00
0.3%
0.00
0.0%
2,325,000.00
2,500.00
19,156,081.00
10.4%
0.0%
85.3%
742,093.00
3.3%
0.0%
.0.0.
0.0%
Total Annual Agency Budget
878,916.00
$ 22 457 212.00
100-11%
Page 28 of 37
Attachment B, Contract 810-567, Resolution #2008-92
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ATTACHMENT C:
Reporting Requirements
City of South Miami Page 33 of 37
Contract #810 -567, Resolution 2008 -92
Attachment C
Programmatic Data Reporting Requirements
The Provider shall submit to The Children's Trust individual participant demographics, attendance, and
outcome data, as noted in the Scope of Service (Attachment A). Reporting will include direct submission of
information into the electronic web -based reporting application (Data Tracker), as well as standard
reports, as noted below.
DEMOGRAPHICS, ATTENDANCE and ORAL READING FLUENCY TEST (requires attendance at training and
user login)
Scores for the Oral Reading Fluency test and any other required assessment shall be entered in Data
Tracker by the fifteenth (1Sth) day of the month following the end of the month in which the tests were
administered, exclusive of legal holidays or weekends.
Programs with 3 or more contacts with the same children and /or parents will enter:
Participant Demographics (including all the items noted below), shall be entered within seven (7)
days of entry into the program. All participant demographics shall be updated on an ongoing basis
if and when new information is collected.
• Participant Attendance shall be entered by the fifteenth (15th) day of the month following the end
of each month, exclusive of legal holidays or weekends.
Demographics required for child /parent participants with 3 or more contacts:
• Name (last, first, middle initial)
• Parent's name (last, first, middle initial)
• Street Address, City, and Zip Code
• Gender (male, female)
• Date of Birth
• Race (American Indian /Alaska Native,, Asian, Black /African American, Pacific Islander, White,
Other)
• Ethnicity (Hispanic, Haitian, Other)
• English proficiency (yes /no)
• Additional /Other language(s) spoken (English, Spanish, Haitian Creole, Other)
• Child's Social Security #
• Child's Miami -Dade County Public Schools ID Number
• Child's Current Grade Level
• Child's Current School
• Health Insurance (yes /no)
• Does child have a disability? (yes /no)
• Documentation of disability (Individualized Family Service Plan, Individualized Education Plan,
Section 504 Plan, Medical diagnosis, Other)
• If disabled, what type? [Autism Spectrum Disorders, Chronic Medical Condition, Developmental
Delay, Emotional and /or Behavioral Disorder, Hearing Impairment (or deaf), Intellectual Disability
(or mental retardation), Learning Disability, Physical Disability, Speech /Language Impairment,
Visual Impairment (or blind), Other)
• Is participant involved with (Optional Field):
• Dependency system (e.g., DCF, Our Kids, full case management agencies, dependency &
family courts)
• Delinquency system (e.g., DJJ, Juvenile Services Department, diversion /Civil Citation
programs)
• Voluntary Consent Responses (Photography Y /N, Mailing List Y /N, Communication Y /N, and Release
& Waiver Y /N)
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Contract #810 -567, Resolution 2008 -92
OUTCOMES & NARRATIVE REPORTS (Paper Reporting - Excel and Word Documents)
Outcomes Measurement and Results (Excel spreadsheet reports customized for each
program /provider, based on current contract scope of service) —due according to the reporting
schedule below.
• Quarterly Program Narrative Report (using standard Word document format provided by The Trust
captures a BRIEF report of successes, challenges and supports needed —due quarterly by the 15t
of the month following the end of the quarter. In addition, volunteer hours, number of accidents
and incidents will be reported.
The provider shall create and /or update annually their agency and program profiles in the Community
Resource Directory maintained by Switchboard of Miami to facilitate referrals to Children's Trust - funded
services. Evidence that the profile(s) have been created or updated must be provided to the Program
Coordinator within 30 days of execution of this contract.
Out of School Reporting Due Dates
SCHOOL YEAR 2008 -2009
October 15, 2008*
1. Outcome Report (Excel) (Number of school year pre- and post -tests administered through 9/30/08)
2. Narrative Report (Word)
January 15, 2009*
1. Outcomes Results (Excel) (Any additional pre -tests and all mid -point and post- tests administered
through 12/31/08)
2. Narrative Report (Word)
April 15, 2009*
1. Narrative (Word)
2. Satisfaction Survey Results (Excel)
June 15, 2009*
1. Outcome Results (Excel) (Any additional school year pre -tests and all post -tests administered
through May 31, 2009)
2. Narrative Report (Word)
SUMMER CAMP 2009
September 15, 2009*
1. Summer Outcome spreadsheet report (Excel) (Pre- and post -tests administered for summer camp
2009)
2. Summer Narrative report (Word)
3. Satisfaction Survey (Excel)
*If the 15`h falls on a weekend/ holiday, then reports are due the following business day.
^ Post -tests are to be administered to participants who withdraw from the program with prior
notice during the year if thirty (30) or more calendar days have passed from the pre- or
midpoint -test date.
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Contract #810 -567, Resolution 2008 -92
ATTACHMENT D:
Financial Audit and Financial Report
Requirements
City of South Miami Page 36 of 37
Contract #810 -567, Resolution 2008 -92
Attachment D
Financial Audit and Financial Report Requirements
The auditor's report(s) as to the program specific audit shall state that the audit was
conducted in accordance with the program specific audit requirements listed in The
Children's Trust contract and include the following:
An opinion (or disclaimer of opinion) as to whether the financial statement(s) of the
provider is presented fairly in all material respects in conformity with the stated
accounting policies;
An opinion (or disclaimer of opinion) as to whether the schedule of expenditures is
presented fairly in all material respects in conformity with the stated accounting
policies;
A report on internal control related to The Children's Trust contract, which shall
describe the scope of testing of internal control and the results of the tests;
A report on compliance which includes an opinion (or disclaimer of opinion) as to
whether the auditee complied with laws, regulations, and the provisions of contract(s)
with The Children's Trust which could have a direct and material effect on the
program; and
A schedule of findings and questioned costs for The Children's Trust contract that
includes a summary of the auditor's results relative to The Children's Trust and
findings and questioned costs.
THIS SPACE IS LEFT BLANK INTENTIONALLY
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Contract #810 -567, Resolution 2008 -92