12-08-09 Item 11South Miami
M•AmeicaCRY
CITY OF SOUTH MIAMI
INTER - OFFICE MEMORANDUM I f
2001
To: Honorable Mayor Feliu, and Members of the City Commission
Via: Roger M. Carlton, Acting City Manager
From: Cesar Garcia, Parks & Recreation Director
Date: November 20, 2009 Agenda Item :j/
Subject: Authorizing City Manager to execute a Service Agreement with Miami -Dade /I
County Office of Grant Coordination.
RESOLUTION: A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF SOUTH MIAMI,
FLORIDA, AUTHORIZING THE CITY MANAGER TO EXECUTE A SERVICE
AGREEMENT WITH THE MIAMI -DADE COUNTY OFFICE OF GRANT
COORDINATION FOR A GRANT IN THE TOTAL AMOUNT OF $45,175.00 FOR
THE PROVISION OF WEEKEND MEALS FOR SOUTH MIAMI SENIOR RESIDENTS
AND FOR TUTORING SERVICES FOR THE CHILDREN OF OUR AFTER- SCHOOL
PROGRAM; PROVIDING AN EFFECTIVE DATE.
Request: Authorizing the City Manager to execute a fiscal year 2009 -2010 service agreement
with Miami -Dade County Office of Grant Coordination.
Reason/Need: At the September 17, 2003 Board of County Commissioners Budget Hearing, the City of
South Miami was recommended to receive funding assistance from Miami -Dade
County to provide meals to seniors at the South Miami Senior Center and to offer tutoring
services for our After School Program. We have once again been awarded this same grant
to cover the 2009 -2010 fiscal year, in the amount of $45,175 for both programs combined.
($18,400 for the South Miami Senior Meals Program and $26,775 for The After School
House Tutoring Program.
In order to receive the funding assistance, the City is required to execute a service
agreement with the Miami -Dade County Office of Grant Coordination. The attached
resolution would authorize the City Manager to execute the enclosed service agreement
with the Miami -Dade County Office of Grant Coordination. This contract provides for the
City of South Miami to receive an amount not to exceed $45,175. All of the funding
received from Miami -Dade County will be used to pay a meal service vendor to provide
the meals and the delivery of the meals for the seniors and to cover a portion of the salaries
of the After School House Instructors.
Cost: $ 0. No match is necessary to cover this grant.
Funding Source: Miami -Dade County Office of Grant Coordination, Fiscal Year 2009 -2010.
Backup Documentation: ❑ Proposed Resolution
❑ Service Agreement with Miami -Dade County
Office of Grant Coordination
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RESOLUTION NO.
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF SOUTH MIAMI,
FLORIDA, AUTHORIZING THE CITY MANAGER TO EXECUTE A SERVICE
AGREEMENT WITH THE MIAMI -DADE COUNTY OFFICE OF GRANT COORDINATION
FOR A GRANT IN THE TOTAL AMOUNT OF $45,175.00 FOR THE PROVISION OF
WEEKEND MEALS FOR SOUTH MIAMI SENIOR RESIDENTS AND FOR TUTORING
SERVICES FOR THE CHILDREN OF OUR AFTER - SCHOOL PROGRAM; PROVIDING AN
EFFECTIVE DATE.
WHEREAS, the City of South Miami Parks and Recreation Department provides a variety of
recreational and social activities for its seniors and youth residents through the South Miami Senior
Center and Gibson - Bethel Community Center; and
WHEREAS, the Parks and Recreation Department is desirous of continuing to provide additional
meals for its senior residents on the weekends; and
WHEREAS, the Parks and Recreation Department is desirous of continuing to provide tutoring
services to the children of the After - School House Program; and
WHEREAS, Miami -Dade County is desirous of assisting the City of South Miami in continuing to
provide both of these services; and
WHEREAS, the City of South Miami has again has been awarded the grant for seniors to receive
weekend meals and children to continue to receive tutoring services during the week for the 2009 -2010
fiscal year through Miami -Dade County Office of Grant Coordination.
NOW, THEREFORE, BE IT RESOLVED /ORDAINED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA THAT:
Section 1. That the City Manager is authorized to execute a contract with the Miami -Dade
County Office of Grant Coordination in an amount not to exceed $45,175 for the
provision of weekend meals for senior residents and tutoring services for the
children of the After School House Program during the 2009 -2010 fiscal year.
Section 2. This resolution shall take effect immediately upon execution.
PASSED AND ADOPTED this day of )2009.
ATTEST:
CITY CLERK
READ AND APPROVED AS TO FORM:
CITY ATTORNEY
APPROVED:
MAYOR
COMMISSION VOTE:
Mayor Feliu:
Vice Mayor Beasley:
Commissioner Palmer:
Commissioner Newman:
Commissioner Sellars:
�COtUNTY
Carlos Alvarez, Mayor
November 13, 2009
Horace G. Feliu, Mayor
City of South Miami
6130 Sunset; Drive -
South Miami, FL 33143
Dear Honorable Mayor:
Office of Grants Coordination
111 NW 1 st Street 19th Floor
Miami, Florida 33128 -1994
T 305- 375 -4742 F 305 -375 -4049
miamidade.gov
Enclosed is a Service Authorization Agreement issued by Miami -Dade County through the
Office of Grants Coordination. This agreement allows your agency to continue provision of
services for the specified programs and to facilitate the disbursement of County funds to your
organization.
Please sign and return this Service Authorization Form within ten (10) days of receipt. Failure to
do so may forfeit your organization's ability to receive County funds based on your grant award.
You may receive an advance of up to a maximum of 25% per program (if applicable) but you
must request this in writing when returning your signed Service Authorization Agreement.
We look forward to working with you again this year and appreciate your continuing commitment
to the citizens of Miami -Dade County and trust that you will let us know if you need assistance
or have additional questions.
Sinc ly,
a T. Wall, ector
Q ice of Grants Coordination
c: Theresa Fiano, Assistant Director
Stan Thompson, Contracts and Grants Administrator
Enclosure
C"OU.NT�Y`
Carlos Alvarez, Mayor
Office of Grants Coordination
111 NW 1st Street 19th Floor
Miami, Florida 33128 -1994
T 305 - 375 -4742 F 305 - 375 -4049
MIAMI -DADE COUNTY SERVICE AUTHORIZATION AGREEMENT
Horace G. Feliu, Mayor
City of South Miami
6130 Sunset Drive
South Miami, Florida 33143
RE: South Miami Senior Meals $18,400
The After School House (Tutoring) $26,775
Dear Honorable Mayor:
miamidade.gov
Miami -Dade County, through its Office of Grants Coordination (OGC), is issuing this
Service Authorization Agreement (Agreement) to permit City of South Miami to provide
programs beginning October 1, 2009. This Agreement-will expire on January 15, 2010
or when a Fiscal Year (FY) 2009 -2010 contract is executed, whichever comes first. This
Agreement is being executed in an effort to maintain continuity in the provision of
services by your organization and to facilitate the disbursement of County funds to your
organization for said services.
The FY 2009 -2010 contract will be for the service period October 1, 2009 to September
30, 2010. Please submit all documents requested in your award letter by the deadlines
established in the award letter in order to facilitate the execution of a FY 2009 -10
contract by no later than January 15, 2010. By acceptance of this Agreement, your
organization understands and agrees that if a contract is not executed by January 15,
2010 then the business relationship shall be terminated and no further payments shall
be made to the organization for services rendered after January 15, 2010. 1 hope that
nothing of this sort will happen, but I am insistent that both staff and providers know how
critical it is to get annual contracts executed to ensure that services will be rendered
beyond January 15, 2010.
During the period of time covered by this Agreement, City of South Miami must comply
with the attached draft 2009 -10 Scope(s) of Services and Budget(s), which are both
subject to change at the County's sole and absolute discretion. In addition, all other
requirements in the organization's FY 2008 -09 Service Agreement with Miami -Dade
County and all of the relevant attachments to said agreement shall remain in full force
and effect. The organization must also provide program activities in accordance with the
attached draft Scope(s) of Service, complete all progress reports, and submit all reports
and data according to the FY 2008 -09 Service Agreement requirements.
Additionally, once this Service Authorization Agreement is fully executed, your
organization is authorized to request up to a maximum twenty -five (25 %) percent
advance per funded program in order to incur allowable expenses in accordance with
the line item budget, narrative justifications, and calculations that are reflected in the
attached preliminary budget(s). No payments outside this advance shall be made until a
FY 2009 -10 contract is finalized and executed.
Please sign and return this Service Authorization Agreement within ten (10) days.
Failure to do so may prevent your organization from receiving any County funds. If you
have any questions about the contract process, please contact your Contracts Officer,
Brenda Gunn via email at BGUNN@miamidade.gov or by telephone to (305) 475 -4742.
We look forward to our continued relationship with you, working on behalf of the
residents of Miami -Dade County.
V all
Director, Office of Grants Coordination
I agree to the terms and conditions described in this Service Authorization Agreement.
Signature of Authorized Representative
Date
cc: Contract file
Enclosures
Print Name
PLEASE INCLUDE CORPORATE SEAL AND /OR NOTARY STAMP