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HomeMy WebLinkAbout2016-096C Indian River County Grant Contract This Grant Contract ('Contract) entered into effective this 1 st day of October 2016 by and between Indian River County, a political subdivision of the State of Florida, 1800 27th Street, Vero Beach FL, 32960 ("County') and the Pelican Island Audubon Society Inc., P. O. Box 1833, Vero Beach, FL 32961. For"Overcoming Nature-Deficit Disorder' Background Recitals A. The County has determined that it is in the public interest to promote healthy children in a healthy community. B. The County adopted Ordinance 99-1 on January 19, 1999 (°Ordinance") and established the Children's Services Advisory Committee to promote healthy children in a healthy community and to provide a unified system of planning and delivery within which children's needs can be identified, targeted, evaluated and addressed. C. The Children's Services Advisory Committee has issued a request for proposals from individuals and entities that will assist the Children's Services Advisor Committee in fulfilling its Purpose. ry D. The proposals submitted to the Children's Services Advisory Committee and the recommendation of the Children's Services Advisory Committee have been reviewed by the County. E. The Recipient, by submitting a proposal to the Children's Services Advisory Committee, has applied for a grant of money ("Grant') for the Grant Period (as such term is hereinafter defined)on the terms and conditions set forth herein. F. The County has agreed to provide such Grant funds to the Recipient for the Grant Period (as such term is hereinafter defined)on the terms and conditions set forth herein. NOW THEREFORE, in consideration of the mutual covenants and promises herein contained, and other good and valuable consideration, the receipt and adequacy of which are hereby acknowledged, the Parties agree as follows: 1. Background Recitals The background recitals are true and correct and form a material part of this Contract. 2. Purpose of Grant The Grant shall be used only for the purposes set forth in the complete proposal submitted by the Recipient attached hereto as Exhibit 'A' and incorporated herein by this reference (such purposes hereinafter referenced as "Grant Purposes"). 3. Term The Recipient acknowledges and agrees that the Grant is limited to the fiscal year 2016/17("Grant Period'). The Grant Period commences on October 1, 2016 and ends on September 30, 2017. 4. Grant Funds and Payment The approved Grant for the Grant Period is Amount of $20,000.00), "Overcoming Nature Deficit Disorder". Roe Dollar Amount to reimburse the Recipient from such Grant funds for menteCounty d costs incurred for Grant Purposes Provided in ac cntract. rdance with this Co Reimbursement requests may be made no more frequently than monthly. Each reimbursement request shall contain the information, at a minimum, that is set forth in Exhibit "B" attached hereto and incorporated herein by this reference. All reimbursement requests are subject to audit by the County. In addition, the County may require additional documentation of expenditures, as it deems appropriate. 5. Additional Obligations of Recipient 5.1 Records. The Recipient shall maintain adequate internal controls in order to safeguard the Grant In addition, the Recipient shall maintain adequate records fully to document the use of the Grant funds for at least three (3) years after the expiration of the Grant Period. The County shall have access to all books, records, and documents as required in this Section for the purpose of inspection or audit during normal business hours at the County's expense, upon five (5) days prior written notice. 5.2 Compliance with Laws. The Recipient shall comply at all times with all applicable federal, state, and local laws, rules, and regulations. 5.3 Quarterly Performance Reports. The Recipient shall submit quarterly, cumulative, Performance Reports to the Human Services Department of the County within frfteen (15) business days following: December 31, March 31, June 30, and September 30. These reports should include but not limited to the number of unduplicated children served during the quarter, and the progress the agency has made toward meeting their goals and objectives as they stated in their RFP response. 5.4 Audit Requirements. if Recipient receives$100,000 or more in the aggregate from all Indian River County government funding sources, the Recipient is required to have an audit completed by an independent certified public accountant at the end of the Recipients fiscal year. Within 120 days of the end of the Recipients fiscal year, the Recipient shall submit the audit to the Indian River County Office of Management and Budget. The fiscal year will be as reported on the application for funding, and the Recipient agrees to notify the County prior to any change in the fiscal period of Recipient The Recipient acknowledges that the County may deny funding to any Recipient if an audit required by this Contract for a prior fiscal year is past due and has not been submitted by May 1. 5.4.1 The Recipient further acknowledges that, promptly upon receipt of a qualified opinion from its independent auditor, such qualified opinion shall immediately be provided to the Indian River County Office of Management and Budget The qualified opinion shall thereupon be reported to the Board of County Commissioners and funding under this Contract will cease immediately. The foregoing termination right is in addition to any other right of the County to terminate this Contract. 5.4.2 The Indian River County Office of Management and Budget reserves the right at any time to send a letter to the Recipient requesting clarification if there are any questions regarding a part of the financial statements, audit comments, or notes. 5.5 Insurance Requirements. Recipient shall, no later than October 1, 2016, provide to the Indian River County Risk Management Division a certificate or certificates issued by an insurer or insurers authorized to conduct business in Florida that is rated not less than category A-: VII by A.M. Best, subject to approval by Indian River County's risk manager, of the following types and amounts of insurance: (i) Commercial General Liability Insurance in an amount not less than $1,000,000 combined single limit for bodily injury and property damage, including coverage for premises/operations, produets/compleled operations, contractual liability, and independent contractors; (ii) Business Auto Liability Insurance in an amount not less than $1,000,000 per occurrence combined single limit for bodily injury and property damae, g including coverage for owned autos and other vehicles, hired autos and other vehicles, non-owned autos and other vehicles; and (iii) Workers' Compensation and Employer's Liability (current Florida statutory limit) (iv) In the event that children are supervised, Sexual Molestation Liability Insurance in an amount not less than$1,000,000 each occurrence/claim 5.6 Insurance Administration. The insurance certificates, evidencing all required insurance coverages shall be fully acceptable to County in both form and content, and shall provide and specify that the related insurance coverage shall not be cancelled without at least thirty (30) calendar days prior written notice having been given to the County. In addition, the County may request such other proofs and assurances as it may reasonably require that the insurance is and at all times remains in full force and effect Recipient agrees that it is the Recipients sole responsibility to coordinate activities among itself, the County, and the Recipients insurer(s) so that the insurance certificates are acceptable to and accepted by County within the time limits set forth in this Contract. The County shall be listed as an additional insured on all insurance coverage required by this Contract, except Workers' Compensation insurance. The Recipient shall, u p written request from the County, deliver copies to the County, or make copies prior available for the County's inspection at Recipient's place of business, of any and all insurance policies that are required in this Contract If the Recipient fails to deliver or make copies of the policies available to the County; fails to obtain replacement insurance or have previous insurance policies reinstated or renewed upon termination or cancellation of existing required coverages; or fails in any other regard to obtain coverages sufficient to meet the terms and conditions of this Contract, then the County may, at its sole option, terminate this Contract. 5.7 Indemnification. The Recipient shall indemnify and save harmless the County, its agents, officials, and employees from and against any and all claims, liabilities, losses, damage, or causes of action which may arise from any misconduct, negligent act, or omissions of the Recipient, its agents, officer,, or employees in connection with the performance of this Contract. 5.8 Public Records. The Recipient agrees to comply with the provisions of Chapter 119, Florida Statutes(Public Records Law).. The Recipient shall comply with Florida's Public Records Law. Specifically, the Recipient shall: (1) Keep and maintain public records that ordinarily and necessarily would be required by the County in order to perform the service. (2) Provide the public with access to public records on the same terms and conditions that the County would provide the records and at a cost that does not exceed the cost provided in chapter 119 or as otherwise provided by law. (3) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law. (4) Meet all requirements for retaining public records and transfer, at no cost, to the County all public records in possession of the Recipient upon termination of the Agreement and destroy any duplicate Public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to the County in a format that is compatible with the information technology systems of the County. Failure of the Recipient to comply with these requirements shall be a material breach of this Agreement. 6. Termination. This Contract may be terminated by either party, without cause, upon thirty (30) days prior written notice to the other party. In addition, the County may terminate this Contract for convenience upon ten (10) days prior written notice to the Recipient if the County determines that such termination is in the public interest. 7. Availability of Funds. The obligations of the County under this Contract are subject to the availability of funds lawfully appropriated for its purpose by the Board of County Commissioners of Indian River County. 8. Standard Terms This Contract is subject to the standard terms attached hereto as Exhibit C and incorporated herein in its entirety by this reference. 9. Sovereign Immunity. Nothing herein shall constitute a waiver of the County's sovereign immunity. IN WITNESS WHEREOF, County and Recipient have entered into this Contract on t`ie °jss�o•'•. first above written. INDIAN RIVER COUNTY BOARD OF COUNTY COMMISSIONED �F;• Dated: June 21, 2016 � �*� �`�•� Commissioner Bob Solari, Chairman Attest J , Clerk oforn ?o9y' " ' oQoQ•. FACOUNr�'•• e � Approved: Jason r , County ministrator Approved as to and legal suffi ' ey: Dylan Reingold, County Attorney RECIP T: By: �5-Ui Ck- AGENCY NAME Pelican Island Audubon Society: After School Program PROGRAM COVER PAGE Organization Name: Pelican Island Audubon Society Inc. Executive Director/President Dr. Richard Baker_ E-mail:piaudubon(a)yahoo.com Address: PO Box 1833 Vero Beach FL 32961 Telephone:772-5 67-35 20 Fax: 772-567 3520 Program Director: Ms. Bonnie Swanson E-mail: piaudubon(a'Dyahoo.com Address: PO Box 1833 Vero Beach FL 32961 Telephone: 772-473-5523 cell Fax: 772-567-3520 Program Title: After School Program: Overcoming Nature-Deficit Disorder by introducing 5`h grade students to outdoor exploration and lagoon science Priority Need Area Addressed: #2, #3, #4 Brief Description of the Program:_This program initiates a campaign to combat nature deficit disorder among 5`n-12`h grade students in Indian River County, with the focus on disadvantaged students and their families. We will expand two existing projects: our tuition-free, after-school lagoon science education program for 5`n graders to include five Title 1 schools; and expand a summer outdoor lagoon adventure program for at-risk 6 1 -- 12 1h graders drawn from across the county to provide programs in school breaks and weekends. Taxonomy#1304.03 Afterschool Enrichment & CO2 Environmental Education SUMMARY REPORT—(Enter Information In The Black Cells Only) Notal Proposed Program Budget for 2016/17: $ 96,713.00 Percent of Total Program Budget: 100.0% Current Program Funding (2016/17): $ - Dollar increase/(decrease) in request: $ 96.713 I ;Percent increase/(decrease) in request ** 0.0% :Unduplicated Number of Children to be served Individually: 250 jUnduplicated Number of Adults to be served Individually: 194 ;Unduplicated Number to be served via Group settings: - iTotal Program Cost per Client: 217.82 J **If request increased 5% or more, briefly explain why: N/A If these funds are being used to match another source, name the source and the $ amount: Nom_ The Organization's Board of Directors has approved this application on(date). _Ms. Donna M. Halleran Vice President for foil, Name of President/Chair of the Board Signature _Ms. Bonnie Swanson,Program Director Name of Executive Director/CPO Signature 2 BIT [From policy adopted by Indian River CountyiBoard Of County Commissioners on February 19, 2002] I'D' Nonprofit A99my Responsibilities Ager Award of Funding Indian River County provides funding to all nonprofit agencies on a reimbursement basis only. All reimbursable expenses must be documented by an invoice and/or a copy of the canceled check. Any expense not documented properly to the satisfaction of the Office of Management & Budget and/or the County Administrator may not be reimbursed. If an agency repeatedly fails to provide adequate documentation, this may be reported to the Board of Commissioners. In the event an agency provides inadequate documentation on a consistent basis, funding may be discontinued immediately. Additionally, this may adversely affect future funding requests. Expenditures e may only be reimbursed from the fiscal year for which funding was awarded. For examP expenditures prior to October 1 may be reimbursed with funds from the following year. Additionally, if any funds are unexpended at the end of a fiscal year, these funds are not carried over to the next year unless expressly authorized by the Board of Commissioners. All requests for reimbursement at fiscal year end (September 30"') must be submitted on a timely basis. Each year, the Office of Management & Budget will send a letter to all nonprofit agencies advising of the deadline for reimbursement requests for the fiscal year. This deadline is earl to mid October, since the Finance Department does not process checks for the prior fiscal year beyond that point. Each reimbursement request must include a summary of expenses b mmaries should be broken down into salaries, benefits, supplies, contractual se vicess,, etc hajfejnd n River County is reimbursing an agency for only a portion of an expense (e.g. salary of an employee), then the method for this portion should be disclosed on the summary. The Office of Management & Budget has summary forms available. Indian River County will not reimburse certain types of expenditures. These expenditure types are listed below. a. Travel expenses for travel outside the County including but not limited to; mileage reimbursement, hotel rooms, meals, meal allowances, per Diem, and tolls. Mileage reimbursement for local tra (within Indian River County) is allowable. vel b. Sick or Vacation payments for employees. Since agencies may have various sick and vacation Pay Policies, these must be provided from other sources. c. Any expenses not associated with the provision of the program for which the County has awarded funding. d. Any expense not outlined in the agency's funding application. The County reserves the right to decline reimbursement for any expense as deemed necessary." AC40 CERTIFICATE OF LIABILITY INSURANCE FDATE(MMIDDIYYYY) `. 09/30/2016 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Statewide Condominium Insurance NAME: ReVlII Gaskin 1425 20th Street PHONFAX No Ext: (772) 567-1700 No):(772) 562-7100 E-MAIL Vero Beach FL 32960 ADDRESS: coi®statewidecondo.com INSURERS AFFORDING COVERAGE MAIC i INSURERA:GL: Philadelphia Indemnity INSURED INSURERB:Auto: Philadelphia Indemnity Pelican Island Audubon Society, Inc. INSURERC:tlmb: Philadelphia Indemnity PO Box 1833 INSURER D Vero Beach PL 32961 INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER:cert ID 27351 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS. EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDL SUBR I POLICY EFF POLICY EXP LTR TYPE OF INSURANCE wvpPOLICY NUMBER WDD MMIDDNYYY LIMITS A E..COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 CLAIMS-MADE �OCCUR 07/15/2016 07/15/2017 PREM SES AMAGE ToRENTED ence S 100,000 X GMERAL LIABILITY MED EXP(Any one person) $ 51000 PERSONAL&ADV INJURY $ 1,000,000 PXE11L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE S 2,000,000 POLICY❑ PO- JET ;7 LOC PRODUCTS-COMP/OP AGG S 2,000,000 OTHER $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ Ea accident 1,000,000 B ANY AUTO PHPK1341198 07/15/2016 07/15/2017 BODILY INJURY(Per person) S ALLOWNED '. X SCHEDULED UTOSULED AUTOS BODILY INJURY(Per accident) $ NON-OWNED PROPERTY DAMAGE $ MIRED AUTOS AUTOS Per acddent $ C UMBRELLA UAB % OCCUR PRUB515977 07/15/2016107/15/2017 EACH OCCURRENCE $ 5,000,000 EXCESS UAB CLAIMS-MADE AGGREGATE $ DED I RETENTION S $ WORKERS COMPENSATION PER OTH- AND EMPLOYERS'LIABILRYY/N STATUTE ER ANY PROPRIETOR/PARTNER/EXECUTIVE ❑ E.L.EACH ACCIDENT $ OFFICER/MEMBER EXCLUDEXCLUDED? N f A - (Mandatory in NH) E.L.DISEASE-EA EMPLOYE $ I If yes.descnbe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT I S S 1 S DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space is required) Indian River County is listed as an additional insured with respects to the above policies CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Indian River County ACCORDANCE WITH THE POLICY PROVISIONS. 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