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HomeMy WebLinkAboutR-2004-031 After School summer camp program RESOLUTION NO. 2004-031 A RESOLUTION OF THE CITY OF DANIA BEACH FLORIDA AUTHORIZING THE PROPER CITY OFFICIALS TO APPLY FOR, ACCEPT IF AWARDED, AND EXECUTE AN AGREEMENT WITH THE CHILDREN'S SERVICES COUNCIL OF BROWARD COUNTY UNDER THE SUMMER PROGRAM CHALLENGE 2004 GRANT PROGRAM, PERTAINING TO A PROPOSED AGREEMENT BETWEEN AFTER SCHOOL PROGRAMS, INC. AND THE CITY OF DANIA BEACH, IN CONJUNCTION WITH THE GRANT AWARD, TO PROVIDE SUMMER CAMP PROGRAM STAFFING SERVICES, INCLUDING, BUT NOT LIMITED TO ADVERTISING, INTERVIEWING, PROVIDING REQUIRED SCREENING AND TESTING SERVICES, AND REPLACEMENT OF. CANDIDATES, UNDER THE SUPERVISION OF THE CITY OF DANIA BEACH PARKS AND RECREATION DEPARTMENT; CONFIRMING THAT SPECIAL CONDITIONS EXIST IN ORDER TO SECURE SUCH SERVICES WITH AFTER SCHOOL PROGRAMS, INC., WITHOUT COMPETITIVE BIDDING AND WITHOUT ADVERTISEMENT FOR BIDS, PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the Charter of the City of Dania Beach, Part III, Article 3, Section 4, Subsection 0), provides that during unusual conditions or emergencies, the City Commission may, by resolution, authorize the purchase by the City Manager of designated supplies, services, equipment and materials in amounts in excess of fifteen thousand dollars ($15,000.00) without competitive bids and without advertisement for bids; and WHEREAS, the City Manager has determined that it is advantageous for the City of Dania Beach to apply for funding through the Summer Program Challenge 2004 grant program offered by Children's Services Council of Broward County; and WHEREAS, specific requirements of the grant must be met and these services can be provided by After School Programs, Inc. for the Fiscal Year 2003-2004 summer camp recreational program, which will coincide with the Broward County School year, and i RESOLUTION NO. 2004-031 1 WHEREAS, this grant will provide up to 87.5% of the total costs for the program with a match from the City of Dania Beach in the form of in-kind services of no less than 12.5%; and WHEREAS, the City Manager has determined that the contract with After School Programs, Inc. will be contingent upon an award of the Summer Program Challenge 2004 grant and will be for the term of June, 2004 to August, 2004, with the option to renew for an additional summer camp program in 2005; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA: Section 1. That the City Commission of the City of Dania Beach, Florida, approves the application, acceptance if awarded, and execution of the Children's Services Council of Broward County Summer Program Challenge 2004 grant in conjunction with the Agreement with After School Programs, Inc. for summer camp program staffing, a copy of which grant application is attached as Exhibit "A" to this Resolution. Section 2. That the proper City Officials are authorized to execute the grant Agreement, if awarded, and, subsequently, the Agreement with After School Programs, Inc. and the City Manager and City Attorney are authorized to make minor revisions to such Agreements as are deemed necessary and proper and in the best interest of the City. Section 3. That upon execution of the grant agreement and an agreement with After School Programs, Inc., the Finance Director is authorized to appropriate the budget by the award amount in both the grant revenue and the expenditure accounts. Section 4. That all resolutions or parts of resolutions in conflict with this resolution are repealed to the extent of such conflict. Section 5. That this resolution shall be in force and take effect immediately upon its passage and adoption. 2 RESOLUTION NO. 2004-031 PASSED AND ADOPTED on February 24, 2004 B B A TON MAYOR — COMMISSIONER ATTEST: ROLL CALL: COMMISSIONER CHUNK - YES COMMISSIONER FLURY- YES MIRIAM NASSER COMMISSIONER MIKES — YES ACTING CITY CLERK VICE-MAYOR MCELYEA - YES MAYOR ANTON -YES APPROVED AS TO FORM AND CORRECTNESS: BY: A 4 � TH M � . ANSBRO Cl X TORNEY • • 3 RESOLUTION NO. 2004-031 -006 SERVICES C:HILDREN'S SERVICES COUNCIL MEMBERS. DATE: May 10, 2004 Jack L.Moss,Chair DCF District Administrator TO: Bonnie Temchuk, City of Dania Beach Carole Andrews, Vice Chair School Board Member FROM: Karen Swartzbaugh, Director of Program Services Honorable Julie B.Koenig, Secretary Governor Appointee SUBJECT: Contract for Execution Honorable Lawrence L.Korda, Immediate Past Chair Judicial Member Gregory Darden Please find attached two (2) sets of the contract for your Summer Governor Appointee Youth Challenge 2004 Program. Please obtain original signatures Commissioner on both copies and return both to our office by Monday, May 17, SuzanneN.Gunzburger 2004, for final execution. One set will be returned to you for your County Commissioner records and one will be retained by the Council. Marti Huizenga Governor Appointee Thank you for your assistance with this exciting summer opportunity. LaurieJ.Sallarulo We look forward to working with you on behalf of Broward's neediest Governor Appointee children. If you need any additional information, do not hesitate to Dr.Frank Till call me at (954) 377-1000. School Superintendent Ana M. Valladares Governor Appointee Attachments: Core Contract STAFF Exhibits A & B Cindy J.Arenberg Seltzer / President/CEO I LEGAL COUNSEL John Milledge Garry Johnson r( 351 North State Road 7 Suite 200 Plantation, Florida 33317 Phone 954-377-1000 Fax 954-377-1683 www.cscbroward.org AGREEMENT Between Children's Services Council of Broward County and The City of Dania Beach for Summer Challenge Program 2004 #04-2821 PROGRAM CONTRACT NUMBER This Agreement, entered into this 1st day of June, 2004, by and between the CHILDREN'S SERVICES COUNCIL, an independent special tax district of the State of Florida, hereinafter referred to as "COUNCIL," and the City of Dania Beach, a Florida municipality, hereinafter referred to as "PROVIDER." WHEREAS, this Agreement will enable PROVIDER to provide services, not otherwise funded by any other public funding source; and WHEREAS, funding given to PROVIDER has been found and declared to be for a public purpose. NOW, THEREFORE, the parties agree as follows: I. TERMS OF AGREEMENT The term of this Agreement shall be from June 1, 2004, through August 31, 2004. ("Initial Term"). PROVIDER understands and acknowledges that the initial funding will only be for the Initial Term stated herein. This Agreement is not renewable. Agreement renewals are at the sole discretion of the COUNCIL, contingent upon but not limited to the following: a. Continued demonstrated and documented need for the services or priority area of funding; b. Satisfactory program performance by PROVIDER; and c. The availability of funds from COUNCIL. In accordance with Chapter 2000- 461 of the Laws of the State of Florida, the COUNCIL is prohibited from creating obligations in anticipation of budgeted revenues from one fiscal year to another without year to year extension provisions in the agreements. It is necessary that fiscal funding out provisions be included in all proposals in which the terms are for periods longer than one (1) year. Therefore, the following . Provider: City of Dania Beach j Summer Challenge 2004 Contract#: 04-2821 funding out provisions are an integral part of this Agreement and must be agreed to by the PROVIDER: The COUNCIL may, during the contract period, terminate or discontinue the services covered in this proposal at the end of Council's then current fiscal year upon ninety(90)days prior written notice to the successful proposer. Such prior written notice will state: i. That the lack of appropriated funds is the reason for termination, and ii. Agreement not to replace the services being terminated with services similar to those covered in this proposal from another vendor in the succeeding funding period. This written notification will thereafter release COUNCIL of all further obligations in anyway related to the services covered herein. The Funding Out statement must be included as part of any agreement. No agreement will be considered that does not include this provision for"funding out". d. This Agreement may be terminated with cause or without cause in accordance with the provisions contained in Section VI of this Agreement. II. SCOPE OF SERVICES 1. PROVIDER agrees to provide the services and meet the outcome measures set forth in Exhibit A, Scope of Services. 2. PROVIDER agrees to attend seminars and/or training sessions as requested by Contract Administrator. • 3. PROVIDER agrees to comply with the Monitoring/Reporting Requirements specified in Section V of this Agreement. 4. Background Screening: the PROVIDER shall comply with the requirements for background screening as mandated in Section 985.01, Florida Statutes. III. ORDER OF PRECEDENCE The Bid Solicitation and Provider Proposal Response are hereby incorporated by reference as a part of this Agreement in the following Order of Precedence: Executed Contract, Bid Solicitation Requirements, Provider Application for Funding. IV. FUNDING AND METHOD OF PAYMENT 1. The annual maximum amount payable by COUNCIL to PROVIDER for the term under this Agreement shall be $64,761.00 ("Contract Amount"). 2. PROVIDER agrees to provide a Match in the amount of$16,318.20 for the period of June 1, 2004, to August 31, 2004, in accordance with the Requirements specified in the Application for Funding, Section F, hereby incorporated by reference. Provider: City of Dania Beach 2 Summer Challenge 2004 Contract#: 04-2821 3. The COUNCIL agrees to pay for units of service or other deliverables actually provided, invoiced and documented as specified in Exhibit A, Scope of Work. An original invoice, in the format prescribed by the COUNCIL, plus one (1) copy are i due on or before the tenth (101h) day of the month following the month in which services were rendered. COUNCIL agrees to reimburse PROVIDER on a monthly billing basis. In order to be deemed proper as defined by the Florida Prompt Payment Act,all invoices must comply with the requirements set forth in this Agreement and must be submitted on the forms as prescribed by COUNCIL. Invoices 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. COUNCIL shall pay PROVIDER within thirty (30) calendar days of receipt of PROVIDER'S properly submitted invoice. 4. The PROVIDER shall submit the final invoice for payment to the COUNCIL no more than fifteen (15) days after the contract period ends or the contract is terminated. If the PROVIDER fails to do so, all rights to payment are forfeited and the COUNCIL will not honor any requests submitted after the aforesaid time period. Any payment due under the terms of this contract may be withheld until all reports due from the PROVIDER are received by the COUNCIL and any necessary adjustments thereto have been approved by the COUNCIL. 5. In the event this Agreement provides for more than one service or program, the Contract Administrator may shift funding between services and/or program(s) components, at any time, upon written notice to PROVIDER; however, Contract Administrator may not increase funding in excess of the Contract Amount and the total of these adjustments shall not exceed twenty percent (20%) of the total Contract Amount. 6. Submission of accurate, timely documentation and other requested information as required by COUNCIL shall be considered a factor in evaluating future funding requests. Invoices and/or documentation returned to PROVIDER for corrections may not be considered as submitted and shall be cause for delay in receipt of reimbursement. 7. PROVIDER attests to COUNCIL that no other reimbursement is available or used for invoiced services unless expressly authorized by COUNCIL. This Agreement specifically excludes Medicaid covered services provided to Medicaid certified clients. PROVIDER shall bill and pursue collection of third party and client payments (where applicable) for services rendered under this Agreement. In the event COUNCIL pays PROVIDER for a service that later becomes eligible for Medicaid or other third party coverage, then PROVIDER agrees to deduct the amount paid by COUNCIL on its next invoice. In the event the PROVIDER has submitted a final invoice, PROVIDER shall reimburse COUNCIL in the amount received by Medicaid or other third party payor within (30) days of receipt of that Medicaid payment. Additionally, the PROVIDER must note in the client file the date when clients become eligible for Medicaid or other third party payor. 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 Agreement, and shall make all such Provider: City of Dania Beach 3 Summer Challenge 2004 Contract#: 04-2821 records available to COUNCIL upon request. PROVIDER shall report such fees, reimbursement, compensation or funding to COUNCIL for such payments • received which will be deducted from PROVIDER's invoices. 8. Capital equipment as defined by the Florida Statutes, Chapter 274, are items with a value greater than $750 which have a life expectancy of more than one year. Capital tangible property purchased by contracted agencies is intended for COUNCIL funded programs. COUNCIL will work with the agency to tag the asset and to receive all information regarding the capital tangible property. Should a program not continue beyond the time that the equipment is fully depreciated (i.e. computer is depreciated over 3 years), all capital tangible property purchased with COUNCIL funds is considered to be owned by the COUNCIL and will be returned for use by another funded program. The contracted agency must initiate return of such capital tangible property to the Program Services contract manager and the IT department. Ownership of the capital tangible property used by the contracted agency after the equipment is fully depreciated reverts to the contracted agency and will be removed from COUNCIL's fixed asset system. 9. PROVIDER shall submit a W-9 IRS form providing the name, address and Federal I.D. Number of the official payee to whom payment shall be made. 10. It is PROVIDER's responsibility to advise the Contract Administrator, in writing, of changes in name, address and/or telephone number. V. MONITORING, REQUIRED RECORDS AND REPORTS 1. MONITORING: PROVIDER agrees: a. To assign appropriate staff as necessary to attend meetings with COUNCIL staff to discuss issues and recommendations concerning quality of service; service delivery systems, coordination of services, consumer satisfaction, records maintenance, and funding maximization, etc. b. To provide full access at administrative and service delivery sites to COUNCIL during all announced and unannounced visits, for the purpose of examination of records and data covered by this Agreement as well as observation of service, delivery, and consumer/PROVIDER staff interaction. COUNCIL and PROVIDER shall maintain the confidentiality of Client services and records in full accordance with any federal or state laws or federal regulations mandating such confidentiality. C. To make all records and files pertaining to Clients subject at all times to inspection, review and/or audit by COUNCIL. d. That, if documentation is not readily available, then payments may be suspended until such time as PROVIDER has rescheduled another monitoring appointment to occur within thirty (30) days. Provider: City of Dania Beach 4 Summer Challenge 2004 Contract#: 04-2821 e. To respond to any monitoring findings within the time frame specified therein, that back-up documentation to be used to support the billings and outcomes provided shall be approved in writing by Contract Administrator. f. That findings of monitoring reports, responsiveness to corrective action, and all the performance requirements of this Agreement and timeliness of requested information shall be considered factors in evaluating future funding requests. g. To provide COUNCIL access to records and client files developed relevant to this Agreement regarding assessment of Outcomes beyond the expiration of this Agreement, as applicable. h. To respond to any monitoring findings within the time frame specified therein. i. Any monitoring reports and/or accreditation reports from other agencies or funding sources for similar services provided shall be submitted to COUNCIL within thirty (30) days of receipt. Such reports shall be sent to Contract Administrator. 2. REPORTS: PROVIDER agrees: • a. PROVIDER agrees to comply and participate in any data collection as required by the COUNCIL. Also, PROVIDER agrees to furnish COUNCIL with any and all reports required in this Agreement within the accompanying time requirements as noted. b. In the event services similar or identical to those covered under this agreement are purchased and/or subsidized in whole or in part by another public or private funding source, notice of funding specifics shall be submitted to the Contract Administrator. c. Statistical Demographic Report: The PROVIDER agrees to maintain and report monthly(where applicable), information on overall Client demographics which includes age, gender, race, ethnic origin, parental marital status, education levels and status in the format provided by, or approved in writing by, the COUNCIL. PROVIDER agrees to track overall Client household income, other benefits received, types of services provided, and other information as required by the COUNCIL. d. Client Satisfaction Surveys: The PROVIDER agrees to furnish the COUNCIL with compiled results of any and all Client Satisfaction Surveys administered by the PROVIDER. Survey reports shall include the total number of surveys administered/mailed and the total number of surveys completed/returned. Upon COUNCIL request, PROVIDER shall submit raw data from all administered Client Satisfaction Surveys. Provider: City of Dania Beach 5 Summer Challenge 2004 Contract#: 04-2821 The COUNCIL may, at its discretion, administer or require the Provider to administer Client Satisfaction Surveys, as deemed necessary. • e. Client Outcome Report: The PROVIDER shall submit a Client Outcome Report, format to be provided by the COUNCIL, completed for each service program component each quarter, which shall include information regarding achievement toward outcomes by stating each outcome, the number of Clients served for the term of this Agreement in the program, the number of Clients who have achieved the outcome, and such other information as is requested on report form. The PROVIDER shall also report any barriers experienced in outcome achievement. The report should also include any noteworthy activities that have occurred during the term of this Agreement. The PROVIDER shall also submit the number of Clients served under this Agreement to include: the number of new Clients, the number of Clients terminated, and such other information as requested. f. Actual Expenditure Report: The PROVIDER shall submit to the COUNCIL an Actual Expenditure Report which reports by line item actual expenditures incurred in the performance of this contract. The report shall be submitted in a format to be provided by the Council. Such expenditure information will be used to compile historical unit cost data. The Actual Expenditure Report shall be submitted by the PROVIDER to the COUNCIL sixty (60) days following the end date of the contract. 3. OTHER REQUIREMENTS: • a. INTERNAL DOCUMENTATION PROVIDER agrees to maintain the following, as applicable: (1) personnel files including hiring records, background screening results, job descriptions, policies, evaluation procedures, and background screening results, (2) Authorized time sheets, records, and attendance sheets, (3).Daily activity log and monthly calendar, (4) signature of person at sites authorizing presentations, (5) Training modules, (6) Pre and post session questionnaires, (7) Client information release form, and (8) such other information as requested by COUNCIL. b. UNITS OF SERVICE To document and maintain a permanent record of beginning and ending service time and date of service for all time based upon units of service. c. TRACKING SYSTEM REQUIREMENTS PROVIDER agrees to comply with the COUNCIL's Services and Activities Management Information System (SAMIS), as applicable, identifying all Clients referred to and from the program(s) funded under this Agreement. SAMIS shall identify the basis for any Client referral, the unavailability of any services to a Client(s) and the services delivered to the Clients. If a Client was referred to another agency, the file must include the disposition of the referral. Provider: City of Dania Beach Summer Challenge 2004 Contract#: 04-2821 d. PRO CHILDREN ACT COMPLIANCE • The Provider shall comply with Public Law 103227 Part C Environmental Tobacco Smoke, also known as the Pro Children Act of 1994, which requires that smoking not be permitted in any portion of any indoor area or place routinely used or leased or contracted for by an entity and used routinely or regularly for provision of health, day care, education or library programs either directly or through State or local governments, by Federal grant, contract loan, or loan guarantee. The law does not apply to children's services provided in the private residences, facilities funded solely by Medicare or Medicaid funds, and portions of facilities used for inpatient drug or alcohol treatment. Failure to comply with the provisions of the law may result in the imposition of a civil monetary penalty of up to $ 1,000 per day and/or the imposition of an administrative compliance order on the responsible entity. e. REVENUE MAXIMIZATION DOCUMENTATION PROVIDER agrees to comply with any and all reporting and documentation requirements necessary for eligibility for Federal, State and other reimbursements to COUNCIL for services provided under this Agreement, e.g., Title IVE of the Social Security Act, Temporary Assistance for Needy Families (TANF) Block Grant, etc. The PROVIDER shall complete the following Temporary Assistance for Needy Families (TANF) forms for all clients served under this Agreement. This data will be used by the Council in federal funding revenue maximization efforts through the Florida Department of Children and Families. All TANF eligibility information shall be reported to the Council quarterly, unless otherwise specified by the Council, and copies of all TANF forms shall be retained in the individual client/family case files and available for unannounced review by the Council. Such TANF eligibility information should not be used as a determination of client eligibility for program services funded under this Agreement. a. Eligibility Form for TANF-Funded Services, DCF-TANF- EZ1 UP5 b. Worksheet on Family Income Eligibility for TANF-Funded Services, TANFEZwksht2 VI. TERMINATION OF AGREEMENT AND NOTICE 1. It is the intent of the COUNCIL to assure consistent and orderly delivery of children's services. It is the further intent of the COUNCIL to terminate Agreements only in those situations where such action is essential for the protection of its interest and the interests of children, as determined by the COUNCIL. Provider: City of Dania Beach 7 Summer Challenge 2004 Contract#: 04-2821 2. This Agreement may be terminated by the PROVIDER without cause upon no less than thirty (30) days notice. Said notice shall be delivered by certified mail, return receipt requested, or in person with proof of delivery. 3. This Agreement may be terminated by the COUNCIL without cause upon no less than thirty (30) days written notice. Said notice shall be delivered by certified mail, return receipt requested, or in person with proof of delivery. 4. In the event that funds needed to finance this Agreement become unavailable, the COUNCIL may terminate the contract upon no less that twenty-four (24) hours notice in writing to the PROVIDER. Said notice shall be delivered by certified mail, return receipt requested, or in person with proof of delivery. The COUNCIL shall endeavor, whenever possible and consistent with its legal obligations and principles of prudent management to provide 30 days notice for Termination for Lack of Funds. The COUNCIL shall be the final authority as to the availability of funds and extension of notice beyond the minimum time herein stated. 5. In addition to the rights set forth in sub paragraphs 3 and 4 above, this Agreement may be terminated by the COUNCIL with cause upon no less than twenty-four (24) hours written notice. Said notice shall be delivered by certified mail, return receipt requested, or in person with proof of delivery. The COUNCIL at its discretion may waive any breach by the Provider in writing, but such waiver shall not constitute a waiver of any further breaches, including breaches of the same type. 6. The above provision shall not limit the COUNCIL'S right to remedies at law or to damages. VII. AUDIT RIGHT AND RETENTION OF RECORDS COUNCIL shall have the right to audit the books, records, and accounts of PROVIDER that are related to the Scope of Work under this Agreement. PROVIDER shall keep such books, records, and accounts as may be necessary in order to record complete and correct entries related to the Scope of Work under this Agreement. As defined in the Florida Single Audit Act, the PROVIDER agrees to allow the COUNCIL, the comptroller, the Auditor General or other auditing body access to its records as required by Florida Statutes 215.97, Florida Single Audit Act. PROVIDER shall preserve and make available, at reasonable times for examination and audit by COUNCIL, all financial records, supporting documents, statistical records, and any other documents pertinent to this Agreement for the required retention period of the Florida Public Records Act (Chapter 119, Florida Statutes), if applicable, or, if the Florida Public Records Act is not applicable, for a minimum period of the Agreement Term of this Agreement and for three (3) years after termination of this Agreement. If any audit has been initiated and audit findings have not been resolved at the end of the retention period or three (3) years, whichever is longer, the books, records, and accounts shall be retained until resolution of the audit findings. If the Florida Public Records Act is determined by COUNCIL to be applicable to PROVIDER's records, PROVIDER Provider: City of Dania Beach g Summer Challenge 2004 Contract#: 04-2821 shall comply with all requirements thereof; however, no confidentiality or non- disclosure requirement of either federal or state law shall be violated by • PROVIDER. Any incomplete or incorrect entry in such books, records, and accounts shall be a basis for COUNCIL's disallowance and recovery of any payment upon such entry. VIII. OWNERSHIP OF DOCUMENTS Any and all reports, photographs, surveys, and other data and documents provided or created in connection with this Agreement are and shall remain the property of COUNCIL. In the event of termination of this Agreement, any reports, photographs, surveys, and other data and documents prepared by PROVIDER, whether finished or unfinished, shall become the property of COUNCIL and shall be delivered by PROVIDER to the Contract Administrator within seven (7) days of termination of this Agreement by either party. Any compensation due to PROVIDER shall be withheld until all documents are received as provided herein. IX. INDEPENDENT CONTRACTOR PROVIDER is an independent contractor under this Agreement. Services provided by PROVIDER shall be by employees of PROVIDER and subject to supervision by PROVIDER, and not as officers, employees, or agents of the COUNCIL. Employee compensation, personnel policies, tax responsibilities, social security and health insurance, employee benefits, travel, per diem policies and other similar administrative procedures applicable to services rendered • under this Agreement shall be those of PROVIDER. X. SUBCONTRACTING PROVIDER shall not assign the responsibility of this Agreement to another party nor subcontract for any of the work contemplated under this Agreement, without prior written approval of the Contract Administrator. No such approval by the Contract Administrator shall be deemed in any event or in any manner to provide for the incurrence of any obligation by the COUNCIL in addition to the total dollar amount stated in this Agreement. All such assignments or subcontracts shall be subject to the conditions of this Agreement and to any conditions of approval that the COUNCIL shall deem necessary. XI. FINANCIAL STATEMENTS 1. Within 120 days of the close of its fiscal year, PROVIDER agrees to submit to the COUNCIL a certified independent fiscal audit of all its corporate activities and any accompanying management letter(s). 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. The fiscal audit must also be conducted consistent with the United States Office of Management and Budget Circular A-133, Audit of States, Local Government and Non-Profit Organizations and the Florida Single Audit Act, Florida Statutes 215.97, as applicable. Audit Provider: City of Dania Beach 9 Summer Challenge 2004 Contract#: 04-2821 extensions may be granted in writing by the Contract Administrator upon receipt in writing of such request with appropriate justification by the PROVIDER. • 2. Supplanting: the PROVIDER shall not use funds provided by the COUNCIL to replace funds from other funding sources. XII. BOARD MEMBERS AND MEETINGS Within 30 days of the effective date of this Agreement, PROVIDER will submit to the COUNCIL a calendar of its scheduled Board meetings for the current fiscal year and an updated list of Board Members. XIII. PUBLICIZING COUNCIL SUPPORT PROVIDER agrees to identify the COUNCIL's support on its letterhead, agency newsletter, and other printed materials, and to utilize every reasonable opportunity to publicize the support received from the COUNCIL. COUNCIL agrees to provide PROVIDER with a camera-ready logo for such use. XIV. PUBLICATIONS PROVIDER agrees to supply the COUNCIL, without charge, up to three (3) copies of any publication developed in connection with implementation of programs addressed by this Agreement. Such publications will state that the program is supported by the COUNCIL. PROVIDER agrees that the COUNCIL will have unlimited use of copyrighted materials developed under this Agreement. • XV. CONFIDENTIAL INFORMATION The PROVIDER, its agents, employees or subgrantees will not use or disclose any information concerning a recipient of services under this contract for any purpose not in conformity with state statutes and any applicable federal regulations (45 CFR, Part 205.50) except upon written consent of the recipient, or his/her responsible parent or guardian when authorized by law. XVI. SECURITY OBLIGATIONS PROVIDER shall maintain an appropriate level of data security for the information the PROVIDER is collecting or using in the performance of this contract. This includes, but is not limited to, approving and tracking all PROVIDER employees that request system or information access and ensuring that user access has been removed from all terminated PROVIDER employees. XVII. CLIENT RISK PREVENTION AND INCIDENT REPORTING 1. PROVIDER shall immediately report knowledge or reasonable suspicion of abuse, neglect, or exploitation of a child, aged person, or disabled adult to the Florida Abuse Hotline on the statewide toll- free telephone number (1-800-96ABUSE). As required by Chapters 39 and 415, FLORIDA STATUTES, this is binding upon both the PROVIDER and its employees. ® Provider: City of Dania Beach 10 Summer Challenge 2004 Contract#: 04-2821 2. In the event of critical incidents such as serious client accident, injury or death, PROVIDER shall advise the Contract Administrator immediately by • phone and in writing within twenty-four (24) hours. All pertinent information such as Agency Incident Reports, Police Reports, actions taken, etc., shall be furnished by the PROVIDER to the Director of Program Services within twenty-four (24) hours of the incident, or receipt of such information. XVIII. NONDISCRIMINATION Programs receiving funding from the COUNCIL shall not discriminate against an employee, volunteer, or participant of the provider on the basis of race, color, gender, sexual orientation, religion, national origin, citizenship, disability, or age except that programs may target services for specific participant groups as defined in the application. Additionally, agencies receiving funds shall demonstrate the 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. XIX. INDEMNIFICATION CLAUSE Any PROVIDER that is a governmental agency or subdivision, as defined in Chapter 768.28, Florida Statutes, agrees to be fully responsible for its acts of negligence, or its agents' acts of negligence when acting within the scope of their employment or agency, and agrees to be liable for any damages resulting from • said negligence. Nothing herein is intended to serve as a waiver of sovereign immunity by any PROVIDER to which sovereign immunity may be applicable. Nothing herein shall be construed as consent by a state agency or political subdivision of the State of Florida to be sued by third parties in any manner arising out of any contract or under this Agreement. XX. INTELLECTUAL PROPERTY RIGHTS The PROVIDER will indemnify and hold harmless, COUNCIL from liability of any nature or kind, including costs and expenses for or on account of any copyrighted, service marked, trademarked, patented or unpatented invention, process, article or work manufactured or used in the performance of the contract, including its use by COUNCIL. If the PROVIDER(S) uses any design, device, materials or works covered by letters, service mark, trademark, patent, copyright or any other intellectual property right, it is mutually agreed and understood without exception that the proposal prices will include all royalties of costs arising from the use of such design, device, or materials in any way involved in the work This article will survive the termination of any contract with COUNCIL. XXI. INSURANCE 1. PROVIDER shall maintain in force for the term of this Agreement comprehensive general liability in the minimum amount of three hundred thousand dollars ($300,000) per occurrence bodily injury and property damage combined single limit. Such policy will be evidenced by a Certificate of Insurance which reflects ® Provider: City of Dania Beach 11 Summer Challenge 2004 Contract#: 04-2821 COUNCIL as an additional insured and provides thirty (30) days prior written notice of cancellation. The Certificate of Insurance shall also be in compliance • with Florida Statute 440 (Workers' Compensation Law). Further, PROVIDER will maintain professional liability insurance in the minimum amount of Three Hundred Thousand Dollars ($300,000) for each claim, subject to insurance market availability and affordability. Such policy will be evidenced by a Certificate of Insurance which provides thirty (30) days prior written notice of cancellation. Each renewal of the respective Certificate of Insurance provided for above shall be submitted to the COUNCIL. Failure to submit the respective Certificate of Insurance shall result in suspension of any monies due and owing for any outstanding invoice of the PROVIDER by the COUNCIL. PROVIDER shall submit two (2) copies of their current Certificate of Insurance to the Program Services Specialist when this Agreement is signed with renewals of same annually thereafter. 2. If PROVIDER's insurance is provided by a municipality and at any time the municipality is unable or unwilling or otherwise ceases to provide insurance to COUNCIL for injury, damages, or liability which may arise out of the performance of this Agreement, PROVIDER shall be responsible for providing sufficient insurance in amounts and under terms required by COUNCIL. COUNCIL, in its sole discretion, shall determine what constitutes sufficient insurance. Documentation shall be submitted by PROVIDER to the Contract Administrator. • XXII. AMENDMENTS: ASSIGNMENTS 1. No modification, amendment or alteration in the terms or conditions contained herein shall be effective unless contained in a written document executed with the same formality and of equal dignity herewith. However, the Contract Administrator for the COUNCIL may sign a modification, amendment or alteration to the terms and conditions of this Agreement where there is a change to Exhibit A, Scope of Work, to reduce the Contract Amount, or to change performance outcomes. 2. This contract or agreement is personal to the parties herein and may not be assigned, in whole or in part, by the PROVIDER without prior written consent of COUNCIL. The PROVIDER herein shall not assign payments under this contract or agreement without the prior written consent of COUNCIL. XXII1. WAIVER OR BREACH Waiver or breach of any provision of this Agreement shall not be deemed to be a waiver of any other subsequent breach and shall not be construed to be a modification of the terms of this Agreement. =V. DEFAULT In the event that the awarded proposer(s) should breach this contract, COUNCIL reserves the right to seek remedies in law or in equity. Provider: City of Dania Beach 12 Summer Challenge 2004 Contract#: 04-2821 XXV. REPRESENTATIONS AND ACKNOWLEDGMENTS 1. PROVIDER represents to COUNCIL that upon the execution of this Agreement and continuing throughout the Agreement Term the following are true and correct. In the event that any of the following representations become at any time not true, the PROVIDER shall immediately provide written notice of same to the Contract Administrator. a. There have been no irregularities involving its management or employees that could have a material effect on PROVIDER's operations or financial stability. b. PROVIDER has committed no violations or possible violations of laws or regulations the effects of which should be considered by COUNCIL prior to entering into this Agreement. c. There are no material transactions that have not been properly recorded in the appropriate document(s) or disclosed. d. Related party transactions as defined by generally accepted accounting principles and related amounts receivable or payable have been properly recorded or disclosed. e. It maintains appropriate active license(s), which are all in good standing and have not been revoked or suspended, where PROVIDER is operating . a facility or providing a service where any type of licensure is required, including, but not limited to federal, state, county and local law. f. PROVIDER represents that all persons delivering the services required by this Agreement have the knowledge and skills, either by training, experience, education, or a combination thereof, to adequately and competently perform the duties, obligations, and services set forth in the Scope of Services and to provide and perform such services to COUNCIL's satisfaction for the agreed compensation. g. PROVIDER shall perform its duties, obligations, and services under this Agreement in a skillful and respectable manner. The quality of PROVIDER's performance and all interim and final product(s) provided to or on behalf of COUNCIL shall be comparable to local state and national best practice standards. 2. PROVIDER acknowledges that: a. Verification of liability protection, shall accompany this Agreement upon execution of this Agreement by PROVIDER. b. Information, guidance and technical assistance offered by Program Services Specialist, or any other staff, whether written or verbal, in no way constitutes a guarantee of execution of this Agreement by the COUNCIL and should not • Provider: City of Dania Beach 13 Summer Challenge 2004 Contract#: 04-2821 be relied upon as a basis for doing business, delivering service, expending financial resources or expectation of receipt of payment. XXVI. PUBLIC ENTITIES CRIMES ACT PROVIDER represents that the execution of this Agreement will not violate the Public Entities Crimes Act (Section 287.133, Florida Statutes), which essentially provides that a person or affiliate who is a contractor, 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 COUNCIL, may not submit a bid on a contract with COUNCIL for the construction or repair of a public building or public work, may not submit bids on leases of real property to COUNCIL, may not be awarded or perform work as a contractor supplier, subcontractor, or consultant under a contract with COUNCIL, and may not transact any business with COUNCIL in excess of the threshold amount provided in Section 287.017, Florida Statues, 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 Agreement and recovery of all monies paid hereto, and may result in debarment from COUNCIL's competitive procurement activities. XXVII. GOVERNING LAW AND VENUE This Agreement shall be governed, construed, and controlled according to the laws of the State of Florida without regard to its conflict of laws provisions. Any claim, objection or dispute arising out of the terms of this Agreement shall be litigated in the Seventeenth Judicial Court in and for Broward County, Florida. XXVIII. COMPLIANCE WITH LAWS The parties shall comply with all federal, state, and local government laws, codes, ordinances, rules, and regulations in performing its duties, responsibilities, and obligations related to this Agreement. XXIX. SEVERABILITY In the event a portion of this Agreement is found by a court of competent jurisdiction to be invalid, the remaining provisions shall continue to be effective unless COUNCIL or PROVIDER elects to terminate this Agreement. An election to terminate this Agreement based upon this provision shall be made within seven (7) days after the finding by the court becomes final. XXX. CIRCULARS, STATUTES AND COMMON RULES The PROVIDER shall be in accordance with the following Circulars: 1. Administrative Requirements: OMB Circular A-102 "Grants and Cooperative Agreements with State and Local Governments," OMB Circular A-110 "Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and Other Non-Profit Organizations." Provider: City of Dania Beach 14 Summer Challenge 2004 Contract#: 04-2821 2. Allowable Costs: OMB Circular No. 87, "Cost Principles for State and • Local Governments," OMB Circular No. A-21, "Cost Principles for Educational Institutions," OMB Circular No. A-122 "Cost Principles for Nonprofit Organizations" and OMB Circular A-133, "Audits of State, Local Governments and Non-Profit Institutions." 3. Florida Statutes 215.97, Florida Single Audit Act. XXXI. HIPAA ADDENDUM Both parties agree to satisfy the standard for personal health information contained in the federal and state statutes and regulations, including, without limitation, any regulations promulgated under HIPAA (Health Insurance Portability and Accountability Act), as applicable. Both parties agree that as a result of the business relationship and as defined in the HIPAA Final Privacy Rules 65 CFR Parts 160 to 164 December 28, 2000, PROVIDER is possibly considered a Business Associate of Hospital District, and may be a Chain of Trust Partner under the HIPAA Proposed Security Rules. Business rules will be appended to this contract detailing the privacy and security requirements and practices that a Business Associate is required to meet. If HIPAA Transaction Standards and Code Set Final Rules at 45 CFR Parts 160 and 162, August 17, 2000, apply due to any electronic bills Provider may submit to Hospital District, PROVIDER agrees that the billing information shall meet HIPAA Transaction Standards and Code Set Final Rules. If requested by the Hospital District, PROVIDER agrees that it will enter into an appropriate Trader Partner Agreement, Business Associate Agreement, and/ or Chain of Trust Agreement as necessary to comply with the aforementioned rules. The parties agree to negotiate for thirty (30) days with the goal of reaching a mutually agreeable Trading Partner Agreement, Business Associate Agreement and /or Chain of Trust Agreement. If the parties fail to agree and fully execute such an Agreement or Agreements by the end of thirty (30) days, either party may terminate this Agreement upon written notice to the other party. XXXII. MULTIPLE ORIGINALS This Agreement may be fully executed in two (2) copies or more by all parties, each of which bearing original signatures, shall have the force and effect of an original document. IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement on the respective dates under each signature: This 27 page contract, inclusive of Exhibits A& B, is hereby executed as follows: Provider: City of Dania Beach 15 Summer Challenge 2004 Contract#: 04-2821 Approved as to form by: JOHN MILLEDGE, ESQ. Republic Tower, 110 S.E. 61h Street, 151h Floor Fort Lauderdale, Florida 33301 Telephone: (954) 761-8640 Fax Number: (954) 761-8979 John Milledge, Esq. PROVIDER: COUNCIL: City of Dania Beach z SIGNED j -- SIGNED BY: f BY: NAME:'Ivan' ato NAME: Jack L. Moss TITLE: City Mana er TITLE: Chair DATE: �lz 135 DATE: BY: • J NAME: C.K. McEly'a TITLE: Mayor. DATE: �` ✓4 NAME: Thanas J. Ansbro TITLE: City Attorney DATE: �L / �-� 'c'v S/ NAME: Louise Stilson TITLE: City Clerk DATE: Provider Federal Identification #: 596000302 Attachments to Agreement: Exhibit A: Scope of Work and Exhibit B Provider: City of Dania Beach 16 Summer Challenge 2004 Contract#: 04-2821 Provide notary attestation for Provider's signature below: STATE OF FLORIDA ) ® COUNTY OF BROWARD ) The foregoing Agreement was acknowledged before me this/ day of � � �- 2004, by A-) / '47z as (Name of Signatory) (Title Tn,in behalf of (Name of Entity) (Type of Entity) the corporation/entity. HeJis personally known to me- duced `idetatifsatien. Type of identification produced Notary Public — State of Florida Print Name: (Seal) My commission expires: MIRIAM NASSER Notary Public, State of Florida My comm. exp. July 9, 2007 Comm. No. DD 230214 • REMAINDER OF PAGE INTENTIONALLY LEFT BLANK Provider: City of Dania Beach 17 Summer Challenge 2004 Contract#: 04-2821 EXHIBIT A SCOPE OF WORK • Agency Blame: The City of Dania Beach Program Name: Summer Challenge 2004 Contract #: 04-2821 I. Method of Service Delivery The Provider shall provide a Summer Camp Program that serves children 3 years and up who are not participating or enrolled in other year round child care programs and who are either: children of low income families in the general population, and/or children with special health care needs. As a Summer Program Challenge 2004 program, the program shall focus on prevention and early intervention services that target children by developmental stages to improve school success, social adjustment, readiness for social transition or readiness for self- sufficiency and address specific outcomes. The program shall incorporate academic enrichment and fitness components that counter childhood obesity, while providing activities that enhance children's academic, social and physical achievement by: o Supporting children's social development and their relationship with adults and peers; o Keeping children on the right track; • o Promoting positive recreational and leisure activities; o Enhancing reading and math skills through daily non-threatening and fun activities; and o Promoting awareness of the benefits of good nutrition and physical exercise. 1. Program Type The Provider shall provide the following type of summer youth program: Summer Day Camps providing daily activities for children who are transported to the site each morning and who return to their homes at the end of each day; 2. Program Intent With services being provided through a sub-contract with After School Programs, Inc., the City of Dania Beach shall provide a summer camp that will enhance each child's academic and social skills through academics, cultural enrichment, computer, cooking, swimming, and physical endurance programs, all in a safe and secure environment. The academic component shall include reading and math, with tutoring available for those who require additional assistance. Mentors and foster grandparents shall be offered in conjunction with our Senior Group, which will enhance the social skills to be taught. The cultural program, which will run for Provider: City of Dania Beach 18 Summer Challenge 2004 Contract#: 04-2821 the full nine weeks, shall focus on Haiti, Italy, Demark, Ireland, United States, Puerto Rico, Hawaii, and Native Americans. Guest speakers, field trips, learning projects, and the Internet shall be used to explore the food, clothing, and languages of each culture. The children shall also participate in project-based learning by planting a vegetable garden on site. This project will be driven by the children, who will decide what to plant and where to plant it. The project is designed to improve each child's social, math, and reading skills, as well as their ability to take pride in themselves and in their community. This hands-on experience shall include preparation of the site, planting seeds, watering, caring for a garden, and enjoying the vegetables that the campers have grown. 3. Target Population The program shall serve children of the following ages and developmental stages: ➢ Young children, ages 6 to 10 ➢ Early adolescents, ages 11 to 13 The Provider shall provide services to the following population: General Population Children These are children who participate in general education programs and do not require special assistance during the school year, but are considered at-risk due to economic disadvantage. 4. Service Delivery Core Services Program Services shall be provided to address the specific needs of clients. They shall include: #,of Partoci p ants Service Name'and Description P to be served Daily Reading - Minimum of one hour per day of reading activities that 75 incorporates one (1) method from Group A (i.e. reading aloud, creating plays or skits from favorite books, or assign reading buddies), and one (1) method from Group B (i.e. keep journals, start newsletter or newspaper, or write stories. Moving with Math - Minimum of one (1) hour session, two (2) times 75 per week of mathematics activities that are creative, fun, and designed to maintain and increase math skills delivered in a non-threatening, positive and encouraging manner. • Provider: City of Dania Beach 19 Summer Challenge 2004 Contract#: 04-2821 of • Service Name and Description Participants to be servea Physical Fitness and Nutrition- Minimum of one (1) hour of daily 75 structured physical fitness activities. The fitness component shall reflect a variety of activities and encourage active participation regardless of the particular skill level of the children in a fun, engaging way that promotes teamwork and cooperative play. Program shall include activities that provide opportunities for children to learn about nutrition and making positive nutritional choices. Swim Central Drowning PreventionMater Safety Program shall be 75 offered for 5 weeks, twice per week, at the CW Thomas Recreation Center swimming pool, located directly at the site to be used for the Summer Camp Program. The Daily Schedule of Activities shall, in general, be as indicated in Exhibit B. Service Locations: The Provider shall provide summer program services at the following locations: C.W. Thomas Park Recreation Center 800 N.E. 2 St. Dania Beach, FL 33004 • Collins Elementary 1050 NW 2"d Street Dania Beach, FL 33004 Provider shall provide the Council with a written statement from the site location owner to the Provider authorizing use of the site for the program. Provider shall notify the Council in writing of site changes within three (3)days. Site changes are subject to Council approval. Dates/Days/Hours of Operation: The provider shall operate the summer program from June 11, 2004 until August 13, 2004, Monday through Friday, in accordance with the adopted School Board of Broward County school calendar, with daily hours of operation from 7:45 a.m. through 6:00 p.m. II. Staff Qualifications Staff positions, qualifications and duties shall be as described in the following chart and personnel files will be reviewed for compliance: Provider: City of Dania Beach 20 Summer Challenge 2004 Contract#: 04-2821 Minimum Degree %of time # Position /Education, devoted Duties Experience and to$he Trairnng program 1 Master's Degree; Oversee After School Parks and Recreation g Programs, 5% Director minimum 10 years exp. Inc., to ensure all aspects of grant in Recreation requirements are being met 1 Computer Bachelor's Degree; 2 Maintenance and upgrades of 10% Technician years exp. minimum computers, printers, programming, and the internet 1 After School Master's Degree; 15 Organize, plan, and supervise the 20% Programs,lnc. years exp. educational and recreational Director of programs which includes site Education visitation and staff meetings 1 After School Bachelor's Degree or Assist Director of Education with 100% Programs, CDA or AA Degree or 60 supervisory responsibilities of all Inc. college credits with 6 counselors and children attending Site Director credits in early childhood summer camp program. Insures all education counselors are implementing all ASP Management program activities. Plans and Training prepares schedules, daily activities HRS 40 hours and supervises children and staff at all times both on site and during ASP 40 hour child care field trips. training including CPR; One year exp. minimum 5 After School H.S. diploma Responsible for direct supervision 100% Programs, HRS 40 hours of children and implementing all Inc. ASP 40 hour child care program activities Counselors training including CPR; Previous child care experience 1 After School Bachelor's Degree Administration, record keeping, 100% Programs, 40 hour ASP child care data collection coordinator and Inc. training plus ASP organizer of performance data and Grants Management training; 1 invoicing Administrator year minimum 3 After School Bachelor's Degree Responsible for assisting students 100% Programs, Teacher's Certification; 1 with tutoring and implementing both Inc. year or more reading and math components of Teachers summer camp program Ratio 1:25 Provider: City of Dania Beach 21 Summer Challenge 2004 Contract#: 04-2821 The Provider shall ensure that the staff members responsible for delivering the math and reading components are individuals with demonstrated ability, competency, and interest who have been trained in mathematics and reading curriculums. III. General Operating Information A minimum of 75 unduplicated children shall be served during the period of June 111, 2004 through August 13, 2004. The minimum staff to child ratio shall be 1:15. All contracted staff working in the program must comply with background screening and fingerprinting requirements, in accordance with Florida Statutes Chapter 435 and Broward County background screening requirements, as applicable. Providers must maintain staff personnel files which reflect that a screening result of "no findings" was received. IV. Units of Service 1. The Units of Service are defined as follows: ■ One full day of summer camp, minimum of 5 hours per child, per day. Attendance must be timed in and out by child in writing each day. 2. The maximum number of units to be provided under this contract is as follows: June 11, 2004 through August 13, 2004: 2869 Units of Full-Day Camp services (invoice type #9200GP) at $20.40, not to exceed $58,528.00. Days of partial attendance of two (2) to five (5) hours may be billed at a single subunit rate of 50%, or$10.20. Total for all services combined not to exceed: $58,528.00. Note: This is one-time funding without the option of renewal. V. Method of Payment 1. Start-Up Costs: Start-up costs shall be on a cost reimbursement basis. The Council will pay the provider for allowable costs incurred in accordance with the approved start-up budget and budget narrative, hereby incorporated by reference. Only costs incurred on or after the contract effective date and on or prior to the termination date of the contract are eligible for payment. The maximum amount of start-up funds to be paid for under this contract shall not exceed: $6233.00. 2. Unit Costs: Client services provided under this contract will be paid as Units of service at the rates and maximum amounts as defined above in Section IV. 2. The maximum amount to be paid under this contract for units of services shall not exceed $58,528.00. 3. All payments shall be*requested by the Provider on a monthly basis in the format Provider: City of Dania Beach 22 Summer Challenge 2004 Contract#: 04-2821 prescribed by the Council. Approved payment will be derived from Provider invoices reflecting services delivered in accordance with the contract. Agencies will not be paid for clients who do not attend sessions. Payment is contingent upon submittal of complete and accurate data in accordance with Council requirements for the reporting of client and service data information. No invoices will be processed for payment if required backup documentation has not been provided in a complete and accurate manner. The Provider is required to pursue third party, Medicaid, and client payments (where applicable), and to establish a sliding fee scale for services. If the contract is with an agency which is subcontracting delivery of services to other providers, the lead agency will be responsible for compiling all data necessary to submit a consolidated monthly invoice, and required reports. These funds shall not be used to supplant any other sources of funding including, Medicaid, private insurance, and/or, client fees. 4. Match: The Provider agrees to match the dollar amount awarded by the Council to the Provider in an amount equal to a minimum of 12.5% of the total approved contract amount or the higher amount so specified in the Proposal. The match may be provided in the form of cash or in-kind contributions, in accordance with the approved budget, hereby incorporated by reference. In-kind contributions may only include a portion of staff salaries, volunteers, equipment, space and other in-kind contributions as agreed to in writing by the Contract Administrator. The Provider shall provide proof of the match on or before the due date of the invoice(s). To the extent that the Provider fails to provide such proof, then that amount shall be deducted from any amounts due and owing by the Council to the Provider under this contract or any other contracts between the parties. The total amount of Match to be applied to this contract shall' be a minimum of $16,318.20 in accordance with the approved line item budget, hereby incorporated by reference. 5. Sliding Scale Fee: The program shall maintain a sliding scale fee as identified in the proposal, herein incorporated by reference. VI. Performance Measures Provider shall adhere to the following five (5) required Performance-based Outcome Measures: Provider: City of Dania Beach 23 Summer Challenge 2004 Contract#: 04-2821 CHILDREN IN THE GENERAL POPULATION • Services/ Outcomes ' Indicators Demonstrated Type ofrEyaluation Ac#id,ties,,' by Structured activities in 100% of children will -Staff trained in Outcometo be a safe environment Children/ not experience a supervised by caring Youth will serious injury emergency measured the last adults. remain safe. (requiring emergency response. week of July by room attention), abuse 'Practice safety reviewing ro ro skills Injury/Incident Reports. or arrest report while -No emergency in care, during the room visits contract period. -No abuse/neglect reports -No police reports One(1) hour of daily 90% of children will -Improved word Outcome to be reading activity that Children will improve their reading includes at least one improve skills, as measured by recognition measured the first technique from each reading increased word week enrollment and q skills. the lastt week of July, kill group: recognition by August using the San Diego Group A 6, 2004. Quick Assessment tool • Read aloud (word recognition • Read with buddies measurement tool). • Read silently • Group B • Create plays/skits Keep journal Childrenlyouth will 80% of children will -Improved shuttle Outcome to be participate in one (1) Children will increase their physical hour of dailyphysical improve functioning by run speed measured the first p y physical week of enrollment and fitness activity using p y improving their -Increased the last week of July. fun indoor and functioning. strength, endurance, outdoor sport activities and/or flexibility by endurance in the Required measurement walk/run tool will capture the designed to improve August 6, 2004. their strength, completion times for g -Increased the shuttle run and endurance and/or distance in the endurance walk/run, flexibility. softball throw and the distance the softball is thrown. Provider: City of Dania Beach 24 Summer Challenge 2004 Contract#: 04-2821 Services/" Outcomes Indicators Demonstrated Type of"Evaluation Activities by • Children/youth will Children will 80% of children will Improved Outcome to be participate in one (1) maintain maintain or increase recognition and measured the first hour, twice(2) per and/or their math skills by understanding of week of enrollment and week of math improve August 6, 2004. math concepts. the last week of July, enrichment activity math skills. using the"Moving with using the"Moving with Math" Placement Test Math"curriculum to as a measurement tool. improve their mathematical literacy and skills. Children will Children will 80% of children will Improved score on Outcome to be participate in activities maintain maintain or improve the nutrition tool. measured the first to improve nutrition and/or their nutrition week of enrollment and knowledge. Children improve knowledge. the last week of July, will eat well-balanced nutrition using the"What Do meals and snacks knowledge You Know About The while attending the Foods You Eat"? summer program. measurement tool. Provider shall ensure pre and post-testing is administered at the appropriate times using the approved tools, as described above. Failure to conduct pre and post-testing and/or provide subsequent outcome data reports will result in a moratorium on Council funding for a period of 12 months. Provider shall measure individual outcome achievement and report monthly on the aggregate outcome measurement results for the summer to the Council. The Summer Outcome Report is due on August 6, 2004. Reports shall include the total number of unduplicated children: ■ served by the program each month ■ terminated from the program each month ■ currently active in the program each month ■ served the program, year to date ■ who are documented TANF eligible ■ attended water safety classes, year to date ■ who have met the criterion for measurement for each outcome measure (minimum of 4 weeks of program participation) ■ who have achieved the outcome measures As applicable, Provider shall also report in narrative form, the reasons for non- acceptance into program, dropping-out and failures to achieve the outcomes, as well as describing any factors that effected outcome achievement or measurement during the summer. In addition, after the program has been monitored, the Provider shall complete and return the Monitor Evaluation forms, along with the final Summer Outcome Report due August 6, 2004. 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LL 33Ay ow-, � 33 —/. s � 3 a i w MW __.. _.. .,_ _SERVICES _. d ATTACHMENT I'I COUNCIL f �� y DATA INPUT FORM Required for Council REP Tracking System Agency Name City of Dania Beach Amount Requested (excluding start-up) Start-Up Amount #To Be Served 75 Average Cost Per Child "Total Request (minus) Start Up (divided by) #To Be Served = Average Cost Per Child Description of Program After School Program that will encourage at-risk youth in educational, social, arts and physical activities. Providing quality programs to enhance *50 word program description educational levels; computer, cooking and social skills; physical activities; mentoring and interaction with our seniors group, all in a safe and secure environment for students of Collins Elementary. Agency Headquarter Address 100 W. Dania Beach Blvd. Dania Beach, FL 33004 *include city and zip code Service Site Addresses 800 N.E. 2 St. Dania Beach, FL 33004 *include city and zip code Population to be served At-risk youth due to economic disadvantage and attendance of Collins Elementary School, which * i.e. Special Needs, General has remained a "D" school Population, etc. Program Type Summer Challenge 2004 Name of Partners *if applicable Collins Elementary School Dania Beach Seniors Club Summer Program Challenge 2004 1 RFP#04-PS-011 ATTACHMENT Application for Funds Common Grant Application for Human Services in Broward County this edition distributed by: Children's Services Council of Broward County Summer Program Challenge 2004 Part I Section A: Applicant Agency Information: Cover Sheet 1.Agency Legal Name: City of Dania Beach 2. Main Administrative Address: 100 W. Dania Beach Blvd. 3. City&State: Dania Beach, Florida 4.Zip Code: 33004 5.Telephone Number: 954-924-3600 6. Fax Number: 954-921-2604 7. CEO/Executive Officer: Ivan Pato, City Manager 8. Office Phone Number: 954-924-3610 9. Chief Financial Officer: Patricia Varney 10. Office Phone Number: 954-924-3620 11.Agency Contact Person: Bonnie Temchuk 12. Office Phone Number: 954-924-3613 13. Contact e-mail address: btemchuk@ci.dania-beach.fl.us 1 14. Contact fax Number: 954-921-2604 15.Type of Entity: Corporation Private for-Profit Private Not-for-Profit Unit of Government Federal State County XX City Other: 16. Licensed to do business in Florida? 17. Federal Identification Number: X Yes; _No; N/A. 59 6000 302 Section B: Program & Budget Information 18. Target Population: General Population X Special Needs 19. Total unduplicated#to be Served: 75 Ages to be Served:❑ 3-5 ® 6-10 ® 11-13 ❑ 14-17 ❑14-22 20. Total Amount of Request $ 164,256 + Total Match $ 33,041 = Total Program Value$ 197,297 Section C. Certification of Accuracy and Compliance 21. 1 do hereby certify that all facts, figures, and representations made in the application(s) are true and correct. Furthermore, all applicable statutes, terms, conditions, regulations and procedures for program compliance and fiscal control, including but not limited to, those contained in the Bid Solicitation and Core Contract will be implemented to ensure proper accountability of contracts. I certify that the funds requested in this application(s)will not supplant funds that would otherwise be used for the purposes set forth in this project(s)and are a true estimate of the amount needed to operate the proposed program(s). The filing of this application(s)has been authorized by the contracting entity and I have been duly authorized to act as the representative of the agency in connection with this application(s). I also agree to follow all Terms, Conditions, and applicable federal and state statutes. Further, I understand that it is the responsibility of the agency head to obtain from its governing body the authorization for the submission of this application. Evidence of this authorization must be provided within 21 days of notice of award. I further understand that such contract award may be rescinded for failure to provide such documentation. Lastly, I hereby attest that all work contained within this proposal is the unique and original product of the agency I represent,and has not been plagiarized or duplicated in any way from another agency's work product. Ivan Pato City Manager Print Authorized Official's Name Authorized Official's Title March 5,2004 Authorized Official's Signature in Blue Ink Date Summer Program Challenge 2004 2 RFP#04-PS-011 Part II Section A. Organizational Capability 22. Provide a concise description of the Agency, including its history, years of operation, general service mission, and primary services provided. Your response should be limited to 250 words (approximately one half page). The City of Dania Beach was incorporated in 1904 as Broward's first city. The City operates under a Commission-City Manager form of government and provides services to an estimated 27,477 residents. The Commission appoints the City Manager, who is the Chief Administrative Officer of the City and is responsible for implementing policies adopted by the City Commission. There are seven specific departments within the City, Administrative Services, Finance, Fire-Rescue, Law Enforcement, Community Development, Public Services and Parks and Recreation. The Parks and Recreation Department, which if approved for funding, would be the department to oversee the summer camp program. The Parks and Recreation Department offers a wide range of activities and programs to address the highly diversified recreation, cultural and environmental interests of all children, youth, adults and senior citizens residing or visiting the City of Dania Beach. The Departments includes three divisions: Programming, Facilities, and Athletics/Aquatics. In FY2002, the City utilized a portion of the Community Development Block Grant (CDBG) for grounds improvements a C.W. Thomas Park. The City is also completing improvements such as resurfacing the existing basketball courts, paddleball court, installing new lighting, new pavilions, grills, walking path and junior size basketball court. Events such as Dania Beach Cruise Night are held monthly to display antique cars and motorcycles at the City's beachfront. The City of Dania Beach has provided an after school program called P.O.W.E.R. "Positive Outlooks With Educational Rewards" at C.W. Thomas Park Recreation Center, which officially began in August, 2003. This program has been very successful in all aspects, including improved educational, behavioral and physical outcomes. For the past 30 years we have ran a Summer Camp program at C.W. Thomas Park, Meli Park and Frost Park. These summer camps have been successful with regards to getting the children off the streets and in a safe environment, but have lacked the quality that the P.O.W.E.R. program has shown us these children truly need. If approved for funding, the City of Dania Beach would enhance and enrich children, ages 5 to 13 with a summer camp that would be a continuation of our P.O.W.E.R. "Positive Outlooks With Educational Rewards" after school program. We will continue to contract with After School Programs, Inc. to continue. P.O.W.E.R. After School Program will provide a quality after school program for the students attending Collins Elementary School. After School Programs, Inc. is a non-profit corporation that was established in 1991. Their goal is to provide both children and families with safe, quality childcare programs. They have experience in and have provided before and after school care, summer camp and full day programs. After School Programs, Inc. serves thousands of children varying in socioeconomic and culturally diverse backgrounds throughout Broward County. Their programs offer a wide variety of developmentally appropriate activities which include homework assistance, tutoring, reading and writing programs and computer technology. Recreational activities include indoor and outdoor sports and games, art, music, drama and cooking. The mission of After School Programs, Inc. is to enhance and enrich the lives of children while meeting the needs of the children, families, schools and communities that they serve. Their goal is to provide economically disadvantaged children with a safe, supervised, fun program that promotes student success, which helps to reduce the risk of substance abuse and youth crime. 23. Is the Agency accredited? _Yes, X No.lf yes, by whom: ; Level of Accreditation: Period of Accreditation: 24. Is the Agency certified by the Broward County Program Development Research and Evaluation Division? Yes, X No. If yes, what is the expiration date? If no, has the agency begun the licensing process? Y X or N Summer Program Challenge 2004 3 RFP#04-PS-011 25. What is the Agency's fiscal year? Beginning: OCT 1 Ending: SEPT 30 • 26. Attach a copy of your most recent financial audit to your application completed by a CPA registered to do business in the State of Florida and conducted in accordance with Generally Accepted Accounting Principles. Smaller agencies (those agencies with annual revenues less than $300,000) may submit unaudited compliled financial statements prepared by a CPA. See RFP, Section III1.4 for fiscal requirements. See Attachment 3 27. Does the Agency carry comprehensive general liability insurance? ZC Yes, ❑No. If yes, state the amount: $ 1 million per occurrence/ $2 million general aggregate If no, or if the amount is less than $300,000, the Agency must agree to purchase a minimum of $300,000 comprehensive general liability insurance prior to contract execution. Affirm Yes or No. 28. Does the Agency carry the following types of insurance? Yes No Amount of Coverage Professional X $1 million Property X $16,557,966 Auto X $1 million Please indicate whether your agency will be transporting children: ®Yes or ❑ No Yes - $1 million 29. Provider Service History: e Existing After School Provider, new to Summer Programs Previous Summer Program Provider ❑ New Provider for After School/Summer Program 30. If applicable, please attach any previous monitoring reports for similar services completed within the past twenty-four (24) months. If not applicable, please include a statement to that effect. Attached as Exhibit 31. If you have received funding for similar services please indicate the funding information in the chart below. Add or delete rows as necessary. Funder Amount Contract Period(mm/yy— mm/ ) CSC Grant $check amt Check this Summer Food Program 6/03 to 8/03 Local Law Enforcement Block $30,000.00 10/02 to 10/04 Grant Law Enforcement Trust Fund $ 3,000.00 10/02 to 10/04 Summer Food Program $38,500.00 6/03 to 8/03 Summer Program Challenge 2004 4 RFP#04-PS-011 Section B. Organizational Capability • 32. Describe the Agency's experience, if any, in providing summer program services to the proposed population. (Limit your response to '/z page). The City of Dania Beach began a Neighborhood Revitalization Plan through an Urban Infill Grant in 2002. This Plan specifically states a main goal is to enhance the educational level of children enrolled at Collins Elementary and to help in obtaining a goal of the school raising their grade from a "D" to a "B". This specific community is an extremely low income, primarily single parent or extended family homes. We have provided an after school club for approximately 55 children, but with limited resources, were only able to provide a supervised activity center, with limited educational enhancements. Because the Neighborhood Revitalization Plan was approved and adopted by the Commission in early 2003, we are striving to provide the many requests made through this plan. We have already begun the process of meeting another goal within the plan, which was to enhance the safety and security of the residents. We have recently opened a BSO sub-station, obtained a FRDAP grant for enhancements including security lighting, junior basketball court, and general renovations to C.W. Thomas Park, which is the park that our proposed after school program will be located. We have also received CDBG funding to acquire two parcels of land to be used for a future Community Out- Reach Center and parking lot. Our proposed 2004 CDBG project will further enhance the security and safety of the community by providing a one-way traffic pattern on N.W. 8th Avenue, which is the street the Recreation Center is located on. This pattern will force traffic to slow down, through a "snake" style pattern, which will also provide landscaped bump-outs and on street parking. Repair and/or replacement of sidewalks and added street and security lighting will also be completed at the exact location of the C.W. Thomas Recreation Center. After many discussions and much investigation, the City has determined that we can provide, if funded, a much needed professional, quality after school program. Therefore we have developed a relationship with After School Programs, Inc. to provide all personnel. This will insure quality personnel, experienced professionals, and the proper educational, social and physical activities for the children attending Collins Elementary. After School Programs, Inc. has provided quality programs to thousands of children throughout Broward County for the past 12 (twelve) years and their extensive experience in providing year round programs will allow the City of Dania Beach to provide a quality after school program. 33. Describe the population to be served including race/ethnicity, geographic factors, older youth if applicable, risk factors, and any special conditions. Include discussion as to why you selected your particular youth population and their needs for summer programs. Describe how you determined number of children to be served and why. Limit your response to 250 words (approximately 1/z page) The population to be served will be the students attending Collins Elementary School. The break- down of information is as follows: Enrollment: 316 Capacity: 392 Portables: 3 DEMOGRAPHICS: INCOME LEVELS: FCAT LETTER GRADE: White: 1.3% Eligible for free/reduced meals: 91.8% 2001/02 D Black: 95.6% 2000/01 D Hispanic 3.2% Other 0.0% The number of children we propose to serve is 60 (sixty). This number is based on the capacity of the C.W. Thomas Recreation Center. Within the City of Dania Beach Capital Improvement Plan for FY2004 and FY2005 we have approved funding to expand the current center from 2,000 square feet to 8,000 square feet. Our future goal is to continue this program for many years to come and increase the number of students served when the expansion is completed. Because of the income levels, risk factors and FCAT letter grade of Collins Elementary, the need to provide a professional, quality program is essential. The City of Dania Beach, in conjunction with After School Programs, Inc. would like the opportunity to provide this much needed service to the youth of this community. With the Summer Program Challenge 2004 5 RFP#04-PS-011 approval of our grant request, we will be able to begin the process of improving the scholastic as well as social skills for the youth, thereby improving the community. There are many risk factors within the north-west community, particularly illegal drug activity and security issues. This neighborhood is beginning to experience change, through the recent opening of a BSO (Broward Sheriff Office) sub- station, renovations to C.W. Thomas Park, bullet proof security and street lighting, upgrades to sidewalks, streets, drainage and the recent acquisition of two vacant parcels to be converted into a future Community Outreach Center and parking lot. The proposed after school program will enhance the many improvements taking place and the improvements yet to come. Ultimately, we strive to provide community pride and as our motto says, "UNITY within the CommUNITY". 34. Describe program participant eligibility by answering each of the following four questions: a. Gender: ©No restriction, ❑Male only, ❑Female only b. Age: ❑ No restriction, or, 5 years to 11 years (specify exact range) c. Income: ❑ No restriction, or, ® Below a given % of the federal poverty level: ❑l00% �200%, 133% ❑150% ❑185% or ❑Other (specify income criteria): d. Residence: ❑ No restriction, © Broward County, City: ❑ Other (specify area): Section C. Service Information 35. List the specific services to be provided by this requested program and the number o participants that will receive each service. Note that the number of participants served can be a duplicated number, but not within the same service. Participants can receive more than one service. Lines may be added, if there are additional services in the proposed program. Service Name and Description #of Participants to be served P.O.W.E.R. "Positive Outlooks With Educational Rewards" 60 After School Program 36. Program Intent: What do you hope to accomplish, if funds are provided? If serving middle school youth describe program approaches designed to engage this older youth population (See RFP, Section II.A). If serving. Limit your response to 250 words (approximately '/2 page). The main goal of P.O.W.E.R. "Positive Outlooks With Educational Rewards" After School Program is to provide the students attending Collins Elementary School the ability to enhance their educational and social skills as well as physical endurance, in a safe and secure environment. The enhancements to their educational skills as well as other skills proposed will provide the opportunity to increase the grade of Collins Elementary School, which is currently a "D" school. This will be done through a set Summer Program Challenge 2004 6 RFP#04-PS-011 daily schedule which will adhere to the requirements of this grant, including reading, math and comprehension teaching, tutoring, homework help, social skills improvements, increased physical endurance, enhancement of computer skills, cooking (which teaches both reading and math comprehension skills), and mentors and foster grandparents in conjunction with our Senior Group (which will enhance the social skills to be taught). This specific community has for many years remained a blighted area, with drug activity, violence and burglaries being an everyday occurrence. Within the past two years, the City of Dania Beach has used CDBG (Community Development Block Grant) funds as well as FRDAP (State funding) to begin major improvements to reduce the illegal activities and to begin to provide a safe and secure environment for all residents, especially the students. Many of these improvements, including the opening of a BSO sub-station have centered around C.W. Thomas Park and the Recreation Center. Some of these improvements are: Increased lighting, both street and security; renovations to the C.W. Thomas Park; repair/replacement of sidewalks; demolition of unsafe structures; improved drainage; increased police presence; and the acquisition of land for a future Community Outreach Center and parking lot. If approved, the funding for our proposed after school program will allow us to take the next step in providing the youth of the community the opportunity to improve their learning, social, computer and cooking skills. This will enhance the already changing environment to one of productive youth, taking pride within themselves, thereby taking pride within their community. 37. Where will the services be provided? Identify specific addresses for office locations, schools, parks, churches and/or community centers. In in-home services, identify the city(ies) or neighborhood(s) in the intended service area. Limit your response to 250 words (approximately '/z page). The after school program will be provided at C.W. Thomas Park, in the C.W. Thomas Park Recreation Center. The Park is located in the north-west community of Dania Beach, encompassed by NW 10 Avenue to the west, NW 8 Avenue to the east, NW 1 Street to the south and Collins Elementary School (N.W. 2 Street) to the north. The Recreation Center is located in the north-east corner of the park (NW 8 Avenue and NW 2 Street). Because of the convenient location, children will be walked along the sidewalk between the school and the park to the Recreation Center. ® This area has been identified through the City of Dania Beach Neighborhood Revitalization Plan, which listed as a priority to improve the educational levels of children that attend Collins Elementary. This school has remained a "D" school and the goal of this plan is to improve it to a "B" school. The City of Dania Beach feels that an after school program that provides experienced professionals, quality personnel, and the proper educational, social and physical activities will enable these children that attend Collins Elementary the ability to increase their FCAT scores, thereby increasing the school's score. It is our mission to provide every available quality program to these youth, including enhanced reading and math, tutoring, mentoring, computer, physical endurance, cooking, foster grandparents, community pride, social skills, and the ability to enjoy educational, yet fun field trips. Because of the extremely low income levels, many of these children do not have the ability to venture out of their community, so field trips will be a very exciting activity and at the same time will provide an educational value. 38. When will the services be provided? Identify the days of the week and hours of operation. Limit your response to 250 words (approximately '/2 page). The C.W. Thomas Park Recreation Center after school program will provide services as follows: School Days— Monday through Friday 2:00 p.m. to 6:00 p.m. Early Release School Day 12:00 p.m. to 6:00 p.m. No School Days— Monday through Friday 7:45 a.m. to 6:00 p.m. 39. A sliding fee scale is required. Explain how such a scale will work within your program. Demonstrate your understanding of the benefits of using a sliding fee scale, and any barriers that you may anticipate. Limit your response to 250 words (approximately '/z page). Because we are restricting this program to youth whose families are at or below the 200% Federal Poverty Level as of February 2003, the fee schedule will be: Summer Program Challenge 2004 7 RFP#04-PS-011 $2.50 per 1 child per week These fees will include registration, after school days, early release days, no school days and field trips Remainder of page left intentionally blank. 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C a) -� -� Y a) o +_ ° a 0.0 0 t) V = c ro a t c V y -� o�o v. aI y V ma) 0 y V 0) a U) cp y y o cn c ' 0 c U a Cam) Q) V O) y c C) a) V '� O O d w aw c : ay a Qa) 4� V Qo ct V Q V Qa) �LL Q) a 0 a is (0 Q 0 V a is N y y C a m0 a +'O.. ° acn of Section E. Budget 42. Program Budget Summary EXPENSES 1. 2. 3. Requested Other Total Funding Funding (1 + 2) A. PERSONNEL EXPENSES 1. Salaries 2. Fringe Benefits Subtotal Personnel B. NON PERSONNEL EXPENSES sa 3. Travel 4. Space & Utilities 5. Communications 6. Printing & Supplies 7. Shipping & Postage 8. Start Up 9. Professional Fees 10. Other (specify) Subtotal Non Personnel C. ADMINISTRATIVE COSTS (10% maximum) TOTAL EXPENSES D. MATCHING CONTRIBUTION (12.5 required) ' Amount „ 'iuj' 1. Cash 2. In-Kind1/ y TOTAL MATCH 101 y , NOTE: No capital equipment purchases are allowed for non-recurring summer programs. • Summer Program Challenge 2004 14 RFP#04-PS-011 43. Budget Narrative for Requested Funding Provide a narrative description Qustification) for each Expense Category and line Item included in the Requested Funding column in the Budget Summary form. EXPENSE $ AMOUNT JUSTIFICATION Summer Program Challenge 2004 15 RFP#04-PS-011 44. Budget Narrative for Matching Contribution (if required) Provide a narrative description (justification) for each Expense Category and line Item included in the Matching Contribution column in the Budget Summary form. Identify the Source of the funds in the Justification column. EXPENSE $ AMOUNT JUSTIFICATION/SOURCE • Summer Program Challenge 2004 16 RFP#04-PS-011 45. Budget Narrative for Start Up Funding (If being requested) Provide a narrative description (justification) for each Start-Up Expense Category and line. EXPENSE $ AMOUNT JUSTIFICATION Summer Program Challenge 2004 17 RFP#04-PS-011 • 46. Unit Cost Budget/ Reimbursement Summary Define each Unit of Service for this proposal, identify the cost of providing each unit, and how many of each unit will be provided for the contract period. Service Name - Unit of Service Unit Cost # of Units $ Amount a. One Day of Summer Program Per Child b. Transporation (if applicable) c. Value Added (if applicable) d. e. f. (This total should equal the Total Expenses in Column 1 on Form 28, Program Budget Summary) Total $ Provide the calculations and rationale used to determine the number of units provided and number proposed. Your response is limited to 250 words (approximately '/ page). PART III. ADDITIONAL COMMON GRANT APPLICATION REQUIREMENTS 46. If a Not for Profit, or, For Profit Organization, CEO/Executive Director's salary: If a Unit of Government, program Director's salary: $ 55,000.00 48. Provide a copy of your organizational chart and indicate where the proposed program reports within your organizational chart. See Attachment 2 49. Has the Agency been sanctioned for non-compliance, with any contract, government law or regulation within the past three (3) years? _Yes, X No, _N/A. If yes, please explain and attach a copy to your application. If no, then simply provide a statement of no sanction. See Attachment 5 50. Describe any litigation or regulatory action filed against the Agency in the last three (3) years, including case name, case number, court name, current status. If none has been filed, then simply provide a statement of no litigation. Summer Program Challenge 2004 is RFP#04-PS-011 • See Attachment 5 51. Please explain how transportation needs will be addressed, how families will access the program's services, and how field trips and outings will be provided. Identify vehicles to be used with justification. Limit your response to 250 words (approximately '/z page). The site for our proposed after school program is C.W. Thomas Park Recreation Center. It is located directly across from Collins Elementary School. The students participating in the program will be walked over to the Recreation Center by the Counselors on both school days and early release days. The youth targeted for this program live within walking distance of both Collins Elementary School and C.W. Thomas Park Recreation Center, therefore this program will be easily accessible on no school days. Field trips, a total of 25 will be offered on no school days throughout the school year and school buses will be provided by After School Programs, Inc. Families will be able to access the program by registering their children prior to the beginning of the school year and staff will be present on site for registration. After school flyers and information regarding registration dates and times will be distributed to each student through a mail out in conjunction with Collins Elementary School mailing welcoming students back from summer vacation. They will also be available for parents to pick up at Collins Elementary School C.W. Thomas Park Recreation Center. The information will also be available by calling the Parks and Recreation Department at 954-924-3626. 52. Explain how your program will meet the nutritional needs of the children. Describe snacks/meals you intend to provide. Demonstrate your knowledge of USDA guidelines and whether or not your program would qualify for USDA subsidy. Be sure to include these activities in the schedule required by question 58. Limit your response to 250 words (approximately '/z page). The City of Dania Beach participates in the Florida Department of Education Food and Nutrition Management Program. The City has an agreement with the School Board of Broward County to provide our summer camp meals. The meals provided qualify for full reimbursement by the Department of Education. The City of Dania Beach is exploring the possibility of funding for the snack program through this same agency for our proposed after school program. If available, we will remove our request for reimbursement of snacks. The City of Dania Beach supports the nutritional needs of the children in Florida. The program is designed to serve fresh, well-balanced snacks that are appetizing to children who may not otherwise receive the daily nutrition they need. It ensures that all children in under privileged areas continue to receive nutritious snacks during the after school hours. Examples of these snacks are: fresh fruit, cereal bars, granola bars, crackers and dairy products. Juice and water will be available throughout the day. On no school days, the children will be required to bring a box lunch from home. If it is determined that a family is unable to provide a lunch, due to economic reasons, the City of Dania Beach will provide a nutritious lunch for them, following the same guidelines implemented through the School Board and the Department of Education. 53. Explain in detail how your program will provide the one-hour daily reading requirement. Describe how reading materials will be selected, and how you will measure improvements in the reading ability for each child in your program. Be sure to include these activities in the schedule required by question 56. Be specific in your response. Limit your response to 500 words (approximately one page). Summer Program Challenge 2004 19 RFP#04-PS-011 • The City of Dania Beach will contract services with After School Programs, Inc. for staffing of the program. With over 12 (twelve) years experience and a proven track record, we feel this will ensure the best program for the students of Collins Elementary School. In partnership with Collins Elementary, the staff of After School Programs, Inc. will be in contact with the teachers to provide homework information, areas needing improvement and general information. This will ensure each student receives the full advantages that After School Programs, Inc. staff that provide. Below is a summary of details from After School Programs Inc.: A quiet, supervised environment will be provided at least one hour daily for students to complete homework or participate in enhanced academic activities which include silent reading, tutoring or individual homework assistance with supplies such as paper, pencils, dictionaries and calculators available. Three (3) Broward County school teachers will be employed to supervise and assist students during this time. Counselors will be present to assist the teachers. The Dania Beach Seniors Club will also be involved with tutoring, mentoring and becoming foster grandparents. This will ensure a low staff to child ratio and enable staff to provide individual assistance. As stated previously, a partner in this proposed program is Collins Elementary School. This partnership will ensure the formation of access to the risks, needs and strengths of each student, with assistance and tutoring designed to meet each students needs. Homework logs, incentives and homework assistance program forms being utilized to ensure completion of each student's assigned homework. This tool will also indicate whether additional assistance is needed. If no homework is assigned, time will be spent silent reading, quiet activities that encourage literacy and math skills such as literacy skills puzzle cards, phonics teaching tiles, writing activities, pattern blocks and card sets, Math Key Boards and Unifix Cubes. Also grade level books and magazines will be provided. The San Diego Quick Assessment tool will be used on a quarterly basis to assess the student's progress on word recognition skills. • Time will be spent in the computer lab, where the students will utilize various educational software that will enhance reading, math, comprehension, and social skills. Also, a weekly cooking class will be offered to enable children to improve comprehension, reading, working in groups (cooperation), nutritional information and pride in accomplishing a cooking assignment. Assessment of each student's progress throughout the year will be performed through reviewing interim reports, report cards and discussions with their teachers regarding study habits and behavior. 54. Explain in detail how your program will provide the mathematics requirement and discuss in your own words why a math component would be beneificial to children during the summer months. Describe how you will ensure that your program staff can deliver the math curriculum appropriately. Explain the steps you will take to ensure that every youth served will receive a pre/post math skills test as provided, and your internal controls to ensure that test results are accurately scored and reported. Be sure to include these activities in the schedule required by questions 58. Be specific in your response. Limit your response to 500 words (approximately one page). The City of Dania Beach as well as After School Programs, Inc. will provide fun and age appropriate physical fitness activities. All students must have the ability to enjoy structured sports and games each day while having fun. These activities promote cooperation, team work, pride in accomplishing a physical goal, and conflict resolution while at the same time allows each student to increase endurance, strength, power and flexibility. Our proposed program will have a daily outdoor time (weather permitting) and a minimum of two hours each week of sports, games and activities that focus on the Children's Services Council's established objectives. All activities will be geared to grade levels and will be age appropriate. Students will be pre-tested in the softball throw, Shuttle Run and endurance Run/Walk by staff. Periodic testing of these skills will also be conducted each quarter with all results submitted to Children's Services Council for review. Other activities will include basketball skill games, jump rope, Summer Program Challenge 2004 20 RFP#04-PS-011 ® soccer, basketball, kickball, circle dodge ball and softball. Specific skills will be emphasized during these activities. Studies have shown that games involving throwing, catching, agility, eye-hand coordination, building strength/endurance, cooperation, listening and following directions will enhance not only their physical condition but also social and scholastic abilities. Physical activities will also be provided on field trips. These trips will include: Roller Skating, Ice Skating, Bowling, and The Palladium Athletic Camp. Because the importance of healthy eating habits and good nutrition knowledge play an important role in physical fitness, we will be integrating into our weekly cooking activity discussions focusing on Healthy Lifestyles and Good Nutrition. 55. Explain in detail how your program will provide fun and age appropriate daily physical fitness activities. Responses as to how fitness activities will be delivered should also address how positive nutritional choices will be introduced to children and reinforced on a weekly basis. Demonstrate how the fitness activities you will provide will meet the requirements to increase strength, endurance and/or flexibility in children. If serving children with special needs describe how you will meet the recreational needs of the population to be served. Be sure to include these activities in the schedule required by questions 56. Limit your response to 500 words (approximately one page). The students of Collins Elementary School are surrounded by illegal drug activity, violence, low self- esteem and despair. Many come from single parent homes or extended family homes due to parent(s) being placed in prison. The City of Dania Beach as well as After School Programs, Inc. is extremely excited to include the Skillstreaming Curriculum into our proposed after school program. The Curriculum will be included in the schedule twice a week. Per the curriculum, the length of time per session that the children will engage in these activities will vary by grade. All sessions will be facilitated by a Broward County school teacher who has been trained by Children's Services Council ® as well as a counselor to assist and support the teacher and the student. A total of 40 (forty) skills will be focused on throughout the school year to enable the student to comprehend and master classroom survival skills, making friends, dealing with emotions, alternatives to aggressive behavior and ways of coping with stress. Because of the partnership with Collins Elementary, we will be in constant communication and will be able to adapt specific skills with individual needs, such as behavior problems, low self-esteem, etc. in the classroom. This will also enable us to monitor each student and report any and all improvements. Each Skillstreaming session will focus on how to handle situations at school and at home, role playing and modeling behaviors. Pre-assessment and post-assessment test will be conducted on a quarterly basis with results being shared with Children's Services Council as well as Collins Elementary School and parents. It is our hope that unacceptable behavior and/or lack of proper behavior will improve in all aspects of these student's lives. Our goal is to build each student's self esteem, self control, respect for the rights of others and sense of responsiblility for one's own actions. Also, it is vital that we help these students learn to settle conflicts through communication, not through violence, thereby enriching their lives and their community. The social skills strategies implemented into the Skillstreaming Curriculum will be used by all staff throughout the day as reinforcement of this vital tool. Because of the background of many of these students, these strategies will be very new to them and will be implemented at every opportunity. As stated previously, the north-west community of Dania Beach is experiencing a change, a new beginning, and these strategies will enable the students to expand this knowledge into their community. This will enable each student to become a confident, productive child, taking pride within themselves, thereby taking pride within their community. 56. Will your program incorporate water safety instruction? If so, please describe how these services will be provided, the frequency, and benefits to the youth. If not, explain why a Summer Program Challenge 2004 21 RFP#04-PS-011 swimming component may not be feasible. Limit your response to 250 words (approximately 'h page). 57. Explain in detail how your program will recruit and serve children representing a range of ethnic/cultural and experiential backgrounds. Demonstrate your understanding of Broward's unique demographic make-up and how your will reflect that diversity in your program's structure. If you plan to target a specific ethnic population or a particular geographic community of neighborhood, support the need for these services. Describe any specialized programming or service strategies that are particular to the proposed population. Limit your response to 500 words (approximately one page). 58. Attach a schedule of daily activities (be specific), and attach a list of field trips/outings. Copies of the following must be provided prior to contract execution, but do not need to be attached to the application: Client Non-Discrimination Policy Certificate as Corporation licensed to do business in Florida Internal Revenue Service letter certifying 501(c)3 status (if NPO) List of Board of Directors Equal Employment Opportunity/Affirmative Action Policy Americans with Disabilities Act Policy Certified Minority Business Enterprise Drug Free Workplace Certification Summer Program Challenge 2004 22 RFP#04-PS-011 _ Agenda Request Form City of Dania Beach Agenda Item: Date of Commission meeting: 2/24/2004 Description of Agenda Item: Approval of grant application in conjunction with agreement with After Schools Programs, Inc. Commission action being requested: Adopt Resolution or Ordinance ® Expenditure ❑ Award BID / RFP ❑ Presentation ❑ General approval of item ❑ Continued from meeting Other(Please explain) Summary explanation and background Children's Services Council.has a grant opportunity, Summer Challenge 2004 which funds summer camp programs for up to 87.5%of the total costs. The match (no less than 12.5%)will be provided through LLEBG grant 2003-2005. • Specific requirements of the grant must be met and these services can be provided by After School Programs, Inc. for the 2004 summer. The agreement with After School Programs Inc.will be contingent upon the award of the Summer Challenge 2004 grant and will provide staffing, monitoring and reporting for compliance with the grant. Attacched exhlbits�and�a ditional backu "materials Please list Resolution - electronic attachment Grant Application - electronic attachment- draft only For purchasing requests ONLY Department: Amount: Fund: General: ❑ Water: ❑ Sewer: ❑ Stormwater: ❑ Grants: ® Capital: ❑ Account Name: Account Number: Submitted by: btemchuk Date: 2/13/2004 Department Director: btemchuk Date: 2/13/2004 Admin. Services Director: Date: Finance Director., Patricia Varney Date: 2/14/2004 City Manager: Ivan Pato Date: 2/17/2004