Loading...
HomeMy WebLinkAboutResolutions - 1999.11.18 - 25829MISCELLANEOUS RESOLUTION #99275 November 18, 1999 BY: Finance Committee, Sue Ann Douglas, Chairperson IN RE: CIRCUIT COURT/FRIEND OF THE COURT - FY 2000 COOPERATIVE REIMBURSEMENT PROGRAM (CRP) CONTRACT ACCEPTANCE To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS the Michigan Family Independence Agency, Office of Child Support has approved the Oakland County Friend of the Court's FY 2000 Title IV-D Cooperative Reimbursement Program (CRP) Contract, effective October 1, 1999 through September 30, 2000; and WHEREAS the FY 2000 Title IV-D program totals $9,510,606 of which $88,528 will be funded by fees collected, with the balance, $9,422,078, funded by the State, ($6,663,360) and the County ($2,758,718); and WHEREAS the contract has been approved by the County Executive's Contract Review Process. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners accepts the FY 2000 Cooperative Reimbursement Program Contract through September 30, 2000 for the Friend of the Court in the amount of $9,422,078. BE IT FURTHER RESOLVED that future levels of service, including personnel, are contingent upon the level of funding from the State for this program. BE IT FURTHER RESOLVED that acceptance of this contract does not obligate the County to any future commitment. BE IT FURTHER RESOLVED that the Chaiperson of the Board of Commissioners is authorized to execute the reimbursement agreement and to approve amendments and extentions up to fifteen (15) percent variance from the award, consistent with the agreement as approved. Chairperson, on behalf of the Finance Committee, I move the adoption of the foregoing resolution. FINANCE COMMITTEE FINANCE COMMXTTEE VOTE: Motion carried unanimously on a roll call vote. OAKLAND COUNTY, MICHIGAN GRANT & REIMBURSEMENT AGREEMENT APPLICATION REVIEW The information below is to be completed by the Fiscal Services Division with the assistance of and the Department/Elected Official requesting the grant/reimbursement agreement. This form must be attached to the grant/reimbursement agreement acceptance resolution. Please fill in the date the following actions were completed. (Complete either Section I or II on each program; Section III to be completed if necessary): I. REIMBURSEMENT APPLICATIONS & AND ON-GOING GRANT APPLICATIONS LESS THAN 15% VARIANCE FROM BUDGET A. Fiscal Service Division Report forwarded to Board Chairperson submitted but date unknown B. Informational copy of Fiscal Services Division Report received to liaison committee submitted but date unknown C. Board Chairperson's Signature 08/17/1999 II. NEW GRANTS OR ON-GOING GRANTS GREATER THAN 15% FROM BUDGET A. Liaison Committee approval of Application Report (prepared by Fiscal Services Division) B. Information copies received by Finance Committee (grant match) and/or Personnel Committee (position changes)- if applicable C. Board Chairperson's Signature III. REVISION TO GRANT APPLICATION A. Liaison Committee receipt of Fiscal Services report detailing changes in the previously approved application B. Board Chairperson's Signature STATE OF MICHIGAN 9647 OFFICE OF CHILD SUPPORT 235 $ GRAND AVENUE SUITE 1215 PO SOX 30478 LANSING MI 411000-7971 JOHN ENGLEFt, Governor FAMILY INDEPENDENCE AGENCY DOUGLAS E. HOWARD, Director October 25, 1999 Joseph G Salamone Friend of the Court Oakland County 230 Elizabeth Lake Road P 0 Box 436012 Pontiac MI 49343-6012 Re: Fiscal Year 2000 Title IV-D Cooperative Reimbursement Contract for Oakland County Friend of the Court Dear Mr. Salamone: Two copies of the Cooperative Agreement and Lobbying Certificate are enclosed along with a copy of your application. Consistent with the Continuation Section of your 1999 Agreement, please have the signature actions specified below completed and sent to this office before November 29, 1999: 1. Sign, date and witness both Agreements and sign one Lobbying Certificate (contract is $100,000 or more) (Chief Circuit Court Judge, Friend of the Court, Prosecuting Attorney, or designee). 2. Have the program Contractor (Chairperson, County Board of Commissioners or designee) sign, date and witness both Agreements and sign one Lobbying Certificate (contract is $100,000 or more). 3. Retain enclosed application for your files. 4. Return both signed Agreements and Lobbying Certificates to this office at the above address. After receipt of the documents, we will obtain the signature of the Director of the Family Independence Agency and return a fully-executed Agreement to you. Please note that the Insurance Coverages and Indemnification sections previously added by amendment to the 1999 contract have been deleted from the FY 2000 contract document as authorized by the Michigan Department of Management and Budget. ace N. Dutkowslsi, Director Office of Child Support Enclosures cc: Vicki Appleyard, District Contract Manager, OCS C.4""IP 1111C7060 MOO A. PROGRAM IDENTIFICATION CONTRACT NO.:CS/ FOC 00 63001 eh7//fer J "J1 4carreci, (DATE) (SIGNATURE) 8) PROGRAM CONTRACTOR (Optional Signature ) (DATE) Michigan Family Independence Agency FISCAL. YEAR 2000 COOPERATIVE REIMBURSEMENT CONTRACT APPLICATION Application is hereby made to the Michigan Family Independence Agency for approval of a proposal to provide services in accord with the approved Title IV-D state plan to establish paternity, secure support orders and enforce support orders. SECTION I - IDENTIFICATION AND SIGNATURES 1) LOCATION OF PROGRAM (Mailing Address) 230 Elizabeth Lake Road (I & Street Name) OAKLAND PO Box 436012 (P.O. Box) • (County) Pontiac ,M148343.-5012 (City, State ZiP) 2) PROGRAM PROVIDER (Name, Title - Prosecutor, Friend of The Court, Chief Judge or Designee) HON, EDWARD SOSNICK, CHIEF JUDGE 3) PROGRAM CONTRACTOR (Name, Title - Board of Commissioners or Designee) JOHN P. McCULLOCH, CHAIRPERSON 4) TYPE OF APPUCATION 6) PROGRAM DATES 6) TYPE OF PROGRAM NEW CONTRACT 1011/1999 TO 9/30/2000 PROSECUTING ATTORNEY — — AMENDMENT _ FRIEND OF THE COURT _ COMBINED PA AND FOC B. SIGNATURES 7) PROGRAM PROVIDER (See #2 & #3 above) gh3//9?9, (SIGNATURE) &jo j'ard Ses , (DATE) 9) CONTRACT MANAGER (For Office of Child Support Use) Please submit five (5) copies of the Application—two (2) with original signature(s) and three (3) photocopies to your Office of Child Support Contract Manager. Retain a sixth copy for your files. ,5 -1- Report to the Chairperson of the Board of Commissioners By: Fiscal ,Services Division, Department of Management and Budget IN RE: CIRCUIT COURT/FRIEND OF THE COURT - FY 2000 COOPERATIVE REIMBURSEMENT PROGRAM CONTRACT APPLICATION The Fiscal Services Division has reviewed the Friend of the Court's FY 2000 Cooperative Reimbursement Program Contract Application and reports as follows: 1. The contract will cover the period of October 1, 1999 through September 30 of 2000 2. The contract net 1V-D budget projection is $9,422,079 which represents a 4% increase over the FY 1999 award. 3. Per M.R.#95098 applications for reimbursement agreements require this report and the signature of the Chair of the Board of Commissioners. Contract No: Amount: Index Code: Prog Cost Acct (PCA): Agency Object Code: Commodity Code: Federal I.D.#: Mail Code: Method of Payment: TANF Funds: CS/FOC-00-63001 $9,422,078.00 93100 81135 6155 FIR 1002 38-6004876 010 Actual Cost None AGREEMENT between FAMILY INDEPENDENCE AGENCY and THE COUNTY OF OAKLAND This Agreement, effective the first day of October 1999 and ending the thirtieth day of September 2000, is by and between the Family Independence Agency, having a mailing address of 235 S. Grand Avenue, P.O. Box 30037, Lansing, Michigan 48909 (hereinafter referred to as "FIA"), the County of OAKLAND, a public organization, having a mailing address of 1200 North Telegraph Street, Pontiac, MI 48341, (hereinafter referred to as "Contractor"), and the Chief Circuit Judge for the Court (hereinafter referred to as "Court"). WHEREAS, FIA is authorized to contract with State or local units of government and private agencies under the provisions of MCLA 400.10; and, WHEREAS, FIA has the authority to enter into a Cooperative Agreement under and in accordance with policies established by FIA , as well as under and in accordance with Title IV-D of the Social Security Act as amended and the provisions of part 302.34 and 304, Chapter III, Title 45, Code of Federal Regulations; and WHEREAS, FIA is desirous of purchasing services, and the Contractor and Court desire to provide services in accordance with the terms and conditions of this Agreement; NOW, THEREFORE, in consideration of the above, and in consideration of the promises and mutual covenants hereinafter contained, the parties hereto agree as follows: et I. GENERAL PROVISIONS A. FIA's Source of Funds-Termination F IA's payment of funds for purposes of this Agreement is subject to and conditional upon the availability of funds for such purposes, being Federal and/or State funds. No commitment is made by FIA to continue or expand such activities. FIA may terminate this Agreement immediately upon written notice to the Contractor and Court at any time prior to the completion of this Agreement if, in the opinion of FIA, funding becomes unavailable for this service or such funds are restricted. B. Civil Service Rules and Regulations The State of Michigan is obligated to comply with Article XI Section 5 of the Michigan constitution and applicable civil service rules and regulations. Other provisions to this Agreement notwithstanding, the state personnel director is authorized to disapprove contractual disbursements for personal services if the state personnel director determines that the contract violates Article XI Section 5 of the Michigan constitution or applicable civil service rules and regulations. C. Fees and Other Sources of Funding The Contractor and Court guarantee that any claims made to FIA under this Agreement shall not be financed by any source, including client fees, other than FIA under the terms of this Agreement. If funding is received through any other source, the Contractor and Court agree to delete from Contractor and Court billings, or to immediately refund to FIA , the total amount representing such duplication of funding. D. Review and Monitoring Reports The Contractor and Court shall comply with all program and fiscal reporting procedures at time intervals and on specified forms as established by the FIA on the beginning date of this Agreement. Any additional reports, which the FIA proposes to be completed shall be completed pursuant to agreement by the parties to this Agreement. Reports or billing documents denoting event dates shall record month, day, and year as specified by FIA. In all electronic filings, four digits shall be used to designate century. E. Examination and Maintenance of Records The Contractor and Court shall permit FIA or any of its identified agents access to the facilities being utilized at any reasonable time to observe the operation of the program. Further, the Contractor and Court shall retain all books, records or other documents relevant to this Agreement for five (5) years after final payment, at their 2 cost, and Federal auditors and any persons duly authorized by FIA shall have full access to and the right to examine and audit any of said material during said period. If an audit is initiated prior to the expiration of the five-year period, and extends past that period, all documents shall be maintained until the audit is completed. FIA shall provide findings and recommendations of audits to the Contractor and Court. FIA shall adjust future payments or final payment if the findings of an audit indicate over or under payment to the Contractor and Court in the period prior to the audit. If no payments are due and owing the Contractor and Court, the Contractor and Court shall immediately refund all amounts which may be due FIA. F. Compliance with Civil Rights, Other Laws The Contractor and Court shall not discriminate against any employee or applicant for employment with respect to hire, tenure, terms, conditions, or privileges of employment, because of race, color, religion, national origin, age, sex, height, weight, or marital status pursuant to 1976 P.A. 453, Section 209. The Contractor and Court shall also comply with the provisions of the Michigan Handicappers Civil Rights Act, 1976, P.A., 220 and Section 504 of the Federal Rehabilitation Act of 1973, P.L. 93- 112, 87 Stat. 394, which states that no employees or client or otherwise qualified handicapped individual shall, solely by reason of handicap, be excluded from participation, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance. The Contractor and Court shall comply with the Americans with Disabilities Act of 1990 (ADA), P.L. 101-336, 104 Stat. 328, which prohibits discrimination against individuals with disabilities and provides enforcement standards. Further, the Contractor and Court shall comply with all other federal, state or local laws, regulations and standards, and any amendments thereto, as they may apply to the performance of this Agreement. G. Royalties and Copyright FIA reserves a royalty-free nonexclusive license to use and authorize others to use all written or visual material or other work products developed in connection with this Agreement, including all copyrightable or copyrighted materials. H. Confidentiality The use or disclosure of information concerning clients obtained in connection with the performance of this Agree ,- ent shall be restricted to purposes directly connected with the administration of the programs implemented by this Agreement and as required by federal regulations and state statute. I. Property Title Title to all Non-Child Support Enforcement System (CSES) property, real or personal, furnished by FIA for use by the Contractor and Court in the performance of this 3 Agreement shall remain in FIA. Upon expiration of this Agreement or any extension thereof, the Contractor and Court agree to return said property to FIA or pay the then current fair market value thereof to FIA. However, in the event that any such property is only partially funded by FIA, the Contractor or Court shall return said property to FIA or pay FIA that portion of the current fair market value of such item which is in the same percentage as FIA's contribution to the original purchase price. Where property in which FIA has an interest is traded for other property, the Contractor and Court shall maintain continuing records to account for FIA's financial interest in such subsequent acquisitions. J. Subcontracts The Contractor or Court shall not assign this Agreement or enter into subcontracts which will be paid in whole or part using money received through this Agreement without obtaining prior written approval of FIA. FIA, as a condition of granting such approval, shall require that such assignees or subcontractors shall be subject to all conditions and provisions of this Agreement. The Contractor and Court shall be responsible for the performance of all assignees or subcontractors, and shall ensure the subcontracted agents comply with all provisions of this Agreement. K. Cancellation of Agreement FIA reserves the right to cancel this Agreement by giving thirty (30) calendar days written notice to the Contractor and Court. The Contractor or Court may terminate this Agreement upon thirty (30) calendar days written notice to FIA at any time prior to the completion of the Agreement period. L. Closeout/Extension When this Agreement is concluded or terminated, the Contractor and Court shall provide FIA, within sixty (60) calendar days after conclusion or termination, with all financial, performance and other reports required as a condition of the Agreement, unless written extension is granted by FIA for extenuating circumstances. FIA shall make payments to the Contractor for allowable reimbursable costs not covered by previous payments. The Contractor shall immediately refund to FIA any payments or funds advanced to the Contractor in excess of allowable reimbursable expenditures. M. Continuing Responsibilities Termination, conclusion, or cancellation of this Agreement shall not be construed so as to terminate the ongoing responsibilities of the Contractor or Court or rights of FIA contained in Section I, Examination and Maintenance of Records and Closeout/Extensions of this Agreement. 4 to N. Dispute Resolution 1. Local Resolution All parties agree to make a good faith attempt to resolve disputes. Resolution of any dispute shall first be attempted at the local level by County Contractor, Prosecuting Attorney (PA), Friend of the Court and FIA's Office of Child Support (OCS) District Managers, as appropriate. 2. Second Stage Resolution If it appears a dispute cannot be resolved at the local level, the aggrieved party shall notify the other parties and the Director of the Office of Child Support, in writing, regarding the nature of the dispute and the efforts made toward resolution. Within sixty (60) calendar days of this notification, the parties and the OCS Director or designees shall meet to attempt resolution of the dispute. 3. Formal Notice of Intent The Contractor and Court shall notify FIA in writing of their intent to pursue a claim against FIA for breach of any terms of this Agreement. No suit may be commenced by the Contractor or Court for breach of this Agreement prior to the expiration of ninety (90) calendar days from the date of such notification. Within this ninety (90) day period, the Contractor and Court, at the request of FIA, must meet with the Director of FIA or designee for the purpose of attempting resolution of the dispute. Formal Notice of Intent action shall not be commenced until resolution has been initiated as described in 1 and 2 above. However, these paragraphs do not restrict the right to invoke and cancel under Section I, Cancellation of Agreement. 4. Continuation of Services and Payment Prior to commencement and during the pendency of a dispute or a suit for breach of this Agreement, services shall continue to be provided by the Court as set forth in this Agreement and payment for such services by FIA shall continue without interruption, except as provided in Section III, Payment of this Agreement. 0. Amendment This Agreement may be amended, at the request of any party, only by the written consent of all the parties hereto, except as otherwise provided in this Agreement. If the Contractor or Court refuses to sign such amendment, FIA may terminate this Agreement at the end of sixty (60) calendar days from the date of request to amend. 5 The Contractor and Court shall suffer no liability to FIA for refusing to agree to said amendment, and said refusal shall not constitute a breach of this Agreement. P. Termination - Unfair Labor Practice FIA may void this contract upon fifteen (15) days notice if the name of the Contractor or Court, or the name of a subcontractor, manufacturer, or supplier of the Contractor or Court, subsequently appears in the register compiled pursuant to Section 2 of Act 278, P.A. 1980. This Act prohibits the State from entering into contracts with certain employers who engage in unfair labor practices; to prohibit those employers from entering into certain contracts with others; to provide for the compilation and distribution of a register of those employers; and to provide for the voiding of certain contracts. Q. Audit Requirements Contractors who receive a total of $300,000 or more in federal funds from one or more funding sources in a fiscal year as subrecipients shall comply with the requirements of the Federal Office of Management and Budget (OMB) Circular A-133. As defined in OMB Circular A-133, the contractor shall submit two copies of • Data Collection Forms • Audit Report The OMB Circular A-133 audit must be submitted to the address below in accordance with the time frame established in this circular. Contractors receiving less than $300,000 in federal funds must submit a letter to FIA advising that a circular audit was not required. The letter shall identify the year, the name of FIA federal programs, and the CFDA grant number(s). This information and the audit reports shall be submitted to: Attn.: Audit Liaison Office of Internal Audit Family Independence Agency Grand Tower Suite 1112 235 South Grand Avenue P.O. Box 30037 Lansing, Michigan 48909 This contract is funded in part through the federal program(s) listed below. The Catalog of Federal Domestic Assistance number (CFDA#) for each federal program as well as the percentage of Federal Financial Participation (FFP) is indicated also. 6 CFDA# 93.563 PROGRAM TITLE Child Support Enforcement %FFP 66% FIA imposes no other audit requirements on subrecipient contractors. The Contractor shall not charge audit cost to FIA programs which are not in accordance with the aforementioned requirements. All contractors are subject to federally required monitoring which may include limited scope reviews and other on-site monitoring. The cost of monitoring, both financial and program, will be paid by FIA. For Vendors Contractors not identified as subrecipient will be considered vendors for audit reporting purposes. Vendors serving the following program areas are required to submit annual/audited financial statements: Adoption and Children's Foster Care. There are no other audit requirements for vendors, however, FIA reserves the right to request reports to conduct on-site audits for review at anytime. R. Agreement Inclusiveness This Agreement with the previously mutually approved Application incorporated by reference and made a part hereof, is intended by the parties as the complete and final expression of their agreement with respect to the terms included herein, and may not be contradicted by evidence of any prior contemporaneous agreement, oral or otherwise. S. Reporting of Retiree Employment ALL OTHER CONTRACT PROVISIONS NOTWITHSTANDING, the Contractor and Court shall provide written notification to FIA of entering into a contractual relationship with any employee who retired from the State of Michigan using the early retirement program authorized by P.A. 487 of 1996. This notification shall be submitted to the Office of Contracts and Rate Setting (OCRS) within 15 days of signing this Agreement or of entering into a contractual relationship with any retiree under P.A. 487 of 1996. The Contractor and Court must report the retired employee's name, social security number and work site. For purposes of this Agreement, the Contractor and Court are limited to an aggregate of 500 hours of services provided by an early retiree under P.A. 487 of 1996. This provision only applies during a 24 month period after the date of retirement. Exclusion and disallowance of all payroll costs related to such employees shall occur under the following circumstances: 7 1. Failure of the Contractor or Court to notify OCRS within the allotted time period. Exclusion and disallowance of costs shall be for the period from beginning of services up to the time that proper notification is received by OCRS. 2. Failure of the Contractor or Court to enforce the 500 hour limitation of service provision by the early retiree. T. Continuity of Service Each party agrees that they will use due diligence to insure that services to FIA or its clients will not be disrupted by technology problems originating in equipment which processes chronological dates which are within the control of the party. As used in this paragraph, the word equipment includes, but is not limited to, computer hardware and software, and includes date processing devices embedded in other objects used by the Contractor and the Court to provide client services. The Contractor and the Court agree that the contract is subject to cancellation if FIA or its client services are unreasonably disrupted by the inability of equipment used by the Contractor and the Court to accurately process dates before, during or after the year 2000. This paragraph shall not apply to a failure caused by computer hardware or software provided by the State of Michigan, and it's departments and/or agencies, to the Contractor and the Court for use in the delivery of services pursuant to this contract. IL CONTRACTOR AND COURT DUTIES AND RESPONSIBILITIES The Contractor through the Friend of the Court shall enforce all orders of support over which it has jurisdiction and seek modifications of orders in accordance with federal regulations, state statute and court rules. For enforcing child support orders in IV-D cases and as a subrecipient of Federal Financial Assistance, the Contractor and the Friend of the Court shall comply with the requirements of Title IV-D of the Social Security Act, implementing applicable federal regulations and requirements; using the Manual for Friend of the Court (MFOC), Section 4000 and Friend of the Court Letters in effect on the beginning date of this Agreement. A. Services The Friend of the Court shall: 1. Make IV-D services available to all eligible persons. 2. Maintain records and provide collection services. 3. Enforce support obligations using all appropriate procedures including, but not limited to: a. Wage or Income Withholding b. State Tax Offset 8 c. Federal Tax Offset d. Withholding of Unemployment Compensation Benefits e. Imposition of Liens f. Posting Security, Bond or Guarantee for overdue support g. Information to Consumer Reporting Agency h. Use Guidelines for Setting Support Amounts i. Spousal Support Enforcement when there is an applicable order j. Medical Support k. License Suspension I. Contempt Proceedings m. Use appropriate interstate enforcement action n. Other, as specified by Federal IV-D Regulations and Requirements, State Statutes 4. Review and Modify Support Orders using the "Michigan Child Support Guidelines". 5. Initiate locating action when necessary. 6. Cooperate with other states for enforcement of child support orders. 7. Maintain the following administrative processes: a. Fiscal Policies and Accountability b. Bonding of Employees c. Separation of Cash Handling and Accounting Functions d. Safeguarding of Information e. Records Maintenance B. Reports The Contractor and Court shall prepare, complete and submit the following reports in the cycles indicated, to the units named: 1. Form: FIA-286 - Title IV-D Cooperative Reimbursement Expenditure Report, including appropriate time documentation. Cycle: Due by the fifteenth (15) working day after month of service To: District Contract Manager Office of Child Support Local County Family Independence Agency 2. Form: FIA-284 - Friend of the Court Title IV-D Quarterly Report of Collections Cycle: Due by the tenth (10) working day after the Quarters end To: Family Independence Agency Office of Child Support - Lansing 9 7. Form: Cycle: To: 3. Form: Cycle: To: 4. Form: Cycle: To: 5. Form: Cycle: To: 6. Form: Cycle: To: 8. Form: Cycle: To: FIA-820 - Support Collection Refund/Reimbursement Request As needed in accordance with MFOC Section 4000, Chapter 650 Family Independence Agency Payment Document Control - Lansing FIA-284A - Friend of the Court Child Support Enforcement Annual Data Report Due by October 25th Family Independence Agency Office of Child Support - Lansing FIA-29 - Financial Deposit Report (Accompanied by bank deposit slips and listing of individual items for any ADC-F, State ward charge back as required by MFOC Section 4000, Chapters 620 and 630) Varies with FOC from daily to weekly Family Independence Agency Cashier Office - Lansing Reports of TANF collections by approved electronic format By the dates specified in MFOC Section 4000, Chapter 640 Family Independence Agency CSES - Lansing FIA-316 or collection report requesting correction of distributed support collections No regular cycle: process as received Family Independence Agency Office of Child Support - Lansing FIA-4518 Report of Client Received Support As needed in accordance with MFOC Section 4000, Chapter 615 Local OCS Support Specialist C. Client Grievance System Each Court shall have a written office grievance system which provides the opportunity to seek relief for those who believe they have not received services required by the IV-D program, or believe the services they have received are not in accordance with IV-D regulations. Information about the grievance system shall be provided to clients or FIA upon request. 10 nk• D. Statewide Automated System The Contractor and Court agree to cooperate in meeting the federal requirement of a statewide automated system using the Child Support Enforcement System which processes intra- and inter- state data in accordance with IV-D regulations, statutes, policies and procedures for establishing paternity, enforcing support orders and complies with all IV-D, CSES, OCS and FIA reporting requirements. E. Applicable Costs The Contractor and Court, as subrecipients of Federal Financial Assistance, agree to abide by applicable provisions of the Cost Principals for State and Local Governments issued by the Federal Office of Management and Budget Circular No. A-87. This Circular provides cost principles to be used in determining the availability of Federal Financial Assistance for Child Support Enforcement activities under Title IV-D of the Social Security Act. If any staff funded in part or in whole by IV-D funds do not work full time on IV-D matters, detailed time-records for such employees are required to document the amount of time spent on reimbursable activities. F. Billing Method The Actual Cost Reimbursement Method shall be used to claim reimbursement under this Agreement. The Cooperative Reimbursement Budget is attached hereto and made a part of this Agreement. The Budget and Application detail the amount and object of expenditures for which the Contractor and Court shall use funds paid under this Agreement. The Contractor and Court shall follow and adhere to the Budget. Only actual costs may be billed. However, expenditures up to $3,000 above the direct cost line item budget categories are permissible provided the sum of all expenditures does not exceed the total amount of the Agreement. The Contractor and Court must obtain written approval from FIA to increase or decrease line items in the budget by more than $3,000. The Contractor's and Court's request for FIA's approval must contain sufficient information to allow FIA to identify which budget line items are to be increased, which line items are to be decreased, the reason for change, the programmatic impact of the budget changes and must stay within the originally approved budget total. The person authorized to approve budget revisions is the Director of the Office of Child Support. Actual costs may include the cost of fringe benefits provided for the Contractor and Court employees funded by this Agreement, in the same proportion as those employees are engaged in IV-D reimbursable activities. Further, those fringe benefits shall be no greater than fringe benefits provided to similar non-IV-D employees. Fringe benefits may include longevity, vacation, personal leave, holiday, sick leave, medical, dental, optical, life insurance, disability insurance, retirement, social security, workers compensation, and unemployment insurance. 11 G. Billing Procedure The Contractor and Court shall submit a monthly "Title IV-D Cooperative Reimbursement Expenditure Report," (Form FIA-286) detailing program-related expenditures. The FIA-286 shall indicate actual costs by category of expense in the performance of this Agreement for the period being billed. The FIA-286 shall be submitted within fifteen (15) working days from the end of the monthly billing period to the District Contract Manager. For the month of September, billings shall be submitted as directed by FIA to meet fiscal year-end closing deadlines. H. Bonding of Employees The Contractor and Court agree to assure that every person who, as a regular part of his or her employment, receives, disburses, handles, or has access to support collections shall be covered by a bond or insurance, or be self-insured with the approval of FIA, in an amount sufficient to protect against loss resulting from employee dishonesty. FIA DUTIES AND RESPONSIBILITIES A. Program Administration FIA, as a recipient of Federal Financial Assistance, shall administer the Title IV-D program in Michigan, and shall maintain the approved Title IV-D State Plan consistent with federal requirements. FIA shall distribute program regulations, forms and instructions to the Contractor and Court through the Manual for Friend of the Court, Section 4000 and Friend of the Court Letter Series. B. Payment FIA shall complete its processing of payments to the Contractor within thirty (30) calendar days after receipt of the Contractor's monthly FIA-286, 'Title IV-D Cooperative Reimbursement Expenditure Report," detailing program related expenditures. Payments shall be made in accordance with the budget attached to and made part of this Agreement. For FIA-286's submitted after the due date FIA reserves the right to delay processing and payment to the next available cycle. FIA reserves the right to defer or disallow payment of any claim submitted by the Contractor and Court for failure to document and provide records, statistics, and reports to FIA as required by this Agreement or as are required by applicable state statutes and federal regulations. 12 C. Program Compliance Monitoring and Evaluation FIA shall monitor and evalue.F. Court performance for compliance with Federal Title IV-D Program regulations and the terms of this Agreement. Performance compliance shall be measured against federal program standards established to ensure that program services are administered effectively and efficiently. RA shall request corrective action when a program compliance evaluation indicates areas of substantial noncompliance. D. Maximum Amount of Agreement The maximum amount of this Agreement as appropriated by the Contractor is NINE MILLION FOUR HUNDRED TWENTY-TWO THOUSAND SEVENTY-EIGHT AND NO/100 DOLLARS ($9,422,078.00). The maximum amount of costs to be reimbursed by FIA shall be the State share of actual expenditures during the life of this Agreement up to the maximum of the Title IV-D program net budget, a copy of which is attached hereto and made a part hereof. 13 IN WITNESS WHEREOF, FIA and Contractor have caused this Agreement to be executed by their respective officers duly authorized to do so. The Undersigned have the lawful authority to bind the Contractor and the Court to the Terms set forth in this Agreement. CONTRACT NO: CS/FOC-00-63001 Dated at , Michigan CHIEF CIRCUIT JUDGE (Court) this day of , 19 By: Witness: Print Name: (Chief Circuit Judge) Dated at , Michigan THE COUNTY OF OAKLAND (Contractor) this day of , 19 By: Witness: Print Name: (Chairperson, Board of Commissioners) Dated at , Michigan FAMILY INDEPENDENCE AGENCY this day of _ , 19 By: (Douglas E. Howard, Director, or designee) Witness: e),0 14 flTLE IV-D REIMBURSEMENT CONTRACT A. CONTRACT DESCRIPTION County: OAKLAND PROVIDER _X_FOC PA COMBINATION FUNDING YEAR 2000 CONTRACT NO. CS/FOC-00-63001 COLUMN I COLUMN II COLUMN III PROPOSED PROVIDER'S IV-D TOTAL B. ALLOCATION FACTORS BUDGET ELIGIBLE BUDGET . 1. Total FTE Positions (FOC, PA, COMB) 115 136 A. Enforcement (FOC & COMB) NOT APPLICABLE 115 B. Parenting Time & Custody (Foc & COMB) NOT APPLICABLE 21 2. % of Total FTE's (iv-o Allocation Factor) :Ti '8C56% 100.00% A. Enforcement (FOC & COMB) NOT APPLICABLE 84.56% B. Parenting Time & Custody (Foc & COMB) NOT APPLICABLE 15.44% _ 3. Caseload % (FOC & COMB) 93.68% 100.00% PROPOSED PROVIDER'S IV-D TOTAL C. BUDGET CATEGORIES BUDGET ELIGIBLE BUDGET 1. Personnel 6,867,636- ',8 121 613 2. Data Processing $ 721,373 , $853.090 3. Other Direct 1,604,642' 1 897 637 4. Central Services $ 316,955 $374,829 5. Paternity Testing (PA/COMB Only) $ - $0 6. Total Budget $ 9,510,606/ $ 11,247,169 7. Service Fees (FOC & COMB Only) $56,208 $60,000 8. Mediation Fees (FOC & COMB) NOT APPLICABLE $262,200 _ 9. Other Income (Describe) $32,320 $34,500 10. Net Bud • et $9,422,0711` $10 890 469 11. County Share $ - $2,758,718 - 12. County Share % 29.28% 13. State Share $ $6,663,360 14. State Share % 70.72% , 15. County Share of #5 (PA & Comb. Only) Zero 16. Total State Funding (same as Une /13) $ 6,663,360 10/19/99 9:53 AM -4- E THE FOREGOINC, RESOLUTION Resolution #99275 November 18, 1999 Moved by Douglas supported by Causey-Mitchell the resolutions on the Consent Agenda be adopted (with accompanying reports being accepted). The Chairperson stated that Finance Committee, items c and d, were being moved under Finance Committee on the Regular Agenda. AYES: Appel, Causey-Mitchell, Colasanti, Coleman, Devine, Dingeldey, Douglas, Galloway, Garfield, Gregory, Jensen, Law, McCulloch, McPherson, Melton, Millard, Moffitt, Obrecht, Palmer, Patterson, Schmid, Sever, Suarez, Taub, Amos. (25) NAYS: None. (0) A sufficient majority having voted therefor, the resolutions on the Consent Agenda were adopted (with accompanying reports accepted). STATE OF MICHIGAN) COUNTY OF OAKLAND) I, G. William Caddell, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and accurate copy of a resolution adopted by the Oakland County Board of Commissioners on November 18, 1999 with the original record thereof now remaining in my office. In Testimony Whereof, I have hereunto set my hand 4 a affixed the seal of the 7 11 County of Oakland at Pontiac, Michigan this 1$h d of Nover)7, 1999. G. William Caddell, County Clerk