HomeMy WebLinkAboutResolutions - 1999.11.18 - 25832PUBLIC SERVICES COMMI
MISCELLANEOUS RESOLUTION #99278 November 18, 1999
BY: PUBLIC SERVICES COMMITTEE, FRANK MILLARD, CHAIRPERSON
IN RE: PROSECUTING ATTORNEY - FY2000 COOPERATIVE REIMBURSEMENT PROGRAM (CRP)
CONTRACT APPLICATION/ACCEPTANCE
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Chairperson, Ladies and Gentlemen:
WHEREAS the Family Independence Agency of the State of Michigan has awarded
the Office of the Prosecuting Attorney grant funding in the amount of $1,614,205
for the period October 1, 1999 through September 30, 2000; and
WHEREAS the Office of the Prosecuting Attorney was notified of available
grant funding via a letter dated October 6, 1999, as attached, necessitating the
need to expedite the application/acceptance process outside of the adopted grant
procedures; and
WHEREAS the attached letter requires that a signed acceptance be returned
prior to November 29, 1999; and
WHEREAS this is the 27' year of grant acceptance for this program; and
WHEREAS the contract renewal will maintain proportionate funding levels of
$1,174,224 (72.74%) by the State and $439,981 (27.26%) by the County for a total
program of $1,614,205, which is the application amount; and
WHEREAS the required County match of $439,981 is available in the FY2000
Adopted Budget under the Prosecuting Attorney's Grant Match line item; and
WHEREAS acceptance of this contract does not obligate the County to any
future commitment; and
WHEREAS the grant agreement has been processed through the County Executive
Contract Review Process and the Board of Commissioners Grant Acceptance
Procedures.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners
accepts the contract renewal for the Prosecuting Attorney's Cooperative
Reimbursement Program in the total amount of $1,614,205 for the period of October
1, 1999 through September 30, 2000(State, $1,174,224 (72.74%); County match,
$439,981 (27.26%).
BE IT FURTHER RESOLVED that future level of service, including personnel,
will be contingent upon the level of funding available from the State for this
program.
BE IT FURTHER RESOLVED that the Chairperson of the Board of Commissioners
is authorized to execute the contract agreement and to approve amendments and
extensions up to fifteen (15%) percent variance from the award, consistent with
the original agreement as approved.
Chairperson, on behalf of the Public Services Committee, I move the
adoption of the foregoing resolution.
PUBLIC SERVICES COMMITTEE:
Motion carried unanimously on a roll call vote with Galloway absent.
Oakland County Grant Application/Acceptance
Summary Report
Title of Grant Prosecuting Attorney — 2000 Cooperative Reimbursement Program
(CRP) Contract Acceptance
Grantor Agency State of Michigan Family Independence Agency
Notification Date 10-6-1999 Submission/Acceptance Deadline 11-29-1999
Requesting Department/Program/Agency Office of the Prosecuting Attorney
Grant being submitted is: New Renewal X Modified
The maximum number of years for which this grant is available:
This will be the 27th year of grant funding for this program.
Is this program projected to extend beyond the current grant funding period? NO
Briefly, describe any program changes since the most recent grant acceptance:
r I GRANT SUMMARY GRANT I GRANT VARIANCE
REQUEST ACCEPTANCE AMOUNT*
($$ AND %)
Number of grant funded positions 23 23 0
_
Total amount ($$) of grant - $1,614,205 $1,614.205 $0
' Grant funded personnel costs $910,121 $910,121 $0
Grant funded fringe benefits $408,895 $408,895 $0
Grant funded program costs $295,189 $295,189 $0
County match requirements $439,981 $439.981 $0
County match funding source 2-211000- 0000- 2-211000-
(Account No., OCA, PCA, Object Level 3) 2872 10000-2872
_
State & local match requirements $1,174,205 $1,174,205 $0
(provide amount and percentage) (72.74%) (72.74%)
Grant funding period 10/1999— 9/2000 10/1999—
(provide mmlyy— mm/yy) 9/2000
Indicate any variance between the original grant application and the final grant acceptance (in dollar
amounts and percentages).
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 10-26-1999
B. Informational copy of Fiscal Services Division Report received
to liaison committee
C. Board Chairperson's Signature
II. NEW GRANTS OR ON-GOING GRANTS GREATER THAN 15% FROM BUDGET
A. Liaison Committee approval of Application Report (prepared by
Fiscal Services Division)
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
Board Chairperson's Signature
STATE OF MICHIGAN
..
OFFICE Of CHILD SUPPORT
235 S GRAND AVENUE SUITE 1215
PO BOX 30478
LANSING MI 48908-7978
JOHN ENGLER, Governor
FAMILY INDEPENDENCE AGENCY
DOUGLAS E. HOWARD, Director
October 6, 1999
David C Gorcyca
Prosecuting Attorney
Oakland County
Family Support Division
1200 North Telegraph
Pontiac MI 48341-1043
Re: Fiscal Year 2000 Title IV-D Cooperative Reimbursement Contract for
Oakland County Prosecuting Attorney
Dear Mr. Gorcyca:
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 Coveraoes 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.
Sincitrely,
Wallace N. DutkowSki, Director
Office of Child Support
Enclosures
cc: Vicki Appleyard. District Contract Manager, OCS
'ere.
CON
4147Cla0 PeRP
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/PA-00-63002
$1,614,205.00
93100
81135
6155
FTR 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 Road, Pontiac, MI 48341, (hereinafter referred to as
"Contractor"), and the Prosecuting Attorney for the County (hereinafter referred to as
"Prosecutor").
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 Prosecutor
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:
I. GENERAL PROVISIONS
A. FIA's Source of Funds-Termination
F1A'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
Prosecutor 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 Prosecutor guarantee that any claims made to F IA 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 Prosecutor agree to delete from Contractor and Prosecutor
billings, or to immediately refund to FIA, the total amount representing such
duplication of funding.
D. Review and Monitoring Reports
The Contractor and Prosecutor 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 Prosecutor shall permit F1A 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 Prosecutor shall retain all books, records or
other documents relevant to this Agreement for five (5) years after final payment, at
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their cost, and Federal auditors and any persons duly authorized by HA 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 Prosecutor. FIA shall adjust future payments or final payment if the
findings of an audit indicate over or under payment to the Contractor and Prosecutor
in the period prior to the audit. If no payments are due and owing the Contractor and
Prosecutor, the Contractor and Prosecutor shall immediately refund all amounts which
may be due FIX
F. Compliance with Civil Rights, Other Laws
The Contractor and Prosecutor 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
Prosecutor 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
Prosecutor 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
Prosecutor 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 Agreement 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.
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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 Prosecutor in the performance of this
Agreement shall remain in FIA. Upon expiration of this Agreement or any extension
thereof, the Contractor and Prosecutor 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 Prosecutor shall return said
property to F1A or pay HA that portion of the current fair market value of such item
Which is in the same percentage as FIAls contribution to the original purchase price.
Where property in which FIA has an interest is traded for other property, the
Contractor and Prosecutor shall maintain continuing records to account for FIA's .
financial interest in such subsequent acquisitions.
J. Subcontracts
The Contractor or Prosecutor 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
Prosecutor 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 Prosecutor. The Contractor or Prosecutor 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 Prosecutor shall
provide RA, 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.
F IA 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.
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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 Prosecutor or rights of
FIA contained in Section I, Examination and Maintenance of Records and
Closeout/Extensions of this Agreement.
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 Prosecutor 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 Prosecutor 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 Prosecutor, 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 Prosecutor 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.
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O. 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 Prosecutor 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.
The Contractor and Prosecutor 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 Prosecutor, or the name of a subcontractor, manufacturer, or supplier of the
Contractor or Prosecutor, 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
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CFDA#
93.563 Child Support Enforcement
PROGRAM TITLE %FFP
66%
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.
F1A 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
Prosecutor 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 Prosecutor must report the retired
employee's name, social security number and work site. For purposes of this
Agreement, the Contractor and Prosecutor are limited to an aggregate of 500 hours of
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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:
1. Failure of the Contractor or Prosecutor 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 Prosecutor 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 Prosecutor to provide client services. The Contractor and
the Prosecutor 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 Prosecutor 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 Prosecutor for use in the delivery of services pursuant to
this contract.
II. CONTRACTOR AND PROSECUTOR DUTIES AND RESPONSIBILITIES
A. Services
As a subrecipient of Federal Financial Assistance, the Contractor through the
Prosecuting Attorney shall:
1. Make IV-D services available to all eligible persons.
2. Make every effort to establish paternity and secure orders as needed for the
purpose of child support on behalf of children born in or out of wedlock as
provided by law.
3. Comply with the requirements of Title IV-D of the Social Security Act, implementing
applicable federal regulations and requirements, in providing legal representation
in child support cases.
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4. Achieve compliance through this Agreement and the IV-D Program Prosecuting
Attorney Handbook, which is incorporated into this Agreement by reference.
B. Reports
The Contractor and Prosecutor 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-285 - Prosecuting Attorney's Quarterly Report
Cycle: Due by the tenth (10) working day after the end of the quarter
To: Family Independence Agency
Office of Child Support - Lansing
3. Form:
FIA-1856 - Title IV-r) Support Referral, also known as Court Action
Referral
Cycle: Respond in writing when action on case completed; (dismissal or order)
To: Local Support Specialist
C. Client Grievance System
Each Prosecutor 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.
D. Statewide Automated System
The Contractor and Prosecutor 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 HA reporting
requirements.
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E. Applicable Costs
The Contractor and Prosecutor, 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; or an alternative method for calculating eligible expenditures may be used
so long as the method accounts for specific costs incurred on behalf of cases
receiving services under the IV-D state plan and is approved by FIA.
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 Prosecutor shall use funds paid
under this Agreement. The Contractor and Prosecutor 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 Prosecutor must obtain written approval from FIA to increase or
decrease line items in the budget by more than $3,000. The Contractor's and
Prosecutor's request for FIA's approval must contain sufficient information to allow
F IA 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
Prosecutor's 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.
G. Billing Procedure
The Contractor and Prosecutor shall submit a monthly 'Title IV-D Cooperative
Reimbursement Expenditure Report," (Form FIA-286) detailing program-related
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expenditures. The FA-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 deadlines.
III. 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 Prosecutor through the IV-D Program
Prosecuting Attorney Handbook and Prosecuting Attorney Letter Series.
B. Payment
F IA 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 Prosecutor 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. For the FIA-286's submitted after the due date, FIA
reserves the right to delay processing and payment to the next available cycle.
C. Program Compliance Monitoring and Evaluation
FIA shall monitor and evaluate Prosecutor performance for compliance with Federal
Title IV-D Program regulations and the terms of this Agreement. Performance
compliance shall be measured against the IV-D Program Prosecuting Attorney
Handbook and federal program standards established to ensure that program
services are administered effectively and efficiently. FIA shall request corrective
action when a program compliance evaluation indicates areas of substantial
noncompliance.
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D. Maximum Amount of Aareement
The maximum amount of this Agreement as appropriated by the Contractor is
ONE MILLION SIX HUNDRED FOURTEEN THOUSAND TWO HUNDRED FIVE AND
NO/100 DOLLARS ($1,614,205.00). 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.
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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 Prosecutor to the
terms set forth in this Agreement.
CONTRACT NO: CS/PA-00-63002
Dated at , Michigan PROSECUTING ATTORNEY
(Prosecutor)
this day of , 19 By:
Witness: Print Name:
(Prosecuting Attorney)
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:
13
TITLE IV-D COOPERATIVE REIMBURSEMENT CONTRACT
BUDGET
A. CONTRACT DESCRIPTION
COUNTY OAKLAND CONTRACT No. CS/ PA0063002
PROVIDER FOC l_PA COMBINATION
FUNDING YEAR 2000
COLUMN I COLUMN II COLUMN HI
PROPOSED PROVIDER'S
IV-D TOTAL
B. ALLOCATION -FACTORS BUDGET ELIGIBLE BUDGET
1. Total FTE Positions -• • PA, 23 ••• . ;
A. Enforcement • a ..• - NOT APPLICABLE
B. Parentin• Time & Cust• • FOC & 0* ; NOT APPLICABLE
2. % of Total FTE's -ofrieelson /00 4/0 100.00%
A. Enforcement -• 4 ••• ; NOT APPLICABLE
B. Parentin! Time & Custo• Fcc & cce.e) NOT APPLICABLE
3. Caseload % - (FCC & coke) 100-.00%
PROPOSED PROVIDRIS
IV-D TOTAL
C. BUDGET CATEGORIES BUDGET ELIGIBLE BUDGET
1. Personnel 1,319,016 . 1 319 016
2. Data Processin, 8,000 8,000
3. Other Direct 192,535 192,535
4. Central Services 87,304 87,304
5. Paten)* Testin• (PAMOMB • 7,350 7,350
6. Total Bud • 1,614,205 1,614,205
7. Service Fees (FOC & COMB Only)
8. Mediation Fees (PDC tr. COMO NOT APPLICABLE
9. Other Income (osotho)
10. Net Bud • et 1,614,205 1,614,205
_ _ _.
11. Coun Share $ 439,981
12. Coun Share % 27.26%
13. State Share $ 1,174,224
14. State Share % 72.74%
15. Cou Share of #5 -A & Comb- • i Zero
.. 16. Total .State Funding (same as Lino *13) 1,174,224 --
FISCAL NOTE(Misc. #99278) November 18, 1999
BY: FINANCE COMMITTEE, SUE ANN DOUGLAS, CHAIRPERSON
IN RE: PROSECUTING ATTORNEY - FY2000 COOPERATIVE REIMBURSEMENT PROGRAM (CRP)
CONTRACT APPLICATION/ACCEPTANCE
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Chairperson, Ladies and Gentlemen:
Pursuant to Rule XII-F of this Board; the Finance Committee has reviewed
the above referenced resolution and finds:
1) The Office of Prosecuting Attorney has applied for, and is accepting
a Cooperative Reimbursement Program (CRP) grant from the Family
Independence Agency of the State of Michigan.
2) This is the 27 th year of grant acceptance for this program.
3) The contract renewal is in the amount of $1,174,224 (72.74%) by the
State and $439,981 (27.26%) by the County for a total program of
$1,614,205.
4) A County match in the amount of $439,9E1 is available in the FY2000
Adopted Budget under the Prosecuting Attorney's Grant Match line
item.
5) Amendments will be made to the FY2000 Adopted Budget to reflect the
acceptance of this grant as shown in Schedule A.
NCE COMMITTEE
FINANCE COMMITTEE VOTE;
Motion carried unanimously on a roll call vote.
Resolution #99278 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).
r
L.
I H-E-;---;"-TI:H E FOREGOING RESOLUTION
y/2)
Brooks PiGteori, County Executive Date ...
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 an ,d, affixed the seal of the
County of Oakland at Pontiac, Michigan this 10Fh day/of November, 1999.
G. William Caddell, County Clerk