HomeMy WebLinkAboutResolutions - 2003.11.20 - 272684
MISCELLANEOUS RESOLUTION #03318 November 20, 2003
BY: PUBLIC SERVICES COMMITTEE, HUGH D. CRAWFORD, CHAIRPERSON
IN RE: PROSECUTING ATTORNEY - FY 2004 COOPERATIVE REIMBURSEMENT PROGRAM (CRP)
CONTRACT 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 funding in the amount of
$2,039,823 for the period October 1, 2003 through September 30, 2004; and
WHEREAS this is the 31st year of grant acceptance for this program; and
WHEREAS the Federal contribution is $1,346,283 (66%), the County
contribution is $622,357 (30.51%), and the State supplement is $71,183
(3.49%); and
WHEREAS the required County match of $622,357 has been included in the
FY 2004 Adopted Budget; and
WHEREAS this grant includes continued funding for 24 positions, as
follows: one (1) Chief (#41201-2946), one (1) Legal Secretary (#41201-2932),
one (1) Office Supervisor (#41201-979), three (3) Assistant Prosecutors
(#41201-2052, #41201-2492, #41201-7046), three (3) Prosecutor Investigators
(#41201-1002, #41201-1847, #41201-9646, four (4) Support Specialists (#41201-
916, #41201-4690, #41201-6388, #41201-7379), and eleven (11) Office Assistants
(#41201-361, #41201-514, #41201-2160, #41201-2612, #41201-3224, #41201-3366,
#41201-4691, #41201-4692, #41201-5412, #41201-7045, #41201-7380);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. Final approval from Corporation Counsel is pending a
response from the Family Independence Agency (FIA) regarding changes to the
contract language.
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 $2,039,823 for the
period of October 1, 2003 through September 30, 2004.
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 amendments be made to the Prosecuting
Attorney's grant budget to reflect the changes in the award as detailed in
Attachment A.
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 SERVICES1 COMMI7EE
-/t
Public Services Committee Vote:
Motion carried unanimously on a roll call vote.
Gala Piir
- From: Greg Givens [givensg@co.oakland.mi.us]
Sent: Saturday, October 25, 2003 2:02 PM
To: Wedell, Harvey; Case, David; Piir, Gaia
Cc: Frederick, Candace; Pardee, Mary
Subject: CONTRACT REVIEW— Prosecutor's Office Family Support
CONTRACT REVIEW - Prosecutor's Office Family Support
GRANT NAME: FY 2004 Title IV-D Cooperative Reimbursement Program (CRP)
FUNDING AGENCY: Michigan Family Independence Agency
DEPARTMENT CONTACT PERSON: David Case / 85377
STATUS: Acceptance (Contract #CS/PA-04063002)
DATE: October 24, 2003
Pursuant to Misc. Resolution #01320, please be advised the captioned
grant materials have completed internal contract review. Below are the
comments returned by review departments.
Department of Management and Budget:
Approved.- Laurie Van Pelt (10/22/2003)
Personnel Department:
No comments received.
Risk Management and Safety:
No comments received.
Corporation Counsel:
I have reviewed the grant contract and am working with PTA to include
changes to the contract language that were agreed upon and included in
last year's contract. Provided these changes, regarding the ETA's
obligations in case it terminates the contract and the use of incentive
funds, are approved by FIA, there appear to be no other ILegai issues
requiring further action. If I haven't heard back from PTA before the
deadline for including this contract in the Board packet, please include
language in the resolution indicating that final approval from corp
counsel is pending a response from PIA. PTA has promised to get back to
me as quickly as possible, but in working through some of the other
issues related to the cooperative reimbursement grants, this has always
taken longer than originally anticipated. - Karen Agacinski
(10/23/2003)
Please note the comments from Corporation Counsel. These issues should
be considered before submission to the Board for acceptance. The
captioned grant materials and grant acceptance package (which should
include the Board of Commissioners' Liaison Committee Resolution, the
grant agreement/contract, Finance Committee Fiscal Note, and this email
containing grant review comments) may be requested to be placed on the
appropriate Board of Commissioners' committee(s) for grant acceptance by
Board resolution.
Greg Givens, Supervisor
Grants Administration Unit
Fiscal Services Division
STATE OF MICHIGAN
FAMILY INDEPENDENCE AGENCY
OFFICE OF CHILD SUPPORT cia
JENNIFER M. GRANHOLM
GOVERNOR NANNETTE M. BOWLER
DIRECTOR
Dear Mr
October 6, 2003
Mr David Case
Oakland County Prosecuting Attorney
1200 N. Telegraph
Pontiac MI 48341
Re: Fiscal Year 2004 Title IV-D Cooperative Reimbursement Contract
for Oakland County Prosecutor's Office
Two copies of the Cooperative Reimbursement Contract and one copy of your approved
application are enclosed. .
You may have received an e-mail stating that you should cross out and initial paragraph M
of the General Provisions of the agreement. The contract you are receiving has already
had paragraph M for the General provisions deleted therefore no additional actiowon your
part is required.
Please have the signature actions specified below completed and sent to this office as
soon as possible.
1. Sign, date and witness both Contracts (provider or designee).
2. Have the program Contractor (Chair, County Board of Commissioners or designee) sign
date and witness both Contracts.
3. Return to this Office at the above address both signed Agreements.
4. Retain copy of the application for your files.
After receipt of the signed Contracts, we will obtain the signature of the Director of the
Family Independence Agency and return a fully executed Contract to you.
Sincerely,
a/Ctym c9..`----4)C--
Marilyn F. Stephen, bidector
Office of Child Support
Enclosures
235 S. GRAND AVENUE •P.O. BOX 30478 • LA
www.mi-support.mfia.state.mi.0
A. PROGRAM IDENTIFICATION CONTRACT # CS/PA -04-63002
7) PROGRAM PROVIDER
(See #2 & #3 above)
(DATE)
8) PROGRAM CONTRACTOR
(Optional Signature) v- o3
(LIATE)
9) CONTRACT MANAGER
(For Office of Child Support Use) f
(SIGNATURE) (DATE)
ct ,/e.o3
Michigan Family Independence Agency - Office of Child Support
COOPERATIVE REIMBURSEMENT PROGRAM
APPLICATION FOR 2004 CONTRACT
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) 1200 N. Telegraph Road (# &Street Name)
Oakland (P.O. Box)
(County) Pontiac, Michigan 48341 (City, State, Zip)
2) PROGRAM PROVIDER (Name, Title - Prosecutor, Friend of The Court, Chief Judge or Designee)
Mr. David G. Gorcyca - Prosecuting Attorney
3) PROGRAM CONTRACTOR (Name, Title - Board of Commissioners or Designee)
Mr. Thomas A. Law Chairperson Board of Commissioners
4) TYPE OF APPLICATION 5) PROGRAM DATES 6) TYPE OF PROGRAM
_X_ NEW CONTRACT 10/1/2003 TO 9/30/2004 X PROSECUTING ATTORNEY
AMENDMENT FRIEND OF THE COURT
COMBINED PA AND FOC
B. SIGNATURES
Please submit four (4) copies of the Application-two (2) with original signature(s) and two (2)
photocopies to your Office of Child Support Contract Manager. Retain an additional cop(y)les for your files, as needed.
8/7/03 - 1 - 8:01 AM
Michigan Family Independence Agency - Officeof Child Support
COOPERATIVE REIMBURSEMENT PROGRAM APPLICATION FOR 2004 CONTRACT
FY 2004
SECTION II- MANAGEMENT PLAN
CS/PA -04-63002 COUNTY Oakland CONTRACT #
PROVIDER FOC X PA COMBINATION
EMPLOYER IDENTIFICATION # 38-6004876
A) PROGRAM PURPOSE - The IV-D Child Support Enforcement Program is a federal, state and county
cooperative effort to collect child support from parents who are legally obligated to pay. This is
accomplished through services provided to establish paternity, locate absent parents, establish
child support orders, enforce child support orders and collect child support payments. This Application
is a proposal for service delivery and resource need projections in support of the program purpose
and in accordance with the Title IV-D State Plan for Michigan.
B1 ACTIVITIES AND RESPONSIBILITIES - As a provider of Title IV-D services and sub-recipient of
federal financial assistance, the activities and responsibilities reflected in Section II of the agreement
will be performed in accordance with the requirements of Title IV-D of the Social Security Act, implementing
federal regulations and applicable state statutes.
C) COOPERATIVE REIMBURSEMENT SUPERVISOR - Name, title, mailing address and telephone number
of the designated person with responsibility for the cooperative reimbursement goals and operations
(FOC or PA) within the program provider's office
David G. Case
Family Support Division Chief
1200 N. Telegraph Road
Pontiac, Michigan 48341-0403 •
248-858-5622 FAX 248-452-9994
Di FINANCIAL OFFICER - Name, title and mailing address of the official or designee(s) authorized by
the Contractor to sign the Title IV-D Cooperative Reimbursement Expenditure Report (FIA-286),
certifying that the expenditures reported are accurate and allowable for Title IV-D reimbursement.
Tim Soave
Director - Fiscal Services
1200 N. Telegraph Road
Pontiac, Michigan 48341-0403
248-858-0807
El ORGANIZATION CHART - (Attach to Application)
F) POSITION DESCRIPTIONS - (On file in the contractor/provider office)
NOTE: For new or revised positions, attach descriptions.
0) DOCUMENTATION OF JOINT PERSONNEL COSTS - The methodology to be used as the basis
for claiming reimbursement of personnel and other allowable costs related to providing the
IV-D services is:
1) PERSONAL ACTIVITY REPORT (PAR)
X 2) MONTHLY CERTIFICATION THAT ALL COSTS CLAIMED PERTAIN TO
EMPLOYEES WORKING 100% ON IV-D ACTIVITIES (PA ONLY)
Note: FOC must use PAR; PA may select either method
8/7/03 -2- 9:05 AM
SECTION III - PERFORMANCE INDICATORS
COUNTY Oakland CONTRACT NUMBERS CS/PA -04-63002
PROVIDERS X PA COMBINATION
The following activity and collection levels are projected as indicators of IV-D program performance anticipated
during the FY 2003 contract with the resources budgeted in Section IV of this Application
A. STATE PERFORMANCE FACTORS
INCENTIVE PERFORMANCE FACTORS FY 2000
- STATEWIDE AVG.
1. Paternity Establishment Performance Level 91.00%
Out of Wedlock Children with Paternity 42,034
Out of Wedlock Children 46,172
2. Support Order Performance Level 76.00% -
Cases with Support Order , 745,135
Total Number of Cases 977,560
3. Current Payment Performance Level 59.00%
Total Current Support Collected $1,053,092,658
Total Current Support Owed $1,T73,961,066
4. Arrearage Payment Performance Level 62.00%
Cases Paying Arrears During FY 389,923
Cases with Arrears Due in FY 831,683
5. Cost-Effectiveness Performance Level 4.58
Total Collection $1,459,192,025
Total Expenditures $397,613,706
Actual County Performance Factor data for FY 2000 is available from the individual report issued
to each county as an attachment to the Michigan Action Transmittal 2001-037 dated November 30, 2001.
FY 2001 Information Is included with Action Transmittal 2002-023 issued January 02,2003.
B. COST BENEFIT INDICATOR COMPARISON:
PROSECUTING ATTORNEY 2002 2002 2004
PROJECTION ACTUAL* PROJECTION
1. Current and Former Assistance Orders Established
(Add line 15 AFDC & Foiter Care to Line 15 Arrears Only 567 483 *infr
of all PA Quarterly Reports for Fiscal Year)
2. Never Assistance Orders Established
(Add line 15 Non-AFDC & All Others from all 566 992 ***
PA Quarterly Reports for Fiscal Year)
3. Total IV-D Orders Established 1133 1475
(Add lines 1 and 2 above)
4. Total Net IV-D Expenditures $ 1,861,747 $ 2,039,823 $ 2,039,823
(Total line 10 of all F1A-266s for Fiscal Year) _
5. Cost per order 1,643.00 $ 1,383.00
(Divide line 4 by line 3 above)
• For actual performance data, use the most recent twelve (12) months available from the Prosecuting Attorney Quarterly Report
on Data-Warehouse Federal Reporting FY-fourth quarter
*Tor the 2004 Line 4 Net Expenditures Projection, use Line 10 of the 2004 Budget sheet
•••• 65% of valid CARs received
C. PA OTHER PERFORMANCE INDICATOR PROJECTIONS
1 Increase the number of Support Specialists and relocate them in county offices.
2 Substantially increase training of Support Specialists, Prosecuting Attorney, and FOC staff on
policy and business practices.
3 Provide a document generation system based on MS Word and/or WordPerfect compatible word
processing application which will interface with the MiCSES system and allow local offices to
create and maintain form templates responsive to local needs.
8/7/03 - PA 3 - 4:29 PM
Typist II
(3 FTE)
Clerk III
(8 FTE)
Oakland County
Prosecutor's Family Support Division
2004 Organizational Chart
Chief
Family Support Division
(1 FTE)
Assistant Prosecutor IV
(1 FTE)
Prosecutor's Investigator-A
(3 FTE)
Assistant Prosecutor II
(2 FTE)
Legal Secretary
(1 FTE)
Office Supervisor I
(1 FTE)
Support Specialist
(4 FTE)
1,081,688
OAKLAND COUNTY
PROSECUTING ATTORNEY
2004 LINE ITEMS
ACCOUNT ACCOUNT GF PROPOSED FISCAL TOTAL
DESCRIPTIONS NUMBERS 272-0041-294118 2004 FISCAL 2004
EST SALARY ADJ. _ BUDGET
EXPENSES 1
SALARIES REGULAR
OVERTIME
HOLIDAY
ANNUAL LEAVE
SICK LEAVE
RETROACTIVE
OTHER
SERVICE INCREMENT
DEATH LEAVE
SALARIES REIMBURSEMENT
WORKERS COMPENSATION
GROUP LIFE
RETIREMENT
HOSPITALIZATION
SOCIAL SECURITY
DENTAL
DISABILITY
UNEMPLOYMENT
OPTICAL
REIMBURSEMENT FRINGES
BLOOD TESTS
CLOTHING ALLOWANCE
COMPUTER RESEARbH SERVICE
EXPERT WITNESS
EXTRADITIONS
FRT & EXP
INDIRECT COSTS
MEMBERSHIPS AND DUES
MISCELLANEOUS
PERSONAL MILEAGE
PRINTING AND PUBLISHING
PROFESSIONAL SERVICES
TRAVEL AND CONFERENCES
FA EXPENDABLE
OFFICE SUPPLIES
POSTAGE
2001
2002
2003
2005
2008
2010
2014
2015 $ 26,381
2020
2027
2075 6,666
2076 2,560
2077 257,505
2078 188,819
2079 91,219
2080 21,296
2081 5,011
2082 $ 1,943
2085 2,647
2099
2420 7,350
2524 1,350
2548 19,000
2792 $ 500
2808 25,000
2852
2960 91,490
3172 1,000
3196 1,000
3292 .1,700
3324 2,500
3348 13,100
3756 4,875
4100 1,800
4252 7,000
4284
8/7/03 8:01 AM 38 COUNTY BUDGET
77,521
16,587
3,646
19,980
22,411
3,904
3,402
23,300
4,754
918 6018
6105
6631
6636
6660
6661
6664
6666
6667
6675
6677
OAKLAND COUNTY
PROSECUTING ATTORNEY
2004 LINE ITEMS
ACCOUNT ACCOUNT GF PROPOSED FISCAL TOTAL
DESCRIPTIONS NUMBERS 272-0041-294118 2004 FISCAL 2004
EST SALARY ADJ. BUDGET ,
EXPENDABLE EQUIPMENT
STATIONARY STOCK
BLDG SPACE COSTS ALLOCATION
INFO TECH OPERATIONS
RADIO COMMUNICATIONS
MOTOR POOL
MAIL ROOM
PRINT SHOP
CONVENIENCE COPIER
TELEPHONE COMMUNICATIONS
INSURANCE FUND
DEPRECIATION
TOTAL I 1 $ 2,039,823 0 $ -
REVENUES
.. .:...: .. .:*
FEDERAL GRANT 540.00 $ 1,346,283
44 STATE SUPPLEMENT 540.01 $ 71,183
.:. ii.'s•ik:*.
TOTAL REVENUES [ 1,417,466 1 $ - iftatEr:' "7.7.
NET GENERAL FUND COST I 0 $ 622,357 0-$ -
8/7/03 30 COUNTY BUDGET 8:01 AM
1 ,687,085
16,587
237,311
1,687,085 $
16,587 $
237,311 $
1. Personnel
2, Data Processing
3. Other Direct
91,490
7,350
2,039,823
2,039,823
91,490 $
7,350 $
2,039,823 $
NOT APPLICABLE
NOT APPLICABLE
NOT APPLICABLE
2,039,823
6. County Share @ 34%
7. State Share @ 66%
8. Total IV-D Eligible Program Cost
9. State Funding Supplement
10. Total FIA Obligation (less incentives): 1,417,466 I
4. Central Services '
5. Paternity Testing (PA/COMB Only)
6. Total Budget
7. Service Fees (FOC & COMB Only)
8. Mediation Fees (FCC &COMB)
9. Other Income (Describe)
10. Net Budget
2,039,823
(0)
Maximum Net IV-D Expense
Under (Over) State Maximum
1
TITLE IV-D COOPERATIVE REIMBURSEMENT CONTRACT
BUDGET
A. CONTRACT DESCRIPTION
COUNTY Oakland CONTRACT No. CS/PA -04-63002
PROVIDER FOC X PA COMBINATION
FUNDING YEAR 2004
24.00
24.00
COLUMN I
B. ALLOCATION FACTORS
1. Total FTE Positions (FOC, PA, COMB)
A. Enforcement (FOC &MR COMB)
B. Establishment (PA 8./OR COMB)
2. % of Total FTE's (IV-D Allocation Factor)
A. Enforcement (FCC &MR COMB)
B. Establishment (PA &/OR COMB)
3. Caseload % (Foo& come)
C. BUDGET CATEGORIES
COLUMN ll
PROPOSED
IV-D
BUDGET
100.00%
100.00%
PROPOSED
IV-D
BUDGET
COLUMN III
PROVIDER'S
TOTAL
ELIGIBLE BUDGET
24.00
24.00
100.00%
100.00%
PROVIDER'S
TOTAL
ELIGIBLE BUDGET
8/7/03 8:01 AM -4-
*
TITLE IV-D REIMBURSEMENT CONTRACT
SECTION IV
BUDGET DOCUMENTATION
COUNTY
PROVIDER FOC X PA COMBINATION
FUN DING YEAR 2004
PERSONNEL LINE ITEM WORKSHEET
A. B. Costs C. D. E.
Unallowable Provider's IV-D Amount
In The IV-D CR Total Allocation Allocated
Provider's Contract Eligible Factor To IV-D
County Budget County Budget % Budget
Line Items Total -, CSES .., Other* (A-B) , (C X D)
1. SALARIES REGULAR $ 1,081,688 $ 1,081,688 100.00% _ $ 1,081,888
2. OVERTIME $ - $ - 100.00% $ -
3. HOLIDAY $ - $ - 100.00% $ •
4. ANNUAL LEAVE $ - $ 100.00% $ - _ -
5. SICK LEAVE $ - $ - 100.00% $ - _
8. RETROACTIVE $ - $ - 100.00% $ -
7. OTHER $ - $ - 100.00% $ -
8. SERVICE INCREMENT $ 26,381 $ 26,381 100.00% __$ 26,381
9. DEATH LEAVE $ - $ - 100,00% $ -
10. SALARIES REIMBURSEMENT $ - $ - 100.00% $ '
10. WORKERS COMPENSATION $ 6,686 $ 8,688 100.00% $ 6,666
11. GROUP LIFE $ 2,560 $ 2,560 100.00% $ 2,560
12. RETIREMENT $ 257,505 $ 257,505 100.00% $ 257,505
13 HOSPITALIZATION $ 188,819 $ 188,819 100.00% $ 188,819
14 SOCIAL SECURITY $ 91,219 $ 91,219 100.00% $ 91,219.
15 DENTAL $ 21,296 $ 21,298 100.00% $ 21,296
16 DISABILITY $ 5,011 $ 5,011 100.00% $ 5,011
17 UNEMPLOYMENT _$ 1,943 $ 1,943 100.00% $ 1,943
18 OPTICAL $ 2,647 $ 2,647 100.00% $ 2,647
19 REIMBURSEMENT FRINGES $ - $ - 100.00% $ "
20 CLOTHING ALLOWANCE $ 1,350 $ 1,350 100.00% $ 1,350
21 $ - 100.00% i -
22 $ - 100.00% $ -
23
TOTAL $ 1,687,086 $ - $ - $ 1,887,085 1,887,085
...
SUBCONTRACTS:
COMMENTS:
• Costs of Access & Visitation, "Work First", Court Administration, etc., and Medical Support Enforcement to the extent costs are Included In a separate Medical Support Contract
Oakland
8/7/03 -5. 8:01 AM
TITLE IV-D REIMBURSEMENT CONTRACT
SECTION IV
COUNTY Oakland
PROVIDER FOC _X PA COMBINATION
FUNDING YEAR 2004
DATA PROCESSING LINE ITEM WORKSHEET
A. B. Costs C. D. E.
Unallowable Provider's IV-D Amount
In The IV-D CR Total Allocation Allocated
Provider's Contract Eligible Factor To IV-D
County Budget County Budget % Budget
,. Line Items Total CSES Other* (A-13) (C x D)
1. INFO TECH OPERATION $ 16,5871 $ 16,587 100.00% $ 16,587
2.
3. .
4. _
5. _
6. '
7.
8. _
9.
10.
11.
12. Depreciation"
13.
TOTAL $ 16,587 - - $ 16,587 ' $ 16,587
_ —
SUBCONTRACTS:
COMMENTS:
* Costs of Access & Visitation, "Work First", Court Administration etc., and Medical Support Enforcement to the extent costs are
Included In a separate Medical Support Contract
" Use figures from the "Depreciation Worksheet".
8/7/03 -6 - 8:01 AM
TITLE IV-D COOPERATIVE REIMBURSEMENT CONTRACT
SECTION IV
BUDGET DOCUMENTATION
COUNTY Oakland
PROVIDER FOC X PA COMBINATION
FISCAL YEAR 2004
DATA PROCESSING CERTIFICATION
I certify that the MICSES application used to provide child support services is accessed
by this county by logging in on the State of Michigan domain
I certify that the MICSES application used to provide child support services is accessed
by this county by logging in on the
domain. If either the state or the county makes a hardware or software change which
causes a problem accessing the MiCSES application wherein costs are incurred by
either party beyond the normal on-site technical service to identify and fix the problem,
the entity that made the hardware or software change will be responsible for the
additional costs incurred to identify and fix the problem.
County Financial Officer Signature Date
8/7/03 - 7 - 8:01 AM
4 461
-8- 10:19 AM
• •
TITLE IV-D REIMBURSEMENT CONTRACT
SECTION IV
BUDGET DOCUMENTATION
COUNTY
PROVIDER FCC X PA COMBINATION
FUNDING YEAR 2004
OTHER DIRECT LINE ITEM WORKSHEET
A. B. Costs 1 C. D. E.
Unallowable Provider's IV-D Amount
In The IV-D CR Total Allocation Allocated
Provider's Contract Eligible Factor To IV-D
County Budget County Budget % Budget
, Line Items Total CSES , Other* (A-B) (C x D)
1 COMPUTER RESEARCH SERVICE 19,000 $ 19,000 100.00% $ 19,000 1 2 EXPERT WITNESS . 500 $ 500 100.00% 500
3 EXTRADITIONS 25,000 $ 25,000 100.00% 25,000
4 FRT & EXP $- $ - 100.00% $ - 5 MEMBERSHIPS AND DUES $ 1,000 $ 1,000 100.00% 1,000
6 MISCELLANEOUS $ 1,000 $ 1,000 100.00% $ 1,000
7 PERSONAL MILEAGE $ 1,700 $ 1,700 100.00% $ 1,700
8 PRINTING AND PUBLISHING $ 2,500 $ 2,500 100.00% $ 2,500
9 PROFESSIONAL SERVICES $ 13,100 $ 13,100 100.00% 13,100
10 TRAVEL AND CONFERENCES $ 4,875 $ 4,875 100.00% $ 4,875
11 FA EXPENDABLE ' $ 1,800 $ 1,800 100.00% $ 1,800
12 OFFICE SUPPLIES $ 7,000 $ 7,000 100.00% $ 7,000
13 POSTAGE $- $ - 100.00% $ -
14 EXPENDABLE EQUIPMENT $ 918 $ 918 100.00% $ 918
15 STATIONARY STOCK $- $ - . 100.00% $ ' 16 BLDG SPACE COSTS ALLOCATION $ 77,521 $ 77,521 100.00% $ 77,521
17 RADIO COMMUNICATIONS $ 3,646 $ 3,646 100.00% $ 3,846
18 MOTOR POOL $ 19,980 $ 19,980 ' 100.00% '5 19,980
19 MAIL ROOM $ 22,411 $ 22,411 100.00% $ 22,411
20 PRINT SHOP 3,904 $ 3,904 100.00% $ 3,904
21 CONVENIENCE COPIER $ 3,402 $ 3,402 100.00% $ 3,402
22 TELEPHONE COMMUNICATIONS 5 23,300 $ 23,300 100.00% $ 23,300
23 INSURANCE FUND $ 4,754 $ 4,754. 100.00% $ 4,754
I 24 $ - 100.00% $ .
25 $ - 100.00% $ - ,
26 $ - 100.00% $ - ' 27 $ - 100.00% $ -
28 $ - 100.00% $ -
29 $ - 100.00% S -
30 $ - 100.00% $ -
31 $ - 100.00% $ -
32 $ - 100.00% $ ' 33 $ - 100.00% $ -
34 $ - 100.00% $ -
35 $ - 100.00% $ -
36 $ - 100.00% S _
i 37 $ - 100.00% $ -
38 $ - 100.00% $ -
39 $ - 100.00% $
TOTAL $ 237,311 $ - $ - $ 237,311 5 237,311
SUBCONTRACTS:
Maximus, Inc. -Billing Service - $8,000
COMMENTS:
• costs of Access & Visitation, "Work First", Court Administration etc., and Medical Support Enforcement to the extent costs are Included in a separate
Medical Support Contract.
Oakland
" From "Depreciation Worksheet".
8/7/03
COMB
COUNTY
PROVIDER
FUNDING 2004
BUDGET DOCUMENTATION
Oakland
FOG X_PA
• •
TITLE IV-D REIMBURSEMENT CONTRACT
SECTION IV
DEPRECIATION WORKSHEET
A. B. C. D. E. F. G. H.
Usefull IV-D Amount
Life Allocation Allocated Billing
Total In Years Yearly Factor To IV-D Month &
Equipment Date Cost (Per IRS Amount % Budget Year to
Items Purchased Pub. 9461 (O/D) (E X F) Begin I End
Data Processing
p-
''sk ' ••••:en.s...VA::: Ki:k:Kk.mg.".• • *.• *•.:::•::::::R;::::?::•aik: :Z'''•:::i::::Viiiiii: ' ' ',....A ..'' . ''' .::"..;:' •t:•. D P Sub-Totals ...‘ '. %.§.::•.•••:•x•:••:•: ; ' w: ':nt.;:kt.;:•.*•.:.••:, .4;.,.:
Other Eauloment
100.00% $- Jan-00 Jan-00
,
_ , I
__ ----
Other E • . Sub-Totals : • .,:: .;:oki::::;::: f:P441.*:"' '
- • x...vaft ',el-. -&,......,..F.,, ,.,..5, ;.• .s3. .:::•:::::•••: tA:::.?.i*:: • .. .....— $ - - Efilitiek $
,. .,. 4 .....
A TOTAL ::, - ').4..* 3 -
- p:
— •,,, •
A ik.4:. • ;:c ••*:
1. New equipment with an acquisition cost of less than $5,000 need not be depreciated, but may be expensed.
2. Any equipment which is in the process of depreciation must continue to be depreciated on its original schedule.
3. Data processing depreciation costs should be entered on the Data Processing worksheet while other depreciable
equipment should be entered on the Other Direct Worksheet.
8/7/03 - 9 - 8:01 AM
• TITLE IV-D REIMBURSEMENT CONTRACT
SECTION IV - BUDGET
County Oakland
Provider FOC X PA COMBINATION
Funding Year 2004
CENTRAL SERVICES LINE ITEM WORKSHEET
::'; '' ....."..vg . -1• .V" ''.....s....* ' :::‹.: :: • - :: ..tx::::::ati:::.:::::.M::::mik:::::::~:',, 4: Vame:40,4%, ' ':::a::::
B. C . C.% 3. •
County Provider's Costs Eligible Of 2000 Provider's - IV-D . Amount Allocated
Name Cost Plan Charge Unallowable Costs Cost Total Allocation to IV-D Budget
(Actual 2001) In IV-D* ( A -B) Plan Eligible Budget Factor (T). (C3 X D)
1 - 25% $ - $ -
2 $ - 25% $ - $ -
3 $ , 4_ _ $
5J Total $ - $ - $ - RAM $ - ARIPOI. $ - 1
ic......... -B. Cl. C2. % C3. D. E.
County Provider's Costs Eligible Of 2001 Provider's IV-D Amount Allocated
Name Cost Plan Charge Unallowable Costs Cost Total Allocation to IV-D Budget
(Actual 2002) In IV-D* ( A -B) Plan Eligible Budget Factor (%) ( C3 X D)
6 $ - 75% $ - $ -
7 $ - 75% $ _ $ _
8 $ 75% $
9 $
10 Total $ - $ - $ - WRIIK $ _ 'IMPr -
daM
= ' '•• k,,,:. '''' ar''''' • %.•'',': '•*.* '1*Mi:PV"•:;:::::::::::::''':•!... .. $M0:0;M:WP:Vii:;::**.a. RPMWSWAMMEMA s • • • '.1"4::1*iii:::::MWZ4‘..a* EUILVAMARgaMeaa•*
• . . 2.e C3.
County .provider's Costs Eligible Of 2001 Provider's IV-D Amount Allocated
Name Cost Plan Charge Unallowable Costs , FY Cost Total Allocation to IV-D Budget
(Actual 2002 in IV-D* A -B Plan Eligible Budget Factor % C3 X D
1 OAKLAND $ 91,490 $ 91,490 100% $ 91,490 100.00% $ 91,490
2 $ 100%$ $
3 $ 100% $ $
4 $ 100%$ $
5 Total 91,490 $ - $ 91,490 NM= $ 91 ,490 sw.3:,..-t:::*:::::::::: 91,490
P .--wW420AQUAiggelA4 , n.:B3..,
C. C C3. .
SEC. ONE, line 5 &10 Provider's Costs Eligible Portion Provider's IV-D Amount Allocated
and/or Combined Unallowable Costs Contract Total Allocation to IV-D Budget
SEC. TWO, line 5 Cost Plans In IV-D* ( A - B) Year Eligible Budget Factor (%) ( C3 X D)
' Total N/A N/A N/A 100% $91,490 91,490
Comments
* Costs of Access & Visitation, "Work First", Court Administration etc., and Medical Support Enforcement to
the extent costs are included in a separate Medical Support Contract.
8/7/03 - 10 - 9:03 AM
TITLE IV-D REIMBURSEMENT CONTRACT
SECTION IV
BUDGET DOCUMENTATION
COUNTY Oakland
PROVIDER ._X _PA COMBINATION
FUNDING YEAR 2004
PATERNITY TESTING LINE ITEM WORKSHEET
(PA and COMBINED ONLY)
A. B. Costs C. D. E.
Unallowable Provider's IV-D Amount
In The IV-D CR Total Allocation Allocated
Provider's Contract Eligible Factor To IV-D
County Budget County Budget % Budget
Line Items Total CSES Other* (A-B) (C x D)
1 BLOOD TESTS $ 7,350 $ 7,350 100.00% 7,350 .
2
3
4 ,
5
6
7
8
9
10
11
12
13
TOTAL $ 7,350 $ - $ - $ 7,350 ',...P. 7,350
).> ,
SUBCONTRACTS:
COMMENTS:
* Costs of Access & Visitation, "Work First", Court Administration etc., and Medical Support Enforcement to the
extent costs are Included In a separate Medical Support Contract.
8/7/03 8:02 AM - 11 -
COMBINATION
CONTRACT NO: CS/PA -04-63002
TITLE IV-D COOPERATIVE REIMBUREMENT CONTRACT
SECTION IV
BUDGET DOCUMENTATION
•
COUNTY Oakland
PROVIDER FOC _X PA
FUNDING YEAR 2004
SOURCE OF FUNDING WORKSHEET
1. Total IV-D Net Budget for FY 2004 Contract
(Enter the dollar amount from the BUDGET, Page 4, Line 10, Column II)
2. 34% of Number "1" (above) (County Share of Proposed Budget)
(Enter here and on BUDGET, Line 11, Column II)
2,039,823
693,540
3. 66% (State Share/FFP Match) $ • 1,346,283
(Subtract Number "2" from Number "1" (above) and enter here and on BUDGET,
Line 12, Column II)
NOTE: Round all dollar amounts to the nearest whole number.
NOTE: The STATE SUPPLEMENT and COUNTY SHARE are on the attached ENCLOSURE E sheet.
IV-D Allocation Factor Documentation
FTE'S DOCUMENTATION CASELOAD DOCUMENTATION
(Both FOCs and PA's) (FOCs Only)
a. Total # IV-D FTE Positions 24.00 d. Number of Active IV-D Cases
b. Total # of FTE Positions 24.00 e. Number of Active non-IV-D Cases
c. IV-D FTE % (a divided by b) 100.00% f. Number of Total Active Cases
g. IV-D Caseload % (d divided by f)
-12- 8:02 AM 8/7/03
Cost Allocation Plan
Oakland County, Michigan - consolidated
Allocated Costs by Department
Summary page 6
Schedule A.006
FISCAL 2002
(continued)
DMG/NGCS. II
05n5/2003
central Svc Library Multi org JTPA Law Enf Pros Road Pat. House
Departments Fund Grants Grants Grants Atty CRP Grant Comm Dev
Bldg Use Charge $3,065 $14,155 $5,056
Equip Use Charge
Co Exec Admin 10,621 33,731
Co Exec Auditing 3,995 14,380 2,439 1,774 1,070 126,722
Co Exec Corp Cou
M & B Admin
M & 8 Purchasing 7,077 831 1,547 57 2,780
M & B Fiscal Svc 77 134,789 74,752 83,397 60,832 35,203 81,583
M & 8 Reimb.
Cent Svcs Admin
Cent Svcs Supt 3,795 1,379 1,708 15,939 1,002 8,867
Facilities Mgmt 5,494 9,075 9,682
Personnel 37,620 9,562 26,875 25,909 15,760 30,368
Treasurer 148 1,819 8,720 1,858 584 119 47,091
Clerk/ROD Admin
Non-Departmental -
Total Allocated $225 $189,095 $127,973 $117,108 $129,815 .$53,211 $345,880
Roll Forward 51,318
Proposed costs $225 $189,095 $127,973 $117,108 $181,133 $53,211 $345,880
0 1991-2003 DMG-mAXIMUS. INC.
Contract No:
County:
Contract Amount:
Method of Payment:
CSPA-04-63002
Oakland
$1,417,466.00
Actual Cost
AGREEMENT
between
Michigan Family Independence Agency &
235 South Grand Avenue
P.O. Box 30037
Lansing, Michigan 48909
The County of: Oakland
County Bldg., 1200 N. Telegraph Rd.
Pontiac, MI 48341
This Agreement, effective October 1, 2003 through September 30, 2004, is by and between
the Family Independence Agency, (referred to as "Elk'), the County of Oaklanda public
organization, and the Prosecuting Attorney (together, referred to as "Contractor").
I. CONTRACTOR DUTIES AND RESPONSIBILITIES
Contractor shall comply with all requirements of Title IV-D of the Social Security Act,
and shall implement all applicable federal regulations and requirements, statutes, court
rules, and FIA policies and procedures that relate to obtaining child support court orders
and establishing paternity. Contractor will use the automated Michigan Child Support
Enforcement System, the Prosecuting Attorney Handbook, the Prosecuting Attorney
Letters, the Office of Child Support (OCS) IV-D Combined Manual and the Michigan IV-
D Action. Transmittals (referred to as 'Title IV-D Standards").
A. Services
Contractor shall:
Make IV-D services available to all eligible persons.
2. Make all reasonable efforts to establish paternity and secure orders as
needed for the establishment of court ordered child support for children born
in or out of wedlock, as provided by law.
3. Allow FIA, and its identified agents, access to all IV-D case records for the
purpose of annual Title IV-D Self-Assessment case readings, including but
not limited to:
Central system case records;
Paper-case records; and
MiCSES and PAMM IV-D electronic case records.
1.
a.
b.
C.
B. Reports
Contractor 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) business day after month of service
To: OCS Contract Manager
Family Independence Agency
Office of Child Support
2. Form: Prosecuting Attorney's Quarterly Report
Cycle: Due by the tenth (10) business day after the end of the quarter
To: Family Independence Agency
Office of Child Support
3. Form: FIA-1856 - Title IV-D Support Referral, also known as Court
Action Referral
Cycle: Respond in writing when action on case completed; (dismissal
or order)
To: OCS Support Specialist
Family Independence Agency
4. Form: FIA-192, Title IV-D Reinvestment of Incentives Quarterly
Report
Cycle: Due by the fifteenth (15) business day of the first month
following the end of the quarter
To: OCS Contract Manager
Family Independence Agency
Office of Child Support
C. Client Grievance System
Contractor shall have a formal grievance policy, which provides the opportunity to
seek relief for those who believe they have not received services required by the
IV-D program. Information about the grievance policy shall be provided upon
request.
D. Statewide Automated System
Contractor agrees to use the automated Michigan Child Support Enforcement
System (referred to as "System") for processing intra- and inter- state data
pursuant to Title IV-D Standards throughout the life of this Agreement, and agrees
to comply with all IV-D, OCS and FIA reporting requirements.
-2-
E. Applicable Costs
Contractor, as a subrecipient of Federal Financial Assistance, agrees 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
1. The Actual Cost Reimbursement Method shall be used to claim
reimbursement under this Agreement. Only actual costs may be billed. The
Title IV-D Program Budget Summary is attached and made a part of this
Agreement. The Title IV-D Program Budget and Application detail the
amount and object of expenditures for which Contractor shall use funds
paid under this Agreement. Contractor shall follow and adhere to the
Budget.
2. Contractor must obtain prior written approval from FIA to increase or
decrease line items in the budget.
a. The written request for FIA 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.
b. The due-date to submit a fine item transfer request to RA is 90 days
prior to the end date of the contract.
c. The person authorized to approve budget revisions is the FIA Office of
Child Support.
3. Actual costs may include the cost of fringe benefits provided for Contractor
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.
-3-
G. Billing Procedure
Contractor 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.
1. The FIA-286 shall be submitted within fifteen (15) business days from the
end of the monthly billing period to the OCS Contract Manager. For the
month of September, Expenditure Reports shall be submitted as directed by
FIA to meet fiscal year-end due-dates and requirements.
2. Reimbursement of Expenditure Reports submitted after the FIA fiscal year-
end closing dates shall be dependent upon the availability of funds for prior
year payment purposes in the applicable FIA current fiscal year
appropriation.
H. Incentive Payments to Contractor
All claims for expenditure reimbursement shall be made in accordance with
federal regulations implementing Public Law 105-200, 45 CFR Part 305 and
applicable FIA instructions. To remain eligible for State and Federal
reimbursement under this Agreement, all Title IV-D federal incentives received by
Contractor must be reinvested in the Title IV-D program and must not supplant
Contractor's share of expenditures covered by this and other IV-D eligible
contractual agreements between FIA and Contractor. Any other use of federal
incentives for Non-IV-D activities must have prior approval by the Director, Office
of Child Support, FIA.
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. RA shall distribute program regulations,
forms and instructions to Contractor through the IV-D Program Prosecuting
Attorney Handbook, the Prosecuting Attorney Letter Series, the OCS IV-D
Combined Manual and the Michigan IV-D Action Transmittals.
B. Payment
1. FIA shall complete its processing of payments to Contractor within
thirty (30) calendar days after receipt of Contractor's monthly FIA-286, 'Title
IV-D Cooperative Reimbursement Expenditure Report," detailing program
-4-
related expenditures. Payments shall be made in accordance with the
budget attached to and made part of this Agreement. FIA reserves the right
to delay processing and payment to the next available cycle for FIA-286's
submitted after the due date.
2. Further, FIA reserves the right to defer or disallow payment of any claim
submitted by Contractor for failure to document and provide to FIA any
required paper or electronic records, statistics, or reports, to FIA as required
by this Agreement or as are required by applicable state statutes and
federal regulations.
C. Program Compliance Monitoring and Evaluation
1. FIA shall Monitor and evaluate Contractor performance for compliance with
Title IV-D Standards, all Contractor duties and responsibilities, as identified
in § I of this Agreement, Contractor Duties and Responsibilities, and all
other terms set forth in this Agreement; and
2. FIA shall conduct an annual self-assessment review to evaluate its IV-D
program to determine if Federal requirements are being met and to provide
an annual report to the Secretary of the Department of Health and Human
Services on the findings; and,
3. FIA and its agents will comply with the Contractor's information technology
acceptable use policies and guidelines for the county's computer system
and protect the confidentiality of the case records.
D. State Funding Supplement
1. FIA shall provide a State Funding Supplement to Contractor to offset a
portion of Contractor's actual net share of costs covered by this Agreement
as submitted on FIA-286 Cooperative Reimbursement Expenditure
Reports. The total amount of the State Funding Supplement allocation, as
defined by terms of this Agreement is SEVENTY-ONE THOUSAND ONE
HUNDRED EIGHTY-THREE AND NO/100 DOLLARS ($71,183.00). The
amount of Contractor's net share of Title IV-D expenditures covered by this
Agreement cannot be less than the amount of this State Funding
Supplement allocation.
2. FIA shall process the State Funding Supplement to Contractor in three (3)
payments.
a. The first payment shall be processed within thirty (30) days after
receipt and approval of FIA-286 Expenditure Reports for the first three
months of this Agreement. This payment shall be fifty percent (50%)
of the above-stated State Funding Supplement allocation.
b. The second payment shall be processed within thirty (30) days after
receipt and approval of FIA-286 Expenditure Reports for the first six
months of this Agreement. This payment shall be forty-five percent
(45%) of the above-stated State Funding Supplement allocation.
c. The third payment, as part of the contract closeout process, shall be
the remaining five percent (5%) of the above-stated State Funding
Supplement allocation, if the Contractor expends one hundred percent
(100%) of its total net budget. If less than the full amount of the
Agreement's net budget, but more than ninety-five percent (95%), has
been expended, the third payment would be a proportionately lower
amount of the remaining five percent (5%). This payment shall be
processed after receipt and approval of final FIA-286 Expenditure
Reports for the last monthly period of this Agreement. FIA will not
modify the amount of the final funding supplement based on revised
Expenditure Reports received after the payment is issued.
3. These funding supplements shall be subject to conditions specified in § Ill
(E) of this Agreement, General Provisions, Examination and Maintenance of
Records.
E. Incentive Payments to Contractor
FIA shall distribute federal incentive payments to Contractor in accordance with
federal regulations implementing Public Law 105-200, 45 CFR Part 305 and
applicable Office of Child Support, FIA procedures.
F. Maximum Amount of Agreement
1. FIA shall reimburse Contractor a cumulative maximum amount, which shall
include both:
a. The State Share of actual net expenditures during the life of this
Agreement up to the maximum amount identified as the Title IV-D
Program Net Budget, a copy of which is attached and made a part of
this Agreement; and
b. The State Funding Supplement, identified in Section II (D) of this
Agreement.
2. The cumulative total maximum amount FIA agrees to pay Contractor for
services performed during this fiscal period of October 1, 2003 through
September 30, 2004 as defined by the terms of the Agreement is ONE
MILLION FOUR HUNDRED SEVENTEEN THOUSAND FOUR HUNDRED
SIXTY-SIX AND NO/100 DOLLARS ($1,417,466.00), as follows:
-6-
a. 66% of Total Program Cost (State Share/FFP): $1,346,283.00
b. State Funding Supplement: $71,183.00
3. If review of Contractor's financial records indicates costs are projected to
exceed the current budget, Contractor is required to submit an Amendment
request. The due-date or submission of this request is ninety (90) days prior
to the end-date of the contract.
III. GENERAL PROVISIONS
A. FIA's Source of Funds-Termination
FIA'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. F1A may terminate this Agreement immediately upon written notice to
Contractor at any time prior to the completion of this Agreement if, in the opinion
of F1A, 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
provision's 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 may not accept reimbursement from a client unless this
Agreement specifically authorizes such reimbursement in the "Contractor
Responsibility" section. In such case, a detailed fee scale and criteria for charging
the fee must be included with prior F1A approval. If the Contractor accepts
reimbursement from a client in accordance with the terms of this Agreement, the
Contractor shall deduct such reimbursement from its billings to FIA.
D. Review and Monitoring Reports
Contractor shall comply with all program and fiscal reporting procedures, as set
forth in the terms of this Agreement, at time intervals and on specified forms as
established by F1A on the beginning date of this Agreement. Any additional
reports, which FIA proposes to be completed, shall be completed pursuant to
agreement by the parties to this Agreement. Reports or billing documents
-7-
denoting event dates shall record month, day, and year as specified by RA. In all
electronic filings, four digits shall be used to designate century.
E. Examination and Maintenance of Records
1. Contractor 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, Contractor shall retain all books, records or other
documents relevant to this Agreement for five (5) years after final payment
at their 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.
2. 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
Contractor.
3. FIA shall adjust future payments or final payment if the findings of an audit
indicate over or under payment to Contractor in the period prior to the audit.
If no payments are due and owing Contractor, Contractor shall immediately
refund all amounts which may be due FIA.
F. Compliance with Civil Rights, Other Laws
Contractor 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. Contractor shall
also comply with the provisions of the Michigan Persons with Disabilities Civil
Rights Act, P.A. No. 220, as amended, being sections 37.1101 et seq of the
Michigan Compiled Laws, 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. Contractor 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,
Contractor shall comply with all other federal, state or local laws, regulations and
standards, and any amendments, as they may apply to the performance of this
Agreement.
G. Publication Approval and Copyright
The State of Michigan shall have copyright, property and publication rights in all
written or visual material or other work products developed in connection with this
Agreement. The Contractor shall not publish or distribute any printed or visual
material relating to the services provided under this Agreement without prior
written permission of the State of Michigan.
All materials created and/or reproduced by the Contractor, or an agent of the
Contractor which meet the following criteria must include one of the statements
referenced below, as they apply:
• Developed for consumption by the general public or as a general
information tool, and
• Funded in whole or in part with State of Michigan funds
Statements for Inclusion:
1. This program is funded by the State of Michigan
or
2. This program is funded in part by the State of Michigan
H. Confidentiality
The use or disclosure of information concerning services, applicants, clients, or
recipients obtained in connection with the performance of this Agreement, shall
be-restricted to only the purposes directly connected with the administration of the
programs implemented by this Agreement.
I. Property Title
Title to all property, real or personal, furnished by FIA for use by Contractor in the
performance of this Agreement shall remain in FIA. Upon expiration of this
Agreement or any extension of it, Contractor agrees to return said property to FIA
or pay the then current fair market value of it to FIA. However, in the event that
any such property is only partially funded by FIA, Contractor 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, Contractor shall maintain continuing records to account for FIA's
financial interest in such subsequent acquisitions.
J. Subcontracts
Contractor 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. Contractor 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
1. FIA reserves the right to cancel this Agreement by giving thirty (30) calendar
days written notice to Contractor prior to the date of cancellation. Contractor
may terminate this Agreement upon thirty (30) calendar days written notice
to FIA at any time prior to the prior to the date of cancellation.
2. In case of default by the Contractor, the FIA may immediately cancel the
contract without further liability to the FIA or its employees, and procure the
services from other sources.
L. Closeout/Extension
1. As subrecipients of federal funding, Contractor shall provide FIA with all
financial, performance and other reports required as a condition of this
Agreement within sixty (60) calendar days after its conclusion, unless
written request for extension from Contractor explaining extenuating
circumstances is granted by FIA.
2. . Upon approval of Contractor's request, FIA shall make payments to
Contractor for allowable reimbursable costs not covered by previous
payments. Contractor shall immediately refund to FIA any payments or
funds advanced to Contractor in excess of allowable reimbursable
expenditures.
M. DELETED.
N. Initial Eligibility for Federal Financial Participation
In accordance with 45 CFR Section 304.21(d), Federal Financial Participation
(FFP) may be claimed for IV-D costs incurred as of the first day of the calendar
quarter in which this Agreement, or amendment to this Agreement, is signed by
parties sufficient to create a contractual arrangement under state law, and if the
claim is made in accordance with FIA instructions.
0. Continuing Eligibility for Federal Financial Participation
1. As a subrecipient of Federal Financial Participation (FFP) funding through
this Agreement, Contractor may submit a request for FFP reimbursement of
allowable costs partially reimbursed for services performed under this
Agreement that may now be eligible for further FFP funding. This request
may be submitted by Contractor up to one (1) year after the Agreement's
expiration date. The amount of the FFP increase request may not exceed
ten percent (10%) of the FFP amount included in the Agreement budget at
the time of its conclusion and closeout.
2. F1A approval of this request and subsequent payment to Contractor shall be
dependent in part upon the availability of federal funds for such prior year
purposes in the F1A current year appropriation and that the request has
been made in accordance with applicable federal regulations, state laws
and FIA instructions.
P. Continuing Responsibilities
Termination, conclusion, or cancellation of this Agreement shall not be construed
so as to terminate the ongoing responsibilities of Contractor or rights of FIA
contained in § ill (E) and (L) of this Agreement, General Provisions, Examination
and Maintenance of Records and General Provisions, Closeout/Extensions.
Q. Dispute Resolution
1. Local Resolution
All parties agree to make a good faith attempt to resolve disputes.
Resolution of any dispute shall be first attempted at the local level by
Contractor and FIA, Office of Child Support Field Managers, as appropriate.
2. Second Stage Resolution
(fit appears a dispute cannot be resolved at the local level, Contractor shall
notify the other parties and the OCS Director, 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
Contractor.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 Contractor 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, Contractor, 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 § Ill (K) of this
Agreement, General Provisions, 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
Contractor as set forth in this Agreement and payment for such services by
FIA shall continue without interruption, except as provided in § 11 (B) of this
Agreement, FIA Duties and Responsibilities, Payment.
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 Contractor 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.
Contractor shall suffer no liability to FIA for refusing to agree to said amendment,
and said refusal shall not constitute a breach of this Agreement.
S. Termination - Unfair Labor Practice
FIA may void this contract upon fifteen (15) calendar days notice if the name of
Contractor, or the name of a subcontractor, manufacturer, or supplier of
Contractor, 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.
T. Audit Requirements
1. This Agreement constitutes a subrecipient relationship with FIA.
a. Contractor is required to comply with all federal regulations that relate
to the accounting and auditing of Federal award(s) used to fund this
Agreement. This includes, but is not limited to, compliance with 0ME3
Circular A-133.
b. The Catalog of Federal Domestic Assistance (CFDA) number for the
Federal award(s), along with the Federal Financial Participation (FFP),
and the related federal regulations, laws, and other requirements may
be obtained by accessing the FIA, Office of Internal Audit's Web page
at the following Web address (URL):
http://www.mfia.state.mi.us/01A/index.htm
c.
RA agrees to participate in audit cost related to the audit as described
in other sections of this Agreement.
2. Audit Reporting Requirements
a. If Contractor is required per OMB Circular A-133 to have a Single
Audit performed, Contractor must submit the Reporting Package and
an Audit Transmittal Letter to the address below in accordance with
the time frame established in the Circular.
b. Reporting Package includes:
1) Financial statements and schedule of expenditures of Federal
award ((s)
2) Summary schedule of prior audit findings
3) Auditor's report(s)
4) Corrective action plan
c. Mailing address for all information:
Michigan Family Independence Agency
Office of Internal Audit
235 South Grand Avenue, Suite 1112
Lansing, Michigan 48909
Attention: William Addison, CPA
3. Audit Transmittal Letter
a. Contractor is responsible to identify in an Audit Transmittal Letter all
organizations it operates that administer F1A subrecipient programs
and the different names Contractor may use to contract with F1A.
Contractor is responsible for proper completion and submission of an
Audit Transmittal Letter. This letter, to be accurately processed by
FIA, must include the following information:
1) Contractor's name as reported in all of FIA Agreement(s);
2) Contractor's Federal Identification Number as reported on FIA
Agreement(s);
3) Contractor's fiscal year end;
4) Identify other name(s) and other Federal Identification
Number(s) used by Contractor.
-13-
b. If a Single Audit is not required per OMB Circular A-133, Contractor
must still submit an Audit Transmittal Letter stating why a Single Audit
was not required and Contractor's fiscal year the letter pertains to. The
Audit Transmittal Letter should include items stated in the section,
"Audit Transmittal Letter", described above. The letter may be mailed
to the address above or FAX to (517) 373-8771.
4. Audit' Costs
No audit costs may be charged to RA when audits required by this
Agreement have not been performed or have not been performed in
accordance with OMB Circular A-133 requirements. Late submission of the
Single Audit report is considered non-compliance with this section and may
be grounds to impose sanctions.
5. Audit Sanctions
FIA may impose sanctions if Contractor fails to adhere to any of the audit
requirements in this Agreement. In cases of continued inability or
unwillingness to comply with audit requirements, FIA may impose sanctions
such as:
a. Withholding a percentage of Federal awards until the audit is
completed satisfactorily,
b. Withholding or disallowing overhead costs,
c. Suspending Federal award(s) until the audit is conducted; or
d. Terminating the Federal award(s).
U. Agreement Inclusiveness
This Agreement with the previously mutually approved Application incorporated
by reference and made a part of this Agreement, is intended by the parties as the
complete and final expression of their agreement with respect to the terms and
may not be contradicted by evidence of any prior contemporaneous agreement,
oral or otherwise.
V. Continuity of Service
Each party agrees that they shall use due diligence to insure services to FIA or its
clients shall not be disrupted by technology problems, which are within the control
of the party. As used in this paragraph, the word technology includes, but is not
limited to, computer hardware and software used by Contractor to provide client
services.
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 Contractor to the terms set forth in this
Agreement.
Dated at , Michigan OAKLAND CO PROSECUTING ATTORNEY
(Enter Court Identification)
this day of , 2003 By:
Prosecuting Attorney
Witness:
(Print Name)
Dated at , Michigan THE COUNTY OF OAKLAND
(Contractor)
this day of ,2003 By:
Chairperson, County Board of Commissioners
Witness:
(Print Name)
Dated at , Michigan FAMILY INDEPENDENCE AGENCY
this ' dey of , 2003 By;
Director
Witness:
Contract #: CSPA-04-63002
! 4
CS/PA -04-63002 CONTRACT No.
2,039,823
(0)
Maximum Net IV-D Expense
Under (Over) State Maximum
L. It
TITLE IV-D COOPERATIVE REIMBURSEMENT CONTRACT
BUDGET
A. CONTRACT-DESCRIPTION
COUNTY Oakland
PROVIDER FOC X PA COMBINATION
FUNDING YEAR 2004
COLUMN I L - COLUMN It COLUMN III
PROPOSED PROVIDER'S
IV-D TOTAL
B. ALLOCATION FACTORS BUDGET ELIGIBLE BUDGET
1. Total FTE Positions (Foc, PA, COMB) th it- 24.00 24.00
A. Enforcement (Foc &MR COMB)
B. Establishment (PA WOR COMB) 24.00 24.00
2. % of Total FTE's (IV-0 Allocation Factor) 100.00% 100.00%
A. Enforcement (FOC &MR COMB)
B. Establishment (PA &MR COMB) 100.00% 100.00%
3. Caseload % (Foca, COMB) .
PROPOSED PROVIDER'S -
• IV-D TOTAL
C. BUDGET CATEGORIES BUDGET ELIGIBLE BUDGET
1. Personnel a es 1,687,085 1,687,085
2. Data Processin. elk 16,587 $ 16,587
3. Other Direct $ 014 237,311 $ 237,311
4. Central Services • $ 91,490 $ 91,490
5. Patemit Testing (PA/COMB Only) $ 7,350 $ 7 350
6. Total Budget $ 2,039,823 $ • 2,039,823
7. Service Fees (FOC & COMB Only) NOT APPLICABLE
8. Mediation Fees (FOC & COMB) NOT APPLICABLE -
9. Other Income (Describe) NOT APPLICABLE "
10. Net Budget $ 2,039,823 $ . 2,039,823
.,. . .. . ., . .
11. County Share @ 34% $ 693,540 •
, ....
12. State Share i• 66% $ 1,346,283
13. Total IV-D Eligible Program Cost $ 2,039,823 .
14. State Funding Supplement $ 71,183 ,
15. -Total FIA Obligation (less incentives): $ ' 1,417,466 i.:__
arnnl • 8:01 AM -4-
4 L co •
MISC. #03318 FISCAL NOTE November 20, 3003
BY: FINANCE COMMITTEE, CHUCK MOSS, CHAIRPERSON
IN RE: PROSECUTING ATTORNEY - FY 2004 COOPERATIVE REIMBURSEMENT PROGRAM
(CRP) CONTRACT ACCEPTANCE
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Chairperson, Ladies and Gentlemen:
Pursuant to Rule XII-C of this Board, the Finance Committee has
reviewed the above referenced resolution and finds:
1. The Prosecuting Attorney is requesting the acceptance of
the FY 2004 Cooperative Reimbursement Program Grant.
This is the 31st year of grant acceptance.
2. The grant award of $2,039,823 is $89,929 (4.61%) greater
than the current award. The Federal contribution is
$1,346,283 (66%), the County match is $622,357 (30.51%),
and the State supplement is $71,183 (3.49%).
3. In addition to the County match requirements, the County
is expected to incur $91,490 in administrative and
support costs, which have been included in the FY 2004
budget. This grant allows for recovery of those costs.
4. An amendment is recommended to the Prosecuting
Attorney's Cooperative Reimbursement Program Grant
budget as shown in Attachment A.
5. The grant match amount of $622,357 is included in the FY
2004 Adopted Budget Non-departmental grant match line
item.
6. A budget amendment is recommended to transfer the grant
match funds to the Prosecuting Attorney's grant match
line item as follows:
General Fund FY 2004
Expenditures
90-290000-25000-2872 Non-Dept. - Grant Match ($622,357)
41-211000-43200-2872 Prosecutor - Grant Match $622,357
0
FINANCE COMMITTEE
FINANCE COMMITTEE
Motion carried unanimously on a roll call vote with Moffitt and
Crawford absent.
G. William Caddell, County Clerk
I •
Resolution #03318 November 20, 2003
Moved by Wilson supported by Hatchett the resolutions on the Consent Agenda be adopted (with
accompanying reports being accepted).
AYES: Coleman, Coulter, Crawford, Gregory, Hatchett, Jamian, Knollenberg, Kowall, Law, Long,
McMillin, Middleton, Moffitt, Moss, Palmer, Patterson, Potter, Rogers, Scott, Suarez, Webster, Wilson,
Zack, Bullard. (24)
NAYS: None. (0)
A sufficient majority having voted therefore, the resolutions on the Consent Agenda were adopted (with
accompanying reports being accepted).
OEM
I HEREBY APPROW THE FOREGOING RESOLUTIO"
II 6 3 /0
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 20, 2003 with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the ounty of Oakland at
Pontiac, Michigan this 20th day of November, 2003.