HomeMy Public PortalAboutr 07:116
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No. 07-116
Date of Adoption
AUTHORIZING MAYOR TO EXECUTE 2007 BOROUGH OF
CARTERET OFFICE ON AGING GRANT AGREEMENT WITH
MIDDLESEX COUNTY OFFICE ON AGING
WHEREAS, the Borough has received the 2007 Office on Aging Grant from
Middlesex County Office on Aging; and
WHEREAS, it is in the best interest of the Borough to execute said agreement.
NOW, THEREFORE, BE IT RESOLVED by the Borough Council that the
Mayor and Municipal Clerk are hereby authorized to execute the 2007 Office on
Aging Grant from Middlesex County Office on Aging.
Adopted tIus lih day of April, 2007
and certified as a true copy of the
original on April 13th ,2007.
KATHLEEN M. BARNEY, RMC/CMC
Municipal Clerk
RECORD OF COUNCIL VOTE
COUNCILMAN
YES NO NY A.B.
COUNCILMAN
YES NO NY' A.B.
x
DIAZ
KRUM
x
x
x _ Indicate Vote AD - Absent NV - Not Voting XOR - Indicates Vote to Overrule Veto
Adopted at a meeting of the Municipal Council
. x=~,' 2007 ~..
/ ' CLER~
,2007
x
Freeholder Director
Blanquita B. Valenti, Chairperson
Committee of Human Services
David B. Crabiel
Stephen J. Dalina
Deputy Director
Margaret R. Chester
Executive Director, Department on Aging
- Camille Fernicola
H. James Polos
John Pulomena
Christopher D. Rafano
Blanquita B. Valenti
Freeholders
PHONE 732-745-3295
FAX 732-246-5641
Middlesex County Administration Building
John F. Kennedy Square, 5th Floor
New Brunswick, N.J. 08901
~
March 7, 2007
Ellen Ransdell
Carteret Senior Center
100 Cooke Avenue
Carteret, NJ 07008
Dear Ellen,
Enclosed please find four copies of the 2007 contract(s) for your review.
Also enclosed is a Targeting Assurance Plan which must be completed and returned with
your signed and sealed contract. Contracts returned to this office without a completed Targeting
Assurance Plan will be returned to the grantee, as we will be unable to process your contract
without this item.
If you find the terms and reQuirements acceptable. please have the followin2 pa2es
completed. Return all four (4) contracts. with ori2inal si2natures. and the Tar2etin2
Assurance Plan to the attention of Melyssa Lewis as soon as possible.
Page 10 ........................................ ....... .Financial Officer
Page 11 .............................................. ..Authorized Agency Official Signature
(Mayor! Authorized Official)
Page 12 .............................................. ..Authorized Agency Official Signature
(Mayor! Authorized Official)
Page 18 ................................................Authorized Agency Official Signature
(Mayor! Authorized Official)
Page 18 ................................................Witness Signature and
Seal or Notarization
Thank you for your time and cooperation in this matter.
cc: Melyssa Lewis
Assistance..... .Advocacy..... .Answers on Aging
Serving Middlesex County Seniors For Over 36 Years
MIDDLESEX COUNTY DEPARTMENT ON
AGING
ALL TARGETING PLANS ARE DUE IN THIS OFFICE WITH THE RETURN OF
YOUR CONTRACT.
2007 TARGETING ASSURANCE PLAN:
GRANTEE: CARTERET OFFICE ON AGING
SERVICE: INFORMATION t ASSISTANCE t TRANSPORTATION
EXECUTIVE DIRECTOR: ELLEN K. RANSDELL
For each of the services vou are funded for provide a tanteting assurance plan. Answer
all Questions below and sign the second page.
I.
(A) Describe what specific objectives your organization has set for providing
services to older individuals with the greatest economic need, and seniors with
the greatest social need, with particular attention to low income minority
individuals and outline the proposed methods you are using to carry out the
preferences.
II.
(A) Identify your target population(s) (See page 15 of your contract).
(B) How many older individuals are in each of the target groups you serve in
your service area?
(C) Describe the methods used to satisfy the needs of each target group in your
service area.
III.
(A) Identify the number of low income minority older individuals in the area you
serve.
(B) Describe the methods used to satisfy the needs of such low income minority
older individuals.
(C) Describe to what extent your organization has met the objective described in
IA.
1
I.
(A)
Outreach via local channel 36 cable TV, flyers, posters, handouts,
mailings to churches, low income housing complexes and other local
non profit organizations, to advertise our services, continue to visit
homes of those seniors that cannot come to the Office on Aging for
services.
Informational and assistance programs available at the Office on Aging
community room Carteret Housing Authority and the Carteret Health
Department, encompassing the new Medicare part D. P AAD, SHIP
program etc., and any other counseling needed for older, economically
disadvantaged and minority individuals.
II.
(A) Poverty, Minority, Frail/Disabled
(B) Poverty (1,014 Units) Minority (1758 Units) Frail/Disabled
(6,760 Units)
(C) Posting information on Local Access T.V. channel, library,
housing complexes, local newspaper and Borough of
Carteret's Newsletter.
III.
(A) (20)
(B) The method used to satisfy the needs of low income minority
and older individuals; first identify the needs by interviewing
the client, thereby providing them with the necessary
information to solve the problem. If the client requires
assistance in completing the forms we grant them the
required assistance. We inform them of various programs
that low income/older individual may qualify for. We also
have a SHIP counselor on staff to help with Medicare issues.
(C) Providing assurance that each activity undertaken by the
provider, including, planning, advocacy and systems
development, includes a focus on the needs of low income
minority older individuals.
COUNTY OF MIDDLESEX
DEPARTMENT ON AGING
GRANT AGREEMENT
Grant Agreement Number
OAA-2451
Date
1/1/07- 12/31/07
Appropriation Code 12-002
Funding Source OAAf Title IIIB)
Project Carteret Office onA2:in2: - Assisted Transportation
Grantee
. Borou2:hof Carteret
Grant Agreement Pages 1 thru 18 (with attachments)
1.
Thjr '\GREEMENT; made this day of , 2007 between the, COUNTY OF
ML_ LESEX, a municipal corporation of the State of New Jersey, having its principal offices at One J.F.K.
Square, City of New Brunswick, County of Middlesex, State of New Jersey,hereinafterrefertedto a.s the "County"
and
Name:
Borough of Carteret
Address: 100 Cooke Ave, Carteret NJ 07008
hereinafter referred to as the "Subgrantee".
Witnesseth that:
1. TERM OF AGREEMENT
This Agreement shall be in effect for a twelve month period beginning January 1,2007 through December
31, 2007. At the discretion of the County, the agreement may be renewed or extended on an annual basis
for the subsequent two years subject to the availability and appropria.tion ariiluallyof sufficient funds
required to meet any grant obligation extending beyond a 12 month period. This agreement coincides with
the approved 2007-2009 Area Plan Contract with the State Department of Health & Senior Services.
II COMPLIANCE WITH EXISTING LAWS
The Subgrantee.in order to induce the County to award this contract, agrees in the performance of
this contract to comply with all federal, state and municipal laws, rules, and regulations generally
applicable to the activities by whomsoever performed in which Subgrantee is engaged in the
performance of this contract. Failure to comply with suchlaws, rules or regulations shall be
grounds for termination of this agreement.
III INSURANCE
Insurance of the type described in Section XII and the Program Scope of Services.
IV INDEMNIFICA nON
The Sub grantee shall defend, indemnify and otherwise save harmless the County of Middlesex, its
agencies, departments, bureaus, boards, officials, agents and employees from any and all claims or
actions at law, whether for personal injury, property damage or liabilities, including but not limited to
the costs of defense, experts court fee expenses (a) which arise from acts or omissions, whether negligent
or not, of the Subgrantee or its agents, employees, servants, subcontractors, material suppliers or others
working for the Subgrantee, or (b) which arise from any failure to perform the Subgrantee's obligations
under this contract or any improper performances.
V ASSIGNABILITY
The Subgrantee shall not subcontract any of the work or services covered by this contract, nor shall
any interest be assigned or transferred except as may be provided for in this contract or with express
written approval of the County.
2.
A V AILABILITY OF FUNDS
The parties hereto recognize and agree that continuation of funding under this contract is expressly
dependent upon the availability of funds appropriated by the County of Middlesex from State or
Federal revenue or such other funding sources as may be applicable. The County shall not be held
liable for any breach of this agreement because of the absence of available funding appropriations.
In addition, the sub grantee shall not anticipate future funding from the County beyond the duration
of time period set forth in this agreement and in no event shall this agreement be constructed as a
commitment by the County to expend funds beyond the termination date set forth herein.
VII PROCUREMENT
Procurement of supplies, equipment and other services with funds provided by this contract shall
be accomplished in a manner generally consistent with Administration of Grants, Code of Federal
Regulations Title 45, Part 74 which shall be provided to the Subgrantee, upon request, by the
County. Adherence to the standards contained in those applicable federal and state laws and
regulations does not relieve the Subgrantee of the contractual responsibilities arising under its
procurements. The Subgrantee is the responsible authority, without recourse to the County
regarding the settlement and satisfaction of all contractual and administrative issues arising out
of procurements entered into in support of a contract.
VIII PROPERTY MANAGEMENT STANDARDS
Property furnished by the County or acquired in whole or in part with federal or state funds
whose cost was charged to a project supported by federal or state funds shall be utilized and
disposed of in a manner consistent with Administration of Grant, Code of Federal Regulations,
Title 45, Part 74.
IX METHOD OF PAYMENT
Progress payments shall be made by the County on a quarterly basis. Such payment shall be
issued upon receipt of the required financial and programmatic reports.
At the County's discretion, a final payment can be withheld pending receipt of final reports.
If applicable, this payment will not exceed ten percent of the total contract amount.
X FINANCIAL AND PERFORMANCE REPORTING
Interim expenditure reports shall be submitted on a quarterly basis. These reports certified by
the Chief Financial Officer, shall be submitted no later than five (5) business days following the end of
the Report period.
3.
Performance reports shall be submitted on a quarterly basis as outlined in the
Program Scope of Services. These reports shall be submitted no later than five (5) business days
after the end of each reporting period.
A final financial and program report shall be submitted by the Subgrantee no later than 10
days after completion of the contract period or termination of the contract.
Ifreports are not submitted as required, the County may, at its discretion, suspend payments
on this contract or any contract entered into between the County and the Subgrantee. Failure to comply or
properly report on a quarterly basis as required by the federal Administration on Aging and State
Department of Health & Senior Services NAPIS mandate can result in the grant being terminated.
XI FINANCIAL MANAGEMENT SYSTEM
Subgrantee financial management system shall provide for:
Accurate, current and complete disclosure of the financial results of each portion of contract.
Records that adequately identify the source and application of funds for County supported
activities. These records shall contain information pertaining to grant awards and
authorizations, obligations, unobligated balances, assets, liabilities, outlays and income.
Effective internal and accounting controls over all funds, property and other assets. The
Subgrantee shall adequately safeguard all such assets and shall assure that they are used
solely for authorized purposes.
Comparison of actual outlays with budgeted amounts for each contract. Also relation of
financial information with performances or productivity data, including the production of
unit cost information required by the County.
Accounting records that are supported by source documentation.
Procedures to minimize the time elapsing between the advance of funds from the County
and the disbursement by the Subgrantee, whenever funds are advanced by the County.
If the County determines that the Subgrantee accounting system does not meet standards
described under this section, additional information to monitor the contract may be required
by the County upon written notice to the Subgrantee until such time as the system meets
with County approval.
VII INSURANCE
Anyone handling grant funds must be bonded in compliance with NJ.S. 40A:5-34 (Bonds of
officials and employees).
4.
XIII SUBGRANTEE'S GOVERNING BODY
A resolution by the Subgrantee's Board of Directors or governing body indicating acceptance
of the obligations under the grant agreement must be provided. The resolution should indicate
the authorized signatures of the agreement. The governing body seal should be affixed on the
resolution and on each COpy of the agreement
XIV NON-DISCRIMINATION ON THE BASIS OF HANDICAP
The Sub grantee in accepting this contract agrees to comply with the specific provisions
implementing Section 504 of the Rehabilitation Act of 1973 (Public Law 93-112). These
provisions are detailed in the Code of Federal Regulations, Title 45, Part 74 and were issued in the
Federal Register, Volume 42, No. 86, May 4,1977. Section 504 stipulates that no otherwise
qualified handicapped individual shall, solely by reason of his handicap, be excluded from
participation in, be denied the benefits of, or be subject to discrimination under any program
or activity receiving any Federal financial assistance.
XV ACCESS TO RECORDS
The Subgrantee in accepting this contract agrees to make available to the County, any federal
or state agency whose funds are expended in the course of this contract, or any other duly
authorized representatives, pertinent accounting records, books, documents, papers as may be
necessary to monitor and/or audit Sub grantee operations.
All visitations, inspections and audits including visits and requests for documentation in
discharge of County responsibilities, shall as a general rule provide for prior notice when
reasonable and practical to do so. However, the County retains the right to make unannounced
visitations, inspections and audits as deemed necessary.
The County reserves the right to have access to records of any Subgrantees and requires the
contractor to provide for County access to such records on any contract or grant with the
Sub grantee.
The County reserves the right to have access to all work papers produced in connection with
audits made by the Sub grantee or by independent Certified Public Accountants or
licensed public accountants hired by the County to perform such audits.
XVI RECORD RETENTION
Financial records, supporting documents, statistical records, and all other records pertinent
to the contract shall be retained for a period of three years or until closure of final audit
report, whichever is longer. The retention period starts from the date of submission of the final
expenditure report.
The County may request transfer of certain records to its custody from the Subgrantee
when it determines that the records possess long-term retention value and will make
arrangements with the Sub grantee to retain any records that are continuously needed
for joint use.
5.
III UNEXPENDED FUND BALANCE
The Subgrantee may incur costs only during the period set forth in this Agreement.
Expenditures made before or after these dates shall be disallowed. Accrued expenditures
must be liquidated within 30 days after the close of the contract period and any
unexpended fund balances remaining shall be returned to the County as instructed at
that time.
XVIII MONITORING OF PROGRAM PERFORMANCE
The Subgrantee shall constantly monitor the performance under grant supported
activities to assure that time schedules are being met, projected work units by time
periods are being accomplished, and other performance goals are being achieved as
defined in the Program Scope of Services.
The Subgrantee shall inform the County of the following types of conditions which
affect program objectives and performance as soon as they become known:
1. Problems, delays or adverse conditions which will materially affect the
ability to attain program objectives, prevent the meeting oftime schedules
and goals, or preclude the attainment of project work units by established
time periods. This disclosure shall be accompanied by a statement of the
action taken, or contemplated, and any County assistance needed to resolve
the situation.
2. Favorable developments or events which enable meeting time schedules and
goals sooner than anticipated or producing more work units than originally projected.
The County will make site visitations to:
Review program accomplishments, financial and program management control systems and provide
technical assistance as may be required.
XIX BUDGET REVISION AND MODIFICATION
This section sets forth criteria and procedures to be followed by the Subgrantee in reporting
deviations from the approved budget and in requesting approvals for budget revisions and
modification. Revisions and modifications to this contract must be requested by the
Subgrantee and approved by the County, in writing.
Subgrantee shall request, in writing, approval from the County Department on Aging, a revision or
modification for the following reasons:
6.
Changes in scope, objective, or timing ofthe project or program.
The need for additional funding.
The revisions involve the transfer of amounts budgeted from one line item to another.
The County may also, at its option, restrict transfers of funds amount direct cost categories
for contracts which exceed $100,000 when the cumulative amount of such transfers exceeds
or is expected to exceed five (5) percent of the total budget. The same criteria shall apply
to the cumulative amount of transfers among programs, functions, and activities when
budgeted separately for a contract, except that the County shall permit no transfer that
would cause any Federal or State appropriation, or part thereof, to be used for purposes
other than those intended.
When requesting approval for budget revisions, the Subgrantee shall clearly show the
change in cost categories using the budget form provided by the County Department on Aging.
If the Subgrantee is making program expenditures or providing contract service at a rate
which, in the judgement of the County, will result in substantial failure to expend the
contract amount or provide contract services, the County may so notify the Subgrantee.
If after consultation, the subgrantee is unable to develop to the satisfaction of the county a
plan to rectify its low level of program expenditures or contract services, the County may,
upon thirty (30) days notice to the Subgrantee, reduce the contract amount by a sum so
that the revised contract amount fairly projects program expenditures over the contract
period. This reduction shall take into account the subgrantee fixed costs and shall
establish the committed level of service for each program element of contract services at
the reduced contract amount.
XX AUDIT REQUIREMENTS
Audit of operations under this contract shall be conducted in the method specified in
Attachment A, 1. (C).
Examinations in the form of audits will be conducted by qualified individuals who are
sufficiently independent of those who authorize the expenditure of contract funds, to
produce unbiased opinions, conclusions or judgements. These audit examinations
are intended to ascertain the effectiveness of the financial management systems and
internal procedures that have been established to meet the terms and conditions of
the contract and that accounts and financial statements present fairly the results of
the Sub grantee operations.
7.
XXI TERMINATION AND SUSPENSION
The following definitions shall apply for the purposes of this section:
Termination _ The termination of a contract means the cancellation of assistance, in
whole or in part, under a contract at any time prior to the date of completion.
Susvension - The suspension of a contract is an action by the County which temporarily
suspends assistance under the contract pending corrective action by the Subgrantee
or pending a decision to terminate the contract by the County.
Disallowed cost _ Disallowed costs are those charges to the contract which the County or
its representatives determine to be beyond the scope of the purpose of this contract,
excessive, or otherwise unallowable.
When the Subgrantee has failed to comply with contract award stipulations, standards,
or conditions, the County may upon thirty days' notice to the Subgrantee, suspend the
contract and withhold further payments; prohibit the Subgrantee from incurring
additional obligations of contract funds pending corrective action. If Subgrantee
could not reasonably avoid obligations during the period of suspension they must still
meet the provisions of Administration of Grants, Code of Federal Regulations Title 45,
Part 74.
The County may terminate the contract, in whole or in part, upon thirty (30) days notice, whenever it
is determined that the Subgrantee has failed to comply with the conditions ofthe contract.
The County shall promptly notify the Subgrantee, in writing, ofthe determination and the
reasons for the termination together with an effective date. Payments made to the Subgrantee
or recoveries by the County under the contract when terminated for cause, shall be in accord with
the legal right and liability of the parties.
The County and the Subgrantee may terminate the contract in whole, or in part, when both
parties agree that the continuation of the project would not produce beneficial results
commensurate with the further expenditure of funds. The two parties shall agree upon the
termination conditions including the effective date and in case of partial terminations, the
portion to be terminated. The Subgrantee should not incur new obligations for the
terminated portions after the effective date; and shall cancel as many outstanding obligations
as possible.
The Contract Closeout Procedures in Section XXII ofthis contract shall apply in all cases of
termination of the contract.
8.
XXII CONTRACT CLOSEOUT PROCEDURES
The following definitions shall apply for this Section:
Contract Closeout - The closeout of a contract is the process by which the County determines
that all applicable administrative actions and all required work of the contract have been
completed by the Subgrantee.
Date of Completion - The date when all activities under the contract are completed or the
expiration date in the award document, or any supplement thereto.
The Sub grantee shall submit a final report upon completion of the contract period or termination
of the contract.
The Subgrantee will, together with the submission of the final report, refund to the County any
unexpended funds or unobligated (unencumbered) cash advanced except such sums that have
been otherwise authorized, in writing, by the County.
Within the limits of the contract amount, the County may make a settlement for any upward or
downward adjustments or costs after these reports are received.
In the event a final audit has not been performed prior to the closeout of the contract, the
County retains the right to recover any appropriate amount after fully considering the
recommendations on disallowed costs resulting from the final audit.
The Subgrantee shall account for any property acquired with contract funds or received
from the County in Accordance with the provisions of the Property Management Standards
as referenced in this contract.
9.
Attachment A
A CONTUCTI3ETWEEN
COUNTY OF MIDDLESEX
AND
Borough of Carteret
(Subgrantee)
Additional Contract Provisions
Attachment A hereby annexed to and provides for additional contract provisions and conditions between the
County of Middlesex and Borough of Carteret as detailed below.
(Subgrantee Organization)
1. AUDIT REOUIREMENTS
A. Any audit required under Section XX ofthis contract may be conducted on an organization
wide basis and on the calendar fiscal year. It is the County's understanding that the
Subgrantee fiscal year ends on
Any changes in the fiscal year must be reported imrilediately to the County.
B.
(X)
This is a new contract which is subject to the initial audit requirements defined in
in Section XX.
() This is not a new contract and is not subject to the initial audit requirements
C. The following method has been designated in performing audits.
() State Auditors
() Departmental internal auditors
() CP A firm appointed by the County
(X) CP A firm appointed by the Sub grantee
() Other
10.
Attachment B
STATEMENT OF ADEQUACY OF ACCOUNTING SYSTEM
Department on Aging
County of Middlesex
1 JFK Square, 5th Floor
New Brunswick, New Jersey 08901
~ the alP of the ,
I{i~ and, in this capacity, I will be respon
maintaimng the financial accounts for grant funds under this contract.
The accounting system that will be established and maintained for the purpose of this contract will be
adequate to:
(1) Provide for accurate identification of the receipts and expenditures of federal or state funds
from the Middlesex County Department on Aging for approved budget cost categories;
(2) Provide for documentation supporting each book entry, filled in such a way that it can be
readily located;
(3) Provide accurate and current financial reporting information;
(4) Be integrated with a strong system of internal controls; and
(5) Will conform to any and all requirements, guidelines or regulations the federal or state
funding source may issue.
Sign~~it;
C fc:>
Title
] /)-0/07 7
Date
11.
Attachment C
AFFIRMA TIVE ACTION STATEMENT
P.L. 1975, C. 127 (NJ.A.C. 17:27)
MANDATORY AFFIRMATIVE ACTION LANGUAGE
FOR EMPLOYMENT GOAL COMPLIANCE
Procurement, Professional and Service Contracts
During the performance of this contract, the contractor agrees as follows:
1. The contractor or subcontractor agrees to attempt in good faith to employ minority and female workers
consistent with the applicable county employment goals prescribed by NJ.A.C. 17:27-5.2
promulgated by the Treasurer pursuant to P.L. 197, c. 127, as amended and supplemented from time to
time or in accordance with a binding determination of the applicable county employment goals
determined by the Affirmative Action Office pursuant to N.J.A.C. 17:27-5.2 promulgated by the
Treasurer pursuant to P.L. 1975, c. 127, as amended and supplemented from time to time.
2. The contractor or subcontractor agrees to inform in writing appropriate recruitment agencies in the
area, including employment agencies, placement bureaus, colleges, universities, labor unions, that it
does not discriminate on the basis of age, creed, color, national origin, ancestry, marital status,
affectional or sexual orientation or sex, and that it will discontinue the use of any recruitment agency
which engages in direct or indirect discriminatory practices.
3. The contractor or subcontractor agrees to revise any of its testing procedures, if necessary, to assure
that all personnel testing conforms with the principles of job-related testing, as established by the
statutes and court decisions of the State of New Jersey and as established by applicable Federal law
and applicable Federal court decisions.
4. The contractor or subcontractor agrees to review all procedures relating to transfer, upgrading,
downgrading and layoff to ensure that all such actions are taken without regard to age, creed, color,
national origin, ancestry, marital status, affectional or sexual orientation or sex, and conform with
applicable employment goals, consistent with the statutes and ans court decisions of the State of New
Jersey, and applicable Federal law and applicable Federal court decisions.
Signature of Aut rized Agency Official
rlouJ tD i re(!d?or
Title
3~~q-07
Date
12.
Attachment D
Assurance of Compliance with the Department of
Health, Education and Welfare Regulation Under
Title VI of the Civil Rights Act of 1964
Borough of Carteret hereinafter called the Sub grantee ) hereby. agrees that it will comply with Title VI of
the Civil Rights Act of 1964 (P.L. 88-352) and all requirements imposedby or pursuantto the Regulation of the
Department of Health, Education and Welfare (45 CFR Part 80) issued pursuant to that title, to the end that, in
accordance with the Title VI of that Act and the regulation, no person in the United States shall, on the ground of
race, color, or national origin, be excluded from participation in, be denied the benefits of, or he otherwise
subjected to discrimination under any program or activity for which the Subgrantee receives Federal financial
assistance from the MIDDLESEX COUNTY DEPARTMENT ON AGING, a recipient of Federal financial
assistance from the Department a(hereinafter called Grantor); and hereby gives assurance that it will immediately
take any measures necessary to effectuate this agreement.
If any real property or structure thereon is provided or improved with the aid of federal financial assistance,
extended to the subgrantee by the grantor, this assurance shall obligate the suhgrantee, or in the case of any
trc fer of such property, any transferee, for the period which the real property or structure is used for a purpose
fOI'~hich the federal financial assistance is extended or for another purpose involving the provision of similar
services or benefits. If any personal property is so provided, this assurance shall obligate the subgrantee for the
period during which it retains ownership or possession of the property. In all other cases, this assurance shall
obligate the subgrantee for the period during which the federal financial assistance is extended to it by the grantor.
This assurance is given in consideration of and for the purpose of obtaining any and all federal grants, loans,
contracts, property, discounts or other federal financial assistance extended after the date hereof to the sub grantee
by the grantor, including installment payments after such date on account of applications for federal financial
assistance which were approved before such date. The subgrantee recognizes and agrees that such federal
financial assistance will be extended in reliance on the representations and arguments.made in this assurance, and
that the grantor or the United States or both shall have the right to seek judicial enforcement of this assurance.
This assurance is binding on the sub grantee, its successors, transferees and
assignees, and the person or persons whose signatures appear below are u orized to sign this assurance on
behalf of the subgrantee.
3-/),Cf -07
Date
Signature of Aut orized Official
JnccJ 0 I r-~Cjmr
Title
13.
Attachment E
Reports
In addition to the condition listed under Financial and Performance Reporting, the sub grantee agrees to
submit all monthly and quarterly fiscal and programmatic reports which are due to the County by the fifth (5)
working day of the month in which they are due. Further, the subgrantee agrees to complete all other reports the
County may require them to do and to return these reports by the date specified by the County.
Attachment F
Monitoring
In addition to the conditions listed under Monitoring of Program Performance, the subgrantee agrees to
allow the County to monitor the fiscal and programmatic elements of its program two times a gnint year.
Attachment G
Compliance with Americans with Disability Act
The sub grantee agrees to comply with the provisions of the Americans with Disability Act. The
StrOgrantee shall make the programs and services for which the County is contracting available and accessible to
those who are disabled, as well as those who are not disabled. The sub grantee upon request by the County will
have to provide the methods by which it will comply.
Attachment H
Meetings
The sub grantee agrees to attend the four yearly grantee meetings mandated by the County, at a time and
place specified by the County.
Attachment I
Client Contributions
Any client contributions collected as a result of client services under this grant shall_be used to directly
expand the services provided for within the grant. A separate account must be kept for all funds voluntarily
Tibuted by clients to ensure fiscal accountability and for audit purposes.
14.
Attachment J
FUNDING: OAA (Title TIIB)
PROGRAM SCOPE OF SERVICES - Borough of Carteret
The County of Middlesex entered into a contract with the State of New Jersey,
Department of He,alth and Senior Services, for the purpose of providing services primarily for older
adults under the County Department on Aging Area Plan contract.
Under Rules and Regulations for County Offices on Aging, N,J.AC. 5:71-1.2 ~: and
the County Department on Aging Area Plan Contract, the County Departlnent on Aging has been
provided authority and responsibility to administer these Programs.
The Area Plan Contract with the N.J. Department of Health and Senior Services
stipulates the County of Middlesex, Department on Aging will provide funding for Assisted
Transportation services through an agreement with the Borough of Carteret.
In consideration of the payment of said monies and the services to be rendered, the
subgrantee does hereto promise, covenant and agree as follows:
15.
1. Assisted Tra.nsportation
Provision of individualized linkage for functionally impaired or isolated older persons to
enable them to utilize community facilities and services, such as banks, stores, medical resources,
and other necessary destinations which they are unable to access due to transportatioh and/or health
barriers. Ea.chcontacteQuals one unit.
A. The Borough of Carteret shall:
1. Provide a minimum number of 13,520 units of Assisted Tra.nsportation, to a minimum Dumber of 150
clients, age 60 and over, and targeting Minority, Poverty and Frail/Disabled seniors; age 60 and over. The
subgrantee agrees to provide the following minimum amount of units and clients to these target.
populations:
Poverty
Minority
Frail/Disabled
1,014 Units
1,758 Units
6,760 Units
13 Clients
20 Clients
75 Clients
B. Provide sufficient staff as outlined in the RFP narrative and budget to ensure seniors obtain the services
outlined.
C. Maintain responsibility for informing the County of any changes or new developments in the service.
Maintain direct responsibility as employer of such staff employed in the provision of the Assisted
Transportation activities, for payment of wages and other compensation, reimbursement of expenses and
compliance with Federal, State and Local tax withholdings, workmen's compensation and temporary
disability, social security, unemployment, general liability insurance and other obligations imposed on the
employer of such personnel. Evidence of at least $1,000,000 comprehensive general liability insurance shall
be provided to the County with the County named as an additional insured.
E. Submit all billings to include: a voucher, as provided by the County of Middlesex, to include the services
rendered during the billing period and the signature of the authorized agent ofthe Subgrantee.
16.
F. Submit the Middlesex County miscellaneous voucher, within five business (5) days after the previous
quarter: April 7, 2007; July 10,2007; October 6, 2007 and January 8, 2008
To: Middlesex County Department on Aging, Fiscal Officer, JFK Square, 5th Floor,
New Brunswick, N.J. 08901.
G. Submit all programmatic records and report, to include units of service and number of un duplicated
clients, to the County Department on Aging Program Officer by the time specified to ensure compliance
with State Department of Health and Senior Service requirements.
H. Comply with the programmatic and fiscal NAPIS reporting requirements for all area plan contracted
programs. NAPIS reporting compliance is mandated to meet federal and state program and fiscal
requirements for all grantees. This includes reporting on: elderly clients receiving services: types of
services being provided, age, gender, poverty status, ethnicity, race; or caregivers receiving services:
types of services being provided, age, gender, ethnicity, race, relationship to care recipient; or grandparent
relationship information.
1. Maintain uniform records of clients and services described herein and make such records
available to the County during the duration of the contract for any audit purpose.
J. Agree not to enter into any subcontract for the performance of these contract grant agreement
obligations without the expressed written prior consent of the County Department on Aging.
K. This agreement will be in effect from January 1,2007 through December 31, 2007.
L. This agreement may be amended or extended by agreement of both parties and resolution
of the County of Middlesex.
M. While there are no client fees associated with the program, the grantee must establish policies
for acceptance of client contributions for grant services, keep such contributions in a separate
account, and be used solely for purposes of this grant. Appropriate procedures to safeguard and account
for all contributions must be established. Each older person must be provided with an opportunity to
voluntarily contribute to the cost of the service; and the privacy of each older person with respect to his
17.
M. Grantee will endeavor to give priority for services to older low income, frail and minority
semors.
N. The County Department on Aging shall pay to The Borough ofCa:rteret a maximum of
$ 7,000 during the contract period dependent upon the services provided and subject to the availability
of sufficient funds from the State and attempt to provide grant service to impoverished minority seniors
in at least the same proportion as the population of impoverished minority seniors residing in the
grantees area of service.
18.
The Grantee agrees to perform the services described in the Program Scope of Services
in the manner outlined. The provisions of this contract including all attachments, shall
constitute the General terms and Conditions of the contract between the parties involved.
In Witness Thereof, the parties hereto have caused this contract to be signed and attested
to by their proper corporate or governing officers and affixed the corporate seal on the day
set forth in the contract.
ATTEST:
COUNTY OF MIDDLESEX
Margaret Pemberton, Clerk of the Board
David B. Crabiel, Freeholder Director
ATTEST:
TITLE OF PROJECT: Carteret Assisted Transportation
TYPE OF APPLICATION:
X ~ _ REVISION - SUPPLEMENT
APPLICANT AGENCY Dates of From ThrouQh Amount
PROJECT PERIOD 01/01/07 12/31/07 $ 7,000,00
Name: Borough of Carteret
BUDGET YEAR 01/01107 12/31/07 $ 7,000,00
Address: 100 Cooke Avenue
Carteret, NJ 07008 TYPE OF ORGANIZATION:
~ PUBLIC AGENCY
phone: 732-802-3014 PRIVATE NON-PROFIT AGENCY
PROGRAM COORDINATOR PAYEE: Specify to whom checks should be sent
Name: Ellen Randsdell Name: Borough of Carteret
Address: 100 Cooke Avenue Finance Department
Carteret, NJ 07008 Address: 20 Cooke Avenue
Carteret, NJ 07008
Phone: 732-802-3014 FINANCIAL CONTACT PERSON
AGENCY DIRECTOR Name: Borough of Carteret
Patrich J, De Blasio
Name: Ellen Randsdell Address: 100 Cooke Avenue
Carteret, NJ 07008
phone: 732-802-3014
phone: 732-541-3820
A TOTAL PROJECT COSTS $ 8,100,00
B, LESS: PROJET INCOME $ 100,00
C, PROJECT NET COSTS $ 8,000,00
D, LESS: LOCAL NON-FEDERAL MATCH 13% $ 1,000,00
E, FUNDS REQUESTED 88% $ 7,00000
F, LESS: CASH ON HAND $
G. FUNDS ALLOCATED $ 7,000,00
MIDDLESEX COUNTY OFFICE ON AGING
Area Plan Subqrant Aqreement
Attachment B
LOCAL NON-FEDERAL PARTICIPATION MATCH
SOURCE AMOUNT
CASH MATCH
PUBLIC 1,000
PRIVATE
FUNDRAIS1NG
TOTAL $ 1,000 $ 1,000,00
ESTIMATED INCOME
U,s.o.A.
CLIENT CONTRIBUTIONS 100
OTHER (Specify)
TOTAL $ 100.00 $ 100.00
/
REFER TO BUDGET INSTRUCTIONS
CATEGORIES
PERSONNEL (Include: Staff
name, Title, Annual Wage, wkly
work hrs, % of time on project)
CASH
IN-KIND
USE FOR VOLUNTEERS
ONLY AND ATTACH
INKIND FORM
TOTAL
Director
Driver
Driver
Driver
2,000
2,000
2,000
2,000
2,000
2,000
2,000
2,000
Total Personnel $ $ 8,000.00
CONSULTANTS &
CONTRACT SERVICE
Total Consultant &
Contract Services $ $
TRAVEL (STAFF ONLY)
Total Travel $ $
USE FOR FREE SPACE
ONLY & ATTACH IN-KIND
FORM
BUILDING SPACE
Total Buildin S ace $ $
PRINTING AND OFFICE 100 100
SUPPLIES
Total Printin & Su lies $ 100.00 $ 100.00
EQUIPMENT
Total E ui ment
$
$
OTHER COSTS
Total Other Costs
$
$
TOTAL BUDGET
(add all categories above)
$
8,100.00
$
$
8,100.00
Borough of Carteret
Budget of 13,520 units /150 Unduplicated clients
2
2007 Budget
IV. ASSURANCES - The grantee agrees to thefollowing assurances:
(A) The provider will use outreach efforts that include:
(1) identifying eligible individuals (seniors, age 60 and over), for assistance
under the Older Americans Act, with special emphasis on:
A. older individuals residing in rural areas.
B. older individuals with greatest economic need (with particular attention to
low income minorities).
C. older individuals with greatest social need (with particular attention to low
income minorities).
D. frail/disabled older individuals (individuals unable to perform at least two
activities of daily living without substantial human assistance).
E. older individuals with limited English speaking ability.
F. older individuals with Alzheimer's disease or relate disorders with
neurological and organic brain dysfunction.
(B) Informing the older individuals referred to in subclasses A through F of
Section IV, clause 1, and the caretakers of such individuals of the availability
of services.
(C) Providing assurance that each activity undertaken by the provider, including
planning, advocacy and systems development, includes a focus on the needs of
low income minority older individuals.
(D) The grantee will carry out a self evaluation of the effectiveness of the outreach
conducted under Section IV(A) at year end.
elL ~ ".
; ..iH- -I} \ . Y14L~/7
Executiv DIrector
2