HomeMy WebLinkAboutSystems and Methods Inc.
Augusta Richmond GA
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BOX NUMBER: D~
FILE NUMBER: \~\~
NUMBER OF PAGES: 1
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CONTINUA TION
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:RICHM()ND CO DFCS
AGREEMENT BETWEEN
'97 RUG ~26
Arl ~ 53
SYSTEMS & METHODS, INC.
AND
~CO,UNTY
This amended I.:ontinuation agreement entered into this 1st day of July 1997, by and between the County of
~\ ,J\.h'\.6nd -~ , hereinafter referred to as "County", and Systems & Methods, Inc. of Carrollton. Georgia
hereinafter referred to as "SMI":
WITNESSETH
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In consideration of the premises, covenants and agreements contained herein and the payment of a fee of $ 1.390
for each first c}ass OMI transaction and use ofa sliding scale based on the percentage of envelopes sent by certified
mail compared ~ to tJ:le total number of envelopes mailed, as specified in Figure (1), (each direct mail issuance of
coupon~ belnfdefine~das a single ~r~~a.c.ti~m). by ~he~ CoU?ty. ~<? .S~J,.:the 'p'~ie~ dq~ coyenant and agree as {oll.ows: "
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0% certified = 1.390
25.1 %-30% = $1.738 50.1 %-55% = $2.023
30.1 %-35% = $1.791 55.1 %-60% = $2.086
35.1 %-40% = $1.854 60.1 %-65% = $2.139
40.1%-45% =$1.907 65.1%-70% =$2.202
45.1%-50% =$1.970' 70.1%-75% =$2.255
75.1 %-80% = $2.318
80.1%-85% = $2.371
85.1 %-90% = 52.434
90.1 %-95% = $2.487
95.1 %-100%= $2.550
[% - 5% = $1.443
5.1 %- 10% = 51.506
10.10/',-15% = $1.559
15.1 %-20% = 51.622
2'0.1 %-25% ;= $1.675
1.- - SMI agn~es to cOlltinue assumingresponsibility- as the prIme-issuance agent for the--Food Stamp Program, ~ith
OMI issuance services to be provided -by SMI employees.- The State Food Stamp Office ~must approve any change in
the issuance plan prior to implementation of such change.
2. SMI agrees to provide storage facilities and to establish a system for receiving and disbursing food coupons as
follows:
. _. _~ _.. . h_ .. _ _.. ~
a, SMI agrees to safeguard, accountfor,assume full liability for, and to protect coupons. To meet these
security requirements, SMI will secure or cause to be secured. insurance and bonding in proper amounts, to protect
theCo:unty'dnd SMI against loss through theft, robbery, burglary, embezzlement, negligence, or other causes. Insurance
a.nd : bOQding ~cC?ver:ages shall ;be adeqtl~t~ to. cov.e_r. ~he.antic~pated)osse~ .9(food ,_c,Q~1JP9n~~ SMI~ may. ,have. in its
~ .ri,. ,: ~ .',. '.. ';. '. .! _." .:,.' ":-"~,: L _.'.. ,.'.", "._.t.._...' '.' , " i .' _" ~:;:'-'. "...; ......J. .'- ~..:.; '.. . '~.'~ ',' '.'.':".
possessi~oriq.tanyonetIme.' '" ~, ":~"~ ..". _ ,'~ '~'..'. ~ '~,,',~, .".', .....~~. " ~", ",1.
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b. SMI has designated personnel authorized to receive periodic shipmeI!ts of coupons.
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c. SMI has a single bulk storage which provides a source of supply of coupon books to the Issuance Unit.
Food Coupon Book Inventory records (Fonn DBP/APS (4)-7) shall be kept current and retained at the bulk storage
facility to record receipt of coupons from the supplier designated by USDA and to record each withdrawal of coupons
books for the Issuance Unit. Food Stamp issuers shall not have access to the bulk storage facility.
d. SMI agrees that a duplicate set of Food Coupon Inventory Record (Fonn DBPI APS (4)-7) shall be kept
by the Issuance Unit and retained by them to record serial numbers of coupons received from bulk inventory.
e, ~ The Coupon Book Inventory Records (Fonns DBP/APS (4)-7) shall be compared with a physical count
of coupons ~at the end of the month to verify that the inventory reponed on Fonn-250 is correct.
3. ~~ SMlagrees to complete, or shal,l cause.to becomp!eted, Food "Coupon Accountability Report" Fonn-250 on a
monthly basis to fully comply with instructions contained in Part VII, Section 1, Division of Family and Children
Services. Food Stamp Program Issuance Manual.
4. SMI will operate the Direct Mail Issuance from the first through the end of the month (week-ends and holidays
excluded).
), "SMl further agrees to maintain adequate~ and responsible records in accordance with generally accepted
: :.' accounting principles..~iThe County and appropriate State and Federal agencies shall have access to any pertinent books.
; 'documents. papers, and records of SMI for the purpose of making audit examination. Records will be maintained for a
" period:of three years unless -records are being audited at the close of the three year period. In such cases, the records
shall be retained ~until the audit is completed or until resolution of the audit findings. '
.:6, -SMI agrees to follow the instructions contained in Part VII, Section I, Food Stamp Program Issuance~Manual,
'and to comply with Title VII, Code.of Federal Regulations, Sections 275.1 through 275.16 (published December 17,
1974). with respect to reportings, accountability, and/or other issuance procedures. Part VII, Section 1. Food Stamp
Program Issuance Manual and Title VII, Code of Federal Regulations, Section 275:1 through 275.16 are by reference
made a pan of this agreement.
7. SMI agrees with the county that in cam'ing out its responsibilities in connection with the issuance of food
. - - - __ - - - __.._~ - _~ _.I. _ __ ___. _ _.____. .__ ______~__:.._ .______ _~ _. .
coupons undertheFood Stamp Program, ,it is in compliance with the requirements imposed by or pursuant to Part 15 of
Title 7. CFR. of the regulations of the United States Department ,of Agriculture to the end that no person at SMIshall,
on the grounds of race, color, or national origin. be subject to discrimination in the issuance of food coupons., This
assurance is given in consideration and for the purpose of obtaining Federal financial assistance under the Food Stamp
Program for eligible households in the County. The County recognizes and agrees that Federal financial assistance will
be extended in reliance on the representations and Agreements made in this assurance and that either the State Office or
appropriate official of the United States Govenunent, or both, shall have the right to seek judicial enforcement of this
assurance.
8. This Agreement shall modify and amend any preexisting Agreement between the parties and any changes
thereto shall be in writing and become effective on the date fixed by the parties.
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9, Either party may terminate this Agreement by serving upon the other. a written notice of its intention to
terminate. and this Agreement shall be terminated 90 days after the service of the notice, or at such later date as may be
specitied in the notice.
10. The County DFCS's shall maintain an accurate file of approved household's designated for Direct Mail
Issuance.
11. Any change of the postage rate charged by the U. S. Postal Service shall cause an increase, equal to the actual
increase incurred by SMI. to be passed on to the County Government. In addition, any increase in allotments by the
United States Dept. of Agriculture which causes an increase in postage shall also be passed on,
12. This Continuation Agreement shall b~ effective starting July 1, 1997 through June 30, 1998 and, thereafter. until
such aate when the United States Government. shall discontinue . the Foo(:t Stamp Program or ~the agreement is
terminated by either party, giving 90 days notice thereof in writing.
In witness thereof, the parties have caused this Continuation Agreement to be executed on their behalf and the
County desires to continue receiving the services below:
Direct Mail Issuance and Certified Mail Issuance.,
5 5
Date: Month ~ Day
97
Year
Date:
This doc (f,'1ie:inrpiirovedas to
legal suf'flcienc~ and form.
7/v?Y-?
Date
"
DHR
Richmond County
Department of Family and Children Services
520 Fenwick Street
P. 0. Box 2277
Augusta. GA 30903-2277
Board Members
D. Hugh Connolly
James M. Hinton. Jr.
James L. Kendrick
Wilson L. Rice
Louise V, Vallotton
Linda T. Johnson. Director
Phone (706) 721-2536
Fax (706) 721-7140
October 20, 1997
Mayor Larry E. Sconyers
City of Augusta
530 Greene street
Augusta, GA 30911
Dear Mayor Sconyers:
Please find enclosed a copy of the continuation Agreement
between Systems and Methods, Inc. and Richmond County. This
copy is for your files.
Thank you for you continued assistance for the customers we
serve.
Sincerely,
~-j,~~
Ms. Linda T. Johnson
Director
LTJ:gm
Enclosure
An Equal Opportunity Employer - Work is First in Richmond County
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. R\C~h~OND 'CO ores
'97 RUG 12 furl 9 ~2
CONTINUATION
AGREEMENT BETWE.E:N
SYSTEMS & METHODS, INC.
AND
:R ;chm blid '
COUNTY
This amended continuation agreement entered into th.islst day of July 1997, by and between the County of
~\'chrncl'\& ,hereinafter referred to as "County", and Systems & Methods, Inc. of Carroll ton, Georgia
hereinafter referred to as "SM!".
WITNESSETH
In consideration of the premises, covenants and agreements contained herein and the payment of a fee of $1.390.
for each first class DMI transaction and use of a sliding scale based on the percentage of envelopes sent by certified
mail compared to the total number of envelopes mailed, as specified in Figure (1), (each direct mail issuance of
coupons being defined as a single transaction) by the county to SMI, the parties do covenant and agree as follows:
FIGURE (1)
0% certified = 1.390
25.1 %-30% = 51.738 50.1 %-55% = 52.023
30.1 %-35% = 51.791 55.1 %-60% = $2.086
35.1 %-40% = $1.854 60.1 %-65% = $2.139
40.1 %-45% = $1.907 65.1 %-70% = 52.202
45.1 %-50% = $1.970 70.1 %-75% = $2.255
75.1 %-80% = $2.318
80.1 %-85% = $2.371
85~ 1 %-90% = $2.434
90.1 %-95% = $2.487
95.1 %-1 00 %= 52.550
1% - 5% = $1.443
5.1 %- 10% = $1.506
10.1 %-15% = $1.559
15.1 %-20% = 51.622
20.1 %-25% = $1.675
1. SMI agrees to continue assuming responsibility as t..l1.e prime issuance agentfor the Food Stamp Program, with
DMI issuance services to be provided by SMI employees. The State Food Stamp Office must approve any change in
the issuance plan prior to implementation of such change.
2. SMI agrees to provide storage facilities and to establish a system for receiving and disbursing food coupons as
follows:
a. SMI agrees to safeguard, account for, assume full liability for, and to protect coupons. To meet these
security requirements, SMI will secure or cause to be secured, insurance and bonding in proper amounts, to protect
the County and SMI against loss through theft, robbery, burglary, embezzlement, negligence, or other causes, Insurance
and ponding coverages shall be adequate to cover the anticipated losses of food coupons SMI may have in its
possession at anyone time.
b. SMI has designated personnel authorized to receive periodic shipments of coupons.
.'
c. SMI has a single bulk storage which provides a source of supply of coupon books to the Issuance I r
Food Coupon Book Inventory records (Form DBP/APS (4)-7) shall be kept current and retained at the bulk ~!,:,,:::;
facility to record receipt of coupons from the supplier designated by USDA and to record each withdrawal of COUDon
books for the Issuance Unit. Food Stamp issuers shall not have access to the bulk storage facility. . ~--
d. SMI agrees that a duplicate set of Food Coupon Inventory Record (Form DBP/APS (4)-7) shall be kep
by the Issuance Unit and retained by them to record serial munbers of coupons received from bulk inventory.
e. The Coupon Book Inventory Records (Forms DBP/APS (4)-7) shall be compared with a physical ;__
of coupons at the end of the month to verify that the inventory reported on Form-250 is correct.
3. SMI agrees to complete, or shall cause to be completed, Food "Coupon Accountability Report" Form-250 on a
monthly basis to fully comply with instructions contained in Part VII, Section 1, Division of Family and Children
Services, Food Stamp Program Issuance Manual.
4. SMI will operate the Direct Mail Issuance from the first through the end of the month (week-ends and holidays
excluded).
5. SMI ~ further agrees to maintain adequate and responsible records in I;1ccordance with generally accepted
accounting principles. The County and appropriate State and Federal agencies shall have access to any pertinent books,
,documents, papers, and records of SMI for the purpose of making audit examination. Records will be maintained for ~
period of three years unle~s records are being audited at the close of the three year period. In such cases, the records
shall be retained until the audit is'completed or until resolution of the audit findings.
6. SMI agrees to follow the instructions contained in Part VII, Section I, Food Stamp Program Issuance Manual,
and to comply with Title VII, Code of Fecieral Regulations, Sections 275.1 through 275.16 (published December 17,
1974), with respect to reportings, accountability, and/or other issuance procedures. Part VII, Section 1. Food Stamp
Program Issuance Manual and Title VII, Code of Federal Regulations, Section 275.1 through i75.16 are by reference
made a part of this agreement.
7. SMI agrees with the county that in carrying out its responsibilities in connection with the issuance of food
coupons under the Food Stamp Program, it is in compliance with the requirements imposed by or pursuant to Part 15 of
Title 7, CFR, of the regulations of the United States Department of Agriculture to the end that no person at SMr shan,
on the grounds of race, color, or national origin, be subject to discrimination in the issuance of food coupons., This
assurance is given in consideration and for the purpose of obtaining Federal financial assistance under the Food Stamp
Program for eligible households in the County. The County recognizes and agrees that Federal financial assistance wiII
be extended in reliance on the representations and Agreements made in this assurance and that either the State Office or
appropriate official of the United States Government, or both, shall have the right to seek judicial enforcement of this
assurance.
8. This Agreement shaII modify and amend any preexisting Agreement between the parties and any changes
thereto shall be in writing and become effective on the date fixed by the parties.
",", . * .
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9. Either party may terminate this Agreement by serving upon the other, a written notice of its intention to
terminate, and this Agreement shall be terminated 90 days after the service of the notice, or at such later date as may t..
specified in the notice.
10. ,The County DFCS's shall maintain an accurate file of approved household's designated for Direct Mai
Issuance.
I I. Any change of the postage rate charged by the U. S. Postal Service shall cause an increase, equal to the a.C~Url
increa~se incurred by SMI, to be passed on to the County Government. In addition, any increase in allotments by t)"
United States Dept. of Agriculture which causes an'increase in postage shall also be passed on.
12. This Continuation Agreement shall be effective starting July I, 1997 through June 30, 1998 and, thereafter, until
such date when the United States Government shall discontinue the Food Stamp Program or the agreement is
terminated by either party, giving 90 days notice thereof in writing.
In witness thereof, the parties have caused this Continuation Agreement to be executed on their behalf and the
County desires to continue receiving the services below:
Direct Mail Issuance and Certified Mail Issuance.
~~
Date:
5 - 5 - 97
Mont~ J D~/ Year
'6/ 'If 47
~'
Date:
M3{~J(-Z
111;3 d-oc:.:mant approved as to
Seszl Strffic10r.cy and form.
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/ Date