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HomeMy WebLinkAboutDepartment of Human Resources Augusta Richmond GA DOCUMENT NAME: b e\XU"tt!.") e..n-E: oQ \--t ~ IY'o..\l 1( eSoLArCe.'3 , DOCUMENTTYPE: Cor,t(~ct. YEAR: 02, BOX NUMBER: \1 FILE NUMBER: ICoLiL[L{ /" NUMBER OF PAGES: '''') ;. ~"IrJD~R --" :. I; S7 ~tS1\t~ 0 AUG,O 52002 Jim Martin, Commissioner Department of Human Resources. Office of Financial Services. Procurement/Contracts Administration - Twq Peachtree Street, NW. Suite 27 . Atlanta, Georgia 30303-3142 Phone: 404-656-5739 · Fax: 404-651-9337 August 1, 2002 r'-.Af?~vi:[) '^PUG2.020~~J David Persaud Augusta Richmond County Commission 530 Greene Street, Room 207 Augusta, Georgia 30911-3499 Dear Mr. Persaud: Weare pleased to send you a fully signed copy of your contract with the Department of Human Resources, contract # 427-93-26174. Please use this number when you are submitting payment requests and programmatic reports, as well as with other contract- related activity. If, during the course of the contract period, you feel that a change is needed to any of the terms of this contract, including your proposal and payment annex (budget, progress payment schedule, or rate schedule) check with your programmatic officer. However, please remember that verbal approval for changes is not legally sufficient and that a contract amendment will generally be required. Also, an amendment must be developed and signed before you are authorized to implement any changes. The department's accounts payable office has asked us to remind contractors to include their invoice or expenditure account number on all payment requests. There is a blank for this number in the upper left-hand corner of the DHR invoice and expenditure report forms. The Department's Office of Audits has asked us to remind you to please ensure that a Schedule of State Awards, Rxpended is included in the financial information you submit as required by Georgia Laws 50-20-1 through 50-20-8. Please feel free to call us if we can be of further assistance. Sincerely, '\". (\ ~ C---- ~;V-~ I \ , \ , , I ' I l \...._".r Jamie Evans Contract Liaison c: Gary Bussey ~' [ ~ An Equal Opportunity Employer ftf~ \ \ \ ---=- \,. ;''''. Page 001 OF 001 k Vendor No: COOOO 1372", an Vendor Name: AUGUSTA RIC;>...,... STATE OF GEORGIA DEPARTMENT OF HUMAN RESOURCES ATLANTA, GA BANK 1400-1000 GROSS AMOUNT 20,000.00 0.00 JNTY.C . ChQCk No: Check Date: Check Total: 0000439102 06/28/2002 $20,000.00 i f I I i I t f f . ! , , i , i I ~.....::., INVOICE DATE DISCOUNT TAKEN AMOUNT PAID 20,000.00 000672995 E Tw. AU 53C AU ~~ L/fDd3_ 7: ~. ~ T~ ~'O_7 .. ~ v' (0 / 0000 00 33 L/:1- / / n ~ ~ !1-4VrU~ ". ";)IJ-\I~VI ~~'""".,_..- ..' .. DEPARTWENTOF HUMAN RESOURCES . . 2 PEACHTREE STREET, NW 27.402 '.ATLANTA,GA 30303~3142 tri 0000439102 Check No Vondor No: 0000013727 06/28/2002 Choc k Date 122 Soq. No Pay to the Order of AUGUSTA RICHMOND COUNTYcCDMMISSION 530 GREENE STREET ROOM 60S $20,CCO.00 payExactty TWENTY THOUSAND AND 00/100 S .*....*.**...............*...*.. Void af\Gr 50 days 2f-~ FIRST UNION NATIONAL BANK, ATLANTA, GA 1l"0000~ ~gl.O 211" !:Ob loOOO 2 271: 20aOOOOb3 2L. 2011" .....~..;.......:..'"'~~....-.....~~~"":":-....a~~~~---~-..--...'.......,;,~.........--..'.~...'..- ..,.-' .. .....~ ........-=_._..,.......-_............~r......._ ~~ _ _~'__ __U,:","""-=-"::.:::'::':"._ .._".__ AUGUSTA-RICHMOND,COUNTY COMMISSION \, .... . I 084378 On"'" '\"'i"'W'WWNW'~DESCRIPTION\\?' ; :.:::;::.:;~...:::::,:.;:~:;: ..... :::::;f::::::~:::;:::~~i;S;\;IW: P.O;~NUMBER# M~INVOICE)NUMBER,"~ 'iWWINVOfCE"AMOUNTd' ~:~~::\:::;;~:;::&<<:~q::::;::)? w :::r~'(;,;:,' X}''''',',''NET;;AMOUNT''Xi,':,'''" ..-, bRANT 4 2 79 3 2 6 1 7 4 2 0 , 0 0 0 0 0 0 0 0 2 0 , 0 0 0 0 0 .. CHECK NUMBER CHECK DATE TOTAL INVOICES DISC TOTAL CHECK TOTAL 0 8 4 3 7 8 0 9 / 0 6 / 0 2 2 0 , 0 0 0 0 0 0 0 0 2 0 , 0 0 0 0 0 11108 L. J 78111 ':0 b *000 2 27': 208000070 287 bill .;;; . DFCS -Augusta Richmond County Commission Gov, Emergency Fund '02 STATE OF GEORGIA DEPARTMENT OF HUMAN RESOURCES CONTRACT GOVERNOR'S EMERGENCY FUND DEPARTMENTAL ADMINISTRATIVE INFORMATION: DHR CONTRACT #427-93- Ll., ('1i NPO _Yes FY End LNo Total Obligation (State): $20,000.00 806 DHR Program Code _Equip. Inventory Locator # SECTION I: PARA #101 CONTRACT BETWEEN: (101) 5/03/02 The Department of Human Resources, Division of Family an Children Services, an agency of the State of Georgia legally empowered to contract pursuant to the Official Code of Georgia Annotated, Section 49-2-1, and hereinafter referred to as the DEPARTMENT; AND AUGUSTA RICHMOND COUNTY COMMISSION 530 Greene Street, Room 207 Augusta, Georgia 30911-3499 legally empowered to contract pursuant to the laws of the State of Georgia, and hereinafter referred to as the CONTRACTOR. This contract shall be construed and enforced according to the laws of the State of Georgia. Nothing contained in this contract shall be construed to constitute the Contractor or any of its employees, agents, or subcontractors as a partner, employee, or agent of the Department, nor shall either party to this contract have any authority to bind the other in any respect, it being intended that each shall remain an independent contractor. PARA #102 PERIOD OF CONTRACT: This contract is entered into on the 28th day of June, 2002, and shall terminate on the 30th day of October, 2002, unless terminated earlier under other provisions of this contract. PARA #103 DEPARTMENT AND CONTRACTOR AGREEMENTS: WITNESSETH: WHEREAS, the Department desires to provide funds to the Contractor in support of the program approved by the Governor's Executive Order #09, dated May 23, 2002; AND WHEREAS, the Contractor agrees to accomplish the requirements necessary to implement the defined program. NOW, THEREFORE, it is agreed as follows: " 0' ...;; ~ DFCS -Augusta Richmond County Commission Gov. Emergency Fund '02 A. T~e Contractor agrees: 1. That these funds will be used for program expenses, supplies and equipment. 2. That any funds received on this contract and not spent by the end of this contract period will revert to the Department within 30 days from the contract tennination date. The Contractor agrees to provide the Department with a final project report and a check for the unspent balance of this contract awarded from the Governor's Emergency Funds. 3, That the budget for this contract may be modified, with prior written Department approval, as long as the total contracted state dollars are not exceeded, and that all funds paid by the Department on this contract are utilized by the Contractor in accomplishing the original intent of the Governor's Executive Order # 9. AND B. The Department will pay, upon approval of this contract, $20,000.00 to the Contractor to be expended in accordance with the attached Budget (Annex A) to accomplish the project supported by the funds allocated to the Department based on the Governor's Executive Order identified above. PARA #104 CONFLICT OF INTEREST: The Contractor and the Department certify that the provisions of the Official Code of Georgia Annotated, Sections 45-10-20 through 45- 10-28, as amended, which prohibit and regulate certain transactions between certain state officials or employees and the State of Georgia, have not been violated and will not be violated in any respect. PARA #1 05 ,CONTRACT MODIFICATION OR ALTERATION: No modification or alteration of this contract, except for budget revisions which do not increase or decrease the total dollar value of the contract (except for the addition of an equipment line item or real estate rental), will be valid or effective unless such modification is made in writing and signed by both parties and affixed to this contract as an amendment indicating the DHR contract number involved, the original contracting parties, the original effective date of the contract, and the paragraph(s) being modified or superseded. PARA #106 EXPENDITURE REPORT SUBMISSION: The Contractor agrees to submit a quarterly expenditure report not later than the 10th working day following the end of each quarter during the tenn of this contract. The report fonn to be used is attached to this contract as Annex A. PARA #107 PROGRAMMATIC REPORT: ,'" . :':..: :..--....~ .....;..- c ".; ~... The Contractor agrees to submit a quarterly programmaticlperfonnance statistical report not later than the 10th working day following ::M the end of each quarter during the tenn of this contract. The report form to be used is attached to this contract as Annex B. ,.:.~~:~':~~~~~~~ PARA #108 GOVERNOR'S EMERGENCY FUND TRANSFER DOCUMENT: . .~'~~~:;.~~,;'~:"~ The Governor's Emergency Fund Transfer Document dated June 4, 2002, which is issued in support of the Governor's Executive Ordec':i. #09, is by reference made a part of this contract and attached hereto as Annex C. .', ';:(:."'\1\ __ __.' .__.:j:f< ;';.':l.. . PARA #109 GEORGIA CONSTITUTIONAL RESTRICTION IN EXPENDITURE OF STATE FUNDS: '. . ....~~~'-}-d,f:iIf.- The Contractor understands that under the provisions of the State of Georgia Constitution, the state'funds paid to the Contractor under the provision of this contract may not be used to enhance the value of any real property unless the fee simple title to the property is held by the State of Georgia. ~~- 2 ..- ---.-.-- , " ,;: C.' DFCS -Augusta Richmond County Commission Gov, Emergency Fund '02 PARA #110 CONTRACT MAILING ADDRESSES: A. The Department mailing address for correspondence, monthly/quarterly reports, and other matters relative to this contract is: Georgia Department of Human Services Division of Family and Children Services Community Services Section, Suite 19-240 2 Peachtree Street, NW Atlanta, Georgia 30303-3142 Attn: Gary Bussey Telephone #: 404-657-5118 B. The Contractor's mailing address and telephone number for correspondence, reports, and other matters relative to this contract are: Bethlehem Community Center, Inc. Post Office Box 2231 Augusta, Georgia 30903-5403 Attn: Leamon Grier Telephone #: 706-798-7178 C. The Contractor's mailing address for all reimbursement checks is: Augusta Richmond County Commission 530 Greene Street, Room 207 Augusta, Georgia 30911-3499 Attn: David Persaud PARA #111 HOLD HARMLESS CLAUSE: The Department and its employees are to be held harmless for any claim growing out of any action performed by the Contractor, its agents, employees, or any of its subcontractors under any provision of this contract. PARA #112 PROPERTY MANAGEMENT REQUIREMENTS: The Contractor agrees: A. That all non-expendable personal property purchased, in total or in part, with funds received from the Department during the term of this contract and all previous contracts is property of the State of Georgia and the Department and is subject to the rules and regulations of the Department throughout the life and disposition of said property. Said property cannot be transferred or otherwise disposed of without prior written approval of the DHR Asset Services Section. B. To adhere to all policies and procedures as promulgated in the DHR Administrative Policy and Procedures Manual, Part IX, the Property Manaclement Manual, and, the Vehicle Manaqement Manual, which are by reference made a part of this contract. Contractor understands that the requirements for inventory of property (at least every two years) and a control system to safeguard against loss, damage or theft as contained in the property manual and shall be followed. C. That property records shall be maintained accurately and reported on Form #5111, Detailed Equipment Listing, within 30 days after acquisition of such property, to the DHR division/office program as indicated below: Georgia Department of Human Services Division of Family and Children Services Community Services Section, Suite 19-240 2 Peachtree Street, NW 30303-3142 Attn: Gary Bussey 3 " .. -.... .. ~' -. .,.' DFCS -Augusta Richmond County Commission Gov. Emergency Fund '02 The DHR division/office will then forward the completed Form #5111 to the DHR Asset Services Section, Room 32.270, Two Peachtree Street, NW., Atlanta, Georgia 30303-3142. For any Department-owned vehicles operated under this contract, the Contractor agrees to submit to the Department the Utilization and Data Report fumished by the Asset Services Section in accordance with the DHR Vehicle Manaaement Manual, Chapter 4, Part G. D. In the event that contract is terminated prior to expiration or is not renewed, Contractor agrees to properly dispose of all state property as follows: 1. Prepare Form 5086, Equipment Status Change form listing all state equipment in the Contractor's possession and send this form to the Department (Division property coordinator or other Division designee, i.e., Regional Soard Executive Director) for final disposal determination. 2. Upon notification by the Office of Facilities and Support Services, Contractor agrees to transport the state property to the designated state surplus facility. Expenses incurred by the Contractor in transporting this equipment may be charged to the terminated contract. The Division property coordinator will confirm, by written notification to the Office of Facilities and Support Services, that all surplus property listed on completed Form 5086 has received proper disposition. PARA #113 DEPARTMENTAL PROHIBITIONS RELATED TO LOBBYING: Contractor further agrees that no part of state funds contained in this contract shall be used for the preparation, distribution or use of any kit, pamphlet, booklet, publication, radio, television, Internet, or video presentation designed to support or defeat legislation pending before the General Assembly or any committee thereof, or the approval or veto of legislation by the Governor or for any other purposes. PARA #114 AUDITS: Contractors that expend $300,000 or more in Federal funds during their fiscal year agree to have a single entity-wide audit conducted for that year in accordance with the provisions of the Single Audit Act Amendments of 1996 (Public Law 104-156) and their implementing regulation, OMS Circular A-133 entitled, "Audits of States, Local Governments, and Nonprofit Organizations." The audit reporting package shall include the documents listed in Policy 1244 of the DHR Directives Information Svstem. Contractors expending at least $25,000 but less than $100,000 in State funds during their fiscal year agree to prepare unaudited entity-wide financial statemen~s for that year. Assertions concerning the basis of financial statement preparation must be made by the president or other corporate official as described in Policy 1244 of the DHR Directives Information System. Contractor further agrees to submit the required audit or financial statements in the quantities set forth below, within 180 days after the close of the Contractor's fiscal year: Two (2) copies to: Director, DHR Office of Audits Room #26.425 Two Peachtree Street, N.W. Atlanta; Georgia 30303-3142 One (1) copy to: State Department of Audits and Accounts Professional Practice Division - Suite 214 254 Washington Street, SW. Atlanta, Georgia 30334-8400 4 r " . .- . -- " DFCS -Augusta Richmond County Commission Gov. Emergency Fund '02 Contractor understands that according to the provisions of Title 50, Chapter 20, Sections 4 and 6 of the Official Code of Georgia, failure to comply with the above audit and financial reporting requirements could be cause for DHR to suspend payments, to terminate this contract, to require a refund of all monies received under this contract and to prohibit the Contractor from receiving funds from any state organization for a period of twelve (12) months from the date of notification by DHR or the State Department of Audits and Accounts. PARA #115 ENTIRE UNDERSTANDING: (303) 5/02/02 This contract, together with the annexes and all other documents incorporated by reference, represents the complete and final understanding of the parties to this contract. No other understanding, oral or written regarding the subject matter of this contract, may be deemed to exist or to bind the parties at the time of execution. PARA #116 CONTRACT ANNEX INCLUSION: This contract includes annexes as listed below, which are hereto attached: Annex A Contract Budget and Cumulative Contract Expenditure Report Annex B Programmatic Report Annex C OPB Governor's Emergency Fund Transfer Document 5 " ~. I.' DFCS -Augusta Richmond County Commission Gov. Emergency Fund '02 SIGNATURES TO CONTRACT BETWEEN THE DEPARTMENT OF HUMAN RESOURCES AND AUGUSTA RICHMOND COUNTY COMMISSION CONTRACTS WITH COUNTIES IN WITNESS WHEREOF, the parties have each hereunto affixed their signatures the day and year first written above. I, the undersigned ~f 5..\t.'ST~ ~_~certify that this contract is entered in Book No. , of the official minutes of the Commission of ~f(/) County. , Page No. CONTRACT _dY .' ~'~. fV'" Si~nature I / It: DEPARTMENTAL EXECUTION: ~ O~ *Typed na e of individual signing Chairman, Commission of t) (t..,If-tn iJlt..LJ County ***Date signed by the Department esto s si a ure LArk S /3& ~/f t:7t.-- . Attestor's typed name {!~ OF &mI'l/.(SSID~ UTitle of attestor I, i ,.", ',,;li:;iir *Must be Chairman or sole Commissioner. UMust be Cieri< of Commission. ***Must be a date equal to or earlier than the effective date of the contract as specified in paragraph #102 of this contract. 6 - .' CONTRACT BUDGET AND MONTHLY CUMULATIVE CONTRACT EXPENDITURE REPORT Contractor: Augusta Richmond County Commission Contract Number: 427-93- Contractor's Expenditure/Account #: Electronic Funds Transfer? Yes Remit Checks or Remittance Advise to: Name: Augusta Richmond County Commission AUn: David Pr-€abJ(':.! f6~ A i.tI-r:::> ANNEX A (Must have completed authorization for EFT on file.) No Address: 530 Greene Street, Room..e%- D-o 7 City/StatelZip: Augusta, Georgia 30911-3499 Type Expense Approved Budget Prior Cumulative Contract Expenditure Month of Expenditures for Reimb Balance of Funds A. Personal Services B. Regular Operating $20,000.00 C. Travel D. Equipment E. Facility Costs F. Per Diem/Fees/Contract G. Telecommunications H. Other (Specify) TOTAL $20,000.00 . \, the undersigned, certify that the expenditures reported have been made for program accomplishments within the approved budgeted items: Prepared by: ~ Contractor Signature Approval for Payment Signature of DHR Approving Authority / Bob Young, Mayor Typed Name and Title August 20, 2002 Date Typed Name and Title 706-821-1823 Phone Date Approved Rev. 3/02 -# ~. .0:. . Annex B CONTRACT PROGRAMMATIC REPORT Period Covered by this Report DHR Contract #: 427 - 93- [ X ] Monthly [] Semi-annual [ ] Quarterly [ ] Annual CONTRACTOR: AUQusta Richmond County Commission TO: Department of Human Resources Division of Family and Children Services 2 Peachtree Street, NW, Suite 19-240 Atlanta, GA 30303-3142 Attn: Gary Bussey Narrative analysis of project accomplishments to include by objective: staff activity, program progress, or any other phase of Contractor activity to assist the Department in program evaluation: ( use continuation pages as necessary ) Contract ProjectIProgram Manager Date Submitted . -.'.' /::~;';'~~:~ . )....:.~\<.S~~!. '.". ,',". f . ",~~' ~:~ , " .g.~ ..(i.. .' Annex C OFFICE OF PLANNING AND BUDGET ROY E. BARNES GOVERNOR June 4, 2002 WILLIAM M. TOMLINSON DIRECTOR MKMORANDUM TO: ' Jim Martin, 'Commissioner Department of Human Resources FROM: Bill TOmlinsO~ SUBJECT: Governor's Discretionary Fund Tr~fer I am pleased to inform you that the Governor has approved, the transfer of $40,000.00 on Executive Order Number 9 from the Discretionary Fund to your Department for the following: (See enclosed list.) Please amend your Annual Operating Budget to include these additional funds~ The funds must also be allotted in the quarter in which you anticipate encumbrance. Each local governInent receiving Governor's emergency fund or special project' appropriation grants through your agency must cOmplete a State of Georgia Grant Certification Form as instructed in House Bill 1364. If you have any questions concerning this requirement, please contact Edward Blaha, Deputy Director, Department . of Audits and AccountslMedicaid and Local Government Audits"at (404) 651-5115. BT Ibh Enclosure cc: Fiscal Officer / Budget Analyst OFFICE: (404) 656-3820 AN EQUAL OPPORTUNITY EMPLOYER FAX; (404) 656-7198 270 WASHINGTON STREET, S.W. ATLANT~ GEORGIA 30334-8560 .-. ,/ , "" ',. ". '.'...ruN 07 ' 02, 0S: 32AM OPE ..~ '" P.2/9 4'"'' THE STATE OF GEORGIA EXECUTIVE ORDER , BY THE GOVERNOR: #09 ORDERED: That the sum of $3,656,804.00 be transferred from the Governor's Emergency Fund and credited to appropriation accounts, per detail attached. This 23rd day of May, 2002. . ^T7~;JZt- -- E.XECUTIVE SECRET ^RY , GOVERNOR _ .....-. ^"',.. "",^"''"t .. , . .'.. JUN 07 '02 09:34AM OPE . . -. ,..: , :~? J3tJfh~rYl (\( P.8/9 "~L~ I REQUEST FOR TRANSFER FROM GOVERNOR.S DISCRETIONARY FUND ROY E. BARNES GOVERNOR Agency. BCC. INC Date 4/?4/D? Transfers from the DisqetionClry Fund arelegaUy restricted as to the purpose and procedure as 'fol1~: ' The Official Code of Georgia Annotated 45-12-77 states that ''In order to provide for the emergency needs,01.state agencies, which needs were not ascertainable at the time of the submission of the budget report to the GeIlera1 Assembly or at the time of tOe ~nactn:l.ent of the General Appropriations Act. 'the General ApprOl)riations Act, ~ha1l contain a specific sum as an enlergency appropriation. The manner of allocation of such emergency appropriation shall be as 10llows: the head of the budget unit desiring an allotment of funds from the .app~iation s!tall present ~I.lthrequest to the Governor, in sucb form and with such' explanation M he may require, and me Governor may allow Of disallow the request at his discretion.. No allotment shall ~ be made from this appropriation to a purpose which creates a continuing obligation for the state." ' Explanation of Request: (Please use additional sheets if n~cesSary.) 1. AmOW1trequested from Disaetionary Fund. , S50,OOO 2. Nature of your project. (Explain in detail the nature of your project and for what, purpose the ,discretionary funds will be spent. Also indicate total project CClst and why funds from yaurcorrent ". budget or from other sources cannot be used to meet these needs-) The :purpose of this project is to provide a model~reading, math, charact~r enrichment, and remedial program administered by qualified and certified e~uccitors, clinical community psychologist--retirgd and active. Total project c6st for start up is $50,DOO. Fresently there arena funds available for this unique project. Hovever, identified staff has agreed to provfde in-kind contributions. DISCRETIONARY FUNDS WILL -BEJl.mE~ FOt~ RROGRAtvLEXPENSES, I.E., EQUIPMENT ,AND SUPPLIES :r . . ,.., "JUN 07 ' 02 09: 34AM OPE P.9/9 \ -"'. ,. ~ I' _",,-;,. t' ..... .. '.. ,.' " 3. Other sources and amounts that \'tilt be used to match the DiscretionarY'Fund grant. Please see. budget: In-Kind contributions. (see budget) 4. If funds are to be. dis~ed to an umbrella ageni;j for budget ~urposes, please gil.'"e thE name. , address and phone !lumber o!said ~cy and tbe name of a contact per3on. BCC. INC. 1330 Conklin Ave. - P. O. Box 2232 Augusta, Georgia 30903, Annex, Phone: (706) 798-7178 - Leamon F. Grier. 5_ Name,. ilddress and phone number of a contact person who can. SUIlP!r additional information conCerning your request in the event it is needed. Thomasina B. Grant 2326 Shadowood Drive Augusta, Georgia 30906 (706) 798-7178 '1C!15.v(qjO 1, the QJ)d~igne4) d9 hereby certify that the requested funds will be used fur the purpose{s) o'ut1i~ above and will not be used lex any purpose(s) which would create a continulog ,ob.Iigatioo lor the state. ' . I .. : ,/' -j... ( ~y:'fJ 1tJ!./, " ~/ g.2/t'2:- ITrtle ' Fwe.dditionaJ iJ:lformaticm ~ ~~ ~~ ~ ~\'Ut . '(404) 656-1 --n& ,_ .J ~ h.. c I I - r; St8te Capito~ AtJulJl,. GA 30334'__ ._____..) <:1i ~ t1Dlf ..(,is };-1""1 is" "