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>401 between DI IS & DOE for Summer Electronic Benetits Transmittals OPCMR MEMORANDUM OF UNDERSTANDING BETWEEN THE VIRGIN ISLANDS DEPARTMENT OF HUMAN SERVICES & THE VIRGIN ISLANDS OF EDUCATION THROUGH THE VIRGIN ISLANDS DEPARTMENT OF PROPERTY AND PROCUREMENT THIS MEMORANDUM OF UNDERSTANDING (“MOU”) is made this day of 20. in the Territory of the Virgin Islands. by and between the Government of the Virgin Islands. Department of Human Services (hereinafter referred to as VIDI-IS) and Virgin Islands Department of Education (hereinafter referred to as VIDE) each a “Party” or collectively “Parties.” through the Department of Property and Procurement. WITNESSETH: Whereas. the Virgin Islands Department of Human Services is responsible for the task of issuing the Summer Electronic Benefits Transfer (SEBT). a federal program that provides food assistance to families with children who qualify for free or reduced-price school meals during the summer, in accordance with 7 CFR 292.3(c). 7 CFR 292.8(e)(l). 7 CFR 292.8(e)(8): and Whereas. the VIDHS is seeking the assistance of the VIDE to provide the eligible students’ data and updated addresses. in an effort to help facilitate the enrollment and verification process for the SEBT program; and Whereas, the agencies have a common interest in ensuring that the eligible students of the US Virgin Islands are given the opportunity to receive such benefits; and Whereas. the agencies desire to combine efforts in ensuring that both agencies are v illing and capable of providing such services, by entering into this MOU. NOW, THEREFORE in consideiation of the mutual covenants heiein contained and intending to be legall bound b this i itten instiument the pai ties heieto do LO\ enant and aglee as follows: 1 TERM AND EFFECTIVE DATE This MOU shall be effecti\e upon the dite of e\ecution of this MOU by the Commissionei of the Department of Property and Procurement and shall terminate one year thereafter. The Government in its sole discretion, shall have the option to renew this MOU for a period of three (3) additional one-year periods subject to the same terms noted herein, by providing Department General Contract No. __________________________ Initials: ________ 1st October 24 G001DHST25 4 MOU between DL IS & DOE for Summer Electronic Benefits Transmittals OPCMR of Education with 60 days ritten notice ofthe Government’s election to renew. 2. COSTS There shall be no exchange of funds hetseen the Parties for the performance of tasks under this MOU. Each Party shall bear all costs associated with the fulfillment of its responsibilities under this MOU. 3. RESPONSIBILITIES! TASKS 3.1 Department of Human Services shall be responsible for: a. Summer EBT case management b. Issuance. control. and accountability of Summer EBT benefits and EBT cards c. Summer EBT card distribution and loading d. Issuance of Summer EBT Benefit replacement cards to qualified families e. Customer support E User acceptance testing in preparation for the distribution of benefits g. Data duplication for streamlined certification h. Collaborating with VIDE to conduct community education. outreach. and communication with parents and schools on the Summer EBT program. I. Developing and maintaining complaint procedures: j. Keeping records necessary to determine whether the program is being conducted in compliance with the requirements in this part for the proper storage and use of data. The records must survive the duration of this agreement k. Submitting accurate and timely financial and program plans. forms. and reports: and as it relates to the records, the records should survive the duration of the agreement due to the data that needs to be updated on a yearly basis. This information is required of the custodial parent. This information entails updating of personal information and mailing addresses. I. Public notification and participant support. m. Appeals and fair hearings — all SEBT benefit recipients shall have the opportunity to appeal DHS’ decision and will be granted a fair hearing. 3.2 Department of Education shall be responsible for: a. The Department of Education will certify general. and individual, student enrollment through its Student lnfirmation System (SI S) b. Data collection (Updating students addresses and personal information) c. Aggregating relevant school data fi’orn the local educational authorities (LEAs)/School Districts and the school food authorities (SFAs) within those Districts d. Database management for school data e. Monitoi’ing student enrollment data to ensure accurate and up—to—date information f. Collaborating with DH S to conduct community education. outreach. and communication with parents and schools on the Summer EBT program. 4. DESIGNATED REPRESENTATIVE 2 Initials: _______ General Contract No. G001DHST25 MOt’ between Dl IS & DOE lbr Summer Electronic Benelits Transmittals OPCMR Each Party shall designate a representative to oversee its responsibilities under this MOU. Department of HLlman Services designates: Natalie Bailey Division of Family Assistance Administrator 4201 Mars Hill Frederiksted. St. Croix 00840 Natalie .Bai levdhs.vi coy 340-772-7101 Department of Education designates: James Richardson State Director of Planning. Research & Evaluation 1 834 Kongens Gade St. Thomas. U.S. Virgin Islands 00802 James.richardson vide.vi 340-774-0! 00 5. ASSIGNMENT Neither Party shall subcontract or assign any part of the services or responsibilities under this MOU. 6. GOVERNING LAW This MOIJ shall be governed by the laws of the United States Virgin Islands and jurisdiction shall remain in the United States Virgin Islands, 7. WAIVERS AND AMENDMENTS No waiver, modification or amendment of any term condition or provision of this MOU shall be valid or of any force or effect unless made in writing, signed by the parties hereto or their duly authorized representatives, and speciI’ing with particularity the nature and extent of such waiver, modification, or amendment. Any such waiver, modification or amendment in any instance or instances shall in no event be construed to be a general waiver, modification. or amendment of any of the terms. conditions, or provisions of this MOU, but the same shall be strictly limited and restricted to the extent and occasion specified in such signed writing or writings. 8. ENTIRE AGREEMENT This MOU constitutes the entire agreement ofthe parties relating to the subject matter addressed in this agreement. This MOU supersedes all prior communications. MOUs, or agreements .3 Initials: — General Contract No. G001DHST25 MOt beteen DIIS & DOF for Sunmìcr Electronic Benefits Transmittals ()PC’MR between the parties with respect to the subject matter addressed in this Agreement. whether written or oral. 9. CONDITION PRECEDENT This MOU shaH be subject to the availability and appropriation of funds and to the approval of the Commissioner of the Department of Property and Procurement. 10. TERMINATION Either parts w ill have the tight to terminate this MOU with or without cause on sixty (60) days ritten notice to the other part specifying the date of termination. ii. NON-DISCRIMINATION No person shall be excluded from participating in, be denied the proceeds of or he subject to discrimination in the performance of this MOU on account of race. creed. color. sex. religion. disability or national origin. In accordance s ith federal ci il tights la and U.S. Department of Agriculture ( i:s ) ci’. ii rights regulations and policies, this institution is prohibited from discriminating on the basis of race. color, national origin, sex (including gender identit and sexual orientation). disabi litv. age. or reprisal or retaliation for prior civil rights activity. 12. CONFLICT OF INTEREST Both Parties covenant that it has no interest and will not acquire any interest direct or indirect. which would conflict in any manner or degree with the performance of services required to be performed under this MOU. 13. NOTICE Any notice required to be given by the Terms of this MOU shall be deemed to have been given when the same is sent by certified mail. postage prepaid or personally delivered, addressed to the parties as follows: Lisa M. Alejandro Commissioner Department of Property and Procurement 8201 Sub Base. Suite 4 St. Thomas Virgin Islands 00802 Averil E. George Commissioner 4 Initials: — General Contract No. G001DHST25 MOU between DI IS & DOE for Summer Electronic Benelits Transmittals Department of Human Services 1303 Knud Hansen St. Thomas Virgin Islands 00802 Dionne Wells-Hedrington. Ed.D. Commissioner Department of Education 1834 Kongens Gade St. Thomas Virgin Islands 00802 14. FASCIMILE, ELECTRONIC & DIGITAL SIGNATURES OPCMR A facsimile, electronic or digital signature on this Contract shall be deemed an original and binding upon the Parties hereto. 15. OTHER PROVISIONS Appendix A (Scope of Work) attached hereto is made as part of this MOL and is incorporated herein b this reference. The parties have hereunto set their hands as set forth belo GOVERNMENT OF THE VIRGIN ISLANDS Averi I E. Georg, Commissioner Department of Human Services Dionne Wel -He ringto ommissioner Department of Education Date: 08/12/24 Date: 8/9/2024 Date: Lisa M. Alejandro. Commissioner Department of Property and Procurement 5 Initials: General Contract No. 10/1/2024 G001DHST25 I bet een I)HS & 1)QF for Summer F lectjomc Hejiel DPI MR APPROVED AS TO LEGAL S[FFJCJENCY DEPARThJ[T OF JUSTICE BY; Date 9/23/2024 6 General Contract No. Initials G001DHST25