Item D19
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: _6-21-2006
Division: _Community Services
Bulk Itern: Yes 2L-
No
Department: _Social Services
Staff Contact Person: ~ Deloris Simpson
AGENDA ITEM WORDING: Approval of the Home Care for the Elderly (aCE) Contract # KH 672
between the Alliance for Aging, Inc. (Area Agency on Aging) and Monroe County Board of County
Commissioners (In-Home Services Program).
ITEM BACKGR.OUND: The approval of this HCEContract will enable Monroe County In-Home
Services to continue providing services to the caregiver's of Monroe County's elderly population under
the Home Care for the Elderly program.
PREVIOUS RELEVANT BOCC ACTION: Prior approval granted to the Home Care for the Elderly
(HCE) Contract #KC572 on June 15, 2005.
CONTRACT/AGREEMENT CHANGES: none
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $56,305.08
BUDGETED: Yes
No
COST TO COUNTY: Case Management only
$1,l45A2 - Required
Additional match $3,615.66
Tota] combined match $4,761.08
SOURCE OF FUNDS: Ad Valorem Taxes
REVENUE PRODUCING: Yes
No
x
AMOUNT PER MONTH
Year
APPROVED BY: County Atty. --1L. OMB/Purchasing ~
Risk Management _X_
DIVISION DIRECTOR APPROVAL:
SHEILA BARKER
DOCUMENTATION:
Included X
Not Required_
To Follow
DISPOSITION:
AGENDA ITEM #
Revised 2/05
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Alliance For Aging, Inc. Contract
Effective Date: July 1,2006
Expiration Date: June 30, 2007
Contract Purpose/Description: Approval of the Home Care for the Elderly (HCE) Contract #KH 672 between the
Alliance for Aging, hlC. and the Monroe County Board of County Commissioners (In-Home Services Program)
for Fiscal Year July 1,2006 through June 30, 2007.
Contract Manager:
Deloris Simpsonf/j:~ /<
(Name~L1/~/e';f
6/21/2006 ~/
For BOCC meeting on
4589
(Ext. )
Social Services/Stop 1
(Department/Stop #)
Agenda Deadline:
6/6/2006
CONTRACT COSTS
Total Dollar Value of Contract: $ 56,305.08
Budgeted? Yes X No Account Codes:
Grant: $ 51,544.00
County Match: $1,145.42 (Case Mgt Only)Required.
Additional Match $3,615.66
Total Match $4,761.08
Current Year Portion: $
6tl53QO(p
Jvl.,
Estimated Ongoing Costs: $
eNOL included in dollar value above)
/yr
ADDITIONAL COSTS
For:
(e . Maintenanee, utilities, 'anitorial, salaries, de)
CONTRACT REVIEW
Date In
Changes
Need~,\
Yes (~9/
~;:.:;~.
Yes (No)
\~
Division Director
Risk Management
f\,! A
,;(~ l~{ i.\
OM.B.!PurcMsin~
Yes
County Attorney
Yes
~.
Comments:
OMB Form Revised 2/27/01 MCP #2
CONTRACT KH 672
Page 1
HOME CARE FOR THE ELDERLY CONTRACT
2006-2007
THIS AGREEMENT is entered into between the Alliance for Aging, Inc., hereinafter referred
to as the "Alliance," and Monroe County Board of Commissioners, hereinafter referred to as
the "recipient." This agreement is subject to aU provisions contained in the MASTER
AGREEMENT executed behvecn the Alliance and the Recipient, Agreement No. PA429, and
its successor, incorporated herein by reference.
I. Recipient Agrees:
A. Services to be Provided:
1. The recipient's service provider application for state fiscal year 2006, and any
revisions thereto approved by the Alliance and located in the contract manager's
file, are incorporated by reference in this contract between the Alliance and the
recipient, and prescribe the services to be rendered by the recipient.
2. Consumers may not be enrolled in a Department of Elder Affairs' state general
revenue funded program, including HCE, who are also enrolled in a Medicaid
capitated long term care health plan or program. These programs include the
Frail Elder Program operated by United Health Care, the Channeling Program
operated by Miami Jewish Home and Hospital for the Aged, the Long Term Care
Community Diversion Program and the Program of All Inclusive Care for the
Elderly (PACE) program scheduled to begin operation in the Miami-Dade
County area.
S, Manner of Service Provision:
The services will be provided in a manner consistent with and described in the recipient's
service provider application for state fiscal year 2006 and the Department of Elder Affairs
Client Home And Community Based Services Handbook dated 01/03 In the event the
manual is revised, such revision will automatically be incorporated into the contract and the
recipient will be given a copy of the revisions.
II. The Alliance Agrees:
A. Contract Amount:
To pay for services in a n amount not to exceed $51,544.00, subject to the availability
of funds.
Obligation to Pay:
The Alliance's performance and obligation to pay under this contract is contingent
upon an annual appropriation by the Legislature.
B. Source of Funds:
The costs of services paid under any other contract or from any other source are not
eligible for reimbursement under this contract The funds awarded to the recipient
pursuant to this contract are in the state grants and aids appropriations.
CONTRACT KH 672
Page 2
III. Recipient and Alliance Mutually Agree:
A. Effective Date:
1, This contract shall begin on July 1,2006 or on the date the contract has been signed by
both parties, whichever is earlier.
2. Delivery of services shall end on June 30, 2007.
IN WITNESS WHEREOF, the parties hereto have caused this 2-page agreement to be executed by
their undersigned officials as duly authorized.
PROVIDER:
Monroe County Board of
Commissioners
ALLIANCE FOR AGING, INC.
SIGNED BY:
SIGNED BY:
Pedro Jove.
NAME:
NAME:
President & CEO
TITLE:
TITLE:
DATE:
DATE:
(SEAL)
ATTEST: DANNY L
OiilK
BY.
DEPUTY CLERK
MONROE COUNTY RNEY
APPROVED AS TO FORM:
c
Mfmroe C.., a.t't 0I.iIe. onr "
07ro1~OO5 .
ContTact Number KH 572
HOME CARE FOR THE ELDERLY CONTRACT
2005-2006
THIS CONTRACT is entered into between the Alflance for Aging, Inc.. hereinafter referred to as
the "Alliance", and the Monroe County Board of Commissioners, hereinafter referred to as
the "recipient". This contract is subject to all provisions contained in the MASTER
AGREEMENT executed between the Affiance and the recipient, Agreement No_ PA429, and its
successor, incorporated herein by reference.
The parties agree:
.. Recipient Agrees:
A. Services to be Provided:
To plan, develop, and accomplish the services delineated, or otherwise cause the
planning, development, and accomplishment of such services and activities, under the
conditions specified and in the manner prescribed in Attachment I of this agreement.
B. Requirements of Section 287.058. Florida statutes:
These requirements are herein incorporated by reference.
C. Final Request for Payment:
1. The recipient must submit the final request for payment to the Alliance no later than
September 15, 2006; if the recipient fails to do so, all right to payment is
forfeited, and the Alliance will not honor any requests submitted after the
aforesaid time period.
2. If the contract is terminated prior to the contract end date of September 30.2006.
then the recipient must submit the final request for payment to the AfJiance no more
than 45 days after the contract is terminated; If the recipient falls to do so, all
right to payment Is forfeited, and the Alliance will not honor any requests
submitted after the aforesaid time period.
fl. The Alliance Agrees:rContract Amount:
To pay for contracted services according to the condffions of Attachment' in an amount
not to exceed $51,544.00. subject to the availability of funds. The Alliance's performance
and obligation to pay under this contract is contingent upon an annual appropriation by the
legislature. The costs of services paid under any other contract or from any other source
are not eligible for reimbursement under this contract. The funds awarded to the recipient
pursuant to this contract are in the state grants and aids appropriations and consists of the
following:
1
0710112005
Contract Number KH 572
Program Title Year Funding Source CSFA# Fund Amounts
Home Care for the Elderiv 2005 Generai Revenue 65001 $51,544.00
TOTAL FUNDS CONTAINED IN THIS CONTRACT: $51,544.00
III. Recipient and Alliance Mutually Agree:
A. Effective Date:
1. This contract shalt begin on July 1, 2005 or on the date the contract has been
signed by both parties. whichever is later.
2. Delivery of services shall end on June 30, 2006 This contract shall end on
September 30. 2006. See Attachment I. Section 11I.0.
B. Tennfnation. Suspension. and/or Enforcement:
The causes and remedies for termination or suspension of this contract shall fonew the
same procedures as outlined in Section Ill. S. and Section III. C. of the Master
Agreement
c. Recipient Responsibilfty:
Notwithstanding the pass through language contained in Section I.S.1. of the Master
Agreement, the recipient maintains responsibility for the performance of all sub
recipients in accordance with all applicable federal and state laws.
D. Notice, Contact. and Payee Information:
1. The name, address, and telephone number of the contract manager for the Alliance
for this contract is:
Steven Weisberg
9500 South Dadeland Boulevard. Suite 400
Miami. Florida 33156
(305) 679--6500 SC 455..eSOO
2. The name, address. and telephone number of the representative of the recipient
responsible for administration of the program under this contact is:
Louis LaTorre
Geto Building ~ 1100 Simonton Street
Key West, Florida 33040
(305) 292-4573
2
07f01l2OOS
Contract Number KH 572
3. In the event different representatives are designated by either party after execution
of this contract. notice of the name and address of the new representative wll be
rendered in writing to the other party and said notification attached to originals of
this contract.
4. The name (recipient name as shown on page 1 of this contract) and mailing
address of the official payee to whom the payment shaft be made:
Monroe County Board of Commissioners
Gate Building - 1100 Simonton Street
Key West, Florida 33040
IN WITNESS THEREOF, the parties hereto have caused this g..page contract to be executed
by their undersigned officials as duly authorized.
PROVIDER:
MONROE COUNTY BOARD
OF COMMISSIONERS
ALUANCe FOR AGING, INC.
FOR DADE & MONROE COUNTIES
BOARD PRESIDENT OR AUTHORIZED DESIGNEE
SIGNED BY: Jj~;, 7;) #-w
~E: Dixie M. Spehar
SIGNED B..... r:~ -, ~
~ "'
NAME: Steven Weisberg, M. S.
Mayor
nTLE:
President & CEO
, (u/o >
TITLE:
DATE:
June 15. 2005
DATE:
59--6000749
09130
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MONROE COUNTY ATTORNEY
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07101/2005
Contract Number KH 572
ATTACHMENT f
HOME CARE FOR THE ELDERLY PROGRAM
i. STATEMENT OF PURPOSE
The Home Care for the Elderly (HCe) Program encourages the provision of care in family-
type lving arrangements in private homes on a not for profit basis as an alternative to
nursing home or other institutional care.
fl. SERVICES TO BE PROVIDED
A. Services:
1. The recipient's seIVice provider application for state fiscal year 2005, and any
revisions thereto approved by the Alliance and located in the contract manager's
file. are incorporated by reference in this contract between the Alliance and the
recipient, and prescribe the services to be rendered by the recipient.
2. Consumers may not be enrolled in a Department of Elder Affairs' state general
revenue funded program. including HCE. who are also enrolled in a Medicaid
capitated long term care health plan or program. These programs include the Frail
Elder Program operated by United Health Care, the Channeling Program operated
by Miami Jewish Home and Hospital for the Aged. the Long Term Care Community
Diversion Program operating in Planning and Service Areas 7 and 9. and the
Program of AI Inclusive Care for the Eldel1y (PACe) program scheduled to begin
operation in the Miami~Oade County area.
B. Manner of ServIce Provision:
The services \'Viti be provided in a manner consistent with and described in the
recipient's service provider application for state fiscal year 2005 and the Department of
Elder Affairs Client Home And Community Based Services Handbook dated 01/03 In
the event the manual is revised, such revision wiR automatically be incorporated into
the contract and the recipient will be given a copy of the revisions.
III. METHOD OF PAYMENT
A. The method of payment in this contract is based on a fixed rate reimbursement for
approved services. The recipient must ensure fixed rates indude only those costs which
are in accordance with all applicable state and federal statutes and regulations and are
based on audited historical costs in instances where an independent audit is required.
All requests for payment and expenditure reports submitted to support requests for
payment shall be on DOEA forms 106H and 105H. Duplication or replication of both
forms via data processing equipment is permissible. provided an data elements are In
the same format as included on department forms.
4
0710112005
Contract Number KH 512
B. The recipient shalf maintain documentation to support payment requests which shall be
avaiiabfe to the Comptroller, the Department of Elder Affairs, or the Affiance upon
request.
C. The recipient may request a monthly advance for service costs for each of the first
three months of the contract period, based on anticipated cash needs. Detailed
documentation justifying cash needs for advances must be submitted with the signed
contract, approved by the Alliance. and maintained in the contract manager's file. All
payment requests for the fourth through the twelfth months shaii be based on the
submission of monthly actual expenditure reports beginning with the first month of the
contract. The schedule for submission of advance requests is A IT ACHMENT II to this
contract. Reconciliation and recouping of advances made under this contract are to be
completed by the time the final payment is made. AU advance payments are subject to
the availability of funds.
D. Advance funds may be temporarily invested by the recipient in an insured interest
bearing account. All interest earned on contract fund advances must be returned to the
ABiance at the end of the first quarter of the contract period.
E. The Alliance shall make payment to the provider for provision of services up to a
maximum number of units of service and at the rate(s) stated below:
Service Unit of Unit Rate Maximum Maximum
to be ~rviC& JJ.uitI Dollars
Provfded
Case Management 1 hour $47.855263 76 $3,637
F. Contract Amendments:
1. The redpient agrees to imptement the distribution of funds as detailed in the service
provider application and the Budget Summary, ATTACHMENT III to this contract.
A contract amendment is required to change the total amount of the contract With
written notice to the Alliance's contract manager. funds may be moved from the
Case Management budget categofy to the Subsidies categofy. The Case
Management budget category can not be increased.
2. This contract is for services provided during the 200512006 State Fiscal year
beginning July 1, 2005 through June 30, 2006, however, the contract is in effect
through September 30, 2006 in order to provide for maximization of resources atld
to anow for greater flexibility to pay for the services rendered by June 30, 2006.
SeI'Vices provided after June 30, 2006 cannot be reimbursed under this contract
3. The recipient will submit a draft closeout report by August 15, 2006. Any contract
amendments after August 15. 2006 determined necessary by the Alliance will be
based on the draft closeout reports.
5
01101/2005
contract Number KH 572
4. The final expenditure report and request for payment will be due to the Alliance no
later than September 15, 2006. No expenditure reports or requests for payment will
be accepted after September 15, 2006.
G. Any payment due by the Alliance under the terms of this contract may be withhekf
pending the receipt and approval by the Alliance of alf financial and programmatic
reports due from the recipient and any adjustments thereto. induding any disaHowance
not resolved as outlined in Section I.T. of the Master Agreement
IV. SPECIAL PROVISIONS
A. State Laws and Regulations:
1. The recipient agrees to comply with applicable parts of Rute Chapter 58H-1. Florida
Administrative Code promulgated for administration of Sections 430.601 through
430.608, Florida Statutes. and the Department of Elder Affairs Home and
Community Based ServiCeS Handbook dated 01/03.
2. The recipient agrees to comply with the provisions of Sections 97.021 and 97.058,
Florida Statutes. and all rules related thereto in the Florida Administratfve Code.
B. Assessment and Prioritization for Service Delivery for New Consumers:
The fotIowing are the criteria to prioritize new consumers for service delivery. it is not
the intent of the Department of Elder Affairs to remove existing clients from any
program in order to serve new clients being assessed and prioritized for service
delivery .
1. Priority Criteria for SefVice Detivery:
a) individuals in nursing homes under Medicaid who could be transferred to the
community.
b) individuafs in nursing homes whose Medicare coverage is exhausted and
may be diverted to the community;
c) individuals in nursing homes which are closing or in receivership and can be
discharged to the community; or
d) individuals whose mental or physical health condition has deteriorated to the
degree seW care is not possible. there Is no capable caregiver and
institutional placement win occur within 72 hours.
2. Priority Criteria for Other Assessed Individuals:
The assessment and provision of services should always consider the most cost
effective means of service delivery. Functional impairment shall be determined
through the department's consumer assessment form administered to each
applicant The most frail individuals not prioritized in the group above. regardless of
referral source, will receive services to the extent funding is available.
6
07/01/2005
Contract Number KH 572
C. Consumer Information. Registration and Tracking System (CIRTS):
1. The recipient will ensure the collection and maintenance of Home Care for the EIder1y
(HeE) subsidies and case management information on a monthly basis from the
Consumer Information. Registration and Tracking System (CIRTS). Maintenance
inctudes valid exports and backups of all data and systems according to department
standards.
2. The recipient must ensure all data for HCE subsidies are entered in the CIRTS by the
15th of each month. HCE subsidy data entered into the CIRTS by the 15th of the
month will be for payments incurred between the 16th of the previous month and the
15th of the current month. Case management data entered into the CIRTS by the 15th
of the rnonthwill heror units of service provided during the previous month from the
16th and up to and including the 15th of the current month or case management units
of service may be entered according to the recipient schedule. in aggregate on the 31st
or daily. weekly or monthly.
3. The recipient will ensure data entry for HCE subsidies will cease on the 15th of the
month and the CIRTS Monthly Service Utilization Report, by consumer and by worker
identification is run.
4. The recipient will ensure the Monthly UtiliZation Report, by consumer and by worker
identification is verified, corrected. certified no later than the 20th of the month in which
the report is generated.
5. The recipient will ensure caregivers determined eligible for the HCE basic subsidy after
the 15th of a month. will be processed to begin eligibility for the HCE basic subsidy on
the 1st day of the next month.
6. The Alliance will reconcile and verify the CIRTS data prior to payment for HCE basic
and special subsidies and case management
7. The Alliance will reconcile and verify the CIRTS data prior to payment for HCE basic
and special subsidies and case management
7
01101/2005
Report
~umber
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
leoond:
Note # 1:
Note # 2:
Contract Number KH 572
ATTACHMENT U
HOME CARE FOR THE ELDERLY PROGRAM
CONTRACT REPORT CALENDAR
Basad On
July Advance' * ..... ...... .......... ........... ...... ......... ..... .... .......
August Advance" .... ........... .............................. .......... ....
July Expenditure Report .. ........... .......... ............... ..............
August Expenditure Report .. ...... ....... .............. ....... ............
September Expenditure Report ...........................................
October Expenditure Report .... H' .... . .. .., .. . .. . .. .. . ... . .. .. .. . . . .. . ...
November Expenditure Report ............................................
December Expenditure Report .................... H'" ......... .. ........
January Expenditure Report ...............................................
February Expenditure Report .. -.. .. . .. .. . ...... . .. .... .. . . .. .... .. .. .. .. .
March Expenditure Report. .................... ............................
April Expenditure Report .........................,.........................
May Expenditure Report/July Advance ReconcilIation ** ..........
June Expenditure Report/August Advance Reconciliation ** .. no
Draft Closeout Report . ....... ........ ...... ....... ....... ........... ....., ,.
Final Expenditure and Request for Payment Report..... ..' ..... . ..
Closeout Report .. .... ........ ........ ........ ............ .............. ,.....
1<
Advance based on projected cash need.
Submit
to the Alliance
on This Date
July 1
July 1
August 10
September 10
October 10
November 10
December 10
January 10
February 10
March 10
April 10
May 10
June 10
July 10
August 15
September 15
September 15
Submission of expenditure reports mayor may not generate a payment
request. If finat expenditure report reflects funds due back to the AHiance,
payment is to accompany the report.
Report #1 for Advance Basis Contracts cannot be submitted to the Alliance
prior to July 1 or untH the contract with the AHiance has been executed.
Actual submission of the vouchers to the Department of Eider Affairs is
dependent on the accuracy of the expenditure report.
The last three months of the recipient's fiscal reports covering actual
expenditures should reflect an adjustment repaying advances for the first
three months of the contract.
"*
8
07/0112005
Contract Number KH 512
ATTACHMENT UI
HOME CARE FOR THE ELDERLY PROGRAM
BUDGET SUMMARY
1. Case Management '"'H~''''''''''''''''''''''''''''''''''' $ 3,637.00
2. SUbsidy Payments 1 .......... w n............... w....... . $41.907,00
3. Total................. ...... ... ............ ..... ........ .... ...... $51;544.00
." .. .. .. .. *
j All subsidy payments are made by the Alliance, on behalf of the recipient. to eligible caregivers after proper
verifrcation In CIRTS for any given month during which service was provided to a homebound HCE elder
consumer.
9