07/21/1999 Contract
07/01/99
Contract Number KH972
HOMffiCAREFORTHEELDERLY
STANDARD CONTRACT
TIDS CONTRACT is entered into between the Alliance for Aging, Inc., hereinafter referred to as
the "Alliance", and the Monroe County Board of Commissioners, hereinafter referred to as the
"provider". This contract is subject to all provisions contained in the MASTER AGREEMENT
executed between the Alliance and the Provider, Agreement No. fA22, ariI i~su~ss~
incorporated herein by reference. ~ ('") ~~ E: M
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The parties agree: 0 (") . C) 0
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I. Provider Agrees: :< --i::r: U1 C")
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A. Services to be Provided: ~ rr1 (:) C
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 AttachmentJ"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 provider must submit the fmal request for payment to the Alliance no more than
~days after the contract ends or is tenninated; if the provider fails to do so, all right
to payment is forfeited, and the Alliance will not honor any requests submitted
after the aforesaid time period. Any payment due under the terms of this contract may
be withheld until all reports due from the provider, and necessary adjustments thereto,
have been approved by the Alliance.
2. A final receipt and expenditure report as a closeout report will be forwarded to the
Alliance within sixty (60) days after the contract ends or is terminated. All monies
which have been paid to the provider which have not been used to retire outstanding
obligations of the contract being closed out must be refunded to the Alliance along with
the final receipt and expenditure report.
II. The Alliance Agrees:
Contract Amount
To pay for contracted services according to the conditions of Attachmentl in an amount not to
exceed $9.064.50, subject to the availability offunds. The Alliance's performance and obligation
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07/01/99
Contract Number KH972
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 schedule of funds awarded to the provider pursuant to
this contract is in state grants and aids appropriations and consists of the following:.
Program Title Year Funding Source CFDA# Fund Amounts
Home Care for the 1999 General Revenue N/A $9,064.50
Elderly
TOTAL FUNDS CONTAINED IN THIS CONTRACT: $9,064.50
III. Provider and Alliance Mutually Agree:
A. Effective Date:
1. This contract shall begin on July 1. 1999 or on the date the contract has been signed by
both parties, whichever is later.
2. This contract shall end on December 31. 1999.
B. Termination and Suspension
The causes and remedies for termination or suspension of this contract shall follow the same
procedures as outlined in Section III. B. And Section III. C. of the Master Agreement.
C. Notice, Contact, and Payee Information:
1. The name, address, and telephone number of the contract manager for the Alliance for
this contract is:
John L. Stokesbeny
Alliance for Aging, Inc.
9500 S. Dadeland Boulevard, Suite 400
Miami, Florida 33156
305-670-6500
2. The name, address, and telephone number of the representative of the provider
responsible for administration of the program under this contract is:
Louis La Torre
5100 College Road - Wing III
Key West, FL 33040
(305) 292-4420
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Contract Number KH972
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 will be rendered in writing
to the other party and said notification attached to originals of this contract.
4. The name (provider name as shown on page 1 of this contract) and mailing address of the
official payee to whom the payment shall be made:
Monroe County Board of Commissioners
5100 Collage Road - Wing III
Key West, FL 33040
IN WI1NESS THEREOF, the parties hereto have caused this.-&.. page contract to be executed by their
undersigned officials as duly authorized.
PROVIDER: MONROE COUNTY BOARD
OF COMMISSIONERS
ALLIANCE FOR AGING, INC.
BOARD PRESIDENT OR
AUTHORIZED DESIGNEE
SIGNED \ ...... ~_" ':\. _ l\ .. .. t;)\.._ " 11' " .I
BY: ~~,. \"~"-"""'--~'~~-\r:::-
NAME: jJ(ltkLM IN4JVfV
MA~b~
1J-.:2/-99
SIGNED
BY: ~C\\r{\n'\n. 2~~0vI
NAME: RAMONA FRISCHMAN, EdD
TITLE:
DATE:
TITLE: BOARD PRESIDENT
DATE: ?) I t-j I q D\
FEDERAL ID NUMBER: 59-1523943 ~{/}
PROVIDER FISCAL YEAR END DATE: ~O
NNEh. HUTTON
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"~;<.l DANNY L. KOLHAGE, CLERK
BY ..Jbo.b.lc, ~ ~a4d
DEPUTY aeRK '
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07/01/99
Contract Number KH972
ATTACHMENT I
HOME CARE FOR THE ELDERLY PROGRAM
I. STATEMENT OF PURPOSE
Home Care for the Elderly (HCE) encourages the provision of care in family-type living
arrangements in private homes on a not for profit basis as an alternative to nursing home or other
institutional care.
II. SERVICES TO BE PROVIDED
A. Services:
. . The approved Service Provider Application of Monroe County Board of Commissioners for
Home Care for the Elderly funds for July 1, .1999 to December 31, 1999, 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 provider, and prescribe the services to be
rendered by the provider.
B. Manner of Service Provision:
The services will be provided in a manner consistent with and described in the Service Provider
Application for the Home Care for the Elderly funds for July 1, 1999 to December 31, 1999 of
the Monroe County Board of Commissioners and the Department of Elder Affairs Client
Services Manual. In the event the manual is revised, the contract will incorporate any such
revision and the provider will be given a copy of the revision.
III. METHOD OF PAYMENT
A. This is a fixed rate - advance funding contract. All requests for payment and expenditure
reports submitted to support requests for payment shall be on DOEA forms 106H and 10SH.
Duplication or replication of both forms via data processing equipment is permissible, provided
all data elements are in the same format as included on department forms.
B. The provider may request a monthly advance 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 maintained in the contract managers file. All payment requests for the fourth
through the twelve months shall 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 TT 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. All
advance payments are subject to the availability of funds.
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Contract Number KH972
C. Advance funds may be temporarily invested by the provider in an insured interest bearing
account. All interest earned on contract fund advances must be returned to the Alliance at the
end of the first quarter of the contract period.
D. Any payment due by the Alliance under the terms of this contract may be withheld pending the
receipt and approval by the Alliance of all fmancial and programmatic reports due from the
provider and any adjustments thereto.
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 to be
Provided
Unit of
Service
Unit
Rate
Maximum
Units
Maximum
Dollars
Case Management
1 client hour
$49.130081
184.5
$9,064.50
IV. SPECIAL PROVISIONS
A. Program Income
Program Income earned may be spent in the same year as earned. Any program income funds
not spent may be carried forward into the next fiscal year. Any prior year program income
carried forward must be spent in the following year.
B. State Laws and Regulations
The provider agrees to comply with applicable parts of Rule Chapter 58H-l, Florida
Administrative Code promulgated for administration of Sections 430.601 through 430.608,
Florida Statutes, and the Department of Elder Affairs Client Services Manual.
C. Comprehensive Assessment Review and Evaluation for Long Term Care Services (CARES)
Program
Those persons who are functionally assessed by the Comprehensive Assessment Review and
Evaluation for Long Term Care Services (CARES) Program to be at imminent risk of nursing
home placement and referred to the Home Care for the Elderly Program will have services
started immediately. The provider must shelter an adequate portion of funds to serve these
CARES referrals.
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Contract Number KH972
D. Business Hours
The Provider must at a minimum maintain business hours from 8:00 AM to 5:00 PM daily,
Monday through Friday.
E. Transfer Between Budget Categories
The provider may with prior written approval by the Alliance's contract manager, implement a
budget transfer within the HCE case management cost category and the HCE subsidies cost
category. The provider may also with prior written approval by the Alliance's contract manager,
implement a budget transfer from the HCE administrative cost category to the HCE subsidies or
HCE case management cost categories.
F. Client Information, Registration and Tracking System (CIRTS)
1. Area agencies will ensure the collection and maintenance of Home Care for the Elderly
(HCE) subsidies and case management information on a monthly basis from the Client
Information and Registration Tracking System (CIRTS). Maintenance includes valid
exports and backups of all data and systems according to department standards.
2. Lead agencies must enter all data for HCE subsidies 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 month will be for
units of service provided during the previous month from the 16th and up to and including
the 15th of the current month. Case management units of service may be entered according
to the agency schedule, in aggregate on the 31st or daily, weekly or monthly.
3. Lead agencies will cease data entry for HCE subsidies on th~ 15th of the month and run a
CIRTS Monthly Service Utilization Report, by client and by worker identification.
4. Lead agencies will verify, correct, and certify the Monthly Utilization Report, by client and
by worker identification, and submit this report to the area agency on aging by the 20th of
the month in which the report is generated. The area agency an aging may also require a
Request for Payment and Receipt and Expenditure Report for case management to
accompany this report.
5. Caregivers who are determined eligible for the HCE basic subsidy after the 15th ofa month,
will be processed by lead agencies to begin eligibility for the HCE basic subsidy on the 1 st
day of the next month.
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Contract Number KH972
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 process basic and special subsidy checks to caregivers by the 3rd of the
month following the month services are rendered.
G. Outcome Achievement
1. Area agencies will assign the provider legislatively approved outcome measures.
2. Area agencies will track outcome achievement on a monthly basis. Technical assistance will
be provided to service providers when achievement levels drop 1 % or more from the
assigned outcome measures. Corrective action will be required specifying actions the
providers will take to bring achievement levels up to assigned amount if achievement drops
2% or more.
3. The Alliance will monitor implementation of provider strategies toward achieving outcomes
as described in the Service Provider Application for Monroe County Social Services.
H. Care Plans
Care plans will be costed out for each client. Projected costs will be provided to fiscal offices to
manage resources and compare to actual expenditures for the agency.
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07/01/99
HOME CARE FOR THE ELDERLY PROGRAM
CONTRACT REPORT CALENDAR
ADVANCE BASIS CONTRACT
Report
Number Month
1 July
2 August
3 September
4 October
5 November
6 December
7 January
8 February
9 March
10 April
11 May .
12 June
13 July
14 Aug.
15 Sep.
16 **
17 **
Legend: *
Note # 1:
Note # 2:
Note # 3:
Based On
Advance *
Advance *
Advance *
July Expenditure Report
August Expenditure Report
September Expenditure Report
October Expenditure Report
November Expenditure Report
December Expenditure Report
January Expenditure Report
February Expenditure Report
March Expenditure Report
April Expenditure Report
May Expenditure Report
June Expenditure Report
Final Request for Payment
Closeout Report
Advance based on projected cash need.
Submission of expenditure reports mayor may not generate a
payment request. If final expenditure report reflects funds due
back to the Alliance, payment is to accompany the report.
Report #1 for Advance Basis Contracts cannot be submitted to
the Alliance prior to July 1 or until the contract with the
Alliance has been executed. Actual submission of the
vouchers to the DOEA is dependent on the accuracy of the
expenditure report.
Adv. Recon.**
Adv. Recon.**
Adv. Recon.**
**
Contract Number H901
ATTACHMENT II
Submit to Alliance
On This
Date
July 1
July 1
August 1
August 15
September 15
October 15
November 15
December 15
January 15
February 15
March 15
April 15
May 15
June 15
July 15
August 14
August 29
A final request for payment may be submitted to the Alliance
by the provider up to 45 days after the contract has ended.
The last three months of the provider'S fiscal reports
covering actual expenditures should reflect an adjustment
repaying advances for the first three months of the
contract.
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