06/20/2007 Contract
DANNY L. KOLHAGE
CLERK OF THE CIRCUIT COURT
DATE:
June 25, 2007
TO:
Dotti Albury, Administrative Assistant
Monroe County In-Home Services Program
Pamela G. Han~
Deputy Clerk
FROM:
At the June 20, 2007, Board of County Commissioner's meeting the Board granted
approval and authorized execution of the following:
Contract KG060 - Community Care for Disabled Adults (CCDA) Contract between the
State of Florida, Department of Children & Families and the Monroe County Board of County
Commissioners/Monroe County In-Home Services. This Contract is for Fiscal Year July I, 2007
through June 30, 2008.
Alzheimer's Disease Initiative (ADI) Contract KZ797 between Alliance for Aging, Inc.
(Area Agency on Aging) and the Monroe County Board of County Commissioners (Community
Services/In-Home Services) for Fiscal Year 7/1/07 to 6/30/08.
home Care for the Elderly (HCE) Case Management Contract KH772 between the
Alliance for Aging, Inc. and the Monroe County Board of County Commissioners (Monroe
County Social Services/In-Home Services Program) for Fiscal Year July I, 2007 through June 30,
2008.
Community Care for the Elderly (CCE) Contract Kcnl between the Alliance for Aging,
Inc. (Area Agency on Aging) and the Monroe County Board of County Commissioners
(Community Services/In-Home Services) for Fiscal Year 7/1/07 to 6/30/08.
Enclosed are four duplicate originals of the above-mentioned, executed on behalf of
Monroe County, for your handling. Please be sure to return the fully executed "Monroe County
Clerk's Office Original" and the "Monroe County Finance Department's Original" as soon as
possible. Should you have any questions please do not hesitate to contact this office.
cc: County Attorney
Finance w/o documents
File ,/
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Contract Number KH 772 Page 1
HOME CARE FOR THE ELDERLY CONTRACT
2007 -2008
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 all provisions contained in the
MASTER AGREEMENT executed between the Alliance and the Recipient, Agreement No.
PA729, 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 2007, 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.
B. 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 2007 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 automaticaliy 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 an amount not to exceed ~12.750.00, 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.
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Contract Number KH 772
Page 2
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.
III. Recipient and Alliance Mutually Agree:
A. Effective Date:
1. This contract shall begin on July 1, 2007 or on the date the contract has been
signed by both parties, whichever is earlier.
2. Delivery of services shall end on June 30, 2008.
IN WITNESS WHEREOF, the parties hereto have caused this agreement to be executed by
their undersigned officials as duly authorized.
PROVIDER:
ALLIANCE FOR AGING, INC.
SIGNED BY:
Mario DiGennaro
NAME:
TITLE:
Mayor/Chairman
President & CEO
TITLE:
DATE:
June 20. 2007
DATE:
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Contract Number KH 772
Page 3
ATTACHMENT I
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 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:
1. The recipient's July 2007 application 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 any other areas that may participate in the Long Term Care
Community Diversion Program through expansion and the Program of All Inclusive
Care for the Elderly (PACE) program.
B. Manner of Service Provision:
The services will be provided in a manner consistent with and described in the
recipient's July 2006 application and the Department of Elder Affairs Home and
Community-Based Services Handbook dated 01/03. In the event the handbook is
revised, such revision will 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 include only those costs that
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 all data elements are in
the same format as included on department forms.
B. The recipient shall maintain documentation to support payment requests which shall be
available to the Comptroller, the Department of Elder Affairs, or the Alliance upon
request.
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Contract Number KH 772
Page 4
C. The recipient may request a monthly advance for service costs 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 third through the nine 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
ATTACHMENT II to this contract. Reconciliation and recouping of advances made
under this contract are to be completed by May & June 2008 reports. All 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
Alliance at the end of the first quarter of the contract period.
E. Contingent upon the recipient's ability to maintain program expenditures within
the assigned quarterly allocations and the availability of funds, the Alliance shall
make payment to the provider for provision of services at the rate(s) stated
below:
SERVICE TO BE
PROVIDED
UNIT MAXIMUM
RATE UNITS
MAXIMUM
DOLLARS
Case Management
$47.86 266
$12,750
F. Any payment due by the Alliance under the terms of this contract may be withheld
pending the receipt and approval by the Alliance of complete and accurate financial and
programmatic reports due from the recipient and any adjustments thereto, including any
disallowance 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 Rule 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 Administrative Code.
B. Assessment and Prioritization for Service Delivery for New Consumers:
The following 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 Service Delivery:
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Contract Number KH 772
Page 5
a) individuals in nursing homes under Medicaid who could be transferred to the
community;
b) individuals in nursing homes whose Medicare coverage is exhausted and
may be diverted to the community;
c) individuals in nursing homes which are closing and can be discharged to the
community; or
d) individuals whose mental or physical health condition has deteriorated to the
degree self care is not possible, there is no capable caregiver and
institutional placement will 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 groups one, two or three above, regardless of referral
source, will receive services to the extent funding is available.
C. Consumer Information, Registration and Tracking System (CIRTS):
1. The recipient will ensure the collection and maintenance of Home Care for the Elderly
(HCE) subsidies and case management information on a monthly basis from the
Consumer Information, Registration and Tracking System (CIRTS). Maintenance
inciudes 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 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 or case management units of
service may be entered according to the recipient schedule, in aggregate on the 31 st 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.
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CONTRACT KH 672 Page 6
5. The recipient will ensure caregivers determined eligible for the HGE basic
subsidy after the 15th of a month, will be processed to begin eligibility for the HGE basic
subsidy on the 1 st day of the next month.
6. The Alliance will reconcile and verify the GIRTS data prior to payment for HGE basic
and special subsidies and case management.
7. The Alliance will reconcile and verify the GIRTS data prior to payment for HGE basic
and special subsidies and case management.
6
Report
Number
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
CONTRACT KH 672 Page 7
ATTACHMENT II
HOME CARE FOR THE ELDERLY PROGRAM
CONTRACT REPORT CALENDAR
Based On
July Advance * .............................................................
August 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 / July Advanced Reconciliation ** .....
June Expenditure Report / August Advanced Reconciliation **
Final Expenditure and Closeout Report
Leqend * Advance based on projected cash need.
Note # 1:
Note # 2:
**
Submit To
The Alliance
On This Date
July 1
July 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
July 20
Submission of expenditure reports mayor may not generate a payment request.
If final expenditure report reflects funds due back to the department, 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 Department of Elder Affairs is dependent on
the accuracy of the expenditure report.
The last two months of the recipient's fiscal reports covering actual expenditures
should reflect an adjustment repaying advances for the two months of the
contract.
7