FY2009 1st Amendment 02/18/2009DANNY L. KOLHA GE
CLERK OF THE CIRCUIT COURT
DATE: March 10, 2009
TO: Tina Boan, Sr. Budget Director
ATTN.• Lisa Tennyson
FROM: Pamela G. HancoJ'.,CI-
At the February 18, 2009, Board of County Commissioners meeting the Board granted
approval and authorized execution of an Amendment to the Contract between Monroe County
and Guidance Clinic of the Middle Keys, replacing Attachment C, which concerns subcontracted
Baker/Marchman Act transportation and increasing the Contract amount for these services from
$48,000 to $146,000.
Enclosed is a duplicate original of the above -mentioned for your handling. Should you
have any questions please feel free to contact our office.
cc: County Attorney
Finance
File
to 't
AMENDMENT TO AGREEMENT
This Amendment to Agreement is made and entered into this J,<6 th day of February, 2009,
between the BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter
referred to as "COUNTY, /I and The Guidance Clinic of the Middle Keys, Inc., hereinafter referred to as
"PROVIDER. /I
WHEREAS, the COUNTY and the PROVIDER entered into an agreement on October 15, 2008,
regarding the provision of mental health services, including sub-contracted Baker Act and Marchman
Act transportation services, for citizens of Monroe County; and
WHEREAS, PROVIDER has negotiated a new sub-contract for Baker Act and Marchman Act
transportation services, and,
WHEREAS, the COUNTY desires to amend said agreement to increase the amount of funding
to accommodate increased Baker Act and Marchman Act Transportation expenses;
WHEREAS, the COUNTY desires to amend said agreement to include the new Baker Act and
Marchman Act transportation sub-contract;
WHEREAS, the COUNTY desires to amend said agreement to correct a scriveners error;
NOW, THEREFORE, in consideration of the promises contained herein, the parties agree:
1. The contract is amended by substituting the new Attachment C (Baker Act and Marchman Act
Letter of Agreement dated October 17, 2008, by the Provider and signed by Elangess, LLC on
February 4, 2009) in place of the current contract Attachment C, which is blank.
2. Section 1, and the sub-section (e) thereof, of the contract dated October 15, 2009, is hereby
amended to read (items changed are in bold):
1. AMOUNT OF AGREEMENT. The Board, in consideration of the Provider substantially
and satisfactorily performing and carrying out the duties and obligations of the Board, shall
reimburse the Provider for a portion of the Provider's expenditures for Baker Act hospital,
physician and crisis stabilization services, as billed by the Provider, for clients qualifying for
such services under applicable state and federal regulations and eligibility determination
procedures, and for Baker Act transportation services, non-Baker Act mental health services
and substance abuse treatment. This cost shall not exceed a total reimbursement of
EIGHT HUNDRED THOUSAND, FIVE HUNDRED, TWENTY, AND NO/1OO DOLLARS
($800,520.00), during the fiscal year 2009, payable as follows:
(e) the sum of ONE HUNDRED FORTY SIX THOUSAND AND NO/1OO DOLLARS
($146,000.00) for Baker Act/Marchman Act Transportation services.
3. Article 3 is hereby amended to read (items changed are in bold):
3. PAYMENT. Payment will be paid monthly as hereinafter set forth. Baker Act Billing
Summary Forms, certified monthly financial and service load reports will be made available to
the Board to validate the delivery of services under this contract. The monthly financial report is
due in the office of the Clerk of the Board no later than the 15th day of the following month.
Payment for Baker Act and Marchman Act transportation services shall be made according to the
rate schedule set forth in Attachment C, subject to the maximum amounts set forth in Paragraph
I.e. above. After the Clerk of the Board pre-audits the certified report, the Board shall
2
reimburse the Provider for its monthly expenses. However, the total of said monthly payments
in the aggregate sum shall not exceed the total amount shown in Article 1, above, during the
term of this agreement. To preserve client confidentiality required by law, copies of individual
client bills and records shall not be available to the Board for reimbursement purposes but shall
be made available only under controlled conditions to qualified auditors for audit purposes. The
organization's final invoice must be received within sixty days after the termination date of this
contract shown in Article 2 above.
4. All other provisions of the contract dated October 15, 2008, not inconsistent herewith, remain
in full force and effect.
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BY~~
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By ~~ I!.. 1J~,e4-
Mayor
Guidance Clinic of the Middle Keys, Inc.,
(Federal ID No. .5 q - J'f 5 S '3 2-.Y )
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Baker/Marchman Act
Transportation Sub-contract
(new Attachment C)
GUIDANCE CLINIC OF THE MIDDLE KEYS, INC.
3000 41sT STREET, OCEAN
MARATHON, FL 33050
(v) 305/434-9000 I (f) 305/434-9040
October 1 7, 2008
Evan Guttman
Elanjess LlC
P.O. Box500218
Marathon, FL 33050
RE: lETTER OF AGREEMENT
Dear Mr. Guttman:
The Guidance Clinic of the Middle Keys, Inc. (GCMK), hereby enters into an agreement with
Elanjess LLC to provide coordination and transportation services for Baker Act/Marchman Act
(BAlMA) clients throughout Monroe County to/from Miami-Dade County as well as other
destinations as required.
GCMK will supply Elanjess with two Ford Crown Victoria's vehicles, meeting Elanjess
maintenance specifications; one to be stationed in Key West at an Elanjess location and the
other in Marathon at GCMK headquarters.
GCMK will pay for the fuel and maintenance of the two vehicles used for BAlMA
transportation. Elanjess will coordinate the maintenance for the Crown Victoria located in Key
West. Invoices for routine maintenance (labor and parts) on the Crown Victoria will be
forwarded to GCMK's Transportation Director for payment. Elanjess will not charge an extra
fee for coordinating the maintenance of the vehicle. E/anjess must obtain prior approval from
the GCMK Transportation Director to initiate major vehicle repairs. GCMK will coordinate the
maintenance for the Crown Victoria located in Marathon.
GCMK will maintain insurance on both of the vehicles. Elanjess will also be named as an
"additional insured" for these two cars. Elanjess will report and document accidents Involving
GCMK vehicles and incidents involving clients to the proper authorities and immediately
thereafter contact GCMK.
All Elanjess drivers operating GCMK vehicles will hold a minimum of a Class E Florida Driver's
License and be approved for GCMK insurance coverage by the Transportation Director. Upon
execution of this agreement, Elanjess will fax to GCMK's Transportation Director a current list
of drivers - including a copy of the driver's license and social security number for each drlver-
for approval to operate GCMK vehicles. Prior to adding a driver, Elanjess will fax or email to
GCMK's Transportation Director or designee a copy of the driver's license, social security
number and signed "Request for Check of Driving Record" form of the person. GCMK will
initiate procedures to add the driver to GCMK vehicle insurance. Elanjess cannot use the
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driver for BNMA transports until it has received written notification that the driver has been
added to the GCMK insurance coverage. Additionally, e/anjess will fax a copy of picture
identification and social security number for each escort to GCMK's Transportation Director or
designee. e/anjess cannot use the escort for BNMA transports until it has received written
notification that the escort has been approved by GCMK.
GCMK will supply Elanjess with a cell phone. Elanjess will follow the transportation Protocol
and complete the documentation provided as Attachment 1-3 herein.
The following fee structure is established for the period of the agreement;
Maximum
# Roundtrips*
Client Picku Point
Key West
Marathon
Key West
Marathon
Marathon
Marathon
Key Largo
Ke~ "!jest _._.___
Client Oro -off Point
Key West
Marathon
Marathon
Key West
Ke La~ 0
Miami-Dade County
Miami-Dade Count
Miami-Dade Count
241
24
28
Elanjess
Pa ment
$115
$115
$145
$145
$145
$385
$385
$385
GCMK Preauthorization Required for All Trips Below
'Approval for below fees will be granted only when the Marathon BAlMA vehicle is engaged
with another BAlMA tri that would reelude another ieku Within a reasonable eriod of time.
Maximum Car Client PIckup Elanjess
# Roundtri s Location Paint Client Dro -off Paint Pa ment
~. 2 Key West Marathon & North Key Largo $225
3 Key West Marathon & North Miami-Dade Count $385
Timely payment for services rendered is ensured by adherence to the follOWing invoicing
procedures:
Maximum
# Roundtr; s*
GCMK Preauthorization Re ulred for All Trj s Below
Client Picku Point
Key Largo
Marathon
Ke West
Key Largo
Marathon
Ke West
1
1
Elanjess
Pa ment
$770
$770
$770
$1,200
$1,200
$1,200
· Elanjess will submit two statements/invoices per month; one covering the trips made
from the first through the fifteenth and one covering trips made from the sixteenth
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through the end of the month. Elanjess will send statements/invoices to GCMK within 5
business days after the end of the billing period.
· Elanjess will include required documentation with each statement/invoice.
· Elanjess statements/invoices for BAlMA trips will be submitted to the attention of GCMK
Stabilization Unit Director.
· GCMK Stabilization Director will review statement/invoice, mediate any discrepancies
with Elanjess, and forward approved invoice to GCMK Finance Department.
· GCMK will mail payment to Elanjess within 7 working days (Finance Department) upon
receipt of statement/invoice by the Stabilization Unit Director.
The agreement can be cancelled by either party with 30 days written notice.
GCMK and Elanjess enter into this agreement inClUding Attachments 1-3 by affixing signatures
below: .
\
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.JamieBtpher, MS
Regional Vice P
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Date
2M ID~
Date
Attachments:
1. GCMK Transportation Protocol
2. GCMK Transportation Record and Payment Authorization Sheet
3. Statement
3
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