FY1998 10/15/1997EM
AGREEMENT 1
This Agreement is made and entered into this day of N?97, between the
BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter referred to as
"Board" or "County," and the GUIDANCE CLINIC OF THE MIDDLE KEYS, INC., hereinafter referred to as
"Provider."
WHEREAS, the Board and the Provider desire to enter into an agreement wherein the_ Board
contracts for services from the Provider for the rendering of mental health services to the citizens of
the Middle Keys, Monroe County, Florida, and
WHEREAS, the Board is vested and charged with certain duties and responsibilities relating to
the mental health and guidance of the citizens of Monroe County, and
WHEREAS, such services have been rendered by the Provider in the past and have been
invaluable to the citizens of the Middle Keys, and
WHEREAS, it is proper and fitting to enter into an agreement for services to be rendered in the
forthcoming fiscal year 1997-98, now, therefore,
follows:
IN CONSIDERATION of the mutual promises and covenants contained herein, it is agreed as
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 Five Hundred One Thousand Two Hundred Sixty-six
Dollars ($501,266.00), during the fiscal year 1997-98, payable as follows:
a) Pay to the Provider the sum of Three Hundred Nineteen Thousand One Hundred Forty-
nine Dollars ($319,149.00) for Baker Act hospital, physician and crisis stabilization services.
b) Pay to the Provider the sum of Thirty-seven Thousand Three Hundred Eighty-six Dollars
($37,386.00) for the providing of transportation of patients in Monroe County to treatment facilities.
c) Pay to the Provider the sum of Forty-seven Thousand Seven Hundred Eighty Dollars
($47,780.00) for rendering counseling services.
d) Pay to the Provider the sum of Ninety-six Thousand Nine Hundred Fifty-one Dollars
($96,951.00) for substance abuse treatment services.
2. TERM. This Agreement shall commence on October 1, 1997, and terminate
September 30, 1998, unless earlier terminated pursuant to other provisions herein.
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. After the Clerk
of the Board pre -audits the certified report, the Board shall reimburse the Provider for its monthly
expenses. However, the total of said monthly payments in the aggregate sum shall not exceed the
total amount of $501,266 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.
4. SCOPE OF SERVICES. The Provider, for the consideration named, covenants and
agrees with the Board to substantially and satisfactorily perform and carry out the duties of the Board
in rendering counsel in the matter of mental health and guidance to the citizens of the Middle Keys,
Monroe County, Florida. The Provider shall provide these services in compliance with Florida Statutes
Chapter 394. Said services shall include, but are not limited to, those services described in Provider's
Details of Specific Program for Which Funding is Requested, attached hereto as Exhibit C and
incorporated herein.
5. RECORDS. The Provider shall maintain appropriate records to insure a proper
accounting of all funds and expenditures, and shall provide a clear financial audit trail to allow for
full accountability of funds received from said Board. Access to these records shall be provided
during weekdays, 8 a.m. to 5 p.m., upon request of the Board, the State of Florida, or authorized
agents and representatives of the Board or State.
The Provider shall be responsible for repayment of any and all audit exceptions which are
identified by the Auditor General of the State of Florida, the Clerk of Court for Monroe County, an
independent auditor, or their agents and representatives. In the event of an audit exception, the
current fiscal year contract amount or subsequent fiscal year contract amounts shall be offset by the
amount of the audit exception. In the event this agreement is not renewed or continued in
subsequent years through new or amended contracts, the Provider shall be billed by the Board for
the amount of the audit exception and the Provider shall promptly repay any audit exception.
6. INDEMNIFICATION AND HOLD HARMLESS. The Provider covenants and agrees to
indemnify and hold harmless Monroe County Board of County Commissioners from any and all
claims for bodily injury (including death), personal injury, and property damage (including property
owned by Monroe County) and any other losses, damages, and expenses (including attorney's fees)
which arise out of, in connection with, or by reason of services provided by the Provider occasioned
by the negligence, errors, or other wrongful act or omission of the Provider's employees, agents or
volunteers. The extent of liability is in no way limited to, reduced, or lessened by the insurance
requirements contained elsewhere within this agreement.
7. INDEPENDENT CONTRACTOR. At all and for all purposes hereunder, the Provider is an
independent contractor and not an employee of the Board. No statement contained in this
agreement shall be construed so as to find the Provider or any of its employees, contractors, servants
or agents to be employees of the Board.
8. COMPLIANCE WITH LAW. In providing all services pursuant to this agreement, the
Provider shall abide by all statutes, ordinances, rules and regulations pertaining to or regulating the
provision of such services, including those now in effect and hereinafter adopted. Any violation of
said statutes, ordinances, rules and regulations shall constitute a material breach of this agreement
and shall entitle the Board to terminate this contract immediately upon delivery of written notice of
termination to the Provider.
9. PROFESSIONAL RESPONSIBILITY AND LICENSING. The Provider shall assure that all
professionals have current and appropriate professional licenses and professional liability insurance
coverage. Funding by the Board is contingent upon retention of appropriate local, state and/or
federal certification and/or licensure of the Provider's program and staff.
10. INSURANCE. As a pre -requisite of the services supplied under this contract, the
Provider shall obtain, at its own expense, insurance to cover its activities.
11. MODIFICATIONS AND AMENDMENTS. Any and all modifications of the services and/or
reimbursement of services shall be amended by an agreement amendment, which must be
approved in writing by the Board.
12. NO ASSIGNMENT. The Provider shall not assign this agreement except in writing and
with the prior written approval of the Board, which approval shall be subject to such conditions and
provisions as the Board may deem necessary. This agreement shall be incorporated by reference
into any assignment and any assignee shall comply with all of the provisions herein. Unless expressly
provided for therein, such approval shall in no manner or event be deemed to impose any
obligation upon the Board in addition to the total agreed upon reimbursement amount for the
services of the Provider.
13. NON-DISCRIMINATION. The Provider shall not discriminate against any person on the
basis race, creed, color, national origin, sex or sexual orientation, age, physical handicap, or any
other characteristic or aspect which is not job -related in its recruiting, hiring, promoting, terminating
or any other area affecting employment under this agreement. At all times, the Provider shall
comply with all applicable laws and regulations with regard to employing the most qualified
person(s) for positions under this agreement. The Provider shall not discriminate against any person
on the basis of race, creed, color, national origin, sex or sexual orientation, age, physical handicap,
financial status or any characteristic or aspect in its providing of services.
14. AUTHORIZED SIGNATURES. The signatory for the Provider below, certifies and warrants
that:
(a) The Provider's name in this agreement is the full name as designated in its corporate
charter, if a corporation, or the full name under which the Provider is authorized to do business in the
State of Florida.
(b) He or she is empowered to act and contract for the Provider; and
(c) This agreement has been approved by the Board of Directors of the Provider if the
Provider is a corporation.
15. NOTICE. Any notice required or permitted under this agreement shall be in
writing and hand -delivered or mailed, postage pre -paid, by certified mail, return receipt requested,
to the other party as follows:
For Board: For Provider:
Monroe County Attorney Dr. David Rice, Executive Director
310 Fleming Street Guidance Clinic of the Middle Keys, Inc.
Key West, Florida 33040 3000 41 st Street
Marathon, Florida 33050
16. CONSENT TO JURISDICTION. This agreement shall be construed by and governed
under the laws of the State of Florida and venue for any action arising under this agreement shall be
in Monroe County, Florida.
17. NON -WAIVER. Any waiver of any breach of covenants herein contained to be kept
and performed by the Provider shall not be deemed or considered as a continuing waiver and shall
not operate to bar or prevent the Board from declaring a forfeiture for any succeeding breach,
either of the same conditions or covenants or otherwise.
18. AVAILABILITY OF FUNDS. If funds cannot be obtained or cannot be continued at a
level sufficient to allow for continued reimbursement of expenditures for services specified herein, this
agreement may be terminated immediately at the option of the Board by written notice of
termination delivered to the Provider. The Board shall not be obligated to pay for any services or
goods provided by the Provider after the Provider has received written notice of termination, unless
otherwise required by law.
19. PURCHASE OF PROPERTY. All property, whether real or personal, purchased with funds
provided under this agreement, shall become the property of Monroe County and shall be
accounted for pursuant to statutory requirements.
20. ENTIRE AGREEMENT. This agreement constitutes the entire agreement of the parties
hereto with respect to the subject matter hereof and supersedes any and all prior agreements with
respect to such subject matter between the Provider and the Board.
IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed as of
the day and year first written above.
(SEAL)
ATTEST: DANNY L. KOLHAGE, CLERK
By oX .
Deputy Clerk
jconiimkguide
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
GUIDANCE CLINIC OF T MIDDLE KEYS, INC.
(Federal ID No. 95n )
By
Direc or
BY
/
President
APPROVED AS TO FORM
AND L SUFFICIENCY
NE A. H
DATE "'0 1
9
ATTACHMENT A
Expense Reimbursement Requirements
This document is intended to provide "basic" guidelines to Human Service Organizations, county
travellers, and contractual parties who have reimbursable expenses associated with Monroe
County business. These guidelines, as they relate to travel, are from Florida Statute 112.061,
which is attached for reference.
A cover letter summarizing the major be items on the reimbursable expense -equest should also
contain a certified statement such as:
I certify that the attached expenses are accurate and in agreement with the records of this
organization. Furthermore, these expenses are in compliance with this organization's contract
with the Monroe County Board of County Commissioners.
Invoices should be billed to the contracting agency. Third party payments will not be considered
for reimbursement. Remember, the expense should be paid prior to requesting a reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the contract.
This document should not be considered all-inclusive. The Clerk's Finance Department reserves
the right to review reimbursement requests on an individual basis. Any questions regarding these
guidelines should be directed to Stephanie Griffiths at 305-292-3528.
Payroll:
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll Journal is provided, it shculd include:
Payroll Journal dates
employee name, salary, or hourly rate
hours worked during the payroll journal dates
withholdings where appropriate
check number and check amount
If a Payroll Journal is not provided the following must be listed:
check number, date, payee, check amount
support for applicable payroll taxes
Original vendor invoices must be submitted for Worker's Compensation an,. iubility insurance
coverage.
Telephone expenses:
A user log of pertinent information must be remitted: the party called, the caller, the telephone
number, the date, and the purpose of the call must be identified.
Telefax, fax, etc.:
A fax log is required. The log must define the sender, the intended recipient, the date, the number
called, and the reason for sending the fax.
Supplies, services, etc.:
For supplies or services ordered the County requires the original vendor invoice.
Rents, leases, etc.:
A copy of the rental agreement or lease is required. Deposits and advance p,:yments will not be
allowable expenses.
Postage, overnight deliveries, courier, etc.:
A log of all postage expenses as it relates to- the County contract is required for reimbursement.
For overnight or express deliveries, the original vendor invoice must be included.
Reproductions, copies, etc.:
A log of copy expenses as it relates to the County contract is required for r( ►mbursement. The
log must define the date, number of copies made, source document, purpose, and -ecipient. A
reasonable fee for copy expenses will be allowable. For vendor services, the original vendor
invoice is required and a sample of the finished product.
Travel expenses: please refer to Florida Statute 112.061.
Travel expenses must be submitted on a State of Florida Voucher for Reims ,ersement of
Travel Expenses. Credit card statements are not acceptable documentation for r• .m. irsement.
Airfare reimbursement requires the original passenger receipt portion of the airline ticket. A
travel itinerary is appreciated to facilitate the audit trail.
Auto rental reimbursement requires the original vendor invoice. Fuel purc.hases should be
documented with original paid receipts.
Original taxi receipts should be provided. However, reasonable fares will be reimbi rsed without
receipts. Taxis are not reimbursed if taken to arrive at a departure point: for exa-. ole, taking a
taxi from one's residence to the airport for a business trip is not reimbursable.
Original toll receipt, should be provided. However, reasonable tolls will be reimbursed without
receipts.
Parking is considered a reimbursable travel expense at the destination. Airport parking during a
business trip is not.
Lodging reimbursement requires a detail listing of charges. The original lodging invoice must be
submitted. The County will only reimburse the actual room and related bed tax. Room service,
movies, and personal telephone calls (see previous guidelines) are not allowable expenses. Per
diem lodging expenses may apply. Again, refer to Florida Statute 112.061.
Meal reimbursement is breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal guidelines
are that travel must begin prior to 6 am for breakfast reimbursement, before noon and end after
2pm for lunch reimbursement, and before 6pm and end after 8 pm for dinner reimbursement.
Mileage reimbursement is calculated at 20 cents per mile for personal auto mileage while on
� county business. Effective October 1, 1994, mileage will be reimbursed at 25 cents per mile. An
odometer reading must be included on the state travel voucher for vicinity travel. A mileage map
is attached for reference to allowable miles from various Florida destinations.
Mileage is not allowed from a residence or office to a point of departure: for example, driving
from one's home to the airport for a business trip is not a reimbursable expense.
Data processing, PC time, etc.:
The original vendor invoice is required for reimbursement. Intercompany allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the charging
department (see Payroll above) are attached and certified.
The following expenses are not allowable for reimbursement:
penalties and fines
non -sufficient check charges
fundraising
contributions
capital outlay expenditures (unless specifically included in the contract)
depreciation expenses (unless specifically included in the contract)
SGP-=THS
WP 51 PRO CEDURIEXP REIM
ATTACHMENT B
I IUMAN SERVICE ORGANIZATION LETTERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
Key West, Florida 33040
(Date)
The following is a summary of the expenses for (Human Service Organization name) for the time
period of to
Check #
101
102
103
104
105
(A)
(B)
(C)
Pavee
A Company
B Company
D Company
Person A
Person B
Total
Total prior payments
Reason
Total requested and paid (A + B)
(D) Total contract amount
Balance of contract (D - C)
Amount
rent
$xxxx.xx
utilities
$xx.cx.x.,c
phones
$xxxx.xx
payroll
$xx7-x.xx
payroll
$xx ix.xx
$jtxxx . xx
$xxxx.xx
$xxxx.xx
I certify that the above checks have been submitted to the vendors as noted and that the expenses
are accurate and in agreement with the records of this organization. Furthermore, these expenses
are in compliance with this organization's contract with the Monroe County Board of County
Commissioners and will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
Sworn and subscribed before me this _ day of 199_.
Notary Public Notary Stamp
PUBLIC ENTITY CRIME STATEMENT
"A person or affiliate who has been placed on the convicted vendor list
following a conviction for public entity crime may not submit a bid on a
contract to provide any goods or services to a public entity, may not submit
a bid on a contract with a public entity for the construction or repair of a
public building or public work, may not submit bids on leases of real
property to public entity, may not be awarded or perform work as a
contractor, supplier, subcontractor, or consultant under a contract with any
public entity, and may not transact business with any public entity in excess
of the threshold amount provided in Section 287.017, for CATEGORY
TWO for a period of 36 months from the date of being placed on the
convicted vendor list."
=kyj• ' • • 1►la_ • ,_ •
ETHICS CLAUSE
YA ✓i,b P. R J C-C- warrants that he/it has not employed, retained
or otherwise had act on his/its behalf any former County officer or employee in violation of
Section 2 of Ordinance no. 10-1990 or any County officer or employee in violation of
Section 3 of Ordinance No. 10-1990. For breach or violation of this provision the County
may, in its discretion, terminate this contract without liability and may also, in its discretion,
deduct from the contract or purchase price, or otherwise recover, the full amount of any fee,
commission, percentage, gift, or consideration paid to the former County officer or employee.
r
(signature)
Date: /Q - /s- - 9 7
STATE OF 1:::� L or t &oc
COUNTY OF N(o nroer
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
"Dy'6� `P `R%c¢. . 1` ,n •-D. who, after first being sworn by me, affixed his/her
signature (name of individual signing) in the space provided above on this 15 day of
Oc kber , I9 q-7.
i0 a..cA � o'f. f7 e�;c
NOTARY PUBLIC
�P'RY 'Oli OFFICIAL
M commission expires: a 19 NOTARY SEAS
Y P *14 f DEBRq DUBOiS
Q COMMISSION NUMBER
p CC417387
�OF f1.d;\ MY COMMISSION EXP.
OMB - MCP FORM #4 SEC Z 1998
V1 b
DETAILS OF SPECIFIC PROGRAM FOR WHICH FUNDING IS REQUESTED
21. Please give a one paragraph description of the agency program for which you are
requesting funding.
Please see #2
22. What need or problem in this community does this program address? Include your
target population.
Emotional disorders and mental illness occur at nearly constant rates in human
populations worldwide. A discussion of the fine points of the epidemiology of
emotional disorders is beyond the scope of this application, but at any given time,
between four and seven per cent of the population suffers from an emotional or
mental disorder that impairs to some degree their ability to meet social or
functional expectations. The twenty years of operation of the Guidance Clinic
suggest that persons in Monroe County do not differ from other populations in the
prevalence of mental disorders. While poverty is a mild predictor of mental
disorder, mental disorders in fact do not respect ethnicity, religion, economic
status or moral character. The Guidance Clinic therefore has developed a strong
tradition of serving a broad cross section of the community with a focus on the
needs of each individual.
Some disorders are self resolving, others resolve best with appropriate treatment
and attention to safety, others require life long support and monitoring in order for
those affected to be able to function at all effectively. The Guidance Clinic thus
provides care directed toward individual treatment needs based on diagnosis,
severity of the disorder, functional abilities, and client preferences.
Substance abuse disorders similarly occur at predictable rates in human
populations , though they are more subject to cultural influences. At any given
time in the United States, between five and ten per cent of the adult population
uses alcohol or drugs to an extent that interferes with fulfilling social or functional
expectations. No definitive survey of Monroe County's substance use or abuse
patterns has been conducted, but the Guidance Clinic serves approximately 600
persons with substance abuse disorders of varying intensity each year.
23. What data supports this need. Attach copies of any relevant documents or CITE
Report.
A wide variety of large scale epidemiological studies over the last fifty years
support the hypothesis that behavioral disorders occur at constant rates or vary
predictably in alignment with other variables (e.g. age). Similarly large scale
studies of utilization of mental health services generate similar results across
13
various populations. In this respect Monroe County appear to differ little from
other communities of similar size and demographic composition.
24. Where is this program being offered? List all sites and hours of operation.
Guidance Clinic of the Middle Keys
Outpatient services, Monday through Friday 8.00 AM to 6: 00 PM with therapists
available through a 24 hour line.
Inpatient services, 24 hours a day, 365 days a year
Keys to Recovery
1757 Overseas Highway
Marathon
Residential services, 24 hours a day, 365 days a year
The ADEPT coordinator and one Life Skills Counselor are based at Marathon High
School. The second Life Skills Counselor is based at Stanley Switlik School. Both
the staff psychologist and the medical director provide weekly services at
Marathon Manor nursing home.
25. What measurable changes do you plan to accomplish this next fiscal year?
The Guidance Clinic continues its efforts to achieve JCAHO accreditation, which
when achieved will offer patients, families, payers and taxpayers specific
assurances of high quality services and accountability.
14
AGENCY NAME: Guidance Clinic of the Middle Keys FY '98
NARRATIVE OVERVIEW OF REQUESTED FUNDING
1. Provide your agency's board -approved written mission statement.
.. to employ trained personnel; provide suitable offices for the treatment of mental
and emotional illnesses of individuals and any other program and service to the mentally
ill in Monroe County, Florida, as a charitable and nonprofit undertaking; by constructive
and preventive services to individuals suffering from emotional and mental illnesses; to
render a social service to the community, and by thorough research, education,
consultation and cooperation with other organizations of the community, to carry
forward a program for mental health. "
2. Explain specifically how your agency plans to use the money you are requesting.
I.E. rent, salaries, expansion of services or service area or general agency operations?
The Guidance Clinic will use county funds in four program areas: (how many persons
served in each program area?)
1. Substance abuse services: these include inpatient detoxification services,
assessment, outpatient medical, outpatient counseling, and the residential Keys to
Recovery program.
Amount requested $101, 799 590 served
2. Mental health services: these include assessment, outpatient services, and
outpatient medical services
Amount requested $50,169 630 served
3. Baker Act services: the Guidance Clinic's Crisis Stabilization Unit (CSU) is a
Baker Act receiving facility and provides crisis stabilization and treatment services
in sufficient emotional distress as to require acute care and continuous monitoring
to assure their safety and that of others
Amount requested $335,106 350 served
4. Baker Act transportation: these funds enable the Guidance Clinic to provide
secure transportation throughout the county for persons who require admission to
the CSU.
Amount requested $39,255 125 served
n
ma
Total request. $526,329.00
If you are requesting dollars for more than one program, be sure to specifically
include what is being purchased for each program. Include specific activities that will be
carried out by the Program. For example, if funding is for a new position, explain change
in staffing requirements. Specify full or part time, salary and how many more clients will
be served. If funding is for a direct service to clients, include program objectives and
how many unduplicated clients will be served.
3. If your funding request is greater than last year, explain in detail, what the
increase is expected to buy. If the increase is buying more than one additional item, list
the items in order of priority with a funding amount attached to each item. DO NOT LIST
YOUR AGENCY'S BUDGET BY LINE ITEM.
The figures above reflect a 5% increase over the 96-97 funding level to enable a cost of
living adjustment to maintain current service levels.
4. How has your agency initiated any new, creative or innovative projects to address
social service needs in our community. If so, give a brief description. (Include a
description of any innovative projects that you would like to try, but have not yet been
able to secure funding.) Please include any awards or special recognition your agency
may have received this past year.
We became a CTC contracted provider in August of 1996, enabling us to receive
funding for transporting transportation disadvantaged persons within Monroe County.
With the most modest of marketing efforts, our transportation service has grown very
quickly and we are already providing nearly 20,000 trips a year.
5. Identify any special factors which should be considered when making final funding
decisions. Include comments on significant changes in revenue or expense items as
compared to previous years. Also explain any non -recurring or unusual expenditures.
The annual county funding for the Guidance Clinic of the Middle Keys has remained
constant since 1993, and is more than $50,000 below the allocation for 1992. During
the same period the county budget has risen from $72 million to $95 million per year;
the percentage of county funds spent on mental health services has thus declined from
1.2% to .85%. The population of the county has grown by more than 3,000 in the
same period. Mental illness and emotional disorders occur at relatively unvarying rates;
thus any increase in a population will result in an increase of mental disorders and the
need for treatment. Our data confirms this: outpatient units of services have grown by
44% since 1994, inpatient days by 114%. We have thus had to provide services with
X