Item C20
~~
BOARD OF COUNTY COMMISSIONERS
~~.
AGENDA ITEM SUMMARY
MEETING DATE: 1/15-16/03
DIVISION: COMMUNITY SERVICES
BULK ITEM:
YES X
NO
DEPARTMENT: SOCIAL SERVICES
AGENDA ITEM WORDING: Approval of Amendment #001 to the 2002-03 Community Care for the Elderly
contract between the Alliance For Aging, Inc. (Area agency on Aging for Miami-Dade and Monroe counties)
and the Monroe County Board of County Commissioners/Monroe County Social Services (Monroe County In-
Home Services Program)
ITEM BACKGROUND: Approval of Amendment #001 to CCE Contract KC 271 will change the approved
unit rate(s). Monroe County In-Home Services will be reimbursed under this contract based on the unit costing
spreadsheets retroactive July 1,2002.
PREVIOUS RELEVANT BOCC ACTION: None
CONTRACT/AGREEMENT CHANGES: Yes
STAF~' RECOMMENDATION: Approval
TOTAL COST: $ 459,837.00
COST TO COUNTY: $ 51,093,00
BUDGETED: YES-.1L NO
REVENUE PRODUCING: YES X
SOURCE OF FUNDS: Community
Care For the Elderly Grant~
NO_ AMT,PERMONTH_$S33.UU YEAR
APPROVED BY: COUNTY A TTYl OMB/Purchasing l RISK MANAGEMENT --X
DIVISION DIRECTOR APPROVAL:
~~-Q
DOCUMENTATION:
INCLUDED X
TO FOLLOW
NOT REQUIRED_
DISPOSITION:
AGENDA ITEM#:
~~L)
Revised 1/03
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Alliance For Aging, Inc. Contract KC 271
Effective Date: July 1,2002
Expiration Date: June 30, 2003
Contract Purpose/Description: Approval of Amendment #001 to CCE Contract KC 271 will change the
approved unit rate(s). Monroe County In-Home Services will be reimbused under this contract based on the unit
costing spreadsheets retroactive July 1,2002 .
,
,,-'
4589
(Ext.)
Social Services/Stop 1
(Department/Stop #)
Contract Manager:
ForBOCCmeetin on 01/15-16/200
A enda Deadline:
12/3 1/2002
CONTRACT COSTS
Total Dollar Value of Contract:
Budgeted? Yes X No 0
Grant: $ 459,837.00
County Match: $ 51,093.00
$ 459,837.00
Account Codes:
C~$t Year Portion: $
I ~(OIS~~~
Estimated Ongoing Costs: $
(Not included in dollar value above)
/yr
ADDITIONAL COSTS
For:
(eg, Maintenance, utilities, janitorial, salaries, etc)
CONTRACT REVIEW
Division Director
Date In
r~f2.>loL
Changes
Needed ./
Yes 0 No 1:6'
Date Out
O.M.B./Purchasing
Yes 0
" .,
(/dc.L-tjf:e/L-/
12/c3/C'
I if.-.;llv'lJ-
Risk Management
',0\ '.:1',-1 -I).r--
\
Yes 0
County Attorney,'
Yes 0 No'
{ 2--
Comments:
OMB Form Revised 2/27/01 MCP #2
Amendment 001
CONTRACT KC 271
PAGE 1
THIS AMENDMENT, 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", amends contract KC 271.
The purpose of this amendment is to change the approved unit rate(s) the recipient shall be
reimbursed under this contract based on the unit costing spreadsheets submitted by the recipient and
approved by the Alliance on December 6, 2002.
1. Attachment I, Section III, Paragraph E, Method of Payment, is hereby amended to read:
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 Unit of Unit Maximum Maximum
Provided Service Rate Units Dollars
Case Management 1 hour $47.64517 1,623 $77,329
Case Aide 1 hour $31.047619 1 ,470 $45,640
Chore 1 hour $35.516 1,000 $35,516
Homemaker 1 hour $26.645666 3,000 $79,934
Personal Care 1 hour $50.785017 3,791 $192,526
Respite 1 hour $22.536661 1,282 $28,892
2. This amendment shall begin on the date on which the amendment has been signed by both
parties. Rates shall be adjusted retroactively to July 1, 2002.
All provisions in the contract and any attachments thereto in conflict with this amendment shall
be and are hereby changed to conform with this amendment.
All provisions not in conflict with this amendment are still in effect and are to be performed at
the level specified in the contract are hereby amended to conform with this amendment.
This amendment and all its attachments are hereby made a part of the contract.
Amendment 001
CONTRACT KC 271
PAGE 1
IN WITNESS WHEREOF, the parties hereto have caused this 2 page amendment to be executed by
their undersigned officials as duly authorized.
PROVIDER: MONROE COUNTY BOARD ALLIANCE FOR AGING, INC.
OF COMMISSIONERS FOR DADE AND MONROE COUNTIES
SIGNED BY: SIGNED BY:
NAME: NAME: STEVEN WEISBERG. M.S.
TITLE: TITLE: PRESIDENT/CEO
DATE: DATE:
FEDERAL 10 NUMBER: 59-6000749
PROVIDER FISCAL YEAR ENDING DATE: 09/30
~
ROBERT N. W. r:. 1'7
I & -/df - 7:) c-
OATE
Mo=ree C~::ntr ",1erIi'. omm OrIaJ-
07/01/02
Contract Number KC271
\
COMMUNITY CARE FOR THE ELDERLY CONTRACT
2002-2003
THIS 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 "recipient". This contract is subject to all provisions contained in the MASTER
AGREEMENT executed between the Alliance and the recipient, Agreement No. PA329, and its
successor, incorporated herein by reference.
The parties agree:
I. 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, 2003; 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, 2003,
then the recipient must submit the final request for payment to the Alliance no more
than 45 days after the contract is terminated; 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.
II. The Alliance Agrees:
Contract Amount:
To pay for contracted services according to the conditions of Attachment I in an amount
not to exceed $459,836.00, subject to the availability of funds. The Alliance's performance
1
07/01/02
Contract Number KC271
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:
Program Title Year Funding Source CSFA# Fund Amounts
Community Care 2002 General Revenue/Tobacco 65010 $459,836.00
for the Elderly Settlement Trust Funds
TOTAL FUNDS CONTAINED IN THIS CONTRACT: $459,836.00
III. Recipient and Alliance Mutually Agree:
A. Effective Date:
1. This contract shall begin on July 1, 2002 or on the date the contract has been
signed by both parties, whichever is later.
2. Delivery of services shall end on June 30, 2003. This contract shall end on
September 30,2003. See Attachment I, Section III.F.
B. Termination, Suspension, and/or Enforcement:
The causes and remedies for termination or suspension of this contract shall follow the
same procedures as outlined in Section Ill. B. and Section III. C. of the Master
Agreement.
C. Recipient Responsibility:
Notwithstanding the pass through language contained in Section I.S.1. of the Master
Agreement, the recipient maintains responsibility for the performance of all
subrecipients 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) 670-6500 SC 455-6500
2
07/01/02
Contract Number KC271
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
Gato Building - 1100 Simonton Street
Key West, Florida 33040
(305) 292-4573
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 (recipient 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
Gato Building - 1100 Simonton Street
Key West, Florida 33040
3
07/01/02
Contract Number KC271
IN WITNESS THEREOF, the parties hereto have caused this 11 page contract to be executed
by their undersigned officials as duly authorized.
RECIPIENT:
MONROE COUNTY BOARD
OF COMMISSIONERS
BOARD PRESIDENT OR
AUTHORIZED DESIGNEE
SIGNED
BY:
.,'
'./ '
NAME: Ct,a.A;/~'::. ;.5".....,.,..,,'1. fVf(.C.:;j
TITLE:
M'<..y<......
I
~ 0, Z.o,-
DATE:
FEDERAL 10 NUMBER:
RECIPIENT FISCAL YEAR END DATE:
DAT: ZA~~/,b~N
. (SEAL) ~K ,..
" ,,~~.~L , ~
-----.~y 1~ ~ 4
DEPUTY' C&.ER1(
ALLIANCE FOR AGING, INC.
SIGNED)' ~
BY: '--L- ...r-..
, ---"
~r'~
..r-..J"-
)
NAME: STEVEN WEISBERG, M.S.
TITLE: PRESIDENT/CEO
tl ((/ ~ \....-
DATE:
59-6000749
09/30
07/01/02
Contract Number KC271
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.
C. The recipient may request a monthly advance for service costs for each of the first two
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 third through the twelfth 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.
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. 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 Unit of Unit Maximum Maximum
Provided Service Rate Units Dollars
Case Management 1 hour $43.217368 1,900 $82,113
Case Aide 1 hour $30.587546 1,622 $49,613
Chore 1 hour $30.666428 1 ,400 $42,933
Homemaker 1 hour $25.329585 4,002 $101,369
Personal Care 1 hour $30.800667 4,791 $147,566
Respite 1 hour $22.65125 1,600 $36,242
F. Contract Amendments:
1. The recipient agrees to implement the distribution of funds as detailed in the service
provider application and the Budget Summary, ATTACHMENT "' to this contract.
Any changes in the total amounts of the funds identified on the Budget Summary
form require a contract amendment.
2. With the exception of Case Management, the recipient agrees to implement a
Modified Spending Authority. Recipient is to offer services based on clients' service
plans and will not be restricted to providing the services as projected. Additional
budget revisions/contract amendments will not be required to move funding among
these services, with the exception of Case Management. Any changes in the total
amount of the funds under contract require a formal contract amendment.
6
07/01/02
Contract Number KC271
3. This contract is for services provided during the 2002/2003 State Fiscal year
beginning July 1, 2002 through June 30, 2003, however, the contract is in effect
through September 30, 2003 in order to provide for maximiz.ation of resources and
to allow for greater flexibility to pay for the services rendered by June 30, 2003.
Services provided after June 30, 2003 cannot be reimbursed under this contract.
4. The recipient will submit a draft closeout report by August 15, 2003. Any contract
amendments after August 15, 2003 determined necessary by the Alliance will be
based on the draft closeout reports.
5. The final expenditure report and request for payment will be due to the Alliance no
later than September 15, 2003. No expenditure reports or requests for payment
will be accepted after September 15, 2003.
G. 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 financial and programmatic
reports due from the recipient and any adjustments thereto, including any disallowance
not resolved as outlined in Section IT of the Master Agreement.
IV. SPECIAL PROVISIONS
A. State Laws and Regulations:
1. The recipient agrees to comply with applicable parts of Rule Chapter 58C-1, Florida
Administrative Code promulgated for administration of Sections 430.201 through
430.207, Florida Statutes, and the Department of Elder Affairs Client Services
Manual dated 12/98.
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. Abuse, Neglect and Exploitation:
The recipient will ensure that pursuant to Section 430.205(5), Florida Statute, those
elderly persons who are determined by adult protective services to be victims of
abuse, neglect, or exploitation who are in need of immediate services to prevent
further harm and are referred by adult protective services, will be given primary
consideration for receiving Community Care for the Elderly Services. As used in
7
07/01/02
Contract Number KC271
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.
C. The recipient may request a monthly advance for service costs for each of the first two
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 third through the twelfth 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.
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. 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 Unit of Unit Maximum Maximum
Provided Service Rate Units Dollars
Case Management 1 hour $43.217368 1,900 $82,113
Case Aide 1 hour $30.587546 1,622 $49,613
Chore 1 hour $30.666428 1,400 $42,933
Homemaker 1 hour $25.329585 4,002 $101,369
Personal Care 1 hour $30.800667 4,791 $147,566
Respite 1 hour $22.65125 1,600 $36,242
F. Contract Amendments:
1. The recipient agrees to implement the distribution of funds as detailed in the service
provider application and the Budget Summary, ATTACHMENT III to this contract.
Any changes in the total amounts of the funds identified on the Budget Summary
form require a contract amendment.
2. With the exception of Case Management, the recipient agrees to implement a
Modified Spending Authority. Recipient is to offer services based on clients' service
plans and will not be restricted to providing the services as projected. Additional
budget revisions/contract amendments will not be required to move funding among
these services, with the exception of Case Management. Any changes in the total
amount of the funds under contract require a formal contract amendment.
6
07/01/02
Contract Number KC271
3. This contract is for services provided during the 2002/2003 State Fiscal year
beginning July 1, 2002 through June 30, 2003, however, the contract is in effect
through September 30, 2003 in order to provide for maximization of resources and
to allow for greater flexibility to pay for the services rendered by June 30, 2003.
Services provided after June 30, 2003 cannot be reimbursed under this contract.
4. The recipient will submit a draft closeout report by August 15, 2003. Any contract
amendments after August 15, 2003 determined necessary by the Alliance will be
based on the draft closeout reports.
5. The final expenditure report and request for payment will be due to the Alliance no
later than September 15, 2003. No expenditure reports or requests for payment
will be accepted after September 15, 2003.
G. 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 financial and programmatic
reports due from the recipient and any adjustments thereto, including any disallowance
not resolved as outlined in Section IT of the Master Agreement.
IV. SPECIAL PROVISIONS
A. State Laws and Regulations:
1. The recipient agrees to comply with applicable parts of Rule Chapter 58C-1, Florida
Administrative Code promulgated for administration of Sections 430.201 through
430.207, Florida Statutes, and the Department of Elder Affairs Client Services
Manual dated 12/98.
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. Abuse, Neglect and Exploitation:
The recipient will ensure that pursuant to Section 430.205(5), Florida Statute, those
elderly persons who are determined by adult protective services to be victims of
abuse, neglect, or exploitation who are in need of immediate services to prevent
further harm and are referred by adult protective services, will be given primary
consideration for receiving Community Care for the Elderly Services. As used in
7
07/01/02
Contract Number KC271
this subsection, "primary consideration" means that an assessment and services
must commence within 72 hours after referral to the department or as established
in accordance with department contracts by local protocols developed between
department service recipients and adult protective services.
2. Priority Criteria for Individuals in Nursing Homes in Receivership
The recipient will ensure that pursuant to Section 400.126,(12), Florida Statute,
those elderly persons determined through a CARES assessment to be a resident
who could be cared for in a less restrictive setting or does not meet the criteria for
skilled or intermediate care in a nursing home, the recipient will ensure the resident
is referred for such care, as appropriate for the resident. Residents referred
pursuant to this subsection shall be given primary consideration for receiving
services under the Community Care for the Elderly program in a manner as
persons classified to receive such services pursuant to Section 430.205, Florida
Statutes.
3. Priority Criteria for Service Delivery:
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.
4. Priority Criteria for Service Delivery 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.
5. Referrals for Medicaid Waiver Services:
a) The recipient must identify, through the consumer assessment, potential
Medicaid eligible CCE consumers and to refer these individuals to CARES
and SSI related payments (if applicable) for approval for Medicaid Waiver
services.
b) Individuals who have been identified as being potentially Medicaid Waiver
eligible are required to apply for Medicaid Waiver services in order to
8
07/01/02
Contract Number KC271
receive CCE services and can only receive CCE services while the Medicaid
Waiver eligibility determination is pending. If the consumer is found
ineligible for Medicaid Waiver services for any reason other than failure to
provide required documentation, they may continue to receive CCE
services.
c) Individuals who have been identified as being potentially Medicaid Waiver
eligible must be advised of their responsibility to apply for Medicaid Waiver
services as a condition of receiving CCE services while the eligibility
determination is being processed.
C. Co-payment Collections:
1. The recipient will establish annual co-payment goals. The Alliance has the option
to withhold a portion of the recipient's Request for Payment if goals are not met
according to the Department of Elder Affairs' co-payment guidelines.
2. Co-payments include only the amounts assessed consumers or the amounts
consumers opt to contribute in lieu of an assessed co-payment. The contribution
must be equal to or greater than the assessed co-payment.
3. Co-payments collected in the CCE program can be used as part of the local match.
D. Match:
The recipient will assure a match requirement of at least 10 percent of the cost for all
Community Care for the Elderly services. The match will be made in the form of cash
and/or inkind resources. At the end of the contract period, all Community Care for the
Elderly funds expended must be properly matched.
E. Service Cost Reports:
The recipient will submit semi-annual service cost reports which reflect actual costs of
providing each service by program. This report provides information for planning and
negotiating unit rates.
9
07/01/02
Report
Number
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
Legend:
Note # 1:
Note # 2:
Contract Number KC271
A TT ACHMENT II
COMMUNITY 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 Adv. Recon.**
June Expenditure Report/August Adv. Recon.**
Draft Closeout Report
Final Expenditure and Request
for Payment Report
Closeout Report
*
Advance based on projected cash need.
**
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
August 15
September 15
September 30
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 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 first
two months of the contract.
10
07/01/02
Contract Number KC271
ATTACHMENT III
COMMUNITY CARE FOR THE ELDERLY PROGRAM
BUDGET SUMMARY
1. Case Management
$
$
$
377.723.00
82.113.00
2. Core Services
3. Total
459.836.00
11