Item C33
'~ff"~
Louis LaTorre, Senior Director
Social Services/tabt
Revised 2/95
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
MEETING DATE: 5/17-18/00
DIVISION: COMMUNITY SERVICES
BULK ITEM: YES _X_
NO
DEPARTMENT: SOCIAL SERVICES
AGENDA ITEM WORDING: APPROVAL OF AMENDMENT 003 TO 99-00 HOME AND
COMMUNITY BASED MEDICAID WAIVER SPENDING AUTHORITY CONTRACT #KS0012
BETWEEN THE ALLIANCE FOR AGING, INC. , THE AREA AGENCY ON AGING FOR
PLANNING AND SERVICES AREA 11 AND MONROE COUNTY BOARD OF COUNTY
COMMISSIONERSI MONROE COUNTY SOCIAL SERVICES (MONROE COUNTY IN HOME
SERVICE PROGRAM, THE CASE MANAGEMENT AGENCY).
ITEM BACKGROUND: This purpose of this amendment is to authorize the Fourth Quarter Spending
Authority of $57,731.00, which will increase the total contract dollar amount to $172,334.00.
PREVIOUS RELEVANT BOCC ACTION:
Approved
STAFF RECOMMENDATION: APPROVAL
TOTAL COST: $172,334.00
BUDGETED: YES_X_ NO
COST TO COUNTY: $-0-
REVENUE PRODUCING:
YES_ NO.x. AMT.PER MONTH
YEAR
APPROVED BY: COUNTY A TTY....x.
TO FOLLOW__ NO)~EjU~!ij_
AGENDA ITEM#:~
DIVISION DIRECTOR APPROVAL:
DOCUMENTATION: INCLUDEDX
DISPOSITION:
AGENDA DOC
TABT
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #KSOO 12 Amendment 003
Contract with:Alliance For Aging. Inc. Effective Date:Januarv 1.2000
Expiration Date:December 31. 2000
Contract Purpose/Description: Approval of Amendment 003 to Home and Community Based
Medicaid Waiver Contract to authorize the Fourth Quarter Spending Authority of$57.731.00.
which will increase the total contract dollar amount to $172,334.00.
Contract Manager:Louis La Torre/tabt
(Name)
4572
(Ext.)
Social Services
(Department)
for BOCC meeting on 5/1 7-18/00
Agenda Deadline: 05103/00
CONTRACT COSTS
Total Dollar Value of Contract: $172.334.00 Current Year Portion: $N/A
Budgeted? Yes[;gJ No D Account Codes: _-_-_-_
Grant: $172.334.00 NA-_-_-_
County Match: $-0- NA-_-_-_
NA-_-_-_
ADDITIONAL COSTS
Estimated Ongoing Costs: $_/yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes Date Out
Date In Needed _ ~ Reviewer ()
Division Director "//2" lev Y esO NOI..d'~ 0 0 ~~ '-\/ d< ~ / DO
wanagJ~t q\H'\OOYesONO~ CA., W...,~ ~ ~l2h/""
O.M.B./Purchasmg S/2/0() YesDNo[Z( ~tlZv'\. (?1L~ SN~
countYAttorne~S::'6-l9clYeSONO~~~ S-.8":CJa
Comments:
OMB Form Revised 9/1 1/95 Mep #2
AMENDMENT #003
Spending Authority Contract #KS0012
Page 1
THIS AMENDMENT, entered into between the Alliance for Aging,
hereafter referred to as the "Alliance", and Monroe County Board of
Commissioners, hereinafter referred to as the "case management agency",
amends spending authority contract #KS0012.
The purpose of this amendment is to increase the Home and Community Based
Medicaid Waiver spending authority by $ 57,731, for the State Fiscal Year 1999-
2000.
1. Section II is hereby amended to read:
II. The Alliance Agrees:
Spending Authority
The Alliance authorizes payment in accordance with Attachment 1 to this
agreement in the amount of $ 172,334 for the Home and Community
Based Medicaid Waiver for SFY 99-00. Authorized spending authority
contract allocation to date are as follows:
Quarter Dates HCBS
First 6/01 - 9/30/99 25,467.33
Second 10/1 - 12/31/99 50,934.67
Third 1/01 - 3/31/00 38,201
Fourth 4/01 - 6/30/00 57,731
TOTAL 172,334
The Case Management agency must not exceed allocated spending
authority limits without first obtaining written authorization from the
Alliance. The Alliance is responsible for continued monitoring of Case
Management agencies to facilitate compliance with this requirement.
This amendment shall begin on the date on which the amendment has been
signed by both parties.
All provisions in the spending authority contract and any of its attachments which
may be in conflict with this AMENDMENT 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.
This AMENDMENT and all its attachment are hereby a part of the contract.
. .
AMENDMENT #003 Spending Authority Contract #KS0012
Page 2
IN WITNESS THEREOF, the parties hereto have caused this 2-page
AMENDMENT to be executed by their undersigned officials as duly authorized.
CASE MANAGEMENT AGENCY:
MONROE COUNTY BOARD OF
COMMISSIONERS
AREA AGENCY ON AGING:
ALLIANCE FOR AGING, Inc.
SIGNED
BY:
SIGNED
BY:
NAME:
NAME:
Martin Urra
TITLE:
TITLE:
Board President
DATE:
DATE:
. i
Alv1ENDl\1ENT tmQ2
/~ r
· Jpending Authority Contract #KS00 . L.
Page 1
THIS A!vIENDMENT, entered into between the Alliance for Aging, hereafter
referred to as the "Alliance", and Monroe County Social Services, hereinafter referred to
as the "case management agency", amends spending authority contract #KS0012.
The purpose of this amendment is to increase the Home and Community Based Medicaid
Waiver spending authority by $ 38.201, for the State Fiscal Year 1999-2000.
1. Section II is hereby amended to read:
''t
II. The Alliance Agrees:
Spending Authority
The Alliance authorizes payment in accordance with Attachment 1 to this
agreement in the amount of $ 114.603 for the Home and Community Based
Medicaid Waiver for SFY 99-00. Authorized spending authority contract
allocation to date are as follows:
Quarter Dates HCBS
First 6/01 - 9/30/99 25,467.33
Second 10/1 - 12/31/99 50,934.67
Third 1/01 - 3/31/00 38,201
Fourth 4/01 - 6/30100 0
TOTAL 114,603
The Case Management agency must not exceed allocated spending authority limits
without first obtaining written authorization from the Alliance. The Alliance is
responsible for continued monitoring of Case Management agencies to facilitate
compliance with this requirement.
This amendment shall begin on the date on which the amendment has been signed by
both parties.
All provisions in the spending authority contract and any of its attachments which may be
in conflict with this A1v1ENDJ\1ENT are hereby changed to conform with this
ANIENDNlENT. All provisions not in conflict with this A1v1ENDNlENT are still in
effect, and are to be performed at the level specified in the contract.
This A1v1ENDNlENT and all its attachment are hereby a part of the contract.
. - r
~NDMENT itQ.Q2 I Jpending Authority Contract #KSO,-- _.l.
Page 2
IN WITNESS THEREOF, the parties hereto have caused this2 page A1vfEND.rvIENT to
be executed by their undersigned officials as duly authorized.
CASE MANAGE.rvIENT AGENCY:
MONROE COUNTY SOCIAL SERVICES
AREA AGENCY ON AGING:
ALLIANCE FOR AGING, Inc.
SIG~~_C'
BY: ,T~
.'t
~~NE~~~
N A.rvIE: S /'1/"'/ C v r;..c.~ &to",
I
TITLE: M "''10.,.
/
N A.rvIE:
Martin U ITa
TITLE:
Board President
DATE:
Fc:...(,v<-<_j
1'- 2.-0","
I
DATE: 3-07-00
//'. 7~':~~-:""~
;." \
(SEAl) :
).... G
. I i::' r.: D. ..Y'-.KOU
BY _ O'
~. ... '.' 4. :~_~:;,K
e
.~
(
AMBNDrvIENT itQQl
Spending Authority Contract #KS0012
Page 1
THIS AMENDMENT, entered into between the Area Agency on Aging Inc., Alliance for
Aging, hereafter referred to as the l'Alliance", and Monroe County Social Services, hereinafter
referred to as the "case management agency", amends spending authority contract #KS0012.
The purpose of this amendment is to increase the Home and Community Based Medicaid Waiver
spending authority by $ 50.934.67, for the State Fiscal Year 1999-2000.
1. Section II is hereby amended to read:
II. The Alliance Agrees:
Spending Authority
The Alliance authorizes payment in accordance with Attachment 1 to this agreement in
the amount of $ 76.402 for the Home and Community Based Medicaid Waiver for SFY
99-00. Authorized spending authority contract allocation to date are as follows:
Quarter Dates HCBS
First 6/01 - 9/30/99 25,467.33
Second 1011 - 12/31/99 50,934.67
Third 1/01 - 3/31/00 0
Fourth 4101 - 6/30100 0
TOTAL 76,402
The ase Mana ement aoenc must not exceed allocated s endin authori limits
without first obtaining written authorization from the Alliance. The Alliance is responsible for
. continued monitoring of Case Management agencies to facilitate compliance with this
requirement.
This amendment shall begin on the date on which the amendment has been signed by both
parties.
All provisions in the spending authority contract and any of its attachments which may be in
conflict with this AMENDMENT 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.
. This AMENDMENT and all its attachment are hereby a part of the contract.
I-~ -
f
AMEND!\.1ENT illlill
(-
Spending Authority Contract #KSOO 12
Page 2
. .
IN WITNESS THEREOF, the parties hereto have caused this..2 page AMENDtvrnNT to be
executed by their undersigned officials as duly authorized. .
CASE MANAGEMENT AGENCY:
MONROE COUNTY SOCIAL SERVICES
SIGNEDO/ .l).,-S~~
BY: 0,) ;;''-''-.1....,....~~!/...;,/... .
(I
NAME:sk i r- l~l' r:,...~ ~ YY\0l, Y1
TITLE: m ~yo r / C- hO ,',... t'1'\ C1 n
( .
DATE: 0 (- \ q -00
. (SEAl.)
ArrEST: DANNY L. f<OlHAGE CLERK
BY~ ~&c,Q;~.
c:,:'JiYr'_~""
ALLIANCE:
ALLIANCE FOR AGING, Inc.
. SI~NED //1..7 7- /1/
BY, :..L/~ 'H~_
Martin Urra
NAME: Raruona Prisehman:-Ed:--f).;-
TITLE: Board President
DATE: 2-23-00
(
Contract No. KS0012
Medicaid Waiver SpendiD&Authority Contrad
Case Managemmt Agency
Monroe County In-Home Social Services
(Case ManageTTlt!ntAgt!1lCJ N_J
TInS CONTRACT is entered into between the Alliance for Aging, hereinafter- referred to as the
"Alliance", and the Monroe County In-Home Social Services, hereinafter referred to as the "case management
agency." . _
The 'parties agree:
I. The. Case Management Agency 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 Attachmentl of this agreement.
B. Request for Payment
Service provider agencies should sUbmit requests for payment (claims) to the Medicaid fiscal agent
within -.QQ days after services have been provided or document reasons for delayed submission of
claims which will be made available to the Case Management agency and Alliance upon request;
if the service provider fails to submit claims within~ days and fails to document reasons for
delayed submission as required, spending authority amounts may be adjusted to reflect the
most current claim (expenditure) information available. Future allocations amounts may be
contingent on timely submission of claims.
C. Conflict of Interest
The case management agency hereby agrees that it will develop and implement a policy to ensure
that its employees, board members, management, and service providers, will avoid any conflict of
interest or the appearance of a conflict of interest when disbursing or using the funds described in
this agreement or when contracting with another entity which will be paid by the funds described
in this agreement. A conflict of interest inciudes, but is not limited to, receiving, or agreeing to
receive, a direct or indirect benefit, or anything of value from a service provider, client, vendor,
or any person wishing to benefit from the use or disbursement of funds. To avoid a conflict of
interest, the case management agency must ensure that all individuals make a disclosure to the
Alliance of any relationship which may be a conflict of interest, within thirty (30) days of an
individual's original appointment or placement on a board, or if the individual is serving as an
incumbent, within thirty (30) days of the commencement of the contract.
D. Audits and Records
1: To maintain books, records, and documents (mcluding electronic storage media) in accordance
1
Contract No. KS0012
with generally accepted accounting procedures and practices which sUfficiently and properly
reflect all revenues and expenditures of funds provided by the AlliaJJr.P- under all contracts under
this agreement.
2. To assure these records shall be subject at all reasonable times to inspection, review, audit,
copy, or removal from premises by Alliance, state personnel and other personnel duly
authorized by the Department of Elder Affairs, as well as by federal personnel, if applicable.
. 3. To maintain and file with the Alliance such progress, fiscal and mventory and other reports as
the Alliance may require WIthin the period of this agreement. Such reporting requirements must
be reasonable given the scope and purpose of the contracts incorporating this agreement by
reference.
'4. To include these aforementioned audit and record keeping requirements in all approved
agreements and assignments.
.5. The case management agency agrees to respond to requests for client information and statistical
data for research and evaluative purposes when requested by the Alliance.
E. Monitoring. .
1. To provide progress reports, mcluding data reporting requirements as specified by the Alliance.
These reports will be used for monitoring progress or performance of the contractual services
as specified in this agreement.
2. The case management agency agrees to coordinate meetings with the service providers as
requested by the Alliance when it becomes evident that spending authority amounts are not
being properly managed in accordance with this agreement.
3. To permit persons duly authorized by the Alliance to inspect any records, papers, documents,
facilities, goods and services of the provider which are relevant to this agreement or the mission
and statutory authority of the department, and/or interview any clients and employees of the
case management agency to be assured of satisfactory performance of the terms and conditions
of the contract. Following such inspection the Alliance will deliver to the case management
agency a list of its concerns with regard to the manner in which said goods. or services are
being provided. The case management agency will rectify all noted deficiencies provided by
the Alliance within the time set forth by the Alliance, or provide the department with a
reasonable and acceptable justification for the provider's failure to correct the noted
shortcomings. The Alliance shall determine whether such failure is reasonable and acceptable.
The case management agency's failure to correct or justify deficiencies within a reasonable time
as specified by the Alliance may result in the Alliance taking any of the actions identified in the
Enforcement section, or the Alliance deeming the case management agency's failure to be a
breach of contract.
2
. [
ContraaNo. KSOOi2
ll. The Alliance Agrees:
Spending Authority .
The Alliance authorizes payment in accordance with Attachment I to this agreement iit'the amount of
$ 25.467.3~ for the Home and Community Based Medicaid Waiver for the first quarter of SFY 99-00.
Case Mana~ement aliencies must not exceed allocated spendini authority limits without first obtaining
written authorization from the Alliance. Case Management agency is responsible for continued
. ~onitoring of service providers to 'facilitate compliance with this requirement.
ID. The Case Management Agency and Alliance Mutually Agree:
A. . Effective Date
1. This contract shall begin on July 1. 1999
by both parties, whichever is later.
or on the date the contract has been signed
2. This contract shall end on
June 30. 2000
B. Termination
1. Termination at Will
This agreement may be terminated by either party upon no less than thirty (30) calendar days
notice, without cause, unless a lesser time is mutually agreed upon by both parties, in writing.
Said notice shall be delivered by certified mail, return receipt requested, or in person with proof
of delivery. .
2. Termination Because of ~k of Funds
In the event funds to finanCe this agreement become unavailable, the Alliance may terminate
this agreement upon no less than twenty-four (24) hours notice in writing to the case
management agency. Said notice shall be delivered by certified mail, return receipt requested,
or in person with proof of delivery. The Alliance shall be the final authority as to the
availability of funds.
3. Termination for Breach
Unless the case management agency's breach is waived by the Alliance in writing, or the case
management agency fails to cure the breach within the time specified by the Alliance, the
Alliance may, by written notice to the case management agency, terminate this agreement upon
no less than twenty-four (24) hours notice. Said notice shall be delivered by certified mail,
return receipt requested, or in person with proof of delivery. If applicable, the Alliance may
employ the default provisions in Chapter 60A-1.006(3), Florida Administrative Code. The
provisions herein do not limit the Alliance's right to remedies at law or to damages.
3
Contract N.o. KSOO12
4. The provisions herein do not limit the Alli3IEe's right to' remedies at law or to damages, or to
legal remedies of an equitable nature. If the Alliance engages any of the enforcement provisions
contained in part C below, the Alliance may in its sole discretion determine if the termination
of the contract is warranted.
c. Enforcement
The Alliance may in accordance with section 430.04, Florida Statutes, rescind designation of the
case management agency as a provider agency, or take immediate action against the case
. management agency, including corrective action, unannounced special monitoring, temporary
assumption of the operation of one or more programs, placement of the case management agency
on probationary status, imposing a moratorium on case management agency action, imposing
financial penalties for non performance, or other administrative action pursuant to Chapter 120
.Florida Statutes, if the Alliance finds that:
· An intentional or negligent act of the case management agency has materially affected the
health, welfare, or safety of clients, or substantially and negatively affected the operation of an
aging services program.
· The case management agency lacks financial stability sufficient to meet contractual obligations
or that contractual funds have .been misappropriated.
· The case management agency has committed multiple or repeated violations of legal and
regulatory standards, regardless of whether such laws or regulations are enforced by the
Alliance, or the case management agency has committed repeated violations of Department of
Elder Affairs standards.
· The case management agency has failed to continue the provision or expansion of services after
the declaration of a state of emergency.
· The case management agency has failed to adhere to the terms of its contract with the Alliance.
In .making any determination under this provision, the Alliance may rely upon the findings of another
state or federal agency, or other regulatory body. Any claim for breach of this contract is exempt from
administrative proceedings and shall be brought to the venue of Miami-Dade County in the appropriate
court. Before the Alliance formally rescinds the designation of the case management agency, initiates
any intermediate measure, or either party commences equitable or legal action of any sort, both parties
agree to engage in informal mediation through a meeting of each party's representatives at a place and
location designated by the Alliance.
D . Notice and Contact Information
1. The name, address, and telephone number of the contract manager for the Alliance for this
contra~t is:
4
_...-~
.(
Contract No. KS0012
John L. Stokesbeny
Alliance for Aging .
9500 South Dadel3D:i Blvd., Suite 400
Miami, Florida 33156
(305) 670-6500
2. The name, address, and telephone number of the representative of the case management agency
responsible for administration of the program under ~s contact is:
Louis LaTorre .
5100 Colle:e Road
Key West. FL 33040
(305) 292-4572
'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.
5