Item C15
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Louis LaTorre, Senior Director
Social Services/tabt
Revised 2/95
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
MEETING DATE: 7/26-27/00
DIVISION: COMMUNITY SERVICES
BULK ITEM: YES X
NO
DEPARTMENT: SOCIAL SERVICES
AGENDA ITEM WORDING: APPROVAL OF CONTRACT KH072 FOR THE 7/1/00 TO 6/30/01
HOME CARE FOR THE ELDERLY CONTRACT BETWEEN THE ALLIANCE FOR AGING, INC.,
THE AREA AGENCY FOR PLANNING AND SERVICES AREA 11 AND THE MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS/ MONROE COUNTY SOCIAL SERVICES (MONROE
COUNTY IN HOME SERVICE PROGRAM, THE CASE MANAGEMENT AGENCY).
ITEM BACKGROUND: The purpose of this of this contract is to provide Case Management services for
35 clients, who will be receiving Home Care For the Elderly Basic and Special Subsidies (help in
defraying the costs of medicines and necessary consumable medical supplies).
PREVIOUS RELEVANT BOCC ACTION: None
STAFF RECOMMENDATION: Approval
TOTAL COST: $18,129.00
BUDGETED: YES X NO
COST TO COUNTY: $559.00
REVENUE PRODUCING: YES_ NO-X- AMT.PER MONTH YEAR
APPROVED BY: COUNTY ATTY.l OMB/PurchaS~l RISK MAN EMENT...x (.A).ce...
DIVISION DIRECTOR APPROVAL:
DOCUMENTATION: INCLUDED X
DISPOSITION:
TO FOLLOW_. Nm
AGENDA ITEM#: ..
AGENDA.DOC
TABT
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #KH072
Contract with:Alliance For Aging Inc. Effective Date:July 1. 2000
Expiration Date:June 30. 2001
Contract Purpose/Description:Approval of Contract KH072 for the 711100 to 6130101 Home Care
for the Elderly Contract between the Alliance For Aging. Inc.. The Area Agency For Planning
and Services Area 11 and the Monroe County Board of County CommissinerslMonroe County
Social Services (Monroe County In Home Service Program. The Case Management Agency).
Contract Manager:Louis La Torre/tab! n ,€~
(N ame) ~ (Ext.)
Social Services
(Department)
for BOCC meeting on 7/26-27/00
Agenda Deadline: 7/12/00
CONTRACT COSTS
Total Dollar Value of Contract: $18.129.00 Current Year Portion: $
Budgeted? Yes~ No D Account Codes: I &) -~9; t;],Dlj1{)- &-S DtOtj
Grant: $18.129.00 NA-_ __
County Match: $559.00 NA-_ __
NA-___
ADDITIONAL COSTS
Estimated Ongoing Costs: $_/yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Date Out
G ;;~ /C'/lJ
~
tI7 -.".2 7 -eo
County Attorney '/~g'/cJ:j YesD No
Comments:
Contract Number: KH072
HOME CARE FOR THE ELDERLY CONTRACT
2000-2001
THIS CONTRACT 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 "provider". This contract is subject to all provisions
contained in the MASTER AGREEMENT executed between the Alliance and the
provider, Agreement No. PA29 , and its successor, incorporated herein by reference.
The parties agree:
I. Provider 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 provider must submit the final request for payment to the Alliance no
later than September 15, 2001; if the provider 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,
2001, then the provider must submit the final request for payment to the
Alliance no more than 45 days after the contract is terminated; if the
provider 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 $18,129.00, subject to the availability of funds. The Alliance's
performance and obligation to pay under this contract is contingent upon an annual
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Contract Number: KH072
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 provider pursuant to this contract are in the state
grants and aids appropriations and consist of the following:
Program Title Year Funding Source CSFA# Fund
Amounts
Home Care for 2000 General Revenue 65001
the Elderly $18,129
TOTAL FUNDS CONTAINED IN THIS CONTRACT: $18,129
III. Provider and Alliance Mutually Agree:
A. Effective Date:
1. This contract shall begin on July 1, 2000 or on the date the contract has
been signed by both parties, whichever is later.
2. This contract shall end on September 30, 2001. Delivery of services shall
end on June 30, 2001. The contract sh~1I officially end on September 30,'
2001. See Attachment I, Section III.D.
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 III. B. and Section III. C. of
the Master Agreement.
C. Notice, Contact, and Payee Information:
1. The name, address, and telephone number of the contract manager for the
Alliance for this contract is:
John L. Stokesberry
Alliance for Aging, Inc.
9500 South Dadeland Boulevard, Suite 400
Miami, Florida 33156
(305) 670-6500 SC 455-6500
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Contract Number: KH072
2. The name, address, and telephone number of the representative of the
provider responsible for administration of the program under this contact is:
Louis LaTorre
5100 College Road - Wing III
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 (provider 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
5100 College Road - Wing III
Key West, Florida 33040
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Contract Number: KH072
IN WITNESS THEREOF, the parties hereto have caused this 11 page contract to be
executed by their undersigned officials as duly authorized.
PROVIDER: MONROE COUNTY BOARD
OF COMMISSIONERS
ALLIANCE FOR AGING, INC.
BOARD PRESIDENT OR
AUTHORIZED DESIGNEE
SIGNED
BY:
SIGNED
BY:
NAME:
NAME: MARTY URRA
TITLE:
TITLE: PRESIDENT
DATE:
DATE:
FEDERAL ID NUMBER:
PROVIDER FISCAL YEAR END DATE:
59-6000749
9/30
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Contract Number: KH072
ATTACHMENT I
HOME CARE FOR THE ELDERLY PROGRAM
I. STATEMENT OF PURPOSE
The 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:
The approved Service Provider Application of Monroe County Board of
Commissioners for Home Care for the Elderly funds for July 1, 2000 to June 30,
2001, 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 provider, and prescribe the services to be rendered by the
provider.
B. Manner of Service Provision:
The services will be provided in a manner consistent with and described in the
Service Provider Application for the Home Care for the Elderly funds for July 1,
2000 to June 30,2001 of Monroe County Board of Commissioners and the
Department of Elder Affairs Client Services Manual. In the event the manual is
revised, the contract will incorporate any such revision and the provider will be
given a copy of the revision.
III. METHOD OF PAYMENT
A. This is a fixed rate - advance funding contract. 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 provider may request a monthly advance for each of the first three months
of the contract period, based on anticipated cash needs. Detailed
documentation justifying cash needs for advances must be maintained in the
contract managers file. All payment requests for the fourth through the twelve
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Contract Number: KH072
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 the
time the final payment is made. All advance payments are subject to the
availability of funds.
C. Advance funds may be temporarily invested by the provider in an insured
-interest bearing account. All interest earned on contract fund advances must be
returned to the department within thirty (30) days of the end of the first quarter
of the contract period.
D. 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
Provided
Unit of
Service
Unit
Rate
Maximum
Units
Maximum
Dollars
Case Management
1 client hour
$43.087344 420.75
$18,129
E. Contract Amendments:
1. This contract is for services provided during the 2000/2001 State Fiscal year
beginning July 1, 2000 through June 30, 2001, however, the contract is in
effect through September 30, 2001 in order to provide for maximization of
resources and to allow for greater flexibility to pay for the services rendered
by June 30, 2001. Services provided after June 30, 2001 cannot be
reimbursed under this contract.
2. The provider will submit a draft closeout report by August 15, 2001. Any
contract amendments after August 15, 2001 determined necessary by the
Alliance will be based on the draft closeout reports.
3. The final expenditure report and request for payment will be due to the
Alliance no later than September 15, 2001. No expenditure reports or
requests for payment will be accepted after September 15, 2001.
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 all financial and
programmatic reports due from the provider and any adjustments thereto.
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Contract Number: KH072
IV. SPECIAL PROVISIONS
A. State Laws and Regulations:
1. The provider 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 Client Services Manual.
2. The provider 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. Program Income:
Program income earned may be spent in the same contract year as earned.
Any program income funds not spent may be carried forward and must be spent
in the next state fiscal year.
C. Outcome Achievement:
1. The Alliance will assign the provider legislatively approved outcome
measures.
2. The Alliance will track outcome achievement on a monthly basis and will
provide technical assistance or corrective action to the provider when
achievement levels drop or when satisfactory progress is not being
achieved.
D. Assessment and Prioritization for Service Delivery for New Clients:
The Department of Elder Affairs is establishing criteria to prioritize new clients
for service delivery. It is not the intent of the department 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:
a) individuals in nursing homes under medicaid who could be transferred
to the community;
b) individuals in nursing homes whose medicare coverage is exhausted
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Contract Number: KH072
and may be diverted to the community;
c) individuals in nursing homes which are closing and can be discharged
to the community;
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; and,
e) individuals who have been assessed and are pending enrollment in
the Long Term Care Community Diversion Project.
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 client assessment form administered
to each applicant. The most frail individuals not prioritized in the group
above, regardless of referral source, will receive services to the extent
funding is available.
E. Business Hours:
The provider must at a minimum maintain bu.siness hours from 8:00 AM to 5:00
PM daily, Monday through Friday.
F. Client Information, Registration and Tracking System (CIRTS):
1. The Alliance will ensure the collection and maintenance of Home Care for
the Elderly (HCE) subsidies and case management information on a monthly
basis from the Client Information, Registration and Tracking System
(CIRTS). Maintenance includes valid exports and backups of all data and
systems according to department standards.
2. The provider 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. Case management units of
service may be entered according to the provider schedule, in aggregate on
the 31st or daily, weekly or monthly.
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Contract Number: KH072
3. The provider will ensure data entry for HCE subsidies will cease on the 15th
of the month and the CIRTS Monthly Service Utilization Report, by client and
by worker identification is run.
4. The provider will ensure the Monthly Utilization Report, by client and by
worker identification is verified, corrected, certified and received by the
Alliance no later than the 20th of the month in which the report is generated.
The Alliance may also require a Request for Payment and Receipt and
Expenditure Report for case management to accompany this report.
5. The provider will ensure caregivers determined eligible for the HCE basic
subsidy after the 15th of a month, will be processed to begin eligibility for the
HCE basic subsidy on the 1 st day of the next month.
6. The Alliance will reconcile and verify the CIRTS data prior to payment for
HCE basic and special subsidies and case management.
7. The Alliance will reconcile and verify the CIRTS data prior to payment for
HCE basic and special subsidies and case management.
F. Transfer Between Budget Categories
The provider may with prior written approval by the Alliance's contract manager,
implement a budget transfer within the HCE case management cost category
and the HCE subsidies cost category. The provider may also with prior written
approval by the Alliance's contract manager, implement a budget transfer from
the HCE administrative cost category to the HCE subsidies or HCE case
management cost categories.
G. Care Plans
Care plans will be costed out for each client. Projected costs will be provided to
fiscal offices to manage resources and compare to actual expenditures for the
agency.
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Report
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Legend: *
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Note # 1:
Note # 2:
Contract Number: KH072
ATTACHMENT II
HOME CARE FOR THE ELDERLY PROGRAM
CONTRACT REPORT CALENDAR
ADVANCE BASIS CONTRACT
Based On
Submit to
The Alliance
On This Date
July Advance* July 1
August Advance* July 1
September Advance* August 1
July Expenditure Report August 15
August Expenditure Report September 15
September Expenditure Report October 15
October Expenditure Report November 15
November Expenditure Report December 15
December Expenditure Report January 15
January Expenditure Report February 15
February Expenditure Report March 15
March Expenditure Report April 15
April Expenditure Report May 15
May Expenditure Report/July Adv. Recon.** June 15
June Expenditure Report/August Adv. Recon.** July 15
Draft Closeout Report August 15
Final Expenditure & Request for Payment Report September 15
Closeout Report September 30
Advance based on projected cash need.
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 three months of the provider's fiscal reports covering actual
expenditures should reflect an adjustment repaying advances for the
first three months of the contract.
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Contract Number: KH072
ATTACHMENT '"
HOME CARE FOR THE ELDERLY PROGRAM
BUDGET SUMMARY
PSA 1 f
Original --1L
Amendment
AGENCY: Monroe County Board of Commissioners
1. HCE Case Management
$18.129
$ 62.944
2. HCE Subsidies
3. Total
$ 81.073
Note #1: The total amount budgeted for subsidies is case managed by the provider
but actual payments to caregivers are made by the Alliance. Funds
designated for subsidy payments are displayed as part of the budget for
information purposes but are not included as part of this contract.
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