Item C18
Louis LaTorre, Senior Director
Social Services/tabt
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
MEETING DATE: 6120-21/01
DIVISION: COMMUNITY SERVICES
BULK ITEM:
YES X
NO
DEPARTMENT: SOCIAL SERVICES
AGENDA ITEM WORDING: Approval of Amendment 002 to Contact KC 071 Community Care For The
Elderly between the Alliance For Aging, Inc., 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 approval of this amendment will decrease the present contract amount by
$47,736.00 to ensure that Monroe County In Home Services will not underspend and create a surplus of funds
for the Alliance of Aging, which affects PSA 11 as a whole and thus not achieving the PSA II Units Goals set
by the Department of Elder Affairs in Tallahassee.
PREVIOUS RELEVANT BOCC ACTION:
Approval
CONTRACT/AGREEMENT CHANGES: Amendment decreases the present contract amount by
$47,736.00. The total contract will now be $523,006.00.
STAF.F RECOMMENDATION: Approval
TOTAL COST: $523,006.00
COST TO COUNTY: $126,000.00 (.;;)(Q% t-\~~
REVENUE PRODUCING: YES X NO AMT,P/LE~ONTH YEAR
APPROVED BY: COUNTY A T;Y X OMB/PurJ~ l RISK MANAGEMENT -X L~. R '
BUDGETED: YES~ NO
DOCUMENTATION:
lNCLUDEDX
JA
l
TO FOLLOW ~_ NOT REQUIRED_
AGENDAITEM#:~
DIVISION DIRECTOR APPROVAL:
DISPOSITION:
Revised 2/27/01
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Alliance For Aging, Inc. Contract #KC 071 Amendment 002
Effective Date: July 1, 2000
Expiration Date: June 30, 2001
Contract Purpose/Description: Approval of this amendment will decrease the present contract amount by
$47,736.00 to ensure that Monroe County In Home Services will not underspend and create a surplus offunds for
the Alliance For Aging, which affects PSA 11 as a whole and thus not achieving the PSA 11 Units Goals set by
the Department of Elder Affairs in Tallahassee
Contract Manager:
Louis La Torre
(N ame)
4573
(Ext.)
Social Services/Stop 1
(Department/Stop #)
For BOCC meeting on 6/20-21/01
Agenda Deadline:
6/6/01
CONTRACT COSTS
Total Dollar Value of Contract: $523,006.00
Budgeted? Yes X No D Account Codes:
Grant: $ 523,006.00
County Match: $ 126,000.00 Cd to %)
Current Year Portion: $
/yr
ADDITIONAL COSTS
For:
(eg, Maintenance, utilities,janitorial, salaries, etc)
Estimated Ongoing Costs: $
(Not included in dollar value above)
Division Director
Risk Management
o~purck
County Attorney
Comments:
CONTRACT REVIEW
Date In
Ce(~/oJ
G \ II \ 0 (
~\ ll\OI
(p /11/0/
Changes
Needed _ __/
Yes D No [Y'
NO~
#\
(p -II-{)
~
YesD
YesD
Yes D
OMB Form Revised 2/27/01 MCP #2
Amendment 002
CONTRACT KC 071
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
"Provider", amends contract KC 071.
The purpose of this amendment is to decrease the total amount under contract by $47,736.
1. Section II, Contract Amount, is hereby amended to read:
To pay for contracted services according to the conditions of Attachment 1 in an amount not
to exceed $523,006 subject to the availability of funds. The Alliance's performance 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 schedule of funds awarded to the
provider pursuant to this contract is in state grants and aids appropriations and consists of the
following:
Program Title Year Funding Source CSFA# Fund
Amounts
Community Care 2000 General Revenue 65010 $523,006.00
for the Elderly
TOTAL FUNDS CONTAINED IN THIS CONTRACT: $523,006.00
2. Attachment I, Section II, Paragraph D, 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 client hour $36.66684 2,771 $101,604
Homemaker 1 hour $19.61749 6,653 $130,511
Personal Care 1 hour $23.361278 6,874 $160,585
Respite 1 hour $18.5865 3,965 $ 73,695
Chore 1 hour $24.8184 2,281 $ 56,611
Amendment 002
CONTRACT KC 071
PAGE 2
3. This amendment shall begin on the date on which the amendment has been signed by both
parties.
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.
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
OF COMMISSIONERS
ALLIANCE FOR AGING, INC.
FOR DADE AND MONROE COUNTIES
SIGNED BY:
SIGNED BY:
NAME:
NAME: KATE CALLAHAN. PH.D.
TITLE:
TITLE: PRESIDENT
DATE:
DATE:
FEDERAL 10 NUMBER:
59-6000749
PROVIDER FISCAL YEAR ENDING DATE:
09/30
("RK'S ORIGINAL
Amendment 001
CONTRACT KC 071
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
"Provider", amends contract KG 071.
The purpose of this amendment is to increase the total amount under contract by $2,094.00.
1. Section II, Contract Amount, is hereby amended to read:
To pay for contracted services according to the conditions of Attachment I in an amount not
to exceed $570,742 subject to the availability of funds. The Alliance's performance 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 schedule of funds awarded to the
provider pursuant to this contract is in state grants and aids appropriations and consists of the
following:
Program Title Year Funding Source CSFA# Fund
Amounts
Community Care 2000 General Revenue 65010 $570,742.00 --
for the Elderly 4
TOTAL FUNDS CONTAINED IN THIS CONTRACT: $570,742.00
2. Attachment I, Section II, Paragraph D, 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 client hour $36.66684 3,800.00 $139,334
Homemaker 1 hour $19.61749 8,227.25 $161,398
Personal Care 1 hour $23.361278 5,719.75 $133,618
Respite 1 hour $18.5865 4,000.00 $ 74,346
Chore 1 hour $24.8184 2,500.00 $ 62,046
Amendment 001
CONTRACT KC 071
PAGE 2
3. This amendment shall begin on the date on which the amendment has been signed by both
parties.
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.
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
OF COMMISSIONERS
ALLIANCE FOR AGING, INC.
FOR DADE AND MONROE COUNTIES
SIGNED BY.
HI RL€.-y
SIGNED BY: %1 ~
NAME: MARTY URRA
NAME:
TITLE:
rv\ ALl 9 E::.
TITLE: PRESIDENT
DATE:
/&/;r/ /~
/ /
DATE:
/ (- )-(){)
JY
FEDERAL 10 NUMBER: 59-6000749
PROVIDER FISCAL YEAR ENDING DATE: 09/30
. ,
(
Contract Number: KC071
COMMUNITY 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 Allian.ce 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 1... 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 $568,648.00, subject to the availability of funds. The
Alliance's performance and obligation to pay under this contract is contingent upon
1
r
Contract Number: KC071
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 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
Community Care 2000 General RevenuefTobacco 65010
for the Elderly Settlement Trust Funds S568,648
TOTAL FUNDS CONTAINED IN THIS CONTRACT: $568,648
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 sha.ll officially end on September 30, .
2001. See Attachment I, Section 111.0.
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
9500 South Dadeland Boulevard, Suite 400
Miami, Florida 33156
(305) 670-6500 SC 455-6500
2
(
Contract Number: KC071
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 "'
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 CO,mmissioners
5100 College Road - Wing III
Key West, Florida 33040
3
{
Contract Number: KC071
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
BOARD PRESIDENT OR
AUTHORIZED DESIGNEE
SIGNED (1/ . / -.C~
r--" 1 ~ ....:.t3..' t J A , I"J v~
BY: -~ ... 7/ ..,r ~l
t/
NAME: Sh;"'I.~. t ~~<-vY1~
TITLE:
/v1 ,A- '/0/<-,
'] hr;/riO
{ I I
DATE:
FEDERAL 10 NUMBER:
PROVIDER FISCAL YEAR END DATE:
ALLIANCE FOR AGING, INC.
SIGN~
BY: .~ k~
NAME: MARTY URRA
TITLE: PRESIDENT
DATE:
<;1- .2 )-00
59-6000749
9/30
4
(
Contract Number: KC071
ATTACHMENT I
COMMUNITY CARE FOR THE ELDERLY PROGRAM
I. STATEMENT OF PURPOSE
The CCE Program provides community-based services organized in a continuum of
care to assist aged 60 + elders at risk of nursing home placement to live in the least
restrictive environment suitable to their needs.
II. SERVICES TO BE PROVIDED
A. Services:
The approved Service Provider Application of Monroe County Board of
Commissioners for Community 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 Community Care for the Elderly funds for
July 1, 2000 to June 3D, 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.
Ill. 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 106C and 105C. 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 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
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
5
Contract Number: KC071
expenditure reports beginning with the first month of the contract. The schedule
for submission of advance requests is ATTACHMENT" 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 Alliance at 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 Unit of Unit Maximum Maximum
Provided Service Rate Units Dollars
Case Management 1 client hour $36.66684 3,800 $ 139,334
Chore 1 hour $24.8184 2,500 $ 62,046
Homemaker 1 hour $19.61749 8,227.25 $ 161,398
Personal Care 1 hour $23.361278 5,630 S 131,524 -
Respite 1 hour $18.5865 4,000 $ 74,346
E. Contract Amendments:
1. The provider will implement a Modified Spending Authority with the
exception of Case Management. Provider 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. The total contract amount cannot be exceeded.
2. 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.
3. 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.
6
Contract Number: KC071
4. 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.
IV. SPECIAL PROVISIONS
A. State Laws and Regulations:
1. The provider 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.
2. The provider agrees to comply with the provisions of Sections 97.021 and
97.058, Florida Statutes, and all rules rel.ated 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
7
Contract Number: KC071
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. Abuse, Neglect and Exploitation:
The provider 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 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 providers and adult protective services.
2. Priority Criteria for Service Delivery:
a) individuals in nursing homes unde.r 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;
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.
3. 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 client assessment form administered
to each applicant. The most frail individuals not prioritized in groups one or
two above, regardless of referral source, will receive services to "the extent
funding is available.
8
~
t
Contract Number: KC071
4. Referrals for Medicaid Waiver Services:
The provider will be required, through the client assessment, to identify
potential Medicaid eligible CCE clients. The provider must refer these
individuals to CARES and SSI related payments (if applicable) for approval
for Medicaid Waiver services. Individuals pending medicaid waiver eligibility
determination should be served with CCE contract funds in the interim.
E. Business Hours:
The provider must at a minimum maintain business hours from 8:00 AM to 5:00
PM daily, Monday through Friday.
F. Match:
The provider will assure a match requirement of at least 10 percent of the cost
for all services. The provider's match will be made in the form of cash and/or in-
kind resources. At the end of the contract period, all Community Care for the
Elderly funds expended must be properly matched.
G. Co-payment Collections:
1. The Alliance will hold back 5 percent (5%) of the provider contract amount
from the Requests for Payment within the first seven months of the
contract year. The amount of funds so held back shall be refeased to a
provider upon collection by the provider, by March 15, of 50 percent (50%) of
the total co-payments projected for collection by the provider for the contract
year.
2. Within three business days of March 15, the Alliance will determine which
providers have collected, on or before March 15, 50 percent (50%) of their
total projected annual co-payments. The Alliance will release to each such
provider all funds so held back from such provider. The Alliance will
reallocate all funds held back from providers who fail, by March 15, to collect
50 percent (50%) of their total projected annual co-payments. All such funds
held back will be distributed pro rata only to providers who have collected, by
March 15, 50 percent (50%) of their total annual projected co-payments.
3. The Alliance will certify to the Department, not later than April 1, that funds
held back pursuant to this clause have not been distributed to providers who
failed to meet their co-payment collection projections by March 15. Upon
9
I
Contract Number: KC071
failure of the Alliance to so certify by Apri/1, the Department will reallocate
such funds among the PSA's for distribution to providers who have collected
at least 50 percent (50%) of their projected annual co-payments on or before
March 15.
4. Co-payments include only the amounts assessed clients or the amounts
clients opt to contribute in lieu of an assessed co-payment. The contribution
must be equal to or greater than the assessed co-payment.
H. Care Plans
Care plans will be costed out for each client. Projected costs will be provided to
fiscal officers to manage resources and compare to actual expenditures for the
agency.
10
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: KC071
ATTACHMENT /I
COMMUNITY 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
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 two months of the provider's fiscal reports covering actual
expenditures should reflect an adjustment repaying advances for the
first two months of the contract.
. 11