Item C21
~&~
Louis LaTorre, Senior Director
Social Services/tabt
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
MEETING DATE: 7/18-19/01
DIVISION: COMMUNITY SERVICES
BULK ITEM:
YES X
NO
DEP ARTMENT: SOCIAL SERVICES
AGENDA ITEM WORDING: Approval of Contract KH 172 for the 1st Quarter of the Home Care For The
Elderly for Fiscal Year 7/1 /0 1 thru 6/30/02 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 contract will allow Monroe County In Home Services to
continue providing the necessary services without interruption to the clients that are eligible to receive services
under this Grant and prevent premature institutionalization.. By contract match there is no match
m m h to 0 erate ro rams
PREVIOUS RELEVANT BOCC ACTION: Since 1998
CONTRACT/AGREEMENT CHANGES: N/A
STAFF RECOMMENDATION: Approval
TOTAL COST: $909.25 (1st Quarter) BUDGETED:YES--L NO
COST TO COUNTY: $1 39.50/ 13 ~ 3% (1 st Quarter)
No Match is required by contract. See comments following page.
REVENUE PRODUCING: YES NO X AMT.PER MONTH YEAR
APPROVED BY: COUNTY A TIY.l OMBIPUrCh.J/2l RlSK MANAGEMENT -X cJ ,'IL- .
DIVISION DIRECTOR APPROVAL:
TO FOLLOW . _ NOT REQUIRED
-- -
DOCUMENTATION:
DISPOSITION:
AGENDA ITEM#:
/~~/
Revised 2/27/0 I
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Alliance For Aging, Inc. Contract #KH 172
Effective Date: July 1, 2001
Expiration Date: June 30, 2002
Contract Purpose/Description: Approval of 1 sl Quarter Home Care For The Elderly Contract for Fiscal Year
7/1/01 thru 6/30/02 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).
Contract amount of $16,645.25 includes $909.25 for Case Manaaement and
$15,736.00 for Basic and CONTRACTCOSTS Special Subsidies paid direc ly
to clients on a Quarterly basis.
Total Dollar Value of Contract: $909.25 (l sl Quarter)
Budgeted? Yes X No 0 Account Codes:
Grant: $ 909.25 (l Sl Quarter)
County Match: $139.50/13.3% (1 st Quarter)
Contract Manager:
For BOCC meeting on
Louis La Torre t ~ ( /
(Name) {f1 J
711 8-19/0 1
4573
(Ext.)
Social Services/Stop 1
(Department/Stop #)
Agenda Deadline:
7/3/01
Current Year Portion: $
12S-h1S1~ ~~ n1n~
/yr
ADDITIONAL COSTS
For:
eel!. Maintenance, utilities, ianitorial, salaries, etc)
Estimated Ongoing Costs: $
(Not included in dollar value above)
Division Director
Risk Manag~en~
otJb~ng
County Attorney
CONTRACT REVIEW
Date In
I (s/c,f
1/.5!0/
llalol
710fr
Changes
Needed
Yes 0 No rr-'
YesD No~
Date Out
..~ R1yie~Ar ~
\.--, /\ ~~LL- . 7 S c I
I ).,........ .
C(.lJ~~~ QA~~~&\'\ 7 !___S )c)\
~ttza~ldU #
Comments: County has provi c]pn rlnni ti nnol match to operate programc cincc
19 8 based on a 1997 salary study by Cooppr~ 8. Toyhrrlnn To L P B11dgeted
ma ch for curre~t year is 13.3% Actual match for ~rrlnt YPrlr pnnin~ 6/30/0 was
3. %. per~e~t lncrease is the result of funding cuts by funding agpnr.y rln~ not
du to addltlonal match. An additional $62,944 of arant fundina is oaid
OMB Form Revised 2/27/01 MCP #2 directly to Monroe County Senior clients as a
result of this contract.
YesD
No~
YesD
No 0./'
Page 10f 1
HCE CONTRACT - Summary of contract changes for SFY 2001/2002
Standard Contract Changes
1. Header updated for new contract year and contract number.
2. Updated Master Agreement Number in first paragraph.
3. Sections I.C. and II. - Updated dates for new contract year.
4. Section 1I1.A. - Updated contract begin and end dates.
5. Section III.C. - Added "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.
6. Substituted the word "recipient" for "provider" throughout the contract.
7. Substituted the word "subrecipient" for "subcontractor" throughout the contract.
8. Substituted the word "consumer" for "client" throughout the contract.
A TT ACHMENT I Changes
1. Section II.A. and B. - Updated date for contract year.
2. Section II.B. and IV.A - Added "dated 12/98."
3. Section 1I1.A. - Reworded method of payment clause to be consistent with changes made in 2001
OAA contract. Added - "The recipient must ensure fixed rates include only those costs which are
in accordance with all applicable state and federal statutes and regulations and are based on
audited historical costs in instances where an independent audit is required."
4. Section III.B. - Added clause "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" as in the change to the 2001 OAA contract.
5. Section III.C. - Added "for service costs" in the first sentence and "approved by the Alliance" in the
second sentence.
6. Section III.F.1. - Reworded to read "A contract amendment is required to change the total amount
of the contract. With written notice to the Alliance's contract manager, funds may be moved from
the Administration and Case Management budget categories to the Subsidies category. The
Case Management budget category can not be increased."
7. Section III.F.2. - Updated dates for new contract year.
8. Section III.G. - Added "including any disallowance not resolved as outlined in Section 1.1. of the
Master Agreement."
9. Section IV. - Deleted Special Provision clauses for Surplus/Deficit report, Business Hours, and
Outcome Achievement because these clauses are in the Master Agreement. Deleted Program
Income clause.
10. Section IV.B. - Changed wording of first sentence to read "The following are the criteria to
prioritize new consumers for service delivery."
11. Section IV.B.1.c) - Added "or in receivership".
12. Section IV.B.1.d) - Changed word "and" to "or".
13. Section IV.C.3. - Deleted" and received by the recipient".
ATTACHMENT III - CHANGES
Changed budget for quarterly amendments to the contract.
07/01/01
Contract Number KH 172
HOME CARE FOR THE ELDERLY CONTRACT
2001-2002
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. PA 129, 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, 2002; 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,
2002, 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:
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07/01/01
Contract Number KH 172
Contract Amount:
To pay for contracted services according to the conditions of Attachment I In an
amount not to exceed $16,645.25 for the first quarter of State Fiscal Year
2001/2002, 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 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
Home Care for 2001 General Revenue 65001 $16,645.25
the Elderly .
TOTAL FUNDS CONTAINED IN THIS CONTRACT: $16,645.25
III. Recipient and Alliance Mutually Agree:
A. Effective Date:
1. This contract shall begin on July 1, 2001 or on the date the contract has
been signed by both parties, whichever is later.
2. Delivery of services shall end on June 30, 2002. This contract shall end on
September 30, 2002. 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. 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.
2
07/01/01
Contract Number KH 172
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) 679-6500 SC 455-6500
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
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 (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
5100 College Road - Wing III
Key West, Florida 33040
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07/01/01
Contract Number KH 172
IN WITNESS THEREOF, the parties hereto have caused this 11 page contract to.pe
executed by their undersigned officials as duly authorized. .
RECIPIENT:
ALLIANCE FOR AGING, INC.
MONROE COUNTY BOARD
OF COMMISSIONERS
BOARD PRESIDENT OR
AUTHORIZED DESIGNEE
SIGNED
BY:
SIGNED
BY:
NAME:
NAME: KATE CALLAHAN, PH.D.
TITLE: PRESIDENT
TITLE:
DATE:
DATE:
FEDERAL ID NUMBER:
RECIPIENT FISCAL YEAR END DATE:
59-6000749
09/30
4
07/01/01
Contract Number KH 172
ATTACHMENT I
HOME CARE FOR THE ELDERLY PROGRAM
I. STATEMENT OF PURPOSE
The Home Care for the Elderly (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 recipient's service provider application for state fiscal year 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
recipient, and prescribe the services to be rendered by the recipient.
B. Manner of Service Provision:
The services will be provided in a manner consistent with and described in the
recipient's service provider application for state fiscal year 2001 and the
Department of Elder Affairs Client Services Manual dated 12/98. In the event
the manual is revised, such revision will automatically be incorporated into the
contract and the recipient will be given a copy of the revisions.
III. METHOD OF PAYMENT
A. The method of payment in this contract is based on a fixed rate reimbursement
for approved services. The recipient must ensure fixed rates include only those
costs which are in accordance with all applicable state and federal statutes and
regulations and are based on audited historical costs in instances where an
independent audit is required. 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 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.
5
07/01/01
Contract Number KH 172
C. The recipient may request a monthly advance for service costs 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 subm~rtted
with the signed contract, approved by the Alliance, and maintained in the
contract manager's file. All payment requests for the fourth 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 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.
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
Provided
Unit of
Service
Unit
Rate
Maximum
Units
Maximum
Dollars
Case Management
1 client hour
$40.865168 22.25
$909.25
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. A contract amendment is required to change the total amount
of the contract. With written notice to the Alliance's contract manager, funds
may be moved from the Case Management budget category to the
Subsidies category. The Case Management budget category can not be
increased.
2. This contract is for services provided during the 2001/2002 State Fiscal year
beginning July 1, 2001 through June 30, 2002, however, the contract is in
effect through September 30, 2002 in order to provide for maximization of
resources and to allow for greater flexibility to pay for the services rendered
by June 30, 2002. Services provided after June 30, 2002 cannot be
reimbursed under this contract.
6
07/01/01
Contract Number KH 172
3. The recipient will submit a draft closeout report by August 15, 2002. Any
contract amendments after August 15, 2002 determined necessary by the
Alliance will be based on the draft closeout reports. ...
4. The final expenditure report and request for payment will be due to the
Alliance no later than September 15, 2002. No expenditure reports or
requests for payment will be accepted after September 15, 2002.
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 1.1. of the Master
Agreement.
IV. SPECIAL PROVISIONS
A. State Laws and Regulations:
1. The recipient 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 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. 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 or in receivership and
can be discharged to the community;
d) individuals whose mental or physical health condition has deteriorated
7
e)
Contract Number KH 172
to the degree self care is not possible, there is no capable caregiver
and institutional placement will occur within 72 hours; or,
individuals who have been assessed and are pending enrollment in
the Long Term Care Community Diversion Project.
07/01/01
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 consumer 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.
C. Consumer Information, Registration and Tracking System (CIRTS):
1. The recipient will ensure the collection and maintenance of Home Care for
the Elderly (HCE) subsidies and case management information on a monthly
basis from the Consumer Information, Registration and Tracking System
(CIRTS). Maintenance includes valid exports and backups of all data and
systems according to department standards.
2. The recipient 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 or case management units of
service may be entered according to the recipient schedule, in aggregate on
the 31 st or daily, weekly or monthly.
3. The recipient will ensure data entry for HCE subsidies will cease on the 15th
of the month and the CIRTS Monthly Service Utilization Report, by
consumer and by worker identification is run.
4. The recipient will ensure the Monthly Utilization Report, by consumer and by
worker identification is verified, corrected, certified no later than the 20th of
the month in which the report is generated.
5. The recipient 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.
8
07/01/01
Contract Number KH 172
6. The Alliance will reconcile and verify the CIRTS data prior to payment for
HCE basic and special subsidies and case management.
'e.
7. The Alliance will reconcile and verify the CIRTS data prior to payment for
HCE basic and special subsidies and case management.
9
07/01/01
Report
Number
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
Legend: *
**
Note # 1:
Note # 2:
Contract Number KH 172
ATTACHMENT II
HOME CARE FOR THE ELDERLY PROGRAM
CONTRACT REPORT CALENDAR
Based On
July Advance*
August Advance*
September Advance*
July Expenditure Report
August Expenditure Report
September Expenditure Report
October Expenditure Report
November Expenditure Report
December Expendnure Report
January Expenditure Report
February Expenditure Report
March Expenditure Report
ApMIExpendnureReport
May Expenditure Report/July Adv. Recon.**
June Expenditure Report/August Adv. Recon.**
Draft Closeout Report
Final Expenditure and Request
for Payment Report
Closeout Report
Submit to
The Alliance
On This Date
July 1
July 1
August 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 15
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 department, 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 recipient's fiscal reports covering actual
expenditures should reflect an adjustment repaying advances for the
first three months of the contract.
10
07/01/01
Contract Number KH 172
ATTACHMENT III
HOME CARE FOR THE ELDERLY PROGRAM
BUDGET SUMMARY
QUARTER DATES HCE Subsidies HCE Case TOTAL
Management
First 6/1-9/30/01 $15,736.00 $909.25 $16,645.25
Second 10/1-12/31/01
Third 1/1-3/31/02
Fourth 4/1-6/30/02
TOTALS
11