Item C22
~*~
Louis LaTorre, Senior Director
Social Services/tabt
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
MEETIN'G DATE: 5/16-17/01
DIVISION: COMMUNITY SERVICES
BULK ITEM:' .
YES X
NO
DEPARTMENT: SOCIAL SERVICES
AGENDA ITEM WORDING: Approval of Amendment 002 to Contract KZ-097 to Alzheimer's Disease
Initiative Contract Between the Alliance For Aging, Inc" and the Monroe County Board of County
CommissionerslMonroe 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
$9,261.00 in order to avoid Monroe County In Home Services from underspending and creating a surplus of
funds for the Alliance of 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.
PREVIOUS RELEVANT BOCC ACTION:
Approval
CONTRACT/AGREEMENT CHANGES: Amendment decrease the present contract amount by
$9,261.00. The total contract will now be $56,348.00.
STA.~'}' RE<":OMMENDATION: Approval
TOTAL COST:$56,348.00
COST TO COUNTY: $4,448.02
BUDGETED: YES-2L NO
REVENUE PRODUCING: YES X NO AMT,P,R MONTH YEAR
APPROVED BY: COUNTY A~Y ~ X OMBIP~X RlSK MANAGEMENT -"',;;.
K'
DOCUMENT A TION:
TO FOLLOW_, _ NOTREQUlRED_
AGENDAITEM#:~
DIVISION DIRECTOR APPROVAL:
DISPOSITION:
Revised 2/27/01
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
Contract #KZ-097 Amendment 002
Effective Date: July 1,2000
Expiration Date: June 30, 2001
C~ntract Purpose/Description: Approval of this amendment will decrease the total contract amount by $9,261.00
in order to avoid Monroe County In Home Services from underspending and creating a surplus of funds for the
Alliance of Aging, which affects PSA II 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 /J I~
(Name) {rr'
Contract with: Alliance for Aging, Inc.
For BOCC meeting on 5/16-17/01
CONTRACT SUMMARY
4573
(Ext.)
Social Services/Stop 1
(Department/Stop #)
Agenda Deadline:
5/2/01
CONTRACT COSTS
Current Year Portion: $
$56,348.00
Account Codes:
Total Dollar Value of Contract:
Budgeted? Yes X No 0
Grant: $56,348.00
County Match: $ 4,448:02
Estimated Ongoing Costs: $
(Not included in dollar value above)
/yr
ADDITIONAL COSTS
For:
(eg. Maintenance, utilities, ianitorial, salaries, etc)
Division Director
Date In
'1I'Lq I 0 i
SlllO\
S-/-Ol
5/Jc/O!
Risk Manag~~nt
&d . G
o.~./Purc asing
County Attorney
Comments:
CONTRACT REVIEW
Changes
Ye~~ed~o-e--- Gn/\~o nil
YesO No~ ;li;; \Z"QK~^
YesD N~ A a~~
YesD Noo/ $.~
Date Out
y( L~!ol
.~
5- / -0/
CY,2"V(
OMB Form Revised 2/27/01 MCP #2
AMENDMENT 002
CONTRACT KZ 097
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 KZ 097.
The purpose of this amendment is to decrease the total contract amount by $9,261.00 in order
to avoid a surplus.
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 $56,348.00, 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
Alzheimer's 2000 General Revenue 65004 $56,348.00
Disease Initiative
TOTAL FUNDS CONTAINED IN THIS CONTRACT: $56,348.00
2. Attachment I, Section III, 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
Provided
Unit of
Service
Unit
Rate
Maximum
Units
Maximum
Dollars
In-Home Respite
1 client hr.
$21 .865909
2,577
$56,348
3. ATTACHMENT III, Budget Summary, is hereby amended and replaced as per the
attached version.
AMENDMENT 002
CONTRACT KZ 097
Page 2
4. This amendment shall begin on the date on which the amendment is 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 and the Master Agreement.
This amendment and all its attachments are hereby made a part of the contract.
IN WITNESS WHEREOF, the parties hereto have caused this 3 page amendment to be
executed by their officials thereunto 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, RN, PH.D.
TITLE:
TITLE: PRESIDENT
DATE:
DATE:
FEDERAL 10 NUMBER:
59-6000749
PROVIDER FISCAL YEAR ENDING DATE:
09/30
DATE
AMENDMENT 002
\-
\.
PSA 11
CONTRACT KZ 097
ALZHEIMER'S DISEASE INITIATIVE PROGRAM
BUDGET SUMMARY
AGENCY: Monroe County Board of Commissioners
1.
Respite
2.
,
Model Day Care
3.
Total
Page 3
ATTACHMENT III
Original
Amendment 002
$56,348
$
o
$56,348
CLERK'S ORIGINAL
AMENDMENT 001
CONTRACT KZ 097
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 KZ 097.
The purpose of this amendment is to increase the total contract amount by $137.00.
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 $65,609.00, 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 fuI?-ds awarded to the provider pursuant to this contract is in state grants and
aids appropriations and consists of the following:
, I
Program Title Year Funding Source CSFA# Fund -
Amounts
Alzheimer's 2000 General Revenue 65004 $65,609.00
Disease Initiative
TOTAL FUNDS CONTAINED IN THIS $65,609.00
CONTRACT:
2. Attachment I, Section III, 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
Provided
Unit of
Service
Unit
Rate
Maximum
U ni ts
Maximum
Dollars
In-Home Respite
1 client hr.
$21.865909
3,000.50
$65,609
3. ATTACHMENT III, Budget Summary, is hereby amended and replaced as per the
attached version.
AMENDMENT 001
CONTRACT KZ 097
Page 2
4. This amendment shall begin on the date on which the amendment is 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 and the Master Agreement.
This amendment and all its attachments are hereby made a part of the contract.
IN WITNESS WHEREOF, the parties hereto have caused this 3 page amendment to be
executed by their officials thereunto duly authorized.
,
?
PROVIDER: MONROE COUNTY BOARD
OF COMMISSIONERS
ALLIANCE FOR AGING, INC. FOR
DADE AND MONROE COUNTIES
SIGN~~ ~
BY: ~
NAME: MARTY URRA
NAME: 5i-h ~l.-0f Ff2.f-l(JVt4N
TITLE: MA~ D ~
TITLE: PRESIDENT
DATE:
/D II~ /tJ
/ I
59-
FEDERAL 10 NUMBER:
PROVIDER FISCAL YEAR ENDING DATE: 09/30
(
ATTEST: DANNY l. KOLHAGE, CLERK
~c.(;)~
DEPUTY CLERK ./
AMENDMENT 001
'"
PSA 11
,
\ .
CONTRACT KZ 097
(
ALZHEIMER'S DISEASE INITIATIVE PROGRAM
BUDGET SUMMARY
AGENCY: Monroe County Board of Commissioners
1.
Respite
2.
Model Day Care
"
.).
Total
Page 3
ATTACHMENT III
Original
Amendment 001
$65,609
$
o
$65,609
.....-:.~.. .
{ ,
Contract Number: KZ097
ALZHEIMERS DISEASE INITIATIVE 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 c'onditions 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 3D,
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 $65,472.00, 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
1
- .. ~.,
,.
Contract Number: KZ097
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 consists of the following:
" '
Program Title Year Funding Source CSFA# Fund
Amounts
Alzheimer's 2000 General Revenue 65004 $65,472
Disease Initiative
- Respite
Services
Alzheimer's 2000 General Revenue 65002
Disease Initiative
- Model Day Care
Alzheimer's 2000 General Revenue 65002
Disease Initiative
-Alzheimer
Special Projects
" TOTAL FUNDS CONTAINED IN THIS CONTRACT: $65,472
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.
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 Ill. 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 Oadeland Boulevard, Suite 400
Miami, Florida 33156
(305) 670-6500 SC 455-6500
2
"," .
(7-
Contract Number: KZ097
"
2. The name, address, and telephone number of the representative of the
provider responsible for administration of the program under this contract 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
3
(.::..-
Contract Number: KZ097
IN WITNESS THEREOF, the parties hereto have caused this 10 page contract to be
executed by their undersigned officials as duly authorized.
PROVIDER: MONROE COUNTY BOARD
OF COMMISSIONERS
BOARD PRESIDENT OR
AUTHORIZED DESIGNEE
SIGNED (II .!l (7
BY: r0 J~~f.../J'~ J/'~~
-('.
NAME: :Sk;vlet. ~q",-",,~
TITLE: /.I1J+ Y'hK\.
DATE ~/2--#/H
I
FEDERAL 10 NUMBER:
PROVIDER FISCAL YEAR END DATE:
ALLIANCE FOR AGING, INC.
~~N~~ ~~
NAME: MARTY URRA
TITLE: PRESIDENT
DATE:
f- J. 5"' - t/eJ
59-6000749
9/3D
4
( .
Contract Number: KZ097
ATTACHMENT I
ALZHEIMER'S DISEASE INITIATIVE PROGRAM
"
I. STATEMENT OF PURPOSE
Alzheimer's Disease Initiative Program is fo'cused on caring for persons 18 + with
memory disorders.
II. SERVICES TO BE PROVIDED
A. Services:
The approved Service Provider Application of Monroe County Board of
Commissioners for Alzheimer's Disease Initiative 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. ' I
B. Manner of Service Provision:
Respite and Model Day Care services will be provided in a manner consistent
with and described in the Service Provider Application for the Alzheimer's
Disease Initiative funds for July 1, 2000 to June 30, 2001 of the 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 1 06Z and 105Z. 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: KZ097
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.
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
Provided
Unit of
Service
Unit
Rate
Maximum
Units
Maximum
Dollars
In-home Respite
1 client hour
$21.865909 2,994.25
$65,472
E. If applicabt~, the provider will implement a Modified Spending Authority for
the respite service with the exception of Case Management. Provider is to
provide service based on clients' service pla-ns 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. Total Contract Amount cannot be
exceeded.
F. Contract Amendments:
1. The provider agrees to implement the distribution of funds as detailed in the
service application and the Budget Summary, ATTACHMENT III to this
contract. Any changes in the amounts of the funds identified on the Budget
Summary form require a contract amendment.
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: KZ097
4. The final expenditure report and request for payment will be due to the
Allianc;e no later than September 15, 2001. No expenditure reports or
',. requests for payment will be accepted after September 15, 2001.
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 provider and any adjustments thereto.
IV. SPECIAL PROVISIONS
A. State Laws and Regulations:
The provider agrees to comply with applicable parts of Rule 580-1, Florida
Administrative Code promulgated for administration of Sections 430.501
through 430.504, Florida Statutes, and the Department of Elder Affairs Client
Services Manual.
8. 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:
7
,l~"-'
i
Contract Number: KZ097
,
\
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;
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.
F. Co-payment Collections:
1. 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.
2. 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 released 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.
3. 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 releC\se 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.
8
..,....
Contract Number: KZ097
4. 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
failure of the Alliance to so certify by April 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. .
G. Evaluation, Statistics, and Reports:
The provider agrees to respond to requests for evaluation information and
statistical data concerning its clients based on information requirements of the
Memory Disorder Clinics, Brain Bank and Alzheimer's Disease Research
Database. The provider will ensure Model Day Cares supported by this contract
develop and report on innovative therapies and interventions which can be
shared with other Alzheimer's Disease Initiative health and social services
personnel via training. Reports will include the hypothesis, data collection
items, research methods, timeline for completion, and plan for dissemination of
findings. Model Day Cares supported by this contract must report to the
provider all training activities provided to health care and social service
personnel and caregivers, as well as serve as a natural laboratory for service
related applied research by Memory Disorder Clinics.
9
,
\ .
Report
Number
1
2
3
4
5
6
7
8
9
10
1 1
12
13
14
15
16
17
Legend: *
**
Contract Number: KZ097
ATTACHMENT II
ALZHEIMER'S DISEASE INITIATIVE 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 10
August Expenditure Report September 10
September ExpenditureReport October 10
October Expenditure Report November 10
November Expenditure Report December 10
December Expenditure Report January 10
January Expenditure Report February 10
February Expenditure Report March 10
March Expenditure Report April 10
April Expenditure Report May 10
May Expenditure Report/July Adv. Recon.** June 10
June Expenditure Report/August Adv. Recon.** July 10
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.
Note # 1: 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.
Note # 2: 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.
10
.' " . '. '.. ..
"-""
j i
Contract Number: KZ097
A TT ACHMENT III
ALZHEIMER'S DISEASE INITIATIVE PROGRAM
.....~
,
, .
BUDGET SUMMARY
PSA 11
Original ~
Amendment
AGENCY: Monroe County Board of Commissioners
1 . Respite
$ 65.472
2. Model Day Care
$
3. Total
, I
$ 65.472
11