Item C16
K4-~
Louis LaTorre, Senior Director
Social Services/tabt
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
MEETING DATE: 5/15-16/02
DIVISION: COMMUNITY SERVICES
BULK ITEM:
YES X
NO
DEP ARTMENT: SOCIAL SERVICES
AGENDA ITEM WORDING: Approval of Amendment 003 to Contract KC-l71 for the Community 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 Soard of County Commissioners/Monroe County Social Services (Monroe County In Home Service
Program, The Case Management Agency).
ITEM BACKGROUND: The approval of this contract amendment is to award the 4[0 Quarter funding in the
amount of$114,282.25 (includes a decrease in funds based on the state appropriation for SFY 2001/2002).
Approval of Contract KC 171, Amendment 001 and
PREVIOUS RELEVANT BOCC ACTION:
Amendment 002
CONTRACT/AGREEMENT CHANGES:
Additional Funds for 4d, Quarter
STA~'~' RECOMMENDATION: Approval
TOTAL COST: $475,169.00 (Fiscal Year)
COST TO COUNTY: $ 96,479.72 (Fiscal Year)
BUDGETED: YES-2L NO
REVENUE PRODUCING: YES X NO_ AMT.PER MONTH
YEAR
APPROVED BY: COUNTY A TTYl OMS/Purchasing l RISK MANA
DOCUMENTATION:
INCLUDED X
-.X
DIVISION DIRECTOR APPROVAL:
NOT REQUIRED
AGENDA ITEM#: C /?
DISPOSITION:
Revised 2/27/01
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Alliance For Aging, Inc. Contract #KC 171 Amendment 003
Effective Date: July 1,2001
Expiration Date: June 30, 2002
Contract Purpose/Description: Approval of Amendment 003 to Contract KC-171 for the Community Care For
The Elderly Contract for Fiscal Year 7/1/01 thm 6130/02 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).
Contract Manager:
Louis La Torre
(Name)
4573
(Ext. )
Social Services/Stop I
(Department/Stop #)
For BOCC meeting on 5/15-16/02
Agenda Deadline:
5/1 0/02
CONTRACT COSTS
Total Dollar Value of Contract: $475,169.00 (Fiscal Year)
Budgeted? Yes X No 0 Account Codes:
Grant: $ 475,169.00 (Fiscal Year)
County Match: $ 96,479.72 (Fiscal Year)
cU[i5t Year Portion: $
I.. -\015&0- ~30.Y91L-<2.PO l o~
Estimated Ongoing Costs: $
(Not included in dollar value above)
/yr
ADDITIONAL COSTS
For:
(eg. Maintenance, utilities, janitorial, salaries, etc)
CONTRACT REVIEW
Date In
Division Director i.i II 8/02-
Risk Management 4 ...)3- Cd-
O.M.B./Purchasing 'i /0JDL-
County Attorney 6/01/0 v
Changes
Needed /
YesD No~
YesD
NoC}/
Yes 0
No~
No~
Yes 0
Comments:
OMB Form Revised 2/27/01 MCP #2
Date Out
AMENDMENT 003
Contract KC-171
Page1
THIS AMENDMENT, entered into between the Alliance for Aging, Inc.,
hereafter referred to as the "Alliance," and the Monroe County Board of Commissioners,
hereafter referred to as the "recipient," amends contract KC-171.
The purpose of this contract amendment is to award fourth quarter funding in the amount of
S 114,282.25 (includes a decrease in funds based on the state appropriation for SFY
2001/2002). Corresponding services are adjusted according to the adjustments in funding.
1. Section II. is hereby amended to read:
II. The Alliance Agrees:
Contract Amount:
To pay for contracted services according to the conditions of Attachment I in an amount
not to exceed $475,169.00, 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 passed through the Department of Elder Affairs. 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 FundinQ Source CSFA# Fund Amounts
Community Care 2001 General RevenuelTobacco 65010 $475,169.00
for the Elderly Settlement Trust Funds
TOTAL FUNDS CONTAINED IN THIS CONTRACT: $475,169.00
2. ATTACHMENT III, Budget Summary, is hereby replaced with a revised Budget Summary"
attached hereto.
This amendment shall begin on the date on which the amendment has been signed by both parties.
All provisions in the 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
Contract KC-171
Page2
IN WITNESS THEREOF, the parties hereto have caused this 3 page AMENDMENT to be executed
by their undersigned officials as duly authorized.
PROVIDER: MONROE COUNTY BOARD
OF COMMISSIONERS
ALLIANCE FOR AGING, INC.
SIGNED
BY:
SIGNED
BY:
NAME:
NAME: Steven Weisberg. M.S.
TITLE:
TITLE: President/CEO
DATE:
DATE:
59-6000749
09/30
AMENDMENT 003
Contract KC-171
Page3
ATTACHMENT III
COMMUNITY CARE FOR THE ELDERLY PROGRAM
BUDGET SUMMARY
QUARTER DATES Case CCE Core TOTAL
Management Services
First 6/1-9/30/01 $23,426.50 $99,875.75 $123,302.25
Second 10/1-12/31/01 $23,426.50 $99,875.75 $123,302.25
Third 1/1-3/31/02 $23,426.50 $90,855.75 $114,282.25
Fourth 4/1-6/30/02 $23,426.50 $90,855.75 $114,282.25
TOTALS $93,706.00 $381,463.00 $475,169.00
AMENDMENT 002
Contract KC.171
Page1
THIS AMENDMENT, entered into between the Alliance for Aging, Inc.,
hereafter referred to as the "Alliance," and the Monroe County Board of Commissioners,
hereafter referred to as the "recipient," amends contract KC-171.
The purpose of this contract amendment is to award third quarter funding in the amount of
$114,282,.25 (includes a decrease in funds based on the state appropriation for SFY
2001/2002), add new contract clauses and revise contract clauses. Corresponding services are
adjusted according to the adjustments in funding.
1. Section II. is hereby amended to read:
II. The Alliance Agrees:
Contract Amount:
To pay for contracted services according to the conditions of Attachment I in an amount
not to exceed $360,886.75, 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 passed through the Department of Elder Affairs. 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
Community Care 2001 General Revenuerrobacco 65010 $360,886.75
for the Elderly Settlement Trust Funds
TOTAL FUNDS CONTAINED IN THIS CONTRACT: $360,886.75
2. ATTACHMENT I, Section II.A. is hereby amended to read:
II. SERVICES TO BE PROVIDED
A. Services:
1. 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.
2. Expenditures for case management, service coordination and case aide must not
exceed ninety-five percent (95%) of the State Fiscal Year 2000/2001 expenditure
level for these services or the lead agency's prorated share of the $448,200.00
statewide legislative reduction whichever is the lesser amount. This reduction must
not be applied to any other service category.
AMENDMENT 002
Contract KC-171
Page2
3. Reductions in services as a result of the decrease in funds shall be made by attrition
of consumers as they are terminated from the CCE Program for reasons other than
this funding reduction or because the CCE consumer is transferred to another
funding source. This funding decrease shall not result in termination of to existing
CCE consumers as a means of managing the funding reductions.
4. Consumers may not be enrolled into a department state general revenue funded
program, including CCE, who are also enrolled in a Medicaid capitated long term
care health plan or program. These programs include the Frail Elder Program
operated by United Health Care, the Channeling Program operated by Miami Jewish
Home and Hospital for the Aged, the Long Term Care Community Diversion
Program operating in Planning and Service Areas 7 and 9, and the Program of All
Inclusive Care for the Elderly (PACE) program planned to begin operations in the
Miami-Dade County area.
3. ATTACHMENT I, Section IV, Paragraphs B., B.3., and B.S. are hereby amended to read:
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 to remove existing clients from any services in order
to serve new clients being assessed and prioritized for service delivery.
3. 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 and can be
discharged to the community; or,
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.
5. Referrals for Medicaid Waiver Services:
a) The recipient must identify, through the consumer assessment,
potential Medicaid eligible CCE consumers and refer these
individuals to CARES and SSI related payments (if applicable) for
approval for Medicaid Waiver services.
b) Individuals who have been identified as being potentially Medicaid
Waiver eligible are required to apply for Medicaid Waiver services in
order to receive GCE services and can only receive GCE services
while the Medicaid Waiver eligibility determination is pending. If the
consumer is found ineligible for Medicaid Waiver services for any
reason other than failure to provide required documentation, they
may continue to receive GGE services.
AMENDMENT 002
Contract KC-171
Page3
c) Individuals who have been identified as being potentially Medicaid
Waiver eligible must be advised of their responsibility to apply for
Medicaid Waiver services as a condition of receiving CCE services
while the eligibility determination is being processed.
4. ATTACHMENT III, Budget Summary, Page 12, is hereby deleted and replaced with revised
Page 12, attached hereto.
This amendment shall begin on the date on which the amendment has been signed by both parties.
All provisions in the 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.
IN WITNESS THEREOF, the parties hereto have caused this 4 page AMENDMENT to be executed
by their undersigned officials as duly authorized.
PROVIDER: MONROE COUNTY BOARD
OF COMMISSIONERS
ALLIANCE FOR AGING, INC.
,.
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SIGNED
BY:
NAME: c4~ S /'11\ e UYf
NAME: Steven Weisberg, M.S.
TITLE:
,iV\ 1~'1b~
TITLE: President/CEO
DATE:
--:S/~2/2--
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I
DATE:
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APPROVED AS TO FOR;...... . ," .' i
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FEDERAL EMPLOYER 10 NUMBER 59-6UUU/49~~-:---'~~:Y'
PROVIDER FISCAL YEAR END DATE 09/30
AMENDMENT 002
Contract KC-171
Page4
A TT ACHMENT III
COMMUNITY CARE FOR THE ELDERLY PROGRAM
BUDGET SUMMARY
QUARTER DATES Case CCE Core TOTAL
Management Services
First 6/1-9/30/01 $23,426.50 $99,875.75 $123,302.25
Second 10/1-12/31/01 $23,426.50 $99,875.75 $123,302.25
Third 1/1-3/31102 $23,426.50 $90,855.75 $114,282.25
Fourth 4/1-6/30/02
TOTALS $70,279.50 $290,607.25 $360,886.75
CLERK'S UG1NAL
AMENDMENT 001
Contract KC 171
Page1
THIS AMENDMENT, entered into between the Alliance for Aging, Inc..
hereafter referred to as the "Alliance," and the Monroe County Board of Commissioners,
hereafter referred to as the "recipient," amends contract KC 171.
The purpose of this amendment is to increase the contract amount by S123,302.25 and
increase corresponding services.
1. Section II. is hereby amended to read:
II. The Alliance Agrees:
Contract Amount:
To pay for contracted services according to the conditions of Attachment I in an
amount not to exceed S246,604.50 for the second 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 passed through the Department of Elder Affairs. 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:
Pro ram Title
Community Care
for the Elderl '
I Year
2001
CSFA#
165010
TOTAL FUNDS CONTAINED IN THIS CONTRACT:
Fund Amounts
I S246,604.50
S246,604.50
2. ATTACHMENT III, Budget Summary, Page 12, is hereby deleted and replaced with
revised Page 12, attached hereto.
This amendment shall begin on the date on which the amendment has been signed by both
parties.
All provisions in the 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 oerformed
at the level specified in the contract. '
This AMENDMENT and all its attachment are hereby a part of the contract.
AMENDMENT 001
Contract KC 171
Page2
IN WITNESS THEREOF, the parties hereto have caused this 3 page AMENDMENT to be
executed by their undersigned officials as duly authorized.
PROVIDER: MONROE COUNTY BOARD
OF COMMISSIONERS
ALLIANCE FOR AGING, INC.
SIGNED
BY:
ft
SIGNED
BY: ~~-~.z" ~k7'Lb-
NAME: cLfA2J-~,S IV) C(fi'-/
tf:~
NAME: Kate Callahan. Ph.D
TITLE:
tl' A- Y fl. 1:),
I \ i/ t:..-
TITLE: President
-';:'"-':-~~. ".'
DATE:
I
I. 17-, ,,1 '/1
/,'.ic.-{)."
DATE: c9/;..?Jce 6' I
(SEAL)
:~:[:LJt1n::~ et;tw!
. DEPUTY CLERK -
FEDERAL EMPLOYER 10 NUMBER 59-6000749
PROVIDER FISCAL YEAR END DATE 09/30
AMENDMENT 001
Contract KC 171
Page3
ATTACHMENT III
COMMUNITY CARE FOR THE ELDERLY PROGRAM
BUDGET SUMMARY
QUARTER I DA TES Case CCE Core TOTAL
Management Services
First I 6/1-9/30/01 523.42650 599.875.75 5123.302.25
Second I 10/1-12/31/01 523.42650 599,87575 5123.302.25
Third I 1/1-3/31/02 I
Fourth I 4/1-6/30/02 I
I TOTALS I 546.853.00 5199.75150 5246,604.50
ALLIANCE FOR AGING, INC.
FOR
DADE AND MONROE COUNTIES
CERTIFICATION FOR RETROACTIVE PAYMENT
A. BACKGROUND
Sub-recipient contracts are updated yearly to reflect any pertinent changes required as a result of new
contract terms or programmatIc and/or administrative requirements set down by the Department or Elder
Affairs for the Alliance and its sub-recipients. Due to the late date on which the Alliance received its
CCE contract for 2001-2002 from the Department, the sub-contract with Monroe County Social Services
was not forwarded to the sub-recipient until June 27, 2001.
B. JUSTIFICATION
Although an executed contract was not in place until August 2, 2001 the sub-recipient is requesting
payment for serJices provided to clients between July 1 and August 1, 2001.
The procurement pOlicies followed by the Alliance for payment of contractual services make allowance
for retroactive payment when timely execution of a contract can not be achieved due to unforeseen
circumstances beyond the control of the Alliance and its sub-contractor. The health and welfare or
elderly consumers must also be at risk.
Since needed services were provided to existing clients, the provider's request for retroactive payment
should be granted since the expense was incurred in good faith for services approved in the Service
Provider Application submitted to the Alliance for 2001.
c. CERTIFICATION
Approval for retroactive payment is granted for services rendered to GGE clients during the time
period in question. Payment shall be on a one-time basis only.
SIGNED BY:
r:-a-,. )
~"'-' U--<,,~
")
STEVEN WEISBERG
NAME
TITLE
EXECUTIVE DIRECTOR. ALLIANCE FOR AGING. INC.
1/(1)0)
DATE
Page 10f 2
CCE 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 II. - Added - "for the first quarter of State Fiscal Year 2001/2002"
5 Section III.A. - Updated contract begin and end dates.
6 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.
7. Substituted the word "recipient" for "provider" throughout the contract.
8. Substituted the word "subrecipient" for "subcontractor" throughout the contract.
9. Substituted the word "consumer" for "client" throughout the contract.
ATTACHMENT I Changes
1 . Section II.A. and B. - Updated date for new contract year.
2. Section II.A. - Added "Expenditures for case management, service coordination and case aide must not
exceed ninety-five percent (95%) of the State Fiscal Year 2000/2001 expenditure level for these services or
the lead agency's prorated share of the $448,200.00 statewide legislative reduction whichever is the lesser
amount. This reduction must not be applied to any other service category."
Section II. B. and IV.A. - Added "dated 12/98."
4. Section 1I1.A. - Reworded method of payment clause to be consistent with changes made in 2001 OM
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."
5. 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."
6. Section III.C. - Added "for service costs" in first sentence. Added "and approved by the Alliance" in second
sentence.
7. Section III.F.3. - Updated dates for new contract year.
8. Section III.G. - Added" including any disallowance not resolved as outlined in Section I.T. 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. Reordered special provision clauses.
Deleted Program Income clause.
10. Section IV. A. - Added - "The recipient agrees to comply with Sections 430.201 through 430.207, Florida
Statutes, including as amended for Fiscal Year 2001-2002, Section 430.204(1 )(b) which states "in each
county having a population over 2 million, the department shall fund, through each area agency on aging,
more than one community care service system the primary purpose of which is the prevention of
unnecessary institutionalization of functionally impaired elderly persons through the provision of
community-based core services" and Section 430.205(1 )(b) which states "in each county having a
population over 2 million, the department, through the area agency on aging, shall fund in each planning
and service area more than one community care service system that provides case management and other
in-home and community services as needed to help elderly persons maintain independence and prevent or
delay more costly institutional care."
1 '. Section IV.B. - Changed wording of first sentence to read "The following are the criteria to prioritize new
consumers for service delivery."
12. Section IV. B.2. - Added new receivership clause: The recipient will ensure that pursuant to Section
400.126,(12), Florida Statute, those elderly persons determined through a CARES assessment to be a
resident who could be cared for in a less restrictive setting or does not meet the criteria for skilled or
Page 20f 2
CCE CONTRACT - Summary of contract changes for SFY 2001/2002
Intermediate care in a nursing home. the recipient will ensure the resident is referred for such care, as
appropnate for the resident. Residents referred pursuant to this subsection shall be given pnmary
:onsideratlon for receiving services under the Community Care for the Elderly program in a manner as
persons classified to receive such services pursuant to Section 430.205, Florida Statute
13 Section IVB 3.d) - Changed word "and" to "or'.
14 Section IVB.5. - Changed clause to read "The recipient must require subreclpients. through the consumer
assessment. to identify potential Medicaid eligible CCE consumers and to refer these individuals to CARES
and SSI related payments (if applicable) for approval for Medicaid \Naiver services. Individuals identified as
potentially Medicaid Waiver eligible can only be served with department contract funds while pending
Medicaid Waiver eligibility determination."
15 Section IVC.3. - Added clause "Co-payments collected in the CCE program must be used to expand
services and can not be used as part of the local match, "
16 Section IV. E. - Added - Service Cost Reports: The recipient will submit semi-annual service cost reports
which reflect actual costs of providing each service by program. This report provides information for
planning and negotiating unit rates."
17. Section IV.F. - Added "Compliance with Florida Statute Sections 430.204(1 )(b) and 430.205(1 )(b):
Whereas Dade County, Florida has a population over 2 million, the department is required to fund, through
the area agency on aging, more than one community care service system per the amendments to State
Fiscal Year 2001-2002 Florida Statutes, Sections 430.204(1 )(b) and 430.205(1 )(b).
1. The area agency on aging will submit a plan including tasks, timelines and staff responsible
for each task no later than July 15, 2001 to implement the State Fiscal Year 2001-2002
amendments to Florida Statutes, Sections 430.204(1 )(b) and 430.205(1 )(b). This plan must
include a request for proposal process to implement funding of more than one community
care service system in Dade County, which includes an analysis of unmet needs and a
provision for addressing the culturally distinct populations of Miami-Dade County.
2. The area agency on. aging will submit a copy of the recipient's request for proposal to
implement these provisions to the department's contract manger no later than August 15,
2001.
3. The area agency on aging will complete the request for proposal process and be in receipt of
proposals no later than October 1, 2001, for an award announcement no later than
November 15, 2001.
4 The area agency on aging will complete the contract process to implement the amendments
to Florida Statutes. Sections 430.204(1 )(b) and 430.205(1 )(b) no later than January 1,2002.
5. The area agency on aging will amend the contract with the recipient to pay for services
according to the conditions contained in this contract for second through fourth quarters
contingent upon approval of the reports identified in Attachment I, Section IV, Paragraph
E. 1. through 4. above.
ATTACHMENT '"
::r, ded budget for quarterly amendments to the contract.
CLERK'S ORIGINAL
07/01/01
Contract Number KC 171
COMMUNITY 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 department
no later than September 15, 2002; if the recipient fails to do so, all right
to payment is forfeited, and the department 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.
1
07/01/01
Contract Number KC 171
II. The Alliance Agrees:
Contract Amount:
To pay for contracted services according to the conditions of Attachment I In an
amount not to exceed $123,302.25 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
Community Care 2001 General RevenuefTobacco 65010 $123,302.25
for the Elderly Settlement Trust Funds
TOTAL FUNDS CONTAINED IN THIS CONTRACT: $123,302.25
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 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. 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 KC 171
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 Oadeland Boulevard, Suite 400
Miami, Florida 33156
(305) 670-6500 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
3
07/01/01
Contract Number KC 171
IN WITNESS THEREOF, the parties hereto have caused this 12 page contract to be
executed by their undersigned officials as duly authorized.
RECIPIENT:
MONROE COUNTY BOARD
OF COMMISSIONERS
BOARD PRESIDENT OR
AUTHORIZED DESIGNEE
~?(- ~ ~~ct
NAME:
. DE?' CLERK
FEDERAL 10 NUMBER:
RECIPIENT FISCAL YEAR END DATE:
ALLIANCE FOR AGING, INC.
-
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NAME: KATE CALLAHAN, PH.D.
TITLE: PRESIDENT
DATE: ;:'S~pC'/
59-6000749
09/30
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Contract Number KC 171
ATTACHMENT I
COMMUNITY CARE FOR THE ELDERLY PROGRAM
I. ST A TEMENT OF PURPOSE
The Community Care for the Elderly (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 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.
Expenditures for case management, service coordination and case aide must
not exceed ninety-five percent (95%) of the State Fiscal Year 2000/2001
expenditure level for these services or the lead agency's prorated share of the
5448,200.00 statewide legislative reduction whichever is the lesser amount.
This reduction must not be applied to any other service category.
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 106C and
10SC. 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.
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Contract Number KC171
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.
C. The recipient may request a monthly advance for service costs 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, approved by the Alliance, 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 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 Unit of Unit Maximum Maximum
Provided Service Rate Units Dollars
Case Management 1 hour $39.27326 596.50 $23,426.50
Chore 1 hour 529.023026 456 $13,234.50
Homemaker 1 hour $23.523242 1,554.25 $36,561
Personal Care 1 hour $29.045017 1,377.25 $40,002.25
Respite 1 hour 520.779381 485 $10,078
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. Any changes in the total amounts of the funds identified on the
Budget Summary form require a contract amendment.
2. With the exception of Case Management, the recipient agrees to implement
a Modified Spending Authority. Recipient is to offer services based on
clients' service plans and will not be restricted to providing the services as
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Contract Number KC171
projected. Additional budget revisions/contract amendments will not be
required to move funding among these services, with the exception of Case
Management. Any changes in the total amount of the funds under contract
require a formal contract amendment.
3. 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.
4. 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.
5. 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 I.T. of the Master
Agreement.
IV. SPECIAL PROVISIONS
A. State Laws and Regulations:
1. The recipient agrees to comply with Sections 430.201 through 430.207,
Florida Statutes, including as amended for Fiscal Year 2001-2002, Section
430.204(1 )(b) which states "in each county having a population over 2
million, the department shall fund, through each area agency on aging, more
than one community care service system the primary purpose of which is the
prevention of unnecessary institutionalization of functionally impaired elderly
persons through the provision of community-based core services" and
Section 430.205(1 )(b) which states "in each county having a population over
2 million, the department, through the area agency on aging, shall fund in
each planning and service area more than one community care service
system that provides case management and other in-home and community
services as needed to help elderly persons maintain independence and
prevent or delay more costly institutional care."
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Contract Number KC 171
2. The recipient 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 dated 12/98.
3. 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. Abuse, Neglect and Exploitation:
The recipient 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 recipients and adult protective services.
2. Priority Criteria for Individuals in Nursing Homes in Receivership
The recipient will ensure that pursuant to Section 400.126,(12), Florida
Statute, those elderly persons determined through a CARES assessment to
be a resident who could be cared for in a less restrictive setting or does not
meet the criteria for skilled or intermediate care in a nursing home. the
recipient will ensure the resident is referred for such care, as appropriate for
the resident. Residents referred pursuant to this subsection shall be given
primary consideration for receiving services under the Community Care for
the Elderly program in a manner as persons classified to receive such
services pursuant to Section 430.205, Florida Statute.
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3. 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 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; or,
e) individuals who have been assessed and are pending enrollment in
the Long Term Care Community Diversion Project.
4. 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 consumer assessment form
administered to each applicant. The most frail individuals not prioritized in
groups one, two or three above, regardless of referral source, will receive
services to the extent funding is available.
5. Referrals for Medicaid Waiver .Services:
The recipient must require subrecipients, through the consumer assessment,
to identify potential Medicaid eligible CCE consumers and to refer these
individuals to CARES and SSI related payments (if applicable) for approval
for Medicaid Waiver services. Individuals identified as potentially Medicaid
Waiver eligible can only be served with department contract funds while
pending Medicaid Waiver eligibility determination.
C. Co-payment Collections:
1. The recipient will establish annual co-payment goals. The Alliance has the
option to withhold a portion of the recipient's Request for Payment if goals
are not met according to the Department of Elder Affairs' co-payment
guidelines.
2. Co-payments include only the amounts assessed consumers or the amounts
consumers opt to contribute in lieu of an assessed co-payment. The
contribution must be equal to or greater than the assessed co-payment.
3. Co-payments collected in the CCE program must be used to expand
services and can not be used as part of the local match.
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D. Match:
Contract Number KC 171
The recipient will assure a match requirement of at least 10 percent of the cost for all
Community Care for the Elderly services. The match will be made in the form of cash
and/or inkind resources. At the end of the contract period, all Community Care for the
Elderly funds expended must be properly matched.
E. Service Cost Reports:
The recipient will submit semi-annual service cost reports which reflect actual costs of
providing each service by program. This report provides information for planning and
negotiating unit rates.
F. Compliance with Florida Statute Sections 430.204(1)(b) and 430.205(1)(b):
Whereas Dade County, Florida has a population over 2 million, the Department of
Elder Affairs is required to fund, through the local area agency on aging, more than
one community care service system per the amendments to State Fiscal Year 2001-
2002 Florida Statutes, Sections 430.204(1 )(b) and 430.205(1 )(b).
1. The area agency on aging will submit a plan including tasks, timelines and staff
responsible for each task no later than July 15, 2001 to implement the State Fiscal
Year 2001-2002 amendments to Florida Statutes, Sections 430.204(1 )(b) and
430.205(1 )(b). This plan must include a request for proposal process to
implement funding of more than one community care service system in Dade
County, which includes an analysis of unmet needs and a provision for addressing
the culturally distinct populations of Miami-Dade County.
2. The area agency on aging will submit a copy of its request for proposal to
implement these provisions to the department's contract manger no later than
August 15, 2001.
3. The area agency on aging will complete the request for proposal process and be
in receipt of proposals no later than October 1, 2001, for an award announcement
no later than November 15, 2001.
4. The area agency on aging will complete the contract process to implement the
amendments to Florida Statutes, Sections 430.204(1 )(b) and 430.205(1 )(b) no
later than January 1, 2002.
5. The department will amend the contract with the area agency to pay for services
according to the conditions contained in this contract for second through fourth
quarters contingent upon approval of the reports identified in Attachment I,
Section IV, Paragraph F, 1. through 4. above.
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Report
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Legend: "
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Note # 1:
Note # 2:
Contract Number KC 171
A TT ACHMENT II
COMMUNITY CARE FOR THE ELDERLY PROGRAM
CONTRACT REPORT CALENDAR
Based On
July Advance"
August Advance"
July Expenditure Report
August Expenditure Report
September Expenditure Report
October Expenditure Report
November Expenditure Report
December Expenditure Report
January Expenditure Report
February Expenditure Report
March Expenditure Report
April Expenditure Report
May Expenditure Report/July Adv. Recon.""
June Expenditure Report/August Adv. Recon.*"
Draft Closeout Report
Final Expenditure and Request
for Payment Report
Closeout Report
Advance based on projected cash need.
Submit to
the Alliance
On This Date
July 1
July 1
August 15
September 15
October 15
November 15
December 15
January 15
February 15
March 15
April 15
May 1 5
June 15
July 15
August 15
September 15
September 30
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 recipient's fiscal reports covering actual
expenditures should reflect an adjustment repaying advances for the first
two months of the contract.
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Contract Number KC 171
ATTACHMENT III
COMMUNITY CARE FOR THE ELDERLY PROGRAM
BUDGET SUMMARY
QUARTER DATES Case Mngmnt CCE Services TOTAL
First 6/1-9/30/01 $23,426.50 $99,875.75 $123,302.25
Second 1 0/1-12/31/01
Third 1/1-3/31/02
Fourth 4/1-6/30/02
TOTALS
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