Item D20
BOARD OF COUNTY COMMISSIONERS ~'ff;
AGENDA ITEM SUMMARY /dk- -~~
Louis LaTorre/Director/Social
Meeting Date: June 19-20.2002 Division: Community Services Services
Bulk Item: Yes -L
No
Department: Social ServiceslNutrition
AGENDA ITEM WORDING:
Approval of Amendment #001 to 01\.-\ Contract #AA-229 (1/1/02-12/31/02) between the Alliance for
Aging and the County,
ITEM BACKGROUND:
The purpose of this amendment is to increase the amount of the 2002 OAA Contract #AA-229 by an
additional grant award amount of $91,100.00. This includes $23,970.00 for Title III C-l (Congregate
Meals), $35,959.00 to Title III C-2 (Home-Delivered Meals). $21,568.00 for Title III-B, In-Home
Services, (Support Services/Homemaking), and $9,603.00 for Title III-E, In-Home Services (Respite
Care Services); and to revise fixed rates for services under contract,
PREVIOUS REVELANT BOCC ACTION:
Approval of O.A.A Contract #AA-229 between the Alliance for Aging and Monroe County, effective
January 1,2002,
CONTRACT/AGREEMENT CHANGES:
Additional grant award increases the total funding allocation for 2002 OAA Contract #AA-229 from
$438,103.00 to $529, 203.00, Title C-I Congregate Meals increases from $132,000,00 to $155,970,00,
Title C-II, Home Bound Meals increases from $168,000,00 to $203,959.00, Title III-B, Support
Services increases from $100,000.00 to $121,568.00, and Title III-E, In-Home Respite increases from
$38,103.00 to $47,706,00. Also, in response to these changes the fixed rates for services have been
revised, The total contract amount changes from $438,103,00 to $529,203.00.
ST AFF RECOMJ.'\1ENDA TIONS:
Approval
TOTAL COST: $529.203.00
COST TO COUNTY: 106.950.00
BUDGETED: Yes ~ No
REVENUE PRODUCING: Yes
No X
AMOUNTPERMONTH_ Year
APPROVED BY:
County Atty ~ OMB/Purchasing ~
Risk Management X
~ -
DIVISION DIRECTOR APPROVAL: __ r:r ~A OOo-vh ~ Jp-
U J. Malloch
DOCUMENTATION:
Included ~
To Follow
Not Required
DISPOSITION:
AGENDA ITEM # :2)cJ f)
Revised 2/27/0 I
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #Amendment #001 to OAA Contract #AA-229
Contract with:Alliance for Aging. Inc, Effective Date:6/19-6/20/02
Expiration Date: 12/31/02
Contract PurposelDescription:Approval of Amendment #001 to Older Americans' Act Contract
#AA-229 between the Alliance for Aging. Inc, and the Monroe County Board of County
Commissioners, Contract will provide for a total of $529203.00, Apprioriates. $121.568,00 for
In-Home Services. Title III-B Support Services Program. $155.970.00 for Nutrition Program
Title III C-l. Congregate Meals. $203.959.00 for Title III C-2 Home-Delivered Meals. and
$47.706,00 for In-Home Services Title III-E Respite Services.
Contract Manager:Louis laTorre f!, fJi;;;; Social ServicesINutrition PrOgram
(Name)-{A.'/ (Ext.) (Department)
for BOCC meeting on 6/19-6/20/02
Agenda Deadline: 6/5/02
CONTRACT COSTS
Total Dollar Value of Contract: $529.203,00 Current Year Portion: $438.103,00
Budgeted? YesD No 0 Account Codes: 125-61530-530-490-GS0200-0AA-3-B-
Grant: $529.203,00 125-61531-530-490-GS0201- OAA 3C-l
County Match: $$106.950.00 125-61532-530-490-GS0202 - OAA 3C-2
125-61534-530-490-GS0204 - OAA3-E
ADDITIONAL COSTS
Estimated Ongoing Costs: $_/yr For:
(Not included in dollar value above) (eg. maintenance. utilities. janitorial, salaries, etc.)
CONTRACT REVIEW
Changes Date Out
Division Director DateIn Ye~O~~[;l( ~r~ "/5'10..
Risk Management ({) -S~Od- YesD NoGj' ro~' (o-S-DcJ-
O.M.B./Purchasing sl :::1\ D2.YesD Nog-.-- F 5/::' 1/ DL
County Attorney YesD Nocg/ S ATTACHED LEGAL SUFFICIENCY.
Comments:
OMB Form Revised 9/1 1/95 Mep #2
4 ,
Amendment 001
CONTRACT AA-229
PAGE 1
THIS AMENDMENT, entered into between the Alliance for Aging, Inc. hereinafter referred to as the
"Alliance", and the Monroe County Board of Commissioners, amends contract AA-229.
The purpose of this amendment is to increase the total amount under contract by $91,100.00.
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
$529,203.00 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 CFDA# Fund
Amounts
Title 111-8 Support 2002 U.S. Department of Health 93.044 $121,568.00
Services and Human Services
Title III C-1
Congregate Meals 2002 II 93.045 $155,970.00
Title III C-2
Homebound Meals 2002 II 93.045 $203,959.00
Title III E Services 2002 II 93.052 $47,706.00
TOTAL FUNDS CONTAINED IN THIS CONTRACT: $529,203.00
2. Attachment I, Section III, 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
Homemaker 1 hour 30.047204 4,046 $121,568
Congregate Meals 1 meal 6.839863 22,519 $154,030
Nutrition Education (C-1) Episode 194.00 10 $1,940
Home Delivered Meals 1 meal 5.8674707 34,568 $202,824
Nutrition Education (C-2) Episode 567.75 2 $1,135
In-Home Respite (3E) 1 hour 28,182692 1,692.75 $47,706
. .
Amendment 001
CONTRACf AA-229
PAGE 2
3. Attachment III, Budget Summary, is hereby amended and attached hereto.
4. This amendment shall begin on the date it 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 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:
FEDERAL 10 NUMBER:
59-6000749
PROVIDER FISCAL YEAR ENDING DATE:
09/30
APPROVED AS TO FORM
AN~L SUFFICI ~
BY . , ..
}\NNE ON
DATF 5" v
Amendment 001
CONTRACT AA-229
PAGE 3
A TT ACHMENT III
BUDGET SUMMARY
2002 OAA BUDGET SUMMARY
Recipient: Monroe County Board of Commissioners
Contract No. AA-229
Distribution of Award by Title
Title III-B
Federal Share
$121,568.00
Title III C-1
$155,970.00
Title III C-2
$203,959.00
Title III-E
$47,706.00
Title III-F
$0.00
TOTAL FEDERAL AMOUNT
$529,203,00
'12/01 .
CLERK'S ORIGINAL
Contract Number AA-229
OLDER AMERICANS ACT STANDARD FIXED RATE CONTRACT- 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-229, 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. Final Request for Payment
The recipient must submit the final request for payment to the Alliance no more than 45 days after the
contract ends or 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. Any payment due
under the terms of this contract may be withheld until all reports due from the recipient, and necessary
adjustments thereto, have been approved by the Alliance,
II, The Alliance Agrees:
Contract Amount
To pay for contracted services according to the conditions of Attachment I in an amount not to exceed
$438,103.00, 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 and passed through the State of Florida
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 state grants and aids appropriations and consist of the following:
Program Title Year Funding Source CFDA# Fund Amounts
Title IIIB Support 2002 U,S. Dept. Of Health and 93.044 $100,000.00
Services Human Services
Title "' C1 2002 " 93,045 $132,000.00
Congregate Meals
Title "' C2 Home 2002 " 93.045 $168,000.00
Delivered Meals
Title III E Services 2002 " 93,052 $38,103.00
TOTAL FUNDS CONTAINED IN THIS $438,103.00
CONTRACT:
1
12/01
CLERK'S ORiGINAL.
Contract Number AA-229
III. Recipient and Alliance Mutually Agree:
A. Effective Date:
1, This contract shall begin on January 1, 2002 or on the date the contract has been signed by both
parties, whichever is later.
2. This contract shall end on December 31. 2002.
8, 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 and vendors in accordance with
all applicable federal and state laws,
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, M.S.
9500 S. Dadeland Boulevard, Suite 400
Miami, Florida 33156
305-670-6500
2. The name, address, and telephone number of the representative of the recipient responsible for
administration of the program. under this contract is:
Louis LaTorre.
Gato Building - 1100 Simonton Street
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
Gato Building - 1100 Simonton Street
Key West, Florida 33040
2
12/01
Contract Number AA-229
CLERK'S ORIGINAL
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
ALLIANCE FOR AGING, INC.
BOARD PRESIDENT OR
AUTHORIZED DESIGNEvtE
SIGNED
BY:
. , -,
~ ! ,/
NAME:' : I~ I , r' _
SI~NE~ &....::
BY.c'
~~
'/).' .
. r.... '
/,/ . ,.:./
NAME: STEVEN WEISBERG, M.S,
TITLE: (f " :'~ 1/, ~ r
TITLE: PRESIDENT/CEO
DATE: 3 (1--5 / ~ '1-
~.- -
DATE: 1.-,. -;' ,-:, . '. "'._
FEDERAL 10 NUMBER:
RECIPIENT FISCAL YEAR END DATE:
59-6000749
09/30
~~.,..
.'~rJJ;:>f":=<Yl r-~,
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(1._. 2-=-"'~ ^ >-l\
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APPROVED AS TO FO~\ 1.~ ~~ ~)- iY ~:.
AND I" AL SUFFI Y. IM.~ ~;":/ ~,?c::AL) KCUlAGECLSF!!(
Il ....~ ~.i:g;;.,,/,T:'EST: DJ.;';~.Y:" '. jt ,,(' ...;.',
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3
12/01
Contract Number AA-229
ATTACHMENT I
OLDER AMERICANS ACT
I. STATEMENT OF PURPOSE
The Older Americans Act (OAA) Program is a federal program which provides assistance to older persons
and caregivers.
II. SERVICES TO BE PROVIDED
A. Services:
The recipient's service application for the calendar year 2002, 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 manner in which the recipient will meet the
requirements of the Older Americans Act as amended in 2000.
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 the calendar year 2002, the draft Department of Elder Affairs Client Services
Manual dated 12/98, the Department of Elder Affairs National Family Caregiver Support Program
Guidelines, and the Department of Health and Human Services, Office of Assistant Secretary,
Administration on Aging, Program Instruction, AoA-PI-01-02. In the event the manual or guidelines
are revised, such revision will automatically be incorporated into the contract and the recipient will be
given a copy of the revisions. The recipient agrees to perform the services of this contract in
accordance with all federal, state, and local laws, rules, regulations and policies that pertain to Older
Americans Act funds.
III. METHOD OF PAYMENT
A. The method of payment in this contract includes advances, cost reimbursement and/or fixed price for
some Title III E services and fixed rate for all other services. The recipient must ensure all costs and
fixed rates include only those costs which are in accordance with all applicable state and federal
statutes and regulations and are based on historical costs and audited historical costs when
applicable, Payment shall be on an advance basis in accordance with the draft Department of Elder
Affairs Client Services Manual dated 12/98 and ATTACHMENT /I, All requests for payment and
expenditure reports submitted to support requests for payment shall be on DOEA forms 106A and
1 o SA.
B, The recipient shall maintain documentation to support payment requests which shall be available to
the Alliance, Department of Elder Affairs staff or the Comptroller for the State of Florida upon request.
C, The due date for the request for payment and expenditure reports shall be on the 5th day of the
month following the month being reported.
D, The Alliance shall make payment to the recipient for a total dollar amount not to exceed
$438,103.00, subject to the availability of funds. Rates listed in Paragraph E are the Alliance's share
not to exceed 90% of the gross cost per unit of service,
4
12/01
Contract Number AA-229
E, The Alliance shall make payment to the recipient 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
Homemaker 1 hour 30,047204 3,328 $100,000
Congregate Meals 1 meal 6.839863 19,015 $130,060
Nutrition Education (C-1) Episode 194.00 10 $1 ,940
Home Delivered Meals 1 meal 5.8674707 28,439 ~. $166,865
Nutrition Education (C-2) Episode 567.75 2 $1,135
In-Home Respite (3E) 1 hour 28.182692 1,352 $38,103
F, If applicable, recipient will implement a Modified Spending Authority for these services, WITHIN THE
RESPECTIVE TITLES, with the exception of Screening and Assessment. Provider projects a number
of units of service and amount of funds per service and determines a rate of service.
These figures are only a projection, with the exception of Screening and Assessment. recipient is to
provide service based on consumer's 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 Screening and Assessment. Total Contract Amount
cannot be exceeded,
G, The recipient may request a monthly advance for each of the first two months of the contract period,
based on immediate 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. For profit organizations cannot receive advance funds. 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 invoices 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 payments are subject to the availability
of funds.
H. A final receipt and expenditure report (closeout report) will be forwarded to the Alliance within sixty (60)
days after the contract ends or is terminated. All monies which have been paid to the recipient and not
used to retire outstanding obligations of the contract being closed out must be refunded to the Alliance
along with the final receipt and expenditure report,
I. 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.
J, The recipient 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 federal funds
identified on the Budget Summary form require a contract amendment.
5
12/01
Contract Number AA-229
K. Financial Reports: The recipient agrees to provide an accurate, complete and current disclosure of the
financial results of this contract as follows:
1. To submit all requests for payment and expenditure reports according to the format, schedule
and requirements specified in ATTACHMENT I ,
2. The completed manual units of service portions of the Older Americans Act Annual Report, if
applicable, are due to the contract manager on the date established by the Alliance. The
Department of Elder Affairs will obtain the remaining Report sections from the Consumer
Information,. Registration and Tracking System (CIRTS).
IV. SPECIAL PROVISIONS
A. Match
The recipient will assure a match requirement of at least 10 percent of the cost for all services funded
through this contract. The recipient's match will be made in the form of cash and/or inkind resources.
At the end of the contract period, all Older Americans Act funds expended must be properly matched.
B. Consumer Contributions and Co-payments for Services
(1) The recipient assures compliance with Section 315 of the Older Americans Act as amended in
2000, in regard to consumer contributions, For services not paid for with Older Americans Act
funds, subrecipients may charge co-payments to those persons able to pay part or all of the
cost of services.
(2) Voluntary contributions are not to be used for cost sharing or matching,
(3) Accumulated voluntary contributions are to be used prior to requesting Federal reimbursement.
(4) Voluntary contributions and related interest earned are program income and must be used to
expand services.
C. Title III Funds
The recipient assures compliance with Section 306 of the Older Americans Act as amended in 2000,
that funds received under Title III will not be used to pay any part of a cost (including an administrative
cost) incurred by the recipient to carry out a contract or commercial relationship that is not carried out
to implement Title III.
0, Carry Forward Funds
Carry forward funds must be identified on the computation of carry forward report submitted with the
closeout report and requests for award of carry forward funds must be justified by the recipient and
approved by the department. All OAA carry forward funds must be budgeted in the same title as
originally awarded.
E. Prioritization for Service Delivery
The recipient shall develop and implement policies and procedures consistent with Older Americans
Act targeting criteria.
6
12/01
Contract Number AA-229
F. Information and Referral
The recipient agrees to adhere to the Standards for Professional Information & Referral,
A TTACHMENT IV to this contract. The basis of these standards are those found in the standards
published by the Alliance for Information & Referral Systems (AIRS), copyright 2000, and amended by
the Department of Elder Affairs to meet the unique needs of the Elder Helpline system.
G, 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.
H. Caregiver Forums
The recipient will collaborate with the Alliance in supporting a Statewide Caregiver Forum coordinated
by the Department of Elder Affairs. The Alliance will sponsor the attendance of a minimum of ten
caregivers and contribute $1,000,00 toward the expense of speakers and miscellaneous training
expenses using contract funds. Sponsorship of caregivers includes providing funds for all expenses
related to caregivers attending this event; to include registration, travel, and local respite services.
Recipients are also encouraged to help the Alliance plan and conduct local caregiver forums utilizing
Title III-E funds. Caregiver Forums are defined in the Department of Elder Affairs Title III-E National
Family Caregiver Support Guidelines.
7
Report
Number
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
Legend:
Note # 1:
Note # 2:
12/01
Contract Number AA-229
ATTACHMENT II
CONTRACT REPORT CALENDAR
ADVANCE BASIS CONTRACT
TITLE III
Month
Submit to
Alliance on
This Date
Based On
January
February
March
April
May
June
July
August
September
October
November
December
Advance"
Advance"
January Expenditure Report
February Expenditure Report
March Expenditure Report
April Expenditure Report
May Expenditure Report
June Expenditure Report
July Expenditure Report
August Expenditure Report
September Expenditure Report
October Expenditure Report
November Expenditure Report
December Expenditure Report
Final Payment Request
Closeout Package
January 1
January 1
February 5
March 5
April 5
May 5
June 5
July 5
August 5
September 5
October 5
November 5
Decem ber 5
January 5
February 14
February 29
..
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.
Reports #1 and #2 for Advance Basis Contracts cannot be submitted to the Alliance until
the contract with the Alliance has been executed,
The last two months of the recipient's fiscal reports covering actual expenditures shall
reflect an adjustment repaying advances for the first two months of the contract, if
advances have not been recouped.
8
12/01
Contract Number AA-229
A TT ACHMENT III
BUDGET SUMMARY
2002 OAA BUDGET SUMMARY
Recipient: Monroe County Board of Commissioners
Contract No. AA-229
Distribution of Award by Title
Title III-B
Federal Share
$100,000
Title II I C-1
$132,000
Title III C-2
$168,000
Title III-E
$38,103
Title III-F
$0
TOTAL FEDERAL AMOUNT
$438,103
9
1 2/01
Contract Number AA-229
ATTACHMENT IV
OLDER AMERICANS ACT PROGRAM
SUMMARY OF STANDARDS FOR PROFESSIONAL
INFORMATION & REFERRAL
I. SERVICE DELIVERY
Standard 1: Information Provision
The Information and Referral (I & R) service shall provide information to the inquirer in response to a direct
request for such information. Information can range from a limited response (such as organization=s
name, telephone number, and address) to detailed data about community service systems (such as
explaining how a group intake system works for a particular agency), agency policies, and procedures for
application, Every call, including information only calls, shall be documented. Documentation shall include
the type of information requested and the action taken.
Standard 2: Referral Provision
The I & R service shall provide information and referral services in which the inquirer has one-to-one
contact with an I & R specialist. The referral process consists of assessing the needs of the inquirer,
identifying appropriate resources, assessing appropriate response modes, indicating organizations
capable of meeting those needs, providing enough information about each organization to help inquirers
make an informed choice, helping inquirers for whom services are unavailable by locating alternative
resources, and, actively participating in linking the inquirer to needed services. Follow-up is required for
each referral. The referral cannot be counted until follow-up is complete.
Standard 3: Advocacyllntervention
The I & R service shall offer advocacy to ensure that people receive the benefits and services to which
they are entitled and that organizations within the established service delivery system meet the collective
needs of the community. For purposes of these standards, "Advocacy" does not include legislative
advocacy (lobbying). All advocacy efforts shall be consistent with policies established by the governing
body of the I & R service and shall proceed only with the permission of the inquirer.
Standard 4: Follow- Up
Follow-up on referrals must be completed within 10 calendar days either by telephone or visit, to determine
that services are being provided and that the person or caregiver is satisfied with the services as provided
unless a crisis situation suggest more immediate follow-up.
II. RESOURCE DATABASE
Standard 5: Inclusionl Exclusion Criteria
The I & R service shall develop criteria for the inclusion or exclusion of agencies and programs in the
resource database. These criteria shall be uniformly applied and published so that staff and the public will
be aware of the scope and limitations of the database.
10
12/01
Contract Number AA-229
Standards 6: Data Elements
A standardized profile shall be developed for each county's organization within the planning and service
area. The database shall include a providers legal name, common name and acronym, address (mailing
and physical location) telephone number(s) and a description of services,
Standard 7: Indexinq the Resource Databasel Search Methods
Information in the resource database shall be indexed and accessible in ways that support the I & R
process,
Standard 8: Database Maintenance
The resource database shall be updated through continuous revision or at intervals sufficiently frequent to
ensure accuracy of information and comprehensiveness of its contents,
III. REPORTS AND MEASURE
Standard 9: Inquirer Data Collection
The I & R service shall establish and use a system for collecting and organizing inquirer data which
facilitates appropriate referrals and provides a basis for describing requests for service, identifying service
gaps and overlaps, assisting with needs assessments, supporting the development of products, identifying
issues for staff training and facilitating the development of the resource information system. Inquirer data
includes information gathered during follow-up as well as that acquired during the original contact.
Standard 10: Data Analysis and Reporting
The I & R service shall develop reports using inquirer data and/or data from the resource database to
support community planning activities (or planning at other levels), internal analysis and advocacy. If
requested, data will made available to the Department of Elder Affairs.
IV, COOPERATIVE RELATIONSHIPS
Standard 11: Coooeratiye Relationships within the Local I & R System
In communities which have a multiplicity of comprehensive and specialized I & R providers, the I & R
service shall develop cooperative working relationships to build a coordinated I & R system which ensures
broad access to information and referral services, maximizes the utilization of existing I & R resources,
avoids duplication of effort and encourages seamless access to community resource information. I & R
services within the system may choose to be Afull service@ programs performing all necessary I & R
functions within their designated service area; or may prefer to partner with one or more I & R services to
share those functions. (e.g., one I & R service might build and maintain the resource database and
another might assume responsibility for service delivery,)
Standard 12: Coooeratiye relationshios within the Local Service Delivery System
The I & R service shall strive to develop cooperative working relationships with local service providers to
11
12/01
Contract Number AA-229
build an integrated service delivery system which ensures broad access to community services, maximizes
the utilization of existing resources, avoids duplication of effort and gaps in services, and facilitates the
ability of people who need services to easily find the most appropriate provider.
Standard 13: Coooerative Relationships AmonCl Local. State or Provincial. Regional. National. and
International I & R Providers
Comprehensive and specialized I & R services at all geographic levels (local, state/provincial, regional,
national and international) shall strive to develop formal and informal working relationships with the
objective of broadening ,the availability of information and referral to all inquirers, facilitating access to
appropriate resources regardless of their origin and/or location, avoiding duplication of effort and funding,
expanding the effectiveness of social analysis with more global information about needs and services, and
augmenting the impact of advocacy efforts through coordination, where possible.
Standard 14: Participation in State or Provincial. Regional. National. and International I & R
Associations
The I & R service shall strive to strengthen state or provincial, regional, national, and international I & R
networks by becoming active in planning, program development, advocacy, training, and other efforts at
these levels.
5. ORGANIZATIONAL REQUIREMENTS
Standard 15: Governance
The auspices under which the I & R service operates shall ensure the achievement of I & R goals and
meet the standards set forth by the Department of Elder Affairs.
Standard 16: Personnel Administration
The I & R service shall provide a framework and mechanisms for program and personnel management
and administration that guarantee the continuity and consistency required for effective service delivery,
Standard 17: Staff Training
The I & R service shall have a training policy and make training available to paid and volunteer staff.
Standard 18: Promotion and Outreach
The I & R service shall establish and maintain a program which increases public awareness of I & R
services, their objectives, and their value to the community, At leasttwo outreach projects targeting low-
income minority and rural elders must be completed annually.
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