Item C31BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: _8-20-08
Division: _Community
Services
Bulk Item: Yes
X No _
Department:
_Social Services
Staff Contact Person: _Sheryl Graham, x4592_
AGENDA ITEM WORDING: Approval of Amendment #002 to the Alzheimer's Disease Initiative
(ADI) Contract #KZ797 between the Alliance for Aging, Inc. (Aging Resource Center) and the Monroe
County Board of County Commissioners (Community Services/In-Home Services) for fiscal year
7/1/07 to 6/30/08
ITEM BACKGROUND: The purpose of this Amendment is to incorporate the following outsourced
Aging Resource Center (ARC) functions and policies and procedures to the existing service contract.
PREVIOUS RELEVANT BOCC ACTION: Prior approval granted to Amendment 001 to the
Alzheimer's Disease Initiative (ADI) Contract #KZ797 by Deputy County Administrator Debbie
Frederick on January 1, 2008.
CONTRACT/AGREEMENT CHANGES: Incorporate the Aging Resource Center (ARC) functions
and policies and procedures into Contract KZ797.
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $65,888.00 BUDGETED: Yes No
COST TO COUNTY: No Cash Match Required SOURCE OF FUNDS: N/A
REVENUE PRODUCING: Yes X No AMOUNT PER MONTH appr. $50.00
Year $600.00
APPROVED BY: County Atty. X OMB/Purchasing X Risk Management _X_
DOCUMENTATION: Included X Not Required To Follow
DISPOSITION: AGENDA ITEM #�_
Revised 8/06
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT
Contract with: Alliance For Aging, Inc. Contract Amendment #002 for Contract
#KZ-797
Effective Date: 07/l/2007
Expiration Date: 06/30/2008
Contract Purpose/Description: Approval of Amendment #002 to the Alzheimer's Disease Initiative (ADI)
Contract #KZ797 between the Alliance for Aging, Inc. (Aging Resource Center) and the Monroe County Board of
County Commissioners (Community Services/In-Home Services) for fiscal year 7/1/07 to 6/30/08 to incorporate
the following outsourced Aging Resource Center (ARC) functions and policies and procedures to the existing
service contract.
Contract Manager: Sheryl Graham m 4592 Social Services/Stop 1
(Name) (Ec xt•) (Department/Stop #)
For BOCC meeting on 8-20-08 Agenda Deadline:
CONTRACT COSTS
Total Dollar Value of Contract: $65,888.00 Current Year Portion: $
Budgeted? Yes X No Account Codes:
Grant: $ 65,888.00
County Match: $0
ADDITIONAL COSTS
Estimated Ongoing Costs: $ /yr For:
CONTRACT REVIEW
Da a In
Division Director � f�dG
Changes
vir
Needed 4jTto�
Yes No / .-
Date Out
/ (�
Risk Manag ment (
�r,A
O.M.B./Pu aslhg
Yes No
/
Yes No
O ��U
County Attorney
Yes 3
¢ V 6Y
Comments:
vine Form Revised l/6"//ut MCr tit
n
Amendment 002 CONTRACT KZ 797 Page 1
THIS AMENDMENT is entered into between the Alliance for Aging, Inc. (Aging Resource Center)
heraanafter refened to as the "Alliance" and Monroe County Board of Commissioners.
The purpose of this amendment Is to Incorporate the following astemaced Agin Resource
Carta (ARC) tuncflons and policies and procedures to the existing savior aornb►acl.
L Ueda"Ceatract Asrcadseat, the provider agrees to the fellow1W
A. Pafanm ARC outsorueed f mcdons in accordance with policies and procedures
developed b9 the Alliance for Aging. Refor to the following ate:
i. Attachmeffi I: Policies and Procedures for Outsourced Function -
Screening
ii. Attachment II: Policies and Procedures for Oatsoura d Function -Triage
iii. Attachment U Policies and Procedures for Activation fiont wa dist-
Client saviors
iv. Atpn 6wW IV: Policies and Prvoednrees Son Termination, froa! waitlist
Cliad Services
B. Maintain wait lists in CIRTS in acomdsnos with DOER regn ,
C. Report number o£cliact contacts to the Aging Resource Comer.
A Adhere to pdodtiation policy as set f x& by the Department of Elder Affairs.
E. Update the agency Disaster Plan to' - n I orals ARC 1 r ' a n reed iboctions.
F. Ensure against conflicts of w1crest and inappropriate self-wArrals by referring
consumers is need of options counseling or kw#4mra core services beyond the
provider's scope of services to the Aging Resource Center.
t , Ensure that services provided we in the cficuW but interest, we the most coat
e of hiEh walit7, sect ore respoaaive and appropriate to the assessed needs.
The Assessed Priority Consumer List (APCL) is wined when services funded by dw-
department are not avadabis. Cenvacted providers of relpact d services for Al2benw's Dweses
Initiative (ADM Older Amaicen's Ad (OAA), and Conlrected Services (CS) i Maia waiting
!fists in the CIRTS database for registered services when funding is not available. Note. OA,4-31' is
an euormI funding source for ARC wait List purposes. For services provided through OAME, no
CIRTS client data entry is required.
Registered Services for the above listed programs are as follows: Adult Day Care (ADC), Adult
Day Health Care (ADHC), Chore (CHO), Escort (ESC), Home Health Aide OfRM)6 Homemaker
IMK), Model Day Care (MDC), Personal Care (PECA), Facility -Based Respite (REST, In -
Ham Respite (RESP).
2. This amendment shall begin on May 16, 2000 (dale this contract an Kirow was issusd) or
the dale it has been signed by both parties whichever. is kde►.
N prwisions in go contract and any - N - r' rants anaralo in contra with this arm id ,mm
shall be and era IMeby changed to oorionm willn this amerrdnrak
N provisions not n conflict witlt this anoxhimnt ore still inaffect and arelobe performed at
the isvei specified in the contract we hereby anmaded loconform with this amandnt nt.
T fib amiendaant and ati fie attydanet are hereby made a part of the contr3d.
Mwndment 002 CONTRACT KZ 797 Page 2
IN WITNESS WHEREOF, the parties hereto have caused this amerxbn to be executed by them
ur4wsig W officials as duly sudwrtwd.
SIGNED BY: SIGNED BY:
NAME: NAME:
TITLE: TITLE:
DATE: DATE:
ALLIANCE FOR AGING. INC.
Max B. PjAh nun, JD, LL.M.
___.y t I Leis
Attachment I
Amendment 002 CONTRACT iQ 797
Alliance for Aping, Inc.
Aging Reaouroe Center/Elder Helpline
Policy and Procedure for
Outourcedl f action - Screening
CraaHe Date March 5, 2MG
Ranislon Data: rya
Itndaw Date rya
Page 3
Obleodw: To ensure oat a comprehensive Yet of dents in need of swvion is n akdol ned In CIRTS by
appropriate hmdbv souroe and that the ARC is thereby able to ermcb* gaup the level of elder
service need in Mfemf•Dede and Moraw Counties.
PaiCye To ablakn neosssaryinbmafon from dance in order to asdat in delanrniinrg Isvel of reed and
afpfbaly for DOEA hrnded servlow
Procedure:
1. ARC Contracted Providers will infect hdormaton from callers and conduct: a 701A a nwnt
Albanatkwllr, I/ a 7018 aesesarwnt already oasts or Is provided from another source (La QPJM
the k formation horn the 791H an be utilized.
2. erred on do Ink rnadae pu a Irl We the 791A(9)1 , - , l - 1 4 tiro ARC Cantrw2ad Plwkkr will
make a delanistim as to the services that the afa is in need of reaeld (see Contrail
Amendment APCL�
3. The ARC Oautradled Ptoviderwar delemhre the appnopntate fiffX&nf sGurw(s) Nat provides the
neaA ewMoee (es Onlratt A mid we APCI.).
4. N the cder Is in reed of a sevloc(s) that is not provided by de ARC Contracted PrwA dw, die
ARC Contracted Provkks wa ndw afer tD the ANC Ekkr l kapfrw � the ARC Rdtrnal rom
and/or to an ANC Oontradad Providw Net provldw the nee . OWN
S. The afar wd be pnwfded with general irtomwtlm reywdrg the ARC as well as the ARC Elder
—lip" arrtnt amber.
6. The afarw■ ba kft., of the servtoes and herding sowoes dart trey me bang placed on the
wait Pet for M QK I
7. ANC Contracted Provider vA ante a dent record to C 13 (r Uwe is no endstkg record) and
enter the amvkm headed for the ader by funding ing seem and service [ff there is an adsfrng
recwd M cKm dM appopriate eddy w• ba updated).
8. If the ARC Cantracited Provider I I I Ire Unit the arler may grafry for more Nan one firnllrg
soiree, ARC Canbacled Provider Is armreapd ro snlertte app r opebte kMbrnadon wider
muflple fundrg soirees. [A thane b an odetlrtg cleat reoond kl CIM the tAent record in ARTS
w/ be nQdeted with appropriate habrmadon].
9. ANC Contranted Provider wd kdbnnr afartat Nq wE rwdw a fofonrop d (or home visit in
case of acute client) to check on their status based on DOE.A Wait List Reassessment Standards
and encourage caller to mnriart the ARC Elder FWho with any questions.
Amendment 002 CONTRACT IQ 787 Pays 4
Attachment H
Alliance for Aging, Inc.
Aging Resource Center/Elder Helpline
Policy and Procedure for
Oubouroed function - Triage
Creation Date: March 5, 2008
Revision Date: n/a
Review Dabs: n/a
Objective: To ensue that dials In need of DOER funded services receive services based on dw
highest level of need, lks as furdng becomes avallabk.
Polity: To assist derds in obtaining DOER funded se vioes as ftsdkg becomes available,
besed on level of raid as delere, d by a CIRM prkmity score.
Procedure:
1. ARC Combatted Provider will conduct periodic follow-up calls (or home visit in case of
active client) to dleck on client status based an DOER Waft List Reessesanernt Sbmdsrds.
2. Based on the Wormudon provided via the 701A(8) assvarnert, the ARC Contracted
Provider will update the client nfom wive in C R, sp circa y as it pesters to level of
need for services by fundkg source
I The ARC Contracted Provider will ensue that the CM I prir ItIzation score is acaaabely
mantdrm4 accordkV to DOER Standards.
4. If the calks Is In need of a service(s) that is not provided by the ARC catracteed Provider,
the ARC Contacted Provider will refer filer to the ARC Eder i kkare utRZng the ARC
RaroTd Form mWor to an ARC CorMracl d Provider that provides the needed service.
5. The caller will be informed of the services and funding sources that they remain on the
wait list for and/or have been removed from the volt 1st fo►.
6. ARC Contracted Prodder vWN advise diem of any change in their CMTS pdoHty score based
an the updated nfarrnation.
7. ARC Contracted Provider WIN remind client of the ARC Elder Heli7 Line - r - rt number and
to contact the ARC Elder Help Use with any questions or concerns.
B. As firndng becomes available, ARC Contacted Provider vA run CIRTS Rioritization Report
and activate - i -@ a000rdr 9 to DOER Standards (rdx to ARC Client Activation Policies
and Pr)osdures), 7h@ Contracted Rrldder M apply t o n a& arAri n approp L-ft to
prioritized rile - to mane acUveftu meet program ma* regwremerb
Amendment 002 CONTRACT KZ 797 Page 5
Attachment III
Alliance for Aging, Inc.
Aging Resource Curter/Elder Helpiins
Pocky and Pt ooedure br
Acdvation From Wait list — talents/Services
Crestlon Date: March 51 2008
Revision Date: n/a
Review Daft n/a
ObjecU m To ensure that elders In need of DOEA faded services in Mbm Dade and Monroe
Counties and an the CULTS wait list begin to receive services as funding becomes
available.
Pocky: ARC will work with ARC Contracted Providers to anwre Brat clients waiting for DOER
funded services begin to receive those services as funding becomes available.
I ARC Contacted Provider will update CULTS status by funding source and service for any
wWm being activated for the diem using appropriate CUBS codes.
3. aiens may be left on wait Net of a dif a t fundig source than the one being acdvated if
ARC Contracted Provider determiner that It is appropriate.
4. alent may also be left on wait list in CULTS If OW are being activated by the ARC
Conbaacted Provider under a temporary non-p X4 funding source and ARC Contracted
Provider determines that the dlenfs need will persist after the tang wy funding source Is
exhausted.
S. ARC Contracted Provkler will inform the client of any swvloes/fundbg source that they are
being autivabed for as wry as those services and funding sources that they will continue to
be wait Usted for.
6. ARC Contracted Provider wNl inform der* trD Contact the ARC Qder Heipline ff they have
any questions or concerns regarding the sh" of any of their services.
Amendment 002 CONTRACT KZ 797 Page 6
Attachment IV
Alliance for Aping, Inc.
Aging Resource Center/Elder Helpiine
Polky and Procedure for
To mination From Wait Ust—Clients/Service:
Creation Date: March 5, 2008
Revk1on Date: n/a
Review Date: n/a
Objectim To ensure that the compthensilve list of clients in need of services M CKM is
appropriately maintained by fundfrg source and that the ARC is thereby able to
effectively gauge the current level of elder service need In Mlarn Dade and Monroe
Counties.
Polley: ARC will maintain an acauafe and curot list of dients in now of elder services in
MlamtDade and Monroe Cour tles wilt the assistanos of the ARC Contracted Providers.
Procedure
1. ARC Contracted Provider will re -screen clients which the ARC Contracted Provider initially
placed on the CIRTS wait list for services based on DOER Reassessment Standards.
2. The re -wing may be in the form of a phone screening or a home vist depending on
the clients stags (i e. KUve/penelrrg)
3. ARC Contacted Provider will determine If the client is no forager in need (or eligible) for
any of the services they were wale Nsted for.
4. ARC Contracted Provider will terminate the diet from the wait at (entirely or by specific
serdw) using the apprgwkV e C R I termination code for arty services or funding sours
for which the diem is determined to no longer be eligible for or no Borger in need of.
5. ARC Contracted Provider will inform the client of any swAceS/fur>dtng source that they are
being removed from the wait list for.
6. ARC Contracted Provider will inform diem of their ability to be re -added to the wait Na if
their level of need should change.
7. ARC Contracted Provider will inform dient to contact the ARC Elder Helpline F they have
arty questions or concerns regarding their waft Net status.
8. Reference DOEA Notice of Instruction: Assessed Priorlly Consumer list*:062906-1-I-0VCS
as applkable.
,
S
,tt9lts.Al"N Ae
Aww+erer OS
Aging Resource Center
Miami -Dade and Monroe Counties
L Under 66 Referral A¢�t, the Lead AguW agnm to fife %BowbW
A. Per%rm ARC omoaneed ibwdww is accordance wifb policies and
Nocedorm damped by the ARiews fix Aging.
IL-Unimin watt lids is CMTS in wcawmce veldt DORA raphouteats.
C. Repeat numberofel mt contnds to the Aging Reatat = Carter.
A Adhere to priaritis dw pdhy ere set fw& by then Dgmrbncw of Elder
AffahL
E. Up ole the agmey Dieaeter Plon in nampande ARC as wowed timcbem
V. F.amre apwa con5m of Wave sod ineppsopnaa self-M srals by
tsfnoiog omawmaes in now of options oomtadiag or l awtam we
swv=B beyond then p mdees scope of seniaes to then Ashes Re mu"
Carts.
Q Fawn fiat services provided are in the diets' beet interesk we the most
coat effw vri, of bislt gwlity, and are ragwm ivs and appropsiaft to the
eaased needs
1b Awewd Mer ft Conswow Use (APM) is mimed when awviow funded
by the depaMDatt sae nert araibibte Tbroe� anteooedttg, the ihoctioo of flamoving
rosy also be coaipletad by the Land Apo ► 5tr the CoeamsoTdly Care ibr So ffiderly,
Hama Care hr the Elderly. Asters and Disabled Adan* and the Axn tad Uwag for the
Elde* Medicaid waiver:
Debbie Frederick. CPM
Detwty County Administrator
Monroe Canty
e: :
ANianae for Aging, Inc.
Aging Resource Center/Eider Helpline
Policy and Procedure for
Oubonrced function - Screening
Creation Dabs: March 5, 2008
Revision Dab: n/a
Review Dabs: n/a
Objective: To ensure that a cornprehensIre 19 of clients In need of services Is
and - p * ed In CIR I by appropriate funding source and that the ARC is
thereby able b eRactively gauge the level of elder service need In
Misrni-Dede and Monroe Counties.
Procedure:
1. ARC Contracted Providers will collect information from callers and
conduct a 701A assessment. ARematively, if a 7018 asserment
already e>dsts or Is provided from another source p.e. CARES) the
Infomhadon from the 701E can be utilized.
2. Based an the infomhadon provided via the 701A(B) assessment, the
ARC Contracted Provider will make a de bwmkmtlon as to the services
that the caller Is M need of mmWk g.
3. The ARC Contracted Provider hall determine the appropriate funding
source(s) that provides the needed services.
4. 9 the caller is in need of a service(s) that is not provided by the ARC
Contracted Provider, the ARC Contracted Provider will refer caller to
the ARC Elder Helpine utilizing the ARC Referral Form and/or to an
ARC Contracied Provider that provides the needed service.
S. The caller will be provided with general information regarding the ARC
as well as the ARC Elder Helpine contadt number.
6. The caller vAN be Infexmed of the services and funding sources that
trey are behrg placed on the walt list for In QR M
7. ARC Contracted Prcvider wig crenate a client record In CIRTS (if there Is
no eadsting record) and eat the services needed fo► the caller by
fixrding source and mvlee. [If there is an existing record in ClM,
the appropriate fields wiN be updated].
ti. 9 the ARC Contracted Provider determines that the caller may quallry
for more than one furding source, ARC Contracted Provider is
encouraged to enter the appropriate Irdbo mstion under multiple
ftmdhg sources. [If there is an misting client record In ORTS, the
dkrd record In =3 will be updated YA" appropriate InfonnatJon].
9. ARC Contacted R vAder vAl Inform caller that they will reodve a
fallow -up call (err home vlst In ease of active dent) to etrech on their
status based on DOEA Walt list Reassessment Standards and
encourage caller to contact the ARC Elder Hdpftne with any questions.
AIRSOce for Aging, Irk.
Aging Resource career/Elder l dolne
Policy and Procedure for
Activatlon From wait Lh t — Clients/services
Creation We: March 5, 2008
Rwklon Data: n/a
Review Data: n/a
ObjedWe: 7o ensure that elders in need of DOER funded services in Miami -
Dade and Monroe Counties and an the CNN wait Ast begin to receive
services as funding becomes available.
Pocky: ARC will work with ARC Contracted Providers to ensure that dents
waiting for DOER handed services begin to receive those services as
funding becomes available.
•� •�Cr • ..� .rT • 177r MI' r. u
NEENEEN r --IAT7 f .-"Ar r F r
r r r AI' ■• 71
3. Client may be felt on wait list of a different funding source than the
one being activated If ARC Con>t+aded Rovider del ermines that It is
appropriate.
4. Client may also be Idt on wait ffst in CIR I if they arebeing activated
by the ARC Contracted Provider under a temporary not•DOEA funding
source and ARC Contracted Provider determines that the clients need
will persist after the temporary ftndkng source Is exhausted.
S. ARC Canbaded Provider wtil inform the client of any services/funding
sairc+e that they are being activated for as well as those services and
fundkg sources that they will continue to be wait listed for.
6. ARC Conh'aded Provider will inform dlent to contact the ARC Elder
HdpNm if Mey have any questions or concerns regarding the status of
any of their services.
Aigsnce for Aetna lira.
Aging Resource Cenlbw/Elder Helpline
Policy and Procedure for
Tomirotlan From Wait List— Clients/Services
Oration Date: March 5, 2008
Revision Date: n/a
Review Data: n/a
Poky: ARC win maintain an accurate and current list of clients in need of
elder services in MWn+Dade and Monroe Counties with the assistance
of the ARC Contracted Providers.
2. The re -screening may be in the form of a phone saw" or a home
visit depending on the clients status (i.e. actlWpen ling)
3. ARC Contracted Provider will determine If the diet is no longer In
need (or eligible) for any of the services they were wait listed far.
4. ARC Contracted Provider will terminate the client from the wait list
(entl * or by speciftc service) using the appropriate CIRTS
termination code for any services or funding source for which the
client Is determined to no larger be eligible lbr or no longer in need of.
5. ARC Contracted Provider will inform the client of any services/funding
source that they are being removed from the waft bt for.
6. ARC Contracted Provider will Inform client of their ability to be re -
added to the wait list if their level of need should change.
7. ARC Contrac)ed Provider will inform client to contact the ARC Elder
Hdpine if they have any queMns or aorxwu regarding their wait list
status.
8. Rdowce DOER Notloe of In uctlon: Assessed Priority Consumer
List#:062906-1-I-OVC5 as apOlcable.
r Amendment 001 is CONTRACT KZ-797 0
Page 1
THIS AMENDMENT, entered into between the Alliance for Aging, Inc. hereinafter referred
to as the "Alliance", and Monroe County Board of Commissioners.
The purpose of this amendment is to change the maximum units of services under contract,
adjust the unit rate based on the Unit Cost and include the Modified Spending Authority
METHOD OF PAYMENT:
Attachment I, Section III, Paragraph E, 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
Service
Maximum
Units of
Maximum
axiimu m
Unit Rate
Service
ars
In Home Respite
24.03
2.742
$65,ilti9
1. Attachment I, Section III, Paragraph F, Method of Payment, is hereby added to read:
With the exception of Screening and Assessment and Case management, the recipient may
implement a Modified Spending Authority provided two or more services are funded through
this contract. The recipient is to offer services based on client's service plans and will not be
restricted to provide the services as originally projected in the service application. The
recipient agrees to submit a budget revision using a standardized format approved by the
Alliance to indicate any shift in funding services. Any changes in the total amount of the funds
under contract require a formal contract amendment, as will any changes increasing or
decreasing the budget funding for Screening & Assessment and Case Management.
This amendment shall begin on July 1, 2007 or the date it has been signed by both parties,
whichever is earlier.
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 1-page amendment to be executed
by their undersigned officials as duly authorized.
Monroe County Board of
Comnyssioners.
SIGNED BY: QbX1kSIGNED BY:
Debbie Frederick, CPM
NAME: NAME:
Acting County Administrator
TITLE: " p TITLE:
DATE: /� 9�L7� DATE:
ALLIANCE FOR AGING, INC.
Max B. othman, JD M.
President & CEO