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Item C32BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: 8-20-2008 Division: Community Services Bulk Item: Yes X No _ Department: In -Home & Nutrition Services Staff Contact Person: Sheryl Graham X4592 AGENDA ITEM WORDING: Approval of Amendment 002 to the Older Americans Act (OAA) Contract #AA-829 (1-1-08-12/31/08) between the Alliance for Aging, Inc. (Aging Resource Center) and the Monroe County Board of County Commissioners(Community Services/In-Home and Nutrition Services). 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 Older Americans Act (OAA) Contract #AA-829 by the Deputy County Administrator Debbie Frederick on 2- 27-08. CONTRACT/AGREEMENT CHANGES: Incorporate the Aging Resource Center (ARC) functions and policies and procedures into Contract AA-829. STAFF RECOMMENDATIONS: Approval TOTAL COST: $558,206.44 COST TO COUNTY: $46,090.44 - Required BUDGETED: Yes X No SOURCE OF FUNDS: Ad Valorem Taxes REVENUE PRODUCING: Yes X No AMOUNT PER MONTH apyr. LI 583.00 Year approx $18,996.00_ APPROVED BY: County Arty X OMB/Purchasing X Risk Management _X DOCUMENTATION: Included X Not Required DISPOSITION: AGENDA ITEM # C3a- Revised 8/06 MONROE COUNTY BOARD OF COUNTY COMMISSIONERS Contract with: Alliance For Aging, Inc. SUMMARY Contract # Amendment #002 for Contract #AA-829 Effective Date: I/1/2008 Expiration Date: 12/31/2008 Contract Purpose/Description: Approval of Amendment #002 to the OAA Contract #AA-829, (1/1/08-12/31/08) between the Alliance for Aging, Inc. (Aging Resource Center) and the Monroe County Board of County Commissioners (Community Services/In-Home and Nutrition programs) to incorporate the following outsourced Aging Resource Center (ARC) functions and policies and procedures to the existing service contract. Contract Manager: Sheryl Graham 4592 Community Services/Stop I (Name) (Ext.) (Department/Stop #) For BOCC meeting on 8/20/08 Agenda Deadline: 8/5/08 CONTRACT COSTS Total Dollar Value of Contract: (extension) $558,206.44 Current Year Portion: $ Budgeted? Yes X No Account Codes: Grant: $ 512,116.00 County Match: $46,090.44 ADDITIONAL COSTS Estimated Ongoing Costs: $ /yr For: CONTRACT REVIEW Changes Date Out Division Director Date In Q� Needed Yes No ✓ eview r _ ! �. Risk Manag ent� 5 0 Yes No O.M.B./Purchas ng Yes No/ County Attorney Yes Comments: Uivi r urm rceviseU LIZ //Ul 1v11.Y RZ F Amendment 002 CONTRACT AA 829 Page 1 THIS AMENDMENT is entered into between the Alliance for Aging, Inc. (Aging Resource Center) hereinafter referred to as the "Alliance" and Monroe County Social Services. 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 I. Under this Contract Amendment, the provider agrees to the following: A. Perform ARC outsourced functions in accordance with policies and procedures developed by the Alliance for Aging. Refer to the following attachments: i. Attachment I: Policies and Procedures for Outsourced Function - Screening ii. Attachment II: Policies and Procedures for Outsourced Function -Triage iii. Attachment III: Policies and Procedures for Activation from Waidist- Client Services iv. Attachment IV: Policies and Procedures for Termination from Waitlist- Client Services B. Maintain wait lists in CIRTS in accordance with DOEA requirements. C. Report number of client contacts to the Aging Resource Center. D. Adhere to prioritization policy as set forth by the Department of Elder Affairs. E. Update the agency Disaster Plan to incorporate ARC outsourced functions. F. Ensure against conflicts of interest and inappropriate self -referrals by referring consumers in need of options counseling or long-term care services beyond the provider's scope of services to the Aging Resource Center. G. Ensure that services provided are in the clients' best interest, are the most cost effective, of high quality, and are responsive and appropriate to the assessed needs. The Assessed Priority Consumer List (APCL) is maintained when services funded by the department are not available. Contracted providers of registered services for Alzheimer's Disease Initiative (ADI), Older American's Act (OAA), and Contracted Services (CS) maintain waiting lists in the CIRTS database for registered services when funding is not available. Note: OAA3E is an exempt funding source for ARC Wait List purposes. For services provided through OAA3E, 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 (HHA), Homemaker (HMK), Model Day Care (MDC), Personal Care (PECA), Facility -Based Respite (RESF), In - Home Respite (RESP). 2. This amendment shall begin on May 16, 2008 (date this contract amendment was issued) or the date it has been signed by both parties, whichever is later. 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 specked 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. Amendment 002 CONTRACT AA 829 Page 2 IN WITNESS WHEREOF, the parties hereto have caused this amendment to be executed by their undersigned officials as duly authorized. PROVIDER: Monroe County Social Services SIGNED BY: NAME: TITLE: DATE: SIGNED BY: NAME: TITLE: DATE: ALLIANCE FOR AGING, INC. Max B. Rothman, JD, LL.M. President & CEO Amendment 002 CONTRACT AA 829 Page 3 Attachment I Alliance for Aging, Inc. Aging Resource Center/Elder Helpline Policy and Procedure for Outsourced function - Screening Creation Date: March 5, 2008 Revision Date: n/a Review Date: n/a Objective: To ensure that a comprehensive list of clients in need of services is maintained in CIRTS by appropriate funding source and that the ARC is thereby able to effectively gauge the level of elder service need in Miami -Dade and Monroe Counties. Policy: To obtain necessary information from clients in order to assist in determining level of need and eligibility for DOIA funded services Procedure: 1. ARC Contracted Providers will collect information from callers and conduct a 701A assessment. Alternatively, if a 7018 assessment already exists or Is provided from another source (i.e. CARES) the Information from the 7018 can be utilized. 2. Based on the information provided via the 701A(B) assessment, the ARC Contracted Provider will make a determination as to the services that the caller is in need of receiving (see Contract Amendment APCL). 3. The ARC Contracted Provider will determine the appropriate funding source(s) that provides the needed services (see Contract Amendment APCL). 4. If the caller is in need of a services) that is not provided by the ARC Contracted Provkler, the ARC Contracted Provider will refer caller to the ARC Elder Helpline utilizing the ARC Referral Forth and/or to an ARC Contracted Provider that provides the needed service. S. The caller will be provided with general information regarding the ARC as well as the ARC Eller Helpline contact number. 6. The caller will be informed of the services and funding sources that they are being placed on the wait list for in CIRTS. 7. ARC Contracted Provider will create a client record in CIRTS (if there is no existing record) and enter the services needed for the caller by funding source and service. [If there is an existing record in ARTS, the appropriate fields will be updated]. S. If the ARC Contracted Provider determines that the caller may qualify for more than one funding source, ARC Contracted Provider is encouraged to enter the appropriate infoormation under multiple funding sources. [If there is an existing client record in CIRTS, the client record in CIRTS will be updated with appropriate information]. 9. ARC Contracted Provider will inform caller that they will receive a follow-up call (or home visit in case of active client) to check on their status based on DOEA Wait List Reassessment Standards and encourage caller to contact the ARC Elder Helpline with any questions. Amendment 002 CONTRACT AA 829 Page 4 Attachment II Alliance for Aging, Inc. Aging Resource Center/Elder Helpline Policy and Procedure for Outsourced function - Triage Creation Date: March 5, 2008 Revision Date: n/a Review Date: n/a Objective: To ensure that clients in need of DOEA funded services receive services based on the highest level of need, first, as funding becomes available. Policy: To assist clients in obtaining DOEA funded services as funding becomes available, based on level of need as determined by a CIRTS priority score. Procedure: 1. ARC Contracted Provider will conduct periodic follow-up calls (or home visit in case of active client) to check on client status based on DOEA Wait List Reassessment Standards. 2. Based on the information provided via the 701A(B) assessment, the ARC Contracted Provider will update the client information in CIRTS specifically as it pertains to level of need for services by funding source 3. The ARC Contracted Provider will ensure that the CIRTS prioritization score is accurately maintained, according to DOEA Standards. 4. If 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 Helpline utilizing the ARC Referral Form and/or to an ARC Contracted 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 wait list for. 6. ARC Contracted Provider will advise client of any change in their CIRTS priority score based on the updated information. 7. ARC Contracted Provider will remind client of the ARC Elder Help Une contact number and to contact the ARC Elder Help Line with any questions or concerns. 8. As funding becomes available, ARC Contracted Provider will run CIRTS Prioritization Report and activate clients according to DOEA Standards (refer to ARC Client Activation Policies and Procedures). The Contracted Provider will apply targeting criteria, as appropriate, to prioritized clients to ensure activations meet programmatic requirements. Amendment 002 CONTRACT AA 829 Page 5 Attachment III Alliance for Aging, Inc. Aging Resource Center/Elder Helpline Policy and Procedure for Activation From Wait List — Clients/Services Creation Date: March 5, 2008 Revision Date: n/a Review Date: n/a Objective: To ensure that elders in need of DOEA funded services in Miami -Dade and Monroe Counties and on the CIRTS wait list begin to receive services as funding becomes available. Policy: ARC will work with ARC Contracted Providers to ensure that clients waiting for DOEA funded services begin to receive those services as funding becomes available. Procedure: 1. ARC Contracted Provider will activate clients on CIRTS wait list based on DOEA prioritization polices and funding availability. 2. ARC Contracted Provider will update CIRTS status by funding source and service for any services being activated for the client using appropriate CIRTS codes. 3. Client may be left on wait list of a different funding source than the one being activated if ARC Contracted Provider determines that it is appropriate. 4. Client may also be left on wait list in CIRTS if they are being activated by the ARC Contracted Provider under a temporary non-DOEA funding source and ARC Contracted Provider determines that the clients need will persist after the temporary funding source is exhausted. 5. ARC Contracted Provider will infonn the client of any services/funding source that they are being activated for as well as those services and funding sources that they will continue to be wait listed for. 6. ARC Contracted Provider will inform client to contact the ARC Eider Helpline if they have any questions or concerns regarding the status of any of their services. Amendment 002 CONTRACT AA 829 Page 6 Attachment IV Alliance for Aging, Inc. Aging Resource Center/Eider Helpline Policy and Procedure for Termination From Wait List — Clients/Services Creation Date: March 5, 2008 Revision Date: n/a Review Date: n/a Objective: To ensure that the comprehensive list of clients in need of services in CIRTS is appropriately maintained by funding source and that the ARC is thereby able to effectively gauge the current level of elder service need in Miami -Dade and Monroe Counties. Policy: ARC will maintain an accurate and current list of clients in need of elder services in Miami -Dade and Monroe Counties with the assistance 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 DOEA Reassessment Standards. 2. The re -screening may be in the form of a phone screening or a home visit depending on the clients status (i.e. active/pending) 3. ARC Contracted Provider will determine if the client is no longer in need (or eligible) for any of the services they were wait listed for. 4. ARC Contracted Provider will terminate the client from the wait list (entirely or by specific service) using the appropriate CIRTS termination code for any services or funding source for which the client is determined to no longer be eligible for 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 wait list 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 Contracted Provider will inform client to contact the ARC Elder Helpline if they have any questions or concerns regarding their wait list status. 8. Reference DOEA Notice of Instruction: Assessed Priority Consumer List#:062906-1-I-OVCS as applicable. Aging Resource Center Miami -Dade and Monroe Counties L Undw flYit RdaTai AQnsssst, the Lead AV W agrew to the followtolp A. Pafam ARC oa"ourAd ilstt 1 is accordance witb policies and R dewdoped by the Ailiaooe lbr A" IL -Us oT in wait HMin CtR?S in emwImce wide DOER mgebamcah. C. Repod member afdimt conhds to the ASgg Rseomme Canter. A Adboe to pdantaidao policy se set ftft by dw Dapsrbnw d Elder Aiisim 8 Updals tits army DWNW Fiea to incorporate ARC oWsosioed lbncfions. F. Fam m :pros conflicts of imacet and inappropriate sdi=tefeaals by sdilmios common In seed Of opttau oomtwlneg cr lces-tamt care services beyond the psonidees scope of swim to do A&g Arroyo CesRer. G Fasare dW savices provided an is die dim"' bat interest, we dies most cost effiec&% of bi* goelity, sod ere teapeaaive and appropriate to the aeseseed mode. - 7fr Amassed Plrlortq Ceasesar List (APCL) is msiot+dead wbrs soy Rmded by thedeperboaR are sot avaihbla Tbcoolft odwwd1n& die tioction of Seteroiss may alto becompleted by Ste Lead Apace ibr the Canono ly Care ibr die Zdarly. Home Care ibr the Mdody. AOMs and Disbled Adolk sod dw Ani ted Living for the IDdedvl/ediaid Waivem t � Debbie Frederick. CPM Deputy County Administrator Monroe County Alliance for Aging, Inc. Aging Resource Gaoler/Elder Heoline Po" and Procedure for Outsourced function • Screening Creation Dale: March S. 2008 Revision Daft Ma Review Daly n/a Objective: To ensure that a co nprvharslve N of clients in need of services is maintained in CiR I by appropriate funding source and that the ARC Is theeby able to effectively gauge the level of elder service need in Miami -Dade and Monroe Counties. Procedure: 1. ARC Contraded Provides wE aoliett Information from callers and conduct a 701A assessment. AltemaWdy, if a 7018 a�essment already edsts or is provided from anodes source p.e. CARES) the information from the 7016 an be utilized. 2. Based an the Information provided via the 701A(B) assessment, the ARC Contracted Provider vile make a dete rd, Won as to the services that the caller is In need of reeelvirg. 3. The ARC Contracted Provider vAl determine the appropriate funding souroe(s) that provides the needed services. 4. 9 the slier is in need of a ser*gs) that is not provided by the ARC Contracted Provider, the ARC Contracted Provider will refer caller to the ARC Bdw HeOm utM*V the ARC Referral Form and/or to an ARC Contracted Resider that provides the needed service. S. The caller will be provided with general Infuxrnation regarding the ARC as well as the ARC Eder HeWe contact number. 6. The caller vAN be informed of the services and funding sources that OW are bekV placed on the wait list for In MIS. 7. ARC Contracted Provider win create a diet record in CIRTS (if there is no exdsdM record) and enter the services needed for the caner by fundUg source and service. [If there Is an existing record In CI RTS, the appropriate fields wiN be updated]. 8. If the ARC Contracted Provider determirms that the caner may qualify for more than one fording source, ARC Contracted Provider is encouraged to enter the appropriate Information under multiple fizO g sources. [If there is an exdstirrg client record In CIRTS, the client record In CWS vAN be updated with appropriate information]. -r . .-_ _. • 1 .•- i.'L7a •. r. • . �r� _ •i . • �. r Alliance for Ong, IrIc. AgMS Resource Canner/Eider HelpUne Policy and procedure for Activation From rlfait List — Clients/Services Creation Dabs: March 5, 2008 Rawklon Dais: n/a Review Data: n/a Objective: To ensure that elders in need of DOER funded services In Miami - Dade and Monroe Counties and on the CLRTS wait list begin to receive services as finding becomes available. Pdkr. ARC will work with ARC Contracted Providers to ensure that dents waiting for DOER funded services begin to receive those services as furOng becomes available. Procedure: 1. ARC Contacted Provider will activate dents an CWTS wait list based an DOER prbrfttzation polices and funding availability. 3. Ciert may be felt an wait list of a different funding source than the one being activated p ARC Contacted Provider determines that it Is appropriate. 4. Gent may also be left on wait list in GR I P they are being activated by the ARC Contacted Provider under a temporary non -DOER funding some and ARC Contracted Provider determines that the clients need will persist after the temporary ftvx g source is erdnausted. S. ARC Contracted Provider will Inform the diem of any serviccesifunding source that trey are being activated for as well as those services and funding sources that they w/ continue to be wait iced for. 6. ARC Contracted Provider will inform diet to contact the ARC Elder HeJpine if they have any quesWm or concerns regarding the status of any of their services. Algance for AgIngo Inc. Aping Resomce Center/Elder Helplfne Polity and Procedure for Termination From Waft Lbt— Menb/Services Creation Date: March 5, 2008 Revision Data: n/a Review Date: n/a Objecdwe: To ensure that Cite camprelienshre 99 of clients In need of services in CIRTS Is appropriately maintfairted by fundhtg source and that the ARC is d eby able t0 efectiveiy gauge the current level of elder service need in Mland-Dade and Monroe Counties. Pofi<.Ir. ARC will maintain an accurate and turret list of clients in need of elder servlaes in Mbn* Dode and Monroe Counties with the assistance of the ARC Contracted Providers. Procedure: 1. ARC Contacted Provider will re -weer clients which the ARC Contracted Provider lnitbW placed on the CIRTS wait list for services fused on DOER Reassespnent Standards. 2. The re -screening may be in the term of a phone souning or a home visit deper dlrtg on the ceetts status (i.e. adWpendMg) 3. ARC Contracted Provider w11 determine If the client is no longer in need (or ellole) for arty of the services they were wait listed for. 4. ARC Contracted Provider will terminate the client from the wait list (eft* or by spedfic service) using the approprlete a TS teffnination code for any services or brining source for which the dent is ddem*md to no larger be eligible for or no IonW in need of. 5. ARC Contracted Provider will inform ttte client of any service%tunding source that they are being removed from the welt list for. 6. ARC Contracted Provider will inform client of emir ability to be re - added to the wait list if their lewd of need should change, Heolne V MW have arry qtmzfts or aDncems regarding their wat list 7. ARC Conbacled Rnvkler Will Inform Client tO CDnt3d the ARC Elder • • •. •- • ��i w. • _� _• • •. Amendment 001 0 CONTRACT AA-829 4 Page 1 THIS AMENDMENT is entered into between the Alliance for Aging, Inc. hereinafter referred to as the "Alliance", and Monroe County Social Services. The purpose of this amendment is to change the maximum units of services and service unit rate under contract Total contract amount $ 512,116. The Budget Summary by Title is as follows: Title III B (CFDAICSFA # 93.044): S 109,569 Title C1 (CFDAICSFA # 93.045): $148,600 Title C2 (CFDAICSFA # 93.045): S 199,842 Title III E (CFDAICSFA # 93.052): $ 54,105 1. 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 helnw- 2. Services) to be Provided Service Unit Rate Maximum Units of Service Maximum Dollars Homemaker $34.29 1 734 $59 459 Personal Care $40.07 1,130 $45,274 Screening & Assessment IIIB $42.05 115 $4,836 Con a ate Meals $9.56 15,304 $146,311 Nutrition Education C1 $381.45 6 1 $2,289 Home Delivered Meals $6.13 32,485 1 199,078 Nutrition Education C2 $382.05 2 $764 Facili Res ite $10.34 5,233 $54105 Total Contract I$512,118 This amendment shall begin on January 1, 2008 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 amendment to be executed by their undersigned officials as duly authorized. PROVIDER: SIGNED BY. NAME: TITLE: DATE: Monroe County Social SIGNED BY: Debbie Frederick, CPM Acting County Administrator a(a 1 �o%/ NAME: TITLE: ALLIANCE FOR AGING, INC. President 8 CEO DATE: