FY2005 Attachment D 05/18/2005
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: May 18. 2005
Bulk Item: Yes ~ No 0
Division: Manaqement Services
Department: Administrative Services
Staff Contact Person: David P. Owens
AGENDA ITEM WORDING: Approval of Attachment D to contract with Guidance Clinic
of the Middle Keys. which concerns subcontractinq of Baker and Marchman Act
transportation to Elaniess Corp.
ITEM BACKGROUND: Contract with Guidance Clinic authorizes subcontract of
Baker/Marchman Act transportation. but COpy of subcontract was not available at the
time contract with Guidance Clinic was approved, Rates are similar to those paid last
year; chanqes are noted on attached schedule,
PREVIOUS RELEVANT BOCC ACTION: approval of contract and subcontract in prior
years; approval of contract with Guidance Clinic Oct. 2004,
CONTRACT/AGREEMENT CHANGES: sliqht chanqes to certain rates. corporation
name. dates
STAFF RECOMMENDATION: approval
TOTAL COST: 119.717,00
COST TO COUNTY: 119.717.00
BUDGETED: Yes ~ No 0
SOURCE OF FUNDS: ad valorem taxes
REVENUE PRODUCING: Yes 0 No ~ AMOUNT PER MONTH
. ) YEAR
eC<..Jd iI/.>1J;/Gf>- L'1l1I-" JY~
APPROVED BY: ~~~NJJ;~J,V rtl' OMB/PURCHASING 0 RIS~?MANAGEMENT m
DIVISION DIRECTOR APPROVAL: r"_L~,,," (/~i5i'l.,t~C-L_____
~ Sheila A. Barker
DOCUMENTATION: INCLUDED: ~ NOT REQUIRED: 0
DISPOSITION:
AGENDA ITEM #:
4-H-a ~t1 ,tt.ud- D
GUIDANCE CLINIC OF THE MIDDLE KEYS, INC,
300041sT STREET, OCEAN
MARATHON, FL 33050
(v) 305/434-9000 1 (f) 305/434-9040
March 3, 2005
Darren Guttman
, Elanjess LLC a,k,a, Jessrica Corp,
800 14th Street
Key West, FL 33040
RE: LETTER OF AGREEMENT
Dear Mr. Guttman:
The Guidance Clinic of the Middle Keys, Inc, (GCMK), hereby enters into an agreement
with Elanjess LLC to provide coordination and transportation services for Baker
Act/Marchman Act (BAlMA) clients throughout Monroe County and tolfrom Miami-Dade
County as required, The effective term of this agreement is October 1,2004-
September 30, 2005,
GCMK will supply Elanjess with two vehicles, one Chevrolet Caprices meeting Elanjess
maintenance specifications; to be stationed in Key West at an Elanjess location and a
Ford Taurus to be stationed in Marathon at GCMK headquarters,
GCMK will pay for the fuel and maintenance of the two vehicles used for BAlMA
transportation, Elanjess will coordinate the maintenance for the Caprice located in Key
West. Invoices for routine maintenance (labor and parts) on the Caprice will be
forwarded to GCMK Transportation Director for payment. Elanjess will not charge an
extra fee for coordinating the maintenance of the vehicle, Elanjess must obtain prior
approval from the GCMK Transportation Director to initiate major vehicle repairs,
GCMK will coordinate the maintenance for the Taurus located in Marathon.
GCMK will maintain insurance on the Caprice and Taurus, Elanjess will be named as
. an "additional insured" for these two cars. Elanjess will report and document accidents
involving GCMK vehicles and incidents involving clients to the proper authorities and
immediately thereafter contact GCMK.
All Elanjess drivers operating GCMK vehicles will hold a minimum of a Class D Florida
Driver's License and be approved for GCMK insurance coverage, Upon execution of
this agreement, Elanjess will fax to GCMK Transportation Director a current list of
drivers - including a copy of the driver's license and social security number for each
qriver - for approval to operate GCMK vehicles, Prior to adding a driver, Elal'Jjess will
1 ~1(HILDREN
Partially funded by the Florida Department of Children & Families. District 11 ~" FAMILIES
fax to GCMK Transportation Director or designee a copy of the driver's license and
social security number of the person, GCMK will initiate procedures to add the driver to
GCMK vehicle insurance. Elanjess cannot use the driver until it has received written
notification that the driver has been added to the GCMK insurance coverage,
Additionally, Elanjess will fax a copy of picture identification and social security number
for each escort to GCMK Transportation Director or designee, Elanjess cannot use the
escort until it has received written notification that the escort has been approved by
GCMK,
GCMK will supply Elanjess with a cell phone, Elanjess will follow the transportation
protocol and complete the documentation provided as Attachment 1-3 herein.
The following fee structure is established for the period of the agreement:
25
Elanjess
Pa ment
$130
$130
$130
$130
$130
$265
$265
$365
Maximum
# Roundtri s*
Client Picku Point Client Dro -off Point
Key West Key West
Key West Marathon
Marathon Key West
Marathon Marathon
Marathon Ke Lar 0
Marathon Miami-Dade County
Ke Lar 0 Miami-Dade Count
Ke West Miami-Dade Count
GCMK Preauthorization Required for All Trips Below
Approval for below fees will be granted only when the Marathon BAlMA vehicle is engaged with
another BAlMA tri that would reclude another icku within a reasonable eriod of time,
Maximum Car Client Pickup Jessrica
# Roundtri s Location Point Client Dro -off Point Pa ment
3 Key West Marathon & North Key Largo $225
5 Key West Marathon & Norlh Miami-Dade Count $365
300
40
Timely payment for services rendered is ensured by adherence to the following
invoicing procedures:
. Elanjess will submit two statements/invoices per month; one covering the trips
made from the first through the fifteenth and one covering trips made from the
sixteenth through the end of the month, Elanjess will send statements/invoices
to GCMK within 5 business days after the end of the billing period,
. Elanjess will include required documentation with each statement/invoice,
. Elanjess statements/invoices for BAlMA trips will be submitted to the attention of
GCMK Stabilization Unit Director,
. GCMK Stabilization Director will review statement/invoice, mediate any
discrepancies with Elanjess, and forward approved invoice to GCMK Finance
Department.
Partially funded by the Florida Department of Children & Families, District 11
Q:'CHILPREN
~ & FAMILIES
2
. GCMK will mail payment to Elanjess within 7 working days (Finance Department)
upon receipt of statement/invoice by the Stabilization Unit Director.
This agreement will begin on October 1, 2004 and will terminate on
September 30, 2005. The agreement can be cancelled by either party with 60 days
written notice,
GCMK and Elanjess enter into this agreement including Attachments 1-3 by affixing
signatures below:
......
CA
3-~'-d)
Pipher, MS
resident of Operations, GCMK
Darren Guttman
Elanjess LLC
Attachments:
1, GCMK Transportation Protocol
2. GCMK Transportation Record and Payment Authorization Sheet
3, Statement
Partially funded by the Florida Department of Children & Families, District 11
~1(HILDREN
~ &. FAMILIES
3
Monroe County Grants
Department
Memo
To: Pam, Clerk's Office
From: Dave Owens, Grants Administrator
Through:
Re: additional documentation for May agenda item
Date: 6/30/2005
cc:
Attached are two copies of the additional information for item 0-7 from the May soee meeting,
with Suzanne Hutton's opinion on top. Although she says that it doesn't need soee approval or
placement in our files, you may want to keep one copy and send the other to Finance, Thanks
for your help,
. Page 1
Owens-David
From:
Sent:
To:
Subject:
Hutton-Suzanne
Monday, June 27, 2005 1 :50 PM
Owens-David
May agenda 0-7
Dave:
I don't think it is imperative that the attachments be included in our contract documents,
The main contract sets forth in Paragraph 10 that the rates are according to Attachment D.
We need D, but the attachments to D don't affect the rates, While GCMK may need the
attachments for their sub-contracting to Elanjess, I don't think they are necessary parts of
our contract with GCMK.
Suzanne A. Hutton
1
Monroe County Grants
Department
Memo
To: Suzanne Hutton, Asst. County Attorney
From: David p, Owens, Grants Administrator
Through:
Re: agenda item attachments
.~ / · 1 J: l' ~
~ ~ ~~
t t" Date< 6/1412005
cc:
These attachments were to have been included with agenda item D-7 for the May SOCC
meeting, Please let me know if these can just be added to the files of your office, the clerk,
and finance, or if they should go to the next SOCC meeting for approval. I've also enclosed a
copy of the agenda item as it was approved. Thanks for your help.
RECEIVED
JUN 1 5 2005
MONROE COUNTY ATTORN:'\!
. Page 1
ATTACHMENT 1
GUIDANCE CLINIC OF THE MIDDLE KEYS TRANSPORTATION PROTOCOL:
THE TRANSPORTATION OF BAKER ACT AND MARCHMAN ACT CLIENTS
A. Client Related Rules:
1, Confidentially of a client and client related information shall be maintained at all
times,
2. Each client shall be treated with respect and dignity at all times,
3, No information with client information shall be leave the clinic unless part of a
client transfer packet to a designated facility, (No driver/escort shall maintain a
personal copy of the Transportation Record and Payment Authorization Sheet.)
4, All drivers and escorts must be approved by the Transportation Department of
the GCMK prior to accepting a driving assignment.
5, Client transportation within Monroe County may be conducted with a driver and
an escort,
6. Client transportation outside of Monroe County must be made with one driver
and one escort,
7. A client must be observed for any unusual behaviors including hurting self/others
or sudden medical conditions, Report/respond to conditions immediately to the
Nurse on Duty.
8, At the time of pick up for a Baker Act or Marchman Act client, a driver must
obtain the original Baker Act or Marchman Act paper work from the Pick Up
facility, If the original paper work is not available the driver must immediately
report this information to the GCMK Nurse on Duty for further instructions,
9, A female client requires a female escort or a female driver.
10, A parent is not allowed to travel in the Baker Act vehicle with a Baker Act or
Marchman Act minor, Parents may follow in another car,
11, Only one client may be transported at a time in the Baker Act vehicle,
12. Clients are not to smoke in the car.
13, Clients are not to be placed in handcuffs or any type of restraints for any reason
by a driver or escort,
14, A client's movement is not to be impeded with any physical restraint unless
directed by a nurse/MD/law enforcement officer,
15.lf a client is violent during transport and poses a treat to safety, stop the vehicle
and call 911, than notify the Nurse on Duty of the situation,
16. A client shall not be left alone in the vehicle during the trip for any reason,
17,A client shall be under the observation of the driver or escort at all times during
the transport,
18, Client is encouraged to use restroom facilities prior to departure. If the trip is
generated from Key West and a stop is required, the GCMK may be used for that
purpose,
19, A client may not use aluminum/metal cans, Items for drinking shall be provided
only in a plastic container.
20. Clients may not have any metal utensils, glass or other hard products such as
Sf mgnt/ /04/05 BA MA Rules,doc
1
pencils or pens,
21, A client may not shop during a stop, All efforts should be made to avoid stops, If
a stop is required, it should be short and without delay,
22,If a client must use a public facility, the client must be escorted to the restroom
and the driver must remain outside the restroom door until the client leaves the
restroom. The driver will remain in conversation with client while the client is in
the restroom.
B. Coordination of Transportation Rules:
1. Transportation arrangements for Baker Act and Marchman Act clients are under
the direction of the Unit Nurse on Duty/GCMK per contractual arrangement
Elanjess LLC , No other agency is authorized to contact Elanjess directly for
transportation,
2, Final decision for a driver to transport is made by the nurse on duty, The nurse
may request a BAL be conducted or send a drivers/escort home if he/she has a
concern,
3, All trips will be made within the approved fee structure,
4. All trips will be made using the closest vehicle and the shortest distance unless
preauthorization is obtained from the Unit Nurse on Duty at the GCMK.
5, Clients may be picked up at only approved locations, The GCMK Nurse on Duty
will communicate the pick up location, Approved locations will include:
Hospitals Detention Facility
Mental Health Clinics Anchor Away
Safeport With a GCMK staff member
6, At Depoo: Call security with phone located on the first floor,
7, At GCMK: Use the telephone call box next to the elevator,
8, At GCMK, staff members shall place the client in the vehicle for departure and will
assist the client from the vehicle at time of arrival.
9. The facility responsibleJor the departing client for a trip longer than 2 hours shall
provide a brown bag snack, All minors shall be supplied with a snack for any trip
over 1 hour,
10, When a driver reports a client is too dangerous to transport, the nurse on duty
shall work with the Sheriff's department to transport the client the client to the
nearest emergency room,
11, If a client absconds at time of or during transport, immediately report the
information to the GCMK Nurse on Duty, Do not go after the client.
12, "Jail Hold" clients from the Monroe County Detention Facility shall be picked up
from the Sallyport area only, To access the Sallyport area, the driver must drive
the car within 1 foot of the Sallyport entrance, If the door does not open, the
escort must use the speaker mounted on the wall next to the Sallyport entrance
to request entrance. Once inside, Detention Facility staff will bring the client to
the car. When the client is inside the car and the doors are locked, the Sallyport
area exit doors will open.
13, The driver/escort must determine from the Pick Up facility if the client has been
searched and encourage staff to conduct a search prior to transport, If the client
Sr mgnt/ /04/05 BA MA Rules,doc
2
is not searched prior to transport, the driver must communicate this information to
the Duty Staff Member prior to opening the client door at the Designation point.
14. Driver/escort must respond to the pick up point within 1 hour and 15 minutes,
C, Reimbursement related rules
1, All cancelled and otherwise diverted trips will be reported on the Transportation
Record and Payment Authorization Sheet.
2. Daily inspection checklist will be maintained for all Baker Act vehicles and sent
monthly to the GCMK Transportation Coordinator,
3. Transportation Record and Payment Authorization Sheets and a Statement of
services rendered will be faxed to the Stabilization Unit Director on the first and
sixteenth of each month.
4, If the driver arrives without the original Baker or Marchman Act paperwork,
Elanjess will obtain the paper work without charge to the GCMK.
Sf mgnt//04/05 BA MA Rules,doc
3
ATTACHMENT 2
GUIDANCE CLINIC OF THE MIDDLE KEYS
3000 41sT ST. Ocean
Marathon, FL 33050
Voice 305-434-9000. Fax 305-434-9040
TRANSPORTATION RECORD AND PAYMENT AUTHORIZATION SHEET
Transportation Type:
D Baker Act
D Marchman Act
Date:
Client Name:
DOB:
Time Called:
Time of Pick Up:
Time of Drop Off:
Time van returned to Duty:
Vehicle: D KW Caprice
D Mar Caprice
D Crown Vic
Place of Pick Up:
(Where did you pick up the Client: Facility Name/City)
Authorized Staff Signature at Pick Up Facility:
Time:
Destination:
(Where did you take the Client: Facility Name/City)
Authorized Staff Signature at Designation Facility:
Time:
(Staff member accepting client)
Driver Name:
Escort Name:
Beginning Miles:
Pick Up Miles:
Drop Off Miles:
Ending Miles:
r--i=-o-R--<icMK-USE--ONiv:------------------------------------------------------------------------------------------------------------------------------------------------------1
o 0
! Amount to be paid: !
l__~~~_~_~~~_~~~~~~__~~~_~__~~_~~_~~~~_=_~~~~~~_~~_:___________________________________________________________________---------------------------______________________J
ATTACHMENT 3
Statement
Date:
Elanjess LLC
800 Catherine St.
Key West, Florida 33040
Stabilization Unit Director
Guidance Clinic of the Middle Keys
3000 41 st St. Ocean
Marathon, FL 33050
Re: Baker Act and Marchman Act transportation
The following is a break down for trips from
to
Date Name Pick Up Cost Vehicle
Designation 1 2 3
TOTAL
Elanjess LLC Representative Signature
GCMK CFO Signature