HomeMy WebLinkAbout111213_ca08Consent Agenda
Regular Agenda
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of Commissioners
Philip Morley, County Administrator
FROM: Barbara Carr
DATE: November 12, 2013
RE: Evidenced Based Expansion Program
STATEMENT OF ISSUE:
Agreement for receipt of Evidence Based Expansion funding to Juvenile Court Services needs
to be executed.
ANALYSIS:
This agreement reflects our intent to accept our allocation of statewide Evidence Based
Program dollars for the State fiscal years July 1, 2013 through June 30, 2015. These funds
support evidence based treatment and training programs, such as Functional Family Therapy
(FFT).
FISCAL IMPACT:
This revenue will be included in my budget for 2014 and 2015.
RECOMMENDATION:
That the Board approve the agreement and sign 3 originals. A fully executed original will be
returned to the BOCC office upon final execution by DSHS /Juvenile Justice & Rehabilitation
Administration,
DEPARTMENT CONTACT:
Barbara Carr
REVIEWED BY:
?' Morley, my AdminisWator Date �—
DSHS Central Contract Services
5052CS County Program Agreement (6 -6 -2013)
Ttas form oni y 13 Page 1
n Co. Prosecute': rce
David Alvarez, Chief Civil DPA
DSHS Agreement Number
COUNTY
((�� �(
&S"
1363 -78868
A>1S� DEFARI OF
S1"5ERVICES
PROGRAM AGREEMENT
Evidence Based Expansion FY14 -15
This Program Agreement is by and between the State of Washington
Administration or Division
Department of Social and Health Services (DSHS) and the County identified
Agreement Number
below, and is issued in conjunction with a County and DSHS Agreement On
County Agreement Number
General Terms and Conditions, which is incorporated by reference.
DSHS ADMINISTRATION
DSHS DIVISION
DSHS INDEX NUMBER
DSHS CONTRACT CODE
Juvenile Justice and Rehabilitation
Division of Treatment and
1223
5052CS -63
Administration
Inter overnmental Pro
DSHS CONTACT NAME AND TITLE
DSHS CONTACT ADDRESS
Robert Leonard
14th & Jefferson
Administrator
Olympia, WA 985045720
DSHS CONTACT TELEPHONE
DSHS CONTACT FAX
DSHS CONTACT E -MAIL
(360)902-0858
(360)902-8108
robert.leonaId dshs.wa. ov
COUNTY NAME
COUNTY ADDRESS
Jefferson County
PO Box 1220
1820 Jefferson Street
Port Townsend, WA 98368
COUNTY UNIFORM BUSINESS IDENTIFIER (UBI)
COUNTY CONTACT NAME
161- 001 -169
Barbara Carr
COUNTY CONTACT TELEPHONE
COUNTY CONTACT FAX COUNTY CONTACT E -MAIL
360 385 -9190
360 385 -9191 bearr@co.jefferson.wa.us
IS THE COUNTY A SUBRECIPIENT FOR PURPOSES OF THIS PROGRAM
CFDA NUMBERS
AGREEMENT?
No
PROGRAM AGREEMENT START DATE
PROGRAM AGREEMENT END DATE
MAXIMUM PROGRAM AGREEMENT AMOUNT
07/01/2013
06/30/2015
See Exhibit B
EXHIBITS. When the box below is marked with an X, the following Exhibits are attached and are incorporated into this
County Program Agreement by reference:
❑ Data Security: ® Exhibits (specify): Exhibit A: Evidence -Based Expansion Contract Term, Reimbursement
Procedures, and Program Responsibilities; Exhibit B: Statement of Work; Exhibit C: Monthly Project Update Form;
Exhibit D: Monthly Reimbursement Request Form; and Exhibit E: Quarterly Target Update Form
❑ No Exhibits.
The terms and conditions of this Contract are an integration and representation of the final, entire and exclusive
understanding between the parties superseding and merging all previous agreements', writings, and communications, oral
or otherwise, regarding the subject matter of this Contract. The parties signing below represent that they have read and
understand this Contract, and have the authority to execute this Contract. This Contract shall be binding on DSHS only
upon signature by DSHS.
COUNTY SIGNATURE(S)
PRINTED NAME(S) AND TITLE(S)
DATE(S) SIGNED
DSHS SIGNATURE
PRINTED NAME AND TITLE
DATE SIGNED
Del Hontanosas
Grants & Contracts Manager
DSHS Central Contract Services
5052CS County Program Agreement (6 -6 -2013)
Ttas form oni y 13 Page 1
n Co. Prosecute': rce
David Alvarez, Chief Civil DPA
EXHIBIT A
1. The purpose of this Agreement is to fund and support the program services described in the attached
Statement of Work. The contract term begins July 1, 2013 and expires June 30, 2015.
2. Funding. As of July 1, 2013 the rates paid to the County will be the rate calculated for State Fiscal Year
(SFY) 2014 -2015.
If by July 1, 2013 the County does not have a completed written application for funding approved by
JJ &RA and signed by both parties, JJ &RA will temporarily reimburse the county according to the rates
from the State Fiscal Year EBE Contract 2012 -2013 (No. 1163 - 35689) until September 1, 2013 to
provide for continuity of services. Once the County's application is signed and approved, the SFY 2014-
2015 funding rate shall apply retroactively to July 1, 2013 and the County is responsible for adjusting its
expenditures during the remainder of the agreement term to account for any discrepancies. If the
County has not properly accounted for the difference between the two rates by April 30, 2014, JJ &RA
may adjust the amount reimbursed to the County for the final two months of the agreement to account
for these discrepancies.
3. Statements of Work. As of July 1, 2013, the County is responsible for adhering to the Statement of
Work described in the SFY 2014 -2015 EBE Contract.
If by July 1, 2013 the County does not have a completed written application for funding approved by
JJ &RA and signed by both parties, the statements of work from the State Fiscal Year EBE Contract
2012 -2013 (No. 1163 - 35689) shall apply to all work performed under this agreement until September 1,
2013 to provide for continuity of services. Once the County's application is signed and approved, the
County shall be responsible for providing services in accordance with the SFY 2014 -2015 Statement of
Work from that date forward.
4. Late Applications.
If the County does not have a completed written application for funding approved by JJ &RA and signed
by both parties by September 1, 2013, JJ &RA may discontinue reimbursement until the application is
completed and approved.
DSHS Central Contract Services
5052CS County Program Agreement (6 -6 -2013) Page 2
STATEMENT OF WORK
Evidence Based Expansion
1. Purpose
EXHIBIT B
As mandated by the Washington State Legislature, the purpose of this contract is to provide funding to
expand evidence based treatment and training programs administered by local juvenile courts. The
expanded programs include Functional Family Therapy (FFT), Multi- Systemic Therapy (MST),
Washington State Aggression Replacement Training (WSART), Coordination of Services (COS), and
Family Integrated Transitions (FIT).
2. General Requirements.
Upon approval of the County Juvenile Court's Approved Evidence Based Application Response, the
County Juvenile Court shall:
a. Provide projects and services in compliance with the County Juvenile Court's Approved Evidence
Based Application Response to the Juvenile Justice and Rehabilitation Administration's (JJ &RA)
Evidence Based Expansion Solicitation;
b. All participating youth must be administered a Washington State Juvenile Court prescreen or full
Risk Assessment. Youth who are moderate to high risk on the prescreen assessment must receive
a full assessment. All moderate to high risk youth must receive a reassessment at the end of
probation, in accordance with the timeline specified in the County Juvenile Court's Approved
Evidence Based Application Response; and
c. Insure compliance with existing Community Juvenile Accountability Act (CJAA) State Quality
Assurance programs for the following programs: Functional Family Therapy, Multi- systemic
Therapy, Washington State Aggression Replacement Training, and Coordination of Services.
Intervention Programs:
Functional Family Therapy, Multi- systemic Therapy, Washington State Aggression Replacement
Training, Coordination of Services, and Family Integrated Transitions.
a. The County Juvenile Court must serve the number of youth at the cost budgeted and as detailed in
the County Juvenile Court's Approved Evidence Based Application Response. If the County
Juvenile Court anticipates deviating from any aspect of its Application Response, it must submit a
written request for prior approval to the JJ &RA Headquarters JJ &RA Juvenile Court Treatment
Programs Administrator. Service delivery must be based on and adhere to the following
specifications:
(1) For Functional Family Therapy (FFT):
(a) General precepts /practices contained in FFT, Inc. Initial 3 -Day Training;
(b) Assessment /Reporting Standards contained in FFT, Inc. 1 -Day Systems Training;
(c) Clinical feedback from FFT Inc. in on -going consultation and site visits;
(d) Feedback from designated FFT statewide Quality Assurance Administrator in on -going
DSHS Central Contract Services
5052CS County Program Agreement (6-6 -2013) Page 3
consultation and site visits; and
(e) Precepts /practices of FFT contained in Blueprints for Violence Prevention
(2) For Multi- systemic Therapy (MST):
(a) Precepts /practices of MST contained in Blueprints for Violence Prevention; and
(b) General precepts /practices contained in training, consultation, and clinical oversight as
provided by the University of Washington.
(3) For Washington State Aggression Replacement Training ( WSART):
(a) Precepts /practices contained in Aggression Replacement Training (Rev. Ed.) by Goldstein,
Glick and Gibbs;
(b) Precepts /practices contained in WSART initial training or subsequent Quality Assurance
statewide meetings; and
(c) Feedback from designated WSART statewide Quality Assurance Specialist and Regional
Site Consultants in on -going consultation and site visits.
(4) For Coordination of Services (COS):
(a) Precepts and practices contained in Coordination of Services Statewide Manual; and
(b) General Precepts and practices contained in the Coordination of Services initial training.
(5) For Family Integrated Transitions (FIT):
(a) Attendance to all training on the treatment model required;
(b) Compliance with all concepts and practices contained in the training and in the developed
treatment model; and
(c) Clinical guidance as supplied by the University of Washington.
b. For the interventions listed above:
(1) The County Juvenile Court shall comply with the Washington State Institute for Public Policy
( WSIPP) evaluation design for CJAA (see CJAA: Program Evaluation Design, WSIPP,
November 1998). WSIPP will evaluate recidivism effects as well as the costs and benefits of the
programs. The County Juvenile Court shall participate with all parties to ensure effective
program evaluation.
(2) RCW 13.40.500 through 13.40.550 requires that the County Juvenile Court collect the name,
date of birth, gender, social security number, and Juvenile Information System (JUVIS) number
for each juvenile enrolled in the Evidence Based Expansion Program.
4. Consideration,
a. The maximum consideration for the Evidenced Based Expansion program for FY14 -15 are
identified in the "Juvenile Court Evidence Based Expansion Funding Awards FY14 -15' list,
incorporated herein by reference.
b. Under expenditure in FY14 may not be carried forward to the subsequent fiscal year. A revenue
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5052CS County Program Agreement (6 -6 -2013) Page 4
sharing process may be made available during the latter part of FY14 and FY15 for all counties
participating in the Evidence Based Expansion contract, provided funding is available.
c. The full list of priorities is detailed in the "County Juvenile Court's Washington State Juvenile Court
Evidence Based Expansion Application ". County Juvenile Courts shall submit the JJ &RA provided
"Revenue Sharing Requests /Returns Form" to the JJ &RA Juvenile Court Treatment Programs
Administrator identified on page 1 no later than May 15th of each fiscal year. Late submittals shall
not be considered, unless otherwise mutually agreed upon. Revenue sharing increases and
decreases will be awarded by distribution of a revised "Juvenile Court Evidence Based Expansion
Funding Awards FY14 -15" list. The total maximum consideration for this contract may increase or
decrease, depending on the results of revenue sharing distributions and changes in appropriations
as directed by the legislature."
d. JJ &RA will review utilization by January 1" each fiscal year. If the County Juvenile Court has
significantly exceeded their proposed cost per participant as detailed in their "County Juvenile
Court's Washington State Juvenile Court Evidence Based Expansion Application ", the State -wide
Quality Assurance Coordinators and CJAA Advisory Committee shall intervene and a work plan be
developed with the County Juvenile Court to maintain compliance with their proposed cost per
participant.
(1) The cost per participant is determined in section 5(A) of the "County Juvenile Court's
Washington State Juvenile Court Evidence Based Expansion Application ", incorporated herein
by reference."
e. Reimbursable costs include staff salaries, staff benefits, training, fees, quality assurance where
appropriate, and local expenditures on administration.
f. Reimbursement for administrative and equipment costs shall not exceed 15% of the original annual
allotment. Administrative costs include discrete, assignable activities and cost necessary for overall
management and support of a program.
5. Payment and Billing.
a. DSHS shall pay the Contractor upon acceptance by DSHS of a properly completed Invoice Voucher
(A -19), or other JJ &RA pre- approved invoice document, and the required monthly project forms.
JJ &RA retains the right to withhold payment for incomplete or delinquent reimbursement packages.
b. The following Deliverables must be attached with the Invoice Voucher (A -19) before payment will
be made by JJ &RA:
(1) Monthly Project Update Form. Use Exhibit B — Monthly Project Update Form. Submit a
separate Update Form for each intervention program (FFT, MST, WSART, COS, and FIT).
(2) Monthly Reimbursement Request Form. Use Exhibit C — Monthly Reimbursement Request
Form. Submit a separate Update Form for each intervention program (FFT, MST, WSART,
COS, and FIT).
(3) Quarterly Target Update Form. Use Exhibit D — Quarterly Target Update Form. Submit a
separate Target Update Form for each intervention program (FFT, MST, WSART, COS, and
FIT) to JJ &RA within 15 days following each fiscal quarter being reported on. This form does
not need to be submitted with the monthly Invoice Voucher (A -19).
c. The County Juvenile Court agrees to accept payment as outlined in this Billing and Payment
Section of the Contract as total and complete remuneration for services provided to offenders under
this Contract. This does not preclude the County from seeking other funding sources.
DSHS Central Contract Services
5052CS County Program Agreement (6 -6 -2013) Page 5
The County Juvenile Court shall use these funds to supplement, not supplant, the amount of
federal, state, and local funds otherwise expended for the services provided under this Contract.
e. Under no circumstance shall the County Juvenile Court bill twice for the same services.
f. The County Juvenile Court shall maintain backup documentation of all costs billed under this
Contract.
g. Stop Payment. If reports required under this Contract are delinquent, DSHS, JJ &RA may stop
payment to the County Juvenile Court until such required reports are submitted to JJ &RA.
6. County Compliance.
a. Subcontractors
If the County Juvenile Court utilizes subcontractors for the provision of services under this Contract, the
County Juvenile Court must notify the JJ &RA Juvenile Court Treatment Programs Administrator in
writing and maintain sufficient documentation to verify that the subcontractors meet all the requirements
under this Contract. In no event shall the existence of a subcontract release or reduce the liability of
the County Juvenile Court for any breach of performance.
b. Site Review
The County Juvenile Court shall assist the JJ &RA to perform reviews of sites where services are
delivered at regular intervals using agreed upon forms and methods.
c. Other Provisions
The County Juvenile Court shall comply with the following other provisions for all services provided
under this Contract.
(1) Background Check/Criminal History —
(a) In accordance with Chapters 388 -700 WAC (JJ &RA - Practices & Procedures), 72.05 RCW
(Children & Youth Services), 43.20A RCW (DSHS), and by the terms of this contract,
Contractor and each of its employees, subcontractors, and /or volunteers who may or will
have regular access to any client /juvenile must be cleared through a JJ &RA approved
criminal history and background check. In addition, Contractor, each of their employees,
subcontractors, and /or volunteers, who may or will have limited access to any client/juvenile,
may be required to be cleared through a JJ &RA approved criminal history and background
check.
(b) By execution of this contract, Contractor affirms that Contractor, each of its employees,
subcontractors, and/or volunteers, who may or will have regular access have not been
convicted of any of the following:
i. Any felony sex offense as defined in 9.94A.030 RCW (Sentencing Reform Act -
Definitions) and 9A.44.130 RCW (Sex Offenses);
ii. Any crime specified in Chapter 9A.44 RCW (Sex Offenses) when the victim was a
juvenile in the custody of or under the jurisdiction of JJ &RA; or
iii. Any violent offense as defined in 9.94A.030 RCW (Sentencing Reform Act - Definitions).
Contractor must require that current employees, volunteers, and contracted service
providers who are authorized for regular access to a juvenile(s) report any guilty plea or
DSHS Central Contract Services
5052CS County Program Agreement (6 -6 -2013) Page 6
conviction of any of the above offenses. The report must be made to the person's
supervisor within seven (7) days of conviction and any person who have reported a
guilty plea or conviction for one or more of these offenses must not have regular access
to any offender. Contractor shall also document background checks /criminal history
clearances for monitoring purposes.
(2) Sexual Misconduct—
(a) 13.40.570 RCW (Sexual misconduct by state employees, contractors) states that when the
Secretary has reasonable cause to believe that sexual intercourse or sexual contact
between the employee of a contractor and an offender has occurred, the Secretary shall
require the employee of a contractor to be immediately removed from any employment
position which would permit the employee to have any access to any offender.
(b) By execution of this contract, contractor affirms that contractor, each of its employees,
subcontractors, and /or volunteers are knowledgeable about the requirements of 13.40.570
RCW (Sexual misconduct by state employees, contractors) and of the crimes included in
9A.44 RCW (Sex Offenses).
(c) In addition, the Secretary shall disqualify for employment with a contractor in any position
with access to an offender, any person:
i. Who is found by the department, based on a preponderance of the evidence, to have
had sexual intercourse or sexual contact with the offender; or
ii. Convicted of any crime specified in chapter 9A.44 RCW (Sex Offenses) when the victim
was an offender
(d) If any actions are taken under 13.40.570 RCW, subsections (3) or (4), the Contractor must
demonstrate to the Secretary they have greatly reduced the likelihood that any of its
employees, volunteers, or subcontractors could have sexual intercourse or sexual contact
with any offender. The contract shall not be renewed unless the Secretary determines
significant progress has been made.
Items Incorporated by Reference
a. RCW 13.40.500 — 13.40.550;
b. Juvenile Disposition Sentencing Standards;
c. The Community Juvenile Accountability Act (CJAA): Program Evaluation Design, WSIPP,
November 1998;
d. JJ &RA CJAA Quality Assurance Plans for Functional Family Therapy and Aggression Replacement
Therapy and Coordination of Services; and
e. The Washington State Juvenile Court Evidence Based Expansion Application document dated July
19, 2011.
DSHS Central Contract Services
5052CS County Program Agreement (6 -6 -2013) Page 7
EXHIBIT C
Juvenile Court Evidence Based Expansion
MONTHLY PROJECT UPDATE FORM
The following information must be submitted on the Monthly Project Update Form, as provided by
JJ &RA, for each type of intervention (WSART, FFT, MST, COS, and FIT) and attached to an Invoice
Voucher Form A -19 when submitting requests for payment to JJ &RA.
8. County Name.
9. Month/Year of Service.
10. The court's projected number of youth who will start the program for the current fiscal year.
11. The number of youth who started the program during this month (Youth shall only be
counted as a starter one time per evidence based program per probation obligation).
12. The total number of youth who started the program since the beginning of the current fiscal
year.
13. The number of youth who have successfully completed the program during this month.
14. The number of youth who have successfully completed the program since the beginning of
the current fiscal year.
15. The total number of youth who are still active in the program and have not completed as of the
end of this month.
16. The Total Reimbursement for the program since the beginning of the current fiscal year.
17. The county's current cost per youth for the program.
18. Program Comments (include barriers to getting youth to start the programs and /or any
opportunities to expand the programs).
DSHS Central Contract Services
5052CS County Program Agreement (6 -6 -2013) Page 8
EXHIBIT D
Juvenile Court Evidence Based Expansion
MONTHLY REIMBURSEMENT REQUEST FORM
Attach completed Form(s) to an Invoice Voucher Form (A -19) when submitting requests for payment
to JJ &RA. Note: Complete a separate MONTHLY REIMBURSEMENT REQUEST FORM for each
type of intervention (WSART, FFT, MST, COS, and FIT).
COUNTY
MONTH/YEAR
INTERVENTION PROGRAM
$
(FFT, WSART, ETC.)
MATS THIS MONTH
DSHS Central Contract Services
5052CS County Program Agreement (6 -6 -2013) Page 9
$
$
Administrative (not to exceed 15 %)
$
TOTAL COST
$
DSHS Central Contract Services
5052CS County Program Agreement (6 -6 -2013) Page 9
EXHIBIT E
Juvenile Court Evidence Based Expansion
QUARTERLY TARGET UPDATE FORM
Submit completed Form(s) to JJ &RA within 15 days following each fiscal quarter being reported on. Note:
Complete a separate QUARTERLY TARGET UPDATE FORM for each type of intervention (WSART, FFT ,
MST COS, and FIT).
COUNTY
QUARTER
YEAR
INTERVENTION PROGRAM
JUL - SEP
OCT - DEC
JAN - MAR
(FFT, WSART, ETC.)
00^0^00n ^I IAOTCDI V TAQr FTC
FIRST QUARTER:
SECOND QUARTER:
THIRD QUARTER:
FOURTH QUARTER:
JUL - SEP
OCT - DEC
JAN - MAR
APR - JUN
ACTUAL QUATERLY TARGETS
1. is the number of youth who participated in the project for the quarter being
reported.
2. is the number of youth who completed the project for the quarter being reported.
BARRIERSIISSUES TO MEETING QUARTERLY PARTICIPATION
IDENTIFIED OPPORTUNITIES TO EXPAND PARTICIPATION
DSHS Central Contract Services
5052CS County Program Agreement (6 -6 -2013) Page 10
Juvenile Court Evidence Based Expansion Proposed Quarterly Targets -
FYI 2 -13
County: Jefferson
PROPOSED QUARTERLY TARGETS
FY12 -13
Juvenile Court Evidence Based Expansion Funding Awards FY14 -15
-Gun# Y4
Benton /Franklin
129,004
a.FY15''AW:
129,004
258,008
Chelan
67,813
67,813
135,625
Clallam
63,424
63,424
126,848
Clark
118,471
118,471
236,941
Columbia/Walla Walla
26,526
26,526
53,052
Cowlitz
61,465
61,465
122,930
Gras Harbor
36,150
36,150
72,300
Island
44,122
44,122
88,244
Jefferson
38,604
38,604
77,208
King
598,153
598,153
1,196,306
Kitsap
72,024
72,024
144,048
Lewis
30,295
30,295
60,590
Lincoln
4,679
4,679
9,358
Mason
37,433
37,433
74,866
Okanogan
105,800
105,800
211,600
Pacific/Wahkiakum
23,396
23,396
46,792
Pierce
447,764
447,764
895,528
Skagit
54,828
54,828
109,656
Snohomish
192,114
192,114
384,228
Spokane
321,581
321,581
643,162
Thurston
222,129
222,129
444,258
Whatcom
64,838
64,838
129,676
Yakima
289,496
289,496
578,992
County Sub -Total
3,050,108
3,050,108
6,100,216
JUVENILE COURT EVIDENCE BASED EXPANSION
FINAL FUNDING AWARDS FYI 2-13