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HomeMy WebLinkAbout020314_ca05JEFFERSON COUNTY PUBLIc HEArni Consent Agenda 615 Sheridan Street c Port Tr winsend o WasNngton () 98368 wvv�w,jeffer' „; ncok,utiityn)kjbVii cl,ieaft * .or,g January 7, 2014 MaRMISUMI -to: Board of County Commissioners Philip Morley, County Administrator FROM: Jean Baldwin, Director DATE, F'e_E,,r ,tA t,, r L SUBIECT: Agenda Item — Contract Agreement with Jumping Mouse Children's Center; January 1, 2014 — December 31, 2014; language change only STATEMENT OF ISSUE.- Jefferson County Public Health, as the fund manager of the 1/10 of 1% sales tax treatment funds, requests Board approval of the Contract Agreement with Jumping Mouse Children's Center, to provide mental health services; January 1, 2014 — December 31, 2014; language change only ANALYSIS / STRATEGIC GOALS/113110"S and CON'So. This contract with Jumping Mouse is serving 7-10 Jefferson County at-risk youth (2 — 12 years of age) and their families. This Contractor will provide expressive mental health therapy to children and intensive education and support for their parents. This amendment is a language change only. This amendment adds language regarding requirements and compliance for using chemical dependency mental health County tax funds for match. FISCAL IMPACT/COST BENEFIT ANALYSIS: There is no fiscal impact to the department or county. RECOMMENDATION: JCPH management request approval of the Contract Agreement with Jumping Mouse Children's Center, to provide mental health services; January 1, 2014 — December 31, 2014; language change only ATATJ 4 oil *. RM 12 ity Administr"Otor Date COMMUM ry HEALTH ENWRONMENTAL MEA11 T n o DEVE LC' MENI'AL MA U] I �ES PUBLIC HEALTH WA rER QUAL ffY MAHC (360) 385 9400 AIWA” YS WORKING IFOR ASAFEIR AND MAIN' (360) 385 9444 FAX: (360� 385-9401 HEALTHIER COMMUNITY PAX: (360) 379 4487 CONTRACT AMENDMENT #1 By and Between Jumping Mouse Children's Center And Jefferson County For Expanded Mental Health (MIDI) & Chemical Dependency (CD) Treatment 2014 WHEREAS, the Jumping Mouse Children's Center (Contractor) and Jefferson County (County) entered into an agreement on January 1, 2014 for Professional Services to be provided in connection with the provision of mental health services to individuals impacted by mental health/substance abuse issues in Jefferson County, Washington. WHEREAS, the parties desire to amend the terms of that agreement. rr IS AGREED BETWEEN BOTH PARTIES AS NAMED HEREIN AS FOLLOWS: 1. The term of the above referenced agreement ends June 30, 2014, 2. This amendment strikes Section 4. E. of the original agreement and is replaced by the following language: a. County reserves first right to use as match the chemical dependency mental health tax funds and the services funded by them for purposes of qualifying for additional funding and grants. County may allow Contractor to use the chemical dependency mental health tax funds as match, at the County's sole discretion. Should the County decline to use chemical dependency mental health tax funds as match for additional funding and/or grants, then the County may authorize a Contractor to use such funds for match. (See Attachment A) b. Where Contractor proposes to use chemical dependency mental health County tax funds for match, Contractor shall be solely responsible for compliance with all state and federal laws and regulations, including, but not limited to DSHS, CMS and DBHR funding rules, applicable to the use of Mf--I/CD sales tax monies as match. Contractor shall document it has met this responsibility by submitting in writing to the County Administrator their match formula, allocation plan and any other documentation required of them pursuant to Attachment A, attached hereto and incorporated in this Agreement. The County may withhold authorization to utilize the Ml-l/CD sales tax monies as match. Contractor's failure to provide adequate documentation does not relieve the Contractor of their responsibility to comply with all state and federal laws and regulations related to match. 3, 'total compensation under this Agreement remains unchanged and shall not exceed $30,000 without express written amendment. 4. All other terms and conditions of the agreement will remain the same. Dated this day of ,2014 By: John Austin, Chairman Jefferson Board of County Commissioners jurnwng Mouse Children's Center, Amendment # I By: Contractor Approved as to form 71y: LAI, Jefferson County P-iC-)seCullf,;—SC—)fi--iC e David Alvarez, Chief Civil :SPA MATCH POLICY Definitions: Match: tsa requirement for the grantee Uo provide contributions mf a specified amount mr percentage 10 match funds provided by another grantor. Matching can be|n the form of cash or in-kind contributions. Regulations: The specific requirements for matching funds are unique to each federal mr state program. The A-102 common Rule provides criteria for acceptable costs and contributions in regard to match. Jefferson County Policy: In 2005, the Washington State Legislature created an option for counties to raise the local sales tax by 01 percent, (the1/1Othofl96saiestax|mitiat� augment moemta|health and cherm1cmi � t � ]eff�rsonCmun�ycovUec�a�n��istr��u��stheK8enta|H�ahh/Chemmioa|Oependemcy dep�mdemcytreamn�m . Health/ Chemical �en/icea�archasedby the County are a0ocatedthrough a formal Request for Prupoyal(RFp) ` ' ' ot� staffed overseen by Jefferson County &8en1a| process, review and oomtra n�� s a ' Health Substance Abuse Fund Advisory Committee and adopted by the Board of County Commissioners, (BOCC). BOCC does not assume any fiscal responsibility/liability for any ofthe Contractors they contract for services with. Jefferson County reserves the first right to use as match the chemical dependency mental health tax funds and the services funded by them for purposes of qualifying for additional funding and grants. County may make available tn the Contractor the chemical dependency mental health tax funds for the Contractor to propose as match to state, federal or other entities, at the County's sole discretion, Contractor shall not use chemical dependency mental health County tax funds for match without prior authorization by the Jefferson County Administrator and County fiscal team. To request authorization of availability of the funds for match, Contractor must apply tothe County Administrator imwriting, and include their match formula and allocation pUan and may include other documentation to support their request. The County Administrator will authorize or deny the availability mf match funds im writing within 38 days mf the application. |f the County informs the Contractor of the availability mf chemical dependency mental health County tax funds for match, then the Contractor shall be solely responsible for compliance with all state and federal laws and regulations, including, but not limited to DSHS, CMS and DBHR funding rules, applicable to the use ofMH/CDsales tax monies asmatch. Following state, federal and local guidelines for match im the responsibility mfthe Contractor, w For example, if a Contractor provides Title XIX Medicaid services (the Policy 19.SO.02 or 42CFR 430'3O) they are required hvth ose r !astoactuaHyb0MedicaidfVrtheservicesotthesane time, if no Medicaid billing exists, the match would not comply with state and federal guidelines for match, jumping Mouse cmuuen'sUnter, Amendment w/ Concurrent with its request for authorization of the availability of match, Contractor shall document h has met its responsibility to follow state, federal and local guidelines for match by submitting in writing to the County Administrator their match formula, allocation plan, and other documentation made mandatory pursuant 1Vthis Agreement and this Attachment A. At minimum, the Contractor shall also provide the following to the County 1. DSHS requires contractors to complete and submit a "Local Match Certification" form (0SHS.D6- IS5) ora form that has equivalent data elements prior to any agreement for DSHSservices. Submit a copy of this application and form when requesting match availability from the County and a1 each monthly billing. 2. Submit the current administrative policy within VVA State regulating your services and the use of local match. 3. Submit tu the County your last financial audit showing your use of match, County funds and backing systems. 4. Submit to the County the terms of the agreement showing the MH/CD allocation is an allowable source ofmatch. 5. Provide documentation that your financial reporting system tracks matching funds at a level that meets the level of documentation required bw federal or state statutes. The County may reject permission for Contractor bmutilize the MH/CD sales tax monies as match. julrnp/rgmmwue Children's Center, Amendment w1 CONTRACT AGREEMENT By and Between Jumping Mouse Children's Center And Jefferson County For Expanded Mental Health (MI-1) & Chemical Dependency (CD) Treatment 2014 Section 1: PURPOSE: THIS AGREEMENT for Professional Services is entered into between Jefferson County herein referred to as the "County" and Jumping Mouse Children's Center, herein referred to as the "Contractor" to provide mental health services to individuals impacted by mental health/substance abuse issues in Jefferson County, Washington. Section 2: TERMS: This Agreement shall commence on January 1, 2014 and continue through December 31, 2014, unless terminated as provided herein. Section 3. SCOPE OF AGREEMENT: Contractor will increase mental health treatment options to Jefferson county residents as outlined in Exhibit A, herein incorporated by reference. Through the use of these funds the provider will increase the number of citizens receiving Mental l.lealth services. The goal of this funding and sales tax increase is to improve the quality of life for Jefferson County citizens by improving access to mental health and substance abuse treatment. A. CONTRACT PRERESENTATIVES: Jefferson County and Jumping Mouse Children's Center will each have a contract representative who will have responsibility to administer the contract for that party. A party may change its representative upon providing written notice to the other party. The parties' representatives are as follows: JCFI--[_ Contract -Repres LltgLtiv�- Jean Baldwin Jefferson County Public Health 615 Sheridan St. Port Townsend, WA 98368 (360) 385-9400 Contractor's Contract RIM�esentative Kris Becker, Executive Director Jumping Mouse Children's Center 1.809 Sheridan St. Port Townsend, WA 98368 (360) 379-5109 Section 4: COMPENSATION: The total amount payable under this Contract by County to Contractor shall not exceed $30,000.00 in completion of this project without express written amendment signed by both parties to this Agreement. The parties acknowledge that funding for this contract is contingent on the continuation of sales tax revenue in 2014. If the sales tax revenue decreases by ten percent (10%) when applicable sales tax revenues are compared between the most recently completed quarter year and the same quarter year revenues for 2013, then this contract may be renegotiated. The parties acknowledge the funding connected to this contract is revenue of last resort and therefore Contractor will bill all other sources of revenue first. Jumping Mouse Children's Centei� - 2014 A. Contractor shall be paid for services as outlined in Exhibit B — Fee Schedule. B. CONTRACTOR shall submit monthly invoices to JCPH, 615 Sheridan St., Port Townsend, WA 98368, Attn: Finance Department, for payment of work actually completed to date. C, Invoices must be submitted by the 2 d Monday of the month for the previous month's expenses, The County will review such invoices, and upon approval thereof, payment will be made to the Contractor in the amount approved. Failure to submit timely invoices may result in a denial of reimbursement. D. Contractor shall provide invoices and necessary backup documentation for all invoices including timesheets and statements. Any indirect charges require the submittal of an indirect cost methodology and rate using OMB Circular's A-87 and A -122.. E. Contractor will not use County treatment tax funds for match without prior authorization. of their match formula and allocation use approved in writing by the JefTerson County Administrator and County fiscal team. Please submit both formula and allocation plan for approval, funds can not conflict with existing DSHS, CMS or DBHR funding rules. (See Attachment A) F. The County will make final payment of any balance due the Contractor promptly upon determining that i) the Contractor has completed its obligations under this Agreement and ii) the County can and does accept the work performed by the Contractor. G, Contractor records and accounts pertaining to this agreement are to be kept available for inspection by representatives of the County and state for a period of six (6) years after final payments. Copies shall be made available upon request. H. An audit will be submitted to the County annually. a, Contractor will submit the most recent financial audit or recent compiled financial statements to accompany our annual 990 tax form filing within 30 days from the beginning of this agreement. b. The audit or recent compiled financial statements to accompany our annual 990 tax form filing shall be completed by the WA State Auditor's Office or a mutually agreed upon entity, Upon request the County shall have the option of performing an onsite review of all records, statements, and documentation. c. If the County finds indications of potential non-compliance during the monitoring process, the County shall notify Contractor within ten (10) days. County and Contractor shall meet to discuss areas of contention in an attempt to resolve issues. 'led 11 annual a form d. Audit or recent compiled financial statements to accompany our an ua 990 tax filing will provide statements consistent with the guidelines of Reporting for Other jumping Mouse Children's Center - 2014 Non-Profit Organizations AICPA SOP 78-10, and is performed in accordance with generally accepted auditing standards and with Federal Standards for Audit of Governmental Organizations, Programs, Activities and Functions, and meeting all requirements of OBM Circular A-133 or A -128, as applicable. Section 5: INDEMNIFfCATION: The Contractor shall inderrinify, defend and hold harmless the County, its officers, agents and employees, from and against any and all claims, lawsuits, demands for money damages, losses or liability, or any portion thereof, including attorney's fees and costs, arising from any injury to person or persons (including the death or injury of the Contractor or damage to personal property) if said injury or damage was caused by the negligent acts or omissions of the Contractor. Section 6: INSURANCE: The Contractor shall obtain and keep in force during the terms of this Agreement, or as otherwise required: A. Commercial Automobile Liability Insurance providing bodily injury and property damage liability coverage for all owned and non owned vehicles assigned to or used in the performance of the work for a single limit of not less than $500,000 per occurrence and an aggregate of not less than one million dollars ($I,000,000) Contractor shall provide proof of insurance to the County c/o Contracts Manager at Jefferson County Public Health, 615 Sheridan St. Port Townsend, WA 98368 prior to commencing employment. B. General Liability (1) — with a minimum limit per occurrence of one million dollars ($1,000,000) and an aggregate of not less than two million dollars ($2,000,000) for bodily injury, death and property damage unless otherwise specified in the contract specifications. This insurance coverage shall contain no limitations on the scope of the protection provided and indicate: on the certificate of insurance the following coverage: 1, Broad Form Property Damage with no employee exclusion; 2, personal Injury Liability, including extended bodily injury; 3, Broad Fon-n. Contractual/Commercial Liability including completed operations (contractors only); 4. Premises ­ Operations Liability (M&C) 5. Independent Contractors and Subcontractors; and 6. Blanket Contractual Liability. (1) Note: The County shall be named as an additional insured party under this policy. C. Professional Liability Insurance providing $2,000,000 per incident; $4,000,000 aggregate. Contractor shall name Jefferson County Public Health as additional insured. 1.). The Contractor shall participate in the Worker's Compensation and Employer's Liability Insurance Program as may be required by the State of Washington. E. It is agreed by the parties that insurers shall have no right of recovery or subrogation against the County (including its employees and other agents and agencies) it being Jurnping Mouse ClAdren's Center . 2011 the intention of the parties that the insurance policies listed above shall protect both parties and be primary coverage for any and all losses covered by the above-listed insurance policies. It is further agreed by the parties that any and all deductibles made part of the above-listed insurance policies shall be assumed by, paid for and at the risk of the Contractor, F. Any insurance coverage for third party liability claims provided to the County by a "Risk Pool" created pursuant to Ch. 48.62 RCW shall be non-contributory with respect to any policy of insurance the Contractor must provide to comply with this Agreement. G. If the proof of insurance or certificate indicating the County is an "additional insured" to a policy obtained by the Contractor refers to an endorsement (by number or name) but does not provide the full text of that endorsement, then it shall be the obligation of the Contractor to obtain the full text of that endorsement and forward that full text to the County. H. The County may, upon the Contractor's failure to comply with all provisions of this contract relating to insurance, withhold payment or compensation that would otherwise be due to the Contractor. Section 7: CONFIDENTIALITY: Contractor, its employees, subcontractors and their employees will maintain the confidentiality of all information provided by JCPH or acquired in performance of this Agreement as required by HIPAA and other privacy laws. This Contract, once executed by the parties, is and remains a Public Record subject to the provision of Ch. 42.56 RCW, the Public Records Act. Section 8: ASSIGNMENTS AND SUBCONTRACTING: The Contractor shall not sublet or assign any of the services covered by this agreement without the express written consent of the County. Section 9: INDEPENDENCE: The Contractor and the County agree that the Contractor is an independent Contractor with respect to the services provided pursuant to this agreement. Nothing in this agreement shall be considered to create the relationship of employer and employee between the parties hereto. The Contractor shall not be entitled to any benefits accorded County employees by virtue of the ' services provided under this agreement. T f or withholding or he County shall not be responsible otherwise deducting federal income tax or social security or for contributing to the state industrial insurance program, otherwise assuming the duties of an employer with respect to employee. Section 10: REPORTING: The Contractor will provide a monthly service summary report to the County at the same time as invoices and must be submitted by the 2"'d Monday of the month for the previous month's work. The monthly report shall contain the report of services and the total hours worked by which staff. The monthly report shall be submitted to Jefferson County ' Public health in care of'Jean Baldwin, Director, 615 Sheridan, Port Townsend, and WA 98368, The County will review such jumpirig Mouse Children's Center - 21114 4 reports, and upon approval thereof, payment will be made to the Contractor in the amount approved. Failure to submit timely reports may result in a denial of . reimbursement. Section 11: TERMINATION: The County reserves the right to terminate this contract in whole or in part, with 30 days notice, in the event that expected or actual funding from any funding source is withdrawn, reduced, or limited in any way after the effective date of this agreement. In the event of termination under this clause, the County shall be liable for only payment for services rendered prior to the effective date of termination. A. This agreement may also be terminated as provided below: I With 30 days notice by the Board of County Commissioners for any reason, or 2. With 30 days notice by the Board of County Commissioners for non- performance of the specific job duties in Exhibit A 3. With 30 days notice by the Contractor by voluntary resignation. Section 12: MODIFICATION: This professional services agreement may be modified at any time by written agreement of either party and may be modified if tax revenue decreases. Section 13: DISPUTE RESOLuTION: Any dispute or disagreement concerning the terms and obligations of this Contract shall initially be brought to the attention of the Public Health Director via a written document. The Public Health Director shall make a determination with reasonable promptness, i,e., a decision within ten business days shall be deemed to have been made with reasonable promptness. If the aggrieved party is not happy with that decision, then the Jefferson County Administrator (or as may hereafter be amended), will decide the appeal of the Director's decision. Section 14: INTEGRATED AGREEMENT: This Agreement together with attachments or addenda represents the entire and integrated agreement between the County and the Contractor and supersedes all prior negotiations, representations, or agreements written or oral between the parties. This agreement may be amended only by written instrument signed by both County and Contractor. jL1111ping Molise Children's Cealteo` - 2014 2 06� Approved this,_ �J) YL b- e �"- BOAF-D OF COUN'ry COMMISSIONERS JEFFERSON COUNTY, WASHINGTON .. . ....... . .. stin, Chairperson jumping 1\1couse t_, D I I 9JIvn's Center " the E3oard dkurrtiprq 7 Nj(��jsc ("Aiddrel"S Center . 2014 Exhibit A Scope of Work RESPONSIBILITIES: The Jumping mouse Children's Center Services agency as a contracted provider, agrees to: 1. Clinical and care management services for 7-10 clients 2. All employees or subcontractors of the Contractor undertaking the performance of mental healthjsubstance abuse services under this agreement are required to be professionally licensed or certified by the State. I Background checks are required for all employees; to be redone for every employee every 3 years, The names of licensed therapists will be given to the County. 4. provide long-term therapy to children affected by mental illness or substance abuse at home and/or in the community 5. Provide parent support and education to the adults of the children covered in this contract 6. Work with social services or other agencies as needed for dually served families with mental health or chemical dependency issues 7. Maintain a secure records system guaranteeing the confidentiality of PFIl pursuant to HIPPA 8, Bill other revenues whenever they exist 9, Monthly data template on client utilization, referrals, outcomes, and required reporting, in standard form as specified by Jefferson County Health 10. Group or individual therapy, or a combination of the two, of a specified duration, using evidence based models of treatment. Applicant will identify the number of clients seen, how often each week, and the number of hours per week and per month for treatment enrollment 11. Referral for mental health medication and monitoring as needed 12, Care coordination with other involved agencies, and referral to supportive services such as housing, transportation and vocational services; tracking of client involvement in recommended services, including 12-step or comparable support. 13. Preparation of progress reports if needed, e,g, to court. 14. Collection and preparation of data for internal and external evaluation purposes, and reporting to JCPFI monthly with the invoice, Use forms supplied by JCPI I for data. Jumping Mouse Children's Cesiter - 2014 15. Staffed by 6 master's level, Licensed Mental Health Counselors, one master's level Licensed Mental Health Counselor Associate, and one niaster's level social worker, with support staff to include billing and administration. 16, Clerical, billing, and general office support 17. Agency oversight regarding record keeping, data collection, legal and ethical issues and standards of care are updated and meet State of Washington standards. 18. Services are available throughout the county 19. Provide data including: e Number of intakes, individual sessions, psychiatric visits, and adult education visits provided *Age, sex, drug of choice, psychiatric diagnosis of clients • Referrals to other agencies • Client satisfaction form indicating client's view of how program helped in their life 20. opportunities for regular clinical supervision and psychiatric consultation are avai.lable for staff on a regular basis. 21, Attend and report to the Mental Health Substance Abuse Sales Tax Advisory Committee twice during the duration of this contract period, at regularly scheduled meetings, with progress evaluation reports. juji,piiig Mouse Children's Center - 2014 Exhibit B Fee Schedule Therapy and Care Management @ $35.00/h our Not to exceed S30,000-00 in completion of services for the duration of this contract without express written amendment. Rimping Mouse Children's Center. 2014 9 ATTACH mENT A G- MATCH POLICY On October 14, 2013 Jefferson County Board of County Commissioners (BoCC) adopted the following language in the allocation of the Mental Health Chemical Dependency treatment dollars. Agencies may not use Je 'f ,ferson County mental health countyl chemical dependency treatment tax funds for match, without prior authorization of their match fbrmula and allocation use, approved by the .Jefferson County Administrator and fiscal team. The match may not be used without written permission. Definitions: Klatch: is a requirement for the grantee to provide contributions of a specified amount or percentage to match funds provided by another grantor. Matching can be in the form of cash or in-kind contributions. Auditors Objective: To determine whether the match amount or percentage of contributions from JC is an allowable source of funding and that the vendor has an accurate accounting system to track the match. Regulations: The specific requirements for matching funds are unique to each federal or state program. The A-102 Common Rule provides criteria for acceptable costs and contributions in regard to match. Jefferson COUTITY Policy: In 2005, the Washington State Legislature created an option for counties to raise the local sales tax by 0.1 percent, (the 1 /10th of 1% sales tax initiative) to augment state funding for mental health and chemical dependency treatment. Jefferson County collects and distributes the Mental I-lealth/Chernical Dependency (MI'I/CD) tax. Services purchased by the County are allocated through a formal Request for Proposal (RFP) process, review and contracting; staffed by Jefferson County Public Health, overseen by Jefferson County Mental Health Substance Abuse Fund Advisory Committee and adopted by the Board of County Commissioners, (BOCC). The BOCC does not assurne any fiscal responsibility /liability for any of the vendors they contract for services with, Services leveraged by a vendor using MHJCD tax as match have no oversight or agency relationship to Jefferson County; funding cannot be used without prior authorization of the vendor's match formula and allocation by the Jefferson County Administrator and fiscal team. jujlpij,lg N�Jouse Children's Center - 2014 to Following state, federal and local guidelines for match is the responsibility of the vendor. Jefferson County will follow all administrative policies in authorizing that use. If a vendor is disallowed the use of funds for match according to the State of Washington or the federal government, Jefferson County funds will not be available as matching funds. For example, if a vendor provides Title XIX Medicaid services (the Policy 19.50,02 or 42CFR 430.30) they will not be allowed the use of match without actually billing Medicaid for the services at the same time. If no Medicaid billing exists, the match cannot be applied. The County shall verify that the local entity's financial reporting system tracks matching funds at a level to support the use of funds; that meets the level of documentation required by federal or state statutes. The verification and application process for Match use within the County will include the following steps: DSHS requires contractors to complete and submit a "Local Match Certification" form (DSHS 06-155) or a fortri that has equivalent data elements prior to any agreement for DSHS services. The County must review a copy of this application and form prior to granting match authorization of MH/CD funds for Match and at each monthly billing. 1 Submit the current administrative policy within WA State regulating your services and the use of local match. 3. Submit to the County your last financial audit showing your use of match, County funds and tracking systems. 4. Submit to the County the terms of the agreement to ascertain the Ml1/CD allocation is an allowable source of match. The County Administrator will authorize or deny the use of match in writing within 30 days of the application. juniping Mouse Childivn's Centei- - 2014 1 1