HomeMy WebLinkAbout040714_ca08'0 JEFFE J
RSON COUNTY PUBMcHEALTI Consent Agenda
1, � DO", "'Z 615 Sheridan Street o or Townsend o Washington o 98368
www.jeffp-rsoi,-�courity,pulb�Illic ter leaRh,org
January 21, 2014
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Jean Baldwin, Director
DATE:
SUBJECT: Agenda It — Contract Agreement — Jefferson Mental Health Services;
January 1, 2014 — December 31, 2014; $96,500
STATEMENT OF ISS!jE
Jefferson County Public Health, as the fund manager of the Mental Health 'and Substance Abuse sales
tax treatment funds, is requesting Board approval of the Contract Agreement — Jefferson Mental Health
Services; January 1, 2014 — December 31, 2014; $96,500
ANALYSIS/ff ATEGIC GgALS/PRO'S and COWS:
This is a one year contract with JCPH and Jefferson Mental Health Services (JMHS) to provide services
negotiated by the BoCC Advisory Committee.
This contract funds JMHS serving 24-40 Jefferson County citizens seeking Mental Health treatment. The
treatment partnership with Safe Harbor to treat people with co-occurring disorders is included in these
Mental Health services, Mental Health treatment is a priority identified by the committee who chose to
allocate the majority of these funds to adults with mental health and substance abuse problems.
Through this contract services will be increased for Jefferson County citizens who have no other source of
payment for services.
FISCAL IMPACT COST BENEFIT ANALYSIS:
This is sales tax revenue raised by the County in the 1/10 of 1% Fund and is allocated by the BOCC with
advise from Mental Health and Substance Abuse Sales Tax Advisory Committee. The contract states if the
sales tax revenue decreases the vendor will be contacted and the contract may be renegotiated. JMHS
responded to a local Request for Proposal which was reviewed and chosen by the Committee.
COMMUNHY HENTH EINVIRONMEN �-AL HEAvn i
DEVELOPMENTAL MSAMITIES P�UBLIC HEALTH WA � ER QUAUTY
MW (360) 385- 9400 ALWAYS WORKING FOR A SAFER AI ND MAIPJ; (360) 385-9444
FAX� (360) 385-9401 HEALTRIER C01MUNITY F:AX- (360� 379-4487
Consent Agenda
REC MMEND&T —I N.*
JCPH management request approval of the Contract Agreement — Jefferson Mental Health Services;
January 1, 2014 — December 31, 2014; $96,500
REVIEWED BY:
Philip Morley, Coin A minlstra
')" // g - A,
JIM
CONTRACT AGREEMENT
By and Between
Jefferson Mental Healtb Services
And
Jefferson County
For Expanded Mental health (MH) & Chemical Dependency (CD) Treatment 2014
Section 1: PURPOSE:
I'HIS AGREEMENT for Professional Services is entered into between Jefferson County herein
referred to as the "County" and Jefferson Mental Health Services (JMHS), herein referred to as
the "Contractor" to provide mental health services to individuals impacted by mental
heal thIsubstance 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, Statement of Work, herein incorporated by reference. Through the use of these
funds the provider will increase the number of citizens receiving Mental Health services. The
goal of this funding and sales tax increase is to improve the quality of life for Jefferson County
e e
citizens by improving access to treatment and improving partnerships with Safe Harbor
Recovery Center, Clients who need services of one agency will be screened and referred, if
necessary, to the other agency.
A. Contract Representatives:
Jefferson County and JMHS 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.
Cpntracto!:"s —C-0rq—ra0I—R-0-Rr—esentativ0
Sam Markow, Executive Director
Jefferson Mental health Services
P0 Box 565
Port Townsend, WA 98368
(360) 385-0321
JCPH Contract Representative
........ . .....
Jean Baldwin, Director
Jefferson County Public Health
615 Sheridan St.
Port Town send, WA 99368
(360) 385-9400
Section 4: COMPENSATION:
The total amount payable under this Contract by County to Contractor shall riot exceed
$96,500.00 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
(1()%) 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.
kfTerson Mentat I lealth Sea -vices-2014
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.
A. Contractor shall be paid for services as outlined in Exhibit B — Fee Schedule.
B. Contractor shall submit monthly invoices to JCPIJ, 615 Sheridan St., Port Townsend, WA
98168, Attn: Finance Department, for payment of work actually completed to date.
C. invoices must be submitted by the 2 A 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.
1). 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. 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 the Contractor to use such funds for match. (See
Attachment A)
F. 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 firnited to DSHS, CMS and DBHR funding rules,
applicable to the use of MH/CD sales tax monies as match. Contractor shall document
they have met this responsibility by submitting to the County Administrator, in writing,
their match formula, allocation plan and any other documentation required of them
pursuant to Attachment A, attached hereto and incorporated in this Agreement. 'rhe
County may withhold authorization to utilize the MH/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.
G. 'I'lie County will make final payment of any balance due the Contractor promptly upon
determining that i) the Contractor has corripleted its obligations under this Agreement and
Ii) the County can and does accept the work performed by the Contractor.
11. 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.
1. An audit will be submitted to the County annually.
a, Contractor will submit the most recent financial audit within 30 days from the
beginning of this agreement.
Mcnt�jj jjc t[jjj :Sort ices -2014
b. The audit 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 perforri'ling 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,
d. Audit will provide statements consistent with the guidelines of Reporting for Other
Non-Profit Organizations AlCPA 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 013M Circular A -133 or A-128, as applicable.
Section 5: INDEMNIFICATION:
The Contractor shall indemnify, 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, ari.sing, 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 1,iability 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
($1,000,000) Conti-actor shall provide proof of insurance to the County
c/o Contracts Manager at Jefferson County Public Flealth, 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. 'his insurance coverage shall contain no limitations on the scope of
the protection provided and indicate on the certificate of insurance the following
coverage:
I. Broad Form Property Darnage with no employee exclusion;
2. Personal Injury Liability, including extended bodily injury;
3
Broad Form Contractual/Commercial Liability including completed operations
(contractors only);
4. Premises — Operations Liability (M&Q
5, Independent Contractors and Subcontractors; and
6. Blanket Contractual Liability.
(1) Note: J'he County shall be named as an additional insured party under
this policy.
Jefferson Me Lt I jc, J� B1 Sen, PLO-2014
C. Professional Liability Insurance providing $2,000,000 per incident; $4,000,000
aggregate, Contractor shall name Jefferson County Public Health as additional
insured.
D. 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
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.
14. 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: 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. The County shall not be responsible for withholding or
otherwise deducting federal income tax or social security for contributing to the state industrial
insurance program, or otherwise assuming the duties of an employer with respect to employee.
je1,1,er,S()11 MePjtaj I Jeajtlj Scrvices-2014
Section 9: 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 10: REPORTING
The Contractor will provide monthly service summary report to the County at the sarne time as
invoices and must be submitted by the 2nd 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 staf.
The monthly report shall be submitted to Jefferson County Public Health, Attn: Finance
Department, 615 Sheridan, Port Townsend, and WA 98368. The County will review such
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 terrnination.
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 her 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 arnended), will decide the appeal of the Director's decision.
jct'j'erson Mental Health Services-20111
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,
Approved this day of
BOARD OFCOUN'FY COMMISSIONERS
JEFFE,RSON COUNTY, WASHINGTON
John Austin, Chairperson
Jefferson Mental Health Services
A'ITEs,r:
Deputy Clerk of the Roard
Jefferson Njcj�jj I [C�Oth services-20 14
20
Exhibit! A
Scope of Work
RE,SPONSIBILITIES:
The Jefferson Mental Health Services agency as a contracted provider, agrees to:
1. Clinical and care management services for 24-40 yearly clients.
2. All employees or subcontractors of the Contractor undertaking the perfon-nance of
mental health/substance abuse services under this agreement are required to be
professionally licensed or certified by the State.
3. 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 crisis interventions,
5. Run groups as appropriate,
6. Work, with social services or other agencies as needed for dually served families with
mental health or chemical dependency issues.
7. N4aintain a secure records system guaranteeing confidentiality of PHI pursuant to HIPPA.
8, Bill other revenues whenever they exist.
9� include Mental Health Court service hours in those billed under CODIT and Drug Court
Please track separately.
10, Monthly report on client utilization, referrals, outcomes and required reporting, in
standard form(s) provided by JCPH.
11, Provide adequate office space for staff and client services, as well as waiting room, group
room and private therapy areas.
11 Group or individual therapy, or a combination of the two, of a specified duration, using
evidence based models of treatment.
13. Chemical dependency, mental health and/or COD assessment, treatment plan
development and review, documentation of client progress (group and individual session
notes), and aftercare planning and monitoring.
14. Referral for mental health medication and monitoring as needed.
15. 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.
16. Collection and preparation of data for internal and external evaluation purposes, and
reporting to JCPll I-nonthly with the invoice. Use forms supplied by JCPH for data.
Jcfferson Metal Health Sc¢,viccs-2M
17, Staffed by I (one) licensed mental health professional, with support staff to include
nurse, supervision and contract administrator counselors who, between them, are state-
credentialed in mental health and chemical dependency or co-licensed; as well as one
]bachelor's -level care manager.'rhe mental health counselor will be a master's level
practitioner.
18, Agency oversight regarding record keeping, data collection, legal and ethical issues and
standards of care are updated and meet State of Washington standards.
ig, opportunities for regular clinical supervision and psychiatric consultation are available
for staff on a regular basis.
20. participate in 2014 discussions on MH therapeutic court, staffing for treatment and case
management.
21. Make services available throughout the county.
22. provide Codit Data including -
*Number of intakes, groups individual sessions, psychiatric visits, and case management
visits provided
*Age, sex, drug of choice, psychiatric diagnosis of clients
9 Referrals to other agencies
23 . Attend and report to the Mental Health Substance Abuse Sales 'rax Advisory Committee
twice during the duration ofthis contract period, at regularly scheduled meetings, with
progress evaluation reports,
24, participate in 2014 discussions on MH therapeutic court, staffing for treatment and case
management.
I,cffej,,on Mental I lealth Servim-2014
Exhibit B
Fee Schedule
Mental Health Therapist @ $23.64/hour
Mental Health Professional @� $26,73/hour
Case Manager @q-) $24.851hour
Nurse (&
., $27.841bour
Psychiatrist (q
,) $99,55/hour
ARNP @ $56.46/hour
Clinical Supervision@ $42,20/hour
project Management 0a) $47.60/hour
Administrative Support for scheduling, billing and bookkeeping ranging from $'14.31 /hour to
$40.03/hour
Not to exceed 596,500 in completion of services for the duration of this contract without
express written amendment signed by both parties.
Jefferson Merltzd l-Ie�jlqj se�,vim -20M
DING-
MATCH POLICY
Definitions:
K8atch:isapeqm1rememtfur the 8ranteetopruv1de �contributlmnsofa specif ie d annmuntmr
percentage to match funds provided by another grantor, Matching can bein the form mf cash or
in-'kind contributions.
Regulations. The specific requirements for matching funds are unique toeach federal orstate
progrann. The A-102 Common Rule provides criteria for acceptable costs and contributions in
regard tomatch.
Jefferson County PO6cy/
In 2005, the Washington State Legislature created an option for counties to raise the local sales tax by
8.1 percent, (the 1/10th of 19 sales tax ioYtkat|wa) to augment state funding for mental health and
chemical dependency treatrne»t. Jefferson County collects and distributes the Mental Health/Chemical
Dependency (W1H/[D) 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), BOCC does not assume any fiscal responsibility/liability for any of the
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 to 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 discre1ion.
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. Tu request authorization of
availability of the funds for match, Contractor must apply tothe County Administrator in writing, and
include their match formula and a||ocationP|anand may include other documentation tm support their
request. The County Administrator will authorize or deny the availability of match funds in writing
within 30 days of the application.
|f the County informs the Contractor of the availability of chemical dependency mental health County
tax funds for nnatch, then the Contractor shall be solely responsible for compliance with all state and
federal laws and regulations, including, but not limited tuDSHS' CMS and DBHR funding rules, eppticab}e
to the use ofMH/[D sales tax monies asmatch. FoV<owimg state, federal and local guidelines for match
|s the responsibility of the Contractor.
lcUfCmo11 Newm\Bom�thScrvjcea200 |D
For example, if a Contractor provides lRde XiX Medicaid services (the Policy 19.50.02 or
42CFR43U.3O) they are required by those rules tu actually bill Medicaid for the services
at the same time- if no K8edica,id billing exists, the match would not complvvvith state
and federal guidelines for match.
Concurrent with its request for authorization of the availability of match, Contractor shall document it
has met its responsibility tofollow state, federal and local guidelines for match bv submitting |nwriting
to the county Administrator their match formula, allocation plan, and other documentation made
mandatory pursuant tpthis Agreement and this Attachment A. Ata minimum, the Contractor shah also
provide the following to the County Administrator:
1. D6HS requires contractors to complete and submit a "Local Match Certification" form
(DSHSQ6-156) ore form that has equivalent data elements prior tm any agreement for
DSHS services, Submit a copy of this application and form when requesting match
availability from the County and at each monthly billing.
2. Submit the current administrative policy within WA State regulating your services and
the use uf local match.
I Submit tothe County your last financial audit showing your use of match, County funds
and tracking systems.
4. Submit to the County the terms mf the agreement showing the MH/C0 allocation isan
allowable source of match.
5, Provide documentation that your financial reporting system tracks matching funds at a
level that Meets the level of documentation required by federal or state statutes.
The County may reject permission for Contractor to utilize the K4H/[D sales tax monies as match.
|cfj'omumcmuiHumktjServiom,204 |l